Section IV. TRANSMITTAL PROCEDURES AND DATA ACCESS
a. The Automated Quality of Care Evaluation Support System (AQCESS) or
Composite Health Care System (CHCS) Individual Patient Data System (IPDS) record
transmittals will be submitted twice each month. Records must be submitted on the
scheduled transmittal dates and should not be delayed to await late records. Late
records should be submitted in the next scheduled transmittal.
(1) Each month on or about the 4th working day, create a monthly transmittal
(2) Create an interim transmittal tape on or about the 15th working day of
b. Complete the IPDS records listed as missing on the monthly IPDS Records
Report (RUC 299, Part C), and include these records in the next scheduled transmittal.
c. Forward the magnetic tape/cassette by First-Class Mail or Priority Mail to
Commander, U.S. Army Medical Department Center and School, Directorate of Patient
Administration Systems and Biostatistics Activities, (HSHI-QPS), Fort Sam Houston, TX
d. Label each transmittal tape/cassette on the outside as follows:
REPORTING MTF CODE:
TYPE OF TRANSMITTAL: (End of Month or Interim)
TOTAL RECORD COUNT:
e. Enclose a copy of the corresponding Records Trans mittal Roster to enhance
accountability for every tape/cassette processed.
f. Nonautomated sites requiring data reduction services by the U. S. Army
Patient Administration Systems and Biostatistical Activity (PASBA) must use DA Form
2985, the three-page Admission and Coding Information Form (A&C Form) to record all
patient data for processing into the data base.
(1) Send a fully completed A&C Form plus DA Form 3647, the Inpatient
Treatment Record Cover Sheet (ITRCS) to PASBA.
(2) When it is not feasible to code diagnoses and procedures at that time, the
A&C Form should be completely coded except for the diagnoses and procedures.