$TXT Created by KOPECKY,STEVE at MNTVBB.FO-ALBANY.MED.VA.GOV (KIDS) on THURSDAY, 07/25/02 at 09:00 ============================================================================= Run Date: OCT 15, 2002 Designation: EAS*1*15 Package : EAS - ENROLLMENT APPLICATION Priority: Mandatory Version : 1 SEQ #16 Status: Released ============================================================================= Associated patches: (v)EAS*1*12 <<= must be installed BEFORE `EAS*1*15' (v)EAS*1*14 <<= must be installed BEFORE `EAS*1*15' Subject: MEANS TEST LETTERS ENHANCEMENTS Category: - Routine - Data Dictionary Description: ============ This patch is in response to requests for enhancements and changes to the way means test reminder letters are printed and to correct issues with letter printing as reported by several sites. This patch addresses the following reported issues: Old NOIS # Help Desk / Change Req. # ============== ========================= AUG-0502-30601 9689 / 3369 SPO-0502-50410 9697 / 3371 BHS-0502-10669 9675 / 3365 UNY-0502-11038 9659 / 3360 WAS-0602-20305 9553 / 3322 LOU-0602-40724 9538 / 3317 HWH-0502-42860 9577 / 3332 Test Sites: =========== Louisville VAMC VA Boston Healthcare System Augusta VAMC Functional Overview: ==================== Note: The User's Manual and Technical Manual are being updated to include the functional changes discussed below. Where noted, please refer to the appropriate manual for detailed information. This patch provides the following enhancements and modifications: 1. The primary enhancement is to the methodology for printing the means test reminder letters. Several sites have reported problems printing the letters consistently. Changes to how the letters are tasked and sent to the I/O device should correct this problem. Specifically, testing with QUEUING, Field #5.5, in the DEVICE File, #3.5, set to each of the following values: ALLOWED, FORCED, and NOT ALLOWED has shown the letters to print with each setting. The tasking methodology has also been modified which should allow a quicker freeing up of the terminal when printing the letters interactively. 2. With the changes above, the background job [EAS MT LETTERS BG PRINT] will no longer handle "multiple" print locations. When this option is set up through the Schedule/Unschedule option, a print device must be specified. All letters will then print to that printer. If you need to print letters by location, you will need to use the letter print menu. When selecting a facility to filter letters by, a look-up on the INSTITUTION File, #4, will be used rather than using the subset entered into file #713. 3. When printing the means test reminder letters, the letter functionality will check if the current means test is owned by the facility. It checks this by examining the SOURCE OF INCOME TEST, field #.23, in the ANNUAL MEANS TEST File, #408.31. If this field is VAMC, this means test is considered "owned" by the current facility and may be edited. If this field is IVM or OTHER FACILITY, the means test is not considered "owned" by the current facility and a means test letter will not be printed. The Means Test returned field in the EAS MT LETTER STATUS File, #713.2, will be automatically updated with a comment of "MT OWNED BY ANOTHER FACILITY" (See User manual for additional details). If the source of income test is DCD and the site is a DCD site, the 0-day letter will still be printed. 4. The limitation on RESEARCH type appointments in the appointment blocking application has been removed. 5. An option to print test letters has been added to the EAS MT Parameter Menu [EAS MT SETUP MENU]. This option, Print a Test Letter (EAS MT) [EAS MT TEST LETTER] will print a "test" letter with the following header: [Facility Address] [Facility Address] [Facility Address] Jul 03, 2002 TEST LETTER (DO NOT MAIL!) (6789) THIS IS A TEST LETTER STREET ADDRESS ANYTOWN NY 11111-0000 [Body] 6. In order to assist with patient privacy, only the last four digits of the veteran's SSN will be added to the letter after the veteran's name in the address block. (See above sample) 7. A new report, Means Test Expiration by Appt Date [EAS MT APPT EXPIRATION RPT], has been added which provides a list of veterans by clinic whose means test anniversary date will be reached on their appointment date. This report allows selection by date of appointment and will print each clinic where appointments are found for means test due patients (see User manual for additional details). Means Test Expiration Report by Appt Date for MEDICAL CLINIC For Appointment Date: Jul 03, 2002 Print Date: Jul 03, 2002@10:07:13 Page 1 Last Anniversary Appointment Name Four Date Time ========================================================================== FLOCK,FRED 3642 Jul 03, 2002 7/3/02 2:20 pm EGG,PATRICK 4521 Jul 03, 2002 7/3/02 11:00 am 8. A new parameter has been added which will allow sites to specify whether the primary facility's return address or the return address for the preferred facility will print on the means test reminder letters. This parameter may be set through the EAS MT Parameter Entry/Edit [EAS MT PARAMETERS], "Allow Alternate Return Address?". This parameter will allow either a "YES" or a "NO". If set to "YES", when the means test reminder letter is printed, if a valid facility address is available, that address will print as the return address on the letter. If a valid address is not available, or the parameter is set to "NO", then the facility address for the primary site will print as the return address. See User manual for additional details. 9. Veterans who are Cat C, decline to provide income data, and agree to pay deductible are now correctly handled by the means test blocking API. 10. The Count of Pending Letters report has been reformatted. When this report is run, you will be prompted for "Print Summary Only? YES//". If you take the default, a summary of letters currently flagged to print will be displayed: Count of Letters Pending to Print (Flag to Print marked 'YES') Printed: Jul 03, 2002@14:00:48 ================================================================= 60-Day letters flagged to print: 32 30-Day letters flagged to print: 4 0-Day letters flagged to print: 10 If you answer "NO" at the prompt, after the summary is displayed, you will be prompted to display the detailed listing of letters flagged to print: Press any key to continue... Detailed List of Letters Flagged to Print Printed: Jul 03, 2002@14:03:53 PAGE: 1 Sched. Date 60-Day 30-Day 0-day TOTAL ======================================================================= Jul 24, 1989 1 0 0 1 Jan 13, 1992 0 0 2 2 Feb 17, 1993 0 0 1 1 The Sched. Date is the date the flagged letter is currently scheduled to print on. If the date is prior to the current date, the letter may have an incomplete address that is preventing it from printing. If the date is in the future, then the print date has not yet been reached. 11. The Veteran MT Return Edit [EAS MT RETURNED] option has been modified to turn off all the pending print flags for the entry when this option is used instead of waiting to reset the flags when the next letter print job is run. 12. The MEANS TEST LETTERS STATISTIC REPORT has been modified to make the report more usable. The report now displays as follows: MEANS TEST LETTERS STATISTIC REPORT Letter Processing Date Range: Oct 01, 1998 thru Jul 05, 2002 Print Date: Jul 05, 2002@11:22:43 Letter type: 60-day 30-day 0-day Totals ========================================================================== Letters printed: 18 0 0 18 Means Test returned Totals AUTO-GENERATED: 1 Future MT: 0 Owned by Other Site: 1 Returned by Veteran: 1 Total: 3 Count of patient records set to prohibit letter during date range: 0 Press any key to continue... Letters printed are the number of letters printed during the letter processing date range. Means Test returned Totals are the number of letters where the means test returned flag has been turned on with a breakdown of reasons given for the return. Software And Documentation ========================== This patch will be distributed in a PackMan message through the Patch Module and should be obtained from there. The KIDS build for this patch is EAS*1.0*15. See Installation Instructions below. Sites may retrieve the documentation directly using FTP from the ANONYMOUS.SOFTWARE directory at the following OI Field Offices: Albany: ftp.fo-albany.med.va.gov Hines: ftp.fo-hines.med.va.gov Salt Lake City: ftp.fo-slc.med.va.gov * Note: Use ASCII mode when transferring the .KID file. Filenames Description ========= =========== EAS_1_P15_TM.pdf Updated Technical Manual EAS_1_P15_UM.pdf Updated User Manual NOTE: The documentation can be read via the Adobe Acrobat Reader browser program. The .PDF files are binary files and must be transferred using binary file transfer tools. Technical Overview: =================== Data Dictionary Changes: ------------------------ ALLOW OTHER RETURN ADDRESS, Field #9, EAS MT PARAMETERS File, #713, is a new field added to the EAS MT Parameters file. This field is a set of codes where a '1' stands for YES and '0' stands for NO. A NO will force all letters to print the primary facility's return address on the letters. A YES will allow the printing of the return address listed for the preferred facility as entered in the PATIENT File, #2. (If a complete return address is not available, the return address will default to the primary facility's return address.) This field, ALLOW OTHER RETURN ADDRESS, Field #9, is accessible through the EAS MT Parameter Entry/Edit [EAS MT PARAMETERS] option. ALLOW MULTIPLE PRINT DEVICES?, Field #8, EAS MT PARAMETERS File, #713, has been renamed to ALLOW FILTERING BY LOCATION? in line with the revisions to the printing rules. The help prompt has been updated and the data structure remains unchanged. New Options: ------------ Means Test Expiration by Appt Date [EAS MT APPT EXPIRATION RPT] - This report provides a list by clinic and appointment date of patients whose means test anniversary date will be reached on the date of their appointment. Report displays by clinic the name, last four, anniversary date and time of appointment. This option is available on the Report Menu [EAS MT REPORT MENU] Print a Test Letter (EAS MT) [EAS MT TEST LETTER] - This option prints a generic test letter from the EAS MT LETTERS File, #713.3. User will be asked to select the type of letter to print in a test format. The printed letter includes a "DO NOT MAIL" warning as part of the patient name. This option is available on the EAS MT Parameter Menu [EAS MT SETUP MENU] Changed Options: ---------------- EAS MT Parameter Entry/Edit [EAS MT PARAMETERS] - The parameter screen has been modified to remove the Additional Print Locations in line with the changes above and to add the new Allow Alternate Return Address parameter. The Allow Filtering by Location has been changed to match the new data dictionary update. EAS MEANS TEST LETTERS PARAMETER ENTRY/EDIT ========================================================================== [1] Parameters Primary Print Device: : DEV$PRT 10/6/UP Allow Filtering by Location? : YES Send Means Test Completion Notice? : NO Envelope Offset : 0 Allow Alternate Return Address? : YES Edit Parameters? YES// Means Test Letters Statistic Report [EAS MT STATISTICS SUMMARY] - This report has been modified to make the report content more understandable and meaningful. When run, this report will now ask for a date range of letter processing dates: Select Automated Means Test Letter Menu Option: report Menu Count of pending letters to be printed Automated MT Letters Summary Report Means Test Letters Statistic Report Unreturned Letter Statistic Report AP Means Test Expiration by Appt Date EX Means Test Expiration Report Select Report Menu Option: means test letters Statistic Report Start with Processing date: OCT 1, 1998// (OCT 01, 1998) Ending Processing date: TODAY// (JUL 05, 2002) DEVICE: HOME// UCX/TELNET This report will provide a count of the total letters printed for that processing date range. The report will also provide a total of the letters during that processing date range for which the means test returned flag has been turned on, broken down by information in the comments field. Routine Summary: ================ The following is a list of the routine(s) included in this patch. The second line of each of these routine(s) will look like: ;;1.0;ENROLLMENT APPLICATION SYSTEM;**[patch list]**;MAR 15,2001 CHECK^XTSUMBLD results Routine name Before Patch After Patch Patch List ============ ============ =========== ========== EASMTCHK 5032267 6094137 3,12,15 EASMTL10 7319092 7560794 3,15 EASMTL6 9156351 10262227 3,14,15 EASMTL6A 5526850 5607906 3,14,15 EASMTL6B 2494451 870312 3,15 EASMTPAR 1812108 1570785 3,15 EASMTRP2 2007560 4063717 3,15 EASMTRP3 N/A 6327620 3,15 EASMTRPT 12892901 13070799 3,12,15 EASMTUTL 6245891 6905058 3,14,15 Installation Instructions: ========================== This patch can be loaded with users on the system; however, it should be installed during non-peak hours to minimize disruption to scheduling users. Installation will take less than 5 minutes. 1. Use the INSTALL/CHECK MESSAGE option on the PackMan menu. [Note: TEXT PRINT/DISPLAY option in the PackMan menu will display the patch text only.] 2. Review your mapped set. If any of the routines listed in the Routine Summary section of this guide are mapped, they should be removed from the mapped set at this time. 3. Check for the following scheduled tasks: EAS MT LETTERS BG PRINT EAS MT LETTERS BG SEARCH If these tasks are scheduled, unschedule them before installing this patch. 4. From the Kernel Installation and Distribution System Menu, select the Installation menu. 5. From this menu, you may elect to use the following options (when prompted for INSTALL NAME, enter EAS*1.0*15): a) Backup a Transport Global - this option will create a backup message of any routines exported with the patch. It will NOT backup any other changes such as DDs or templates. b) Compare Transport Global to Current System - this option will allow you to view all changes that will be made when the patch is installed. It compares all components of the 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. d) Print Transport Global - this option will allow you to view the components of the KIDS build. 6. Use the Install Package(s) option and select the package EAS*1.0*15. 7. When prompted 'Want KIDS to Rebuild Menu Trees Upon Completion of Install? YES//', respond NO. 8. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//', respond NO. 9. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//', respond NO. 10. If routines were unmapped as part of Step 2, they should be returned to the mapped set once the installation has run to completion. 11. If the following tasks were unscheduled, reschedule them now. EAS MT LETTERS BG PRINT EAS MT LETTERS BG SEARCH Routine Information: ==================== Routine Name: - EASMTCHK Routine Checksum: Routine Name: - EASMTL6 Routine Checksum: Routine Name: - EASMTL6A Routine Checksum: Routine Name: - EASMTL6B Routine Checksum: Routine Name: - EASMTPAR Routine Checksum: Routine Name: - EASMTRP2 Routine Checksum: Routine Name: - EASMTRP3 Routine Checksum: Routine Name: - EASMTUTL Routine Checksum: Routine Name: - EASMTRPT Routine Checksum: Routine Name: - EASMTL10 Routine Checksum: ============================================================================= User Information: Entered By : KOPECKY,STEPHEN C Date Entered : JUN 03, 2002 Completed By: HUA,PATRICK Date Completed: OCT 15, 2002 Released By : NELSON,VICKI M Date Released : OCT 15, 2002 ============================================================================= Packman Mail Message: ===================== $END TXT