$TXT Created by T at CLE623.FO-BAYPINES.DOMAIN.EXT (KIDS) on Thursday, 03/26/26 at 14:01 ============================================================================= Run Date: MAR 26, 2026 Designation: EHM*1*13 Package : EHM - ELECTRONIC HEALTH MODERNIZATI Priority: Mandatory Version : 1 SEQ #3 Status: Released Compliance Date: APR 26, 2026 ============================================================================= Subject: EHRM - CONVERTED APPOINTMENT MAINTENANCE Category: - Routine - Data Dictionary - Other Description: ============ Appointments and encounters at Veterans Health Information Systems and Technology Architecture (VistA) sites post-conversion to the Federal Electronic Health Record FEHR should not be left in an active state. This patch provides tools to manage appointments, appointment requests, clinics and encounters. There are tools for each of the following entities: 1) Appointments converted to the Federal EHR at go-live 2) Appointments added to a converted VistA after go-live. 3) Active appointments post-conversion 4) All appointments 5) Appointment requests 6) Appointments with Encounters 7) Clinics eligible for inactivation Summary and detailed list options exist for each class of appointments and for appointment requests. A detailed list option exists for clinics. Appointment summaries and lists can be produced with NON-COUNT clinics included or excluded. In addition, they can be produced for all clinics, or with included or excluded clinics. In addition to the report options, the patch also provides tools to: 1) Mark converted appointments with a "converted" status 2) Cancel post-conversion appointments with a reason of "Duplicate - Cerner" 3) Inactivate all eligible clinics at a converted site. The tools to mark converted appointments and to cancel post-conversion appointments are in 2 parts: 1) in bulk, i.e., based on the algorithms defined below and 2) individually, i.e., based on user interaction. In addition to the selection algorithms described below, the bulk and interactive processes will not act on an appointment that has an ACTION REQUIRED encounter associated with it unless the encounter is "empty" (see below for a definition of "empty"). Converted appointments are those that have an appointment date that is on or after the conversion date and that were made before the conversion date. They must be active appointments and not entered more than two (2) years before the conversion date. EHM*1*13 provides tools to list converted appointments and to close them with a status of "CONVERTED TO CERNER." Associated downstream records associated with the appointments (e.g., encounters) are all cancelled. The options available for managing converted appointments are: - Converted Appointment Summary [EHM_CONVERTED APPT SUMMARY] - Converted Appointment List [EHM_CONVERTED APPOINTMENT LIST] - Converted Appointment Cleanup [EHM_CONVERTED APPT CLEANUP] - Mark Appointment Converted [EHM_MARK APPOINTMENT CONVERTED] Appointments added to a converted VistA after go-live are active appointments with an appointment date after the conversion date that were made after the conversion date. EHM*1*13 provides tools to list these appointments and to cancel them with a cancellation reason of "duplicate of Cerner appointment." Associated downstream records associated with the appointments (e.g., encounters) are all cancelled. The options available for managing post-conversion appointments are: - Post Conversion Appointment Summary [EHM_POST CONV APPT SUMMARY] - Post Conversion Appointment List [EHM_POST CONVERSION APPTS] - Post-Conversion Appointment Cleanup [EHM_POST CONVERSION CLEANUP] - Mark Appointment Cancelled [EHM_MARK APPOINTMENT CANCELLED] The tools for managing active appointments are useful pre-conversion to list upcoming appointments and to manage them, especially when non-VistA applications (e.g., Dental) are involved. The options available for managing active appointments are: - Active Appointment Summary [EHM_ACTIVE APPOINTMENT SUMMARY] - Active Appointment List [EHM_ACTIVE APPOINTMENT LIST] The Active Appointment List can be produced with or without the patient's Dental Classification. The tools for managing all appointments are intended for use after converted and post-conversion appointments are cleaned up. At that point, these tools will show what's left in VistA. They can then be used to determine what to do with them. The options available for managing all appointments are: - All Appointment Summary [EHM_ALL APPOINTMENT SUMMARY] - All Appointment List [EHM_ALL APPOINTMENT LIST] This patch also includes limited tools for managing active appointment requests. The options available for managing appointment requests are: - Appointment Request Summary [EHM_APPT REQUEST SUMMARY] - Appointment Request List [EHM_APPT REQUEST LIST] EHM*1*13 also provides a tool to automatically inactivate clinics at a converted site. The tool skips clinics that are identified as active in VistA after conversion. Use the Active Clinic Add/Edit [EHM_ACTIVE CLINIC ADD/EDIT] option to enter the clinics into the EHRM ACTIVE CLINIC File (#1610). The inactivation tool also skips clinics that have active appointments post-conversion. The options available for managing clinics are: - Active Clinic List [EHM_ACTIVE CLINIC LIST] - Active Clinic Add/Edit [EHM_ACTIVE CLINIC ADD/EDIT] - Inactivate Clinics List [EHM_INACTIVATE CLINICS LIST] - Inactivate Converted Clinics [EHM_INACTIVATE_CLINICS] Appointments that have encounters associated with them can be cleaned up (marked converted or cancelled) so long as the encounter's status is not ACTION REQUIRED. The exception to this rule is if the ACTION REQUIRED encounter is "empty." An encounter is "empty" if its associated visit has none of the following linked to it: 1. Provider 2. Diagnosis 3. Service/Procedure 4. Immunization 5. Health Factor 6. TIU Document An encounter that has TIU Document(s) associated with it is considered "empty" if all of the TIU Documents have a status of RETRACTED. There are tools for listing appointments with ACTION REQUIRED encounters. Summaries and lists can be produced for converted, post-conversion and all appointments. The algorithm used to select appointments for these three categories are like those described above except that any appointment regardless of status (e.g., checked in, cancelled) is included if it has a non-empty ACTION REQUIRED encounter associated with it. -------------------------------------------------------------------------- EHRM Impact Statement: ---------------------- This patch should have no EHRM impact, and can be installed at all sites, including EHRM converted sites. Patch Components: ----------------- Files & Fields Associated: File Name (Number) Field Name (Number) New/Modified/Deleted ------------------ ------------------- -------------------- EHRM ACTIVE CLINIC (#1610) CLINIC (#.01) NEW PATIENT (#2) appointment multiple (#2.98) STATUS (#3) MODIFIED SDEC APPOINTMENT (#409.84) STATUS (#.17) MODIFIED Forms Associated: Form Name File Number New/Modified/Deleted --------- ----------- -------------------- N/A Mail Groups Associated: Mail Group Name New/Modified/Deleted --------------- -------------------- N/A Options Associated: Option Name Type New/Modified/Deleted ----------- ---- -------------------- EHM_ACT REQ-ALL Routine New EHM_ACT REQ-CONVERTED Routine New EHM_ACT REQ-POST-CONVERSION Routine New EHM_ACTIVE APPOINTMENT LIST Routine New EHM_ACTIVE APPOINTMENT SUMMARY Routine New EHM_ACTIVE APPOINTMENTS Menu New EHM_ACTIVE CLINIC ADD/EDIT Routine New EHM_ACTIVE CLINIC LIST Print New EHM_ACTIVE CLINICS Menu New EHM_ALL ACT REQ SUMMARY Routine New EHM_ALL APPOINTMENT LIST Routine New EHM_ALL APPOINTMENT SUMMARY Routine New EHM_ALL APPOINTMENTS Menu New EHM_APPOINTMENT CLEANUP Menu New EHM_APPOINTMENT REQUESTS Menu New EHM_APPT CLEANUP OPTIONS Menu New EHM_APPT REQUEST LIST Routine New EHM_APPT REQUEST SUMMARY Routine New EHM_CLINIC CLEANUP OPTIONS Menu New EHM_CNVTD ACT REQ SUMMARY Routine New EHM_CONVERTED APPOINTMENT LIST Routine New EHM_CONVERTED APPOINTMENTS Menu New EHM_CONVERTED APPT CLEANUP Routine New EHM_CONVERTED APPT SUMMARY Routine New EHM_INACTIVATE CLINICS Menu New EHM_INACTIVATE CLINICS LIST Routine New EHM_INACTIVATE_CLINICS Routine New EHM_MARK APPOINTMENT CANCELLED Routine New EHM_MARK APPOINTMENT CONVERTED Routine New EHM_POST ACT REQ SUMMARY Routine New EHM_POST CONV APPT SUMMARY Routine New EHM_POST CONVERSION APPT LIST Routine New EHM_POST CONVERSION CLEANUP Routine New EHM_POST-CONVERSION APPTS Menu New Protocols Associated: Protocol Name New/Modified/Deleted ------------- -------------------- N/A Security Keys Associated: Security Key Name ----------------- EHM_DATA CLEANUP Templates Associated: Template Name Type File Name (Number) New/Modified/Deleted ------------- ---- ------------------ -------------------- N/A Remote Procedures Associated: Remote Procedure Name New/Modified/Deleted --------------------- -------------------- N/A Parameter Definitions Associated: Parameter Name New/Modified/Deleted -------------- -------------------- N/A Additional Information: ----------------------- Blood Bank Team Coordination: N/A New Service Requests (NSRs): N/A Patient Safety Issues (PSIs): N/A Defect Tracking System Ticket(s) & Overview: N/A Test Sites: ----------- ALEDA E. LUTZ VAMC (Saginaw, MI) ANN ARBOR VA MEDICAL CENTER (Ann Arbor, MI) BATTLE CREEK VA MEDICAL CENTER (Battle Creek, MI) JOHN D. DINGELL VAMC (Detroit, MI) SNOW Change Order #: -------------------- CHG0712278 ALEDA E. LUTZ VAMC (Saginaw, MI) CHG0712190 ANN ARBOR VA MEDICAL CENTER (Ann Arbor, MI) CHG0712206 BATTLE CREEK VA MEDICAL CENTER (Battle Creek, MI) CHG0712212 JOHN D. DINGELL VAMC (Detroit, MI) Software and Documentation Retrieval Instructions: -------------------------------------------------- The software for this patch is being released as a PackMan message. Other Software Files: N/A File Title File Name Format --------------------------------------------------------------------- N/A Documentation describing the new functionality is included in this release. Documentation can be found on the VA Software Documentation Library at: https://www.domain.ext/vdl/. Documentation can also be obtained at https://download.vista.domain.ext/index.html/SOFTWARE. Documentation Title File Name --------------------------------------------------------------------- EHRM DATA CLEANUP Deployment, Installation, EHM_1_13_DIBR.DOCX Backout and Rollback Guide EHM_1_13_DIBR.PDF EHM Technical Manual EHM_TM.DOCX EHM_TM.PDF EHM User Guide EHM_UG.DOCX EHM_UG.PDF Patch Installation: ------------------- Pre/Post Installation Overview: N/A Pre-Installation Instructions: ------------------------------ This build may be installed with users on the system although it is recommended that it be installed during non-peak hours to minimize potential disruption to users. This build should take less than 5 minutes to install. Installation Instructions: 1. Choose the PackMan message containing this build. Then select the INSTALL/CHECK MESSAGE PackMan option to load the build. 2. From the Kernel Installation and Distribution System Menu, select the Installation Menu. From this menu, A. Select the Verify Checksums in Transport Global option to confirm the integrity of the routines that are in the transport global. When prompted for the INSTALL NAME enter the patch or build name EHM*1*13. B. Select the Backup a Transport Global option to create a backup message. You must use this option for each patch contained in the Host File. For each patch you can specify what to backup; the entire Build or just Routines. The backup message can be used to restore just the routines or everything that will restore your system to pre-patch condition. C. You may also elect to use the following options: i. Print Transport Global - This option will allow you to view the components of the KIDS build. ii. 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 of the components of this patch, such as routines, DDs, templates, etc. D. Select the Install Package(s) option and choose the patch to install. i. If prompted 'Want KIDS to Rebuild Menu Trees Upon Completion of Install? NO//', answer NO. ii. When prompted 'Want KIDS to INHIBIT LOGONs during the install? NO//', answer NO. iii. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? NO//', answer NO. Post-Installation Instructions: ------------------------------- There are no post-installation actions required of the installer. The post-install routine (EHM013P) adds two (2) entries to the Cancellation Reasons file (#409.2) - CONVERTED TO CERNER and DUPLICATE - CERNER. Back-Out/Roll Back Plan: ------------------------ If a backout of this patch is needed, the user must install the previously backed-up version of the patch from Step 2B above. Routine Information: ==================== The second line of each of these routines now looks like: ;;1.0;ELECTRONIC HEALTH MODERNIZATION;**[Patch List]**;Apr 19, 2021;Build 27 The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: EHM013P Before: n/a After: B3039635 **13** Routine Name: EHM13UTIL Before: n/a After: B41229077 **13** Routine Name: EHMAPPT Before: n/a After:B208012329 **13** Routine Name: EHMAPPT0 Before: n/a After:B187690127 **13** Routine Name: EHMAPPT1 Before: n/a After:B206469598 **13** Routine Name: EHMAPPT2 Before: n/a After:B188783472 **13** Routine Name: EHMAPPT3 Before: n/a After: B37809362 **13** Routine Name: EHMAPPTR Before: n/a After:B179347644 **13** Routine Name: EHMAPPTZ Before: n/a After:B221544806 **13** Routine Name: EHMAPPTZ0 Before: n/a After:B174057262 **13** Routine Name: EHMAPTRQ Before: n/a After:B187534056 **13** Routine Name: EHMSDC8A Before: n/a After: B5961531 **13** Routine Name: EHMSDEC8 Before: n/a After: B59486458 **13** ============================================================================= User Information: Entered By : Date Entered : JUN 13, 2023 Completed By: Date Completed: MAR 26, 2026 Released By : Date Released : MAR 26, 2026 ============================================================================= Packman Mail Message: ===================== $END TXT