$TXT Created by M at MBOXCACHE.FO-BIRM.DOMAIN.EXT (KIDS) on Thursday, 11/18/21 at 11:30 ============================================================================= Run Date: DEC 29, 2021 Designation: PSO*7*653 Package : PSO - OUTPATIENT PHARMACY Priority: Mandatory Version : 7 SEQ #537 Status: Released Compliance Date: JAN 29, 2022 ============================================================================= Associated patches: (v)PSO*7*570 <<= must be installed BEFORE `PSO*7*653' Subject: PROCESS TELEPHONE REFILLS - CLASS 3 TO CLASS 1 Category: - Routine Description: ============ PSB*7.0*653 corrects a defect introduced by patch PSO*7*503. The reported defect is that the Process Telephone Refills [PSO PROCESS TELEPHONE REFILLS] does not allow processing telephone refills at the established division level. It only allows processing by selecting the parent facility division. This leaves opportunity for prescriptions to not process and workflow confusion to the staff. This may result in patient safety issue. Consequently, PSO*7*503 was placed in a ENTERED IN ERROR status, and cannot deliver the Class 1 enhancements. Therefore, patch PSO*7.0*653 will provide the Class 1 enhancements and will also fix the division issue that patch PSO*7.0*503 introduced. PSO*7.0*653 provides the following enhancements: Standardized the Process Telephone Refills functionality by replacing the widely distributed class 3 VEXRX routine with the new class 1 PSOVEXRX routine suitable for national release. This modification enables enhancements and updates to the Telephone Refills system to be deployed across the enterprise using the National Patch Module. When a patient calls to request a telephone refill or renewal, prescription information is added to the third party AudioCARE vendor array by the AudioCARE system. The AudioCARE global array is ^VEXHRX(19080). Prescription refill/renewal information includes the Patient Name, Prescription IEN, Division, and Renewal Flags. If a prescription needs to be renewed, data will include a renew flag and a provider flag. The renew flag has the following codes: N for a Non-Renewable Order, U for an Unsigned Order, and I for Unsigned orders not allowed. The provider to renew flag has the following codes: as A for Any provider can renew and P for only the primary care provider can renew. When a Pharmacist runs the new Process Telephone Refills [PSO PROCESS TELEPHONE REFILLS] option from the Barcode RX Menu [PSO BARCODE MENU], the information for prescription refills and renewals is pulled from the AudioCARE vendor array into the new PHARMACY TELEPHONE REFILLS file (#52.444). Only refill/renewal prescription requests that do not yet have a processed date are transmitted from the vendor array. The telephone refills system processes prescriptions by refilling, renewing, or marking the order as not processed. These actions produce various processing results that are recorded into the PHARMACY TELEPHONE REFILLS file (#52.444). These results include the processed date and renewal processing codes. This information is then sent back to the AudioCARE vendor array to enable further processing functions by the AudioCARE system. When the Process Telephone Refills [PSO PROCESS TELEPHONE REFILLS] option is run, the user must select a division for which to process refills and renewals. If a division with no refills/renewals available to process is selected, then the telephone refills system generates a response that no refills/renewals are available, and processing stops. To process refills/renewals for another division, the user must enter the option again and choose a different division. If the user selects a division that does have refills/renewals available for processing, a series of existing prompts refine the prescriptions to be processed, including "Process telephone refill requests at this time? YES//" and "Process telephone refills for all divisions? YES//." If YES is selected, all prescription requests for all divisions will be processed. The new PROC TEL REFILLS ALL DIVISIONS field (#4.2) in the OUTPATIENT SITE file (#59) acts as a parameter to store the default selection for the "Process Telephone Refills for all divisions" prompt, which can be set at the site level to default to either "YES" or "NO." Prescriptions might not be processed for any number of reasons; for example, the prescription was not included in the processing request, the renewal flag setting indicates that the prescription is not refillable, or the provider requesting a refill or renewal is not the approved provider. If the system encounters a problem while processing, then a warning message notifies the user that the prescription was not processed. The new Purge Processed Telephone Refill Requests [PSO PURGE PROCESSED 52.444] option is scheduled to run daily. This option purges the new PHARMACY TELEPHONE REFILLS file (#52.444) of prescriptions that have already been processed, as determined by the presence of a processed date in the file. Prescriptions that are not processed remain in the file. A mailman message is sent to members of the AUTORENEWAL mail group upon completion of the purge. Note: If the Consolidated Mail Outpatient Pharmacy (CMOP) application is active for a site, then orders that are CMOP-transmittable and already included in a CMOP transmission will not be passed to the AudioCARE array. If a CMOP-transmittable drug refill order is placed, but the order has not yet been transmitted to CMOP, then the order will be added to the vendor array for processing. The software that supports the following 2 prompts was enhanced to retrieve the stored values and implement as the default response: "Allow refills for CNH ?" "Allow refills for Inpatient ? " These prompts are implemented when processing refills for Community Nursing Home (CNH) and Inpatient facilities when using any of the following Outpatient Pharmacy options: Process Internet Refills [PSO INTERNET REFILLS], Barcode Batch Prescription Entry [PSO BATCH BARCODE], and Process Telephone Refills [PSO PROCESS TELEPHONE REFILLS]. The existing PROCESS AUTO REFILLS FOR CNH field (#2035) and PROCESS AUTO REFILLS FOR INPAT field (#2030) in the OUTPATIENT SITE file (#59) stores the default selection for each pharmacy division. The existing Site Parameter Enter/Edit [PSO SITE PARAMETERS] option enables setting the default values. If these fields are not populated, then "Allow refills for CNH ?" and "Allow refills for Inpatient ? " defaults to "NO". Patch Components: ----------------- Files & Fields Associated: File Name (Number) Field Name (Number) New/Modified/Deleted ------------------ ------------------- -------------------- OUTPATIENT SITE (#59) PROC TEL REFILLS ALL New DIVISIONS (#4.2) PHARMACY TELEPHONE REFILLS New (#52.444) Forms Associated: Form Name File # New/Modified/Deleted --------- ------ -------------------- N/A Mail Groups Associated: Mail Group Name New/Modified/Deleted --------------- -------------------- N/A Options Associated: Option Name Type New/Modified/Deleted ----------- ---- --------------------- Barcode RX Menu MENU Modified [PSO BARCODE MENU] PSO Process Telephone Refills RUN ROUTINE New [PSO PROCESS TELEPHONE REFILLS] Protocols Associated: Protocol Name New/Modified/Deleted ------------- -------------------- N/A Parameters Associated: Parameter Name New/Modified/Deleted --------------- -------------------- N/A Security Keys Associated: Security Key Name ----------------- N/A Templates Associated: Template Name Type File Name (Number) New/Modified/Deleted ------------- ---- ------------------ -------------------- N/A Additional Information: ----------------- N/A New Service Requests (NSRs): ---------------------------- NSR20171104 Change Default for CNH Prompt NSR20160206 Process Telephone Refills Routine Enhancement - Class III to Class I Patient Safety Issues (PSIs): ----------------------------- N/A Defect Tracking System Tickets & Overview: ------------------------------------------ INC11724492: ------------ Unable to process telephone refill requests in Vista, so pt. will not receive medications in time. In Vista, when the user attempts to process telephone refill requests, Vista does not process them and logs the user out of the system completely. Problem: -------- The cause of the hard error was a tilde (~) character in the free text dosage on the prescription. When the user edits the dosage field to remove the tilde, the Process Telephone Refills had the site edit the dosage field to remove the tilde. The telephone refills are now processing. Resolution: ----------- Modify telephone refill processing so if the prescription being processed has a dosage which contains a tilde (~) it would be bypassed and listed in the Audiocare report which is sent in Mailman so the user can fix the prescription. INC19401473 ----------- When choosing any other division than East Orange, it gives the message,"There are no telephone refills to process for the selected division". However, when we process East Orange and choose to process other Divisions (Process telephone refills for all divisions? // YES) --> it appears to have prescriptions to process. This is causing an issue for workload as this option is executed multiple times during the day based on division and then print the suspense file to one of the divisions. Problem: -------- The assumption is that there is diversity in Station# subscript of vendor built global entries ^VEXHRX(19080. However, it has been observed that it is only the parent station number at multi division sites. When new file 52.444 refill entry is built, it assumes the station number/division for Rx is correct in the ^VEXHRX( subscript. It is not. PSOBLD^PSOVEXR1 builds the new file 52.444 entry with Division data field from this subscript. However, it needs to pull the Rx Division from each file 52 Rx specifically before building 52.444 record. The incorrect "C" xrefs in 52.444 is what is giving the user the false message of "No refills found for this Division". Resolution: ----------- When building the 52.444 entry, retrieve the station number/division from the RX entry stored in the PRESCRIPTION file (#52) rather than from the division subscript of the ^VEXHRX global. Test Sites: ---------- Connecticut HCS, West Haven, CT Integrated Region-4 Tennessee Valley HCS, Nashville, TN Integrated Region-3 VA Medical Center, Clarksburg, WV Stand-Alone Region-4 Software and Documentation Retrieval Instructions: -------------------------------------------------- The software for this patch is being released in a PackMan message. 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. Title File Name FTP Mode ----------------------------------------------------------------------- Outpatient Pharmacy (PSO) PSO_7_0_P653_MAN_UM.DOCX Binary Manager's User Manual Outpatient Pharmacy (PSO) PSO_7_0_P653_MAN_UM.PDF Binary Manager's User Manual Outpatient Pharmacy (PSO) PSO_7_0_P653_PHAR_UM.DOCX Binary Pharmacist's User Manual Outpatient Pharmacy (PSO) PSO_7_0_P653_PHAR_UM.PDF Binary Pharmacist's User Manual Outpatient Pharmacy (PSO) PSO_7_0_P653_TM.DOCX Binary Technical Manual/Security Guide Outpatient Pharmacy (PSO) PSO_7_0_P653_TM.PDF Binary Technical Manual/Security Guide Patch Installation: Pre/Post Installation Overview: ------------------------------- Since the Primary Menu Trees need to rebuilt, it is recommended that the patch be installed during non-peak hours to minimize potential disruption to users. This patch should take less than 5 minutes to install. The post-installation routine PSO653P performs the following: 1. Schedules the Clear Processed Telephone Refill Requests [PSO PURGE PROCESSED 52.444] option to run nightly at 04:05. This option purges the new PHARMACY TELEPHONE REFILLS file (#52.444) of prescriptions that have already been processed. 2. Adds the PSO Process Telephone Refills [PSO PROCESS TELEPHONE REFILLS] option to the Barcode RX Menu [PSO BARCODE MENU]. 3. Places the class 3 option A3A PHONE REFILLS out of order. Installation Instructions: ------------------------------ To install the patch: 1. Choose the PackMan message containing this patch. 2. Choose the INSTALL/CHECK MESSAGE PackMan option. 3. From the Kernel Installation and Distribution System (KIDS) menu, select the Installation Menu. From this menu, you may elect to use the following options. When prompted for the INSTALL NAME, enter the patch number PSO*7.0*653. a. Verify Checksums in Transport Global - This option will help ensure the integrity of the routines that are in the transport global. b. Print Transport Global - This option will enable viewing the components of the KIDS build. c. Compare Transport Global to Current System - This option will enable viewing all changes that will be made when this patch is installed. It compares all components of this patch (routines, data dictionaries, templates, etc.). d. Select the Backup a Transport Global option to create a backup message. You must use this option and specify what to backup; the entire Build or just Routines. The backup message can be used to restore the routines and components of the build to the pre-patch condition. i. At the Installation option menu, select Backup a Transport Global ii. At the Select INSTALL NAME prompt, enter your build PSO*7.0*653 iii. When prompted for the following, enter "R" for Routines or "B" for Build. Select one of the following: B Build R Routines Enter response: Build iv. When prompted "Do you wish to secure your build? NO//", press and take the default response of "NO". v. When prompted with, "Send mail to: Last name, First Name", press to take default recipient. Add any additional recipients. vi. When prompted with "Select basket to send to: IN//", press and take the default IN mailbox or select a different mailbox. 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? YES//', press . **NOTE**: It is necessary to rebuild the primary menu trees so accept the default of YES. 6. When prompted 'Want KIDS to INHIBIT LOGONs during the install? NO//', press . 7. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? NO//', press . 8. If prompted 'Delay install (Minutes): (0-60): 0//', press . 9. If prompted 'Enter the Device you want to print the Install messages. You can queue the install by enter a 'Q' at the device prompt. Enter a '^' to abort the install. DEVICE: HOME// HOME (CRT)', press . Post Installation: ------------------ If the pharmacy staff wish to remove the A3A PHONE REFILLS off the BARCODE RX MENU (since it was placed out of order during the installation), the IT support staff can do that at anytime after the installation of PSO*7.0*653. The new PROC TEL REFILLS ALL DIVISIONS field (#4.2) in the OUTPATIENT SITE file (#59) stores the default selection for the "Process Telephone Refills for all divisions" prompt. If this field does not contain a value, then a default will not exist at the prompt and the end-user will need to enter a value each time the prompt is issued. To enter a default value at the PROC TEL REFILLS ALL DIVISIONS field (#59,4.2), the end-user will need to use the Site Parameter Enter/Edit [PSO SITE PARAMETERS] option. Backout Procedure: ------------------ Backout of this patch will be performed only with the concurrence and participation of the appropriate VA site/region personnel. The decision to back out the patch will be a joint decision between VA site/region personnel and other appropriate VA personnel. Validation of Backout Procedure: -------------------------------- The Backout procedure can be verified by printing the first two lines of the PSO routines contained in this patch using the option First Line Routine Print [XU FIRST LINE PRINT]. Once the PSO routines have been backed out, the first two lines of the routines will no longer contain the designation of patch PSO*7.0*653 on line 2 in the patch list section. Routine Information: ==================== The second line of each of these routines now looks like: ;;7.0;OUTPATIENT PHARMACY;**[Patch List]**;Dec 1997;Build 14 The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: PSO653P Before: n/a After: B4738819 **653** Routine Name: PSOBBC Before:B111978693 After:B116845050 **11,22,27,34,46,130,146,185, 242,264,300,337,313,473,504, 570,653** Routine Name: PSOVEXR1 Before: n/a After: B31123618 **653** Routine Name: PSOVEXRX Before: n/a After:B118621977 **653** Routine list of preceding patches: 570 ============================================================================= User Information: Entered By : Date Entered : SEP 09, 2021 Completed By: Date Completed: DEC 29, 2021 Released By : Date Released : DEC 29, 2021 ============================================================================= Packman Mail Message: ===================== $END TXT