============================================================================= Run Date: MAR 19, 2018 Designation: SD*5.3*677 Package : SD - SCHEDULING Priority: Mandatory Version : 5.3 SEQ #563 Status: Released Compliance Date: APR 01, 2018 ============================================================================= Associated patches: (v)SD*5.3*663 <<= must be installed BEFORE `SD*5.3*677' Subject: MID-FY18 STOP CODE UPDATE Category: - Other - Routine Description: ============ NOTE: Patch SD*5.3*677 (MID-FY18 STOP CODE UPDATE) is being released along with patch EC*2.0*140 (MID-FY18 INACTIVE STOP CODE DSS UNIT REVIEW) in host file: SD53_677_EC20_140.KID. Patch SD*5.3*677 provides Fiscal Year 2018 Mid-Year updates to the CLINIC STOP (#40.7) file as requested by the Office of Finance, Managerial Cost Accounting Office (MCAO). Patch EC*2.0*140 inactivates any DSS Units in Event Capture set to Send No Records to PCE with an associated Stop Code being inactivated by patch SD*5.3*677. *** IMPORTANT NOTE *** ************************************************************************** * These patches are being released with a compliance date of April 1, * * 2018 and should be installed as close to Close of Business (COB) on * * Saturday, March 31, 2018 as possible, but not after Sunday, April 1, * * 2018. Early installation of this patch could result in transmission * * of incorrect Stop Codes that will result in errors from Austin. * * Coordination with the MAS (Medical Administration Service) PAS * * (Program Application Specialist)/ADPAC (Automated Data Processing * * Application Coordinator) is imperative as patch SD*5.3*677 will cause * * changes to the CLINIC STOP (#40.7) file. Testing can be done in a * * site's mirror account before installation in production to verify * * changes. Patch SD*5.3*677 inactivates and creates Stop Codes * * effective April 1, 2018; therefore installing early may modify * * certain Stop Codes that may currently be in use at your site. It is * * advised that clinics with Stop Codes assigned that will incur * * restriction date/type changes should be corrected as soon as possible * * after installation. Please keep in mind that new Stop Codes should * * not be assigned in MAS/Scheduling until April 1, 2018 as the Patient * * Care Encounter (PCE) encounters bearing FY18 Mid Year Stop Codes will * * not be accepted in Austin until that date. All other MAS Stop Code * * changes should be made as early as possible on April 1, 2018. * ************************************************************************** Instructions for the FY18 Mid-Year Stop Code Patch: Patch SD*5.3*677 makes additions and changes to the CLINIC STOP (#40.7) file as of April 1, 2018. Patch EC*2.0*140 inactivates any DSS Units in Event Capture set to Send No Records to PCE with an associated Stop Code being inactivated by patch SD*5.3*677. No clinic can be created using any new Stop Codes contained in the patch until after this patch is implemented. Any clinic using a Stop Code inactivated by patch SD*5.3*677 should be replaced with a new clinic using an active Stop Code. This can be accomplished prior to patch implementation if desired. MCA Site Teams, Scheduling and IRM should coordinate to perform the following sequence: 1. From the menu, Setup for DSS Clinic Information [ECX SETUP CLINIC], run the DSS worksheet Option 2: Create DSS Clinic Stop Code File [ECXSCLOAD]. Then, make any necessary adjustments before approval so all clinics on the worksheet have setups applicable for the month of March 2018. 2. IRM installs the patch late on March 31 or early on April 1, 2018. 3. Run the Non-Conforming Clinics Stop Code Report [SD CLN STOP CODE REP] to list those clinics that need changes in the HOSPITAL LOCATION (#44) file for FY18 Mid Year. Scheduling staff: Make changes in the HOSPITAL LOCATION (#44) file so that the clinics will have the correct Stop Codes in place for April 1st clinic appointments. 4. MCA staff: DO NOT make changes for April clinics using Option 4: Enter/Edit Clinic Parameters [ECXSCEDIT] for the CLINICS AND STOP CODES (#728.44) file at this time. Follow normal procedures to run the DSS CLI Extract for March 2018. It is the edit, not the "approve", that changes the values included in the CLI extract. Perform normal AUDITS for the CLI Extract. 5. Do not edit DSS Unit Setup Screens in Event Capture for April prior to running the March ECS Extract. 6. After auditing and receiving confirmation of successful deblocking of the transmitted March CLI Extract, proceed with FY18 Mid-Year Stop Code changes to the DSS Clinics and Stop Codes Worksheet clinics and in any DSS Units set to Send No Records to PCE. 7. For FY18 Mid-Year: a. Queue Option 2: Create DSS Clinic Stop Code File [ECXSCLOAD] to run on April 1, 2018. This option creates local entries in the CLINICS AND STOP CODES (#728.44) file and compares this file to the HOSPITAL LOCATION (#44) file to see if there are any differences since the last time the file was reviewed. b. After Option 2 has completed, use the Option 3: Clinics and DSS Stop Codes Print [ECXSCLIST]. This option produces a worksheet of (A) All Clinics, (C) All Active Clinics, (D) Duplicate Clinics, (I) All Inactive Clinics, (U) Unreviewed Clinics that are awaiting approval and (X) Export to Text File for Spreadsheet Use. c. Run Option 7: Clinic & Stop Codes Validity Report [ECX STOP CODE VALIDITY]. This step will check that all Stop Codes conform. Note: a 'blank' output indicates there are no problems with Stop Code and credit stop validity. d. Update for FY18 Mid-Year as needed using Option 4: Enter/Edit Clinic Parameters [ECXSCEDIT] option. e. Approve changes using Option 5: Approve Reviewed DSS Clinic Worksheet [ECXSCAPPROV] option. Finalize all Stop Code changes on the worksheet to be ready to run the April DSS CLI Extract. f. Make needed Stop Code changes in Event Capture to DSS Units set to Send No Records to PCE. g. MCA teams with questions, please log a WonderDesk ticket through http://vaww.dss.domain.ext/helpdsktckt.asp or by sending an Outlook message to the VHA MCAO CSHD mail group. Patch Components: ----------------- N/A Files & Fields Associated: File Name (Number) Field Name (Number) New/Modified/Deleted ------------------ ------------------- -------------------- N/A Forms Associated: Form Name File # New/Modified/Deleted --------- ------ -------------------- N/A Mail Group Associated: Mail Group Name New/Modified/Deleted --------------- -------------------- N/A Options Associated: Option Name Type New/Modified/Deleted ----------- ---- -------------------- N/A Protocols Associated: Protocol 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 Request (NSRs): --------------------------- N/A Patient Safety Issues (PSIs): ----------------------------- N/A Defect Tracking System Ticket(s) & Overview: -------------------------------------------- I17797663FY18 FY18 Mid-Year Stop Code Changes Problem: -------- The Office of Finance, Managerial Cost Accounting Office (MCAO), has requested Fiscal Year 2018 Mid-Year updates to the CLINIC STOP (#40.7) file. Resolution: ----------- The requested Fiscal Year 2018 Mid-Year updates were submitted by the MCAO to be implemented effective April 1, 2018. Post-init routine SD53MY18 updates the CLINIC STOP (#40.7) file by adding two (2) stop codes, inactivating four (4) stop codes, changing the names for eight (8) stop codes and changing one (1) restriction type and date. Listed below are the applicable stop code updates: New Stop Code being added: (will take effect when the patch is installed.) Stop Code Name/Description Restriction Type Restriction Date 241 WHEELCHAIR & ADVAN MOBILITY E 499 ENVIRON HEALTH REG EXAM S 4/1/2018 Stop Code being inactivated: (Inactivation Date: 4/1/2018) 306 DIABETES 547 INTNSE SUB USE DSRDER GRP 548 INTNSE SUB USE DSRDER IND 610 CONTRACT DIALYSIS Stop Code with Name Change only: (will take effect when the patch is installed.) 142 Old Name: ENTEROSTOMAL WOUND/SKIN CARE New Name: WOUND TREAT & OSTOMY CARE 185 Old Name: PHYS EXTND NP (NRS PRCNR) 2ND New Name: NURSE PRACTITIONER 186 Old Name: PHYS EXTND PA (PHYS ASST)2ND New Name: PHYSICIAN ASSISTANT 187 Old Name: PHYS EXTND CNS (CLNRN SPC)2ND New Name: CLINICAL NURSE SPECIALIST 201 Old Name: PHYSICAL MED & REHAB SVC New Name: PM&RS PHYSICIAN 305 Old Name: ENDO/METAB (EXCEPT DIABETES) New Name: ENDOCRINOLOGY 692 Old Name: RT CLIN VD TH PRV SITE(SAMSTA) New Name: CVT PRV SITE SAME DIV/STA 699 Old Name: CVT SAME STA SERVICES New Name: CVT EMERGENCY CONSULT Stop Code with Restriction Type and Date Change only: (will take effect when the patch is installed.) 142 Old Restriction Type: P Old Restriction Date: 10/1/2005 New Restriction Type: E New Restriction Date: NOTE: Since this is a combined patch, for information regarding Mid-FY18 Inactive Stop Code DSS Unit Review, please see Event Capture patch EC*2.0*140. Test Sites: ----------- Battle Creek VAMC Robley Rex VAMC (Louisville) Software and Documentation Retrieval Instructions: -------------------------------------------------- Software being released as a host file introduced by this patch are available. The preferred method is to retrieve files from download.vista.domain.ext. This transmits the files from the first available server. Sites may also elect to retrieve files directly from a specific server. Sites may retrieve the software directly using Secure File Transfer Protocol (SFTP) from the ANONYMOUS.SOFTWARE directory at the following OI Field Offices: Hines: domain.ext Salt Lake City: domain.ext Patch SD*5.3*677 and patch EC*2.0*140 are combined in host file: SD53_677_EC20_140.KID. Installation of this host file should be coordinated among the packages affected since only one installation is necessary. Host File File Name SFTP Mode ------------------------------------------------------ Data Host File SD53_677_EC20_140.KID ASCII Patch Instruction: Pre/Post Installation Overview: ------------------------------- ***************************** IMPORTANT NOTE **************************** *** This Scheduling patch, SD*5.3*677, will be released in *** *** conjunction with an Event Capture patch, EC*2.0*140. *** *** *** *** These patches should be installed as close to COB on *** *** Saturday, 3/31/2018 as possible, but not after Sunday, 4/1/2018. *** *** *** *** *** *** Patch EC*2.0*140 will queue the inactivation of any DSS Units, *** *** that are set to send no records and have an inactive/invalid *** *** stop code, for 4/1/2018 at 1:00 AM. If this patch is installed *** *** after that time, the post-install will queue immediately. *** ************************************************************************* Pre-Installation Instructions: ------------------------------ The installation 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 patch should take less than 5 minutes to install. Prior to install this patch, backup file ^DIC(40.7) using your site's policy for backing up data. If the steps are unknown, please follow the following procedures: 1. Go to a command prompt. 2. At the prompt, enter D ^%GOGEN. 3. At the device prompt, enter the directory and file name where the global backup is to be stored. 4. At the Parameter? prompt, press . 5. At the Global prompt, enter ^DIC(40.7 6. Verify that the file was created and exists in the directory specified. Installation Instructions: -------------------------- 1. Obtain the host file SD53_677_EC20_140.KID. 2. From the Kernel Installation & Distribution System Menu, select the Installation menu. a. Select the 'Load a Distribution' option and enter the directory into which you downloaded the host file, followed by the host file name: [directory]SD53_677_EC20_140.KID NOTE: The following are OPTIONAL - (When prompted for the INSTALL NAME, enter SD*5.3*677): b. 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. 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. Verify Checksums in Transport Global - This option will allow you to ensure the integrity of the routines that are in the transport global. 3. From the Installation Menu, select the Install Package(s) option and choose the patch to install. 4. When prompted 'Want KIDS to Rebuild Menu Trees Upon completion of Install? NO//', answer NO. 5. When prompted 'Want KIDS to INHIBIT LOGONs during the install? NO//', answer NO. 6. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? NO//', answer NO. 7. If prompted 'Delay Install (Minutes): (0 - 60): 0//', respond 0. Post-Installation Instructions: ------------------------------- 1. Details of the changes applied by this patch are provided during the installation and may also be reviewed with the Install File Print option on the Utilities menu on the Kernel Installation and Distribution System menu. 2. It is important to check the CLINIC STOP (#40.7) file post installation to make sure that all of the updates are correctly reflected in the CLINIC STOP (#40.7) file. If any discrepancies are found, you should enter a CA SDM ticket. 3. Routine SD53MY18 may be manually deleted after patch is installed. Back-Out Plan: -------------- Please use %GIGEN for restoring the CLINIC STOP file (#40.7) if needed. 1. Go to a command prompt. 2. At the prompt, enter D ^%GIGEN. 3. At the device prompt, enter the directory and file name created in the pre-install instructions. 4. At the Parameter? prompt, press . 5. At the 'Transfer entire set of files? No=>', type 'Yes'. 6. At the From global prompt, enter ^DIC(40.7 7. At the To global ^DIC(40.7=>, enter ^DIC(40.7 8. At the OK to transfer? Yes=> prompt, select Yes. Routine Information: ==================== The second line of each of these routines now looks like: ;;5.3;Scheduling;**[Patch List]**;AUG 13, 1993;Build 14 The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: SD53MY18 Before: n/a After:B101891660 **677** ============================================================================= User Information: Entered By : Date Entered : OCT 17, 2017 Completed By: Date Completed: MAR 16, 2018 Released By : Date Released : MAR 19, 2018 ============================================================================= Packman Mail Message: ===================== No routines included