============================================================================= Run Date: AUG 20, 2019 Designation: PSO*7*571 Package : PSO - OUTPATIENT PHARMACY Priority: EMERGENCY Version : 7 SEQ #467 Status: Released Compliance Date: AUG 22, 2019 ============================================================================= Subject: Pharmacy National Clozapine Coordination (NCC) Follow Up Category: - Informational Description: ============ The purpose of this patch is to prevent a patient safety issue by correcting a possible historical data error in the PHARMACY PATIENT file (#55) that can prevent clozapine patients from receiving their clozapine prescriptions. The patients who have this data error may need to have their clozapine status changed. Patients should NOT be edited until the NCC staff provide an update to the site. A report will be made that shows those patients with a clozapine treatment status of "PRE-TREATMENT" and can be sent to the National Clozapine Coordinating Center (NCCC). This patch is a follow up to the Mental Health NCCC multi-build which contained the patches YS*5.01*122, PSO*7.0*457, PSJ*5.0*327, and OR*3.0*427. The multi-build was released nationally on July 15, 2019 with a compliance date of August 14, 2019. Patients who have a status of PRE-TREATMENT will not be able to get their clozapine prescriptions. This will require a user that has FileMan experience and access to file #55. A FileMan search will be performed on a cross-referenced field so the results will be returned quickly. It is anticipated that it will take less than 20 minutes to generate the report. If patients are found with a pre-treatment status the report should also be sent in an Outlook message as described below. The FileMan search will find those patients who have a CLOZAPINE STATUS (field #54) of PRE-TREATMENT. These patients need to be identified as soon as possible so that their clozapine status can be edited, if needed. It is possible that the search will not find any patients with a PRE-TREATMENT status. The report will include the DATE OF DEATH field (#.351) from the PATIENT file (#2). It is likely that the DATE OF DEATH field will be blank for most, if not all, patients on the report (if any pre-treatment patients are found). The MailMan message should be sent to yourself and the PSOCLOZ Mail Group. It is advised that this patch description be made available to the recipients of the MailMan message described below to avoid any confusion as to why they received the email. The patch description message can be forwarded to the PSOCLOZ mail group, or any other concerned users. Since the report is sent as a MailMan message you will be able to forward it, if needed. The email message will contain personally identifiable information (PII) and should be handled following all VA security rules and guidelines. If the site staff have any questions about registering active clozapine patients they should contact the NCCC for guidance. If patients are found with a PRE-TREATMENT status then send the report as an encrypted Outlook message to the VHA CLOZAPINE national mail group. If the message is sent the subject should be the site name, site number, and the term PRE-TREATMENT. For example: "San Diego 664 PRE-TREATMENT". *** Instructions on how to Search the PHARMACY PATIENT file (#55) *** Note: The results of the search will be stored in a SORT TEMPLATE named PSO CLOZAPINE PRE-TREATMENT. When entering the description of the template it may be useful to put the date into the text. An example is shown below. A print template named PSO CLOZAPINE STATUS is created. This print template can be used to list any pharmacy patients that need to be checked. Select Systems Manager Menu Option: FM VA FileMan VA FileMan Version 22.2 Enter or Edit File Entries Print File Entries Search File Entries Modify File Attributes Inquire to File Entries Utility Functions ... Data Dictionary Utilities ... Transfer Entries Other Options ... Select VA FileMan Option: SEARCH File Entries Output from what File: PHARMACY PATIENT// (40 entries) -A- SEARCH FOR PHARMACY PATIENT FIELD: 54 CLOZAPINE STATUS -A- CONDITION: EQUALS -A- EQUALS: PRE-TREATMENT -B- SEARCH FOR PHARMACY PATIENT FIELD: IF: A// CLOZAPINE STATUS EQUALS "P" (PRE-TREATMENT) TORE RESULTS OF SEARCH IN TEMPLATE: PSO CLOZAPINE PRE-TREATMENT Are you adding 'PSO CLOZAPINE PRE-TREATMENT' as a new SORT TEMPLATE? No// Y (Yes) DESCRIPTION: 1>List of clozapine patients with pre-treatment status 2>File snapshot August 16, 2019 3> EDIT Option: Sort by: NUMBER// 53 CLOZAPINE REGISTRATION NUMBER Start with CLOZAPINE REGISTRATION NUMBER: FIRST// Within CLOZAPINE REGISTRATION NUMBER, Sort by: First Print FIELD: NAME;S1 Then Print FIELD: 54 CLOZAPINE STATUS Then Print FIELD: NAME:DATE OF DEATH;C1 Then Print FIELD: 55;C40 DATE OF LAST CLOZAPINE RX Then Print FIELD: Heading (S/C): PHARMACY PATIENT Search Replace STORE PRINT LOGIC IN TEMPLATE: PSO CLOZAPINE STATUS Are you adding 'PSO CLOZAPINE STATUS' as a new PRINT TEMPLATE? No// Y (Yes) DEVICE: P-MESSAGE MESSAGE P-MESSAGE-HFS-OPENM-NT HFS (OpenM-NT) FILE => MESSAGE Subject: Clozapine Patients with PRE-TREATMENT status Select one of the following: M Me P Postmaster From whom: Me// Send mail to: HRUBOVCAK,JC// HRUBOVCAK,JC Select basket to send to: IN// And Send to: G.PSOCLOZ 1 Local: HRUBOVCAK,JC And Send to: Moving to MailMan message... ... Finished moving. Sending [22712]... Sent Press RETURN to continue... *** Verify that the MailMan message was sent *** Note: In the MailMan message below one patient has a DATE OF DEATH. It is listed directly below the patient's name. VA MailMan 8.0 service for HRUBOVCAK.JC@CLOZA.DEVSLC.DOMAIN.EXT You last used MailMan: 08/15/19@09:19 You have 163 new messages. NML New Messages and Responses RML Read/Manage Messages SML Send a Message Query/Search for Messages AML Become a Surrogate (SHARED,MAIL or Other) Personal Preferences ... Other MailMan Functions ... Help (User/Group Info., etc.) ... You've got PRIORITY mail! Select MailMan Menu Option: R Read/Manage Messages Read mail in basket: IN// (351 messages, 146 new) Last message number: 351 Messages in basket: 351 (146 new) Enter ??? for help. Subj: Clozapine Patients with PRE-TREATMENT status [#22712] 08/16/19@12:38 29 lines From: In 'IN' basket. Page 1 -------------------------------------------------------------------------- PHARMACY PATIENT Search AUG 16, 2019@12:38 PAGE 1 NAME CLOZAPINE STATUS DATE OF LAST CLOZAPINE NAME:DATE OF DEATH RX -------------------------------------------------------------------------- CLOZAPINE REGISTRATION NUMBER: DD23456 INPATIENT,TEST SIXTY-TWO PRE-TREATMENT AUG 13,2019 JUL 24,2019 CLOZAPINE REGISTRATION NUMBER: GG98765 OPCLOZ,TESTC FORTY-THREE PRE-TREATMENT Subj: Clozapine Patients with PRE-TREATMENT status [#22712] Page 2 -------------------------------------------------------------------------- CLOZAPINE REGISTRATION NUMBER: OP00505 OUTPATIENT,TEST SEVENTEEN PRE-TREATMENT AUG 14,2019 CLOZAPINE REGISTRATION NUMBER: Z999023 IPI,TEST FORTY-FIVE PRE-TREATMENT AUG 6,2019 4 MATCHES FOUND. Enter message action (in IN basket): Ignore// End reached. Begin again? No// NO * * * Note: If no patients are found with a PRE-TREATMENT status then no further action is needed. The clinical staff need to be consulted as to which patients should have their status changed to ACTIVE. To change this status a privileged user can use FileMan to edit the PHARMACY PATIENT file (#55) and change the value in the CLOZAPINE STATUS field (#54) to "ACTIVE" for specific patients. Routine Information: ==================== No routines included. ============================================================================= User Information: Entered By : Date Entered : AUG 15, 2019 Completed By: Date Completed: AUG 20, 2019 Released By : Date Released : AUG 20, 2019 ============================================================================= Packman Mail Message: ===================== No routines included