============================================================================= Run Date: AUG 19, 2004 Designation: DG*5.3*619 Package : DG - REGISTRATION Priority: Mandatory Version : 5.3 SEQ #526 Status: Released Compliance Date: NOV 05, 2004 ============================================================================= Associated patches: (v)MAG*3*15 <<= must be installed BEFORE `DG*5.3*619' (v)DG*5.3*571 <<= must be installed BEFORE `DG*5.3*619' Subject: VIC REPLACEMENT PATIENT IMAGE CAPTURE SOFTWARE (PICS) Category: - Informational Description: ============ I. OVERVIEW This is an informational patch notifying sites of the Veteran Identification Card (VIC) Replacement project release. The purpose of this informational patch is to provide field personnel with instructions on how to acquire, install and implement the Patient Image Capture software (PICS) for the new VIC Replacement system. Additionally, this patch will also provide field personnel with information regarding the retrieval of end-user documentation and training materials for the new system. The Patient Image Capture software (PICS) for the new VIC system will be included on the workstation configurations as they are delivered by the vendor. The implementation of the patient image capture software will be phased-in by VISN between late August and early November 2004. The new VIC PICS software patch is completely independent of the existing VIC functionality and will not impact the use of the existing VIC equipment. After implementation of the VIC replacement system further use of the old VIC system will not be supported by the Office of Information. For those sites that wish to disable the HL7 Link of the old VIC system, instructions have been provided in section 'VII.' below. II. FUNCTIONAL OVERVIEW 1. The patient image capture software is used to take the veteran's picture and request the card. It also will send the picture of the veteran taken at the local facility to VistA Imaging, if the VistA Imaging server is operational. Once the card request is made and submitted to the National Card Management Directory (NCMD) by the local facility, it is sent to the card production vendor who will produce and mail the card. If the mailing address for the veteran does not pass the address validation software checks or if the veteran is homeless, the card will be mailed to the requesting facility. The card production vendor returns status information on the card requests to the NCMD. 2. A web portal has been developed which provides reports based on the NCMD data on the status of the card requests that have been submitted by the stations. The reports include information on specific card requests in various statuses as well as summary reports on the number of cards processed. 3. The VistA Registration DG*5.3*571 VETERAN ID CARD (VIC) REPLACEMENT patch provides server side support for the VIC Replacement system and the capability to print labels with veteran information that can be used in lieu of the embossing that is part of the existing VIC functionality. The labels may be placed on those non-electronic forms still in use. The VistA Registration DG*5.3*571 patch was released on August 10, 2004. 4. VistA Imaging patch MAG*3*15 Import API Enhancements must be installed for images to be saved to the VistA Imaging server. The VistA Imaging MAG*3*15 patch was released on August 12, 2004. ***** Note: Vista Imaging and Consolidated Sites ***** Consolidated Sites as defined by VistA Imaging refers to sites that have merged their VistA data bases into one computer system, but have separate VistA imaging servers located at each facility. VistA Imaging created a separate version of the Imaging software to deal with consolidated facilities. The affected sites are as follows: * VISN 2 * VISN 15 * North Florida/South Georgia portion of VISN 8 (Gainesville, Lake City & CBOCs) * VISN 23 South (Old VISN 14) Since these sites are running a different version of VistA Imaging, they will not be able to use patch MAG*3*15. The import API functionality will be included in a future release for consolidated sites in the version called 2.5T73. This is planned to be released in September 2004. Solution: ------------------------------------------------------------------ The VistA Imaging Consolidated Sites need to configure their PICS workstation to not store veterans pictures in VistA Imaging by performing the following procedural steps: Step 1. From the PICS Workstation menu select Patient/Settings/ Step 2. Uncheck the box labeled "Store picture in VistA Imaging Step 3. Press the OK button in the window that states "Warning - by disabling this options, the patient picture will not be stored in VistA Imaging" Step 4. Press the OK button in the Settings window. III. ASSOCIATED VISTA PATCHES The following VistA patches should be installed prior to installing and implementing the Patient Image Capture software (PICS). Patch Package Released ---------- ------------ --------------- DG*5.3*571 Registration August 10, 2004 MAG*3*15 Imaging August 12, 2004 IV. PICS SOFTWARE AND DOCUMENTATION RETRIEVAL INSTRUCTIONS The software will be distributed as a pre-installed executable on the PICS imaged workstation or can be downloaded in zip format from one of FTP sites listed below. Sites may retrieve the Patient Image Capture software (PICS) and documentation directly using FTP from the following Office of Information Field Offices (OIFOs): OIFO FTP ADDRESS DIRECTORY ------------ ------------------------ ------------- Albany ftp.fo-albany.med.va.gov [anonymous.software] Hines ftp.fo-hines.med.va.gov [anonymous.software] Salt Lake City ftp.fo-slc.med.va.gov [anonymous.software] The following files will be available: FILE NAME DESCRIPTION -------------------------------------- ----------------------------- VICR_VA_PICS_WORKSTATION_V1_1_02B8.ZIP VA PICS Workstation v1.1.02B8 VICR_PIC_WORKSTATION_CONFIG_GUIDE.PDF PICS Workstation Guide VICR_NCMD_REPORTS_USER_GUIDE.PDF NCMD Report User Guide VICR_VIC_PICS_USERS_GUIDE.PDF VIC PICS User Guide * Note: Use binary mode when transferring the .ZIP and .PDF files. The VistA Documentation Library [VDL] web site will contain the 'PICS Workstation Guide', 'NCMD Report User Guide', and 'VIC PICS User Guide'. The VDL address is: http://www.va.gov/vdl/Financial_Admin.asp?appID=140 In addition to the VDL website, The Emerging Health Technology web site will contain PICS information at: http://vaww.va.gov/techsvc/projects/VICWorkstationSetup.html V. NATIONAL TRAINING & EDUCATION For information about Veteran Identification Card (VIC) training initiatives, please refer to the VistA University online training and documentation web site at: http://vaww.vistau.med.va.gov/vistau/VIC/. VI. TEST SITES The following sites participated in the testing of the VIC Replacement system. Test Site Alpha Beta -------------------------------- ----- ---- Milwaukee VAMC X X Central Alabama HCS X Montana HCS X Puget Sound HCS X VII. DISABLE 'VIC' HL7 LINK USED BY OLD VIC SYSTEM 1. Stop HL7 link using Filer and Link Management Option: Start/Stop Links 2. Disable HL7 link using Interface Developer Options Option: EL Link Edit EXAMPLE: -------------------- Select OPTION NAME: HL7 MAIN MENU HL MAIN MENU HL7 Main Menu Event monitoring menu ... Systems Link Monitor Filer and Link Management Options ... Message Management Options ... Interface Developer Options ... Site Parameter Edit Select HL7 Main Menu Option: Interface Developer Options EA Application Edit EP Protocol Edit EL Link Edit VI Validate Interfaces Reports ... Select Interface Developer Options Option: EL Link Edit Select HL LOGICAL LINK NODE: VIC HL7 LOGICAL LINK ---------------------------------------------------------------------- NODE: VIC INSTITUTION: DOMAIN: AUTOSTART: Disabled <<<<<>>>>> QUEUE SIZE: 10 LLP TYPE: HLLP ----------------------------------------------------------------------- Exit Save Refresh Routine Information: ==================== ============================================================================= User Information: Entered By : MCGINNIS,RONALD P Date Entered : AUG 16, 2004 Completed By: LOUCK,KEVIN Date Completed: AUG 18, 2004 Released By : FITCH,DONNA Date Released : AUG 19, 2004 ============================================================================= Packman Mail Message: ===================== No routines included