Safeguarding Veteran Health Data and Optimizing Electronic Health Record Accuracy

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Safeguarding Veteran Health Data and Optimizing Electronic Health Record Accuracy

Posted on 04.01.25

Maintaining accurate patient identity records to support data integrity and secure electronic health record modernization

The Veterans Health Administration (VHA) partnered with Aptive to support the Health Care Identity Management (HC IdM) Program, responsible for maintaining accurate patient identity data across the VA Master Person Index (MPI). With more than 75 million unique records, the MPI connects all beneficiary data across VA systems through the Integration Control Number (ICN), enabling a single, longitudinal health record for each Veteran. As VA transitioned to a shared electronic health record (EHR) system with the Department of Defense (DoD), Aptive supported the resolution of critical data anomalies that posed risks to care continuity and EHR implementation.

The Aptive Advantage
  • Data quality assurance for clinical record reliability
  • Operational alignment and performance tracking
  • Comprehensive technical documentation
Results at a Glance
  • Resolved more than 7,200 identity data anomalies
  • Streamlined issue resolution workflows and SOPs
  • Created centralized record system for training and quality control
Challenge

Addressing cross-agency data mismatches to enable safe EHR adoption

As VA and DoD began implementing a unified EHR system based on Oracle Millennium, discrepancies between DoD’s Defense Enrollment Eligibility Reporting System (DEERS) and VA’s MPI created interoperability challenges. Each agency used different identity traits and identifiers, with VA relying on the ICN and DoD on the EDIPI. These differences generated thousands of anomalies, including duplicate records and mismatched provider data, which jeopardized patient safety and delayed migration timelines.

Solutions

Reducing EHR risks with identity data accuracy and process improvements

Aptive partnered with VHA through the HC IdM program to address gaps in identity record integrity, support end-to-end error resolution and implement scalable procedures to prevent future inconsistencies.

Data error resolution and risk mitigation

The Aptive team addressed duplicate ICNs, EDIPI to ICN crossovers, and identity trait verification issues across tens of thousands of records. The team:

  • Identified and resolved more than 7,223 anomalies

  • Audited and tracked message redirection errors in clinical communications

  • Developed procedures to mitigate recurring data mismatches in patient and provider records

Operational process optimization

Aptive supported the Client Portfolio Management Operations (CPMO) and Issue Management Team (IMT) in redesigning the EHRM issue escalation process. The team:

  • Facilitated working sessions with VA Medical Centers, VISNs and Councils
  • Defined end-to-end issue resolution workflows and decision pathways
  • Created standardized procedures and documentation templates

Performance reporting and tool development

To enable consistent tracking and governance, Aptive developed and maintained weekly and monthly executive briefings. The team also:

  • Consolidated metrics aligned with key performance indicators (KPIs)
  • Supported creation of a centralized reporting tool to replace disconnected spreadsheets
  • Enhanced issue visibility and resolution timelines across the enterprise

Technical documentation and knowledge management

Aptive provided technical writing and knowledge support to capture rationale for EHR decisions and facilitate training. Deliverables included:

  • Summary reports and system-wide SOPs

  • Quality-reviewed documentation for process refinement

  • Plain-language summaries for leadership and technical users

Results

Improved data integrity enabled safer care and accelerated system readiness

By resolving more than 7,223 identity anomalies, Aptive improved the reliability of the VA patient identity system and reduced risks tied to EHR integration. The team helped redesign issue escalation processes, produced comprehensive SOPs and implemented centralized reporting to support data-driven decision-making.

These efforts strengthened VA’s ability to manage and resolve future identity-related issues while ensuring Veterans receive care supported by accurate, connected health records. Aptive’s work laid the foundation for safer, more efficient EHR operations across the largest integrated health system in the nation.