AWP User Guide.pdf

NAVY MEDICINE RECORDS ACTIVITY

SAINT LOUIS, MISSOURI

NMRA SOP 0000

19 March 2021

NMRA STANDARD OPERATING PROCEDURE (SOP) 0010

Subj: ARMED FORCES HEALTH LONGITUDINAL TECHNOLOGY APPLICATION

(AHLTA) / AHLTA WEB PRINT (AWP)

Ref: (a) NMRA Requesting, Creating, and Managing AHLTA account

(b) Brooke Army Medical Center (BAMC) Electronic Health Record (EHR) Support and Services POC

(c) https://avhe.health.mil/Citrix/AVHEWeb/

(d) AHLTA Web Print Stand Alone End User Guide dtd 01 Nov 2017

1. Purpose: To provide a quick reference document of the process to look up a Service Member in Armed Forces Health Longitudinal Technology Application (AHLTA) and request and download the AHLTA Web Print (AWP).

2. Scope: This Standard Operating Procedure (SOP) pertains to the steps needed for patient or service member look up in AHLTA.

3. Procedure: Navy Medicine Records Activity staff will provide quick reference guide to use the AHLTA system for patient look research.

4. Any assistance necessary, please call NMRA at 314-260-8120.

/s/ LT. McNeese-Haliburton https://avhe.health.mil/Citrix/AVHEWeb/

Subj: Subj: ARMED FORCES HEALTH LONGITUDINAL TECHNOLOGY APPLICATION

(AHLTA) / AHLTA WEB PRINT (AWP)

1. Accessing AHLTA

a. Navigate to AHLTA utilizing the Application Virtualization Hosting Environment (AVHE) website.

(1) https://avhe.health.mil/Citrix/AVHEWeb/

b. Select “More choices” to display all the users’ security certificates, and then select the CAC “Authentication” certificate to proceed.

c. Select “Accept” on the consent banner.

Figure 1: Security certificate selection.

Figure 2: Consent Banner.

https://avhe.health.mil/Citrix/AVHEWeb/

d. First time users select the “APPS” button in the top center of the screen. This will take the user to the below screen.

e. Next select the AHLTA button on the top left of the dashboard to display all of the AHLTA medical facilities available for remote access.

f. Scroll down until locating the AHLTA – MESA icon associated with Brooke Army Medical Center (BAMC), and select it. NOTE: clicking on the “Details” next to the icon will enable the user to add the icon to the user’s AVHE favorite’s page.

g. A pop up window will appear with the AHLTA security banner, select the “Acknowledge” button to proceed.

Figure 5: AHLTA Security Banner.

Figure 3: AVHE dashboard.

Figure 4: BAMC AHLTA access icon.

h. A pop up window with the log in option will appear, select “AHLTA Login”. This will load a different Login window.

i. This window will allow the first time user to login with the “User ID” and Password provided by the BAMC EHR administrator.

j. If accessing AHLTA after the initial login, select “CAC Login”, this will again change the window back to the previous window (Fig. 6) to enable the user to log in utilizing their CAC

PIN.

2. AHLTA Web Print.

a. To search for a Service Member (SM), either select “Patient Search” from the folder list on the left side of the dashboard, or select the “Go” menu from the top of the screen and then “Patient Search”.

Figure 6: AHLTA Workstation Login.

Figure 7: User ID and Password Login window.

Figure 8: AHLTA Dashboard.

b. In the “Patient Search” window, search for the SM by their Name, Social Security Number (SSN), or their DoD ID number, whichever is available. Select “Find” to execute the search function.

c. The search results will appear in the space at the bottom of the window.

d. Select the desired SM from the returned options to view the patient’s data.

e. Select the AHLTA Web Print at the bottom of the menu tree on the left side of the screen.

Figure 9: Patient Search window.

Figure 10: Patient Search results.

f. Below the blue bar titled “Select Date Range”, a specific period for generating the report can be identified. This date period can be sourced from either the 37 Day List report, or the Release of Information request.

g. Select at the bottom of the screen include HIV testing, then select Request Report.

h. AHLTA will then redirect to a page that shows the record is loading.

i. Check mark each box to download the relevant record.

j. Choose where to save the AWP download, each MRT will have a folder created with their last name in the X drive at: X Drive, AHLTA WEBPRINT. The download will then start.

k. After the download is complete go the MRT’s AWP folder, and right click and unzip the file to the folder.

Figure 12: Selection Reports for Download.

Figure 11: AHLTA Web Print Screen

Figure 13: AWP HIV inclusion

3. Utilizing AHLTA as a research tool to locate STR’s.

a. In performance of the job functions as the Single Point of Entry (SPOE), or Veterans Lifetime Electronic Record (VLER) retrieval clerk, it may be required to research the last treatment facility a veteran received medical care. The different AHLTA functions can assist with this process.

(1) AHLTA Demographics. The Demographics option in AHLTA is utilized to view the personal information of the Service Member (SM), and displays the following information:

Figure 15: AHLTA Demographics option.

(a) The SM’s DoD ID number, date of birth, and patient category (identifies SM as active, reserve, separated, dependent, or retired.

(b) The SM’s most recent address as entered in the Defense Eligibility Enrollment Reporting System (DEERS).

(c) Last medical facility enrolled for treatment / medical care.

Figure 14: AWP Data location

Figure 16: AHLTA Demographics information.

(2) Previous Encounters / Health History, to determine if the SM has medical documentation in AHLTA, it is useful to utilize the “Previous Encounters” or “Health History” search function. This option is in the menu tree on the left side of the screen. Both functions will display all previous medical encounters for the SM.

Figure 17: Previous Encounters Search option.

4. AHLTA Web Print – Stand Alone (AWP-SA)

a. AWP-SA is a bridge program for sites that have transitioned to MHS Genesis, the Defense Health Agency’s (DHA) new Electronic Health Record (EHR) system. Upon transition to MHS Genesis, AHLTA for the site will be decommissioned and AWP-SA and the Joint Legacy Viewer (JLV) will be the only application available to view AHLTA documents.

b. To request a AHLTA-SA account access the following link to request a mJAD account via the online DHA Global Service Center: https://support-gsc.health.mil/arsys/forms/gsc-ar/SRS%3AServiceRequestConsole/%20Default+Administrator+View/?cacheid=a513e089&mo de=CREATE.

(1) When prompted select your ID/authentication certificate.

(2) When the website opens, type “MJAD New” in the search field and select “mJAD – New User Account”.

Figure 18: DHA Global Service Center Landing page.

(3) Complete the required fields; in the “Please list applications this user will need access to” box, enter “mJAD account creation” if AVHE access is not already possessed, and “AWP – Stand Alone” to request AWP-SA.

https://support-gsc.health.mil/arsys/forms/gsc-ar/SRS%3AServiceRequestConsole/%20Default+Administrator+View/?cacheid=a513e089&mode=CREATE https://support-gsc.health.mil/arsys/forms/gsc-ar/SRS%3AServiceRequestConsole/%20Default+Administrator+View/?cacheid=a513e089&mode=CREATE https://support-gsc.health.mil/arsys/forms/gsc-ar/SRS%3AServiceRequestConsole/%20Default+Administrator+View/?cacheid=a513e089&mode=CREATE

Figure 19: Application Access request.

c. When notified of AWP-SA access has been created, use the link listed at 1.a.(1) to access the application. (Note the application will have a different Icon than the AHLTA application)

Figure 20: AWP-SA Icon.

d. For detailed instructions on how to use AWP-SA, please refer Ref. (d).

5. Further Instructions: For information or assistance contact Brooke Army Medical Center (BAMC) Electronic Health Record (EHR) Support and Services or your local ITACs POC.