WYOMING CHAPTER
Association of Records Managers and Administrators
Chapter Meeting
May 10, 2006
Cheyenne VMAC, Cheyenne, WY

Please Note: These minutes are abridged.

Members Present: Kristy Anderson, Mary Bauserman, Donna Crock, Bob Curtis, Wendy Kinkade, Debbie Leonard, Pat Newbern, Vicki Seals, Dan Siglin, Jess Sheely, Rich Wilson.

Guests: Mark Browne, Sue Layman, Shirley Sheely

Speakers:
Andy Ruben, Public Affairs Officer, Cheyenne VAMC
Laroy Books, Record Section Manager, Cheyenne VAMC
Sherri Vick, RN & VA IT Specialist, Cheyenne VAMC
Ruth Holian, VA IT Specialist, Cheyenne VAMC

Topic: Cheyenne VAMC Records Management Overview, Walking Tour, and Demonstration of CPRS, VA’s electronic record system. Members and guests met at the Cheyenne VAMC. Lunch was available at the canteen and members and guests shared a brief visit. Mr. Andy Ruben, Cheyenne VAMC Public Affairs Officer began the meeting in the conference room where he introduced himself, introduced Laroy Books, reviewed our meeting schedule, and began with a history of the Cheyenne VAMC.

Original Cheyenne VAMC facility construction began in 1932 with first use in 1935. The beautiful Cheyenne VAMC has now been in service for over 75 years. Mr. Ruben’s presentation included statistics and values of the Cheyenne VAMC facilities, patients, contracts, and budgets. There were over 14,100 individual patients treated this past year and this number is on a rising trend. Outpatients are also served thru the Cheyenne VAMC and three other locations: Ft. Collins, Colorado, Greeley, Colorado, and Sidney, Nebraska.

Major projects currently under process include improvement of accessibility, Nursing Home upgrades, CARES clinic expansion, joint VA/DoD initiatives, and Telehealth programs.

Mr. Laroy Books, then briefly spoke about the Records Management System used at the Cheyenne VAMC. Originally, the system was all hard copy, which resulted in an average of a 2 ½ inch to 3 inch thick record or volume (of which many patients’ “volume” contained the equivalent of 30 volumes). Records are retained for 75 years after date of last visit and are archived beginning 3 years following last active date of visit. There are approximately 200 to 300 boxes that are archived each year, and Mr. Books completes a complex and lengthy process to determine which records are to be sent to NARA storage facilities.

Mr. Books explained that in 2002, there was a Federal mandate to move to electronic records. Their electronic records management system now includes VISTA (database program) with an integrated digital decoding unit (‘Boomerang’ walk about dictating system) and HL7 interface, and diagnostic quality computer screens for digital EKG’s, sonograms, cat scans, etc. All patient reports are scanned and retained for 75 years after date of last visit. Per a Congressional act, scans are valued the same as the original. Complete system backups are accomplished per requirements daily except weekends and holidays with off site storage.

Following a walking tour of the facility the group again met in the conference room where Mr. Ruben introduced Sherri Vick and Ruth Holian. Ruth and Sherri introduced and demonstrated the VISTA database CPS program, which is the nation wide VA system used for their complete ‘Information Resource Management’ (IRM). Ruth demonstrated by entering a “test” patient and tracked services and how the system functions. Every one in attendance agreed the VISTA system is simply an incredible source and repository for medical records. When a Doctor complete a patient’s report, prescribing of drugs, procedures, etc. via their wireless systems, transcription is accomplished both manually and through voice recognition programs. Completion and follow up of all medical reports must be done within 24 hours. All ICU and discharged patient records must also be done within a 24-hour period. VISTA tracks all medical information including but not limited to: Dental, Medical exams, treatment, surgical procedures & Doctor reports, prescriptions (including reactions & allergy reports), HMP (history & physicals), digital radiographs, sonograms, etc.

The VISTA system was developed for and by the VA and is based in Austin, TX. Standardizations and upgrades are accomplished on a regular basis electronically, which also include all backups on tape, which is stored off site, so there are no migration issues. Ruth explained they are currently using Version 26. Access is available only through sophisticated electronic signature as defined with a unique code.

Proof of the VA VISTA system’s value was demonstrated last year, when within 24 hours, all medical records were completely available in Jackson, Mississippi VA facilities for New Orleans VA patients affected by Katrina.

Everyone agreed this was a very informative meeting that was simply chocked full of data, screens, records, and information.

Respectfully submitted by,

Pat Newbern
Secretary