$TXT Created by KENNEY,JIM at DEVFEY.FO-ALBANY.MED.VA.GOV (KIDS) on Monday, 07/25/05 at 08:23 ============================================================================= Run Date: AUG 12, 2005 Designation: PRCA*4.5*228 Package : PRCA - ACCOUNTS RECEIVABLE Priority: Mandatory Version : 4.5 SEQ #201 Status: Released Compliance Date: AUG 17, 2005 ============================================================================= Associated patches: (v)PRCA*4.5*201<<= must be installed BEFORE `PRCA*4.5*228' (v)IB*2*233 <<= must be installed BEFORE `PRCA*4.5*228' (v)PRCA*4.5*227<<= must be installed BEFORE `PRCA*4.5*228' (v)IB*2*301 <<= must be installed BEFORE `PRCA*4.5*228' Subject: VISTA IB/AR DATA EXTRACT PHASE II - PART 1 Category: - Routine - Data Dictionary - Enhancement (Mandatory) - PATCH FOR A PATCH Description: ============ Interface Overview ------------------ In September 2004, patches, PRCA*4.5*201 and IB*2.0*233, implemented the design requirements for a software development project where the Veterans Health Administration (VHA) established a new set of revenue metrics for use in monitoring the performance of the VHA revenue cycle at all VHA facilities. The desired metrics are industry-standard measures that are commonly used in other public and private health care institutions. An existing VHA centralized data warehouse is used to calculate these metrics and provides results via a web-based performance metric site. This data warehouse is updated on a monthly basis. VHA's Chief Business Office (CBO) has identified the daily collection of this data as a high priority to support the metrics development process. CBO needs the daily collection of data to populate the centralized data warehouse with billing and collections transactions from each VHA facility. The calculated metrics would be viewable to field and headquarters staff through an existing website. An automated daily VistA extract would provide more timely and accurate data to this centralized data warehouse. Functional Description ---------------------- This patch adds additional fields to the existing transmission, and is Part 1 of Phase 2 of the implementation. Another patch will be issued later this year adding more fields to the transmission and several new extracts. This patch adds the following items to the transmission: ************************* IB Files and Fields ************************* Bill/Claims File Line (#399) o MRA REQUESTED DATE (#7) o LAST ELECTRONIC EXTRACT DATE (#21) o PRINTED VIA EDI? (#26) o FORCE CLAIM TO PRINT (#27) o CLAIM MRA STATUS (#24) o MRA RECORDED DATE (#22) o DATE BILL CANCELLED (#17) o FORM TYPE (#.19) o GROUP NUMBER (from file 355.3-GROUP INSURANCE PLAN,#.04) o PAYER (from file 365.12-PAYER, #.01) o NATIONAL VA ID NUMBER (from file 365.12-PAYER, #.02) o DRG (computed from PTF field in 399 (.08) and DRG file (#45),field #9) o MRA REJECTIONS (YES/NO) o ECME Number (#460 -Numerical portion of data only) Bill/Claims Prosthetics File (#362.5) Line o BILL NUMBER (#.02) o ITEM (#.03) Integrated Billing Action File (#350) Line o DATE OF TREATMENT (#.17) o ACTUAL REFILL DATE OF PRESCRIPTION o DIVISION WHERE CARE WAS RENDERED Note: The above two fields are calculated from the file number contained in RESULTING FROM field (#.04). ********************* AR Files and Fields ************************* AR Transactions (#433) Line o RECEIPT NUMBER (#13) o DATE OF PAYMENT (TRANSACTION DATE) (#11) o DATE OF CHECK (Extracted from Word processing field #433.041) Accounts Receivable (#430) Line o MEDICARE CONT. ADJUSTMENT (#131) o MEDICARE UNREIMBURSABLE (#132) o REFUNDED AMOUNT (#79.18) o REFUNDED DATE (#79.19) AR Batch Payment (#344) Line o FACILITY NUMBER (Calculated by AR function $$SITE^RCMSITE() ) ********************** New Person File and Fields ********************** New Person (#200) o SPECIALITY (#747.111) Note: The correct specialty is calculated by a function that returns the specialty on the date of care. o SERVICE/SECTION (#29) Note: These 2 fields from the New Person file (#200) will be added to the Procedures and CPT Modifiers section of the transmission (#399.030/#399.0416). *********************** Patient File and Fields ************************ Patient (#2) o DATE OF DEATH (#.351) o MARITAL STATUS (#.05) Annual Means Test (#408.31) Note: Data from #408.31 is transmitted on the Patient file (#2) line. o CURRENT MEANS TEST DATE (#.01) STATUS (#.03) CURRENT INCOME (#.04) Note: The field numbers for CURRENT COPAY TEST, LTC CO-PAY TEST, and LTC CO-PAY EXEMPTION TEST are the same as for CURRENT MEANS TEST above) o CURRENT COPAY TEST DATE STATUS CURRENT INCOME o LTC CO-PAY TEST DATE STATUS CURRENT INCOME o LTC CO-PAY EXEMPTION TEST DATE STATUS CURRENT INCOME Other Changes: -------------- o Functionality has been added to screen out test patients from the information being transmitted in the data extracts. o The header of the AR Batch Payment (#344) line has been modified to display the number of rows transmitted. o This patch adds a new batch type to the BATCH TYPE field (#.04) of the AR DATA QUEUE file (# 348.4). The CBO FISCAL YR 2005 transmissions will be sent with a batch type of "E". o This patch also corrects problems with the first release of this software (PRCA*4.5*201). These issues include Remedy Ticket #HD85294, a flaw which stopped some of the CPT codes from being transmitted, the transmission of internal numbers rather than external values for procedures in line 399.0402, flaws in the original patch that prevented all the transactions from 433 (AR Transaction file) from transmitting, and the use of direct global references. ************************* SPECIAL NOTES ************************* ***************************************************************** Test Accounts ------------- As with the previous patch, if this patch is installed in a test account, data will begin to be accumulated and the historical extracts will be setup to run in the test account's TaskMan and sent to the Allocation Resource Center (ARC). The ability to turn this functionality off ONLY in the test account has been provided. It can be turned off and on as needed for testing purposes. Turning this functionality off, turns off both the capture of data into the AR DATA QUEUE file (#348.4) and the transmission of batches. Batches created from a test account are ftp'd to a separate account at the ARC. Report ------ A print and sort template were provided in patch, PRCA*4.5*201, to be used as a validation of active and suspended bills. This report needs to be queued upon installation of this patch. This report then needs to be sent to April Zaidel and Carolyn Pomicter in FORUM. An example of running this report is given below: OUTPUT FROM WHAT FILE: ACCOUNTS RECEIVABLE// 430 ACCOUNTS RECEIVABLE (683237 entries) SORT BY: BILL NO.// [RCXV ACTIVE SORT (Feb 18, 2004@11:56) User #12803 File #430 SORT WANT TO EDIT 'RCXV ACTIVE SORT' TEMPLATE? NO// FIRST PRINT FIELD: [RCXV ACTIVE PRINT (Feb 18, 2004@11:37) File #430 WANT TO EDIT 'RCXV ACTIVE PRINT' TEMPLATE? No// (No) Heading (S/C): ACCOUNTS RECEIVABLE STATISTICS Replace START AT PAGE: 1// DEVICE: P-MESSAGE Example Report: ACCOUNTS RECEIVABLE STATISTICS FEB 20,2004 13:54 PAGE 1 CURRENT BILL NO. BALANCE -------------------------------------------------------------------------- CATEGORY: C (MEANS TEST) SUBTOTAL 1673207.45 SUBCOUNT 9171 CATEGORY: CHAMPVA SUBTOTAL 16359.19 SUBCOUNT 105 CATEGORY: CHAMPVA THIRD PARTY SUBTOTAL 878.14 SUBCOUNT 8 CATEGORY: CURRENT EMP. SUBTOTAL 10278.57 SUBCOUNT 59 CATEGORY: EMERGENCY/HUMANITARIAN SUBTOTAL 68626.06 SUBCOUNT 18 CATEGORY: EX-EMPLOYEE SUBTOTAL 4360.72 SUBCOUNT 6 CATEGORY: INELIGIBLE HOSP. SUBTOTAL 109659.37 SUBCOUNT 141 CATEGORY: INTERAGENCY SUBTOTAL 214741.00 SUBCOUNT 5 CATEGORY: MILITARY SUBTOTAL 579895.09 SUBCOUNT 29 CATEGORY: REIMBURS.HEALTH INS. SUBTOTAL 9874797.10 SUBCOUNT 14247 CATEGORY: RX CO-PAYMENT/NSC VET SUBTOTAL 350734.49 SUBCOUNT 25612 CATEGORY: RX CO-PAYMENT/SC VET SUBTOTAL 78850.60 SUBCOUNT 7261 CATEGORY: TORT FEASOR SUBTOTAL 934735.53 SUBCOUNT 991 CATEGORY: VENDOR SUBTOTAL 22709.43 SUBCOUNT 22 CATEGORY: WORKMAN'S COMP. SUBTOTAL 310871.14 SUBCOUNT 489 TOTAL 14250703.88 COUNT 58164 Post-Installation Notes ----------------------- In the post-installation process, a task will be queued to send a FTP file of all active and suspended bills to the ARC. This task will be queued for 8pm on the date of installation. Also, multiple background jobs will be automatically created to send back data from the date of the installation of patch PRCA*4.5*201. There will be a series of 9 transmissions sent. The description for these jobs will be CBO FISCAL YR 2005 for the 1st 5 transmissions and CBO FISCAL YR 2004 for the final 4 transmissions. All jobs are queued for a Saturday at 6:00 am. The first job will be queued to start the first Saturday after installation and subsequent jobs will be queued for the next 3 Saturdays. The 5th transmission will be sent on the Sunday after the 4th Saturday at 6:00 am. The FY05 tasks set up by the post-init are: First task is for Date of installation of PRCA*4.5*201 thru 9/27/2004 Second is for 9/28/2004-12/31/2004 Third is for 1/1/2005-3/31/2005 Fourth is for 4/1/2005-6/30/2005 Fifth is for 7/1/2005-Installation date of this patch There will also be four transmissions of FY 04 data set up in the task manager. These will begin on the Saturday following the fifth FY05 transmission and subsequent jobs will be queued for the next 3 Saturdays. The FY04 tasks set up by the post-init are: First task is for 9/26/2003-12/31/2003 Second is for 1/1/2004-3/31/2004 Third is for 4/1/2004-6/30/2004 Fourth is for 7/1/2004-One day before the Date of installation of PRCA*4.5*201 NOTE: If the scheduled times for these historical extracts are inconvenient, they may be 'requeued' via the 'Requeue Tasks' option in TaskMan. The time frame chosen (Saturdays/ Sunday at 6:00am) was picked to lessen impact on your VistA system. Example on how to Requeue ------------------------- First, find the task number of the FY05 extract that needs to be requeued. Select TaskMan Management Option: list Tasks List Tasks Option All of one user's tasks. One user's future tasks. Every task. List of tasks. Unsuccessful tasks. Future tasks. Running tasks. Select Type Of Listing: Future tasks. -------------------------------------------------------------------------- 166594: CUR^RCXVTSK, CBO FISCAL YR 2005 (2/1/05-2/28/05). No device. VAH. From Today at 15:18, By you. Scheduled for 11/22/2003 at 6:00 -------------------------------------------------------------------------- Second, dequeue the original task. Select TaskMan Management Option: DEQueue Tasks Select TASK: 166594 166594: CUR^RCXVTSK, CBO FISCAL YR 2005 (2/1/05/-2/28/05). No device. VAH. From Today at 15:18, By you. Scheduled for 11/22/2003 at 6:00 Are you sure you want to unschedule this task? NO// YES Unscheduled! Then, requeue to a new, more convenient date and time. Select TaskMan Management Option: REQueue Tasks Task Number: 166594 166594: CUR^RCXVTSK, CBO FISCAL YR 2005 (2/1/05/-2/28/05). No device. VAH. From Today at 15:18, By you. Unscheduled by you. Requeue for what time: April 2, 2005@06:00//4/9@0600 (Apr 9, 2003@06:00:00) Do you wish to change the Device the task goes to:? No// NO Task priority: : (1-10): Task requeued! 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): --------------------------------------------------------- Remedy Ticket #: HD85294 Overview of Remedy Ticket #HD85294: ----------------------------------- The ARC was not getting all the transactions from file 433. There are 4 changes made in this patch to correct the problem: 1. Change the Transaction Date to Date Entered rather than Transaction Date. 2. Change the CBO EXTRACT FLAG to allow OPEN status bills to be processed. 3. Change the software to allow the sending of data on the CCPC extract date. 4. Add a MUMPS Cross-reference to file 433 (AR Transaction file), field 12 (Transaction type). 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: ;;4.5;Accounts Receivable;**patch list**;Mar 20, 1995 CHECK^XTSUMBLD results Routine Before Patch After Patch Patch List ------- ------------ ----------- ---------- RCXVDC 2206754 2943383 201,228 RCXVDC1 5665210 6355331 201,227,228 RCXVDC2 1632521 2981043 201,227,228 RCXVDC3 5523444 7660792 201,227,228 RCXVDC4 3608991 4399456 201,227,228 RCXVDC5 1746689 3900426 201,227,228 RCXVDC6 2268293 2994531 201,227,228 RCXVDC7 N/A 565756 228 RCXVDC8 1312885 1376572 201,228 RCXVDEQ 3534252 3534252 201,228 RCXVP201 8120116 8261339 201,228 RCXVP228 N/A 3206422 228 RCXVTSK 7330599 7550359 201,227,228 Total number of routines - 13 Total number of modified routines - 11 Total number of new routines - 2 The following is a list of files included in this patch: UP SEND DATA DATE SEC. COMES SITE RSLV FILE # NAME DD CODE W/FILE DATA PTS ------------------------------------------------------------------ 348.4 AR DATA QUEUE YES NO NO NO Partial DD: subDD: 348.4 fld: .04 DATA SCREEN: 433 AR TRANSACTION YES NO NO NO Partial DD: subDD: 433 fld: 12 DATA SCREEN: The following is a list of fields included in this patch: Field Name (Number) File Name (Number) ------------------- ------------------ BATCH TYPE (.04) AR DATA QUEUE (348.4) TRANSACTION TYPE (12) AR TRANSACTION (433) Test Sites: ----------- Bay Pines Fort Harrison (Montana HCS) Oklahoma City Sioux Falls Topeka (Heartland-West HCS) Pre/Post Installation Overview ------------------------------ Please be sure to note and follow the Pre-Installation and Post- Installations. The Pre-Installation Instructions discuss making sure the PRCA NIGHTLY PROCESS is NOT running while installing this patch. The Post-Installation Instructions deal with running the report detailed in the SPECIAL NOTES section and discussed in the Post-Installation Notes section. This report must be queued to run after business hours the same day as the installation of the patch. ================INSTALLATION INSTRUCTIONS ================= It is recommended that the following selection(s) in the OPTION (#19) file and all of their descendants be disabled to prevent possible conflicts while running the KIDS Install. Other VISTA users will not be affected. ****All IB*, PRCA*, and RC* options should be disabled during installation of the patch**** Installation of this patch is mandatory at all sites, including the legacy systems, if the legacy system still has "active" or outstanding bills in AR. This patch should be installed after normal business hours, when all Accounts Receivable Users are logged off the system. Install Time - less than 5 minutes in the foreground depending upon the size of the Task file. It is recommended that this install NOT be queued but run in the foreground. ******************** PRE-INSTALLATION INTRUCTIONS ******************** Ensure the PRCA NIGHTLY PROCESS is NOT running while installing this patch. TaskMan should be used to verify that the PRCA NIGHTLY PROCESS is not running. If it is, TaskMan should be used to turn it off using the option Dequeue Tasks [XUTM DQ]. *********************************************************************** 1. LOAD TRANSPORT GLOBAL --------------------- Choose the PackMan message containing this patch and invoke the INSTALL/CHECK MESSAGE PackMan option. 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 PRCA*4.5*228): 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 Options, Menu Options, and Protocols? YES//' answer YES Enter options you wish to mark as 'Out Of Order': PRCA* Enter options you wish to mark as 'Out Of Order': RC* Enter options you wish to mark as 'Out Of Order': IB* Enter options you wish to mark as 'Out Of Order': Enter protocols you wish to mark as 'Out Of Order': Delay Install (Minutes): (0-60): 0// ******************** POST-INSTALLATION INSTRUCTIONS ******************** Be sure to queue your report after business hours so the numbers reported will include that day's IB and AR transactions and reflect as accurate count of the active/suspended bills from the 8:00 PM automated job. This will help us insure that we have received all the "active" batches. Please reference the SPECIAL NOTES on the report listed in the body of the patch description. Additionally, if the schedule time for the running of the historical extracts needs to be changed for your site. Please reference the Post Installation Notes listed in the body of the patch description. ************************************************************************* Routine Information: ==================== Routine Name: - RCXVDC Routine Checksum: Routine Name: - RCXVDC1 Routine Checksum: Routine Name: - RCXVDC2 Routine Checksum: Routine Name: - RCXVDC3 Routine Checksum: Routine Name: - RCXVDC4 Routine Checksum: Routine Name: - RCXVDC5 Routine Checksum: Routine Name: - RCXVDC6 Routine Checksum: Routine Name: - RCXVDC7 Routine Checksum: Routine Name: - RCXVDC8 Routine Checksum: Routine Name: - RCXVDEQ Routine Checksum: Routine Name: - RCXVP228 Routine Checksum: Routine Name: - RCXVTSK Routine Checksum: Routine Name: - RCXVP201 Routine Checksum: ============================================================================= User Information: Entered By : KENNEY,JIM Date Entered : JAN 04, 2005 Completed By: KUREK,STANLEY M Date Completed: AUG 10, 2005 Released By : BATIE,NADINE Date Released : AUG 12, 2005 ============================================================================= Packman Mail Message: ===================== $END TXT