Lean Six Sigma Project

Change in Information System in MHS Genesis

EXECUTIVE SUMMARY

In the Military Treatment Facilities (MTFs), don’t have a database infrastructure that allowed
them to conveniently exchange medical and dental records until February. MTFs were about to
launch a new computerized system to record the patients data like patients contact
information, health conditions, the treatments they have taken and from which hospital they
have treated.

This computerized system of record keeping is called the MHS Genesis System. By this MHS
Genesis, it will be available to all medical personnel at every military health centre. You won't
have to recite your medical records to your new doctor any time you PCS for MHS GENESIS. You
won't have to pick up your medical or dental history before you pass, either. Your insurer would
have access to your entire family's medical and dental records in one location.

MHS GENESIS was created together by over 800 subject’s experts. Which covers healthcare
practitioners, including physicians and nurses as well as IT professionals? Both systems now in
operation will be replaced by MHS GENESIS; more than 50 systems will be reduced to only the
same system. This involves the substitution of DOD programs in the field of health care, such as
AHLTA, Composite Health Care System and the Theater Medical Information Program Joint.

Problem is with the acceptance of the change in the patient health record keeping system and
adapting such change by the employees, patients and the each established branch of the MTFs
hospitals. There may be risk of errors at the time of installation of the system or lack of
adequate knowledge about the functioning of the system leads to disaster in the
implementation of the system.

Achieve the process improvement in speed and efficiency, to integrate the human resources
and information system. For providers and patients, MHS GENESIS would entail less paperwork.
Also ensures that false knowledge would be less likely to be given or obtained. In February, the
MHS GENESIS Patient Portal went up. It's a safe database that gives you and your health-care
professionals’ access to your medical records.
Define Phase
Business Case
Military hospitals want to implement a computerized system of record keeping of health information of
the patients. It is a centralized system which allows the access to the patient information from wherever
or whichever hospital he went to. This is possible to the hospitals who have implemented this system.
This centralized information system is known as MHS Genesis.

Problem Statement
The patient wants to carry all the information of his health records and need to start from the scratch by
giving all the details of him/her from the beginning. This will happens every time he visits to the new
hospital or new doctor.

Objective
Increase in the accuracy and continuity in the maintenance of the patient health information. Integrate
the human resources with the information system, reducing the repetitive work of entering data right
from scratch; achieve the reduced errors in the data of the patients.

Primary Metric
MHS GENESIS should substitute a tangled mess of existing programs, making inpatient and
outpatient information immediately accessible anywhere it is required across the spectrum of
care, from the point of injury to the military medical treatment centre. Each military member,
veteran, and family member can have a single health record until it is fully enforced.

BEFORE IMPLEMENTATION

% of
No. of repetitive
Months Patients entries

June 32540 26%

July 43260 34%
August 45600 36%
September 53200 54%
October 34250 23%
November 43900 37%
December 48920 42%
January 33780 25%
 % of repetitive entries
100%
90%
80%
70%
60%
50%
% of repetitive entries
40%
30%
20%
10%
0%
ne July gust ber ber ber ber ary
Ju o u
Au ptem Oct vem ecem Jan
e No D
S

AFTER IMPLEMENTATION

No. of % of
Patients repetitive
Months entry entries

February 47550 2%

March 54300 1%

April 59600 0%

May 61260 0%

June 62450 0%

July 65700 0%
 % of repetitive entries
10%
8%
6%
% of repetitive
4% entries
2%
0%

Secondary Metric
The MHS Genesis implementation should have to reduce the errors in the data entry of the
patient health information

BEFORE IMPROVEMENT

No. of
Patients % of error
Months entry % of error 50%
June 32540 12% 40%
July 43260 21% 30%
August 45600 27% 20% % of error

September 53200 32% 10%

October 34250 19% 0%
ne ly st r r r r y
November 43900 22% Ju Ju ugu mbe tobe mbe mbe uar
A pte Oc ve ece Jan
December 48920 29% Se No D
January 33780 16%

AFTER IMPROVEMENT
 No. of
Patients
Months entry % of error

February 43250 7%

March 48500 5%

April 52600 4%

May 54500 2%

June 62450 0%

July 65700 0%

% of error
20%

15%
% of error
10%

5%

0%
February March April May June July

COST OF POOR QUALITY (COPQ)

• Lag in the treatment
• System breakage
•Errors in the health information.

Project Scope
You will use the MHS GENESIS Patient Portal to:

1. Examine your latest medical information.

2. Make medical and dental appointments for yourself and your family members.
3. Request that your prescriptions be renewed.
4. For your doctor or nurse, you can send and receive safe texts.
5. Examine the medical records, as well as some lab and laboratory findings.
6. Fill out the oral health history questionnaire prior to your appointment.
7. Data on health can be viewed, downloaded, or printed.
 8. Get reminders to schedule health tests from the MHS GENESIS Patient Portal.

Project Team
 Senior SIAM (Service Integration and Management) Program Manager
 Subject Matter Experts incl. Practitioners, Nurses
 IT Professionals

Stakeholders
 Military Hospitals
 Patients
 Data Entry Operators
 Veterans
 Physicians
 Insurance Companies

Project Timeline
February

High Level Process Map