============================================================================= Run Date: JUL 28, 2006 Designation: IBD*3*60 Package : IBD - AUTOMATED INFO COLLECTION SYS Priority: Mandatory Version : 3 SEQ #54 Status: Released Compliance Date: AUG 28, 2006 ============================================================================= Subject: NATIONAL ENCOUNTER FORM UPDATE 2006 Category: - Routine 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 26 forms will be included in this patch: NATIONAL ADDICTION 2006 National Addiction form February 2006 NATIONAL AUDIO/SPEECH 2006 National Audio & Speech February 2006 NATIONAL BLIND REHAB 2006 National Blind Rehab February 2006 NATIONAL CARD CATH/IR 2006 National Cardiac Cath/Interventional Rad Fe NATIONAL CARDIOLOGY 2006 National Cardiology/EKG/Echo February 2006 NATIONAL CHIROPRACTIC 2006 National Chiropractic February 2006 NATIONAL DERMATOLOGY 2006 National Derm form February 2006 NATIONAL EYE 2006 National Eye February 2006 NATIONAL GENERAL SURG 2006 National Surgery February 2006 NATIONAL GI 2006 National GI form February 2006 NATIONAL INPATIENT 2006 National Inpatient Form February 2006 NATIONAL LOW VISION 2006 National Low Vision Optometry February 2006 NATIONAL MEDICINE/ER 2006 National Primary Care Form February 2006 NATIONAL MENTAL HLTH 2006 National Mental Health February 2006 NATIONAL MH INTENSE/MHICM 2006 National MH Intensive Program February 2006 NATIONAL NEUROLOGY 2006 National Neurology February 2006 NATIONAL ONCOLOGY 2006 National Hem/Onc February 2006 NATIONAL ORTHOPEDICS 2006 National Orthopedics February 2006 NATIONAL PODIATRY 2006 National Podiatry February 2006 NATIONAL PROSTHETIC 2006 National Prosthetic Form February 2006 NATIONAL PULMONARY 2006 National Pulmonary February 2006 NATIONAL REHAB 2006 National VIST/BROS form February 2006 NATIONAL REHAB/PT/OT/KT 2006 National Rehab/PT/OT/KT February 2006 NATIONAL SURG IN PROC 2006 National Minor Procedures February 2006 NATIONAL TRANS PHARM BEN 2006 National Transitional Pharmacy Benefit Feb NATIONAL UROLOGY 2006 National Urology Form February 2006 "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. ASSOCIATED REMEDY TICKET(S): =========================== HD129906 Updating New Encounter Forms PARTICIPATING TEST SITES: ======================== Cleveland VAMC Philadelphia VAMC Memphis VAMC 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 Total number of files: 12 INSTALLATION INSTRUCTIONS: ========================= Users may be on the system, however, it is recommended that this patch be installed at off-peak hours since an option will be disabled. Install time - from 5 minutes to 15 minutes Note: IBDY360 will automatically clear the Import/Export Utility's workspace. 1. LOAD TRANSPORT GLOBAL --------------------- FTP Software Retrieval: ======================= Global Host File: IBD_3_60.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 Distributions ... Utilities ... Installation ... Select Kernel Installation & Distribution System Option: INStallation --- Load a Distribution Print Transport Global Compare Transport Global to Current Systems 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*60): 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 c. When prompted 'Want to DISABLE Scheduled Option, Menu Options, and Protocols? YES//' answer YES. d. When prompted 'Enter options you wish to mark as 'Out of Order':' Enter the following option: Import/Export Utility [IBDF IMPORT/EXPORT UTILITY] e. When prompted 'Enter protocols you wish to mark as 'Out of Order':' press . *Note: IBDY360 is automatically deleted at the end of installation. ***********************POST-INSTALLATION INSTRUCTIONS******************** The following instructions need to be followed after the installation of this patch: IMPORT ENCOUNTER FORMS ---------------------- Using ENCOUNTER FORM IRM OPTIONS [IBDF IRM OPTIONS], import each encounter form and make each a toolkit form. 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 12, 2006@14:42:14 Page: 1 of 3 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 2006 National Addiction form February 2006 2 NATIONAL AUDIO/SPEECH 2006 National Audio & Speech February 2006 3 NATIONAL CARD CATH/IR 2006 National Cardiac Cath/Interventional 4 NATIONAL CARDIOLOGY 2006 National Cardiology/EKG/Echo February 5 NATIONAL CHIROPRACTIC 2006 National Chiropractic February 2006 6 NATIONAL DERMATOLOGY 2006 National Derm form February 2006 7 NATIONAL EYE 2006 National Eye February 2006 8 NATIONAL GENERAL SURG 2006 National Surgery February 2006 9 NATIONAL GI 2006 National GI form February 2006 10 NATIONAL INPATIENT 2006 National Inpatient Form February 2006 11 NATIONAL LOW VISION 2006 National Low Vision Optometry February 12 NATIONAL MEDICINE/ER 2006 National Primary Care Form February 2006 + 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 2006 Replace .. SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// .. This form was created with version 2. New Form Name: NATIONAL AUDIO/SPEECH 2006 Replace ...... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ...... New Form Name: NATIONAL CARD CATH/IR 2006 Replace .. SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// .. New Form Name: NATIONAL CARDIOLOGY 2006 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... New Form Name: NATIONAL CHIROPRACTIC 2006 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... New Form Name: NATIONAL DERMATOLOGY 2006 Replace ... SHOULD THIS FORM BE PART OF THE TOOLKIT?: YES// ... . . . You will be prompted with the form name and asked if it should be made part of the toolkit. Just accept the default response, 'YES'. *repeat this for all 26 forms. ROUTINE SUMMARY: =============== 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 ============ ============ =========== ========== *IBDY360 N/A *234559 60 CHECK1^XTSUMBLD results Routine name Before Patch After Patch Patch List ============ ============ =========== ========== *IBDY360 N/A *374203 60 *Note: IBDY360 is automatically deleted at the end of installation. Total number of new routines: 1 Routine Information: ==================== The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: IBDY360 Before: n/a After: 374203 **60** ============================================================================= User Information: Entered By : CURTIS,RICHARD Date Entered : MAR 14, 2006 Completed By: WERNER,GARY Date Completed: JUL 27, 2006 Released By : BOTTINI,STEVE Date Released : JUL 28, 2006 ============================================================================= Packman Mail Message: ===================== No routines included