B08_Attachment 0008 - PMT Final Presentation.2022_Redacted.pptx

Provider Management Tracker

(PMT)

PowerPoint overview about the credential and privileging life cycle.

Training environment, and demo how to use the PMT Heat Map, generate reports, how to track status within the cycle and use the checklist and leave comments properly.

Registration, HIPPA, and the help manual.

Geared for State Users but VCC responsibilities are covered.

What is PMT?

The Provider Management Tracker is used by the State to help track the status of the Provider Centralized Credentialing and Privileging Preparation (C2P2) process. It uses maps and reports to best present Health Care Provider Credential and Privilege certification data, as well as other medical qualification tracking information obtained from these sources:

ITAPDB (System Integrated) MRR (System Integrated) JCCQAS (Manually entered by State users)

ITAPDB - Integrated Total Army Personnel Database- is an integrated non-transactional (read-only) database that contains data from the Army Components:

It’s within MRR , data regarding medical readiness JCCQAS – main program outside of state users and VCCs log in and do work within system and updating PMT as needed

PMT is like a message board and tracker, it mirrors what is going on in other systems

Helpful References PMT – Provider Management Tracker MRR – Medical Readiness Reporting ITAPDB – Integrated Total Army Personnel Database JCCQAS – DoD Joint Centralized Credentials Quality Assurance System C2P2 – Centralized Credentialing and Privileging Preparation VCC – Vendor Credentialing Coordinator SCC – State Credentialing Coordinator (State) QA – Quality Assurance PCF – Provider Credentials File

Practitioner's Credentials File (PCF) is a comprehensive, permanent file containing documentation relevant to an individual’s education, experience, licensure/certification, training, and professional history.

Initiate VCC Initiates a new credentialing cycle Prepare Checklist VCC sets up the Checklist

JCCQAS

State User coordinates with the Provider and uploads the required documents to JCCQAS PMT Checklist State User updates the Checklist in PMT as documents are uploaded to JCCQAS

Checklist Review VCC verifies/validates documents in JCCQAS Some documents may be rejected and will require correction/re-submission Checklist Complete/Ready For

E-APP

VCC verifies Checklist complete Initiate and Complete E-APP VCC initiates E-APP Provider Completes E-APP and makes any necessary changes E-APP Verification VCC verifies all information and E-APP is correct and submits PCF to QA If corrections are needed the File will get sent back for modification Once approved file moves to QA for review

QA

QA does comprehensive review of entire PCF before approving file If corrections are needed the File will get sent back for modification

Pre-Board Notification File is complete and status is updated to Pending Presentation Check Board date confirmed File routed to the 1st Level Reviewer Board Presentation Presents the file to the C2P2 Board Recommends approved Credential file 1st Level Reviewer approves E-APP VCC Updates PMT C2P2 Board Approved Board MFR is uploaded JCCQAS (VCC) E-APP is routed to the State Surgeon for approval and granting of Privileges VCC confirms privileges are complete Post Board Notification to State:

Cred and Priv Dates, Board MFR upload Date and completes the cycle Roles and Responsibilities Begin Complete

VCC

Vendor Credentialing Coordinator

SCC

State Credentialing Coordinator Provider Legend Other

User Role- Credentialing and Privileging Life Cycle and

QA reviews entire PCF

PCF requires modification

VCC/State/ Provider make the necessary changes

State uploads Documents to JCCQAS

State updates Checklist

VCC validates documents in JCCQAS

VCC updates document status on the Checklist

E-APP requires modification

VCC/

Provider updates

E-APP

Initiate VCC Initiates a new credentialing cycle Prepare Checklist VCC sets up the checklist

JCCQAS

State User coordinates with the Provider and uploads the required documents to JCCQAS PMT Checklist State User updates the Checklist in PMT as documents are uploaded to JCCQAS

Checklist Review VCC verifies/validates documents in JCCQAS Some documents may be rejected and will require correction/re-submission Checklist Complete/Ready For

E-APP

VCC verifies Checklist complete Initiate and Complete E-APP

VCC initiates E-APP Provider Completes E-APP E-APP Verification VCC verifies all information and E-APP is correct and submits to QA If corrections are needed the E-APP will get sent back for modification Once approved file moves to QA for final review

QA

QA does comprehensive review of entire PCF before approving file Pre-Board Notification File is complete and status is updated to Pending Presentation Check Board date confirmed File routed to the 1st Level Reviewer Board Presentation Presents the file to the C2P2 Board Recommends approved Credential file 1st Level Reviewer approves E-APP VCC Updates PMT C2P2 Board Approved Board MFR is uploaded JCCQAS (VCC) E-APP is routed to the State Surgeon for approval and granting of Privileges VCC confirms privileges are complete Post Board Notification to State:

Cred and Priv Dates, Board MFR upload Date and completes the cycle The Credentialing and Privileging Life Cycle and Systems Begin Complete

PMT

JCCQAS

BOTH

Legend

Interactive PMT Life Cycle

State Users: If you have a new civilian Title 5 healthcare provider that is not in PMT the State needs to be identified and mentioned to Ms. Renee Greer so they can be manually added to the system.

VCC verifies E-APP in JCCQAS

VCC / Provider update

VCC/State/ Provider make necessary changes

QUESTIONS?

Initiate (VCC)

VCC logs in PMT to find provider , verify the status is active and that C2P2 status is “complete” If this is provider was already in system

Click “Initiate” to start new cycle. Cycles usually last 2 years but 1 year cycles are also an option.

Most common path to initiate a new cycle is when the current cycle is set to expire in less than 120 days there are

When a new credentialing cycle is initiated, the current checklist gets archived, IF this is not an initial credentialing cycle

They can also Update any AOC/ASI information to match JCCQAS and save those changes

When a new credentialing cycle is initiated, the current checklist gets archived

Initial files will automatically have a checklist generated and will be ready for VCC and State actions.

Fields will reset and comments will be archived. The system updates the C2P2 Status to “Pending Submission” and File Owner field to “State”

The most common path to initiate a new cycle is when current privileges are set to expire in less than 120 days.

Find the provider by using the “Name” search filter

Verify that the status is “Active” and the C2P2 status is “Complete”

Click “Initiate” to start new cycle.

Update any AOC/ASI information to match JCCQAS

Searching by name

Searching by name

Checking for Active status, complete C2P2 status, updating AOC/ASI information and clicking Initiate, Primary AOC: The Provider’s 3-digit code which identifies their main Area of Concentration career path.

ASI = Additional Skill Identifier: ASIs show additional skills, training, and qualifications a soldier may possess, in addition to his/her Military Occupation Specialty (MOS) Training AOC: Area of Concentration 3-digit code which is their highest Training level.

Operational AOC: Area of Concentration 3-digit code within their operational/mission functional specialty.

Additional AOC: Any additional training the provider has received that does not fall under traditional training.

Checking for Provider Status: Active or Resident (unrestricted license) , complete C2P2 status, clicking Initiate, After the VCC clicks the checklist button for the first time, pending documents should populate at the top if not already

After initiating, observe the changed statuses

PMT automatically changes the file owner back to “State” from “Credential File Manager” when the VCC changes a document status.

After the VCC clicks the checklist button for the first time, pending documents should populate at the top if not already

After initiating, observe the changed statuses

Take time to review the following:

Primary AOC: The Provider’s 3-digit code which identifies their main Area of Concentration career path.

ASI = Additional Skill Identifier: ASIs show additional skills, training, and qualifications a soldier may possess, in addition to his/her Military Occupation Specialty (MOS) Training AOC: Area of Concentration 3-digit code which is their highest Training level.

Operational AOC: Area of Concentration 3-digit code within their operational/mission functional specialty.

Additional AOC: Any additional training the provider has received that does not fall under traditional training.

Update if necessary, then click SAVE to save changes

Prepare Checklist (VCC)

3 initial documents are generated VCC and state user will work together to upload and track all documents VCC will click “checklist” to verify initial documents are present and correct Checklist from VCC view, Consent, Malpractice, and CV are the initial required documents

VCC and SCC will work together throughout the process to upload/track all documents

Click “Checklist” and verify that the initial documents are correct

VCC Verifies that initial 3 required documents -Consent, CV, Malpractice are marked off as required)

VCC Verifies that initial 3 required documents (Consent, CV, Malpractice are marked off as required

JCCQAS (SCC/VCC/Provider)

Provider confirms contact information in JCCQAS is correct SCC coordinates with provider and uploads all documents required by checklist State users frequently go back to JCCQAS upload and correct documents as needed

Just a preface to the program being used outside of PMT for the next few steps.

VCC can also upload documents into JCCQAS if need be, although there is an established “Happy Path”

Provider confirms the contact information in JCCQAS is correct

SCC coordinates with Provider and uploads all documents required by checklist

Be prepared to return to JCCQAS frequently to upload/make corrections

State user and Provider can access JCCQAS here: https://ccqas.csd.disa.mil

PMT Checklist (VCC/SCC)

TITLE OF SLIDE __ COMMENTS

only has to do with the initial 3 documents State Upload document to JCCQAS State updates checklist VCC validates documents in JCCQAS VCC updates document status on the checklist

When the date is added, the status will change to “uploaded” automatically

Use the comments section to send and receive pertinent information or questions regarding a specific document. If there are issues and comments are tracked, Managers will have key information to provide a response. Helps manager understand where they are in the process.

After initial uploads, VCC then updates the checklist with additional documentation after verifying the initial documents, and sets the new ones as required.

Note: When the VCC updates a document’s status, PMT automatically changes the File Owner back to State.

SCC enters document Quantity/Upload Date to checklist for initial documents

VCC verifies documents in JCCQAS and updates checklist “Status” and “Date Received”

Once all initial documents are uploaded/updated, VCC changes File Owner to Credential File Manager

Updating the PMT checklist

Updating the PMT checklist

COMMENTS

Utilizing the tracking comments

COMMENTS

Utilizing the tracking comments

Trainer Notes:

This eliminates the need for external emails.

External email communications are discouraged as all relevant information are provided in the comments .

Most recent comment can be viewed, and all others are in the menu

Use the comments section to send and receive pertinent information or questions regarding a specific document. If there are issues and comments are tracked, Managers will have key information to provide a response. Helps manager understand where they are in the process.

Trainer Notes:

This eliminates the need for external emails.

External email communications are discouraged as all relevant information are provided in the comments .

Most recent comment can be viewed, and all others are in the menu

Use the comments section to send and receive pertinent information or questions regarding a specific document. If there are issues and comments are tracked, Managers will have key information to provide a response. Helps manager understand where they are in the process.

State user vs. VCC view of available actions

State user vs. VCC view of available actions

Checklist statuses are as follows:

Pending = pending from provider or entity Uploaded = date document uploaded to JCCQAS Rejected = documents rejected for use Received = date received/confirmed in JCCQAS PSV = pending psv QA = pending QA Review Completed = QA Approved

Primarily the state user’s job to coordinate uploading documents in JCCQAS, but the VCC can upload and coordinate with the Provider.

Primarily the state user’s job to coordinate uploading documents in JCCQAS, but the VCC can upload and coordinate with the Provider.

Checklist Review (SCC/VCC)

This involves any additional documents deemed necessary by the VCC based off the first initial 3 documents State Upload document to JCCQAS State updates checklist VCC validates documents in JCCQAS VCC updates document status on the checklist

Comments should be utilized, and specific comments should be entered to reflect Rejected documents.

Details of the first three documents drives what the VCC will select as additionally required.

This cycle will repeat as often as necessary to create and complete the checklist of required/additional documents. Once all the required documents have a status of “QA” the file is ready to move forward to E-APP.

SCC continues to upload documents into JCCQAS/Update PMT for all additional documents

VCC will continue to verify inside JCCQAS/Update Statuses and Received date

Both VCC/SCC continue to communicate with comments until all statuses read “QA”

Checklist Ready for E-APP (VCC)

All doc have been updated into JCCQAS and verified E-APP process can now be initiated and sent to the Provider via JCCQAS VCC then updates C2P2 status to “Pending E-APP submission” and file owner is to “Provider”

Quick staging ground/stopping point to re-cap

All necessary documents have been uploaded into JCCQAS and verified

E-APP process can now be initiated and sent to the Provider via JCCQAS

VCC then updates the C2P2 status to “Pending E-APP Submission” and File Owner to “Provider”

Initiate/Complete E-APP (VCC/Provider)

VCC will initiate the

The Provider can access the E-APP from JCCQAS Worklist on the website

Provider completes the E-APP and makes any necessary changes

E-APP Verification (State/VCC/Provider)

VCC verifies all info (Practitioner Credentialing File ) If corrections are needed State/VCC/Provider make modifications VCC continues to update C2P2 status/file owner as it changes

The entire process takes place outside of PMT except for updating the C2P2 status and File Owner After the E-APP and file are complete, the VCC updates the following fields: All checklist items should read “QA”, C2P2 status is “Pending Review”, File Owner is “QA”, EXCOM is “Blank or “Open” Once approved, the PCF (Practitioner’s Credentials File) goes to QA for review and approval to move forward to the Board.

VCC verifies all information (PCF)

If corrections are needed, the State/VCC/Provider make modifications

VCC continues to update the C2P2 Status/File Owner as it changes

Shows every status you will come across in PMT and who oversees making the modification

Shows every status you will come across in PMT and who oversees making the modification

VCC / Provider update

QA Process (SCC/VCC/Provider)

Upon QA review of the file, if edits are required, QA will update the following fields:

Set Checklist items to “Rejected” (Approved items will say Complete) Pre-Board status = Incomplete Board Date = Date of projected C2P2 Confirmed box remains unchecked until file is Approved Board Decision = Pending Presentation

Details of the QA edits should be listed in the Comment section on the Provider Details section. The QA may set the File Owner to a few choices: Credential File Manager or State.

QA conducts a comprehensive review of the entire PCF before approving the file

Edits are made if applicable

When all edits are complete, the VCC will update the status and the review continues

Upon QA review of the file, if edits are required, QA will update the following fields:

Set Checklist items to “Rejected” (Approved items will say Complete) Pre-Board status = Incomplete Board Date = Date of projected C2P2 Confirmed box remains unchecked until file is Approved Board Decision = Pending Presentation

Details of the QA edits should be listed in the Comment section on the Provider Details section. The QA may set the File Owner to a few choices: Credential File Manager or State.

Demonstrates the process in a graph

Demonstrates the process in a graph

VCC/State/ Provider make necessary changes

Pre-Board Notification (VCC)

Fields Updated:

Pre-Board Status = Approved

Board Date = Date/Marked Confirmed

Board Decision = Pending Presentation

C2P2 = Pending Approval

File Owner = 1st Level Reviewer

QA Approved = Add date of QA

After QA is complete, multiple fields are ready for updates

Updates are made in PMT

File is complete and is awaiting presentation on the assigned Board date and switches to 1st Level Reviewer

Fields Updated:

Pre-Board Status = Approved

Board Date = Date/Marked Confirmed

Board Decision = Pending Presentation

C2P2 = Pending Approval

File Owner = 1st Level Reviewer

QA Approved = Add date of QA

Board Presentation (VCC/Other)

1st Level Reviewer presents file

Recommends approved file

E-APP is approved

Once file is approved, following is updated:

Board Member field– should have name associated with it

Board Decision = Approved

EXCOM (status of the Executive Committee’s review)– should have final determination if any

Cred Expiration Date -

MFR Uploaded Date

C2P2 Board Approved (VCC/Other)

(Privileges are not extended until the E-APP is approved by the Privileging Authority)

E-APP is routed to State Surgeon for approval

VCC monitors the E-APP for approval. Once 1st Level Reviewer approves, update file owner to Privileging Authority

VCC also updates Priv Expiration date

Post Notification to State (VCC)

Once the Privileging Authority approves the E-APP VCC finalizes the Provider record

Priv Expiration Date, C2P2 Status = Complete, File Owner = Credential File Manager

All documents on the checklist set to “Complete”

QUESTIONS?

Heat Map

Getting Started Make sure you have access to the Provider Management Tracker (PMT)

Access requires registration and approval for MEDCHART > MRR > PMT For help on or to begin registering, follow this link: https://medcharttraining.asmr.com/help/UserDocumentation/MEDCHART/Registration/Content/Topics/medchartregistration.htm Your supervisor or manager should give you guidance on what role you should request.

The Vendor Credentialing Coordinator (VCC) role is for those responsible for overseeing and quality assurance of all Provider information when preparing for the board.

The MRR State user role with PMT permission is for state level credentialing coordinators (SCC) who coordinate documentation with the Providers in their state.

To be eligible for registration you must have:

A government issued common access card (CAC) and a mail.mil email address.

A current HIPAA certificate (or complete the online HIPAA course in MEDCHART).

Navigate to the MEDCHART website At the registration page, enter your contact information in the User Details section Getting Started slide 2 of 5

Roles and Responsibilities:

Select the application (MRR), organization (National Guard) and your duty location (State).

Select your Role (most common for PMT are State User and Vendor Credentialing Coordinator.)

Click Next (bottom of the Roles and Responsibilities page)

Click Submit (on the Save User Details box)

After you have submitted your request, you must upload a current HIPAA certificate or take the training and exam online at the link provided.

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