============================================================================= Run Date: APR 18, 2002 Designation: EAS*1*3 Package : EAS - ENROLLMENT APPLICATION Priority: Mandatory Version : 1 SEQ #8 Status: Released ============================================================================= Associated patches: (c)SD*5.3*250 install with patch `EAS*1*3' (c)DG*5.3*411 install with patch `EAS*1*3' (c)PX*1*113 install with patch `EAS*1*3' (v)XU*8*134 <<= must be installed BEFORE `EAS*1*3' Subject: MEANS TEST BLOCKING AND REPORTING Category: - Routine - Data Dictionary - Other - Informational Description: ============ This patch is in response to Item #22 in the Rossio Report. In the area of Means Test (MT) Deficiencies, Item #22 required that the Veterans Health Administration (VHA) identify best practices for means testing and acquiring veterans' signatures at the local level and explore the promulgation of these best practices throughout the system. In response to the Report, the Enrollment Task Force requested implementation on a national basis of local sites' initiatives developed to manage scheduling activities for veterans who require the completion of a means test. This patch will provide a national patch release to the Enrollment Application Systems (EAS) software of locally implemented software that has been converted from Class III to Class I. Note: This patch, EAS*1.0*3, along with patches DG*5.3*411, SD*5.3*250 and PX*1*113 are being released in a single KIDS software distribution. This patch contains the informational portion of EAS*1.0*3 and provides instructions on how to acquire, install, and implement the patch. This patch introduces the following functionality: 1. Veterans who require a Means Test will not be permitted to schedule future appointments until their Means Test status is updated. When an attempt is made to enter an appointment for a veteran in this status, an alert will display and the appointment action will be cancelled. This will only apply to REGULAR appointment types. Other appointment types are not impacted. 2. Existing REGULAR and RESEARCH appointments will be blocked from being either Checked-In or Out until the veteran updates his Means Test status. 3. MT Blocking of appointments will not impact the checking-out of unscheduled Walk-in appointments. Scheduled appointments where the patient requires a means test update will be blocked from being Checked-out for REGULAR and RESEARCH appointment types (See 2 above). 4. Users with the override key may bypass the appointment blocking and schedule future appointments. 5. In addition to the appointment blocking, functionality released with this patch will provide for the auto-generation of Means Test notification letters to veterans at 60 days prior to the veterans MT Anniversary date. A follow-up letter will be generated at 30 days if the veteran has not updated their means test information by then. If the veteran has not responded by their MT anniversary date, a final letter is generated informing the veteran of the follow-up action which will be pursued by the VA. The facility will also have the option of generating a Report of Contact for follow-up contact with the veteran. A User and Technical manual is being released with patch. For more detailed information, see the appropriate documents listed in the Documentation section below. New Files: ---------- EAS MT PARAMETERS File, #713, this file contains the site-specific parameters, which are used by the Enrollment Application System. EAS MT PATIENT STATUS File, #713.1, this file contains the patient list for which the automated means test letters have been generated. EAS MT LETTERS STATUS File, #713.2, this file contains the patients Means Test anniversary date and 60/30/0 letter threshold dates. EAS MT LETTERS File, #713.3, this file contains the EAS Means Test letters that will be sent out. The initial section of the letter may not be modified locally. Facilities may enter facility specific information in the FINAL SECTION. New Options: ------------ Automated Means Test Letter Menu [EAS MT AUTO LETTERS MENU] - This is the Main menu for the automated mean test letters functionality Search For MT Anniversary Dates [EAS MT LETTERS SEARCH] - Interactive search for 60-day means test threshold dates. Veteran MT Return Edit [EAS MT RETURNED] - Updates the letter status file that a veteran has returned their MT information. Letters Print Menu [EAS MT PRINT MENU] - Letter's print menu Sixty Day Letters Print [EAS MT 60 DAY LETTER PRINT] - Print all pending 60-day threshold letters. Thirty Day Letters Print [EAS MT 30 DAY LETTER PRINT] - Print all pending 30-day threshold letters. Zero Day Letters Print [EAS MT 0 DAY LETTER PRINT] - Prints all pending 0-day threshold letters Reprint Letters by Processing Date [EAS MT REPRINT LETTERS] - Reprint means test letters or forms for a date range Reprint Single Letter [EAS MT REPRINT SINGLE LETTER] - Reprints a single letter for a user inputted veteran/processing date. Print Report of Contact [EAS MT REPORT OF CONTACT] - Prints a report of contact form that can be used as an aide in contacting patients for means test updates. Report Menu [EAS MT REPORT MENU] - Report menu for EAS MT auto-letters Count of pending letters to be printed [EAS MT PENDING LETTERS] Displays a list letters that have not printed yet and the date they are scheduled to print on. Means Test Letters Statistic Report [EAS MT STATISTICS SUMMARY] - Lists count summaries of unreturned means tests grouped by letter type. Automated MT Letters Summary Report [EAS MT SUMMARY REPORT] - A statistical report for a given processing date range. Unreturned Letter Statistic Report [EAS MT UNRETURNED LETTERS] - Count of letters printed but not returned by threshold summary report. Means Test Expiration Report [EAS MT EXPIRATIONS] - Expiration report of means tests for selected anniversary date range. Setup EAS MT Parameter Menu [EAS MT SETUP MENU] - Setup menu for various EAS MT parameters. Locked by EAS MTSUPV Prohibit MT Letters Add/Edit [EAS MT PROHIBIT EDIT] - Add/Edit the Prohibit Patient flag. This flag will prevent the auto Means Test letters from being generated for specified patients. EAS MT Parameter Entry/Edit [EAS MT PARAMETERS] - Add/Edit the automated Means Test Letters parameters file, #713 Clear Letter Search In-Use flag [EAS MT CLEAR IN USE FLAG] - Calls the lock utility to clear the EAS MT Parameters In-use flag for the means test threshold search if left in the in-use position by a task error. Edit Final Section of Letters [EAS MT LETTERS EDIT] - Allows sites to enter facility specific information and signature blocks to the Auto MT Letters. This field is Facility/Division specific. Daily Means Test Expiration Report [EAS MT EXPIRATION BG PRINT] - Tasked option for background printing of daily MT expiration of anniversary dates. Background print job for EAS MT Letters [EAS MT LETTERS BG PRINT] - Background job that can be scheduled to print all auto-generated Means Test Background Search for MT Anniversary Dates [EAS MT LETTERS BG SEARCH] - Background job that can be scheduled to search for 60-day means test threshold dates. New Mail Group: --------------- EAS MTLETTERS - This mail group is primarily for the Auto-Letters functionality. Any message action or alert action will be sent to the members of this mail group. This mail group allows self-enrollment. New Bulletin: ------------- EAS MTCOMPLETION - For a Means Test completion, shows veteran's name, Last Four, User completing, and date completed. Bulletin is sent to the EAS MTLETTERS mail group. Bulletin can be turned on/off through EAS MT Parameter Entry/Edit New Keys: --------- EAS MTOVERRIDE - This key will allow the user to over-ride the MT Blocking action during entering a future appointment. This key does not apply to Check-In/Out EAS MTSUPV - This key is required to access the Setup EAS MT Blocking parameters [EAS MT SETUP MENU] Menu for setup of the Auto-Letters parameters. Test Sites: =========== LEXINGTON, KY -VAMC SIOUX FALLS, SD -VAMC BRONX, NY -VAMC HEARTLAND-EAST, ST. LOUIS VAMC NORTHERN CALIFORNIA HCS 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 N/A 4750265 3 EASMTL1 N/A 7113958 3 EASMTL10 N/A 7319092 3 EASMTL2 N/A 4752261 3 EASMTL6 N/A 9156246 3 EASMTL6A N/A 5560639 3 EASMTL6B N/A 2494451 3 EASMTL8 N/A 5784758 3 EASMTPAR N/A 1812108 3 EASMTRP1 N/A 6480721 3 EASMTRP2 N/A 2007560 3 EASMTRPT N/A 12856390 3 EASMTUTL N/A 6116353 3 Software and Documentation Retrieval: ===================================== The software for this patch is not being distributed through the National Patch Module. This patch is being distributed as a host file. The host file will contain four (4) KIDS builds. The first build is for patch EAS*1.0*3. The second build is for SD*5.3*250. The third build is for patch DG*5.3*411. The fourth build is for patch PX*1*113. Host file name: EAS_1_P3.KID Builds: EAS*1.0*3 SD*5.3*250 DG*5.3*411 PX*1*113 Sites may retrieve the software and 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 The following files will be available: File Name Documentation Component ----------- ----------------------- EAS_1_P3.KID Host file containing the KIDS software distribution EAS_1_P3_UM.PDF Local Signed MT Application User Manual EAS_1_P3_TM.PDF Local Signed MT Application Technical Manual Note: Use ASCII mode when transferring the .KID file. Use Binary mode when transferring the .PDF files. The .PDF files can be read on a PC using Adobe Acrobat Reader program. Installation Instructions: ========================== ** NOTE ** Before installing this patch, if you have installed the class III software for appointment blocking, AJJ3* namespace, please ensure the following routines have been returned to a class I standard: Checksums: DG10 value = 6376645 DGMTEO value = 4567628 DGRPD value = 19143142 SDAMWI1 value = 7639750 2nd Line: DG10 ;;5.3;Registration;**32,109,139,149,182,326**;Aug 13, 1993 DGMTEO ;;5.3;Registration;**33,45,182**;Aug 13, 1993 DGRPD ;;5.3;Registration;**109,124,121,57,161,149,286,358,436,445**;Aug 13, 1993 SDAMWI1 ;;5.3;Scheduling;**94,167,206,168**;Aug 13, 1993 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 10 minutes. 1. Download the KIDS file EAS_1_P3.KID from the ANONYMOUS.SOFTWARE directory of the Albany, Hines or Salt Lake City OIFO to the appropriate directory on your system. 2. Use the LOAD A DISTRIBUTION option on the KIDS INSTALLATION menu, and enter: EAS_1_P3.KID 3. 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. 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*3): 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*3. 7. When prompted 'Enter the Coordinator for Mail Group `EAS MTLETTERS`:' enter the name of the local enrollment coordinator, or other appropriate individual. 8. When prompted 'Want KIDS to Rebuild Menu Trees Upon Completion of Install? YES//', respond NO. 9. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//', respond NO. 10. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//', respond YES. When prompted to select the options you would like to place out of Order, enter the following: SDM Make Appointment SDI Check-in/Unsched. Visit SDMULTIBOOK Multiple Appointment Booking SDAM APPT MGT Appointment Management SDAM APPT CHECK IN/OUT Appointment Check-in/Check-out SDMULTICLINIC Multiple Clinic Display/Book SDNEXT Find Next Available Appointment DG MEANS TEST COMPLETE Complete a Required Means Test DG MEANS TEST ADD Add a New Means Test PXCE ENCOUNTER ENTRY SUPER PCE Encounter Data Entry - Supervisor PXCE ENCOUNTER ENTRY & DELETE PCE Encounter Data Entry and Delete PXCE ENCOUNTER ENTRY NO DELETE PCE Encounter Data Entry without Delete PXCE ENCOUNTER DATA ENTRY PCE Encounter Data Entry PXCE ENCOUNTER VIEWER PCE Encounter Viewer 11. If routines were unmapped as part of Step 3, they should be returned to the mapped set once the installation has run to completion. Post Installation: ================== 1. Assign the EAS MT AUTO LETTERS MENU as a secondary menu to the selected users. You may also attach it to an existing local menu. 2. Assign the EAS MTOVERRIDE and EAS MTSUPV keys to designated users. It's recommended that the EAS MTSUPV key be limited to the enrollment coordinator or other designated individual. 3. Add users to the EAS MTLETTERS mail group. This mail group will receive any status and notifications from the auto means test processing. 4. Download and distribute the User Manual and Technical Manual to users. 5. Edit the final letter section for your primary facility for each of the three letters in the EAS MT LETTERS File, #713.3, using the Edit Final Section of Letter's [EAS MT LETTERS EDIT] option. You may also enter local information into the Report of Contact form. See the User Manual for specifics on entering this section. The wording of the Initial section has been specified by the Health Administration Services Office and is not to be modified. 6. If you are allowing more than one location to print letters, you may add additional Final Letter Sections for each location if you desire, or you may decide to use the common primary facility entry. See the User Manual for specifics on entering this section. 7. Setup the parameters for your location through the EAS MT Parameter Entry/Edit option. See the User Manual for specifics on entering this section. You must specify the PRIMARY PRINT DEVICE, Field #5, if you intend to use the EAS MT LETTERS BG PRINT option as a tasked background job. 8. Schedule the following tasks if you want the Auto MT Letters to run as a tasked background job: Background print job for EAS MT Letters [EAS MT LETTERS BG PRINT], and Background Search for MT Anniversary Dates [EAS MT LETTERS BG SEARCH]. The frequency of the tasked job can be determined locally. The [EASMT LETTERS BG SEARCH] option should be scheduled to run first, followed by the [EAS MT LETTERS BG PRINT] option. The print option should be scheduled to run no earlier than 4 hours after the scheduled start time of the [EASMT LETTERS BG SEARCH] task to allow ample time for the completion of the background search and file update. You may also decide to run the background search only and run the letters interactively. Sites may determine the best combination for their set up. Suggested setups are shown below, but can be determined locally. Option Name: EAS MT LETTERS BG SEARCH Menu Text: Background search for MT Anniver ____________________________________________________ QUEUED TO RUN AT WHAT TIME: OCT 31,2001@02:00 DEVICE FOR QUEUED JOB OUTPUT: (Enter a null device from your device file) QUEUED TO RUN ON VOLUME SET: RESCHEDULING FREQUENCY: 7D TASK PARAMETERS: SPECIAL QUEUEING: Startup Persistent ______________________________________________________ Option Name: EAS MT LETTERS BG PRINT Menu Text: Background print job for EAS MT ________________________________________________ QUEUED TO RUN AT WHAT TIME: OCT 31,2001@06:30 DEVICE FOR QUEUED JOB OUTPUT: (Enter a null device from your device file) QUEUED TO RUN ON VOLUME SET: RESCHEDULING FREQUENCY: 7D TASK PARAMETERS: SPECIAL QUEUEING: Startup Persistent __________________________________________________ 9. If running the Daily Means Test Expiration Report [EAS MT EXPIRATION BG PRINT], it should be scheduled to run after Midnight for the previous day's report as this report uses the current date variable (DT) minus one to define the anniversary date for the report. When scheduling the options in the Schedule/Unschedule option, the following settings are suggested: Option Name: EAS MT EXPIRATION BG PRINT Menu Text: Daily Means Test Expiration Repo __________________________________________________ QUEUED TO RUN AT WHAT TIME OCT 31,2001@06:30 DEVICE FOR QUEUED JOB OUTPUT: (Appropriate 80 col print device) QUEUED TO RUN ON VOLUME SET: RESCHEDULING FREQUENCY: 1D TASK PARAMETERS: SPECIAL QUEUEING: STARTUP __________________________________________________ Routine Information: ==================== Routine Name: - EASMTL1 Routine Checksum: Routine Name: - EASMTL10 Routine Checksum: Routine Name: - EASMTL2 Routine Checksum: Routine Name: - EASMTL6 Routine Checksum: Routine Name: - EASMTL8 Routine Checksum: Routine Name: - EASMTRPT Routine Checksum: Routine Name: - EASMTUTL Routine Checksum: Routine Name: - EASMTRP1 Routine Checksum: Routine Name: - EASMTPAR Routine Checksum: Routine Name: - EASMTL6A Routine Checksum: Routine Name: - EASMTCHK Routine Checksum: Routine Name: - EASMTL6B Routine Checksum: Routine Name: - EASMTRP2 Routine Checksum: ============================================================================= User Information: Entered By : KOPECKY,STEPHEN C Date Entered : MAY 29, 2001 Completed By: MULLER,RICHARD Date Completed: APR 17, 2002 Released By : KOVACH,STUART Date Released : APR 18, 2002 ============================================================================= Packman Mail Message: ===================== No routines included