============================================================================= Run Date: SEP 24, 2003 Designation: EC*2*47 Package : EC - EVENT CAPTURE Priority: Mandatory Version : 2 SEQ #46 Status: Released Compliance Date: OCT 15, 2003 ============================================================================= Associated patches: (v)EC*2*33 <<= must be installed BEFORE `EC*2*47' (v)EC*2*42 <<= must be installed BEFORE `EC*2*47' (v)ICPT*6*14 <<= must be installed BEFORE `EC*2*47' (v)EC*2*46 <<= must be installed BEFORE `EC*2*47' (v)ICD*18*6 <<= must be installed BEFORE `EC*2*47' Subject: ECS CODE SET VERSIONING Category: - Routine - Data Dictionary - Enhancement (Mandatory) - Informational Description: ============ ************************************************************************* * * * This patch which is part of the CSV Project must be installed at * * all sites by September 30, 2003 * * * * Please review the Installation heading of this patch * * for Installation Guide retrieval Information * ************************************************************************* This patch supports Code Set Versioning, mandated under the Health Information Portability and Accountability Act (HIPAA). It contains routines, data, and data dictionary changes to recognize code sets for the Current Procedural Terminology (CPT) and Health Care Financing Administration (HCFA) Common Procedure Coding System (HCPCS). When implemented, applications will be able to retrieve appropriate CPT and HCPCS codes based upon a date that a clinical event occurred. This patch is contained in the MULTIPLE BUILD DISTRIBUTION: CSV MS 1.0 Installing the CSV MS 1.0 build provides all of the updates listed below. Sites will use the Multi-Build Distribution to ensure the proper order of installation for the VISTA Packages in the Management Systems Product Line. ************************************************************************** ************************************************************************** I. BACKGROUND The Director of Information Assurance, requested modifications to the VHA Information Systems and Technology Architecture (VISTA) Patient Information Management System (PIMS) package to allow the use of multiple versions of code sets employed in financial transactions. The Health Insurance Portability and Accessibility Act (HIPAA) stipulates that diagnostic and procedure codes used for billing purposes must be the codes that were applicable at the time the service was provided. This initiative is commonly referred to as the Code Set Versioning (CSV) project. For this project, four code sets required by HIPAA legislation are date sensitive and needed modification. These include: o *International Classification of Diseases-9-Clinical Modifications (ICD-9-CM), o Diagnostic Related Group (DRG) Codes, which is part of the ICD-9 code set, o Clinical Procedure Terminology-4 (CPT-4), and o Healthcare Common Procedural Coding System (HCPCS) Level II Codes. This patch addresses the changes done within the Event Capture package in compliance with the CSV project. Modifications were done within the Event Capture application to assure the validity of CPT codes, CPT modifiers, and ICD diagnosis for a given event date by utilizing standard CPT and ICD APIs. II. TECHNICAL o All existing routines using the CPT APIs were modified to use the API along with the Event Capture Procedure Date where applicable. o Routines accessing the CPT and CPT modifier globals directly or through Fileman calls were changed to use the CPT APIs along with the Event Capture Procedure Date where applicable. o Routines accessing the diagnosis global directly or through Fileman calls were changed to use the new ICD APIs along with the Event Capture Procedure Date where applicable. o The EC NATIONAL PATIENT file (#721), PRIMARY ICD-9 CODE field (#20) was modified to use the ICD API for its field screening. o The EC NATIONAL PATIENT file (#721.038), SECONDARY ICD-9 CODE field (#.01) was modified to use the ICD API for its field screening. o The EC NATIONAL PROCEDURE file (#725), CPT field (#4) was modified to use the CPT API for its field screening. o Routines ECPROV4 and ECPROV5 logic were incorporated into ECPROV3. These routines will be deleted at sites by this patch. o DBIA1995-A, DBIA1995-B and DBIA3990 grant ECS the uses of the APIs. III. FUNCTIONAL Users will see no noticeable differences in the screen prompts but rather in the display of CPT procedure codes, modifiers and diagnosis codes. These codes will now be displayed based on the patient procedure date and the active/inactive status of the respective code. The following options are affected by the CSV functionality. Event Capture Roll-n-scroll --------------------------- Event Capture Data Entry [ECENTER] ... Enter/Edit Patient Procedures [ECPAT] Batch Enter Data by Patient [ECBATCH] Data Entry (Batch) by Procedure [ECBATCH PROC] Multiple Dates/Multiple Procedures Data Entry [ECMULT PROC] Event Capture Reports [ECREPS] ... Patient Summary - Event Capture [ECPAT SUM] DSS Unit Workload Summary [ECRDSSU] Provider Summary Report [ECPROV] Ordering Section Summary Report [EC OS SUM] Provider (1-3) Summary Report [EC PRO SUM] PCE Data Summary [EC PCE REPORT] Procedure Reason Report [ECRPRSN] Event Capture Management Menu [ECMGR] ... Local Procedure (Enter/Edit) [ECDSS PROCEDURE] Event Code Screens (Create) [ECSCREEN] Management Reports ... Print Category and Procedure Summary [ECCP] Event Capture GUI ----------------- Data Entry [Enter Patient and Procedure Data] ... Data Entry by Patient [Enter/Edit Patient Procedure(s)] Data Entry by Procedure [Batch (Same Procedure, Multiple Patients)] Spreadsheet [Enter Data via the Event Capture Spreadsheet] Reports [Preview and Print Selected Reports] ... Patient Summary Report DSS Unit Workload Report Provider Summary Report Ordering Section Summary Report Provider (1-3) Summary Report PCE Data Summary Report Procedure Reason Report Print Category and Procedure Summary (Report) Management Menu [Perform Event Capture Management Functions] ... Procedure [Add or Update Local Procedures] Event Code Screens [Add or Update Event Code Screens] Example ------- o 'Enter/Edit Patient Procedures' option with procedure date of 4/10/03 - shows list with only procedures (CPT codes) active as of this date Patient: REALLY,NEW Procedure Date: Apr 10, 2003@16:48 Location: ALBANY Service: MEDICINE Section: REHABILITATION MEDICINE DSS Unit: ASSOC_CLIN Category: None Available Procedures within ASSOC_CLIN: National Procedure Name Synonym Number 1. Renal angio, cardiac cath RENAL CATH G0275 2. INJECTION INTO SKIN LESIONS NOT DEFINED 11900 3. REPAIR SUPERFICIAL WOUND(S) WOUND 12001 4. HH COLLATERAL VISIT NOT DEFINED HH009 5. HEARING AID, PROGR, BIN, CIC NOT DEFINED SP401 Select by number, CPT or national code, procedure name, or synonym. Synonym must be preceded by the & character (example: &TESTSYN). ** Modifier(s) can be appended to a CPT code (ex: CPT code-mod1,mod2,mod3) ** Enter Procedure: o 'Enter/Edit Patient Procedures' option with procedure date of 6/1/94 - shows list with only procedures (CPT codes) active as of this date Patient: REALLY,NEW Procedure Date: Jun 01, 1994@08:00 Location: ALBANY Service: MEDICINE Section: REHABILITATION MEDICINE DSS Unit: ASSOC_CLIN Category: None Available Procedures within ASSOC_CLIN: National Procedure Name Synonym Number 1. INJECTION INTO SKIN LESIONS NOT DEFINED 11900 2. REPAIR SUPERFICIAL WOUND(S) WOUND 12001 3. HH COLLATERAL VISIT NOT DEFINED HH009 Select by number, CPT or national code, procedure name, or synonym. Synonym must be preceded by the & character (example: &TESTSYN). ** Modifier(s) can be appended to a CPT code (ex: CPT code-mod1,mod2,mod3) ** Enter Procedure: MISCCELLANEOUS FIX ------------------ While testing the EC GUI reports for the CSV project, it was discovered that previewing a report on occasions would produce no results. This was being caused as a result of the open device being closed prematurely. This problem was corrected in this patch. CLIENT FILES ============ The following Client PC software is exported as part of this patch and MUST be installed with the patch. File Name Contents Retrieval Format --------- -------- ---------------- EC2_0P47.EXE EC GUI Executable BINARY The EC GUI executable 'ec2_0p47.exe' for patch EC*2.0*47 can be found at the following locations. Albany 10.1.19.5 anonymous.software Hines 10.3.29.201 anonymous.software Salt Lake City 10.5.21.65 anonymous.software or Albany ftp.fo-albany.med.va.gov Hines ftp.fo-hines.med.va.gov Salt Lake City ftp.fo-slc.med.va.gov 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: ;;2.0; EVENT CAPTURE ;**[patch list]**;8 May 96 CHECK^XTSUMBLD results Routine name Before Patch After Patch Patch List ============ ============ =========== ========== ECBEN2A 18087046 18088778 1,4,5,13,18,33,47 ECBEN2U 13806769 13837760 4,5,7,10,17,18,23,42,47 ECBEP1B 18441223 18442955 1,4,5,10,13,17,18,42,47 ECED1 17962692 17926204 4,5,8,10,18,23,41,47 ECED2 9667966 9592017 1,4,5,13,18,47 ECED3 21065130 21066862 1,4,5,7,10,13,18,23,29, 32,47 ECEDU 8982527 8969200 10,18,23,47 ECEFPAT 11159113 11408511 25,32,39,42,47 ECHECK1 6083915 6480238 4,33,47 ECMFECS 6157088 6274035 25,33,47 ECMLMN 10148777 10281031 5,10,15,13,17,18,23,42,47 ECMLMP 15052872 15076098 5,18,47 ECMUTL 11541289 11579563 5,10,18,33,47 ECOSSUM 14523205 14640507 5,8,18,47 ECPAT 13702663 13815216 5,18,47 ECPCER 11537484 11862744 4,18,23,47 ECPROV2 3003085 2887108 5,47 ECPROV3 12717448 10930978 5,8,18,29,47 ECPRSUM1 11292743 11305569 5,18,33,47 ECRDSSU 11677772 11564988 5,8,10,14,18,47 ECRPCLS 12042543 12067686 5,47 ECRPRSN 16558699 16701682 5,18,47 ECRRPC 3553431 3594043 25,47 ECSCRN 14347485 14415344 4,5,33,47 ECSUM 5711029 5710677 4,19,33,47 ECSUM1 5164042 5028915 4,19,23,33,47 ECUERPC 7053566 7118051 25,32,33,46,47 ECUERPC1 8542504 8693700 25,33,42,46,47 ECUMRPC2 5513820 5513220 25,30,42,46,47 ECUTL 5283736 5272663 10,18,47 ECUTL2 8323021 8563647 23,33,47 ECV3RPC 5368834 5958943 25,47 ECV5RPC 3115696 3240796 25,30,36,47 SOFTWARE AND DOCUMENTATION RETRIEVAL ==================================== The software for this patch is being distributed in host file CSV_MS_1_0.KID. The host file will contain nine KIDS builds. The builds contained in the CSV MS 1.0 multi-package distribution are: Package Build(s) ------- -------- AICS IBD*3.0*51 Ambulatory Care DG*5.3*511 SD*5.3*295 DRG Grouper ICD*18.0*7 Event Capture EC*2.0*47 Fee Basis FB*3.5*55 Integrated Billing IB*2.0*210 PCE PX*1.0*121 Registration (PTF) DG*5.3*510 Host file name: CSV_MS_1_0.KID 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 executable will be available: File Name: Description: --------- ----------- EC2_0P47.EXE Event Capture GUI The following documentation will be available: File Name: Description: --------- ----------- *Note: Use ASCII mode when transferring the .KID file. Use Binary Mode when transferring .EXE and .PDF files. The .PDF files can be read on a PC using the Adobe Acrobat Reader program. The VistA Documentation Library (VDL) contains all end-user manuals. INSTALLATION ============ Please refer to the Health Insurance Portability and Accountability Act (HIPAA) Code Set Versioning (CSV) Installation Guide for details of the installation procedure for this patch. The HIPAA CSV Installation Guide can be found in the following [ANONYMOUS.SOFTWARE] directories: Preferred Address ------------------------- First available FTP server download.vista.med.va.gov Specific Field Office FTP Address --------------------- ------------------------ Albany ftp.fo-albany.med.va.gov Hines ftp.fo-hines.med.va.gov Salt Lake City ftp.fo-slc.med.va.gov File Name Description Format FTP Protocol -------------- ------------- ------- ------------ CSV_1_0_IG.DOC Install Guide MS Word Binary Routine Information: ==================== Routine Name: - ECBEN2A Routine Checksum: Routine Name: - ECBEN2U Routine Checksum: Routine Name: - ECBEP1B Routine Checksum: Routine Name: - ECED1 Routine Checksum: Routine Name: - ECED2 Routine Checksum: Routine Name: - ECED3 Routine Checksum: Routine Name: - ECEDU Routine Checksum: Routine Name: - ECEFPAT Routine Checksum: Routine Name: - ECHECK1 Routine Checksum: Routine Name: - ECMFECS Routine Checksum: Routine Name: - ECMLMN Routine Checksum: Routine Name: - ECMUTL Routine Checksum: Routine Name: - ECOSSUM Routine Checksum: Routine Name: - ECPAT Routine Checksum: Routine Name: - ECPCER Routine Checksum: Routine Name: - ECPROV2 Routine Checksum: Routine Name: - ECPROV3 Routine Checksum: Routine Name: - ECPRSUM1 Routine Checksum: Routine Name: - ECRDSSU Routine Checksum: Routine Name: - ECRPCLS Routine Checksum: Routine Name: - ECRPRSN Routine Checksum: Routine Name: - ECRRPC Routine Checksum: Routine Name: - ECSCRN Routine Checksum: Routine Name: - ECSUM Routine Checksum: Routine Name: - ECSUM1 Routine Checksum: Routine Name: - ECUERPC Routine Checksum: Routine Name: - ECUERPC1 Routine Checksum: Routine Name: - ECUMRPC2 Routine Checksum: Routine Name: - ECUTL Routine Checksum: Routine Name: - ECUTL2 Routine Checksum: Routine Name: - ECV3RPC Routine Checksum: Routine Name: - ECV5RPC Routine Checksum: Routine Name: - ECMLMP Routine Checksum: ============================================================================= User Information: Entered By : MORRISON,JENNIFER Date Entered : FEB 27, 2003 Completed By: LAVERTY,TIM Date Completed: SEP 24, 2003 Released By : STRICKLAND,JOAN C Date Released : SEP 24, 2003 ============================================================================= Packman Mail Message: ===================== No routines included