Home

Electronic Wait List (EWL) for Scheduling and Primary Care

1. EWL AD HOC REPORT VERSION 1 SCHEDULED DATE OF PRIORITY APPT un EP 25 2006 14 02 PAG El bh NUMBER 13 PROVIDER EWLPROVIDER SIX ASAP OCT 5 2006 November 2002 Electronic Wait List User Manual 47 Using the EWL Software Ad Hoc Report V2 AD HOC Custom Report Version 2 is a basic FileMan Search and allows users to create Sort Templates and Print Templates for reports which can be saved and reused The user is required to have FileMan access to the SD Wait List file in order to use this report The user can specify the Wait List Fields and conditions that apply to the search Search logic can also be added using AD HOC Custom Report Version 2 The user will need to be familiar with FileMan to use all the features of this report The EWL information in SD WAIT LIST file 409 3 as well as information in other files such as patient demographics can be accessed Select Wait EARC TA EARC DITION INS DITION List Sch PCMM Reports Option 12 Ad Hoc Report V2 Custom AD HOC Report VERSION 2 H FOR SD WAI CONT EWL IS FIE D PATIENT TAINS H FOR SD WAI IS FIELD ORIGINATING DATE 6 GRE ATER EAT EARC IF A amp B OR R THAN DATE 0101 HAN 44 JAN 01 1944 PATI STORE R SO RT
2. 20 Electronic Wait List User Manual November 2002 Select Appointment Menu Option WL Wait List Sch PCMM Or amp NR 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 Select Wait List Sch PCMM Menu Option November 2002 Electronic Wait List User Manual Using the EWL Software Menu 21 Using the EWL Software Wait List Parameter Enter Edit Sch PCMM Users assigned the SDWL Parameter key are able to set the parameters for their Wait List functionality By setting parameters the user can determine which service specialties and clinic locations by institution are available for Wait List entry NOTE Specific Clinics and Service Specialties must be set up for each Institution Division before Importing Wait List entries with the Import Tool and or using the EWL Select Wait List Sch PCMM Menu Option Wait List Sch PCMM Parameter Enter Edit Wait List Parameter Enter Edit Select one of the following 1 Wait List Service Specialty 409 31 2 Wait List Clinic Location 409 32 When setting parameters for a service specialty the user chooses from a list of DSS identifiers from the CLINIC STOP file 40 7 Enter response 1 Wait List Service Specialty File Select DSS ID Do you want the entire CLINIC STOP List Y Yes Choose f
3. OBSERVATION ALBANY VAMC ALBANY OPC RADIOLOGY ALBANY VAMC ALBANY ORTHO CLINIC ALBANY VAMC ALBANY OUTPATIENT LAB ALBANY VAMC ALBANY PAT GM SURG ALBANY VAMC ALBANY PAT MH NURS ALBANY missing institution NOTE If the institution field is blank FileMan Enter Edit must be utilized to enter the appropriate institution from the national institution file Service Specialties can be assigned an institution by utilizing the Wait List Parameter Enter Edit option The institution field points to the national institution file If the site s divisions are not entered in the national institution file they need to be in order to be used with EWL FileMan Enter Edit Example Select OPTION ENTER OR EDIT FILE ENTRIES INPUT TO WHAT FILE HOSPITAL LOCATION EDIT WHICH FIELD ALL INSTITUTIO THEN EDIT FIELD The SDWL keys DO NOT block the following three prompts in the Scheduling software Each site must decide on use of the Wait List software at their site and implement the decision s through site specific procedures and training These decisions are particularly important to consider during the time of installation and local wait list cutover These are the three prompts within the Scheduling routines that require site specific procedures and training to implement successfully 1 In the Make Appointment option if a date and time are not entered for a clinic appointment
4. DATE INACTIVATED lt RETURN gt 24 Electronic Wait List User Manual November 2002 Using the EWL Software Inquire Wait List Sch PCMM The Inquire Wait List option allows a user to view Wait List entries for a patient Once the user has entered the patient s name the user is asked if they want to view only the open wait lists If the user accepts the prompt YES only the Wait List entries that are open at that time are displayed An open Wait List entry is one that has not had a disposition reason entered If the user chooses no meaning the user wants to see OPEN and CLOSED dispositioned entries the user is asked for a date range The Wait List entries for the noted time period are displayed To best illustrate this option choose to view only open Wait List entries and then all Wait List entries as shown below Select Wait List Sch PCM enu Option 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 Na NH Select Wait List Sch PCM enu Inquire Wait List Sch PCMM Example of open Wait List entries for a patient Wait List Inquiry Select PATIENT NAME EST PATIENT A 1 1 44 CAUCASIAN 555551234 YES SC VETERAN GREEN TEAM Do You Want to View Only OPEN Wait Lists Yes 1 Wait
5. WE 09 1111 1111 1111 1111 1111 TH 10 1111 1111 1111 1111 1111 1111 TU 15 1111 1111 1111 1111 1111 1111 WE 16 1111 1111 1111 1111 1111 November 2002 Electronic Wait List User Manual 53 Using the EWL Software 30 MINUTE APPOINTMENTS DATE TIME T 1000 OCT 03 2002 10 00 UEST FOR RECORDS NO APPOINTMENT MADE ISS 30 MINUT H Do F110 THIS APPOINTMENT IS MARKED AS NOT NEXT AVAILABLE IS THIS CORRECT YES HIS PATIE IS CURRENTLY ON THE WAITING LIST FOR THIS CLINIC SPECIALTY SPECIFIC CLINIC F PODIATRY CHEYENNE 112202 DO YOU WISH TO REMOVE FROM LIST Yes YES WANT PATIENT NOTIFIED OF LAB X RAY OR EKG STOPS No No OTHER INFO Example of Do You Wish To Remove From List Answered No THIS PATIENT IS CURRENTLY ON THE WAITING LIST FOR THIS CLINIC SPECIALTY SPECIFIC CLINIC F PODIATRY CHEYENNE 112202 DO YOU WISH TO REMOVE FROM LIST Yes N No SELECT ONE OF THE FOLLOWING REASONS APPOINTMENT CRITERIA NOT MEE PATIENT WANTS ANOTHER APPOINTMENT PROVIDER WANTS ANOTHER APPOINTMENT OTHER SS UN RP Enter response 2 PATIENT WANTS ANOTHER APPOINTMENT WANT PATIENT NOTIFIED OF LAB X RAY OR EKG STOPS No No OTHER INFO Example of a Wait List noti
6. Using the EWL Software Disposition Wait List Sch PCMM Entry This option allows users to disposition or remove a patient from a Wait List After selecting a patient a list of the patient s Wait List entries appears Enter the number of the Wait List entry to be dispositioned Using the SD WAIT LIST DISPOSITION option allows a patient s Wait List entry for a Specific Clinic to be moved to a different clinic even if it involves a different Institution The original entry is closed with the new disposition code of CL for Changed Clinic Note 1 A patient s EWL entries are automatically dispositioned with the disposition reason D DEATH when a date of death is entered 2 Within the new EWL Scheduling routines make appointment and unscheduled visit EWL entries may be dispositioned Select Wait List Sch PCMM Menu Option 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 Oo amp WN PF Select Wait List Sch PCMM Menu Option Disposition Wait List Sch PCMM Entry Wait List Disposition Patient Select PATIENT NAME EWLPATIENT FIVE 10 10 38 666102410 NO NSC VETERAN Patient Currently is on Waiting List for the Following Wait List Type P Waiting Institution Status Date For Entered 1 SPECIFIC CLINI E AUDIOLOGY VAMC ALB O
7. Do you wish to exclude any Teams Specialities or Specific Clinics where ALL values are zero YES DEVICE HOME 132 UCX TELNET JAN 17 2008 15 51 41 Wait List Sch PCMM Stat Report Page 1 STARTED Date JAN 22 2007 FINISHED Date JAN 17 2008 PREV NOT WAIT LIST TYPE REMN CLSD DTH NC SA CC NN ER CL TR ADD REMN REMVD INSTITUTION ALBANY PCMM TEAM ASSIG BLUETEAM 0 6 0 0 6 0 0 0 0 0 7 1 0 Sub Totals 0 6 0 0 6 0 0 0 0 0 7 1 0 Enter RETURN to continue or to exit November 2002 Electronic Wait List User Manual 90 Appendix B JAN 17 2008 15 51 41 Wait List Sch PCMM Stat Report Page 2 STARTED Date JAN 22 2007 FINISHED Date JAN 17 2008 PREV NOT WAIT LIST TYPE REMN CLSD DTH NC SA CE NN ER CL TR ADD REMN REMVD SPECIFIC CLINIC DONNA S CL ASAP 2 2 0 0 0 0 0 0 2 0 1 0 DONNA S CL FUTUR 0 0 0 0 0 0 0 0 0 0 2 2 1 DONNA S CL 0 0 0 0 0 0 0 1 0 2 1 Sub Totals 2 3 0 0 0 0 0 0 3 0 5 4 2 PETER S CL ASAP 0 L 0 0 0 0 0 0 1 0 1 0 0 PETER S CL 0 0 0 0 0 0 0 1 0 1 0 0 Sub Totals 0 2 0 0 0 0 0 0 2 0 2 0 0 Institution Totals 2 11 0 0 6 0 0 0 5 0 14 5 2 Enter RETURN to continue or to exit JAN 17 2008 15 51 41 Wait List Sch PCMM Stat Report Page 3 STARTED Date JAN 22 2007 FINISHED Date JAN 17 2008 PREV NOT WAIT LIST TYPE REMN CLSD DTH NC SA CC NN ER CL TR ADD REMN REMVD INSTITUTION CASTLE POINT PCMM TEAM ASSIG GREEN TEAM 0
8. Manual updated p 7 for change made by Patch SD 5 3 538 ELECTRONIC WAIT LIST FIXES A Scott T Dawson 06 19 2012 Manual updated p 50 70 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 November 2002 Electronic Wait List User Manual Revision History ii Electronic Wait List User Manual November 2002 Table of Contents INTRODUCTION ccccsccssssssssssssscsssssssesssssssssssesesessessssesesssesseesssesssesssessssssseessessessssueeseceeaeeeeessecsescesacesacssagssaaaas 1 SENSITIVE INFORMATION s sure nn cai Lans ra dead ere and ouwes cagaudands der ea needed n 2 RELATED MANUALS ORIENTATION EA T T T anna dune T A A 3 OVERVIEW OF THE ELECTRONIC WAIT LIST EWL cccccssssssssccccccccssssssseeccccccnasssseeccceccccnasssseeeecceeaaasseseeseeooas 3 IMPORTANT CONCERTS narrada 5 INTER FACILITY TRANSFER citan dada ii a ia dd ia Loc EE A cadre idas 5 EWIESCHEDULING BEYOND L20 DA Sii cad 6 DISPOSITION OF MATCHING EWL ENTRIES ssssseccccccccsssseceecceccceusnscecceceeceuauseceeeseceeuensecceceeesauuesececeseeseueesseceeeseessegeneeeeeees 7 NOTE THE SAME EWL ENTRY MATCHING FUNCTIONALITY EXISTS WHEN THE USER PERFORMS CHECK OUT ON AN EXISTING APPOINTMENT THAT WAS ENTERED IN THE PAST cesscccccccccssssssecccccecceeesseccccceeeueesseccccceseuansnsececeseeeuenaneeess 8 PLACING PATIENTS ON MUL
9. Open Closed EWL Entry O1 amp NH Select Wait List Sch PCMM Utilities Option Select Wait List Sch PCMM Utilities Option 3 Wait List Batch Clinic Change Scheduling PCMM Batch Change EWL Clinic Select Source Institution ALBANY NY Answer with INSTITUTION NUMBER or NAME or STATUS or STATION NUMBER or OFFICIAL VA NAME or CURRENT LOCATION or CODING SYSTEM ID PAIR or NPI or STATUS or NAME CHANGED FROM or CODING SYSTEM Select Source Clinic CECELIA S CARDIO ALBANY Answer with SD WL CLINIC LOCATION or NUMBER or INSTITUTION or DATE INACTIVATED Select Destination Institution ALBANY ALBANY Select Destination Clinic GENERAL CARDIO ALBANY 68 Electronic Wait List User Manual November 2002 Using the EWL Software Use the Wait List as a Scheduling Reminder This option allows the user to enter tickler or reminder type entries Select Wait List Reminder Sch PCMM Utilities Option Scheduling PCMM Enter 4 Wait List Enter Edit as a Scheduling Edit Wait List Select PATIENT NAME EWLPATIENT ONE EWLPATI ENT ONE 10 30 60 000119999 YES ACTIVE DUTY NO ENROLLMEN APPLICATIO Patient is not on Waiting List Note you are about to create an Select Wait List Type 1 PCMM TEAM ASSIGNMENT
10. Primary Care and Non Primary Care patients assigned to the practitioner in the Patient Panel Count PC 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 PC Coordinator Primary Care Coordinator PCMM Primary Care Management Module is the application for VA facilities to 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 November 2002 Electronic Wait List User Manual 85 Glossary PCP 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 PHYSICIAN PRIMAR Y 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 assistance for a patient seeking care Primary Care duties include 1 Intake and initial needs assessment 2 Health promotion and diseas
11. 092302 2 SPECIFIC CLINI F AUDIOLOGY VAMC ALB O 092302 3 SERVICE SPECIA A PRIMARY CARE MEDICI VAMC ALB O 092302 Select Wait List 1 3 or to Quit 2 November 2002 Electronic Wait List User Manual 31 Using the EWL Software Disposition Reason D DEATH C REMOVED NON VA CARE SA REMOVED SCHEDULED ASSIGNED CC REMOVED VA CONTRACT CARE N REMOVED NO LONGER NECESSARY CL CLINIC CHANGE ER ENTERED IN ERROR Enter response SA REMOVED SCHEDULED ASSIGNED Patient has been removed from Wait List The option SD WAIT LIST DISPOSITION ENTRY from the Appointment Management menu allows appointments matching the same specialty stop code to be associated if the disposition code SA REMOVED SCHEDULED ASSIGNED has been selected 32 Electronic Wait List User Manual November 2002 Using the EWL Software Wait List Sch PCMM Reports These Sample Reports were run on a test account with limited and spurious data Electronic Wait List allows the creation of several types of reports These reports allow the customization of sort criteria sort by institution desired date range Wait List assignment and priority Select Wait List Sch PCMM Reports Option Appointment Sch PCMM Wait List Report PCMM Team Position Wait List Sch PCMM Report Overdue Appointment Wait List Sch PCMM Report Wait List Sch
12. 2 1 0 ENROLLMENT PRIORITY UNDETERMINED PCMM TEAM ASSIG FEYTEAM 0 6 0 0 6 0 0 0 0 0 7 1 0 November 2002 Electronic Wait List User Manual Appendix B 93 Appendix B JAN 17 2007 15 39 Wait List Sch PCMM Enroll Status Report Page 2 STARTED Date JAN 22 2006 FINISHED Date JAN 17 2007 PREV NOT WAIT LIST TYPE REMN CLSD DTH NC SA cc NN ER CL TR ADD REMN REMVD SERVICE SPECIAL 500 ASAP 0 0 0 0 0 0 0 0 0 0 0 0 0 MEDICAL SU ASAP 0 0 0 0 0 0 0 0 0 0 0 0 0 SPECIFIC CLINIC DONNA S CL ASAP 2 2 0 0 0 0 0 0 2 0 0 0 0 DONNA S CL FUTURE 0 0 0 0 0 0 0 0 0 0 2 2 1 DONNA S CL 0 1 0 0 0 0 0 0 1 0 2 1 1 PETER S CL ASAP 0 1 0 0 0 0 0 0 1 0 1 0 0 PETER S CL 0 1 0 0 0 0 0 0 1 0 1 0 0 CECELIA S ASAP 0 8 0 1 5 0 0 0 2 0 11 3 4 CECELIA S FUTURE 0 2 0 0 1 0 0 0 1 0 2 0 0 Enter RETURN to continue or to exit JAN 17 2007 15 39 Wait List Sch PCMM Enroll Status Report Page 3 STARTED Date JAN 22 2006 FINISHED Date JAN 17 2007 PREV NOT WAIT LIST TYPE REMN CLSD DTH NC SA oles NN ER CL TR ADD REMN REMVD ALLERGY 0 0 0 0 0 0 0 0 0 0 1 1 0 Sub Totals 2 21 0 1 12 0 0 0 8 0 27 8 6 Institution Totals 2 22 0 14 0 0 0 0 8 0 29 9 6 Abbreviations used in this report PREV REMN Previously Remaining CC Removed Va Contract Care ADD Number Added CLSD Closed NN Removed No Longer Necessary REMN Number Remaining DTH Death ER Entered in Error NOT REMVD Number Not Removed NC Removed Non VA Care CL Clinic Changed SA Removed Scheduled
13. 23 02 Dispositioned by EWLSTAFF ONE Date Entered 092302 NOTE The closed or inactive EWL entries have the Disposition Disposition Date and the Dispositioned by fields displayed 26 Electronic Wait List User Manual November 2002 Using the EWL Software Enter Edit Wait List This option allows users to add patients to a PCMM Team or position specific clinic or a Service Section Wait List or to edit their entries on a Wait List If the patient is already on a Wait List a listing of all the current Wait List entries for the patient is displayed This listing contains the Wait List type the Wait List modifier waiting for field institution and date the patient was entered on the Wait List The user is then asked if they would like to put the patient on a new Wait List or to edit the existing Wait List information Patients with a date of death are not allowed to have a Wait List entry assigned The user receives a message that a date of death has been recorded for this patient If a clinic s DIVISION field 3 5 is changed in the HOSPITAL LOCATION file 44 the corresponding INSTITUTION fields 2 02 in EWL files SD WL CLINIC LOCATION 409 32 and SD WAIT LIST 409 3 must be updated as described below The institution is determined from a clinic entry in the Hospital Location file 44 DIVISION field 3 5 gt MEDICAL CENTER DIVISION file 440 8 gt INSTITUTI
14. Appointment Management Menu The EWL standalone menu is accessible to users with the SDWL MENU security key The goal of the EWL is to provide care to the patient as quickly as possible To facilitate this goal patients may be placed on a Wait List for a different team or even at a different facility The EWL keeps track of appointments clinics and providers associated with patients on the various Electronic Wait Lists Patient eligibility information and service connected status is also recorded and updated The EWL runs a background job to determine patient changes in the veteran s service connected percentage service connected priority as well as changes to appointment clinics and personnel that affect Wait List patients EWL also sends messages to assigned mail groups to notify of such changes The Electronic Wait List can also produce reports on demand regarding EWL related activities November 2002 Electronic Wait List User Manual 3 Orientation Overview of the EWL 4 Electronic Wait List User Manual November 2002 Important Concepts The following sections discuss important concepts and business rules that govern the use of the Electronic Wait List A step by step view of the EWL Menus is discussed in the section Using the EWL Software Inter Facility Transfer The EWL Inquire option checks whether an EWL entry is the subject of an Inter Facility Transfer If so this information is displayed In the Enter Edit Wait List Sch
15. Assigned TR Transferred 94 Electronic Wait List User Manual November 2002 EWL Wait Time Statistics This Sample Report was run on a test account with limited and spurious data EWL Wait Time Statistics Previous selection ORIGINATING DATE from Jan 1 2006 to Jan 1 2007 24 00 START WITH ORIGINATING DATE Jan 1 2006 JAN 01 2006 GO TO ORIGINATING DATE Jan 1 2007 JAN 01 2007 DEVICE 132 UCX TELNET EWL Wait Time Statistics The following fields from file SD WAIT LIST 409 3 are included in this report Originating Date Scheduling Date of Appt Date Appt Made Date of Disposition Desired Date of Appointment The following fields are computed calculations included in the report Refer to the following report key to translate field values RED DT 24 2006 d 0 24 2006 d 56 24 2006 d 57 25 2006 d 0 25 2006 Appendix B JAN 17 2007 15 56 PAGE 1 DISPOSITION DT OCT DEC DEC OCT OCT 24 2006 e 0 19 2006 e 56 20 2006 ey 57 25 2006 e 0 25 2006 a Scheduled Date of Appt Originating Date b Desired Date of Appointment Originating Date c Desired Date of Appointment Scheduled Date of Appt d Date of Disposition Originating Date e Originating Date Date Appt Made EWL WAIT TIME STATISTICS REPORT SCHED DT DT APPT DESI PATIENT SSN ORIG DATE APPT MADE APPT EWLPATIENT TEN 8888 OCT 24 2006 OCT 24 2006 08 00 OCT 24 2006 OCT a 0 b 0 Os 0 EWLPATIENT TWO 0246 OCT 24 20
16. CODE Pointer to file 40 7 APPT STATION NUMBER Fr text 3 6 characters APPT CLERK Pointer to file 200 APPT STATUS Set of codes R Scheduled Kept V N Inpatient NS No Show NSR No Show Rescheduled CP Canceled by Patient CPR Canceled by Patient Rescheduled CC Canceled by Clinic CCR Canceled by Clinic Rescheduled NT No Action Taken SERVICE CONNECTED PERCENTAGE Number between 0 and 100 SERVICE CONNECTED PRIORITY Set of codes 0 NO 1 YES REOPEN REASON Set of codes CC INACTIVATED CLINIC CA CANCELED APPOINTMENT DE DATE OF DEATH ERROR O OTHER REOPEN COMMENT Fr text 3 72 characters 88 Electronic Wait List User Manual November 2002 This field is already transmitted a new code was added to the set DISPOSITION Set of codes D DEATH e REMOVED NON VA CARE SA REMOVED SCHEDULED ASSIGNED CC REMOVED VA CONTRACT CARE N REMOVED NO LONGER NECESSARY ER ENTERED IN ERROR TR TRANSFERRED November 2002 Electronic Wait List User Manual 89 Appendix B 132 Column Sample Reports Wait List Statistic Report This Sample Report was run on a test account with limited and spurious data Wait List Stat Report NY VAMC 500 NY VAMC 610 Select Institution ALL ALBANY Another Institution CASTLE POINT Another Institution Start Date T 360 JAN 22 2007 End Date T JAN 17 2008
17. Category Team ALL Output Format Summary Printing OPEN Entries Only Are these Parameters Correct Yes Yes DEVICE HOME 36 Electronic Wait List User Manual November 2002 Using the EWL Software Detailed reports show after the parameters or sort criteria he SSN last four Primary eligibility SC if applicable Current PC Team if printing the Position WL ONDAN Patient name Comments Phone number residents Disposition date disposition reason if Closed entries are printed Summary Reports only shows the number of Wait List entries for the selected criteria l 2 3 4 Team Position Name Number on wait list Total wait list entries Total unique patients November 2002 Electronic Wait List User Manual 37 Using the EWL Software Overdue Appointment Wait List Sch PCMM Report This report prints a list of all patients in wait list priority order where the desired date has passed Select Wait List Sch PCMM Reports Option 3 Overdue Appointment Wait List Sch PCMM Report Overdue Appointment Wait List Report Select Institution ALL Report Category Selection L Glanie 2 Service Specialty Enter response 1 Clinic Select Category for Report Output Clinic ALL Select One of the Following D Detailed S Summary Enter response s Summary Selected Report Parameters Institution ALL Report Cat
18. NULL gt 49 lt 50 NULL gt 49 lt 50 NULL PRIMARY ELIG SERVICE CONNECTED 50 100 SERVICE CONNECTED 50 100 SERVICE CONNECTED 50 100 NULL NULL NULL OTHER STATUS OTHER STATUS OTHER STATUS SC LESS THAN 50 SC LESS THAN 50 SC LESS THAN 50 SERVICE CONNECTED 50 100 SERVICE CONNECTED 50 100 NULL SERVICE CONNECTED 50 100 NULL NULL NULL OTHER STATUS OTHER STATUS OTHER STATUS SC LESS THAN 50 SC LESS THAN 50 SC LESS THAN 50 SERVICE CONNECTED 50 100 SERVICE CONNECTED 50 100 NULL Electronic Wait List User Manual RESULT Error Message Error Message Error Message Error Message Error Message Error Message Error Message Error Message No Message Error Message Error Message Error Message Error Message Error Message Error Message Error Message Error Message Error Message Error Message Error Message Error Message Error Message Error Message No Message No Message No Message Error Message Error Message Using the EWL Software The following instructions and examples assume that the user is beginning at the Scheduling Appointment menu All user actions appear in bold print You must press lt RETURN gt after you have chosen each option Electronic Wait List Standalone Menu The Electronic Wait List EWL menu option appears on the Scheduling Appointment menu The EWL standalone menu is accessible to users with the SDWL MENU security key If the Wait List options at y
19. National Patient Care Database NPCD This aids in the assessing of the demand for services at VHA hospitals This functionality also measures the amount of data that is being transmitted to the AAC from the sites See Appendix A for further information on EWL Transmission Fields and a sample EWL Transmission Message The AAC processes the following data elements Data Element Chars Institution 6 Version 3 Institution Name 30 WL Specific Clinic 30 WL Clinic number 6 WL Service Clinic DSS ID 6 WL Type 1 Last Name 35 First Name 25 Middle Name 25 Patient DUZ 13 Date of Birth Sex Race SSN Pseudo SSN Indicator State County Code 7 1 2 9 1 2 5 Zip Code 0 Phone Number Residence 0 Current Financial Test Status 1 Financial Type of Test 1 3 1 1 2 1 1 1 1 7 2 6 Ne Service Connected Percentage Covered by Health Insurance Period of Service Primary Eligibility Code Veterans Status Medicaid POW Status Indicated Current PH Indicator Current Enrollment Date Current Enrollment Preferred Facility Integration Control Number 15 PC Physician Pointer 15 PCMM Physician Last Name 35 PCMM Physician First Name 25 PCMM Physician Middle Name 25 November 2002 Electronic Wait List User Manual 81 Using the EWL Software PCMM Team Originating Date WL Specific Team WL Specific Position Priority Requested By Date Disposition Reason Disposition Desired Date Current Status Enrollee Sta
20. PCMM option at the point where a new EWL entry has been requested a look up is performed on the Inter Facility Transfer file 409 36 If the patient has a transfer pending a new prompt appears asking if a new EWL entry should be created transferring the patient from the requesting facility In this way an association is made with the newly created EWL entry and the EWL entry at the requesting facility This association is maintained until EWL entry at the receiving facility is closed An EWL entry cannot be edited while it is the subject of an Inter Facility Transfer It should be stressed that it is not possible to simply reopen an EWL entry closed due to a transfer First the continuation EWL entry must be removed or the connection is broken When an EWL entry which is the subject of an Inter Facility Transfer is closed this normally concludes the transfer An exception to this is if the disposition reason is ENTERED IN ERROR In this case the status of the transfer file at the facility returns to PENDING Otherwise a message is returned to the requesting facility and the associated EWL entry there is closed Special flags indicate and track the patient s primary care transfer rejection and multiple team assignments These flags work in the background and shall provide information to the Austin Automation Center AAC in the near future e INTRA TRANSEER identifies the patient s preferred location e REJECTION indicates that t
21. Role A function or task of a staff member involved with the implementation maintenance and continued success of primary care SA One of reasons for disposition of open EWL entry If this reason Removed Scheduled Assign ed 1s selected the field related to corresponding appointment are filed into the EWL entry 86 Electronic Wait List User Manual November 2002 Glossary SC Service Connected Service Connected With respect to a condition or disability the VA has determined that the condition or disability was incurred in or aggravated by military service SD Refers to VistA s Scheduling Package SD EWL Background EWL Mail Group used for different kinds of notifications Update 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 STOP CODE Treatment code used for reporting procedure performed during veterans visit TEAM Teams are groups of staff members organized for a certain purpose e g Primary Care 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 UNIQUE PATIENT For PCMM Primary Care unique patients are defined as the UNIQUES individual veteran patient enrolled in VA health care that make up the prim
22. S CARDIOLOGY Enter message action in IN basket Ignore 6 Electronic Wait List User Manual November 2002 Important Concepts Disposition of Matching EWL Entries When users make an appointment VistA searches to see if the appointment has a matching stop code in open EWL entries of the SPECIFIC CLINIC or SERVICE SPECIALTY EWL types If the system finds a match an on screen message will appear as shown below as well as a list of matching EWL entries If the user selects an EWL entry from the list it will be closed VistA automatically assigns the matching entry with the SA REMOVED SCHEDULED ASSIGNED disposition type If you do not want to close a particular EWL entry pressing the Enter key allows you to keep the EWL entry opened but requires you to give a non removal reason for not closing that entry Open EWL entries matching appointment specialty EW List Type SC P Waiting for Institution Orig Date By Des Date Reopen 1 CLINIC N DONNA S CLINIC ALBANY 30 Oct 06 30 Oct 06 Comment Follow up needed 2 CLINIC N F DONNA S CLINIC ALBANY 20 Dec 06 PAT 15 Dec 06 Non Removal Reason Provider wants another appointment Select one of the above open EWL entries to close with an appointment or press key to continue gt L 2 52 Enter Patient has been removed from Wait List If a matching EWL entry is not removed the user is required to enter a non removal reason for each matc
23. TELNET Right Margin 80 EWL 30 DAY REPORT SEP 25 2006 13 22 PAGE 1 DESIRED AME SSN DATE ORIG DATE INSTITUTION ALBANY VA GOV EWLPATIENT TWO 9380 OCT 8 2006 AUG 9 2006 42 Electronic Wait List User Manual November 2002 Using the EWL Software Print Transfer Requests This report prints any pending EWL Transfer Requests November 2002 Electronic Wait List User Manual 43 Using the EWL Software EWL Non Removal Reason Report This report provides a list of inactive patients who were not automatically removed from the Wait List and the reason they were not removed as scheduled Select Wait List Sch PCMM Reports Option 9 EWL Non Removal Reason Report Previous selection PATIENT from AA to ZZ START WITH PATIENT AA GO TO PATIENT 22Z Previous selection ORIGINATING DATE from Nov 1 2003 to Jul 28 2006 24 00 START WITH ORIGINATING DATE Nov 1 2003 NOV 01 2003 GO TO ORIGINATING DATE Jul 28 2006 JUL 28 2006 DEVICE HOME TELNET PORT Right Margin 80 EWL NON REMOVAL REASON REPORT SEP 25 2006 13 32 PAGE 1 PATIENT ss ORIG DATE DON T REMOVE DT EWLPATIE SIX 9999 JAN 4 2006 JAN 4 2006 NR REASON Other R COMME 7 ENTERING USER EWLUSER TEN STATUS OPEN EWLPATIENT TWELVE 1414 JAN 4 2006 JAN 4 2006 R REASON Appointmen
24. or scheduled appointment and the details printed out to refer to Having done that A is entered at the action prompt for this screen Following that a confirmation prompt appears to emphasize the need to enter the details before the record is removed Do you confirm that the appropriate action was taken to schedule this patient for an appointment or she he has EWL entry and the cover sheet has been printed N When this statement is confirmed the details are resolved and the user is returned to the previous screen Once a request has been either rejected or accepted an acknowledgement message is returned to the requesting site which will trigger notification messages to the administration mail group there If the result was accepted the EWL entry at the requesting site will be closed with a disposition reason new for this function of TR TRANSFERRED November 2002 Electronic Wait List User Manual 67 Using the EWL Software Wait List Batch Clinic Change This option allows all the patients on one Clinic s Wait list to be transferred to another Clinic s Wait List Provide the name or number of the Source Institution and Source Clinic as well as the name or number of the Destination Clinic and Destination Institution Select Supervisor Menu Option wait List Sch PCMM Utilities Inter Facility Transfer Request Inter Facility Transfer Accept Wait List Batch Clinic Change Wait List Enter Edit as a Scheduling Reminder
25. team November 2002 Electronic Wait List User Manual 1 Introduction EWL software activates in the VistA Scheduling application through Appointment Management when an appointment for a clinic set up in the Parameter file is not available or cancelled When utilizing the scheduling option the user is notified prior to invoking the option if the patient is rated service connected 50 or greater Within PCMM GUI the EWL software activates when a Primary Care team or provider is not available to a patient Specifically this is when the panel is at or above capacity Reports are available from the EWL Report option 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 EWLPATIENT ONE EWLPROVIDER ONE or EWLUSER 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 Related Manuals The documentation for Electronic Wait List EWL Version 1 0 includes the following related manuals located on the VistA Documentation Library VDL website http www va gov vdl application asp appid 131 e EWL Installation Guide e EWL Release Notes 2 Electronic Wait List User Manual November 2002 O
26. thru 05 15 05 Clinic Appt Date Time Status Cecelia s Clinic 01 20 2003 08 00 Future Enter for more actions CI Check In CD Change Date Range DX Diagnosis Update UN Unscheduled Visit EP Expand Entry DL Wait List Display MA Make Appointment AE Add Edit DE Delete Check Out CA Cancel Appointment RT Record Tracking WD Wait List Disposition NS No Show PD Patient Demographics CP Procedure Update DC Discharge Clinic G Check Out PC PC Assign or Unassign AL Appointment Lists PT Change Patient P Provider Update CL Change Clinic E Wait List Entry Select Action Quit MA Make Appointment Edit Classification TI Display Team Information 1 Q Patient TEST PATIENT A 1234 Select CLINIC CARDIOLOGY APPOINTMENT TYPE REGULAR DISPLAY PENDING APPOINTMENTS No No IS THIS A NEXT AVAILABLE APPOINIMENT REQUEST NO Calculating follow up status Select one of the following F for First available following a specified date Date or date computation such as T 2M for a desired date Date time to schedule a specific appointment for detailed help ENTER THE DATE DESIRED FOR THIS APPOINTMENT T OCT 03 2002 CARDIOLOGY Oct 2002 IME 7 18 9 110 111 112 11 12 13 DATE TH 03 1111 1111 1111 1111 1111 1111 TU 08 1111 1 111 1111 1111 1111 1111
27. with a valid associated domain are accepted The domain will be where the request is transmitted e g CHEYENNE MED VA GOV The last step is to enter optional comments to be transmitted with the request There may be a need to add further details or some explanatory text in addition to the Wait List and Demographic data that is sent by default Depending on your default user characteristics the preferred text editor appears the line editor Transfer comments 1 gt or the full screen editor Transfer comments WRAP INSI ERT lt PF1 gt H Help T gt 62 Electronic Wait List User Manual November 2002 Using the EWL Software Enter a blank line to exit the line editor or lt CTRL gt E to exit the full screen editor Once this is entered the message will be transmitted to its recipient and the status will be set to TRANSMITTED INTER FACILITY TRANSFER REQUEST Aug 02 2005 13 34 48 Page 1 of 1 User EWLUSER ONE ame SS Transfer to Status 1 EWLPATIENT ONE 000 55 0555 BAY PINES VAMC TRANSMITTED AKRON SPECIFIC CLINIC PRIMARY CARE Enter for more actions N New Transfer R Remove Transfer Request D Display Inactive Entries V View Request Details Select Action Quit When the message is received an acknowledgement message is returned and the status will change to RECEIVED N B Thi
28. 06 NOV 9 2006 11 00 DEC 19 2006 OCT a 16 b 0 De 16 EWLPATIENT TWO 0246 OCT 24 2006 DEC 20 2006 12 00 DEC 20 2006 OCT a eni b 0 Es 57 EWLPATIENT TWO 0246 OCT 25 2006 OCT 30 2006 08 00 OCT 25 2006 OCT a 5 b 0 Cs E EWLPATIENT TWO 0246 OCT 25 2006 OCT 30 2006 08 00 OCT 25 2006 OCT a 5 b 0 a 25 November 2002 Electronic Wait List User Manual d 0 e 0 95
29. 2 13 14 DATE fi Pele dle l FR 23 0000 0000 0000 0000 0000 0000 0000 0000 0 0 MO 26 0000 0000 0000 0000 0000 FR 30 0000 0000 0000 0000 0000 0000 0000 0000 0 0 Sep 2002 O 02 0000 0000 0000 0000 0000 FR 06 0000 0000 0000 0000 0000 0000 0000 0000 0 O O 09 0000 0000 0000 0000 0000 FR 13 0000 0000 0000 0000 0000 0000 0000 0000 0 O O 16 0000 0000 0000 0000 0000 FR 20 0000 0000 0000 0000 0000 0000 0000 0000 0 O O 23 0000 0000 0000 0000 0000 FR 27 0000 0000 0000 0000 0000 0000 0000 0000 0 O O 30 0000 0000 0000 0000 0000 15 INUTE APPOINTMENTS VARIABLE LENGTH DATE TIME lt RETURN gt DO YOU WISH TO PLACE THIS PATIENT ON A WAITING LIST Yes Yes Select Wait List Type 1 SERVICE SPECIALTY 2 SPECIFIC CLINIC Enter response 2 SPECIFIC CLINIC Select Institution VAMC ALBANY NY VAMC 500 Select Clinic AUDIOLOGY Priority 1 Future 2 ASAP Enter response 2 ASAP SEP 18 2002 Request By 1 Provider 2 Patient Enter response 2 Patient Comments Patient requesting Audiology Appt Patient has been added to Wait List 52 Electronic Wait List User Manual November 2002 Using the EWL Software Example of a Wait List removal via Make Appointment Select Patient name or Clinic name TEST PATIENT A Appt Mgt Module Aug 20 2002 14 28 24 Page 1 of 1 Patient TEST PATIENT A 1234 Outpatient Total Appointment Profile New GAF Required 07 21 02
30. 4 51 this file belongs to the PCMM application but contains data that affects EWL TEAM POSITION 404 57 this file belongs to the PCMM application but contains data that affects EWL SD WL SERVICE SPECIALTY 409 31 When evaluating EWL entries for the Wait List Key Field NULL listing this report does not evaluate any incomplete entries without the CURRENT STATUS field 23 of the SD WAIT LIST file 409 3 being populated Those entries with NULL in the CURRENT STATUS field are closed by this report with code ER ENTERED IN ERROR filed in the DISPOSITION field 21 if their ORIGINATING DATE field 1 is before the current computer date That condition was included not to interfere with any process of partial EWL entry on the same date when that report is generated Those incomplete entries might have been created when there was a physical disconnection of the user s workstation during the EWL entry process All closed EWL entries are eliminated from evaluation of any NULL values in their required fields and are not listed at all The SD WAIT LIST file 409 3 is checked for null fields found in open EWL entries that must be manually corrected individually The entries with missing data are displayed printed and are available for editing In some instances if an entry due to a missing field is not available for editing in the Enter Edit Wait List Sch PCMM SD WAIT LIST ENTER EDIT option it would have to be corrected i
31. 9 0 1 6 0 0 0 2 0 12 3 4 RED TEAM 0 2 0 0 1 0 0 0 1 0 2 0 0 Sub Totals CE aa a a a a a O a ee Institution Totals 0 11 0 1 7 0 0 0 3 0 14 3 4 Grand Totals 2 22 0 1 T3 0 0 0 8 0 28 8 6 November 2002 Electronic Wait List User Manual 91 Appendix B Abbreviations used in this report PREV REMN Previously Remaining CLSD Closed DTH Death NC Removed Non VA Care SA Removed Scheduled Assigned 92 CC NN ER CL TR Removed VA Contract Care Removed No Longer Necessary Entered in Error Clinic Changed Transferred Electronic Wait List User Manual ADD REMN NOT REMVD Number Added Number Remaining Number Not Removed November 2002 Enrollment Wait List Statistic Report This Sample Report was run on a test account with limited and spurious data Enrollment Wait List Sch PCMM Statistic Report Wait List Enrollment Status Report Select Institution ALL ALBANY NY VAMC 500 Another Institution Start Date T 360 JAN 22 2006 End Date T JAN 17 2007 DEVICE HOME 132 UCX TELNET JAN 17 2007 15 39 Wait List Sch PCMM Enroll Status Report Page 1 STARTED Date JAN 22 2006 FINISHED Date JAN 17 2007 PREV NOT WAIT LIST TYPE REMN CLSD DTH NC SA CC NN ER CL TR ADD REMN REMVD INSTITUTION ALBANY ENROLLMENT PRIORITY PRIOR SPECIFIC CLINIC DONNA S CL ASAP 0 0 0 0 0 0 0 0 0 0 1 1 0 CECELIA S ASAP 0 1 0 0 1 0 0 0 0 0 1 0 0 Sub Totals 0 1 0 0 1 0 0 0 0 0
32. BY NUMBE ESULTS OF SEARCH R H FOR SD WAIT ENT CONTAI and ORIGINATING DATE IS FIE iD S case insensitive EWL GRE AT ER THAN the entire day JAN 1 1944 IN T AR WITH NU BER RST PRINT FIELD 01 EN PRIN FIEL EN PRIN FIEL EN PRIN FIEL EN PRIN Heading DEVICE 48 FIEL S C UCX T O ELNE T ORIGINA ORIGINATING DATE CURRENT STATUS FIRST EMPLATE PATI ENT I D WAIT LIST SEARC Right Margin G USER H 80 Electronic Wait List User Manual 010144 November 2002 Using the EWL Software SD WAIT LIST SEARCH SEP 25 2006 14 21 PAGE 1 ORIGINATING PATIEN ORIGINATING USER DATE CURRENT STATUS UMBER EWLPATIENT THREE EWLUSER TWELVE AR 14 2006 CLOSED UMBER EWLPATIENT THREE EWLUSER TWELVE AR 21 2006 OPEN UMBER EWLPATIENT THREE EWLUSER TWELVE AR 27 2006 CLOSED UMBER EWLPATIENT ONE EWLUSER TWELVE AY 9 2006 OPEN UMBER EWLPATIENT ONE EWLUSER TWELVE AY 9 2006 OPEN UMBER EWLPATIENT ONE EWLUSER TWELVE JUN 20 2006 OPEN UMBER EWL
33. ECTED Note If the default appointment type for this Clinic is set to REGULAR the appointment type default will change to SERVICE CONNECTED If the default appointment type is not set to REGULAR e g C amp P Research etc the default prompt will not change but the Appointment Type can be manually overwritten IS THIS APPOINTMENT FOR A SERVICE CONNECTED CONDITION Y OR N Y APPOINTMENT TYPE SERVICE CONNECTED If at Check out Appointment Check in Check out the provider answers the question Is this appointment for an SC condition different from the answer provided by the patient and entered by the user making the appointment the provider s answer will take precedence and set the APPOINTMENT TYPE 10 Electronic Wait List User Manual November 2002 Important Concepts How Priority Works The Electronic Wait List is required to track the veteran s service connected percentage of disability Patients with a service connected percentage of 50 or greater automatically receive a priority designation while those patients with a service connected percentage less than 50 only receive a priority designation if their requested appointment is related to their service connected condition If a patient s service connected percentage changes the following rule is applied to the patient s service connected priority The Electronic Wait List is also required to track whether the appointment is related to a service conne
34. L entries If the matching encounters are identified as described above a message is sent to the mail group SD EWL BACKGROUND UPDATE with a listing of those opened entries that should potentially be closed These messages will include the patient s SSN 3 The SD EWL BACKGROUND JOB determines changes in the veteran s service connected percentage and service connected priority The business rules for this process are described in the Business Rules Tables for the SD EWL BACKGROUND UPDATE Two messages have been created Message 1 titled EWL SC Patient Update with SC Priority and Message 2 titled EWL SC Patient Update with SC Percentage Change The appropriate message will then be sent to the user group Message 1 will report that the SERVICE CONNECTED PRIORITY has been changed and both the old and new service connected percentage will be printed on the message Message 2 will indicate that a manual review will be required and no updates to the EWL record will occur 14 Electronic Wait List User Manual November 2002 Example of messages Message 1 EWL SC Patient Update with SC Priority Important Concepts Subj EWL SC Patient Update with SC Priority 165697 12 09 04 09 28 4 lines From POSTMASTER In IN basket Page 1 New Patient Name SSN OLD EWL SC NEW EWL SC PRIORITY EWL
35. LERGY IMMUNOLOGY 302 Note Service Specialties must be added through the Wait List Sch PCMM Parameter Enter Edit option before user can select them in the EWL November 2002 Electronic Wait List User Manual 29 Using the EWL Software Priority 1 Future 2 ASAP Enter response 1 Future Desired Date of Appointment T 4 AUG 27 2002 Requested By 1 Provider 2 Patient Enter response 2 Patient Comments Patient requesting appt with Audiology services Patient has been added to Wait List Example of SPECIFIC CLINIC Wait List entry Select PATIENT NAME EWLPATIENT FIVE 666 10 2410 Patient is not on Waiting List Do you wish to Add Patient Yes Select Wait List Type 1 PCMM TEAM ASSIGNMENT ERVICE SPECIALTY 3 SPECIFIC CLINIC N un Enter response 3 SPECIFIC CLINIC Select Institution VAMC ALBANY Select Clinic AUDIOLOGY Specific Clinics must be added through the Wait List Sch PCMM Parameter Enter Edit option before the user can select them in the EWL Priority 1 Future 2 ASAP Enter response 1 Future Desired Date of Appointment T 90 DEC 05 2002 Request By 1 Provider 2 Patient Enter response 1 Provider Provider Requesting Appointment EWLPROVIDER ONE Comments Dr requests appt in Audiology clinic Patient has been added to Wait List 30 Electronic Wait List User Manual November 2002
36. List SPECIFIC CLINIC Date Entered 09 23 02 PRIMARY CARE GREEN CLINIC Institution VAMC ALBANY Entered by EWLSTAFF ONE Requested By PATIENT Date Desired 09 23 02 Comment s Patient Requesting appt in Green clinic KKXXXk November 2002 Electronic Wait List User Manual 25 Using the EWL Software Example of all Wait List entries for a patient Wait List Inquiry Select PATIENT NAME EWLPatient Five 10 26 38 666 10 2410 NO NSC VETERAN Do You Want to View Only OPEN Wait Lists Yes NO Note The Date Entered is the date the user placed the patient on the wait list Start with Date Entered T SEP 23 End with Date Entered T 90 DEC 22 2002 2002 Wait List SPECIFIC CLINIC Date Entered 09 23 02 AUDIOLOGY Institution VAMC ALBANY Entered by EWLstaff Two Requested By PATIENT Date Desired 10 23 02 KKKKK Wait List Inquiry EWLpatient Five 666 100 2410 Wait List Type Le PCMM TEAM ASSI Waiting For Institution RED TEAM VAMC ALB Wait List SPECIFIC CLINIC Date Entered 09 23 02 AUDIOLOGY Institution VAMC ALBANY Entered by EWLSTAFF TWO Requested By PROVIDER Date Desired Provider EWLPROVIDER ONE Comments Consult request from Dr 127 22 02 Doctor Disposition REMOVED SCHEDULED ASSIGNED Disposition Date 09
37. M ALPHA 000 38 5479 BAY PINES FL 1 BLUE TEAM ALPHA 000 38 0085 BAY PANES Fl 1 BLUE TEAM ALPHA 000 24 6954 BAY FINES FL 1 BLUE TEAM ALPHA 000 12 2224 paf PANES FL L BLUE TEAM ALPHA Fle C Oelohi 6 Sourcelimpert tod homelimport tet ecard Count 613 Each row of the grid is submitted to EWL as a new record If the record is validated and accepted by EWL the successful addition is noted at the bottom of the screen If EWL cannot validate the record the reason for the failure is noted in the IMPORT STATUS column of the grid e g duplicate entry To sort on a field click on the column heading for that field e g sort on Import Status The rows of failed imports can be reviewed edited and the import action can be repeated November 2002 Electronic Wait List User Manual 79 Using the EWL Software 000 64 6763 HAY PINES FL 000 09 1 514 flay PINES AL 6606 44 6363 Bay PINES FL o 666 58 9176 BAY PINES FL Pa 666 05 8963 HAY PINES FL D00 36 2541 000 70 6064 6066 68 9118 000 38 5479 HAY FINES PL 000 38 0085 BAY PINES FL 000 24 6954 000 12 2224 80 Electronic Wait List User Manual November 2002 Using the EWL Software Transmission to National Patient Care Database in Austin Functionality within this program allows Wait List data to be transmitted to the Austin Automation Center AAC on a bi monthly basis AAC processes the data and sends it to the
38. N 7 1 Y 4N 3010829 1 670 5000000167 3060223 BLUE AM November 2002 Using the EWL Software November 2002 Electronic Wait List User Manual 83 Glossary AAC Austin Automation Center The central repository for National Care Patient Care Database ADPAC Automated Data Processing Applications Coordinator Appointment A meeting with a provider in a clinic currently an appointment is entered for the clinic and it may be scheduled in the future or entered in the past as already kept Austin Automation Center The central repository for National Care Patient Care Database located in Austin Texas Clerk This person is a clerk who performs data entry Clinical Services A service defined at the Medical Center level for example Medicine Surgery Primary Care 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 enrolled in that clinic 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 Disposition Close EWL Changing the Current Status field of EWL entry from open to Entry closed There are several coded reasons identified by the Disposition field of the SD WAIT LIST file DSS Decision Support System E Mail Messages These are the message
39. N CLOSED EWL ENTRY cccccccccceccccceccececcesceceecceseseceeess APPENDIX B 132 COLUMN SAMPLE REPORT sssssssssssssssssssssssscsssccsccssccssccssccsscsssccssccsscssscsssccsscssscesscessesss 90 WAIT EIST STATISTIC REPORT Mii ias 90 ENROLLMENT WAIT LIST STATISTIC REPORT ssscccccccecseessesccccecssueessececceeeeaeusseseccceseeseusseceeceeesueuenscececeesueaesseceeeseesaeganeeeeeees 93 EWLL WAIT TIME SITATISTIGS add 95 iv Electronic Wait List User Manual November 2002 Introduction The user manual for Electronic Wait List EWL Version 1 0 for Scheduling and Primary Care Management Module PCMM provides instruction in the use of the Electronic Wait List EWL Access to the EWL is available in four separate applications The EWL Stand Alone program PCMM GUI PCMM VistA Scheduling Appointment Management Module The EWL protocols on the Appointment Management menu may also be added to a Patient Care Encounter PCE List Manager menu if desired Recognizing a need to effectively track the demand for services at Department of Veterans Affairs VA hospitals and Community Based Outpatient Clinics CBOCs versus their ability to meet this demand Laura Miller then Deputy Under Secretary of Health O amp M sent a memo to Gary Christopherson then Deputy CIO for Health VHA requesting the development of an electronic wait list Here is an excerpt from the memo dated February 1 2002 As you are aware clinic wa
40. NIC ALBANY 011607 Select Wait List 1 3 or Enter N for New or to Quit If the selected patient is not on a wait list see below Select PATIENT NAME EWLPATIENT FIVE 666 10 2410 Patient is not on Waiting List Do you wish to Add Patient Yes Select Wait List Type 1 PCMM TEAM ASSIGNMENT 2 SERVICE SPECIALTY 3 SPECIFIC CLINIC Select Institution VAMC ALBANY Select Team Answer with TEAM NUMBER or NAME Do you want the entire TEAM List Y Yes Choose from 10 FORT COLLINS TEAM Select Team 10 FORT COLLINS TEAM 0K Yes Yes Note Only PCMM Teams that are at or above their panel capacity are displayed for selection in the Wait List Therefore if all Teams are below capacity no teams are display in the Wait List If teams are not at capacity patients should not be placed on the Wait List for them Comments Patient is requesting assignment to PC team Patient has been added to Wait List 28 Electronic Wait List User Manual November 2002 Using the EWL Software Examples of SERVICE SPECIALTY Wait List entry where a patient is already on a Wait List If the patient is being placed onto a Wait List for Service Specialty or a Specific Clinic the user needs to select an institution then the service specialty or clinic S he then selects the priority of the appointment choosing between Future and ASAP for as soon as possible appoin
41. ON FILE POINTER field 4 07 gt INSTITUTION file 4 That path is not automatic and is primarily made necessary when a division is entered in the HOSPITAL LOCATION file 44 in error Each time a division correction takes place the SD Wait List Cleanup SD WAIT LIST CLEANUP option must be run to update the SD WL CLINIC LOCATION file 409 32 and the SD WAIT LIST file 409 3 Examples of PCMM Team Wait List entry Select Appointment Menu Option WL Wait List Sch PCMM Menu 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 Oo FWN FR Select Wait List Sch PCMM Menu Option Enter Edit Wait List Sch PCMM Scheduling PCMM Enter Edit Wait List If the selected patient is already on a wait list VistA displays the entries as shown below November 2002 Electronic Wait List User Manual 27 Using the EWL Software Select PATIENT NAME EWLPATIENT FIVE 666 10 2410 Wait List Enter Edit T EWLPATIENT FIVE 666 10 2410 Patient Currently is on Waiting List for the Following Wait List Type P Waiting Institution Date For Entered lhis SPECIFIC CLINI F CECELIA S OPHTHAL ALBANY 011607 24 SPECIFIC CLINI F DONNA S CLINIC ALBANY 011607 3 SPECIFIC CLINI A PETER S CLI
42. PATIENT THR 000 66 9999 40 50 YES Message 2 EWL SC Patient Update with SC Percentage Change Subj EWL SC Patient Update with SC Percentage Change 165699 12 09 04 09 48 6 lines From POSTMASTER In IN basket Page 1 New Patient Name SSN OLD EWL SC NEW EWL SC MULTI ENTRIES NO EWL SC PRIORITY MAY REQUIRE MANUAL UPDATE PLEASE REVIEW EWLPATIENT THREE 000 66 9999 30 40 YES November 2002 Electronic Wait List User Manual 15 Important Concepts Business Rules Tables The following tables document the business rules related to the changes included in patch SD 5 3 394 SD EWL BACKGROUND JOB OPTION SC PRIORITY PATIENT FILE SC EWL SC UPDATE UPDATE lt 50 amp lt 50 amp NO NO lt 50 lt 50 YES NO gt 49 amp gt 49 amp YES YES lt 50 amp lt 50 amp NO NO gt 49 lt 50 YES YES lt 50 amp lt 50 amp YES NO 16 Electronic Wait List User Manual MESSAGE TYPE NONE MESSAGE 2 NONE NONE MESSAGE 1 MESSAGE 2 November 2002 Important Concepts MAKE APPOINTMENT SERVICE CONNECTED APPOINTMENT CRITERIA SERVICE CONNECTED NO NO NO NO NO NO NO NO NO NO NO NO NULL NULL NULL YES YES YES YES YES YES YES YES YES YES YES YES YES November 2002 SC PERCENTAGE gt 49 lt 50 NULL gt 49 lt 50 NULL gt 49 lt 50 NULL gt 49 lt 50 NULL gt 49 lt 50 NULL NULL gt 49 lt 50 NULL gt 49 lt 50
43. PATIENT TWO EWLUSER TWELVE AUG 9 2006 CLOSED UMBER EWLPATIENT TWO EWLUSER TWELVE AUG 9 2006 OPEN 8 MATCHES FOUND Select Wait List Sch PCMM Reports Option November 2002 Electronic Wait List User Manual 49 Using the EWL Software SD Wait List Cleanup Only open EWL entries are evaluated by the SD Wait List Cleanup SD WAIT LIST CLEANUP option and the user is prompted for their correction if applicable This option allows users to update the INSTITUTION fields 02 2 in the SD WL CLINIC LOCATION file 409 32 and the SD WAIT LIST file 409 3 if a clinic s DIVISION field 3 5 is changed in the HOSPITAL LOCATION file 44 Updating is done automatically where possible whenever the SD Wait List Cleanup is run The option also generates lists of data problems and some editing features are built in SD Wait List Cleanup WAIT LIST CLEANUP must be run any time corrections are made to the Hospital Location file 44 entry s DIVISION or to an INSTITUTION FILE POINTER in the MEDICAL CENTER DIVISION file 40 8 This option verifies that the entries in the files listed below are pointing to national institutions that are active treating facilities If an entry in any of the files listed below has an institution that does not have a National status or is not an active treating facility then the entry will be available for interactive editing to replace a bad institution with a good one The files verified are TEAM 40
44. PCMM Statistic Report Enrollment Wait List Sch PCMM Statistic Report EWL Reopened Entries Print Transfer Requests EWL 30 Day Report 9 EWL Non Removal Reason Report 10 EWL Wait Time Statistics ABAD Ad Hoc Report V1 12 Ad Hoc Report V2 OANA O1 amp N H Note Reports print the 50 100 veterans FIRST by Wait List type November 2002 Electronic Wait List User Manual 33 Using the EWL Software Appointment Sch PCMM Wait List Report This report generates a list of patients on the Appointment Wait List Specific Clinic Service printed from the desired date with the 50 100 SC Veterans printing first This list can be used as a call list to schedule patients appointments Select Wait List Sch PCMM Reports Option Appointment Sch PCMM Wait List Report Appointment Wait List Report Select Institution ALL Report Category Selection 1 Clinic 2 Service Specialty Enter response 1 Clinic Select Category for Report Output Clinic ALL lt choose one many or all clinics gt Print Report for ALL dates Yes Yes Do you want only OPEN Wait List Entries Yes Yes Select One of the Following D Detailed S Summary Enter response s Summary Selected Report Parameters Institution ALL Report Category Clinic ALL Date Desired Range ALL Output Format Summary Printing OPEN Entries Only Are these Parameters Correct Yes Yes DEVICE HOME 34 Electronic Wait Lis
45. SERVICE SPECIALTY 3 SPECIFIC CLINIC N ON FILI EJ Do you wis h to Add Patient Yes EWL entry to be used as a Scheduling Reminder Enter response 3 SPECIFIC CLINIC Select Institution ALBANY NY VAMC 500 Select Clinic CECELIA S CARDIOLOGY ALBANY Priority 1 Future Date 2 ASAP Enter response 2 ASAP JUN 15 2007 Request By 1 Provider 2 Patient Enter response 1 Provider Provider Requesting Appointment ADHVARYU KALINDI KA Comments Patient has been added to Wait List November 2002 Electronic Wait List User Manual 69 Using the EWL Software Open Closed EWL Entry The option Open Closed EWL Entry SD WAIT LIST OPEN CLOSED ENTRY will allow the user to manually open a closed EWL entry with exception of closed EWL entries with code ER ENTERED IN ERROR This process enters the value O Other in the Reopen Reason field along with a required comment in the Reopen Comment field This option is on the Wait List Utilities Sch PCMM SD WAIT LIST UTILITIES menu as shown below Select Supervisor Menu Option wait List Sch PCMM Utilities Inter Facility Transfer Request Inter Facility Transfer Accept Wait List Batch Clinic Change Wait List Enter Edit as a Scheduling Reminder Open Closed EWL Entry O1 amp NH Select Wait List Sch PCMM Utilities Option 70 Electronic Wait List User Manual November 2002 Usi
46. TIPLE WAIT LISTS WHEN A CLINIC CANCELS AN APPOINTMENT ccscosssesesssccssccnsssssssccssucnssesssssecssccosssessesessucceussssesecsscccussesssscsenecousdsseseceseeeasses SERVICE CONNECTED APPOINTMENT TYPE ccccssssssscccceccccasccsecscceseeasaeseeeeseeeeeeeeeeeeseeeeeeeeeeeeseeseseeeseseeeeeeeeeeeeseeseeeeeeeeeeesesees HOW PRIORITY WORKS 5 min A nn ne Rein Rain ten A Me cad tent REPORT INGQUIRY 3325 AR Re EEA AR A Ca nn En CR A ne na BACKGROUND JOB BUSINESS RULES TABLES USING THE EWL SOFTWARE vanscccccccstiscssecnesccnesvcscsvescecevescescxcdsncessenssscesventetentseessesnSseeddeossdce svensseseceevsuvesssessenss 18 ELECTRONIC WAIT LIST STANDALONE MIENU 000c0ceseeeeeeeeeseeseseseeesesesesesesesesesesesssueusususasussauauauauaaaaauaasaaaaaaaaaaaaaeaeaaaeeaes 18 Wait List Parameter Enter Edit SCA PCMM cccccessscessscessseessesesscessscessecesecessscessecessseesscesscensscensscessessscenssests 22 Inquire Wait List Sch PCMM Enter Edit Wait List Disposition Wait List Sch PCMM Entry Wait List Sch PCMMI R DOFTS iii est tenia Appointment Sch PCMM Wait List Report 34 PCMM Team Position Wait List Sch PCMM Report 36 Overdue Appointment Wait List Sch PCMM Report sise 38 Wait List Sch PCMM Statistic Report iii rene rire tendent tentent 39 Enrollment Wait List Sch PCMM Statistic Report ss 40 EWL Reopened Entries Report iii ci A A AA Ad ii 41 MEA A O 42 Print RA QUES de dla 43 EWL Non Remov
47. User Manual November 2002 Using the EWL Software 5 Select Import Options Checking Pre set Field Values pre sets the Institution Wait List Type or Wait List Type Modifiers to the values the user selects and overwrites the values found for those fields in the IMPORT FILE If the user leaves Pre set Field Values unchecked no changes are made to the IMPORT file Click CONTINUE to accept the pre set values or SKIP IT to cancel using pre set values import Upiions i s November 2002 Electronic Wait List User Manual 77 Using the EWL Software 6 Select the IMPORT file 78 Electronic Wait List User Manual November 2002 Using the EWL Software 7 The IMPORT file displays in the grid Entries can be reviewed or edited To edit slowly click twice in the field to be edited When ready click ACTION then click IMPORT TO EWL or click the import ico Mhect onic War List Import Tool File Acton Help MEE a eee ae PATIENT INSTITUTION TPE TYPE MODIFIE DESIREDOATE IMPORT STATUS amp i 000 64 6763 BAY FINES FL L BLUE TEAM ALPHA 000 09 1514 BAY PINES FL 1 BLUE TEAM ALPHA 666 44 6303 EBAY PINES FL 1 BLUE TEAM ALPHA 666 58 9176 BAY PINES FL L BLUE TEAM ALPHA 666 05 8963 BAT PINES FL L BLUE TEAM ALPHA 000 46 5938 BAY PINES FL 1 BLUE TEAM ALPHA 6606 05 6273 BAr FINES FL 1 BLUE TEGH ALPHA 000 36 2541 MAY PRES PL 1 BLUE TEA ALPHA 000 70 6064 BAY PINES FL 1 BLUE TEAM ALPHA 666 68 9118 BAY PINES FL 1 BLUE TEA
48. VICE CONNECTION PRIORITY 15 needs updating and will need to change this field manually The new option Service Connected Wait List Sch PCMM Edit SD WAIT LIST SC PRIORITY EDIT was created to edit the new field SERVICE CONNECTED PRIORITY 15 This new option is not attached to any menus The EWL coordinator at each site should determine who will be assigned this option November 2002 Electronic Wait List User Manual 11 Important Concepts Example of MailMan Bulletin 12 Subj EWL SC Patient Update with SC Percentage Change 165699 12 09 04 09 48 6 lines From POSTMASTER In IN basket Page 1 New Patient Name SSN OLD EWL SC NEW EWL SC MULTI ENTRIES NOTE EWL SC PRIORITY MAY REQUIRE MANUAL UPDATE PLEASE REVIEW EWLPATIENT THREE 9999 30 40 YES Electronic Wait List User Manual November 2002 Important Concepts Report Inquiry The options Appointment Sch PCMM Wait List Report SD WAIT LIST APPT REPORT detailed report only and Inquire Wait List Sch PCMM SD WAIT LIST INQUIRY display the SERVICE CONNECTED PRIORITY field 15 During installation the SERVICE CONNECTED PRIORITY field 15 in the SD WAIT LIST file will be set This field will be set to NO for current patients in this file with eligibility of SC less than 50 Some of these patients may be on the Wait List for service connected disabilities It is up
49. Vista Electronic Wait List EWL for Scheduling and Primary Care Management Module PCMM User Manual November 2002 Revised July 2012 Department Of Veterans Affairs Office of Enterprise Development Management Enrollment Financial Systems Revision History Initiated on 12 27 2004 Date Description Patch if applic Project Manager Technical Writer 12 27 2004 Manual updated to comply with SOP 192 352 Displaying Sensitive Data Tom Colton Berry Anderson 03 15 2006 Manual updated to include enhancements made by Patch SD 5 3 420 EWL Transmission Fields Bonnie Brown Berry Anderson 09 28 2006 Manual updated to include enhancements made by Patches SD 5 3 327 SD 5 3 394 SD 5 3 417 amp SD 5 3 467 Bonnie Brown Berry Anderson 11 07 2006 Manual updated to include enhancements made by Patch SD 5 3 419 EWL AD HOC Wait Time Report Bonnie Brown Berry Anderson 06 19 2007 Manual updated to include enhancements made by Patch SD 5 3 446 Scheduling Beyond 120 Days Bonnie Brown Berry Anderson 08 04 2008 Manual updated to include corrections made by Patch SD 5 3 491 EWL PAIT and SCHEDULING Corrections A Scott T Dawson 10 09 2008 Patch SD 5 3 505 Updated Wait List Statistic Report Richard Muller Darryl Reese Author Corinne Bailey 10 22 2008 Formatting Changes Zach Fain Corinne Bailey 06 25 2009
50. When prompting a user for Wait List Type the system displays all types of Wait Lists 1 e PCMM team PCMM position Specific Clinic Service Specialty Clinic regardless of current entries The system displays the team associated with the PCMM position This permits users to place patients on Wait Lists for multiple Primary Care Panels Patients cannot be placed on the same TEAM multiple times nor can patients be assigned POSITIONS not defined to the specific TEAM POSITION assignment can be made multiple times for the same TEAM but the same POSITION can be assigned only one time In addition the display of POSITION S will include the TEAM associated with the POSITION for clarity It should also be noted that users may assign a patient to a Wait List for a specific position However that patient must be assigned to the appropriate TEAM prior to the position assignment When a Clinic Cancels an Appointment EWL entries are synchronized with appointments by placing the patient back on the Wait List immediately whenever an appointment is cancelled by the decision of the clinic denoted by appointment statuses C CANCELLED BY CLINIC or A CANCELLED BY CLINIC amp AUTO REBOOK then interactively allowing the user to match an open Wait List entry with a rebooked appointment November 2002 Electronic Wait List User Manual 9 Important Concepts Service Connected Appointment Type An appointment type called SERVICE CONNECTED is used to fla
51. al Reason Reporta 44 EW LS Wait Time Statistics A R od 45 Ad Hoc Report V1 46 AdHOCRepoOrt V2 enrio nn enr tente A E AA Le de Ar rs de de net metres 48 SD WAIT LIST CLEANUP sise aient tenues diem E eii ian editer AAA A AAA AAA And tea ee 50 ELECTRONIC WAIT LIST VIA SCHEDULING APPOINTMENT MANAGEMENT MENU ns 51 PCE Patient Care Encounter and EWL cccsssccccesscceessssccsssscsecssscccsessesceessesecesseeceessescesasecceseecesssscceesaeeeeesaesens 56 ELECTRONIC WAIT LIST VIA PCMM GU 0 s0sssesssesesssssssssssssesscscssssscscscasscssnsstscsensascscsascsccaesassasaauaasacaaasasanaceaeaasaes 57 POMM GL essen ii Soca oh Dek asa Sis Sess ede did a Sab ee A aa a aa Ch le Le oa ets WAIT LIST UTILITIES MENU INTER FACILITY TRANSFER REQUEST NEWRequesto iii tel hee en aan hk Bae aah Dh beet November 2002 Electronic Wait List User Manual 111 Table of Contents View Re ques EDESA A A A A a e aaa aae aeaeaie Remove Transfer Request riada nina orne neo tadebadante Display inactive Entidad INTER FACILITY TRANSFER REQUEST ACCEPTANCE nn no nono nono ron rr rr r rn rn rn rn rn rn rn ron nro nn nnnnnnnonananons E PESA els AAA A cole bedechbecnsccecevesteedesactacdsasriash dediusisbashanistsoneversteidnbibishvioed REQUESEDE 18 1 EEE sta WAIT LIST BATCH CLINIC CHANGE cc hcccescatececcaaeccodcacsecsesacccclen ceevedea cvlviiinecdeducvsuuaceceedeassveceadsedessue Ea A a E ai USE THE WAIT LIST AS A SCHEDULING REMINDER OPE
52. ary care provider s panel VA Veterans Admission VHA Veterans Health Administration VistA Veterans Health Information Systems and Technology Architecture formerly known as Decentralized Hospital Computer Program encompasses the complete information environment at VA medical facilities November 2002 Electronic Wait List User Manual 87 Appendix A Appendix A Patch SD 5 3 420 EWL Transmission Fields The following fields in file SD WAIT LIST 409 3 were added to SD Wait List Trans to AAC SD WAIT LIST TRANS TO AAC option FIELD NUMBER FIELD NAME 13 SCHEDULED DATE OF APPT 13d DATE APPT MADE ESS APPT CLINIC 134 3 APPT INSTITUTION 13 4 APPT STOP CODE 13 25 APPT CREDIT STOP CODE 13 6 APPT STATIO UMBE 13 1 APPT CLERK 13 8 APPT STATUS 14 SERVICE CONNECTED PERCENTAGE 15 SERVICE CONNECTED PRIORITY 29 REOPEN REASO 30 REOPEN COMMENT PATCH SD 5 3 420 data types for new fields SCHEDULED DATE OF APPT Date time in FileMan format DATE APPT MADE Date in FileMan format APPT CLINIC Pointer to file 44 APPT INSTITUTION Pointer to file 4 APPT STOP CODE Pointer to file 40 7 APPT CREDIT STOP
53. ate territory or the District of Columbia As a Primary Care practitioner the incumbent provides the first point of assistance 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 bio psychosocial 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 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 OTHER A general classification for those team members who do not belong in any of the listed Standard Position entries PA Physician s Assistant 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
54. ber 2002 Using the EWL Software EWL Reopened Entries Report This report provides a list of patients whose Wait List entries were reopened and the reason they were reopened Select Wait List Sch PCMM Reports Option 6 EWL Reopened Entries DEVICE lt ret gt UCX TELNET Right Margin 80 EWL REOPEN REASON APR 26 2005 09 16 PAGE 1 EWLPATIENT SIX REOPEN REASON CANCELED APPOINTMENT EWL TYPE SERVICE SPECIALTY DESIRED DATE AUG 21 2003 APPT PRIMARY CARE TEAM 1 MAY 6 2005 09 00 Canceled by Clinic REOPEN COMMENTS EWLPATIENT SEVE REOPEN REASON OTHER EWL TYPE PECIFIC CLINIC DESIRED DATE DEC 10 2004 APPT REOPEN COMMENTS EWLPATIENT ONE REOPE REASON CANCELED APPOINTMENT EWL TYPE SPECIFIC CLINIC DESIRED DATE JAN 5 2005 APPT STARTES APR 27 2005 13 00 Canceled by Clinic REOPEN COMME S November 2002 Electronic Wait List User Manual 41 Using the EWL Software EWL 30 Day Report This report shows all patients in the EWL file that have a DESIRED DATE within the next 30 days from the current date Select Wait List Sch PCMM Reports Option 8 EWL 30 Day Report DEVICE UCX
55. ct SD WAIT LIST PATIENT November 2002 Electronic Wait List User Manual 61 Using the EWL Software Enter the name of the EWL patient If there is more than one match the user is offered a list of patients to select from Select SD WAIT LIST PATIENT EWLPATIENT 1 EWLPATIENT ONE 5 1 55 2 EWLPATIENT TWO 1 1 56 3 EWLPATIENT THREE 12 17 38 4 EWLPATIENT FOUR 1 1 44 5 EWLPATIENT FIVE 1 1 30 ENTER TO STOP OR CHOOSE 1 5 If the patient selected has more than one open EWL entry these are displayed for selection Select SD WAIT LIST PATIENT EWLPATIENT 1 EWLPATIENT ONE 5 1 55 2 EWLPATIENT TWO 1 1 56 3 EWLPATIENT THREE 12 17 38 4 EWLPATIENT FOUR 1 1 44 5 EWLPATIENT FIVE 1 1 30 ENTER TO STOP OR CHOOSE 1 5 107050155P YES NSC VETERAN SMB SMB YES NSC VETERAN 227121738P YES SC VETERAN 555551234 YES SC VETERAN 555927888 YES SC VETERAN 000050155P YES NSC VETERAN SMB SMB 000020246 YES NSC VETERAN 000121738P YES SC VETERAN 000551234 YES SC VETERAN 000927888 YES SC VETERAN When the EWL entry has been identified the destination facility is entered Select Institution to transfer to This is the institution code Only national codes
56. cted disability In SD WAIT LIST file 409 3 the SERVICE CONNECTED PRIORITY field 15 will be set to YES if the SERVICE CONNECTED PERCENTAGE field 302 changes from less than 50 to 50 or greater If the SERVICE CONNECTED PERCENTAGE field 302 changes and the SERVICE CONNECTED PRIORITY is updated a MailMan bulletin with a subject line of EWL SC Patient Update with SC Priority will be sent to members of the mail group SD EWL BACKGROUND UPDATE listing the patients names Example of MailMan Bulletin Subj EWL SC Patient Update with SC Priority 165697 12 09 04409 28 4 lines From POSTMASTER In IN basket Page 1 New Patient Name SSN OLD EWL SC NEW EWL SC PRIORITY EWLPATIENT THREE 9999 40 50 YES A MailMan bulletin with a subject line of EWL SC Patient Update with SC Percentage Change will be sent to members of the mail group SD EWL BACKGROUND UPDATE if the SERVICE CONNECTED PERCENTAGE 302 changes from 50 or greater to less than 50 This bulletin will also be sent to the above mail group if the SERVICE CONNECTED PERCENTAGE 302 is initially less than 50 and changes to a different value that is also less than 50 but less than its initial SERVICE CONNECTED PERCENTAGE field 302 value The bulletin will list the patient s and include an additional note EWL SC PRIORITY MAY REQUIRE MANUAL UPDATE PLEASE REVIEW Each site will determine whether the SER
57. e 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 PIMS Patient Information Management System 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 Physician 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 Module PCMM Primary Care Management Module is the application for VA facilities to 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 PCP In PCMM the Primary Care Provider is the position determined to be responsible for the coordination of the patient s primary care
58. egory Clinic ALL Output Format Summary DEVICE HOME Detailed reports show after sort criteria 1 Patient name SSN last four Primary eligibility SC if applicable Current PC Team if printing the Position WL Comments Phone number residents Disposition date disposition reason if Closed entries are printed D I ON 1 BR D Summary Reports only shows the number of Wait List entries for the selected criteria 1 Team Position Name 2 Number on wait list 3 Total wait list entries 4 Total unique patients 38 Electronic Wait List User Manual November 2002 Using the EWL Software Wait List Sch PCMM Statistic Report This report generates a summary of Wait List activity for a specified time frame Shows number of Wait List entries that were added and dispositioned along with a detailed breakout This is a 132 column report that is too wide for this page See the sample report in Appendix B November 2002 Electronic Wait List User Manual 39 Using the EWL Software Enrollment Wait List Sch PCMM Statistic Report This report generates a summary of Wait List activity for a user specified time frame Shows number of Wait List entries that were added and dispositioned along with a detailed breakout sorted in EWL Enrollment Priority order This is a 132 column report that is too wide for this page See the sample report in Appendix B 40 Electronic Wait List User Manual Novem
59. ember 2002 Electronic Wait List User Manual 13 Important Concepts Background Job SD EWL BACKGROUND JOB The background job performs multiple operations The routine SDWLQSC runs in the background as scheduled by the site to determine the following 1 The SD EWL BACKGROUND JOB opens a closed EWL entry if the appointment cancellation was the clinic s decision The background job has been modified to remove the cancelled appointment data from the opened EWL entry to prevent that entry from being reopened if it is closed again with the same disposition code SA REMOVED SCHEDULED ASSIGNED A MailMan message is sent to recipients in the SD EWL BACKGROUND UPDATE mail group indicating that EWL entries were opened because of cancelled appointments with a listing of the patients clinics and date times when the cancelled appointments had been scheduled Each e mail message may contain one or more appointments depending on the options and actions used to cancel appointments Every cancelled appointment that results in opening an EWL entry will appear in a message including EWL entries optionally closed by rebooking the appointment immediately after cancelling 2 The SD EWL BACKGROUND JOB includes a search for potential matching appointments and or encounters created for the same clinic or specialty as open EWL entries The matching appointments encounters would have to have their date time not older than the Origination Date of the related open EW
60. est the entry to view before displaying the details Request Details INTER FACILITY XFER DETAILS Aug 05 2005 11 21 04 Page LOL 1 Transmg Inst VAMC ALBANY Transmn Date AUG 02 2005 13 31 16 Name EWLPATIENT ONE Sex FEMALE DoB MAY 01 1955 SSN 000050155P Address 212 NE 3 DALLAS YOLO TEXAS 75214 Service connected YES Percentage 50 Primary Eligibility SERVICE CONNECTED 50 to 100 Wait List Type PCMM TEAM ASSIGNMEN VASSER S TEAM 1 Desired Date of Appt Integration Control Number 5000000167 Comments Enter for more actions A Accept P Print Coversheet R Reject Select Item s Quit This is the screen from where all other actions take place on this request The request may be rejected or accepted or the print of a coversheet may be requested The coversheet mush be requested before acceptance is made as the request entry is removed after that To reject the request R is entered at the action prompt and the user is returned to the previous screen To print the coversheet P is entered at the action prompt The output device is entered at the next prompt and the coversheet is printed DEVICE HOME 66 Electronic Wait List User Manual November 2002 Using the EWL Software To accept the transfer for this function the details should be entered on the system as a new EWL entry
61. fication via Cancel Appointment Select Patient name or Clinic name AUDIOLOGY Appt Mgt Module Oct 02 2002 08 21 55 Page de OF 1 Clinic AUDIOLOGY No Action Taken Action Required New GAF Required 10 01 02 thru 02 02 03 Patient Appt Date Time Status 1234 Test Patient A 10 02 2002 09 00 No Action Taken Tod Enter for more actions CI Check In CD Change Date Range DX Diagnosis Update UN Unscheduled Visit EP Expand Entry DL Wait List Display MA Make Appointment AE Add Edit DE Delete Check Out CA Cancel Appointment RT Record Tracking WD Wait List Disposition NS No Show PD Patient Demographics CP Procedure Update DC Discharge Clinic CO Check Out PC PC Assign or Unassign AL Appointment Lists EC Edit Classification TI Display Team Information PT Change Patient PR Provider Update CL Change Clinic WE Wait List Entry Select Action Quit CA Cancel Appointment 54 Electronic Wait List User Manual November 2002 Using the EWL Software Appointments cancelled by P atient or C clinic Patient PATIENT Select CANCELLATION REASONS NAME TRAVEL DIFFICULTY CANCELLATION REMARKS Per phone call 1234 Test Patient A 10 02 2002 09 00 No Action Taken Tod 1 Appointment cancelled DO YOU WISH TO REBOOK ANY APPOINTMENT S THAT YOU HAVE CANCELLED No There are Patients on the Wait List waiting for an Appointment in this Clinic Example of Vis
62. g and keep track of service connected appointments Service connected information is displayed when making an appointment If the veteran s service connection is 50 percent or greater the display will look like this PATIENT S SERVICE CONNECTION AND RATED DISABILITIES SC Percent 100 LEG AMPUTATION LOSS KNEE ACTION SC 100 Primary Eligibility Code SERVICE CONNECTED 50 to 100 APPOINTMENT TYPE SERVICE CONNECTED Notice that if the patient s service connection is 50 or greater the default prompt for appointment type may change to SERVICE CONNECTED Note If the default appointment type for this Clinic is set to REGULAR the appointment type default will change to SERVICE CONNECTED If the default appointment type is not set to REGULAR e g C amp P Research etc the default prompt will not change but the Appointment Type can be manually overwritten Service connected information is displayed when making an appointment If the veteran s service connection is less than 50 percent the display will look like this PATIENT S SERVICE CONNECTION AND RATED DISABILITIES SC Percent 40 Primary Eligibility Code SC LESS THAN 50 No Service Connected Disabilities Listed If the veteran s service connection is less than 50 a prompt will ask if this appointment is for a service connected condition as shown below If you answer Y or YES the appointment type prompt may change to SERVICE CONN
63. here are locations with available Primary Care teams while the patient opted to be put on the Wait List e MULTI TEAM the requested location has more than one team and one Wait List entry was created for each team See detailed information in section titled Inter facility Transfer Request November 2002 Electronic Wait List User Manual 5 Important Concepts EWL Scheduling Beyond 120 Days An appointment will not be scheduled more than 120 days from the desired date If an appointment cannot be scheduled earlier than 120 days from the desired date an entry will be created with the 120 Days flag The ability to use the related clinic will be allowed even if it is not set up in the SD WL CLINIC LOCATION file 409 32 That entry will be created during this process if applicable A message is sent to the EWL Mail Group concerning the 120 Days flags When viewed through Wait List Inquiry an entry with the 120 day flag will display a comment as shown below Subj EWL opened entry with a 120 days flag 442794 05 30 07 15 20 10 lines From POSTMASTER In IN basket Page 1 New An open Wait List entry was created with a 120 days flag indicating that it was not possible to schedule an appointment for the listed clinic within 120 days of the desired date An EWL Entry was created for the following patient PATIENT NAME SSN EWL EWLPATIENT TWO 000020246 CECELIA
64. hing appointment 1f it has not already been entered All open matched entries will be displayed again when a new appointment entry occurs including those with a previously entered non removal reason At this point an EWL entry can be closed left opened with an existing non removal reason or a new non removal reason can be entered to keep the entry open Open EWL entries matching appointment specialty EW List Type SC P Waiting for Institution Orig Date By Des Date Reopen 1 CLINIC N DONNA S CLINI ALBANY 30 Oct 06 30 Oct 06 Comment Follow up needed 2 CLINIC N F DONNA S CLINI ALBANY 20 Dec 06 PAT 15 Dec 06 Comment gt 120 days Non Removal Reason Provider wants another appointment Select one of EWL entries to enter a non removal reason or press Enter key to accept the current one Sisi Select one of the following APPOINTMENT CRITERIA NOT MET PATIENT WANTS ANOTHER APPOINTMENT PROVIDER WANTS ANOTHER APPOINTMENT OTHER SS NH Select one of the following reasons for 1 November 2002 Electronic Wait List User Manual 7 Important Concepts NOTE The same EWL Entry matching functionality exists when th on an existing appointment that was entered in the past Electronic Wait List User Manual user performs CHECK OUT November 2002 Important Concepts Placing Patients on Multiple Wait Lists
65. ics are set up in option SET UP A CLINIC with the Medical Center Division pointing to the Institution in the national Institution file Periodically the Chief Business Office sends out a directive and the sites are responsible for maintaining the Medical Center Division file There is a one to one relationship between a Medical Center Division and an Institution Each Institution should have the Station Number field 99 assigned Wait List Parameter Enter Edit Select one of the following 1 Wait List Service Specialty 409 31 2 Wait List Clinic Location 409 32 Enter response 2 Wait List Clinic Location November 2002 Electronic Wait List User Manual 23 Using the EWL Software Select Clinic Answer with HOSPITAL LOCATION NUMBER or NAME or ABBREVIATION or TEAM Do you want the entire HOSPITAL LOCATION List y Yes Choose from 50 HAYNES UROLOGY CHEYENNE VAMROC 51 OUTPT NURSE BLUE TEAM CHEYENNE VAMROC 57 GIBBENS ENT CHEYENNE VAMROC 66 HC JOHNSO CHEYENNE VAMROC 87 UCLEAR MED CHEYENNE VAMROC Select Clinic NUCLEAR MED CHEYENNE VAMROC DATE ACTIVATED T AUG 22 2002 The inactivation date is entered when the clinic is no longer needed for Wait List purposes Inactivation of a clinic is prevented if there are open EWL entries for that clinic in the SD WAIT LIST file 409 3
66. ion main summary screen INTER FACILITY XFER INACTIVE Aug 02 2005 14 40 34 Page 1 of 1 User EWLUSER ONE ame SSN Transfer to Status 1 EWLPATIE ONE 599 55 0555 BAY PINES VAMC REFUSED AKRON SPECIFIC CLINIC PRIMARY CARE 1 EWLPATIE TWO 555 55 0556 BAY PINES VAMC ACCEPTED AKRON SPECIFIC CLINIC PRIMARY CARE Enter for more actions V View Request Details Select Item s Quit The details of a request can be viewed by entering V at the action prompt If there is more than one entry displayed a further prompt will request the line to be viewed November 2002 Electronic Wait List User Manual 65 Using the EWL Software Inter facility Transfer Request Acceptance Request Summary The Inter facility Transfer Accept function is accessible from the Wait List Sch PCMM Utilities menu option The main screen displays a summary of requests that have been received and await resolution INTER FACILITY TRANSFER ACCEPT Aug 05 2005 11 18 05 Page Lot 1 Name Transmission date Sending Institution 1 EWLPATIENT ONE AUG 02 2005 13 31 16 VAMC ALBANY Enter for more actions V View Details Select Action Quit To view the transfer request details enter V at the action prompt This brings up the details screen directly if there is only one request Otherwise a further prompt will requ
67. ischarged ff Close Edit Team D Assign Team Help November 2002 Electronic Wait List User Manual 59 Using the EWL Software Wait List Utilities Menu The Wait List Sch PCMM Utilities menu allows users to Request Inter Facility Transfers Accept Inter Facility Transfers Create new EWL entries for another clinic Use the Wait List as a scheduling reminder Open closed EWL Entries To access the Wait List Sch PCMM Utilities menu start with the Scheduling Manager s Menu and select Supervisor Menu Select Supervisor Menu Option wait List Sch PCMM Utilities Inter Facility Transfer Request Inter Facility Transfer Accept Wait List Batch Clinic Change Wait List Enter Edit as a Scheduling Reminder Open Closed EWL Entry O1 amp NH Select Wait List Sch PCMM Utilities Option 60 Electronic Wait List User Manual November 2002 Inter facility Transfer Request Using the EWL Software To access the Wait List Sch PCMM Utilities menu start with the Scheduling Manager s Menu and select Supervisor Menu Select Supervisor Menu Option wait List Sch PCMM Utilities Inter Facility Transfer Request Inter Facility Transfer Accept Wait List Batch Clinic Change OO NR Open Closed EWL Entry Select Wait List Sch PCMM Utilities Option New Request Wait List Enter Edit as a Scheduling Reminder The Inter facility Transfer Request function is accessib
68. ite in the VistA Document Library provides documentation ListManager Developers Guide http vista med va gov listman docs hh Each site needs to decide who will use the Wait List software at their site and implement their decision s through site specific procedures and training 56 Electronic Wait List User Manual November 2002 Using the EWL Software Electronic Wait List via PCMM GUI A user can place a patient on a Wait List for a primary care team or position if that team or position is at or beyond its allotted capacity This option applies to the GUI software A patient is automatically dispositioned when they are placed on a PCMM team or position PCMM GUI Note The PCMM GUI will only allow a patient to be placed on the EWL when the selected PCMM Team is over capacity 1 Select patient 2 Select a PC team or position 3 If the team or position is at or beyond its allotted capacity the user is given the number of patients that are allowed for that team or position and the number that are currently assigned to it The user is then asked if they would like to put the patient on a Wait List If the user chooses to put a patient on the Wait List the prompts are the same as in the standalone Wait List program If the user chooses not to put the patient on the Wait List the user may proceed to assign the patient on a team or position Screen Images of the PCMM GUI This is an illustration of the PCMM GUI displaying patien
69. iting times has become a high visibility issue with the Secretary s office We report data monthly during the Deputy Secretary s Performance briefings Current waiting time measures reflect the experience of veterans already in the system and do not accurately portray waiting time experiences of new enrollees or patients without a scheduled appointment Whether due to absence of appointments or other reasons ad hoc waiting lists of new veteran enrollees to be entered into the scheduling system are known to exist and waiting times for new enrollees seeking care are anecdotally reported to be long We will attempt to formalize an electronic waiting list in VistA to more consistently and accurately reflect demand across VHA and reduce the risk to enrollees lost to follow up due to clerical error The EWL assists VA Medical Centers Community Based Outpatient Clinics and VHA Central Office in managing veterans access to outpatient health care The EWL also assists clinics in identifying patients waiting for appointments and or PCMM panel assignments Within the EWL stand alone software program a patient may be placed on a Wait List for a Primary Care team or position a scheduling service specialty or a specific clinic A patient can only be placed on a Wait List for a team or position if that team position has met or exceeded capacity To place a patient on a position Wait List the patient must first be assigned a Primary Care
70. le from the Wait List Sch PCMM Utilities menu option The New Transfer N protocol is asking the user to make sure the patient is on an EWL list fora PCMM Team at their site before they enter a New Transfer for the patient INTER FACILITY TRANSFFR REQUEST Jan 25 2007 09 53 56 Page Iof 1 User EWLUSER ONE ame SSN Transfer to Status 1 EWLPTONE RRRR PPPP 6666 01 4321 DAYTO CANCELL CHEYENNE VAMC PC EAM ASSIG E BLUE EA 2 EWLPTONE RRRR PPPP 666 01 4321 DAYTO CANCELL CHEYENNE VAMC PC EAM ASSIG EN BLUE EA 3 EWLPTTWO LLLLLL TTTT 666 02 8765 DAYTO RECEIVE CHEYENNE VAMC EC EAM ASSIGNME GRAY TEA 4 EWLPTTHREE CCCCC D JR 666 666 7676 DAYTO RANSMITTED CHEYENNE VAMC PC EAM ASSIGNMEN GRAY TEA 5 EWLPTFOUR T J 666 05 5555 DAYTO RANSMITTED CHEYENNE VAMC PC EAM ASSIG E BLUE EA 6 EWLPTFIVE HHH L 6666 44 0123 DAYTO RECEIV CHEYENNE VAMC PC EAM ASSIGNMEN GRAY TEA Enter for more actions N New Transfer R Remove Transfer Request D Display Inactive Entries V View Request Details Select Action Quit Select N at the action prompt Select Action Quit N New Transfer Sele
71. ment Menu option Appointment Management Select Patient name or Clinic name EWLpatient Seven 5555 Appt Mgt Module Oct 02 2002 08 21 55 Page Lo l Patient EWLPATIENT SEVEN 0403 MT REQ Total Appointment Profile New GAF Required 10 01 02 thru 02 02 03 Clinic Appt Date Time Status Cecelia s Clinic 08 20 2003 08 00 Future Enter for more actions CI Check In CD Change Date Range DX Diagnosis Update UN Unscheduled Visit EP Expand Entry DL Wait List Display MA Make Appointment AE Add Edit DE Delete Check Out CA Cancel Appointment RT Record Tracking WD Wait List Disposition NS No Show PD Patient Demographics CP Procedure Update DC Discharge Clinic CO Check Out PC PC Assign or Unassign AL Appointment Lists EC Edit Classification TI Display Team Information PT Change Patient PR Provider Update CL Change Clinic WE Wait List Entry Select Action Quit MA Make Appointment Select CLINIC AUDIOLOGY APPOINTMENT TYPE REGULAR DISPLAY PENDING APPOINTMENTS No No IS THIS A NEXT AVAILABLE APPOINTMENT REQUEST Y YES Calculating follow up status November 2002 Electronic Wait List User Manual 51 Using the EWL Software AUDIOLOGY Aug 2002 TIME 8 92 TO DL 412 T
72. n FileMan 50 Electronic Wait List User Manual November 2002 Using the EWL Software Electronic Wait List via Scheduling Appointment Management Menu Users can place patients on a Wait List during the make appointment process This action can take place because a specific clinic or service specialty does not have an open appointment or if a user chooses not to schedule an appointment The user also has three additional list manager options for evoking the EWL functionality within the Appointment menu The WE Wait List Entry option evokes the EWL Enter Edit Wait List entry option locked with SDWL MENU The DL Wait List Display option evokes the EWL Inquire Wait List option The WD Wait List Disposition option evokes the EWL Disposition Wait List entry option locked with SDWL MENU When choosing one of these options the user goes through the same prompts as they would in the EWL standalone menu When these options are added to a local site s Appointment Management menu List Manager places the options where space is available In some cases options may not appear as they do in the examples found below or may not be immediately viewable If changes are desired in the menu the sites need to make those changes locally Note If a user makes an appointment in a clinic for which the patient is waiting a prompt displays asking if the EWL entry should be dispositioned Example of Clinic Wait List Entry via Make Appointment Select Appoint
73. ng the EWL Software Using EWL When Team is Under Maximum Capacity The user cannot put the patient on a Wait List for a PCMM Team using the PCMM GUI unless that PCMM Team is full is over capacity These are PCMM Business Rules To place a patient on the EWL for a Team that is under capacity the user must use the Enter Edit Wait List Sch PCMM option in the Wait List Sch PCMM Menu Select Scheduling Menu Option Appointment Menu AM Appointment Management CK Appointment Check in Check out WL Wait List Sch PCMM Menu Add Edit Stop Codes Append Ancillary Test to Appt Cancel Appointment Chart Request Check in Unsched Visit Computer Generated Menu Delete Ancillary Test for Appt Discharge from Clinic Display Appointments Edit Clinic Enrollment Data Enrollment Review Date Entry Find Next Available Appointment ake Appointment ultiple Appointment Booking ultiple Clinic Display Book o Shows Select Appointment Menu Option WL Wait List Sch PCMM Menu 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 O1 amp NH Select Wait List Sch PCMM Menu Option 2 Enter Edit Wait List Sch PCMM Scheduling PCMM Enter Edit Wait List Select PATIENT NAME lt Enter the patient s name and continue the process for adding the
74. our site are not functioning they may be blocked locally If this is the case please contact your local ADPAC or IRM The SDWL Parameter security key provides for entering and editing Specific Clinics and Service Specialties that use the EWL at each facility NOTE All Clinics and Service Specialties that will use EWL must be setup in the Scheduling application prior to use by EWL Designate institutions for Service Specialties PRIOR to utilizing the Import Tool Active clinic division institution assignments can be reviewed by running the FileMan sort print template provided below FileMan Sort amp Print Templates Select OPTION PRINT FILE ENTRIES OUTPUT FROM WHAT FILE HOSPITAL LOCATION SORT BY NAME TYPE CLINIC WITHIN TYPE CLINIC SORT BY INACTIVATE DATE WITHIN INACTIVATE DATE SORT BY NAME START WITH NAME FIRST WITHIN NAME SORT BY STORE IN SORT TEMPLATE FIRST PRINT FIELD NAME HEN PRINT FIELD DIVISION HEN PRINT FIELD INSTITUTIO HEN PRINT FIELD Heading S C HOSPITAL LOCATION LIST Replace STORE PRINT LOGIC IN TEMPLATE START AT PAGE 1 DEVICE lt select device gt November 2002 Electronic Wait List User Manual 18 Using the EWL Software HOSPITAL LOCATION LIST FEB 2 2007 11 21 PAGE 1 NAME DIVISION INSTITUTION
75. patient to the Wait List gt November 2002 Electronic Wait List User Manual 71 Using the EWL Software Wait List Import Tool Sites that currently keep waiting lists are able to import their lists into the EWL via the Wait List Import Tool This utility imports local Wait List entries into the EWL NOTE Specific Clinics and Service Specialties must be set up for each Institution Division before Importing Wait List entries with the Import Tool Using the Wait List Import Tool To use the Wait List Import Tool sites must convert their Wait List from its current format into a comma delimited text file txt This is the excepted format for the tool This file is called the Import file The Import file can be created from Vista using FileMan s DATA EXPORT TO FOREIGN FORMAT options or from Excel using the CSV format This text file must contain four fields e Social security number SSN Entered as XXXXXXXXX OF XXX XX XXXX e Institution Name The name of the Institution from file 4 e Clinic Type this numeric field is numbered 1 4 with 1 being file 404 51 Team 2 being file 404 57 Team Position 3 being file 409 31 SD WL Service Specialty and 4 being file 409 32 SD WL Clinic Location e Clinic Type Modifier a specific choice within one of the clinic types For example if clinic type 1 Team were chosen the modifier would be a specific team A e Desired Date Entered as the FileMan acceptable date This is date fo
76. ption 11 Ad Hoc Report V1 Custom AD HOC Report VERSION 1 SORT BY NUMBER START WITH NUMBER FIRST FIRST PRINT FIELD Select Wait List Sch PCMM Reports Option Ad Hoc Report V1 Custom AD HOC Report VERSION 1 SORT BY NUMBER START WITH NUMBER FIRST 1 GO TO NUMBER LAST 1000 WITHIN NUMBER SORT BY PROVIDER START WITH PROVIDER FIRST WITHIN PROVIDER SORT BY FIRST PRINT FIELD Answer with FIELD UMBER or LABEL Do you want the entire 43 Entry FIELD List Y Yes Choose from AOL PATIENT J ORIGINATING DATE 2 INSTITUTION 3 TRANSMISSION STATUS TO ACC 31 DATE OF TRANSMISSION multiple 4 WAT LIS TYPE 5 WL SPECIFIC TEAM 6 WL SPECIFIC POSITION 7 WL SERVICE SPECIALTY 8 WL SPECIFIC CLINIC 9 ORIGINATING USER 10 PRIORITY 11 REQUEST BY 12 PROVIDER 13 SCHEDULED DATE OF APPT 13 1 DATE APP MADE 13 2 APPT CLINIC 13 3 APP INSTITUTION 13 4 APPT STOP CODE 13705 APP CREDI STOP CODE YPE IN FRONT OF FIELD NAME O GET TOTAL FOR THAT FIELD KE O GET COUNT TO GET OTAL amp COUNT TO GET MAX amp MIN LA O FORCE SAVING PRINT TEMPLATE YPE TEMPLATE NAME IN BRACKETS TO USE AN EXISTING PRINT TEMPLATE YOU CAN FOLLOW FIELD NAME WITH AND FORMAT SPECIFICATION S 46 Electronic Wait List User Manual November 2002 Using the EWL Software FIRST PRINT FIELD 10 PRIORITY HEN PRINT FIELD 13 SCHEDULED DATE OF APPT HEN PRINT FIELD DEVICE UCX TELNET Right Margin 80
77. quiry to the HOSPITAL LOCATION file 44 The EWL menu provides the following functionality 1 Enter a patient on the EWL and assign the patient an EWL TYPE of the following Specific clinic Scheduling service specialty Primary care team Primary care position Edit the EWL entry Inquire to a patient s EWL entries Disposition the EWL entry Produce reports in both summary and detail format Allow the setting of local parameters for clinics and service specialties by institution Du Bu D For the purposes of this user manual we explain each of the above options in the order that they appear to the user on the screen with the exception of the Wait List Sch PCMM Parameter Enter Edit option which because of its importance is explained first This is how the menu appears to the user The Wait List Sch PCMM Menu option is found within the Appointment Menu Select Scheduling Manager s Menu Option Appointment Menu AM ppointment Management CK ppointment Check in Check out WL ait List Sch PCMM Menu dd Edit Stop Codes ppend Ancillary Test to Appt ancel Appointment hart Request heck in Unsched Visit Computer Generated Menu Delete Ancillary Test for Appt Discharge from Clinic Display Appointments Edit Clinic Enrollment Data Enrollment Review Date Entry Find Next Available Appointment ake Appointment ultiple Appointment Booking ultiple Clinic Display Book o Shows QQAQAp p Pap LY
78. r which the appointment is being requested Applies only to Clinic Types 3 and 4 Note If the desired date is requested then the priority is set to future and a date is automatically plugged in If there is no desired date than the priority is set to ASAP and the date the file is imported is automatically entered Note If there is no value for a field then a null value is entered One row of five fields defines a single record for entry into the Electronic Wait List Example 1 Values are submitted for all fields FIELDS 12345 123456789 VA 1 CLINIC 01 12 2003 Example 2 No value is submitted for field 5 A null is entered this field position FIELDS 12345 123456789 VA 1 CLINIC 72 Electronic Wait List User Manual November 2002 Using the EWL Software 1 Select a server or add a new IP address for the server Log on to Vista 2 Click on FILE then OPEN or click the open folder icon on the toolbar r 0 xi November 2002 Electronic Wait List User Manual 73 Using the EWL Software 3 Log on to Vista VISTA Sgomr on EU 9 i Hi Hie HE November 2002 Electronic Wait List User Manual 74 Using the EWL Software Electronic Wait List November 2002 Electronic Wait List User Manual 75 Using the EWL Software 4 Click on FILE then OPEN or click the open folder icon on the toolbar Electronic Wait List bo Import 76 Electronic Wait List
79. rientation This user manual assumes that readers have a working knowledge of the PCMM GUI and VistA VistA Scheduling and other VistA software applications Screen displays may vary among different sites and you may not see the data on your monitor exactly as shown in this manual Although screens are subject to modification the major menu options as they appear in this manual are fixed and are not subject to modification except by the package developer Overview of the Electronic Wait List EWL In the outpatient setting patients are assigned a primary care team and provider who are responsible for delivering essential health care coordinating all health care services and serving as the point of access for specialty care This is accomplished through the Primary Care Management Module PCMM of the Veterans Health Information Systems and Technology Architecture VistA When a patient cannot be assigned to a primary care team or position the PCMM software asks if the patient should be placed on the Electronic Wait List PCMM Wait List reports assist in the management of patients awaiting a primary care team or provider assignment The purpose of EWL is to provide quicker or more convenient patient care by providing care by another team or location for the patient s benefit The EWL can be accessed through the PCMM GUI or by a Stand alone Roll and Scroll application from the VistA Scheduling Appointment menu as well as from the Scheduling
80. rom ACTIVE DUTY SEX TRAUMA 524 AMB SURGERY EVAL BY NON MD 416 AMPUTATION CLINIC 418 Select DSS ID 418 AMPUTATION CLINIC 418 Once the user has selected the DSS identifier the user chooses from a list of institutions in file 4 that are associated with that particular identifier The user is asked for the institution for the particular service specialty that is being activated Select INSTITUTION You may enter a new INSTITUTION if you wish 22 Electronic Wait List User Manual November 2002 Using the EWL Software Answer with INSTITUTION NAME or STATUS or STATION NUMBER or OFFICIAL VA NAME or CURRENT LOCATION or NAME CHANGED FROM Do you want the entire 304 Entry INSTITUTION List y Yes ANN ARBOR MI 506 ASHEVILLE NC 637 BALTIMORE MD 512 BALTIMORE MD 313 BATAVIA NY 513 BATH NY 514 BATTLE CREEK MI 515 BAY PINES FL 516 ATLANTA GA 508 ATLANTA GA 316 AUGUSTA GA 509 AUSTIN TX 200 Select INSTITUTION BAY PINES FL 516 Are you adding BAY PINES FL as a new INSTITUTION the 1ST for this SD WL SERVICE SPECIALTY No Y Yes The user then chooses an activation date for the service specialty DATE ACTIVATED T AUG 22 2002 The inactivation date is used when the service specialty is no longer needed for Wait List purposes DATE INACTIVATED RETURN The clin
81. s may take some time due to possible delays on mail servers View Request Details To view the details of active requests that have been made enter V at the action prompt of the Transfer Request function main summary screen Enter for more actions N New Transfer R Remove Transfer Request D Display Inactive Entries V View Request Details Select Action Quit If there is more than one entry to choose prompt appears Which entry 1 4 When this is entered the full details are shown INTER FACILITY XFER DETAILS Aug 02 2005 14 03 19 Page lator T User EWLUSER ONE Name EWLPATIENT ONE Status RECEIVED SSN 107 05 0155P Date of birth MAY 1 1955 Wait List Type SPECIFIC CLINIC PRIMARY CARE Transfer to BAY PINES VAMC Comments Enter for more actions Select Item s Quit November 2002 Electronic Wait List User Manual 63 Using the EWL Software Remove Transfer Request To remove an active request enter R at the action prompt of the Transfer Request function main summary screen The full details will be displayed in the same format as the View Details screen with a confirmation prompt INTER FACILITY XFER REMOVE Aug 02 2005 14 27 23 Page 1 of 1 User EWLUSER ONE Name EWLPATIENT ONE Status RECEIVED SSN 000 05 0155P Date of birth MAY 1 1955 Wai
82. s 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 EWL Electronic Wait List VistA software package designed for recording tracking and reporting veterans unable to acquire appropriate appointments within a specific VA medical center The EWL may be used as a tool to avoid pre scheduling clinics until the appropriate return interval for example to track return appointment times for Advanced Clinic Access HL7 Health Level 7 ANSI standard for electronic data exchange in healthcare environments IRM Information Resources Management MAKE APPOINTMENT A scheduling option which provides users the ability to schedule veterans for specific clinic appointments This option also allows veterans to be placed on the Electronic Wait List if no appointment meets the veteran appointment criteria November 2002 Electronic Wait List User Manual 84 Glossary MD PHYSICIAN PRIMAR Y 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 St
83. t Criteria Not Met R COMMENT ENTERING USER EWLUSER TEN STATUS OPEN EWLPATIENT FOUR 0155 DEC 23 2005 MAY 27 2006 R REASON Other R COMME TESTING ENTERING USER STATUS OPEN DO NOT REMOVE REASON A FOR Appointment Criteria Not Met P FOR Patient wants another appointment PR FOR Provider wants another appointment O FOR Other 44 Electronic Wait List User Manual November 2002 Using the EWL Software EWL Wait Time Statistics This report provides statistical information regarding Wait List times Users may examine EWL Patient Wait Time by SCHEDULED DATE OF APPT This is a 132 column report that is too wide for this page See the sample report in Appendix B November 2002 Electronic Wait List User Manual 45 Using the EWL Software Ad Hoc Report V1 AD HOC Custom Report Version 1 allows the user to build Print Templates which can be saved and reused The user selects the print criteria and selects the fields that will be printed on the report The user is required to have FileMan access to the SD Wait List file in order to use this report Select Wait List Sch PCMM Reports O
84. t List Type SPECIFIC CLINIC Transfer to BAY PINES VAMC Comments Enter for more actions R Remove Select Item s R The way this is treated depends on the status of the transfer If the status is TRANSMITTED the acknowledgement has not been returned from the receiving site or the original message may have failed to arrive In this case the record of the request is simply removed If the status of the request is RECEIVED a corresponding record will be held at the receiving site and a message will have to be sent to request its removal Once this is sent and until an acknowledgement message is received to indicate that the request has been removed the status will stay as CANCELLED If a request is removed that has arrived at the receiving site but where the acknowledgement has been delayed for some reason there is a mechanism to automatically send a removal message back when the acknowledgement is eventually returned This will prevent a possible file mismatch at the two sites 64 Electronic Wait List User Manual November 2002 Using the EWL Software Display Inactive Entries Inactive entries are those requests that have reached resolution through acceptance or rejection at the receiving site They have a status of REFUSED or ACCEPTED and are not displayed on the main summary screen A summary of these entries can be displayed by entering D at the action prompt of the Transfer Request funct
85. t User Manual November 2002 Using the EWL Software Detailed reports show after the parameters entered he SSN last four Primary eligibility SC if applicable Who requested patient provider provider name ADA PR U D Patient name Comments Phone number residents Disposition date disposition reason if Closed entries are printed Summary Reports only shows the number of Wait List entries for the selected criteria l 2 3 4 Clinic Name Number of wait list entries Total wait list entries Total unique patients November 2002 Electronic Wait List User Manual 35 Using the EWL Software PCMM Team Position Wait List Sch PCMM Report This report generates a list of patients on the PCMM Wait List Team Position printed from the date entered with the 50 100 SC Veterans printing first This list can be used as a work list to assign patients to teams positions Select Wait List Sch PCMM Reports Option 2 PCMM Team Position Wait List Sch PCMM Report Primary Care Team Position Assignment Wait List Report Select Institution ALL Report Category Selection 1 Team 2 Position Enter response 1 Team Select Category for Report Output Team ALL Do you want only OPEN Wait List Entries Yes Yes Select One of the Following 1 Detailed 2 Summary Enter response 2 Summary Selected Report Parameters Institution ALBANY Report
86. t information Clicking the Assign Team button opens a window displaying the Teams November 2002 Electronic Wait List User Manual 57 Using the EWL Software ST Primory Care Management Inment Patient Team Report Window Help se Select Pati nt Team Assignment Patient EWWL patient Four ID 000 12 1255 DOB 03 04 1920 Primary Eligibility NSC Verified Means Test REQUIRED MT Date Discharged Team Assigned Select Team Assignment Ea q ow BLUE TEAM RED TEAM TEST JDS If the selected team is over the maximum capacity the Waiting List window opens giving the user the opportunity to enter the patient on the wait list E Waiting List Currently assigned to team 127 Maximum set for team 125 This assignment will exceed the maximum set for this team SAVE to enter patient on Wait List You may enter a comment optional CLOSE the form to avoid placing the patient on the Wait List Wait List Comment 1 Close A Save X Cancel 7 Help 58 Electronic Wait List User Manual November 2002 Using the EWL Software When a patient is assigned to a wait list the Team Assignment window will display the wait list assignment Select Patient Team Assignment Patient EVVL patient Four ON WAITLIST TEAM GREEN TEAM ID 000 12 1255 DOB 03 04 1920 Primary Eligibility NSC Verified Means Test REQUIRED MT Date SEP 13 1995 Team Assigned D
87. tA Primary Care Position Wait List entry Select Appointment Menu Option Primary Care Team Posn Assign or Unassign Prior to using this option PCMM s Graphical User Interface GUI must be used to Setup active primary care team s Setup active PC Practitioner position s Setup any necessary preceptor precepted relationships Assign practitioner to position s Ss UNE A patient can only have one PC team and one PC Position assignment on a given day The patient must be assigned to a position s team to be assigned to the position Note You must use the PCMM GUI if the patient was unassigned from PC assignment today or in the future assigned to a future PC assignment Select PATIENT NAME TEST PATIENT A 10 1 43 332221212 YES SC VETERAN BLUE TEAM Checking PC Team and Position Status Primary Care Team BLUE TEAM Select one of the following 1 POSITION ASSIGNMENT BY PRACTITIONER NAME 2 POSITION ASSIGNMENT BY POSITION NAME 3 TEAM UNASSIGNMENT ta Enter response 2 POSITION ASSIGNMENT BY POSITION NAME About to Assign TEST PATIENT A to PC Position Assignment Position s Name BLUE EAM EWLPROVIDER SIX 5TH FLOOR Assignment date TODAY SEP 23 2002 This assignment will reach or exceed the maximum set for this position T Currently assigned 3 Maximum set for position 2 Do you wish to place the pa
88. the question is displayed Do you want to add this patient to the Wait List NO No is the default answer For users instructed not to use the EWL a recommendation is to train them to always accept the No default Only clinics set up in the Parameter file triggers this Wait List prompt If a clinic appointment is made for a patient who is on the Wait List the user is asked if they would like to remove the patient from the Wait List for that clinic The default is yes but the response may be No and a reason given 2 If an Unscheduled Visit is entered for a patient who is on the EWL for the same clinic the user sees a prompt asking if the patient should be removed from the EWL for that clinic Yes or No may be entered Entering No requires entry of a reason code The question only occurs for clinics set up in the EWL Parameter file November 2002 Electronic Wait List User Manual 19 Using the EWL Software 3 When canceling an appointment if there are patients on the Wait List for that clinic service specialty the user sees a message on the screen that states there are patients on the Wait List for that clinic This message could be used to prompt users to notify authorized staff about available appointments The prompt only occurs for clinics set up in the EWL Parameter file An institution must be entered for all Clinics and Service Specialties that use EWL Active clinic institution assignments can be verified by running a FileMan in
89. tient on the wait list Yes No NO YES If the user answers no to this question s he are asked if they would like to continuing assigning the patient to a PCMM position See example below COMMENTS Wants to be assigned to S McDermott Patient Placed on Wait List Position Assignment NOT made Example of a user choosing to assign the patient in this prompt Do you wish to place the patient on the wait list Yes No NO Do you wish to continue with the assignment Yes No NO YES Sending NEW Patient Team Assignment Message November 2002 Electronic Wait List User Manual 55 Using the EWL Software PCE Patient Care Encounter and EWL If Make Appointment and Cancel Appointment protocols options are on the PCE ListManager menu at your site these Scheduling options contain Wait List routines and display Wait List messages and questions These messages and questions display for all users who make and cancel appointments regardless of whether they have the SDWL Menu key NOTE Sites that use a PCE ListManager menu for scheduling may want to add the three Wait List protocols options from the Appointment Management Menu to the PCE ListManager menu The three protocols options listed below limit access with the SDWL Menu key WE Wait List Enter Edit DL Inquire Display Wait List for a patient WD Wait List Disposition For information on how to add protocols to a ListManager menu the following webs
90. tments If the user chooses Future a desired appointment date is requested If the user chooses ASAP the current date is logged into the Desired Date field After either choice the user chooses whether the provider or the patient made the request If the user chooses provider s he selects a provider name The user may provide comments The patient is then be added to the Wait List Select Appointment Menu Option WL Wait List Sch PCMM Menu 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 O1 amp WN RE Select Wait List Sch PCMM Menu Option Enter Edit Wait List Sch PCMM Scheduling PCMM Enter Edit Wait List Select PATIENT NAME EWLPATIENT FIVE 666 10 2410 Patient Currently is on Waiting List for the Following Wait List Type P Waiting Institution Status Date For Entered 1 SPECIFIC CLINI F AUDIOLOGY VAMC ALB O 092302 2 SPECIFIC CLINI F AUDIOLOGY VAMC ALB O 092302 3 SERVICE SPECIA A PRIMARY CARE MEDICI VAMC ALB O 092302 Select Wait List 1 or Enter N for New or to Quit N New Select Wait List Type 1 PCMM TEAM ASSIGNMENT 2 SERVICE SPECIALTY 3 SPECIFIC CLINIC Enter response 2 SERVICE SPECIALTY Select Institution BAY PINES FL 516 Select Service Specialty AL
91. to the site to determine if these entries should be changed to YES A printout of the Appointment Sch PCMM Wait List Report SD WAIT LIST APPT REPORT detailed only will list all patients and display the field SERVICE CONNECTED PRIORITY Example of Appointment Sch PCMM Wait List Report detailed report Institution VAMC ALBANY Clinic Service PRIMARY CARE EWLPATIENT ELEVEN 9999 Desired Date MAY 19 2005 Primary Eligibility SC LESS THAN 50 Service Connected Priority YES Comments THIS IS A REGULAR COMMENT Requested by PATIENT Telephone Home 555 555 5555 Institution VAMC ALBANY Clinic Service CARDIOLOGY EWLPATIENT SIX 9494 Desired Date MAY 05 2005 Primary Eligibility SERVICE CONNECTED 50 to 100 Service Connected Priority YES Comments Requested by PATIENT Telephone Home 555 555 5555 Example of Inquire Wait List Sch PCMM SD WAIT LIST INQUIRY PATIE EWLPATIENT SEVEN ORIGINATING DATE MAY 18 2005 INSTITUTION ALBANY NY VAMC WAIT LIST TYPE PC TEAM ASSIGNMENT WL SPECIFIC TEAM EAM 1 ORIGINATING USER EWLSTAFF ONE CURRE STATUS OPE COMMENTS EST EWL ENROLLEE STATUS PRIOR SERVICE CONNECTED PERCENTAGE 50 SERVICE CONNECTED PRIORITY YES Nov
92. tus Do Not Remove Date Do Not Remove Reason Scheduled Date of Appt Date Appt Made Appt Clinic Appt Institution Appt Stop Code Appt Credit Stop Code Appt Station Number Appt Clerk Appt Status Service Connected Percentage Service Connected Priority Reopen Reason Reopen Comment Ww w SOI Uy WW NEHEWWOAWWOSANAN AYRE IN AEE Nn N Sample EWL Transmission Message to AAC Subj EWL FILE TRANSMISSION MESSAGE 1 42636075 14 Mar 2006 03 00 03 0500 EST 22 lines From lt POSTMASTER BAY FO ALBANY MED VA GOV gt In IN basket Page 1 New 500 1 0 ANYWHERE_VAMC 0016666 47 47009 37777 3060126 SA 3060119 C N SURGERY 500 I 30 1 0 TEST 50071 0 ANYWHERE_VAMC CARDIO_CLINIC 000169 115 4 EWLPATIE DERMATOLOGY 000062 304 4 EWLPATIENT SEVEN 100072 2141001 M 00 MON L 30 US 34AN44 43050217 3 50000 00174 T 00050155 P 48 48113 75214 N 1 50 N 7 1 Y N 3010829 1 67 ESTAS 43060 T2245 OLR OSASA AAA RAAA AAA 500 1 0 ANYWHERE_VAMC PSY 1 EWLPATIENT FIVE 1000137255 L AARSEARLOSPARASAR AR ASL AALARS 82 Electronic Wait List User Manual TE EAM 3051220 F 1 P 3060130 08 3060126 DIABETES BINGHAMTON 146 AMBULATORY T SIX 100013 2550501 F 4 0 055000000167 0801305122300 0501 F 4 000050155 P 48 4811 3 75214 N 1 50

Electronic Wait List (EWL) for Scheduling and Primary Care

Contents

Download Pdf Manuals

Related Search

Related Contents