============================================================================= Run Date: MAY 07, 2019 Designation: GMRC*3*118 Package : GMRC - CONSULT/REQUEST TRACKING Priority: EMERGENCY Version : 3 SEQ #104 Status: Released Compliance Date: MAY 17, 2019 ============================================================================= Subject: CONSULT TOOLBOX INFORMATIONAL PATCH GUI ENHANCEMENTS Category: - Informational Description: ============ ************************************************************************** This is an informational patch explaining changes in Consult Toolbox. NOTE: This patch is loaded on individual PC workstations via SCCM software update push from local/regional OIT. There is nothing that local sites can or need to do besides communicate changes to the clinical users. No code changes were made to the Consult application to accommodate these enhancements. ************************************************************************** Version 1.9.0004 modifies the Consult Toolbox application as described below: 1. Community Care Functions - Removed Care Coordination tab from Community Care Functions 2. Community Care Functions, MSA Elig. Verification tab - Removed "Administrative eligibility verified" field - Removed "Basic eligibility verified" field - Renamed "Specific Choice Eligibility verified" to "Specific Eligibility Verified" 3. Community Care Functions, MSA Elig. Verification tab, Administrative Screening - Added "Complementary and integrated medicine" as a selection in the "Does the consult specify any of the following basic services?" dropdown - Renamed "Routine Follow-up Therapeutics (Pre-scheduled services Dialysis, OT, PT, RT)"to "Routine therapeutic services (Dialysis, OT, PT, RT)" in the "Does the consult specify any of the following basic services?" dropdown 4. Community Care Functions, Consult Review tab - The following selectable fields no longer display in the "Request Approved (Select CC Program)" dropdown: Choice Program Agreements Mileage, Choice Provider Agreement, Choice Provider Agreement UEXB Environmental factors, Choice Provider Agreement UEXB Geographical Challenges, Choice Provider Agreement UEXB Medical Condition, Choice Provider Agreement UEXB Nature or Simplicity of Services, Choice Provider Agreement Wait Time, Indiv. Authorization (Trad NVA) Veteran Choice Program Mileage, Veteran Choice Program UEXB Environmental factors, Veteran Choice Program UEXB Geographical Challenges, Veteran Choice Program UEXB Medical Condition, Veteran Choice Program UEXB Nature or simplicity of services, Veteran Choice Program Wait Time - The following selectable fields were added to the "Request Approved (Select CC Program)" dropdown: Transfer for Nursing home care, Adult Day health care - 1720 Drug or Alcohol Treatment and rehabilitative services - 1720A Respite Care - 1720B Non-institutional Alternative to nursing Home Care - 1720C Benefit Travel - 1720G - The following selectable fields were renamed in the "Request Approved (Select CC Program)" dropdown: Renamed "Tribal" to "Veterans Care Agreement (VCA)" Renamed "Choice TPA (TwiWest)" to "TPA (TriWest)" - The selection "Incomplete Information" was added to the "Opt" dropdown which is associated with the "Request Disapproved (reason):" field - The only selections available in the "Guideline Review Method:" drop down menu are: MCG Guidelines InterQual Guidelines Chief of Staff approved Protocol There is no free text Comment/Other Method box next to the Guideline Review Method - The following selectable field was added to the "Scheduling to be performed by:" dropdown: Community Care Contractor - The following selectable field was removed from the "Scheduling to be performed by:" dropdown: HealthNet 5. Community Care Functions, Authorization tab - Removed the following fields and associated functionality: Authorization instructions to be included with Referral Category of Care Other SubSpecialty Procedure Type of Service Opt Timeframe for episode of care not to exceed (including months) Authorize total of (including visit count) Care must be completed by Include Standard Authorization Language Add the following to authorization - Added ability to select SEOC without "Request Approved (Select CC Program):" checkbox checked 6. Community Care Functions, Authorization tab, Display SEOC - The field "Max Visits:" will no longer display and Max Visit related comments will no longer appear on the consult comments 7. Community Care Functions, DoD tab - Removed "Disposition" field - Removed "Exceptions List Determination" including "DoD Consult present" and "DOS Outside of Approved EOC timeframe" checkbox areas - New checkbox added "DoD facility contacted to request care" (moved from the Appt Tracking tab) 8. Community Care Functions, MSA Pt Contacts tab - Renamed field "Veteran's Choice Participation Preference" to "Veteran's Participation Preference" - Under Veteran Contacted, removed "Veteran agrees to Community Care referral" field - Ability to connect to the PPMS provide locator site using the "Facility & Services" button 9. Community Care Functions, Appt Tracking tab - Removed the checkbox, "Community Care Provider has accepted referral" - Removed the checkbox, "Records faxed/sent to community care provider" - Removed the checkbox, "DoD facility contacted to request care" (it was moved to DoD tab) - Removed "Lookup a Provider" button - Removed "Records Received:" and associated dropdown - Under the "Returned to Community Care Provider:" section, added branch "CCN Return Reasons (select specific reason)" 10. Community Care Functions, SAR/RFS tab - All instances of SAR will now display as SAR/RFS. Any instance of "Secondary Authorization Request (SAR)" will now display as "Secondary Authorization Request (SAR)/Request for Service (RFS)" - Changed the dropdown selection "within 72 hours" to "w/in 48 hrs" for "SAR Urgency" field - Added new field "SAR/RFS was entered into VistA Imaging" with a Yes/No dropdown menu - Removed "Same Provider authorization and/or Additional Services or Visits Requested" and the three associated checkbox selections - Checkbox for "Service Available at VA" will now display under the Request is Clinically Appropriate area instead of under the Request is not Clinically Appropriate area - Under Actions Taken, the Approved radio button will now display as "Request is Clinically Appropriate" and the Disapproved radio button will now display as "Request is not Clinically Appropriate" - Removed "Include Standard SAR Authorization Language" field - Added checkbox "Missing Documentation" for "Request is not Clinically Appropriate" radio button 11. Community Care Functions, Consult Completion tab - Renamed fourth radio button, "Records rec'd, forwarded to medical records" to "Records Received" - Renamed checkbox field 'Refer to clinical reviewer for administrative completion' to "Refer to Clinical Care Coordinator" - Moved the field "Community Care appointment occurred (waiting for records)" with the Opt dropdown menu from the "Appt Tracking" tab to the Consult Completion tab 12. Administratively Complete Comments, Administratively Close window - Both instances of the terminology "three attempts" on the Administratively Close area will now display as "after at least one attempt" 13. Forward Consult to Community Care, Forward to Community Care Options tab - Renamed "Appointment is greater than 30 days from PID" to "Appointment greater than wait time standards" - Removed radio button titled "No appointment within 90 days (EWL)" 14. Discontinue, Discontinuation Reasons, General Discontinuation Comments tab - Added radio button "Entered/Requested in error". Toolbox inserts the following text into the CPRS comment field: "ERR-Entered/Requested in error." 15. Integration with the Community Care Decision Support Tool (DST). The Decision Support Tool (DST) is a web application that is invoked during the consult ordering workflow in Computerize Patient Record System (CPRS) to inform the Veteran and their referring clinician about the availability of services in the Department of Veterans Affairs (VA) and eligibility for receiving care in the community. 16. Added the ability for the Business to maintain dropdown values (edit, add, and delete items) 17. Added ability for CAN score to autopopulate when the CAN Score API is nationally available This software was created by the Atlanta VA Medical Center in response to a need to manage the process of consult management. During the life of a consult, there are prescribed steps of actions to be taken, and there is a need to be able track these steps at an individual patient level. Additionally, there is a need to be able to understand the overall status of consult management at a macro level, and identify specific services needing attention or resources. Without opening and reading a patient medical record, it is difficult to identify which patients have had which scheduling steps completed. This software does several things. First, it makes it very easy for staff to document actions completed quickly and consistently. Second, it uses consistent verbiage to document these steps. Third, it eliminates the need to take a second action or make a separate entry to track scheduling steps. Fourth, this consistent verbiage allows software analysis of records without needing to have software changes to VistA or CPRS. A separate process using corporate data warehouse queries and reports allows creation of views showing such things as patients who have not had first call, second call, scheduling letter sent or how much time has passed between these events. Together, these allow tracking and managing consults without the need to keep a separate list or other workflow to know which consults need attention. Additional Information: ----------------------- This software watches keyboard and mouse activity, and comes to life when certain conditions occur. 1. It only activates when the currently active windows title "Receive Consult", "Add Comment to Consult" or "Discontinue Consult." Otherwise nothing happens 2. When the user initiates a trigger event when either of these windows have the focus, then depending on the open window a menu appears for the user to select the appropriate action, then the software inserts the appropriate text into the comment box. 3. The defined trigger is a right mouse click in the supported CPRS consult actions. New Service Requests (NSRs): -------------------- N/A Defect Tracking System Ticket(s) & Overview: -------------------- N/A Test Sites: -------------------- Anchorage, AK Salisbury, NC Software and Documentation Retrieval Instructions: ---------------------------------------------------- Software is being released via SCCM package to ESE. User Guide will be placed on the following anonymous directories: Hines: domain.ext Salt Lake City: domain.ext Documentation can also be found on the VA Software Documentation Library at: http://www.domain.ext/vdl/ Title File Name FTP Mode ----------------------------------------------------------------------- Consult Toolbox User Guide consult_toolbox_1_0_um.pdf Binary Consult Toolbox User Guide consult_toolbox_1_0_um.docx Binary Deployment, Installation, Back-Out, and Rollback Guide ctb_dibr.pdf Binary Deployment, Installation, Back-Out, and Rollback Guide ctb_dib.docx Binary Patch Installation -------------------- N/A Installation Instructions: -------------------------- Software is being released via SCCM package to ESE. This software installs on the PC desktop at the windows level and will reside in the system tray. Installation of this Windows feature will occur via a SCCM software push to PCs via a Local/ Regional process. Routine Information: ==================== No routines included. ============================================================================= User Information: Entered By : Date Entered : DEC 26, 2018 Completed By: Date Completed: MAY 06, 2019 Released By : Date Released : MAY 07, 2019 ============================================================================= Packman Mail Message: ===================== No routines included