$TXT Created by THOMAS,MARY JANE at TRN.LITTLE-ROCK.VA.GOV (KIDS) on THURSDAY, 04/23/98 at 10:33 ============================================================================= Run Date: MAY 05, 1998 Designation: HBH*1*10 Package : HBH - HOSPITAL BASED HOME CARE Priority: Mandatory Version : 1 SEQ #10 Status: Released ============================================================================= Subject: AIT Toolkit Modifications Category: - Routine - Data Dictionary Description: ============ Associated Patches: (v)SD*5.3*131 <<= must be installed BEFORE `HBH*1*10' ================== (v)HBH*1*2 <<= must be installed BEFORE `HBH*1*10' (v)HBH*1*3 <<= must be installed BEFORE `HBH*1*10' (v)HBH*1*4 <<= must be installed BEFORE `HBH*1*10' (v)HBH*1*5 <<= must be installed BEFORE `HBH*1*10' (v)HBH*1*6 <<= must be installed BEFORE `HBH*1*10' (v)HBH*1*8 <<= must be installed BEFORE `HBH*1*10' (v)HBH*1*9 <<= must be installed BEFORE `HBH*1*10' Associated NOISs: Test Sites: ================ ========== BRX-0298-10318 Little Rock AR (alpha) SFC-1297-60451 Albuquerque NM (beta) Baltimore MD (beta) Brooklyn NY (beta) Buffalo NY (beta) Seattle WA (beta) Tampa FL (beta) Description: =========== 1) Direct outpatient encounter information file reads changed to utilize AIT (Ambulatory Care Reporting Project Interface Toolkit) calls Solution/Routine(s) changed: HBHCAPP1, HBHCAPPT, HBHCCAN, HBHCFILE, HBHCRP1A, HBHCRP1B The AIT functionality will access outpatient encounter data regardless of the option used to enter it originally. This means that HBHC can now obtain the data even if it was entered using some other method besides Appointment Management [HBHC APPOINTMENT] (e.g. Progress Notes entered using Text Integration Utility (TIU)). (NOIS: SFC-1297-60451, TIU impact on HBHC software.) The only known exceptions to this are neither the Event Capture nor the TIU software creates an outpatient encounter entry if the patient is an inpatient. Since HBHC wants to track inpatient workload, be aware that an appointment should be made for HBHC counting purposes. (HBHC software obtains encounters that are flagged as inpatient, even though PCE (Patient Care Encounter) omits these from their workload.) If other options besides Appointment Management are used for data entry, then there may be instances where Appointment Management cannot 'see' the record that contains an error. Data from other options should be visable utilizing the Appointment Management Report [SDAM RPT MANAGEMENT] option. This report lists all encounters with action required. Also remember that if other options are used for data entry, the same option must be used to resolve any errors found. Utilizing AIT changes HBHC software from processing only HBHC clinic appointments for a parameter-controlled date range to processing thru all outpatient encounters (file 409.68) for a date range, checking to see if the encounter involves an HBHC clinic. A new auto-queued file update option has been added to accommodate this additional processing overhead. This option performs the HBHC Visit (#632) file update processing that also exists as part of the Build/Verify Transmission File [HBHCFILE] option. The update processing includes both additions & cancellations for any encounters within the previous 7 days. If an appointment is cancelled after being 'filed' in the HBHC Transmit file (#634), the processing will also remove the record from the Transmit file. As has been true in the past, once a visit record is transmitted to Austin, there is no method in place for deletion/cancellation of that encounter at Austin. The [HBHC AUTO-QUEUED FILE UPDATE] option should be scheduled to run daily at shortly after midnight. If any errors are found during the auto-queued visit file update, members of the HBH mail group will receive a mail message such as follows: ==== Subj: MAR 25,1998 HBHC File Update [#10383533] 25 Mar 98 09:24 1 Line From: HBHC File Update Mail Group in 'PATCH 10, HBHC' basket. Page 1 --------------------------------------------------------------------------- Please run Form Errors Report option for HBHC errors to correct. ==== If no errors are found, no message is generated. (Folks that receive the transmission confirmation messages from Austin are members of the HBH mail group.) Note the From: HBHC File Update Mail Group in the message header. There is no such mail group. This was simply a method to identify the message origination. The Visit Error file (#634.2) is deleted & rebuilt as part of the scheduled auto-queued job. When the Form Errors Report [HBHCRP1] is run, it will contain all existing visit file errors, including those from previous dates that have not been corrected. Thus the user may receive 3 mail messages over a week-end (Saturday, Sunday, & Monday) stating errors were found, but the Form Errors Report generated will contain all visit errors to correct. The Build/Verify Transmission File [HBHCFILE] option functionality has not changed. The user should set the 'Number of Visit Days to Scan' system parameter to a large enough number to scan the entire date range to be included in the transmit batch (normally 35-40, depending on what day of the month it is being run). The user should set the parameter to 365 one time after this patch is installed to gather any encounters that may not have been input via Appointment Management, or may have been missed due to the parameter date range being too small sometime in the past. The 'Build' option has been changed to a queued job so as not to disrupt the user for a potentially lengthy processing time. The Task Number is now displayed following the 'Transmission request has been queued.' message. The user who queued the option will receive a mail message when the job is complete. The user will receive a 'Please run Form Errors Report option for HBHC errors to correct.' message if any errors are found. The following is a sample of the message content if no errors are found: ==== Subj: MAR 25,1998 HBHC Build Transmit File [#10386369] 25 Mar 98 12:55 9 Lines From: HBHC Build Transmit File Mail Group in 'PATCH 10, HBHC' basket. Page 1 --------------------------------------------------------------------------- MAR 25,1998 HBHC Build Transmit File is complete with no errors found. Number of Visit Days to Scan system parameter: 365 Date range: SEP 30,1997 thru MAR 25,1998 Start time: 14:54:30 End time: 15:23:49 Elapsed minutes: 29 ***** Reminder: Please run Transmit File to Austin option. ***** ==== Note the From: HBHC Build Transmit File Mail Group in the message header. Again there is no such mail group. This was simply a method to identify the message origination. The date range processed will only go back to 9/30/97 regardless of how large the Number of Visit Days to Scan parameter is set. Date range will start with 10/1/97 during processing. This is to ensure that only fiscal year 1998 (FY98) data is processed. (FY97 data did not include inpatient appointments, while FY98 does.) The start time, end time, & elapsed minutes information allows the user some idea of how much time will be needed for processing future Austin transmissions. 2) Visit error processing sequence was rearranged to better define actual error found by options: - Auto-queue HBHC File Update [HBHC AUTO-QUEUED FILE UPDATE] - Build/Verify Transmission File [HBHCFILE] Solution/Routine(s) changed: HBHCAPPT 3) Omit cancelled appointments in report options: QA Indicator Report [HBHCRP13] Unique Patients by Date Range Summary Report [HBHCRP20] Solution/Routine(s) changed: HBHCRP13, HBHCRP20 4) Display Task Number with 'Transmission request has been queued' message in Transmit File to Austin [HBHCXMT] option, added check to ensure Transmission not initiated while File Update in progress Solution/Routine(s) changed: HBHCXMT 5) PROMPT2+4^HBHCR15B null subscript error if Transmit Report Printer (field 6) not defined in ^HBHC(631.9, System Parameter file, when using Print Transmit History Report [HBHCR15A] option, NOIS: BRX-0298-10318 Solution/Routine(s) changed: HBHCR15B 6) Added 'Run Edit Form Errors Data option when corrections are complete.' to 'use appointment management' reminder message in Form Errors Report [HBHCRP1] option. This reminder message will be printed only when visit errors exist. Seconds were removed from visit time for formatting purposes. Solution/Routine(s) changed: HBHCRP1A, HBHCUTL3 7) 'build' reminder message was removed from Edit Form Errors Data [HBHCUPD] option Solution/Routine(s) changed: HBHCUPD 8) HBHCADDT variable obtains information from historic Evaluation Date field (#1, file 631) if Date (#17, file 631) is blank Solution/Routine(s) changed: HBHCXMD 9) Date range validated ensuring month of data to be procressed (which established ending date of date range) follows beginning date created by Number of Visit Days to Scan system parameter in Build/Verify Transmission File [HBHCFILE] option Solution/Routine(s) changed: HBHCFILE 10) New option: Auto-queue HBHC File Update [HBHC AUTO-QUEUED FILE UPDATE]. This option should be scheduled to run daily at shortly after midnight. This option runs against the outpatient encounter file (409.68) for the previous 7 days. Solution/Routine(s) changed: HBHCAPP1, HBHCAPPT routines, [HBHC AUTO-QUEUED FILE UPDATE] option added 11) New field: File Update in Progress Flag, field 7, file 631.9, used to determine if file update processing is currently in progress by options: - Auto-queue HBHC File Update [HBHC AUTO-QUEUED FILE UPDATE] - Build/Verify Transmission File [HBHCFILE] - Form Errors Report [HBHCRP1] - Transmit File to Austin [HBHCXMT] Solution/Routine(s) changed: field 7, file 631.9 added Routine Summary: ================ The second line of 14 routines included in this patch now look like: ;;1.0;;HOSPITAL BASED HOME CARE;**[patch list]**;NOV 01, 1993 CHECK^XTSUMBLD Results Routine name Before Patch After Patch Patch List ------------ ------------ ----------- ---------- HBHCAPP1 2060567 4555619 6,8,10 HBHCAPPT 15032425 13304525 6,8,10 HBHCCAN 3693390 3598308 6,10 HBHCEN10 n/a 936987 10 HBHCFILE 14618238 21375005 2,5,6,8,9,10 HBHCR15B 16486522 16591833 6,8,9,10 HBHCRP13 6231514 6337444 6,10 HBHCRP1A 11320221 11168313 6,8,10 HBHCRP1B 12058969 12279617 6,8,10 HBHCRP20 8340357 8583040 8,10 HBHCUPD 11752918 10033528 2,6,8,10 HBHCUTL3 10424819 11121865 6,8,10 HBHCXMD 14860405 15874907 4,6,9,10 HBHCXMT 12796085 13219867 2,3,6,8,10 IRM Information: =============== HBHC Variables Added with HBH*1*10 Variable Represents --------------------------------------------- HBHCDXL diagnosis list array HBHCCPTL CPT code list array HBHCPRVL provider list array HBHCCKDT check date HBHCCPTP no longer used Patch Installation: ================== Install name will be: HBH*1.0*10 Only HBPC (Hospital Based Primary Care, formerly HBHC Hospital Based Home Care) users need to be off the system. No options need to be placed out of service. The patch is distributed in KIDS format in a PackMan message. Patch installation time should be minimal. 1. Use the "INSTALL/CHECK MESSAGE" menu option on the PackMan menu. This option will load the KIDS distribution in this message onto your system. 2. From the "KIDS Installation" menu, select the option "Verify Checksums in Transport Global" and verify that all routines have the correct checksum. (See routine checksum listing under Routine Summary section) 3. From the "KIDS Installation" menu, select the option "Backup a Transport Global" 4. From the "KIDS Installation" menu, select the option "Install Package(s)". Select the package "HBH*1.0*10" and proceed with install. Answer 'No' to following prompt: Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES// NO Appropriate action should be taken to update all mapped routine sets and to update all appropriate UCIs. Routine HBHCEN10 may be deleted after patch installation. Post-Installation: ================= IRM must schedule the [HBHC AUTO-QUEUED FILE UPDATE] option as follows: Systems Manager Menu ... [EVE] Taskman Management ... [XUTM MGR] Schedule/Unschedule Options [XUTM SCHEDULE] Select OPTION to schedule or reschedule: HBHC AUTO-QUEUED FILE UPDATE Edit Option Schedule Option Name: HBHC AUTO-QUEUED FILE UPDATE Menu Text: Auto-queue HBHC File Update TASK ID: nnn ________________________________________________________________________ QUEUED TO RUN AT WHAT TIME: T+1@00:05 DEVICE FOR QUEUED JOB OUTPUT: QUEUED TO RUN ON VOLUME SET: RESCHEDULING FREQUENCY: 1D TASK PARAMETERS: SPECIAL QUEUEING: Routine Information: ==================== Routine Name: - HBHCAPP1 Routine Checksum: Routine Name: - HBHCAPPT Routine Checksum: Routine Name: - HBHCCAN Routine Checksum: Routine Name: - HBHCFILE Routine Checksum: Routine Name: - HBHCR15B Routine Checksum: Routine Name: - HBHCRP13 Routine Checksum: Routine Name: - HBHCRP1A Routine Checksum: Routine Name: - HBHCRP1B Routine Checksum: Routine Name: - HBHCRP20 Routine Checksum: Routine Name: - HBHCXMT Routine Checksum: Routine Name: - HBHCEN10 Routine Checksum: Routine Name: - HBHCUPD Routine Checksum: Routine Name: - HBHCXMD Routine Checksum: Routine Name: - HBHCUTL3 Routine Checksum: ============================================================================= User Information: Entered By : THOMAS,MARY JANE Date Entered : MAR 06, 1998 Completed By: AGUILERA,TONY Date Completed: APR 24, 1998 Released By : MCGILL,WILLIAM E Date Released : MAY 05, 1998 ============================================================================= Packman Mail Message: ===================== $END TXT