Beneficiary Travel Dashboard User Manual
Contents
1. Interactive US Map gt Reports Virgin Is Co cuam 7 American 6 OY c This site is a storehouse of facility and key staff information within 1717 VA facilities maintained on a regular basis by editors and administrators nationwide throughout the VA network Designed for ease of use this site categorizes information for browsing by state and administration as well as by viewing through an interactive map of the United States Links to various VA services and policies are also available Have Suggestions or Comments Send us a Feedback VHA Intranet Home VBA Intranet Home NCA Intranet Home Section 508 Accessibility Privacy Policy No Fear Act Reviewed Updated Date October 24 2011 Facilities Locator option window Select a facility from the Facility drop down list Select a Find radio button Nearest 5 Facilities or Within 50 Miles Enter a code in the Zip Code box Click the Go button A list of facilities displays providing estimated distance from the source Zip Code entered 5 From the list you may select the closer facility and open information about the services offered and its parent VA Or Tea TUE 10 User Manual for BT Dashboard V 1 July 2012 6 Clicka state in the map to view facilities in the selected state and select the closer site for more information Or 7 Click2. S2SALLOTHER 24 am one LR an CRESTWOOD i4 AA ZLADB ZDBLDA JEH s21 4918 Whitton Place em 18100121342 MU sacan lt BTDescurdCiimer ONE re WESTFALLS 12348 AAA FHXUFH P 1383 20020121323 829 37 ONE AAA FHXUFH P 7581BONOROAD TOONTOWN 12 45 ABADTSHUEHUZLY 8113 17220121108 SZ9ALLOTHER 27 ONE AAADTSHU EHUZLY SUBURBIA 12348 Showing 1107 of 7 entries 2 BT Dashboard Pivot Table Note Each column can be sorted 1 Clicka column heading Or 2 Click the up arrow for ascending order 3 Click the down arrow for descending order Column Description Patient Patient name with last four digits of SSN Claim Date Time Date and time the claim was entered Account Disbursal account for each claim Amount Payable Dollar amount of payment for each claim Who Entered Clerk who entered the claim July 2012 User Manual for BT Dashboard V 1 13 Column Description Payee Name of person to receive payment usually the patient name Occasionally the payee name is different from the patient name Example The name of spouse is entered because the patient is under anesthesia Place of Street address of departure for each claim Departure City of Departure City of departure for each claim Zip Code Zip code of city for each claim 3 Click the Excel button on the right side of the form Sel
3. OptOonc iit edet edet teret erga e Mea opere ee r aloes 15 Een 16 EAQ e D E OC E SUD ace 16 Common Problet s n eere cett vege souk ond rtr e ee e Fn er Coat oe Fl te E ERE POR Pee eva use rte este ee 16 Additional Informati n es scsscsssscstecssscncesosscssenssscnsessescsesesocsosesessesseusescsuecessctesesac ossesietsdesesesonessscessvsassoeeses 18 Software Documeritationh terree tio terere 18 GlOSSaEy EEEE EE E E Ern eee Ee Foe NUR UU YN EN ERE cesses UE Ne e e aV E ERE E CEN Oe UE 19 July 2012 User Manual for BT Dashboard V 1 V Introduction The Indianapolis VAMC developed the Class 3 Beneficiary Travel BT Dashboard to assist users in creating travel claims and in making faster more accurate decisions on mileage reimbursement The VHA Chief Business Office requested the BT Dashboard package be implemented as part of the Cost Efficiency Initiative which is one of the VA Secretary s 16 Major Transformation Initiatives T 16 BT Dashboard functions as an accessory to the VistA Beneficiary Travel claims functionality No data is entered or stored in this web application The BT Dashboard is a web based application designed to be used along with the existing VistA Beneficiary Travel Claim option in concurrent sessions for a patient BT Dashboard calculates the driving mileage from the patient s addres
4. Searc pj Edit View Favorites Tools Help amp E Bing Maps D Pager 2 Tools v b images Videos Shopping Ne Sign in Rewan BING m Maps pla Rud anseye gt 4 A M X m z egt QO pE 1235 sal B 4500 S Lancaster Rd Dallas TX 75216 Boston o add destination show options aid 1590 1 mi 35 hr 54 min A 12345 NY Depart River Rd toward Edison Ave 4 Turn left onto Edison Ave 200 mies fh Make a U turn to stay on Edison Ave 7012 Urnen Corporation amp 2010 naven 100 Bing Map with Mileage Route Duration Directions a separate window 4 Before moving the start and end points in the map you must first ensure a start point A and an end point B are displayed in the map If Bing provides address options for one or both points select an address for the start or end point to recognize 5 Once start and end points display work with the veteran as you move the points to refine the actual locations needed to determine the mileage 6 With the map open use your mouse looks like a hand to capture the start point and move it to the correct location To do this a Move the mouse hand over point A It changes colors b Leftclick and hold down the mouse as you move point to the new location 6 User Manual for BT Dashboard V 1 July 2012 c Release the mouse when you are in position to allow the map to refresh
5. and calculate the shortest distance d If necessary repeat steps a c to move point B Note You can enlarge the map as you narrow the start location to the veteran s address It is also helpful to have the veteran guide you to the address by providing landmarks and confirming street names 7 When you confirm the correct start and end points print a copy for the veteran and continue completing the claim 8 Ifthe destination is not a site entered in the Dashboard Config file open the map for any site and edit the destination location This is useful when the travel claim is for an approved appointment at a non VA facility Note You cannot use the Alternate Address box to map a Destination 9 Optional You can use this procedure to confirm that Bing is taking a route with a known detour or a non traffic road bridge out power line trail etc If you find an error manipulate the route to capture the detour to a road capable of supporting travel a To manipulate the route do not move the start point but rather use the mouse to add points to shift the route 1 Move the mouse hand to the marked route Left click and hold down the mouse as you add a point on the route iii Continue to hold down the mouse as you move the point onto the detour and release the mouse The map refreshes with the new route b Continue to make adjustments until the detour is complete The completed map displays the new corrected route with the calcu
6. for a list of claims a Type ina From date and a To date Up to 30 days ahead of the From date Note In the Pivot Table only the first 3000 results display for a timeframe b Click the Go button A Pivot table report displays the VistA BENEFICIARY TRAVEL CLAIM FILE 392 data in real time for each claim in the list The Account Payable amount is the total amount payable for the selected timeframe Note You can control how many claims display Select a number 1 100 from the Show box ve Beneficiary Travel Dashboard 1 0 M E 9 v GO Tools v Dashboard Facility Locator Bing Maps Claims Pivot Table Logout From W 1 2012 20 2012 i only the first 3000 records will display AmountPaysbie 241 Excel show 52 E Search zu a Chim Amount Place of Cityof Zip Patient vt Entered Date Time Payable Woosonnd aim Departure Departure Code AA ELZDI ULETLLY 0117 1252012 1130 823 ALL OTHER 2 BTDashbosdCisme ONE AA ELZDI ULETLLY POBOX 18074 GULCH 12345 AA LZDY LKIRAELBHHZ DUE 2604 E 28TH ST EN 113001211132 amp JSALLOTHER 3 ETOmitordcisme ONE AA LZDY LKIRAELEHHZ CHEROKEE 12348 eee LIS SS 18100121327 B2BALLOTHER 3 STDserbordcisme ONE AALZDY LKIRAELBHHZ 250E 28THST CHEROKEE 12345 APT 208 AA TELUDG SHUUHAA AA TELUDG SHUUHAA 4720 ROUND LAKE 1245 BIX 3 2 2 Dashboard ONE ee 16100121331
7. www bing com maps Common Problems Issue Solution Mileage returned is 0 Make sure the address in the INSTITUTION file or the alternate address can be mapped at http www bing com maps If not change the address to one that can A newly constructed facility may have an address that was previously non existent and will not display in Bing Maps until an update of the map site To have the system recognize the location change the address in the Edit the BT Dashboard Configuration file DGBT BENE TRAVEL CONFIG EDIT to one close to the facility that Bing Maps recognizes Mileage returned does not reflect the The dashboard optimizes on distance whereas same mileage as when manually entered Bing Maps defaults to duration the address at http www bing com maps The dashboard allows the user to select either Distance default or Time to provide the veteran a comparison when they question the route of travel For more information on Distance Time refer to the BT Dashboard User Manual Note The Time choice matches the default commonly found when the veteran uses a personal computer 16 User Manual for BT Dashboard V 1 July 2012 Issue Solution How do you update the list of specialties at a clinic In VistA use the Edit the BT Dashboard Configuration file DGBT BENE TRAVEL DASHBOARD CONFIG EDIT option on the Beneficiary Travel Menu DGBT BENE TRAVEL to enter edit th
8. 0931 ACTION REQUIRED Note Location Date Time Note Title IN GREEN 221201280244 PHARM MED COUNSELING EDU IN GREEN 221201280940 OUTPATIENT CARE NOTE Order Location Activity Date Orderable Item Status IN GREEN EYEGLASS REQUEST PENDING IN GREEN IBUPROFEN TAB PENDING IN GREEN ORTHO CLINIC PENDING IN GREEN SHOULDER 2 MORE VIEWS PENDING Consult Location Date Of Request EYEGLASS REQUEST 221201290939 10 ORTHO CLINIC 22120128093404 EKG DONE BY NURSE 3 102010912 1035 Claim One Way Date Time Remarks Deductible 240 FEB 21 2012 1152 test 10 234 JAN 25 2012811 30 test 3 e 08 201081451 o Full view of the BT Dashboard window Patient Name In VistA there are three sets of data items on the patient record into which health benefits staff can enter addresses Permanent Temporary and Confidential The Dashboard is configured to display only the Veteran s permanent address entered in the VistA Enrollment package e The VistA Beneficiary Travel Claim feature displays a temporary address when the temporary address is activated in the Enrollment package e Aconfidential address does not display in the Dashboard or the VistA Beneficiary Travel application Note If the mileage calculation is based on a temporary or confidential address for payment you must enter it in the alternate address field or open Bing maps and enter the address in the start field and recalculate the mileage ve 4k amp
9. 2 11 08 829 ALL OTHER Amount Payable Who Entered Payee Place of Departure 26 CLERK BT DASHBOARD AA ELZDI ULETLLY BOX 18074 34 CLERIBT DASHBOARD AA LZDY LEIRA ELBHH 31 CLERK BT DASHBOARD AA LZDY UCIRA ELBWHZ 24 CLERK BT DASHBOARD AA TELUDG SHUUMAA DTUNLA 42 CLERK BT DASHBOARD 47 CLERK BT DASHBOARD AAADTSMU EHUZLY 2504 28 306 CHEROKEE 2504 E TSTHSTAPT 306 CHEROKEE 4720 ROUND LAKE RD APT CRESTWOOD 4318 Whitton Place Apt A WEST FALLS 37 CLERK BT DASHBOARD AAA FHXUFM P 7561 BONO ROAD 830 LATITUDES WAY Pivot table as an xls spreadsheet GULCH nas 12345 12345 12345 123 19345 TOONTOWN 12345 SUBURBIA City of Departure Zip Code 12349 14 User Manual for BT Dashboard V 1 Logout Option On the Dashboard click the Logout link You return to the Login window You have successfully logged out gt gt gt gt gt NOTICE lt lt lt lt lt This account is established for software demonstration testing and user training only The data in this TEST system is protected by the same confidentiality regulations statutes and penalties for unauthorized disclosure as the production system Restore date NOV 23 2011 VistA Access Code VistA Verify Code Return to Login screen July 2012 User Manual for BT Dashboard V 1 15 Troubleshooting FAQ What mapping service does the dashboard use http
10. Beneficary Travel Dashboard 1 0 Tp E Page 2 Tools Dashboard IFsciity Locator Bing Maps Cisims Pivot Table Logout Cisimer SINGLETONAPRIL E Patient Name Last4 sc Site Mileage in NORTH TEXAS 11415 AAELZDIULETLLY 0117 INDIANAPOLIS VAMC 14528 FO BOX 18074 GULCH UTAH 12345 BATTLE CREEK VAMC 1873 Alternate Address Use Atemate ANN ARBOR VAMC 16453 Showing 1 to4of4entnes BT Dashboard window Patient Name section 4 User Manual for BT Dashboard V 1 July 2012 The name section contains the veteran s identification permanent address and service connection percentage as listed in the VistA Enrollment file Also available is an area in which to enter an alternate address so the clerk can correct the displayed address when it contains a PO Box the veteran is using a temporary address or a Zip Code displays This indicates the Bing Map is defaulting to a Zip Code location to determine the claim mileage For more information on using this feature refer to the section Determining and Validating the Mileage Destination Site Information The Dashboard can be configured to provide information about a destination site The information may contain such items as available care specialties hours of operation and contact information to help the clerk determine if care is available at a closer facility when determining the mileage to reimburse 1 Selecta site in the Site column If configured a p
11. Beneficiary Travel BT Dashboard Version 1 0 C3 C1 Conversion Project User Manual LA July 2012 Beneficiary Travel Patch DGBT 1 19 Department of Veterans Affairs Office of Information and Technology OIT Product Development PD Revision History Date Revision Description Author May 2011 1 0 Initial template C Beynon June 2011 1 1 Copied BT User Manual into the C Beynon template July 2011 1 2 Added content L Harmon July 2011 1 3 Minor Clean ups Month in Footer J Rogers etc added support info July 2011 1 4 Prepped for ESE Checklist C Beynon July 2011 1 5 Removed yellow marks around AJR J Rogers July 2011 1 6 Removed a 1 from 583907 11 J Rogers July 2011 1 7 Continued prep for ESE Checklist C Beynon September 2011 1 8 e Added Beneficiary Travel Patch C Beynon DGBT 1 19 e Changed dates to October 2011 for release September 2011 1 9 Updated file and option information L Harmon October 2011 1 10 Fixed format C Beynon January 2012 1 11 Updated screen captures C Beynon February 2012 1 12 Updated with screen captures from C Beynon TA March 2012 1 13 e Updated the Troubleshooting CBeynon section e Changed dates to March 2012 e Incorporated updates from LA April 2012 1 14 Changed dates CBeynon e Updated with TA comments e Updated with CH comments e Added screens from LA e Prepped for June release June 2012 1 15 e Changed dates to July 2012 CBeynon
12. Orders do not display if the claim date time is other than the current date e Orders only display if entered by the provider IN GREEN 2212012000939 EYEGLASS REQUEST PENDING IN GREEN 221201200938 IBUPROFEN TAB PENDING IN GREEN 2 21 2012 09 3225 ORTHO CLINIC PENDING IN GREEN 2 21 2012 09 3225 SHOULDER 2 OR MORE VIEWS PENDING Order Location section of BT Dashboard Consult Location The Consult Location section lists consults on file for the last 2 years Consult Location Date Of Request EYEGLASS REQUEST 2 21 2012 09 39 10 ORTHO CLINIC 2 21 2012 09 3404 EKG DONE BY NURSE 3 10201012 10 35 Consult Location section of BT Dashboard 8 User Manual for BT Dashboard V 1 July 2012 Claim One Way The Claim One Way section displays the five most recent claims over the previous 35 days Items listed within the screen are the one way mileage date time of the claim any remarks and whether or not a deductible was applied Claim One Way 21 2012 11 52 JAN 25 2012 11 30 FEB 08 2010 1451 Claim One Way section of BT Dashboard July 2012 User Manual for BT Dashboard V 1 Facility Locator Option The facility locator tool is used to provide a search for treatment sites that may be closer to the veteran s residence that was not entered into the Dashboard Configuration file It is not possible for some facilities to list all the surrounding sites that may be needed to calculate mileage or to determine the closest fac
13. d retype the codes correctly However the message displayed depends on the problem For example if a user s Verify code has expired a message to that effect may display and the user needs to go to a VistA screen and change the Verify code July 2012 User Manual for BT Dashboard V 1 17 Additional Information If you have any questions concerning the implementation of this application contact the VA Service Desk at 1 888 596 4357 or directly log a Remedy ticket via Remedy Requester application using Category Applications VistA Type Beneficiary Travel Item appropriate BT Dashboard item can be selected from the list Software and Documentation BT manuals are available in MS Word doc format and the Portable Document Format pdf on the VA Software Documentation Library under Clinical Beneficiary Travel http www4 va gov vdl 18 User Manual for BT Dashboard V 1 July 2012 Glossary Term Definition A amp A Aid and Attendance Beneficiary The party to whom the mileage reimbursement is owed In most cases the Beneficiary is the same as the patient There are some exceptions for instance when the patient is under anesthesia and the caretaker presents the appointment documentation to the Travel Office Bing Maps API Microsoft 3rd party application used with BT that provides directions mileage and a visual map for the travel office personnel
14. e Added changes from CH July 2012 User Manual for BT Dashboard V 1 User Manual for BT Dashboard V 1 July 2012 Table of Contents e treno eere ve ne nonna P aT ae RENE RENE VR NS Ce es aaa 1 User Instructions 2 3 ener ro eene eer eroe sas repere ea vo sevedentcobacesesenssusesevsapsrscsesens 2 Dashboard pu on sects 22 Herd tpe gest bete eb ete Ee erii ge d ceo 3 Patent m Sina 4 Destination Site Informati n DATO AERE SEXE 5 Determining and Validating the Mileage cece eeseceseceseceseeesceeseeeeneeeseeeseecsaecnaecsaecaeenseenseeees 5 Appointment Location meneere in eR eee oder iie 7 Note IG CATION ys i E i Herd tr RE c et cil Re v t e d cle cet ve 8 Order o eee eer Pitti terere en Feet RETO Perna 8 Consult LO Cat Omer o P re ERA ERR RENE ERU Es 8 Claim One Wy aeg de ree ate eR M RU UR RE RI Ud ri 9 Eaeility Locator Option anenee en titre ete eek ree ERE ee IEEE ERAT Her ete evt seen 10 Bing Maps rique arie eI cR ee e e LEER ET 11 Claims Options csp deett eet eene ettet eut utet 12 Pivot Table Option eei RH nt reget pe ee teen Aided ones ed oe eee 13 Logout
15. e BENEFICIARY TRAVEL DASHBOARD CONFIG File 392 5 Use of this menu option requires the DGBT SUPERVISOR Security Key 1l At CONFIG NAME Enter the user s facility name case sensitive 2 At VA INSTITUTION Enter the name of the facility 3 The system will search the names for the user to select 4 Enter facilities not recognized using the NON VA INSTITUTION prompt 5 At ACTIVE Enter Y to activate the facility so Bing Maps will map to it 6 At ALTERNATE ADDRESS If the address on file is not correct or will not map enter the alternate address 7 Atselect SPECIALTY Enter any specialty or information that you want to display in the facility information box when selected in the BT Dashboard 8 Atselect NON VA INSTITUTION Enter other VA sites not recognized in the file or commonly used NON VA sites for your facility These prompts are used to enter new or update existing files e To delete a specialty or information enter at the prompt e To inactive a site enter N at the ACTIVE prompt How do the users get to the BT Dashboard Users should have dual screens side by side with VistA on one side Log in to VistA first and then log in to BT Dashboard with your VistA Access and Verify codes What message displays in case of a mistake logging in to BT Dashboard Not a valid ACCESS CODE VERIFY CODE pair Note This message is the most common and usually displays because of typos The user shoul
16. ect location for download by window displays My Recent Documents My Documents b PE File name Save as type before saving or opening DGBT 1 19 KID f 4 DGBT_1_19UM docx DGBT_1_191G docx Beneficiary Travel Dashboard 1 0 csv z AI Fies C2 Warning This be an executable program or contain malicious content use caution Windows gt Select location for download 4 Browse to your target directory and enter a target filename or accept the default filename 5 Click the Save button The file is saved as an xls file e cns qno CAUTE mg Home Insert Page Layout Formulas Data Review View Add ins Get Started Weep tet General Paste B I U EB A Er SEE HM k cener A Alignment ZJ Number Acrobat 18 8 Conditional Format as Formatting Table Styles yes Beneficiary Travel Dashboard 1 0xls Compatibility Mode Microsoft Excel ise er Bg p Format Cels Jot WM G hal Patient Patient Claim Date Time Account ELZDI ULETLLY 0117 1 25 2012 11 20 829 ALL OTHER AA L2DYLKIRA ELBHH 7684 1 13 2012 11 12 829 ALL OTHER AA LZDY LKIRA FLBHHZ 7684 1 31 2012 13 27 829 ALL OTHER AA TELUDG SHUUMAA DTUNLA 6522 1 31 2012 13 31 829 ALL OTHER AA LADB ZDBLDA JEH 7483 1 31 2012 13 42 921 INTERFACILITY AAA FHXUFH P 1383 2 10 2012 13 23 829 ALL OTHER TSHU EHUZLY 8113 1 13 201
17. eral REST API The Bing Maps REST Services Application Programming Interface is a Representational State Transfer REST API that is used to find an address retrieve a map with a pushpin and a label or get driving directions Users do these tasks by constructing a URL Rx Prescription July 2012 User Manual for BT Dashboard V 1 19 Term Definition SC Service Connected disability determines the amount of VA benefits for which a veteran qualifies based on a service connected injury ies or illness es Section 508 A Public Law that agencies must provide employees and members of the public who have disabilities access to electronic and information technology that is comparable to the access available to employees and members of the public who are not individuals with disabilities SSN Social Security Number VA Veterans Affairs VACO Veterans Affairs Central Office VHA Veterans Health Administration VistA Veterans Health Information Systems Technology Architecture VMS Virtual Memory System 20 User Manual for BT Dashboard V 1 July 2012
18. ility Example A facility may only list the Community Based Outpatient Clinics CBOCs within their parent VA medical center s control along with the parent V A s throughout their respective VISN to reduce the number of sites for which the Dashboard must calculate the distance to each time a claim is entered In this case if an outside parent VA appears to be closer for care the BT Claim clerk may use the Facility Locator to check if a CBOC from the other VA may be closer On the Dashboard click the Facility Locator link The Facility Locator amp Leadership Directory displays UmmepSmares 547 d AZUA Search DEPARTMENT OF VETERANS AFFAIRS Open Advanced Search VA Intranet Home About VA Organizations Locations Employee Resources Home m FACILITIES LOCATOR amp LEADERSHIP DIRECTORY Veterans Health Administration HA praes gel For your convenience you can use the search feature to locate Facility All Types zi facility related information quickly and accurately Search in Facility Directory o Veterans Benefits Administration Find nearest 5 Facilities National Cemetery C within 50 Miles Administration f Zip Code Go Vet Centers Click on the state initials to view facilities in that state Non Flash Version VA Central Offices PTSD Program Locator SUD Program Locator V pos Gravesite Locator Gb RI Facilities by State
19. isplay as well as all consults and claims from the past 35 days 5 Itis possible to select Distance or Time from the Optimize drop down e Distance shortest distance the default the mandated choice e Time shortest duration manually select for comparison purposes Optimize Distance versus Time If a veteran disputes the routing mileage results you may use the Optimize feature to show the mapping results based on both Distance and Time for comparison This allows you to provide evidence on which you are basing your decision Give the veteran a copy of both results to show the veteran the difference between the shortest distance and the shortest time Note Remember to tell the veteran that the version of Bing used at home generates only results based on the shortest time Distance is not a choice from the home computer July 2012 User Manual for BT Dashboard V 1 3 ve 40 Beneficiary Travel Dashboard 1 0 Tp E 49 v 27 GTools v Dashbosed Faciity Locator Bing Maps Cisims Pivot Table Logout E Optimize Distance iv Patient Name Last4 sc Site Mileage NORTH TEXAS HCS 11415 AA ELZDIULETLLY 0117 INDIANAPOLIS VAMC 14228 BOX 18074 GULCH UTAH 12345 BATTLE CREEK VAMC 1013 Aternate Address Use Akemate ANN ARBOR VAMC 16453 Showing 1 to40f 4 entries Appointment Location Toggle Date Time Status IN GREEN 221201280931 43 CHECKED OUT IN GREEN 22120128
20. ity regulations statutes and penalties for unauthorized disclosure as the production system Restore date NOV 23 2011 El VistA Access Code VistA Verify Code VistA Login window 2 Enter your Access Code Username and Verify Code Password 3 Click the Submit button The Dashboard window displays 2 User Manual for BT Dashboard V 1 July 2012 Dashboard Option 1 The patient requests travel reimbursement 2 Toinitiate the BT claim select the claim menu in the VistA Beneficiary Travel application select the Division and enter the patient s name 3 Click Select in the Claimer drop down list This list populates with all users who created a travel claim on the current day ve d Beneficiary Travel Dashboard 1 0 Jp E 59 v Page C Tools Dashboard Facility Locator Bing Maps Claims Pivot Table Logout Claimer Select Optimize Distance 1 Site Mileage No dats available in table Showing 0 to 0 of O entries BT Dashboard window 4 From the Claimer drop down box select your name e The Dashboard synchronizes with the patient in the last travel claim started by you the selected user Reminder If you did not start a claim before opening the Dashboard program you must refresh the Dashboard to select your name and initiate the synchronization process e The patient s appointments notes and orders for the current day d
21. lated one way mileage Appointment Location The appointment location section of the Dashboard displays all appointments entered in the VistA Appointment package for the last 60 days The information displays the location title Date Time scheduled and the current status The view is compressed displaying only the current date s appointment To view all 60 days you must click the Toggle button Note Current day appointments scheduled for a later time than the one entered by the clerk for the Claim Date Time in the Vista Beneficiary Travel application display highlighted in red to alert the clerk not to make a payment until it is validated that the veteran completed the appointment Appointment Location Toggle IN GREEN IN GREEN 2012 0931 43 CHECKED OUT 12012 0931 ACTION REQUIRED lt lt 21 2 Appointment Location section of BT Dashboard July 2012 User Manual for BT Dashboard V 1 7 Note Location The Note Location section alerts the clerk to notes entered for a current date claim only e Notes do not display if the claim date time is other than the current date e Notes only display if entered by the provider Note Location Date Time Note Title IN GREEN 2212012809 44 PHARM MED COUNSELING EDU IN GREEN 2 21 2012 09 40 OUTPATIENT CARE NOTE Note Location section of BT Dashboard Order Location The Order Location section alerts the clerk to orders entered for a current date claim only e
22. o determine the correct distance 1 Confirm that the address displayed in the Dashboard is the same address as in the BT Claim package e temporary address will not display in the Dashboard e Ifthe veteran is using a temporary address enter it in the Alternate Address box and click the Use Alternate button July 2012 User Manual for BT Dashboard V 1 2 Confirm that a Zip Code does not display in the Alternate Address box e Ifa Zip Code displays the mapping system is not finding the correct address and is defaulting to the Zip Code location as a start point e Check the listed address and retype it removing any apartment numbers and spelling out abbreviated words such as HWY which is commonly used for Highway e To refresh the map click the Use Alternate button 3 To confirm that the map is recognizing the address click on the mileage figure in the Mileage column for the veteran s destination site e The map opens in a separate screen allowing you to confirm Bing maps has correctly identified the start and end points to determine the correct mileage e If Bing maps fail to locate the address continue to change the addresses listed in the A and B boxes and refresh the map or work within the displayed map to locate the correct points by moving the start or end point as necessary Bing Maps Windows Internet Explorer 2 jnix DS http vavw bing com maps default aspx v 28stop 1 0 O8utp adr 12345 adr 4500 20SOUTH 7 Live
23. ons Aboutourads Help Tellus what you think LE T EET 510006 4 Bing Maps option window July 2012 User Manual for BT Dashboard V 1 11 Claims Option The BT Dashboard displays the running total of claims for the current day at the user s facility and for each individual patient claim the Dashboard displays the amount payable claim date and the clerk who created the claim Amas nates Cern Orie Crested v a ToC one EIC STO CLR NS amp 0 12 12 Lio OE 1010 Li ion Se Local rtraret a BT Dashboard Claim table Column Description Patient Patient name with last four digits of SSN Amount Payable Dollar amount of payment for each claim Claim Date Date the claim was entered Created by Clerk who created the claim On the Dashboard click the Claims link The Claim table displays e Claims current day s number of claims e Amount Payable current day s amount payable Note Each column can be sorted 1 Clicka column heading Or 2 Click the up arrow for ascending order 3 Click the down arrow for descending order User Manual for BT Dashboard V 1 July 2012 Pivot Table Option The Pivot table of BT Dashboard displays descriptive data for individual claims such as patient name claim date time and who entered the claim 1 On the Dashboard click the Pivot Table link 2 To change a timeframe
24. op up displays with the specialties offered at the selected site ferete P beneficiary Tres 1 0 n Oe pardoes i l acte Locator es Mass Cars Pot Tate per ETOCLASRONE BT Dashboard window Patient Name section with North Texas HCS site selected Note The BENEFICIARY TRAVEL DASHBOARD CONFIG file 392 5 stores the list of sites and their alternate addresses and specialties Use the VistA Edit the BT Dashboard configuration file BENE TRAVEL CONFIG EDIT option to edit the information Access to this option requires a security key If this option is not on your menu ask your supervisor or ADPAC to add or change configuration data as needed 2 Click the Close link or select the site again Determining and Validating the Mileage Bing Maps may not correctly identify an address on which to generate a route and determine the mileage This is not uncommon with any mapping system An address may be entered in a way such that it is unreadable to the mapping system or the address may be new and the mapping system not yet updated to capture it Note It is the user s responsibility to validate all mileages with the mapping system the first time a claim is entered with the veteran s VistA address a new start address is provided by the veteran a temporary address was activated or the destination address was not entered in the Beneficiary Travel Dashboard Config file 392 5 T
25. ravel clerk enters the mileage generated by BT Dashboard at the appropriate prompt while entering a travel claim in VistA July 2012 User Manual for BT Dashboard V 1 1 User Instructions Note In order to properly use the BT Dashboard you must have permission to access the Beneficiary Travel Menu DGBT BENE TRAVEL claim menu and the Claim Enter Edit DGBT BENE TRAVEL SCREEN option must be on your menu BT Dashboard takes the patient s permanent address located in the VistA Enrollment PATIENT file and uses the Bing Maps API to calculate the driving distance from the patient s address to the institution s configured in the BENEFICIARY TRAVEL DASHBOARD CONFIG file 392 that are entered by the BT supervisor or ADPAC with supervisory permission When you enter claims data on the VistA side the BT Dashboard synchronizes with the claim and displays the information as it begins mapping the distances to each configured institution Note If the BT Dashboard is activated before the VistA Beneficiary Travel claim is entered by the clerk the information does not display until the BT Dashboard is refreshed 1 Navigate to the URL of BT Dashboard and login using your VistA Access and Verify codes 3 A Please Login with your Vista Account El gt gt gt gt gt NOTICE This account is established for software demonstration testing and user training only The data in this TEST system is protected by the same confidential
26. s to a configured set of institutions Using the Beneficiary Travel Claim menu the application automatically synchronizes with travel claims as claims are created in VistA BT Dashboard also displays patient appointments notes orders consults and past claims The locally developed BT Dashboard package was accepted by OIT as a priority for conversion from Class 3 local use to Class 1 VHA wide use The BT Dashboard package web application was installed and tested in production at thirteen VAMC facilities This included individual VAMC web server installations as well as several VAMCS in Region 1 where a single centralized web server was used The travel clerk opens a VistA session using the Beneficiary Travel Claim menu The travel clerk opens a BT Dashboard session The travel clerk enters a new travel claim into VistA BT Dashboard synchronizes with the claim extracts the patient s address from VistA and calculates the distance between the patient s home address and each VAMC and CBOC in the area using the Bing Maps API 5 BT Dashboard display a Patient name b Patient address c Service connection percentage d Scheduled appointments and the status of each appointment notes orders consults and claims f Clinical inventory list of each facility within the area Mileage to configured facilities No data is entered through BT Dashboard BT Dashboard only displays mileage and other information The t
27. the arrow next to the Search In Facility Directory box to locate facility related information Bing Maps Option From within the Dashboard you may go directly to the Bing Map site when you are working with a destination address not configured within the Dashboard On the Dashboard click the Bing Maps link The Bing Maps website displays with the MS Explorer web map service Bing Maps Driving Directions Traffic and Road Conditions Windows Internet Explorer Go http www bing com maps z esl Live Search lef File Edit View Favorites Tools Help ve 4k 5 Bing Maps Driving Directions Traf 5 Oy C Tools gt Web Images Videos Shopping News Maps More MSN Hotmail Signin Rewards Dallas Texas Directions My places Ef Map apps Road Birdseye E Print MShare IZ i 2 5 y get directions World United States TX driving walking transit E i Te ca Ottawa we view traffic current traffic Nemaska Ie L 9 view businesses restaurants bars hotels more Kansas Missouri Kentucky 4 I OKLAHOMA AmkawsAs TENNESSEE explore map imagery ARONA New bird s eye aerial Streetside Hipis Modana explore venue maps shopping malls airports more explore map apps gas prices parking finder taxi fare calculator more 2012 Microsoft Privacy Legal Advertise Business soluti
28. to use when determining the correct mileage between the Beneficiary s home and the treating VHA facility Also provides the Application Programming Interface BT Beneficiary Travel CBO Chief Business Office Class 1 Software produced and supported inside of the Product Development PD organization Class 3 Also known as Field Developed Software Refers to all VHA software produced and supported outside of the Product Development PD organization Consults Consultations are used by care providers doctors nurses pharmacists and therapists as well as their Clerical Staff to make or service requests for consults on patients Examples of Consults are Radiology exams appointment with a Social Worker a request for a vision exam etc CSP Cache Server Pages Gateway Gateway is a computer system that transfers data between normally incompatible applications or networks or which allows users of one system or network to gain access to another network or system Provides protocol translations as needed CSP Gateway Cach Server Pages CSP technology allows you to build and deploy Web applications CSP lets you dynamically generate Web pages typically using data from a Cach database These pages are dynamic that is the same page may deliver different content each time it is requested GUI Graphical User Interface InterSystems The 3rd party vendor that provides a product known as InterSystems Cache MT Means Test OIG Office of Inspector Gen
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