Patient Administration - Army Publishing Directorate - U.S. Army

(1) Receive and open mail including checks or payments.
(2) Ensure checks are posted (recorded) and deposited within 1 day of receipt. Checks received on a weekend or
holiday must be posted and deposited the next working day.
e. The TPCP officer/manager will—
(1) Ensure collections are recorded accurately.
(2) Ensure the insurance documents indicating amounts collected equals amounts deposited; ensure that the TPCP
records are reconciled with the MSA TPCP deposits; and that the TPCP reports reconcile with the finance and
accounting financial records, monthly.
(3) Reconcile insurance documents indicating amounts paid with total charges to validate payment of the full
amount, less appropriate deductibles and coinsurance.
(4) Ensure insurance payments are validated according to current guidance regarding claim closure and procedures
for disputed claims.
14–11. Third Party Collection Program reports
a. Quarterly reports. Quarterly, each MTF must complete and forward the cumulative TPCP Report on program
results to the Commander, USAMEDCOM, ATTN: MCHO-CL-P, 2050 Worth Road, Fort Sam Houston, TX 78234-
6010. DD Form 2571 (Third Party Collection Program—Aging Schedule) will be provided to the supporting regional
claim settlement legal office or Commander, USAMEDCOM, ATTN: MCJA, 2050 Worth Road, Fort Sam Houston,
TX 78234-6000 upon request. MTFs must submit quarterly reports on the proper DD Form 2570 (Third Party
Collection Program-Report on Program Results) (may be submitted in electronic form), signed by the administrator or
responsible official, and explaining any significant variation from prior quarters. Separate DD Forms 2570 must be
completed for inpatient and outpatient billing and collection activities. For the purposes of these reports, dollars
collected are reported against the year in which the medical service was rendered. The RCS number DD-HA(Q) 1752
and the MTF Defense Medical Information System ID number must be annotated on each MTF quarterly report.
b. Additional reports. DOD 6010.15-M provides requirements related to additional reports.
c. Annual report. Each MTF must forward a narrative report to the Commander, USAMEDCOM, ATTN: MCHO-
CL-P, 2050 Worth Road, Fort Sam Houston, TX 78234-6010 annually. The report will include the cost of collections
and how the collections were spent for the enhancement of health care. A sample format is in DOD 6010.15-M.
14–12. Disposition of claims files
Third-party health plan reimbursable MTF claims may be disposed of when they reach 6 years, 3 months from the date
of billing. Do not dispose of claims without release from the RCSO. In addition, prior to destroying claims files,
written certification must be obtained from the local Records Retention Officer. This ensures that claims files are not
part of a destruction freeze, or that for any other reason they should not be destroyed.
Chapter 15
Patient Administration Systems and Biostatistics Activity
15–1. Authority
AMEDD medical information systems program offices are authorized by this regulation and by the Director, Patient
Administration Systems and Biostatistics Activity (PASBA), USAMEDCOM to maintain and prepare functional
documentation (functional descriptions, users’ manuals, and so forth). Data on inpatients in the Military Health System
will be reported to the OASD(HA) according to DODI 6015.23.
15–2. Standard Inpatient Data Record/Standard Ambulatory Data Record
AMEDD personnel process patient records using various automated systems. The Standard Inpatient Data Record
(SIDR) and the Standard Ambulatory Data Record (SADR), two systems frequently used by AMEDD personnel, are
discussed below.
a. Standard data sets and codes are utilized in the SIDR. Files will be created and transmitted according to current
procedures developed by the MTF, CHCS systems contractors, and PASBA. Records will be submitted twice each
month and will be submitted on the scheduled transmittal dates. Transmittals should not be delayed to await late
records that will be forwarded on the next transmittal. The mid-month transmittal is due no later than the 20th of the
current month and the end-of-month transmittal is due no later than the 5th of the succeeding month.
b. Standard data sets and codes are also utilized in the SADR. It is the responsibility of the Patient Administration
Division (PAD) and the Information Management Division of the MTF to ensure that complete and timely SADRs are
transmitted to the PASBA. Files will be created and transmitted according to current procedures developed by the
MTF, CHCS systems contractors, and PASBA. Records will be submitted daily to PASBA.
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