Intracare Implementation Log Episode 26: Scheduling patients for a Clinic.

[Ignacio Valdes]

Hi all,

I have a location defined as ICHS Admissions that appears as a
selectable item in Select Patients... How do I schedule patients
destined for ICHS Admissions to appear in the list at the top?

-- IV

[Nancy Anthracite]

Could you get away with having just those patient show? If so, take a look at
the training on VEHU, 880H

http://www1.va.gov/vehu/WBTPages/WBT06.cfm?ClassNum=880H

--
Nancy Anthracite

[David Whitten]

How did you setup the template fields?
i.e. : what values do you have for these fields ?
Field #1922 SUNDAY TEMPLATE
Field #1923 MONDAY TEMPLATE
Field #1924 TUESDAY TEMPLATE
Field #1925 WEDNESDAY TEMPLATE
Field #1926 THURSDAY TEMPLATE
Field #1927 FRIDAY TEMPLATE
Field #1928 SATURDAY TEMPLATE


On Tue, Nov 18, 2008 at 3:27 PM, I, Valdes <iva...@hal-pc.org> wrote:
>
> I'm getting in deep trying to 'Set up a Clinic' using the scheduling
> Supervisor's Menu. I thought I set it up as best I could but it is
> still not allowing me to schedule patients in ICHS Admissions even
> though I answered a bunch of questions on it. It says there are no
> available appointments. An aside is what is up with 'Delete Tuesday's
> Indefinitely?'
>
> -- IV
>
> On Nov 16, 9:26 pm, "I, Valdes" <ival...@hal-pc.org> wrote:
>> Thanks, that 's a very nice presentation that I will use with the
>> doc's in my hospital. What I am looking for is the magic behind the
>> screens which is how patients get assigned to a particular clinic or
>> physician in advance by staff. The staff is keying in the new patient
>> or updating a repeat patient. What is the easiest or usual way for the
>> staff to designate that they will be seen in the ICHS Admissions
>> clinic if that is selected as the default location? What is desired is
>> the 'short list' of patients being seen in CPRS in the location ICHS
>> admissions and how that actually gets defined by the staff when the
>> patient presents so that the clinicians can have their 'short list' of
>> patients to be seen that day in CPRS. When I worked at the VA, the
>> coordinators did it somehow and the patients to be seen that day in
>> Lone Star clinic would show up above the line in the Select Patients
>> dialog box. -- IV

[kdt...@gmail.com]

What file are these fields in?

Kevin


On Nov 18, 6:17 pm, "David Whitten" <whit...@worldvista.org> wrote:
> How did yousetupthe template fields?

> i.e. : what values do you have for these fields ?
> Field #1922 SUNDAY TEMPLATE
> Field #1923 MONDAY TEMPLATE
> Field #1924 TUESDAY TEMPLATE
> Field #1925 WEDNESDAY TEMPLATE
> Field #1926 THURSDAY TEMPLATE
> Field #1927 FRIDAY TEMPLATE
> Field #1928 SATURDAY TEMPLATE
>

> On Tue, Nov 18, 2008 at 3:27 PM, I, Valdes <ival...@hal-pc.org> wrote:
>
> > I'm getting in deep trying to 'Set up aClinic' using the scheduling

> > Supervisor's Menu. I thought I set it up as best I could but it is
> > still not allowing me to schedule patients in ICHS Admissions even
> > though I answered a bunch of questions on it. It says there are no
> > available appointments. An aside is what is up with 'Delete Tuesday's
> > Indefinitely?'
>
> > -- IV
>
> > On Nov 16, 9:26 pm, "I, Valdes" <ival...@hal-pc.org> wrote:
> >> Thanks, that 's a very nice presentation that I will use with the
> >> doc's in my hospital. What I am looking for is the magic behind the
> >> screens which is how patients get assigned to a particularclinicor
> >> physician in advance by staff. The staff is keying in the new patient
> >> or updating a repeat patient. What is the easiest or usual way for the
> >> staff to designate that they will be seen in the ICHS Admissions

> >>clinicif that is selected as the default location? What is desired is

> >> the 'short list' of patients being seen in CPRS in the location ICHS
> >> admissions and how that actually gets defined by the staff when the
> >> patient presents so that the clinicians can have their 'short list' of
> >> patients to be seen that day in CPRS. When I worked at the VA, the
> >> coordinators did it somehow and the patients to be seen that day in

> >> Lone Starclinicwould show up above the line in the Select Patients

[I, Valdes]

GOT IT!

Here is my terminal session for setting up Dr. Valdes Clinic. This
setup is under the scheduling supervisor's menu. SDBUILD or Set up a
Clinic. Kevin's menu map will show you where:
http://www.geocities.com/kdtop3/VistaMasterMenus.html?200823

I made this one for day and evening. Pretty straightforward after
that, just use the Appointment menu and you are in business! -- IV

Select Supervisor Menu Option: Set up a Clinic



Select CLINIC NAME: Dr. Valdes Clinic
Are you adding 'Dr. Valdes Clinic' as
a new HOSPITAL LOCATION? No// Y (Yes)
NAME: Dr. Valdes Clinic//
ABBREVIATION: ?
ANSWER MUST BE 1-7 CHARACTERS IN LENGTH
ABBREVIATION: Valdes
CLINIC MEETS AT THIS FACILITY?: Y// YES
SERVICE: ?
Choose from:
M MEDICINE
S SURGERY
P PSYCHIATRY
R REHAB MEDICINE
N NEUROLOGY
0 NONE
SERVICE: P PSYCHIATRY
NON-COUNT CLINIC? (Y OR N): ?
If appointments to this clinic should not impact MAS AMIS
statistics,
answer 'Y'.
Choose from:
Y YES
N NO
NON-COUNT CLINIC? (Y OR N): Y YES
INCLUDE ON FILE ROOM LISTS?: N NO
STOP CODE NUMBER: ?
Inactive stop codes are invalid. Stop code 900 can not be used
for a
clinic. Stop code must have a restriction type of "Primary" or
"Either"
and not have a future restriction date.
Answer with CLINIC STOP NAME, or AMIS REPORTING STOP CODE
Do you want the entire CLINIC STOP List? N (No)
STOP CODE NUMBER: PSYCHIATRY
1 PSYCHIATRY - GROUP 557
2 PSYCHIATRY - INDIVIDUAL 509
CHOOSE 1-2: 2 PSYCHIATRY - INDIVIDUAL 509
DEFAULT APPOINTMENT TYPE: REGULAR//
ADMINISTER INPATIENT MEDS?: Y YES
TELEPHONE:
REQUIRE X-RAY FILMS?: N??
Choose from:
Y YES
REQUIRE X-RAY FILMS?:
REQUIRE ACTION PROFILES?: YES// ?
Choose from:
0 YES
1 NO
REQUIRE ACTION PROFILES?: YES// YES
NO SHOW LETTER:
PRE-APPOINTMENT LETTER:
CLINIC CANCELLATION LETTER:
APPT. CANCELLATION LETTER:
ASK FOR CHECK IN/OUT TIME: Y YES
Select PROVIDER: Valdes VALDES,IGNACIO IV Physician
Are you adding 'VALDES,IGNACIO' as a new PROVIDER (the 1ST for this
HOSPITAL
LOCATION)? No// Y (Yes)
DEFAULT PROVIDER: Valdes??
Choose from:
0 NO
1 YES
DEFAULT PROVIDER: 1 YES
Select PROVIDER:
DEFAULT TO PC PRACTITIONER?:
Select DIAGNOSIS:
WORKLOAD VALIDATION AT CHK OUT:
ALLOWABLE CONSECUTIVE NO-SHOWS: 5
MAX # DAYS FOR FUTURE BOOKING: 365
HOUR CLINIC DISPLAY BEGINS: 7
START TIME FOR AUTO REBOOK: 7
MAX # DAYS FOR AUTO-REBOOK: 365
SCHEDULE ON HOLIDAYS?: Y YES
CREDIT STOP CODE: ?
Enter the Stop Code which should be credited for an appointment
to this
clinic (only if Code different than the one assigned to this
clinic).
Inactive stop codes are invalid. Stop code 900 can not be used
for a
clinic. Stop code must have a restriction type of "Secondary" or
"Either"
and not have a future restriction date.
Answer with CLINIC STOP NAME, or AMIS REPORTING STOP CODE
Do you want the entire CLINIC STOP List? N (No)
CREDIT STOP CODE: Psychiatry
1 PSYCHIATRY - GROUP 557
2 PSYCHIATRY - INDIVIDUAL 509
CHOOSE 1-2: 2 PSYCHIATRY - INDIVIDUAL 509
PROHIBIT ACCESS TO CLINIC?: ?
Choose from:
Y YES
PROHIBIT ACCESS TO CLINIC?:
PHYSICAL LOCATION:
PRINCIPAL CLINIC: ?
PRINCIPAL CLINIC MUST BE A CLINIC

IF ENROLLMENT IN THIS CLINIC IS EQUIVALENT TO ENROLLMENT IN A LARGER
ONE,
ENTER THAT LARGER CLINIC'S NAME

Answer with HOSPITAL LOCATION NAME, or ABBREVIATION, or TEAM
Choose from:
DR OFFICE
Dr. Valdes Clinic VALDES,IGNACIO
ICHN Admissions
ICHS Admissions

PRINCIPAL CLINIC:
OVERBOOKS/DAY MAXIMUM: 4
Select SPECIAL INSTRUCTIONS: ?
You may enter a new SPECIAL INSTRUCTIONS, if you wish


Select SPECIAL INSTRUCTIONS:
LENGTH OF APP'T: 30
VARIABLE APP'NTMENT LENGTH:
DISPLAY INCREMENTS PER HOUR: 4// 2 30-MIN

AVAILABILITY DATE: T (NOV 23, 2008)

SUNDAY


TIME: 0700-2300 NO. SLOTS: 1// 32

TIME:
[] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] []
...PATTERN OK FOR SUNDAYS INDEFINITELY? Y (Yes)
...EXCUSE ME, THIS MAY TAKE A FEW MOMENTS...
PATTERN FILED!


AVAILABILITY DATE: T+1 (NOV 24, 2008)

MONDAY


TIME: 0800-1700 NO. SLOTS: 1// 32

TIME: 1700-2300 NO. SLOTS: 1// 12

TIME:
| [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [l]
...PATTERN OK FOR MONDAYS INDEFINITELY? Y (Yes)
...EXCUSE ME, JUST A MOMENT PLEASE...
PATTERN FILED!


AVAILABILITY DATE: T+2 (NOV 25, 2008)

TUESDAY


TIME: 0000-0700 [ CANNOT BE EARLIER THAN CLINIC START TIME ]

TIME: 0800-1700 NO. SLOTS: 1// 32

TIME: 1700-2300 NO. SLOTS: 1// 12

TIME:
| [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [l]
...PATTERN OK FOR TUESDAYS INDEFINITELY? Y (Yes)
...EXCUSE ME, I'M WORKING AS FAST AS I CAN...
PATTERN FILED!


AVAILABILITY DATE: T+3 (NOV 26, 2008)

WEDNESDAY


TIME: 0800-1700 NO. SLOTS: 1// 32

TIME: 1700-2300 NO. SLOTS: 1// 12

TIME:
| [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [l]
...PATTERN OK FOR WEDNESDAYS INDEFINITELY? Y (Yes)
...HMMM, LET ME PUT YOU ON 'HOLD' FOR A SECOND...
PATTERN FILED!


AVAILABILITY DATE: 0800-1700 ??



Select CLINIC NAME: Dr. Valdes Clinic VALDES,IGNACIO
NAME: Dr. Valdes Clinic//
ABBREVIATION: Valdes//
CLINIC MEETS AT THIS FACILITY?: YES//
SERVICE: PSYCHIATRY//
NON-COUNT CLINIC? (Y OR N): YES//
INCLUDE ON FILE ROOM LISTS?: NO//
STOP CODE NUMBER: PSYCHIATRY - INDIVIDUAL//
DEFAULT APPOINTMENT TYPE: REGULAR//
ADMINISTER INPATIENT MEDS?: YES//
TELEPHONE:
REQUIRE X-RAY FILMS?:
REQUIRE ACTION PROFILES?: YES//
NO SHOW LETTER:
PRE-APPOINTMENT LETTER:
CLINIC CANCELLATION LETTER:
APPT. CANCELLATION LETTER:
ASK FOR CHECK IN/OUT TIME: YES//
Select PROVIDER: VALDES,IGNACIO//
PROVIDER: VALDES,IGNACIO//
DEFAULT PROVIDER: YES//
Select PROVIDER:
DEFAULT TO PC PRACTITIONER?:
Select DIAGNOSIS:
WORKLOAD VALIDATION AT CHK OUT:
ALLOWABLE CONSECUTIVE NO-SHOWS: 5//
MAX # DAYS FOR FUTURE BOOKING: 365//
START TIME FOR AUTO REBOOK: 7//
MAX # DAYS FOR AUTO-REBOOK: 365//
SCHEDULE ON HOLIDAYS?: YES//
CREDIT STOP CODE: PSYCHIATRY - INDIVIDUAL//
PROHIBIT ACCESS TO CLINIC?:
PHYSICAL LOCATION:
PRINCIPAL CLINIC:
OVERBOOKS/DAY MAXIMUM: 4// 10
Select SPECIAL INSTRUCTIONS:
LENGTH OF APP'T: 30//
VARIABLE APP'NTMENT LENGTH:

AVAILABILITY DATE: T+4 (NOV 27, 2008)

THURSDAY


TIME: 0800-1700 NO. SLOTS: 1// 32

TIME: 1700-2300 NO. SLOTS: 1// 12

TIME:
| [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [l]
...PATTERN OK FOR THURSDAYS INDEFINITELY? Y (Yes)
...SORRY, HOLD ON...
PATTERN FILED!


AVAILABILITY DATE: T+5 (NOV 28, 2008)

FRIDAY


TIME: 0800-1700 NO. SLOTS: 1// 32

TIME: 1700-2300 NO. SLOTS: 1// 12

TIME:
| [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [l]
...PATTERN OK FOR FRIDAYS INDEFINITELY? Y (Yes)
...HMMM, LET ME PUT YOU ON 'HOLD' FOR A SECOND...
PATTERN FILED!


AVAILABILITY DATE: T+6 (NOV 29, 2008)

SATURDAY


TIME: 0800-1700 NO. SLOTS: 1// 32

TIME: 1700-2300 NO. SLOTS: 1// 12

TIME:
| [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [] [l]
...PATTERN OK FOR SATURDAYS INDEFINITELY? Y (Yes)
...SORRY, I'M WORKING AS FAST AS I CAN...
PATTERN FILED!


AVAILABILITY DATE:



Select CLINIC NAME:


Add/Edit a Holiday
Appointment Status Update Menu ...
Appointment Waiting Time Report
Cancel Clinic Availability
Change Patterns to 30-60
Convert Patient File Fields to PCMM
Current MAS Release Notes
Enter/Edit Letters
Inactivate a clinic
Look up on Clerk Who Made Appointment
Non-Conforming Clinics Stop Code Report
Purge Scheduling Data
Reactivate a Clinic
Remap Clinic
Restore Clinic Availability
Scheduling Parameters
Set up a Clinic
Sharing Agreement Category Update

[I, Valdes]

To answer my own question, after setting up a clinic, in this case
ICHS Admissions then do the following. After that is done, the patient
will appear in CPRS above the line in Select Patient if the ICHS
Admissions clinic is chosen. I do not know what to do about AMIE LINK
OUT OF ORDER yet. It does not appear to cause a problem so far. -- IV

Select Core Applications Option: scheduling Manager's Menu


Scheduling Version 5.3



ACR Ambulatory Care Reporting Menu ...
Appointment Menu ...
Automated Service Connected Designation Menu ...
Outputs ...
Supervisor Menu ...

Select Scheduling Manager's Menu Option: appointment Menu


AM Appointment Management
CK Appointment Check-in/Check-out
Add/Edit Stop Codes
Append Ancillary Test to Appt.
Cancel Appointment
Chart Request
Check-in/Unsched. Visit
Computer Generated Menu ...
Delete Ancillary Test for Appt.
Discharge from Clinic
Display Appointments
Edit Clinic Enrollment Data
Enrollment Review Date Entry
Find Next Available Appointment
Make Appointment
Multiple Appointment Booking
Multiple Clinic Display/Book
No-Shows

Select Appointment Menu Option: check-in/Unsched. Visit


Select PATIENT NAME: ZZPatient, One

This patient has no appointments scheduled today.

Do you want to add a new 'unscheduled' appointment'? YES
Select Clinic: ?

Answer with HOSPITAL LOCATION NAME, or ABBREVIATION, or TEAM
Choose from:
DR OFFICE
Dr. Valdes Clinic VALDES,IGNACIO
ICHN Admissions
ICHS Admissions

Select Clinic: ICHS Admissions

APPOINTMENT TIME: NOW// (DEC 03, 2008@11:12)

PATIENT'S SERVICE CONNECTION AND RATED DISABILITIES:
Service Connected: No
Primary Eligibility Code:
No Service Connected Disabilities Listed

'PRIMARY ELIGIBILITY CODE' field is blank please update patient
record.
The 'SC Percent','Service Connected' and 'Primary Eligibility Codes'
are OUT OF
SYNC, Please CORRECT the problem.

APPOINTMENT TYPE: REGULAR//?
Answer with APPOINTMENT TYPE NUMBER, or NAME
Do you want the entire APPOINTMENT TYPE List? Y (Yes)
Choose from:
1 COMPENSATION & PENSION
2 CLASS II DENTAL
3 ORGAN DONORS
4 EMPLOYEE
5 PRIMA FACIA
6 RESEARCH
7 COLLATERAL OF VET.
8 SHARING AGREEMENT
9 REGULAR
10 COMPUTER GENERATED

APPOINTMENT TYPE: REGULAR//

AMIE LINK OUT OF ORDER

Press RETURN to continue:


Select Appointment Check In or Check Out: (CI/CO): CI Check In
CHECKED-IN: DEC 03, 2008@11:12// (DEC 03, 2008@11:12)
...checked in DEC 03, 2008@11:12

AMIE LINK OUT OF ORDER

Press RETURN to continue:

DO YOU WANT TO PRINT A ROUTING SLIP NOW? NO


AM Appointment Management
CK Appointment Check-in/Check-out
Add/Edit Stop Codes
Append Ancillary Test to Appt.
Cancel Appointment
Chart Request
Check-in/Unsched. Visit
Computer Generated Menu ...
Delete Ancillary Test for Appt.
Discharge from Clinic
Display Appointments
Edit Clinic Enrollment Data
Enrollment Review Date Entry
Find Next Available Appointment
Make Appointment
Multiple Appointment Booking
Multiple Clinic Display/Book
No-Shows

Select Appointment Menu Option: