$TXT Created by ROCHA,MARCELO at CMNT.FO-BIRM.MED.VA.GOV (KIDS) on Wednesday, 03/05/08 at 10:39 ============================================================================= Run Date: MAY 12, 2008 Designation: PSO*7*293 Package : PSO - OUTPATIENT PHARMACY Priority: Mandatory Version : 7 SEQ #256 Status: Released Compliance Date: JUN 12, 2008 ============================================================================= Associated patches: (v)PSO*7*257 <<= must be installed BEFORE `PSO*7*293' (v)PSO*7*260 <<= must be installed BEFORE `PSO*7*293' (v)PSO*7*292 <<= must be installed BEFORE `PSO*7*293' Subject: EXPIRATION DATE PROBLEM CLEAN UP Category: - Routine Description: ============ --------------------------IMPORTANT--------------------------- PLEASE, DO NOT INSTALL THIS PATCH IN YOUR PRODUCTION ACCOUNT DURING NORMAL BUSINESS HOURS AND FOLLOW THE INSTALLATION INSTRUCTIONS BELOW IN ORDER TO AVOID DISRUPTIONS AT YOUR SITE. -------------------------------------------------------------- This patch performs the actual prescription clean up for prescriptions identified by patch PSO*7*283. Patch PSO*7*283 performed a tally, while this patch will correct the prescriptions with the expiration date and/or status issues. In some cases the date is not present and other cases have a wrong date. Furthermore, most of the prescriptions with such problems are not in sync with Computerized Patient Record System (CPRS) V. 3.0 and/or Health Data Repository (HDR) in regards to their status. This issue was classified as a Patient Safety issue and it is being tracked under the number PSI-06-177. This patch makes the correction to the expiration date of these prescriptions and sends messages to CPRS and HDR so these two applications can update the corresponding order with the expired status on their systems. This patch will address these problems. Below is a detailed description on this process: Expiration post-install job clean-up flow: ------------------------------------------ In order to explain the process to clean up these prescriptions the following terms will be mentioned below: 'CUTOFF DATE': ------------- This is the date last processed by the Auto Expiration Background Job. This background job is supposed to be run nightly by every site. This date is stored in the field DATE AUTO-EXPIRE COMPLETED (#49.95) in PHARMACY SYSTEM file (#59.7) and it was introduced by the patch PSS*1*128 and it should be populated with a valid date in all sites. In case this field is null, the post-install routine in this patch will set it to the date corresponding to 2 days in the past from this patch installation date. For example, if the patch is installed on March 5, 2008 and the field is null, it will be set to March 3, 2008 (in the correct Fileman date format). CALCULATED EXPIRATION DATE: -------------------------- The expiration date for prescription with a null expiration date is calculated by the following formula: For Rx with no refills: NUMBER OF DAYS SUPPLY FROM Rx ISSUE DATE (MININUM: 30 DAYS)|TAB| Rx with 1 or more refills: Non-controlled Substances: Rx ISSUE DATE + 366 DAYS Controlled Substances : Rx ISSUE DATE + 184 DAYS CPRS 'NON-ACTIVE' STATUS: ------------------------ The following CPRS statuses: DISCONTINUED, EXPIRED, DISCONTINUED/EDIT and CANCELLED are considered 'NON-ACTIVE' by Pharmacy in this clean up process. This means that Pharmacy will not send a prescription expiration event to CPRS if the CPRS order status is set to one of these. PHARMACY 'NON-ACTIVE' STATUS: --------------------------- The following Pharmacy statuses: EXPIRED, DISCONTINUED, DELETED, DISCONTINUED BY PROVIDER, DISCONTINUED (EDIT) are considered 'NON-ACTIVE' by Pharmacy in this clean up process. CLEAN UP PROCESS DESCRIPTION: ---------------------------- Prescriptions with an expiration date problem are being analyzed and cleaned up differently, depending on which GROUP below they fall under: GROUP 1: ------- Prescriptions with a null expiration date for patients. a) Set the CALCULATED EXPIRATION DATE in the EXPIRATION DATE field (#26) of the PRESCRIPTION file (#52). b) If the expiration date is on or before the 'CUTOFF DATE' b1) If the prescription is not already in a Pharmacy 'NON-ACTIVE' status, set the STATUS field (#100) in the PRESCRIPTION file (#52) to EXPIRED. b2) Update CPRS* b3) Update HDR c) If the expiration date is past the 'CUTOFF DATE' c1) Update HDR GROUP 2: ------- Expired prescriptions for patients. a) If the prescription expiration date is GREATER than 366 days a1) A new expiration date will be calculated and set in the EXPIRATION DATE field (#26) of the PRESCRIPTION file (#52). a2) Update CPRS* a3) Update HDR b) If the prescription expiration date is LESS than 366 days b1) Update CPRS* b2) Update HDR (if CPRS is updated) GROUP 3: ------- Prescriptions with an expiration date on or before the 'CUTOFF DATE' with a Pharmacy 'ACTIVE' status a) Set the STATUS field (#100) in the PRESCRIPTION file (#52) to EXPIRED. b) If the CPRS order status is 'ACTIVE' b1) Update CPRS* b2) Update HDR (if CPRS is updated). c) If the CPRS order status is 'NON-ACTIVE' c1) Update HDR NOTE: If the prescription does not have a corresponding CPRS Order Number, the counter for this specific problem will be incremented. However, the HDR will not be updated. HDR will perform their own clean up for these cases. GROUP 4: ------- Deleted prescriptions for patients. a) Update HDR * CPRS will only be updated if the prescription contains the corresponding CPRS Order Number for the prescription being cleaned up. Furthermore, CPRS will not be updated if the corresponding CPRS order is on a 'NON-ACTIVE' status. The clean up process will start right after the patch is installed. If it is necessary to stop, restart the job or to know the status of the job, do the following: >D ^PSO293PI Expiration Date clean up job for Outpatient Pharmacy prescriptions ================================================================== Current status: RUNNING (Last Rx IEN: 2587430) Select one of the following: SP STOP CLEAN UP JOB VW VIEW PARTIAL CLEAN UP JOB RESULTS QT QUIT (SP)Stop,(VW)View,(QT)Quit: VIEW// VIEW PARTIAL CLEAN UP JOB RESULTS Expiration Date clean up job for Outpatient Pharmacy prescriptions ================================================================== Current status: COMPLETED ON Nov 06, 2007@17:03:36 DATE AUTO-EXPIRE COMPLETED field: 01/19/2008 1. Institution : SITE NAME VAMC (999) # of Rx's Group 1: RX'S WITH NO EXPIRATION DATE cleaned up ------------------------------------- ---------- 2. Calc exp date > CUTOFF (update HDR) 363 3. Calc exp date < CUTOFF,CPRS active (update HDR/CPRS) 0 4. Calc exp date < CUTOFF,CPRS non-active (update HDR) 0 5. No CPRS order# (Update HDR) 0 Group 2: RX'S IN EXPIRED STATUS ------------------------------- 6. CPRS active (update CPRS/HDR) 5,400 7. Exp>366 days,reset date,CPRS order# (update CPRS/HDR) 0 8. Exp>366 days,reset date,no CPRS order# (update HDR) 18 Group 3: RX'S PAST EXPIRATION DATE BUT STILL ACTIVE --------------------------------------------------- 9. CPRS active (update CPRS/HDR) 0 10. CPRS DC'd or expired (update HDR) 0 11. No CPRS order# (HDR will run own update) 0 Group 4: RX's IN DELETED STATUS ------------------------------- 12. No CPRS order# (update HDR) 2,275 13. TOTAL NUMBER OF PRESCRIPTIONS ANALYZED: 6,653,607 Up-arrow ('^') separated values: SITE NAME VAMC (999)^363^0^0^0^5400^0^18^0^0^0^2275^6653607 Run Log: -------------------------------------------------------------------------- SEQ DATE/TIME INITIATOR ACTION -------------------------------------------------------------------------- 1 01/21/08@12:01:25 USER1,TEST PATCH INSTALLATION 2 01/21/08@12:01:25 USER1,TEST DATE AUTO-EXPIRE set: 01/19/08 3 01/21/08@12:01:27 USER1,TEST QUEUED 4 01/21/08@12:01:29 USER1,TEST STARTED 5 01/21/08@18:12:29 USER1,TEST COMPLETED Once the clean up process is completed, the same information above will be sent via Mailman message locally to the user who installed the patch and to the following support personnel below (via FORUM mail): |TAB| NAME Role ----------------------------------------------- Bruun, Jesse HDR Consentino, Albert EPS Jones, Tres Functional Analyst Mohamed, Anwer Developer Rocha, Marcelo Developer Ruzbacki, Ron Developer Willette, Candice Implementation Analyst Williamson, Eric Project Manager Note: The sites will not have to take any action once they receive the result message above generated by the post-install. The message will not be generated from non-production accounts (e.g., test account). Associated Patient Safety Issues: ================================= PSI-06-177 Associated New Service Request (NSR): ===================================== N/A Associated Remedy ticket(s): ===================================== HD0000000174649 HD0000000214867 Test Sites: ----------- MONTANA HCS NEW YORK HCS OKLAHOMA CITY, OK ===================INSTALLATION INSTRUCTIONS ======================== Since the post-install clean-up task is queued to run right after the patch is installed, sites should queue the patch installation to run during off-hours (e.g. after 18:00 local time for week-days) as the clean-up may increase the network traffic to the Health Data Repository (HDR). If running on the weekend, when HDR maintenance is being performed, transactions will queue up and will automatically continue sending once the maintenance is complete. To minimize impact on the Vitria Interface Engine (VIE), it is also requested, if possible, that sites avoid installing this patch between the 1st-4th or 15th-19th day of the month. The post-install process in this patch can run concurrently with the CMOP transmission or the Nightly Rx Auto-Expire jobs. It should take less than 2 minutes to install this patch. 1. Choose the PackMan message containing this patch and invoke the INSTALL/CHECK MESSAGE PackMan option. 2. From the Kernel Installation & Distribution System menu, select the Installation menu. 3. From this menu, you may select to use the following options: (when prompted for INSTALL NAME, enter PSO*7.0*293) a. Verify Checksums in Transport Global - This option will allow you to ensure the integrity of the routines that are in the transport global. b. Print Transport Global - This option will allow you to view the components of the KIDS build. c. 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 components of this patch (routines, DD's, templates, etc.). d. Backup a Transport Global - This option will create a backup message of any routines exported with this patch. It will not backup any other changes such as DD's or templates. 4. Use the Install Package(s) option and select the package PSO*7.0*293. 5. When Prompted "Want KIDS to INHIBIT LOGONs during the install? YES//" respond NO. 6. When Prompted "Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//" respond NO. Routine Information: ==================== The second line of each of these routines now looks like: ;;7.0;OUTPATIENT PHARMACY;**[Patch List]**;DEC 1997;Build 22 The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: PSO293EN Before: n/a After: B3291669 **293** Routine Name: PSO293P1 Before: n/a After: B30602301 **293** Routine Name: PSO293PI Before: n/a After: B68973166 **293** ============================================================================= User Information: Entered By : ROCHA,MARCELO Date Entered : NOV 14, 2007 Completed By: LEONARD,KEN Date Completed: MAY 08, 2008 Released By : CONNOLLY,BARBARA Date Released : MAY 12, 2008 ============================================================================= Packman Mail Message: ===================== $END TXT