Best Practices
NAVY - Norfolk, VA

The Admiral Joel T. Boone Branch Medical Clinic at Naval Amphibious Base (NAB) Little Creek, VA has effectively used SAMS (SNAP Automated Medical System) to increase fleet readiness and improve the accurate reporting of immunization data.The clinic is being recognized for "Best Practices" because of their data entry process, control of the medical record, teamwork within the immunizations and medical records departments, and synergistic partnership with tenant commands.

Boone Branch Medical Clinic is the custodian of medical records for over twenty-eight tenant commands at NAB Little Creek. Each of these tenant commands is set up in SAMS as a separate entity, with the divisions within each tenant command being identified by particular unit identification codes (UICs).The tenant commands send personnel rosters monthly to Boone to ensure the database remains up to date for each UIC within the SAMS. When new personnel check into a command, they also bring their health record to Boone where their information is swiftly entered into SAMS.

The medical records department generates monthly reports from SAMS identifying individuals who need specific immunizations or readiness issues addressed. >These reports are sent to the Commanding Officer of each command notifying them of their percent medical readiness. The medical liaisons at these commands then work closely with Boone to correct discrepancies and ensure personnel get their needed immunizations.

The most difficult part of the process is keeping the data current in SAMS. However, Boone is also the test site for the Composite Health Care System II (CHCS II).The CHCS II immunization module ensures the most accurate data is maintained as this system has the potential for inter-service and intra-site sharing of real time data. CHCS II interfaces directly with the Defense Eligibility Enrollment Reporting System (DEERS).CHCS II allows the immunizations department to generate a hard copy form of the patient's encounter, which can be immediately placed in the health record. Reports can also be produced at the end of the day detailing personnel and types of immunizations given for the entire clinic. This daily report is then used to populate data into SAMS, ensuring the maintenance of accurate data in the SAMS database. By maintaining updated lists, the medical records and immunizations departments are able to save substantial amounts of time in data entry into SAMS.

Boone Branch Medical Clinic has made SAMS work to increase medical readiness. Their process is repeated monthly to maintain accurate reporting of data to DEERS.The clinic staff is to be commended for their dedication to ensuring medical readiness for the fleet.