TSWF Military Health System Population Health Portal ... Corner... · •TSWF Resources/Feedback...

“Medically Ready Force…Ready Medical Force”

TSWF Military Health System Population Health Portal (MHSPHP) AIM Form Training

JuneMay-Aug 2020 Form Version

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Disclaimer

Content shown is from an AHLTA Training System (ATS) and does not contain actual patient data.

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Objectives

MHSPHP Training Objective:

Identify the clinical workflow and tools available in the TSWF MHSPHP form

MHSPHP Learning Objectives:

At the conclusion of today’s activity, the participant will be able to:

• Understand the primary purpose and uses of the MHSPHP form

• Verbalize the correct documentation procedure (i.e. ‘Onset’ is the date the procedure or lab was actually done)

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Table of Contents

• Introduction 5-7

• Documenting in the form 8-27

• Alternate Workflows 28-32

• Preparatory Steps 33

• Adding Form to Favorites 34-37

• Adding Navigator (optional) 38-43

• Adding a Favorite Diagnosis 44-50

• TSWF Resources/Feedback 51-53

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What is the TSWF MHSPHP AIM Form?

• Collects population health data which is not already captured by the clinical information systems

• Cancer screenings (breast, cervical, and colorectal)

• Diabetic retinal exams

• Chlamydia, HPV, and strep test for pharyngitis

• Lab result value and dates (e.g., HgbA1c, LDL)

• Albuminuria screening (date only)

• Improves HEDIS reporting for a more accurate reflection of your population’s status

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Who Uses It?

• Disease/Case Managers

• Health Care Integrators

• MTF-Designated Clinical Staff

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Recommended Workflow

• Before implementing the template, evaluate existing processes for obtaining and documenting out-of-network results

• Develop processes to prevent duplication of efforts

• Scan the patient’s test result into HAIMS or AHLTA Clinical Notes in accordance with Service policy

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Documenting in the TSWF MHSPHP AIM Form

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Documenting in the MHSPHP Form

Create a New Telcon in the appropriate clinic, following service branch recommendations

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Finding the Right Patient

Select the appropriate patient by clicking all patients and utilizing

the scroll bar

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Finding the Right Patient, continued

A patient can also be located by entering data in the fields above

and clicking

Click OK

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Creating the Telcon

•Ensure Telephone consult is created in the appropriate clinic as directed by service•In ‘Reason for Telephone Consult’ field, follow Service or local policy•Click OK

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Setting Your Workload

Ensure Workload is set to ‘No’

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Starting the Encounter

Click on Current Encounter

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Starting the Encounter

Click on S/O

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Choose the Template

•Click on the drop down arrow•Scroll through list to find AIM-TSWF-MHSPHP•Click on form name to open the form

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Documenting Tests

•Click on the Onset box•Enter the date the procedure was performed•No need to click on the ‘x’ to the left of the Onset box

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Additional Procedures/Labs Ribbon

• Use this ribbon if you want to specify the specific CPT code and you know the CPT code for the procedure you are documenting

• The top part of the form may be used in any case, but don’t document the procedure in both sections

• The lower portion of the form can be used if the specific CPT code is documented on the procedure or lab report

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Documenting Lab Values

Enter decimal points with lab values. For example, enter ‘8.0’ instead of ‘8’

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Documenting Chlamydia/HPV/Fecal Analysis Results

• If you select a ‘P’ or ‘N’ for these tests, your selection will hold as documented

• Chlamydia/HPV/Fecal Analysis selections will default to a POSITIVE finding if you first enter the date performed in the Onset box

• If the result is NEGATIVE, click on the ‘N’ to ensure correct documentation

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Documenting Chlamydia/HPV Results with CPT Codes

• Use of the Additional Procedures/labs ribbon is optional

• Use this ribbon only if you have and want to document a specific CPT code used for the test

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Completing the A/P

• Click on Favorites• Double click on Z02.89 (ICD-10 code)

to add diagnosis to encounter• How to add favorite diagnoses

begins on slide 42

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Completing the Disposition

Click on Disposition

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Completing the Disposition

• Ensure Workload is set to No• Confirm code is set to 99499• Click Sign

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Closing the Encounter

• Enter your AHLTA password• Click the co-signer box & select

appropriate provider as per service policy• Click Sign

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Final Status of the Encounter

• The final status of the encounter associated with this form must be

• TEL-CON

• KEPT

• WALK-IN

• SICK CALL

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Final Status of the Encounter

If your MTF data quality review process converts all TEL-CONS to ADMIN status to avoid mistaken count tel-cons, the data will not cross over into the MHSPHP data.

ADMIN encounters do not count in the MHSPHP data

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Alternate Workflows

If patient is actually being seen for appointment, you may use alternate workflows for documentation using the MHSPHP form.

• Option A: during the normal documentation workflow

• Option B: documentation by the clinical staff but outside the normal documentation steps

• Option C: documentation by ancillary staff outside the usual encounter documentation workflow

• In these cases, no need to open a telephone consult

• Text that becomes embedded in the note must not be edited

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Alternate Workflow Option A

Option A: during the normal documentation workflow

• Simply load the MHSPHP AIM form from Navigator or your drop-down menu

• Document with the MHSPHP form as usual

• Load the TSWF template to be used for the encounter and proceed with normal documentation

• NOTE 1: the TSWF MHSPHP AIM form may be used in conjunction with other TSWF AIM forms without a problem

• NOTE 2: the text that is inserted into the note must not be edited

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Alternate Workflow Options B & C

• Option B: documentation by the clinical staff but outside the normal documentation steps

• Option C: documentation by ancillary staff outside the usual encounter documentation workflow

• Open current encounter (must not be signed)

• Select S/O module

• The AHLTA prompt presents 2 options:

• Option B: select “Edit my S/O note”

• Option C: select “Add Additional S/O Note”

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Option B• Adds a line of text within the existing note

Option C• Adds an additional S/O note, independent of

the provider’s note• Use this option to avoid taking over the

provider’s note and to distinguish the MHSPHP test documentation from the rest of the note

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Option B:

• After selecting “Edit my S/O”, open the MHSPHP form using Navigator or your drop-down menu

• Document in the MHSPHP form as usual

• Proceed with normal documentation steps

Option C:

• After selecting “Add Add’l S/O,” open the MHSPHP form using Navigator or your drop-down menu

• Complete the documentation process

• Close the note for the provider to complete

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Preparatory Steps

These are one-time tasks and if done correctly, will not have to be repeated each time you use the MHSPHP form:

• Add the MHSPHP template to your Favorites(ensures automatic updates to form)

• Add a diagnosis to your Favorites list

• Set priorities in your diagnoses Favorites list

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How to Add the MHSPHP Template to Your Favorites

• Click on Tools to open choices• Click on Template Management

This is a one time task and if done correctly, all updates to the TSWF MHSPHP form will occur automatically.

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• Select Expanded Search• Type “TSWF” in Template

Name field

Locating the MHSPHP Template

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Locating the MHSPHP Template

•Click on drop-down arrow and change “Owner Type” from “Personal” to “Enterprise”•Click on Search

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Adding the Correct Template

• Left click ONE time to highlight the MHSPHP form

• Right click and select ‘Add Favorite’• After choosing ‘Add Favorite,’

the form will appear in your favorites list

*Note that in live AHLTA the forms will show “(Department of Defense)” instead of “(USER, TEST)”

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Alternate ProcessUsing Navigator

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• Click on “Tools” • Click on “Template Mgmt”


Locating the TSWF Navigator Template

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• Select Expanded Search • Type “TSWF” in Template Name field


Locating the TSWF Navigator Template

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• Click on drop-down arrow and change “Owner Type” from “Personal” to “Enterprise”

• Click on Search


Selecting the Navigator Form

• Left click one time to highlight the Navigator form

• Right click and select Add Favorite• After choosing Add Favorite, the

form will appear in your favorites list

*Note that in live AHLTA the forms will show “(Department of Defense)” instead of “(USER, TEST)”

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TSWF Navigator

Select TSWF Navigator

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TSWF Navigator

Select the MHSPHP form

TSWF Navigator takes you to the most current version of the TSWF form

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How to Add a Diagnosis to Your Favorites List

• Z02.89 (ICD-10 code) can be used as an administrative diagnosis when you close the encounter

• Consider adding this diagnosis to your favorites list

• Click on Tools to expand your selection

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Adding a Favorite Diagnosis

Click on List Management

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Adding a Favorite Diagnosis (cont.)

Click on My Diagnoses

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Click Add

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• Type Z02.89 into the Search box and click Search• Click on the ‘+’ in front of the first code listed

to expand the selection

NOTE: until an AHLTA patch has been installed at your MTF, it may be

necessary to add “%” before Z02.89 as shown here to avoid a Tier 1 error.


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• Click to highlight Z02.89 (ICD-10 code)• Click to choose OK


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Setting Priorities in Your Diagnoses Favorites List

• Click on the code to highlight Z02.89 (ICD-10 code)

• Choose ‘Move Up’ to move the code to the top of your list or your desired location in your pick list for easy selection

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TSWF Resource Material

The TSWF repository for training/educational materials and updates:www.tswf-mhs.com/

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Primary Care Clinical Community Content Working Group

▪ DHA - Maj Matthew J Royall▪ ARMY - Dr. Robert Marshall▪ AIR FORCE – Dr. Matthew Barnes

TSWF Feedback https://www.milsuite.mil/book/groups/tswfTSWF Website http://www.tswf-mhs.com/

https://www.milsuite.mil/book/groups/tswf

http://www.tswf-mhs.com/

TSWF Military Health System Population Health Portal ... Corner... · •TSWF Resources/Feedback...

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