Efm support user_guide_v1.01

Exceptional Family Member (EFM)

Support Users Guide

Version 1.0

August 2011

SPAWAR Systems Center – Pacific
Code 53225
53560 Hull Street
San Diego CA 92152

NFAAS EFM Support User Guide

(THIS PAGE INTENTIONALLY LEFT BLANK)

EFM_Support_UG_v1.0 Page 2 of 64


Change History

The following Change History log contains a record of changes made to this document.

Entries should be made in descending order, with most recent changes at the top of
table.

Published / Section /
Revised Date Version Author(s) Nature of Change
19 Aug 2011 DRAFT SSC Pacific Initial Version for EFM User Guide,
version 1.0. Includes user types,
RCL, CL, MTF, CSC, and PERS
451



Table of Contents

1 What is EFMP?................................................................................................................ 7
1.1 EFMP TERMS ..........................................................................................................7
1.2 WHAT DO I NEED TO USE EFMP? ..........................................................................8
1.3 DOCUMENT OVERVIEW ...........................................................................................8
2 Login to NFAAS ........................................................................................................... 10
3 Home Tab ...................................................................................................................... 11
4 My Info Tab ................................................................................................................... 12
5 Reference Tab ................................................................................................................ 15
6 Upload Tab .................................................................................................................... 15
7 Data Tab ......................................................................................................................... 16
8 Help Tab......................................................................................................................... 16
9 EFM Tab ........................................................................................................................ 17
9.1 CNIC REGIONAL CASE LIAISON LEADS (RCL) .....................................................17
9.1.1 Introduction ..............................................................................................17
9.1.2 Case Filter.................................................................................................18
9.1.3 Case State .................................................................................................18
9.1.4 EFMP Category ........................................................................................19
9.1.5 Region ......................................................................................................20
9.1.6 MTF Coordinator .....................................................................................20
9.1.7 EFM Case .................................................................................................20
9.1.7.1 Close ..................................................................................................... 21
9.1.7.2 Actions .................................................................................................. 21
9.1.7.2.1 Assign Case ..................................................................................... 21
9.1.7.2.2 Transfer Case .................................................................................. 22
9.1.7.2.3 Assign a MTF Coordinator ............................................................. 22
9.1.7.2.4 Add Case Comment ........................................................................ 23
9.1.7.3 Add Comment ....................................................................................... 23
9.1.7.4 Detailed Demographics ......................................................................... 24
9.2 CNIC CASE LIAISON (CL) ....................................................................................25
9.2.1 Introduction ..............................................................................................25
9.2.2 Case Filter.................................................................................................25
9.2.3 Case State .................................................................................................25
9.2.4 EFMP Category ........................................................................................26
9.2.5 Region ......................................................................................................26
9.2.6 MTF Coordinator .....................................................................................27
9.2.7 EFM Case .................................................................................................27
9.2.7.1 Close ..................................................................................................... 28
9.2.7.2 Actions .................................................................................................. 28
9.2.7.2.1 Record a Contact ............................................................................. 28
9.2.7.2.2 Add Case Comment ........................................................................ 28
9.2.7.3 Add Comment ....................................................................................... 29
9.2.7.5 Modify a Service Plan ........................................................................... 30
9.3 MILITARY TREATMENT FACILITY (MTF) EFMP COORDINATOR ..........................32
9.3.1 Introduction ..............................................................................................32



9.3.2 Initiate Enrollment ....................................................................................32
9.3.3 Case Filter.................................................................................................33
9.3.3.1 Enrollment State.................................................................................... 34
9.3.4 EFMP Category ........................................................................................34
9.3.5 Region ......................................................................................................35
9.3.6 MTF Coordinator .....................................................................................36
9.3.7 Case Liaison .............................................................................................36
9.3.8 EFM Case .................................................................................................36
9.3.8.1 Close ..................................................................................................... 38
9.3.8.2 Actions .................................................................................................. 38
9.3.8.2.1 Add Enrollment Comment .............................................................. 38
9.3.8.3 Add Comment ....................................................................................... 38
9.3.8.5 Upload a Document .............................................................................. 40
9.3.8.6 Choose IDC-9 Diagnosis Codes ........................................................... 41
9.3.8.7 Enrollment History................................................................................ 42
9.3.8.7.1 Add Comment ................................................................................. 42
9.4 CENTRAL SCREENING COMMITTEE (CSC).............................................................43
9.4.1 Introduction ..............................................................................................43
9.4.2 Case Filter.................................................................................................43
9.4.3 Enrollment State .......................................................................................44
9.4.4 EFMP Category ........................................................................................45
9.4.5 Region ......................................................................................................46
9.4.6 MTF Coordinator .....................................................................................46
9.4.7 Case Liaison .............................................................................................46
9.4.8 EFM Case .................................................................................................47
9.4.8.1 Close ..................................................................................................... 47
9.4.8.2 Actions .................................................................................................. 47
9.4.8.2.1 Add Enrollment Comment .............................................................. 47
9.4.8.3 Add Comment ....................................................................................... 48
9.4.8.5 View a Document ................................................................................. 49
9.4.8.6 Decision Options ................................................................................... 50
9.4.8.6.1 Return to MTF Coordinator ............................................................ 50
9.4.8.6.2 Recommend Rejection – Not Qualified .......................................... 50
9.4.8.6.3 Recommend Approval .................................................................... 51
9.5 PERS 451..............................................................................................................54
9.5.1 Introduction ..............................................................................................54
9.5.2 Case Filter.................................................................................................54
9.5.3 Case ID .....................................................................................................54
9.5.4 Case State .................................................................................................55
9.5.5 Enrollment State .......................................................................................55
9.5.6 EFMP Category ........................................................................................56
9.5.7 Region ......................................................................................................56
9.5.8 MTF Coordinator .....................................................................................57
9.5.9 Case Liaison .............................................................................................57



9.5.10 EFM Case .................................................................................................57
9.5.10.1 Close ................................................................................................. 58
9.5.10.2 Actions .............................................................................................. 58
9.5.10.2.1 Add Enrollment Comment ............................................................ 58
9.5.10.3 Add Comment ................................................................................... 59
9.5.10.4 Detailed Demographics ..................................................................... 59
9.5.10.5 View a Document ............................................................................. 60
9.5.10.6 Decision Options ............................................................................... 61
9.5.10.6.1 Return to MTF Coordinator .......................................................... 61
9.5.10.6.2 Return to CSC ............................................................................... 61
9.5.10.6.3 Reject – Not Qualified .................................................................. 62
9.5.10.6.4 Approval ....................................................................................... 62



1 What is EFMP?
EFMP is the Exceptional Family Member (EFM) Program (EFMP) that
supports Military Families with Special Needs. EFMP is a
multidisciplinary assignment tool that interfaces with other military
and civilian agencies to provide comprehensive and coordinated
medical, educational, community and personnel support to military
families with special needs. EFMP documents long-term medical needs
(including physical and mental health) and special education needs of
Exceptional Family Members as mandated by OPNAVINST 1754.2C.
Enrollment in the EFMP ensures consideration of the needs of family
members in the detailing process.

The EFMP module is deployed within the Navy Family Accountability
and Assessment Systems (NFAAS) to support the basic EFMP
enrollment processing workflow, from initial request for enrollment by
candidate EFM sponsors through EMF Program Management Office
(PMO) (PERS-451) approval.

1.1 EFMP Terms
 APPROVED – A final decision by PMO PERS 451 approving the EFMP
enrollment request.
 DISENROLLED - EFM family members who no longer require
specialized medical or educational services are considered to be
disenrolled from the EFMP.
 ENROLLED– A family member, who is enrolled in Defense
Enrollment Eligibility Reporting System (DEERS), residing with or in
the custody of the Service Member (SM), and has been approved for
enrollment in the EFMP, is considered enrolled in the EFMP.
 ENROLLMENT - The process of evaluating and facilitating the
information of members of military families who have special needs.
 EXPIRED - When the allotted time for updating an enrollment has
passed. Enrollment updates are required every three years from the
date Navy Personnel Command approves an enrollment, with the
exception of Category 6 (temporary category), which must be
updated within one year of enrollment.
 REJECTED – An enrollment package has already been submitted for
review through the approval process.
 REQUEST – An initiation for request coming from self-identified
(service or family member) or MTF-identified (during routine
healthcare or suitability screening by Suitability Screening
Coordinator (SSO).
 REQUEST DENIED – When an EFMP processing official determines
that a request for enrollment does not merit approval thus
preventing an enrollment from starting.



 Case Liaison (CL) – Commander, Naval Installations Command
(CNIC) Fleet and Family Service Center (FFSC) representative for
identifying and coordinating EFMP resources to assist EFM candidates
during the enrollment process and once enrolled.
 Regional Case Liaison (RCL) – CNIC representative for
coordinating EFMP CL support resources across a given Navy Region.
 MTF Coordinator – Medical Treatment Facility Coordinator. Every
MTF appoints an EFMP Coordinator to facilitate the enrollment
process. Coordinators are responsible assisting service and family
members with completing enrollment forms and submitting them to
the Central Screening Committee (CSC).
 CSC – Central Screening Committee. The CSC validates appropriate
enrollment and recommends an EFM category for PERS 451 final
approval.
 PERS 451 - Navy Personnel Command (NPC) EFMP Execution
Branch (PERS-451) in Millington, Tenn. Receives EFM application
and reviews the category recommendation from the CSC and
determines the final enrollment and category.

1.2 What Do I Need To Use EFMP?
EFMP within NFAAS requires you to have access to a working computer
connected to the public Internet. We understand that you may not
always have a computer with Internet capability. However, the
following are a few alternative resources that may be used:
 If you have a cell phone or telephone available, you may contact
other family members or friends, and ask them to access NFAAS
on their computer on your behalf (they will need your or your
sponsors Social Security number and date of birth).
 You may use a public computer available at community centers,
emergency shelters, airports, schools, libraries, and select
businesses (e.g., Internet cafes, copy stores or coffee shops).
 You may request assistance from various groups (e.g., local
authorities, community service organizations, relief agencies,
volunteers, etc.) to relay your status to your chain of command.

1.3 Document Overview
This User Guide has common sections that all Users will perform in
their daily activities. The common sections are:

 Login into NFAAS
 Home tab
 My Info tab (except User Account - User Type is based on user
access)
 Reference tab



 Data tab
 Help tab

Each User Type such as regional Case Liaison, MTF Coordinator, etc.,
has a different set of procedures to perform:

 EFM tab



2 Login to NFAAS
This Users Guide is for Case Liaisons who manage case assignments.
Specifically, the following EFM user types:

RCL Regional Case Liaisons
CL Case Liaisons
MTF Medical Treatment Facility Coordinator
CSC Central Screening Committee Users
PERS 451 NPC EFMP Execution Branch

Different user types have different permissions in NFAAS. Each section
of this guide will indicate if there are any restrictions as to which user
types are allowed to perform a task.

a. Navigate to the NFAAS Support System using an internet browser

https://navyfamily.navy.mil/

b. Make sure your CAC is in the reader, and then click the button on
the right (for “All Navy Support, Authorized Personnel”, etc.)

There is a link to the “Low Bandwidth” below the Logout button. Tip: If
you are on a low-bandwidth network, bookmark that page to avoid
returning to the normal login page on later visits. NOTE: Low
bandwidth capability is not implemented for EFMP.



To return to the fully-functional version of NFAAS, click the “Main
NFAAS Site” link under the Logout button.

3 Home Tab
a. The first screen visible after logging in is the “Home” page. This
data will be refreshed often so the layout and content may be
different than shown below.
b. You will have the following tabs: Home, EFM, Reference, My
Info, Upload, Data, and Help.



4 My Info Tab
a. Click on the My Info tab. The “Navy Family Information Summary”
page appears. If you are affected by an event, Event Information
will be seen.
Summary shows your contact information and family information.

b. Verify your “User Type” by clicking on the User Account link seen
on the left of the page. Each User Type will have a different value.

Regional Case Liaisons will see User Type “EFM_RCL”.

Case Liaisons will see User Type “EFM_CL”.

MTF Coordinator will see User Type “EFM_MTF”.



CSC Users will see User Type “EFM_CSC”.

PERS 451 will see User Type “EFM_PERS”.

c. Contact Information allows you to edit your information.

d. Family Member Info allows you to add a family member.



e. Reset Password allows you to change your username and
password.



5 Reference Tab
a. Click on the Reference tab. Several scrollable panes of information
are displayed
b. Clicking on links will either open another window with that website,
or give you the option to view or download files – indicated with
“(PDF)”.
c. You can click the small icon ( ) in the upper-right corner of a pane
to “detach it” so it appears in its own browser window.

6 Upload Tab
The “Upload” tab allows you to directly upload a file such as a
personnel list to NFAAS. This is a secure method to provide Privacy
Identification Information (PII) to NFAAS for updates.



7 Data Tab
The “Data” tab provides information on the data sources used to
populate NFAAS.

8 Help Tab
a. Click on the Help tab. Several scrollable panes of information are
displayed.

b. The main section has the Frequently Asked Questions (FAQS) for
support users.



c. Below it is the Feedback pane where we welcome your comments
and suggestions. Click NFAAS Feedback to send a comment or
suggestion. For specific questions use the Help Desk email.
d. The NFAAS Support button opens a new window for bug reports
or formal change requests.
e. Download User Guides from the upper-right pane
f. The NFAAS Help Desk can be reached by phone or email.
Note: Do NOT Email SSN or Date of Birth information!

9 EFM Tab
The system provides role-based EFMP functionality for each of the EFMP
support user types (RCL, CL, MTF, CSC, and PERS 451) through the EFM
tab.

9.1 CNIC Regional Case Liaison Leads (RCL)
The EFM-NFAAS provides the ability to search and view EFMP Enrollment
cases to allow the coordination of enrollment submission through
Military Treatment Facility (MTF) EFMP Coordinators as well as
automated management of Information and Referral (I&R) requests and
service plans.
RCL users have access to Privacy Act Information and Personally
Identifiable Information (PII); all care should be given to protect this
data.
Below are the key tasks RCL users can perform.
 Assign Enrollment Cases to Case Liaisons (CLs)
 View Enrollment Cases
 Identify MTF EFMP Coordinator to assist enrollment
 Manage Contacts
 Manage Individual Service Plan (ISP)

9.1.1 Introduction
Read this page to understand the capabilities and responsibilities as a
Regional Case Liaison (RCL). It also serves as a “Quick Reference
Guide”. Just scroll down the page until you find the task you want to
do.



9.1.2 Case Filter
This link allows the RCL to filter “EFM case files” using the following
fields:

 Case Number, Case State
 Date Enrolled, EFMP Category
 Member Name or Sponsor Name (Last and First Name)
 UIC, Region, Assigned Case Liaison

The Clear All Fields button will reset the filter fields to the default
values.

9.1.3 Case State
This list displays the status for each enrolled EFM. The case states are:
Enrollment, Enrolled, Expired, Disenrolled, and Rejected. All cases
assigned to the RCL will be displayed.

a. Select a “Case State” from the list.
b. Click the Find button.



9.1.4 EFMP Category
This list displays the enrollment categories that are designated to the
enrollees. The enrollment categories are:

 Category 1 - For monitoring purposes only
 Category 2 - Pinpoint to specific geographic locations
 Category 3 - No overseas assignments
 Category 4 - Major medical areas in CONUS
 Category 5 - Homestead location
 Category 6 - Temporary enrollment - update required in 6 to 12
months

a. Select a specific EFMP Category from the list. Then click FIND.
The enrollment information having that EFMP CATEGORY will be
displayed.

b. Select ANY from the EFMP Category list. Enrollment information
having any EFMP Category will be displayed.



9.1.5 Region
This drop down list allows the user to select a Commander Navy region
Coordinator as a filtered data field. All enrollment data associated with
that Commander Navy region will be displayed.

9.1.6 MTF Coordinator
This list allows the Case Liaisons to select a MTF Coordinator as a
filtered data field. All data associated with that selected MTF
Coordinator will be displayed.

9.1.7 EFM Case
A case number is assigned to the enrolled EFM. This unique 6-digit
number is displayed next to the EFM.

a. Click on an EFM Case number (seen in first column) of interest to
you.



b. The “Details for Case xxxxxx” page is displayed in a separate web
page showing EFM Information, Case Liaison, and Case Log. There
are several buttons on this page.

9.1.7.1 Close
This button will close the window having “Details for Case xxxxx”
page.

9.1.7.2 Actions
The Actions list allows the Regional Case Liaisons to manage the
case assignments including information about contacts and service
plans.

9.1.7.2.1 Assign Case
This Action allows the RCL to assign a case to a Case Liaison within
the RCL’s region. Note: An RCL is not permitted to assign a case
to a Case Liaison outside the RCL’s region.
a. Choose “Assign Case” from the Actions menu.
b. Click a name (the chosen name will be highlighted).
c. Click the OK button.



9.1.7.2.2 Transfer Case
This Action item allows the RCL to transfer a case to another RCL.
a. Choose “Transfer Case” from the Actions menu.
b. Click a name from the list of RCLs (the chosen name will be
highlighted).
c. Click the OK button.

9.1.7.2.3 Assign a MTF Coordinator
This Action item allows RCL to assign a MTF Coordinator to the case.
a. Choose “Assign a MTF Coordinator” from the Actions menu.
b. Click a Medical Treatment Facility. A list of MTF Coordinators is
displayed in the right column.
c. Click on a MTF Coordinator (name will be highlighted).
d. Click the OK button.



9.1.7.2.4 Add Case Comment
This Action item allows the RCL to add remarks to the Case Log.
a. Choose “Add Case Comment” from Actions menu.
b. Enter in text describing your comment about the case.
c. Click on the OK button to submit the comment to the Case Log.

9.1.7.3 Add Comment
This button allows the RCL to add comments or remarks about a
case.

a. Click the Add Comment button.




9.1.7.4 Detailed Demographics
This button displays additional information about the EFM and Sponsor.

a. Click the Detailed Demographics button.

b. Click the OK button when you are finished reviewing the information.



9.2 CNIC Case Liaison (CL)
The EFM-NFAAS provides the ability to search and view EFMP Enrollment
cases to allow the coordination of enrollment submission through
Military Treatment Facility (MTF) EFMP Coordinators as well as
automated management of Information and Referral (I&R) requests and
service plans.
CL users have access to Privacy Act Information and Personally
Identifiable Information (PII); all care should be given to protect this
data.
Below are the key tasks CL users can perform. For step by step
instruction on how to perform these tasks, please see the NFAAS EFM
Support Users Guide.
 Identify MTF EFMP Coordinator to assist enrollment
 Manage Contacts
 Manage Individual Service Plan (ISP)

9.2.1 Introduction
Case Liaison (CL). It also serves as a “Quick Reference Guide”. Just
scroll down the page until you find the task you want to do.

9.2.2 Case Filter
This link allows the CL to filter “EFM case files” using the following
fields:

 Case Number, Case State
 Date Enrolled, EFMP Category
 Member Name or Sponsor Name (Last and First Name)
 UIC, Region, Assigned Case Liaison

The Clear All Fields button will reset filter fields to the default values.

9.2.3 Case State
This list displays the status for each enrolled EFM. The case states are:
Enrollment, Enrolled, Expired, Disenrolled, and Rejected. Only cases
assigned to the CL will be displayed.



a. Select a “Case State” from the list.

9.2.4 EFMP Category

months

displayed.


9.2.5 Region
Coordinator as a filtered data field. Only enrollment information
associated with the “Region” and “Case Liaison” of the CL is displayed.



This list allows the Case Liaisons to select a MTF Coordinator as a

9.2.7 EFM Case

a. Click on the EFM Case number (first column).

page showing EFM Information, Case Info, Service Plan, and Case
Log. There are several buttons on this page.



9.2.7.1 Close
This button will close the “Details for Case xxxxx” web page.

9.2.7.2 Actions
The Actions list allows the Case Liaison to manage the case
assignments including contact information and modifying service
plans.

9.2.7.2.1 Record a Contact
This Action menu item allows the CL to create an individual
contact.
a. Choose “Record a Contact” from the Actions menu.
b. Enter in a date for “Last Contact Date”. Use the pop-up
calendar to select a date.
c. Enter in a date for “Follow-up Date”. Use the pop-up
calendar to select a date.
d. Select a “Referral Type” from the list.
e. Select a “Method of Contact” from the list.
f. Enter in any comments in the block.
g. Click the OK button.

9.2.7.2.2 Add Case Comment
This Action menu item allows the CL to add remarks to the Case
Log.
a. Choose “Add Case Comment” from Actions menu.



9.2.7.3 Add Comment
This button allows the CL to add remarks about a case.



This button displays additional information about the EFM and
Sponsor.




b. Click the OK button when you are finished reviewing the
information.

9.2.7.5 Modify a Service Plan
The button Modify, located in the upper right corner of the Service
Plan pane, allows the CL to create or modify an Individual Service
Plan (ISP) for the EFM.

a. Click the Modify button.
b. Enter in the appropriate information such as Family/Individual
Desired Goals, Achieved Services, and Relevant POCs.
c. Click the Submit button when finished.



9.3 Military Treatment Facility (MTF) EFMP Coordinator
The EFM-NFAAS provides automated EFMP enrollment package creation,
submission, and workflow routing capabilities to MTF EFMP Coordinator
users.

MTF EFMP Coordinator users have access to Privacy Act Information,
Personally Identifiable Information (PII), and medical information
protected by the Health Insurance Portability and Accountability Act
(HIPAA) of 1996 (P.L.104-191); all care should be given to protect this
data.

Below are the key tasks MTF EFMP Coordinator users can perform.

 Initiate Enrollment Requests
 View / Enter Enrollment Case Comments
 Create Enrollment Package
 Upload DD2792
 Upload DD2792-1
 Upload IEP
 Upload IFSP
 Enter ICD-9 Code(s)
 Submit Enrollment package for CSC review and enrollment
category recommendation

9.3.1 Introduction
Military Treatment Facility (MTF) EFMP Coordinator. It also serves as a
“Quick Reference Guide”. Just scroll down the page until you find the
task you want to do.

9.3.2 Initiate Enrollment
MTF EFMP Coordinators will initiate enrollment requests on behalf of
the Service Member during medical, suitability, and/or suitability
screening at clinical facilities.

a. Click the Initiate Enrollment link.
b. Enter in the Sponsor’s SSN.
c. Click the Find button.



d. Under the person of interest, click the Initiate Enrollment
button.

Messages will appear under the person of interest indicating that the
“Enrollment is in progress” and a Case Liaison has been assigned to
contact the person of interest about enrollment.

9.3.3 Case Filter
The MTF Coordinator uses these fields to filter an enrollment case:
 Case Number
 Enrollment Status
 Enrollment Date
 Enrollment Category
 Member Name
 Sponsor Name
 Region
 Command
 Unit Identification Code (UIC)
 Assigned CL
 Assigned MTF EFMP Coordinator



Click the Clear All Fields button to reset the filter to the default
values.

9.3.3.1 Enrollment State
This list displays the status for each EFM case. The enrollment states
are: Approved, Rejected, Request, and Request Denied. All cases
having that enrollment state will be displayed.
a. Select an “Enrollment State” from the list.

Each EFM Enrollment and EFM Case is processed by reviewers and
evaluators to ensure the information is accurate and correct. As the
information is verified, a decision is made by the reviewer resulting in
the status of that information. Hence, the Enrollment Status is used
to filter the information. See section 1.1 for more information on the
enrollment status.

9.3.4 EFMP Category




months

displayed.


9.3.5 Region
Coordinator as a filtered data field. All enrollment data associated with
that Commander Navy region will be displayed.

a. Click on the region list.
b. Click on a region of interest.



This list allows the MTF Coordinator to select a MTF Coordinator as a

9.3.7 Case Liaison
This list allows the MTF Coordinator to select a Case Liaison as a
filtered data field. All data associated with that selected CL will be
displayed.

a. Click on the Case Liaison list.
b. Click on a name.

9.3.8 EFM Case

a. Click on an EFM Case number (seen in first column) of interest to
you.



page showing EFM Information, Case Liaison, Case Info, Current
Enrollment, Sponsor information, and Enrollment History. There are
several buttons on this page.

If the case does not have any active enrollments, you will see this
page:



9.3.8.1 Close
This button will close the window having “Details for Case xxxxx”
page.

9.3.8.2 Actions
The Actions list allows the Regional Case Liaisons to manage the
case assignments including information about contacts and service
plans.

9.3.8.2.1 Add Enrollment Comment
This Action item allows the MTF Coordinator to add a remark about
the case.

a. Choose “Add Enrollment Comment” from the Actions menu.
c. Click on the OK button to submit the comment.
d. Scroll down to “Enrollment history” to view the comments.

9.3.8.3 Add Comment
This button allows the RCL to add comments or remarks about a
case.





This button displays additional information about the EFM and
Current Enrollment.


information.



9.3.8.5 Upload a Document
This button, located on the “Current Enrollment” pane, allows the
MTF Coordinator to upload forms such as the Individual Education
Plan (IEP) and DD2792 form.

a. Click on the “Upload a Document”.
b. Select a type (DD-2972, DD-2972-1, IEP, or ISFP)
c. Click the Browse button. A Windows Explorer dialog box appears.
d. Locate the file.
e. Click the Open button.
f. Click the Upload button on the “Current Enrollment” pane.

g. Enter in any comments about the uploaded document or current
enrollment.
h. Click the Submit to CSC button to send the document and
current enrollment comments to the Central Screening Committee
(CSC).

If you do not enter a comment, you will see this message.



Click the OK button. Enter in a comment.

9.3.8.6 Choose IDC-9 Diagnosis Codes
The MTF EFMP Coordinator can select one or more International
Classification of Diseases, Ninth Revision, Clinical Modification (ICD-
9-CM) codes to designate each diagnosis.

a. Click on the + / - icons to the left of each code to expand or
collapse the tree.
b. Click on the code of interest. Code will be highlighted.
c. Click on the Add to Selected Codes button.

The chosen code is added and displayed in the lower half of the
dialog box.

d. Click the Remove from Selected Codes button to remove any
codes from the “Selected Codes” list.
e. Click the OK button when you are finished with the selection of
the codes.



9.3.8.7 Enrollment History
The Enrollment History displays comments submitted by MTF
Coordinators against cases.

9.3.8.7.1 Add Comment
This button allows the MTF Coordinator to add comments or
remarks about a case.


c. Click on the OK button to submit the comment to the Enrollment
History.



9.4 Central Screening Committee (CSC)
The EFM-NFAAS provides automated EFMP enrollment package review,
recommendation and workflow routing capabilities to CSC users. CSC
users have access to Privacy Act Information, Personally Identifiable
Information (PII), and medical information protected by the Health
Insurance Portability and Accountability Act (HIPAA) of 1996 (P.L.104-
191); all care should be given to protect this data.
Below are the key tasks CSC users can perform.
 View Enrollment Forms
 Enter Category Recommendation
 View / Modify ICD-9 Codes
 Submit Recommendation for Final PERS 451 Approval
 Reroute Enrollment Package back to MTF EFMP Coordinator for
update/ edit

9.4.1 Introduction
Central Screening Committee (CSC) user. It also serves as a “Quick
Reference Guide”. Just scroll down the page until you find the task you
want to do.

9.4.2 Case Filter
The CSC uses these fields to filter the enrollment cases:

 Case ID
 Enrollment State, Enrollment Date, Enrollment Category
 Member Name, Sponsor Name
 Region, Command, Unit Identification Code (UIC)
 Assigned CL, Assigned MTF EFMP Coordinator

values.



9.4.3 Enrollment State
This list displays the states for each EFM case. The enrollment states
are: Requested, MTF Coordinator, CSC, PERS 451, Approved,
Rejected, and Request Denied. All cases having that enrollment state
will be displayed.

Each EFM Case is processed by reviewers and evaluators to ensure the
information is accurate and correct. As the information is verified, a
decision is made by the reviewer resulting in the status of that
information. Hence, the Enrollment State is used to filter the
information. See section 1.1 for more information on the enrollment
states.



9.4.4 EFMP Category

months
displayed.




9.4.5 Region
This drop down list allows CSC to select a Commander Navy region
Coordinator as a filtered data field. All EFM Cases associated with that
Commander Navy region will be displayed.
a. Click on the Region list.
b. Click on a Region of interest.

This list allows the CSC to select a MTF Coordinator as a filtered data
field. All EFM Cases associated with that selected MTF Coordinator will
be displayed.
a. Click on the MTF Coordinator list.
b. Click on a name.

9.4.7 Case Liaison
This list allows the CSC to select a Case Liaison as a filtered data field.
All EFM Cases associated with that selected CL will be displayed.
b. Click on a name.



9.4.8 EFM Case
a. Click on an EFM Case number (first column) of interest to you.
page showing EFM Information, Current Enrollment (MTF
Coordinator, CSC, PERS 451), and Enrollment History. There are

9.4.8.1 Close
This button will close the browser tab or web page having “Details for
Case xxxxxx”.

9.4.8.2 Actions

This Action item allows CSC to add a comment about the case.



c. Click on the OK button to submit the comment.
d. Scroll down to “Enrollment History” to view the comments.

9.4.8.3 Add Comment
This button allows the CSC to add comments or remarks about a
case.
a. Click the Add Comment button in the “Enrollment History”
pane.


c. Click on the OK button to submit the comment to the Enrollment
History.

This button displays additional information about the EFM Case.



information.

9.4.8.5 View a Document
This button, located on the “Current Enrollment” pane, allows the
CSC to view files that were uploaded by the MTF Coordinator.
a. Click on the View button.



b. Select Open to open the document.
c. Select Save to save the file to your computer.
d. Select Cancel to cancel the file operation.

9.4.8.6 Decision Options
MTF EFMP Coordinators submit completed enrollment packages,
including supplemental material, if required, to CSC. There are
several decision options that the CSC can select depending on the
enrollment package content.

9.4.8.6.1 Return to MTF Coordinator
CSC will reroute unacceptable packages to the MTF Coordinator for
additional information and/or clarification. CSC must enter
comments describing why the enrollment package was returned to
the MTF Coordinator.
a. Click the box next to “Return to MTF Coordinator”
b. Enter comments in the “Comment” box.
c. Click on the Submit Decision button.

d. If the “Missing Comment” appears, click the OK button.
e. Continue to add text in the “Comments” box.

9.4.8.6.2 Recommend Rejection – Not Qualified

CSC may recommend rejection of the package and route it on for
PERS 451 final review. CSC must enter comments describing the



reason for enrollment package rejection so PERS 451 can
understand the decision.
a. Click the box next to “Recommend Rejection – Not Qualified”


9.4.8.6.3 Recommend Approval
CSC approves the enrollment package and the contents such as
DD2792, DD2792-1, and supporting package documents. CSC will
submit the enrollment package and recommendation for routing to
PERS 451 for final approval.
a. Click the box next to “Recommend Approval”.

b. The “Recommended EFMP Category” becomes active.
c. Click on the “Select a Category” list.
d. Click on an Enrollment Category.



e. The “ICD-9 Diagnosis Codes” becomes active.
f. Click on the “Choose” list.
g. Click on the + / - icons to the left of each code to expand or
collapse the tree.
h. Click on the code of interest. Code will be highlighted.
i. Click on the Add to Selected Codes button.

dialog box. Note: Multiple ICD-9 codes may be added to the
Selected Codes list.
j. Click the Remove from Selected Codes button to remove
any codes from the “Selected Codes” list.
k. Click the OK button when you are finished with the selection of
the codes.
l. Enter comments in the “Comment” box.
m. Click on the Submit Decision button.

Several prompts will appear:

Click the Yes button to continue or No button to stop and
change any information.



If you clicked on Yes above, then this prompt will appear.

Click the OK button.



9.5 PERS 451
The EFM-NFAAS provides automated EFMP enrollment package
submission, review, approval, and workflow routing capabilities to PERS
451 users. PERS 451 users have access to Privacy Act Information,
Personally Identifiable Information (PII), and medical information
protected by the Health Insurance Portability and Accountability Act
(HIPAA) of 1996 (P.L.104-191); all care should be given to protect this
data.
Below are the key tasks PERS 451 users can perform.
 View Enrollment Cases and Enrollment Forms
 Designate Final Enrollment Category
 View / Modify ICD-9 Codes
 Reroute Enrollment Package back to MTF EFMP Coordinator or
CSC for update / edit
 Disenroll EFM
 Modify Enrollment Category

9.5.1 Introduction
PERS 451 user. It also serves as a “Quick Reference Guide”. Just scroll
down the page until you find the task you want to do.

9.5.2 Case Filter
PERS 451 uses these fields to filter the enrollment cases:

 Case ID, Enrollment State, Enrollment Date
 EFMP Category
 EFM and Sponsor Name
 UIC, Region
 Assigned CL, Assigned MTF EFMP Coordinator

values.

9.5.3 Case ID
PERS 451 personnel can view a specific EFM Case by its’ Case ID.
a. Enter in the 6-digit case ID.



9.5.4 Case State
This list displays the EFM Cases by their status. The case states are:
Enrollment, Enrolled, Expired, Disenrolled, and Rejected.
a. Click on the “Case State” list.
b. Click a “Case State” that you are interested in.

All EFM Cases having that Case State will be displayed.

9.5.5 Enrollment State
This list displays EFM Cases by their status. The enrollment states are:
Requested, MTF Coordinator, CSC, PERS 451, Approved, Rejected, and
Request Denied.
All EFM cases having that enrollment state will be displayed.



Each EFM Case is processed by reviewers and evaluators to ensure
the information is accurate and correct. As the information is verified,
a decision is made by the reviewer resulting in the status of that
information. Hence, the Enrollment State is used to filter the
information. See section 1.1 for more information on the enrollment
states.

9.5.6 EFMP Category

months
a. Click on the “EFMP Category” list.
b. Select a specific EFMP Category from the list.
c. Click FIND.

The EFM Cases having that EFMP Category will be displayed.

d. Select ANY from the EFMP Category list. ALL EFM Cases having an
EFMP Category will be displayed.

9.5.7 Region
This drop down list allows PERS 451 to select a Commander Navy
region as a filtered data field. All EFM Cases associated with that
Commander Navy region will be displayed.
a. Click on the Region list.
b. Click on a Region of interest.



This list allows the CSC to select a MTF Coordinator as a filtered data
field.
a. Click on the MTF Coordinator list.
b. Click on a name.

All EFM Cases associated with that selected MTF Coordinator will be
displayed.

9.5.9 Case Liaison
This list allows the CSC to select a Case Liaison as a filtered data field.
b. Click on a name.

All EFM Cases associated with that selected CL will be displayed.

9.5.10 EFM Case
a. Click on an EFM Case number (first column) of interest to you.
page showing EFM Information, Current Enrollment (MTF



Coordinator, CSC, PERS 451), and Enrollment History. There are

9.5.10.1 Close
This button will close the browser tab or web page having “Details for
Case xxxxxx”.

9.5.10.2 Actions

This Action item allows PERS 451 to add a comment about the case.
c. Click the OK button to submit the comment.
d. Scroll down to “Enrollment History” to view the comments.



9.5.10.3 Add Comment
This button allows PERS 451 to add comments about a case.
a. Click the Add Comment button in the “Enrollment History”
pane.

b. Enter text describing your comment about the case.
c. Click the OK button to submit the comment to the Enrollment
History.

This button displays additional information about the EFM Case.



information.

9.5.10.5 View a Document
This button, located on the “Current Enrollment” pane, allows PERS
451 to view files that were uploaded by the MTF Coordinator.
a. Click on the View button.

b. Select Open to open the document
c. Select Save to save the file to your computer.
d. Select Cancel to cancel the file operation.



9.5.10.6 Decision Options
PERS 451 provides the final decision on all EFMP enrollment requests.

9.5.10.6.1 Return to MTF Coordinator
PERS 451 will reroute unacceptable packages to the MTF Coordinator
for additional information and/or clarification. PERS 451 must enter
comments describing why the enrollment package was returned to
the MTF Coordinator.
a. Click the box next to “Return to MTF Coordinator”


9.5.10.6.2 Return to CSC
PERS 451 may reroute unacceptable packages to CSC for additional
information and/or clarification. PERS 451 must enter comments
describing why the enrollment package was unacceptable so that
CSC can understand the decision.
a. Click the box next to “Return to CSC”



d. If the “Missing Comment” dialog box appears, click the OK
button.

9.5.10.6.3 Reject – Not Qualified
PERS 451 may reject enrollment packages that do not meet the
minimum EFMP enrollment criteria. PERS 451 must enter comments
describing why the enrollment package was rejected so that the
recipient can understand the decision.
a. Click the box next to “Reject – Not Qualified”

d. If the “Missing Comment” dialog box appears, click the OK
button.

9.5.10.6.4 Approval
PERS 451 may approve the enrollment package and the contents
such as DD2792, DD2792-1, and supporting package documents.
This action will result in final approval of the EFM enrollment and
documentation of the decision in official EFMP records.
a. Click the box next to “Approve”.



b. The “Final EFMP Category” becomes active.
c. Click on the “Category” list if you want to change the value.
d. “Expiration Date” is filled in automatically when Approval is
selected.
e. The “ICD-9 Diagnosis Codes” becomes active.
f. Click on the “Choose” list to modify the CSC recommendation.
g. Click on the + / - icons to the left of each code to expand or
collapse the tree.
h. Click on the code of interest. Code will be highlighted.
i. Click on the Add to Selected Codes button.

dialog box.
j. Click the Remove from Selected Codes button to remove any
codes from the “Selected Codes” list.
k. Click the OK button when you are finished with the selection of
the codes.



l. Enter comments in the “Comment” box.
m. Click on the Submit Decision button.

Several prompts will appear:

Click the Yes button to continue or No button to stop and
change any information.

If you clicked on Yes above, then this prompt will appear.
Click the OK button.


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