User Manual
Contents
1. Data Entry and Transmission Responsibility A hospital may transmit data to PRS 2 via Allegiance Systems as frequently as desired but must meet the minimum requirements set out in the PRS 2 Manual Contacts For general assistance in using this software and queries relating to PRS 2 and the VAED please contact the Health Data Standards and Systems HDSS HelpDesk Phone 03 9616 8141 Fax 03 9616 7629 Email PRS2 Help Desk dhs vic gov au For a copy of the APET software please contact HDSS on the contact details above The APET User Manual may be downloaded from http www dhs vic gov au ahs hdss vaed2 htm APET Version 3 0 3 July 2001 5 Abbreviations Used In This Manual AIMS APET BIS DVA E2 FYTD H2 HDSS ICD 10 AM IT MTD PRS 2 RUG ADL S2 T2 U2 UR Number V2 VAED X2 YTD the Department Agency Information Management System Admitted Patient Entry amp Transmission System Barthel Index Score Department of Veteran s Affairs Episode Record Financial Year To Date Header Record Health Data Standards and Systems Unit International Statistical Classification of Diseases and Related Health Problems 10t Revision Australian Modification Second Edition Information Technology Month To Date Patient Reporting System Version 2 Resource Utilisation Groups Activities of Daily Living Score Sub Acute Record Trailer Record Trailer Record Unit Record Number Department of Veteran2. No Separation Date Save Admission Data Only The E2 Status Segment Tab if you wish to enter previously calculated patient days Refer Entering E2 Status Segment Details on the following page APET Version 3 0 3 July 2001 23 Entering E2 Status Segment Details Prior to entering E2 Status Segment details refer to e The PRS 2 Manual which provides information on status segments and definitions relating to counting patient days 1 From the E2 Records Form select the E2 Status Segments Tab The following screen will appear w E2 RECORDS J _ 000001 2 Enter the Account Class Accommodation Type and Qualification Status applicable at the time the patient was admitted 3 Enter the previously calculated month to date financial year to date and total Patient Days for this combination of Account Class Accommodation Type and Qualification Status and select Add To List All the details for this combination of data items otherwise known as a Status Segment will appear in the white box APET Version 3 0 3 July 2001 24 Note e Only days accrued before and including the transmission end date should be recorded For example a July Transmission end date 31 07 01 should not include patient days for August e If at any time any one of the Account Class Accommodation Type or Qualification Status data items changes another status segment must be created indicating the patient days accrued for the new combination
3. Eie Ultiities Help Wednesday Sep 122001 09 17 44 pm Action Record Form Type gt Search Filter Enter New Record 2 Unique Key No Pre Edit Existing Record C Patient Identifier Display Record Form Asian ACKOM E Doct Microsoft Admitted Patie QANU IDE 3 17pm APET Version 3 0 3 July 2001 19 Functions of the Main Menu Action To select the required action Enter New Record Enter the details of a new patient episode Edit Existing Record Edit information which has previously been entered Record Form Type To select the Record Type you would like to enter or edit E2 Episode Record X2 Diagnosis Record S2 Sub Acute Record V2 DVA Record Refer to the PRS 2 Manual for Record Type Definitions Search Filter A Unique Key is automatically generated by APET for each new record entered therefore the Search function is only used to locate exiting records See Editing or Deleting an Existing E2 S2 or V2 Record page 34 Although the main menu allows for the entry of a Patient Identifier this option is only to be used when searching for an exiting record The Patient Identifier for a new record should be entered into the E2 Admission Tab If the patient identifier is entered at the main menu it will not be carried over to the entry screens APET Version 3 0 3 July 2001 20 Menu Bar The Menu Bar provides the following functions File Exit To Exit the APET Syste
4. S2 or V2 Record details select Enter New Record X2 Display Record Form The Unique Key Patient Identifier Admission Date and Separation Date will appear at the top of the X2 Form If the X2 Record details are not being entered immediately after the E2 S2 or V2 Record details select Enter a New Record X2I Enter the Unique Key and select Display Record Form The Patient Identifier is not included in the X2 Record file structure therefore you cannot search X2 Records by Patient Identifier Searching by Patient Identifier in the E2 record can identify the Unique Key refer Search Tools page 41 2 Using the mouse or tab key place the cursor in the Diagnosis Code field Enter the ICD 10 AM diagnosis code and select Add Diagnosis Code to List the code will then appear in the Diagnosis Code List The first code in the list represents the Principal Diagnosis and must be prefixed with P Continue to add diagnosis codes to the list by double clicking in the Diagnosis Code field entering the code and prefix and selecting Add Diagnosis Code to List 3 Using the mouse or tab key place the cursor in the Procedure Code field Enter the ICD 10 AM procedure code and select Add Procedure Code to List The code will then appear in the box below Continue to add the procedure codes to the list by double clicking in the Procedure Code field entering the code and selecting Add Procedure Code to List Note The edit tool buttons can be used t
5. S2 or V2 Record Deleting an Existing E2 S2 or V2 Record Deleting a E2 Record from PRS 2 Deleting a S2 Record from PRS 2 Deleting a V2 Record from PRS 2 Deleting an E2 S2 or V2 Record from APET Deleting a Status Segment Editing or Deleting an Existing X2 Record Editing or Deleting an Existing H2 T2 or U2 Record Search Tools Extracting Data from APET Clearing Previous Extractions Rollback Prior to Data Extraction Entering a New Hospital Code Entering the Transmission Details Entering the New H2 Record Entering the New T2 Record Entering the New U2 Record Completing the Data Extraction Error Messages Examples APET Version 3 0 3 July 2001 17 19 20 20 20 20 21 22 23 24 27 28 30 32 34 34 35 36 36 36 37 37 38 40 41 42 42 44 45 46 48 49 50 51 53 53 Introduction Background Information The Department of Human Services collects morbidity data on all admitted patients from Victorian public and private acute hospitals including rehabilitation centres extended care facilities and day procedure centres This data forms the Victorian Admitted Episodes Dataset VAED Among other things VAED data are used for e Health services planning e Policy formulation e Casemix funding and e Epidemiological research PRS 2 is the interface between a hospital s in house Patient Management System and the VAED All PRS 2 processing is managed by Allegiance Systems on behalf of the Department Many comp
6. 3 0 3 July 2001 46 5 Select Start Extraction and the message detailed below will appear 6 Select YES if you have the required information as detailed in the PRS 2 File Structures Refer PRS 2 Manual or if you are willing to complete the transmission process without this information Refer Entering a New T2 Record page 49 and Entering a New U2 Record page 50 The Fill H2 Fill T2 and Fill U2 buttons will now be activated 7 The H2 T2 and U2 Records may now be entered in the order of your preference Refer Entering a New H2 T2 or U2 Record page 48 APET Version 3 0 3 July 2001 47 Entering the New H2 Record Prior to entering a new H2 Record refer to e The PRS 2 Manual which provides information on status segments and definitions relating to counting patient days e Data Entry Guidelines page 15 of this manual 1 From the Transmission Details screen select Fill H2 The following screen will appear 2 Select New and the Hosp Code Trans Number Trans Date Start Date and End Date will be automatically generated Proceed to complete the data items within this Form Select Save and Close 3 Complete the T2 and U2 Records if you have not already done so and then complete the data extraction Refer Completing the Data Extraction page 51 APET Version 3 0 3 July 2001 48 Entering the New T2 Record Prior to entering a new T2 Record refer to e The PRS 2 Manual which provides information on
7. box will appear prompting you to enter a three digit Hospital Code Bom DERSBALS rewire 5 emoa EINE tam 4 Enter the new Hospital Code and select OK APET Version 3 0 3 July 2001 45 Entering the Transmission Details 1 From the menu bar select Utilities Data Extraction The Transmission Details screen will appear as detailed below Admitted Patient Entry amp Transmission System 2001 02 SS lej x File Utilities Help ia Extraction Data File Record Transmission Details Hospital Code 128 Prey Trans End Date J Fall HZ New Transmission Fill TZ Transmission Number 00000 AMUZ Transmission Date 12092001 mE Start Date J Extraction End Date J Close File Name Astan A Ez m Doct mi admitted 1 Extract RBWUd eee d 3 27pm 2 The Hospital Code Transmission Number and Transmission Date fields will be automatically generated The Prev Trans End Date will also appear if you have performed a previous data extraction 3 Enter the new Transmission Start Date The date must be one day greater than the Prev Trans End Date although the extraction can have the same Start and End Date as the previous extraction 4 Enter the new Transmission End Date This date must be one day greater than this extractions new Transmission Start Date but less than or equal to the date for the end of the month being the last day of the month indicated by the Transmission Start Date APET Version
8. e The patient s length of stay for this episode should equal the sum of the patient days for each status segment e An incorrect status segment can be deleted by using the Delete from List button Using the mouse select the incorrect segment and then the Delete from List button 4 If the patient has not been separated select Save The message as detailed below will appear Select YES and then Close No Separation Date Save Admission Data Only Data entry error messages will appear if there is an error in any of the data items within the E2 Admission and or E2 Status Segment Tabs Correct these and once again select Save and Close The E2 Admission details may now be extracted and transmitted to Allegiance Systems It is recommended that only one transmission and a correction file if necessary be performed per month Refer Extracting Data from APET page 42 Note e Admission details may be saved without Status Segment details to allow for progressive data entry without the calculation of patient days but this is not an acceptable transmission type to Allegiance Systems Every E2 record transmitted to Allegiance Systems must include at least one Status Segment If there is an E2 record with an Account Class of DVA then a V2 record must also be completed prior to extraction and submission to Allegiance Systems APET Version 3 0 3 July 2001 25 5 If the patient has been separated enter the Account Class on Separa
9. menu select Programs Windows Explorer 2 Copy the APET mdb file usually found at C Program Files APET2000 or C APET to a floppy disk mark clearly and secure in a safe place Refer to Windows Help for information on copying files Note A utility such as WinZip will be required to compress the APET mdb file APET Version 3 0 3 July 2001 9 Installing Your APET Software The installation of APET2001 is a two part process Part one involves the installation of APET2000 contained on a set of 3 floppy disks e Part two requires the copying of the APET2001 upgrade into the APET2000 application If you have already installed APET2000 and wish to install the updated APET2001 version please refer to Part Two Installing APET2001 below If any version of APET other than APET2000 is already installed on your computer and you wish to install an updated version it is recommended that you create a copy of the mdb file refer Backup Procedure page Please Note If you are using Windows 2000 on your computer system the installation of APET may be hindered by various security and access restrictions inherent in Windows 2000 Areas that may be affected by the Windows 2000 application may include e Security access to install new software onto the computer system e Inability to save the APET package to the desired to directory as nominated by either the package or the user e Personalised login facilities res
10. of smaller size Clearing Previous Extractions Rollback During the testing phase the user may be instructed to Rollback the APET database This will return APET to its original status that is as it appeared prior to any data extraction activated the transmission flags 1 Select Utilities Data Extraction and then press lt CRTL F12 gt The Rollback button will appear on the screen as detailed below x Admitted Patient Entry amp Transmission System 2001 02 an lej x File Utilities Help ia Extraction Data iof x File Record Transmission Details Hospital Code 128 RollBack Prev Trans End Date 050720 Fil AZ New Transmission Fall TZ Transmission Number FIA Transmission Date fi 4092001 a Start Date Extraction End Date Close File Name moo Astan A EE ESAdmitted Patient efs Extraction Data CAET TERA 4 08pm APET Version 3 0 3 July 2001 42 2 Select the Rollback button and the following dialog box will appear 3 Select YES if you wish to continue Datasent flags will be set to N all Active flags which are not I inactive will be set to A Active all Temp tables will be cleared and all information about prior data extractions will be deleted APET Version 3 0 3 July 2001 43 Prior to Data Extraction Prior to data extraction from APET enure that e Only E2 Records with details that occur before and including the tra
11. type E2 X2 S2 V2 H2 T2 and U2 where the individual data items are entered See PRS 2 Manual for information on Record Types Record Refers to A patient episode that has been entered into the APET system and or a PRS 2 record type that is an E2 X2 S2 and V2 e Records relating to data extraction and transmission that is an H2 T2 and U2 Tab screen Refers to a sub set of data items within a form For example within the E2 form there are three tabs screens E2 Admission E2 Status Segment and E2 Separation Moving Around The Forms Key Tool Action Mouse YA To move between data items Tabs screens and Forms Tab Key le or gt To move between data items Shift and Tab Keys li amp I lt To go back to the previous data item together Enter a To move between data items Arrow Keys To move between Tabs within a form and between gt characters within a data item Back Space 2 To delete an incorrect entry Delete Del To delete an incorrect entry APET Version 3 0 3 July 2001 13 Drop Down Menus The drop down menus display a choice of valid codes which can be selected using the mouse However as the code descriptors are not provided in the drop down menus users should refer to the PRS 2 Manual for comprehensive definitions of the VAED codesets and descriptors It is recommended that an admission form with the VAED data items in a similar sequence to the APET layout be utilised to ensure that data
12. 2001 Close all software applications that are currently open on your computer Insert disk Admitted Patient Entry amp Transmission APET System Version 3 0 3 September 2001 2001 2002 Upgrade into the floppy disk drive Open Windows Explorer via either e Selecting Start Programs Windows Explorer OR e Using a shortcut already present on your desktop OR e _ Right clicking on Start the selecting Explore 4 Select 3 42 floppy A Right click on the APET2001 icon Select Copy from the drop down menu displayed Using the list of Folders on the left side of the screen locate the APET2000 folder usually at C Program Files APET2000 When found open the APET2000 folder and after moving the cursor to a blank section of the screen right click to view the drop down menu Select Paste to copy the APET2001 program into the APET folder 10 When successfully copied an APET2001 icon will appear 11 12 13 To create a shortcut to APET2001 on your desktop right click on the newly created APET2001 icon Select Send to and then select Desktop create shortcut Close Explorer and ensure that the Shortcut to APET2001 icon has appeared on your desktop This icon can be renamed if desired by right clicking on the icon and selecting the Rename option APET Version 3 0 3 July 2001 12 Getting Started System Specifics Definitions Form Refers to the screen or set of screens for each record
13. Affairs Record Victorian Admitted Episode Dataset Diagnosis Record Year To Date Department of Human Services APET Version 3 0 3 July 2001 6 Functions of the APET System Data Entry A transmission to PRS 2 has three components Header Records e Data Records Episode Diagnosis Sub Acute and DVA Records e Trailer Records Header Records H2 Identifies the source of the file the period of time the file relates to and facilitates the report request Data Records E2 X2 S2 V2 Provide data on individual de identified admitted patient episodes of care Trailer Records T2 U2 Provide information on the number of data records transmitted and selected statistics for ready comparison between the hospital s system and PRS 2 Each transmission must commence with a Header Record and end with two Trailer Records Between these record types the Data Records are transmitted In PRS 2 Control Reports within each record group are listed in the order that the hospital submitted them If you wish your records to be processed and your control reports to be printed in a specific order ensure to transmit the records in that order Refer to the PRS 2 Manual Section 5 Compilation amp Transmission for further clarification APET Version 3 0 3 July 2001 7 System Editing The APET system performs simple editing checks such as those listed below on entered data items allowing only valid codes to be entere
14. Class DVA All data items within the S2 Form if Care Type Rehabilitation 2 6 7 Palliative Care 8 or Geriatric Evaluation and Management Program 9 Event Patient admitted and separated within the month record coded and no data previously transmitted to PRS 2 All data items within the E2 Form All data items within the X2 Form All data items within the V2 Form if Account Class in E2 DVA All data items within the S2 Form if Care Type Rehabilitation 2 6 7 Palliative Care 8 or Geriatric Evaluation and Management Program 9 Event Patient admitted and separated in a previous month data transmitted and accepted by PRS 2 at that time record has now been coded All data items included in the X2 Form Enter mandatory and applicable data items only Refer to the PRS 2 Manual for guidance APET Version 3 0 3 July 2001 18 Accessing the APET System 1 Open APET2001 either by using a shortcut located on the Desktop or by using Windows Explorer to located the program Usually at C Program Files APET2000 APET2001 2 If APET has not previously been opened the Hospital Code dialogue box will appear Enter the VAED Hospital Code 3 digits provided by the Department and Select OK C Edit Existing Record r g C Patient Identifier rsz S ASRGBARS Moermont En VBE moda O sim 3 The main menu displayed below will appear Admitted Patient Entry amp Transmission System 2001 02 el x
15. Human Services 9 9 NA Peoplefirst Admitted Patient Entry vansmission AP ET Sy stem Version 3 0 9 J uly 2001 User Manual Version 3 0 3 July 2001 Introduction Background Information Purpose of the APET System Purpose of this Manual Data Entry and Transmission Responsibility Contacts Abbreviations Used In This Manual Functions of the APET System Data Entry Header Records H2 Data Records E2 X2 S2 V2 Trailer Records T2 U2 System Editing Data Extraction Installation and Set up Minimum Configuration Backup Procedure Installing Your APET Software Part One Installing APET2000 Part Two Installing APET2001 Getting Started System Specifics Definitions Moving Around The Forms Drop Down Menus Saving Data To Close Forms and Exit APET Typical Sequence of Events Data Entry Guidelines Dates Times Text ICD 10 AM Codes Diagnosis Codes Procedure Codes APET Version 3 0 3 July 2001 0 0 DCONNNN N ODO GFF FP A A BE BRR wo Nr O a eR BR BR WO W BRP RP PPP a DRA Dua uo When To Enter Data Accessing the APET System Functions of the Main Menu Action Record Form Type Search Filter Menu Bar Entering a New E2 Record Enter E2 Admission Details Entering E2 Status Segment Details Entering E2 Separation Details Entering a New X2 Record Entering A New S2 Record Enter a New V2 Record Editing or Deleting an Existing E2 S2 or V2 Record Editing an Existing E2
16. Record details immediately after the E2 X2 or V2 Record details from the main menu select Enter a New Record S2 Enter the Unique Key or Patient Identifier and select Display Record Form If the patient has more than one episode the search tools button will be activated Refer Editing or Deleting an Exiting E2 S2 and V2 Record Search Tools The Unique Key Patient Identifier Admission Date and Separation Date will appear at the top of the S2 Form The S2 Record screen will appear as displayed below APET Version 3 0 3 July 2001 30 ia NEW S2 RECORD fiooooo Pattdf123456 Rrevious m 2 Complete the S2 Record details and select Save and Close 3 The next step in the data entry process is to enter the following records if they have not been entered previously e X2 Record details if the patient has separated and the record has been coded Refer Entering a New X2 Record page 28 e V2 Record details if Account Class DVA Refer Entering a New V2 Record Page 32 APET Version 3 0 3 July 2001 31 Enter a New V2 Record Prior to entering a new V2 Record refer to The PRS 2 Manual which provides detailed definitions and codesets for each of the VAED data items Data Entry Guidelines page 15 of this manual Getting Started System Specifics page 13 of this manual Accessing the APET System page 19 of this manual The E2 Record admission details as a minimum must be completed prior to completin
17. ass DVA Refer Entering a New V2 Record Page 32 lej x File Utilities Help E2 RECORDS ioj x Record Unique Key J 000001 Patid J Adm Date J Sep Date Separation Time Contract Spoke Identifier Separation Type z Contract Leave Days MTD Transfer Destination Contract Leave Days FYTD Separation Referral Contract Leave Days Total Program Funding Source x Mental Health Legal Status z First Carer Availability x Lat Previous Funding Arrangement z ea Next Contract Type 7 En Last Contract Role 7 a Save Delete Close E2 Admission J E2 Status Segments iM Start if A GE M Doc1 Microsoft EX Admitted Patient E CERE TAA 9 19pm APET Version 3 0 3 July 2001 27 Entering a New X2 Record Prior to entering a new X2 Record refer to e The PRS 2 Manual which provides detailed definitions and codesets for each of the VAED data items e Data Entry Guidelines page 15 of this manual e Getting Started System Specifics page 13 of this manual e Accessing the APET System page 19 of this manual The E2 Record must be completed prior to completing the X2 Record Refer Entering a New E2 Record page 22 ia X2 RECORD Oh x ooooor Patidf 123456 Adm Date oroi2001 Sep Date 01012001 Move tode Up Move tode Down APET Version 3 0 3 July 2001 28 1 Ifyou are entering the X2 Record details immediately after the E2
18. ct code and select Delete Diagnosis Code from List or Delete Procedure Code from List Delete The Delete button will delete the contents of all data items within the Form The message below will appear confirm this action by selecting YES and then Close Are you sure you want to delete this record Confirm this action by selecting YES and then Close APET Version 3 0 3 July 2001 39 Editing or Deleting an Existing H2 T2 or U2 Record 1 From the menu bar select Utilities Data Extraction The Transmission Details screen will appear 2 From the menu bar select the type of record that you wish to edit or delete by 6 Clicking on Record Show H2 Show T2 or Show U2 OR e Selecting Fill H2 Fill T2 or Fill U2 Use the navigation buttons arrows to locate the record you wish to edit or delete Previous Selecting the Previous button will display the record that is stored before the episode you are currently viewing in the APET system Next Selecting the Next button will display the record that is stored after the episode you are currently viewing in the APET system Use the Edit or Delete buttons as required Edit Selecting the Edit button and place the cursor in the data item s you wish to change re key the correct data and select Save and Close Delete Select the Delete button the message below will appear Confirm that this is the intended action by selecting YES and then Close Are you sure you want to d
19. d into data fields e Existence of codes in reference files e Field lengths e Existence of entries into mandatory data items However the system is not capable of performing more complex editing verifications such as cross editing between data items For example it does not cross edit a diagnosis code s against a patient s age or sex potentially allowing invalid combinations to appear to be appropriate Therefore it is important for APET users to ensure a high degree of accuracy during data collection and data entry It is important to note that as APET is designed to be compatible with a diverse range of requirements from a variety of facilities it is therefore not feasible to place specific data item edits within the APET system Data Extraction Records entered onto the APET system must be extracted from the database and copied to a disk or other media for submission of data to Allegiance Systems APET Version 3 0 3 July 2001 8 Installation and Set up Minimum Configuration For APET to work effectively you will need the following as a recommended minimum configuration Hardware Pentium 166 Computer 16mg RAM 800x600 screen resolution 256 colours Mouse 10mg available disk space Software Windows 95 Version B or later Microsoft Access 97 or later WinZip or similar utility Backup Procedure It is recommended that regular backups be performed to protect data from corruption and loss 1 From the Start
20. e you cannot search the X2 Record by Patient Identifier The Unique Key if unknown can be identified by searching the Patient Identifier in the E2 Record Refer to Search Tools page 41 3 The selected record will appear 4 Place the cursor in the data item s you wish to edit key the correct data and select Save and then Close The following tools buttons may be used to edit the diagnosis and procedure codes Move Diagnosis Procedure Code Up Enables codes to be sequenced higher in the string of codes without re entering individual codes Select incorrectly sequenced code using the mouse and select Move Diagnosis Code up or Move Procedure Code up This option will move the code up one position at a time Move Diagnosis Procedure Code Down Enables codes to be sequenced lower in the string of codes without re entering individual codes Select the incorrectly sequenced code using the mouse and select Move Diagnosis down or Move Procedure Code down This option will move the code down one position at a time Insert Diagnosis Procedure Code Enables codes to be inserted in the string of codes in sequence without re entering individual codes Place the mouse in the position that the new code should be inserted and select Insert Diagnosis Code or Insert Procedure Code APET Version 3 0 3 July 2001 38 Delete Diagnosis Procedure Code from List Enables the deletion of incorrect codes from the list Place the mouse on the incorre
21. elete this record APET Version 3 0 3 July 2001 40 Search Tools The search facility will be activated if the Patient Identifier entered during the edit option results in more than one episode of care Unique Key being located by the APET system Please note that the search result is based on the order of data entry rather than order of admission therefore the last episode listed on the search screen may not be the last admission for the patient but rather the last admission entered into APET First Upon selection the first episode that was entered on the APET system for this Patient Identifier will be displayed Previous Upon selection the episode stored prior to the one you are currently viewing in the APET system for the same Patient Identifier will be displayed Next Upon selection the episode stored after to the one you are currently viewing in the APET system for the same Patient Identifier will be displayed Last Upon selection the last episode stored in the APET system for the same Patient Identifier will be displayed APET Version 3 0 3 July 2001 41 Extracting Data from APET It is recommended that only one data extraction is performed per month with Start and End Dates being the first and last dates of the month followed by a correction file if necessary with the same Start and End Dates However larger sites may find it easier to manage the submission and reconciliation process with multiple submissions
22. entry into the APET system is as straightforward as possible Saving Data To save data within a Form or Tab Select SAVE Selecting CLOSE will also provide the opportunity to save the data prior to closing the Form if not already done To Close Forms and Exit APET If you are within a Form select CLOSE to return to the main menu The System will provide the user with the opportunity to save the data prior to closing the Form if they have not already done so Select FILE EXIT from the menu bar at the main menu if you wish to exit APET Typical Sequence of Events Enter patient level data for each record type E2 and X2 if required S2 and V2 Complete the data extraction process Transmission Details screen H2 T2 and U2 record types Send disk containing the extracted data to Allegiance Systems Correct errors and transmit corrections upon receiving report from Allegiance Systems APET Version 3 0 3 July 2001 14 Data Entry Guidelines Dates Dates must be entered in the DDMMCCYY format with the exception of Report Parameters date fields within the H2 Record refer PRS 2 Manual Characters such as hyphens dots or slashes must not be used Times Times must be entered in the HHMM format Characters such as hyphens dots or slashes must not be used Text Text can be entered in upper or lower case or even a combination of these PRS 2 requires uppercase text and in order to meet this requirement all lo
23. ering a New S2 Record page 30 and the patient has been separated APET Version 3 0 3 July 2001 33 Editing or Deleting an Existing E2 S2 or V2 Record It is probable that the edit and delete functions of the APET system will be utilised whilst entering data onto the APET system and or following a transmission of data to Allegiance Systems in order to correct errors within the database Editing an Existing E2 S2 or V2 Record Once a record has been edited and the alterations saved to the database the APET system will automatically flag the record for transmission to Allegiance Systems in the next data extraction 1 From the main menu select Edit Existing Record and the appropriate Record Form Type that you would like to edit 2 There are two options for locating an existing record Unique Key Select Unique Key and enter the Unique Key of the record you wish to locate and then select Display Record Form Patient Select Patient Identifier and enter the Patient Identifier of the record Identifier you wish to locate and then select Display Record Form 3 The selected record will appear Note If the Patient Identifier was used to locate the episode it is possible that the search will return a list of admission episodes Unique Keys for a particular patient Refer to Search Tools page 41 4 Place the cursor in the data item you wish to enter or change Key in the data Continue to edit all necessary data items withi
24. following pages for instructions on how to delete E2 S2 or V2 Records from the PRS 2 system and from APET APET Version 3 0 3 July 2001 35 Deleting a E2 Record from PRS 2 e Re transmit the E2 Record containing all 9s in the Medicare Number field OR e Transmit only the Unique Key and Medicare Number data items containing all 9s Deleting an E2 Record will also delete any other record type stored within PRS 2 with the same Unique Key If the deletion record is transmitted after a V2 Record has been sent to DVA the record will be flagged as deleted but remain on the file available to the Department A record can be deleted and re transmitted in the same transmission as long as the deletion is sequenced first Deleting a S2 Record from PRS 2 e Re transmit the S2 Record containing all 9s in the Clinical Sub Program data field If an E2 Record is deleted the S2 Record will automatically be deleted Re transmitting the E2 Record alone will not regenerate the S2 Record therefore the S2 Record must also be re transmitted A record can be deleted and re transmitted in the same transmission as long as the deletion is sequenced first Deleting a V2 Record from PRS 2 e Re transmit the V2 Record containing all 9s in the DVA Number data field If the deletion record is transmitted after a V2 Record has been sent to DVA the record will be flagged as deleted but remain on the file available to the Department If an E2 Rec
25. g the V2 Record Refer Entering a New E2 Record page 22 If you are entering the V2 Record details immediately after the E2 X2 or S2 Record details the Unique Key Patient Identifier Admission Date and Separation Date will appear at the top of the V2 Form If you are not entering the V2 Record details immediately after the E2 X2 or S2 Record details from the main menu select Enter a New Record V2 Enter the Unique Key or Patient Identifier and select Display Record Form If the patient has more than one episode the search tools button will be activated Refer Editing or Deleting an Exiting E2 S2 and V2 Record Search Tools The Unique Key Patient Identifier Admission Date and Separation Date if the patient has been separated will appear at the top of the V2 Form The V2 Record screen will appear as displayed on the following page APET Version 3 0 3 July 2001 32 w NEW Y2 RECORD lolx frooooo atid fizsass AdmDatefororzon1 SepDatey First Erevious Next 2 Enter the DVA Number Surname and Given Names Select Save and Close 3 The next step in the data entry process is to enter the following records if they have not been entered previously e X2 Record details if the patient has separated and the record has been coded Refer Entering a New X2 Record page 28 e S2 Record details if Care Type Rehabilitation 2 6 7 Palliative Care 8 or Geriatric Evaluation and Management Program 9 Refer Ent
26. ithout calculating Patient Days Event Patient remaining in at the end of the month All data items within the E2 Admission and updated E2 Status Segment Tabs excluding e Normal Leave Days only if not applicable e Account Class on Separation e Accommodation Type on Separation All data items within the V2 Form if Account Class DVA excluding e Separation Date Event Patient admitted and separated within the month record not coded and no data previously transmitted to PRS 2 All data items within the E2 Form All data items within the V2 Form if Account Class DVA All data items within the S2 Form if Care Type Rehabilitation 2 6 7 Palliative Care 8 or Geriatric Evaluation and Management Program 9 APET Version 3 0 3 July 2001 17 Event Patient admitted and separated within the month record not coded and admission data previously transmitted and accepted by PRS 2 All data items within the E2 Form e Including updated status segments and separation details All data items within the V2 Form if Account Class DVA All data items within the S2 Form if Care Type Rehabilitation 2 6 7 Palliative Care 8 or Geriatric Evaluation and Management Program 9 Event Patient admitted and separated within the month record coded and admission data previously transmitted and accepted by PRS 2 All data items within the E2 Form All data items within the X2 Form All data items within the V2 Form if Account
27. l be automatically generated Proceed to complete the data items within this Form if you have previously calculated the required information Whist it is recommended that you complete this information it is not mandatory to complete the Summary Statistics MTD Summary Statistics YTD or AIMS Statistics MTD in the APET system Completing this information provides a means to reconcile PRS 2 with your in house data Select Save and Close Complete the H2 and U2 Records if you have not already done so and then complete the data extraction Refer Completing the Data Extraction page 51 APET Version 3 0 3 July 2001 49 Entering the New U2 Record Prior to entering a new U2 Record refer to e The PRS 2 Manual which provides information on status segments and definitions relating to counting patient days e Data Entry Guidelines page 15 of this manual 1 From the Transmission Details screen select Fill U2 The following screen will appear ex Admitted Patient Entry amp Transmission System 2001 02 File Utilities Help lal x a U2 RECORDS iol x I te Date Date AIMS Stats YTD And Tot Pat Days Public Acute Seps p Patient Days Oo y Tot Pat Days for YTD Seps is Private Acute Seps OoOo Patient Days o o Tot Pat Days for YTD Seps Comp Acute Seps i Patient Days Tot Pat Days for YTD Seps i Ineligible Acute Seps o Patient Days i Tot Pat Days for YTD Seps F Pub NHT NH5 Seps Patie
28. m Refer To Close Forms Exit APET page 14 Utilities Data Extraction To extract data from the APET database for submission of data to Allegiance Systems Refer Extracting Data from APET page 42 Utilities Import Remaining Ins To import details of patients remaining over the financial year changeover and therefore requiring importation to the updated APET program Help About Provides details of APET Software version and directory path APET Version 3 0 3 July 2001 21 Entering a New E2 Record Prior to entering a new E2 Record refer to e The PRS 2 Manual which provides detailed definitions and codesets for each of the VAED data items e Data Entry Guidelines page 15 of this manual e Getting Started System Specifics page 13 of this manual e Accessing the APET System page 19 of this manual The E2 Record must be completed prior to the completion of any other records 1 From the main menu select Enter New Record E2 then Display Record Form 3 ramine P aaas ame bf ansmussinn ootan TONED AOE 2 If no E2 Records exist in the APET database a dialogue box will appear APET will ask you to nominate the initial six digit Unique Key numeric only Enter a number that coincides with you patient management system or leave the default number Bon AER ORESS B omt Mont En RIV wioD O sien If you have entered anything other than a six digit number you will again be asked to enter a six digit number N
29. n each Tab and or Form Once all data items have been edited select Save If the record has been previously transmitted to Allegiance Systems the following message will appear Select YES and Close This record has been included in a transmission to PRS 2 Editing this record will cause it to be re transmitted Do you still wish to save this record APET Version 3 0 3 July 2001 34 Deleting an Existing E2 S2 or V2 Record 1 From the main menu select Edit Existing Record and the appropriate Record Form Type which you would like to edit 2 There are two options for locating an existing record Unique Key Select Unique Key and enter the Unique Key of the record you wish to locate and then select Display Record Form Patient Select Patient Identifier and enter the Patient Identifier of the record Identifier you wish to locate and then select Display Record Form 3 The selected record will appear Note If the Patient Identifier was used to locate the episode it is possible that the search will return a list of admission episodes Unique Keys for a particular patient Refer to Search Tools page 41 4 Before deleting a record from the APET system you must first determine if the record to be deleted has previously been transmitted to PRS 2 If a record has been transmitted to PRS 2 it is vital that a deletion record is created and transmitted to PRS 2 before the record is deleted from the APET system Refer to the
30. nsmission End Date are recorded For example when submitting records for an episode with the following details Transmission End Date 31 07 01 Admission Date 28 07 01 Separation Date 03 08 01 Only the admission details should be submitted with this data extraction and transmission that is E2 Admission and E2 Status Segment tabs excluding Account Class on Separation and Accommodation Type on Separation Count and record Patient Days accrued to and including 31 07 01 only e Status segments and separation details if applicable for patients remaining in at the time of the last data extraction which have been updated e All records that were corrected based on Rejections in previous data extractions Refer also to Data Entry Guidelines page 15 of this manual APET Version 3 0 3 July 2001 44 Entering a New Hospital Code The need to enter a new Hospital Code will only occur if you are advised to change the Hospital Code that was entered in when APET was first installed and run This procedure should only be undertaken after consultation with Allegiance Systems and the Department 1 From the menu bar select Utilities Data Extraction The Transmission Details screen will appear 2 From the menu bar on the Transmission Details screen select File New Hospital Code and the message detailed below will appear Bom AERORBARS Eaei Paart E ts Earann Date BRB OL BAO 130 3 Select YES and the Hospital Code dialogue
31. nsmission Details screen 2 A Save As dialogue box will appear as shown below c Admitted Patient Entry amp Transmission System 2001 02 lej x File Utilities Help _ Save in Sy Apet2000 gt amp Al l Save as type Transmission Files XMT z Cancel T Open as read only j LA Mstan 7 S F A E Doct mi EEjAdnitted E Extactio RINUL E 32pm 3 Change the first three characters of the File Name to the PRS 2 Hospital Code as provided by the Department If you are unsure of the PRS 2 code for your hospital please contact the PRS 2 HelpDesk for Information Refer Contacts page 5 Be sure to note the file name in order to enable easy identification and retrieval of the file at a later date 4 When the message below appears select Close ient Entry amp Transmission System 2001 02 wa Extraction Data File Record Transmission Details Hospital Code 128 Prev Trans End Date FIH New Transmission fiit2 Transmission Number 000002 wuz Transmission Date 12092001 fi Start Date i 01012001 f End Date 31012001 File Name CAPROGRAM FILES SAPE T2000 128C0001 XMT Asan A SR a E Doct Mi FEAdmited 5 Extract RINA E 332m APFT Version 3 0 3 July 2001 51 5 Transmit the xmt file as noted in step 3 to Allegiance Systems This file is usually found at C Program Files APET2000 or C APET2000 Transmission modes most acceptable by Allegiance are either magnetic 5 25 or 3 5 flo
32. nt Days zz Tot Pat Days for YTD Seps Pub NHT Non NH5 Seps E Patient Days Tot Pat Days for YTD Seps Priv NHT NH5 Seps Patient Days o Tot Pat Days for YTD Seps iis Priv NHT NonNH5 Seps o Patient Days zm Tot Pat Days for YTD Seps Comp Non Acute Seps in Patient Days Tot Pat Days for YTD Seps Oo 4 Inel Non Acute Seps Patient Days z Tot Pat Days for YTD Seps Same Day Separations Priv Same Day zz Comp Same Day is Inel Same Day Pub Same Day OoOo UnQual Episodes tis UnQual Days i O M Previous Next gt pi Mstart A S RE Spc Adm 5 edie S 2 REWUewpo A 329m 2 Select New and the Hosp Code Trans Number Trans Date Start Date and End Date will be automatically generated 3 Proceed to complete the data items within this Form if you have previously calculated the required information Whist it is recommended that you complete this information it is not mandatory to complete the AIMS Stats YTD and Tot Pat Days in the APET system Completing this information provides a means to reconcile PRS 2 with your in house data 4 Select Save and Close 5 Complete the H2 and T2 Records if you have not already done so and then complete the data extraction Refer Completing the Data Extraction page 51 APET Version 3 0 3 July 2001 50 Completing the Data Extraction 1 Following completion of the H2 T2 and U2 Records select Complete Extraction from the Tra
33. o edit whist entering data items in the X2 Record Refer Editing or Deleting an Existing X2 Record page 38 4 Complete Intention to Re Admit and any other applicable data items in the X2 Record and select Save and Close 5 The Next Step in the data entry process is to enter the following records if they have not been entered previously e 2 Record details if Care Type Rehabilitation 2 6 7 Palliative Care 8 or Geriatric Evaluation and Management Program 9 Refer Entering a New S2 Record page 30 and the patient has been separated e V2 Record details if Account Class DVA Refer Entering a New V2 Record Page 32 APET Version 3 0 3 July 2001 29 Entering A New S2 Record Prior to entering a new S2 Record refer to The PRS 2 Manual which provides detailed definitions and codesets for each of the VAED data items e Data Entry Guidelines page 15 of this manual e Getting Started System Specifics page 13 of this manual e Accessing the APET System page 19 of this manual The E2 Record must be completed prior to completing the S2 Record and the patient must have been separated if you wish to transmit the record to Allegiance Systems Refer Entering a New E2 Record page 22 1 Ifyou are entering the S2 Record details immediately after the E2 X2 or V2 Record details the Unique Key Patient Identifier Admission Date and Separation Date will appear at the top of the S2 Form If you are not entering the S2
34. ord is deleted the V2 Record will automatically be deleted A record can be deleted and re transmitted in the same transmission as long as the deletion is sequenced first Re transmitting the E2 Record alone will not regenerate the V2 Record therefore the V2 Record must also be re transmitted APET Version 3 0 3 July 2001 36 Deleting an E2 S2 or V2 Record from APET Select the Delete button to delete the contents of all the data items within the Form from the APET database An E2 Record cannot be deleted if there is a matching X2 S2 or V2 Record These records must be deleted first The following message below will appear Are you sure you want to delete this record Select YES and then Close Note If a record has been transmitted to PRS 2 refer to Deleting an E2 S2 or V2 Record from PRS 2 page 35 before the record is deleted from the APET system Deleting a Status Segment e Using the mouse select the incorrect segment and then Delete from List APET Version 3 0 3 July 2001 37 Editing or Deleting an Existing X2 Record 1 From the main menu select Edit Existing Record and the appropriate Record Form Type which you would like to edit 2 There is only one option for locating an existing X2 Record Unique Key Select Unique Key and enter the Unique Key of the record you wish to locate and then select Display Record Form The Patient Identifier is not included in the X2 Record file structure therefor
35. ote the Unique Key differs to the Patient Identifier or UR Number Once you have selected the first Unique Key APET will automatically allocate subsequent Unique Keys in sequential order 3 Select OK and the E2 Record form as displayed on the next page will appear APET Version 3 0 3 July 2001 22 Admitted Patient Entry amp Transmission System 2001702 File Utilities Help w E2 RECORDS Record Unique Key 000001 Patlid Adm Date Sep Date Site Identifier Admission Type Admission Time Admission Source Intended Duration of Stay zj Transfer Source Sex Insurance Level aa Marital Status 7 Health Fund Locality Medicare Number Medicare Suffix Furst Postcode Admission Criterion 7 Date of Birth Cara Type E Previous Country of Birth Next Indigenous Status x Last Save Delete Close E2Admission E2 Status Segments E2 Separation Astan aerg l M Doct Microsoft EJ Admitted Patient E RBWU ae oQe a 9 18pm Enter E2 Admission Details Enter the Patient Identifier Admission Date and Separation Date if the patient has been separated These data items will appear at the top of each Tab Complete all applicable data items within this Tab and select e Save if you are entering data progressively and do not wish to calculate patient days to date A message as detailed below will appear Select YES and then Close
36. ppy disks The following information items are suggested for the label e Hospital Name Hospital Code PRS 2 Code e A declaration of Test or Live data transmission Month and Year of data if it is a full month or Start and End Dates APET Version 3 0 3 July 2001 52 Error Messages Examples Must have at least one Status Segment If the patient has been separated there must be at least one Status Segment Ensure that you click on Add to List in the E2 Status Segment tab after entering the following details e Account Class e Accommodation Type e Qualification Status Patient Days No E2 Record Exists with this Unique Key Try Again An E2 Record is the key record linking all other record types The E2 Record must be entered before any other record type Check the Unique Key or enter data No X2 S2 or V2 Record Exists with a Unique Key of No data has been previously entered for this record type therefore you cannot perform the edit function Error in Messages prefixed with Error In will appear if a Mandatory data item field has been left blank or does not meet the file structure requirements for example an incorrect number of characters entered Return to the data item and re enter the correct information Refer PRS 2 Manual for information on individual data items APET Version 3 0 3 July 2001 53
37. status segments and definitions relating to counting patient days e Data Entry Guidelines page 15 of this manual 1 From the Transmission Details screen select Fill T2 The following screen will appear Admitted Patient Entry amp Transmission System 2001 02 File Utilities Help i T2 RECORDS la x iol x roe oO Input Reconciliation Total Records E2 New Records E2 Corr Records az E2 Del Records y X2 New Records 7 X2 Corr Records E X2 Del Records V2New Records 2 Corr Records zz V2 Del Records S2 New Recors 2 Cor Records 2DelRecords Summary Statistics MTD Adms inc Stat Seps inc Stat Statistical Seps On Leave at End Date Act Rem In at End Date Patient Days Summary Statistics FYTD Adms inc Stat Seps inc Stat Statistical Seps OOo Patient Days Ooo AIMS Statistics MTD Pub Acute Seps Pub Acute Pat Days Priv Acute Seps Priv Acute Pat Days Comp Acute Seps o Inel Acute Seps Oo a Liat He n rnm i Priv NHT nis e i NHB Pat Davs Comp Mon eute z oe Inel Nomscule E co a Same Day Separations Pub Same Day Priv Same Day aa Com Same Day Inel Same Day o Unqual Episodes Unqual Days f Delete Edit Close Save Astan 4 SK A Doc Hami Seve fa 12 RN E 329m Select New and the Hosp Code Trans Number Trans Date Start Date End Date and Input Reconciliation figures wil
38. tion and the Accommodation on Separation The values of these data items will be the most recent values stored in the Status Segment list 6 Enter the calculated Normal Leave Days MTD YTD and Total if applicable Refer PRS 2 Manual for definitions relating to counting patient days and leave definitions 7 Select the E2 Separation Tab and continue data entry Refer Entering E2 Separation Details below APET Version 3 0 3 July 2001 26 Entering E2 Separation Details 1 The screen displayed below will appear when the E2 Separation Tab has been selected 2 Complete all of the applicable data items within this Form and select Save and Close If you are completing the separation details for a patient who is remaining in ensure that the status segment details in the E2 Status Segment Tab have been updated to reflect the entire episode of care before selecting Close In addition ensure that the Account Class on Separation Accommodation Type on Separation and Leave Days if applicable have been entered 3 The next step in the data entry process is to enter the e X2 Record details if the patient has separated and the record has been coded Refer Entering a New X2 Record page 28 e 2 Record details if Care Type Rehabilitation 2 6 7 Palliative Care 8 or Geriatric Evaluation and Management Program 9 Refer Entering a New S2 Record page 30 and the patient has been separated e V2 Record details if Account Cl
39. ulting in the APET program being available for use only by the individual logged on at the time of installation If you cannot install the APET software onto your system please contact your IT professionals or those responsible for loading the Windows 2000 application onto your system APET Version 3 0 3 July 2001 10 Part One Installing APET2000 1 Close all software applications currently open on your system Insert Disk labelled Admitted Patient Entry amp Transmission APET System Version 2 0 8 July 2001 Disk 1 of 3 in the floppy disk drive Open Windows Explorer via either e Selecting Start Programs Windows Explorer OR e Using a shortcut already present on your desktop OR e Right clicking on Start then selecting Explore Select 3 2 floppy A Double Click on the setup exe computer icon file Follow the on screen prompts carefully reading and selecting the appropriate response until the APET2000 installation is complete e APET2000 will automatically be installed to the directory of C Program Files APET2000 If you wish to change the location of the APET2000 program select the Change Directory button at the appropriate prompt and type in the new directory address Please Note If the installation process identifies any VERSION CONFLICTS Select YES to ensure that you do not remove any essential files from your computer system APET Version 3 0 3 July 2001 11 Part Two Installing APET
40. uter software companies provide for PRS 2 data transmission through software of varying complexity cost and hardware requirements However it has become increasingly apparent to the Department that there is a strong industry requirement particularly among smaller hospitals and day procedure centres for a simple stand alone VAED data entry system Purpose of the APET System The APET software has been developed for hospitals that require a simple data entry system in order to transmit data to the VAED in the current file format The system can be used either as a temporary measure or a long term solution APET is NOT a Patient Management System it is simply a Microsoft Access database that presents users with drop down menus containing relevant VAED codesets without descriptors and as such provides a method of transmitting data to the VAED As APET has been designed as a stand alone system it is necessary for information to be keyed into the database from a previously completed data entry form To maximise efficiency it is recommended that a form with the VAED data items in a similar sequence to the APET layout be utilised APET Version 3 0 3 July 2001 4 Purpose of this Manual The purpose of this Manual is to provide users with instructions on how to use the APET System This manual must be used in conjunction with the PRS 2 Manual 11 Edition 2001 2002 which provides detailed definitions and codesets for each of the VAED data items
41. wer case text is converted by APET during the extraction process APET Version 3 0 3 July 2001 15 ICD 10 AM Codes Diagnosis Codes For PRS 2 purposes you must omit all punctuation from ICD 10 AM Diagnosis Codes for example A00 0 becomes A000 Codes excluding the deletion code must be prefixed with either a P A C or M Principal and Primary diagnosis codes Associated diagnosis codes Complication diagnosis codes z0 Morphology codes Morphology codes M Codes located in Appendix A of Volume 1 ICD 10 AM Tabular must be prefixed with an M and must not include obliques for example MM8070 3 becomes MM80703 for PRS 2 purposes Procedure Codes For PRS 2 purposes omit hyphens for example 13830 00 becomes 1383000 APET Version 3 0 3 July 2001 When To Enter Data Data may be entered progressively or all at one time following the patient s separation The minimum data required for various scenarios is detailed in the table below Event Patient admitted not yet separated All data items within the E2 Admission and E2 Status Segment Tabs excluding e Normal Leave Days only if not applicable e Account Class on Separation e Accommodation Type on Separation All data items within the V2 Form if Account Class DVA excluding e Separation Date Note Admission details may be saved without status segment details but not transmitted to Allegiance Systems so that the user can enter information progressively w
Download Pdf Manuals
Related Search