============================================================================= Run Date: JUL 14, 2020 Designation: GMRC*3*161 Package : GMRC - CONSULT/REQUEST TRACKING Priority: Mandatory Version : 3 SEQ #137 Status: Released Compliance Date: AUG 14, 2020 ============================================================================= Subject: COVID-19 CONSULT TOOLBOX 1.9.0072 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 1.9.0072 replaces Version 1.9.0071 which was found to have a defect prior to national release. This version modifies the Consult Toolbox application as described below: 1. The Consult Review Tab on the Community Care Comments Panel has been updated as follows: A. The text "Guideline Review Method" has been changed to "Clinical Review Method" B. The text "InterQual Guidelines" has been changed to "InterQual Criteria" on the Guideline Review Method dropdown C. The ability to indicate that a consult is a Community Care - Hardship consult has been added D. The ability to document approval/disapproval by the COS or COS designee has been added. In the event of approval, a time frame of 6 or 12 months must be selected E. The text "Scheduling to be performed by" has been changed to "Is responsible for scheduling" and the dropdown options have been set to "VA schedules based on Veteran's preference", "Veteran self-schedules" and "Community provider schedules directly with Veteran" 2. The MSA Pt Contacts Tab on the Community Care Comments Panel has been updated as follows: A. The text "Pref. apt notification method" has been changed to "Veterans Communication Preference Method" and the dropdown menu has been updated with the following options: a. Home Phone b. Cell Phone c. Mail d. MHV Secure Message e. Text B. The "Vitru Pro" option has been removed from the "Pref. referral package Method" dropdown 3. The Document Admin Screening popup accessed from the MSA Elig. Verification Tab on the Community Care Comments Panel has been updated as follows: A. "Low Dose CT scans" has been added to the dropdown menu titled "Does the consult specify any of the following basic services?" 4. The Authorization Tab on the Community Care Comments Panel has been updated as follows: A. The text "Community Care Manager" has been changed to "Community Care Coordinator" B. A popup notification window has been added that displays when a user clicks the "Send to HSRM" checkbox for a consult that does not have an assigned SEOC C. A popup notification window has been added that displays when a user attempts to add a new SEOC to a consult that has previously been sent to HSRM for processing 5. The Appt Tracking Tab on the Community Care Comments Panel has been updated as follows: A. A "Records faxed/sent to Community Care Provider" checkbox has been added so a user can document that records have been sent to providers B. The text "Scheduled using traditional Non-VA Care" has been updated to "Scheduled using Community Care" on the Disposition of returned referral dropdown 6. The Forward to Community Care Options Panel has been updated as follows: A. All previous options from previous CTB versions have been removed B. Radio buttons have been added to indicate whether or not the consult has been reviewed for clinical appropriateness C. Reasons for Veteran Opt-IN for community care have been added as follows: a. Wait Time b. Service Not Available c. Drive time d. Grandfathered e. Hardship f. Best medical interest of veteran D. A dropdown list has been added which is required if "Best medical interest of Veteran" has been selected. Options on this dropdown include the following: a. Nature or simplicity of service b. Frequency of service c. Need for an attendant d. Potential for improved continuity of care e. Difficulty in traveling 7. The Administratively Close Panel has been updated as follows: A. The text on the dialog has been updated to reflect current guidance 8. The Significant Findings Update Panel has been updated as follows: A. "Direct", "TPA Portal", and "HSRM" have been added as options on the Significant Findings Update Notation/Records Received dropdown B. "VLER", "Virtru Pro Secure EMail" and "Comm Care Portal" have been removed as options on the Findings Update Notation/Records Received dropdown C. The "Other Secure EMail" option on the Findings Update Notation/Records Received dropdown has been changed to "Secure Email" D. The "Follow Up Actions required by referring provider:" text box has been made a mandatory field 9. The Community Care Eligibility Tab on the Scheduler Options Panel has been updated as follows: A. Information that currently exists on the MSA Pt Contacts Tab of the Community Care Comments Panel related to Veteran's Provider and Appointment Preferences has been duplicated on the tab 10. The Consult Completion tab on the Community Care Comments Panel has been updated as follows: A. The "Vitru Pro" option has been removed from the "Records Received" dropdown B. The "Other Secure Email" option on the "Records Received" dropdown has been changed to "Secure Email" 11. The following changes have been incorporated for the COVID-19 related screens: A. The ability to view the CC COVID-19 Priority tab has been limited to users identified as Clinical staff in the CTB Settings B. The text at the top of the COVID-19 Clinical Review User Interface has been updated 12. The following DST Launch Related changes have also been incorporated: A. When calling DST, DST Launch now passes information to indicate if a consult has been previously released to HSRM B. Updates have been made to the text in the "Launch DST" and "DST Not Required" messages ************************************************************************** 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 to 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 the 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 CPRS windows titled "Receive Consult", "Add Comment to Consult" or "Discontinue Consult" are displayed and have focus. Otherwise, nothing happens. 2. When the user initiates a trigger event and one of the windows identified above has focus, then depending on the open window, a menu appears for the user to select the appropriate action. Based on the results of this action, the software inserts the appropriate text into the CPRS window. 3. The defined trigger is usually a right mouse click in the supported CPRS window but, based on user settings, may be tied to other CPRS actions such as the display of one of the windows identified above. New Service Requests (NSRs): -------------------- N/A Defect Tracking System Ticket(s) & Overview: -------------------- N/A Problem: -------- N/A Resolution: ----------- N/A Test Sites: -------------------- Ft. Harrison, MT Madison, WI Salisbury, NC Software and Documentation Retrieval Instructions: ---------------------------------------------------- Documentation describing the new functionality and/or a host file containing a build may be included in this release. Sites may retrieve the software and/or documentation directly using Secure File Transfer Protocol (SFTP) from DOWNLOAD.VISTA.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_dibr.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 : JUL 02, 2020 Completed By: Date Completed: JUL 14, 2020 Released By : Date Released : JUL 14, 2020 ============================================================================= Packman Mail Message: ===================== No routines included