============================================================================= Run Date: JUL 31, 2006 Designation: SD*5.3*478 Package : SD - SCHEDULING Priority: Mandatory Version : 5.3 SEQ #390 Status: Released Compliance Date: AUG 31, 2006 ============================================================================= Associated patches: (v)SD*5.3*356 <<= must be installed BEFORE `SD*5.3*478' (v)SD*5.3*379 <<= must be installed BEFORE `SD*5.3*478' (v)SD*5.3*380 <<= must be installed BEFORE `SD*5.3*478' (v)SD*5.3*403 <<= must be installed BEFORE `SD*5.3*478' (v)SD*5.3*408 <<= must be installed BEFORE `SD*5.3*478' (v)SD*5.3*414 <<= must be installed BEFORE `SD*5.3*478' (v)SD*5.3*424 <<= must be installed BEFORE `SD*5.3*478' (v)SD*5.3*439 <<= must be installed BEFORE `SD*5.3*478' (v)SD*5.3*444 <<= must be installed BEFORE `SD*5.3*478' (v)SD*5.3*445 <<= must be installed BEFORE `SD*5.3*478' (v)SD*5.3*467 <<= must be installed BEFORE `SD*5.3*478' Subject: CONSULT/SCHEDULING APPOINTMENT LINK INTERFACE Category: - Enhancement (Mandatory) - Routine Description: ============ A mechanism to create a link between appointments and either consult or procedure requests and simultaneously mark the request as Scheduled (S) when an appointment is made. I. Purpose: 1. It provides a new option to set up the linkage between entries in the Consult Services file (#123.5) and the Clinic Stop file (#40.7). 2. For consult services that have stop codes associated with them, the schedulers are asked if they would like to associate a consult or procedure request with an appointment. 3. It automatically updates the status of linked consults or procedures when appointments are no-showed, cancelled or rescheduled. This will increase the likelihood that medically sensitive consults are re-assessed rather than lost into the system when a patient no-shows a "consult-initiated" appointment. 4. It automates the documentation of consult/procedure status for appointments that are no-showed or cancelled when patient letters are printed (e.g., if a consult-linked appointment is no-showed the consult will automatically be updated with the following comment, "No-show letter printed"). 5. It sends a notification [via COMMENT] to the initiating provider of the consult when an appointment that has been linked to a consult is rescheduled, cancelled or marked as a no-show, even if the consult is an interfacility consult. 6. It adds a reason for appointment cancellation to the consult when using the Scheduling option, Cancel Clinic Availability. 7. It displays "CONS" in the Scheduling package Appointment Profile to indicate a consult request has been associated with the appointment. Options new or changed with this patch: 1) Consult Associated Stop Code Option (NEW) This option should be assigned to your Clinical Applications Coordinator users. The patch includes an option called CONSULT ASSOCIATED STOP CODE [SD ASSOCIATED STOP CODE]. This option is used to add stop codes to individual Consult Services. A new multiple pointer field 'Associated Stop Code' is added to REQUEST SERVICES file (#123.5). This new field points to CLINIC STOP file (#40.7). This pointer allows a Consult Request Service to be assigned one or more stop codes. The option prompts for the name of the Consult Request Service the user wishes to associate with a stop code. The user is then prompted to type in the 3 digit stop code to associate with the consult. The name of the service associated with that stop code will be displayed, as well as a query asking the user to verify that the stop code entered is the one intended. Additional stop codes are added using the same process, the program will continue to let a user know how many earlier stop codes have already been added to the Consult Request Service. Example: Are you adding a second stop code to this consult? //N If you wish to remove an incorrect stop code from a REQUEST SERVICE, Select REQUEST SERVICES SERVICE NAME then type "@" at the associated stop code prompt. EXAMPLE: Select REQUEST SERVICES SERVICE NAME: eye 1 EYE 2 EYE PHOTOGRAPHY 3 EYEGLASS REQUEST 4 EYEGLASS REQUEST(rev) DISABLED CHOOSE 1-4: 1 EYE Select ASSOCIATED STOP CODE: OPTOMETRY// @ SURE YOU WANT TO DELETE? If the stop code attached to the REQUEST SERVICE is the same as the stop code of the clinic profiles into which a procedure of the parent service would be scheduled, then both consults and procedures would display for the clerk to make a link at the time the appointment was made. However, if the stop code of the REQUEST SERVICE is different than the stop code of the clinic into which the procedure is scheduled, it would be necessary to put both stop codes into the REQUEST SERVICE to allow both consults and procedure requests to display for scheduling clerks. The stop code of the chosen clinic during the scheduling process is compared to the stop codes of any consult which could be linked to the appointment. If there is a match, and the current status of the consult meets the criteria listed below, the clerk will be presented with the following query: "Will this appointment be for a CONSULT/ PROCEDURE? YES//" This query allows the scheduling clerk to first display, and then link, the appointment to the consult Comments added at the "OTHER INFO:" prompt during the scheduling process are added to the consult or procedure automatically. The consult or procedure status is automatically updated to Scheduled (S) and the comments from the Scheduling package 'OTHER INFO:' prompt are added to the consult request with the date and time of the appointment. The query, "Will this appointment be for a CONSULT/PROCEDURE?" will only display to the clerk if all three (3) of the following criteria are met: 1. The stop code of selected clinic is the same as one of the stop code(s) associated with the consult/PROCEDURE request service. 2. The request is less than 365 days old. 3. The request must have one of the following four current statuses: a. Pending (P) b. Active (A) or (Active / Edit resubmitted) c. Scheduled (S), but only if the following is true: There has never been an appointment scheduled into the same stop code between yesterday (T-1) or into the future. For example, if the consult was marked as scheduled (S) using the Consult Request Tracking options for an appointment in the past, which was either no-showed or cancelled, and there does not exist a future appointment (including today) made in a clinic with the same stop code, then the scheduler will be offered an opportunity to connect a new appointment with the a consult marked as scheduled (S) and in the process update the consult with the new information. The consult will go from (S) scheduled (in the absence of a future appointment) to (S) scheduled with new appointment information. This logic is employed to avoid the following scenario. Suppose a patient has an appointment at 9:00am today which was linked to a consult. If the provider delays the completion of the consult, thus leaving it in a scheduled (S) status and the patient attempts to schedule a follow-up appointment later in the morning, without the T-1 logic, the clerk may accidentally attach the follow-up appointment to the consult due to be completed by the provider later in the day. d. Cancelled (X), but only if all of the following status history entries are true: i. Pending (P) when consult first requested, ii. Scheduled (S) using this patch, iii. Active (A) EDIT RESUBMITTED as a result of a NO-SHOW appointment, iv. Cancelled (X) consult manually after NO-SHOW, and v. Cancelled (X) status is less than 3 months old. NOTE: This prevents the need for a patient to cycle back through primary care for a new consult when there was a recently missed appointment. The consult will change from cancelled (X) directly to scheduled (S). IMPORTANT NOTE: Consults/Procedures marked as cancelled (X), without ever first being scheduled, will not display to prevent clerks from attaching appointments. 2) Scheduling display (Changed). The appointment display of appointment management has been changed to indicate that an appointment is associated with a consult request. "CONS" indicates that a link exists between an appointment and a consult or procedure request. A link is broken only if the appointment is cancelled or no-showed. It is important to remember that the "CONS" will not display if the consult is completed, cancelled, or discontinued. For example: If today is January 1st, and a consult is linked to an appointment for February 1st, then "CONS" will display next to the future appointment as long as the consult has not been completed. If the patient returns on January 15th and the consult is completed/cancelled or discontinued at that time, the future appointment (if not cancelled) will not display the "CONS," even though the link is still present. 3) Canceling an appointment (Changed). When an appointment with an associated consult or procedure is cancelled, the status of the request is changed to Active (A) and any cancellation remarks entered in the Scheduling package are added to the consult request. 4) Updating an appointment to a no-show status (Changed). Updating an appointment to a no-show status for an appointment which was initially linked to a consult or procedure automatically updates the consult request with a NO-SHOW comment. Furthermore, the consult request status will change from scheduled (S) to active (A) (EDIT/RESUBMITTED) and then in the case of a consult re-print to allow reassessment. The consult will need to be cancelled/completed/discontinued or re-scheduled using the Consult Request Tracking options, depending on the individual clinic/service/hospital policy. In any case, some action is needed because the consult now has an active status. See: Service Consults Schedule-Management Report. 5) Auto rebook feature (Changed).. If an appointment is linked to a consult and the appointment is "auto-rebooked" for any reason (No-show, cancelled clinic), then the consult will link to the new appointment created by the auto rebook option. The consult will go from Scheduled (s) to Cancelled (x) to Scheduled (s) with an update of the new appointment information. 6) Cancel Clinic Availability option. (Changed). The Cancel Clinic Availability option in the Scheduling package now requests a reason for the clinic cancellation. This "reason" will be inserted into all cancelled appointments even if they are not connected to consults [these can be seen using the EP (expanded entry) command in appointment management]. Any consult attached to one of these cancelled appointments will be made Active (A) and the "reason" for the cancellation will added to the consult request. 7) Multiple Clinic Display/Book option. (Changed). Multiple Clinic Display/Book [SDMULICLINIC] option will allow a linkage ONLY between the initial clinic scheduled and a consult that meets the criteria in paragraph #1 above. 8) SERVICE CONSULTS SCHEDULE-MANAGEMENT REPORT (NEW) A new routine called SERVICE CONSULTS SCHEDULE-MANAGEMENT REPORT was created and placed on the CONSULT TRACKING REPORTS menu of the Consult/Request Tracking (GMRC) package. This report functions in a similar way as the "SERVICE PENDING CONSULT RESOLUTION REPORT." It will provide individual listings of all consults within a time frame and/or a summary listing. The report will identify patients placed on the EWL after the initializing date/time of the consult for a SERVICE with the same stop code as the consult. This patch addresses the following New Service Request (NSR): ------------------------------------------------------------- 20050201- Scheduling - Consult Interface - DC VA solution This patch addresses the following NOIS/Remedy Ticket(s): --------------------------------------------------------- N/A USER DOCUMENTATION ------------------ The user documentation is available on the Office of Information Field Office (OIFO) ANONYMOUS.SOFTWARE directories listed below: OIFO FTP address Directory Albany ftp.fo-albany.med.va.gov anonymous.software Hines ftp.fo-hines.med.va.gov anonymous.software Salt Lake City ftp.fo-slc.med.va.gov anonymous.software VistA download site download.vista.med.va.gov anonymous.software The user documentation files listed below may be obtained via FTP. The preferred method is to download the files from: download.vista.med.va.gov This method transmits the files from the first available FTP server. Sites may also elect to retrieve documentation from a specific server as shown in the above table. SD_53_P478_RN.PDF Consult/Scheduling Appointment Release Notes SD_53_P478_UM.PDF Revised PIMS V. 5.3 Scheduling Module User Manual, Appointment Menu and Supervisor Menu SD_53_P478_CLASS3_IG.PDF Installation Guide for Sites running the Washington VAMC Consult/Appointment Link (Class 3) program. The VistA Documentation Library [VDL] web site contains all end-user manuals. The address is http://www.va.gov/vdl/. SOFTWARE RETRIEVAL ------------------ The software for this patch is being distributed in a host file. The host file will contain three KIDS files. Host File Name: SD_53_P478.KID Builds: SD*5.3*478 GMRC*3.0*52 PX*1.0*176 Sites may retrieve the software directly using FTP from the ANONYMOUS.SOFTWARE directory at the following OI Field Offices: Albany: ftp.fo-albany.med.va.gov Hines: ftp.fo-hines.med.va.gov Salt Lake City: ftp.fo-slc.med.va.gov First available download: download.vista.med.va.gov **Note: Use ASCII mode when transferring the .KID file 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: ;;5.3;Scheduling;**[patch list]**;Aug 13,1993 CHECK^XTSUMBLD results Routine name Before Patch After Patch Patch List ============ ============ =========== ========== SD53P478 N/A 558277 478 SDAM1 9372103 12398398 149,155,193,189, 445,478 SDAM10 4276210 4618477 189,258,403,478 SDAM2 9886432 10662033 250,296,327,478 SDAM3 5230253 6504485 63,189,380,478 SDAMC 6879302 7202732 20,28,32,46,263, 414,444,478 SDAMN 3294769 3621264 478 SDAUT2 20231168 20441060 206,168,186,478 SDC 14682588 16544968 15,32,79,132,167,478 (Note: 14710058 only if patch SD*5.3*389 (ENT) installed.) SDC0 15992934 16050250 303,330,379,398, 467,478 SDC1 3524110 3925359 379,398,439,478 SDCNP 14429730 14514600 32,116,478 SDCNP0 18534676 21062764 132,167,478 SDCNP1 16488639 18616316 398,467,478 SDCNP1A 19709915 20334432 167,340,398,478 SDCNSLT N/A 23008569 478 SDM 15345282 18815484 15,32,38,41,44,79,94, 167,168,218,223,250, 254,296,380,478 SDM1 16761680 16787941 32,167,168,80,223, 263,273,408,327,478 SDM1A 15836155 16726983 26,94,155,206,168, 223,241,263,327,478 SDM2 11926165 14208581 32,132,168,356, 434,467,478 SDMULT 7926207 8110699 63,168,380,478 SDN 13950201 17291344 32,79,398,478 SDPURG1 8973962 9039687 132,478 SDQQCN2 N/A 1142425 478 Total number of routines - 24 Total number of routines modified: 21 Total number of new routines: 3 Total number of routines to delete: 1 CHECK1^XTSUMBLD results Routine name Before Patch After Patch Patch List ============ ============ =========== ========== SD53P478 N/A 748840 478 SDAM1 23192764 27486316 149,155,193,189, 445,478 SDAM10 7404313 8130933 189,258,403,478 SDAM2 29301501 30409826 250,296,327,478 SDAM3 8187774 9638005 63,189,380,478 SDAMC 12437906 12821748 20,28,32,46,263, 414,444,478 SDAMN 6531505 7272637 478 SDAUT2 30077736 31407723 206,168,186,478 SDC 21498895 24772235 15,32,79,132,167,478 (Note: 21658031 only if patch SD*5.3*389 (ENT) installed.) SDC0 26427996 26494152 303,330,379,398, 467,478 SDC1 4857864 5430963 379,398,439,478 SDCNP 16764627 16969835 32,116,478 SDCNP0 25047823 29432577 132,167,478 SDCNP1 27171115 31981215 398,467,478 SDCNP1A 27493071 28182331 167,340,398,478 SDCNSLT N/A 40454930 478 SDM 27204232 33726440 15,32,38,41,44,79,94, 167,168,218,223,250, 254,296,380,478 SDM1 34155248 34209967 32,167,168,80,223, 263,273,408,327,478 SDM1A 39690265 42131509 26,94,155,206,168, 223,241,263,327,478 SDM2 20767664 24545266 32,132,168,356, 434,467,478 SDMULT 10120175 10325943 63,168,380,478 SDN 23621975 30846315 32,79,398,478 SDPURG1 11041663 11203537 132,478 SDQQCN2 N/A 2209146 478 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 -------------------------------------------------------------------- 44 HOSPITAL LOCATION YES NO NO Partial DD: subDD: 44.003 fld: 688 The following is a list of fields included in this patch: Field Name (Number) File Name (Number) ------------------- ------------------ CONSULT LINK (44.003,688) HOSPITAL LOCATION (#44) The following is a list of templates included in this patch: Template Name Type File Name (Number) ------------- ---- ------------------ SD ASSOCIATED STOP INPUT TEMPLATE REQUEST SERVICES (#123.5) SDAM APPT MGT LIST TEMPLATE The following is a list of options included in this patch: Option Name Type New/Modified ----------- ---- ------------ SD ASSOCIATED STOP CODE Edit New Test Sites: ----------- DETROIT, MI VAMC DUBLIN, GA VAMC HINES, IL VAMC MARYLAND HCS PALO ALTO HCS WASHINGTON, DC VAMC WEST LA VAMC ==================== PRE-INSTALLATION INSTRUCTIONS ======================= For site that are currently running the Class 3 Washington DC VAMC Consult/Scheduling Appointment Link patch, follow the instructions detailed in the SD_53_P478_CLASS3_IG.DOC document. ========================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. Appointment Management [SDAM APPT MGT] Appointment Menu [SDAPP] Make Appointment [SDM] PCE Encounter Data Entry [PXCE ENCOUNTER DATA ENTRY] PCE Encounter Data Entry & Delete [PXCE ENCOUNTER ENTRY & DELETE] PCE Encounter Entry Without Delete [PXCE ENCOUNTER ENTRY NO DELETE] PCE Encounter Data Entry - Supervisor [PXCE ENCOUNTER ENTRY SUPER] 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. 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 SD*5.3*478): 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. When prompted 'Want KIDS to Rebuild Menu Trees Upon Completion of Install? YES//' Answer YES unless your system does this in a nightly TaskMan process. b. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//' answer NO (unless otherwise indicated) c. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//' answer YES (unless otherwise indicated) d. When prompted 'Enter options you wish to mark as 'Out Of Order':' Enter the following options: Appointment Management [SDAM APPT MGT] Appointment Menu [SDAPP] Make Appointment [SDM] PCE Encounter Data Entry [PXCE ENCOUNTER DATA ENTRY] PCE Encounter Data Entry & Delete [PXCE ENCOUNTER ENTRY & DELETE] PCE Encounter Entry Without Delete [PXCE ENCOUNTER ENTRY NO DELETE] PCE Encounter Data Entry - Supervisor [PXCE ENCOUNTER ENTRY SUPER] e. When prompted 'Enter protocols you wish to mark as 'Out Of Order':' press ===================== POST-INSTALLATION INSTRUCTIONS ===================== Assign the 'Consult Associated Stop Code' [SD ASSOCIATED STOP CODE] option to your Clinical Application Coordinator users. For site that are currently running the Class 3 Washington DC VAMC Consult/Scheduling Appointment Link patch, follow the instructions detailed in the SD_53_P478_CLASS3_IG.DOC document. Routine Information: ==================== Routine Name: SD53P478 Routine Name: SDAM1 Routine Name: SDAM10 Routine Name: SDAM2 Routine Name: SDAM3 Routine Name: SDAMC Routine Name: SDAMN Routine Name: SDAUT2 Routine Name: SDC Routine Name: SDC0 Routine Name: SDC1 Routine Name: SDCNP Routine Name: SDCNP0 Routine Name: SDCNP1 Routine Name: SDCNP1A Routine Name: SDCNSLT Routine Name: SDM Routine Name: SDM1 Routine Name: SDM1A Routine Name: SDM2 Routine Name: SDMULT Routine Name: SDN Routine Name: SDPURG1 Routine Name: SDQQCN2 ============================================================================= User Information: Entered By : YORTY,M ROBERT Date Entered : FEB 27, 2006 Completed By: FAIN,ZACHARY Date Completed: JUL 24, 2006 Released By : FIELDS-BARNES,JANETTE Date Released : JUL 31, 2006 ============================================================================= Packman Mail Message: ===================== No routines included