$TXT Created by HOWELL,LYNN at MNTVBB.ISC-ALBANY.VA.GOV (KIDS) on WEDNESDAY, 12/13/00 at 20:45 ============================================================================= Run Date: MAY 24, 2001 Designation: OOPS*1*8 Package : OOPS - ASISTS Priority: Mandatory Version : 1 SEQ #9 Status: Released ============================================================================= Associated patches: (v)OOPS*1*1 <<= must be installed BEFORE `OOPS*1*8' (v)OOPS*1*2 <<= must be installed BEFORE `OOPS*1*8' (v)OOPS*1*3 <<= must be installed BEFORE `OOPS*1*8' (v)OOPS*1*4 <<= must be installed BEFORE `OOPS*1*8' (v)OOPS*1*5 <<= must be installed BEFORE `OOPS*1*8' (v)OOPS*1*6 <<= must be installed BEFORE `OOPS*1*8' (v)OOPS*1*7 <<= must be installed BEFORE `OOPS*1*8' (v)XM*DBA*136 <<= must be installed BEFORE `OOPS*1*8' Subject: ELECTRONIC SUBMISSION CA1/CA2 Category: - Data Dictionary - Routine - Enhancement (Mandatory) Description: ============ IMPORTANT NOTES: * Since this patch incorporates many changes, as well as enhancements to the ASISTS package, it is STRONGLY recommended that all open claims signed by the Employee prior to the installation of this patch be completed by submitting the hardcopy claim to the Department of Labor. Electronic submission of these claims is not recommended due to the new requirements in this patch. * OOPS*1.0*10 must be installed immediately after installation of this patch. This is due to specification changes to functionality introduced in this patch that have dependencies with patch 10. * Patch XM*DBA*136 must be installed prior to installation of this patch. It sets up the queue necessary for transmitting ASISTS CA1/CA2 Claim data to the AAC. This patch addresses the following NOIS message: ------------------------------------------------ FAV-1000-72753 In the option, Validate and Sign CA1,CA2 or 2162 [OOPS SUP VALIDATE], mail bulletins to the Supervisor and Union were not being sent when the Supervisor signed the claim. After this patch is installed, bulletins will be sent to the Supervisor and Union. This patch addresses the following E3Rs: ---------------------------------------- 11570, 11994, 12129, 12156, 12162, 12226, 12373, 12765 In addition, patch OOPS*1*8 includes enhancements to ASISTS to enable the electronic submission and transmission of CA1/CA2 claims to the Department of Labor (DOL) through the Austin Automation Center (AAC). Functionality is incorporated in this patch for Worker's Compensation personnel to complete the portions of the claim they are responsible for and provide support to the Supervisor as necessary. This patch has modifications necessary to support the collection of data elements needed for the electronic submission of claims. Once the patch is released the "ASISTS User Manual" will be available at: http://vista.med.va.gov/fms/asists/index.html Modifications contained in the patch are described below. The PAY RATE PER Field (#167) in the ASISTS ACCIDENT REPORTING File (#2260) has been changed from a free text field to a set of codes field. A conversion will run in a post install routine to ensure the data in the ASISTS ACCIDENT REPORTING File (#2260), PAY RATE PER (#167) field conforms to the new Set of Codes as shown below: 1 - Weekly H - Hourly 2 - Bi-weekly A - Annual 6 - Daily The conversion routine will modify the existing data to the correct code if it can determine the correct mapping. If the correct mapping cannot be determined, the conversion routine will display the case number and existing PAY RATE PER field so the correct value can be entered manually after installation of the patch. The existing data will then be removed. A new option is provided, Fix PAY RATE PER Field [OOPS FIX PAY RATE PER FIELD], so that data that was not converted in the PAY RATE PER Field (#167) can be entered. This option should be attached to the appropriate user's Secondary Menu only and should be removed after the data correction has been completed. This option will only allow data entry for Cases where the PAY RATE PER field (#167) is blank. The post-installation routine will also move data in the WITNESS (#115) field to the new WITNESS NAME (#.01) field in the WITNESS NAME Subfile (#2260.0125) and update the ASISTS DOL ANATOMICAL LOCATION CODES File (#2261.1) with new codes required by the Department of Labor (DOL). Changes to this patch are described below: 1. EXTRACT AND TRANSMIT DATA TO THE AUSTIN AUTOMATION CENTER New options have been created that will extract and transmit identified data elements from the ASISTS package to the AAC (Austin Automation Center) on a daily basis, as well as on an as-needed, manual basis. In order for a case to be transmitted, certain criteria must be met. The required criteria for transmitting an ASISTS case to the AAC are: electronic signatures of employee, supervisor, and worker's compensation personnel (WCP); the new field, TRANSMIT TO WC/MIS (#67), must be entered; required fields must be completed; field NATURE OF DISEASE/ILLNESS (#217) cannot contain more than 264 characters, and the following fields cannot contain more than 528 characters: SUPERVISOR NOT AGREE EXPLAIN (#164), REASON FOR CONTROVERTS COP (#165), RELATIONSHIP OF ILLNESS TO EMP (#216), CLAIM NOT FILED (#218), EMPLOYEE STATEMENT DELAYED (#219), WORK DUTY CHANGED (#257). All fields listed above are from the ASISTS ACCIDENT REPORTING file (#2260). A mail group, OOPS WC MESSAGE, will be created during the installation and must be populated with at least one member in order to transmit claims electronically. Users included in this mail group should be the individuals who need to be notified of error messages, or messages sent from the AAC. Again, at least one member's name must be entered into this mail group. To schedule the transmission of DOL data [OOPS DOL SCHEDULED XMIT DATA] use the Taskman Scheduler option. This should be scheduled to run on a DAILY basis. After the Worker's Compensation manager has electronically signed the claim, indicating that it has been authorized for transmission, the claim will be added to other approved claims and will be electronically transmitted to the AAC when the scheduled task is run. ASISTS claims received by 5:00AM CST, Monday through Friday, excluding holidays will be included in the AAC EDI processing for that day so that the claims can be forwarded to DOL on the same day. Claims received after 5:00AM will be processed and forwarded to DOL the following day. Error checking is performed to assure that the data being sent is valid, the system is set up as required for sending the mail message, and to ensure that mail messages are created correctly. If an error occurs, a message will be sent to another newly created mail group, OOPS WCP, notifying members of the problem. After the errors have been corrected, the data will be sent with the next scheduled transmission. All claims are routinely transmitted to the AAC using this option. The new menu option, Manual Transmission of DOL Data [OOPS DOL MANUAL XMIT DATA], should be used for manual transmission only if the message was corrupted during the actual transmission to the AAC and the AAC cannot process claims in the Mailman message. A new security key, OOPS DOL XMIT DATA, is required to access this menu option from the OOPS WORKER'S COMP MENU and should be assigned to the appropriate users. This option will allow for queuing, if desired, but IS NOT designed to re-send a corrected claim to the AAC. Those claims will be transmitted using the Scheduled Transmission of DOL data via Taskman. A message will be sent to the OOPS WCP mail group with a listing of claims that were successfully included in the mail message that is sent to the AAC. The OOPS WCP mail group can be set up by Station Number (OOPS WCP - STATION #) using the functionality introduced with OOPS*1.0*7. The OOPS WCP MESSAGE Mail Group does not have this capability as it is designed to receive messages back from the AAC and the Station number may not be known. **Before the transmission can be completed it is mandatory that the Mailman patch XM*999*136 be installed. This patch adds a new domain, which will be used to transmit ASISTS CA1/CA2 data to the Dept. of Labor via the Austin Automation Center. 2. CREATE ASISTS WORKER'S COMPENSATION MENU [OOPS WORKER'S COMP MENU] A new top level ASISTS menu has been created for the Worker's Compensation personnel. This menu includes the following options: Change the Status of a Case [OOPS SAFETY CLOSE] Complete Employee CA-1 & CA-2 [OOPS SAFETY EMP ENTER] Complete Report of Accident (2162) [OOPS SAFETY ENTER 2162] Create Accident/Illness Record [OOPS CREATE CASE] Create Amendment [OOPS CREATE AMENDMENT (SO)] Display CA1 or CA2 [OOPS SAFETY DISPLAY CA1/CA2] Edit Report of Incident [OOPS SAFETY SUP ENTRY] Edit Stub Record [OOPS SAFETY EDIT STUB RECORD] Manual Transmission of DOL Data [OOPS DOL MANUAL XMIT DATA] Print Accident Report Status [OOPS SAFETY PRINT STATUS] Print CA1/CA2 [OOPS SAFETY PRINT CA] Print Employee Bill of Rights [OOPS PRINT BILL] Print Report of Accident [OOPS SAFETY PRINT] Validate and Sign CA1 or CA2 [OOPS WC VALIDATE] Worker's Compensation Edit CA1/CA2 [OOPS WC EDIT CA1/CA2] There is one new option, Worker's Compensation Edit CA1/CA2, [OOPS WC EDIT CA1/CA2] that will be described below. Additionally, the option, Complete Employee CA-1 & CA-2 has been renamed from Edit Employee CA-1 & CA-2, [OOPS SAFETY EMP ENTER]. 3. ADD NEW OPTION, WORKER'S COMPENSATION EDIT CA1/CA2 [OOPS WC EDIT CA1/CA2] A new option has been added for Worker's Compensation (WCP) personnel to verify the CA1/CA2 claim and complete it as necessary. This option will provide access to data collected in blocks 14a-c and 17-38 of the CA1 and blocks 9a, 14a-c, and 19-35 of the CA2 as well as the OWCP NOI CODE. The ability to enter the OWCP Chargeback Code, the OWCP District Office, and multiple Witness(es) information has also been incorporated. Other than the items detailed below, this option functions similarly to the CA1/CA2 portion of the Edit Report Of Incident [OOPS SUP ENTRY]. Additionally, error checking has been implemented to assure that the WITNESS NAME (#2260.0125, .01), the PHYSICIAN NAME (#156, #245), and SUPERVISOR PHONE NUMBER (#173, #269) format matches Department of Labor requirements. If the Supervisor has not electronically signed the CA1/CA2 when the WCP enters the option, then the WCP will be asked if they are signing for the Supervisor. A 'Y'es response must be entered for the WCP to be given access to the case. A 'N'o response returns the user to the menu assuming that the Supervisor needs to electronically sign the claim. If the Supervisor has signed their portion of the CA1/CA2 prior to WCP accessing the option, this option will determine if the WCP changed any of the following fields from the ASISTS ACCIDENT REPORTING File (#2260): INJURED PERFORMING DUTY (#146) NOT INJURED PERFORMING DUTY (#147) INJURY CAUSED BY EMPLOYEE (#148) CAUSED BY EMPLOYEE EXPLAIN (#149) SUPERVISOR AGREE/DISAGREE (#163) SUPERVISOR NOT AGREE EXPLAIN (#164) REASON FOR CONTROVERTS COP (#165) If any of the above fields are changed by the WCP, existing data in the following fields is removed and the WCP will complete them and sign as the Supervisor: SUPERVISOR EXCEPTIONS (#168) NAME OF SUPERVISOR (#169) SUPERVISOR TITLE (#172) SUPERVISOR OFFICE PHONE (#173) The following fields from the PAID EMPLOYEE File (#450) will be 'pulled' if data exists: PAY BASIS (#19) SALARY (#28) RETIREMENT CODE (#26) These fields will be 'converted' to valid ASISTS data and used as the default value for the following fields in the ASISTS ACCIDENT REPORTING File (#2260): EMP RETIREMENT COVERAGE (#60) PAY RATE DOLLAR (#166) PAY RATE PER (#167) The Department of Labor (DOL) allows a maximum of 528 characters to be submitted electronically for the following fields in the ASISTS ACCIDENT REPORTING File (#2260) that are collected in this option: SUPERVISOR NOT AGREE EXPLAIN (#164) REASON FOR CONTROVERTS COP (#165) WORK DUTY CHANGED (#257) Error checking has been incorporated on the fields listed above to make sure that the maximum character limit is not exceeded. If more than 528 characters are entered, an error message with the total number of characters that have been entered will be displayed and the user prompted to edit the field. Two new prompts/fields have also been added for the Worker's Compensation specialist: 36a. DOES THE AGENCY CONTROVERT THIS CLAIM (#165.1) 36b. DOES THE AGENCY DISPUTE THIS CLAIM (#165.2) These prompts have Yes/No responses and have been added to designate that the Agency is either controverting or disputing the claim and to document that in the claim. This allows for a differing opinion between the Supervisor and Worker's Compensation specialist. In this option, a Yes response must be entered in either question 36a or 36b for the user to be able to respond to question 36 - IF THE EMPLOYING AGENCY CONTROVERTS CONTINUATION OF PAY, STATE THE REASON IN DETAIL. If all required fields have been entered, the Supervisor has not signed the claim form and the WCP has indicated that they will be signing as the Supervisor, then they will be prompted to sign as the Supervisor. Otherwise, the Supervisor has signed the claim; and then the WCP will indicate whether the claim should be transmitted to the AAC. If the WCP indicates that the claim is ready for transmission, they will be prompted to enter their electronic signature, which is required prior to the claim being transmitted. If the supervisor has not signed the claim and data validation indicates that there are required fields missing, then those field names will be displayed and the user will be returned to the Worker's Comp menu. If the WCP has signed the claim and needs to edit the data for any reason, the claim will be accessible ONLY if the claim has not been transmitted to the AAC. The WCP's electronic signature will be removed, requiring the WCP to resign the claim. Once the claim has been transmitted to the AAC, access to the CA1/CA2 will not be allowed. Additionally, a check will be made to assure that only one user is entering data on the same case at the same time. 4. MODIFY OPTION, EDIT EMPLOYEE CA1/CA2, [OOPS EMP ENTRY]. The ability to collect the following fields from the ASISTS ACCIDENT REPORT File (#2260) and WITNESS NAME Sub-File (#2260.0125) has been added: CAUSE OF INJURY CODE (#126) ZIP CODE WHERE INJURY OCCURRED (#181) ADDRESS WHERE INJURY OCCURRED (#183) CITY WHERE INJURY OCCURRED (#184) STATE WHERE INJURY OCCURRED (#185) OCCUPATION #111 (CA1) or EMPLOYEE OCCUPATION, #208 (CA2) WITNESS NAME (#2260.0125, #.01) WITNESS ADDRESS (#2260.0125, #1) WITNESS CITY (#2260.0125, #2) WITNESS STATE (#2260.0125, #3) WITNESS ZIP CODE (#2260.0125, #4) DATE OF WITNESS SIGNATURE (#2260.0125, #5) *** It should be noted that at this time we cannot collect the WITNESS STATEMENT (#2260.0125, #6) in the computer due to privacy act concerns and agreements with the Unions. This statement should be collected via hardcopy, if appropriate and forwarded to DOL. The fields, ADDRESS WHERE INJURY OCCURRED (#183), CITY WHERE INJURY OCCURRED (#184), and STATE WHERE INJURY OCCURRED (#185) were added due to requirements from the AAC and are required fields for the electronic submission to DOL. Error checking on the Witness Name field (2260.0125, .01) will be preformed to assure that if Witness data has been entered, it is in a format (LASTNAME,FIRSTNAME) that DOL will accept. Error checking on the HOME PHONE NUMBER field (#12) has been added to assure that the Phone Number matches 10 numbers (Area Code is required) after any punctuation that is entered is removed. The ASISTS PAY PLAN field (#63) will be 'pulled' from the PAID EMPLOYEE File (#450), PAY PLAN (#20) if data exists. The default value for the DATE OF THIS NOTICE field (#110) will be the date the user is entering the data. The following 3 prompts have been changed at the request of the Technical Advisory Group (TAG): CA1: 13. CAUSE OF INJURY (DESCRIBE WHAT HAPPENED AND WHY) 14. NATURE OF INJURY (IDENTIFY BOTH THE INJURY AND THE PART OF THE BODY e.g. FRACTURE OF LEFT LEG) CA2: 12. DATE YOU FIRST REALIZED THE DISEASE OR ILLNESS WAS CAUSED BY YOUR EMPLOYMENT The Department of Labor (DOL) allows a maximum of 528 characters to be submitted electronically for the following fields in the ASISTS ACCIDENT REPORTING File (#2260) that are collected in this option: RELATIONSHIP OF ILLNESS TO EMP (#216) CLAIM NOT FILED (#218) EMPLOYEE STATEMENT DELAYED (#219) NATURE OF INJURY(#217) MEDICAL REPORT DELAYED(#220) Error checking has been incorporated on the fields listed above to make sure that the maximum character limit is not exceeded. If more than 528 characters are entered, an error message with the total number of characters that have been entered will be displayed and the user will be prompted to edit the field. If the employee does not have an Electronic Signature on file when this option is entered, the user will be prompted to enter an electronic signature and related information after data validation has occurred and the form is eligible for employee signature. In order to ensure Employee data integrity after the Employee has signed the claim, special processing is completed on the Employee data. This verification checking is completed to ensure that the data entered by the Employee is the data being sent to the AAC. If any problems are detected during the data extraction/transmission to the AAC, the Employees', Supervisors' and Workers' Compensation Specialists' signature will be removed and mail bulletins will be sent to each of them advising that the data has been modified. If problems are detected when a hardcopy CA1/2 is printed, the Employee's name will be replaced with garbled characters to signify that the data has been modified, however, mail bulletins will not be sent as a visual inspection of the signature indicates a problem. 5. MODIFY OPTION, EDIT REPORT OF INCIDENT, [OOPS SAFETY SUP ENTRY] and [OOPS SUP ENTRY] (CA1 AND CA2 PORTION ONLY). The ability to collect the following fields from the ASISTS ACCIDENT REPORT File (#2260) and WITNESS NAME Sub-File (#2260.0125) has been added: EMP RETIREMENT COVERAGE (#60) (CA1, CA2) EMP RETIREMENT COVERAGE DESC (#61) (CA1, CA2) PHYSICIAN TITLE (#182 (CA1), #270 (CA2)) WITNESS NAME (#2260.0125, #.01) (CA1) WITNESS ADDRESS (#2260.0125, #1) (CA1) WITNESS CITY (#2260.0125, #2) (CA1) WITNESS STATE (#2260.0125, #3) (CA1) WITNESS ZIP CODE (#2260.0125, #4) (CA1) DATE OF WITNESS SIGNATURE (#2260.0125, #5) (CA1) *** It should be noted that at this time we cannot collect the WITNESS STATEMENT (#2260.0125, #6) in the computer due to privacy act concerns and agreements with the Unions. If appropriate, this statement should be collected via hardcopy and forwarded to DOL. Additionally error checking has been implemented to assure that the WITNESS NAME (#2260.0125, .01), the PHYSICIAN NAME (#156, #245), and SUPERVISOR PHONE NUMBER (#173, #269) format matches Department of Labor requirements. The following fields from the PAID EMPLOYEE File (#450) will be 'pulled' if data exists: PAY BASIS (#19) SALARY (#28) RETIREMENT CODE (#26) These fields will be 'converted' to valid ASISTS data and used as the default value for the following fields in the ASISTS ACCIDENT REPORTING File (#2260): EMP RETIREMENT COVERAGE (#60) (CA1, CA2) PAY RATE DOLLAR (#166) (CA1) PAY RATE PER (#167) (CA1) The Department of Labor (DOL) allows a maximum of 528 characters to be submitted electronically for the following fields in the ASISTS ACCIDENT REPORTING File (#2260) that are collected in this option: SUPERVISOR NOT AGREE EXPLAIN (#164) (CA1) REASON FOR CONTROVERTS COP (#165) (CA1) WORK DUTY CHANGED (#257) (CA2) Error checking has been incorporated on the fields listed above to make sure that the maximum character limit is not exceeded. If more than 528 characters are entered, an error message with the total number of characters that have been entered will be displayed and the user prompted to edit the field. The PHYSICIAN TITLE (#182 or #270) will default from the value entered in the ASISTS SITE PARAMETER File (#2262), STATION Sub-File (#2262.03), field PHYSICICAN TITLE (#6). (CA1, CA2) The DATE NOTICE RECEIVED field (#175) will default from the field DATE OF THIS NOTICE (#110), both from the ASISTS ACCIDENT REPORTING file (#2260). (CA1) The field, FIRST DATE MEDICAL CARE (#250), from the ASISTS ACCIDENT REPORTING File (#2260), is no longer required. (CA2) Additionally, a check will be made to assure that only one user is entering data on the same case at the same time. 6. MODIFY OPTION, DISPLAY CA1 OR CA2, [OOPS SUP DISPLAY CA1/CA2], [OOPS EMP DISPLAY CA1/CA2], [OOPS SAFETY DISPLAY CA1/CA2], [OOPS EMP HLT DISP CA1/CA2]. The new fields have been added to the appropriate claim (CA1 or CA2) for being displayed from this option. These fields for the CA1 are displayed here as titled in the option: EMPLOYEE RETIREMENT COVERAGE (#60) EMP RETIREMENT COVERAGE DESC (#61) NOI CODE (#62) PAY PLAN (#63) OWCP CHARGEBACK CODE (#70) TYPE CODE (#123) SOURCE CODE (#124) CAUSE OF INJURY CODE (#126) ZIP CODE WHERE INJURY OCCURRED (#181) INJURY OCCURRED ADDRESS (#183) INJURY OCCURRED CITY (#184) INJURY OCCURRED STATE (#185) PHYSICIAN TITLE (#182) WITNESS NAME (#2260.0125, #.01) WITNESS ADDRESS (#2260.0125, #1) WITNESS CITY (#2260.0125, #2) WITNESS STATE (#2260.0125, #3) WITNESS ZIP CODE (#2260.0125, #4) DATE OF WITNESS SIGNATURE (#2260.0125, #5) WITNESS STATEMENT (#2260.0125, #6) These fields for the CA2 are displayed here as titled in the option: EMPLOYEE RETIREMENT COVERAGE (#60) EMP RETIREMENT COVERAGE DESC (#61) NOI CODE (#62) OWCP CHARGEBACK CODE (#70) OWCP DISTRICT OFFICE (#73) TYPE CODE (#226) SOURCE CODE (#227) PHYSICIAN TITLE (#270) 7. MODIFY OPTION, PRINT CA1/CA2, [OOPS EMP PRINT CA], [OOPS SUP PRINT CA], [OOPS SAFETY PRINT CA]. The CA1 and CA2 have been modified to print the following fields from the ASISTS ACCIDENT REPORTING File (#2260) and the WITNESS NAME Sub-File (#2260.0125): EMP RETIREMENT COVERAGE (#60) EMP RETIREMENT COVERAGE DESC (#61) NOI CODE (#62) OWCP CHARGEBACK CODE (#70) (in the OWCP Agency Code block) OCCUPATION #111 (CA1) or EMPLOYEE OCCUPATION #208 (CA2)) TYPE CODE (#123 (CA1), #226 (CA2)) SOURCE CODE (#124 (CA1), #227 (CA2)) WITNESS NAME (#2260.0125, .01) WITNESS ADDRESS (#2260.0125, 1) WITNESS CITY (#2260.0125, 2) WITNESS STATE (#2260.0125, 3) WITNESS ZIP CODE (#2260.0125, 4) DATE OF WITNESS SIGNATURE (#2260.0125, 5) WITNESS STATEMENT (#2260.0125, 6) The WITNESS STATEMENT (#2260.0125, 6) prints the standard statement, "Signed Witness Statement to follow." The CA1 has also been modified to print the NAME OF EMPLOYEE (#119) and the EMPLOYEE DATE OF SIGNATURE (#121) on the CA1 in block 15, if the employee has signed the claim form. An '/ES/' precedes the employees name on the signature line. Also, see #4. above for information on displaying the electronic signature. 8. MODIFY OPTION, EDIT SITE PARAMETER, [OOPS EDIT SITE PARAMETER]. The PHYSICIAN TITLE field (#6) from the ASISTS SITE PARAMETER File (#2262), STATION Sub-File (#2262.03) can now be entered in this option. The value entered in this field will be used as the default value for the CA2. Error checking has been added to assure that the HOME PHONE NUMBER (#12) matches 10 numeric after any punctuation that has been entered is removed. 9. MODIFY OPTION, COMPLETE REPORT OF ACCIDENT (2162), [OOPS SAFETY ENTER 2162] This option has been modified to display a message for the Safety Officer if the Employee or Supervisor has not signed their portion of the 2162, CA1, or CA2. It also advises that if the Safety Officer closes the case, future access will not be possible. The Safety Officer is then prompted to sign the case. The following is a screen capture of the display after the SAFETY OFF. COMMENTS have been entered: ************************************************************** Validating data on form 2162. The Supervisor portion of the CA1 has not been signed. The Employee or Supervisor has not signed their part of the CA Claim form. Signing the form now closes the case and removes it from everyone's selection list for editing. Select one of the following: 1 Yes 0 No Do you want to sign the Case: No ******************* End of System Display ******************** If the Safety Officer responds 'Y'es to the above question, they will be prompted to enter their signature code. 10. MODIFY OPTION, VALIDATE AND SIGN CA1 OR CA2, [OOPS WC VALIDATE] The WCP will be able to use the Validate and Sign CA1 or CA2 so that the claim can be electronically transmitted to DOL. 11. BULLETINS HAVE BEEN CREATED OR MODIFIED. The bulletin, OOPS EMPLOYEE, text has been modified to reflect that the report must be filed within 2-3 days rather than 5 days. The OOPS WC SIGNED bulletin has been created and will be sent to the Supervisor whenever the Worker's Compensation personnel has signed the claim. A new bulletin, OOPS WC EDITED, will be sent to the Supervisor if the Worker's Compensation personnel edits a field listed in item 3 above after the Supervisor has signed the claim. This bulletin will be sent at the time the claim is transmitted to DOL. The bulletin, OOPS WORKERS COMP, has been created that will send a message to the OOPS WCP Mail group when the Supervisor signs the CA1/CA2 claim. The OOPS SIGNATURE SECURITY bulletin has been created to notify the Employee, Supervisor, and Workers' Compensation specialist if the Employee data has been modified after the Employee has signed the claim. 12. OOPS WCP MAIL GROUP CREATED. This mail group will receive messages from the Supervisor as well error messages which includes information concerning fields that did not meet transmission requirements for the claim. This group will also receive a message with a list of claims that were successfully included in the Mailman message that is send to the AAC. This Mail group must be populated with at least one person and should be populated with individuals needing to receive messages concerning the transmission of claims to the Department of Labor (DOL). 13. MODIFY OPTION TITLE - EDIT EMPLOYEE CA1/CA2. The option title has been changed for the Edit Employee CA1/CA2 from Edit to Complete. The new title is Complete Employee CA1/CA2, [OOPS SUP EMP ENTRY], [OOPS SAFETY EMP ENTRY], [OOPS EMP ENTRY]. This option has also been removed from the ASISTS Supervisor Menu [OOPS SUPERVISOR MENU], the ASISTS Safety Officers Menu [OOPS SAFTEY MENU], and added to the ASISTS Worker's Compensation Menu [OOPS WORKER'S COMP MENU]. 14. MODIFY OPTION, CHANGE THE STATUS OF A CASE, [OOPS SAFETY CLOSE]. No functional changes have been made to this option. This routine needed to be modified as a result of changes in other options in ASISTS. 15. MODIFY OPTION, CREATE ACCIDENT/ILLNESS RECORD, [OOPS CREATE CASE]. Error checking on the HOME PHONE NUMBER field (#12) has been added to assure that the Phone Number matches 10 numbers (Area Code is required) after any punctuation that is entered is removed. 16. MODIFY OPTION, CREATE AMENDMENT [OOPS CREATE AMENDMENT (SO)] Modified option to remove Workers' Compensation Specialist signature when and amendment is created. Also changed to properly clean up index files used in the transmission of data to the AAC if an amendment is created prior to the scheduled task running. 17. ADDED ERROR CHECKING TO PREVENT ENTRY OF CHARACTERS NOT PERMITTED BY DEPARTMENT OF LABOR The characters: ~, `, @, #, $, %, *, _, |, \, }, {, [, ], >, or < are not allowed in the following fields by the Department of Labor in electronically submitted data: CA1/CA2 Fields in the ASISTS ACCIDENT REPORTING File (#2260) HOME STREET ADDRESS (#8) CITY (#9) PLACE WHERE INJURY OCCURRED (#108) OCCUPATION (#111) CAUSE OF INJURY (#112) NATURE OF INJURY (#113) INJURY OCCURRED ADDRESS (#183) INJURY OCCURRED CITY (#184) INJURY OCCURRED STATE (#185) EMPLOYEE OCCUPATION (#208) ILLNESS OCCURRED (LOCATION) (#209) ILLNESS OCCURRED ADDRESS (#210) ILLNESS OCCURRED CITY (#211) RELATIONSHIP OF ILLNESS TO EMP (#216) NATURE OF DISEASE/ILLNESS (#217) CLAIM NOT FILED (#218) EMPLOYEE STATEMENT DELAYED (#219) MEDICAL REPORT DELAYED (#220) EMP RETIREMENT COVERAGE DESC (#61) AGENCY NAME (#130) AGENCY ADDRESS (#131) AGENCY CITY (#132) INJURED PERFORMING DUTY (#147) CAUSED BY EMPLOYEE EXPLAIN (#149) 3RD PARTY NAME (#151) 3RD PARTY ADDRESS (#152) 3RD PARTY CITY (#153) PHYSICIAN ADDRESS (#157) PHYSICIAN CITY (#158) SUPERVISOR NOT AGREE EXPLAIN (#164) REASON AGENCY CONTROVERTS COP (#165) SUPERVISOR EXCEPTIONS (#168) SUPERVISOR TITLE (#172) EMPLOYEE DUTY STATION (#176) DUTY STATION ADDRESS (#177) DUTY STATION CITY (#178) AGENCY NAME (#230) AGENCY ADDRESS (#231) AGENCY CITY (#232) EMPLOYEE DUTY STATION (#237) DUTY STATION ADDRESS (#238) DUTY STATION CITY (#239) PHYSICIAN ADDRESS (#246) PHYSICIAN CITY (#247) WORK DUTY CHANGED (#257) 3RD PARTY NAME (#259) 3RD PARTY ADDRESS (#260) 3RD PARTY CITY (#261) SUPERVISOR EXCEPTION (#264) SUPERVISOR TITLE (#268) 18. ADD AND MODIFY FIELDS IN THE ASISTS ACCIDENT REPORTING File (#2260) The following fields have been added: EMP RETIREMENT COVERAGE (#60) This is the type of retirement coverage the employee has. If the type of Coverage is 'Other' then the user will be prompted to enter a description for that coverage in field, EMP RETIREMENT COVERAGE DESC (#61). This field will be used for the CA1 and CA2. The Set of Codes are: '1' FOR CSRS; '2' FOR FERS; '3' FOR OTHER; EMP RETIREMENT COVERAGE DESC (#61) This field will need to be answered if the response to EMP RETIREMENT COVERAGE (field #60) is 'OTHER'. The response to this field should be a description of the type of other retirement coverage the employee has. NOI CODE (#62) Enter the NOI Code from the ASISTS DOL NATURE OF INJURY CODE Table that best describes the Injury/Illness. This field is required prior to the electronic transmission of the CA1/CA2. PAY PLAN (#63) This is the employees Pay Plan. This field is the Type of Pay used in the transmission of CA1/CA2 claims to DOL (Department of Labor). It will be 'pulled' from the PAID EMPLOYEE File (#450), the PAY PLAN field (#20). DATE TRANSMITTED TO WCMIS (#66) This is the date that the completed CA1 or CA2 claim was electronically transmitted to the Austin Automation Center (AAC). A Workers Compensation employee must verify the record prior to it being eligible for sending. TRANSMIT TO WCMIS (#67) This is the name of the Worker's Compensation employee who has signed the CA1 or CA2 signifying that the claim is complete and is ready to be transmitted to the Austin Automation Center (AAC). This field is captured when the Worker's Compensation employee signs that the claim is ok to transmit to DOL WC ELECTRONIC SIGNATURE (#68) This is the electronic signature of the Worker's Compensation employee who has approved the CA1/CA2 claim for electronic transmission to DOL (Department of Labor). WC DATE OF SIGNATURE (#69) This is the Date that the Worker's Compensation employee signed the CA1/CA2 claim, approving the electronic transmission to DOL (Department of Labor). OWCP CHARGEBACK CODE (#70) This is the OWCP Chargeback code from the ASISTS DOL OCCUPATION CODE table. Entry is required by DOL (Department of Labor) for the electronic submission of a CA1/CA2 claim. OWCP DISTRICT OFFICE (#73) This is the OWCP District Office that the CA1/CA2 claim will be forwarded to upon completion of the claim. VALIDATION CODE (#74) This field contains the validation code for the verification for the Employees electronic signature. VALIDATION VERSION (#75) This field contains the version number used to encode the Employee's Electronic Signature Code. WITNESS NAME (#125) WITNESS NAME Sub-File (#2260.0125) This is the name of the person who witnessed the incident and is willing to provide their name, address and a statement describing what occurred. WITNESS NAME (#2260.0125, .01) Enter the name of the individual that witnessed the incident. Note: Only the first witness entered will be transmitted to DOL (Department of Labor) electronically. Therefore, enter the witness information that you want to be transmitted electronically. Other witness data may be submitted via hard copy to DOL. WITNESS ADDRESS (2260.0125, 1) This is the address of the individual who witnessed the incident where they can be contacted, if necessary. WITNESS CITY (#2260.0125, 2) This is the City portion of the Witness's address where they can be contacted, if necessary. WITNESS STATE (#2260.0125, 3) This is the State portion of the Witness's address where they can be contacted, if necessary. WITNESS ZIP CODE (#2260.0125, 4) This is the Zip Code portion of the Witness's address where they can be contacted, if necessary. DATE OF WITNESS SIGNATURE (#2260.0125, 5) This is the date that the Witness signed the Witness Statement. WITNESS STATEMENT (#2260.0125, 6) This is the Statement that the Witness has provided concerning details of the incident and what occurred. CAUSE OF INJURY CODE (#126) The Cause of Injury Code that best matches the Cause of Injury description entered by the Claimant. This field is required prior to the electronic transmission of the CA1/CA2 to DOL (Department of Labor). The lookup table for this field is the ASISTS DOL CAUSE OF INJURY CODES (#2263.2). AGENCY CONTROVERT (#165.1) This field will be used by the Worker's Compensation Specialist to indicate whether the Agency controverts the claim. AGENCY DISPUTE (#165.2) This field will be used by the Worker's Compensation Specialist to indicate whether the Agency disputes the claim. ZIP CODE WHERE INJURY OCCURRED (#181) This is the Zip Code of the location where the injury occurred and is used on the CA1 only. PHYSICIAN TITLE (#182) This is the appropriate title for the Physician who first saw the employee. This field is used for CA1 claims. The lookup table for this field is the ASISTS DOL PROVIDER TITLE (#2263.5). INJURY OCCURRED ADDRESS (#183) This is the street address where the injury occurred. Generally, this will be the same address as the duty station street address. INJURY OCCURRED CITY (#184) This is the City portion of the address where the injury occurred. Generally, this will be the same as the individual's duty station city. INJURY OCCURRED STATE (#185) This is the State portion of the address where the injury occurred. Generally, this will be the same as the individual's duty station state. WORKER'S COMP EDIT (#199) This field will indicate whether one of the following fields was edited by the Worker's Compensation Personnel in preparation for sending the claim to DOL (Department of Labor): INJURED PERFORMING DUTY (#146), NOT INJURED PERFORMING JOB (#147), INJURY CAUSED BY EMPLOYEE (#148), CAUSED BY EMPLOYEE EXPLAIN (#149), SUPERVISOR AGREE/DISAGREE (#163), SUPERVISOR NOT AGREE EXPLAIN (#164), and REASON FOR CONTROVERTS COP (#165). PHYSICIAN TITLE (#270) This is the appropriate title for the Physician who first saw the employee. This is the field to be used for a CA2 claim. The lookup table for this field is the ASISTS DOL PROVIDER TITLE (#2263.5). The following fields have been modified: TYPE CODE (#123) This is the type code for this injury. It stands for the action and is used along with the source code, which stands for the object or substance, to form a brief description of how the incident occurred. This field was changed from a free text to pointer data type. The lookup table for this field is ASISTS DOL CAUSE OF INJURY CODES (#2263.2). SOURCE CODE (#124) This is the source code for this injury. It stands for the object or substance and is used along with the type code, which stands for the action, to form a brief description of how the incident occurred. This field was changed from a free text to pointer data type. The lookup table for this field is ASISTS DOL SOURCE OF INJURY CODES (#2263.1). TYPE CODE (#226) This is the type code for this illness. It stands for the action and is used along with the source code, which stands for the object or substance, to form a brief description of how the incident occurred. This field was changed from a free text to pointer data type. The lookup table for this field is ASISTS DOL CAUSE OF INJURY CODES (#2263.2). SOURCE CODE (#227) This is the source code for this illness. It stands for the object or substance and is used along with the type code, which stands for the action, to form a brief description of how the incident occurred. This field was changed from a free text to pointer data type. The lookup table for this field is ASISTS DOL SOURCE OF INJURY CODES (#2263.1). BODY PART MOST AFFECTED (#30) Enter the body part most affected by the injury. A screen has been added to prevent codes that are no longer valid from being used. ADDITIONAL BODY PART MOST AFFECTED (#30.1) Enter any additional body part that was affected by the injury. A screen has been added to prevent codes that are no longer valid from being used. PLACE WHERE INJURY OCCURRED (#108) This is a short description of where the injury occurred, e.g., 2nd floor, x-ray, cafeteria, etc. The maximum length of this field was changed from 30 to 60 characters. OCCUPATION (#111) This is a short description of the employee's occupation. The minimum length of this field was changed from 3 to 2 characters. PAY RATE PER (#167) This is the rate at which the employee was receiving the pay when the employee stopped work. E.g., hourly, daily, weekly, yearly etc. This field has been changed from a free text to a Set of Codes field. The Set of Codes are: '1' FOR Weekly '2' FOR Bi-weekly '6' FOR Daily 'H' FOR Hourly 'A' FOR Annual EMPLOYEE OCCUPATION (#208) This is a short description of the employee's occupation. The minimum length of this field was changed from 3 to 2 characters. All ZIP CODE fields input transform have been modified to perform the following error check: K:$L(X)>10!($L(X)<5)!'(X?5N!(X?5N1"-"4N)) X 19. UPDATE TABLE FILES The following Table files have been added: ASISTS DOL TYPE OF INJURY CODES (#2263) ASISTS DOL SOURCE OF INJURY CODES (#2263.1) ASISTS DOL CAUSE OF INJURY CODES (#2263.2) ASISTS DOL NATURE OF INJURY CODES (#2263.3) ASISTS DOL PROVIDER TITLE (#2263.5) ASISTS OWCP CHARGEBACK CODES (#2263.6) The following Table file has been updated by adding new entries and was renamed from ASISTS BODY PARTS: ASISTS DOL ANATOMICAL LOCATION CODES (#2261.1) AS THESE FILES CONTAIN CODES AND DESCRIPTIONS DEFINED BY THE DEPARTMENT OF LABOR, THEY SHOULD NEVER BE ALTERED BY A FACILITY. 20. ADD NEW FIELD TO THE ASISTS SITE PARAMETER FILE (#2262), STATION SubFile (#2262.03) PHYSICIAN TITLE (#6) This is the Title of the Provider. It will be the default value for fields PHYSICIAN TITLE (#182 (CA1) and #270 (CA2)). ==================== Pre-Installation Instructions:===================== If installed during the normal work day 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. ASISTS Employee Health Menu [OOPS EMP HEALTH MENU] ASISTS Employee Menu [OOPS EMP MENU] ASISTS Safety Officers Menu [OOPS SAFETY MENU] ASISTS Supervisor Menu [OOPS SUP MENU] ASISTS Union Menu [OOPS UNION MENU] ASISTS Worker's Compensation Menu [OOPS WORKER'S COMP MENU] Install Time - 5 minutes ================ INSTALLATION INSTRUCTIONS ================= 1. LOAD TRANSPORT GLOBAL --------------------- Choose the PackMan message containing this patch and invoke the INSTALL/CHECK MESSAGE PackMan option. 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: ;;1.0;ASISTS;**[patch list]**;Jun 01, 1998 CHECK^XTSUMBLD results Routine name Before Patch After Patch Patch List ------------ ------------ ----------- ---------- OOPSCA 2007045 2257581 8 OOPSCA1 13454618 15507942 6,8 OOPSCA2 11334542 12275378 6,8 OOPSCC 9195585 12321330 3,5,7,8 OOPSDOL New 15575764 8 OOPSDOL1 New 13072595 8 OOPSDOL2 New 11618557 8 OOPSDOLX New 3718903 8 OOPSEMP1 18812313 4401239 1,3,5,8 OOPSEMP2 New 19252200 8 OOPSEMPB New 12350593 8 OOPSESP 471929 475215 7,8 OOPSESR 1373495 3608495 6,8 OOPSF167 New 1505245 8 OOPSMBUL 2684007 3369678 1,2,7,8 OOPSPC10 23139670 23139938 4,6,8 OOPSPC11 7620062 9986979 1,6,8 OOPSPC21 15001044 15501347 1,6,8 OOPSPC41 14119409 14796052 1,4,6,8 OOPSPC51 11522884 12041348 1,6,8 OOPSSOF1 1764570 2772099 1,5,8 OOPSSOF2 993971 1160174 1,5,6,8 OOPSSUP1 8406143 8815368 1,3,5,7,8 OOPSSUP2 17425908 21889563 3,5,7,8 OOPSSUPB New 16710763 8 OOPSUTL1 3661187 7422299 8 OOPSUTL2 8999506 9332148 7,8 OOPSUTL3 4572108 7843687 8 OOPSUTL4 4011019 6122244 3,5,8 OOPSUTL5 New 9903548 8 OOPSUTL6 New 4360724 8 OOPSVAL1 4653372 7070532 1,3,5,8 OOPSWCE New 11050958 8 OOPSWCE1 New 16567167 8 OOPSWCE2 New 23738143 8 OOPSXP8 New 8951994 8 Total number of routines: 36 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 OOPS*1.0*8): 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 to DISABLE Scheduled Options, Menu Options, and Protocols? YES//' answer YES. c. When prompted 'Enter options you wish to mark as 'Out Of Order':' Enter the following options: ASISTS Employee Health Menu [OOPS EMP HEALTH MENU] ASISTS Employee Menu [OOPS EMP MENU] ASISTS Safety Officers Menu [OOPS SAFETY MENU] ASISTS Supervisor Menu [OOPS SUP MENU] ASISTS Union Menu [OOPS UNION MENU] d. When prompted 'Enter protocols you wish to mark as 'Out Of Order': press . NONE 7. Post Installation a. A post installation routine was run to convert the PAY RATE PER Field (#167) in the ASISTS ACCIDENT REPORTING File (#2260). If the message explaining that there were cases where the data could not be converted was displayed, you need to notify the appropriate user that manual correction of data is necessary. b. Install the Fix PAY RATE PER Field Option [OOPS FIX PAY RATE PER FIELD], on the Secondary menu of the user who will be correcting the data. That user should also be provided with a hardcopy listing of the cases from the install file so they can determine the original data value. This option provides two ways to access cases needing this field corrected. It will loop through all cases with a blank PAY RATE PER Field (#167) or will allow the user to select an individual case. If only cases that contained data that could not be converted will be corrected, it may be better to select them on an individual basis. If all cases will be corrected, then the loop option would be better. d. Upon completion of the manual data correction, this menu option should be removed from the user's menu. Routine Information: ==================== Routine Name: - OOPSCA1 Routine Checksum: Routine Name: - OOPSCA2 Routine Checksum: Routine Name: - OOPSEMP1 Routine Checksum: Routine Name: - OOPSESP Routine Checksum: Routine Name: - OOPSMBUL Routine Checksum: Routine Name: - OOPSPC11 Routine Checksum: Routine Name: - OOPSPC21 Routine Checksum: Routine Name: - OOPSPC41 Routine Checksum: Routine Name: - OOPSPC51 Routine Checksum: Routine Name: - OOPSSOF1 Routine Checksum: Routine Name: - OOPSSOF2 Routine Checksum: Routine Name: - OOPSSUP1 Routine Checksum: Routine Name: - OOPSSUP2 Routine Checksum: Routine Name: - OOPSSUPB Routine Checksum: Routine Name: - OOPSUTL1 Routine Checksum: Routine Name: - OOPSUTL2 Routine Checksum: Routine Name: - OOPSUTL3 Routine Checksum: Routine Name: - OOPSUTL4 Routine Checksum: Routine Name: - OOPSWCE1 Routine Checksum: Routine Name: - OOPSWCE2 Routine Checksum: Routine Name: - OOPSWCE Routine Checksum: Routine Name: - OOPSUTL5 Routine Checksum: Routine Name: - OOPSDOL Routine Checksum: Routine Name: - OOPSDOL1 Routine Checksum: Routine Name: - OOPSDOL2 Routine Checksum: Routine Name: - OOPSDOLX Routine Checksum: Routine Name: - OOPSEMP2 Routine Checksum: Routine Name: - OOPSVAL1 Routine Checksum: Routine Name: - OOPSXP8 Routine Checksum: Routine Name: - OOPSF167 Routine Checksum: Routine Name: - OOPSCA Routine Checksum: Routine Name: - OOPSCC Routine Checksum: Routine Name: - OOPSESR Routine Checksum: Routine Name: - OOPSEMPB Routine Checksum: Routine Name: - OOPSPC10 Routine Checksum: Routine Name: - OOPSUTL6 Routine Checksum: ============================================================================= User Information: Entered By : HOWELL,LYNN Date Entered : FEB 02, 2000 Completed By: SURI,ASHWANI Date Completed: MAY 24, 2001 Released By : MORRIS,DELISA Date Released : MAY 24, 2001 ============================================================================= Packman Mail Message: ===================== $END TXT