[MEDITECH-L] AP EDI

[Jaganathan, Thillai]

Hi All,

We currently use GHX to EDI our Purchase orders from MM.  I believe we can also receive invoices using GHX.

Has anyone implemented EDI in Accounts Payable?  If yes please can you provide some insight?

 

Many Thanks

Thillai Jaganathan

Financial Applications Analyst

HCA International

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _   Notice of Confidentiality: The contents of this e-mail and any attachments are confidential and copyright to HCA International and may also be privileged. They are intended only for the use of the addressee(s)  shown above. Any unauthorised reading, use, distribution or copying of them is prohibited. If this e-mail has been sent to you in error, you may not take action based on it, nor may you rely on it for any purpose. Please let us know of the error by telephone and please return this e-mail. Whilst all reasonable care has been taken to avoid the transmission of viruses, it is the responsibility of the recipient to ensure that onward transmission, opening or use of this message and any attachments will not adversely affect its systems or data. No responsibility is accepted by HCA International in this regard and the recipient should carry out such virus and other checks as it consider appropriate. HCA International is registered in the UK, Company Number 3020522. _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

[vco...@memhosp.com]

Please post.  We are also doing the MM transactions, but would like to expand to the AP invoices.  We are thinking of implementing later this year so any help would be greatly appreciated.

Thanks,
Valorie Comley
Assistant Controller
Memorial Hospital
Belleville, Illinois
(618)257-5613

"Jaganathan, Thillai" <Thillai.J...@hcahealthcare.co.uk> Sent by: meditech-...@mtusers.com 09/07/2007 08:48 AM

To <medit...@mtusers.com> cc Subject [MEDITECH-L] AP EDI

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[Lucas Nancy]

We attempted it here at Randolph Hospital with 5.4 and there was a lot of issues.

Our GHX representative told us that it would be a new feature in 5.6 Magic.

 

Thanks,

 

Nancy W Lucas

Project Integration Analyst

Information Technology

Randolph Hospital  Asheboro, NC  27203

V:(336)328-4480  F:(336)625-0205

---

From: meditech-...@mtusers.com [mailto:meditech-...@mtusers.com] On Behalf Of Jaganathan, Thillai
Sent: Friday, September 07, 2007 9:49 AM
To: medit...@mtusers.com
Subject: [MEDITECH-L] AP EDI

[Mitzi Cote]

We are magic 5.5 and use GHX.  We are getting ready to go LIVE with electronic invoices.  Testing has been a long process but overall it has gone well.  Both our vendor and Meditech have been receptive to our issues and suggestions for improvements.

Some things to look out for are:

1.  Freight/Minimum Order charges/Additional charges need to be sent in the SAC segment so that Meditech can parse it out and apply logic to handle it appropriately.  We have it so Freight charges will pass auto match but Minimum Order charges will not  and need to be manually approved.

 

2.  There is the ability to delete invoices in Meditech so keep a copy of the test EDI files.  This way you can make changes and push the same files through again.

 

3.  Test with just one vendor as they all will all interpret the specs differently.

 

I hope this helps.  Feel free to email if you have additional questions.

 

Mitzi Cote

IS Department

Southcoast Hospitals Group

co...@southcoast.org

 

*************************************************************************************

>>> <vco...@memhosp.com> 9/7/2007 10:30 AM >>>


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[Jeanette Ahrens]

Hello,
We are considering EDI for POs but have a lot of questions about the implementation. It has been confusing because Meditech is capable of sending standard file format ANSI-x12 4010 while the vendor is requesting some non-standard fields and transmit via FTP, but can use the 4010 if necessary . The vendor is a local buyer supplying two other large hospitals in neighboring areas. Neither of these hospitals uses Meditech.

My question is whether anyone has set up PO to send data to a flat file for FTP export and, if so, how do you automate the process? I'm not sure this is truly EDI because I only know what I've read online.

Thanks for any help,
Jeanette Ahrens
MIS Clinical Support
DeSoto Memorial Hospital
Arcadia, FL
863-491-4236

"The information contained in this message may be privileged and/or confidential and protected from disclosure. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution or copying of this document is strictly prohibited. If you have received this communication in error, please notify us immediately by replying to this message and deleting the material from any computer."

[Richard McNeil]

Hi Jeannette,

We are Magic 5.5.2.

Meditech can send more that one ANSI version  (It's dependent on how you set uo the GS08 and ISA12 fields in the meditech Program Dictionary.)  (There are no "non-standard" fields in the X-12 world (just fields that no one else might be requiring.)

Meditech can also transmit via FTP.  This involves setting uo an FTP Host in the FTP Dictionary (under spooling) and how you set up additional fields in the MM EDI Program Dictionary.

 

Basically, in the vendor dict you specify the meditech EDI program to use.  This program defaults on to PO's.  From there you can set it up as a "JIT" vendor and when the buyer Verifies the PO, it goes.  Or you can set it up so that the Buyers actually have to run a manual EDI Session.

 

Now,  If you only want to do EDI with 1 or 2 vendors you can build separate EDI programs for each that should work.  But if you really want to jump fully into EDI with POs and Invoices, you should look at GHX ( www.ghx.com ) and the cost benefit.  They have a very strong relationship with Meditech and will guide you through the setup.  They work betreen you and the vendor so tat tou don't have to be an EDI savy user.  We have 30 vendors live and about 40 smaller ones to go.  We get back confirmations and are almost live with out first vendor with electronic Invoices. (AP loves it!)

They have many more national and regional vendors affilliated than this.  (List on their site)  and service has been great.

 

We have only 1 EDI Program.  We transmit in a very old ANSI Version 2001, via FTP, to an on-site server.  We only have to touch the GS03 map when a new vendor is added to EDI.  GHX comes in every few minutes and picks up POs and leaves confirmations and invoices.  They take care of kicking it up to the vendor's specs.  They have an online site where you can actually see the status updated every 2 minutes.  And they give you a bunch of operational and Management tools.

 

Here's Our EDI Program:

 

Mnemonic      GHX

 

Active?       Y

 

Name          MM Link to GHX Server

 

Format        INTERNET
Method        FTP

 

Modem Number

 

Auto Device

 

Field       Value                           Map
FTP FILE    MMDDYYYY-NN.EEE
FTP HOST    GHX
FTP INBOX   from_mmis
FTP OUTBOX  to_mmis
GS02                                        GS02
GS03                                        GS03
GS08        002001
ISA01                                       ISA01

ISA03                                       ISA03
ISA05                                       ISA05
ISA06                                       ISA06
ISA07                                       ISA07
ISA08                                       ISA08
ISA12       00200
ISA15       P
N103BT                                      N103BT
N103ST                                      N103ST
RCV ACKS    Y
SEP ELE     94
SEP SEG     126
SEP SUB     124
UNITS                                       X12 UNITS

 

 

 

 

 

 

 

Rich McNeil
MIS Project Leader
Southcoast Hospitals Group
New Bedford, MA 02770
508-910-3822

>>> "Jeanette Ahrens" <JAh...@dmh.org> 09/12/07 10:55 AM >>>

[Kropp, Joan]

We also use GHX to transmit purchase orders and just went LIVE yesterday receiving electronic invoices. MM and AP think it’s great!

Joan Kropp,

Systems Analyst,

Information Technology

Upper Chesapeake Health

 443.-843-5148 office

jbk...@ex.uchs.org

---

[Jeanette Ahrens]

Thanks Joan.

Jeanette Ahrens
MIS Clinical Support
DeSoto Memorial Hospital
Arcadia, FL

>>> "Kropp, Joan" <jbk...@ex.uchs.org> 9/13/2007 9:00 AM >>>

We also use GHX to transmit purchase orders and just went LIVE yesterday
receiving electronic invoices. MM and AP think it's great!

Joan Kropp,

Systems Analyst,

Information Technology

Upper Chesapeake Health

443.-843-5148 office

jbk...@ex.uchs.org <mailto:jbk...@ex.uchs.org>

[Jeanette Ahrens]

Hi Rich,

Thanks for sharing all that information; it gives me something to work with. We would love to have your fully automated setup. Sounds like a dream. For now, we are just implementing EDI with one vendor. They are currently receiving POs from to other hospitals, via two different formats, in some sort of "home grown" data or text file that includes the following asterisk delimited info.
Field Length Data in Example
1. Cart ID 15 SPDOR DMH
2. Barcode 10 blank
3. Customer Number 25 660000
4. Hospital Location 2 10
5. GL# 10 831000
6. Cart Location Code 10 A010302
7. Qty 5 0020
8. Item# 25 102241941
9. Item Description 25 PACK .HEAD & NECK 9194
10. Order U/M 3 EA
11. Shipto 6 660105

Does this look like something that can/should be done in EDI? Or would you recommend another method of transmittal? Is there a way a neophyte can incorporate these fields into an ANSI-x12 format? The vendor uses GHX to order but is not setup as a Vendor with GHX to receive POs from us, so that's not an option at this point. If there is a way to just pull certain info and default certain info into an NPR report that downloads to an asterisk delimited file for FTP, maybe that's the best route. I just don't know how to automate the process do not want to increase MM workload.

Thanks for the reply,
Jeanette Ahrens
DeSoto Memorial Hospital
Arcadia, FL 34266
(863)491-4236

>>> "Richard McNeil" <mcn...@southcoast.org> 9/12/2007 7:02 PM >>>

[Jeanette Ahrens]

Hello,

We have experienced a host of problems with OE since 5.6 update. To mention a few: the CDS attached to OE Procedures are duplicated so they appear twice on the screen--unless only half of the CDS is visible; the OE directions have been problematic since the update with users receiving a message that there are invalid directions on the order set; but our biggest current problem has to do with statistics. The Period Procedural Statistics are not reflecting anywhere near the correct totals as compared with the Master Log by Dept Daily report. Our consultant is looking into it (since July?) and we don't have any answers yet.

Any DTS out there for any of these that you know of?

Thanks,

Jeanette Ahrens
MIS Clinical Support
DeSoto Memorial Hospital

Arcadia, FL 34266

[Richard McNeil]

Hi Jeannette,

Certainly you would have to weigh the cost of GHX against your time to maintain a home-grown.

 

Meditech EDI is itself capable of communicating directly with a vendor either CPU-CPU or Modem or DOWNLOAD.

 

What your neighbors seem to be doing is reprinting their POs in NPR, (Print on DOWNLOAD) sending the file to the vendor, who then scripts it into their system.

 

Well here's What Meditech automatically generates with their EDI program (version 2001). The ^ can be changed to a * with the SEP ELE field, SEP SEG is now a carriage return you could make it a ~:

 

ISA^00^          ^00^          ^01^947578753      ^01^043645501      ^
070913^1350^U^00200^000054891^0^P^|
GS^PO^947578753^782053516^070913^1350^54891001^X^002001
ST^850^000610082
BEG^00^SA^574900^^^070913^^   .................PO#574900
PER^BD^DAWSON, SUSAN^^^                           Buyer
N1^ST^Charlton Memorial Hospital^91^00007341  Hospital Ship To # (cart #)

N1^BT^Charlton Memorial Hospital^91^92
N1^VN^CORDIS CORPORATION^01^782053516  Vendor name and dunns #
DTM^002^070914                                                PO Order Date
PO1^1^2^EA^1495.0000^CP^VC^466F220A^IN^0091393^CG^C-RAD  PO Line 1  VCat  INumber
NTE^LIN^BIN LOCATION: W411A
J2X^^^ F OPTEASE FEM OR JUGULAR 55C                       Description
CTT^1^^^^^^
SE^12^000610082
GE^1^54891001
IEA*1*000054891.

....  The same thing. The lines that begin with ISA, GS, ST, SE, GE,IEA are generated by the fields in the program I sent earlier.  Everything else is just our PO data.

 

Attached is a file of all the MAPs.  They are really easy to build and maintain.  The vendor can tell you what to put in most of these.

 

So if you're really asking, I'd go with Meditech's EDI.

 

Feel free to show the transmission to your vendor to see what they think.

>>> "Jeanette Ahrens" <JAh...@dmh.org> 9/13/2007 11:24 AM >>>

[JoAnn Morgan]

What release are you on?  We are going to 5.6 in Nov.  Thanks for the warning!!

 

JoAnn D. Morgan
Clinical Systems Analyst

Poudre Valley Health System
Information Services
3702 Automation Way, Suite 200
Fort Collins, Colorado 80525-5737

Voice   (970) 495-7749
Pager    (970)202-4095 

CONFIDENTIALITY NOTICE: The information contained in this e-mail is privileged and confidential, and is intended only for the use of the individual or entity named above. If you are not the intended recipient, you are notified that any disclosure, copying, distribution, electronic storage or use of this communication is prohibited. If you received this communication in error, please notify us immediately by e-mail, attaching the original message, and delete the original message from your computer and any network to which your computer is connected.

[Jeanette Ahrens]

Thank you, Thank you!

>>> "Richard McNeil" <McN...@southcoast.org> 9/13/2007 3:01 PM >>>

[Jeanette Ahrens]

Thanks for all the replies and suggestions. Here's where we are on the stats per Meditech:
The OE bkg job was running with a default . facility. For orders with a bill on status of T (which the bkgjob processes preliminary stats data for), they filed with an incorrect facility in the stats file. I've submitted OE DTS 12418 for this.

This has not been tested yet, so I will update after the "fix."

ps: We do not have a ". facility."

Thanks,
Jeanette

>>> "JoAnn Morgan" <jd...@pvhs.org> 9/13/2007 5:09 PM >>>

[JoAnn Morgan]

Jeanette,  Can you tell me what release you are on and if you have gotten any responses about available DTS's to fix your issues?

 

We are going to 5.6.1 with priority pack 11 in November.

 

Thanks!!!

 

JoAnn D. Morgan
Clinical Systems Analyst

Poudre Valley Health System
Information Services
3702 Automation Way, Suite 200
Fort Collins, Colorado 80525-5737

Voice   (970) 495-7749
Pager    (970)202-4095 

>>> On 9/17/2007 at 4:30:58 pm, in message <1FAB79711E32DE409136...@wmh-crm-ex01.waynehealth.org>, "Odum, Susan" <Susan...@waynehealth.org> wrote:

JoAnn,

Did you get a response?  We upgrading to 5.61 next Tuesday!!!

Thanks,

Susan

 

Susan Odum, RN, BSN

Sr. Nursing Systems Analyst

Wayne Memorial Hospital

Goldsboro, NC 27530

919.731.6164

 

PLEASE NOTE: This message is intended only for the use of the person to which it is addressed and may contain information that is privileged and confidential, the disclosure of which is governed by applicable law. If you are not the intended recipient, you are hereby notified that any disclosure, distribution or copying of this information is strictly prohibited. If you have received this message in error, please notify the sender immediately and delete it from your computer. Thank you.

 

From: meditech-...@mtusers.com [mailto:meditech-...@mtusers.com] On Behalf Of JoAnn Morgan

Sent: Thursday, September 13, 2007 5:09 PM
To: Jeanette Ahrens; medit...@mtusers.com

[Rennie, Michael]

We are having difficulty in getting the nurses to fill in the patient HT/WT in a timely manner.

What tricks is your facility using to reduce the impact of this challenge ?

Suzanne Beckett

Niagara Health System

905-378-4647-44804

 

---

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This e-mail message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message.

[Davis Daniel - Southern Hills]

We have placed the parameter queries for height/weight on the Admission Assessment and require them.

 

Daniel Davis

---

[Kimball, Cristina]

We made it a required field in our NUR Admission Assessment. The user also gets a screen warning when they try to enter an order.

Cristina C. Kimball, BSN, RN

Manager, Clinical Informatics

Pacific Alliance Medical Center

531 W. College St.

Los Angeles, Ca 90012

Ph: (213) 437-4214

Fax: (213) 617-9203

Email: Cristina...@pamc.net

This electronic message is intended only for the individual or entity to which it is addressed and may contain information that is confidential and protected by law. If you are not the intended recipient of this e-mail, you are cautioned that use of its contents in any way is prohibited and may be unlawful. If you have received this communication in error, please destroy it and notify the sender immediately by e-mail.

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From: meditech-...@mtusers.com [mailto:meditech-...@mtusers.com] On Behalf Of Rennie, Michael
Sent: Thursday, September 27, 2007 5:52 AM
To: medit...@mtusers.com
Subject: Re: [MEDITECH-L] OE - Nursing and Height and Weight

 

We are having difficulty in getting the nurses to fill in the patient HT/WT in a timely manner.

[Charlie Downs]

Same problem here. It has been going on for years. Also, the same problem with allergies. I believe the only way is to do audits and hold them accountable, but that hasn’t happened and probably will never happen. Instead, pharmacy has to call and remind them to put in the information, which shouldn’t be our job.

Charlie

 

Charles Downs PharmD

Washington County Hospital

251 E. Antietam Street

Hagerstown, MD, 21740

301-790-8904

 

---

From: meditech-...@mtusers.com [mailto:meditech-...@mtusers.com] On Behalf Of Rennie, Michael
Sent: Thursday, September 27, 2007 8:52 AM
To: medit...@mtusers.com
Subject: Re: [MEDITECH-L] OE - Nursing and Height and Weight

 

We are having difficulty in getting the nurses to fill in the patient HT/WT in a timely manner.

***** CONFIDENTIALITY NOTICE ***** This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system.

[Bolduc, Patti]

Why don't you make those queries mandatory.

 

Patricia Bolduc

Clinical Systems Analyst

Information Technology

Eastern Connecticut Health Network

Phone: 860-646-1222 ext 3600

Fax: 860-647-6830

email: pbo...@echn.org

---

From: meditech-...@mtusers.com [mailto:meditech-...@mtusers.com] On Behalf Of Charlie Downs
Sent: Thursday, September 27, 2007 3:05 PM
To: 'Rennie, Michael'; medit...@mtusers.com

Subject: Re: [MEDITECH-L] OE - Nursing and Height and Weight

Same problem here. It has been going on for years. Also, the same problem with allergies. I believe the only way is to do audits and hold them accountable, but that hasn’t happened and probably will never happen. Instead, pharmacy has to call and remind them to put in the information, which shouldn’t be our job.

Charlie

 

Charles Downs PharmD

Washington County Hospital

251 E. Antietam Street

Hagerstown, MD, 21740

301-790-8904

 

---

From: meditech-...@mtusers.com [mailto:meditech-...@mtusers.com] On Behalf Of Rennie, Michael
Sent: Thursday, September 27, 2007 8:52 AM
To: medit...@mtusers.com
Subject: Re: [MEDITECH-L] OE - Nursing and Height and Weight

 

We are having difficulty in getting the nurses to fill in the patient HT/WT in a timely manner.

What tricks is your facility using to reduce the impact of this challenge ?

Suzanne Beckett

Niagara Health System

905-378-4647-44804

 

---

Confidentiality Notice:
This e-mail message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message.

***** CONFIDENTIALITY NOTICE ***** This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system.

 

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[Sharon LaDuke]

I have seen them made mandatory, with one caveat – in the GR for the weight-related query “Scale type”, we added “estimated”. We then built a report that pulled all the patients with estimated weights, and all those with suspicious weights (anything that was .00, as I recall). The reports showed us the documenting user. If the same user’s name came up over and over, well, it was easy to see where follow up was required. I had another report that showed weight trends which allowed me to focus in quickly on deviations from one weight to the next and consider what might be going on. All this helped a lot, combined, of course, with staff education, sitting down for private chats with nurses who were not weighing patients, posting a pounds to kilograms conversion chart in strategic places, etc. Sharon

 

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