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Beale AFB clinic launches new EHR -- MHS GENESIS

Photo of Travis Callihan Air Force 1st Lt. Travis Callihan, group practice manager with the 9th Medical Group, is one of the many staff at Beale working to implement MHS GENESIS, the new electronic health record, at the clinic. (Courtesy Photo.)

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Coronavirus | MHS GENESIS

Service members know all about striving to be strong and resilient, the men and women of the 9th Medical Group at Beale Air Force in California are no exception.

While still responding to the national emergency focused on the COVID-19 pandemic and normal military medical treatment facility (MTF) daily operations, the staff has recently been called upon to support fire contingency operations.

Air Force 1st Lt. Travis Callihan, group practice manager with the 9th MDG, noted that the professionals of the 9th MDG are managing those challenges and, at the same time, engaged in a major change to the electronic health record (EHR) system.

This new EHR will provide a better level of care for all Department of Defense beneficiaries. 

The MHS GENESIS’s Patient Portal will support beneficiaries by allowing them to:

  • Securely message their care provider team
  • Request prescription renewals
  • View their lab results
  • Make appointments on-line
  • Access their medical records

Callihan wants to make sure everyone understands that patients can expect to see reduced appointment availability during the coming weeks. This is necessary to ensure that the provider teams have sufficient time during and between appointments to deliver safe care while navigating the new system.

Callihan continued to explain how outpatient care will be rolled out slowly the first business days, with wait times that may take longer than usual. The MTF will slowly ramp up the number of appointments the first week, and should be back to the current number of appointments per day by the second week. 

Callihan encouraged patients traveling a long distance for the clinic to call the appointment line at (530) 634-2941, to receive the most up-to-date information.

The 9th MDG appreciates the patience and support of everyone during this momentous and much needed evolution in care. “We are proud to serve with each of you and we are committed to providing quality healthcare,” Callihan added. “Thanks for your understanding and we look forward to the journey ahead.”

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This Defense Health Agency-Administrative Instruction (DHA-AI), based on the authority of References (a) through (b) and in accordance with the guidance of References (c) through (z3), establishes the Defense Health Agency's (DHA) plan to return to full operations and support the whole-of-government response, during the Coronavirus Disease 2019 (COVID-19) pandemic. This DHA-AI also provides a preventive plan to monitor and assess for the appearance of new cases and implement those processes that will prevent them from impacting the workforce. The processes describe herein are intended to offer an actionable plan for the workforce to re-enter DHA Administrative Offices. See Appendix 1 for a summary of the DHA Administrative Office Reopening Plan. The plan uses the Force Health Protection Guidance and Health Protection Conditions (HPCON), in accordance with Reference (d), to ensure protection for the workforce, including the most vulnerable-to-serious complications from the virus while enabling DHA Administrative Offices to continue its mission. See Appendix 2 for the conceptual HPCON framework.

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DHA IPM 19-004: Utilization of the Case Management (CM) Registry (Active and Screening) for Military Health System (MHS) Beneficiaries

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This Defense Health Agency-Interim Procedures Memorandum (DHA-IPM), establishes the Defense Health Agency’s (DHA) procedures to: Outline responsibilities for MHS and Service Department CM personnel to utilize the CM Screening Registry; Identify requirements to utilize CM coding in alignment with current MHS CM coding guidance; and Require the use of standardized Adult and Pediatric Tri-Service Workflow (TSWF) forms for CM documentation (inclusive of telephonic, virtual, or face to face screening) located within AHLTA system and future Electronic Health Record MHS GENESIS

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

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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.

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