Scheduling Replacement Project


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  • This six pointed star graphic depicts the six elements that define the project objectives: 1. Conduct Business Process Reengineering (BPR) & produce a Future Business Process Model (FBPM) 2. Develop Replacement Scheduling Application (RSA) 3. Develop national VA database that allows OneVA view of patient appointment histories 4. Encapsulate VistA scheduling & integrate RSA with existing VistA applications 5. Migrate appointment data from VistA to RSA 6. Shut down VistA appointment management system
  • To illustrate the enterprise scheduling concept, this graphic shows the entire nation with the RSA database residing at the Austin Automation Center with a backup in Hines (shown with red dots). The major parent or health care systems application servers will reside in the areas noted in a teal color and remote facilities are shown in orange.
  • Graphic of Administrative Entity Tree screen. The Administrative Entity Tree represents the VHA hierarchy from the VHA down to the resource. As shown, you see the VHA, the VISN level followed by the Health Care System, then the Facility/Medical Center Division. Each facility would have Service levels to represent the patient treatment services they provide followed by the Section and Resource AE levels where appointments will be scheduled. RSA access can be explicitly assigned or inherited at any AE level of the tree. This provides the opportunity to schedule across facilities or allow users from other sites to request appointments. Users can specify an AE level default to work in a specific facility or section level and not have to view the entire AE tree.
  • Graphic of table shows RSA Appointment Purpose codes. For example…in V ist A , these three doctors would require 12 clinics to be created in order to have a unique schedule of their own for their PC new, follow-up exams, med refill and Compensation & Pension exams. In RSA, Dr. A will have one calendar and patients can be scheduled with the four Local Appointment Purposes (LAP): Primary Care New  323000 Primary Care Follow-up  323000 Primary Care Med-refill  323000 GM C&P Exam  301450
  • Sample denotes NAP to LAP association Note that the RSA NAP table can have duplicate 6-digit DSS IDs; however, they represent different appointment purposes.
  • Here is a screen shot of the Manage Appointment Purpose screen which is used to create the appointment purpose for a specific section. This is where the Schedule Administrator will specify the resource set and associate the National Appointment Purpose which defines the reason for the visit.
  • This graphic shows the current VistA Make Appointment process compared to the RSA Request an Appointment screen.
  • Graphic shows the Request an Appointment screen. RSA Request an Appointment screen to provide a better view of the screen and data elements when submitting request.
  • This graphic shows a screen comparison of the VistA scheduling grid with appointment slots and the RSA appointment search results with appointment opportunities.
  • This graphic compares the current Wait List process to the RSA Pending List creation/process.
  • Graphic of the RSA Manage Appointment Request with a listing of the types of pending list. Unprocessed Request List – the request has not be triaged as Approved or Unapproved. Long-Term Pending List – the request is Approved, AND the Target Date is beyond the sections’ planning horizon. Short-Term Pending List – the request is Approved, AND the request has been scheduled but the requestor desires an earlier appointment if one becomes available. Reschedule List– the request is Approved, AND the request had a previous status of booked. These are appointments that have been cancelled and need to be rescheduled. Ready-to-Schedule List – all requests that are on the Short-Term and Reschedule lists and all requests in the Approved state that have a Target Date within the section’s planning horizon.
  • This graphic shows the flow process of entering an RSA appointment request from booking the appointment to appointment disposition. If the appointment is not booked at the time the request is being entered, the user can place the appointment request on a pending list depending on the target date.
  • This graphic shows the RSA single resource weekly calendar view with appointment purpose carve-outs.
  • This graphic shows the RSA single resource daily calendar view with patient appointment details.
  • Graphic shows a table with HLF types of clinic entries which include: Encounter Clinic Existing Scheduling Appointment Clinic RSA Generated Appointment Clinic
  • RSA shooting star -----Questions?
  • Scheduling Replacement Project

    1. 1. Scheduling Replacement Project (SRP) – A New Start Rosie Perez, Program Specialist VISN 16/17 Scheduling Replacement Project Team
    2. 2. Presentation Objectives <ul><li>Provide Scheduling Replacement Project (SRP) Overview </li></ul><ul><li>Discuss key features and concepts related to the use of the new Replacement Scheduling Application (RSA) </li></ul><ul><li>Highlight RSA scheduling features which support Advanced Clinic Access, priority of care scheduling and clinic wait times </li></ul><ul><li>Preparing for the future </li></ul>
    3. 3. Driving Forces <ul><li>Reduce Clinic Wait Times / </li></ul><ul><li>Increase Access to Care </li></ul><ul><ul><li>GAO Report on Excessive Wait Times for VA Healthcare </li></ul></ul><ul><ul><li>Performance Measures for obtaining Primary Care and Specialty Care Appointments </li></ul></ul><ul><li>Improve Quality of Care </li></ul><ul><ul><li>Improve utilization of scarce resources </li></ul></ul><ul><ul><li>Manage patient preferences and special needs </li></ul></ul>
    4. 4. Driving Forces ( cont) <ul><li>Improve Customer Satisfaction </li></ul><ul><ul><li>Provider ease of use </li></ul></ul><ul><ul><li>Patient participation in outpatient scheduling </li></ul></ul><ul><li>Improve Clinic Efficiency </li></ul><ul><ul><li>Standardize DSS Identifiers </li></ul></ul><ul><ul><li>Improve provider productivity </li></ul></ul><ul><ul><li>Need for reserved appointment times for SC patients </li></ul></ul><ul><li>Improve Coordination of Care </li></ul><ul><ul><li>Lack of coordination between appointments and ancillary services (such as Lab, X-ray, EKG) </li></ul></ul><ul><ul><li>Lack of coordination between VA facilities </li></ul></ul>
    5. 5. Future Business Process Model <ul><li>Schedule at the resource level </li></ul><ul><ul><li>Resource Management </li></ul></ul><ul><li>Standardize DSS IDs usage </li></ul><ul><ul><li>RSA National Appointment Purposes </li></ul></ul><ul><li>Create electronic pending lists </li></ul><ul><ul><li>Waiting Lists, Recall Lists </li></ul></ul><ul><li>Manage group appointments </li></ul><ul><ul><li>scheduling, cancellations, rebooking </li></ul></ul><ul><li>Link ancillary tests with appointments </li></ul><ul><ul><li>For ancillary services (Lab, X-ray, EKG) </li></ul></ul>
    6. 6. Future Business Process Model <ul><li>Determine patient preferences for scheduling </li></ul><ul><ul><li>preferred appointment days and times </li></ul></ul><ul><li>Support Advanced Clinic Access initiatives </li></ul><ul><li>Schedule inter-facility appointments </li></ul><ul><li>Schedule at enterprise level </li></ul><ul><li>Schedule beyond existing grid structures (more flexibility) </li></ul>
    7. 7. Project Elements Business Process Reengineering Replacement Scheduling Application Enterprise (National) Level Database Encapsulation Data Migration Legacy Shutdown Scheduling Replacement Project
    8. 8. New Key Features <ul><li>Enterprise Level Scheduling </li></ul><ul><li>Administrative Entity tree </li></ul><ul><li>National Services </li></ul><ul><li>Resource Scheduling </li></ul><ul><li>Appointment Purpose </li></ul><ul><li>Appointment Request </li></ul><ul><li>Pending Lists </li></ul>
    9. 9. New Key Features (cont) <ul><ul><li>Personal preferences </li></ul></ul><ul><ul><li>Carve-outs </li></ul></ul><ul><ul><li>Link appointments </li></ul></ul><ul><ul><li>Resource sets </li></ul></ul><ul><ul><li>Appointment Purpose sets </li></ul></ul><ul><ul><li>Access assignments by roles not keys </li></ul></ul><ul><ul><ul><ul><li>Basic Scheduler </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Advanced Scheduler </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Super Scheduler </li></ul></ul></ul></ul>
    10. 10. New Vocabulary <ul><li>SRP - Scheduling Replacement Project </li></ul><ul><li>RSA – Replacement Scheduling Application </li></ul><ul><li>AE Tree – Administrative Entity Tree </li></ul><ul><li>National Services – Standard Services’ list for VHA </li></ul><ul><li>Enterprise Level Scheduling – VHA system wide scheduling </li></ul><ul><li>Business Process Reengineering (BPR) </li></ul><ul><li>Resource – Person (Specific or Generic Person), Room or Equipment </li></ul><ul><li>Appointment Requests </li></ul>
    11. 11. New Vocabulary (cont) <ul><li>National Appointment Purpose (NAP) – DSS ID </li></ul><ul><li>Local Appointment Purpose (LAP) – Reason for the Visit </li></ul><ul><li>Carve Outs – Reserving time for specific patients or appointment purposes </li></ul><ul><li>Appointment Opportunities </li></ul><ul><li>Appointment Purpose Sets </li></ul><ul><li>Resource Sets </li></ul><ul><li>Appointment Pending Lists – Wait List </li></ul><ul><li>Patient Special Needs </li></ul><ul><li>Patient Preferences </li></ul><ul><li>Resource Schedule/Calendar </li></ul>
    12. 12. Business Changes <ul><li>VistA </li></ul><ul><li>Single VistA/Site Scheduling </li></ul><ul><li>Single VistA/Site user privileges assigned </li></ul><ul><li>Clinic based scheduling </li></ul><ul><li>Appointment “slots” (set appointment lengths) </li></ul><ul><li>DSS Identifiers set at the clinic level </li></ul><ul><li>Make Appointment </li></ul><ul><li>Selecting an appointment date from a “grid” of “slots” </li></ul><ul><li>Wait List (initiated from separate actions) </li></ul><ul><li>Reports Generated on Local VistA </li></ul><ul><li>RSA </li></ul><ul><li>Enterprise Wide Scheduling (AE Tree) </li></ul><ul><li>Enterprise wide user role/privilege management </li></ul><ul><li>Resource (provider, place, equipment) scheduling </li></ul><ul><li>Calendar view with varying appointment lengths </li></ul><ul><li>DSS Identifiers set at the Appointment Purpose level </li></ul><ul><li>Create an Appointment Request </li></ul><ul><li>System giving Appointment Opportunities according to request information </li></ul><ul><li>Pending List (created from Appt Request) </li></ul><ul><li>Crystal Reports generator </li></ul>
    13. 13. Enterprise Level Scheduling Database in Austin with backup in Hines
    14. 14. Enterprise Level Scheduling Administrative Entity (AE) Tree VHA Enterprise Level VISN Health Care System Facility/Medical Center Service Section RESOURCE/Provider
    15. 15. From VistA to RSA Key Features & Concepts <ul><li>From VistA </li></ul><ul><ul><li>Clinic Set-up </li></ul></ul><ul><ul><li>Multiple Clinics </li></ul></ul><ul><ul><li>Make Appointment </li></ul></ul><ul><ul><li>Clinic Availability </li></ul></ul><ul><ul><li>Wait List </li></ul></ul><ul><ul><li>Appointment Mgmt </li></ul></ul><ul><li>To RSA </li></ul><ul><ul><li>Resource Set-up </li></ul></ul><ul><ul><li>Appointment Purpose </li></ul></ul><ul><ul><li>Appointment Requests </li></ul></ul><ul><ul><li>Appointment Opportunities </li></ul></ul><ul><ul><li>Pending List </li></ul></ul><ul><ul><li>Section/Resource Calendar View </li></ul></ul>
    16. 16. AE Resource Management <ul><li>Assign resources to Administrative Entity (AE) who supervises them </li></ul><ul><ul><li>Should mirror facility organizational structure </li></ul></ul><ul><ul><li>National Service – based on DSS National Service file #730 </li></ul></ul><ul><li>Allocate resources to service provided </li></ul><ul><ul><li>National standard (organizationally does not have service; however, provides service) </li></ul></ul>
    17. 17. From VistA to RSA Key Features & Concepts <ul><li>From VistA </li></ul><ul><ul><li>Clinic Set-up </li></ul></ul><ul><ul><li>Multiple Clinics </li></ul></ul><ul><ul><li>Make Appointment </li></ul></ul><ul><ul><li>Clinic Availability </li></ul></ul><ul><ul><li>Wait List </li></ul></ul><ul><ul><li>Appointment Mgmt </li></ul></ul><ul><li>To RSA </li></ul><ul><ul><li>Resource Set-up </li></ul></ul><ul><ul><li>Appointment Purpose </li></ul></ul><ul><ul><li>Appointment Requests </li></ul></ul><ul><ul><li>Appointment Opportunities </li></ul></ul><ul><ul><li>Pending List </li></ul></ul><ul><ul><li>Section/Resource Calendar View </li></ul></ul>
    18. 18. From VistA Clinics to RSA Resource Scheduling <ul><li>VistA Clinic RSA Resource </li></ul><ul><li>PC Dr. A New Patient clinic Dr. A </li></ul><ul><li>PC Dr. A Follow-Up clinic </li></ul><ul><li>PC Dr. A Med refill clinic </li></ul><ul><li>Dr. A Comp & Pen clinic </li></ul><ul><li>PC Dr. B New Patient clinic Dr. B </li></ul><ul><li>PC Dr. B Follow-Up clinic </li></ul><ul><li>PC Dr. B Med Refill clinic </li></ul><ul><li>Dr. B Comp & Pen clinic </li></ul><ul><li>PC Dr. C New Patient clinic Dr. C </li></ul><ul><li>PC Dr. C Follow-up clinic </li></ul><ul><li>PC Dr. C Med Refill clinic </li></ul><ul><li>Dr. C Comp & Pen clinic </li></ul>RSA Appointment Purpose C&P Appt (301450) PC Med Refill (323000) PC Follow-Up Appt (323000) PC New Appt (323000)
    19. 19. RSA National Appointment Purpose <ul><li>RSA National Appointment Purpose (NAP) </li></ul><ul><ul><li>Where DSS Identifiers (aka, stop codes) will be assigned </li></ul></ul><ul><ul><li>Six digit DSS ID created & managed at the national level </li></ul></ul><ul><ul><li>Mimics DSS credit pairs </li></ul></ul><ul><ul><li>Supports DSS business rules </li></ul></ul><ul><ul><li>Added business rule to restrict use of same stop code to both primary and secondary position </li></ul></ul><ul><ul><li>Promotes DSS ID standardization & reporting </li></ul></ul><ul><ul><li>Provides an opportunity to specify high performance measure type of visits </li></ul></ul>
    20. 20. RSA Local Appointment Purposes <ul><li>Local Appointment Purposes (clinic equivalent) </li></ul><ul><ul><li>Created at the facility level </li></ul></ul><ul><ul><li>Associated to an RSA National Appointment Purpose (NAP) file entry in the RSA enterprise-level national database </li></ul></ul>
    21. 21. NAP LAP Appointment Purposes <ul><li>NAP Name 6-digit DSS ID LAP Name </li></ul><ul><li>Primary Care New 323000 PC New </li></ul><ul><li>Primary Care Follow-up 323000 PC F/U </li></ul><ul><li>Primary Care Med-refill 323000 PC Med Refill </li></ul><ul><li>General Med C&P Exam 301450 GM C&P </li></ul><ul><li>Cardiology New 303000 Cardio New </li></ul><ul><li>Cardiology Follow-up 303000 Cardio F/U </li></ul>
    22. 22. From VistA to RSA K ey Features & Concepts Multiple Clinics Appointment Purposes
    23. 23. From VistA to RSA Key Features & Concepts <ul><li>From VistA </li></ul><ul><ul><li>Clinic Set-up </li></ul></ul><ul><ul><li>Multiple Clinics </li></ul></ul><ul><ul><li>Make Appointment </li></ul></ul><ul><ul><li>Clinic Availability </li></ul></ul><ul><ul><li>Wait List </li></ul></ul><ul><ul><li>Appointment Mgmt </li></ul></ul><ul><li>To RSA </li></ul><ul><ul><li>Resource Set-up </li></ul></ul><ul><ul><li>Appointment Purpose </li></ul></ul><ul><ul><li>Appointment Requests </li></ul></ul><ul><ul><li>Appointment Opportunities </li></ul></ul><ul><ul><li>Pending List </li></ul></ul><ul><ul><li>Section/Resource Calendar View </li></ul></ul>
    24. 24. From VistA to RSA Key Features & Concepts Make Appointment Request an Appointment NEUROLOGY-MedDoc APPOINTMENT TYPE: REGULAR// NO PENDING APPOINTMENTS IS THIS A 'NEXT AVAILABLE' APPOINTMENT REQUEST? NO Calculating follow-up status.. Select one of the following: 'F' for First available following a specified date Date (or date computation such as 'T+2M') for a desired date Date/time to schedule a specific appointment '?' for detailed help ENTER THE DATE DESIRED FOR THIS APPOINTMENT: T+3M (APR 28, 2004)
    25. 25. Request Appointment Screen
    26. 26. Request Appointment Screen
    27. 27. Request Appointment Screen
    28. 28. Request Appointment Screen
    29. 29. From VistA to RSA Key Features & Concepts <ul><li>From VistA </li></ul><ul><ul><li>Clinic Set-up </li></ul></ul><ul><ul><li>Multiple Clinics </li></ul></ul><ul><ul><li>Make Appointment </li></ul></ul><ul><ul><li>Clinic Availability </li></ul></ul><ul><ul><li>Wait List </li></ul></ul><ul><ul><li>Appointment Mgmt </li></ul></ul><ul><li>To RSA </li></ul><ul><ul><li>Resource Set-up </li></ul></ul><ul><ul><li>Appointment Purpose </li></ul></ul><ul><ul><li>Appointment Requests </li></ul></ul><ul><ul><li>Appointment Opportunities </li></ul></ul><ul><ul><li>Pending List </li></ul></ul><ul><ul><li>Section/Resource Calendar View </li></ul></ul>
    30. 30. From VistA to RSA Key Features & Concepts Scheduling Grid Appointment Opportunities
    31. 31. From VistA to RSA Key Features & Concepts <ul><li>From VistA </li></ul><ul><ul><li>Clinic Set-up </li></ul></ul><ul><ul><li>Multiple Clinics </li></ul></ul><ul><ul><li>Make Appointment </li></ul></ul><ul><ul><li>Clinic Availability </li></ul></ul><ul><ul><li>Wait List </li></ul></ul><ul><ul><li>Appointment Mgmt </li></ul></ul><ul><li>To RSA </li></ul><ul><ul><li>Resource Set-up </li></ul></ul><ul><ul><li>Appointment Purpose </li></ul></ul><ul><ul><li>Appointment Requests </li></ul></ul><ul><ul><li>Appointment Opportunities </li></ul></ul><ul><ul><li>Pending List </li></ul></ul><ul><ul><li>Section/Resource Calendar View </li></ul></ul>
    32. 32. From VistA to RSA Key Features & Concepts Wait List Pending List Re-entry of information 15 MINUTE APPOINTMENTS DATE/TIME: DO YOU WISH TO PLACE THIS PATIENT ON A WAITING LIST ? No// Y (Yes) PC Team: PCT B-GENERAL PC Practitioner: GENERAL, DOC A Select Wait List Type: 1. SERVICE/SPECIALTY 2. SPECIFIC CLINIC Enter response: 2 SPECIFIC CLINIC Select Institution: AUGUSTA VAMC GA VAMC 509 Select Clinic: PCT(C)-NURSE ADMINISTERED AUGUSTA VAMC Priority 1. Future 2. ASAP Enter response:
    33. 33. Types of RSA Pending Lists
    34. 34. RSA Scheduling Process Enter REQUEST for an Appointment Book the Appointment Appointment NOT booked (Request to Pending List) Placed on Pending List According to Target Date Appointment Disposition Long Term Pending List (Target Date is outside of scheduling horizon) Ready To Schedule Pending List (Target Date is within scheduling horizon)
    35. 35. From VistA to RSA Key Features & Concepts <ul><li>From VistA </li></ul><ul><ul><li>Clinic Set-up </li></ul></ul><ul><ul><li>Multiple Clinics </li></ul></ul><ul><ul><li>Make Appointment </li></ul></ul><ul><ul><li>Clinic Availability </li></ul></ul><ul><ul><li>Wait List </li></ul></ul><ul><ul><li>Appointment Mgmt </li></ul></ul><ul><li>To RSA </li></ul><ul><ul><li>Resource Set-up </li></ul></ul><ul><ul><li>Appointment Purpose </li></ul></ul><ul><ul><li>Appointment Requests </li></ul></ul><ul><ul><li>Appointment Opportunities </li></ul></ul><ul><ul><li>Pending List </li></ul></ul><ul><ul><li>Section/Resource Calendar View </li></ul></ul>
    36. 36. RSA – Single Resource Weekly Calendar with Carve Outs
    37. 37. RSA – Single Resource Daily Calendar with Appointment Details
    38. 38. RSA – Configure Schedule Template with Carve Out Parameters
    39. 39. Data Migration VistA RSA VistA <ul><li>What VistA data will be migrated to RSA? </li></ul><ul><ul><li>All future appointments </li></ul></ul><ul><ul><li>All open Appointment Wait Lists entries </li></ul></ul><ul><ul><ul><li>Clinic </li></ul></ul></ul><ul><ul><ul><li>Service/Specialty </li></ul></ul></ul>
    40. 40. Hospital Location File #44 (HLF) - New RSA Clinic Entry Created <ul><li>Why? </li></ul><ul><ul><li>Support other VistA packages such as CPRS </li></ul></ul><ul><li>How? </li></ul><ul><ul><li>RSA generates new appointment event </li></ul></ul><ul><ul><li>VistA appointment event subscriber </li></ul></ul><ul><ul><ul><li>Creates new clinic entry </li></ul></ul></ul><ul><ul><ul><li>Generates view alert for administrator </li></ul></ul></ul><ul><li> Administrator Processes </li></ul><ul><ul><ul><li>View alert: Re-names auto-generated clinic </li></ul></ul></ul><ul><ul><ul><li>Mail bulletin sent to mail group </li></ul></ul></ul><ul><ul><ul><li>Mail group receives notice of new appointment clinic </li></ul></ul></ul><ul><ul><ul><li>Re-define clinic parameters required to process data (lab, radiology, clinic groups, etc.) </li></ul></ul></ul>
    41. 41. Hospital Location File #44 (HLF) - New RSA Clinic Entry Created (cont) <ul><li>Sample mailman message for re-naming of HLF entry: </li></ul><ul><li>Subj: CLINIC CHANGE [#32315] 06/18/07@09:16 16 lines </li></ul><ul><li>From: RSAUSER,ONE In 'IN' basket. Page 1 *New* </li></ul><ul><li>------------------------------------------------------------------------------- </li></ul><ul><li>The following entry in the Hospital Location File has been </li></ul><ul><li>edited/created: </li></ul><ul><li>Division: TULSA OUTPATIENT CLINIC </li></ul><ul><li>FIELD OLD NEW </li></ul><ul><li>-------------------------------------------------------------------------- </li></ul><ul><li>NAME ENGLAND,IHYY MHC 30 MIN 1948 T-MHC ENGLAND 30 MN </li></ul><ul><li>IEN 1948 1948 </li></ul><ul><li>TYPE EXTENSION CLINIC CLINIC </li></ul><ul><li>INACTIVATE DATE </li></ul><ul><li>REACTIVATE DATE </li></ul><ul><li>STOP CODE MENTAL HEALTH CLINIC - IND MENTAL HEALTH CLINIC - IND </li></ul><ul><li>CREDIT STOP </li></ul><ul><li>NON-COUNT CLINIC NO NO </li></ul><ul><li>Enter message action (in IN basket): Ignore// </li></ul>
    42. 42. Hospital Location File #44 (HLF) - Types of Clinic Entries <ul><li>Created from RSA appointment event (VistA) </li></ul><ul><li>Controlled fields maintained by Admin (VistA) </li></ul><ul><li>Other fields maintained by stakeholder applications (VistA) </li></ul><ul><li>Attribute of appointment </li></ul><ul><li>RSA Generated Appointment Clinic </li></ul><ul><li>To be inactivated during deployment </li></ul><ul><li>Existing Scheduling Appointment Clinic </li></ul><ul><li>Created/Maintained (VistA) </li></ul><ul><li>Attribute of encounter/visit </li></ul><ul><li>Supports other workload capture packages </li></ul><ul><li>Encounter Clinic </li></ul>
    43. 43. RSA Appointment Interfaced with VistA Packages <ul><ul><li>Consult Tracking process </li></ul></ul><ul><ul><ul><li>Associating stop codes with consult services remains </li></ul></ul></ul><ul><ul><ul><li>Migrated Appointments – will be modified to unlink the consult to the VistA appointment & re-link to migrated appointment. </li></ul></ul></ul><ul><ul><ul><li>New Appointments – Appointment Event Subscriber will check each RSA appointment to determine if qualified consult exists. If so, View Alert displays the appointment and prompts user to select a consult in VistA. </li></ul></ul></ul>
    44. 44. RSA Appointment Interfaced with VistA Packages (cont) <ul><ul><li>Consult Tracking process (cont) </li></ul></ul><ul><ul><ul><li>Automatically updating the status of linked consults is supported </li></ul></ul></ul><ul><ul><ul><li>Notifications to initializing provider that consult linked appointment has been rescheduled, cancelled or marked as no-show, even if the consult is an inter-facility consult </li></ul></ul></ul><ul><ul><ul><li>Update consult comment not supported at this time </li></ul></ul></ul><ul><ul><li>Compensation & Pension Exams file entries </li></ul></ul><ul><ul><ul><li>C&P exam must be open and pending in VistA </li></ul></ul></ul><ul><ul><ul><li>Choosing C&P appointment type will display available C&P Requests </li></ul></ul></ul><ul><ul><ul><li>RSA appointment is automatically linked to C&P </li></ul></ul></ul>
    45. 45. Preparing for RSA <ul><li>Suggested actions for the Hospital Location File (HLF) #44 </li></ul><ul><ul><li>Inactivate clinics no longer in use </li></ul></ul><ul><ul><li>Validate Institution and Division assignment </li></ul></ul><ul><ul><li>Validate DSS ID/stop code assignment for identifying appointment purposes </li></ul></ul><ul><ul><li>Review scheduling letters assignment </li></ul></ul><ul><ul><li>Assign Privilege Users to help identify schedulers </li></ul></ul><ul><ul><li>Assign Default Providers to clinics to help identify resources </li></ul></ul>
    46. 46. Preparing for RSA (cont) <ul><li>Suggested actions for the HLF #44 (Cont) </li></ul><ul><ul><li>Ensure Service is appropriately assigned </li></ul></ul><ul><ul><ul><li>If appropriate Service is not listed, then assign to None </li></ul></ul></ul><ul><ul><li>Be knowledgeable of the Occasion of Service clinics </li></ul></ul><ul><ul><li>Identify Audio call system clinics </li></ul></ul><ul><ul><li>Validate Physical Location field is consistently assigned </li></ul></ul><ul><li>Review all Scheduling Letters </li></ul><ul><ul><li>“ ZZZ” out letters no longer in use </li></ul></ul><ul><li>These actions will assist in your transition to RSA. </li></ul>
    47. 47. RSA User Benefits <ul><li>Supports Advanced Clinic Access and Priority of Care Scheduling initiatives </li></ul><ul><ul><li>RSA scheduling horizon can be imposed at any AE level </li></ul></ul><ul><ul><ul><li>To recommended 120 days or 30 days (such as Alpha Site-Muskogee) </li></ul></ul></ul><ul><ul><li>RSA defaulted search range </li></ul></ul><ul><ul><ul><li>Can serve as a wait time monitor by alerting staff when an appointment opportunity is not found within 30 days </li></ul></ul></ul><ul><ul><li>RSA carve-outs </li></ul></ul><ul><ul><ul><li>Reserve a portion of a resources’ calendar for a specific appointment purpose or eligibility of appointment </li></ul></ul></ul><ul><ul><li>Carve-outs can be set to be released “X” days prior to appointment date </li></ul></ul><ul><ul><ul><li>Opens appointments to other appointment purposes or patients </li></ul></ul></ul>
    48. 48. RSA User Benefits (cont) <ul><li>Supports Advanced Clinic Access and Priority of Care Scheduling initiatives (Cont) </li></ul><ul><ul><li>RSA Pending List (aka, Electronic Wait List) offers priority of care scheduling </li></ul></ul><ul><ul><ul><li>Allows ability to set Default to Priority Order based on VHA </li></ul></ul></ul><ul><ul><ul><li>Directive 2006-028 </li></ul></ul></ul><ul><ul><ul><li>Appointment data does not have to be re-entered to be placed on pending list </li></ul></ul></ul><ul><ul><li>RSA Patient Preferences </li></ul></ul><ul><ul><ul><li>Appointment opportunities flagged when patient preferences conflict </li></ul></ul></ul><ul><li>RSA Interfaces </li></ul><ul><ul><li>Open Compensation and Pension Exams </li></ul></ul><ul><ul><li>Consult Tracking Package </li></ul></ul>
    49. 49. So when can you expect RSA? <ul><li>Alpha – Sept 2007 thru Mar 2008 (Muskogee, OK) </li></ul><ul><li>Beta 1 – Mar 2008 thru May 2008 </li></ul><ul><li>(Muskogee, OK) </li></ul><ul><li>Beta 2 – May 2008 thru Sept 2008 </li></ul><ul><li>(Site To Be Determined) </li></ul><ul><li>National Release – Begin Oct 2008 </li></ul><ul><ul><li>Roll out by VISN </li></ul></ul>
    50. 50. Where to get more information? <ul><li>Health Systems Design & Development (HSD&D) Project Notebooks website </li></ul><ul><ul><li> </li></ul></ul><ul><li>Scheduling Replacement Project Management Office (PMO) </li></ul><ul><ul><li>Tonya Drew, Project Manager: </li></ul></ul><ul><ul><li>Irene Smith, Technical Analyst: </li></ul></ul><ul><li>Scheduling Replacement Project VISN Team </li></ul><ul><ul><li>VISN 16/17 1SRPTeam exchange mail group </li></ul></ul>
    51. 51. Questions?