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DHA leaders visit west coast medical facilities

Air Force Maj. Gen. Lee Payne, Defense Health Agency’s assistant director for combat support and Military Health System, GENESIS Functional Champion, and William J. Tinston (center), Defense Healthcare Management System’s program executive officer, tour Marine Corps Recruit Depot San Diego’s Naval Branch Health Clinic and observes hospital corpsman sort injections Oct. 2. (U.S. Navy photo by Mass Communication Specialist 3rd Class Jake Greenberg) Air Force Maj. Gen. Lee Payne, Defense Health Agency’s assistant director for combat support and MHS GENESIS Functional Champion, and William J. Tinston (center), Defense Healthcare Management System’s program executive officer, tour Marine Corps Recruit Depot San Diego’s Naval Branch Health Clinic and observes hospital corpsman sort injections Oct. 2. (U.S. Navy photo by Mass Communication Specialist 3rd Class Jake Greenberg)

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MHS GENESIS | Military Health System Electronic Health Record

SAN DIEGO — Air Force Maj. Gen. Lee Payne, Defense Health Agency’s assistant director for combat support and MHS GENESIS Functional Champion, toured Marine Corps Recruit Depot San Diego’s Naval Branch Health Clinic, met with senior leadership, and hosted an MHS GENESIS kick-off event at Naval Medical Center San Diego, Oct. 2.

DHA is one of eight combat support agencies that provide support to combatant commanders. DHA enables Army, Navy and Air Force medical services to provide a medically-ready force as well as a ready medical force. MHS GENESIS is a new, modern electronic health record from the Department of Defense.

“MHS GENESIS is scheduled to ‘go live’ in December 2020 at military bases in the San Diego area,” said Payne. “DHA started activating MHS GENESIS at four bases in Washington State in 2017, then at four more bases in California and Idaho.”

MHS GENESIS is a single, continuous record of healthcare for service members and their families that is similar to the one currently in use at thousands of civilian hospitals, but is adapted to the unique needs of the military. Sailors and Marines can expect an increased level of efficiency when dealing with their health records and providers.

“Sailors and Marines can expect improved, higher quality, and more efficient care,” said Air Force Col. Thomas Cantilina, MHS’ chief health informatics officer. “[Military members and beneficiaries] will have access to an improved patient portal, where they can view their laboratory reports, X-rays and notes from their doctors.”

MHS GENESIS updates biannually, ensuring the system keeps current records and software modernizations.

“The system isn’t static anymore,” said Payne. “We’re constantly improving records, workflows, training, network stability, and the governance of the system.”

Compared to the current healthcare records systems, MHS GENESIS is already a major improvement.

“Within the first year of bringing MHS GENESIS online, there have been more system updates than we had during the entire lifetime of the legacy system,” said Cantilina.

A patient’s new, electronic healthcare record will begin during their in-processing at their Military Entrance Processing Station.

“The electronic record will start at MEPS and will go through the service member’s entire active duty career and will be transferred to the Department of Veterans Affairs,” said Payne. “Eventually, when all records are digitized, MHS GENESIS will span across the DoD and VA.”

Cyber security is a top priority of DHA leaders. Beneficiaries and providers can rest assured that MHS GENESIS’ cutting-edge technology is an industry leader.

“This is the safest healthcare system in the world,” said William J. Tinston, Defense Healthcare Management System’s program executive officer. “We minimized all of the available threat surfaces, and we continue to advance our cyber defenses.”

The military is ever-changing, and with the roll-out of MHS GENESIS access to, and security of, quality military healthcare will improve. Once the system is fully-implemented across the DoD, MHS GENESIS will offer automated, real-time clinical decision support for doctors and care providers. It will allow patients to directly communicate with their providers, have lower overall maintenance costs than the legacy system, and be fully-compliant with the DoD’s cybersecurity requirements.

NMCSD’s mission is to prepare service members to deploy in support of operational forces, deliver high quality healthcare services, and shape the future of military medicine through education, training and research. NMCSD employs more than 6,000 active duty military personnel, civilians and contractors in Southern California to provide patients with world-class care anytime, anywhere.

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DHA-PI 6025.32: MHS GENESIS Medical Device

Policy

This DHA-PI establishes Defense Health Agency’s (DHA) procedures to provide key stakeholders’ responsibilities for connecting medical devices to MHS GENESIS; establish clinical expectations for connecting medical devices to MHS GENESIS; provide references for MTFs to use in procuring medical devices that will be connected to MHS GENESIS; and provide process for MTFs to elevate medical device connection issues related to MHS GENESIS.

DHA-PI 6040.04: Guidance for Amendment and Correction of Entries in Garrison Electronic Health Records (EHRs)

Policy

This Defense Health Agency-Procedural Instruction (DHA-PI), establishes the Defense Health Agency’s (DHA) procedures to remove erroneously entered information in the EHRs. In general, these procedures should be limited to Personally Identifiable Information (PII) or Protected Health Information (PHI) pertaining to one person or persons, but entered inadvertently into the record of a different person. These procedures may also be applied to other information (e.g., incorrect adverse diagnosis), as deemed necessary after appropriate review. All efforts to correct documentation errors at the user level should be expended prior to requesting a correction. Patient-initiated requests to correct the EHR must be completed within 60 days of the request being received by the covered entity (the Military Medical Treatment Facility (MTF)), or 90 days if applicable extension requirements are met.

DHA IPM 18-021: Guidance for Immediate Completion and Closure of Open Encounters and Records in Legacy Systems

Policy

This Defense Health Agency-Interim Procedures Memorandum (DHA-IPM), based on the authority of References (a) through (c), and in accordance with the guidance of References (d) and (e): • Establishes the Defense Health Agency’s (DHA) procedures to complete and close open encounters within the legacy systems in preparation for the implementation of Military Health System (MHS) GENESIS. • Identifies and delineates responsibilities associated with completing and closing open encounters within the legacy systems in preparation for the implementation of MHS GENESIS. • Should be used by DoD military treatment facilities (MTFs) to update procedures and workflows that pertain to the DoD Health Record Management, Patient Administration, and other MTF functions impacted by these decisions. • Is effective immediately; it must be incorporated into a DHA-Procedural Instruction. This DHA-IPM will expire effective 12 months from the date of issue.

DHA IPM 18-018: Physical Custody and Control of the DoD Health Record

Policy

This Defense Health Agency-Interim Procedures Memorandum (DHA-IPM), based on the authority of References (a) and (b), and in accordance with the guidance of References (c) through (p): • Establishes the Defense Health Agency’s (DHA) procedures for the physical custody and control of DoD Health Records at all DoD Military Treatment Facilities (MTFs) and the management, monitoring, review, and evaluation of DoD Health Record availability at MTFs. • This DHA-IPM is effective immediately and will expire effective 12 months from the date of issue. It must be incorporated into the forthcoming DHA-Procedural Instruction, “Health Records Management”.

DHA IPM 18-016: DHA IPM 18 016 Medical Coding of the DoD Health Records

Policy

This Defense Health Agency-Interim Procedures Memorandum (DHA-IPM), based on the authority of References (a) and (b), and in accordance with the guidance of References (c) through (s): • Establishes the Defense Health Agency’s (DHA) procedures for centralized oversight, standardized operations, and ensured quality and performance for the coding of DoD Health Records. • This DHA-IPM is effective immediately; it will be converted into a DHA-Procedural Instruction. This DHA-IPM will expire 12 months from the date of issue.

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