$TXT Created by HARTLEY,PETER at MNTDEM.FO-ALBANY.MED.VA.GOV (KIDS) on Thursday, 12/08/11 at 14:48 ============================================================================= Run Date: JAN 12, 2012 Designation: PRCA*4.5*276 Package : PRCA - ACCOUNTS RECEIVABLE Priority: Mandatory Version : 4.5 SEQ #250 Status: Released Compliance Date: FEB 12, 2012 ============================================================================= Associated patches: (v)PRCA*4.5*151<<= must be installed BEFORE `PRCA*4.5*276' (v)PRCA*4.5*218<<= must be installed BEFORE `PRCA*4.5*276' (v)PRCA*4.5*220<<= must be installed BEFORE `PRCA*4.5*276' (v)PRCA*4.5*221<<= must be installed BEFORE `PRCA*4.5*276' (v)PRCA*4.5*222<<= must be installed BEFORE `PRCA*4.5*276' (v)PRCA*4.5*226<<= must be installed BEFORE `PRCA*4.5*276' (v)PRCA*4.5*233<<= must be installed BEFORE `PRCA*4.5*276' (v)PRCA*4.5*241<<= must be installed BEFORE `PRCA*4.5*276' (v)PRCA*4.5*247<<= must be installed BEFORE `PRCA*4.5*276' (v)PRCA*4.5*269<<= must be installed BEFORE `PRCA*4.5*276' (v)PRCA*4.5*270<<= must be installed BEFORE `PRCA*4.5*276' (v)PRCA*4.5*271<<= must be installed BEFORE `PRCA*4.5*276' (v)IB*2*451 <<= must be installed BEFORE `PRCA*4.5*276' Subject: EPAYMENTS II ENHANCEMENTS Category: - Routine - Enhancement (Mandatory) - Data Dictionary - Other Description: ============ ******************************************************************* * * * IB*2*451 must be installed prior to installing PRCA*4.5*276 * * * ******************************************************************* The Chief Business Office (CBO) in the Veterans Health Administration (VHA), requested enhancements to the Integrated Billing system software in order to augment payment processing efficiencies at individual VA medical center accounts. The changes distributed with this patch affect reporting options used daily in the delivery of benefits and services provided to the patient population. Improvements to management reporting and additional automation of business process will support VHA performance measures and compliance policies to ensure fiscal accuracy and accountability. The project has two patches (PRCA*4.5*276 and IB*2*451) which are being released in the Kernel Installation and Distribution System (KIDS) using single build distributions. APPLICATION/VER PATCH -------------------------------------------------------- ACCOUNTS RECEIVABLE (PRCA) V. 4.5 PRCA*4.5*276 INTEGRATED BILLING (IB) V. 2.0 IB*2.0*451 Enhancements to the ACCOUNTS RECEIVABLE application and installation steps are described below. See patch IB*2.0*451 for enhancements to the INTEGRATED BILLING application. 1) Workload Notification - A new Mail Group RCDPE AUDIT has been created to receive notification bulletins of ERA (Electronic Remittance Advice) over 30 days overdue and EFT (Electronic Funds Transfer) 14 days overdue. ERA and EFT bulletins are created by a new scheduled option 'ePayments Workload Notifications' [RCDPE WORKLOAD NOTIFICATION]. This option should be scheduled in TaskMan to run weekly, biweekly or monthly. Example of ERA bulletin: ------------------------ Unmatched ERA bulletin with warning message Subj: EDI LBOX - ACTION REQUIRED-Unmatched ERAs > 30 days [#293527] 05/09/11@19:34 11 lines From: POSTMASTER In 'IN' basket. Page 1 Priority! ----------------------------------------------------------------------- The listed ERAs were received more than 30 days ago and have not yet been matched. Total # of ERAs - 2 Total Dollar Amount - $ 1,251,862.38 ERA# PAYER NAME FILE DATE AMT PAID 1009 AETNA INSURANCE COMPANY 12/12/10 1,251,762.38 1011 ABC INSURANCE COMPANY 5/8/11 100.00 Example of EFT Bulletin: ------------------------ Unmatched EFT bulletin with warning message Subj: EDI LBOX - ACTION REQUIRED-EFTs > 14 days [#141174] 05/09/11@19:45 27 lines From: POSTMASTER In 'IN' basket. Page 1 Priority! ------------------------------------------------------------------------- The following EFTs were received more than 14 days ago and have not yet been matched. Total # of EFTs - 2 Total Dollar Amount - $ 1,251,862.38 DEPOSIT# RECEIPT# PAYER NAME EFT DATE DEPOSIT AMT 123456 1234567890 AETNA INSURANCE COMPANY 12/20/10 1,251,762.38 225152 55485542 ABC INSURANCE COMPANY 5/15/11 100.00 2) Linking an ERA to a Receipt - The option 'Update ERA Posted Using Paper EOB' [RCDPE ERA POSTED BY PAPER EOB] has been changed to include a new option to automatically search for payment receipts related to claims on the ERA. The user may then choose to link the receipt to the ERA. A new option 'ERAs Posted with Paper EOB Audit Report' [RCDPE ERA W/PAPER EOB REPORT] has been added to the 'EDI Lockbox Reports Menu' [RCDPE EDI LOCKBOX REPORTS MENU]. This new report lists ERAs that have been linked to a receipt using the above menu option. The report is selectable by date range and division and identifies the user making the changes. 3) EEOB Move/Copy - A new option 'EEOB Move/Copy' [RCDPE EEOB MOVE/COPY] has been added to the 'EDI Lockbox Menu' [RCDPE EDI LOCKBOX MENU]. This new option allows EOBs that are matched to the wrong claim to be corrected. The EOB (Explanation of Benefits) may be moved to a different claim number or copied to one or more claim numbers (leaving original EOB intact). The user must enter a justification for the change. A history of any EOB changes is recorded as AR (Accounts Receivable) Comments in the TPJI (Third Party Joint Inquiry) menu options. A new option 'EEOB Move/Copy Audit Report' [RCDPE EEOB MOVE/COPY REPORT] has been added to the 'EDI Lockbox Reports Menu' [RCDPE EDI LOCKBOX MENU]. This new report lists EOBs that have been changed using the new 'EEOB Move/Copy' [RCDPE EEOB MOVE/COPY] menu option. The report is selectable by date range and division and identifies the user making the changes. Details of EEOB Move and Copy transactions are also displayed in the following options: View/Print ERA screen of the EEOB Worklist View/Print EOB screen of the EEOB Worklist Bill Charges screen of TPJI Comment History screen of TPJI A new Mail Group RCDPE MOVE COPY has been created to receive notification bulletins of EOB for none active claims moved or copied in the previous 24 hours. These bulletins are generated when the scheduled option 'Accounts Receivable Nightly Process Background Job' [PRCA NIGHTLY PROCESS] runs. 4) EFT Work List - The EFT Worklist has been modified to add new functionality which provides the user with the capability to select an EFT record and mark it as a duplicate so that these duplicate records are no longer reported on the EFT Worklist report. This new capability cannot be used on non-duplicates that are unmatched. To use this new functionality the user must have the new security key [RCDPE ERA RETURNED TO PAYER]. The EDI THIRD PARTY EFT DETAIL file (#344.31) has been modified with three new fields which record the following data each time that this option is used: a. Date/Time the transaction is performed. b. The user who performed the transaction (pointer to the NEW PERSON file (i.e. DUZ or IEN, to file #200). c. A free text field that describes the justification for removing the duplicate EFT (1 to 100 characters in length). A new option is provided in the EDI Lockbox Reports Menu, 'Duplicate EFT Audit Report' [RCDPE EFT AUDIT REPORT] . This option prints a report of EFTs that have been marked as removed/duplicate. The report displays the information contained in the new file #344.31 fields mentioned above as well as the Division/Station, Payer Name of the EFT, the trace number of the EFT and the total number of duplicates removed (on the first page of the report). The justification for marking an EFT record as a duplicate is also listed on the EDI Third Party EFT Detail file. 5) Mark ERA Returned to Payer - This existing option allows the user to mark the corresponding ERA as not paid/returned to payer and will remove it from the Worklist for unmatched ERAs. This existing functionality has been extended to audit the usage of this option. 6) EEOB Worklist - While a search for ERA records is in progress, a period (".") is displayed periodically so that the user knows that the system is still searching. 7) EDI Lockbox Reports - Existing and new reports have been modified to have standard features as follows: * A Summary/Detail option. * The ability to filter reports on Station/Division. * The ability to export the report to Microsoft Excel (MS). Sorting and printing features of MS Excel may then be used for further report processing if so desired. The following reports where modified as per the above list: EFT Unmatched Aging Report [RCDPE EFT AGING REPORT] ERA Unmatched Aging Report [RCDPE ERA AGING REPORT] Unapplied EFT Deposits Report [RCDPE UNAPPLIED EFT DEP REPORT] Duplicate EFT Audit Report [RCDPE EFT AUDIT REPORT] ERAs Returned to Payer Audit Report [RCDPE RETURNED ERA AUDIT] EEOB Move/Copy Audit report [RCDPE EEOB MOVE/COPY REPORT] ERAs Posted with Paper EOB Audit Report [RCDPE ERA W/PAPER EOB REPORT] 8) EEOB Indicator - Modifications are made to Accounts Receivable report options that will show the character '%' next to the bill number to indicate that an EEOB for the associated claim exists in the EOB file (#361.1). The following report options are modified by this patch: Brief Account Profile [PRCAY ACCOUNT PROFILE] Full Account Profile [PRCAY FULL ACCOUNT PROFILE] List All Bills [PRCA LIST ALL BILLS] Claims Matching Report [RCDP CLAIMS MATCH] Bill Profile [RCDP BILL PROFILE] Bill Transactions [RCDP BILL TRANSACTIONS] 9) Negative Claim Balance - A problem reported by production sites has proven that the AR application allows claim balances to fall below zero. Corrections have been made to software that support the following options and protocols to prevent a negative claim balance on the claim recorded in the Accounts Receivable file. Options: Receipt Processing [RCDP RECEIPT PROCESSING] EEOB Worklist [RCDPE EDI LOCKBOX WORKLIST] Protocols: Process Receipt [RCDP RECEIPT PROFILE PROCESS RECEIPT] Distribute Adj Amts [RCDPE EOB WORKLIST DIST ADJ] Patch Components ================ Files & Fields Associated: File Name (Number) Field Name (Number) New/Modified/Deleted ------------------ ------------------- -------------------- EDI THIRD PARTY EFT DETAIL USER WHO REMOVED EFT New (#344.31) (#.17) DATE/TIME DUPLICATE REMOVED New (#.18) EFT REMOVAL REASON New (#.19) EFT DETAIL (#344.4) ERA DATE (#.04) Modified RETURNED BY (#.16) New RETURNED DATE (#.17) New RETURN REASON (#.18) New DATE/TIME ERA LINKED (#7.01) New ERA LINKED BY (#7.02) New Options Associated: Option Name Type New/Modified/Deleted ----------- ---- -------------------- RCDPE EDI LOCKBOX MENU menu used as link RCDPE EDI LOCKBOX REPORTS MENU menu used as link RCDPE EFT AUDIT REPORT run routine new RCDPE EEOB MOVE/COPY REPORT run routine new RCDPE RETURNED ERA AUDIT run routine new RCDPE REMOVE DUP DEPOSITS run routine modified RCDPE EEOB MOVE/COPY run routine new RCDPE ERA POSTED BY PAPER EOB run routine modified RCDPE ERA W/PAPER EOB REPORT run routine new RCDPE WORKLOAD NOTIFICATION action new Templates Associated: Template Name Type File Name (Number) New/Modified/Deleted ------------- ---- ------------------ -------------------- PRCA BILL LIST PRINT ACCOUNTS RECEIVABLE Modified (#430) PRCA TRANS PROFILE PRINT AR TRANSACTION (#433) Modified Security Keys Associated: Security Key Name ----------------- [RCDPE REMOVE DUPLICATES] [RCDOE MARK ERA] Mail Groups Associated: Mail Group Name New/Modified/Deleted --------------- -------------------- RCDPE AUDIT New RCDEP MOVE COPY New New Service Requests (NSRs) ---------------------------- 20090217 - ePayments Enhancements FY2010 Remedy Ticket(s) & Overview --------------------------- There are no Remedy tickets associated with this patch. Test Sites: ---------- Birmingham Louisville Martinsburg Milwaukee New Jersey HCS Richmond Documentation Retrieval Instructions ------------------------------------ Updated documentation describing the new functionality introduced by this patch is available. The preferred method is to FTP the files from ftp://download.vista.med.va.gov/. This transmits 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 Documentation can also be found on the VA Software Documentation Library at: http://www4.va.gov/vdl/ Title File Name FTP Mode -------------------------------------------------------------------------- ePayments User Guide EPAYMENTS_USER_GUIDE_EDI_ Binary (EDI Lockbox) LOCKBOX_R0112.PDF AR ePayments II Release Notes/ PRCA_4_5_P276_RN.PDF Binary Installation Guide (PRCA*4.5*276) AR Technical Manual/Security AR_4_5_TM_R0112.PDF Binary Guide (PRCA*4.5*276) Patch Installation: Pre/Post Installation Overview ------------------------------ There are post installation instructions for this patch related to the new security keys, mail group, and the option to schedule for the ERA and EFT bulletins. There is a post-initialization procedure that will execute to set up cross-references 'AC' for field ERA DATE (#.04) and 'AD' for field RETURNED DATE (#.17) in file #344.4. The post-initialization will only run if there is data in file #344.4 and its running time will vary with the size of the ELECTRONIC REMITTANCE ADVICE FILE (#344.4) at each site. The routine PRCAP276 will be deleted automatically. Installation Instructions ------------------------- Accounts Receivable users should not be on the system while this patch is being installed. This patch should take less than 5 minutes to install. Make sure that all Accounts Receivable users are logged off the system before installing this patch. The following options should be disabled: EDI Lockbox [RCDPE EDI LOCKBOX MENU] Brief Account Profile [PRCAY ACCOUNT PROFILE] Full Account Profile [PRCAY FULL ACCOUNT PROFILE] List All Bills [PRCA LIST ALL BILLS] Claims Matching Report [RCDP CLAIMS MATCH] Bill Profile [RCDP BILL PROFILE] Bill Transactions [RCDP BILL TRANSACTIONS] Receipt Processing [RCDP RECEIPT PROCESSING] 1. Choose the PackMan message containing this patch. 2. Choose the INSTALL/CHECK MESSAGE PackMan option. 3. From the Kernel Installation and Distribution System Menu, select the Installation Menu. From this menu, you may elect to use the following option. When prompted for the INSTALL enter the patch # PRCA*4.5*276: 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. 4. From the Installation Menu, select the Install Package(s) option and choose the patch to install. 5. When prompted 'Want KIDS to Rebuild Menu Trees Upon Completion of Install? NO//' answer NO if this is done as a nightly job 6. When prompted 'Want KIDS to INHIBIT LOGONs during the install? NO//' answer NO 7. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? NO// answer YES 8. Enter options you wish to mark as 'Out Of Order': EDI Lockbox [RCDPE EDI LOCKBOX MENU] Brief Account Profile [PRCAY ACCOUNT PROFILE] Full Account Profile [PRCAY FULL ACCOUNT PROFILE] List All Bills [PRCA LIST ALL BILLS] Claims Matching Report [RCDP CLAIMS MATCH] Bill Profile [RCDP BILL PROFILE] Bill Transactions [RCDP BILL TRANSACTIONS] Receipt Processing [RCDP RECEIPT PROCESSING] 9. Enter protocols you wish to mark as 'Out Of Order': press RETURN 10. Delay Install (Minutes): (0-60): 0// Pre/Post Installation Instructions ---------------------------------------- The pre-install routine PRCAP276 is automatically removed by KIDS at the end of the installation. The coordinator for the new mail group RCDPE AUDIT should be one of the ePayments staff. ePayments users who will need access to the Remove Duplicate EFT Deposit option will need to be assigned the [RCDPE REMOVE DULICATES] security key. The ePayments supervisory staff can provide the proper group of users. Users who will need access to the Mark ERA Returned To Payer option will need to be assigned the [RCDPE MARK ERA] security key. The ePayments supervisory staff can provide the proper group of users. Assign the proper ePayments users to the RCDPE AUDIT mail group. This is the mail group that will received the ERA and EFT bulletins. The list of proper users can be obtained from the ePayments supervisory staff. The new option [RCDPE WORKLOAD NOTIFICATION] which generates the new bulletins should be scheduled in Task Manager to run weekly, biweekly, or monthly as required. Scheduling frequency should be based on the number of outstanding ERA and EFT workload and will need to be coordinated with the ePayments staff. Production only: The following email address must be defined to the REMOTE MEMBER attribute of the RCDPE AUDIT mail group: vha835notify@va.gov The correct configuration for the RCDPE AUDIT Mail Group is: NAME: RCDPE AUDIT TYPE: public ALLOW SELF ENROLLMENT?: NO REFERENCE COUNT: 62 LAST REFERENCED: SEP 15, 2011 RESTRICTIONS: UNRESTRICTED MEMBER: xxxxx,xxxxxxx DESCRIPTION: This is the mail group that will receive warning bulletins produced by the ePayments Workload Notification process. Warnings for overdue EFT and ERA are sent to this group. ORGANIZER: POSTMASTER REMOTE MEMBER: vha835notify@va.gov The Q-NPS.VA.GOV domain must exist and the field 'FLAGS' must be defined with a value of 'S'. Example shown below. Select DOMAIN NAME: Q-NPS.VA.GOV NUMBER: 579 NAME: Q-NPS.VA.GOV FLAGS: S RELAY DOMAIN: FOC-AUSTIN.VA.GOV DHCP ROUTING INDICATOR: NPS DISABLE TURN COMMAND: YES LEVEL 1 NAME (c): GOV LEVEL 2 NAME (c): VA.GOV LEVEL 3 NAME (c): Q-NPS.VA.GOV LEVEL 4 NAME (c): Q-NPS.VA.GOV NOTE: The bulletins do not contain any PHI therefore encryption is not necessary. Please refer to the ERA and EFT bulletin examples within the patch description. Routine Information: ==================== The second line of each of these routines now looks like: V ;;4.5;Accounts Receivable;**[Patch List]**;Mar 20, 1995;Build 87 The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: PRCAAPR Before: B10684039 After: B12999899 **198,221,276** Routine Name: PRCAAPR1 Before: B30720068 After: B43343192 **34,45,108,143,141,206,192,218,276** Routine Name: PRCAATR Before: B16891827 After: B18030407 **36,104,172,138,233,276** Routine Name: PRCABIL1 Before: B25254789 After: B25296320 **57,64,109,147,220,276** Routine Name: PRCAP276 Before: n/a After: B2991391 **276** Routine Name: RCBEUBIL Before: B20443775 After: B20763062 **153,226,276** Routine Name: RCBEUTR1 Before: B33352818 After: B35457473 **153,169,192,226,270,276** Routine Name: RCDPAYER Before: B13162829 After: B25868382 **269,276** Routine Name: RCDPBPLM Before: B53138816 After: B56287524 **114,153,159,241,276** Routine Name: RCDPBTLM Before: B47109458 After: B49476140 **114,148,153,168,169,198,247, 271,276** Routine Name: RCDPE8NZ Before: B24021950 After: B54377716 **173,212,208,269,276** Routine Name: RCDPEAC Before: B66599458 After: B83292786 **208,269,276** Routine Name: RCDPEAR Before: B2522562 After: B2410803 **173,276** Routine Name: RCDPEAR1 Before: B37135763 After:B109842855 **173,269,276** Routine Name: RCDPEAR2 Before: B32087204 After: B60443432 **173,269,276** Routine Name: RCDPEDA1 Before: B14062058 After: B22465629 **173,269,276** Routine Name: RCDPEDAR Before: B75522675 After:B105086845 **173,276** Routine Name: RCDPEM Before: B54192380 After: B59208170 **173,255,269,276** Routine Name: RCDPEM2 Before: B62281734 After:B171488766 **173,208,276** Routine Name: RCDPEM3 Before: n/a After:B109331342 **276** Routine Name: RCDPEM4 Before: n/a After:B186028415 **276** Routine Name: RCDPEM5 Before: n/a After: B72301084 **173,208,276** Routine Name: RCDPEM6 Before: n/a After: B40220654 **276** Routine Name: RCDPEM7 Before: n/a After: B44597294 **276** Routine Name: RCDPEM8 Before: n/a After: B32433593 **276** Routine Name: RCDPEM9 Before: n/a After: B25446642 **276** Routine Name: RCDPEWL3 Before: B80108655 After: B86449608 **173,276** Routine Name: RCDPEWL6 Before: B65570960 After: B83585540 **173,208,222,276** Routine Name: RCDPEWL7 Before: B84756815 After: B93160515 **208,222,269,276** Routine Name: RCDPEWL8 Before: B74316733 After: B78778752 **208,269,276** Routine Name: RCDPRPL4 Before: B28923437 After: B35834476 **169,172,173,269,276** Routine Name: RCDPRTP1 Before: B32458537 After: B33114320 **151,169,276** Routine Name: RCDPRTP2 Before: B10018244 After: B14571790 **151,276** Routine list of preceding patches: 218, 220, 221, 233, 241, 269, 270, 271 ============================================================================= User Information: Entered By : NULL,RODGER Date Entered : FEB 25, 2011 Completed By: TORRANCE,LORI Date Completed: DEC 21, 2011 Released By : GROOMS,CARMEN L Date Released : JAN 12, 2012 ============================================================================= Packman Mail Message: ===================== $END TXT