============================================================================= Run Date: SEP 24, 2003 Designation: IBD*3*51 Package : IBD - AUTOMATED INFO COLLECTION SYS Priority: Mandatory Version : 3 SEQ #48 Status: Released Compliance Date: OCT 15, 2003 ============================================================================= Associated patches: (v)IBD*3*23 <<= must be installed BEFORE `IBD*3*51' (v)IBD*3*25 <<= must be installed BEFORE `IBD*3*51' (v)IBD*3*40 <<= must be installed BEFORE `IBD*3*51' (v)ICPT*6*14 <<= must be installed BEFORE `IBD*3*51' (v)ICD*18*6 <<= must be installed BEFORE `IBD*3*51' Subject: Code Set Versioning for AICS Category: - Routine - Data Dictionary - Informational - Enhancement (Mandatory) - Other Description: ============ ********************************************************************** * * * This patch is part of the CSV Project and 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. ************************************************************************** ************************************************************************** This patch supports the HIPAA legislation that diagnostic (ICD) and procedure codes (CPT) used for billing purposes to be date-sensitive. Please see "Rationale". Modifications have been made to the following AICS functionality to support date sensitive ICD & CPT codes: 1. Encounter Forms a. Creation b. Modification 2. Maintenance Utilities 3. List sent to outside VistA packages (CPRS, PCE, TIU, etc.) IBDF18A - API: ============== Routine IBDF18A has been modified to allow other packages to pass an encounter date. This will impact integration agreements DB1A 1296, and DBIA 397 Scanning and Manual Data Entry (MDE) ==================================== Scanning and Manual Data Entry (MDE) functionality in AICS will be terminated with the installation of this patch. This shutdown is for the following reasons: 1. Because this functionality is no longer being enhanced, it is not compatible with the new diagnostic and procedure codes as defined by HIPAA. If Scanning & MDE are allowed to continue, encounter data may be rejected which would result in the generation of application errors. 2. VHA DIRCTIVE 2003-012. a. All facilities should only be using "electronic encounter forms" by October 1, 2003. b. All providers should enter their own encounter data using CPRS by October 1, 2003. 3. CPRS is now the method of choice for entering outpatient encounter data. AICS OPTIONS ============ When using any of the following options, the user will see the message: ==> Sorry, your Primary Menu is out of order with the message: ** This option is OUT OF ORDER ** --------------------------------------------------------------- AICS Scanning Workstation [IBD SCANNING WORKSTATION] Clinic based Data Entry [IBD MANUAL DATA ENTRY BY CLIN] Data Entry by Form [IBD MANUAL DATA ENTRY BY FORM] Group Clinic Data entry [IBD MANUAL DATA ENTRY GROUP] Form Component Inquiry [IBD MANUAL DATA DISPLAY] Pre-printed Form Data Entry [IBD MANUAL DATA ENTRY PRE] Scanned Forms w/ Bill Gen [IBDF SCANNED W/BILL GEN] Conversion Utility For Scanning [IBDFC CONVERSION UTILITY] Validate Forms [IBDF VALIDATE FORMS] --------------------------------------------------------------- REMOTE PROCEDURE CALLS (SCANNING) ================================= The following RPC have been marked "INACTIVE": IBD ELAPSED TIME IBD EXPAND FORMID IBD GET FORMSPEC IBD RECEIVE DATA IBD RECEIVE FORM DATA IBD RETURN IMAGE ID IBD VALIDATE USER IBD STORE IMAGE NAME IBD STORE WORKSTATION ERROR IBD GET ALL PCE DATA IBD GET PAST APPT LIST IBD GET FORMSPEC GLOBAL IBD GET SCAN PAGE INFO SECURITY KEY ============ The following security key will be DELETED at the site: IBD SCAN MANAGER Rationale: ========== The Director of Information Assurance, is requesting modifications to the VISTA Patient Information Management System (PIMS) Package that would allow the use of multiple versions of the code sets employed in financial trans- actions. This includes multiple versions of the Veterans Health Administration (VHA) diagnostic related grouping software, also known as the "VHA Grouper". 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. Code sets required by the HIPAA legislation to be date-sensitive and included in this request are: * ICD-9-CM(International Classification of Diseases-9-Clinical Modifications); * DRG Codes (Diagnostic Related Group which is part of the ICD-9 code set) * CPT-4 (Clinical Procedure Terminology-4); and * HCPCS Level II Codes. Note: HCPCS is an acronym for HCFA Common Procedural Coding System where the H stands for Health Care Financing Administration. HCFA changed its name to Centers for Medicare and Medicaid Services (CMS) in July of 2001. The codes, however, are still known as HCPCS codes. Additional code sets may be determined by the Department of Health and Human Services for future inclusion. Because billing and fee basis information can be entered into VISTA for up to two years after encounter or discharge, the requestor is recommending that the current version of the code sets and the versions in use during the previous two years be retained online. However, this is also a health care issue whose requirements exceed billing specifications. Because clinical data are being codified, the code sets and code/date pair would have to be maintained indefinitely. Clinical applications, such as Clinical Reminders, use codes to determine patient cohorts for reminders. These applications would be required to determine the appropriate code/date pair to represent patients' diagnoses and procedures. 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 seven KIDS builds. The builds contained in the CSV MS 1.0 multi-package distribution are: Package Patch(es) ------- --------- 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 Please refer to the 'Software and Documentation Retrieval' section of the EC*2*47 patch description for instructions on how to acquire the patch software and documentation. INSTALLATION INSTRUCTIONS ========================= Please refer to the 'Installation Instructions' section of the EC*2*47 patch description for instructions on how to install the patch software ROUTINES SENT WITH PATCH ======================== 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: ;;3.0;AUTOMATED INFO COLLECTION SYS;**[patch list]**;APR 24, 1997 CHECK^XTSUMBLD results Routine name Before Patch After Patch Patch List ============ ============ =========== ========== IBDF18A 8398548 9250680 34,38,51 IBDF18A2 NEW 1937883 51 IBDF18E2 6605779 6809803 25,51 IBDF4C 767167 1365083 38,51 IBDFDE 28694127 28898151 3,51 IBDFDE6 20850643 21054667 11,51 IBDFDE7 14067152 14271176 36,51 IBDFDE8 7762272 7966296 51 IBDFDE9 7383712 7587736 51 IBDFFV 7432713 7636737 51 IBDFLST 9956702 10521157 9,38,51 IBDFN12 1912353 2513647 12,38,40,51 IBDFN14 2523998 2871950 12,38,51 IBDFN4 3329920 4100843 38,51 IBDFN7 1479979 1613394 38,51 IBDFN8 263203 464364 25,38,51 IBDFN9 283870 375013 38,36,51 IBDFOSG 10166823 10370847 29,51 IBDFUTL 11241593 12627691 9,32,51 IBDFUTL1 23419958 23639305 32,23,51 Total number of routines = 20 Total number of new routines = 1 DATA DICTIONARY =============== The following data dictionary is included in this patch: Dictionary Name File Field Name Field # New/Modified --------------- ---- --------- ------- ------------ TYPE OF VISIT 357.69 CODE .01 Modified The data dictionary change is in the INPUT TRANSFORM for the .01 field (CODE) for file 357.69. The code for DIC("S") has been modified. CURRENT => S DIC("S")="I '$P(^(0),U,4)" NEW => S DIC("S")="I $P($$CPT^ICPTCOD(Y),U,7)=1" CURRENT INPUT TRANSFORM ----------------------- INPUT TRANSFORM: S DIC("S")="I '$P(^(0),U,4)" D ^DIC K DIC S DIC=DIE,X=+Y K:Y<0 X S:$D(X) DINUM=X SCREEN: S DIC("S")="I '$P(^(0),U,4)" NEW INPUT TRANSFORM ------------------- INPUT TRANSFORM: S DIC("S")="I $P($$CPT^ICPTCOD(Y),U,7)=1" D ^DIC K DIC S DIC=DIE,X=+Y K:Y<0 X S:$D(X) DINUM=X SCREEN: S DIC("S")="I $P($$CPT^ICPTCOD(Y),U,7)=1" SECURITY KEY ACTION ============ ====== IBD SCAN MANAGER DELETE AT SITE Routine Information: ==================== Routine Name: - IBDF18A Routine Checksum: Routine Name: - IBDF4C Routine Checksum: Routine Name: - IBDFLST Routine Checksum: Routine Name: - IBDFN12 Routine Checksum: Routine Name: - IBDFN14 Routine Checksum: Routine Name: - IBDFN4 Routine Checksum: Routine Name: - IBDFN7 Routine Checksum: Routine Name: - IBDFN8 Routine Checksum: Routine Name: - IBDFN9 Routine Checksum: Routine Name: - IBDFUTL Routine Checksum: Routine Name: - IBDFUTL1 Routine Checksum: Routine Name: - IBDF18A2 This new routine was a subroutine in IBDF18A. It is now a separate routine so IBDF18A would not go over 10000. Routine Checksum: Routine Name: - IBDF18E2 Added the following line of code: -------------------------------- PRT ; -- print error listing ; W !,?4,"** This option is OUT OF ORDER **" QUIT ;Code set Versioning ; Routine Checksum: Routine Name: - IBDFDE IBDFDE ;ALB/AAS - AICS Data Entry, Entry point by form ; 24-FEB-96 ;;3.0;AUTOMATED INFO COLLECTION SYS;**3,51**;APR 24, 1997 ; W !,?4,"** This option is OUT OF ORDER **" QUIT ;Code set Versioning Routine Checksum: Routine Name: - IBDFDE6 IBDFDE6 ;ALB/AAS - AICS Manual Data Entry, Entry point by clinic ; 29-APR-96 ;;3.0;AUTOMATED INFO COLLECTION SYS;**11,51**;APR 24, 1997 ; W !,?4,"** This option is OUT OF ORDER **" QUIT ;Code set Versioning Routine Checksum: Routine Name: - IBDFDE7 IBDFDE7 ;ALB/AAS - AICS Manual Data Entry, Entry point for Group Clinics ; 29-AP R-96 ;;3.0;AUTOMATED INFO COLLECTION SYS;**36,51**;APR 24, 1997 ; W !,?4,"** This option is OUT OF ORDER **" QUIT ;Code set Versioning Routine Checksum: Routine Name: - IBDFDE8 IBDFDE8 ;ALB/AAS - AICS Manual Data Entry, Entry for no form no appt ; 31-MAY-96 ;;3.0;AUTOMATED INFO COLLECTION SYS;**51**;APR 24, 1997 ; W !,?4,"** This option is OUT OF ORDER **" QUIT ;Code set Versioning Routine Checksum: Routine Name: - IBDFDE9 IBDFDE9 ;ALB/AAS - AICS Manual Data Entry, Report of inputs by form ; 31-MAY-96 ;;3.0;AUTOMATED INFO COLLECTION SYS;**51**;APR 24, 1997 ; W !,?4,"** This option is OUT OF ORDER **" QUIT ;Code set Versioning Routine Checksum: Routine Name: - IBDFFV IBDFFV ;ALB/CMR - AICS FORM VALIDATION ; NOV 22,1995 ;;3.0;AUTOMATED INFO COLLECTION SYS;**51**;APR 24, 1997 ; ; -- displays Form Definition values for validation ; W !,?4,"** This option is OUT OF ORDER **" QUIT ;Code set Versioning Routine Checksum: Routine Name: - IBDFOSG IBDFOSG ;ALB/MAF/AAS - SCANNED EF FOR OUTPATIENTS WITH BILLS GENERATED REPORT ;8 /21/95 ;;3.0;AUTOMATED INFO COLLECTION SYS;**29,51**;APR 24, 1997 ; W !,?4,"** This option is OUT OF ORDER **" QUIT ;Code set Versioning Routine Checksum: ============================================================================= User Information: Entered By : NIXON,ANTOINE Date Entered : MAR 13, 2003 Completed By: HARRIS,DONNA H Date Completed: SEP 10, 2003 Released By : DU GARD,ROBERT Date Released : SEP 24, 2003 ============================================================================= Packman Mail Message: ===================== No routines included