$TXT Created by NIXON,TONY at MNTVBB.FO-ALBANY.MED.VA.GOV (KIDS) on Wednesday, 05/19/04 at 15:30 ============================================================================= Run Date: JUN 21, 2004 Designation: PRCA*4.5*206 Package : PRCA - ACCOUNTS RECEIVABLE Priority: EMERGENCY Version : 4.5 SEQ #186 Status: Released Compliance Date: JUN 23, 2004 ============================================================================= Associated patches: (v)PRCA*4.5*143<<= must be installed BEFORE `PRCA*4.5*206' (v)PRCA*4.5*150<<= must be installed BEFORE `PRCA*4.5*206' (v)PRCA*4.5*195<<= must be installed BEFORE `PRCA*4.5*206' Subject: CCPC - DFN Category: - Routine Description: ============ ***************************** N O T E ***************************** * There is no conflict between this patch and the AR-CoreFLS * * software. Installation of this patch by the CoreFLS sites will * * not cause any problems. * ******************************************************************* This patch modifies Patient Statements that are transmitted from the sites to the Austin Automation Center (AAC). The account number on these statements currently contain the patient's Social Security Number (SSN). This patch replaces the SSN portion of the account number with the patient's Data File Number (DFN). To display the new format, the following options have been modified to display the statement account number, which contains the patient's DFN. 1. FULL ACCOUNT PROFILE [PRCAY FULL ACCOUNT PROFILE] 2. BRIEF ACCOUNT PROFILE [PRCAY ACCOUNT PROFILE] RATIONALE --------- The Veterans Health Administration (VHA) Central Office has requested modifications to the Patient Statements that are transmitted from the sites to the Austin Automation Center (AAC). Their purpose is to increase security of patient account information. On each of these patient statements, there is a patient account number that consists of a Medical Center identifier, patient SSN, and the last 5 letters of the patient's name. This is used to identify the patient record when they call in to inquire about their account, as well as to track them for billing purposes. There is a need to replace the SSN, as this is a privacy issue. Removing SSNs from patient account numbers will increase security, and support the Health Insurance Portability and Accountability Act (HIPAA) requirements for protection of individually identifiable patient information. WHAT IS A DFN? -------------- Whenever a new patient is registered, VistA will assign a new DFN for that patient. The DFN is a sequentially assigned number ranging from 1 to 10 digits that VistA uses to identify and track a patient. It functions as an internal system ID. IMPLICATIONS ------------ Agent Cashiers and Call Centers can still use the SSN on all patient lookups. This functionality has NOT changed, only the statements have been modified. All options associated with the Agent Cashier Menu [RCDP AGENT CASHIER MENU] will continue to accept the patient's name and SSN. Since the last 4 digits of the patient's SSN will no longer appear on the statement, the patients, Agent Cashiers, and Call Centers will reference the statement by the DFN. Remember, the DFN is now part of the account number. Please review the following examples: FORMAT: ------- Station number - Leading zeroes - DFN - Last Name (1st five characters) Example 1: 500 - 00000000000 - 42 - SMITH Example 2: 619 - 000000 - 7169982 - JONES Example 3: 688 - 0 - 7168771.8992 - LOWEA * For example 1, the station number is 500, and the patient's DFN is 42. * In example 2, the station number is 619 and the patient's DFN is 7169982. * Example 3 has a station number of 688, and the patient's DFN is 7168771.8992. Some DFNs will contain a decimal, but this is extremely rare. SSN vs. DFN ----------- The DFN may be used for patient lookup. However, please be advised that DFN use differs from that of using a SSN. Entering the last 4 digits of the SSN will provide a partial match of patients from which to choose. This is not true for the DFN because the entire number must be entered. For the sake of this discussion, all references to patient lookup refer to the options under the Agent Cashier Menu [RCDP AGENT CASHIER MENU]. AGENT CASHIER MENU ------------------ Account Profile [RCDP ACCOUNT PROFILE] Bill Profile [RCDP BILL PROFILE] Receipt Processing [RCDP RECEIPT PROCESSING] EXAMPLE 1: Joe Smith => DFN = 732145 John Doe => DFN = 2145 In the 1st example, Joe Smith has a DFN of 732145, and John Doe has a DFN of 2145. The entire DFN, 732145 must be entered for Joe Smith because he last 4 digits of 732145 belong to another patient name John Doe. Also, unlike the SSN, the user must identify the DFN to VistA. This is accomplished with the use of special characters. There are 2 of them. They are semi-colon DPT and the grave (`). Please see special characters 1 and 2. SPECIAL CHARACTERS ------------------ 1. ;DPT (Semi colon joined with the letters "DPT) 2. ` (Grave) Special character 2 is known as the grave. It is the character under the tilde (~), which is located on the upper left portion of the keyboard. When using "Account Profile", ;DPT must be entered with the DFN. Please see examples 3 & 4. EXAMPLE 3: Account Profile => Select ACCOUNT or BILL NUMBER: 732145;DPT EXAMPLE 4: Account Profile => Select ACCOUNT or BILL NUMBER: 2145;DPT When processing a new patient under "Receipt Processing" the grave must be used with the DFN. Please see examples 5 & 6. EXAMPLE 5: Receipt Processing => PATIENT NAME OR BILL NUMBER: `732145 EXAMPLE 6: Receipt Processing => PATIENT NAME OR BILL NUMBER: `2145 REMINDER: Use of the DFN for patient lookup is NOT required. The patients SSN or name may still be used. Lookup functionality has NOT been changed. USING THE DFN FOR PATIENT LOOKUP -------------------------------- When using the DFN for patient lookup, the user must enter the DFN in conjunction with one of the special characters. Table 1 contains a list of commonly used AR options. It identifies which special character the user should invoke when the DFN is used for patient lookup. Special Note: When using the DFN with a special character, the lookup will work with one or the other, NOT both. For example if the lookup for an option works with semi-colon DPT, it with not work with the "grave". The reverse is also true. If the lookup for an option works with the "grave" and DFN, it with not work with semi-colon DPT. TABLE 1 -------------------------------------------------------------------------- USE ;DPT USE THE GRAVE ACCENT ` OPTION TO ENTER THE DFN TO ENTER THE DFN -------------------------------------------------------------------------- Account Information YES NO [PRCA ACCOUNT INFORMATION] Account Profile YES NO [RCDP ACCOUNT PROFILE] Bill Profile YES NO [RCDP BILL PROFILE] Bill Transactions YES NO [RCDP BILL TRANSACTIONS] Brief Account Profile YES NO [PRCAY ACCOUNT PROFILE] Check Patient Account Balance NO YES [PRCA ACCOUNT CHECK] Full Account Profile YES NO [PRCAY FULL ACCOUNT PROFILE] Patient Payment/Refund Transaction YES NO History Inquiry [PRCA PAYMENT TRANS HISTORY] Receipt Processing NO YES [RCDP RECEIPT PROCESSING] Third Party Joint Inquiry NO NO [IBJ THIRD PARTY JOINT INQUIRY] Transaction History for a Patient YES NO [PRCA TRANS HISTORY] Transaction Profile * YES NO [PRCAC TRANS PROFILE] Transaction Profile ** YES NO [RCDP TRANSACTION PROFILE] * Transaction Profile (Clerk's AR Menu [PRCA CLERK MENU]) ** Transaction Profile (Agent Cashier Menu [RCDP AGENT CASHIER MENU]) ============================================================================= This patch addresses the following New Service Request (NSR): ------------------------------------------------------------- There is no NSR associated with this patch. This patch addresses the following NOIS message(s): --------------------------------------------------- There are no NOIS messages associated with this patch. DOCUMENTATION FOR THIS PATCH ---------------------------- AR 4.5 PATCH 206 USER GUIDE (VistA University) PRCA_4_5_206_USER_GUIDE (anonymous directory) This guide is available on the anonymous.software directories listed below. Use the appropriate FTP capability for retrieval. Please downloaded using the BINARY format. OI FIELD OFFICE FTP ADDRESS DIRECTORY --------------- ----------- --------- ALBANY ftp.fo-albany.med.va.gov anonymous.software HINES ftp.fo-hines.med.va.gov anonymous.software SALT LAKE ftp.fo-slc.med.va.gov anonymous.software FIRST AVAILABLE SERVER download.vista.med.va.gov anonymous.software It can also be retrieved from: VistA University http://vaww.vistau.med.va.gov/VistaU/ub/default.htm Test Sites: ----------- WLA (Sepulveda Campus) Altoona Wilmington DE ================INSTALLATION INSTRUCTIONS ================= If installed during the normal workday, 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. ***There are no options to disable*** Install Time - less than 5 minutes 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: ;;4.5;Accounts Receivable;**[patch list]**;Mar 20, 1995 CHECK^XTSUMBLD results Routine Before Patch After Patch Patch List ------- ------------ ----------- ---------- PRCAAPR1 14192120 14950850 34,45,108,143,141,206 RCCPCML 14858489 15050932 34,80,93,118,133,140,160,165 187,195,206 RCDPXPAP 15466102 15641709 114,150,206 Total number of routines - 3 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 PRCA*4.5*206): 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 KIDS to INHIBIT LOGONs during the install? YES//' answer NO c. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//' answer NO 7. REBUILD MAPPED ROUTINE(S) (DSM for Open VMS sites only) -------------------------- Optional - Include the routines distributed with this patch in the mapped routine set. NOTE: This step is only necessary if you performed step 2 or if you wish to include the routines in your mapped Routine Information: ==================== Routine Name: - RCCPCML Routine Checksum: Routine Name: - RCDPXPAP Routine Checksum: Routine Name: - PRCAAPR1 Routine Checksum: ============================================================================= User Information: Entered By : NIXON,ANTOINE Date Entered : SEP 15, 2003 Completed By: TORRANCE,LORI Date Completed: JUN 18, 2004 Released By : MURRAY,JOHN J Date Released : JUN 21, 2004 ============================================================================= Packman Mail Message: ===================== $END TXT