$TXT Created by THOMAS,MARY JANE at TRN.LITTLE-ROCK.VA.GOV (KIDS) on WEDNESDAY, 09/09/98 at 14:23 ============================================================================= Run Date: SEP 18, 1998 Designation: HBH*1*12 Package : HBH - HOSPITAL BASED HOME CARE Priority: EMERGENCY Version : 1 SEQ #11 Status: Released ============================================================================= Subject: RESOLVE AUSTIN DATA PROBLEM Category: - Routine Description: ============ 1) Visit record length in Austin transmission message was invalid when appointment time had number appended to maintain uniqueness within OUTPATIENT ENCOUNTER file (#409.68) (e.g., 2980810.131547 where 47 is appended). Post installation routine (HBHCPS12) deletes & regenerates all fiscal year 1998 visit data. Site will transmit updated data to Austin per HBPC User Information instructions (listed below). Solution/Routine(s) changed: HBHCXMV, HBHCPS12 2) Potential HBHC VISIT file (#632) cross-reference corruption due to incorrect call to ^DIK. Solution/Routine(s) changed: re-index all cross-references on HBHC VISIT file (#632), HBHCAPPT routine 3) Handle potential incorrect 3rd piece of the 0 node in HBHC VISIT file (#632) which could cause valid data node to be overwritten. Solution/Routine(s) changed: HBHCAPPT 4) Strengthen error checking process to guard against corrupt data in OUTPATIENT ENCOUNTER file (#409.68). Solution/Routine(s) changed: HBHCAPPT Associated NOISs: ================ N/A Test Sites: ========== Little Rock AR (alpha) Albuquerque NM (beta) Brooklyn NY (beta) Tampa FL (beta) Routine Summary: =============== The second line of 3 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 ------------ ------------ ----------- ---------- HBHCAPPT 13304525 14142373 6,8,10,12 HBHCPS12 N/A 14475852 12 HBHCXMV 20934052 21253645 2,5,6,9,12 Only HBPC (Home Based Primary Care, formerly HBHC Hospital Based Home Care) users need to be off the system. Patch installation time should be minimal. There is no recommended time of day for installation. Queued post installation routine (HBHCPS12) may take several hours to complete. IRM will receive a mail message upon completion. Patch Installation: ================== 1. Use VA FileMan to re-index all cross-references on HBHC VISIT file (#632). Select OPTION: UTILITY FUNCTIONS Select UTILITY OPTION: RE-INDEX FILE MODIFY WHAT FILE: HBHC VISIT// THERE ARE 4 INDICES WITHIN THIS FILE DO YOU WISH TO RE-CROSS-REFERENCE ONE PARTICULAR INDEX? No// OK, ARE YOU SURE YOU WANT TO KILL OFF THE EXISTING 4 INDICES? No// Y (Yes) DO YOU THEN WANT TO 'RE-CROSS-REFERENCE'? Yes// (Yes) ...SORRY, HOLD ON... FILE WILL NOW BE 'RE-CROSS-REFERENCED'.... 2. Review your mapped set & remove any routines listed in ROUTINE SUMMARY section. 3. Use INSTALL/CHECK MESSAGE option on PackMan menu. 4. From Kernel Installation and Distribution System Menu, select Installation. 5. From Installation menu, you may elect to use the following options, select INSTALL NAME HBH*1.0*12 a. Verify Checksums in Transport Global b. Compare Transport Global to Current System c. Backup a Transport Global. 6. Use Install Package(s), select package HBH*1.0*12. 7. Answer NO to the prompt Want to DISABLE Scheduled Options, Menu Options, and Protocols. 8. Return any routines unmapped in step 2, to the mapped set once installation is complete. 9. Routine HBHCPS12 should be deleted once post installation job is complete. HBPC User Information: ===================== Background info on 2 Austin data problems: Problem 1: zeroes in some total columns on Austin COIN DMS149 report Explanation: Austin data was not being accumulated properly from 1 processing cycle to next Resolution: Austin software has been fixed Problem 2: missing Admissions/Discharges (D/Cs) & Visits for May thru July Explanation: Since HBHC Patch 10 was installed, in certain circumstances a software bug created an invalid visit record length in the Austin transmission message. When an invalid visit was encountered, the entire Austin message containing 100 records was not processed. (see HBHC User Manual page 76 for 100 record message information, if needed) Admission/Discharge & valid Visit records were discarded along with invalid visits. This problem makes Austin's data incomplete. Resolution: Austin is working with us to accomplish the following data update. HBHC software patch 12 will discard & re-create the entire 1998 fiscal year visit data, since determining which visits were missing would be extremely time consuming. HBPC sites will need to re-flag any admission/discharge records with days of care in fiscal year 1998 that Austin does not have on the latest COIN DSM157 report from Austin. (Remember the HBPC Data Alert (yellow sheet) received from Bonnie Ryan, with follow-up message from Mary Thomas saying hold off until you're notified? This is your notification!) See User Steps below for instructions. Sites will perform the same steps as always to 'Build' & 'Transmit' to Austin. The re-flagged Admission/Discharge records will be included. This patch automatically adds the re-created visits to the transmit file. An additional transmit cycle to Austin may be necessary depending on when this patch is released. Sites will be informed by e-mail to the HBPC Program Directors mail group of the details if this is needed. Please keep alert to this possibility! Additional things to note: - patch routine that re-creates visit data may take awhile to complete due to amount of data being processed - any old HBHC reports for fiscal year 1998 may not reconcile against reports printed once patch 12 has been installed User Steps: ========== *** Note: Please understand your PROMPT attention to this patch & resolution is critical to ensure Austin's HBHC data is complete & accurate prior to fiscal year 1998 close out in October 1) ensure patch 12 is installed & has run to completion (IRM will receive a mail message when complete & should notify you) 2) excerpt from Bonnie's HBPC Data Alert message: - Sites should check their Admission/D/C master (COIN DMS157) list from Austin against their local HBHC Episode of Care/Length of Stay report Any discrepancies should be corrected as follows: - Use latest Austin Admission/D/C report - Run local HBHC Episode of Care/Length of Stay Report [HBHCRP12] using earliest admission as beginning date, thru current date Note: there will be episodes of care on local report that have no days of care in FY98, although Austin's contains FY98 - Little Rock (alpha test site) did the following report matching using 2 different color highlighters - highlight all pre-FY98 episodes in one color (e.g., green) - highlight all Active entries in Discharge Date column & all FY98 episodes in another color (e.g., yellow) - compare all 'yellow' entries on local list with Austin list, checking off entries that Austin has, ensure episode dates match if multiple patient episodes - any 'yellow' entries not checked should be re-flagged - Reset Transmit Status Flag on all episodes on local report that are missing from Austin report, using Evaluation/Admission Data Entry [HBHCADM] option (see example on pages 22-23 in HBHC User Manual) Note: resetting the flag under Admission will also reset any corresponding D/C 3) generate Austin transmit file using the following option sequence: - run Build/Verify Transmission File [HBHCFILE], setting Number of Visit Days to Scan system parameter to 365 (software will omit pre-FY98 dates) - print Form Errors Report [HBHCRP1] - correct visit errors - Edit Form Errors Data [HBHCUPD] - repeat sequence as needed 4) Once 'No errors found' message is received, then Transmit File to Austin [HBHCXMT], regardless if it's the proper time of the month or not Routine Information: ==================== Routine Name: - HBHCAPPT Routine Checksum: Routine Name: - HBHCPS12 Routine Checksum: Routine Name: - HBHCXMV Routine Checksum: ============================================================================= User Information: Entered By : THOMAS,MARY JANE Date Entered : AUG 20, 1998 Completed By: FARMER,LINDA Date Completed: SEP 17, 1998 Released By : LEWIS-LITNER,ANN E Date Released : SEP 18, 1998 ============================================================================= Packman Mail Message: ===================== $END TXT