============================================================================= Run Date: NOV 19, 2004 Designation: IBD*3*53 Package : IBD - AUTOMATED INFO COLLECTION SYS Priority: Mandatory Version : 3 SEQ #52 Status: Released Compliance Date: DEC 19, 2004 ============================================================================= Subject: NATIONAL ENCOUNTER FORM UPDATE 2-2003 Category: - Routine - Data Dictionary Description: ============ This patch is a means to distribute Encounter Forms to the field in accordance to "Veterans Health Administration Revenue Cycle Improvement Plan", Final Report, September 2001. It includes new National Encounter forms for Blind Rehabilitation (including VIST and BROS), Audiology and Speech, Pulmonary and Neurology and Chiropractic Services. It also includes Version 2.1 of National Podiatry and Version 2.1 of National Dermatology, which correct some deficiencies in the diagnosis blocks. Version 2 of the National Rehabilitation form includes a new CPT section for Kinesiotherapy. The Oncology and Medicine forms replace the current visit type block with a version 2.1 visit type block. The following forms will be included in this patch. NATIONAL AUDIO & SPEECH2003 National Audiology & Speech August 2003 NATIONAL NEUROLOGY 2003 National Neurology August 2003 NATIONAL PULMONARY 2003 National Pulmonary, August 2003 NATIONAL VIST/BROS 2003 Encounter Form for VIST & BROS Clinic August2003 NATIONAL DERMATOLOGY 2003 National Derm encounter form August 2003 NATIONAL PM&R 2003 National PM&R August 2003 NATIONAL PODIATRY 2003 National Podiatry November 2003 NATIONAL MEDICINE/ER 2003 National Primary Care Form November 2003 NATIONAL ONCOLOGY 2003 National Hem/Onc November 2003 **** Q-Codes are not included in this patch NATIONAL TRANS PHARM BEN 2003 National Transitional Pharmacy Benefit Sept 2003 NATIONAL CHIROPRACTIC 2003 National Chiropractic August 2003 "Secretary Principi directed the Under Secretary for Health, through the VHA Chief Financial Officer, to develop a revenue cycle improvement plan. To accomplish this charge, the VHA Chief Financial Officer assembled two groups of experts in the form of two distinct committees: (i) VHA Revenue Cycle Steering Committee -- comprised of a diverse group of VA senior management -- provided vision and strategic oversight of the plan; (ii) VHA Revenue Cycle Work Group, comprised of Central Office and field staff, which developed the detailed recommendations of the plan." "This vision of the Revenue Program is based on two solid principles: the principles of standardization and accountability. The standardization of policy, technology, data capture, measurement, and training and education should enhance VHA's ability to effectively manage its revenue cycle." Within this report, the following was tasked. "Develop and mandate use of electronic encounter forms & documentation templates" Rationale --------- VHA provider documentation, in many instances, lacks the required elements that result in either a non-billable service or a lower valued service. Each VISN, and in many cases, each line of service, may use different encounter forms and documentation templates for encounter data capture. Description ----------- This plan proposes collaboration among Revenue Office and OI staff to develop standardized, electronic encounter forms for use in the CPRS system that can be used throughout the VHA by clinicians. Providers at several medical centers contributed their expertise in the development of the documentation templates and the encounter forms. After completing their review, they suggested broadening the code sets, as well as sectioning the forms. This would allow clinicians easier access to the appropriate code(s). The use of the electronic claim form will eliminate the need for manual data entry into PCE or Appointment Manager. These encounter forms will ensure the standardization of code sets for specialty areas in the near-term and all areas eventually; they will reduce or eliminate the data validation required by coders to ensure proper code assignment. This patch is to correct problems relating to encounter forms only. Outcome(s) ---------- Electronic encounter forms will benefit VHA through improved quality of data capture. In addition, the implementation of national encounter forms will eliminate the manpower required to create encounter forms at each facility while also ensuring standardization. A new performance measure is being developed to monitor the percentage of encounters with electronic notes. This patch addresses the following New Service Request (NSR): ------------------------------------------ There is no NSR associated with this patch. This patch addresses the following NOIS message(s): --------------------------------------------------- NJH-0803-20597 Duplicate codes showing up in Electronic Basic Information STX-0703-71515 National Encounter Forms with E&M codes HVH-0703-11382 National Podiatry Encounter Form WBP-0702-21011 TYPO IN NAT'L PC E/F Test Sites: ----------- Cleveland Tampa ================INSTALLATION INSTRUCTIONS ================= If installed during the normal workday it is recommended that the following menu options (File #19) and all of their descendants be disabled to prevent possible conflicts while running the KIDS Install. Other VISTA users will not be affected. Import/Export Utility [IBDF IMPORT/EXPORT UTILITY] Install Time - from 3 minutes to 10 minutes 1. LOAD TRANSPORT GLOBAL --------------------- FTP Software Retrieval: ======================= Global Host File: IBD_3_53.KID The preferred method is to FTP the files from download.vista.med.va.gov which will transmit the files from the first available FTP server. The files may also be downloaded directly from a particular FTP location at the following locations. Hines ftp.fo-hines.med.va.gov Albany ftp.fo-albany.med.va.gov Salt Lake ftp.fo-slc.med.va.gov Files are available in the ANONYMOUS directory. 2. DISABLE ROUTINE MAPPING (DSM for Open VMS sites only) ----------------------- Disable routine mapping on all systems for the routines listed in step 3 below. NOTE: If the routines included in this patch are not currently in your mapped routine set, please skip this step. 3. COMPONENTS SENT WITH PATCH ------------------------ The following is a list of the routines included in this patch. The second line of each of these routines now looks like: ;;3.0;AUTOMATED INFO COLLECTION SYS;**[patch list]**;APR 24, 1997 CHECK^XTSUMBLD results Routine Before Patch After Patch Patch List ------- ------------ ----------- ---------- IBDY353 N/A 234574 53 Total Routines: 1 Files sent with patch: ---------------------- UP SEND DATA USER DATE SEC. COMES SITE RSLV OVER FILE # NAME DD CODE W/FILE DATA PTS RIDE ------------------------------------------------------------------------- 358 IMP/EXP ENCOUNTER FORM YES YES YES OVER NO NO 358.1 IMP/EXP ENCOUNTER FORM BLOCK YES YES YES OVER NO NO 358.2 IMP/EXP SELECTION LIST YES YES YES OVER NO NO 358.3 IMP/EXP SELECTION YES YES YES OVER NO NO 358.4 IMP/EXP SELECTION GROUP YES YES YES OVER NO NO 358.5 IMP/EXP DATA FIELD YES YES YES OVER NO NO 358.6 IMP/EXP PACKAGE INTERFACE YES YES YES OVER NO NO 358.8 IMP/EXP TEXT AREA YES YES YES OVER NO NO 358.91 IMP/EXP MARKING AREA YES YES YES OVER NO NO 358.98 IMP/EXP AICS DATA QUALIFIERS YES YES YES OVER NO NO 358.99 IMP/EXP AICS DATA ELEMENTS YES YES YES OVER NO NO 4. START UP KIDS ------------- Start up the Kernel Installation and Distribution System Menu [XPD MAIN]: Edits and Distribution ... Utilities ... Installation ... Select Kernel Installation & Distribution System Option: INStallation --- Load a Distribution Print Transport Global Compare Transport Global to Current System Verify Checksums in Transport Global Install Package(s) Restart Install of Package(s) Unload a Distribution Backup a Transport Global Select Installation Option: 5. Select Installation Option: -------------------------- NOTE: The following are OPTIONAL - (When prompted for the INSTALL NAME, enter IBD*3.0*53): 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. 6. Select Installation Option: Install Package(s) ---------------- **This is the step to start the installation of this KIDS patch: a. Choose the Install Package(s) option to start the patch install. b. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//' answer NO (unless otherwise indicated). c. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//' answer YES. d. When prompted 'Enter options you wish to mark as 'Out Of Order':' Enter the following options: Import/Export Utility [IBDF IMPORT/EXPORT UTILITY] e. When prompted 'Enter protocols you wish to mark as 'Out Of Order':' press . 7. REBUILD MAPPED ROUTINE(S) (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. 8. DELETE POST INIT ROUTINE ------------------------ IBDY353 can be deleted from your system now. 9. IMPORT ENCOUNTER FORMS ---------------------- Using AICS Encounter Form Option [IBDF ENCOUNTER FORM], import each encounter form and make each a toolkit form. EE Edit Encounter Forms ... PR Print Options ... PM Print Manager ... TK Edit Tool Kit ... IR Encounter Form IRM Options ... DE AICS Data Entry Menu ... RU Reports and Utilities ... Select Encounter Forms Option: IR Encounter Form IRM Options EP Edit Package Interface EM Edit Marking Area (for selection lists) DR Define Available Report (not Health Summaries) IX Import/Export Utility RF Recompile All Forms MC Miscellaneous Cleanup DE Device Edit PF Purge Form Tracking files Select Encounter Form IRM Options Option: IX Import/Export Utility Import/Export Work Space Dec 03, 2003@12:21:54 Page: 1 of 1 LIST OF FORMS READY FOR IMPORT OR EXPORT (** there are no toolkit blocks in the work space **) FORM NAME USE & BRIEF DESCRIPTION 1 NATIONAL AUDIO & SPEECH2003 NationalAudiology & Speech August 2003 2 NATIONAL NEUROLOGY 2003 National Neurology August 2003 3 NATIONAL PULMONARY 2003 National Pulmonary, August 2003 4 NATIONAL VIST/BROS 2003 Encounter Form for VIST & BROS ClinicAugust 5 NATIONAL DERMATOLOGY 2003 National Derm encounter form August 2003 6 NATIONAL PM&R 2003 National PM&R August 2003 7 NATIONAL PODIATRY 2003 National Podiatry November 2003 8 NATIONAL MEDICINE/ER 2003 National Primary Care Form November 2003 9 NATIONAL ONCOLOGY 2003 National Hem/Onc November 2003 10 NATIONAL TRANS PHARM BEN 2003 National Transitional Pharmacy Benefit Sept 11 NATIONAL CHIROPRACTIC 2003 National Chiropractic August 2003 Enter ?? for more actions >>> LB List TK Blocks AE Add Entry RI Run Inits IE Import Entry VI View Imp/Exp Notes CW Clear Work Space EI Edit Imp/Exp Notes Select Action: Quit// IE Import Entry Select FORM FOR IMP/EXP(s): (1-11): 1-11 This form was created with version 2. New Form Name: NATIONAL AUDIO & SPEECH2003 Replace ...... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ...... This form was created with version 2. New Form Name: NATIONAL NEUROLOGY 2003 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... This form was created with version 2. New Form Name: NATIONAL PULMONARY 2003 Replace SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... This form was created with version 2. New Form Name: NATIONAL VIST/BROS 2003 Replace .... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// .... New Form Name: NATIONAL DERMATOLOGY 2003 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... New Form Name: NATIONAL PM&R 2003// NATIONAL PM&R 2003... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... New Form Name: NATIONAL PODIATRY 2003 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... This form was created with version 2.1. New Form Name: NATIONAL MEDICINE/ER 2003 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... New Form Name: NATIONAL ONCOLOGY 2003 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... New Form Name: NATIONAL TRANS PHARM BEN 2003 Replace .. SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// .. New Form Name: NATIONAL CHIROPRACTIC 2003 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... >>> Now checking the AICS DATA QUALIFIERS file for inappropriate entries. >> Summary of the AICS Data Qualifiers Check: No required changes were found. >>> Now checking the PACKAGE INTERFACE file for inappropriate data qualifiers. >> Summary of the Package Interface Check: No required changes were found. >>> Now checking the SELECTION LIST file for inappropriate Data Qualifiers. >> Summary of Selection List Check: >> A total of XXX selection lists were checked. No problems were found. Routine Information: ==================== Routine Name: - IBDY353 Routine Checksum: ============================================================================= User Information: Entered By : NIXON,ANTOINE Date Entered : AUG 06, 2003 Completed By: RUDINGER,NANCY L. Date Completed: NOV 08, 2004 Released By : BOTTINI,STEVE Date Released : NOV 19, 2004 ============================================================================= Packman Mail Message: ===================== No routines included