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Primary Care Management Module (PCMM) User Manual

1. Date Scheduled Patient Name SSN Provider Team for Inactivation INSTITUTION ABCD VAMC PCMMPATIENT ONE 2222 PCMMPROVIDER EIGHT BLUE EAM 04 29 06 PCMMPATIENT wo 5555 PCMMPROVIDER ELEVEN BLUE EAM 04 29 06 Enter message action in IN basket Ignore 8 Primary Care Management Module User Manual March 2010 Patients with Extended PCMM Inactivation Dates Subj Patient 39 lines From POSTMAS s With Extended PCMM Inactivation Dates TER In IN basket Page 1 Starting PCMM 5405 12 20 05 09 43 By using the Extend Patient Inactivation Date option these patients PCMM inactivation dates are now 60 days from their original inactivation date Inactivation occurs on the fifteenth and the last day of the month unless the patient has a completed appointment encounter with their current Primary Care Provider PCP before that d or their Associate Primary Care Provider AP team if they return for care Patients with Extended PCM Inactivation Dates ate The patient may be reactivated to their previous PCP and PC Date Scheduled for Patient Name SSN Provider Team Inactivation INSTITUTION ABCD VAMC PCMMPATIENT FOUR 9999 PCMMPROVIDER SEVEN BLUE TEAM 04 12 06 Enter message action in IN basket Ignore March 2010 Primary Care Management Module User Manual 9 Starting PCMM Patients Automated Inactiv
2. March 2010 Primary Care Management Module User Manual 143 Stand alone Options 144 Primary Care Management Module User Manual March 2010 Windows Conventions Standard Windows Objects These are the types of data entry fields located in standard windows forms Check Box Toggles between a YES NO ON OFF setting Usually a square box containing a check mark or x Clicking the box or pressing the spacebar toggles the check box setting Command Button The Command button initiates an action It is a rectangular box with a label that specifies what the button does Command buttons that end with three dots indicate that a subsidiary screen may be evoked by selecting the command Date Field Identified by __ __ __ or a date mm dd yy Will usually have an associated popup calendar Double clicking with the mouse inside the date edit box or tabbing to the edit box and then pressing the F2 key displays the calendar Clicking on the desired date or using the arrow keys to move to a date and then pressing the spacebar selects the date Each component of the date month day year must consist of two characters i e 02 02 96 The selected entry will not be effective until you tab off or exit from the date field Drop Down List A list box containing an arrow button on the right side which displays one entry at a time Choose from a vertical list of choices Select the entry you want by clicking the list entry You cannot typ
3. D ADD History Entry Reason Field Descriptions History Entries list box This display shows the history of status change dates for this team Double clicking an entry or highlighting an entry and pressing the spacebar displays that entry s data in the edit boxes A check mark next to an entry in the box indicates an activation date while the circle indicates an inactivation date Effective Date This is the date the status change will be effective You may type the date in the date field use the arrows or double click in the edit box to drop down a calendar for date selection Each component of the date month day year must consist of two characters 1 e 02 22 96 Status drop down list This is the status of the team as of the effective date 18 Primary Care Management Module User Manual March 2010 Create a New Team Primary Care Team Profile Screen History Tab Reason drop down list This is the reason for the change in the team s status OK button Click OK to save changes Cancel button Click Cancel to abort changes ADD History Entry button Click ADD History Event o make changes in the activation inactivation history March 2010 Primary Care Management Module User Manual Team Setup Team Setup Assign Positions to a Team Note The procedure for creating a resident position that is an associate provider has changed due to the fact the application now enforces the business rule
4. eccceesseceescecesneeceeneeceeneeceeeeeeeeeeeeeeeeeee 179 Patients Automated Inactivations from PC Panels cceesccsesceceeececeecceceeeeeceeeesseeeenaeeeeaas 180 Extend Patient Inactivation MALS 2 i655 Q cui donee nde E E antag yeaa bee ura ae neon a eke ee 181 PCMM Edit Practitioner in Position Assig File 0 0 ceescceesseceenceceeeeceeneeceeneeceeeeeeceneeeeseeeees 182 Practitioner Demo crab Cs siy2ic 22 lt 51 aiascvniet a a iacasecate E e E E a 183 Practitioner s Patients i2ic2 20a cei seevicce ate lee aceeel Genel cide ae eee 184 iv Primary Care Management Module User Manual March 2010 Table of Contents Historical Provider Position Assignment Listing cecccesseecesececeeeeeceeeeeceeceeceeeeecneeeeeneeeees 185 PEMM Inconsistency Report necs a a a EE seats 186 Direct PC FTEE and Panel Size Report ccc cesevsscissseacsissavessiseesacsdevaccada tedeectavecaceusdecaesasbevastebeas s 187 Stall Sched f r IMAC OV AOU e aee aaae E oa de ieee ese a nee Ae asec 188 Stafi Inactivated REDOC oes Pecan tue cn deg URE is sla E scaly fete ceo de acy gained Aha a a 190 Individual Team Profiles nenecesan acaneied acs cia aus isini siaii 191 Team Member Listing ee rereana a E aE E acdsee stead S EES o S AS RSS 192 Team Patient TiS 4 152 x ioe asa a n E AAR te antes 193 Summary Listing Of Teams senon arseen nei ae a Ee E EEE E EE SaS 194 Historical Patient Assignment Detail cccsssstases wav cgnctawbygun tereeosntts vahenzi
5. PCMM PAIT and SCHEDULING FIXES A Scott T Dawson 04 01 2009 Manual updated to reflect the SCMC CHECK FTEE RPC has been changed to return a value of 99 1 if non numeric information is entered in the combo box Chris Flegel author Corinne Bailey 06 30 2009 Manual updated to mark Detailed Patient Assignments Assigned PC option obsolete with Patch SD 5 3 535 ASSOCIATED CLINIC ENROLLMENT PCMM FIXES A Scott T Dawson 02 19 2010 Screen captures edited to comply with SOP 192 352 Displaying Sensitive Data Ashwani Suri Corinne Bailey 09 22 2011 Manual updated with changes from Patch SD 5 3 504 Don Michalak Corinne Bailey 06 19 2012 Manual updated p 8 10 for change made by Patch SD 5 3 539 ELEC WAIT LIST PAT APPT INFO TXN PRIM CARE MGT MOD FIXES A Scott T Dawson March 2010 Primary Care Management Module User Manual Revision History ii Primary Care Management Module User Manual March 2010 Table of Contents TAO CU CHION Soi scored Bale n cat ad Sestak eee ea ate Sea ete ae A ag eae oo ea shee 1 Overview of the Primary Care Management Module eeeccceescecesnceceeeeceeneecesneeceeneecteneeeees 1 508 Compliant GUL S ienee er a r a ee kee ae e Ee ole Ea e aS 2 Sensitive INFOrmation miie ea a E E ee eR T EE R E O ie ede aes 2 Windows CONV EMUIGTIS 55a aia a n aa e Ea a a E E A A 3 Autolinks This functionality has be
6. Processed fo E sasea _ Net och Be eee v Primary Care Assignment Restrict Consults Field Descriptions Select Patients by drop down list You may choose to select the patients by clinic enrollment stop code active stop codes only appointments team enrollment position enrollment or pc assignment with no team Select patient selection method drop down list Choose the clinic stop code clinic appointment team or position from which you wish to assign patients Available to Assign list box Contains names of patients who are available to be assigned to the selected position Next Block button The Available to Assign list box contains a maximum of 200 names in the displayed block If the NEXT BLOCK button is enabled you may click it to see the next block of names 56 Primary Care Management Module User Manual March 2010 Team Setup Assign Multiple Patients to Team Position s POSITION ASSIGNMENT New Assignments list box Contains names of patients who will be assigned to the selected position once the SAVE button is Clicked Entries Found numeric display Displays the total number of entries found matching the selection criteria Entries Processed numeric display Once the assignment is made and saved the number of entries processed will be displayed Primary Care Assignment check box Click in this box if the position you are assigning to is a primary care position for these patien
7. Processed numeric display Once the assignment is made and saved the number of entries processed will be displayed NOTE When utilizing multiple patient reassignment the system refreshes the patient count incrementally in the team setting You may not see all the patients reassigned immediately The system will continually refresh until all selected patients have been transferred and the appropriate numbers are displayed March 2010 Primary Care Management Module User Manual 59 Team Setup Reassign Multiple Patients to Team Position s TEAM REASSIGNMENT Multiple Patient Team Reassignment Screen Options PC Assign Tab ea Multiple Patient Team Reassignment Reassign Options PC Assign l Close Help Entries Information Options Found 13307 lv P E Restrict Consults Processed fo Options Primary Care Assignment check box Check this box if you want the To team to be the primary care team for these patients The team must be able to provide primary care Restrict Consults check box Click in this box to prevent users from making consult appointments to clinics in which the To team s patients are not enrolled Patients who are listed as restrict consults may only be enrolled in a new clinic if the user has the SC CONSULT security key Consult appointments an appointment where the patient is not enrolled in the clinic may only be done via the new Make Consult Appointment option option requires se
8. Reports Roll and Scroll Patient Reports and Options Historical Patient Assignment Detail cont Report Options e Select Patient Name e If Active Patient Record Flag s are present this option appears Do you wish to view active patient record flag details Yes If yes then Patient Record Flags are listed e Select beginning date Select ending date e Device March 2010 Primary Care Management Module User Manual 91 Reports Reports Roll and Scroll Patient Reports and Options Patient Listing for Team Assignments This report provides information regarding patients team assignment sorted by Team and Practitioner This report requires 132 column output Report Columns Patient Name Patient ID Date Assigned Primary Care Type PC AP Associate provider PCP Primary Care Provider NPC Non Primary Care Provider Practitioner Position Standard Role Preceptor Report Options 92 Select Division May select one many all divisions Select Team May select one many all teams Select Role May select one or all roles Select Practitioner May select one or more practitioners Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll Patient Reports and Options Patient Team Position Assignment Review This report reviews Patient Team Position Assignments and identifies active positions with discharged team assignments The report then generates a MailMan messag
9. includa elie Moves all the items currently in the Available to Assign list box to the New Assignments list box p F E o BOIER Moves the selected items from the New Assignments list box to the Available to Assign list box All i lai Moves all the items currently in the New Assignments list box to the Available to Assign list box 4 Repeat Steps 1 to 3 for each category 5 Click the Validate button The validation action checks the relationships between the category selections teams associated with correct division clinics associated with correct division etc If validation cannot be made you will receive an Error Report explaining the inconsistency Close the form Modify an Existing Template 1 Select REPORTSISELECT REPORT menu bar command 2 Select the template name from the drop down list 3 Edit the report criteria 4 Click the Selections button and edit the report specifications divisions teams etc Be sure to validate your selections when complete Close the form 5 If you wish to save this template click the Save Template Changes toolbar speedbutton or choose the TEMPLATEISAVE menu bar command 80 Primary Care Management Module User Manual March 2010 Reports Query Template Utility Printing Reports Reports cannot be printed to the screen using the graphical user interface They must be sent to a printer These same reports may be printed to both the screen and to a printer through the Sch
10. Click in this box to automatically assign the patient to a team when he is enrolled in a clinic that is an associated clinic of one of the team s positions This will occur only if the associated clinic is unique to one team It is recommended that both the Auto Assign and Auto Discharge boxes be checked or neither be checked Auto Discharge from Team from Clinic check box Click in this box to automatically discharge the patient from a team when he is discharged from a clinic that is an associated clinic of one of the team s positions This will occur only if the patient has not been assigned to a team position Team Assignments text box Allowed numeric display This is the maximum number of patients that should be assigned to this team Users are not prevented from adding additional patients to the team after the team s patient panel list of patients has reached this number You should compare the current number of team assignments with the number allowed to balance team panel sizes Actual numeric display This is the number of patients currently assigned to this team March 2010 Primary Care Management Module User Manual 17 Team Setup Create a New Team Primary Care Team Profile Screen History Tab When creating a new team no data entry is required on this tab Primary Care Team Profile Team 508 TEST General Settings History History Entries v ACTIVE 06 08 2007 Effective Date Status
11. Error Position Assigned Date is BEFORE Team Assimed Dare Position Assigned Date 04 26 1999 Team Assiqned Date 10 12 1999 March 2010 Primary Care Management Module User Manual 175 Appendix Examples of PCMM Reports Historical Patient Position Assignment Listing Detail Detail for Patient Position Assignments lt gt HISTORICAL PATIENT POSITION ASSIGNMENT LISTING lt gt Detail for Patient Position Assignments Effective MAR 23 2006 to MAR 23 2006 Date printed MAR 23 2006 14 29 Page 1 Pat Primary MT Enrolled Patient Name Id Elig Cat Team Provider Team Position PC Clinic Act Date Inac Date PCMMPROVIDER SIX 8663 SC lt 50 N BLUE TEAM PCMMPROVIDER TEN PROV BLUE 1 PCP 09702 2003 PCMMPROVIDER ONE 6497 NSC C BLUE TEAM PCMMPROVIDER TEN PROV BLUE 1 PCP 09 02 2003 PCMMPROVIDER TEN 7460 SC 50 100 BLUE TEAM PCMMPROVIDER TEN PROV BLUE 1 PCP 09702 2003 NOTE More than one provider may be associated with a single patient position assignment This output retums a separate output line for each related provider during the date range selected PC represents provider type AP Associate provider PCP Primary Care Provider NPC Non Primary Care Provider 176 Primary Care Management Module User Manual March 2010 Appendix Examples of PCMM Reports Historical Patient Position Assignment Listing Summary Summary for Patient Position Assignments lt gt HISTORICAL PATIENT POSITION ASSIGNMENT LISTING lt gt Summary
12. 6029 8189 6972 9824 9640 1z l6 Z2005 06 14 2006 CARDIO 10 05 2005 09713 2006 CARDIO 0970972005 CARDIO 05 24 2005 CARDIO 0772372004 CARDIO Primary Care Management Module User Manual March 2010 Appendix Examples of PCMM Reports Historical Provider Position Assignment Listing Detail for Provider Position Assignments Effective APR 1 2006 to MAY 1 2006 Date printed MAY 1 2006 16 20 Page 1 Max Assigned Precepted Pos Patients Open Patients Provider Name Position PC Team Associated Clinic Allow PC Non PC Slots PC Non PC PCMMPATIENT ONE HEPC PROVIDER 11 YES HOME BASED PC TEAM NUTRITION 5 1 tn 4 0 9 PCMMPATIENT TWO PROV GREEN 2 YES GREEN TEAM CARDIO 375 480 0 Q Q Q PCMMPATIENT TWO HEPC PROVIDER 2 YES HOME BASED PC TEAM CARDIO 5 3 0 2 0 9 PCMMPATIENT THREE PROV BLUE 1 YES BLUE TEAM CHANGED OSTEOPATHIC 600 493 1 106 0 9 PCMMPATIENT THREE HEPC PROVIDER 1 YES HOME BASED PC TEAM OSTEOPATHIC 5 Z 0 3 0 9 NOTE This report reflects a comt of all unique patients assigned to Primary Care and non Primary Care within the date range selected If a date range larger than ome day has been selected the total patients assigned to a provider may be greater than the maximam defined for the position However this does not imply that the provider had more than their maximum umber of patients on any single date March 2010 Primary Care Management Module User Manual 185 Appendix Examples of PCMM Reports PCMM In
13. PC Preceptor Position PC Team Non PC Provider Non PC Position Non PC Preceptor Provider Non PC Preceptor Position Non PC Team Active Inactive Assigned by date Report Options Select Patient Name Select beginning date Select ending date Device March 2010 Primary Care Management Module User Manual Reports 117 Reports Reports Roll and Scroll Historical Assignment Reports Historical Provider Position Assignment Listing Report Columns e Effective Date Range Printed on Division Team Primary Care Type PC Maximum Patients Team Assignment Team Assignment Unique Team Position Assignments Primary Care Team Position Assignments Non Primary Care Team Position Unique Patients Primary Care Team Position Unique Patients Non Primary Care Total Unique Patients Open Slots Patients without Position Assignment e Patients without Team Assignment Report Options e Select beginning date e Select ending date e Select one of the following Specify the type of assignments to include P PRIMARY CARE ASSIGNMENTS N NON PRIMARY CARE ASSIGNMENTS B BOTH PC AND NON PC e Select one of the following Specify output format D DETAIL SUMMARY SUMMARY ONLY Select Institution May select one many all institutions Select Team May select one many all teams Select Team Position May select one many all positions Select one of the following Sort output by IN INSTITUTION TM TEAM TP TEAM POSITION PR PROVIDER EC ENROLLED CLINI
14. RN No Current Staff Member NO Active NURSE LPN PCMMPROVIDER ONE NO NO Active TEAM PHARMACIST PCMMPROVIDER FIVE NO NO Active PHYSICIAN PRIMARY CARE PCMMPROVIDER FOUR YES NO Active General Settings Staff FTEE Preceptor Associated Clinics Messages History Patients gt Primary Care Provider and Preceptor Options Patients for Position will this physician be assigned as a Primary Care Provider If yes click check box Allowed 100 If not then un check box below Actual fo A Provides Primary Care ia Will this Primary Care physician also Precept Supervise Primary Care Residents or other Associate Providers APs If yes check box below B Precepts Associate Primary Care Providers oe Note If disabled this site does o Need help Click here for further explanation on settings for this position not use User Class User Class Help Hi Close NOTE If a provider other than an Attending Resident Intern PA or NP is selected both boxes A and B as well as Allowed under Patients for Position will not be selectable Field Descriptions Provides Primary Care check box Only a Resident Intern NP or PA shall be designated as an Associate Provider providing primary care Precepts Associate Primary Care Providers check box Only an attending physician MD or DO NP or PA can be designated a Precept to Associate Primary Care Providers
15. Report Options e Select Division May select one many all divisions Select Team May select one many all teams Select Role May select one many all roles Sort by 1 Division Team Patient Name 2 Division Team Last 4 Pt ID 3 4 Division Team Practitioner Last 4 Pt ID Select 1 2 3 or 4 Division Team Practitioner Patient Name March 2010 Primary Care Management Module User Manual 113 Reports Reports Roll and Scroll Team Reports and Options Summary Listing of Teams Report Columns Printed on Division Team Name Practitioner Position Primary Care Type PC Standard Role Associated Clinic Maximum Patients Allowed Assigned Patients Primary Care Assigned Patients Non Primary Care Precepted Patients Primary Care Precepted Patients Non Primary Care Report Options 114 Select Division May select one many all divisions Select Team May select one many all teams Select Role May select one many all roles Primary Care Management Module User Manual March 2010 Reports Roll and Scroll Team Reports and Options Historical Team Assignment Summary This 132 column report represents a count of team and team position assignments within the date range selected If a date range larger than one day has been selected the total unique patients and assignments may be greater than the maximum defined for the team reducing the open slots reflected by this report accordingly
16. 1034 350 BLUE TEAM BRAVO YES o zZ Z o 2 l BLUE TEAM CHANGED YES 3300 3730 3730 3668 3668 3730 62 CHEYENNE PC UNASSIGNED mo o E E o GREEN TEAM YES l m m o 6 1 Z 0 a FORT COLLINS TEAM YES 1916 2241 2241 2171 2170 0 2241 71l oroond ooo00corF NOTE This report represents a count of team and team position assignments within the date range selected If a date range larger than one day has been selected the total unique patients and assignments may be greater than the maximam defined for the team reducing the open slots reflected by this report accordingly However this does not imply that the team had more than its maximum number of patients on any single date 198 Primary Care Management Module User Manual March 2010 Index Accessibility 508 Complaint GUI yssir aeee aei eener anean ie bse A ea SU EN aao erae En era aA AVER EEES REN Ea Nie R oa ECKE EEEa 2 Appendix Examples of PCMM Reports seseessesseseeseseseresresessrsesereseretsessssestetentsteseresteenseresteteetseesesestereseressereereese 173 Assign Multiple Patients to Team Position cescecssscssseecseeesceseeecsecseeecsaecseesecneesecnaecesaecaeaecaeesasneeeesaseeseaecaeeseenees 50 Assien Positions to 4 Teamr Sie RE EEE EER Er EEEE EEE aE E EEEE E EE E 20 Assign Preceptor toia Position oiie eic teksti esten r i EaR EEEE cae AE EEA ETE VERR S RS 40 Assign Single Patient to Te m POSION preito seirene n nE E e EEEE EE E AE EE EEEE ESA TEE D
17. 22 06 JUN 7 2006 09 00 EVANS FEM 178 Primary Care Management Module User Manual March 2010 Appendix Examples of PCMM Reports Patients with Extended Primary Care Inactivation PCMM Patients with extended Inactivations Patient PCMMPATIENT ONE 2847 PCMMPATIENT TWO 8539 PCMMPATIENT SIX 3822 SSN MAR 23 2006 14 50 PAGE 1 Date Sched for Provider Preceptor Inactivation Institution PC Team Position Position Reason CHEYENNE VAMC BLUE TEAM PCMMPROVIDER TWO 03 19 06 PROV BLUE 1 PATIENT HAS FUTURE PC APPOINTMENT CHEYENNE VAMC BLUE TEAM PCMMPROVIDER SIX 03 19 06 PROV BLUE 2 PATIENT CONTACTED SITE FOR APPOINTHE CHEYENNE VAMC BLUE TEAM PCMMPROVIDER SIX 03 21 06 PROV BLUE 2 PROVIDER REQUEST WILL CONTACT PATIEN COUNT 3 I Colum Heading Patient Name SSN Institution PC Team Provider Team Position Current Preceptor Team Position Date Scheduled for Inactivation Reason for Extended Inactivation March 2010 Explanation of colum headings Name of patient scheduled to be inactivated from their primary care team and position provider Patient s last 4 SSN mumbers Institution name previously called Division in which patient receives primary care The patient s assigned Primary Care team in PCMM Name of Associate Primary Care Provider AP assigned to patient if there is one The name of the team position to which the Associate Primary Care Provider AP is assiqned Name of Primary Care Provide
18. 26 Primary Care Management Module User Manual March 2010 Team Setup Assign Positions to a Team Primary Care Team Position Setup Screen Settings Tab Patients for Position text box Allowed The number of patients that should be assigned to this position Users are not prevented from exceeding this number It is required that you enter a value here before you can save Resident Intern NP or PA as Primary Care Provider Actual This is the number of patients that are currently assigned to this position User Class lookup box This is the user class that must be used when selecting an individual to fill this position This field may be disabled at some sites See documentation for Staff FTEE Tab in the Assign Staff Member to a Position section See documentation for the Preceptor Preceptee Tab in the Assign Preceptor to a Position section March 2010 Primary Care Management Module User Manual 27 Team Setup Assign Positions to a Team Primary Care Team Position Setup Screen Associated Clinics Tab sp Primary Care Team Position Setup TEAM SELECTED GREELEY TEAM Team Positions Show Active Only C Show All Positions Add New Position Inactivate Position PHYSICIAN PRIMARY CARE PCMMPROVIDER TWO YES Active PHYSICIAN PRIMARY CARE PCMMPROVIDER FOUR Active PATIENT SERVICES ASSIST PCMMPROVIDER FIVE NO Active SOCIAL WORKER PCMMPROVIDER ONE NO NO Active TEST ADD PHYSICIAN 504 PHYSICIAN PRIMARY CARE No Current
19. 42 It checks that the position assignment active timeframe is within the team assignment active timeframe The current PCMM software is designed to prevent timeframe discrepancies However older versions of PCMM did allow these timeframe problems to occur This report has been designed to help sites identify these problem assignments The report is in the form of a mail message and lists those position assignments that fall outside the team assignment active timeframe Each entry in the mail message will display team name position patient name error position assigned unassigned date and team assigned unassigned date You may correct timeframe discrepancies using the PCMM GUI as follows e From the Patient drop down menu make sure Show All Team Assignments is checked e From the Patient drop down menu select Patient Assignments e Enter the patient name e The Select Patient Team Assignment dialog box appears Double click on the problem Team Assignment e The Team Position Assignments dialog box appears Make note of the discharged date on the Team Assignment tab Click on the Position Assignments tab Double click on the problem Position Assignment e Enter the discharged date from above as the Unassigned Date Example Select Team ALL BLUE Select another Team RED Select another Team lt RET gt gt gt gt Task 388578 This task will send a MailMan message to you containing the results of the position assignmen
20. All both your personal and all public templates Create a New Template 1 Click the Create a New Template toolbar speedbutton on the Query Template Utility form or choose the TEMPLATEINEW menu bar command 2 Edit the Name text box and enter a description 3 Assign either Private or Public access level to the template by clicking the correct radio button 4 Enter the report criteria e Select the Report from the drop down list e If the Sort field is disabled the default sort values will be used If the Sort field is enabled select the desired sort from the drop down list e Select the printer from the drop down list e In addition to the Sort and Printer fields some reports have other unique data fields These fields will appear below the Selections button on the form See Report Descriptions for a description of each available PCMM report and any unique fields 5 Click the Selections Button and enter the report specifications divisions teams etc See Create a New Template Report Specifications To obtain selection detail information on an entry click on the entry from either of the list boxes Right mouse click and choose Details 6 If you wish to save this template after you have made and validated your selections click the Save Template Changes toolbar speedbutton or choose the TEMPLATEISAVE menu bar command 78 Primary Care Management Module User Manual March 2010 Reports Query Template Uti
21. Choices list box displays the entries for the selected item You may click the SHOW ALL button to display all possible entries or type a few characters in the SEARCH box and click the FIND button for a limited selection When first opened the boxes default to A March 2010 Primary Care Management Module User Manual 75 Creating Autolinks This functionality has been disabled 5 Move your selections from the Choices list box to the AutoLinks list box by one of the following methods e Double clicking on an entry e Click and drag e Using the buttons gt Moves the selected items from the Available to Assign list box to the New Assignments list box gt gt Moves all the items currently in the Available to Assign list box to the New Assignments list box lt lt Moves the selected items from the New Assignments list box to the Available to Assign list box lt Moves all the items currently in the New Assignments list box to the Available to Assign list box 6 Click the SAVE button to create the AutoLinks You may save after establishing the AutoLinks for each individual item or wait until links are established for all items 7 Repeat Steps 3 through 6 for each autolink type NOTE To obtain link detail information on an entry click on the entry from one of the list boxes Right mouse click and choose Details 76 Primary Care Management Module User Manual March 2010 Reports Query Template Utility The Q
22. However this does not imply that the team had more than its maximum number of patients on any single date Report Columns Effective Date Range Printed on Division Team Primary Care Type PC Maximum Patients Team Assignment Team Assignment Unique Team Position Assignments Primary Care Team Position Assignments Non Primary Care Team Position Unique Patients Primary Care Team Position Unique Patients Non Primary Care Total Unique Patients Open Slots Patients without Position Assignment Patients without Team Assignment Report Options Begin Date End Date Select Institution May select one many all institutions Select Team May select one many all teams March 2010 Primary Care Management Module User Manual Reports 115 Reports Reports Roll and Scroll Historical Assignment Reports Example of PCMM Roll and scroll Historical Assignment Reports Menu Patient Assignment Detail Provider Position Assignment Listing Patient Position Assignment Listing PAD Historical PRAL Historical PTAL Historical TAS Historical 116 Team Assignment Summary Primary Care Management Module User Manual March 2010 Reports Roll and Scroll Historical Assignment Reports Historical Patient Assignment Detail Report Columns Date printed Patient SSN DOB Age Gender Assignment PC Provider PC Associate Provider PC Position User Entering Last Edited By Status
23. List No errors to report Unassigned List ID tient One 000 89 090 tient Two 000 12 432 gt gt gt Position assignment to gt gt gt Position assignment to patient Three 666 00 989 gt gt gt Position assignment to PHYS gt gt gt Discharged from ORTHO c patient Four 666 87 229 gt gt gt Position assignment to PC gt gt gt Position assignment to PC patient Five 000 33 4 gt gt gt Position assignment to PC patien Six 000 44 563 gt gt gt Future team assignment dele Assignment Date 08 24 98 gt gt gt Position assignment to PC gt gt gt Future position assignmen Assignment Date 08 24 98 Patient PCMMpa PCMMpa PC PC PE PC r En Select MESSAGE IGNORE Action March 2010 PCMMprovider PCMMRNprovider Mprovider MRNprovider 122 Mprovider Mprovider Entry ORTHO 9 al One was unassigned One was unassigned 9 ICIAN ATTENDING was unassigned TENIG 0 One was unassigned One was unassigned One was unassigned 4 ted try 3874 One t deleted 2447 in IN basket Primary Care Management Module User Manual 141 Stand alone Options Patient Team Position Assignment Review Introduction The Patient Team Position Assignment Review option makes a comparison of the entries in the PATIENT TEAM POSITION ASSIGNMENT file 404 43 and the PATIENT TEAM ASSIGNMENT file 404
24. Moves all the items currently in the New Assignments list box to the Available to Assign list box 7 Click the SAVE button The selected patients are now reassigned to the selected team and position Information concerning patients who were not reassigned will be provided to the user and to members of the PCMM Reassignment Mail Group via a new MailMan message 62 Primary Care Management Module User Manual March 2010 Team Setup Reassign Multiple Patients to Team Position s POSITION REASSIGNMENT Multiple Patient Position Reassignment Screen vv Multiple Patient Position Reassignment Assignment Status Assignment Dates il Close so as 2 Assigned Fiam H C Discharged C Both To Help Entries Information Options Found o Processed fo iV Primary Care Assignment Field Descriptions Entries Information Found numeric display Displays the total number of entries found matching the selection criteria Processed numeric display Once the assignment is made and saved the number of entries processed will be displayed March 2010 Primary Care Management Module User Manual 63 Team Setup Reassign Multiple Patients to Team Position s POSITION REASSIGNMENT Multiple Patient Position Reassignment Screen Options PC Assign Tab Multiple Patient Position Reassignment Assignment Status Assignment Dates fal Close Assigned F X C Discharged Sa io 7 Help Both To Entries Information Options Found
25. Name Standard Role Primary Care Status PC Patients Allowed Patients Assigned Associated Clinic Report Options Select Division May select one many all divisions Select Team May select one many all teams March 2010 Primary Care Management Module User Manual 111 Reports Reports Roll and Scroll Team Reports and Options Team Member Listing This 80 column report list team members during a specific date range Using the default date of Today will list only current team members Report Columns Printed on Division Team Name Team Phone Primary Care Team Yes No Members Name Position Standard Role User Class Associated Clinic Office Phone Room Begin Date End Date Person Class Report Options 112 Select Division May select one many all divisions Select Team May select one many all teams Begin Date End Date Select Role May select one many all roles Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll Team Reports and Options Team Patient Listing Report Columns e Printed on Division Team Team Phone Primary Care Team Yes No Team Description Patient Name Patient ID Practitioner Not Assigned Patient assigned to Team but not to a position provider Inactive Position Patient assigned to Team amp Position but has no active provider e Role e Primary Care Type PC e Last Appointment e Next Appointment e Associated Clinic
26. OK button in the confirmation box Tasks running in the background create the bulletins that it sends to this mail group Background Tasks PCMM Nightly Task SCMC PCMM NIGHTLY TASK This task should be scheduled once a day It reviews Patient Primary Care team position assignments and flags and inactivates patients as follows Step 1 Determine if the patient is new or established based on the length of time the patient has been assigned to the PCP position if assigned to the position 12 months or less then NEW if assigned to the position more than 12 months then ESTABLISHED 6 Primary Care Management Module User Manual March 2010 Starting PCMM All providers assigned to a particular position are evaluated In this way any encounter kept for any of those providers within their activity on the position would count The following rules apply e The same provider can be assigned unassigned assigned again etc Several segments of a local array are created for the same provider if assigned more than once e Ifa patient is assigned to PC position and a provider assigned to that position has a preceptor then all appointments for that patient have to be matched with both the provider preceptee from the PC position the patient is assigned to and with the preceptor provider as well The range of days to be evaluated for the preceptor if any will be the same as identified for the PC provider e Ifa patient is assigned to the PC p
27. OTHER BON O March 2010 Primary Care Management Module User Manual 181 Appendix Examples of PCMM Reports PCMM Edit Practitioner in Position Assig File Note This option will allow the use to edit an invalid Practitioner Entry if any invalid Entries exist PCHM Edit Practitioner in Position Assig File Select PROVIDERS POSITION REPORTS AND OPTIONS Option EP POMM Edit Practitioner in Position assig File EDITING INVALID PRACTITIONER ENTEY No Entries found 182 Primary Care Management Module User Manual March 2010 Practitioner Demographics Hete After selecting one or more Practitioners demographic information is displayed Printed on 3 27 2006 Practitioner Demographics Page 2 Name PCMMPROVIDER TWELVE Team GREEN TEAM Bole PHYSICLAN PRIMARY CARE Boom Fone V177 Assoc Clinic 0steo Clinic Ferson Serv Sect MEDICAL SERVICE PROVIDER Position PROV GREEN 3 User Class Pee Allowed 2740 Pos Assigned 226 Class Allopathic and Osteopathic Physicians Intemal Medicine March 2010 Primary Care Management Module User Manual Appendix Examples of PCMM Reports 183 Appendix Examples of PCMM Reports Practitioner s Patients Printed on 5 1 2006 Team BLUE TEAM CHANGED Division CHEYENNE VAMC Practitioner s Patients Page 1 Practitioner PCMMPROVIDER SEVEN PROV BLUE 7 PCMMPATIENT SIX PCMMPATIENT SEVEN PCMMPATIENT EIGHT PCMMPATIENT NINE PCMMPATIENT TEN 184
28. Unassigned 1 YES PCMMpatient One 000 89 0909 08 12 97 2 YES PCMMpatient Two 000 12 4321 04 30 97 3 YES PCMMpatient Three 666 00 9899 01 16 98 4 YES PCMMpatient Four 666 87 2290 09 22 97 5 YES PCMMpatient Five 000 33 4122 05 04 98 6 YES PCMMpatient Six 000 44 5634 08 24 98 Future Date SA Select All DA DeSelect All SP Select Patients Quit UN Unassign Patients Select Action DP DeSelect Patients VA View All VS View Selected VD View DeSelected UN Unassign Patients QU Quit Team Unassignment Definition Team LIDSTER Effective Date of Patients 6 Clinic Discharges PHYSICIAN ATT 08 10 1998 Position Associated Clinic ENDING ORTHO Are you sure you want to continue No YES Task 140 Enter RI 5692 ETURN to continue lt RET gt Primary Care Management Module User Manual March 2010 Mass Team Position Unassignment Example of MailMan Message Subj From POSTMASTER Sender Mass Team Unassignment Information PCMMstaff 68602 06 Aug 98 08 07 35 One in IN basket Stand alone Options Lines Page 1 NEW Mass Team Unassignment has been completed Team LIDSTER User POSTMASTER Effective Date 08 06 1998 Patients Processed Unassigned i6 Errors Warnings 0 Total 26 s Clinic Discharges Position till assigned Associated Clinic PHYSICIAN ATTENDING Error
29. ZPT Segment Missing 104 Event Date Time Event Date is missing or out of range 106 Event Date Time Event Time is invalid or missing 110 essage Control ID essage Control ID missing Contact IRM for assistance 1413 Event Type Event Type is not A08 Contact IRM for assistance 114 2 EVN must be B02 200 Patient Name Patient Name is missing or invalid 210 Patient ID Patient ID is missing or not numeric 220 Date of Birth Date of Birth is missing 221 Date of Birth Invalid year or year greater than the processing year 223 Date of Birth Invalid Date of Birth 224 Date of Birth Date of Birth greater than processing date 230 Sex Sex code is invalid or missing 240 Race Invalid Race code 250 Marital Status Invalid Marital Status code 260 State Invalid state code 261 County Invalid County code 262 Address Line 1 Address Line 1 is all numeric 263 Address Line 2 Address Line 2 is all numeric 264 City City contains all numbers 270 Religion Invalid Religion code 280 Zip Code Zip Code not numeric 290 SSN SSN is missing or not numeric or is equal to zeros March 2010 Primary Care Management Module User Manual 125 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu PCMM Transmission Error Code Report cont PC Transmission Error Code Report MAY 2 2006 14 26 PAGE 3 ERROR CODE FIELD DESCRIPTION 291 SS Pseudo SSN is
30. and asked for a different name Phone Number text box Enter a phone number for the team 3 20 characters Description text box Any descriptive information specific to the team Current Activation Label This label field displays the most recent activation date for the team Current Inactivation Label This label field displays the most recent inactivation date for the team Positions button This button takes you to the Team Positions Setup Screen Autolinks button FUNCTIONALITY DISABLED March 2010 Primary Care Management Module User Manual 15 Team Setup Create a New Team Primary Care Team Profile Screen Settings Tab Primary Care Team Profile Team APPLE General Settings History Mv Primary Care Team Purpose PRIMARY CARE I Restrict Consults Service EE Team Closed M Auto Assign to Team from Clinic menoma CHEYENNE VAMC 442 i M Auto Disch from Team from Clinic Team Assignments Allowed Actual Default Team Printer Field Descriptions Purpose drop down list The Purpose defines the role of the team Primary care would be the usual choice but other kinds of teams may include Inpatient Ward Community Care etc Service lookup box This is the medical center service most closely associated with the team It is an entry from the SERVICE file 49 and includes clinical and non clinical services Institution lookup box This is the entry from the INSTITUTION fil
31. be inactivated in 3 All persons designated as an Associate Provider or Primary Care Provider who do not have the correct Provider Type and Person Class entered in the New Person file 200 in VistA shall be inactivated from their Primary Care positions in PCMM six months after installation of patch SD 5 3 297 Date JUL 12 2006 4 Please contact your PCMM Coordinator or Information Systems to correct thes PRIMARY CARE problems PROVIDERS SCHEDULED FOR INACTIVATION Provider s Assoc Team Person of Pts Sch Inac Name Clinics Position Role Class Assigned Date INSTITUTION TEST VAMC PCMMPROVIDER ONE INT AP INT INTERN PHYSIC Allopathic and 2 01 31 06 PCMMPROVIDER SIX INT AP ADM ADMIN COORDINA Allopathic and 0 01 31 06 PCMMPROVIDER TEN PHYS AS AD ADMIN COORDINA Physicians M 0 01 31 06 March 2010 Enter message action in IN basket Ignore Primary Care Management Module User Manual 11 Starting PCMM Primary Care Providers Inactivated Subj Primary Care Providers Inactivated 5526 12 20 05 10 28 6 lines From POSTMASTER In IN basket Page 1 PRIMARY CARE PROVIDERS INACTIVATED Provider s Assoc Team Person of Pts Inac Name Clinics Position Role Class Assigned Date Enter message action in IN basket Ignore 12 Primary Care Management Module User Manual March 2010 Team Setup Create a New Team 1 Click o
32. button Possible matches appear in the list box Make your selection and click OK If the User Classification appears as part of the title bar you may type a question mark in the lookup box for a listing of all available entries in that User Class Only names of staff members assigned to that User Class will appear If the User Class is turned off at your site any staff member may be selected Staff members currently assigned to a preceptor or precepted positions on the team may not be selectable depending on the type of position to which an assignment is being made 7 If the position is for a Primary Care Provider enter the Direct Primary Care FTEE for this position 8 Edit the effective date and status reason fields if necessary Click the SAVE button Close the form March 2010 Primary Care Management Module User Manual 73 Edit an Existing Team Single Patient Assignment These steps cover editing where a patient has already been assigned to a team and or position If you are initially assigning a patient to a team position see Assign Single Patient to Team Position s under Team Setup 1 Click on the Assign Patients toolbar speedbutton Patients or select the PATIENTIPATIENT ASSIGNMENT menu bar command 2 The Patient Lookup dialog box appears Type the patient name last first and click the SEARCH button If there is more than one match possible matches will appear in the list box Double click your selection or singl
33. fo Processed fo V Primary Care Assignment Field Descriptions Assignment Status radio button Select the assignment status for the list of patients which will appear in the FROM Position list box Assigned Patients currently assigned to the selected FROM position Discharged Patients who have been discharged from the selected FROM position Both Patients in both the Assigned and Discharged categories 64 Primary Care Management Module User Manual March 2010 Team Setup Reassign Multiple Patients to Team Position s POSITION REASSIGNMENT Multiple Patient Position Reassignment Screen Options PC Assign Tab Assignment Dates Select the date or date range for the selected assignment status If Assignment Status is Assigned Date range will not be enabled Discharged Both from and to date fields will be enabled Both Only from date field will be enabled Range will be to current date Options Primary Care Assignment check box Click in this box if the position you are assigning to is a primary care position for these patients March 2010 Primary Care Management Module User Manual 65 Team Setup Reassign Multiple Patients to Team Position s POSITION REASSIGNMENT Multiple Patient Position Reassignment Screen Reassign Tab cd Multiple Patient Position Reassignment Options PC Assign J Cose From Team To Team Help From Position To Position Entries Information Found fo Available to Ass
34. for Position Allowed Actual Available Patient Openings Patients for Position Adjusted Panel Size FTEE and Panel Size Total March 2010 Explanation of colum heading The name of the primary care Provider Institution n previously called Division where patient receives primary care The name of t primary care team to which this position amd therefore provider is assigned The name of the Primary care team position to which this provider s assigned This colum displays whether this provider is an Associate Primary Care Provider AP or a Primary Care Provider PCP The scheduling clinic s associated with this position provider in the PCMM software The mber of hours the provider spends providing direct primary care expressed as a Full Time Employee Equivalent Examples One FTEE 1 00 40 hours per week 0 75 FTEE 30 hours per week 0 50 FTEE 2Z0 hours per week Percent FTEE is equal to 100 x the FTEE mmber on this report For example FTEE 0 75 75 This represents the total maximum mumber of patients this provider is expected to care for on this panel This number is entered in the POM GUI Primary Care Team Position Setup window on the Settings tab Additional patients above this mmber may be assigned to the provider depending on local management policy This number displays on the POMM CUI Primary Care Team Position Setup window on the Settings tab The difference in the number of patients allowed and the actual number of pa
35. for a listing of all available entries in that User Class Only names of staff members assigned to that User Class will appear If the User Class is turned off at your site any staff member may be selected Staff members currently assigned to preceptor or precepted positions on the team may not be selectable depending on the type of position to which an assignment is being made 6 If the position is for a Primary Care Provider enter the Direct Primary Care FTEE for this position NOTE On Resident or other positions which need a preceptor the position must be staffed and have a preceptor assigned before the FTEE field will be enabled 7 The data fields on the Staff Assignment Add Edit form will now be filled in Click the SAVE button to accept these values if correct 8 To inactivate the current assignment click the INACTIVATE button or choose the EDITINACTIVATE CURRENT ASSIGNMENT menu bar command Click the SAVE button If you inactivate a staff assignment for a position that is a current preceptor for another position and attempt to close the Staff Assignment Add Edit form without creating a current staff assignment your inactivation change will not be saved 36 Primary Care Management Module User Manual March 2010 Team Setup Assign Staff Member to a Position Primary Care Team Position Setup Screen Staff FTEE Tab sp Primary Care Team Position Setup TEAM SELECTED GREELEY TEAM Team Positions Show Active Only C Sh
36. months after installation of this patch SD 5 3 Z97 Please comtact the PCMM Coordinator or Information Systems IPMS department for assistance in resolving any problems Primary Care Staff Scheduled for Inactivation May 1 2006 17 13 PAGE 1 Sched Assoc Of Imact Name Team Position Clinicis Role Person Class Pts Date Inconsistency Reason INSTITUTION CHEYENNE VAMC TEAM GRAY TEAM PCMMPROVIDER TEN PROV GRAYL EVENING PRIMARY PHYSICIAN PRIMA Allopathic and 55 08 31 06 TEAM HOME BASED PC TEAM PCMMPROVIDER TEN PROVIDER 1 EVENING PRIMARY PHYSICIAN PRIMA Allopathic and 24 08 31 06 Personflass not valid PCMMPROVIDER CNE NUTRITION DIETITIAN Dietary and Nut 24 08 31 06 Role not Ptprovider TOTAL 103 24 COUNT 3 3 MEAN 8 00 MINIMUM 08 31 06 MAXIMUM 08 31 06 188 Primary Care Management Module User Manual March 2010 Institution PC Team Name Team Position Associated Clinic Role Person Class Pes Assigned Scheduled Inactivate Date Reason for Inconsistency Inactivation Colum Total Count March 2010 Appendix Examples of PCMM Reports name previously called Division in which provider sees primary care patients Staff person s Primary Care team in PCMM software Name of staff inactivated from their primary care position in PCMM software The name of the team position to which the staff was assiqned Associated Clinic s where provider saw primary care patients Associated Clinics display in the POMM GUI
37. position to a team see Assign Positions to a Team under Team Setup 1 Click on the Position Setup toolbar speedbutton PositiONS or select the TEAMIPOSITIONS menu bar command 2 Select the team whose positions you wish to edit from the Select Team dialog box and click the OK button 3 Double click the position you wish to edit from the Teams Position list box on the Primary Care Team Position Setup form Enter the correct information on the General Settings or Messages tabs Click the SAVE button after editing for the data to be stored 4 To inactivate the selected position first click the ADD button on the History tab After all data is entered the OK button becomes enabled Click the OK button to add the new entry to the History Log and store the information A warning message appears when attempting to inactivate a position with active assignments on or after the inactivation date March 2010 Primary Care Management Module User Manual 71 Edit an Existing Team Staff Assignment For positions that are NOT part of a preceptor link These steps cover editing where a staff member has already been assigned to a position If you are initially assigning a staff member to a position see Assign Staff Member to a Position For positions that are NOT part of a preceptor link under Team Setup 1 Select the TEAMIASSIGN STAFF menu bar command 2 Select the team whose staff you wish to edit from the Select Team dialog box
38. primary care provider PCP A PCP can be an attending physician MD or DO a nurse practitioner NP or a physician assistant PA March 2010 Primary Care Management Module User Manual 1 Introduction In some instances a patient may be seen regularly by someone who is not licensed as an independent practitioner per the Health Care Finance Agency HCFA For example an Intern Physician cannot work independently as a PCP but may be assigned as an Associate Provider Providing Primary Care AP PCP in PCMM When those positions are established they must be assigned a preceptor Once a patient assignment is made to a position with a preceptor link you will not be able to inactivate the link without establishing another The PCMM business rules provide information on how some of the PCMM fields will be handled for team and team positions These rules are not intended to be all encompassing but to allow basic checking within the system to ensure data integrity 508 Compliant GUI Section 508 of the Rehabilitation Act Amendments of 1998 requires that when Federal agencies develop procure maintain or use electronic and information technology they shall ensure that the electronic and information technology allows persons with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by persons who are not individuals with disabilities unless an undue burden woul
39. record can trigger messages and bulletins being sent If there is another patient with the same last name and same last four digits of the SSN as the selected patient a warning message will appear to ensure you have selected the correct patient If the selected patient requires a Means Test a message will be displayed March 2010 Primary Care Management Module User Manual 43 Team Setup Assign Single Patient to Team Position s P Select Patient Team Assignment Patient PCMMPATIENT FIVE ID 666 89 2356 DOB 08 21 1960 Primary Elig SC LESS THAN 50 Verified DEC 13 1988 Means Test MT Date Below is a list of assignments for this patient Columns are Team name if they re a PCP assigned date and discharged date Press tab or use mouse to go to list EG Assigned Discharged CFD EXAMPLE 05 04 2007 Jf Close B Edit Team B Assign Team Help 3 The Select Patient Team Assignment screen appears Based on whether or not the SHOW ALL TEAM ASSIGNMENTS menu bar command is selected all team assignments or only current assignments will appear in the list box All team assignments are displayed as the default An asterisk in the PC column indicates the primary care team for this patient Click the ASSIGN TEAM button and then select the team to which you wish to assign the patient A patient may be assigned to more than one panel on a given day as long as the patient unassignment from all other primary care provider panels is
40. regarding residents as PCPs Note that before a resident position can be created as a PCP associate provider the resident position must have a staff member assigned to the resident position and a preceptor assigned to the resident To create a resident position follow the steps in the Creating a Resident Position section which follows Creating a Team Position General Instructions If you have clicked on the Positions button on the General Tab of the Primary Care Team Profile form begin at Step 3 1 Select the TEAMIPOSITIONS menu bar command 2 Select the team from the Select Team dialog box and click the OK button Note that you cannot add a new position to an inactive team 3 When the Primary Care Team Position Setup form appears click Add New Position and the New Position dialog box appears Enter the name of the new position and click OK Positions that can act as preceptors should be created first so that they will exist for the team 4 Enter the position information on the General Settings and Messages tabs see following pages When initially creating a position you must save the General tab information first before entering information in the other tabs Information should then be entered in the General Settings and Messages tabs and click the SAVE button to store the data No data entry is required on the History tab when creating a new position All data displayed in the edit boxes applies to the position displayed in t
41. select ADPAC personnel Mass Team Position Unassignment Introduction The Mass Team Position Unassignment option can be used to unassign a large number of patients from an active team or an active position using the List Manager functionality It is recommended that distribution of this option be limited The effective date you choose for the unassignment may be in the past today or in the future The list of patients displayed contains all patients with assignments to the selected team position as of the selected effective date or after the effective date Those with assignment dates in the future will show an asterisk next to the assigned date When patients are unassigned from the team they are also automatically unassigned from any associated position If a position is associated with a clinic you are given the opportunity to also discharge patients from the clinic The following is an explanation of the actions available SA Select all patients on the list DA Deselect all patients on the list SP Select individual patients DP Deselect individual patients VA _ List all patients Those selected will show a YES in the Selected column VS Only list patient that have been selected VD Only list patients that have not been selected UN Will queue the unassignment process after you say you want to continue March 2010 Primary Care Management Module User Manual 137 Stand alone Options Mass Team Position Unassignment After y
42. showing all options that are available under the main heading FILE File Edit Print Save E MAIL MESSAGES These are the messages that are generated by a software event that delivers information to designated users via MailMan E mail messages in the PCMM module would include information about death notifications inpatient movements consult notifications and team notifications or changes ENHANCEMENT An enhancement to an already existing Class I software package is the introduction of new or improved functionality GUI Graphical user Interface HIGHLIGHT To Highlight a name team position or date one would place the cursor or arrow on the name team or position they wish to choose and click the mouse button to select it or highlight it HISTORY FILE Although not specific to any one document a history file is a compilation of various pieces of information pertaining to individual teams positions etc for future reference and clarification ICON An Icon is an image or snapshot of something that is visually understood and is represented in a box For instance an ICON that stands for cutting a piece of text out of a document would be a box with a picture of a pair of scissors in it They are also known as buttons INTERN PHYSICIAN Performs patient care duties in accordance with Medical Center Policy and is supervised by a Preceptor who can act as a Prim
43. the data Note Required fields are signified in this documentation by an asterisk next to the field name If all required fields are not completed the SAVE button will not be enabled and you will not be able to save the information You may refer to the Windows Conventions Section for an explanation of the standard windows objects 1 e list box lookup box etc and form buttons 4 Enter the team information on the General and Settings tabs See following pages When creating a new team data entry is not required on the History tab The History tab will not be available for a new team until the initial entry is saved After you have entered all required data for the new team click the SAVE button 5 The popup calendar appears Click on the date you wish to enter as the team activation date and click OK The team has now been established Enter Team Activation Date July 2007 Tu We Th If you wish to create positions on the team at this time go back to the General Tab and click on the POSITIONS button See the Assign Positions to a Team section under Team Setup for instructions 14 Primary Care Management Module User Manual March 2010 Team Setup Create a New Team Primary Care Team Profile Screen General Tab r Primary Care Team Profile Field Descriptions Name text box The name of the team 3 30 characters in length If the new team name matches an existing team name you will be so notified
44. to select it 4 Enter the Effective date if necessary it defaults to today s date enter the Status if necessary and Status Reason if necessary Do not enter FTEE at this time Click Save to save position Since FTEE is only entered for PCPs and a Resident can t be a PCP unless precepted you will need to set up a Preceptor before you will be able to enter FTEE 5 Click Preceptor tab then click Assign and select a Preceptor for this resident Click Save to save preceptor A NP or PA cannot be assigned as a preceptor for a resident or intern 6 Click Settings tab and click Provides Primary Care as an Associate Primary Care Provider 7 Enter the number of patients allowed for this position and click Save to save Settings 8 Now you can enter the FTEE for this position Click Staff FTEE button Click in FTEE edit box and enter the FTEE for this resident Click Save March 2010 Primary Care Management Module User Manual 21 Team Setup Assign Positions to a Team Primary Care Team Position Setup Screen ca Primary Care Team Position Setup TEAM SELECTED HNIS ALT v Team Positions Show Active Only C Show All Positions Add New Position Inactivate Position Position Role Staff Name Pcp___ Precepts Status _ FTEE_ General Settings Staff FTEE Preceptees Associated Clinics Messages History Patients Position innated Position Current Information Activation Date Role Inactiv
45. 02 2006 14 33 02 Page 1 of 1 Sort By Patient Name Date Range None List All Errors Error Processing Status New Checked Marked for re transmit Patient Name PATID Date Rec d Provider Type EP Stat 1 Workload 01 13 06 PC Checked Error 608M Invalid Area of Specialization 2 Workload 01 13 06 PC Checked Error 608M Invalid Area of Specialization 3 Workload 01 13 06 PC Checked Error 608M Invalid Area of Specialization 4 Workload 01 13 06 PC Checked Error 608M Invalid Area of Specialization 5 Workload 01 13 06 PC Checked Error 608M Invalid Area of Specialization 6 Workload 01 13 06 PC Checked Error 608M Invalid Area of Specialization Enter for more actions gt gt gt MC Mark Error as Checked Corrected MN Mark Error as New Uncheck SP Select Record s for Retransmit DP Deselect Record s for Retransmit SA Select All for Retransmit DA Deselect All for Retransmit CE Change Error Processing Status CD Change Date Range CS Change Sort By Criteria PL Print List Select Action Quit 130 Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu PCMM Transmission Error Report Introduction The PCMM Transmission Error Report option is used to print a list of patients for which transmission error messages were received from the Austin Information Technology Center AITC Both the PCMM Transmission Error Processing option and the PCMM Transmis
46. 24 oaihiivd Siete E E E Aes Res IS anal Sd IG ested Se A el Sos 13 Team Setup Business Rules nonnina taei haa over es eae nina Ale Antes hand beatae ee 160 Template Menu Bar Commands ees si ccc sesdes co schccstestae neken asesi evades casualties EEK eE caus EEE OE DEES A sds gusts EEs Ero KENE EEEE 82 Toolbar Speed buttons acsi nni n B cote enseia aies a Bank dbe eVe i sup ta coves ESE EOE E feiveusdedusenbebdes EEKE nE ECEE EnS 5 Troubleshooting Guide c25 6 4c04 esie oeeie KENE e E ae Anh DERE AE a E sated EEE MOETE atte 149 Wait List SCh PGMM Menit en eere aae anae eiia OAN oT cy E Ea ANE o aE deete 135 Windows Conventions e a a a a ara a a e E E ar R ee Ea En ani i ean a 3 145 200 Primary Care Management Module User Manual March 2010
47. 99 Effective Date ns gt 05 20 2003 Add Entry Field Descriptions History Entries list box This display shows the history of status change dates for this position A check mark next to an entry in the box indicates an activation date while the circle indicates an inactivation date March 2010 Primary Care Management Module User Manual 31 Team Setup Assign Positions to a Team Primary Care Team Position Setup Screen History Tab Effective Date This is the date the status change will be effective You may type the date in the date field use the arrows or double click in the edit box to drop down a calendar for date selection Each component of the date month day year must consist of two characters 1 e 02 02 96 Status drop down list This is the status of the position as of the effective date Reason drop down list This is the reason for the change in the position s status Save button Click Save to save changes Cancel button Click Cancel to abort changes Add Entry button Click Add Entry to make changes in the activation inactivation history NOTE If you attempt to inactive a position that has members assigned you will get this warning screen Review active and future position assignments Patient s PCMMPATIENT FIVE 000 11 5939 PCMMPATIENT ONE 00 07 4390 PCMMPATIENT TEN 666 09 0475 PCMMPATIENT TWELVE 00 05 9564 PCMMPATIENT TWENTY 666 11 4555 PCMMPATIENT TW
48. ACTITIONER CAPLIO See 540 Oo 0 E PCHMPROVIDER THREE PROV BLUE 1 PCP PHYSICLAN PRIMARY CA CARDIO 600 451 l D ia PCHMPROVIDER FOUR NURSE BLUE 1 NEC NURSE EN o a o 0 a 194 Primary Care Management Module User Manual March 2010 Historical Patient Assignment Detail Appendix Examples of PCMM Reports lt gt HISTORICAL PATIENT ASSIGNM For assignments effective OCT 7 2 ENT DETAIL lt gt 008 to OCT 7 2008 Date printed OCT 7 2008 14 22 Page 1 Patient PCMMPATIENT SIX SSN 666014621 DOB JUL 21 1954 AGE 54 FEMALE Assignment Active Inactive Assigned by date PC Provider PCMMPROVIDER ONE 10 05 2004 PCMMUSER ONE 10 05 2004 PC Associate Provider none found PC Position PROV GREEN 6 10 05 2004 PCMMUSER ONE 10 05 2004 User Entering Last Edited By Status PC Preceptor Position March 2010 none found Primary Care Management Module User Manual 195 Appendix Examples of PCMM Reports Historical Provider Position Assignment Listing lt gt HISTORICAL PROVIDER POSITION ASSIGNMENT LISTING Detail for Provider Position Assiqnments Effective APR 7006 to MAY 7 006 itp Date printed MAY 7 2006 08 24 Provider Name PCHMPROVIDER TEN PCMMPROVIDER SIX PCHMPROVIDER TWO PCHMPROVIDER NINE PCHMPROVIDER ONE Position FC HEPC PROVIDER 15 YES SW GREEN 1 No SW GREEN El HO PROY F
49. C 118 Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll Historical Assignment Reports Historical Patient Position Assignment Listing In this 132 column report more than one provider may be associated with a single patient position assignment This output returns a separate output line for each related provider during the date range selected Report Columns Date printed Patient Name Patient ID Primary Eligibility Means Test Category Team Provider Team Position Primary Care Type PC AP Associate provider PCP Primary Care Provider NPC Non Primary Care Provider Enrolled Clinic Activation Date Inactivation Date Report Options Select beginning date Select ending date Select one of the following Specify the type of assignments to include P PRIMARY CARE ASSIGNMENTS N NON PRIMARY CARE ASSIGNMENTS B BOTH PC AND NON PC Select one of the following Specify output format D DETAIL SUMMARY or S SUMMARY ONLY Select Institution May select one many all institutions Select Team May select one many all teams Select Team Position May select one many all positions Select one of the following Sort output by IN INSTITUTION TM TEAM TP TEAM POSITION PR PROVIDER EC ENROLLED CLINIC PT PATIENT March 2010 Primary Care Management Module User Manual 119 Reports Reports Roll and Scroll Historical Assignment Reports Historical Team Assignment Summar
50. C team if they return for care Patients Automated Inactivation from Primary Care Panels Date Reason Patient Patient Patient Name SSN Provider Team Inact Inact INSTITUTION TEST VAMC PCMMPATIENT ONE 9736 PCMMPROVIDER ONE ST TEAM 08 08 05 NO APPT PCMMPATIENT NINETY 5894 PCMMPROVIDER THIRTY EST TEAM 05 17 04 DECEASED Enter message action in IN basket Ignore 10 Primary Care Management Module User Manual March 2010 Primary Care Providers Scheduled for Inactivation Starting PCMM Subj Primary Care Providers Scheduled for Inactivation 5408 12 20 05 09 44 64 lines From POSTMASTI ER In IN basket Page 1 WARNING The following primary care staff will be automatically inactivated in ar PCMM software if a correct Person Class and not entered in the New Person File 200 or Provider Typ their role and position in the Position Setup window is not corrected to correspond with their Provider Type Person Class and the Primary Care business rules stated below 1 Staff designated as Primary Care Providers PCPs in PCMM that are not an Attending physician Attending MD or Attending DO NP or PA shall be inactivated from PCMM 2 Staff designated as Associate Providers APs in PCMM that are not a Resident Intern PCMM Physician NP or PA shall
51. CMM Reports Selecting different options will change the content of the reports All of the data included in the sample reports is for illustration purposes No live data is used Actual Reports will be much longer Team Position Assignment Re Assignment Note This option may be used te assign or reassign a patient to a team It does not generate a report Prior to using this option PCMM s Graphical User Interface GUI mast be used ta l Setup active primary care and non primary care teams 2 Setup active FC and norn primeary care Practitioner position s 3 Setup any necessary preceptor preceptee relationships 4 design practitioner to positionis petient can only have one PC team and one PC Position assignment on a given day The patient mast be assiged to a position s team to he assigned to the position Note You must use the POM GUI if the patient was ouneassiqned from PC assiqnment today or in the future o assigned to a future PC assignment March 2010 Primary Care Management Module User Manual 173 Appendix Examples of PCMM Reports Patient Listing for Team Assignments Printed on 3 22 2006 Fatient Listing For Team Assiqnment s Fage 1 Division CHEYENNE VAMC Team GERAY TEAM Primary Care Team YES Date Patient Name Pe Ib Assigned PC Practitioner Position Standard Role Preceptor PCHMPATIENT SI 210 10 12 2001 FCP PCP ROVIDER SIX PROV GRAYL FHYSICIAN FEMARY CA FCOMPATIENT EIGHT 2752 O4 13 2000 PCP PCHMPROVID
52. CZ NURSE 1 Team HOME BASED PC TEAM GREEN TEAM GREEN TEAM BRAVO FORT COLLINS TEM SWO TEST TEAM 1 Associated Clinic FT COLLINS BEEDE Max Fes Allow dss igqned Patients FC Non FC o mood Open Slots 5 a ia zz 10 Fage 1 Frecepted Patients FC Nomn PC Q o o o o NOTE This report reflects a coumt of all unique patients assigned to Primary Care and non Primary Care within the date range selected than the maxim defined for the position number of patients on any single date 196 Primary Care Management Module User Manual If a date range larger than one day has been selected the total patients assiqned to a provider may he greater However this does not imply that the provider had more than their maximum March 2010 Historical Patient Position Assignment Listing Appendix Examples of PCMM Reports lt gt HISTORICAL PATIENT POSITION ASSIGNMENT LISTING Detail for Patient Position Assignments Effective APR 2 2006 to MAY 2006 at Date prinsed MAY 2 2006808 38 Fage 1 Pat Primary Patient Name Id Elig PCMMPATIENT NINE ar70 sc 50 PCMMPATIENT TEN 7452 SC 50 100 PCMMPATIENT Tuo 7591 NSC PCMMPATIENT EIGHT 437 NSC PCMMPATIENT SEVEN 5658 ac lt 50 PCMMPATIENT THREE 3769 SC 50 100 PCMMPATIENT ONE 2625 sc 50 100 HT Cat Team GREEN GREEN GREEN GREEN GREEN GREEN GREEN TEAM TEAN T
53. Classification appears as part of the title bar you may type a question mark in the lookup box for a listing of all available entries in that User Class Only names of staff members assigned to that User Class will appear If the User Class is turned off at your site any staff member may be selected 6 If the position is for a Primary Care Provider enter the Direct Primary Care FTEE for this position 7 The data fields on the Staff Assignment Add Edit form will now be filled in Click the SAVE button to accept these values if correct Close the form 8 To inactivate the current assignment click the INACTIVATE button or choose the EDITINACTIVATE CURRENT ASSIGNMENT menu bar command Click the SAVE button March 2010 Primary Care Management Module User Manual 35 Team Setup Assign Staff Member to a Position For positions that ARE part of a preceptor link 1 Select the TEAMIPOSITIONS menu bar command 2 Select the team from the Select Team dialog box and click the OK button 3 Select the position from the Primary Care Team Position Setup form and click the STAFF tab 4 The Staff Assignment Add Edit section appears Click the Add Staff button 5 The Staff Lookup dialog box appears Type the staff member name last first and click the SEARCH button Possible matches appear in the list box Make your selection and click OK If the User Classification appears as part of the title bar you may type a question mark in the lookup box
54. Click the Add Preceptor button 5 The Select Preceptor Position dialog box appears Click on the desired preceptor position then click OK Only names of designated preceptor positions for the current team will be available for selection 6 The data fields on the Preceptor Assignment Add Edit form will now be filled in Click the SAVE button to accept these values if correct 7 To inactivate the current assignment click the INACTIVATE button Click the SAVE button If you inactivate a preceptor for a position with current or future patient assignments and attempt to close the Preceptor Assignment Add Edit form without creating a current preceptor assignment your inactivation change will not be saved 40 Primary Care Management Module User Manual March 2010 Team Setup Assign Preceptor to a Position Primary Care Team Position Setup Screen Preceptor Preceptee Tab ap Primary Care Team Position Setup TEAM SELECTED GREELEY TEAM Team Positions Show Active Only C Show All Positions Add New Position Inactivate Position NURSE PRACTITIONER PCMMPROVIDER FOUR NO Active PHYSICIAN PRIMARY CARE PCMMPROVIDER FIVE NO Active PHYSICIAN PRIMARY CARE PCMMPROVIDER THREE NO Active PATIENT SERVICES ASSIST PCMMPROVIDER TWO NO NO Active CLINICAL NURSE SPECAT PCMMPROVIDER SIX NO NO Active General Settings Staff FTEE Preceptor Associated Clinics Messages History Patients gt r Preceptor Assignment H
55. E NEEE E EN EEEE EEEE E EE EE ES E AE re is 3 RE POLS RAE EA E E E A E E E E T 77 Reports Rolland Scrolls scsisuscses sth osgsascdeuecsanhaud irens erae re E NE EK SEEE TENSE E EEEE E EE EEES 86 Retransmit ne Patientior Providers uiy oenen onies eere ea EA Re OENE NEEE E E EEEE EAE EES 123 SCMC HLF TransiiisSi OD erinan nenian n a a E E E a E Ea E REE SE SE 8 SCMC PCMM Nightly Tasko irnir Aare a aa a R E Mesh hecho A a e a tee S 6 Security Key Changs ispre r aee aa ER a shat hae AE E A AE Eaa E 165 Sensitive Informat omeen E E IAEE E E E E E AS E E EESE A 2 Setting up OIF OEF Teams isco eeraa a ati beat E Aa EEK AAEE E S E RS EE E A E 68 Sinele Patient Assignment ysr anaa e ea Ea E AEE E E A A 74 Stand alone Options seiso a aE ER EE E A A EA A aE E ES 137 Starine PEMM aeaaee a aaa aa aba A E E E A aE R 5 Team History Business Rulesii 2 si 2 cutee aieiind aided r ae E dite A EA a e S Agee 160 Team Position History Business Rules cceesssesscsesseceseneesecsseeceesecseesecneeseceaeecesaecaeesecsevsecnaseeesasaaeeeesaseeeeaesaeeeeens 161 Team Position Setup Business Rules ee eeecsseeeeesecseessceeesecsseeccaecseesecnevsececesessecnaeeecsaecaeesecaeceesnaseeesaeeeeeaesaeeetens 161 Team Position Staff History Business Rules cccesssesscssssecsseeecesecseesecnevseceaseccsaecaeesecaessecnaseeesaecaseecsaeeeeeaesaeeeeens 162 Team Reports lt 2h so e avd esse Riel ha Racial eden RR OA Riel Aes Be se AS a al Aas 110 Team Seip i 2 2
56. EAM TEAN TEAM TEAM TEAM Provider PCMMP ROW PCMMP EO PCMMP EO PCMMP Rt PCMMP ROW PCMMP ROY PCMMP ROW SIs SIX SIs SIX SIs SIX SIs Team Position PROV PROV PROV PROV PROV PROV PROV GREEN l GREEN 1 GREEN GREEN GREEN GREEN GREEN FPREREEE PC PCP FCP PCP FCP PCP PCP PCP Enrolled Clinic OSTEO OSTEO OSTEO OSTEO OSTEO OSTEO OSTEO BC PC PC PC PC PC PC Act Date 11 01 1998 11 01 1998 11 01 1998 11 01 1998 11 01 1998 11 01 1958 11 01 1998 Imac Date NOTE More than one provider may be associated with a single patient position assignment line for each related provider during the date range selected PC represents provider type AP Associate provider FCP THis ontpit returns a separate output Primary Care Provider NPC Non Primary Care Provider March 2010 Primary Care Management Module User Manual 197 Appendix Examples of PCMM Reports Historical Team Assignment Summary lt gt HISTORICAL TEAM ASSIGNMENT SUMMARY lt gt Summary of Team and Team Position Assignments Effective APR 7006 to May 7006 Date printed MAY 7 2006 08 44 Fage 1 Team Team Position Team Positicon Total Pes w o Pee w o Division Max Team Assign Assigqnments Unique Fts Uri que Open Fos Team Team PC Pes Assim Uniques PC Nomn FC FC Non FC Fts Slots Assign ssi CHEYENNE VAMC YES 9317 9264 9236 8932 5928 9237
57. EE E 43 Assign Staff Memberito a Position sy o eisieciet ex decesten ets Ere E EEEE EAE EEN EE EAEE E E ES ie EEPE E E SEE ES 35 VANDAT CT n e A E E E E E Bestel E E A ieee Sele 3 Back Sround FaskSiiooirann ir E a EE E E dyad ides A E A a A Sa ARSS 6 Clean Up Ghost Bini ae A E EA E E A E 133 Clean Up Incorrect Team Institution Pointer seseseeseeseseseeeesesesesesrerterstssesestertereteesesterretetssertetetsesesseersesesseseeeretst 134 Create a New TeaM io tots a E Aa ie E eke ii ai a et 13 Cr ate a New Lemp late ece aoni eed aries tid Sti isla ee A oles hi hog ah E E E E eke 78 84 Edit n Existing Team ce r e E tecpeueceethcunncastcusncatesubetetune Suances dthapeusnngevaune Gels spec sung N E 71 Error Report WINdO W e a EE A NEE aE eE O OE ENE ETETE AE EEEE N AEE E EE EEE eE EEEIEE E NEEE Eon 158 Examples of PEMM Reports ssc ci5ce cuceee deehecs avip ei dboceea EE E E EE a NE EE E aE EAE E E E NEER 173 Form BUttONS sscicccsseestvasorosesiusdees bath eeser theustusneeneembsSees R R a E E ER R E 147 GOSSALY AAE P E RE ES 167 Historical Assignment Reports isservi eneas erene en VEn eE Via oroar eoi ero SS VRSE a AAA a Se e TCAE ANER NE EES ESEA RKE e To 116 HE7 Transmissi nee ne el ied EEE E E E ashok ci aa a E A EE a 8 TOS 81S OM RAEE omens viene este ch sk ato ean E 6 Modify an Existing Templates sic ssocccak ay aa aa ssaeucobtastassbantsbid sts a a Aaaa aa or Tae a aaae E yeas Ea Eero oa EaR EEEa NSE 80 No Primary Care Team set Upei e
58. EE and Panel Size Report SSI Staff Sched for Inactivation SI Staff Inactivated Report 100 Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll Provider Position Reports and Options PCMM Edit Practitioner in Position Assig File This report identifies invalid practitioner entries and allows for edits It is locked with the SC PCMM SETUP security key March 2010 Primary Care Management Module User Manual 101 Reports Reports Roll and Scroll Provider Position Reports and Options Practitioner Demographics This report provider information about the practitioners Report Columns Name Date Service Section Team Position Role User Class Room Phone Associated Clinic Person Class Patients Allowed Patients Assigned Report Options 102 Select individual Practitioner Answer with NEW PERSON NUMBER or NAME or INITIAL or SSN or VERIFY CODE or NICK NAME or MAIL CODE or DEA or VA or ALIAS Note Imprecise selections will yield an additional prompt Primary Care Management Module User Manual March 2010 Reports Roll and Scroll Provider Position Reports and Options Practitioner s Patients Report Columns Summary Report Date Patients Practitioner Position Team Patients Assigned Number of Patients Assigned Report Columns Detailed Report e Date e Team e Division e Practitioner e Patient Name e Patient ID e Means Test Sta
59. ER SIX PROV GCRATL PHYSIC LA amp N PRIManY CA PCHMPATIENT THREE 1301 06 14 2005 PCP PCMMPROVIDER SIX PROV GRAYL PHYSICLAaN PRIMARY CA 174 Primary Care Management Module User Manual March 2010 Appendix Examples of PCMM Reports Patient Team Position Assignment Review gt gt Task 1911 This task will send a MailMan message to you containing the results of the position assignment re viet Subj Patient Team Position Assiqnment Review 337 O3 22 06811 30 1257 lines From POSTMASTER In IN basket Page l1 Heq In order to correct the following active positions with discharged team assiqnments please refer to the doqmentetion for the Patient Team Position Assignment Review option found in the Stand alone Options Section of the POM User Gade Teams Revi ened BLUE TEAM GRAY TEAM GREEN TEAM BRAVO Fatient Team Position Assignments Reviewed 12250 Number of desiqnments with Probleme z07 1 68 Team BLUE TEAM Position NURSE BLUE 1 Patient PCMMPATIENT FIVE 6115 Error Position Unassiqned Date is AFTER Team Unassiqned Date Team Unassigned Date 03715 2006 Subj Patient Team Position Assignment Review 337 Page 2 Position Unassiqned Date 03718 2006 Team BLUE TEAM Position PROV BLUE 1 Patient PCMMPATIENT EIGHT 3551 Error Position Assigned Date is BEFORE Team Assiqned Dare Fosition Assigned Date 08 30 2000 Team Assigned Date 10 05 2000 Team BLUE TEAM Fosition FROY BLUE 1 Patient PCMMPATIENT SEVEN 4597
60. May select one many all assigned providers Select one of the following Output sort order optional IN Institution TM Team TP Team Position PCMM Patients with Extended Inactivations PR Provider PT Patient Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll Patient Reports and Options Extend Patient Inactivation Date This option lists the patients by name only that are scheduled for automatic inactivation for the selected team It allows for extending the date of the automatic inactivation and selecting a reason for the extension Report Columns e None Report Options e Select Team Name e Select From Select from the list of patients on the team that are schedule for inactivation e Extend Automatic Inactivation Possible choices 0 Do Not Extend Default 1 Patient has Future PC Appointment 2 Provider Request Will Contact Patient 3 Patient Contacted Site for Appointment 4 Other Place comment here March 2010 Primary Care Management Module User Manual 99 Reports Reports Roll and Scroll Provider Position Reports and Options PCMM Roll and scroll Provider Position Reports and Options Menu EP PCMM Edit Practitioner in Position Assig File PD Practitioner Demographics PP Practitioner s Patients PRAL Historical Provider Position Assignment Listing INCR PCMM Inconsistency Report FTEE Direct PC FT
61. O 000 7 4532 Current or future position assignment s must be discharged before the position can be inactivated 32 Primary Care Management Module User Manual March 2010 Team Setup Assign Positions to a Team Primary Care Team Position Setup Screen Patients Tab D Primary Care Team Position Setup TEAM SELECTED GREELEY TEAM Team Positions Show Active Only C Show All Positions Add New Position Inactivate Position SOCIAL WORKER PRMMPROVIDER ONE Active CLINICAL NURSE SPECIALIST PCMMPROVIDER TEN Active PATIENT SERVICES ASSIST PCMMPROVIDER SIX Active PHYSICIAN PRIMARY CARE No Current Staff Member Active PHYSICIAN PRIMARY CARE No Current Staff Member Active PHYSICIAN PRIMARY CARE PCMMPROVIDER FIVE Active General Settings Staff F TEE Preceptor Associated Clinics Messages History Patients Search For Search SHOW Patients This Position All Patients On Team PCMMPATIENT FIVE 666 30 0051 03 16 2006 PCMMPATIENT FOUR 666 90 1447 08 04 2006 PCMMPATIENT NINE 000 91 8622 03 13 2006 PCMMPATIENT ONE 000 42 7032 08 08 2006 PCMMPATIENT SEVEN 666 35 2760 05 19 2006 PCMMPATIENT SIX 000 680 7656 01 20 2006 PCMMPATIENT TEN 000 99 5934 03 29 2006 PCMMPATIENT TWELVE 666 326 6959 01 20 2006 Total patients assigned This POSITION 395 save Help J Close The Patients Tab displays a list of all patients assigned to the team or selected position The total number of patients assig
62. O APFT PROV FCE CHEYENNE VAMC FORT COLLINS TE FPCMMPROVIDER SEVEN Oz f22 06 NO APFT PROV FCZ CHEYENNE VAMC BLUE TEAM FOOF PROVIDER FIVE Oz 22 06 NO APET PROV BLUE 1 CHEYENNE VAMC ELIE TEAM FOOT PROVIDER TEN Oz 22 06 NO APPT ih PROV BLUE 2 Explanation of field name Name of patient scheduled to be inactivated from their primary care team and position prowider Patient s last 4 58N numbers Institution name previously called Division in which patient receives primary care Patient s assiqned Primary Care team in PCH Name of Primary Care practitioner provider currently assigned to the patient This may be an Associate PC Provider AP if the patient is assigned to an AP or it may be a Primary Care Provider PCP if the patient is not assiqned ta an dssociate PC Provider AFP The name of the team position to which the current provider is assiqned Name of Preceptor Primary Care Provider PCP if the patient is assiqned to an Associate Provider If this field is blank then the patient is assigned ta a PCP who displays in the Provider field Date patient was inactivated fram PCMM and their Primary Care team and provider positio Note There is a PCM patient re assiqnment option Beason for patient s automated unassiqnment from their Primary Care team and provider position No Appt The patient has heen assigned to their current Primary Care Provider PCP for lz months and does not have a completed appointment encounter with the
63. OEF PROGRAM MANAGER PChIMPROVIDE R TEN NO NO Active CCM OIF OEF CLINICAL CASE Ma PChiMPROVIDER SIX NO NO Active General Settings Staff FTEE Preceptor Associated Clinics Messages History Patients Position F EEn o Position Current Information Activation Date Role Inactivation Date Preceptor Position Name A o ao Zame Be 7 dice Fill in the other required position fields with the information appropriate for your site March 2010 Primary Care Management Module User Manual 69 Team Setup 70 Primary Care Management Module User Manual March 2010 Edit an Existing Team Team Setup bal 1 Click on the Team Setup toolbar speedbutton _ 122 _ or select the TEAMISETUP menu bar command 2 Select the team you wish to edit from the Select Team dialog box and click the OK button 3 Enter the correct information on the General or Settings tabs of the Primary Care Team Profile form Click the SAVE button after editing for the data to be stored 4 To inactivate the selected team first click the ADD button on the History tab After all data is entered the OK button becomes enabled Click the OK button to add the new entry to the History Log and store the information A warning message appears when attempting to inactivate a team with active assignments on or after the inactivation date Position Setup These steps cover editing of an existing position If you are assigning a new
64. OSITION REASSIGNMENT 1 Select the PATIENTIMULTIPLE REASSIGNMENTSIPOSITION REASSIGNMENT menu bar command The Multiple Patient Position Reassignment form appears 2 Click on the Options PC Assign tab Check the desired radio button under Assignment Status and select the date date range under Assignment Dates if applicable Check the Primary Care Assignment check box if applicable 3 Click on the Reassign tab Select a team from the FROM Team drop down list and a position from the FROM Position drop down list Patient names will appear in the Available to Assign list box in maximum blocks of 200 If the NEXT BLOCK button is enabled you may click it to see the next block of names 4 Select a team from the TO Team drop down list and a position from the TO Position drop down list 5 Make your patient selections by clicking on the name 6 Move your selections from the Available to Assign list box to the New Assignments list box by one of the following methods e Double clicking on an entry e Click and drag e Using the buttons Incl lected Include Selected Moves the selected items from the Available to Assign list box to the New Assignments list box INSET Es Moves all the items currently in the Available to Assign list box to the New Assignments list box rude selects Moves the selected items from the New Assignments list box to the Available to Assign list box lt lt Exclude All _ lt lt Erclude All
65. Page Z March 2010 Appendix Examples of PCMM Reports Team Patient Listing Printed on 5 1 2006 Team Patient Listing Fage 1 Division CHEYENNE VAMC Team BLUE TEAM Team Phone 778 7555 Primary Care Team YES Team Description Blue Primary Care Team Not Assigned Patient assigned o Team bit not to a position provider Inactive Position Patient assi d to Team 4 Position but has no active provider Last Next Patient Name Po ID Practitioner Bole PC Appt ppt Associated Clinic PCMMPATIENT ONE 5938 PCHMPROVIDER SIX NURSE PRACTITIONER PCP 0S7 07r z005 CARD IO PCMMPATIENT SEVEN 6027 PCHMPROVIDER SIX NURSE PRACTITIONER PCP O2 02 2006 OSTEO PCMMPATIENT TWO 9680 PCHMPROVIDER TEN PHYSICIAN PRIMARY CARE PCP 12729 2005 CARD IQ PCMMPATIENT EIGHT 0101 PCHMPROVIDER EIGHT NURSE PRACTITIONER PCP 6 08 2005 O6 02 2006 OSTEO PCMMPATIENT TWELVE 7449 Inactive Position PHYSICLAN PRIMARY CAPE PCP EVENING PRIMARY CARE PCMMPATIENT THREE evra Not Assiqned March 2010 Primary Care Management Module User Manual 193 Appendix Examples of PCMM Reports Summary Listing of Teams Division CHEYENNE VAMC Team Name BLUE TEAM Hax Assiqned Precepted Pos FPatients FPatients Practitioner Position FC Standard Bole Associated Clinic Allow FC Honte FC NonPC Printed on 1 2006 Summary Listing af Teams Fage 1 PCHMPROVIDER ONE NUBSE BLUE 6 NEC NURSE EN o 0 o 0 a PCHMPROVIDER TWO PROV BLUE FCF NURSE PR
66. Position s TEAM ASSIGNMENT gt Multiple Patient Assignments to Team GRAY TEAM Select Patients by Select Clinic Clinic Enrollment Get List Select All 1 Available to Assign New A t i il a Include Selected Selected See poa __Include All gt gt All gt gt Processed fo z lt Exclude Selected Selected lt lt lt lt Exclude all All O Nena O Nena nell JV Primary Care Assignment Restrict Consults Field Descriptions Select Patients by drop down list You may choose to select the patients by clinic enrollment stop code active stop codes only appointments team enrollment or pc assignment with no team Select Clinic patient selection method drop down list Choose the clinic stop code clinic appointment or team from which you wish to assign patients Available to Assign list box Contains names of patients who are available to be assigned to the selected team Next Block button The Available to Assign list box contains a maximum of 200 names in the displayed block If the NEXT BLOCK button is enabled you may click it to see the next block of names New Assignments list box Contains names of patients who will be assigned to the selected team once the SAVE button is clicked 52 Primary Care Management Module User Manual March 2010 Team Setup Assign Multiple Patients to Team Position s TEAM ASSIGNMENT Entries Found numeric display Displays the tota
67. Primary Care Management Module User Manual 85 Reports Reports Roll and Scroll Many PCMM Reports are available only as roll and scroll Menu options From the Outputs menu under the Scheduling Manager s menu type PCMM to access the PCMM Main Menu The PCMM Main Menu contains the following reports and options PT PATIENT REPORTS AND OPTIONS PR PROVIDER POSITION REPORTS AND OPTIONS TM TEAM REPORTS AND OPTIONS Har HISTORICAL ASSIGNMENT REPORTS HL PCMM HL7 AND MAINTENANCE MENU WL WAIT LIST SCH PCMM MENU Note See Appendix for examples of many PCMM Reports 86 Primary Care Management Module User Manual March 2010 Reports Roll and Scroll Patient Reports and Options Reports The Patient Reports and Options Menu accesses patient related reports that are not available through the PCMM GUI Available Patient Reports are as follows AU Team Position Assignment Re Assignment DPA Detailed Patient Assignments x gt Out of Order Obsolete with SD 5 3 535 PAD Historical Patient Assignment Detail PATA Patient Listing for Team Assignments REV Patient Team Position Assignment Review PTAL Historical Patient Position Assignment Listing SCHD Patients Scheduled for Inactivation from PC Panels EXTD Patients with Extended Primary Care Inactivation INAC Patients Automated Inactivations fro
68. Primary Care Position Setup window on the Associated Clinics tab and are saved in the Team Position file 404 575 and 01 field Associated Clinics The fumction this position serves as entered in POMM GUI onthe Primary Care Position Setup window General tab and saved in the Team Position file 404 57 Standard Role Name field 03 Examples Physician Nurse Practitioner Resident Intern Social Worker or Psychologist Nationally used clinician identifier for provider types from the New Person file 200 sub file 8932 1 amd field 01 for example Physicians MD and DO The number of primary care patients currently assiqned to this provider s position This number Patients for Position Actual displays in the PCMM GUI Primary Care Position Setup window on the Settings tab and is a comt of the mmber of patients assiqned to this provider position ak the time of this report Date staff will be inactivated from their Primary Care position in the PCMM software if the staff s Role and Person Class aren t appropriate and consistent with Primary Care business rules The reason causing this primary care staff or provider s inactivation Their Role and Person Class must be consistent and appropriate for their assignment in Explanation PCMM Please refer to the Warning at the top of this report Role not PC provider means the Standard Role Name entered in file 404 57 03 is not a valid role for this position
69. RDANCE WITH PRIMARY CARE AND PCMM BUSINESS RULES IN VHA DIRECTIVE 2003 022 NOTE The staff s Person Class is inthe New Person file File 200 sub file 8932 1 and field 01l1 The staff person s Role is entered in the POM CUI inthe Primary Care Position Setup window on the Settings tab Role is saved in the Team Position file 404 57 Standard Role Name field 03 Following entry of correct and consistent file entries staff will be removed from this report the next time the staff inactivation routine runs which is the last day of each month These are the Primary Care and PCMM business rules l Primary care providers and staff designated as Primary Care Providers PCPs in PCMM that are not a Primary Care physician Medical Doctor or Doctor of Osteopathy Nurse Practitioner NP or Physician Assistant PA will be inactivated in the PCMM software 2 Primary care providers and staff desiqnated as Associate Primary Care Providers APs that are not a Primary Care Resident Intem Physician Nurse Practitioner NP or Physician Assistant PA will be inactivated in the PCMM software 3 Bll staff which are designated as a Primary Care Provider PCP or am Associate Primary Care Provider AP who do not have an appropriate Person Class entry consistent with their Standard Role Name in VistA Filemam will be inactivated from their primary care position in PCMM software 4 Staff inactivation s will occur six
70. Staff Member YES NO Active General Settings Staff FTEE Preceptor Associated Ciinics Messages History Patients MHC FRANTZ GREELEY EE Add If there is an existing clinic you wish to associate with this position it should be entered here The application provides for entering and saving multiple associated clinics for primary care providers and for associate primary care providers The associated clinics will print on all PCMM reports with an associated clinic column or field The entire name of the associated clinic is displayed and remains on display after saving changes 28 Primary Care Management Module User Manual March 2010 Team Setup Assign Positions to a Team Primary Care Team Position Setup Screen Messages Tab sp Primary Care Team Position Setup TEAM SELECTED GREELEY TEAM Team Positions Show Active Only C Show All Positions Add New Position Inactivate Position PHYSICIAN PRIMARY CARE PCMMPROVIDER TWO YES Active PHYSICIAN PRIMARY CARE PCMMPROVIDER FOUR YES NO Active PATIENT SERVICES ASSIST PCMMPROVIDER FIVE NO No Active CLINIC SPECIALIST PCMMPROVIDER TEN NO NO SOCIAL WORKER PCMMPROVIDER ONE NO NO Active TEST ADD PHYSICIAN 504 PHYSICIAN PRIMARY CARE No Current Staff Member YES NO Active General Settings Staff FTEE Preceptor Associated Clinics Messages History Patients Death Notifications C TEAM POSITION DO NOT SEND Inpatie
71. TEAM ENROLLMENT DISCHARGE This is an option when setting up teams that will automatically enroll a patient to a team when the patient is enrolled in a clinic that is associated with that team You can also discharge from a team if not assigned to a position in a team when the patient is discharged from a clinic associated with that team BUTTON BAR Small boxes that contain graphic figures that represent various functions Also referred to as Tool Bar CALENDAR DISPLAY Within PCMM when there is a date field the user can double click the field and a miniature calendar will pop up for selection of a date and year This is used for activation and deactivation dates as well as discharge dates CLERK This person is a clerk who performs data entry CLINICAL PHARMACIST Performs patient care duties related to patient medications as assigned or granted by the appropriate governing committee at the facility These privileges may include and may or may not be limited to 1 Initiation of renewal orders for chronic maintenance medications 2 Initiation of orders for laboratory tests necessary to monitor existing drug therapy CLINICAL SERVICE A Service defined at the medical center e g MEDICINE SURGERY INTERMEDIATE MEDICINE etc CLOSING Another term for inactivating a position or team CONSULTS When a patient is referred to a clinic on a one time basis he she is not normally enr
72. Team Steps necessary to make Team inactive Click Team pull down menu Click on Active only from pull down menu Click Team pull down menu Select Setup Double Click on correct Team name Click on History Tab Click Add button Change Effective Date if appropriate Click on Reason down arrow Select a reason from the drop down list Click OK button Click Close button The Team is now inactive Primary Care Management Module User Manual March 2010 Troubleshooting Guide Inconsistency Descriptions with Detailed Correction Instructions Steps March 2010 e Determine if Team should be inactive If NO e The Team should not be inactive You need to make this Team active Follow these steps necessary to make a Team active Click Team pull down menu Click Team pull down menu Click on Active only from pull down menu Click Team pull down menu Select Setup Double Click on correct Team name Click on History Tab Click Add button Change Effective Date if appropriate Click on Reason down arrow Select a reason from the drop down list Click OK button Click Close button The Team is now active Primary Care Management Module User Manual 155 Troubleshooting Guide Inconsistency Descriptions with Detailed Correction Instructions 9 Active position Assignment with Inactive Team Assignment Team Position 156 Problem An active Position assignment is associated with an inactive Position Use PCMM GUI Determine if Positi
73. User Manual March 2010 Reports Reports Roll and Scroll Provider Position Reports and Options Historical Provider Position Assignment Listing cont Report Options e Select beginning date TODAY APR 03 2006 Date Range Selection e Select ending date TODAY APR 03 2006 Date Range Selection e Select one of the following Report Parameter Selection P PRIMARY CARE ASSIGNMENTS N NON PRIMARY CARE ASSIGNMENTS B BOTH PC AND NON PC e Specify the type of assignments to include BOTH b BOTH PC AND NON PC e Select one of the following D DETAIL SUMMARY S SUMMARY ONLY Specify output format DETAIL SUMMARY d DETAIL SUMMARY Select Institution May select one many all divisions Select Team May select one many all teams Select Assigned Provider May select one many all providers Select Associated Clinic May select one many all clinics Select one of the following Output sort order optional IN INSTITUTION TM TEAM TP TEAM POSITION PR PROVIDER EC ENROLLED CLINIC Sort output by Lists selected output March 2010 Primary Care Management Module User Manual 105 Reports Reports Roll and Scroll Provider Position Reports and Options PCMM Inconsistency Report Report Columns Position Inconsistencies Inconsistency i e Position has no staff assigned Team Position Patient Inconsistencies Patient SSN Inconsistency i e Position assignment with inactive Team Assignment Team Position Report Optio
74. Vist Primary Care Management Module PCMM User Manual September 1999 Revised July 2012 Department of Veterans Affairs Office of Information and Technology OI amp T Office of Enterprise Development OED Revision History Initiated on 12 23 2004 Date Description Patch if applicable Project Manager Technical Writer 12 23 2004 Manual updated to comply with SOP 192 352 Displaying Sensitive Data Tom Colton Berry Anderson 12 11 2006 Manual updated to reflect additional functionality introduced with Patch SD 5 3 297 Bonnie Brown Berry Anderson 08 08 2007 Manual updated to show changes with Patch SD 5 3 483 508 Compliant Graphical User Interface GUI Bonnie Brown Berry Anderson 08 13 2007 Manual updated to show changes with Patch SD 5 3 498 Bonnie Brown Berry Anderson 09 26 2007 Manual updated to show changes with Patch SD 5 3 515 Added Non Primary Care Team set up for OIF OEF Case Management Bonnie Brown Berry Anderson 05 20 2008 Manual updated to show changes with Patch SD 5 3 499 Modifications to PCMM NIGHTLY TASK processing A Scott T Dawson 10 10 2008 Manual updated to show changes with Patch SD 5 3 505 PCMM Phase III Enhancements Richard Muller Darryl Reese Author Corinne Bailey 01 15 2009 Manual updated to add elaboration 3 1 regarding transmission errors with Patch SD 5 3 534
75. aa 162 P tent Tean ASSO MIMIC asennan a a o aaa SEO TS EEA 162 Patient Team Position ASsiominie nit v5 yecciguts cuss sazonecteactcvedscbduntcadeqavieeaaddewe duces ant deapiucedatesqesenaaalenss 163 Processing Team ReassiQnmeEnts ccccis ecsssisayesisassiecsievasercieasavacaisdavesatecsnaaasuecaceuscecelenspavastabeass 163 Processing Position RAS S1 MITTS aoa oes es pons easicce sss ae van eoasns dase ease eos scans eed cess 163 Security Key Chan Te Sii en ies tetera calles uci a aia cate Nala E ia eh aaa 165 GOSS ANY ra i A E R E E R a E sa dedeis san sananludaadaausean es sogedaaa RS SER 167 Appendix Examples of PCMM Reports ssesssessesseesseesserssessseeessseessseessresseesseresseessseesseesseesset 173 Team Position Assignment Re Assignment seeseseeseresesseesetsretrirsresrsrresreseseresresseseresresee 173 Patient Listing for Team Assignments sessssessessseseseressseesseessetssersseeesstetsstesseesseeeseresseeesseest 174 Patient Team Position Assignment Review ssessssssssseesseesseeseresseessseesseessresseeesseeesseessesse 175 Historical Patient Position Assignment Listing Detail sseeeeeseeeseeeeeseseresresseseresresseseresresse 176 Historical Patient Position Assignment Listing Summary ssssesesssesseessessseerssereseressseessese 177 Patients Scheduled for Inactivation from PC Panels sssnssenesesssesesseessseesseesseeeseeessseesseessseese 178 Patients with Extended Primary Care Inactivation
76. ackground Items in fields that appear with a non white background can be selected but cannot be modified directly in that field Radio Button Radio buttons appear in sets Each button represents a single choice and normally only one button may be selected at any one time For example MALE or FEMALE may be offered as choices through two radio buttons Click in the button to select it Right Mouse Button or Shift F10 You may click the right mouse button or press Shift F10 for a popup box of menu items Tab Key Use the TAB key or the mouse to move between fields Do not use the RETURN key The RETURN key is usually reserved for the default command button or action except in menu fields Text Box Type the desired characters into the edit box The selected entry will not be effective until you tab off or exit from the text box 146 Primary Care Management Module User Manual March 2010 Window Conventions Form Buttons Buttons which appear on tab pages apply only to that tab and not the entire form If there are action buttons on both the tab page and the form the tab button should normally be clicked first Add Anytime you reach a screen and the ADD button is enabled you must first click the ADD button before entering any information Assign Used to assign a staff member patient or preceptor to a position Autolinks This functionality has been disabled Opens the Autolinks form used to establish linkages between a team
77. action and redisplays the original data 148 Primary Care Management Module User Manual March 2010 Troubleshooting Guide Inconsistency Descriptions with Detailed Correction Instructions 1 Position with patient assignment has no staff assigned Problem Fix Steps Position exists with patients assigned to the Position but no staff member is assigned to that Position Use PCMM GUI e Click Team pull down menu Select Positions Double Click on correct Team name Team Position Setup window opens Click on correct Active Team position Click on Staff button Click Assign button Enter name of staff member to assign to that position Change Effective Date if appropriate Click Save button 2 Patient on a Team designated PC has no PCP assigned Problem Fix Steps March 2010 Patient is assigned to a Primary Care Team but has no Primary Care Practitioner assigned Use PCMM GUI e Click Patient pull down menu Click Patient pull down menu Select Patient Assignment Patient Lookup window opens Enter patient s name Patient Team Assignment window opens Double click team name Team Position Assignments window opens Click on Position Assignments tab Click Assign button Double click correct Position Position Information window opens Change Assigned Date if appropriate Click OK button Click Save button Close windows Primary Care Management Module User Manual 149 Troubleshooting Guide Inconsis
78. amily and group counseling and psychotherapy assertiveness and other behavior training etc REHAB PSYCH TECHNICIAN Provides patient care in accordance with Clinical Privileges as assigned or granted by the appropriate governing committee in the area of Psychology and Mental Health This may include individual family or group counseling A degreed Psychologist or Mental health practitioner typically supervises the incumbent RESIDENT PHYSICIAN Performs patient care duties in accordance with Medical Center Policy and is supervised by a Preceptor who can act as a Primary Care Practitioner Duties include but may not be limited to completing history and physical examinations obtaining blood and other specimens and provision of patient medical care as permitted The resident is an Associate Provider within a Primary Care Team As a Resident the incumbent is responsible for providing patient care as directed by the Preceptor Cannot act as Primary Care Provider RIGHT CLICK Normally on a computer mouse there is two buttons at the top of the mouse The button or area that can be clicked on the right is known as the RIGHT CLICK button ROLE A function or task of a staff member involved with the implementation maintenance and continued success of primary care SOCIAL WORKER Performs patient care duties in accordance with Clinical Privileges as assigned or granted by the appropriate governing committe
79. and wards beds clinics practitioners etc for OE RR Cancel Cancels the latest entry up until the OK or SAVE button is clicked Close Closes the window If there are any changes that have not been saved you will get a confirmation message asking you if you want to continue without saving save before exiting or cancel the close action and return to the window Edit Used to edit position information Find Used to quickly find an entry Enter the search string and click the OK button Help Provides help for the area you are currently working in New Used to open up a dialog box from which you can enter a new team or position OK Adds the new entry after the data has been entered Positions Opens the Primary Care Team Position Setup form If the team has no active positions the New Position dialog box will appear Preceptor Opens the Preceptor Assignment Add Edit form March 2010 Primary Care Management Module User Manual 147 Window Conventions Form Buttons Save Saves all changes made since the last save action If you attempt to save and all required fields have not yet been completed you will receive notification that the required fields must be completed before saving Search After at least three characters are typed in a lookup dialog box clicking the Search button will bring up matching entries Staff Opens the Staff Assignment Add Edit form Undo Undoes all changes made since the last save
80. and click the OK button 3 Select the position you want to edit from the Select Position in Team dialog box and click OK The Staff Assignment Add Edit form appears 4 To inactivate the current assignment click the INACTIVATE button or click the right mouse button and select Inactivate Current Member or choose the EDITIINACTIVATE CURRENT ASSIGNMENT menu bar command Edit the effective date and status reason fields if necessary Click the SAVE button 5 To assign a new staff member click the ASSIGN button or click the right mouse button and select Assign Member or choose the EDITIASSIGN MEMBER menu bar command 6 The Staff Lookup dialog box appears Type the staff member name last first and click the SEARCH button Possible matches appear in the list box Make your selection and click OK If the User Classification appears as part of the title bar you may type a question mark in the lookup box for a listing of all available entries in that User Class Only names of staff members assigned to that User Class will appear If the User Class is turned off at your site any staff member may be selected 7 If the position is for a Primary Care Provider enter the Direct Primary Care FTEE for this position 8 Edit the effective date and status reason fields if necessary Click the SAVE button Close the form 72 Primary Care Management Module User Manual March 2010 Edit an Existing Team Staff Assignment For positions
81. annot be earlier than a previous entry in the history For example a new entry that would reactivate a team that was inactivated on September 1 could not have a date earlier than September 1 e You cannot have two consecutive entries of the same status e You can only delete the latest date entry in the history list Once another entry has been made which supersedes a previous entry that entry can no longer be deleted e The date for an existing entry can only be changed if it does not conflict with any of the other entries in the history Since there may be other packages using this data in the future changing a date could cause potential problems Date changing should be reserved for only those occasions when an entry was made in error If you change an existing date you will be asked to confirm it e The reason for any history entry can be changed e The status cannot be changed for an existing entry There are only two status values active and inactive e In order for a team to be inactivated all positions and staff assignments must be inactivated 160 Primary Care Management Module User Manual March 2010 PCMM Business Rules Team Position Setup General required information for position setup includes position role and message notifications Additional data fields are optional and further define team purpose description beeper can provide primary care can act as a preceptor associated clinic and number of patients all
82. are Management Module User Manual March 2010 PCMM Business Rules The PCMM Business Rules provide information on how some of the PCMM fields will be handled for team team positions and patient assignments These rules are not intended to be all encompassing but for general information purposes to allow some basic checking within the system to ensure data integrity Primary Care Team Business Rules A Primary Care Provider is a Staff Physician Physician Assistant or Nurse Practitioner An Associate Provider is a Resident and can be a Physician Assistant and a Nurse Practitioner e A patient cannot have more than one primary care provider e A primary care provider is authorized to provide primary care and can act as a preceptor A preceptor is a primary care provider who oversees the activities of an associate provider The preceptor is the ultimate responsible person for the patient care provided e An associate provider is authorized to provide primary care but cannot act as a preceptor e A staff physician is never an associate provider e A physician assistant PA and nurse practitioner NP can be either the primary care provider PCP or an associate provider AP However they cannot be both for the same patient e An associate provider cannot be the primary care provider e An associate provider must have a preceptor link to a primary care provider An associate provider is not authorized to act on his her own e Ifa position h
83. ary Care Practitioner Duties include but may not be limited to 1 completing history amp physical examinations 2 obtaining blood and other specimens and 3 provision of patient medical care as permitted Cannot act as Primary Care Provider The Intern is an Associate Provider within a Primary Care Team see Associate Provider Term IRM Information Resources Management LOG OFF This is referred to logging off or signing out of a particular software package or system To end the session to get out of a package etc LOG ON This is referred to logging on or signing onto a particular software package or system To open or start a new session MACRO A shortcut for performing various tasks For example the CTRL key as explained above combined with certain letters performs functions or tasks without having to select a menu bar item MAS ADPAC Medical Administration Service Automated Data Processing Applications Coordinator MEDICAL STUDENT Performs patient care duties in accordance with Medical Center Policy and is supervised by a Preceptor who can act as a Primary Care Practitioner 168 Primary Care Management Module User Manual March 2010 Glossary MENU BAR A Menu Bar is usually listed at the TOP of a computer screen and it unlike the tool bar displays words as opposed to pictures For example the menu bar for FILE OPEN can be selected but it can also be select
84. as a preceptor assigned that position cannot be a primary care provider or precept over another position However this position can and should be marked can provide primary care e Ifa position is marked as can provide primary care the preceptor assigned to this position must also have can provide primary care marked e Primary care patient assignment cannot be made to an associate provider who does not have a preceptor assigned e If can act as preceptor on Primary Care Team is marked then can provide primary care must also be marked e In order to be a preceptor on a primary care team the provider must be able to provide primary care e Establishing a preceptor link will report the associate provider and the primary care provider as active staff members in those positions e The inactivation of a patient s PCMM assignment will continue even if a provider change is found March 2010 Primary Care Management Module User Manual 159 PCMM Business Rules e When attempting to remove a primary care provider preceptor link from an associate provider the software will check for patient assignments If there are patient assignments the user will not be allowed to leave the preceptor link empty blank If there are no patient assignments the preceptor link may be removed Once a preceptor link is removed the associate provider doesn t become the primary care provider as the associate provider is not authorize
85. ation Date Preceptor Position Name A ooo Description Beeper Features of the Primary Care Team Position Setup Screen Shows active inactive team positions Displays role staff name PCP status preceptor status position status and FTEE Central Save Cancel buttons used to save all changes regardless of which tab user is on Selected team position highlighted as user navigates through tabs Team Selected dropdown list allows users to change teams without closing this screen Allows sorting of positions by 7 column headings to activate a sort place cursor at the column heading and click 22 Primary Care Management Module User Manual March 2010 Team Setup Assign Positions to a Team Primary Care Team Position Setup Screen Field Descriptions Team Selected Displays the name of the current team you are working on To change teams click the drop down box and select another team name Team Positions list box Displays team positions The list box shows all team positions or only those currently active based on the Positions to Show selection In order to select a position listed in the Team Positions list box click on the entry or click the entry and press the spacebar Show Active Only Show All Positions radio button You may choose to show all positions associated with this team or only the currently active positions March 2010 Primary Care Management Module User Manual 23 Team Setup Assign Posit
86. ations from Primary Care Panels Subj Patients Automated Inactivations from PC Panels 5406 12 20 05 09 43 965 lines From POSTMASTER In IN basket Page 1 Patients inactivated from their Primary Care team and Primary Care Provider assignments appear below Inactivation occurs on the fifteenth and the last day of a month unless the patient has a completed appointment encounter with their current Primary Care Provider PCP or their Associate Primary Care Provider AP before that date Inactivation of primary care patients from a PCMM panel occurs under the following circumstances a The patient expires b Newly assigned patients either newly enrolled patients or patients who have been re assigned to a different provider who have not been seen by their PCP or Associate Provider AP and 12 months have passed since th time of assignment to that provider This provides every PCP a 1 year grace period for seeing patients added to their panel either newly enrolled patients or patients transferred from a different panel before they ar inactivated Patients must be seen by their PCP or AP within 12 months 7 days of being assigned or they need to be inactivated from the PCP s panel c Established patients that have been assigned to the PCP s panel for more than 12 months but have not been seen by their PCP or AP in the past 24 months 7 days need to be inactivated The patient may be reactivated to their previous PCP and P
87. bers in VistA 24 Primary Care Management Module User Manual March 2010 Team Setup Assign Positions to a Team Primary Care Team Position Setup Screen General Tab Position text box The name of the position 3 30 characters in length If the new position name matches an existing position name on the current team you will be so notified and asked for a different name Role drop down list This is a list of standard roles to which the position is mapped Description text box Descriptive information you may wish to add specific to the position Beeper text box Beeper number for this position This is a separate free text field It is not linked to any other beeper or phone numbers in VistA Position Current Information label Activation Inactivation Date These label fields may display the most recent activation inactivation date for the selected position Preceptor Position Name A preceptor is a position that acts as a supervisor monitor for this position Note Physician Attending is displayed when the highlighted physician is also a preceptor March 2010 Primary Care Management Module User Manual 25 Team Setup Assign Positions to a Team Primary Care Team Position Setup Screen Settings Tab ap Primary Care Team Position Setup TEAM SELECTED GREELEY TEAM Team Positions Show Active Only C Show All Positions Add New Position Inactivate Position No Current Staff Member YES Active NURSE
88. ciation does not match the number listed abov DEVICE TELNET TERMINAL TEA IST AUG 10 2007 11 01 PAGE 1 NAME INSTITUTION STATION GREEN TEAM ALBANY NY NHCU 5009AA JOHN 498 TEST PROVIDENCE VAMC 650 The listed entries from the TEAM file need to be reviewed for Institution PCMM GUI clients prior to SD 5 3 297 allowed Team association to any entry in the Institution File If all teams have the correct institution the following output will be generated TEAM LIST AUG 10 2007 11 07 PAGE 1 NAME INSTITUTION STATION NO RECORDS TO PRINT No problems found 134 Primary Care Management Module User Manual March 2010 Reports Roll and Scroll Wait List Sch PCMM Menu Example of Wait List Sch PCMM Menu OB WN ER March 2010 Inquire Wait List Sch PCMM Enter Edit Wait List Sch PCMM Disposition Wait List Sch PCMM Entry Wait List Sch PCMM Reports Wait List Sch PCMM Parameter Enter Edit Primary Care Management Module User Manual Reports 135 Reports 136 Primary Care Management Module User Manual March 2010 Stand alone Options This section includes the option documentation for the Mass Team Position Unassignment option and the Patient Team Position Assignment Review option These options are not distributed as part of any existing menu They are intended for IRM or
89. cking an entry or clicking an entry and pressing the spacebar displays that entry s data in the edit boxes A check mark next to an entry in the box indicates an activation date while the circle indicates an inactivation date Add Preceptor button Clicking the Add Preceptor button will open the Select Preceptor Position screen J Select Preceptor Position DER PROV BLUE 8 a oe Cancel Help Select the desired preceptor form the list of Preceptors and click OK This will activate the Preceptor Link 42 Primary Care Management Module User Manual March 2010 Team Setup Assign Single Patient to Team Position s Patients 1 Click on the Assign Patients toolbar speedbutton or select the PATIENTIPATIENT ASSIGNMENT menu bar command Patient Lookup 170 Patients found Columns are name date of birth SSN Use up down keys to navigate Ph iPr Ny M60 666 39 2356 PCMMPATIENT ONE 11154947 000 02 1932 PCMMPATIENT TEN SENSITIVE SENSITIVE PCMMPATIENT TWELVE 10 224 929 000 23 1123 Enter patient name PCMMPATIENT FIVE fi Search Jf Select X Cancel Help 2 The Patient Lookup dialog box appears Type the patient name last first and click the SEARCH button If there is more than one match possible matches will appear in the list box Double click your selection or single click then click the SELECT button Employee patients will display sensitive in the DOB and SSN columns Accessing a sensitive patient
90. completed on the same day 4 The Team Position Assignments screen appears On the Team Assignment tab check the Primary Care Team and Restrict Consults check boxes as appropriate Change the Date Assigned if necessary Click the SAVE button Enter the information on the Position Assignments tab see POSITION ASSIGNMENTS TAB 44 Primary Care Management Module User Manual March 2010 Team Setup Assign Single Patient to Team Position s Team Position Assignments Screen Team Assignment Tab p Team Position Assignments Team GREELEY TEAM Patient AAADTXY CXEY Z Team Assignment Position Assignments General Team Information Availability Name GREELEY TEAM Closed NO Assigned Date 03 10 2005 B Save Purpose PRIMARY CARE Assigned 1318 Discharge Date 1071772008 Institution GREELEY CBOC i Maximum 2056 Discharge Reason X Cancel Service MEDICAL SERVICE Requested by Patient X Can Provide Primary Care Has Multiple PCPs Restrict Consults for Team Patient Has Multiple PCPs Restrict Consults for this Patient Field Descriptions Dates Assigned The date the patient is assigned to the team Default will be today Discharged The date the patient is discharged from the team Discharge Reason Drop down list Click this to select a reason when discharging a patient NOTE Automatic reasons Deceased and Automatic Inactivation are set during automatic discharges and are not selectable by the u
91. consistency Report lt Detailed by Patient gt PCMM INCONSISTENCY REPORT May OZ Z006 08 11 Teams All teams POSITION INCONSISTENCIES INCONSISTENCY TEAM POSITION Position has no staff assigned GRAY TEAM PROV GRAYL SIDNEY TEAM SIDNEY PROV SwWO TEST TEAM 1 DOCTOR 1 PATIENT INCONSISTENCIES I PATIENT SSN INCONSISTENCY TEAM POSITION PCMMPATIENT NINE 666982232 Position assiqnment with inactive Team Assignment SWO TEST TEAM 1 NURSE 1 PCMMPATIENT TWELVE 666011Z65P Position assiqnment with inactive Team BLUE TEAM BRAVO PROV BLUE Bl 186 Primary Care Management Module User Manual March 2010 Direct PC FTEE and Panel Size Report Appendix Examples of PCMM Reports DIRECT PC FTEE AND PANEL SIZE REPORT May 1 2006 16 56 PAGE 1 Patients Patients for for AP Direct Position Position Available Adjusted Provider s Team or Associated PC Actual Allowed Patient Panel Provider s Name PC Team Position PCP Clinic FTEE Active Maxima Openings Size PCMMPROVIDER ONE BLUE TEAM NURSE BLUE 6 PCP 0 9 9 Q PCMMPROVIDER TWO BLUE TEAM PROV BLUE 2 PCP CARDIO 0 58 540 S22 18 931 PCMMPROVIDER FOUR BLUE TEAM PROV BLUE 1l PCP CARDIO 0 50 492 600 108 984 PCMMPROVIDER SIX BLUE TEAM PROV BLUE 7 PCP OSTEO 0 70 787 720 67 1124 PCMMPROVIDER TEN BLUE TEAM PROV BLUE 5 PCP OSTEO 0 40 437 480 43 1093 REPORT KEY Colum Heading Providers Name Institution PC TEAM Provider s Team Position AP or PCP Associated Clinic s Direct PC FTEE Patients
92. curity key A MailMan message will be generated whenever a patient whose consults are restricted receives a consult appointment or is enrolled in a new clinic 60 Primary Care Management Module User Manual March 2010 Team Setup Reassign Multiple Patients to Team Position s TEAM REASSIGNMENT Multiple Patient Team Reassignment Screen Reassign Tab Multiple Patient Team Reassignment Reassign Options PC Assign fl Close From Team To Team aan BLUE TEAM GRAY TEAM Lo Hah M Entries Information Available to Assign Include Selected gt New Assignments Found 13307 AAADTXY BHODY Q i Include All gt gt i Processed fo AANOLUNOCD N Next Block ave X Cancel From Team drop down list Select the team from which you wish to reassign patients To Team drop down list Select the team to which you wish to reassign patients Available to Assign list box Contains names of patients who are available to be reassigned to the selected To team Next Block button The Available to Assign list box contains a maximum of 200 names in the displayed block if the NEXT BLOCK button is enabled you may click it to see the next block of names New Assignments list box Contains names of patients who will be reassigned to the selected To team once the SAVE button is clicked March 2010 Primary Care Management Module User Manual 61 Team Setup Reassign Multiple Patients to Team Position s P
93. d be imposed on the agency The Section 508 Accessibility Testing and Training Center T amp TC was consulted and modifications to the GUI have been made to meet the requirements for 508 Compliance The Primary Care Management Module GUI has been modified to allow screen readers used by the visually impaired to accurately interpret information on the screens As a result some buttons and boxes have been moved replaced or renamed and some screen titles have been modified Although the developers have made every effort to retain the previous functionality some functionality may have changed For more information on the VA 508 Compliance efforts please visit the following website http www va gov oit ea section508 Sensitive Information To avoid displaying sensitive information regarding our patients and staff the examples in this manual contain pseudonyms or scrambled data instead of real names Our patients and staff will be will be referred to as PCMMPATIENT ONE PCMMPROVIDER ONE or PCMMUSER ONE Scrambled data is a series of random letters that replace a real name like AAADY JWHTRE Likewise real social security numbers SSNs real addresses and other personal identifiers are not used 2 Primary Care Management Module User Manual March 2010 Introduction Windows Conventions The startup setup and assignment functions for PCMM use a graphical user interface GUI You may refer to the Windows Conventions Section for a
94. d to be the primary care provider e Assignments are valid until the end of a day This allows for the enforcement of the rule that a patient cannot have more than one primary care provider on a given day TIP If you want to inactivate an assignment immediately assign an inactive date of yesterday Team Setup e Required information for team setup includes team name purpose service and institution Additional data fields are optional and further define the team phone no description default team printer primary care team restrict consults team closed auto assign to team from clinic auto discharge from team from clinic team assignments allowed e The team name can be changed but it must be a unique entry Any name entered to replace an existing team name will be checked If there is already a team with that name whether active or inactive replacement will not be allowed You will be asked to confirm all name changes e The deletion of any team is not permitted once a history entry has been established Once a team is in use you may inactivate it but not delete it If you attempt to delete you will be given the warning message The following conditions prevent deletion History entries are entered Team History e When adding a new entry to the team history the effective date status and reason for the entry must be completed before the entry can be saved e When adding a new entry the effective date for the new entry c
95. e 4 associated with the team It includes VA and non VA institutions NOTE Each division at a multidivisional facility has its own entry in the INSTITUTION file Default Team Printer lookup box The PCMM reports do not use this field 16 Primary Care Management Module User Manual March 2010 Team Setup Create a New Team Primary Care Team Profile Screen Settings Tab Primary Care Team check box Click in this box if this team can be the primary care team for any patient Even if the team s purpose is not primary care it still may be able to act as a primary care team Only a team that can act as a primary care team may have a primary care practitioner position assigned to it Restrict Consults check box Click in this box to prevent users from making consult appointments to clinics in which this team s patients are not enrolled Patients who are listed as restrict consults may only be enrolled in a new clinic if the user has the SC CONSULT security key Consult appointments an appointment where the patient is not enrolled in the clinic may only be done via the Make Consult Appointment option A MailMan message will be generated whenever a patient whose consults are restricted receives a consult appointment or is enrolled in a new clinic Team Closed check box Click in this box to close the team Additional patients should not be added to a team if it is designated as closed Auto Assign to Team from Clinic check box
96. e e Team Position Setup window opens e Click on correct Active Team position e Click on Preceptor button e Preceptor Assignment Add Edit window opens e Click Assign button e Select Preceptor Position window opens e Double click correct Preceptor e Change Effective Date if appropriate e Click Save e Close windows 6 AP position is not designated for PC Problem Associate Provider is not listed as Can Provide Primary Care Fix Use PCMM GUI Steps e Click Team pull down menu Select Positions Double Click on correct Team name Team Position Setup window opens Click on correct Active Team position Click Settings Tab Click Can Provide Primary Care checkbox Click Save button Close windows 152 Primary Care Management Module User Manual March 2010 Troubleshooting Guide Inconsistency Descriptions with Detailed Correction Instructions 7 PCP position is not designated for PC Problem Fix Steps Primary Care Provider position is not listed as Can Provide Primary Care Use PCMM GUI Click Team pull down menu Click Team pull down menu Select Positions Double Click on correct Team name Team Position Setup window opens Click on correct Active Team position Click Settings Tab Click Can Provide Primary Care checkbox Click Save button Close windows 8 Active position assignment with inactive Team Assignment Team Position Problem An active Position assignment is associated with an inactive Team Use PCMM GUI e Deter
97. e Area he ee Ape ee A pee a 3 OIF OEF Case Management ives 8 sc ccceetsees fe ccades ne eiie ooe TE E NE E eE eE osie ESETE IE E R EEE KE E ESE SEE eS 3 Overview of the Primary Care Management Module s ssesseseseeesesesreerssssrstererstsstststterststssesteteetstsesesteretsesrereteeses 1 Patient Reactivation of an Automatically Inactivated Patient ce cesecseesecseeeecseeeecsseceessecaeesecneeeeesaeeeeeaesaeeseenees 49 Patient Reports and Optrons osise csere iii a e E EA A ERE EAE ER aE A aE EEA A EE SEE REEE EERENS 87 Patient Team Assignment Business RULES riiet erensia eot ereksie eeaeee s ea aeoe eia OVES EEEE eE EEEa Sotin ESEE EEE 162 Patient Team Position Assignment Business Rules eceescsseeecesecseeseceesecsseeessccsaeeecsaecaeesecneeseenaeeeesaeeeeesesaeeeeens 163 Patient Team Position Assignment Review scesccssecsseesseeseeeseeseceseeesecnseceaeceaecaaecaeecaecaaecaeecaeeeseseeeeeeesereseeeaeenaes 142 PEMM B siness RUIE Siati ernearen eera A EEEE tfdathshtassgulaniastabascasnsicaspeunabptebieteesh eps eels tessenays 159 PCMM HL7 and Maintenance Men nrceseisio nriran ienn iian ea ri ae erar ko eas o aeee aia 121 PCMM Nightly Task icireniiorcn eaaa Apa ls ra a a a aa h 6 122 PEMM Parameters sc cc sse coeie aira ets dead Ae Rl ae AR eal al E Bind alain ae AB Ry 6 PCMM Reassignment Mail Group ce ceceeecsscseesecsseeeeesecseesccnecsecsaeeecsaecseesecsessecsaeecessesseeeceaecasesecaessesnaeeesaseeeeae
98. e PCMM HL7 Transmission Log file 404 471 they can use the FileMan Print or Search option to find records with at least one 608M error in the ERROR CODE multiple and any other criteria that will narrow the search then review the list and find the desired entry Through the FileMan edit option change the STATUS field 4 to RT RE TRANSMITTED and the ERROR PROCESSING STATUS field 06 of the ERROR CODE Multiple 404 47142 to CHECKED Eliminating a 608M rejection using FileMan INPUT TO WHAT FILE PCMM HL7 TRANSMISSION LOG EDIT WHICH FIELD ALL Select PCMM HL7 TRANSMISSION LOG MESSAGE CONTROL ID 55224679952 MESSAGE CONTROL ID 55224679952 PATIENT PCMMPATIENT ONE TRANSMISSION DATE TIME JAN 14 2003 21 00 04 STATUS REJECTED RT RE TRANSMITTED ACK RECEIVED DATE TIME JAN 16 2003 00 58 56 INCLUDED IN REJECT BULLETIN YES WORKLOAD EVENT POINTER PRACTITIONER Select SEQUENCE Select ERROR CODE 608M ERROR CODE 608M SEGMENT ORG SEQUENCE 8 FIELD POSITION 1 ZPC ID ERROR PROCESSING STATUS NEW CHECKED CHECKED Select ERROR CODE Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu PCMM Transmission Error Processing cont 4 Once an error has been corrected mark the errors as Checked Corrected using the MC Mark Error as Checked Corrected action Since it is possible to have multiple errors for a single patient this actio
99. e VA has established Transition Patient Advocates TPA in most VA facilities Facilities are setting up PCMM non primary care teams to help identify and track these OIF OEF patients When setting up the new OIF OEF follow the same procedure for setting up the Primary Care teams There may be only on OIF OEF team per site Select OIF OEF as the Team Purpose and uncheck the Primary care box Primary Care Team Profile Tearm OIF OEF General Settings History l Primary Care Team Purpose I Restrict Consults Serice MEDICAL SERVICE lt Team Closed V Auto Assign to Team from Clinic Institution ASHEVILLE VAMC 637 X f Auto Disch from Team from Clinic Team Assignments Allowed Actual Default Team Printer Fill in the other required team fields with the information appropriate for your site 68 Primary Care Management Module User Manual March 2010 Team Setup Setting up OIF OEF Teams Enter the names of the positions according to your facility s instructions and select the appropriate role from the listbox Only the following roles are allowed on the OIF OEF team OIF OEF Transition Patient Advocate TPA OIF OEF Clinical Case Manager CCM OIF OEF Program Manager PM J Primary Care Team Position Setup a x TEAM SELECTED low OEF Team Positions C Show Active Only Show All Positions Add New Position Inactivete f TPA OIF OEF TRANSITION PATIE PCMMP ROYVIDER ONE NO NO Active PROG MGR OIF
100. e click then click the SELECT button Employee patients will display sensitive in the DOB and SSN columns Accessing a sensitive patient record can trigger messages and bulletins being sent If there is another patient with the same last name and same last four digits of the SSN as the selected patient a warning message will appear to ensure you have selected the correct patient If the selected patient requires a Means Test a message will be displayed 3 The Select Patient Team Assignment form appears Based on whether or not the SHOW ALL TEAM ASSIGNMENTS menu bar command is selected all team assignments or only current assignments will appear in the list box An asterisk in the PC column indicates the primary care team for this patient If the patient is assigned to more than one team click on the team for which you wish to edit patient assignment Click the EDIT TEAM button 4 Team Assignment If necessary edit the primary care team and restrict consults fields on the Team Assignment tab and click the SAVE button To discharge a patient from a team enter the date of discharge Tab off the field and click the SAVE button If the patient is assigned to positions on the team the Review Active Positions dialog box will now appear Clicking the DISCHARGE button will automatically enter the same discharge date for the associated active positions Clicking the CANCEL button will cause the just entered date of discharge to be deleted This acti
101. e in Position You can only delete the latest last history entry Once another entry has been made which supersedes a previous entry that entry can no longer be deleted The date for an existing entry can only be changed if it does not conflict with any of the other entries in the history Since there may be other packages using this data in the future changing a date could cause potential problems Date changing should be reserved for only those occasions when an entry was made in error If you change an existing date you will be asked to confirm it The reason for any history entry can be changed March 2010 Primary Care Management Module User Manual 161 PCMM Business Rules Team Position Staff History e Only one staff member can be assigned to a position at any given time e If there already is an active staff member you will only be allowed to inactivate the current staff member e The status cannot be changed for an existing entry There are only two status values active and inactive e When assigning a new staff member to a team position the member s name effective date status and reason for the assignment must be completed before the assignment can be entered e When adding a new staff member to a position the effective date for the new assignment cannot be earlier than the inactivation date of the previous assignment e Only the last assignment entry can be deleted e The date for an existing assignment can on
102. e in the area of Social Work Provides direct services to individuals groups and families with counseling discharge planning crisis intervention etc SPECIALTY CLINICS A set of clinics that are defined as SUBSETS of generalized Service clinics such as Cardiology specialty of Medicine Orthopedics specialty of Surgery etc TEAM Teams are groups of staff members organized for a certain purpose e g Primary Care TEAM PHARMACIST A pharmacist who 1 Is authorized to Fill Dispense medications 2 Enter Verify medication orders 3 Provide patient education relating to medications 4 Renew established medications under the protocols defined by the medical center TEAM PROFILE This is a screen within PCMM that shows the various characteristics of a particular team e g number of patients allowed for enrollment name positions assigned etc TEXT BOX The text box is also known as the DIALOGUE box as described above It provides the user with an area in which to identify certain characteristics of a particular component of PCMM For example the description of what a team is for provides primary care to patients that have been discharged from the hospital within the last 6 months TITLE BAR Title bar is the bar that shows the TITLE of the screen that the user is presently accessing For instance the TITLE BAR on the Team Set Up screen could be Team Profile TOOL BAR The Tool Bar i
103. e in this box only select an item from the list Once an entry is selected it cannot be deleted only changed If lt None gt is the last entry selecting it will clear the list entry If lt More gt is the last entry selecting it will display additional entries The selected entry will not be effective until you tab off or exit from the drop down list F2 Key Where there is an additional action which may be taken on a field pressing the F2 key will initiate that action Faded Background Fields that appear with a faded background are currently disabled List Box Box which shows a list of items If more items exist than can be seen in the box a scroll bar appears on the side of the box Selecting an entry from a list box requires either double clicking the entry or single clicking the entry and pressing the spacebar March 2010 Primary Care Management Module User Manual 145 Window Conventions Standard Windows Objects Lookup Box Choose from a vertical list of choices By typing in a few characters and pressing the ENTER or TAB key a list of matching entries drops down Select the entry you want by clicking the list entry Entering a question mark and then pressing ENTER or TAB or clicking the down arrow on an empty edit field gives a complete listing of available entries If lt More gt is the last entry selecting it will display additional entries Memo Field This field is equivalent to a word processing field Non White B
104. e that delivers the information to the requestor Report Columns e Patient Team Position Assignments Reviewed Number of Assignments with Problems Team Position Patient Error Report Options e Select Team May select one many all teams March 2010 Primary Care Management Module User Manual 93 Reports Reports Roll and Scroll Patient Reports and Options Historical Patient Position Assignment Listing This report requires 132 column output Report Columns Detailed Report contains Patient Name Patient ID Primary Eligibility Means Test Category Team Provider Team Position Primary Care Type PC AP Associate provider PCP Primary Care Provider NPC Non Primary Care Provider Enrolled Clinic Activation Date Inactivation Date Report Columns Summary Report contains 94 Category Count Percent Total assignments that meet the parameters of this report Total unique patients that meet the parameters of this report Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll Patient Reports and Options Historical Patient Position Assignment Listing cont Report Options e Select beginning date e Select ending date e Select one of the following P Primary Care Assignments N Non Primary Care Assignments B Both PC and Non PC Specify the type of assignments to include e Select one of the following D Detail Summary S Summary Only Specify output format C
105. ect Team dialog box Primary Care Team Profile form Position Setup Opens the Select Team dialog box Primary Care Team Position Setup form March 2010 Primary Care Management Module User Manual 5 Starting PCMM K Assign Patients Opens the Patient Lookup dialog box ta Help Show Associated Help Opens the PCMM Help File Logging On When either the FILEIVISTA LOGON menu bar command or the Connect to VistA speedbutton is clicked the VistA Sign on dialog box opens System information concerning where you are currently working is provided Enter your access code followed by the tab button Enter your verify code and click the OK button The PCMM option must be assigned to you If you get a message stating you are not registered to use PCMM contact your IRM Service PCMM Parameters PCMM Reassignment Mail Group Clicking the OPTIONSIPCMM PARAMETERS menu bar command opens the PCMM Parameters list box which displays the name of the PCMM Reassignment Mail Group Members of this group receive the mail messages generated by the reassignment functionality A new mail group PCMM REASSIGNMENT appears as the initial entry in this field If you wish to change the mail group click on the down arrow The current entry is deleted and a list of possible choices is displayed a new mail group cannot be created here Click on the correct entry and then the OK button A confirmation box appears stating the parameter has been updated Click the
106. ed from a picture of a folder opening The menu bar is just the words for various functions The menu bar as drop down lists as explained above MODULE A portion of a major software package e g Primary Care functionality is considered a MODULE of the Scheduling package NPCD National Patient Care Database is maintained in Austin and receives selected demographic and encounter based clinical diagnostic data form VA medical centers This data enables a detailed analysis of VHA inpatient and outpatient health care activity NURSE LPN Provides a variety of nursing services that do not require full professional nurse education but are represented by the licensing of practical and vocational nurses by a State Territory or the District of Columbia Persons in these positions may also provide administrative assistance such as making appointments etc NURSE RN Provides care to patients in clinics and other settings administers anesthetic agents and supportive treatments to patients undergoing outpatient surgery and other medical treatments promotes better health practices and consults or advises nurses providing direct care to patients Persons in this position require a professional knowledge and education in the field of nursing NURSE PRACTITIONER Performs patient care duties in accordance with Scope of Practice under the supervision of a designated physician or physicians and Medical Center P
107. eduling software To print a report from a template 1 Select the REPORTSISELECT REPORTS menu bar command to open the Query Template Utility form 2 Select the template name from the drop down list 3 Click the Print Report toolbar speedbutton or choose the TEMPLATEIPRINT menu bar command 4 If the Report Print dialog box appears select the printer from the drop down list and click OK To print a report not set up in a template 1 Select the REPORTSISELECT REPORTS menu bar command to open the Query Template Utility form 2 Click the Create a New Template toolbar speedbutton 3 Select the report name and report criteria sort printer etc 4 Click the Selections button and choose the report specifications Be sure to validate your selections when complete Close the form 5 Click the Print Report toolbar speedbutton or choose the TEMPLATEIPRINT menu bar command 6 If the Report Print dialog box appears select the printer from the drop down list and click OK March 2010 Primary Care Management Module User Manual 81 Reports Query Template Utility Template Menu Bar Commands Restore Will restore the selected template values to what they were at the time of the last save Save As Use the Save As function to save an existing query under a different name e Select the template name from the drop down list e Select the Save As menu bar command and rename the template Change the description if desired e Follow S
108. election This 80 column report lists and defines error codes Report Columns e Date e Error e Code Field e Description Report Options e Device Example PCMM Transmission Error Code Report MAY 2 2006 14 26 PAGE 1 ERROR CODE FIELD DESCRIPTION 100 3 150 6 200 39 250 4 300 39 350 1i 400 T 450 11 500 TI 550 8 Auto rebook date requires SCH 8 Appt Type ABK and vice versa 600 8 Rescheduled date requires SCH 8 Appt Type RS and vice versa 650 7 Check out date requires either SCH 6 Event Reason CO or COE 700 7 Cancellation Date requires SCH 6 Event Reason CC or CP or NS Ta 124 Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu PCMM Transmission Error Code Report cont PCMM Transmission Error Code Report MAY 2 2006 14 26 PAGE 2 ERROR COD FIELD DESCRIPTION 750 25 All SCH 6 Event Reason codes except CI require SCH 25 Filler status to be F Final and accordingly only CI and NULL should have SCH 25 Filler Status to be P Pending 800 25 000 o errors 001 EVN segment missing Contact IRM for assistance 002 PID segment missing Contact IRM for assistance 003 ZPC segment missing Contact IRM for assistance 005 Invalid segment name Contact IRM for assistance 006 ORG segment missing 007 STF Segment Missing 008
109. en disabled ceessecessceceececeeneeceeceeceeeeeceeeeeenteeeesaeees 3 Report Templates ssscc avascieesteeestensocsidevatenahaaeuveacavsduacsagnavedsa I AAS TE EE S R A 3 Non Primary Care Team set up for OIF OEF Case Management eeseeeseeeeesesereerersrrsrerreeseees 3 Startna PEMM mara EE E E R EK A A E ER E E E 5 Toolbar Speedb tton Siess ninni a a a e E i aa 5 Eogena Onoare e ges E E E E e E A A E SES 6 PCMM Parameters PCMM Reassignment Mail Group ssssesssesessesessersseseresresrrserssresseseresreses 6 BSAC AKONG MA R KS oc E E A le SN a E a 6 PEMM Nightly TASK sch0 dszcayepanctryshendaencesetosysosoegiyaocausadtodacastudedadeanan nas ae iesi ees as 6 HE Transmis SioN onai e a a KEER Ea aceon E Aaaa iS Ea 8 MT ACUV ALITY WIESSAS CS chit ss fost oaceccccanccsConsmetiatna stoned aciecunceaMenstettatasasiosaawaletcealssarsestat aadacaaeeeds 8 Team SUD sa das E A E aes geet Peta te eee Pac ebatioc ai ate iad N 13 Createa New TeaM nnssiiiteriinsrisiion ise Riven eee ne i NG ee lee eet 13 Assist Positions t a Team anarhisti ue e E a a e E E aE Sea 20 Assign Staff Member to a Position sssseeeeseeesessessessresressessresreesetstesessreseseresrestserestessesseesees 35 Assist Preceptor toa Positi n enana a an E E a S REE aS eaaa 40 Assign Single Patient to Team Position s cesscecssscecesececeseeeceececsceeceeeecsaeeecseeeeseeeeaaees 43 Patient Reactivation of an Automatically Inactivated Patient eeececesccecs
110. ent s name Patient Team Assignment window opens Double click team name Team Position Assignments window opens Click on Position Assignments tab Highlight the incorrect Position Assignment Click on Edit pull down menu Select Position assignment Click on Delete Confirm window opens Click on Yes button Close windows 4 Patient s AP and PCP are the same Problem Fix Steps March 2010 Associate Provider and Primary Care Provider is the same staff member Use PCMM GUI Patient Drop down menu Make sure Show All Team Assignments is checked Do Not check under Team drop down menu Active Only as you will want all teams to show active or inactive Under Team Click on speed positions setup button Select Team Primary Care Position Setup screen is displayed Click on one of the positions AP or PCP Click on the Staff button Click the Inactivate button Assign an effective date status and reason Hint If the date of today is selected it will not show off the Inconsistency report until Midnight as assignment changes are valid until the end of the day Close Primary Care Management Module User Manual 151 Troubleshooting Guide Inconsistency Descriptions with Detailed Correction Instructions 5 AP is without a Preceptor Problem Associate Provider is not assigned a Preceptor Fix Use PCMM GUI Steps e Click Team pull down menu e Select Positions e Double Click on correct Team nam
111. f applicable 5 From the Select Patients by drop down list choose the method of patient selection If your selection method is PC Assignment with No Team click the GET LIST button and then enter the effective date Go to Step 7 5a If you choose the position enrollment method of patient selection the Select Team dialog box will appear e To assign patients from one position to another position on the same team select the team chosen at Step 2 e To assign patients from a position on one team to a position on another team select the team from which you wish to assign patients 6 Select the clinic stop code clinic appointment team position from the drop down list If you click the GET LIST button patient names will appear in the Available to Assign box in maximum blocks of 200 If the NEXT BLOCK button is enabled you may click it to see the next block of names If your selection method is stop code or clinic appointment you will be asked for a date range If you click the SELECT ALL button you will get a confirmation box asking if you want to select all patients If you click YES all patients will automatically be assigned No entries will appear in either list box and you do not need to proceed further 54 Primary Care Management Module User Manual March 2010 Team Setup Assign Multiple Patients to Team Position s POSITION ASSIGNMENT 7 Make your patient selections by clicking on the name NOTE The lists of patient
112. for Patient Position Assignments Effective MAR 23 2006 to MAR 23 2006 Date printed MAR 23 2006 14 29 Page 63 Category Count Percent PRIMARY ELIGIBILITY AID ATTENDANCE 2 0 40 CHAMP VA 3 0 61 HUMANITARIAN EMERGENCY 1 0 20 NSC VA PENSION 14 2 83 Nsc 255 51 62 PURPLE HEART RECIPIENT 3 0 61 SC LESS THAN 50 151 30 57 SERVICE CONNECTED 504 to 100 64 12 96 TRICARE 1 0 20 NOTE More than one provider may be associated with a single patient position assignment The sum of assignments related to providers detailed in this summary is likely to be greater than the actual number of patient position assiqnments returned by this report March 2010 Primary Care Management Module User Manual 177 Appendix Examples of PCMM Reports Patients Scheduled for Inactivation from PC Panels Patients Scheduled for Inactivation from PC Panels MAR 23 2006 14 41 FACE 1 Dare Sched to Patient Name SSN Tnetitub ion FC Team Pr owider Team Position Trnacti wate Next Appt Date Clinic PCMMPATIENT ONE 3822 CHEYENNE VAMC BLUE TEAM PCMMPROVIDER TEN PROV BLUE 03 18 06 ME 30 2006808 00 PODLATEHY PCMMPATIENT TWO 0750 CHEYENNE VAMC BLUE TEAM PCMMPROVIDER TEN PROV BLUE 03 16 06 PCHMPATIENT SIX 1437 CHEYENNE VAMC BLUE TEAM PCMMPROVIDER SIX PROV BLUE 3 03 16 06 PCMMPATIENT TEN 3965 CHEYENNE VAMC BLUE TEAM PCMMPROVIDER ONE PROV BLUE 6 03 22 706 AFE 12 2006 09 00 ELDRED REM PCMMPATIENT FOUR 3659 CHEYENNE VAMC GREEN TEAM PCMMPROVIDER TWO PROV GREEN 4 03
113. getigenaasfucnededgrestawntncsauseabess 195 Historical Provider Position Assignment Listing 0 eccceesceceenceceseeeceeneeceeceeceeeeecsneeeeeneeeee 196 Historical Patient Position Assignment Listing ceeseceesceceeneeceeeeeceeeeeceseeeceeeesneeeenaeeeeaas 197 Historical Team Assignment Simian y esos istocasasen saishedesesaasale aeesss adap jen cht cmasannadanann conte 198 MANO E E E EE E EE ETT 199 March 2010 Primary Care Management Module User Manual v Table of Contents vi Primary Care Management Module User Manual March 2010 Introduction Overview of the Primary Care Management Module The Primary Care Management Module PCMM was developed to assist VA facilities in implementing primary care PCMM supports both primary care and non primary care teams Teams are groups of staff members organized for a certain purpose The software allows you to setup and define a team assign positions to the team assign staff to the positions assign patients to the team assign patients to practitioners and reassign patients from one team to another team Tools are provided with the software to facilitate the startup process These tools use the site s data where available to automate the following tasks identify patients to be assigned to primary care assign patients to teams assign patients to practitioners via team positions As part of PCMM you are able to control the transmission of MailMan messages to team positions MailMan mes
114. he forms header 5 Required fields are signified in this documentation by an asterisk next to the field name You will not be allowed to save until all required fields have been completed After you have entered all required data for the new position and clicked the SAVE button this popup calendar appears Click on the date you wish to enter as the position activation date and click OK The position has now been established Position history record is automatically deleted if you click the Cancel button on the Enter Position Activation Date window when creating a new position Enter Position Activation Date Monday June 21 1999 Mo Tu We Th Fr Sa 3 2 3 4 5 9 10 11 12 16 17 18 19 23 24 25 26 30 1 3 9 10 X Cancel 20 Primary Care Management Module User Manual March 2010 Team Setup Assign Positions to a Team If you wish to assign a staff member to the position at this time click on the STAFF button See the Assign Staff Member to a Position section under Team Setup for instructions Creating a Resident Position 1 Click Add New Position to create team position and enter the Position Role and Description Click Save to save the position 2 Assign staff to the position Click Staff tab then click Assign button 3 At the Staff lookup window enter the last name of a Resident and click Search A list of names will appear that match the last name you searched for Click on the desired name and click OK
115. he practice of Specialty or Subspecialty care in the areas of Medicine or Surgery POSITION Teams are comprised of one or more staff positions Individual practitioners are assigned to a team position A position is designated to serve certain roles in the overall primary care setting PRECEPTOR Responsible for providing the overall care for patients assigned to an Associate Provider or Medical Student On Primary Care Teams the Preceptor must be able to provide Primary Care PRIMARY CARE Primary care is the provision of integrated accessible health care services by clinicians that are accountable for addressing a large majority of personal health care needs PRIMARY CARE MANAGEMENT Primary Care Management Module is the application for VA facilities to MODULE PCMM use for implementing primary care teams Teams are created positions associated with the teams are created staff members are assigned to positions and patients are assigned to the teams and positions PRIMARY CARE PROVIDER In PCMM the Primary Care Provider is the position determined to be responsible for the coordination of the patient s primary care 170 Primary Care Management Module User Manual March 2010 Glossary PSYCHOLOGIST Performs patient care duties in accordance with Clinical Privileges as assigned or granted by the appropriate governing committee in the area of Psychology and Mental Health This may include individual f
116. he user as to whether or not they want the utility to clean up the identified Ghost Entries Example SCMC CLEAN GHOST ENTRIES Clean Up Ghost Entries Clean Up Ghost Entries Checking for Ghost Entries in the PATIENT TEAM POSITION ASSIGNMENT FILE This may take a moment You will be provided with a list showing corrupted file entries To perform a clean up accept the Yes prompt after the list is displayed Answer No to abort the clean up DEVICE UCX TELNET Right Margin 80 PATIENT TEAM POSITION ASSIGNMENT LIST AUG 10 2007 11 08 PAGE 1 x NO RECORDS TO PRINT 3159 entries searched Ghost entries found 0 Nothing to clean up March 2010 Primary Care Management Module User Manual 133 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu Clean Up Incorrect Team Institution Pointers Introduction This utility has been created to check each team s institution in order to make sure it contains at least the station s base numeric identifier The utility will then provide a list of teams whose station number association does not match the numeric identifier listed Example Select PCMM HL7 AND MAINTENANCE MENU Option CI Clean Up Incorrect Team Institution Pointers Your Station Name CHEYENNE VAMC Number 442 This option will output a list of TEAMS whose Station Number asso
117. heck box Check the box if this is a primary care assignment March 2010 Primary Care Management Module User Manual 47 Team Setup Assign Single Patient to Team Position s Team Position Assignments Screen Position Assignments Tab yp Team Position Assignments Team BLUE TEAM Patient AAADTXY BH DY Q Team Assignment Position Assignments Below are a list of Team Position assignments The columns are if it s a primary care team assignment team member name team position and an if the position is a preceptor Press tab or use mouse to go to list Team Member Position Preceptor AAADY JHWERT I PROV BLUE 1 48 Primary Care Management Module User Manual March 2010 Team Setup Patient Reactivation of an Automatically Inactivated Patient The Reactivate button will be enabled if the patient had an automatic inactivation by the system It is provided for easy reactivation of a patient to their previous team and position ap Select Patient Team Assignment Patient PATIENT ONE ID 000 00 0000 DOB 07 03 1941 Primary Elig NSC Verified APR 19 2000 Means Test MT COPAY REQUIRED MT Date PC Assigned Discharged ha 05 16 2000 0407 2006 1 Click Reactivate button 2 A message box will appear showing the previously deactivated team and position and will confirm that you would like to reactivate the patient to the previous team and position see image below Information i This patient has an Inac
118. hoose output format from the list above Select Institution May select one many all institutions Select Team May select one many all teams Select Team Position May select one many all positions Select PC Provider May select one many all PC providers Select Assigned Provider May select one many all assigned providers Select Associated Clinic May select one many all positions Select one of the following Output sort order optional IN Institution TM Team TP Team Position PR Provider EC Enrolled Clinic PT Patient Sort output by Choose sort order from above list March 2010 Primary Care Management Module User Manual 95 Reports Reports Roll and Scroll Patient Reports and Options Patients Scheduled for Inactivation from PC Panels Header Patients Scheduled for Inactivation from PC Panels Title Date Report Columns e Patient Name SSN Institution PC Team Provider Team Position Date scheduled to Inactivate Next Appointment Date Clinic Report Options e Select beginning date Select ending date Select Institution May select one many all institutions Select Team May select one many all teams Select Team Position May select one many all positions Select PC Provider May select one many all PC providers Select one of the following Output sort order optional IN Institution TM Team TP Team Position Patients Scheduled for Inactivation from PC Panels PR Provider PT Patient Sort outp
119. ight the day month year then type your changes 8 Click Preview to view the report before printing or Print to print the report to any Windows printer 84 Primary Care Management Module User Manual March 2010 Reports Report Descriptions GUI Below is a description of each available PCMM GUI report and any unique fields shown in italics Detailed Patient Assignments obsolete Information can be found in the Team Patient Listing Report or Practitioners Patients Report Individual Team Profile Displays basic team definition information Patient Listing for Team Assignments Lists patients along with selected team information Practitioner Demographics Displays administrative information for a chosen practitioner can only select one practitioner per report Practitioner s Patients Identifies the size and constituents of a practitioner s patient panel Summary Only Check to only print totals on the report Summary Listing of Teams Reports the number of patients assigned for each practitioner currently assigned to the team Team Member Listing Shows basic information on the team and member practitioners may be used to review which practitioners were assigned to a team during a certain time period Date Range Print the report for this date range Double clicking on the date edit boxes generates a calendar to select from Team Patient Listing Lists a team s patients and the clinics in which they are enrolled March 2010
120. ign _ Include Selected gt Selected _ Include Selected gt New Assignments Pusu o Include All gt gt lt Exclude Selected lt lt Exclude All Field Descriptions era Ke From Team drop down list Select the team from which you wish to reassign patients From Position drop down list Select the position from which you wish to reassign patients To Team drop down list Select the team to which you wish to reassign patients To Position drop down list Select the position to which you wish to reassign patients Available to Assign list box Contains names of patients who are available to be reassigned to the selected To team and position 66 Primary Care Management Module User Manual March 2010 Team Setup Reassign Multiple Patients to Team Position s POSITION REASSIGNMENT Multiple Patient Position Reassignment Screen Reassign Tab Next Block button The Available to Assign list box contains a maximum of 200 names in the displayed block if the NEXT BLOCK button is enabled you may click it to see the next block of names New Assignments list box Contains names of patients who will be reassigned to the selected To team and position once the SAVE button is clicked March 2010 Primary Care Management Module User Manual 67 Team Setup Setting up OIF OEF Teams To assist in the timely treatment of seriously ill Operation Iraqi Freedom OIF and Operation Enduring Freedom OEF veterans th
121. inters March 2010 Primary Care Management Module User Manual 121 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu PCMM Nightly Task This task should be scheduled once a day It reviews patient team assignments and inactivates patients who have assignment dates greater than two years old and have not been seen in the last year This task also identifies staff members who are improperly assigned as Primary Care Providers PCP The task also reviews data for other inactivation scenarios See Inactivation Messages section for examples of the types of bulletins that are sent 122 Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu Retransmit one Patient or Provider To retransmit a single patient enter the patient name at the prompt Select PATIENT NAME To retransmit all patients for a given provider press return to select the provider Select Provider Either the Patient name or the Provider name must be entered March 2010 Primary Care Management Module User Manual 123 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu PCMM Transmission Error Code Report Introduction The PCMM Transmission Error Code Report option is used to print a list of error codes their descriptions and the associated field if applicable for all possible transmission reject errors received back from the AITC The only prompt is for device s
122. ions to a Team Primary Care Team Position Setup Screen General Tab ap Primary Care Team Position Setup TEAM SELECTED HNIS ALT v Team Positions Show Active Only C Show All Positions 4dd New Position Inactivate Position NEW P PCP 504 TEST FEET CARE No current Staff Mener NO Active NURS G1 NURSE RN No Current Staff Member NO NO Active NURS G2 NURSE LPN PCMMPROVIDER ONE NO NO Active PHARM G1 TEAM PHARMACIST PCMMPROVIDER FIVE NO NO Active PROV G1 PHYSICIAN PRIMARY CARE _PCMMPROVIDER FOUR YES NO Active General Settings T Staff FTEE Preceptees Associated Clinics Messages History Patients Position 504 NEW TEST PHYSICIAN Position Current Information Activation Date May 01 2008 Role PHYSICIAN PRIMARY CARE Inactivation Date Preceptor Position Name o a aeaeo eee re Test add position i 111 222 3333 Position Note PHYSICIAN ATTENDING Position text box The name of the position 3 30 characters in length If the new position name matches an existing position name on the current team you will be so notified and asked for a different name Role drop down list This is a list of standard roles to which the position is mapped Description text box Descriptive information you may wish to add specific to the position Beeper text box Beeper number for this position This is a separate free text field It is not linked to any other beeper or phone num
123. ir FCP or any assigned dssociated Primary Care Provider AP within those l months Therefore they are considered an inactive patient Alternatively the patient has heen assigned ta their current PCF for at least lf months and does not have a completed appointment encounter with their PCP or arry acsiqned Associated Primary Care Provider AP in the past z4 months Therefore they are considered an inactive patient Death Patient s death a date of death was entered in the Registration Package Primary Care Management Module User Manual March 2010 Appendix Examples of PCMM Reports Extend Patient Inactivation Date Note By selecting this option and specifying one or more teams a list of patients scheduled for inactivation is generated Choose patients from this list one at a time to automatically extend the inactivation date for 60 days Select PATIENT REPORTS AND OPTIONS Option EXTP Extend Patient Inactivation Date Select TEAM NAME BLUE 1 BLUE TEAM 2 BLUE TEAM BRAVO CHOOSE l 2 1 BLUE TEAM Searching Select From PCMMPATIENT TWELVE PCMMPATIENT EIGHT PCMMPATIENT SIX PCMMPATIENT THIRTEEN PCMMPATIENT THREE PCMMPATIENT NINE Ho hkONe Select 1 16 2 EXTEND AUTOMATIC INACTIVATION DO NOT EXTEND Enter if you wish to extend this automatic inactivation date by 60 days Choose from DO NOT EXTEND PATIENT HAS FUTURE PC APPOINTMENT PROVIDER REQUEST WILL CONTACT PATIENT PATIENT CONTACTED SITE FOR APPOINTMENT
124. istory Preceptor Position Name Status Date PositionName Effective Date 0 Status Status Reason Sancel A Preceptors Preceptees Tab has been added to the Primary Care Team Position Setup screen to display the preceptor for a position or if the position is a preceptor it displays a list of preceptees Preceptees may be reassigned to another preceptor so that a particular preceptor may be deactivated A preceptor position may be changed to a non preceptor position as long as the preceptor does not have preceptees assigned to him her and no patients are assigned to that position March 2010 Primary Care Management Module User Manual 41 Team Setup Assign Preceptor to a Position Primary Care Team Position Setup Screen Preceptor Preceptee Tab Field Descriptions Effective Date This is the date the status change will be effective You may type the date in the date field use the arrows or double click in the edit box to drop down a calendar for date selection Each component of the date must consist of two characters i e 02 22 96 Status drop down list This is the status of the preceptor position assignment as of the effective date Status Reason drop down list This is the reason for the change in the preceptor position assignment status Preceptor Assignment History list box This display shows the history of preceptor position assignment dates for the selected position Double cli
125. it Allows all patients on the error list to be marked for retransmission The error processing status for all patients will automatically be marked as checked CE Change Error Processing Status Allows the user to change the error processing status of the error list being viewed Statuses include new checked or both CS Change Sort By Criteria Allows the user to change the sort criteria of the error list being viewed Choices include patient name institution date received and provider March 2010 Primary Care Management Module User Manual 129 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu PCMM Transmission Error Processing cont MN Mark Error as New Uncheck Changes the error processing status from previously marked as checked to new DP Deselect Patient s for Retransmit Allows the user to deselect individual patients previously marked for retransmission DA Deselect All for Retransmit Allows the user to deselect all patients previously marked for retransmission CD Change Date Range Allows the user to change the date range of the error list being viewed Initially all errors will be displayed If this action is selected the default value at the prompt will be two weeks prior to the current date PL Print List Allows the user to print the entire list of entries currently being displayed Example CS Change Sort By Criteria FI Print List PCMM Transmission Errors May
126. ive PHARM G1 TEAM PHARMACIST PCMMPROVIDER FIVE NO NO Active AN SES een E A M 2 x Warning The total FTEE for this provider is 1 6 The cumulative FTEE cannot be greater than 1 0 By running the FTEE report sorted on provider only one can view all FTEE entries For a provider Status Reason JEMPLOY Direct Primary Care FTEE j3 xama NOTE PCMM prevents entry and transmission of provider FTE values greater than one to AITC The total FTE for an AP PCP or PCP cannot be greater than one within an institution or within institutions with the same first three digits of the institution number Entry of non numeric data in the FTEE box will return a value of 99 1 when evaluated for FTEE compliance March 2010 Primary Care Management Module User Manual 39 Team Setup Assign Preceptor to a Position Note A staff member must be assigned to the preceptor position before a preceptor assignment can be made Only positions eligible to be assigned a preceptor can have a preceptor assigned The Add Preceptor button will be disabled if the position is not staffed or does not have the proper role to have a preceptor assigned See the Business Rules section of this document for more information about preceptors 1 Select the TEAMIPOSITIONS menu bar command 2 Select the team from the Select Team dialog box and click the OK button 3 Select the position from the Primary Care Team Position Setup screen Click the Preceptor tab 4
127. ived P Provider Select sort criteria for listing PCMM Transmission Errors n Patient Name Select one of the following Al New 2 Checked 3 Both Select Error Processing Status 3 Both DEVIC HOME lt RET gt UCX TELNET Right Margin 80 lt RET gt PCMM Transmission Error Report Run Date May 02 2006 2 37 05 pm Page 1 Sort By Date Error Received Date Rang None List All Errors Error Processing Status New Checked Marked for re transmit Patient Name PATID Date Rec Provider Type EP Status Workload 01 13 06 A N A Checked Error 608M Invalid Area of Specialization Workload 01 13 06 A A Checked Error 608M Invalid Area of Specialization Workload 01 13 06 A N A Checked Error 608M Invalid Area of Specialization Workload 01 13 06 A A Checked Error 608M Invalid Area of Specialization Workload 01 13 06 A N A Checked Error 608M Invalid Area of Specialization Workload 01 13 06 A A Checked Error 608M Invalid Area of Specialization 132 Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu Clean Up Ghost Entries Introduction This utility has been created to clean up dangling pointers in the PATIENT TEAM POSITION ASSIGNMENT file 404 43 This utility loops through the PATIENT TEAM POSITION ASSIGNMENT 404 43 file and finds the pointers to the PATIENT TEAM ASSIGNMENT 404 42 file It will then prompt t
128. k YES all patients will automatically be assigned No entries will appear in either list box and you do not need to proceed further 6 Make your patient selections by clicking on the name NOTE The lists of patients which currently appear in the Available to Assign and New Assignments boxes may be printed to a local non VistA printer via a popup menu Access the popup menu by clicking the right mouse with the cursor inside the box while the list is active 50 Primary Care Management Module User Manual March 2010 Team Setup Assign Multiple Patients to Team Position s TEAM ASSIGNMENT 7 Move your selections from the Available to Assign list box to the New Assignments list box by one of the following methods e Double clicking on an entry e Click and drag e Using the buttons Include Selected Include Selected gt Moves the selected items from the Available to Assign list box to the New Assignments list box edi Moves all the items currently in the Available to Assign list box to the New Assignments list box SURHO EE Moves the selected items from the New Assignments list box to the Available to Assign list box pestei Moves all the items currently in the New Assignments list box to the Available to Assign list box 8 Click the SAVE button The selected patients are now assigned to the selected team March 2010 Primary Care Management Module User Manual 51 Team Setup Assign Multiple Patients to Team
129. l number of entries found matching the selection criteria Entries Processed numeric display Once the assignment is made and saved the number of entries processed will be displayed Primary Care Assignment check box Check this box if this team is to be the primary care team for these patients The team must be able to provide primary care Restrict Consults check box Click in this box to prevent users from making consult appointments to clinics in which this team s patients are not enrolled Patients who are listed as restrict consults may only be enrolled in a new clinic if the user has the SC CONSULT security key Consult appointments an appointment where the patient is not enrolled in the clinic may only be done via the new Make Consult Appointment option option requires security key A MailMan message will be generated whenever a patient whose consults are restricted receives a consult appointment or is enrolled in a new clinic March 2010 Primary Care Management Module User Manual 53 Team Setup Assign Multiple Patients to Team Position s POSITION ASSIGNMENT 1 Select the PATIENTIMULTIPLE ASSIGNMENTSIPOSITION ASSIGNMENT menu bar command 2 Select a team through the Select Team To Assign To dialog box 3 Select a position through the Select Position in Team dialog box 4 The Multiple Patient Assignments to Position in Team form appears Check the Primary Care Assignment check box on the bottom of the form i
130. le Printed on 4 5 2006 Individual them Profile Page 1 Tean Description Blue Primary Care Team Brena Fatient Patients Team Position Provider Mame Standard Role FC Allowed Assigned Associated Clinic PROV BLUE El PCMMPROVIDER TEN PHYSICLAN PRIMARY CARE NPC o o CARDIO PROV BLUE Be PCMMPROVIDER FIVE NURSE PRACTITIONER NPC o o PROV BLUE BS PCMMPROVIDER THREE PHYSICLAN PRIMARY CAFE NPC E B OSTEO March 2010 Primary Care Management Module User Manual 191 Appendix Examples of PCMM Reports Team Member Listing Printed om 4 5 2006 Team Member Listing Division CHEYENNE VAMC Team Name BLUE TEAM BRAVO Team Phone 778 7555 Primary Care Team YES Members PCMMPATIENT ELEVEN Position PROV BLUE Bz Standard Role NURSE PRACTITIONER User Class MEDICAL SERVICE PROVIDER Assoc Clinic Office Phone 8877 Room Begin Date 11 01 1998 End Date Person Class Physician Assistants and Advanced Practice Nursing Providers Nurse Practitioner Family Printed on 4 5 2006 Team Member Listing Division CHEYENNE VAMC Team Name BLUE TEAM BRAVO Team Phone 778 7555 Primary Care Team YES Members PCMMPATIENT TWELVE Position PROV BLUE Bl Standard Role PHYSICLIAN PRIMARY CARE User Class MEDICAL SERVICE Assoc Clinic OSTEO PC Office Phone 8787 Room Begin Date 11 01 1998 End Date Person Class Allopathic and Osteopathic Physicians Family Practice 192 Primary Care Management Module User Manual Page 1
131. lity Create a New Template Report Specifications Selection Specification Query New Query for Division Team Possible Choices Selections CHEYENNE VAMC FORT COLLINS i Include Selected GREELEY CBOC SIDNEY CBOC Include All Exclude Selected Show All Legend E None Selected E Some Selected E Selections Changed Bold Only 1 Selection Allowed italic Not Required 1 Choose the category along the top of the form for which you wish to select report specifications 2 The Possible Choices list box displays the entries for the selected item When first opened the SHOW ALL field is checked which displays all possible entries For a limited selection of entries click the SHOW ALL check box to display the SEARCH box Type a few characters in the SEARCH box and click the FIND button NOTE If you have selected the Practitioner Demographics report this form will appear differently Since only one practitioner may be selected the double arrow buttons are not visible The SEARCH box appears instead of the SHOW ALL check box March 2010 Primary Care Management Module User Manual 79 Reports Query Template Utility 3 Move your selections from the Possible Choices list box to the Selections list box by one of the following methods e Double clicking on an entry e Click and drag e Using the buttons peeeSeeenys Moves the selected items from the Available to Assign list box to the New Assignments list box
132. ly be changed only if it does not conflict with any of the other assignment entries Since there may be other packages using this data in the future changing a date could cause potential problems Date changing should be reserved for only those occasions when an entry was made in error If you change an existing date you will be asked to confirm it e The reason for any history entry could be changed e The status reason for an existing entry may be changed only if it is the latest assignment entry in the Assignment History log and has a status of inactive Patient Team Assignment e The Inconsistency Report displays patients that are assigned to a primary care team without a position assignment The assignments that are identified will require action e Only teams that have the Primary Care Team box checked on the Settings Tab of the Team Setup Screen may be assigned as a primary care team Note This field determines if a team can ever be a primary care team The team s purpose does not affect the ability of a team to function as a primary care team e A patient can only be assigned to one primary care team on any given date e A patient can be assigned to more than one non primary care team e Inthe Multiple Patient Assignments to a Team option patients currently assigned to the destination team are not listed in the Available to Assign list as they are already assigned to that team e Inthe Multiple Patient Assignme
133. m PC Panels EXTP Extend Patient Inactivation Date March 2010 Primary Care Management Module User Manual 87 Reports Reports Roll and Scroll Patient Reports and Options Team Position Assignment Re Assignment Option This VistA option determines a patient s Primary Care status This option is also available from the PCMM GUI see note below Based on status it will prompt the user to select from the following choices e Assign patient to Primary Care PC or non primary care team if not currently assigned e Assign patient to PC or non primary care Practitioner position if assigned to a team but not PC practitioner User can perform a look up by either position name or the current practitioner assigned to the position e Un assign from team if assigned to a PC or non PC team If patient is assigned to PC position both the PC position and PC team will be unassigned e Un assign from position e While assigning un assigning from a position If the position has an Associated Clinic the user will be prompted to enroll discharge the patient from that Associated Clinic Note This option must be used in the PCMM GUL if you need to e Edit or delete e Re assign patients with future PC assignments e Ifthe team position does not have a practitioner currently assigned to it 88 Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll Patient Reports and Options Detailed Patient Assignmen
134. mine if Team should be inactive If YES e In order to correct this problem the Team must be made active so that the patients assigned to this Team can be deleted and the Team made inactive Fix Steps March 2010 again Click Team pull down menu Click on Active only from pull down menu Click Team pull down menu Select Setup Double Click on correct Team name Click on History Tab Click Add button Change Effective Date if appropriate Click on Reason down arrow Select a reason from the drop down list Click OK button Click Close button The Team is now active Steps necessary to delete patients assigned to this Team Click Patient pull down menu Select Patient Assignments Patient Lookup window opens Enter Patient name Double click patient name Primary Care Management Module User Manual 153 Troubleshooting Guide Inconsistency Descriptions with Detailed Correction Instructions 154 Select Patient Team Assignment window opens Double click Team Click Position Assignments tab Highlight correct Position Assignment Click on Edit pull down menu Select Position Assignment from pull down menu Click on Delete from pull down menu Confirm Window opens Click Yes button Close window Make sure correct Team is highlighted Click Assignments pull down menu Select Delete from a Team from the pull down menu Confirm Window opens Click Yes button Close window Repeat steps for each patient assigned to this
135. n allows a user to keep track of each error corrected prior to marking the patient for retransmission to the AITC 5 Upon correcting all errors for a patient the user should use the SP Select Patient s for Retransmit action to mark the patient for retransmission to the AITC NOTE A patient should only be marked for retransmission once all the errors for the patient have been corrected If all errors have been corrected for all patients the SA Select All for Retransmit action may be used to select all patients for retransmission 6 The actual retransmission of the patient will occur through the normal operation of the PCMM HL7 Transmission option that is scheduled to run daily Once a patient has been retransmitted they will automatically be removed from the list PCMM Transmission Error Processing Actions MC Mark Error as Checked Corrected Changes the error processing status from new to checked It is recommended this action be used to change the processing status once the error has been corrected SP Select Patient s for Retransmit Allows selected patients to be marked for retransmission The error processing status for the selected patients will automatically be marked as checked Since all errors for the selected patient will be marked as checked care should be taken when a single patient name has multiple errors that all the errors have actually been corrected before being marked for retransmission SA Select All for Retransm
136. n explanation of the windows elements and form buttons used by the module Autolinks This functionality has been disabled Autolinks connect a team with a set of wards inpatient beds practitioners specialties and clinics NOTE You cannot assign a patient to a primary care team or practitioner via AutoLinks Autolinks will be used for inpatient teams by OE RR Report Templates The Query Template Utility is provided on the GUI side to create report templates with a specified sort sequence and with specified category selections divisions teams etc The templates may then be used to print the reports in the future without having to make sort selections and category selections each time Non Primary Care Team set up for OIF OEF Case Management In order to track seriously ill Operation Iraqi Freedom Operation Enduring Freedom OIF OEF patients they are assigned to the Transition Patient Advocate TPA resource This is tracked by setting up a non primary care team with the TPA as a position on the team Patients identified for this program are assigned to the team Previously only primary care teams were transmitted to Austin This feature includes altering how transmissions are screened and transmitted This non primary care team information is now transmitted to Austin along with the primary care teams For further information see sections in this manual on Setting up OIF OEF Team Team Setup and Position Setup March 2010 P
137. n s or Include All to include all institutions 2 Click the Select Teams button to select one or more teams to include on the report The Choices dialog will appear Click on desired team s then click Include Selected to include the selected team s or Include All to include all teams 3 Click the Select Positions button to select one or more positions to include on the report The Choices dialog will appear Click on desired position s then click Include Selected to include the selected position s or Include All to include all positions 4 Click the Select Providers button to select one or more providers to include on the report The Choices dialog will appear Click on desired provider s then click Include Selected to include the selected provider s or Include All to include all providers 5 Click the Sort Order button to select which fields the report will be sorted by The Choices dialog will appear Click on desired field s then click Include Selected to include the selected field s or Include All to include all fields 6 Click Beginning Date drop down list arrow to right of date to drop down a calendar and select a beginning date for the report You may also type in the date by double clicking to highlight the day month year then type your changes 7 Click Ending Date drop down list arrow to right of date to drop down a calendar and select an ending date for the report You may also type in the date by double clicking to highl
138. n the Team Setup toolbar speedbutton 22 _ or select the TEAMISETUP menu bar command Select Team BLUE TEAM CFD 2 EXAMPLE CFD 3 TEAM CFD 4 REAL TIME CFD EXAMPLE CFD FACILITY EXAMPLE FORT COLLINS TEAM GRAY TEAM GREELEY TEAM GREEN TEAM HOME BASED PC TEAM KATHY S NON PC PTA TEAM LEVY CANCELLED TEAM Prins BIO AMIIN Manr Tes Select Team Dialog Box Information Click on the desired entry to highlight it and then click on the OK button to select Clicking on Cancel closes the dialog box without selecting an entry The scrollbar can be used to move up and down the list to find the desired entry The Find button can be used to find a specific entry If more than one match is found the list box will clear and only the matching entries will be displayed The New button allows you to enter a new team name After entering the name click on the OK button within the New Team dialog box NOTES Names are saved in all uppercase letters If the TEAM ACTIVE ONLY menu bar command is selected only active teams appear for selection 2 Click the NEW button of the Select Team dialog box and enter the new team name 3 30 characters March 2010 Primary Care Management Module User Manual 13 Team Setup Create a New Team Enter New Team Name 3 The Primary Care Team Profile form appears When initially setting up a team information should be entered on the General and Settings tabs before clicking the SAVE button to store
139. nd option of the Automatic Inactivations Notifications line for all active positions in PCMM Button Descriptions Team If checked the position will receive messages that are generated for all the team s patients Position If checked the position will receive messages that are generated only for those patients in the team associated with the position Do Not Send If checked the position will not receive messages Checkbox Description Preceptor For each activity type if checked will add the position preceptor to the recipient list The boxes will be disabled for preceptor positions 30 Primary Care Management Module User Manual March 2010 Team Setup Assign Positions to a Team Primary Care Team Position Setup Screen History Tab When creating a new position no data entry is required on this tab The History Tab will not be available for a new position until the initial entry is saved ap Primary Care Team Position Setup TEAM SELECTED GREELEY TEAM Team Positions Show Active Only C Show All Positions Add New Position Inactivate Position PHYSICIAN PRIMARY CARE PCMMPROVIDER FOUR Active PHYSICIAN PRIMARY CARE PCMMPROVIDER ONE PCMMPROVIDER FOUR Acti SOCIAL WORKER PCMMPROVIDER SIX TEST ADD PHYSICIAN 504 PHYSICIAN PRIMARY CARE No Current Staff Member Active General Settings Staff FTEE Preceptor Associated Clinics Messages history Patients History Entries 04 01 19
140. ne of the following PCMM Transmission Error Processing actions to configure the error list based on user preference CE Change Error Processing Status CS Change Sort by Criteria CD Change Date Range 3 When transmission acknowledgement errors are received they are initially marked as NEW Users should correct each error that is marked as NEW using the appropriate PCMM GUI and or VistA options March 2010 Primary Care Management Module User Manual 127 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu PCMM Transmission Error Processing cont 128 3 1 Evaluation and correction of 608M rejection If the 608M record has a provider indicated and that provider is still active the provider s correct person class should be determined and corrected in the NEW PERSON file 200 using FileMan Proceed to Step 4 below If the 608M record has a provider indicated and that provider is now inactive try to retransmit again this transmission should now be accepted if the person class was correct If the record is rejected repeatedly and if the provider is now inactive and the system is preventing corrections to the historical person class assignment you may wish to remove it from the PCMM Transmission error report s especially if it is associated with an older obsolete event If this is necessary ask your IRM staff to edit and thereby deactivate the 608M error through FileMan To find the related record in th
141. ned to the team position is provided as well as search capability for a particular patient March 2010 Primary Care Management Module User Manual 33 Team Setup Assign Positions to a Team Primary Care Team Position Setup Screen Patients Tab Field Descriptions Search For lookup box Type the first three letters of the patient s last name in the box and press the Search button Show radio button Displays all patients assigned to the team or only those patients assigned to the selected position depending on which radio button is checked Print button Allows for printing of the patient list 34 Primary Care Management Module User Manual March 2010 Team Setup Assign Staff Member to a Position For positions that are NOT part of a preceptor link If you have clicked on the Staff button on the Primary Care Team Position Setup form begin at Step 4 NOTE You may also assign staff from the Team Position screen s Staff FTEE tab 1 Select the TEAMIASSIGN STAFF menu bar command 2 Select the team from the Select Team dialog box and click the OK button 3 Select the position and click OK 4 The Staff Assignment Add Edit form appears Click the ASSIGN button or choose the EDITIASSIGN MEMBER menu bar command 5 The Staff Lookup dialog box appears Type the staff member name last first and click the SEARCH button Possible matches appear in the list box Make your selection and click OK If the User
142. not P or blank 300 Provider Assignment ID Provider Assignment ID is invalid 310 Provider ID Non numeric ID and or invalid entry 320 Date Provider Assigned Date Provider Assigned is an invalid date 330 Date Provider Unassigned Date Provider Unassigned is an invalid date if date is present 340 Provider Type Code Provider Type Code is not PCP or AP 350 Provider Person Class Provider Person Class seq 6 comp 1 is invalid 360 Provider Person Class Provider Person Class seq 6 comp 3 not VA8932 1 370 Provider SSN Provider SSN not numeric or all zeros 390 Provider Facility Suffix Required Must be a valid facility number suffix 502 2 Invalid Staff Code 602 2 Invalid Organization Unit Code 608 8 Invalid Area of Specialization 702 2 DIRECT PATIENT CARE FTEE INVALID 703 3 MAXIMUM WORKLOAD INVALID 801 1 Missing Field Separator 802 2 Missing encoding character 809 9 Missing Message Type 810 10 Missing Message control ID 811 11 Missing processing ID 812 12 Missing version ID R 11 126 Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu PCMM Transmission Error Processing Introduction An acknowledgement transaction message will be returned from the Austin Information Technology Center AITC for each PCMM HL7 transaction message that is originated from VistA When the AITC is unable to process a PCMM transmission they will resp
143. ns 106 Select one of the following A All Teams S Specific Teams I Inconsistency Descriptions Select one of the following Report Type B Brief DP Detailed by PATIENT DT Detailed by TEAM Primary Care Management Module User Manual March 2010 Reports Roll and Scroll Provider Position Reports and Options Direct PC FTEE and Panel Size Report Report Columns Date Provider s Name PC Team Provider s Team Position AP or PCP Associated Clinic Direct PC FTEE Patient s for Position Actual Active Patient s for Position Allowed Maximum Available Patient Openings Adjusted Panel Size Total Report Options Select Institution May select one many all divisions Select Team May select one many all teams Select Team Position May select one many all positions Select Assigned Provider May select one many all providers Select one of the following Output sort order optional IN INSTITUTION TM TEAM TP TEAM POSITION PR PROVIDER AC ASSOCIATED CLINIC Sort output by Lists selected output March 2010 Primary Care Management Module User Manual Reports 107 Reports Reports Roll and Scroll Provider Position Reports and Options Staff Sched for Inactivation Note Do not print this report between 7 am and 5 pm Because this report is resource intensive printing should be done during off peak hours Report Columns Date Name Team Position Associated Clinics Role Pers
144. nt Notifications TEAM POSITION DO NOT SEND Consult Notifications C TEAM POSITION DO NOT SEND gt Team Notifications C TEAM POSITION DO NOT SEND rAutomatic Inactivation Notifications C TEAM C POSITION DO NOT SEND As part of PCMM you are able to control the transmission of MailMan messages to team positions MailMan messages are categorized into patient death inpatient activity consult activity and team activity Check the appropriate button box for each type of notification When creating a new position be sure to click the SAVE button after data entry on this tab to store all the information you have entered here and on the previous two tabs March 2010 Primary Care Management Module User Manual 29 Team Setup Assign Positions to a Team Primary Care Team Position Setup Screen Messages Tab Field Descriptions Death Notifications Will notify the recipient of entry deletion of the DATE OF DEATH field for a patient Inpatient Notifications Will notify the recipient of an inpatient admission transfer discharge for a patient Consult Notifications Will notify the recipient of either an appointment being made or enrollment in a clinic in which the patient was not previously enrolled Team Notifications Will notify the recipient of a patient s team activity assignment discharge etc Automatic Inactivation Notifications The software automatically checks the Do Not Se
145. nts to a Team option if Make this a Primary Care Team Assignment is checked patients who do not have a primary care team will be assigned this team as their primary care team Patients who have already been assigned to another team as their primary care team will not be assigned to the team 162 Primary Care Management Module User Manual March 2010 PCMM Business Rules Patient Team Position Assignment In order for a position to be designated as the primary care practitioner position the following conditions must exist the team must be able to provide primary care the team must be designated as the patient s primary care team the position must be able to provide primary care the patient can have no other position designated as primary care practitioner See the Primary Care Team Business Rules concerning associate provider and positions that can act a preceptor on a primary care team A patient cannot have more than one primary care provider on any given date Only positions from the patient s primary care team may serve as the primary care provider In multiple patient assignment the assignment will fail if the patient is already assigned to a primary care team or a primary care position In multiple patient assignment the assignment will fail if a death entry has been entered for the patient In the Multiple Patient Assignments to a Position option selected patients who have not yet been assigned to the position s team and are
146. olicy Duties include but are not limited to appropriate assessments orders diagnostic tests and consultations as necessary prescribes treatment interventions in accordance with established protocols provides or arranges follow up care and provides health teaching and supportive counseling Is authorized to act as a Primary Care Provider or Associate Provider The ability to act as a Primary Care Provider is decided by individual facilities OIF OEF Operation Iraqi Freedom Operation Enduring Freedom OTHER A general classification for those team members who do not belong in any of the listed Standard Position entries PANEL A panel is a group of individual patients for which the Primary Care Provider has accepted primary care responsibility PATIENT PANEL Group of individual patients assigned to Team Position Practitioner Can be either Primary Care or Non Primary Care patients e g the Practitioner s Patients Report includes both Primary Care and Non Primary Care patients assigned to the practitioner in the Patient Panel Count PATIENT SERVICES ASSISTANT Provides clerical and patient processing support to outpatient clinics or other unit of a medical facility in support of the care and treatment given to patients This includes duties as receptionist record keeping duties clerical duties related to patient care and miscellaneous support to the medical staff of the unit PC COORDINATOR P
147. olled in that clinic CONTROL KEY A Control Key is the key on the lower left and right hand side of the keyboard that is entitled CTRL When a user presses this key along with another character e g CTRL O the user can select and OPTION etc DATABASE This refers to the information that is stored in your medical center s computer program e g patient information service information clinic information etc March 2010 Primary Care Management Module User Manual 167 Glossary DIALOGUE BOX A dialogue box is a box or window that is placed within a screen that allows the user to enter a free text message or description of the object being created in some cases the description of what a team is supposed to represent DIETITIAN Performs patient care duties related to nutrition and weight management DISPLAY BOX This is a box or window that DISPLAYS information or lists available clinics positions or teams to choose from The user may select an item from the list displayed DOUBLE ARROW A double arrow is just that two arrows next to each other indicating that more than one patient name may be moved over from an inactive status to an active status and back to an inactive status gt gt DROP DOWN LIST When a user selects an item from the MENU BAR a list is displayed in a vertical format For example if a user selects FILE a list drops down
148. on Class Number of Patients of pts Scheduled Inactivation Date Inconsistency Reason Report Options 108 Start with Institution Go to Institution Device Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll Provider Position Reports and Options Staff Inactivated Report Report Columns e Date Name Team Position Associated Clinics Role Person Class Number of Patients of pts Date Inactivation Inconsistency Reason Report Options e Start with Institution e Goto Institution e Device March 2010 Primary Care Management Module User Manual 109 Reports Reports Roll and Scroll Team Reports and Options Example of Team Reports and Options Menu ITP Individual Team Profile TML Team Member Listing TPL Team Patient Listing SLT Summary Listing of Teams TAS Historical Team Assignment Summary 110 Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll Team Reports and Options Individual Team Profile This report requires 132 column output This report provides information team members and their assignments Report Columns Printed on Date Division Team Name Service Section Team Phone Team Settings Status Active Inactive Maximum Patients Unique Patients Assigned Purpose Note This team is not accepting patients This team is still accepting patients Team Description Team Position Provider
149. on prevents patients being actively assigned to a position without having a team assignment 5 Position Assignment To unassign an existing position assignment double click on the position on the Position Assignment tab The Position Information dialog box appears Enter the unassigned date and click OK Click the SAVE button History for this position assignment will remain NOTE If a patient has been assigned to a position in error data entry error the following steps should be taken Click on the position Select the EDITIPOSITION ASSIGNMENTIDELETE menu bar command Confirm the deletion by clicking the OK button You must hold the SC PCMM DELETE security key to perform this action History for this position assignment will be deleted 74 Primary Care Management Module User Manual March 2010 Creating Autolinks functionality disabled If you have clicked on the Autolinks button on the General Tab of the Primary Care Team Profile form begin at Step 3 1 Select the TEAMITEAM AUTOLINKS menu bar command 2 Select a team through the Select Team Dialog Box 3 The AutoLink Specification form appears Choose the type of autolink from along the top of the form E AutoLink Specification Team TEST2 C Ward C Specialty C Practitioner Room Bed Clinic CLINIC Choices CLINIC AutoLinks Legend MiNone Selected MSome Selected modified Search Text A i Save X Cancel Show All _ tei Find 4 The
150. on should be inactive If YES In order to correct this problem the Position must be made active so that the patients assigned to this Position can be deleted and the Position made inactive again Fix Steps The following steps are necessary to make position active Click Team pull down menu Select Positions Double Click on correct Team name Team Position Setup window opens Click All Positions radio button to see All Positions active and inactive Click on correct Team position Click on History Tab Click Add button Change Effective Date if appropriate Click on Reason down arrow Select a reason from the drop down list Click OK button Click Close button The following steps necessary to delete patients assigned to this position Click Patient pull down menu Select Patient Assignments Patient Lookup window opens Enter Patient name Double click patient name Select Patient Team Assignment window opens Double click Team Click Position Assignments tab Highlight correct Position Assignment Click on Edit pull down menu Select Position Assignment from pull down menu Click on Delete from pull down menu Confirm Window opens Click Yes button Close window Repeat steps for each patient assigned to this position Primary Care Management Module User Manual March 2010 Troubleshooting Guide Inconsistency Descriptions with Detailed Correction Instructions The following steps necessary to make position inac
151. ond with an acknowledgement message containing errors The PCMM Transmission Error Processing option will allow you to work with lists of patients for which error messages were received You will not have the ability to correct errors through this option Errors must be corrected using the appropriate VistA and PCMM GUI options Once an error has been corrected the patient must be marked for retransmission through this option The actual retransmission will then occur through the normal operation of the PCMM HL7 Transmission option You must hold the SCMC PCMM RETRANSMIT security key to use any of the retransmit error processing selections If you do not hold the key these actions will appear in brackets as shown below and you will not be able to select them MC Mark Error as Checked Corrected MN Mark Error as New Uncheck SP Select Record s for Retransmit DP Deselect Record s for Retransmit SA Select All for Retransmit DA Deselect All for Retransmit CE Change Error Processing Status CD Change Date Range CS Change Sort By Criteria PL Print List The following is a general outline of the procedures used to obtain lists of patients with transmission acknowledgement errors correct the data that is indicated in the errors and mark the patients for retransmission to the AITC 1 Generate a list of patients with transmission acknowledgement errors using the PCMM Transmission Error Processing option 2 Users may select o
152. ou have selected the patients choose the Unassign Patients action A summary of the unassignments that will occur is displayed You are then asked if you are sure you want to continue A YES response immediately queues the unassignment process and the Task is displayed A NO response returns the screen to where it was before the Unassign Patients action was entered A confirmation MailMan message is generated from the utilization of the unassign action It contains the team name and the effective date of the unassignment The Entry shown for errors and for future assignments that are deleted is the internal entry number of the deleted entry It comes from the PATIENT TEAM ASSIGNMENT file 404 42 or the PATIENT TEAM POSITION ASSIGNMENT file 404 43 The following applicable information is also contained in the mail message Patients Processed Lists number of patients unassigned number still assigned due to error total patients and any associated clinic discharges Clinic Discharges Lists any associated clinic discharges The position and associated clinic are displayed Error List Lists those patients still assigned and the reason why Unassigned List Lists those patients unassigned and for team unassignment unassignments which were automatically made from associated positions 138 Primary Care Management Module User Manual March 2010 Mass Team Position Unassignment Stand alone Options Example Selec
153. ow All Positions Add New Position Inactivate Position 20 NEW TEST PHYSICIAN PHYSICIAN PRIMARY CARE Active NURS Gl NURSE RN NO Active NURS G2 NURSE LPN PCMMPROVIDER ONE NO NO Active PHARM G1 TEAM PHARMACIST PCMMPROVIDER FIVE NO NO Active PROV G1 PHYSICIAN PRIMARY CARE PCMMPROVIDER FOUR YES NO Active General Settings Staff FTEE Preceptor Associated Clinics Messages History Patients M Staff Assignment History ane fates ate stoffnane Effective Date 03 03 200 Add Staff Status inactive tsi Status Reason o Direct Primary Care FTEE NOTE Position must be staffed and a PCP to edit FTEE Cancel Help Wl Close When staff positions or teams are inactivated they automatically default to T 1 today minus one day Field Descriptions Effective Date This is the date the status change will be effective You may type the date in the date field use the arrows or double click in the edit box to drop down a calendar for date selection Each component of the date must consist of two characters i e 02 22 96 March 2010 Primary Care Management Module User Manual 37 Team Setup Assign Staff Member to a Position Primary Care Team Position Setup Screen Staff FTEE Tab Status drop down list This is the status of the staff member as of the effective date Status Reason drop down list This is the reason for the change in the staff member s status Direct Prima
154. owed for position See the Primary Care Team Business Rules concerning associate provider and positions that can act as a preceptor on a primary care team The position name can be changed but it must be a unique entry within the team You can use the same name for any number of different teams but not within the same team Any name entered to replace an existing name will be checked If there is already a position with that name within the team whether active or inactive replacement will not be allowed You will be asked to confirm all name changes The deletion of any position is not permitted If a position is created in error you will be able to remove it up until you assign a patient to it or change its current status Once a position is in use you may inactivate it but not delete it Team Position History When adding a new entry to the team position history the effective date status and reason for the entry must be completed before the entry can be saved When adding a new entry the effective date for the new entry cannot be earlier than a previous entry in the history For example a new entry that would reactivate a position that was inactivated on September 1 could not have a date earlier than September 1 You cannot have two consecutive entries with the same status If you inactivate a position and there is a staff member currently active in the position a warning message will display stating that the Team Member is Activ
155. permitted to be assigned to the position e g no conflicts with primary care assignments will be assigned to the team at the same time Assigning patients by using the Multiple Patient Assignment to a Position option automatically enrolls patients to the team with which the position is assigned Processing Team Reassignments Team reassignment must be made from a source team to a destination team Team reassignment from a source team to a destination team can be made when the team exists now or in the future Processing Position Reassignments Position reassignment must be made from a source position to a destination position March 2010 Primary Care Management Module User Manual 163 PCMM Business Rules 164 Primary Care Management Module User Manual March 2010 Security Key Changes The PCMM security key assignments to the VistA PCMM Main Menu along with its associated menus and options have been changed as recommended by the PCMM User Workgroup Security key changes as of August 2007 The following options no longer require a security key SCMC EXTENDED REPORT SCMC FLAGGED SCMC INACTIVATED REPORT SC PCMM DIRECT PC FTEE SCMC PRACTITIONER FLAGGED SCMC PC STAFF AUTO INACTIVATE SCMC PCMM MAIN MENU To access the following options the user will need the SC PCMM SETUP security key SCMC PCMM NIGHTLY TASK SCMC RETRANSMIT SCMC PCMM ERR CODE REPORT SCMC EXTEND A PATIENT To access the following options the user will need
156. r PCP assigned to patient Every Primary Care patient should be assigned to one PCP The name of the team position to which the Primary Care Provider PCP is assigned Date patient will be inactivated from PCMM and their Primary Care team and provider position wmless they have a completed outpatient appointment encounter with their current PCP or AP before this date Note There is a patient reassignment option which allows an inactivated patient to be reactivated to their previous Primary Care team and position if they retum for care The reason entered for extending the patient s time before inactivation from PC panels Entry of this field is in the POM GUI Patient drop dow meru and the Extend Patient s Date for Inactivation from PC Panels option Primary Care Management Module User Manual 179 Appendix Examples of PCMM Reports Patients Automated Inactivations from PC Panels AUTOMATED PATIENT IN amp CTIVATION FROM PRIMARY CAFE PANELS REPORT Patient Name SSN MAF 73 2006 14 52 PAGE 1 Reason Provider Team Preceptor Team Date FT Fatient Institut ion PC Team Position Position Inactivated Inactivated PCHMPATIENT FOUR 2015 PCHMPATIENT TEN 0860 PCHMPATIENT NINE 3056 PCMMPATIENT NINE 2161 REPORT KEY Field Name Patient Name SSN Instituti FC Team Prowider Team Position Preceptor Tate Patient Inactivated Reason Patient Inactivated 180 CHEYENNE VAMC FORT COLLINS TE FCMMPROVIDER SEVEN Oz 22 06 N
157. r patient selections by clicking on the name 5 Move your selections from the Available to Assign list box to the New Assignments list box by one of the following methods e Double clicking on an entry e Click and drag e Using the buttons Include Selected F Include Selected gt Moves the selected items from the Available to Assign list box to the New Assignments list box eee Moves all the items currently in the Available to Assign list box to the New Assignments list box lt Exclude Selected i lt Exclude Selected Moves the selected items from the New Assignments list box to the Available to Assign list box All pee Moves all the items currently in the New Assignments list box to the Available to Assign list box 6 Click the SAVE button The selected patients are now reassigned to the selected team Information concerning patients who were not reassigned will be provided to the user via a new MailMan message 58 Primary Care Management Module User Manual March 2010 Team Setup Reassign Multiple Patients to Team Position s TEAM REASSIGNMENT Multiple Patient Team Reassignment Screen Multiple Patient Team Reassignment Reassign Options PC Assign Close Help Entries Information Options Found 3307 Restrict Consults Processed fo Field Descriptions Entries Information Found numeric display Displays the total number of entries found matching the selection criteria
158. receptor position then only the provider s assigned to that position is are evaluated The preceptor can have multiple preceptees assigned to the related positions but it is not realistic to evaluate all of them Step 2 If a patient is NEW and it is the 11th month since being assigned to the position check to see if the patient has any prior encounters with the PCP APs in the preceding 11 months 7 days and if no encounters flag for inactivation Note that the look back should be for an encounter with any person that occupied the PCP AP positions in the past 11 months 7 days On month 12 if still no encounters with PCP AP in the preceding 12 months 7 days inactivate The 7 days time period will take into account the fact that the provider often sees the patient and then a day or two later assigns them to their panel Step 3 If a patient is ESTABLISHED check to see if the patient has had any prior encounters with the PCP AP in the preceding 23 months 7 days and if no encounters flag for inactivation On month 24 if still no encounters with PCP AP in the preceding 24 months 7 days inactivate Again check for encounters with any persons that occupied the PCP AP positions in the last 24 months 7 days Note Inactivation will take place either on the 15th or last day of the month immediately after the calculated inactivation Flagging and unflagging patients for inactivation will take place each time SCMC PCMM NIGHTLY TASK i
159. rimary Care Coordinator PCMM Primary Care Management Module PCs Personal computers PERSON CLASS FILE Consists of provider taxonomy developed by Health Care Finance Administration HCFA The taxonomy codifies provider type and provider area of specialization for all medical related providers March 2010 Primary Care Management Module User Manual 169 Glossary PHYSICIAN ASSISTANT Performs patient care duties in accordance with Scope of Practice under the supervision of a designated physician or physicians and Medical Center Policy Duties include but are not limited to diagnostic and therapeutic medical care and services taking case histories conducting physical examinations and ordering lab and other studies Physician Assistants also may carry out special procedures such as giving injections or other medication apply or change dressings or suturing minor lacerations The ability to act as a Primary Care Practitioner is decided by individual facilities PHYSICIAN PRIMARY CARE As a physician incumbent s duties are to advise on administer supervise or perform professional and scientific work in one or more fields of medicine The degree of Doctor of Medicine or Doctor of Osteopathy is a fundamental requirement along with a current license to practice medicine and surgery in a US State territory or the District of Columbia As a Primary Care practitioner the incumbent provides the first point of assis
160. rimary Care Management Module User Manual 3 Introduction 4 Primary Care Management Module User Manual March 2010 Starting PCMM When the Primary Care Module is started the Menu and Toolbar below is displayed Select either the FILEIVISTA LOGON menu bar command or the LOGON speedbutton to start Notice the status bar on the bottom of the screen consisting of five segments The first segment is used to display status messages when a SAVE action has successfully completed The second segment indicates whether you are connected if so where or not connected to VistA The third shows the on off status of the NUM LOCK key The fourth displays insert overwrite status but is not functional at this time The fifth contains the current time Primary Care Management DAR Fie Options Patient Team Reports Window Help His alel 2 Close Logon Team Positions Patients Help Welcome to the PCMM Graphical User Interface Press Alt F to access upper menus Click the OPTIONS PREFERENCES menu bar command then Fonts and or Background Colors if you wish to change the font and or background color used in the PCMM GUI Toolbar Speedbuttons E Close Application Disconnects from the network and closes the application If the network connection is still active you will get a confirmation request before closing the application Logon Connect to Disconnect from VistA Logs on off the network Team Team Setup Opens the Sel
161. ry Care FTEE Full time Employee Equivalent This is the decimal equivalent of the amount of time this position devotes to Primary Care Entry of 0 for any primary care provider in not allowed Staff Assignment History list box This display shows the history of staff member assignment dates for the selected position The displayed columns are Status Active Inactive Date date the position was Active Inactive and Staff Name The last assignment date can be deleted using a right mouse click Add Staff button Click on the assign button to add a provider to this position This will open the Staff Lookup Screen Staff lookup Enter Name to lookup then press Tab to go to the search button or click Search re Search Z_ox x Cancel Help Type the first three letters of the provider s last name in the Name Lookup box and press the Search button Select a provider from the list and click OK 38 Primary Care Management Module User Manual March 2010 Team Setup Assign Staff Member to a Position Primary Care Team Position Setup Screen Staff FTEE Tab Primary Care Team Position Setup TEAM SELECTED GREELEY TEAN Team Positions Show Active Onl 504 NEW TEST PHYSICIAN PHYSICIAN PRIMARY CARE No Current Staff Member YES YES Active NEW PCP 504 TEST PHYSICIAN PRIMARY CARE No Current Staff Member YES NO Active NURS G1 NURSE RN No Current Staff Member NO NO Active NURS G2 NURSE LPN PCMMPROVIDER ONE NO NO Act
162. s running If any patients are flagged then in addition to the current email messaging functionality a message with the Subject line Patient Scheduled for Inactivation from Primary Care Panel will be sent to the PCMM PATIENT PROVIDER INACTIVE Mail Group This task also identifies staff members who are improperly assigned as Primary Care Providers PCP See Inactivation Messages section for examples of the types of bulletins that are sent March 2010 Primary Care Management Module User Manual 7 Starting PCMM HL7 Transmission SCMC HL7 TRANSMISSION This task should be queued to run nightly It will go through the PCMM HL7 EVENT 404 48 file and send HL7 massages to the National Patient Care Database NPCD in Austin Inactivation Messages Inactivation messages are addressed to the PCMM PATIENT PROVIDER INACTIVE mail group PCMM Coordinators and others who will be monitoring inactivation should have membership in this group Examples of the five Bulletins are provided on the following pages Patients Scheduled for Inactivation from Primary Care Panel Subj Patients Scheduled for Inactivation from PC Panel 5404 12 20 05 09 43 33 lines From POSTMASTER In IN basket Page 1 Patients scheduled for inactivation from their Primary Care team and Primary Care Provider assignments appear below Flagging of primary care patients from a PCMM panel occurs each time this Inactivation Task is run All providers assigned to a par
163. s what is displayed either at the top of the screen or at the button and contains a picture of all of the available ICONS that may be chose to perform certain tasks Unlike the MENU BAR the menu bar contains the words for functions whereas the TOOL BAR contains the pictures that represent functions TOOL BUTTONS A tool button is ONE of the icons that is shown across the top or bottom of a screen on the TOOL BAR March 2010 Primary Care Management Module User Manual 171 Glossary TPA Transition Patient Advocates assist in tracking the treatment of seriously ill veterans of Operation Iraqi Freedom OIF and Operation Enduring Freedom OEF UNIQUES Uniques for the purpose of PCMM Primary Care are defined as the individual veteran patient enrolled in VA health care that makes up the primary care provider s panel USER CLASS User Class is a file that will be transported with the Primary Care Management Module that stores the users physicians social workers staff clerks etc actual position titles as defined by the site VistA Veterans Health Information Systems and Technology Architecture formerly known as Decentralized Hospital Computer Program encompasses the complete information environment at VA medical facilities 172 Primary Care Management Module User Manual March 2010 Appendix Examples of PCMM Reports This section provides brief examples of P
164. s which currently appear in the Available to Assign and New Assignments boxes may be printed to a local non VistA printer via a popup menu Access the popup menu by clicking the right mouse with the cursor inside the box while the list is active 8 Move your selections from the Available to Assign list box to the New Assignments list box by one of the following methods e Double clicking on an entry e Click and drag e Using the buttons Include Selected F Include Selected gt Moves the selected items from the Available to Assign list box to the New Assignments list box Include All y __Inctude All gt gt Moves all the items currently in the Available to Assign list box to the New Assignments list box Exclude Selected i lt Exclude Selected Moves the selected items from the New Assignments list box to the Available to Assign list box lt Exclude All j __ lt lt Erclude All Moves all the items currently in the New Assignments list box to the Available to Assign list box 9 Click the SAVE button The selected patients are now assigned to the selected position March 2010 Primary Care Management Module User Manual 55 Team Setup Assign Multiple Patients to Team Position s POSITION ASSIGNMENT gt Multiple Patient Assignments to Team GRAY TEAM Select Patients by Select Clinic Clinic Enrollment Get List Select All Available to Assign New Assignments Entries Found fo
165. saeeetens 6 PCMM Transmission Error Code Report ecessecssscssssecseesecseeecaseaeesecseesecnavscesasecessecaeesecnasseesaseeeeecsaeeeeaesateaeenees 124 PCMM Transmission Error Processing sscssccsssscsseesceseeeceecsseeecssecaeesecnevscenaecesaecasesecsevsecnaeeeesaecaseeesaeeeteaesaeeetens 127 PCMM Transmission Error Report ie sieni ianiai i aree israr eir arie e EEEE riae ET ETENE E hoeri tiant 131 Primary Care Team Business Rules cccessssssecssessceseseesecseesccssseccsaecaeesecnevscceasecesaecaeesecseeseceaeaeesasnaseecsaseeeeaeeneeseens 159 Printing Reports si i sensi aid o nie eed alte E ain A a sien ee Rial bin aban 81 March 2010 Primary Care Management Module User Manual Index Processing Position Reassignments Business Rules scceccssscsseeecesecseesecneesecsaeeeeesecaeesecnesseesaseeeacsaeeeeeaecaeeseenees 163 Processing Team Reassignments Business RuIeS cece eeeecseeseceseeeeesecseesecneesecsaeecesaecaeesecnesseesaesesseesaeeeeaecateaeenees 163 Provider Positton Reports anise are vin teete a ear evan ok bus hos ben a ines utes n e a ER sug 100 Query Template Utility eee niea ee Bie A A a As AVENE VOTEI aaeei dialed 77 83 Reassign Multiple Patients to Team Position cc scescssssecseesecsseeeceeceseeeessecseesecsessecsaeeeesaecaeesecseeseenaeeeesaecatesesneeats 58 Report Specitications 3 a2 26n ii Bites bite hae lio die ee a A ht 79 Report Template S se er Ea E EEEE EEEE EKETE ETE E
166. sages are categorized into patient death notifications inpatient notifications consult notifications team notifications and automatic inactivations notifications For each category you can elect to have a position get messages for all patients on a team only patients associated with that team position or not send messages You can also elect to have the messages for each category go to the position s preceptor A preceptor is a position that acts as a supervisor monitor for another position Numerous reports may be generated Some of the reports are affected by site parameters Although many of the reports may be printed through both the roll and scroll interface and the GUI graphical user interface most of the reports are only accessed through the roll and scroll interface Patient oriented outputs practitioner oriented outputs and team oriented outputs may be produced The Mass Team Position Discharge option provides the ability to discharge large numbers of patients from a team or position at one time This option is only available through the roll and scroll interface A confirmation MailMan message is generated from the utilization of this option Primary care team position assignment unassignment may be accomplished through the GUI interface or through the Primary Care Team Posn Assign or Unassign Scheduling option and through the PC Assign or Unassign action in the Appointment Management option Every patient must be assigned a
167. sececeneeeesteeeenaees 49 Assign Multiple Patients to Team Position s cceesseceeseecesceceeneeceeaeeceeaeecesneecseeeeceeeeeesaes 50 Reassign Multiple Patients to Team Position S cessseceeseeceencecessceceeneeceeaeeceeeeeceeeeeeeneeeesaes 58 Setting up OIF OEF Teams osoni rni aaa E TA ER EAE RE ES 68 Editan Existing Teamen n E E E a A a TEE EE TRESS 71 IUIS a A E E E E N 71 ROSUAON SUL 1 o EEEE AEE A EITE EETA A EE eb eaad eesucndaeca seat 71 Staff ASSIM esn t esin t a phe e e e a tated E a gs R 12 Single Patient ASstenment xii iis3cacs iesit an eE Ee a E s S E E a E EEKi 14 Creating Autolinks functionality disabled eecceessccesssecesseceeseeceeaeeceeaceceeaeeceeneeceeneeseeeeeees 75 REPOR secant Sacco veins SEG desea aes aac cess ered A adios eke tenet teed ope E 77 Query Template Utility ciccscc cccsestassachas sedceateasnbateasaravestannssasves poaedapenvaadasessqerianasdee E E iS 77 Create a New Let plate iscola a e ie iee ree eae aerators 78 Create a New Template Report Specifi Cations oi icc cassi csanens sa sienssucv cased ss cnaedosaetawsnss coauss wessnte 79 Modify an Existing Template gist assests csuacuyastecesls spucadsdav cach deseccaaaovasdoseascodasovancede pacdantaemeeesaaes 80 Printing Reports kodier te farses a E Saas sale daadantga dad a e REE 81 Template Menu Bar Commands 2 44 secsasysrascvstescesaspaveasasosaaecvssnceseas sessaeaavecuceesevesetsasecaanesenenes 82 Automated Patient Inactiva
168. ser Primary Care Team for this Patient Check box Check this box if this team will be the primary care team for this patient Patients may have only one team designated as their primary care team Patient Has Multiple PCPs Check box Check this if the patient is allowed to have multiple PCPs Be sure to follow the Business Rules for allowing multiple PCPS Restrict Consults for this Patient Check box Check this box if you wish to restrict consults for this particular patient This is only applicable to teams where consults are not restricted for the entire team March 2010 Primary Care Management Module User Manual 45 Team Setup Assign Single Patient to Team Position s Team Position Assignments Screen Position Assignments Tab yp Team Position Assignments Team BLUE TEAM Patient AAADTXY BH DY Q Team Assignment Position Assignments Below are a list of Team Position assignments The columns are if it s a primary care team assignment team member name team position and an if the position is a preceptor Press tab or use mouse to go to list Team Member Position Preceptor l Sa D Asin The Position Assignments tab displays existing assignments to positions on the selected team The PC column will contain an asterisk to identify primary care provider positions and an x to identify associate provider positions Other data provided includes position name standard role staff member and whether or no
169. seressesee 134 Wait List Sch PCEMM Mennin aE E N a a a NA 135 DEAanC alone COONS 4 45 T a sancaundeduausacgeumeee cunacatedauaeeh eormeae ae 137 Mass Team Position Unassignment aia otaduceasasosasitnuienhatetiadiet cata eraediaa an eete 137 Patient Team Position Assignment Review 0 ceesceceeseecesseeceeeeeceeeeececeeceeeecsaeeeesaeeeenaeeeenas 142 WIT WSC OMI OTIS s isie de haces eft de pat gel etches a eesi saae ae esisi gin eel 145 Standard Windows OIDIECIS lt 5 203 Stach Eo seein GS Oo ct he Dk EEE 145 Form BUON S 3c 225 0 So eadidas ecen cents AEE A E a eS S Sometimes 147 Troubleshooting G ide oa og de ras rans aces acai a eer actnceSa e a fetes a E R aS 149 Inconsistency Descriptions with Detailed Correction Instructions ceeeeeeeseeseeeeeeeeeeees 149 FECT RG Pil VV TO Wass ss oie cee oos ad cacao dc ssindzca vases a dace ouen tata vacovge des 158 PCMM B smess RUS vat chines i ET Baas E ican deg ER E N 159 Primary Care Team Business Rules ciss jsccsicasssciidesdcaiavacsdnivesjeccdi seavaa si aseantvengecads oteeans lesdadeanecks 159 Team NG LUT Se sens cea sees tas cies a Soe aca hee Ga ms gum E E a aaa deena aede SUN eae aan ae oe 160 Team HS OE cecbeesisat cass ceaincatiod ges A E E A E ESSN 160 MEARE OSILOM se ND aA EE eee pti E EEEE EEE 161 Team Position EM StOr ys cysckecosntectauds save vosearteaead a a a a e tay estar orev 161 Team Position Stait FLISE ORY aneen i side sens wiser css cua caunnsios A mene eames Bao s
170. sion Error Report option will provide a list of patients for which error messages were received If a very large number of errors are returned from the AITC then the PCMM Transmission Error Report option is the best choice to view this list as the report may be queued Otherwise it is recommended that the PCMM Transmission Error Processing option be utilized to work with lists of patients for which error messages were received The report may be printed for all errors or for a date range Either print action can be sorted by the following fields patient name alphabetically by patient name date error received chronological order by date error received provider alphabetically by provider name You may also choose which error processing status to include on the report new checked or both statuses Errors are initially marked as new and should be changed to checked once the error has been corrected Information provided on the report may include patient name patient ID date error received provider name provider type and error processing status March 2010 Primary Care Management Module User Manual 131 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu PCMM Transmission Error Report cont Example Select one of the following A All Errors D Date Range Select all errors or a date range a All Errors Select one of the following N Patient Name D Date Error Rece
171. staff inactivation routine nms which is the last dey of each month These are the Primary Care and PCMM business rales l Primary care providers and staff designated as Primary Care Providers FCPS in PCMM that are not a Primary Care physician Medical Doctor or Doctor of Osteopathy Nurse Practitioner NF or Physician Assistant PA will he inactivated in the PCMM software 2 Primary care providers and staff desiqnated as Associate Primary Care Providers APs that are not a Primary Care Resident Interm Phaysician Nurse Practitioner NP or Fhisician Assistant PA will be inactivated in the PCMM software 3 All staff which are designated as a Primary Care Provider PCP or an Associate Primary Care Prowider AP who do not have an appropriate Person Class entry consistent with their Standard Role Name in Vista Filemean will be inactivated from their primary care position in PCMM software 4 Staff inactivation s will occur fix months after installation of this patch SD S_3 297 Please contact the PCMM Coordinator or Information Systems IPMS department for assistance in resolving any probleme Primary Care Staff Scheduled for Inactivation APR 5 2006 15 25 PAGE 1 Sched Assoc Of Inact Name Team Position Clinicl s Bole Ferson Class Fts Date Inconsistency Beason NO RECORDS TO PRINT 190 Primary Care Management Module User Manual March 2010 Appendix Examples of PCMM Reports Individual Team Profi
172. t Type of Mass Unassignment Team lt RET gt Effective Dat T 1 lt RET gt AUG 05 1998 Select TEAM NAME LIDSTER gt gt gt Checking to see if any team positions are associated with clinics Team LIDSTER Position PHYSICIAN ATTENDING Associated Clinic ORTHO gt gt gt Do you want to discharge patients from this clinic Yes No Y YES SORRY THIS MAY TAKE A FEW MOMENTS Mass Team Unassignment Aug 06 1998 08 07 09 Page dof Team LIDSTER Total 6 Selected 0 Proposed Effective Dat 08 05 1998 View ALL Selected Patient Name ID Assigned Unassigned a PCMMpatient One 000 89 0909 08 12 97 2 PCMMpatient Two 000 12 4321 04 30 97 3 PCMMpatient Three 666 000 9899 01 16 98 4 PCMMpatient Four 666 87 2290 09 22 97 5 PCMMpatient Five 000 33 4122 05 04 98 6 PCMMpatient Six 000 44 5634 08 24 98 Future Date SA Select All DP DeSelect Patients VD View DeSelected DA DeSelect All VA View All UN Unassign Patients SP Select Patients VS View Selected QU Quit Select Action Quit SA Select All EXCUSE ME JUST A MOMENT PLEASE March 2010 Primary Care Management Module User Manual 139 Stand alone Options Mass Team Position Unassignment Mass Team Unassignment Aug 06 1998 08 07 09 Page 1 of 1 Team LIDSTER Total 6 Selected 0 Proposed Effective Dat 08 05 1998 View ALL Selected Patient Name ID Assigned
173. t review gt gt gt Press RETURN to continue lt RET gt 142 Primary Care Management Module User Manual March 2010 Stand alone Options Patient Team Position Assignment Review Subj Patient Team Position Assignment Review 70086 04 Sep 98 10 41 32 Lines From POSTMASTER Sender PCMMstaff Two in IN basket Page 1 NEW In order to correct the following active positions with discharged team assignments please refer to the documentation for the Patient Team Position Assignment Review option found in the Stand alone Options Section of the PCMM User Guide Teams Reviewed BLUE RED Patient Team Position Assignments Reviewed 12 Number of Assignments with Problems i 3 25 00 Team BLUE Position PRIMARY CARE PHYSICIAN Patient PCMMpatient Seven 1010 Error Position Assigned Date is BEFORE Team Assigned Date Position Assigned Date 04 25 1996 Team Assigned Date 04 28 1996 Team BLUE Position PRIMARY CAR Patient PCMMpatient Eight 0144 Error Position Assigned Date is BEFORE Team Assigned Date Position Assigned Date 08 28 1998 Team Assigned Date 08 30 1998 Ei go HYSICIAN Team RED Position PHYSICIAN Patient PCMMpatient Nine 7964 Error Position Unassigned Date is AFTER Team Unassigned Date Team Unassigned Date 04 01 1997 Position Unassigned Date 07 09 1997 Select MESSAGE Action IGNORE in IN basket
174. t the position can act as a preceptor 1 Click the ASSIGN button From the Select Position dialog box choose the position you are assigning the patient to and click OK Select Position PHARM BLUE 1 WDAJXO YDJXAH X AAADY JHWERT NRSSDYF AHTADH C x Cancel SHIYHB JLUXA G MRKLULB ZXYL L TEDHTMHY ZDAGXUI H EYAXP LYY J PROY BLUE 8 46 Primary Care Management Module User Manual March 2010 Team Setup Assign Single Patient to Team Position s Team Position Assignments Screen Position Assignments Tab 2 The Position Information dialog box appears Edit the assignment date and position type if necessary Click OK Then click the SAVE button on the Position Assignments tab If the position has been associated with a clinic and the patient is not already enrolled there you will now be asked if you want to enroll the patient in that clinic If you answer YES you will be asked if this is an outpatient enrollment If you answer NO to outpatient enrollment the enrollment will automatically be an ambulatory care enrollment 3 If you wish to assign this patient to another position on this team click the right mouse button and select new position See Step 2 Position Information Assignment Dates Assigned MARAN Unassigned if Position Type f i Jf OK X Cancel Assignment Dates Enter the date you are assigning the patient to the position Position Type Primary Care Assignment c
175. tance for a patient seeking care Primary Care duties include 1 Intake and initial needs assessment 2 Health promotion and disease prevention 3 Management of acute and chronic biopsychosocial conditions 4 Access to other components of health care 5 Continuity and 6 Patient and non professional care giver education amp training from IL 10 93 031 Under Secretary for Health s Letter Can act as Primary Care Practitioner PHYSICIAN PSYCHIATRIST As a physician incumbent s duties are to advise on administer supervise or perform professional and scientific work in one or more fields of medicine The degree of Doctor of Medicine or Doctor of Osteopathy is a fundamental requirement along with a current license to practice medicine and surgery in a US State territory or the District of Columbia The incumbent is also granted clinical privileges by the appropriate governing Credentials committee in regard to the practice of Psychiatry PHYSICIAN SUBSPECIALTY As a physician incumbent s duties are to advise on administer supervise or perform professional and scientific work in one or more fields of medicine The degree of Doctor of Medicine or Doctor of Osteopathy is a fundamental requirement along with a current license to practice medicine and surgery in a US State territory or the District of Columbia The incumbent is also granted clinical privileges by the appropriate governing Credentials committee concerning t
176. tency Descriptions with Detailed Correction Instructions Fix Use VistA options Steps e Select Appointment Management option e Enter Patient name e Select PC PC Assign or Unassign action e The following is displayed 1 POSITION ASSIGNMENT BY PRACTITIONER NAME 2 POSITION ASSIGNMENT BY POSITION NAME 3 TEAM UNASSIGNMENT Use either 1 or 2 to assign patient e If you select 1 POSITION ASSIGNMENT BY PRACTITIONER NAME e Position s Current PRACTITIONER Enter Practitioner s name Hint Type to see list of Practitioners for that Team e Assignment Date TODAY Press Return key e Are you sure Yes No Enter YES e Position Assignment made e If you select 2 POSITION ASSIGNMENT BY POSITION NAME e POSITION s Name Enter the name of the Position Hint Type to see list of Positions amp staff assigned to that Position for that Team e Assignment Date TODAY Press Return key e Are you sure Yes No Enter YES e Position Assignment made 150 Primary Care Management Module User Manual March 2010 Troubleshooting Guide Inconsistency Descriptions with Detailed Correction Instructions 3 Patient has multiple active PCP assigned Problem Fix Steps Patient has multiple active Primary Care Practitioner assigned Use PCMM GUI Determine wish PCP assignment is correct Click Patient pull down menu Select Patient Assignment Patient Lookup window opens Enter pati
177. teps 3 through 5 under Modify an Existing Template Set Default To set a template as your default value select the template name from the drop down list and click the Set your Default Template to Current toolbar speedbutton or choose the Set Default menu bar command Delete To delete an existing template select the template name from the drop down list Select the Delete menu bar command Click OK 82 Primary Care Management Module User Manual March 2010 Reports Automated Patient Inactivation from Primary Care Panels Report GUI This report is used to build a report listing patients that were unassigned during a specific date range e Select REPORTSIPATIENTS AUTO INACTIVATION menu bar command The Patients Auto Inactivation Criteria Selection form appears When selecting options keep in mind that the more categories you select the longer the report will take If no items in a category are selected all are used Please use care when making your selections to get the exact data you need Patients Auto Inactivation Criteria Selection 2 1 2010 Mi Ee March 2010 Primary Care Management Module User Manual 83 Reports Creating a Automated Patient Inactivation from Primary Care Panels Report 1 Click the Select Institutions button to select one or more institutions to include on the report The Choices dialog will appear Click on desired Institution s then click Include Selected to include the selected institutio
178. that ARE part of a preceptor link These steps cover editing where a staff member has already been assigned to a position that is part of a preceptor link If you are initially assigning a staff member to a position see Assign Staff Member to a Position For positions that ARE part of a preceptor link under Team Setup 1 Select the TEAMIPOSITIONS menu bar command 2 Select the team whose staff you wish to edit from the Select Team dialog box and click the OK button 3 Select the position you want to edit from the Primary Care Team Position Setup form and then click on the Staff FTEE button The Staff Assignment Add Edit form appears 4 To inactivate the current assignment click the INACTIVATE button or click the right mouse button and select Inactivate Current Member or choose the EDITINACTIVATE CURRENT ASSIGNMENT menu bar command Edit the effective date and status reason fields if necessary Click the SAVE button If you inactivate a staff assignment for a position that is a current preceptor for another position and attempt to close the Staff Assignment Add Edit form without creating a current staff assignment your inactivation change will not be saved 5 To assign a new staff member click the ASSIGN button or click the right mouse button and select Assign Member or choose the EDITIASSIGN MEMBER menu bar command 6 The Staff Lookup dialog box appears Type the staff member name last first and click the SEARCH
179. the SCMC PCMM RETRANSMIT security key SCMC PCMM TRANS ERROR PROC SCMC PCMM TRANS ERROR REPORT March 2010 Primary Care Management Module User Manual 165 Security Key Changes 166 Primary Care Management Module User Manual March 2010 Glossary ACOS Associate Chief of Staff ADMIN COORDINATOR The administrative coordinator for Primary Care and Non Primary Care Teams This person is involved with administrative MAS requirements and or Clinic Administration duties as well as oversight of the Scheduling process and Primary Care team definition ARROW Arrow is a symbol 4 gt that is used to scroll up and down lists and left to right for moving objects ASSOCIATE PROVIDER An Associate Provider is authorized to provide primary care but cannot act as a Primary Care Provider In PCMM a Resident is designated as an Associate Provider A Nurse Practitioner and or Physician Assistant may be designated as an Associate Provider also Per VHA Directive every patient is to be assigned to a Primary Care Provider who is responsible for coordinating a patient s overall care The Associate Provider on a Primary Care Team must be assigned to a preceptor who can be a Primary Care Provider must have a Primary Care Provider preceptor assigned to them AUSTIN INFORMATION TECHNOLOGY CENTER AITC The central repository for National Care Patient Care Database formerly the Austin Automation Center AAC AUTO
180. ticular position are evaluated If a patient is assigned to a PC position and the provider assigned to that position has a preceptor all encounters for the patient will be checked for matches with either the provider preceptee assigned to that position or the provider preceptor assigned as preceptor to that position If a patient is assigned to the PC preceptor position then only the encounters with the provider assigned as preceptor will be evaluated a If a patient is NEW and it is the 11th month since being assigned to the position and the patient had no prior encounters with the PCP APs in the preceding 11 months 7 days then the patient is flagged for inactivation b If a patient is ESTABLISHED and if the patient had no prior encounters with the PCP AP in the preceding 23 months 7 days the patient is flagged for inactivation Inactivation will occur on the fifteenth and the last day of the month unless the patient has a completed appointment encounter with their current Primary Care Provider PCP or their Associate Primary Care Provider AP before that date The patient may be reactivated to their previous PCP and PC team if they return for care This message is generated each time when at least one new occurrence of flagging for inactivation takes place and unconditionally on the 15th and the last day of a month Patients scheduled for Inactivation from Primary Care panels
181. tients currently assiqned If this is a positive number additional patient assiqnments may be made The actual current mumber of active patients assigned to this provider in POM at the time of this report If this is a negative number in parentheses the maximm number of patient assignments exceeds what is indicated in POM Local management decides whether to assign patients over the maximum mamber The Adjusted Panel Size colum is the result of the Active Patients column divided by the FTEE when not 0 and is an attempt to standardize the panel size so comparisons can be made for providers that have different FTEE values Example Active patients 500 0 85 FTEE 588 This is the mumber of patients this provider would be expected to provide primary care for if their FTEE 1 0 The total number of FTEE patients for positions allowed patients for positions actual and available patient opening for this report If this report is sorted on Associated Clinic then subtotals for each clinic and a total for the entire report print If this report is sorted on PC Team then subtotals for each team and a total for the entire report print Primary Care Management Module User Manual 187 Appendix Examples of PCMM Reports Staff Sched for Inactivation WARNING THE FOLLOWING PRIMARY CARE STAFF ARE SCHEDULED FOR AUTOMATED INACTIVATION FROM PCMM SOFTWARE UNLESS APPROPRIATE AND CONSISTENT ENTRIES ARE ENTERED IN THE NEW PERSON FILE AND THE TEAM POSITION FILE IN ACCO
182. tion from Primary Care Panels Report GUI eeeeeeeeeeeeeee 83 Report Descriptions Cy Ocoee ee as lee dee ged Ba 85 Reports Rolland Scroll sis sgissccssscecssosesatadaydaccvassiaceiersuaaaaaeasadades sence neseanseaegeacds apaced ws desdedtanusbars 86 Patient RE POMS and Options reece dsatacssteay onsarauennsgsasyauedacadeneg edad e A 87 Provider Position Reports and Options ce ceeceeceesseeesseceseceeeeesseecaeceseesseeesaeessaeeneensaes 100 March 2010 Primary Care Management Module User Manual iii Table of Contents Teall RE POU sand Option Si sc cce an sen fencedes suadisss ua ccaensseheat oa ceatantyqeanedenacaseanumeonat anceamanaieeate 110 Historical Assignment Reports cs sate satay aes caayseascecniucasgackecedes cca aatevkGeatee ia captahedonerduenceounes 116 PCMM HL and Maintenance Menu 02 si0ceta ts citteeciideleheedd nee eis 121 PEMM IN Lg Ws AB Ie esce Ss carce apcrsecs si A A eae ates 122 Re transiit one Patient Or Providet x i05sGais cys a aussie fu a e Sn ane 123 PCMM Transmission Error Code Report cceccceescecesceceeceeceeeeecseeeecseeecseeeeseeeenaeeeenas 124 PCMM Transmission Error Processing ccssscecesscecesececesceecseneececeecsceeceeeessueeeenteeeees 127 PC VINE Transmission Error Report aieri a A A A E kets 131 Clean Up Ghost Entries issos iiinis areae AEE E EE A A Eas SEs 133 Clean Up Incorrect Team Institution Pointers eseeeeseseeseeseeeseereestesstserssresseseresresse
183. tivation From GRAY TEAM Team PROV GRAY1 Position Do you wish to reactivate the position and team 3 Click Yes to confirm and reactivate the patient This reactivates the original team and position assignment keeping the original assigned date and removing the discharged date to reactivate the old assignment March 2010 Primary Care Management Module User Manual 49 Team Setup Assign Multiple Patients to Team Position s TEAM ASSIGNMENT 1 Select the PATIENTIMULTIPLE ASSIGNMENTSITEAM ASSIGNMENT menu bar command 2 Select a team through the Select Team To Assign To dialog box 3 The Multiple Patient Assignments to Team form appears Check the Primary Care Assignment and Restrict Consults check boxes if applicable 4 From the Select Patients by drop down list choose the method of patient selection If your selection method is PC Assignment with No Team click the GET LIST button and then enter the effective date Go to Step 6 5 Select the clinic stop code clinic appointment team from the drop down list If you click the GET LIST button patient names will appear in the Available to Assign box in maximum blocks of 200 If the NEXT BLOCK button is enabled you may click it to see the next block of names If your selection method was stop code or clinic appointment you will be asked for a date range If you click the SELECT ALL button you will get a confirmation box asking if you want to select all patients If you clic
184. tive Click Team pull down menu Select Positions Double Click on correct Team name Team Position Setup window opens Click on correct Team position Click on History Tab Click Add button Change Effective Date if appropriate Click on Reason down arrow Select a reason from the drop down list Click OK button Click Close button Now the Position is inactive Steps e Determine if Position should be inactive If NO e You need to make this Position active March 2010 The following steps are necessary to make position active Click Team pull down menu Select Positions Double Click on correct Team name Team Position Setup window opens Click on correct Team position Click on History Tab Click Add button Change Effective Date if appropriate Click on Reason down arrow Select a reason from the drop down list Click OK button Click Close button Now the Position is active Primary Care Management Module User Manual 157 Troubleshooting Guide Error Report Window Below is an example of the Error Report Window which may appear if a specified action cannot be processed A description of the error will appear in the window You may print the error message It will print to a windows device and not a VistA device Error Report Process Shows what action was being taken at the time of the error Lines Number of lines in the error message Errors Number of errors being reported in the error message 158 Primary C
185. to be a primary care provider For example Social Workers Dietitians Psychologists and others may not be indicated as providing primary care or be 4P s or PCP s in PCMM according to the Primary Care business rules in VHA Directives Person Class not valid means this person s entry in the New Person file 200 is not congruent with being the type of primary care provider entered in PCMM For example a Resident may not be a PCP in PCMM Sums the number of patients who will be or were effected by practitioners imactivation s from PCMM total count of the number of staff positions scheduled for inactivation or were inactivated Primary Care Management Module User Manual 189 Appendix Examples of PCMM Reports Staff Inactivated Report WARMING THE FOLLOWING PRIMARY CARE STAFF APE SCHEDULED FOR AUTOMATED INACTIVATION FROM PCM SOFTWARE UNLESS APPROPRIATE AND CONSISTENT ENTRIES ARE ENTERED IN THE NEW PERSON FILE AND THE TEAM POSITION FILE IN ACCORDANCE WITH FRIMARY CARE AND POM BUSINESS POULES IN VHA DIRECTIVE 2003 024 NOTE The staff s Person Class is in the New Person file File 200 sub file 8932 1 and field O1 The staff person s Bole is entered in the POM GUI inthe Primary Care Position Setup Window on the Settings tab Role is saved in the Team FPosition file 404 57 Standard Bole Name field 03 Following entry of correct and consistent file entries staff will be removed from this report the next time the
186. ts The position must be able to provide primary care Restrict Consults check box Click in this box to prevent users from making consult appointments to clinics in which this team s patients are not enrolled Patients who are listed as restrict consults may only be enrolled in a new clinic if the user has the SC CONSULT security key Consult appointments an appointment where the patient is not enrolled in the clinic may only be done via the new Make Consult Appointment option option requires security key A MailMan message will be generated whenever a patient whose consults are restricted receives a consult appointment or is enrolled in a new clinic March 2010 Primary Care Management Module User Manual 57 Team Setup Reassign Multiple Patients to Team Position s TEAM REASSIGNMENT 1 Select the PATIENTIMULTIPLE REASSIGNMENTSITEAM REASSIGNMENT menu bar command 2 The Multiple Patient Team Reassignment form appears Click on the Options PC Assign tab Check the Primary Care Assignment and Restrict Consults check boxes if applicable 3 Click on the Reassign tab From the FROM Team drop down list select the team from which you are reassigning patients From the TO Team drop down list select the team to which you are reassigning patients Patient names will appear in the Available to Assign list box in maximum blocks of 200 If the NEXT BLOCK button is enabled you may click it to see the next block of names 4 Make you
187. ts OUT OF ORDER OBSOLETE This report provides information regarding patient team and clinic assignments This report requires 132 column output Report Columns Patient Name Patient ID Means Test Status Primary Eligibility Last Appointment Next Appointment Enrolled Clinic Primary Care Provider Associate Provider Report Options Select Division May select one many all divisions Select Team May select one many all teams A ssigned or U nassigned Patients to Primary Care Team May select patients currently assigned or previously assigned to the chosen teams March 2010 Primary Care Management Module User Manual 89 Reports Reports Roll and Scroll Patient Reports and Options Historical Patient Assignment Detail This 80 column report lists the providers and their positions and the teams to which the selected patient was assigned for the selected time frame Report Columns e Patient e SSN e DOB e Age e Gender e Assignment PC Provider PC Associate Provider PC Position User Entering Last Edited By Status PC Preceptor Position PC Team Non PC Provider Non PC Position Non PC Preceptor Provider Non PC Preceptor Position Non PC Team e Active e Inactive e Assigned by date If user says YES to Do you wish to view active patient record flag details Report Columns e Patient Record Flags Date Page xof n Patient SSN DOB ICN CMOR 90 Primary Care Management Module User Manual March 2010 Reports
188. tus e Primary Eligibility e Last Appointment e Next Appointment e Clinic Report Options e Select Division May select one many all divisions e Select Team May select one many all teams e Select Role May select one many all roles e Select Practitioner May select one many all practitioners e Print Summary Only N y YES e Sort By 1 Division Team Practitioner 2 Division Practitioner Team 3 Practitioner Associated Clinic March 2010 Primary Care Management Module User Manual Reports 103 Reports Reports Roll and Scroll Provider Position Reports and Options Historical Provider Position Assignment Listing This report reflects a count of all unique patients assigned to primary care and non primary care within the date range selected If a date range larger than one day has been selected the total patients assigned to a provider may be greater than the maximum defined for the position However this does not imply that the provider had more than their maximum number of patients on any single date Report Columns e Detail for Provider Position Assignments Effective Date Range Date printed Date and Time Provider Name Position Primary Care Status PC Team Associated Clinic Max Patients Allowed Assigned Patients Primary Care PC Assigned Patients Non Primary Care Non PC Open Slots Precepted Patients Primary Care PC Precepted Patients Non Primary Care Non PC 104 Primary Care Management Module
189. uery Template Utility is used to create report templates with a specified sort sequence and with specified category selections divisions teams etc Templates may then be used to print the report in the future without having to make sort selections and category selections each time e Select REPORTSISELECT REPORT menu bar command The Query Template Utility form appears Query Template Utility Report System Default Use the Template menu to access template options such as create new Save and print D amp eS f Template Private Templates Public Templates All Templates PCMM AD HOC QUERY REPORTS ARE VERY CPU INTENSIVE DO NOT PRINT REPORTS DURING PEAK HOURS OF COMPUTER USE usually 7am to 5pm check with your IRM Read Only Criteria Repote EREE aE Name System Default Sort C Description This is the standard query rh template used when the user Printer RANDY 1 6 has not specified a default query amp Select Divisions teams etc Access Level C Private Public Creator POSTMASTER _ Last Saved 10 05 2004 J Close Help March 2010 Primary Care Management Module User Manual 77 Reports Query Template Utility e Click the desired category button at top of form or choose the TEMPLATEIOPEN menu bar command to display the desired template type s in the drop down list Per Personal your templates only Pub Public public templates only
190. ut by Displays the sort order selected 96 Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll Patient Reports and Options Patients with Extended Primary Care Inactivation Report Columns e Patient SSN Institution PC Team Provider Position Preceptor Position Date Scheduled for Inactivation Reason Report Options e Select beginning date Select ending date Select Institution May select one many all institutions Select Team May select one many all teams Select Team Position May select one many all positions Select Assigned Provider May select one many all assigned providers e Select one of the following Output sort order optional IN Institution Team TP Team Position PCMM Patients with Extended Inactivations PR Provider P Patient Sort output by Displays the sort order selected March 2010 Primary Care Management Module User Manual 97 Reports Reports Roll and Scroll Patient Reports and Options Patients Automated Inactivations from PC Panels Report Columns Patient SSN Institution PC Team Provider Team Position Preceptor Team Position Date Patient Inactivated Reason Patient Inactivated Report Options 98 Select beginning date Select ending date Select Institution May select one many all institutions Select Team May select one many all teams Select Team Position May select one many all positions Select Assigned Provider
191. y This 132 column report represents a count of team and team position assignments within the date range selected If a date range larger than one day has been selected the total unique patients and assignments may be greater than the maximum defined for the team reducing the open slots reflected by this report accordingly However this does not imply that the team had more than its maximum number of patients on any single date Report Columns e Effective Date Range Printed on Division Team Primary Care Type PC Maximum Patients Team Assignment Team Assignment Unique Team Position Assignments Primary Care Team Position Assignments Non Primary Care Team Position Unique Patients Primary Care Team Position Unique Patients Non Primary Care Total Unique Patients Open Slots Patients without Position Assignment Patients without Team Assignment Report Options e Begin Date e End Date e Select Institution May select one many all institutions e Select Team May select one many all teams 120 Primary Care Management Module User Manual March 2010 Reports Reports Roll and Scroll PCMM HL7 and Maintenance Menu Example of PCMM Roll and scroll PCMM HL7 and Maintenance Menu NT PCMM NIGHTLY TASK AAC Retransmit one Patient or Provider ECR PCMM Transmission Error Code Report EP PCMM Transmission Error Processing ER PCMM Transmission Error Report CG Clean Up Ghost Entries CI Clean Up Incorrect Team Institution Po

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