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DECEMBER 2023

NEED TRAINING?

DD 3024 (PHA)

LINK


DD 2795 (Pre-DHRA)

LINK


DD 2807/2808 (Report of Medical History/Exam)

LINK


DD 2900 (PDHRA)

LINK


Dental Assessment (603A)

LINK


HIV Instructions

LINK 


Telehealth Appointments

LINK


Visual Screening

LINK


Comprehensive eye exams

LINK

QUICK TIPS


Dental Exams: Xray's are required for ALL dental assessment appointments (603A), providers can find these reminders at the bottom of the 603A form as well as hover tips and quality check pop ups when ready to sign and submit.


Visual Screening Form: Instructions are now added on how to remove the Opt referral form. A referral recommendation will be added if the box is checked. Box is required to be checked if there is a failed vision screening.


File Upload Status Update: Providers can now see the upload status in provider portal after uploading each required document.


Part B Not Required: Part B of the DD3024 Periodic Health assessment is not required for Navy, National Guard and Maritime. Check the Not required box at the top of part B section to disable all required fields.


Other FAQs:

General Medical: Click for PDF

Dental Click for PDF

Vision: Click for PDF

COMING SOON

MOHT

Military operations hearing test (MOHT) will be coming soon to replace the current speech recognition in noise test (SPRINT) for Army components only. Training and supplies on MOHTs forthcoming.

QUESTIONS

If there are any questions related to this memo, send us an email by clicking link:


EMAIL PROVIDER SUPPORT


HAVE QUESTIONS AND NEED LIVE HELP? Starting January Our weekly open forums will be specialty specific. Register to get live help on provider portal and form navigation.


Must register by clicking button below to obtain meeting details.

Audiology/Vision Webinar Registration
General Medicine Webinar Registration
Dental Webinar Registration

HIGH RISK REPORTING UPDATE


Effective December 1, 2023, providers will need to call 833-782-7477 option 7 to report all HIGH RISK SI/HI and other clinic emergencies to QTC. This change ensures prompt notification to the appropriate military unit point of contact.


Please note that option 7 is a blind option and providers will not hear it from the list of options.

Finding All Active Cases in Provider Portal


All active cases (previous and future appts) can be found on the provider portal appointment page by clicking RESET and then SEARCH or by clearing the appointment date. Provider Complete appointments will fall off once it is in the billing process.


IMPORTANT: Any case in appointment status of "Data Entry", "Scribe in Progress" or "Provider In Progress" should be completed through the MEP Sign and Submit process. Any delays affect Service Member's readiness status as well as delay provider payment.

FAQ Emergent referrals and UIR

What do the referral time frames mean?

  • Within 24 hours= Emergent referral
  • Within 7 days= Urgent Referral
  • Within 30 days=Routine/Normal Referral


When is an Emergent referral needed?

  • An emergent referral is needed for a significant occurrence or extraordinary event which requires immediate care or assessment because of an acute or unstable health condition. examples include persistent suicidal or homicidal ideation with strong intention or plan to harm self or someone else, chest pain or pressure, heart attack, stroke, bleeding, shortness of breath, head injury, seizures, severe abdominal pain, compound fracture, very high blood pressure and sudden or severe headache, paralysis or weakness


What is an Emergent referral incident report?

  • Every Emergent referral (Within 24hours) has 1 additional step: completing and filling out an unusual incident report (UIR). The UIR helps clarify and document the need for the emergent referral. Once this is completed and submit, QTC will reach out to both the SM and the DOD component for proper turnover.


UIR form is located within the MEP form and on the contact page of provider portal.



click here for Emergent & Unusual Incident Reporting guidelines.

Status of Upload

From the provider portal appointment page. After a file is uploaded, users will see the status:

Green check mark= successfully uploaded

Red X= failed upload

Grey circle with line= In process of uploading


If an incorrect file is accidental uploaded, re-upload using the correct label. This will replace the file previously uploaded.

44) 782-7783

HIV Processing - Top Reminders

  1. Ensure samples are prepared and collected accurately.
  2. Verify SM information matches information on large label by another clinician and have them initial label.
  3. Collect blood sample using tube provided in kit.
  4. Allow sample to fully clot for 45 minutes.
  5. Centrifuge sample at 1800g RCF for 10 minutes
  6. Allow centrifuged sample to sit upright for 1 hour prior to shipping.
  7. All specimens must be sent the same day they are drawn with provided FedEx packaging.

Service Member Surveys

Following each appointment, ALL service members will receive a brief survey that is aimed to gather feedback, opinions and experiences. This helps in understanding customer satisfaction, improving services and identifying any areas for growth or change.


Approach all service members in a considerate manner. Avoid interruptions and delays in initiating the exam as well as making jokes, inappropriate remarks or personal comments.

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