$TXT Created by G at CHY0016.FO-BAYPINES.DOMAIN.EXT (KIDS) on Monday, 02/26/24 at 17:14 ============================================================================= Run Date: MAR 29, 2024 Designation: SD*5.3*874 Package : SD - SCHEDULING Priority: EMERGENCY Version : 5.3 SEQ #723 Status: Released Compliance Date: APR 01, 2024 ============================================================================= Subject: FY24 - Mid Year Stop Code Updates Category: - Routine - Other Description: ============ SD*5.3*874 provides Fiscal Year 2024 Mid-Year updates to the CLINIC STOP file (#40.7) as requested by the Office of Finance, Managerial Cost Accounting Office (MCAO). *** IMPORTANT NOTE *** ************************************************************************** * This patch is being released with a compliance date of April 1, 2024 * * and should be installed as close to Close of Business (COB) on * * March 31, 2024 as possible, but not after April 1, 2024. * * * * Early installation of this patch may modify certain Stop Codes * * currently in use at your site and could result in transmission of * * incorrect Stop Codes resulting in errors from Austin. * * * * Coordination with the MAS (Medical Administration Service) PAS * * (Program Application Specialist)/ADPAC (Automated Data Processing * * Application Coordinator) is imperative as SD*5.3*874 will cause * * changes to the CLINIC STOP file (#40.7). * * * * Testing can be done in a site's mirror account before installation * * in production to verify changes. 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, 2024 as the Patient Care Encounters * * (PCE) bearing FY24 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, 2024. * * * ************************************************************************** Instructions for the FY24 Mid-Year Stop Code Patch: SD*5.3*874 makes changes to the CLINIC STOP (#40.7) file as of April 1, 2024. No clinic can be created using any new Stop Codes contained in the patch until after this patch is implemented. Scheduling & Patch Installer should coordinate to perform the following sequence: 1. Patch Installer installs the patch late on March 31 or early on April 1, 2024. 2. Scheduling staff: Run the Non-Conforming Clinics Stop Code Report [SD CLN STOP CODE REP] to list those clinics that need changes in the HOSPITAL LOCATION file (#44) for FY24 Mid-Year. 3. Scheduling staff: Make changes in the HOSPITAL LOCATION file (#44) so that the clinics will have the correct Stop Codes in place for April 1st clinic appointments. MCA Staff: 1. Before April 1 (prior to installation of the patch) run Option 2: Create DSS Clinic Stop Code File [ECXSCLOAD] from the Setup for DSS Clinic Information menu [ECX SETUP CLINIC]. 2. Follow normal procedures to run the DSS CLI Extract for March 2024. Perform normal AUDITS for the March CLI Extract. 3. DO NOT make changes for April clinics while still finalizing the March CLI extract. 4. Between April 9-30, 2024, after successfully running, auditing, transmitting, and successfully deblocking the March CLI Extract, proceed with FY24 Mid-Year Stop Code changes to the DSS Clinics and Stop Codes Worksheet: a. After the March extract has been run, transmitted and is considered final (in your mind, no re-run/re-transmit needed), you may run Option 2 CREATE DSS Clinic Stop Code File [ECXSCLOAD]. This option creates local entries in the CLINICS AND STOP CODES file (#728.44) and compares this file to the HOSPITAL LOCATION file (#44) to see if there are any differences since the last time the file was created. The CREATE adds new clinics to the CLINICS AND STOP CODES (file #728.44) (the file used by the CLI Extract to build the feeder keys), and the Edit option makes changes to this same file. The changes are effective as soon as they are made. It is a common misunderstanding that the Approval is what makes the change to the clinic feeder key. The only thing the Approval option does is write the date in the Reviewed Date column of the Clinics & DSS Stop Codes Print Report. b. The important part of these instructions is that you should NOT make ANY changes to CLINICS AND STOP CODES (file #728.44) between the time you have run the CLI extract for the month prior to the patch install and the time you are sure you will not have to rerun that month's extract (you have successfully posted DCM). Both the CREATE and EDIT make changes to that file. c. 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) Active, (I) Inactive, or only the (U) Unreviewed Clinics that are awaiting approval. d. 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. e. Update for FY24 Mid-Year as needed using Option 4: Enter/Edit Clinic Parameters [ECXSCEDIT] option. f. Approve changes using Option 5: Approve Reviewed DSS Clinic Worksheet [ECXSCAPPROV] option. Verify all Stop Code changes on the worksheet to be ready to run the April DSS CLI Extract. g. MCA teams with questions, please log a ticket through the VHA Office of Finance Managerial Cost Accounting Office Help Desk at: https://mcaapp.vha.domain.ext/MCAOHelpDesk/Default.aspx 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 Remote Procedures Associated: Remote Procedure Name New/Modified/Deleted --------------------- -------------------- N/A Parameter Definitions Associated: Parameter Name New/Modified/Deleted -------------- -------------------- N/A Additional Information: ======================= New Service Request (NSRs): --------------------------- N/A Patient Safety Issues (PSIs): ----------------------------- N/A Defect Tracking System Ticket(s) & Overview: -------------------------------------------- 1. VSE-6618: VistA - FY 24 Mid-Year Stop Code Changes. Problem: -------- The Office of Finance, Managerial Cost Accounting Office (MCAO), has requested Fiscal Year 2024 Mid-Year Stop Code changes to the CLINIC STOP file (#40.7). Resolution: ----------- Post-init routine SDES874P has been created to update the CLINIC STOP file (#40.7) as noted below: 1) Changing the names for two (2) existing stop codes 2) Deactivating one (1) existing stop code 3) Changing the Restriction Type for three (3) existing stop codes 4) Adding one (1) new Stop Code All of these changes will become effective on 4/1/2024. ======================================================================== Listed below are the applicable stop code updates: The following Stop Codes will be added when the patch is installed. Stop Name/Description Restriction Restriction Code Type Date ========================================================================= 355 Name: HCOE E 04/01/2024 Stop Codes with Name Change only (will take effect when the patch is installed.) Stop Name/Description Restriction Restriction Code Type Date ========================================================================= 534 Old Name: MH INTGRTD CARE IND E 04/01/2024 New Name: PCMHI INDIV 539 Old Name: MH INTGRTD CARE GRP E 04/01/2024 New Name: PCMHI GROUP Stop Codes that are being de-activated on April 1, 2024. Stop Name/Description Deactivation Code Date ========================================================================== 656 DOD NON-VA CARE 04/01/2024 Stop Codes that are having a change of Restriction Type. Stop Name/Description Restriction Effective Code Type Date ========================================================================= 230 Name: PM&RS DRIVER TRAINING E 04/01/2024 439 Name: LOW VISION CARE E 04/01/2024 539 Name: PCMHI GROUP E 04/01/2024 Test Sites: ----------- Orlando, FL (ORL) San Diego, CA (SDC) Software and Documentation Retrieval Instructions: -------------------------------------------------- N/A Patch Installation: ------------------- Pre/Post Installation Overview: ------------------------------- NOTE: These patches should be installed as close to Close of Business on 3/31/2024 as possible, but not after 04/01/2024. Routine SDES874P will update the CLINIC STOP (#40.7) file at the end of patch installation process. Pre-Installation Instructions: ------------------------------ This patch may be installed with users on the system although it is recommended it be queued to run after normal business hours to minimize potential disruption to users. This patch should take less than 2 minutes to install. Installation Instructions: -------------------------- 1. Choose the PackMan message containing this patch. 2. Choose the INSTALL/CHECK MESSAGE PackMan option. 3. From the KIDS Menu, select the Installation Menu. From this menu, you may elect to use the following options. When prompted for the INSTALL NAME, enter SD*5.3*874. a. Backup a Transport Global - This option will create a backup message of any components exported with this patch. You are prompted to select "R" for Routines or "B" for Build. For this patch, backing up the "B"uild is suggested. Select one of the following: B Build R Routines Enter response: Build b. 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, DDs, templates, etc.). c. Verify Checksums in Transport Global - This option will allow you to ensure the integrity of the routines that are in the transport global. 4. From the Installation Menu, select the Install Package(s) option and when prompted for the INSTALL NAME, enter SD*5.3*874. 5. If prompted 'Want KIDS to Rebuild Menu Trees Upon Completion of Install? NO//' respond NO. 6. When prompted "Want KIDS to INHIBIT LOGONs during the install? NO//" respond NO. 7. If prompted "Want to DISABLE Scheduled Options, Menu Options, and Protocols? NO//" respond NO. 8. 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 file (#40.7) post installation to make sure that all of the updates are correctly reflected in the CLINIC STOP file (#40.7). If any discrepancies are found, you should enter a ServiceNow ticket. 3. After the post install has finished running, sites can delete the SDES874P routine using the Delete Routines [XTRDEL] option if they wish. Back-Out Plan: -------------- Due to the complexity of this patch, it is not recommended for back-out, and a restore from a backup of the Transport Global should not be attempted. In the event that this patch needs to be backed out the patch installer should enter a ServiceNow Ticket. The development team will need to issue a follow-up patch in order to comprehensively back-out this patch. Routine Information: ==================== The second line of each of these routines now looks like: ;;5.3;Scheduling;**[Patch List]**;AUG 13, 1993;Build 4 The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: SDES874P Before: n/a After:B162000300 **874** ============================================================================= User Information: Entered By : Date Entered : JAN 23, 2024 Completed By: Date Completed: MAR 29, 2024 Released By : Date Released : MAR 29, 2024 ============================================================================= Packman Mail Message: ===================== $END TXT