$TXT Created by PHELPS,TY at MNTVBB.FO-ALBANY.MED.VA.GOV (KIDS) on Monday, 06/14/04 at 22:56 ============================================================================= Run Date: JUL 27, 2004 Designation: IB*2*244 Package : IB - INTEGRATED BILLING Priority: Mandatory Version : 2 SEQ #244 Status: Released Compliance Date: AUG 27, 2004 ============================================================================= Associated patches: (v)IB*2*133 <<= must be installed BEFORE `IB*2*244' (v)IB*2*254 <<= must be installed BEFORE `IB*2*244' Subject: IB DM EXTRACT DATA FILE CORRUPTED AND SUBSCRIBER ID CONTAINS HYPHENS Category: - Routine - Data Dictionary Description: ============ ********************************** N O T E ********************************* There is no conflict between this patch and the CoreFLS implementation. Installation of this patch by the CoreFLS sites will not cause any problems. **************************************************************************** This patch corrects two input transforms: one for the MONTH/YEAR (#.01) field of the IB DM EXTRACT DATA (#351.71) file, and the other for the SUBSCRIBER ID (#1) sub-field of the INSURANCE TYPE (#2.312) sub-file of the PATIENT (#2) file; and then a post-install routine cleans up data in both fields. ASSOCIATED NOIS: ---------------- 1. MEM-0402-71736 IB DM EXTRACT DATA File Corruption Duplicate: TOG-0103-12521 IB DM EXTRACT DATA File Corruption BHS-1203-10357 IB DM EXTRACT DATA File Corruption 2. BAY-0802-31184 INSURANCE INFO FROM FILE 2 IS NOT CROSSING TO ACCUMAX ASSOCIATED E3R(s): ------------------ N/A PARTICIPATING TEST SITES: ------------------------- Bay Pines, FL Memphis, TN Coatesville, PA Big Spring, TX Anchorage, AK NOIS OVERVIEW: -------------- 1. MEM-0402-71736 IB DM EXTRACT DATA File Corruption Problem: -------- The MONTH/YEAR (#.01) field of the IB DM EXTRACT DATA (#351.71) file should not contain days, nor should it contain future month/year dates. (Example: December 2003 would be stored as 3031200.) Resolution: ----------- Routines IBJDE and IBJDE1 have been modified to prevent invalid dates from being entered. The input transform for the MONTH/YEAR (#.01) field of the IB DM EXTRACT DATA (#351.71) file has also been modified to prevent dates in the future from being added. The complete changes to the data dictionary will be: Before Patch: ------------- Input Transform: S %DT="E" D ^%DT S X=Y K:Y<1!($E(Y,6,7)'="00") X I $D(X) S DINUM=X Help-Prompt: Enter the month/year corresponding to the extracted data. After Patch: ------------ Input Transform: S %DT="E,M",%DT(0)="-NOW" D ^%DT K %DT(0) S X=Y K:Y<1!($E(Y,6,7)'="00") X I $D(X) S DINUM=X Help-Prompt: Enter the month/year corresponding to the extracted data. Future dates are not allowed. A post-install routine will clean up any invalid entries in the IB DM EXTRACT DATA (#351.71) file. The entries will be saved in a temporary global, ^XTMP("IB20P244"), for 120 days after the installation of this patch. If a site finds that valid data has been removed, the routine IB20R244 may be used to restore the past and or future dates that were removed. See the below section concerning the data restore routine for more information. 2. BAY-0802-31184 INSURANCE INFO FROM FILE 2 IS NOT CROSSING TO ACCUMAX Problem: -------- A site reported that the SUBSCRIBER ID (#1) sub-field of the INSURANCE TYPE (#2.312) sub-file of the PATIENT (#2) file contained hyphens (-). This can cause validation errors and needs to be corrected. Resolution: ----------- To fix this problem, edits have been added to the input transform routine, IBCNSU1, to remove non-alphanumeric characters from the SUBSCRIBER ID if the SUBSCRIBER ID is the same as the SOCIAL SECURITY NUMBER for the patient. The input transform changes are: Before Patch: ------------- SUBID ; -- Input Transform for sub-file #2.312, Subscriber ID (#1) N NODE,L, S NODE=^DPT(DA(1),.312,DA,0) ; ; - if the policy is a Medicare policy, make sure the subscriber ID ; is a valid HICN number I $P(NODE,U)=+$$GETWNR^IBCNSMM1 S X=$TR(X,"-","") I '$$VALHIC^IBCNSMM(X) D HLP^IBCNSM32 K X Q ; S R=$P(NODE,U,16) S L=$P(^DPT(DA(1),0),U,9) S R=$S(R="01":1,R="":1,1:0) ; ; - if "SS" is entered, and the policy belongs to the patient, ; convert that string to the patient's SSN I R=1,X="SS" W " ",L S X=L ; K:$L(X)>20!($L(X)<3) X Q After Patch: ------------ SUBID ; -- Input Transform for sub-file #2.312, Subscriber ID (#1) N NODE,L,R,CHAR,X1 S CHAR="~`!@#$%^&*()_-+={}[]|\/?.,<>;:' """ S NODE=^DPT(DA(1),.312,DA,0) ; ; - if the policy is a Medicare policy, make sure the subscriber ID ; is a valid HICN number I $P(NODE,U)=+$$GETWNR^IBCNSMM1 S X=$TR(X,"-","") I '$$VALHIC^IBCNSMM(X) D HLP^IBCNSM32 K X Q ; S R=$P(NODE,U,16) S L=$TR($P(^DPT(DA(1),0),U,9),CHAR,"") S R=$S(R="01":1,R="":1,1:0) ; ; - if subscriber ID is the SSN of patient, remove all extraneous ; characters S X1=$TR(X,CHAR,"") I X1?9N,X1=L S X=X1 ; ; - if "SS" is entered, and the policy belongs to the patient, ; convert that string to the patient's SSN I R=1,X="SS" W " ",L S X=L ; K:$L(X)>20!($L(X)<3) X Q A change will also be made to the API which returns the patient's Medicare HIC number in routine IBCNSU1. It will be modified to remove any hyphens which might exist in the SUBSCRIBER ID before returning the value. The post-install routine, IB20P244, will also clean extraneous characters from the SUBSCRIBER ID (#1) sub-field of the INSURANCE TYPE (#2.312) sub-file of the PATIENT (#2) file. The extraneous characters removed are: Medicare numbers: ~`!@#$%^&*()_-+={}[]|\/?.,<>;:' " All others: ~`!@$%^&*()_+={}[]|:;<>?'" When SUBSCRIBER ID is same as SSN, the Medicare number list of characters is used. The SUBSCRIBER IDs which are modified will be saved in a temporary global, ^XTMP("IB20P244"), for 120 days after the installation of this patch. If during the clean-up process, a Medicare number of a living patient (no date of death) is determined to be in an invalid format a mailman message(s) will be generated and sent to the IB EDI SUPERVISOR mail group, the user and the developer. This information should be used to correct the Medicare number into a valid format. If a site finds that valid data has been removed by the post-install routine, the routine IB20R244 may be used to restore the SUBSCRIBER IDs which were removed. See the below section concerning the data restore routine for more information. DATA RESTORE ROUTINE: --------------------- The routine IB20R244 has been included to give sites a way to back out the data changes made by the post-install routine in the event valid data is removed. It uses the data stored in the ^XTMP("IB20P244") temporary global to accomplish this task. This global is scheduled to be purged 120 days after installation of this patch. Once purged, the data needed to use this routine will no longer be available. The restore routine is designed to be initiated from the programmer's prompt and has 5 possible entry points. They are described below: UNDOALL^IB20R244 - This entry point will undo all data changes made by the post-install routine. This includes all past and future dates removed from the IB DM EXTRACT DATA (#351.71) file and all SUBSCRIBER IDs which were modified. UNDOSUB^IB20R244 - This entry point will undo only the SUBSCRIBER ID changes. You may select specific patients, specific insurance companies, or undo all SUBSCRIBER ID changes. SUBPRNT^IB20R244 - This entry point may be used to print to the screen a list of all the SUBSCRIBER ID changes made by the post-install routine which have not been restored. This list is formatted so it can easily be ported to a spreadsheet. It is recommended you increase your display to 132 characters if possible. This will prevent any of the data from wrapping, thus reducing the amount of user intervention required to move this data into a spreadsheet. It uses carets as delimiters and the data is sorted by Insurance Name and Patient Name. It is formatted to display like the following: INSURANCE NAME^PATIENT NAME(SSN)^ORIGINAL ID^MODIFIED ID UNDOF^IB20R244 - This entry point will undo the changes related to future dates in the IB DM EXTRACT DATA (#351.71) file. UNDOP^IB20R244 - This entry point will undo the changes related to past dates in the IB DM EXTRACT DATA (#351.71) file. [Future and Past dates are relative to the running of the post-install routine.] Any entries which can not be changed back to their original value will display a message stating so. All entries which are changed back to their original settings will be resaved to a new node in the ^XTMP("IB20P244" file. This allows the user to re-run, as many times is necessary, any of the 5 restore entry points above to view the remaining entries which may need user intervention to be converted back. SUMMARY OF ANCILLARY DATA: -------------------------- The scroll up messages that appear as the conversion happens - this is a list of before and after Subscriber IDs and a summary of the IB DM EXTRACT DATA (#351.71) file clean up. The ^XTMP("IB20P244") temporary global - contains all before and after data and is the source for all restore and SUBPRNT functions (see the DATA RESTORE ROUTINE section). The Mailman message sent to the IB EDI SUPERVISOR mail group - contains a list of the MEDICARE (WNR) SUBSCRIBER ID entries that remain in an invalid state post conversion. TECHNICAL: ---------- The size of the temporary ^XTMP("IB20P244) global will vary depending on the amount of data modified at the site. It is estimated that each SUBSCRIBER ID modified will add a maximum of 80 bytes to the file. This means a site which modifies 1739 SUBSCRIBER IDs will create a file 139,120 bytes or less in size. It is anticipated that most sites will not have any data to clean up in the IB DM EXTRACT DATA (#351.71) file, but for those who do, the size of each record created in the temporary file will be between 40 and 80 bytes. Actual ^XTMP("IB20P244") global size at test sites: SUBSCRIBER ID'S DATES CLEANED COMBINED SITE TOTAL #(SIZE) TOTAL #(SIZE) TOTAL SIZE ---- --------------- ------------- ---------- ANCHORAGE 2013 (134556) 0 (0) 134556 Bytes BAY PINES 310 (19847) 0 (0) 19847 Bytes BIG SPRING 9074 (625057) 0 (0) 625057 Bytes COATESVILLE 8533 (566787) 0 (0) 566787 Bytes MEMPHIS 17069 (1130107) 3826 (241038) 1371145 Bytes ROUTINE SUMMARY =============== The following is a list of the routines included in this patch. The second line of each of these routines now looks like: ;;2.0;INTEGRATED BILLING;**[PATCH LIST]**;21-MAR-94 CHECK^XTSUMBLD results Routine name Before Patch After Patch Patch List ============ ============ =========== ========== IB20P244 N/A 14385207 244 IB20R244 N/A 19480896 244 IBCNSU1 3361049 3761676 103,133,244 IBJDE 8711078 8843578 100,118,123,235, 248,254,244 IBJDE1 15622817 16434293 100,118,123,159, 254,244 INSTALLATION INSTRUCTIONS ========================= This patch can be loaded with users in the system, but it is recommended that it be installed at a time when user activity is low. If scheduled, this patch should be scheduled at a time when the Queue Means Test Compilation of Charges [IB MT NIGHT COMP] is not running. Use Taskman to determine when the background job is scheduled to run. Installation time will vary depending on the amount of data to be modified by the post-install routine. At the test sites the times were between 12 and 30 minutes. 1. Choose the PackMan message containing this patch and invoke the INSTALL/CHECK MESSAGE PackMan option. 2. (DSM for Open VMS sites only) Disable routine mapping on all systems for the routines listed in the Routine Summary. NOTE: If the routines included in this patch are not currently in your mapped routine set, please skip this step. 3. Start up the Kernel Installation and Distribution System Menu [XPD MAIN]: Edits and Distribution ... Utilities ... Installation ... Select Kernel Installation & Distribution System Option: Installation --- 1 Load a Distribution 2 Verify Checksums in Transport Global 3 Print Transport Global 4 Compare Transport Global to Current System 5 Backup a Transport Global 6 Install Package(s) Restart Install of Package(s) Unload a Distribution 4. From this menu, you may elect to use the following options (When prompted for the INSTALL NAME, enter IB*2.0*244): a. Backup a Transport Global - This option will create a backup message of any routines exported with this patch. It will not backup any other changes such as DD's or templates. b. Compare Transport Global to Current System - This option will allow you to view all changes that will be made when this patch is installed. It compares all components of this patch (routines, DD's, 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. 5. Use the Install Package(s) option and select the package IB*2.0*244. a. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//', answer NO. b. When prompted 'Want to DISABLE Scheduled Options and Menu Options and Protocols? YES//', answer YES. c. When prompted 'Want to DISABLE Scheduled Options and Menu Options? YES//', Answer YES. d. When prompted 'Enter options you wish to mark as 'Out Of Order':' Enter the following options: Patient Insurance Info View/Edit [IBCN PATIENT INSURANCE] Medicare Insurance Intake [IBCN MEDICARE INSURANCE INTAKE] e. When prompted 'Enter protocols you wish to mark as 'Out Of Order': press . 6. (DSM for Open VMS sites only) Optional - Include the routines distributed with this patch in the mapped routine set. NOTE: This step is only necessary if you performed step 2 or if you wish to include the routines in your mapped set. POST INSTALLATION INSTRUCTIONS ============================== *************************************************************************** *** WARNING: The data stored in the ^XTMP("IB20P244") temporary global *** *** is scheduled to be purged 120 days after installation of this *** *** patch. Once purged, the data needed to perform the following steps *** *** will no longer be available. *** *************************************************************************** 1. We recommend IRM run SUBPRNT^IB20R244 from the programmers prompt and provide the generated report of converted subscriber id's to the MCCR supervisor. Further information concerning this call is available under the DATA RESTORE ROUTINE section listed earlier in this description. Below is an example of what the report will look like: MNT,VBB>D SUBPRNT^IB20R244 ABC INSURANCE COMPANY COMP^AGRICOLA,MICHAEL(111111111)^!@#$%^# ABC INSURANCE COMPANY COMP^DISTASO,MICHAEL(222222222)^E[PK46^EPK46 ABC INSURANCE COMPANY COMP^SHER,JOEL(333333333)^E[PK46^EPK46 ABC INSURANCE COMPANY COMP^ZAB,TAB(123455667)^;ELW,RT34^ELWRT34 AETNA^O'KEEFE,BONNIE(009876544)^1[3OI4NT6^13OI4NT6 BLUE SHIELD^DING,E(202010111P)^SDF[KG^SDFKG GHI^DISTASO,MICHAEL(554426654)^K[3OP456^K3OP456 GHI^SHER,JOEL(333333333)^K[3OP456^K3OP456 MEDICARE (WNR)^ZAB,TAB(123455667)^*********** A^123455667A MEDICARE (WNR)^ZAB,TAB(123455667)^***********A^123455667A TEST NEW COMP^RUBIN,LEX(406042145P)^;LK88^LK88 MNT,VBB> 2. The MCCR supervisor, or other billing personnel, should review the changes displayed in the above mentioned report and determine if any of the changes were inappropriate. They should also keep an eye out for any claims rejected by the payer due to incorrect subscriber ids. 3. If corrections need to be made, the changes can be made thru the user menus or the changes can be made by using UNDOSUB^IB20R244 at the programmers prompt. Further information concerning this call is available under the DATA RESTORE ROUTINE section listed earlier in this description. Next are examples of using this call to change all ids for a single patient and a single insurance company: MNT,VBB>D UNDOSUB^IB20R244 DO YOU WANT TO RESTORE (A)LL OR (S)ELECTED SUBSCRIBER ID'S? QUIT// S DO YOU WANT TO RESTORE BY (P)ATIENT OR BY (I)NSURANCE COMPANY? QUIT// P SELECT PATIENT TO RESTORE SUBSCRIBER ID'S FOR: SHER,JOEL SHER,JOEL *SENSITIVE* *SENSITIVE* NO NON-VETERAN (OTHER) 8CD SURG ***WARNING*** ***RESTRICTED RECORD*** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * This record is protected by the Privacy Act of 1974. If you elect * * to proceed, you will be required to prove you have a need to know. * * Accessing this patient is tracked, and your station Security Officer * * will contact you for your justification. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Do you want to continue processing this patient record? No// Y (Yes) SELECT PATIENT TO RESTORE SUBSCRIBER ID'S FOR: The SUBSCRIBER ID for SHER,JOEL (333333333), insurance company GHI, has been restored from the MAY 17, 2004@10:39:30 data conversion. The SUBSCRIBER ID for SHER,JOEL (333333333), insurance company ABC INSURANCE COMPANY COMP, has been restored from the MAY 17, 2004@10:39:30 data conversion. SELECT PATIENT TO RESTORE SUBSCRIBER ID'S FOR: DO YOU WANT TO RESTORE BY (P)ATIENT OR BY (I)NSURANCE COMPANY? QUIT// I SELECT INSURANCE COMPANY TO RESTORE SUBSCRIBER ID'S FOR: ABC INSURANCE COMPANY COMP 2123 MAIN STREET NEW YORK NEW YORK Y SELECT INSURANCE COMPANY TO RESTORE SUBSCRIBER ID'S FOR: The SUBSCRIBER ID for DISTASO,MICHAEL (222222222), insurance company ABC INSURANCE COMPANY COMP, has been restored from the MAY 17, 2004@10:39:30 data conversion. The SUBSCRIBER ID for AGRICOLA,MICHAEL (111111111), insurance company ABC INSURANCE COMPANY COMP, has been restored from the MAY 17, 2004@10:39:30 data conversion. Original SUBSCRIBER ID contains a semi-colon (;). Unable to restore SUBSCRIBER ID for ZAB,TAB (123455667), insurance company ABC INSURANCE COMPANY COMP. Use Fileman to enter ID of ";ELW,RT34". SELECT INSURANCE COMPANY TO RESTORE SUBSCRIBER ID'S FOR: DO YOU WANT TO RESTORE BY (P)ATIENT OR BY (I)NSURANCE COMPANY? QUIT// DO YOU WANT TO RESTORE (A)LL OR (S)ELECTED SUBSCRIBER ID'S? QUIT// MNT,VBB> 4. The post-install and restore routines, IB20P244 and IB20R244, may be deleted once it is determined the data changes were not in error or all corrections have been made. Routine Information: ==================== Routine Name: - IB20P244 Routine Checksum: Routine Name: - IBCNSU1 Routine Checksum: Routine Name: - IBJDE Routine Checksum: Routine Name: - IBJDE1 Routine Checksum: Routine Name: - IB20R244 Routine Checksum: ============================================================================= User Information: Entered By : PHELPS,TY Date Entered : SEP 22, 2003 Completed By: DAWSON,TIM Date Completed: JUL 27, 2004 Released By : NEWLIN,JARED Date Released : JUL 27, 2004 ============================================================================= Packman Mail Message: ===================== $END TXT