(c) Post the data received from the clinics daily to a locally devised spread
(d) At the end of the month, entries on the spreadsheet are totaled and the
data entered on the WWR.
(2) Verification. Verify the entries on the appointment schedules or logs
against the health record or other appropriate documentation. The schedules or logs will
be annotated to indicate samples and findings. The following verification process will be
(a) A normal audit sample will be one day's patient visits pe month from
each separately organized specialty clinic and ancillary service for which visits are
reported. Verify reporting from each clinic on a monthly basis, except as follows:
If a clinic has no errors in three consecutive months, the verification
may then be reduced to once every three months. When errors are
found, verification will again be performed on a monthly basis.
When a clinic's reporting error rate exceeds ten percent per month for
three consecutive months, the clinic's reports will be verified on a
weekly basis until the error rate has been reduced to less than ten
percent for at least two consecutive weeks. At that time, the clinic's
reporting will be verified on a monthly basis.
(b) Significant deviations between daily patient visit counts submitted by
the clinics and validated daily patient visit counts must be reported to the medical facility
administrator and the Chief, Hospital/Clinic Services or Deputy Commander for Clinical
(c) Verification will be accomplished prior to preparation of the WWR.
Reported visits not validated by an inspection of the health record will not be included in the
WWR. If a record selected for audit is unavailable, exclude it from the audit and increase
the sample size until it is possible to locate and audit enough records to approximate one
day's patient visits. Consider visits logged to unavailable health records as verified visits
when reporting patient visits on the WWR.
(3) Alternate methodology of verifying WWR count by using the ADS. The ADS
collects Current Procedure Terminology/Evaluation and Management (CPT E/M) codes for
patient care encounters. Some codes closely approximate WWR visit counts. In addition
to MTF levels, this assessment may be made at MAJCOM, RMC, Service, LA, and
DoD(HA) levels using TRENDSTAR or other decision support systems.