============================================================================= Run Date: JAN 26, 2005 Designation: IVM*2*102 Package : IVM - INCOME VERIFICATION MATCH Priority: Mandatory Version : 2 SEQ #88 Status: Released Compliance Date: FEB 26, 2005 ============================================================================= Associated patches: (v)IVM*2*56 <<= must be installed BEFORE `IVM*2*102' Subject: DATE OF DEATH ENHANCEMENTS Category: - Routine - Enhancement (Mandatory) Description: ============ This Date of Death (DOD) Enhancements Project is implementing software modifications for the Health Eligibility Center (HEC) and VistA applications. The implementation is made to provide a higher confidence level for death dates received by the Veterans Benefits Administration (VBA), the HEC, and VA sites. These software modifications will allow for the synchronization of the Date of Death information between the HEC and VistA Systems as well as reduce the user (manual) workload for handling Date of Death information. OVERVIEW ======== The Date of Death Enhancements Project contains modifications to both VistA and HEC Legacy applications. This patch (IVM*2.0*102) addresses the following issues: Issue I Update Option: Demographics Upload [IVM UPLOAD DEM] II Update ORU~Z05 Receiver for Automatic Upload of DOD Updates III Update ORU~Z05 Receiver for Automatic Upload of DOD Deletion IV Correct Non-Numeric Date of Death Field Entries V Synchronize Auto-Upload of Z05 Messages with the Demographics Upload VI Synchronize Date of Death fields between VistA and HEC Legacy Systems. Issue I - Update Option: Demographics Upload [IVM UPLOAD DEM] ====================================================================== Patches DG*5.3*545 and IVM*2.0*85 (Date of Death Modifications to ZPD Segment) released on March 4, 2004 added the two following fields to the ZPD segments of the ORU (Unsolicited) and ORF (Solicited) Z07 (Full Data/DCD Transmission) HL7 Transmission Builder: Field Name ZPD Segment FILE/FIELD ---------- ----------- ---------- SOURCE OF NOTIFICATION ZPD31 #2/#.353 DATE OF DEATH LAST UPDATED ZPD32 #2/#.354 The SOURCE OF NOTIFICATION field (#.353) and DATE OF DEATH LAST UPDATED field (#.354)were added to the PATIENT file (#2), but they did not display in the Demographics Upload [IVM UPLOAD DEM] menu option. This patch IVM*2.0*102 is adding the fields to the IVM DEMOGRAPHIC UPLOAD FIELDS file (#301.92) which allows them to be viewed in the Demographics Upload [IVM UPLOAD DEM] menu option for review. When an ORU~Z05 (Demographic Data) HL7 transmission is received for adding or updating a Date of Death, the option will now display the following three fields: Field Name Field Number ---------- ------------ DATE OF DEATH #.351 SOURCE OF NOTIFICATION #.353 DATE OF DEATH LAST UPDATED #.354 Selecting any one of the Date of Death fields will result in the upload of all three fields into the PATIENT file (#2). The LAST EDITED BY field (#.355) will be updated with "POSTMASTER" indicating that the data was received via an ORU~Z05 HL7 message. The DEATH ENTERED BY field (#.352) will be updated with the user who approved the upload of the ORU~Z05 HL7 message. Issue II - Update ORU~Z05 Receiver for Automatic Upload of DOD Updates ====================================================================== When the Date of Death contained in the ORU~Z05 (Demographic Data) Transmission matches the date value in the PATIENT file (#2), it qualifies for an automatic upload. The Date of Death information will be updated using the data values either contained in or calculated from the ORU~Z05 HL7 message as follows: o The DATE OF DEATH field (#.351) will be updated from the message. o If the date and time of the DATE OF DEATH LAST UPDATED field (#.354) in the message does not match the date and time in the PATIENT file (#2),the DEATH ENTERED BY field (#.352) will be updated to POSTMASTER. o If the date and time of the DATE OF DEATH LAST UPDATED field (#.354) in the message matches the date and time in the PATIENT file (#2), the DEATH ENTERED BY field (#.352) will not be updated, and the current USER ID will not be over-written. o The SOURCE OF NOTIFICATION field (#.353) will be updated from the message. o The DATE OF DEATH LAST UPDATED field (#.354) will be updated from the message. o The LAST EDITED BY field (#.355) will be updated with "POSTMASTER", indicating that the updated data was received via an ORU~Z05 HL7 message. Issue III - Update ORU~Z05 Receiver for Automatic Upload of DOD Deletion ======================================================================== When the ORU~Z05 (Demographic Data) Transmission contains a Date of Death deletion, it qualifies for an automatic upload. The message will be processed into the PATIENT file (#2) record fields as follows: o The DATE OF DEATH field (#.351) will be deleted. o The DEATH ENTERED BY field (#.352) will be deleted. o The SOURCE OF NOTIFICATION field (#.353) will be deleted. o The DATE OF DEATH LAST UPDATED field (#.354) will be updated with the date and time the HL7 transmission was received. o The LAST EDITED BY field (#.355) will be updated with "POSTMASTER", indicating that the deletion data was received via an ORU~Z05 HL7 message. Issue IV - Correct Non-Numeric Date of Death Field Entries ======================================================================== The INPUT TRANSFORM on the DATE OF DEATH field (#.351) in the PATIENT file (#2) was modified by a prior patch to correctly store the date of the veteran's death in FileMan format. During data entry, the only acceptable dates are: o Year only o Month and Year o Month, Day, and Year There are some Date of Death entries containing invalid (non-FileMan formatted) dates that were entered prior to the installation of the INPUT TRANSFORM on the Date of Death field. All invalid non-numeric Date of Death entries will be deleted. The records in the VETERANS ID & VERIFICATION ACCESS (VIVA) File (#300.11) in HEC Legacy were checked for invalid or non-numeric Date of Death entries. The sites were contacted and all the records containing invalid entries were corrected. Issue V - Synchronize Auto-Upload of Z05 Messages with the Demographics Upload ======================================================================== When the ORU~Z05 (Demographic Data) Transmission qualifies for an automatic upload, it is possible for previous messages to have been received and entered into the Demographics Upload [IVM UPLOAD DEM] menu option. This is a list of all the possible PATIENT file (#2) fields that can cause an ORU~Z05 (Demographic Data) Transmission to be entered into the Demographics Upload [IVM UPLOAD DEM] menu option: Field Name Field Number ----------------------------- ------------ ADDRESS CHANGE DT/TM (#.118) ADDRESS CHANGE SITE (#.12) ADDRESS CHANGE SOURCE (#.119) CITY (#.114) CITY (VA) (#.2916) CLAIM FOLDER LOCATION (#.314) CLAIM FOLDER NUMBER (#.313) COUNTY (#.117) DATE MEDICAID LAST ASKED? (#.382) DATE OF BIRTH (#.03) * DATE OF DEATH (#.351) * DATE OF DEATH LAST UPDATED (#.354) DATE RULED INCOMPETENT (VA) (#.291) ELIGIBILITY STATUS (#.3611) ELIGIBILITY STATUS DATE (#.3612) ELIGIBILITY VERIF. METHOD (#.3615) ELIGIBLE FOR MEDICAID? (#.381) GUARDIAN (VA) (#.2912) INSTITUTION (VA) (#.2911) PHONE (VA) (#.2919) PHONE NUMBER [RESIDENCE] (#.131) PRIMARY ELIGIBILITY CODE (#.361) RATED INCOMPETENT? (#.293) RELATIONSHIP (VA) (#.2913) SEX (#.02) * SOURCE OF NOTIFICATION (#.353) STATE (#.115) STATE (VA) (#.115) STREET ADDRESS [LINE 1] (#.111) STREET ADDRESS [LINE 1] (VA) (#.2914) STREET ADDRESS [LINE 2] (#.112) STREET ADDRESS [LINE 2] (VA) (#.2915) ZIP (VA) (#.2918) ZIP+4 (#.1112) Note: * These are Date of Death related fields When any message qualifies for an automatic upload, the process will search the Demographics Upload [IVM UPLOAD DEM] menu option for any date of death entries. The following business rules will be applied to all records found in the Demographics Upload option for each veteran, where an ORU~Z05 is automatically uploaded: o If the record contains Date of Death related field data only, the data will be deleted and the record will be removed from the Demographics Upload [IVM UPLOAD DEM] menu option. o If the record contains a combination of Date of Death related field data and any other field data, only the Date of Death related field data will be removed, and the record will remain in the Demographics Upload [IVM UPLOAD DEM] menu option. o When the record contains NO Date of Death data, no action will be taken. Issue VI - Synchronize Date of Death fields between VistA and HEC Legacy Systems ======================================================================== The SOURCE OF NOTIFICATION field (#.353) is not a required field, and although it has been added to the ORU~Z07 (Full Data/DCD Transmission) HL7 Transmissions to HEC Legacy, it has not been able to be uploaded. The HEC Legacy patch IVMB*2.0*800 synchronized the set of codes in the VETERANS ID & VERIFICATION ACCESS (VIVA) file (#300.11) records for the SOURCE OF NOTIFICATION field (#.353). The PATIENT file (#2) records containing a DATE OF DEATH field (#.351)and a SOURCE OF NOTIFICATION field (#.353) will be queued to send an ORU~Z07 to update the HEC records. The distribution/cleanup will be restricted to only queue five thousand records daily until all records have been processed. The limitation will protect against overloading both the inbound and outbound queues in VistA and at the HEC. Another limitation on the distribution is that only seven of the nine values for the SOURCE OF NOTIFICATION field (#.353) will be queued to update the records at the HEC. Records containing SSA (Code #6) and NCA (Code #7) will not be queued. An ORU~Z07 (Full Data/DCD Transmission) HL7 Transmission will be queued for PATIENT file (#2) records containing a DATE OF DEATH field (#.351) and a SOURCE OF NOTIFICATION field (#.353) with one of the following values: o Inpatient at VAMC (Code #1) o Non-VA Medical Facility (Code #2) o Death Certificate on File (Code #3) o VBA (Code #4) o VA Insurance (Code #5) o Next of Kin/Family/Friend (Code #8) o Other (Code #9) When the DATE OF DEATH field (#.351) is blank (NULL), the fields associated with the Date of Death must also be blank (NULL). If any of the following fields are not blank (NULL), the values will be deleted with this post-install cleanup: o DEATH ENTERED BY (field #.352) o SOURCE OF NOTIFICATION (field #.353) NOTE: The Date of Death Modifications to ZPD segment patch DG*5.3*545 was released on March 4, 2004. It added the following fields to the PATIENT File (#2): SOURCE OF NOTIFICATION field #.353 DATE OF DEATH LAST UPDATED field #.354 The PATIENT file (#2) records containing a Date of Death that was entered before this patch was released will not contain field data for the two fields. If the record is edited after installing patch DG*5.3*545, the software will populate the fields. SOFTWARE RETRIEVAL ================== The software for this patch is not being distributed through the National Patch Module. This patch is being distributed as a host file. The host file will contain the following two KIDS builds: Host file name: DG_53_P563.KID Builds: DG*5.3*563 IVM*2.0*102 Sites may retrieve the software directly using FTP from the ANONYMOUS.SOFTWARE directory at the following OI Field Offices: Albany : ftp.fo-albany.med.va.gov Hines : ftp.fo-hines.med.va.gov Salt Lake City : ftp.fo-slc.med.va.gov First Available Server : download.vista.med.va.gov The following file will be available: File Name Description --------- ----------- DG_53_P563.KID Host File containing KIDS software distribution Note: Use ASCII mode when transferring the .KID file. DOCUMENTATION RETRIEVAL ======================= The following documentation file is being released with the Date of Death Enhancement Project: Patch Number File Name Description ------------ ---------------------- ------------------------------------- DG*5.3*563 DG_5_3_P563_REG_UM.PDF Updates to PIMS V. 5.3 Registration User Manual IVM*2*102 IVM_2_P102_TM.PDF Updates to IVM V. 2.0 Technical Manual IVM*2*102 IVM_2_P102_UM.PDF Updates to IVM V. 2.0 User Manual Sites may retrieve the documentation directly using FTP from the ANONYMOUS.SOFTWARE directory at the following OI Field Offices: Albany : ftp.fo-albany.med.va.gov Hines : ftp.fo-hines.med.va.gov Salt Lake City : ftp.fo-slc.med.va.gov First Available Server : download.vista.med.va.gov NOTE: The document is in binary format so it must be transferred in binary, not ASCII, mode. This patch addresses the following New Service Request (NSR): ------------------------------------------------------------- There is no NSR associated with this patch. This patch addresses the following NOIS/Remedy Ticket(s): --------------------------------------------------------- IST-0904-32208 - Exceptions with Date of Death as "OO" from IVM UPLOAD Overview of NOIS/Remedy Ticket(s): ---------------------------------- NOIS: IST-0904-32208 (Exceptions with Date of Death as "OO" from IVM UPLOAD) Problem: The MPI/DQ Team is receiving exceptions where the Date of Death is transmitted with an invalid date. Resolution: Fix non-numeric Date of Death entries, and correctly validate incoming Date of Death date formats. Test Sites: ----------- Madison Milwaukee Manchester West LA ================INSTALLATION INSTRUCTIONS ================= If installed during the normal workday, it is recommended that the menu options (File #19) and all of their descendants listed in the patch description for patch DG*5.3*563, be disabled to prevent possible conflicts while running the KIDS Install. Other VISTA users will not be affected. The patch should be installed during non-peak hours. Install Time - 45 minutes The components sent with this patch IVM*2.0*102 have been included in the HOST File DG_53_P563.KID. Please follow the instructions listed in the INSTALLATION INSTRUCTIONS for patch DG*5.3*563. 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: ;;2.0;INCOME VERIFICATION MATCH;**[patch list]**;21-OCT-94 CHECK^XTSUMBLD results Routine Before Patch After Patch Patch List ------- ------------ ----------- ---------- IVM2A102 N/A 1790293 102 IVM2B102 N/A 6017322 102 IVMLDEM4 7882673 8740007 5,10,56,102 IVMLDEMC 4669490 4704748 79,102 IVMLDEMD N/A 12239740 102 IVMPREC6 7804883 7991798 3,4,12,17,34 58,79,102 IVMPREC8 7454076 7789185 5,6,12,58,73 79,102 Total number of routines - 7 Total number of routines modified: 4 Total number of new routines: 3 Total number of deleted routines: 0 Routine Information: ==================== Routine Name: - IVM2A102 Routine Checksum: Routine Name: - IVMLDEM4 Routine Checksum: Routine Name: - IVMLDEMC Routine Checksum: Routine Name: - IVMLDEMD Routine Checksum: Routine Name: - IVMPREC8 Routine Checksum: Routine Name: - IVM2B102 Routine Checksum: Routine Name: - IVMPREC6 Routine Checksum: ============================================================================= User Information: Entered By : ROWNY,PAUL Date Entered : AUG 05, 2004 Completed By: MULLER,RICHARD Date Completed: JAN 20, 2005 Released By : GANUS,MAUNETTE Date Released : JAN 26, 2005 ============================================================================= Packman Mail Message: ===================== No routines included