============================================================================= Run Date: AUG 31, 2011 Designation: PRCA*4.5*269 Package : PRCA - ACCOUNTS RECEIVABLE Priority: Mandatory Version : 4.5 SEQ #247 Status: Released Compliance Date: SEP 30, 2011 ============================================================================= Associated patches: (v)PRCA*4.5*264 install with patch `PRCA*4.5*269' (v)PRCA*4.5*169<<= must be installed BEFORE `PRCA*4.5*269' (v)PRCA*4.5*222<<= must be installed BEFORE `PRCA*4.5*269' (v)PRCA*4.5*244<<= must be installed BEFORE `PRCA*4.5*269' (v)PRCA*4.5*252<<= must be installed BEFORE `PRCA*4.5*269' (v)PRCA*4.5*255<<= must be installed BEFORE `PRCA*4.5*269' (v)PRCA*4.5*258<<= must be installed BEFORE `PRCA*4.5*269' (v)XU*8*539 <<= must be installed BEFORE `PRCA*4.5*269' Subject: AR - 5010 ENHANCEMENTS Category: - Routine - Data Dictionary - Enhancement (Mandatory) - Other Description: ============ The Chief Business Office (CBO) requested enhancements to the Veterans Health Administration (VHA)'s Veterans Health Integrated Systems Technology Architecture (VistA) Third Party Electronic Data Interchange (EDI) Lockbox module ePayments Enhancement project. These enhancements will increase timely and accurate processing of payments in compliance with Healthcare Insurance Portability and Accountability Act (HIPAA) and VHA fiscal accounting policies. Currently to perform the Accounts Receivable (AR) functions, Veterans Administration Medical Center (VAMC) staff is performing manual workarounds to address limitations of the existing software tools. Addressing ePayments software issues will enable compliance with HIPAA security and administrative regulations as well as VHA Fiscal Accounting policy. The project has two patches (PRCA*4.5*269 and IB*2*431) which are being released in the Kernel Installation and Distribution System (KIDS) multi build distribution EPAYMENTS_5010.KID. APPLICATION/VERSION PATCH -------------------------------------------------------------- ACCOUNTS RECEIVABLE (PRCA) V. 4.5 PRCA*4.5*269 INTEGRATED BILLING (IB) V. 2.0 IB*2*431 Changes made to the ACCOUNTS RECEIVABLE application and installation steps are described below. See IB*2*431 for changes made to INTEGRATED BILLING application. HIPAA 5010 changes ------------------ Modifications are made to the EDI Lockbox menu to allow VistA to receive, process and display ERA, EFT and EEOB data from FSC in HIPAA 5010 compatible format. Backward compatibility is supported to allow VistA to also receive messages in the existing HIPAA 4010 format. The data content of ERA, EFT and EEOB messages is modified to meet HIPAA 5010 standard. Existing EFT/ERA Payer Name, Trace #, Contact Numbers, Rendering Provider and Adjustment Reference fields are extended in length and a new ERA field 'Payer Web Site Address' is also introduced. These expanded fields in the 835 messages are also stored in VistA and this requires that the database is reorganized. The following fields are unchanged, but moved to new locations in the VistA database to make space for the extended fields: ERA - Check #, Rendering Provider Comment and Adjustment Text fields EFT - ACH Trace # and Manual TR Document fields This data reorganization is performed as part of the post install routine for this patch. Other Changes ------------- Additional system modifications (outside of HIPAA 5010) are included which will enable automation of the labor intensive workarounds and minimize costly system errors. 1) The PRCA NIGHTLY PROCESS batch job auto matches EFT and ERA transactions and updates receipts for the AR package. This process includes a purge of receipts which is extended by this release from one year's retention to seven years. 2) The process for receiving EFT messages is modified to verify on date as well as ticket number. This allows 469 and 569 3rd Party ticket number ranges to be reused without being treated as duplicates. 3) Minimum dollar amount of zero is enforced in Worklist adjustments. 4) ERA numbers are no longer truncated in Worklist but are now displayed as the full 10 digits. 5) 'Patient Charge Maintenance' option in the Worklist/Research Menu is replaced by the 'Administrative Charge Adjustment' option. 6) Within TPJI (menu option [IBJI THIRD PARTY JOINT INQUIRY]) the Comment History sub option is modified to display contact details (including the new Payer Web Site field). This patch addresses the following New Service Request (NSR): ------------------------------------------------------------- Request Name: ePayments FY09 Request ID: 20070913 This patch addresses the following Remedy Ticket(s): ---------------------------------------------------- There are no Remedy tickets associated with this patch. Components Sent With Patch -------------------------- Data Dictionary Field Definitions: Field Name (Number) File Name (Number) ------------------- ------------------ CHECK # (#.07) AR BATCH PAYMENT (#344.01) PAYER NAME (#.02) EDI THIRD PARTY EFT DETAIL (#344.31) TRACE # (#.04) EDI THIRD PARTY EFT DETAIL (#344.31) ACH TRACE# (#.15) EDI THIRD PARTY EFT DETAIL (#344.31) MANUAL TR DOCUMENT (#.16) EDI THIRD PARTY EFT DETAIL (#344.31) TRACE # (#.02) ELECTRONIC REMITTANCE ADVICE (#344.4) CHECK # (#.13) ELECTRONIC REMITTANCE ADVICE (#344.4) CONTACT NUMBER 1(#3.02) ELECTRONIC REMITTANCE ADVICE (#344.4) CONTACT NUMBER 2 (#3.04) ELECTRONIC REMITTANCE ADVICE (#344.4) CONTACT NUMBER 3 (#3.06) ELECTRONIC REMITTANCE ADVICE (#344.4) PAYER WEB SITE ADDRESS (#5.01) ELECTRONIC REMITTANCE ADVICE (#344.4) RENDERING/SERVICING PROV (#.21) ELECTRONIC REMITTANCE ADVICE (#344.41) REN PROV COMMENT (#.23) ELECTRONIC REMITTANCE ADVICE (#344.41) REFERENCE NUMBER (#.01) ELECTRONIC REMITTANCE ADVICE (#344.42) ADJUSTMENT TEXT (#.04) ELECTRONIC REMITTANCE ADVICE (#344.42) PROTOCOL: ACTION: RCDPE EOB WL RESEARCH EXIT ATTACH TO MENU RCDPE EOB WL REVIEW ATTACH TO MENU RCDPE EOB WORKLIST ADJUST ATTACH TO MENU RCDPE EOB WORKLIST ADMIN COST ADJ SEND TO SITE RCDPE EOB WORKLIST BILL COMMENT ATTACH TO MENU RCDPE EOB WORKLIST CL MATCH RPT ATTACH TO MENU RCDPE EOB WORKLIST FULL ACCT PROF ATTACH TO MENU RCDPE EOB WORKLIST ON HOLD RPT ATTACH TO MENU RCDPE EOB WORKLIST REESTABLISH ATTACH TO MENU RCDPE EOB WORKLIST REL HOLD ATTACH TO MENU RCDPE EOB WORKLIST RESEARCH MENU SEND TO SITE RCDPE EOB WORKLIST TPJI ATTACH TO MENU RCDPE VIEW/PRINT WORKLIST EOB ATTACH TO MENU LIST TEMPLATE: ACTION: RCDPE WORKLIST ERA LIST SEND TO SITE RCDPEX EOB_SUM EXCEPTION LIST SEND TO SITE Documentation Retrieval ----------------------- Sites may retrieve documentation in one of the following ways: 1. The preferred method is to FTP the files from download.vista.med.va.gov, which will transmit the files from the first available FTP server. 2. Sites may also elect to retrieve documentation directly from a specific server as follows: Albany ftp.fo-albany.med.va.gov Hines ftp.fo-hines.med.va.gov Salt Lake City ftp.fo-slc.med.va.gov 3. Documentation can also be retrieved from the VistA Documentation Library (VDL) on the Internet at the following address, http://www.va.gov/vdl. The documentation distribution includes: FILE NAME DESCRIPTION --------------------------------------------------------------------- 3rd Party EDI Lockbox User Guide_p269_cp.pdf ePayments User Manual Change Pages edi_user_guide_p269_cp.pdf EDI Billing User Guide Change Pages ar_45_p269_tm_cp.pdf Accounts Receivable Technical Manual Change Pages Note: Use ASCII mode when transferring the .KID file. Use Binary mode when transferring the .PDF file. The .PDF files can be read on a PC using the Adobe Acrobat Reader program. The VistA Documentation Library [VDL] contains all end-user manuals. Test Sites: ----------- Central Plains New Jersey HCS VISN 2 Walla Walla Pre/Post Installation Overview ------------------------------ There is a post-install routine associated with this patch named PRCAP269. The purpose of the post install routine is to move data in the ELECTRONIC REMITTANCE ADVICE file (344.4) and the EDI THIRD PARTY EFT DETAIL file (344.31) to new locations within the files specified in the released data dictionary changes. This process runs in foreground and will take several minutes to run on larger sites. On completion a bulletin is sent to the installer with the number of entries moved. A further bulletin is sent to VHA CBO ePay 5010 mail group on Outlook to notify CBO that the install is complete and the site is ready to receive 835 transactions with HIPAA 5010 format data. The post-install routine is not deleted. ================INSTALLATION INSTRUCTIONS ================= THIS PATCH MUST BE LOADED AFTER NORMAL WORKING HOURS. Extensive changes are made to Accounts Receivable so it should not be in use during the install. The install should take approximately 10 minutes. It is important to make sure that all Accounts Receivable users are logged off the system BEFORE INSTALLATION of this patch. You must also disable the following menu options BEFORE INSTALLATION of this patch: Clerk's AR Menu [PRCA CLERK MENU] Supervisor's AR Menu [PRCAF SUPERVISOR MENU] EDI Lockbox [RCDPE EDI LOCKBOX MENU] MRA Management [IBCE MRA MANAGEMENT] Return Message Filing Exceptions [IBCE RETURN MSG PROCESSING] Be sure that the following background task is not running when you install this patch: Accounts Receivable Nightly Process Background Job [PRCA NIGHTLY PROCESS] 1. OBTAIN PATCHES -------------- Obtain the host file EPAYMENTS_5010.KID, which contains the following two patch installs: PRCA*4.5*269 IB*2.0*431 Sites can retrieve VistA software from the following FTP addresses. The preferred method is to FTP the files from: download.vista.med.va.gov This will transmit the files from the first available FTP server. Sites may also elect to retrieve software directly from a specific server as follows: Albany ftp.fo-albany.med.va.gov Hines ftp.fo-hines.med.va.gov Salt Lake City ftp.fo-slc.med.va.gov The EPAYMENTS_5010.KID host file is located in the anonymous.software directory. Use ASCII Mode when downloading the file. 2. START UP KIDS ------------- Start up the Kernel Installation and Distribution System Menu option [XPD MAIN]: Edits and Distribution ... Utilities ... Installation ... Select Kernel Installation & Distribution System Option: INStallation --- Load a Distribution Print Transport Global Compare Transport Global to Current System Verify Checksums in Transport Global Install Package(s) Restart Install of Package(s) Unload a Distribution Backup a Transport Global Select Installation Option: 3. LOAD TRANSPORT GLOBAL FOR MULTI-BUILD ------------------------------------- From the Installation menu, select the Load a Distribution option. When prompted for "Enter a Host File:", enter the full directory path where you saved the host file EPAYMENTS_5010.KID (e.g., SYS$SYSDEVICE:[ANONYMOUS]EPAYMENTS_5010.KID). When prompted for "OK to continue with Load? NO//", enter "YES." The following will display: Loading Distribution... PRCA IB BUNDLE 1.0 PRCA*4.5*269 IB*2.0*431 Use INSTALL NAME: PRCA IB BUNDLE 1.0 to install this Distribution. 4. RUN OPTIONAL INSTALLATION OPTIONS FOR MULTI-BUILD ------------------------------------------------- From the Installation menu, you may select to use the following options: (when prompted for the INSTALL NAME, enter PRCA IB BUNDLE 1.0) a. Backup a Transport Global - This option will create a backup message of any routines exported with this patch. It will not backup any other changes such as DD's or templates. b. Compare Transport Global to Current System - This option will allow you to view all changes that will be made when this patch is installed. It compares all components of this patch (routines, DD's, templates, etc.). c. Verify Checksums in Transport Global - This option will allow you to ensure the integrity of the routines that are in the transport global. 5. INSTALL MULTI-BUILD ------------------- This is the step to start the installation of the KIDS patches. a. Choose the Install Package(s) option to start the patch install. b. When prompted for the "Select INSTALL NAME:", enter PRCA IB BUNDLE 1.0 c. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//', respond NO. d. When prompted to DISABLE Scheduled Options, Menu Options, and Protocols YES//', respond NO. 6. Post-Installation Instructions ---------------------------------------- Enable the options disabled at the beginning of the INSTALLATION INSTRUCTIONS. Routine Information: ==================== The second line of each of these routines now looks like: ;;4.5;Accounts Receivable;**[Patch List]**;Mar 20, 1995;Build 113 The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: PRCAP269 Before: n/a After: B36195744 **269** Routine Name: RCDPAYER Before: n/a After: B13162829 **269** Routine Name: RCDPE8NZ Before: B24348262 After: B24021950 **173,212,208,269** Routine Name: RCDPEAC Before: B66119126 After: B66599458 **208,269** Routine Name: RCDPEAR1 Before: B36689598 After: B37135763 **173,269** Routine Name: RCDPEAR2 Before: B31707246 After: B32087204 **173,269** Routine Name: RCDPEDA1 Before: B12897653 After: B14062058 **173,269** Routine Name: RCDPEDS Before: B35759608 After: B36371277 **173,269** Routine Name: RCDPEM Before: B54871682 After: B54192380 **173,255,269** Routine Name: RCDPEM1 Before: B48711091 After: B50720523 **173,269** Routine Name: RCDPEREC Before: B37452848 After: B39701184 **208,244,269** Routine Name: RCDPES10 Before: n/a After: B85948119 **269** Routine Name: RCDPESR0 Before: B53919083 After: B57243958 **173,208,269** Routine Name: RCDPESR2 Before: B79069253 After: B84144020 **173,216,208,230,252,264,269** Routine Name: RCDPESR3 Before: B57443767 After: B60020580 **173,214,208,255,269** Routine Name: RCDPESR4 Before: B73890637 After: B76222786 **173,216,208,230,269** Routine Name: RCDPESR5 Before: B27354916 After: B27780882 **173,208,269** Routine Name: RCDPESR6 Before: B36518967 After: B43157350 **173,214,208,230,252,269** Routine Name: RCDPESR9 Before: B65909663 After: B71424370 **173,252,269** Routine Name: RCDPETR Before: B58104319 After: B58479252 **173,269** Routine Name: RCDPEWL Before: B44394338 After: B44600003 **173,208,269** Routine Name: RCDPEWL0 Before: B80281228 After: B83670852 **173,208,252,269** Routine Name: RCDPEWL2 Before: B84516600 After: B84334841 **173,208,269** Routine Name: RCDPEWL4 Before: B48723310 After: B48717166 **173,208,269** Routine Name: RCDPEWL5 Before: B56075970 After: B56283493 **173,208,269** Routine Name: RCDPEWL7 Before: B81613750 After: B84756815 **208,222,269** Routine Name: RCDPEWL8 Before: B73075221 After: B74316733 **208,269** Routine Name: RCDPEX Before: B75558760 After: B76642906 **173,208,269** Routine Name: RCDPEX2 Before: B14767482 After: B15963944 **173,269** Routine Name: RCDPEX3 Before: B75030578 After: B75257587 **173,208,258,269** Routine Name: RCDPLPL1 Before: B25553725 After: B25554080 **114,148,153,208,269** Routine Name: RCDPRPL4 Before: B28894720 After: B28923437 **169,172,173,269** Routine Name: RCDPRSEA Before: B21734319 After: B21546260 **114,148,208,269** Routine Name: RCDPUT Before: B25066653 After: B25168927 **69,90,106,114,169,269** Routine list of preceding patches: 222, 244, 255, 258, 264 ============================================================================= User Information: Entered By : ANDERSON,DOUGLAS W Date Entered : MAY 14, 2010 Completed By: ROBBINS,BRADLEY Date Completed: AUG 03, 2011 Released By : BATIE,NADINE Date Released : AUG 31, 2011 ============================================================================= Packman Mail Message: =====================