$TXT Created by VILLELLA,ROSS at MNTVBB.FO-ALBANY.MED.VA.GOV (KIDS) on Friday, 06/24/05 at 11:20 ============================================================================= Run Date: AUG 09, 2005 Designation: PX*1*153 Package : PX - PCE PATIENT CARE ENCOUNTER Priority: Mandatory Version : 1 SEQ #125 Status: Released Compliance Date: SEP 09, 2005 ============================================================================= Subject: CLEAN UP ENCOUNTERS W/O VISIT Category: - Routine Description: ============ This patch has been created to provide a routine utility to remove Encounters that have missing Visits. The missing Visits cause a problem where the Encounters can not be checked out. We've discovered that the reason the visit is not being created is that there are some file discrepancies between the Patient (2) file and the IHS/Patient (9000001) file. The routines that create the visit use the IHS/Patient file for lookup purposes and because of missing entries it can not find the patient thus causing the appointment and encounter to be created and the visit not created because it thinks the patient is not there. This utility will clean up the encounter and also perform a check that will correct the missing entries in the IHS/Patient file as needed. This will then allow the user to go back in and perform the Check Out process which will properly create both the Encounter and the Visit. The utility provided in this patch is a temporary solution. Patch PX*1.0*173, currently under development, will address the scenario that causes the problem. When initially running this utility, enter date range(s) wide enough to cover the first day of use on the system through the current date. Until PX*1.0*173 is released it is recommended that you run the utility periodically; once every couple of weeks is suggested. Once PX*1.0*173 is installed this utility will no longer be needed. ASSOCIATED NOIS: =============== GRJ-0504-51652 =REMEDY #63948 UNABLE TO CHECK OUT ENCOUNTERS Duplicate: CPH-0604-41631 =REMEDY #64000 CANNOT CHECK PATIENT OUT ASSOCIATED E3R(s): ================= N/A PARTICIPATING TEST SITES: ======================== Grand Junction,CO Portland,OR VA Greater Los Angeles HCS NOIS OVERVIEW: ============= 1. GRJ-0504-51652 UNABLE TO CHECK OUT ENCOUNTERS. Problem: ------- There is an existing problem where only the Encounter gets created for an appointment. The associated Visit does not exist. Resolution: ---------- This patch will provide the user with a utility to correct the existing issues by cleaning up the encounter with no visit and performing a check to make sure there are no missing pointers between the Patient (2) file and the IHS/Patient (9000001) file. This will allow the users to perform the Check Out process with no problems. TECHNICAL: ========= The routine PXDELENC has been created to provide the user with a tool for identification and reporting of the Encounters with missing Visits. The routine PXDELFIX has been created to provide the user with a tool to fix the Encounters in question. This routine utility will be in the menu tree: PCE Coordinator Menu [PX PCE COORDINATOR MENU] TBL PCE Table Maintenance ... DEWO PCE Delete Encounters W/O Visit Please note that the process that builds a list of encounters without visits may take a significant amount of time depending on the encounter date range selected, so it is queued rather than run interactively. The user will have the option of queuing the process immediately or scheduling the process at a later time. Once the Build process is complete a Mailman message will be sent to the user informing them that the process has been completed. At this point the user can continue to the Report and Fix options. The list is built into the ^XTMP global array documented below. There is no specific time frame to run the reporting and fix options after the list is created. However, please note that the ^XTMP nodes will be cleaned up after a period of 120 days from the creation date. Example of Mail message: Subj: PCE Delete Encounters W/O Visit...Build Completed.. [#1876438] 08/03/04@10:54 3 lines From: POSTMASTER In 'IN' basket. Page 1 *New* -------------------------------------------------------------------------- PCE DELETE ENCOUNTER W/O VISIT is ready to report & fix. Build routine PXDELENC for missing visits has completed Start time: AUG 03, 2004@10:54:52 End time: AUG 03, 2004@10:54:53 Enter message action (in IN basket): Ignore// This routine utility will consist of four (4) options. Below is a Menu snap shot and the Help text for this utility. Select one of the following: 1 BUILD 2 REPORT 3 FIX ALL BUILD ERRORS 4 FIX INDIVIDUAL Enter response: ? Please note: Options 2-3 work directly from the temporary file created by date range under Option 1 - BUILD. While Option 4 works with the individual patient selected. Option 4 may show different results than the Build Report which displays all existing problem encounters by patient. Please enter 1, 2, 3, or 4. (1) Option 1 - BUILD The Build will scan the Patient file to review the Patient Encounters. Upon the occurrence of an appointment with no visit, a build will be created for the Patient and Encounter. Upon selection of this option, a display will inform the user of the last build date and time along with the date range the build was run for. It will also inform the user if there are any remaining items to be fixed. The user will have the option of continuing with the new build or reporting and fixing the remaining items if necessary. It is estimated that this utility will process in the neighborhood of 10,000 appointments every 3-5 minutes. Example: Select PCE Table Maintenance Option: DEWO PCE Delete Encounters W/O Visit Select one of the following: 1 BUILD 2 REPORT 3 FIX ALL 4 FIX INDIVIDUAL Enter response: 1 BUILD Last Build completed on AUG 03, 2004@10:00 using a date range of JUL 24, 2004 thru AUG 03, 2004 Do you wish to continue with NEW Build? ? NO// YES Enter Begin date for build: T-300 (OCT 08, 2003) Enter Ending date for build: T (AUG 03, 2004) Requested Start Time: NOW// (AUG 03, 2004@10:54:51) Request Queued! Enter RETURN to continue: (2) Option 2 REPORT This option is for the reporting of occurrences found in the Build (1) option. The reporting option contains the functionality to allow the user to queue the report for printing at a later time. Note that the report will also contain associated secondary encounters. Secondary encounters are used for internal purposes of collecting the Credit Stop code. We are reporting them here as they will also be cleaned up during the fix process. There is a slight possibility that a secondary encounter will exist without the primary encounter. When this is the case the report is slightly different as seen in EXAMPLE 2 below. EXAMPLE 3 below shows the display when no missing visits are found. Example: Select PCE Table Maintenance Option: DEWO PCE Delete Encounters W/O Visit Select one of the following: 1 BUILD 2 REPORT 3 FIX ALL 4 FIX INDIVIDUAL Enter response: 2 REPORT DEVICE: HOME// UCX/TELNET ** EXAMPLE 1 ** Missing Visit Report for Date Range of JAN 01, 1996 - SEP 15, 2004 Patient IEN - Name Appt Date Prim Enc 2nd Enc ================== ========= ======== ======= 489361 - TESTER,MILTON JUL 22, 2004@12:00 20576 20577 ** EXAMPLE 2 ** Missing Visit Report for Date Range of JAN 01, 1996 - SEP 15, 2004 Patient IEN - Name Appt Date Prim Enc 2nd Enc ================== ========= ======== ======= 489361 - TESTER,MILTON JUL 22, 2004@12:00 20576 20577* * Secondary Encounter exists without Primary! Please note: Secondary Encounters can only be corrected by the FIX ALL option as the FIX INDIVIDUAL option requires the Primary Encounter to exist. ** EXAMPLE 3 ** Select one of the following: 1 BUILD 2 REPORT 3 FIX ALL BUILD ERRORS 4 FIX INDIVIDUAL Enter response: 2 REPORT No missing visits found! (3) Option 3 FIX ALL This option will give the user the option of fixing all of the occurrences found with Option 1 above. The Report option should be run prior to fixing so there is a record of what has been fixed. Select one of the following: 1 BUILD 2 REPORT 3 FIX ALL BUILD ERRORS 4 FIX INDIVIDUAL Enter response: 3 FIX ALL BUILD ERRORS There are 262 entries to correct. Do you wish to continue? ? YES// YES Encounter: 4152 - TEST, PATIENT Fixed! Encounter: 9162 - TESTER, PATIENT Fixed! Encounter: 4286 - PATIENT, NAME Fixed! Encounter: 4284 - LASTNAME, FIRST Fixed! etc....... (4) Option 4 FIX INDIVIDUAL This option will allow the user to fix an individual Patient's Encounter if already known to be a problem Encounter. It can be run for any Patient, it does not have to be a Patient from the list generated with Option 1. Note that secondary encounters can not be fixed with this option as the primary encounter is required. Secondary encounters will be fixed with the FIX ALL option above. The problem encounters are listed from the latest date to the current date. For example, a problem encountered for January 1, 1995 will display first and a problem encountered February 7, 2002 will display toward the end. Example: Select PCE Table Maintenance Option: DEWO PCE Delete Encounters W/O Visit Select one of the following: 1 BUILD 2 REPORT 3 FIX ALL 4 FIX INDIVIDUAL Enter response: 4 FIX INDIVIDUAL Select PATIENT NAME: TESTER,AMIE 1 TESTER,AMIE 2-2-22 097341299 YES SC VETERAN 2 TESTERIII,AMIE 1-1-10 107010110P NO SC VETERAN 3 TESTERIIII,AMIE 1-1-19 107010119P YES SC VETERAN CHOOSE 1-3: 1 TESTER,AMIE 2-2-22 097341299 YES SC VETERAN Processing.... Patient IEN - Name Appt Date Encounter ================== ========= ========= 7170064 - TESTER,AMIE MAY 05, 1994@08:00 3849 7170064 - TESTER,AMIE MAY 15, 1994@08:00 4255 This will fix all entries for this Patient. Continue? ? YES// Please note: The routine will not allow any of the options to be run while the build is executing. Select PCE Table Maintenance Option: DEWO PCE Delete Encounters W/O Visit Select one of the following: 1 BUILD 2 REPORT 3 FIX ALL 4 FIX INDIVIDUAL Enter response: 2 REPORT Build is running, please wait until complete! Enter RETURN to continue: The data collected from the Build process will be kept in ^XTMP("PXDELENC"). The layout for ^XTMP("PXDELENC") is as follows: ^XTMP("PXDELENC",0)= purge date(create date + 120)^create date ^XTMP("PXDELENC","START BUILD")= build start date and time ^XTMP("PXDELENC","END BUILD")= build end date and time ^XTMP("PXDELENC","PXENC","PXMAIL")= mail message number^duz ^XTMP("PXDELENC","PXENC","PXCOUNT")= number of encounters remaining to be fixed ^XTMP("PXDELENC","PXENC",0)= begin date range for build^end date range for build ^XTMP("PXDELENC","PXENC",PATIENT EIN,APPT DATE & TIME,ENCOUNTER NUMBER)= SECONDARY ENCOUNTER NUMBER ^XTMP("PXDELENC","FIXIND",PATIENT EIN,APPT DATE & TIME,ENCOUNTER)=NULL (xref for Fix Individual option) ROUTINE SUMMARY: ================ The following is a list of the routine(s) included in this patch. The second line of each of these routine(s) will look like: ;;1.0;PCE;**[patch list]**;Mar 11, 1996 CHECK^XTSUMBLD results Routine name Before Patch After Patch Patch List ============ ============ =========== ========== PXDELENC N/A 11599642 153 PXDELFIX N/A 6136841 153 DOCUMENTATION DISTRIBUTION: =========================== Sites may retrieve the change documentation directly via FTP (using BIN mode) from the ANONYMOUS.SOFTWARE directory at: Albany: ftp.fo-albany.med.va.gov Hines: ftp.fo-hines.med.va.gov Salt Lake City: ftp.fo-slc.med.va.gov Files available =============== PX_1_P153_UM.pdf PX_1_P153_TM.pdf The complete and updated User Manual and Technical Manual are on the VDL. INSTALLATION INSTRUCTIONS ========================= This patch can be loaded with users in the system. Installation time will be less than 1 minute. 1. Choose the PackMan message containing this patch and invoke the INSTALL/CHECK MESSAGE PackMan option. 2. (DSM for Open VMS sites only) Disable routine mapping on all systems for the routines listed in the Routine Summary. NOTE: If the routines included in this patch are not currently in your mapped routine set, please skip this step. 3. Start up the Kernal Installation and Distribution System Menu [XPD MAIN]: Edits and Distribution ... Utilities ... Installation ... Select Kernal Installation & Distribution System Option: Installation --- 1 Load a Distribution 2 Verify Checksums in Transport Global 3 Print Transport Global 4 Compare Transport Global to Current System 5 Backup a Transport Global 6 Install Package(s) Restart Install of Package(s) Unload a Distribution 4. From this menu, you may elect to use the following options (When prompted for the INSTALL NAME. enter PX*1.0*153): a. Backup a Trasport 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. 5. Use the Install Package(s) option and select the package PX*1.0*153. a. When prompted 'Want KIDS to Rebuild Menu Trees Upon Completion of Install? YES//', answer NO. b. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//', answer NO. c. When prompted 'Want to DISABLE Scheduled Options and Menu Options and Protocols? YES//', answer NO. 6. (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 set. Routine Information: ==================== Routine Name: - PXDELENC Routine Checksum: Routine Name: - PXDELFIX Routine Checksum: ============================================================================= User Information: Entered By : VILLELLA,ROSS Date Entered : JUL 14, 2004 Completed By: ILUSTRISIMO,LUCY Date Completed: AUG 09, 2005 Released By : HEUER,CINDY Date Released : AUG 09, 2005 ============================================================================= Packman Mail Message: ===================== $END TXT