============================================================================= Run Date: JUN 21, 2005 Designation: IBD*3*59 Package : IBD - AUTOMATED INFO COLLECTION SYS Priority: Mandatory Version : 3 SEQ #53 Status: Released Compliance Date: JUL 22, 2005 ============================================================================= Subject: NATIONAL ENCOUNTER FORM UPDATE 2005 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. The following forms will be included in this patch. NATIONAL ADDICTION 2005 National Addictions NATIONAL AUDIO/SPEECH 2005 National Audio & Speech NATIONAL BLIND REHAB 2005 National VIST/BROS encounter NATIONAL CARD CATH/IR 2005 National Cardiac Cath/Interventional Rad NATIONAL CARDIOLOGY 2005 National Cardiology/EKG/Echo NATIONAL DERMATOLOGY 2005 National Derm encounter NATIONAL EYE 2005 National Eye NATIONAL GENERAL SURG 2005 National Surgery NATIONAL GI 2005 National GI encounter NATIONAL INPATIENT 2005 National Inpatient NATIONAL LOW VISION 2005 National Low Vision Optometry NATIONAL MEDICINE/ER 2005 National Primary Care NATIONAL MENTAL HLTH 2005 National Mental Health NATIONAL MH INTENSE/MHICM 2005 National MH Intensive Programs NATIONAL NEUROLOGY 2005 National Neurology NATIONAL ONCOLOGY 2005 National Hem/Onc NATIONAL ORTHOPEDICS 2005 National Orthopedics NATIONAL PODIATRY 2005 National Podiatry NATIONAL PROSTHETIC 2005 National Prosthetic NATIONAL PULMONARY 2005 National Pulmonary NATIONAL REHAB/PT/OT/KT 2005 National Rehab/PT/OT/KT NATIONAL SURG MIN PROC 2005 National Minor Procedures NATIONAL UROLOGY 2005 National Urology "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/Remedy message(s): --------------------------------------------------------- There are no NOIS or Remedy messages associated with this patch. 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 ------- ------------ ----------- ---------- IBDY359 N/A 234616 59 Total number of routines new: 1 The following is a list of files included in this 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 358.7 IMP/EXP FORM LINE 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 Test Sites: ----------- Cleveland Togus West LA ================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 5 minutes to 15 minutes *******************PRE-INSTALLATION INSTRUCTIONS********************** IBDY359 will automatically clear the Import/Export Utility's workspace. ********************************************************************** 1. LOAD TRANSPORT GLOBAL --------------------- FTP Software Retrieval: ======================= Global Host File: IBD_3_59.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. 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: 3. Select Installation Option: -------------------------- NOTE: The following are OPTIONAL - (When prompted for the INSTALL NAME, enter IBD*3.0*59): 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. 4. 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 . **********************POST-INSTALLATION INSTRUCTIONS****************** KIDS will delete IBDY359. The following instructions need to be followed after the installation of patch: IMPORT ENCOUNTER FORMS ---------------------- Using AICS Encounter Form Option [IBDF ENCOUNTER FORM], import each encounter form and make each a toolkit form. Select Encounter Form IRM Options Option: 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 CW Clear Work Space EI Edit Imp/Exp Notes Import/Export Work Space Apr 28, 2005@11:04:48 Page: 1 of 2 LIST OF FORMS READY FOR IMPORT OR EXPORT (** there are no toolkit blocks in the work space **) FORM NAME USE & BRIEF DESCRIPTION 1 NATIONAL ADDICTION 2005 National Addictions formApril 2005 2 NATIONAL AUDIO/SPEECH 2005 National Audio & Speech April 2005 3 NATIONAL BLIND REHAB 2005 National VIST/BROS Encounter form April 2005 4 NATIONAL CARD CATH/IR 005 National Cardiac Cath/Interventional Rad April 2005 5 NATIONAL CARDIOLOGY 2005 National Cardiology/EKG/Echo April 2005 6 NATIONAL DERMATOLOGY 2005 National Derm encounter form April 2005 7 NATIONAL EYE 2005 National Eye April 2005 8 NATIONAL GENERAL SURG 2005 National Surgery April 2005 9 NATIONAL GI 2005 National GI encounter form April 2005 10 NATIONAL INPATIENT 2005 National Inpatient Form April 2005 11 NATIONAL LOW VISION 2005 National Low Vision Optometry 2005 12 NATIONAL MEDICINE/ER 2005 National Primary Care Form April 2005 + Enter ?? for more actions >>> HE Help DE Delete Entry DI DIFROM 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: Next Screen// IE Import Entry Select FORM FOR IMP/EXP(s): (1-12): 1-12 This form was created with version 2.1. New Form Name: NATIONAL ADDICTION 2005 Replace .. SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// .. This form was created with version 2. New Form Name: NATIONAL AUDIO/SPEECH 2005 Replace ...... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ...... This form was created with version 2. New Form Name: NATIONAL BLIND REHAB 2005 Replace .... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// .... New Form Name: NATIONAL CARD CATH/IR 2005 Replace .. SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// .. New Form Name: NATIONAL CARDIOLOGY 2005 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... New Form Name: NATIONAL DERMATOLOGY 2005 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... This form was created with version 2.1. New Form Name: NATIONAL EYE 2005// NATIONAL EYE 2005... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... This form was created with version 2.1. New Form Name: NATIONAL GENERAL SURG 2005 Replace .... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// .... New Form Name: NATIONAL GI 2005// NATIONAL GI 2005... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... This form was created with version 2.1. New Form Name: NATIONAL INPATIENT 2005 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... This form was created with version 2. New Form Name: NATIONAL LOW VISION 2005 Replace .... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// .... This form was created with version 2.1. New Form Name: NATIONAL MEDICINE/ER 2005 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 791 selection lists were checked. No problems were found. Import/Export Work Space Apr 28, 2005@11:06:49 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 MENTAL HLTH 2005 National Mental Health April 2005 2 NATIONAL MH INTENSE/MHICM 2005National MH Intensive ProgramsApril 2005 3 NATIONAL NEUROLOGY 2005 National Neurology April 2005 4 NATIONAL ONCOLOGY 2005 National Hem/Onc April 2005 5 NATIONAL ORTHOPEDICS 2005 National Orthopedics April 2005 6 NATIONAL PODIATRY 2005 National Podiatry April 2005 7 NATIONAL PROSTHETIC 2005 National Prosthetic Form April 2005 8 NATIONAL PULMONARY 2005 National Pulmonary April 2005 9 NATIONAL REHAB/PT/OT/KT 2005 National Rehab/PT/OT/KT April 2005 10 NATIONAL SURG MIN PROC 2005 National Minor Procedures April 2005 11 NATIONAL UROLOGY 2005 National Urology Form April 2005 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 New Form Name: NATIONAL MENTAL HLTH 2005 Replace .. SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// .. New Form Name: NATIONAL MH INTENSE/MHICM 2005 Replace .. SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// .. This form was created with version 2. New Form Name: NATIONAL NEUROLOGY 2005 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... New Form Name: NATIONAL ONCOLOGY 2005 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... This form was created with version 2.1. New Form Name: NATIONAL ORTHOPEDICS 2005 Replace ....... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ....... New Form Name: NATIONAL PODIATRY 2005 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... New Form Name: NATIONAL PROSTHETIC 2005 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... This form was created with version 2. New Form Name: NATIONAL PULMONARY 2005 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... New Form Name: NATIONAL REHAB/PT/OT/KT 2005 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... This form was created with version 2.1. New Form Name: NATIONAL SURG MIN PROC 2005 Replace .... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// .... New Form Name: NATIONAL UROLOGY 2005 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 827 selection lists were checked. No problems were found. Routine Information: ==================== Routine Name: - IBDY359 Routine Checksum: ============================================================================= User Information: Entered By : HARRIS,DONNA H Date Entered : APR 28, 2005 Completed By: WOEHRLE,MARGARET Date Completed: JUN 16, 2005 Released By : NEWLIN,JARED Date Released : JUN 21, 2005 ============================================================================= Packman Mail Message: ===================== No routines included