============================================================================= Run Date: JUL 03, 2007 Designation: USR*1*31 Package : USR - AUTHORIZATION/SUBSCRIPTION Priority: Mandatory Version : 1 SEQ #30 Status: Released Compliance Date: AUG 03, 2007 ============================================================================= Subject: OIG Requires Rule Changes - Site Action Required! Category: - Other Description: ============ ****************************************************** Sites must change exported ASU Business Rules ****************************************************** As a result of an Office of Inspector General (OIG) inspection and in accordance with VHA Handbook 1907.01, certain exported ASU Business Rules are to be changed. There are 3 sets of rules to be changed, LR ANATOMIC PATHOLOGY rules, rules referencing obsolete Status PURGED, and rules for deleting documents of status DELETED. This patch provides instructions for making these changes. These changes require access to the User Class Management option on the TIU MAINTENANCE MENU. I. Changes to LR ANATOMIC PATHOLOGY Rules ====================================== For the first set of changes, use Search Category DOCUMENT DEFINITION under option Manage Business Rules, and select LR ANATOMIC PATHOLOGY (the Document Class). Then EDIT each rule, changing the User Class as described below. ******* Warning ******* Do NOT DELETE these LR ANATOMIC PATHOLOGY rules! *************** Sites must change the current User Class (LR ANATOMIC PATH EMPTY CLASS) for these existing rules: 1 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE AMENDED by a LR ANATOMIC PATH EMPTY CLASS 2 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may HAVE ITS TITLE CHANGED by a LR ANATOMIC PATH EMPTY CLASS 3 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE COPIED by a LR ANATOMIC PATH EMPTY CLASS 4 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE DELETED by a LR ANATOMIC PATH EMPTY CLASS 5 An UNTRANSCRIBED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE ENTERED by a LR ANATOMIC PATH EMPTY CLASS 6 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may HAVE SIGNERS IDENTIFIED by a LR ANATOMIC PATH EMPTY CLASS 7 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE ADDENDED by a LR ANATOMIC PATH EMPTY CLASS 8 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE PRINTED by a LR ANATOMIC PATH EMPTY CLASS 9 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE REASSIGNED by a LR ANATOMIC PATH EMPTY CLASS The User Class in these 9 exported rules must be changed to: CHIEF, MIS [or CHIEF, HIM if your site has that class instead] Your changed rules should look like this: 1 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE AMENDED by a CHIEF, MIS [or CHIEF, HIM] 2 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may HAVE ITS TITLE CHANGED by a CHIEF, MIS [or CHIEF, HIM] 3 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE COPIED by a CHIEF, MIS [or CHIEF, HIM] 4 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE DELETED by a CHIEF, MIS [or CHIEF, HIM] 5 An UNTRANSCRIBED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE ENTERED by a CHIEF, MIS [or CHIEF, HIM] 6 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may HAVE SIGNERS IDENTIFIED by a CHIEF, MIS [or CHIEF, HIM] 7 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE ADDENDED by a CHIEF, MIS [or CHIEF, HIM] 8 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE PRINTED by a CHIEF, MIS [or CHIEF, HIM] 9 A COMPLETED (DOCUMENT CLASS) LR ANATOMIC PATHOLOGY may BE REASSIGNED by a CHIEF, MIS [or CHIEF, HIM] ******* Warning ******* Do NOT DELETE these rules for LR ANATOMIC PATHOLOGY! *************** Why LR ANATOMIC PATH rules MUST NOT BE DELETED ============================================== These rules prohibit permissions regarding these actions from being inherited from TIU Document Class CLINICAL DOCUMENTS. If these rules were deleted, incorrect permissions would be inherited from CLASS CLINICAL DOCUMENTS. These rules (with a changed User Class) MUST CONTINUE TO EXIST as Business Rules to avoid this unwanted inheritance. Where the LR ANATOMIC PATH rules came from ========================================== These rules were created when the following option, exported by TIU*1*137, was run after patch installation: Create DDEFS, Rules for Anat Path [TIU137 DDEFS & RULES, ANATPATH] The rules concern documents completed in the Lab Anatomic Pathology package and automatically entered into the TIU DOCUMENT FILE. Any necessary changes to these documents must be made through Lab, not TIU or CPRS GUI. Although these rules may look like they PERMITTED actions, they actually prohibited actions since the User Class LR ANATOMIC PATH EMPTY CLASS does not have any members (unless someone has been entered by mistake into that class). However, someone COULD be entered by mistake into that class, and the OIG has stated that these rules must be changed. II. Changes to Rules Referencing Obsolete Status PURGED =================================================== Sites must DELETE Rules Referencing Obsolete Status PURGED. To delete these rules referencing Status PURGED you must have access to the TIU MAINTENANCE MENU, User Class Management option. Use Search Category DOCUMENT DEFINITION, select Document Definition CLINICAL DOCUMENT, select action FIND, and find 'PURGED'. Then delete each rule referencing Status PURGED. We are aware of the following rules referencing Status PURGED: 1. A PURGED (CLASS) CLINICAL DOCUMENT may BE DELETED by a CHIEF, MIS 2. A PURGED (CLASS) CLINICAL DOCUMENT may BE VIEWED by a USER Although these rules are not in effect since no document has status PURGED, please delete them to avoid misunderstanding. III. Change to Rules Permitting Deletion of documents of status DELETED. =================================================================== For this change, use Search Category DOCUMENT DEFINITION, select Document Definition CLINICAL DOCUMENT, select action FIND, and find 'A DELETED'. We expect that you will find 2 rules regarding deleting Clinical Documents of status DELETED: A DELETED (CLASS) CLINICAL DOCUMENT may BE DELETED by a Clinical Coordinator A DELETED (CLASS) CLINICAL DOCUMENT may BE DELETED by a CHIEF, MIS [or CHIEF, HIM] Delete the first rule, the rule for Clinical Coordinators. You will then have only one rule regarding deleting Clinical Documents of status DELETED: A DELETED (CLASS) CLINICAL DOCUMENT may BE DELETED by a CHIEF, MIS [or CHIEF, HIM] Deleting a Deleted Document - Some History ========================================== When TIU was released in 1997, there was no way to remove a faulty document from general view while maintaining it intact electronically for legal purposes. When a completed document was deleted (a rare event), the text was deleted from the record, leaving only a stub record of status DELETED, and an audit record of the Delete action. Now, with the existing "Retract" functionality, when the Delete action is taken on a completed document the original document is kept intact in a RETRACTED status. Documents are no longer given status DELETED. However, old documents of that status may still exist. Deleting a DELETED document (i.e., a stub document) essentially changed it from status DELETED to status RETRACTED. This allowed sites who chose to do so to eliminate documents of status DELETED. We know of no mandate or recommendation to do this; we are merely explaining the likely source of the rule permitting Clinical Coordinators to Delete DELETED documents. Although the rule does not IN FACT remove the document from the discoverable record, the rule APPEARS to allow a broad group, Clinical Coordinators, to do so. This rule must therefore be deleted so that Clinical Coordinators no longer have such permission. IV. Remedy Ticket: ================== HD0000000184526 V. Documentation: ================= Two TIU Manuals have been updated to reflect the changes described in this patch. The updated documentation is available in the form of (.PDF) files, as follows: PDF File Manual Download Format ----------------------------------------------------------------------- TIUUM.PDF TIU Clinical Coordinator & User Manual BINARY TIUIM.PDF TIU Implementation Guide BINARY These files can be retrieved in BINARY format by FTP. The preferred method is to FTP the files from download.vista.med.va.gov which will transmit the files from the first available FTP server. The files may also be downloaded directly from a particular FTP location at the following locations: CIO 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 City ftp.fo-slc.med.va.gov [anonymous.software] The documentation can also be found on the System Design and Development Web page: (http://www.va.gov/vdl). Routine Information: ==================== No routines included. ============================================================================= User Information: Entered By : MCCLENAHAN,MARGARET Date Entered : MAY 01, 2007 Completed By: BRUUN,JESSE Date Completed: JUN 29, 2007 Released By : SAUNDERS,TOM Date Released : JUL 03, 2007 ============================================================================= Packman Mail Message: ===================== No routines included