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Individual Unit Medical Readiness Program


DEPARTMENT OF THE ARMY

HEADQUARTERS, XVIII AIRBORNE CORPS AND FORT BRAGG

FORT BRAGG, NORTH CAROLINA 28310

REPLY TO ATTENTION OF:

MAR 14 2005

AFZA-MD

MEMORANDUM FOR SEE DISTRIBUTION

SUBJECT:  Individual/Unit Medical Readiness Program

1.  Unit readiness is directly related to individual Soldier
readiness.  Every commander at every level is responsible for and must
emphasize the importance of improving and maintaining Soldier and unit
readiness.  The Individual Medical Readiness/Unit Medical Readiness
(IMR/UMR) and Immunization Programs will ensure Soldiers and units are

medically ready to accomplish their missions.

2.   Commanders will use the enclosed IMR/UMR Program to monitor
individual and unit medical readiness.  The IMR/UMR Program is the
Army's "human weapons system" maintenance program similar to other
Army weapons systems maintenance programs.  It links Soldier medical
readiness information to the unit status report (USR) (AR 220-1).
Linking the IMR/UMR status to the USR will not make a unit "ready" or
"unready."  It merely shows a unit's status and what needs to be done
to improve that status.

3.   The IMR/UMR uses the Medical Protection System (MEDPROS), a
database of medical information that commanders use to monitor the
medical readiness of all Soldiers.  Whenever possible, IMR/UMR data
will be entered into MEDPROS for all XVIII Airborne Corps Soldiers
during in/out processing at central processing facilities, Soldiers
readiness processing, predeployment processing, redeployment
processing, and medical intervention opportunities.

 

4.   Commanders and other leaders will work closely with their
supporting medical treatment facility to obtain and maintain high
medical readiness.  All XVIII Airborne Corps units must obtain and
maintain 90 percent or better Fully Medically Ready (FMR) in MEDPROS
not later than 30 July 2005.  The Corps Surgeon's Office will provide
periodic IMR/UMR and immunization status reports to XVIII Airborne
Corps commanders and leaders.

5.   Commanders at every level will become actively involved in
tracking unit medical readiness and ensuring medical readiness
indicators are entered into MEDPROS.

Printed on Recycled Paper

AFZA-MD

SUBJECT:  Individual/Unit Medical Readiness Program

The enclosure provides detailed medical readiness responsibilities and information for using MEDPROS.  In order to retrieve Medical Readiness Reports commanders will ensure that they and appropriate personnel are registered for access at the MEDPROS Web site (nww.mods.army.mil).  A log-on identification and password will be sent by e-mail within 24 hours after completing the on-line registration.

6.  The Army's overall readiness to accomplish assigned missions is greatest when each Soldier is fully medically ready.  The IMR/UMR Programs are commander programs that will improve the medical readiness of Soldiers.  Using these programs to ensure the medical readiness of our Soldiers, XVIII Airborne Corps can set the standard for the rest of the Army by providing an expeditionary forcey that is ready and able to execute any mission, anywhere.

Encl                                VIRGIL L. PACKETT II

MEDPROS IMR Readiness Program      Major General, USA
Plan                                Acting Commander

DISTRIBUTION:

A

INDIVIDUAL/UNIT MEDICAL READINESS PROGRAM

XVIII ABN CORPS

 

 

CONTENTS

 

1.  References

2.  Responsibilities

3.  Procedures for Requesting a MEDPROS Log-on ID and Password

4.  Medical Records Screening Procedures to Update MEDPROS

5.  Abbreviations and Acronyms

 

 

1.  REFERENCES

 

     a.  Army Regulations.

 

           (1)  AR 40-66, Medical Record Administration and Health Care Documentation, 10 March 2003.

 

           (2)  AR 40-501, Standards of Medical Fitness, 12 April 2004.

 

           (3)  AR 40-562, Immunizations and Chemoprophylaxis, 1 November 1995.

 

           (4)  AR 220-1, Unit Status Reporting, 10 June 2003.

 

           (5)  AR 600-8-101, Personnel Processing (In-, Out-, Soldier Readiness, Mobilization and Deployment Processing), 18 July 2003.

 

     b.  Other References.

 

           (1)  Memorandum, Deputy Secretary of Defense, 28 June 2004, subject: Expansion of Force Health Protection Anthrax and Smallpox Immunization Programs for DoD Personnel (available at http://www.vaccines.army.mil/).

 

           (2)  Memorandum, Vice Chief of Staff of the Army, 24 September 2002, subject: Army Anthrax Vaccine Immunization Program Resumption Execution Plan (available at http://anthrax.mil/resource/policies/policies.asp).

 

           (3)  Memorandum, Vice Chief of Staff of the Army, 27 March 2004, subject: Anthrax Shortfalls.

 

           (4)  Memorandum, Office of the Surgeon General, 31 March 2004, subject: Anthrax Vaccination and Individual Medical Readiness Shortfalls.

 

           (5)  Memorandum, United States Army Medical Command (MCPO-NCR), 18 February 2004, subject: Army Glucose 6-Phosphate Dehydrogenase (G6-PD) Screening Program (available at http://www.deploymenthealth.mil/malaria.asp).

 

           (6) ALARACT Message 118 2004, HQDA (DACS-ZD), 171854Z July 2004, subject: Expansion of Anthrax and Smallpox Vaccination Programs (available at www.vaccines.Mil).

 

     c.  Forms.

 

           (1)  Network Infrastructure Services Agency (NISA) Form 9R, Logonid Request Form.

 

           (2)  HHS Form PHS 731, International Certificate of Vaccination.

 

           (3)  SF 601, Health Record – Immunization Record.

 

           (4)  SF 600, Chronological Record or Medical Care.

 

           (5)  DD Form 2766, Adult Preventive and Chronic Care Flowsheet.

 

           (6)  DD Form 2766C, Adult Preventive and Chronic Care Flowsheet (Continuation Sheet).

 

           (7)  DD Form 2795, Pre-Deployment Health Assessment Questionnaire.

 

           (8)  DD Form 2796, Post-Deployment Health Assessment.

 

           (9)  United States Army Medical Command (MEDCOM) Form 700, Anthrax Vaccine Immunization Record. (NOTE: This form has been rescinded, but may be still found in some medical records.)

 

2.  RESPONSIBILITIES

 

     a.  Corps Surgeon, XVIII Abn Corps. will—

 

           (1)  Track and maintain a report of current MEDPROS Compliance of FMR Percentages (Fully Medically Ready) for Divisions and Corps Major Subordinate Commands (MSC).  This will be completed by the XVIII Abn Corps’ MEDPROS Readiness Coordinator.

 

           (2)  Maintain a Web site with pertinent MEDPROS information such as Current Directives, MEDPROS Policies, available training, POC Listings, etc.

 

           (3)  Provide medical/MEDPROS subject matter experts to assist with Corps Organizational Readiness Assessments (ORA) of non-divisional MSCs, and to divisional ORA equivalent assessments/inspections as requested

 

           (4)  Provide periodic MEDPROS updates to division and MSC commanders.

 

     b.  Directors of Health Services.  Installation Directors of Health Services are the proponents for all medical readiness requirements and operations on their respective installations.  They are responsible for administering the medical piece of installation Central Processing Facilities (CPF) and soldier readiness processing (SRP) centers. 

 

     c.  Garrison Commanders.  Installation/Garrison commanders will—

 

           (1)  Ensure adequate facilities are available and have Internet connectivity at each SRP, predeployment processing (PDP), redeployment processing (RDP), and CPF site.

 

           (2)  Give the supporting medical treatment facility (MTF) a list of deploying and redeploying Soldiers for use for medical deployment and redeployment processing.

 

     d.  Unit Commanders. All unit commanders will—

 

           (1)  Acquire a MEDPROS read password, become familiar with retrieving data, and become actively involved in monitoring unit medical readiness.  Additionally, all commanders will ensure that their 1SGs/CSMs do likewise.

 

           (2)   Ensure that each S1 section and/or PAC have at least two Soldiers designated on orders with write passwords and the requisite training to enter data.  Each aid station and medical company should also have three Soldiers with write capability.

 

           (3)  Coordinate with the supporting MTF, clinic, or organic medical personnel for medical services (for example, immunizations and laboratory tests) to correct Individual Medical Readiness (IMR) deficiencies.

 

           (4)  Evaluate processes and make recommendations through the chain of command for changes, staffing, and equipment needed to support the Individual Medical Readiness/Unit Medical Readiness (IMR/UMR) and immunization program.

 

           (5)  Provide training and technical support requirements to the MEDPROS Medical Readiness Coordinator.

 

           (6)  Ensure IMR and Unit Medical Readiness (UMR) indicators, and all required immunization data is entered into MEDPROS for all Soldiers in their unit. Assigned Soldiers who are not medically deployable will be directed to report immediately to the supporting health clinic for screening.

 

           (7)  Ensure IMR and all required immunization data is entered into MEDPROS for all temporary duty (TDY) personnel in the command.

 

           (8)  Screen and physically verify that all applicable non-unit status report (USR) information data fields (for example, mask inserts, medical warning tags, etc) are annotated correctly in MEDPROS.

 

           (9)  Give a list of SRP, PDP, and RDP Soldiers to the supporting MTF for medical processing.

 

     e.  Unit Commanders will coordinate closely with supporting MTF Commanders, Clinic Commanders, and Battalion Aid Station OICs to ensure medical readiness processing is conducted as follows:

 

           (1)  In- and Outprocessing at Central Processing Facilities.

 

                (a)  Ensure sufficient medical representatives are available who have MEDPROS write access to receive, screen, and update medical records (para 4).

 

                (b)  Record all immunizations from HHS Form PHS 731, SF 600, SF 601, DD Form 2766, DD Form 2766C, and MEDCOM Form 700 in MEDPROS. After all historic and current IMR/UMR and immunization data is entered into MEDPROS—

 

                     1.  Place a printout of the MEDPROS IMR record and immunization record in the Soldier’s medical records.

 

                     2.  Stamp the medical records with a MEDPROS stamp and date to indicate they were screened for MEDPROS data.

 

                (c)  Maintain all medical records in their respective medical clinic or battalion aid station medical records section.

 

                (d)  Determine if any follow-up actions are required for each Soldier and coordinate with the respective clinic to ensure each Soldier is medically ready for deployment.

 

                (e)  Ensure that medical sections sign off on a Soldier’s inprocessing checklist only when the Soldier is medically ready for deployment or the Soldier has made and completed appointments to correct any deficiencies.

 

                (f)  Create a DD Form 2766 for each Soldier if one is not present in the permanent medical records.

 

           (2)  SRP, PDP, and RDP Events. SRP’s, PDP’s, and RDP’s will be conducted per each Division’s Policy guidance to verify that Soldiers are medically deployable

   

                (a)  Unit Commanders will work closely with MTF Commanders, Clinic Commanders, and Battalion Aid Station OICs to ensure trained personnel with MEDPROS write access and automation equipment (as needed) are available to review and update MEDPROS data for SRP, PDP, RDP, and other possible medical-readiness opportunities.  Information Management personnel should be present to configure automation equipment and provide technical support.

 

                (b)  Ensure all MEDPROS data is entered into MEDPROS within 24 hours after the data is obtained.

 

                (c)  Ensure Soldiers who deploy for 30 or more continuous days have a completed online version of DD Form 2795 before they deploy. On redeployment, unit commanders will ensure Soldiers have a completed online version of DD Form 2796 no sooner than 30 days before actual redeployment

 

                (d)  Ensure deploying Soldiers have a valid DD Form 2766. Completed IMR data must be printed and placed inside DD Form 2766 before deployment. A complete, printed immunization report form will substitute for entering the historic immunizations ((1)(b) above) into the DD Form 2766 (AR 40-66). Additionally, a copy of the current IMR data should be printed and placed in the DD Form 2766 before deployment.

 

     f.  MEDPROS Medical Readiness Coordinator. The MEDPROS Medical Readiness Coordinator will—

 

           (1)  Be the overall project subject-matter expert.

 

           (2)  Be the MEDPROS lead coordinator between XVIII Abn Corps Surgeon’s office, MEDCOM, and units assigned to XVIII Abn Corps.

 

           (3)  Coordinate initial and refresher read/write training as needed for clinics, commanders, and data-entry personnel.

 

           (4)  Maintain a roster of XVIII Abn Corps personnel who have access to MEDPROS.

 

           (5)  Serve as the XVIII Abn Corps POC for all MEDPROS issues.

 

           (6)  Provide oversight and guidance to “data entry” and “read only” personnel and MEDPROS personnel.

 

           (7)  Develop and update plans to sustain the MODS and MEDPROS Programs.

 

           (8)  Monitor and evaluate the quality of data management.

 

           (9)  Periodically review XVIII Abn Corps Policy Letters and Directives and revise them when needed to provide the most up-to-date policy or guidance.

 

           (10)  Receive, review, and coordinate input and actions for system enhancements and network life-cycle management.

 

           (11)  Conduct announced staff-assistance visits, on a rotating basis, as requested, or as required by the XVIII Abn Corps Surgeon, to each MTF or clinic and SRP, PDP, and RDP sites within XVIII Abn Corps.

 

3.  PROCEDURES FOR REQUESTING A MEDPROS LOG-ON ID AND PASSWORD

 

     a.  A write-level log-on ID and password from the Medical Operational Data System (MODS) is required to enter data in MEDPROS. To obtain a write-level log-on ID and password, complete NISA Form 9R and mail or send it by fax according to the instructions listed on the form.  This form may be downloaded from the MODS Web site (www.mods.army.mil , under the link, access).

 

     b. Medical and unit personnel who have write-capable log-on IDs and passwords may update immunization and IMR data and create deployment and redeployment forms in the Medical Protection System (MEDPROS) through the MEDPROS Web site (https://conus.mods.army.mil/ ), QWS3270 Secure Program, or the Remote Information Data Entry System (RIDES).

 

     c.  To only generate reports and view information, users must have a read-only log-on ID and password from MODS. To obtain a read-only ID and password, go to the MEDPROS Web site  (https://conus.mods.army.mil/ ). Click onto the link titled “Access to MEDPROS (Read Only)”.  After completing the on-line registration, verification of access will be sent via the user’s AKO email. Users are not required to complete NISA Form 9R for read-only access.

 

4.  MEDICAL RECORDS SCREENING PROCEDURES TO UPDATE MEDPROS

 

     a.  Each medical record must be screened to ensure all IMR and required immunization data is updated in MEDPROS for all Soldiers during medical inprocessing on arrival to each installation, during required SRPs, PDPs, and RDPs; and at medical outprocessing at the installation.

 

     b.  The IMR assesses immunization and other medical-readiness requirements for worldwide deployment using a red, amber, and green scale. Units are assessed for readiness and deployability based on the same scale. Elements that appear amber can be rectified in 72 hours at an SRP/PDP site.

 

     c.  The IMR can be input through the web at https://conus.mods.army.mil , through the QWS3270 Secure, or through a stand-alone application called RIDES.  RIDES should only be used to input Immunization and IMR data when Internet connectivity is not available. Data entered into RIDES must be forwarded to MODS for input to the mainframe within 24 hours. RIDES will electronically gather pre- and post-deployment health assessment information (DD Forms 2795 and 2796) and send it to the Army Medical Surveillance Activity. This means that the requirement to mail paper forms no longer exists.

 

     d.  Medical records must be screened for the following:

 

           (1)  Blood type (from official medical documentation).

 

           (2)  Human Immunodeficiency Virus (HIV) test and deoxyribonucleic acid (DNA).

 

           (3)  Glucose-6-phosphate dehydrogenase (G6-PD) (Not all soldiers will have this).

 

           (4)  Nondeployable medical profile (those soldiers who have a P3/4 profile and who are currently undergoing Medical Evaluation Board (MEB), Physical Evaluation Board (PEB) or MOS Medical Review Board (MMRB) status.

 

           (5)  Medical warning-tag requirements.

 

           (6)  Hearing examination date, hearing-aid requirements, and hearing-aid batteries.

 

           (7)  Eye examination, eyeglasses, mask inserts, and protective goggles requirement.

 

           (8)  Limited duty profiles (Those soldiers who have temporary profiles that limit the ability to deploy as determined by their unit commander).

 

           (9)  Current immunization status based on the MEDPROS Routine Adult Immunization Profile for Nondeploying Soldiers or Units. All immunizations must be entered into MEDPROS.  MTF and clinic personnel will enter data from the HHS Form PHS 731, SF 600, SF 601, DD Form 2766, DD Form 2766C, and MEDCOM Form 700 into Soldiers MEDPROS records.

 

 

5.   ABBREVIATIONS AND ACRONYMS

 

AOR              area of responsibility

CPF              central processing facility

DNA              deoxyribonucleic acid

ETS              expiration term of service

G6-PD            glucose-6-phosphate dehydrogenase

HIV              Human Immunodeficiency Virus (HIV)

ID               identification

IMR              individual medical readiness

IMR/UMR          Individual Medical Readiness/Unit Medical Readiness

MEDCOM           United States Army Medical Command

MEDPROS          Medical Protection System

MMRB             MOS Medical Review Board

MODS             Medical Operational Data System

MOS              military occupational specialty

MTF              medical treatment facility

NISA             Network Infrastructure Services Agency

PCS              permanent change of station

PDP              predeployment processing

POC              point of contact

RDP              redeployment processing

RIDES            Remote Information Data Entry System

SRP              Soldier readiness processing

SSN              social security number

TDY              temporary duty

TMC              troop medical clinic

UIC              unit identification code