Application Coordinator

APPLICATION COORDINATOR

user manual

Version 5.0August 2009

Department of Veterans Affairs

Dayton VAMC

Revision History

Each time this manual is updated, the Title Page lists the new revised date and this page describes the changes. Either update the existing manual with the Change Pages document, or replace it with the updated manual.

Note: The Change Pages document may include unedited pages needed for two-sided copying. Only edited pages display the patch number and revision date in the page footer.

Date Revised Pages Patch Number

Description

8/1/2009 Whole Document

N/A -Structural Changes to Version 4.0 were made to present the content in a better organized and easy to follow format: outline-based. This outline-based approach allows future revisions and changes to be made easier, because the content is grouped by specific functions -Minor revisions: such as grammar corrections, identifying points of emphasis, ensuring this manual reflects current policy, and adding more helpful hints to the content.

Page -2-

Aug 2009 Application Coordinator V. 5.0 User Manual Medical CenterDayton, Ohio

Table of Contents

Orientation.......................................................................................................................................8How to Use this Manual............................................................................................................................8

Documentation Conventions.....................................................................................................................9

Getting Help and Exiting from VistA menu prompts..............................................................................10I. The Application Coordinator......................................................................................................11

A. Introduction.........................................................................................................................................11

B. Requirements/Competencies Overview..............................................................................................12

1. AC Requirements...........................................................................................................................12

2. AC Competencies...........................................................................................................................12

C. AC Responsibilities Overview............................................................................................................12

1. General Responsibilities.................................................................................................................13

2. Application Coordinator Meeting..................................................................................................14

3. Duty Timeline................................................................................................................................14II. The Duties of an Application Coordinator................................................................................15

A. VistA Software...................................................................................................................................15

1. VistA Software Packages...............................................................................................................15

a. Name Spacing............................................................................................................................16

b. Site Parameters..........................................................................................................................16

c. Notes on System Documentation..............................................................................................17

2. Nationally Released Patches..........................................................................................................17

a. Testing a Patch...........................................................................................................................18

3. VistA Package Resources...............................................................................................................19

a. VA Intranet................................................................................................................................19

b. FORUM.....................................................................................................................................20

i. Overview...............................................................................................................................20

ii. Accessing.............................................................................................................................21

c. Remedy......................................................................................................................................21

i. Further Assistance.................................................................................................................21

B. User Training/Needs Assessment Tools.............................................................................................21

1. Training Manual/Program..............................................................................................................22

2. Physician Training..........................................................................................................................22

C. User Maintenance Activities...............................................................................................................22

1. Establishing Computer Access for New Users..............................................................................22

a. Prerequisites...............................................................................................................................23

b. Non VA Employees...................................................................................................................24

c. Internet Access..........................................................................................................................24

2. Maintaining Computer Access for New/Existing Users................................................................24

Page -3-


a. Application Coordinator Menu..................................................................................................24

i. User Inquiry...........................................................................................................................25

ii. Switch Identities...................................................................................................................26

iii. Menu and Key Information (Menu Option)........................................................................27

a) Diagram Menus...............................................................................................................28

b) Key Description Inquiry..................................................................................................28

c) List Users Holding a Certain Key...................................................................................28

d) Show the Keys of a Particular User................................................................................29

e) All the Keys a User May Still Need................................................................................29

f) Keys for a Given Menu Tree...........................................................................................30

g) Option Access by User....................................................................................................31

h) AC’s Users Overdue for Access Agreement...................................................................31

iv. Menu Mail Group Coordinator's Edit with Remote Recipients..........................................32

v. Enter Request for Menu or Key Change..............................................................................33

a) Request Types.................................................................................................................35

1. Access Code Regeneration.........................................................................................35

2. Person Class................................................................................................................36

3. Delegate Keys/Menus.................................................................................................37

4. File Manager Access Code.........................................................................................38

Fileman Access Code Add/Delete..................................................................................39

5. File Access..................................................................................................................40

6. GUI Extended Time Out.............................................................................................41

7. ISO Request................................................................................................................42

8. Security Keys (Add/Delete)........................................................................................43

9. New User....................................................................................................................45

10. Primary Menu Change..............................................................................................47

11. Care Management Perspective.................................................................................48

12. Reactivate a User......................................................................................................50

13. Secondary Menu Change..........................................................................................51

14. Terminate A User.....................................................................................................52

15. Type Ahead...............................................................................................................54

16. Timed Read...............................................................................................................55

17. User Class.................................................................................................................56

b) Editing Requests..............................................................................................................57

c) Disapproved Mail Bulletin..............................................................................................58

vi. Print Request for Application Changes...............................................................................59

vii. Inquire About Request for User Changes..........................................................................60

viii. Scheduler Menu................................................................................................................60

ix. Edit User File (Menu option)..............................................................................................61

Page -4-


a) Clear a User's Electronic Signature Code........................................................................61

b) Change a User's Verify Code..........................................................................................61

c) Edit User File...................................................................................................................61

d) Remove DISUSER Flag..................................................................................................62

3. Monthly User Reports....................................................................................................................63

4. User Deactivation Notice...............................................................................................................64

5. Menu Maintenance.........................................................................................................................65

6. Mailman Message Purges...............................................................................................................65

7. Data Validation..............................................................................................................................66

8. Backup/Recovery plan...................................................................................................................67

9. OI&T Customer Satisfaction Surveys............................................................................................67

10. IT Planning Process......................................................................................................................67

D. USER REPORTED PROBLEM LOG...............................................................................................72

1. User Reported Problems.................................................................................................................72

a. User Reported Problem Alert Handler......................................................................................74

2. Application Coordinator Reported Problems.................................................................................77

3. Problems Reported to OI&T (Menu Option).................................................................................81

a. Edit Service Parameters for User Reported Problems...............................................................81

b. User Problem File Inquiry.........................................................................................................83

c. Print Problems by Date..............................................................................................................83

d. List Unresolved Problems Reported to OI&T...........................................................................84

E. Other Useful Option/Menu/Key Information......................................................................................85

1. Person Class Information (Menu Option)......................................................................................85

a. Print Person Class Data.............................................................................................................85

b. Inquiry for Person Class Data...................................................................................................86

2. Clinical Information (Menu Option)..............................................................................................87

a. ASU Service Printout................................................................................................................88

b. Consult Service Set-up Report..................................................................................................88

c. Consult Service User Update.....................................................................................................89

d. Show Class Membership Menu.................................................................................................90

e. Update Team Lists.....................................................................................................................92

f. Notify Providers of Unsigned Notes or Orders..........................................................................93

g. Alerts - Set/Remove Surrogate for User....................................................................................94

h. VIEW PROVIDER....................................................................................................................95

3. Access List by Package..................................................................................................................96

4. Completed Installations Print.........................................................................................................97

5. Pending Installations Print.............................................................................................................98

6. Your Delegated Key/Options.........................................................................................................99

7. Keys/Menus/Packages Delegated to Current User.......................................................................100

Page -5-


8. Conversion of a Private Mailgroup to a Public Mailgroup..........................................................101

F. NT Password Reset Tool...................................................................................................................101

G. Useful References.............................................................................................................................102

1. Websites.......................................................................................................................................102

2. General Troubleshooting Techniques..........................................................................................102III. Appendices............................................................................................................................106Appendix A: Office of Information & Technology (OI&T).......................................................106

OI&T Vision..........................................................................................................................................106

Software.................................................................................................................................................108

Clinical Application Coordinators (CACs)...........................................................................................109

Hardware/Office Automation................................................................................................................110

Telecommunications..............................................................................................................................111

Help Desk..............................................................................................................................................112

Who To Call..........................................................................................................................................113

Hours of Operation................................................................................................................................113

Package Support Breakdown.................................................................................................................113

Test Account Maintenance....................................................................................................................114

Backup Schedule...................................................................................................................................114

Emergency Callback Cascade...............................................................................................................115

Mail Groups...........................................................................................................................................115

Policies...................................................................................................................................................116

Equipment Available.............................................................................................................................116

Local Committees..................................................................................................................................117IMC Committee...................................................................................................................117Clinical Informatics Committee..........................................................................................117Management Informatics Committee..................................................................................117

Appendix B: VistA Package Name Spaces...........................................................................................119

Appendix C: Acronyms.........................................................................................................................121

Appendix D: Software Package Groups................................................................................................126

Appendix E: Glossary............................................................................................................................128

Appendix F: Pre-Release Patches/Package...........................................................................................134Procedures for Alpha Test...................................................................................................134Procedures for Beta Test......................................................................................................135

Appendix G: Installation of Packages...................................................................................................136Installation of initial version and new releases....................................................................136Installation checklist............................................................................................................136

Appendix H: New Service Request using E3R.....................................................................................137

Appendix I: Scheduler Menu Training..................................................................................................138Adding an Event..................................................................................................................140Changing an Event...............................................................................................................140Deleting an Event................................................................................................................141

Page -6-


Day at a Glance....................................................................................................................142Month at a Glance................................................................................................................143List Scheduled Events..........................................................................................................144Inquire to Conference Room Descriptions..........................................................................146Conference Room Scheduler Search...................................................................................147Schedule a Repeating Event................................................................................................147Cancel a Repeating Scheduled Event..................................................................................150

Appendix J: NT Password Reset Tool...................................................................................................151

Appendix K: Veterans Health Information Systems and Technology Architecture (VistA)................155Overview of VA Computer System Design........................................................................155HealtheVet — VistA (Future).............................................................................................156

Appendix L: Expanded discussion about FORUM and E3Rs...............................................................157

Page -7-


Orientation

This section provides an overview of the Application Coordinator duties, and also provides documentation conventions used in this Application Coordinator V. 5.0 User Manual.

How to Use this Manual

The Application Coordinator is the individual responsible for the implementation, training, and trouble-shooting of a software package within a Service/Care Line.

The Application Coordinator V. 5.0 User Manual is designed to acquaint the user with the various Application Coordinator responsibilities and resource options and to offer specific guidance on the use of ADP equipment and software. Documentation concerning specific software packages can be found at the Veterans Health Information Systems and Technology Architecture (VistA) Documentation Library (VDL) on the Internet at http://www.va.gov/vdl/.

Page -8-


http://www.va.gov/vdl/

Documentation Conventions

This Application Coordinator V. 5.0 User Manual includes documentation conventions, also known as notations, which are used consistently throughout this manual. Each convention is outlined below.

Convention Example

Menu option text is italicized. The Access List By Package option will list by package users who have access to the package.

Screen prompts are denoted with quotation marks around them.

The " Enter the Package Name :" prompt will display next.

Responses in bold face indicate user input. Enter the Package Name : REGISTRATION

Text centered between bent parentheses represents a keyboard key that needs to be pressed for the system to capture a user response or move the cursor to another field.<Enter> indicates that the Enter key (or Return key on some keyboards) must be pressed.<Tab> indicates that the Tab key must be pressed.

Type Y for Yes or N for No and press <Enter>.Press <Tab> to move the cursor to the next field.

Indicates especially important or helpful information.

See also: Policy IRM-04 VETERANS INFORMATION SYSTEMS AND TECHNOLOGY ARCHITECTURE (VISTA) APPLICATION COORDINATORS

Used to caution the reader to take special notice of critical information.

Confirm that you wish to remove the DISUSER flag to RE-ENABLE the user's account. Then have the user sign in! This is important, as the job that runs to DISABLE accounts runs every night.

Page -9-


Getting Help and Exiting from VistA menu prompts

?, ??, ??? One, two or three question marks can be entered at any of the prompts for online help. One question mark elicits a brief statement of what information is appropriate for the prompt. Two question marks provide more help, plus the hidden actions, and three question marks will provide more detailed help, including a list of possible answers, if appropriate.

Typing an up arrow ^ (caret or a circumflex) and pressing <Enter> can be used to exit the current option.

Page -10-


I. The Application Coordinator

A. IntroductionThe automation of clinical and administrative tasks within the Department of Veterans Affairs (VA) has steadily increased since the early 1980’s. Along with this development, the position of an Application Coordinator (AC) in each service/section has become a necessity and a demanding responsibility. Thus, the AC plays a pivotal role in the successful implementation and maintenance of assigned VistA packages and providing front-line PC support. Please note: AC is simply an abbreviated synonym of Automated Data Processing Application Coordinator (ADPAC).

See Appendix K for more historical information about VistA and its future

DefinitionThe Application Coordinator has been defined as the individual within a department or service who has been given the responsibility for managing and providing User training and front-line support for VistA application(s) and Microsoft Office PC applications in their work area.

AC RoleAs more and more tasks are automated and have increased in complexity, the AC’s role is also becoming equally complex and is critical to the successful implementation and maintenance of these applications. Therefore, the role of the AC must include not only intra-service duties associated with the package management and PC support, but also facility and VISN-wide considerations. As a result, the individual requires an understanding of the close-knit relationship between services/product lines, the VISNs, and National databases. AC TrainingMost ACs perform Automated Data Processing (ADP) duties in addition to service-related responsibilities. Office of Information & Technology (OI&T) understands this dual role and consequently provides training and on-going support for these individuals. The training sessions offered, scheduled quarterly meetings, and one-on-one training sessions are provided to help support and educate the ACs on subjects related to their ADP duties. This handbook serves an additional resource.

See also: Medical Center Policy (MCP): IRM-04 VETERANS INFORMATION SYSTEMS AND TECHNOLOGY ARCHITECTURE (VistA) APPLICATION COORDINATORS.Website Resource: https://vhav10share.v10.med.va.gov/sites/Dayton/mcp/default.aspx

Page -11-


https://vhav10share.v10.med.va.gov/sites/Dayton/mcp/default.aspx

B. Requirements/Competencies Overview

1. AC RequirementsApplication Coordinator Training and Beginning FileManager Training are mandatory for all ACs. Advanced FileManager Training is available, but optional upon completion of Beginning FileManager Training. Note: If a service AC wants to attend Advanced FileManager Training, then the other service AC(s) must attend as well.

To inquire about these training classes send a VistA email to G.IRM-SOFTWARE SECTION or an Outlook email to VHADAY IRM SOFTWARE STAFF.

2. AC Competencies

Is familiar with the files, name spacing, functions, menus, keys, and options of their assigned VistA package.

Keeps track of patches, current and future, and understands their impact on the application.

Is familiar with VA FileManager, if necessary, to troubleshoot or run reports.

Possesses and uses the VistA documentation written for the application.

Understands and uses the AC options provided to them for their use.

Familiar with Dayton VA Medical Center’s Intranet home page and its contentsWeb Resource: http://vaww.dayton.med.va.gov/

Develops the ability to help resolve any problems for Users on his/her own. If OI&T must intervene, the AC should make every attempt to understand the resolution and use this as a learning experience.

Networks with other ACs through electronic mail, site visits, and FORUM. More information about FORUM will be discussed later in this manual.

C. AC Responsibilities Overview

Page -12-


http://vaww.dayton.med.va.gov/

1. General Responsibilities Participates in the implementation of an application, subsequent updates, installation of

patches, and on-going maintenance, when appropriate.

Communicates with other services that are affected by the new programs or changes in the functionality of existing software.

Coordinates with OI&T to add or remove user access to menus and keys, when appropriate.

Establishes and conducts training for all users of their applications both in and outside the service, when appropriate.

Reviews and evaluates requests for changes or additional functionality for their applications and discusses these proposed enhancements with the OI&T staff for possible development. For VistA software only, requests for modification can be made via the E3R package found in FORUM.

Troubleshoots, diagnose software and hardware problems and User problems/concerns and attempts to resolve them.

Serves as a liaison between the individuals within his/her service and OI&T.

Makes sure that a backup AC is identified and trained to fill in when the primary AC is unavailable.

Helps ensure that the accuracy, integrity, confidentiality, and security of all data is maintained and equipment is physically secure.

Reports to the facility Information Security Officer (ISO) any violations in security as outlined in the National Rules of Behavior that every user must sign.

Works with the ISO to develop/maintain a service contingency plan. The plan provides a process to reduce the effects of adverse events (such as equipment failure, power outages, natural disasters, etc.) by providing alternate methods for delivering of critical interim health care support when the services of VistA are unavailable. ACs, or their designated representatives, shall be responsible for the development of their respective components of the VistA Contingency Plan and its execution when required. Please note: A practical exercise in testing service level contingency plans is conducted, at a minimum of once a year, during the annual VistA DRP/ITCP exercise.

Participates in teleconferences, training sessions, and meetings that pertain to the package the AC supports.

Page -13-


2. Application Coordinator Meeting

The Application Coordinator meeting is held on the first Tuesday of each quarter. You will receive an email notification reminding you of the meeting. Agenda items normally include upcoming package and patch installs. Subsequently, the meeting minutes are distributed electronically to the Outlook mail group: VHADAY Application Coordinators

3. Duty Timeline

A summary is presented below, indicating the timeframe for normal AC workload. Listed is the frequency of meetings, report generations, and tasks to be performed by you as the result of patch or package releases, and for user maintenance.

Timeline Workload

3 day turnaround Reviewing new patches, except for Emergency patches which require a 1 day turnaround

Quarterly on the 1st

TuesdayAC Meeting

Quarterly on the 15th Consult Service ReviewMonthly on the 15th User reports sent via e-mail As needed Menu or key change requests

Report problems to OI&T Delete verify code or electronic signature code Unlock a users network account Review new package versions

Page -14-


II. The Duties of an Application Coordinator

A. VistA Software

1. VistA Software Packages

A software package includes software (e.g., routines, data dictionaries, menu options, protocols, client software, etc.), data, and documentation that are used in conjunction with a computer to accomplish a specific set of functions. A package may support a single function or groups of functions.

The VHA software packages are classified as follows:

National. A national package is a package intended for nationwide distribution and implementation.

o Pre-release. A pre-release version of a national package is a version that is under development and testing that has not been released for national distribution.

More discussion about Pre-Release patches can be found in Appendix F: Pre-Release Patches/Package

o Released. A released version of a national package is a version that has met the requirements for release as contained herein.

o Inactive. An inactive package is a national or local package, or an individual version of a package, that is no longer supported by the OI or local developer. All released versions of a national package will be classified as inactive 6 months after being superseded by a new release. For national packages that implement VistA infrastructure, the package will be classified as inactive 30 days after being superseded by a new release.

Local. A local package is a package developed as a local initiative by a healthcare facility or other entity.

Each unique variation of a package that is distributed for test or production is designated to be a version of that package.

Under certain circumstances, a local package may be assigned to SD&D for national distribution.

Associated documentation for a national package is available on the Health Systems Design & Development (HSD&D) Documentation Library for VistA, also known as the VDL.

Page -15-


Website Resource: http://www.va.gov/vdl/.

a. Name SpacingIn VistA, an application or package is software that automates tasks or functions for a service. Each routine, option, menu, file, template, etc. is named with a unique 2-4-character prefix which is called the name space of that application. For example, all Radiology options begin with the letters “RA” and Engineering options begin with “EN”.

See also Appendix B: VISTA PACKAGE NAME SPACES

b. Site ParametersMost VistA applications have a file containing the site parameters for that package. When an application is distributed to a site, the AC and OI&T must enter data into the site parameter file with specific information about personnel, facility/room locations, printers, devices, etc. which are unique to that site. The entries in this file have a significant impact on the successful implementation of the application. The package’s documentation always includes instruction on how best to populate the Site Parameter file.

Every application is distributed with documentation which includes Release Notes, which highlight significant changes or features of a package, an Installation Guide (primarily for OI&T use), a Technical Guide, a User’s Guide, and some include a Coordinator’s Guide. Name spacing, site parameters, files, menus, and other related information is also contained in these guides which help both OI&T and the AC in the installation, implementation, and maintenance of an application.

Many patches released today have electronic copies of the documentation shipped out as well. The format for these documents is Adobe Acrobat. This is a product licensed for use in the MS-Windows environment, and can be installed on any PC running Windows.

VistA application documentation is available via the VHA Document Library at http://www.va.gov/vdl/. These are the manuals you should review to prepare for the new version install. Commercial software, Class III software, and supplemental documentation for Class I software is available via the IRM portal located on the Dayton VA intranet homepage and then, by clicking on “VistADocumentation” under the Lists column and then clicking on “VistA Local Documentation”.Website Resource: https://vhav10share.v10.med.va.gov/sites/Dayton/irm_helpdesk/Lists/acmanualtest/AllItems.aspx

c. Notes on System Documentation

Read the documentation carefully and thoroughly, especially the release notes.Page -16-


https://vhav10share.v10.med.va.gov/sites/Dayton/irm_helpdesk/Lists/acmanualtest/AllItems.aspx

https://vhav10share.v10.med.va.gov/sites/Dayton/irm_helpdesk/Lists/acmanualtest/AllItems.aspx



Look on FORUM. See what information is out there about the new package.

Learn the site parameters. Know what they do, what will happen if you change one; who has access to change the site parameters and what effect the site parameters might have on other packages.

Work the package in the test account. Or, have users in your service work all facets of the new package in test before they are surprised with it in production. Know what will happen in the new package, before OI&T loads it into a production account and you’re working with live data.

Menu assignments/security - Know the options, menus, and security keys in your package. Know who has access to these options/keys both in your service and out of your service. If there is a new option in the package that will help people in other services -- tell them!

Education - Train the users in your service. Train everyone who asks you anything. As knowledge goes up with users, the number of troubleshooting calls for VistA problems goes down.

Los

2. Nationally Released Patches

After VistA applications are distributed to all the sites, enhancements or corrections are sometimes necessary. This software is called a patch and is distributed to the sites for local installation. Each patch is identified by the name space, package version number, and patch number. For example, RA*4.0*12 means the twelfth patch for version 4.0 of the Radiology package. The AC’s can keep track of the installed patches by signing on to FORUM and generating a listing of all patches released for any application...

Patches are received almost daily by OI&T programmers. Once a patch has been installed into the Test Account, an e-mail is sent to the responsible service's AC’s for verification. You will be asked to review the patch in the test account within three working days. This will allow better planning for external factors when installing into the production environment. There is a mandate for 24 hour turn around on Emergency Patches and 30 working days for Mandatory or Released Patches. There are also Test patches, which are patches being tested before national release and Informational patches that only include information and usually have nothing to test. And remember, YOU are the local expert on how a new patch will affect your package!

See below: Testing a Patch

There are also four priorities which indicate the criticality of a patch.

Page -17-


Priority Definition Expected Testing Turnaround

Patch to a Patch Corrects a problem introduced by a previous patch

72 hours, or 3 working days

Mandatory Must be implemented because is solves what could be a serious problem or introduces new functionality.


Emergency Must be installed immediately 24 hours, or 1 day (Note: It doesn’t have to be a workday.)

Information Used to provide general or pertinent information about the package


a. Testing a PatchWhen you receive notification of a new patch there are a few key items you’ll want to note.

The Response Date of the patch. This can be found in the first few lines of text.

Any associated patches listed.

The subject. This will give you a clue as to what the changes are about.

The detailed description of the patch itself.

Installation instructions. These will indicate when the patch should be loaded and how long it will generally take to install.

Be sure to carefully read the documentation!!!. Release notes can be especially helpful. They tell you what is new and what will be changed by the patch. You will need to follow the implementation instructions for using the software and populating fields. If new parameters need to be set advise OI&T or set the site parameters yourself if possible.

See above: Notes on System Documentation

Exercise the package in your test account. Attempt to input data the old way, see if new information appears and attempt to follow the examples. Compare this against the production account. You may need to work with the other Application Coordinators to test all functionalities in the patch.

If a Related Remedy ticket is listed in the patch description log on to Remedy and look up the ticket to see if information applies to something you have.

See below: Remedy

Page -18-


Test any new options/menus to be sure they work as indicated in the patch description.If any local modifications are affected your programmer will notify you and you will be asked to determine whether the local modification is still needed. Please evaluate carefully before responding as local modification is discouraged.

If a field can be set up several different ways, set the different ways and try it out. First you test normal functionality, then the specifics outlined in the detail. You want to make sure if this is something that applies to how your site uses the package and that it works as advertised.

If the patch generates errors or is otherwise unacceptable, notify the OI&T software programmer assigned to your package. They will obtain additional training or information, or log a Remedy ticket. In extreme cases, the patch may be backed out, i.e. removed from VistA.

If the patch works as indicated, respond on the patch message indicating your testing is complete and any steps you performed or additional information. Also specify when it will be best to install the patch. Your programmer will work with you to come up with an agreeable date and time for production installation Be sure to train your users before this patch goes into production. You should send a notification that changes are happening and what to do if they encounter problems. People are resistant to change. The better your communication and training is, the easier your transition to the new software or changes will be. You can create a Power Point presentation and tell the users of the package, where it’s located or schedule time in the class room if you think hands on training is needed. Don’t forget to contact your SynQuest coordinator to update your training record with whatever training you conduct/complete.

3. VistA Package Resources

a. VA IntranetSeveral Intranet Web Sites have been developed to publish information that may be useful to you. These sites are accessible from any workstation connected to the VA Network.

The Department of Veterans Affairs Homepage contains information available to the general public as well as additional information available only to users connecting via the VHA Intranet. It can be found at: http://www.va.gov

The VA Intranet Homepage contains important information about the structure of the VHA, and links to other resources such as individual VISN Intranet pages, Training pages, and online Reference Materials. This site can be found at http://vaww1.va.gov/health/

Page -19-


http://vaww1.va.gov/health/

http://www.va.gov/

VistA Software Developers have a home page of their own, with valuable information about all VistA packages. Included on this page is information about planned releases, links to homepages for each of the packages in VistA, and more! You can find this information at: http://vista.med.va.gov

VistA Monograph provides a synopsis of the current VistA packages and package groups. You can find this information at: http://www.va.gov/vdl/monograph/vista_monograph2005-06.htm#_Toc86287797

Links to Resources outside the VA Homepage may be useful to you. These links include medical resources, Internet search engines, and government information sources.

b. FORUM

i. OverviewFORUM is a system developed and maintained to provide a national communications network for use within the Department of Veterans Affairs. It is one of the main resources for sharing information and retrieving reports on the status of package releases, enhancements and errors. Applications on the FORUM system are the National Electronic Mail System, DHCP Patch System, the DHCP Tracking Systems for Implementation, Hardware, Physician Data Query (PDQ), and Facility ADP Plan.

DHCP and VistA are synonymous terms.

FORUM is intended for VHA Government Business Only. It will not be used for any NON-GOVERNMENT BUSINESS related reasons, including soliciting or supporting private business ventures, political or religious causes. VHA personnel, OI&T Staff, CIOFO staff, medical center employees and others across the nation use this system. It is a system that can be used for VHA related government business by other VA personnel, Federal agencies, MUMPS Users Group, and other interested parties including MUMPS vendors. Currently, there are over 70,000 FORUM users with an average of 15,000 logins per business day.

*WARNING: MESSAGES ARE SUBJECT TO REVIEW AT ANY TIME*

ii. AccessingIndividuals who wish to have access to FORUM should contact OI&T or the facility ISO, before attempting to contact the VA Service Desk (VASD) at 1-888-596-4357(HELP). Upon completing your access request, FORUM Support Staff will send your FORUM access information, in an encrypted email to OI&T.

Page -20-


http://www.va.gov/vdl/monograph/vista_monograph2005-06.htm#__RefHeading___Toc86287797

http://vista.med.va.gov/

*WARNING: UNAUTHORIZED CODES OR PASSWORDS INTENDED TO GAIN ACCESS TO FORUM ACCOUNTS OF OTHER EMPLOYEES ARE PROHIBITED*

Existing users who wish to make changes in their FORUM access should follow the same procedure as outlined above. Users are reminded that their own personal VERIFY code can be edited at any time under option UC (EDIT USER CHARACTERISTICS).

You may connect to FORUM when signed on to your VistA account at Dayton. From any VistA menu prompt, type “FORUM” and press <Return>. You will be immediately connected to FORUM via TELNET. Remember to type in “FORUM” again at the Username prompt. When you finish what you are doing on FORUM, you will resume your VistA session exactly where you left off.

c. RemedyRemedy is the national error reporting system. In order for someone to gain access to Remedy, two online training sessions must be completed: Fundamentals and Customers.Website Resource: http://vaww.vistau.med.va.gov/VistaU/ESSRemedy/RemedyWBT.htm

Once the user has completed the Fundamentals and Customer web training, send an email to: VHADAY IRM SOFTWARE STAFF in Outlook or G.IRM-SOFTWARE SECTION in VistA stating that you have finished training and need a Remedy Customer account setup. Someone will then be in contact with you to receive copies of your training certificates and install the Remedy software on your pc.

i. Further AssistanceIf you have any additional questions, comments or would like assistance, please do not hesitate to contact the VA Service Desk at 1-888-596-4357(HELP). Website Resource: http://vaww.itsupportservices.va.gov/vasd_home.asp

B. User Training/Needs Assessment ToolsAccess to the VistA system is based on two fundamental concepts:

The need to know - you determine

The ability to perform - you determine

The AC determines which users should have what kind of access to the system. Once this is determined it will be necessary to train the user. Responsibility of training users on specific packages lies with the AC for the package. For successful completion of training, users must take a Needs Assessment Tool. This assessment can either be practical or written. You need to be sure the user understands the material you have taught. Users must score a composite 80% to pass.

Page -21-


http://vaww.itsupportservices.va.gov/vasd_home.asp

http://vaww.vistau.med.va.gov/VistaU/ESSRemedy/RemedyWBT.htm

Transfers and deactivation are important areas. Users will need to clear with OI&T whenever permanently leaving the facility or changing services within the facility. Users transferring services will be deactivated and then reactivated at their new service, as described in Medical Center Policy 05-13 Intrafacility Transfers and Employee Separations. You can find this policy by accessing the HRMS policies which can be accessed via the Medical Center Policies link on the Dayton VA intranet homepage.Website Resource: https://vhav10share.v10.med.va.gov/sites/Dayton/mcp/default.aspx

1. Training Manual/ProgramIt is important that a training plan be established for end user training. It is also equally important that there be consistent training methodologies employed between the Primary AC and the Back-up AC.

2. Physician TrainingWhen a clinician arrives in your service, determine the computer access needed for the user. Kernel and Mailman training will be conducted by OI&T-certified Physician Trainers. CPRS training will also be conducted by these Physician Trainers. Contact the Physician Trainer(s) in your service to arrange for this training. Note: Additional CPRS training/support is provided by the Clinical Application Coordinators (CACs).Website Resource: https://vhav10share.v10.med.va.gov/sites/Dayton/CPRS/CPRS%20V26%20Demos/Forms/AllItems.aspx

See Appendix A: OI&T, for CAC contact information

C. User Maintenance Activities

1. Establishing Computer Access for New UsersAll VistA users will need to receive training in the use of Kernel and Mailman. They must also gain an understanding of the limitations placed on their access for purposes of information security. Many of our users work daily on a clinical workstation connected to the VA network, which is running Microsoft Windows NT/Windows 2000.

a. PrerequisitesWhen a new user arrives in your service, take the following approach in requesting VistA access:

1. Determine whether the user has an existing VistA account by using the User Inquiry option under your Application Coordinator Menu. Note: More information about this option can be found below in the Application Coordinator Menu section of this manual.

a. If they do have an existing VistA account and have a Termination Date listed, then fill out and send a V10 Unified Computer Access Request form to the

Page -22-


https://vhav10share.v10.med.va.gov/sites/Dayton/CPRS/CPRS%20V26%20Demos/Forms/AllItems.aspx

https://vhav10share.v10.med.va.gov/sites/Dayton/CPRS/CPRS%20V26%20Demos/Forms/AllItems.aspx


facility ISO as a reactivation request. You can find the V10 Unified Computer Access Request form by accessing the ISO portal on the Dayton VA intranet homepage and then clicking on the document in the ISO Document view. Website Resource: https://vhav10share.v10.med.va.gov/sites/Dayton/iso/default.aspx

b. If they do have an existing VistA account, but don’t have a Termination Date, then most likely they are an interservice transfer from another service. Note: Please refer to MCP 05-13: Intrafacility Transfers and Employee Separations for additional guidance on how to handle/manage these employees. Submit a Request for Application Change to add/modify any options, keys, and other account fields.

c. If they don’t have an existing VistA, then fill out and send a V10 Unified Computer Access Request to the facility ISO as a new user request.

More in-depth discussion about submitting a Request for Application Change will be described below in section: Enter Request for Menu or Key Changes

See above: Physician Training, if the user is a resident, medical student, or new staff physician, for special exceptions to the information contained in the paragraph below.

If the user is not a clinician and will need access to VistA, schedule him/her for the OI&T-KERNEL TROUBLESHOOTING class which is conducted during New Employee Orientation. New Employee Orientation is normally conducted bi-weekly by select OI&T staff for new employees to the Dayton VA.

All users must complete Cyber Security training and Privacy training before access to VistA can be given.

If the user will need access to the Computerized Patient Record System (CPRS), they will need to attend CPRS training as well. Consult the Dayton VAMC Intranet for exact dates and times of each class. Or contact the Clinical Application Coordinators for further assistance.

When the user returns to your service, you will need to train them on any packages assigned to your service, and request the additional menus and keys the user may need. All users will be given client server access that will allow them to access Windows 2000. As an AC, you will be the primary resource for your service on answering questions about Windows NT/2000. If additional help/guidance is needed, please contact OI&T.

Page -23-


https://vhav10share.v10.med.va.gov/sites/Dayton/iso/default.aspx

b. Non VA EmployeesTo obtain computer access for user who are not paid by the VA (i.e. students, contractors, etc.) you must complete the VISN10 Unified Computer Access Request. This form must then be sent with the user when they attend Kernel Training. You can find the V10 Unified Computer Access Request form by accessing the ISO portal on the Dayton VA intranet homepage and then clicking on the document in the ISO Document view.Website Resource: https://vhav10share.v10.med.va.gov/sites/Dayton/iso/default.aspx

c. Internet AccessInternet access is available on any workstation connected to the VA Network. Users are reminded to use internet access responsibly and to remember that their actions on the Internet may be monitored.

Note: There are currently no internet classes provided by OI&T. For questions on using the Internet, please contact the Health Science Library at extension 1351.

2. Maintaining Computer Access for New/Existing Users

a. Application Coordinator MenuThe following is a list of all the options offered by the Application Coordinator's Menu. During this module, each option will be explained as to its function and how to execute it.

Select Application Coordinator Menu Option: ? 1 User Inquiry 2 Switch Identities 3 Menu and Key Information ... (Menu) 4 Mail Group Coordinator's Edit W/Remotes 5 Enter Request for Menu or Key Change 6 Print Request for Application Changes 7 Inquire about Request for User Changes 8 Scheduler Menu ... 9 Edit User File ... 12 Report Problems to OI&T Menu ... 13 Person Class Information ... 14 Clinical Information ... 15 Access List By Package 16 Completed Installations Print 17 PC Inquiry 18 Pending Installations Print 19 Your Delegated Key/Options - Delegated to others 20 Keys/Menus/Packages Delegated to Current User

Page -24-


https://vhav10share.v10.med.va.gov/sites/Dayton/iso/default.aspx

Delegation Inquiry for One Option or Key Enter ?? for more options, ??? for brief descriptions, ?OPTION for help text.

i. User InquiryReviewing options a user has is helpful for maintenance purposes. This option provides a quick comprehensive list of many of the characteristics for a specified user. Generally, this option will help determine which options/keys/mail groups a user may or may not need, the service a user is assigned to, and their VistA account status (i.e. active, terminated, or disusered). This information is helpful in determining how to process Request for Application Changes and V10 Unified Computer Access Request forms.

Example

Select User File Options Option: 3 User Inquiry

Select NEW PERSON NAME: schultz,robert e SCHULTZ,ROBERT E RES 113 LAB TECH

DEVICE: SSH VIRTUAL TERMINAL Right Margin: 80//

SCHULTZ,ROBERT E (#25030)--------------------------Service/Section: PATHOLOGY/LABORATORY MEDICINE ATTRIBUTES---------- NT Account Name: VHADAYSCHULR Overdue to sign Access Agreement.. NO Creator ........COPE,SARA D Date entered........Mar 27, 2003 Mult Sign-on ...ALLOWED Fileman codes ..... Time-out .......600 Type-ahead ........NOT ALLOWED Title ..........LAB TECH Office Phone ......2424 Auto-Menu ......NO MENUS GENERATED Voice Pager ....... Last Sign-on ...Aug 17, 2009 Digital Pager ..... Has a E-SIG ....Yes Write Med's ....... Person Class:

Person Class Code. Application Coordinator .............BARR,JILL Application Coordinator's Phone .....3002 Application Coordinator .............SCRUGGS,KATHRYN Application Coordinator's Phone .....2441 Primary Menu: LRZMENU5 LaboratorySecondary Menu(s)----------------- [ORZ MAIN MENU CLINICIAN OE] Clinician Menu with Order Entry [LRINSTCLR] Clear instrument/worklist data [LR TAT URGENCY] Turnaround times By Urgency

Page -25-


Keys Held--------- LRBLOODBANK LRLAB LRPHSUPER LRVERIFY MAGDISP CLIN OREMAS

Patient Selection----------------- Restrict?: NO OE/RR List:

CPRS Access Tabs---------------- Name Description Effective Expiration ---- ----------- --------- ---------- COR CPRS GUI "core" tabs. MAR 31,2003

CPRS Parameter info (User Specific)-----------------------------------

ASU User Classes ------------------------------------- USER CLASS EFFECTIVE DATE EXPIRATION DATE

Laboratory Technician 4/1/03

Current Banner: STILL DON'T KNOW...??Last used MailMan: 08/17/09@10:06NEW messages: 1 (1 in the IN basket)

Office phone: 2424

Mail Groups: LAB-ALL USERS (Public) LAB-CTU (Public) CPRS USERS (Public) WAIVERS (Public)

ii. Switch IdentitiesUsers may find it somewhat challenging to locate an option on his/her menu. By switching identities this allows the AC to view the options exactly as the user does. This option will help determine if the user does or does not have access to an option. Use of this option allows the Application Coordinator view access only. None of the options can be executed while using this option.

Select User and Menu Information Option: 2 Switch Identities

This option will allow you to simulate signing on as another user to test theirmenus and keys. You can step through menus, but cannot execute options.Return to your own identity by entering a '*'.

Page -26-


Select NEW PERSON NAME: schultz,robert 1 SCHULTZ,ROBERT E RES 113 LAB TECH 2 SCHULTZ,ROBERT J CHOOSE 1-2: 1 SCHULTZ,ROBERT E RES 113 LAB TECH

Select ROBERT E SCHULTZ's Laboratory Option: ?

Accessioning Menu ... Add/Edit Stop Codes **> Out of order: Use Appt Mgmt, AICS or PCE Blood Bank Menu ... Information-help Menu ... Phlebotomy Menu ... Process data in lab menu ...

Enter ?? for more options, ??? for brief descriptions, ?OPTION for help text.

Select ROBERT E SCHULTZ's Laboratory Option: *

OK... Returning to your own identity.

iii. Menu and Key Information (Menu Option)Several options have been collected here to allow you to look up information about an option, menu, or key you may be unfamiliar with.

Select Application Coordinator Menu Option: MENU and Key Information Select Menu and Key Information Option: ? (Submenu Options) 1 Diagram Menus 2 Key Description Inquiry 3 List users holding a certain key 4 Show the keys of a particular user 5 All the Keys a User May Still Need 6 Keys for a Given menu Tree (no Allocate allowed) 7 Option Access By User 8 AC's Users Overdue for Access Agreement Enter ?? for more options, ??? for brief descriptions, ?OPTION for help text.

a) Diagram MenusA menu diagram provides a full display of a menu structure (or hierarchy). It includes both the internal and external name of the option as well as any options that are locked. The display also lists assigned options and sub-menus within the main menu. This complete listing provides a better understanding of all the options a menu might contain.

Select Application Coordinator Menu Option: Diagram Menus

Page -27-


Select USER (U.xxxxx) or OPTION (O.xxxxx) name: O.ORZ MAIN MENU CLINICIAN

DEVICE: HOME// REMOTE RIGHT MARGIN: 80//

b) Key Description InquiryThis option will prompt you for the name of a security key, and will return information about that key to you. You will be shown the Key name, the Application Coordinator for that Key, and a Description of the Key, which should give you an idea of what the key is for.

Select Menu and Key Information Option: 2 Key Description Inquiry

Select SECURITY KEY NAME: DG ELIGIBILITY

DEVICE: SSH VIRTUAL TERMINAL Right Margin: 80// SECURITY KEY LIST AUG 17,2009 11:26 PAGE 1NAME DESCRIPTIVE NAME DESCRIPTION--------------------------------------------------------------------------------

DG ELIGIBILITY This key is given to those who have the ability to verify eligibility data It is looked at in the 1010-4 template, and if the interviewer holds this key, the eligibility verification fields will be asked.

c) List Users Holding a Certain KeyThis option will show you all of the users holding the key that you select. The output may be directed to a printer, if desired.

Select Menu and Key Information Option: 3 List users holding a certain key

Which key? LRBLOODBANK

Current holders of the key LRBLOODBANK

OSBORNE,ANNETTE MPAUL,CASSANDRA CPOTTS,MICHELESCHULTZ,DONALD ASCHULTZ,ROBERT ESCRUGGS,KATHRYNSHERER,SUSAN MSPEARMAN,CYNTHIA RSTEWART,VESTA SVOGEL-JONES,LAUREL DWALKER,EDWARDWIPERT,RANDY T

Page -28-


d) Show the Keys of a Particular UserThis option will show all of the keys held by a VistA user you select. This same display is also available when performing a User Inquiry on a VistA user.

Select Menu and Key Information Option: 4 Show the keys of a particular user

User's name: SCHULTZ,ROBERT 1 SCHULTZ,ROBERT E RES 113 LAB TECH 2 SCHULTZ,ROBERT J CHOOSE 1-2: 1 SCHULTZ,ROBERT E RES 113 LAB TECH

ROBERT E SCHULTZ currently holds:

LRBLOODBANK LRLAB LRPHSUPER LRVERIFY MAGDISP CLINOREMAS

e) All the Keys a User May Still NeedThis option will ask you for a user name, and then ask you to select a menu from amongst all the menus the user have been assigned. The display will then list any keys the user may need to be assigned to gain access to options within the menu you selected. Note: This list will not show an item from the menu if it is locked by a key that the user already has.

Select Menu and Key Information Option: 5 All the Keys a User May Still Need

Please enter the user's name: SCHULTZ,ROBERT 1 SCHULTZ,ROBERT E RES 113 LAB TECH 2 SCHULTZ,ROBERT J CHOOSE 1-2: 1 SCHULTZ,ROBERT E RES 113 LAB TECH

1. LRZMENU5 Laboratory Primary Menu2. ORZ MAIN MENU CLINICIAN OEClinician Menu with Order Entry Secondary3. LRINSTCLR Clear instrument/worklist data Secondary4. LR TAT URGENCY Turnaround times By Urgency Secondary

Enter a menu tree by number : 1

There are some locked options:

Option Name Option Text Locked With

[LRMISEZ] Infection control survey report <== LRMISEZ[LRMIVER] Verification of data by supervisor <== LRSUPER[LRTESTDIQ] Inquiry to LAB TEST file <== LRSUPER[LRGV] Group verify (EA, EL, EW) <== LRLIASON[LRMICROLOGIN] Accessioning, standard (Microbiology) <== LRZMILOGIN[LAZ INTERFACE] Lab Interface menu <== LRZ INTERFACE[LRZAC] Cumulative menu <== LRZAC[LRZMIMENU1] Microbiology menu <== LRMICRO

Page -29-


[LRBLRUF] Print units with final disposition <== LRBLSUPER[LRBLPRA] Patient antibody report (long-list) <== LRBLSUPER[LRBLAD] Print data change audits <== LRBLSUPER[LRBLAR] Remove data change audits <== LRBLSUPER[LRBLPEDIT] Patient ABO/Rh edit <== LRBLSUPER[LRBLSPP] Edit previous transfusion record <== LRBLSUPER[LRBLSRI] Remove inappropriate transfusion requests <== LRBLSUPER[LRBLZS] Supervisor <== LRBLSUPER

Hit 'RETURN' to continue, '^' to stop.


[LRBLCN] Blood bank consultation reports <== LRBLSUPER[LRBLJUT] Transfused RBC for treating specialty <== LRLIASON[LRBLPTXR] Unknown unit transfusion reaction <== LRBLSUPER

f) Keys for a Given Menu TreeThis option will show all of the keys that lock options in a menu you select. This will list all of the keys. It is possible that some of these keys would be inappropriate for the user you are trying to set up. Care must be taken to review the key descriptions and avoid making inappropriate key assignments.

Select Menu and Key Information Option: Keys for a Given menu Tree (no Allocate allowed)Please enter the parent menu: ORZ MAIN MENU CLINIC 1 ORZ MAIN MENU CLINICIAN Clinician Menu 2 ORZ MAIN MENU CLINICIAN OE Clinician Menu with Order EntryCHOOSE 1-2: 2 ORZ MAIN MENU CLINICIAN OE Clinician Menu with Order Entry

There are some locked options:


[PSJU RET] Report Returns <== PSJU PL[PSJU PL] Pick List <== PSJU PL[PSJU PLMGR] PIck List Menu <== PSJU PL[PSJU PLDP] ENter Units Dispensed <== PSJU PL[PSJU PLUP] Update Pick List <== PSJU PL[PSJU FILE] Supervisor's Menu <== PSJU MGR[PSJU PLRP] Reprint Pick List <== PSJU PL[PSJU EUD] EXtra Units Dispensed <== PSJU PL[PSJU HOLD ALL] Hold All of a Patient's Orders <== PSJU RPH[PSJU CPDD] Edit Patient's Default Stop Date <== PSJU PL[PSJU PLATCS] Send Pick List to ATC <== PSJU PL[OR REVIEW ORDERS] Act On Existing Orders <== ORZLIST[OR OE/RR MENU CLINICIAN] CPRS Clinician Menu <== ORZLIST[OR ADD MENU CLINICIAN] Add New Orders <== ORZLIST[TIU MAIN MENU PN CLINICIAN] Progress Notes User Menu <== ORZLIST

Page -30-


g) Option Access by UserThis option allows a quick look at all the users who have access to a specified option. It allows for menu maintenance without performing a User Inquiry on every member of your service to determine which options they may/may not possess. Answering YES to the prompt, “Show menu paths?”, allows you to identify how the user has access to the specified option. This option is especially helpful when conducting security audits.

Select Menu and Key Information Option: 7 Option Access By User

Select OPTION NAME: LRZMENU5 Laboratory

Show menu paths? No// Y (Yes)DEVICE: HOME// SSH VIRTUAL TERMINAL Right Margin: 80//

Page 4 Aug 17, 2009 12:18:13 pm

Access to 'Laboratory' [LRZMENU5]

USER NAME LAST ON PRIMARY MENU PATH(S)------------------------- -------- ------------------------ --------------SCHULTZ,ROBERT E(113) 08/17/09 LRZMENU5 1SCRUGGS,KATHRYN(113) 08/17/09 LRZSUPERVISOR 2,3(S)SPEARMAN,CYNTHIA R(113) 08/17/09 LRZMENU5 1TZOU,DOUGLAS D(113) 08/17/09 LRZSUPERVISOR 2VOGEL-JONES,LAUREL D(113) 08/17/09 LRZMENU5 1WALKER,EDWARD(113) 08/11/09 LRZSUPERVISOR 2WHITE,LUKE R(113) 08/17/09 LRZMENU5 1

--------------------------- MENU PATH(S) -----------------------------

1. LRZMENU52. LRZSUPERVISOR ... LRZMENU53. LRZCOORD1 ... LRZSUPERVISOR ... LRZMENU5(S) - secondary menu pathway

h) AC’s Users Overdue for Access AgreementUsers are required to sign Electronic Access Agreement annually to continue to use VistA. Users are prompted on their one year anniversary date of signature to re-sign the form. This option allows you to run a report for your service, which includes those users overdue for signature. Beginning ten days prior to their anniversary date and everyday thereafter, they will see a login reminder when they sign onto VISTA. This login reminder will explain the upcoming requirement to sign the form and will identify their service Application Coordinators, in case they need assistance with signing the Electronic Access Agreement. In most instances, they will need assistance with resetting their electronic signature code, which is rarely used and thus, remembered.

Page -31-


Select Menu and Key Information Option: AC's Users Overdue for Access Agreement

YOU SHOULD QUEUE THIS REPORT TO A PRINTER.THIS REPORT IS BEST SUITED TO A 132 COLUMN PRINTER AND MAY BE QUITE LENGTHY.USERS THAT SHOW UP ON THIS REPORT AFTER MARCH 25TH, 2001 WILL NOT BE ABLETO SIGN ONTO DHCP UNTIL THEY SIGN THE ACCESS AGREEMENT.

DEVICE: SSH VIRTUAL TERMINAL Right Margin: 80// NEW PERSON STATISTICS AUG 17,2009 13:14 PAGE 1 NAME TITLE LAST SIGN-ON OFFICE PHONE DATE/TIME--------------------------------------------------------------------------------

SERVICE/SECTION: PATHOLOGY/LABORATORY MEDICINE KRAMER,SAMUEL N CONSULTANT PATH & LAB JUN 18,2009 15:02 -----------------------------------SUBCOUNT 1 -----------------------------------COUNT 1

iv. Menu Mail Group Coordinator's Edit with Remote RecipientsThis option allows both the primary coordinator and backup coordinators for a service to edit mail group membership for public groups which are assigned to his/her service. In order to edit the mail group, the editor must be listed as an Application Coordinator for their service. Otherwise, the editor will not be able to view or edit the mailgroup and/or its membership. In order to identify the service that owns a public mailgroup: 1. select the mailman option Mailman Help, 2. then select Group Information, 3. Look at the service the group is assigned to, and 4. contact the AC for that service to have the group’s membership edited.

Select MailMan Menu Option: HELP (User/Group Info., etc.)

You have PENDING ALERTS Enter "VA to jump to VIEW ALERTS option

Select Help (User/Group Info., etc.) Option: ?

User Information Group Information Remote User Information New Features in MailMan General MailMan Information Questions and Answers on MailMan Manual for MailMan Users


You have PENDING ALERTS

Page -32-


Enter "VA to jump to VIEW ALERTS option

Select Help (User/Group Info., etc.) Option: GROUP Information

Select MAIL GROUP NAME: LAB SAFETY

NAME: LAB SAFETY TYPE: public REFERENCE COUNT: 3 LAST REFERENCED: JUL 08, 2009

ORGANIZER: BARR,JILL

Member Last Used MailManBARKER,CATHY S 08/14/09@15:22SEABROOK,DOROTHY 08/17/09@12:03SCRUGGS,KATHRYN 08/17/09@11:47BARR,JILL 08/17/09@11:06SPEARMAN,CYNTHIA R 08/17/09@11:01COLLINS,GERALD A (P&LMS; Dayton, OH) 08/16/09@12:26MATTHEWS,TONYA R 08/17/09@13:10SAJJAD,MUMTAZ KHAN 08/14/09@08:15

v. Enter Request for Menu or Key ChangeThis menu will enable the application coordinators to submit all application change requests to OI&T electronically. It will eliminate the need to submit a written memo. This will also provide a means for OI&T to track the completion status for each of those change requests that have been submitted. A change request that has been denied (i.e. disapproved) will send a VistA mail bulletin to the Application Coordinators mailgroup. Included in this mail bulletin is an explanation as to why the request was not approved. The information below will provide insight as to the proper entry for requesting an application change request.

If a Request for Application Change is submitted by COB, then processing should be completed by 10am of the next business day. If not, then contact the User Maintenance software programmer for assistance.

User Maintenance Activities are rotated on a quarterly basis. To find out which programmer is currently assigned, please review the “User Maintenance Rotation” document on the IRM portal which can be accessed from the VA intranet homepage.Website Resource: https://vhav10share.v10.med.va.gov/sites/Dayton/irm_helpdesk/default.aspx

A menu option is available that allows an application coordinator to enter a request. The coordinator will be prompted with SELECT REQUEST FOR APPLICATION CHANGE NUMBER // prompt. For example:

Page -33-


https://vhav10share.v10.med.va.gov/sites/Dayton/irm_helpdesk/default.aspx

Select REQUEST FOR APPLICATION CHANGES: 38324//

If the AC is entering a new request, the AC should accept the next available change number by pressing the Enter (i.e. Return) key. The prompts will continue as follows:

38324// <Return>TYPE:// ?

Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE

Select USER // This is a multiple field to allow for the addition of multiple users for the same change request. (This could prove to be useful if a group of users are to be added to the same mailgroup. In this case, only one change request would need to be submitted rather than one change request being submitted for EVERY user.)

Select (Type of Change) This will vary depending on the type of change that was requested above. The entry of a primary menu will be a one step process. While other types will require the entry of the appropriate action to be taken.

ACTION: Enter 'D' to take away the option, key or mailgroup privilege or 'A' to add the option, key or mailgroup privilege.

COMMENTS: Enter as much descriptive information as possible as a justification of the need for the change and/or to provide other pertinent information to support the request itself.

Page -34-


a) Request Types

1. Access Code RegenerationA request for regeneration of an access code occurs most frequently because a user has forgotten his/her code. Additionally, if a user feels that his/her access code security has been compromised; OI&T should be contacted immediately. However, this selection is not appropriate if the user has been deactivated, or for some reason does not currently have access to VistA. For these cases, use 'R' to Reactivate a User, explained elsewhere in this chapter.

Select Application Coordinator Menu Option: 5 Enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38324//<<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: A ACCESS CODE REGENERATIONSelect USER: schultz,rob SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FORAPPLICATION CHANGES)? No// y (Yes)Select USER:COMMENT: No existing text Edit? NO// y YES ==[ WRAP ]==[ INSERT ]===============< COMMENT >=============[ <PF1>H=Help ]====Please generate a new access code, user has forgotten existing one. <=======T=======T=======T=======T=======T=======T=======T=======T=======T>====== Do you want to enter another request? NO//N

Page -35-


2. Person ClassEffective October 1, 1996, VHA facilities are required to report each ambulatory encounter and/or ancillary service. Provider, procedure and diagnosis information is included in the minimum data set reported to the National Patient Care Data Base (NPCDB). The provider information reported is the "Person Class" defined for all providers associated with ambulatory care delivery.

A mail message will be sent to the Application coordinator and Service chief of any employee who has data entered in their name that is reportable externally for workload credit. This message is intended to get you, the AC, to determine which person class is appropriate for the employee, and use this option to have that Person Class assigned. A separate option, entitled Print Person Class Data, will provide you with a list of all valid person class assignment selections.

Select Application Coordinator Menu Option: Enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38325// <<Press Enter>>Select APPLICATION CHANGE TYPES: C PERSON CLASSSelect USER: schultz,rob SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FORAPPLICATION CHANGES)? No// y (Yes)Select USER:PERSON CLASS: ? Answer with PERSON CLASS NUMBER, or PROVIDER TYPE, or CLASSIFICATION, or AREA OF SPECIALIZATION, or VA CODE, or X12 CODE Do you want the entire PERSON CLASS List? y (Yes) Choose from: 144 Allopathic and Osteopathic Physicians 390200000X Resident, Allopathic (includes Interns, Residents, Fellows) 145 Allopathic and Osteopathic Physicians 390200000X Resident, Osteopathic (includes Interns, Residents, Fellows) 180 Podiatric Medicine and Surgery Service Providers 211D00000X Assistant, Podiatric 181 Podiatric Medicine and Surgery Service Providers 213E00000XPress <RETURN> to see more, '^' to exit this list, OR CHOOSE 1-5:

Note: In most cases, you will enter the VA CODE, rather than selecting it from a drop down list.

PERSON CLASS: 145 Allopathic and Osteopathic Physicians 390200000X Resident, Osteopathic (includes Interns, Residents, Fellows) ...OK? Yes//Y PERSON CLASS EFFECTIVE DATE:PERSON CLASS EXPIRATION DATE:

NOTE: Only enter a date here if the employee will no longer need the person class assignment. It is not appropriate to put in an expiration date each time you request one be assigned.

COMMENT: No existing text

Page -36-


Edit? NO//NDo you want to enter another request? NO//N

3. Delegate Keys/MenusBelow demonstrates delegation items being added. Note that on the action, re-delegation is an option. Normally this is not recommended. Adding a user as a delegate using ADD, will not allow that person to delegate a key or menu to someone else. The person added can assign keys and menus to others but cannot assign another user as a delegate. Also if the user name is POSTMASTER the option or key can be delegated by all users. Postmaster eliminates the need to delegate a key to other. If the Application Coordinator decides to use wild card delegation such as asking to delegate DG* to a user then this request should be made in the comments only.

<TEST ACCOUNT> Select Application Coordinator Menu Option: enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38326//<<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: D DELEGATE KEY/MENUSelect USER: schultz,robert SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FORAPPLICATION CHANGES)? No// y (Yes)Select USER:Select DELEGATE KEY: DG DETAIL The following application coordinators can assign or delegate this key.You must request assistance from one of the following users for this key.GREANEY,ROSEMARY E MAY ALSO ASSIGN DELEGATEHANEY,JEFFERY S MAY ALSO ASSIGN DELEGATETYSON,CASSANDRA R MAY ALSO ASSIGN DELEGATE ?? ß- Note the ?? means this entry was NOT accepted.Select DELEGATE KEY: LRAPMOD

Page -37-


Are you adding 'LRAPMOD' as a new DELEGATE KEY (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// Y (Yes) ACTION: ? Choose from: a ADD d DELETE r RE-DELEGATE ALLOWED ACTION: A ADDSelect DELEGATE KEY:Select DELEGATED MENU: ZZGRA 1 ZZGRAM NEG & URINARY GRAM NEG & URINARY 2 ZZGRAM POSITIVE GRAM POSITIVECHOOSE 1-2: 2 ZZGRAM POSITIVE GRAM POSITIVEThis option has not been assigned to a service or delegate. If youneed to be a delegate for this option then please contact OI&T.Most options on this list requires OI&T permissions to be assigned andrequest will be evaluated by OI&T to determine if delegating this optionis appropriate. Send an E-MAIL for this request to G.OI&T-SOFTWARE ?? ß Note the ?? means this entry was Not ACCEPTED

Select DELEGATED MENU:COMMENT: No existing text Edit? NO//NDo you want to enter another request? NO//N

To assign delegation privileges to ALL application coordinators assign the delegation privileges to POSTMASTER. This is the same as the delegation above except for the user name. This should be done very rarely.

If you need to delegate keys or menus as wild cards or for menus or keys that are not assigned to others or to yourself but you are not a delegate, such as ZZGRAM above, you can request it using DELEGATE KEY/MENU and comments only. Any request made this way will be reviewed closely by OI&T and may not be approved. DO NOT request delegate privileges to OI&T unless there is currently no delegate for the menu or key.

4. File Manager Access CodeFile Manager access codes are another means of package security. Users who possess the appropriate code for a package are allowed a higher level of access to certain files. This access is package specific. Codes for the packages are located in each manual if there are any. It will be necessary to review the codes for your package and determine the appropriate level of access. Some examples are:

PACKAGE CODE

AD/T dSCHEDULING S

Page -38-


PHARMACY PLABORATORY LDIETETICS FRADIOLOGY RIFCAP [

Fileman Access Code Add/Delete

Once the level of Fileman access needed is determined, a request must be entered. This option allows for adding or deleting Fileman access codes.

Select Application Coordinator Menu Option: enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38327//<<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: f 1 F FILEMAN ACCESS CODE ADD/DELETE 2 FA FILE ACCESSCHOOSE 1-2: 1 F FILEMAN ACCESS CODE ADD/DELETESelect USER: schultz,robert SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FORAPPLICATION CHANGES)? No// y (Yes)Select USER:Select FILEMAN ACCESS CODE: ? You may enter a new FILEMAN ACCESS CODE, if you wish ENTER THE ONE CHARACTER FILEMAN THAT THE USER MUST HAVE. Select FILEMAN ACCESS CODE: L Are you adding 'L' as a new FILEMAN ACCESS CODE (the 1ST for this REQUEST FORAPPLICATION CHANGES)? No// Y (Yes) ACTION: ?

Page -39-


Choose from: A ADD CODE D DELETE CODE ACTION: A ADD CODESelect FILEMAN ACCESS CODE:COMMENT: No existing text Edit? NO//NDo you want to enter another request? NO//N

5. File AccessOccasionally it might be necessary to grant an user access to a file that is outside of their package. This is usually done for application coordinators that have fileman access and need to see a file they are not the owner of. In this case the application coordinator for the package will request that this person be given permission to see one of their files with this request option.

Select Application Coordinator Menu Option: enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38328//<<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: FA FILE ACCESSSelect USER: schultz,robe SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FORAPPLICATION CHANGES)? No// y (Yes)Select USER:Select PACKAGE NAME: LAB 1 LAB MESSAGING LA7 2 LAB ORDER ENTRY LRX 3 LAB SERVICE LR 4 LAB SITE CODE LB 5 LABORATORY ARCHIVING LRAR

Page -40-


Press <RETURN> to see more, '^' to exit this list, ORCHOOSE 1-5: 3 LAB SERVICE LR Are you adding 'LAB SERVICE' as a new PACKAGE NAME (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// Y (Yes)Select PACKAGE NAME:Select FILE NUMBER: 2 PATIENT Are you adding 'PATIENT' as a new FILE NUMBER (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// y (Yes)Select FILE NUMBER:COMMENT: No existing text Edit? NO//NDo you want to enter another request? NO//N

6. GUI Extended Time OutCurrently, a VistA GUI session remains active for 600 seconds (10 minutes) before the session times out and closes automatically. However, if Clinicians (and in some cases, non-clinicians) have a justifiable reason, they may be allowed to extend their GUI time out up to 1800 seconds (30 minutes). A GUI session time out extension must be requested through the Information Security Officer or Alternate Information Security Officer, who will provide the required form. The template will allow ONLY the primary and back-up ISO’s to enter requests for GUI Extended Time Outs. Provider Key status for each user will be checked at the time of entry, and non-holders of the key will be entered at the discretion of the primary/back-up ISO.

Select REQUEST FOR APPLICATION CHANGES: 26868//<<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? Y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE

Select APPLICATION CHANGE TYPES: GT GUI EXTENDED TIME OUTSelect USER: HARR 1 HARRAWAY,JONATHAN A JR JAH 137 HOUSEKEEPING AIDE

Page -41-


2 HARRELL,KIRSTEN B 3 HARRELL,THOMAS TWH 11E RESIDENT 4 HARRER,JUDY JMH 116 PHARMACIST 5 HARRIE,KAREN P KPH 136 EXTERNAL PEER REVIEW REPPress <RETURN> to see more, '^' to exit this list, ORCHOOSE 1-5: 1 HARRAWAY,JONATHAN A JR JAH 137 HOUSEKEEPING AIDE Are you adding 'HARRAWAY,JONATHAN A JR' as a new USER (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// Y (Yes) USER: HARRAWAY,JONATHAN A JR//This user does not hold the Provider Key. Continue? YES//YSelect USER:GUI EXTENDED TIMEOUT: 1800//<<Press Enter>>CLINICIAN?: YES//Y YESREQUEST DATE: MAR 26,2003//<<Press Enter to accept current date>> (MAR 26, 2003)Do you want to enter another request? NO//N

7. ISO RequestOccasionally it is necessary to grant VISTA access to people who are not employees of the Dayton VAMC. This access must be requested through the Information Security Officer or Alternate Information Security Officer. The request must be made in writing and must include the name(s) of the person(s) affected, what specific menus are needed, why those menus are needed, and how long the access will be needed. Also include point of contact information for the requestor and the user needing access.

Select Application Coordinator Menu Option: Enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38329//<<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: I ISO REQUESTSelect NON-EMPLOYEE USER: HAMBURGER,CHEESE Are you adding 'HAMBURGER,CHEESE' as

Page -42-


a new NON-EMPLOYEE USER (the 1ST for this REQUEST FOR APPLICATION CHANGES)?No// Y (Yes)Select NON-EMPLOYEE USER:

Note: The fields below would be populated as needed.

Select FILEMAN ACCESS CODE:TYPE AHEAD: N//N NOT ALLOWEDTIMED READ: 600//<Press enter to accept default>> 600 SECOND TIMED READPRIMARY MENU:Select SECONDARY MENU OPTION:Select KEY(S):Select MAILGROUP:Select USER CLASS:PERSON CLASS:PERSON CLASS EFFECTIVE DATE:COMMENT: No existing text Edit? NO//NDo you want to enter another request? NO//N

8. Security Keys (Add/Delete)Security keys are another means of security. Many options are "locked" by a key. Without the key the user will be unable to see the option. Each specific package manual contains a list of security keys related to a package. Another means for determining if an option is locked is by diagramming the menu and reviewing for locked options and security key references. NOTE: The PROVIDER key is assigned as a part of the Credentialing and Privileging process. Please contact the Credentialing and Privileging Coordinator in Quality management Service for assistance.

Select Application Coordinator Menu Option: enter Request for MeSelect REQUEST FOR APPLICATION CHANGES: 38330// <<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD

Page -43-


TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: k KEY(S) ADDITION/DELETIONSelect USER: schultz,rob SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FORy (Yes)Select USER: Select KEY(S): ores

Note: Since this key isn’t delegated to me as an AC to assign, the field check provides a listing of authorized delegates for this key. It is up to you to coordinate with one of the following ACs to request that you either be added as a delegate or to have that other AC assign the key to the appropriate personnel.

The following application coordinators can assign or delegate this key.You must request assistance from one of the following users for this key.BLUNT,DENICE F COLLINS,JOSUNDE COWELL,SHAWN S DIXON,CHERYL L DUPRE,SHARON GOCHENOUR,MARY B MAY ALSO ASSIGN DELEGATEGROSS,PEGGY L GROVE,LEAH MAY ALSO ASSIGN DELEGATEHAGGERTY,ERMA HANSBRO,ERNEST HOUSTON,NANCY P NIX,DONNA M ODEMOKPA,TONI Y PEACOCK,DIANE K PETTIGREW,RANDIE L MAY ALSO ASSIGN DELEGATEREEDER,RODNEY ROCKENSTYRE,JOHN E MAY ALSO ASSIGN DELEGATESHERER,SUSAN M MAY ALSO ASSIGN DELEGATESIMMONS,DONNA MAY ALSO ASSIGN DELEGATESTEWART,VESTA S MAY ALSO ASSIGN DELEGATETHORNTON-ARNOLD,CARLA C WAGNER,JULIE MAY ALSO ASSIGN DELEGATEWALTER,JIMMY ??Select KEY(S): LRLAB Are you adding 'LRLAB' as a new KEY(S) (the 1ST for this REQUEST FOR APPLICATY (Yes) ACTION: ? Choose from: A ADD KEY D TAKE KEY AWAY ACTION: A ADD KEYSelect KEY(S): COMMENT: No existing text Edit? NO// YES

Page -44-


==[ WRAP ]==[ INSERT ]===============< COMMENT >=============[ <PF1>H=Help ]====Needed to perform job responsibilities.

<=======T=======T=======T=======T=======T=======T=======T=======T=======T>======

Do you want to enter another request? NO//N

9. New UserOnce a user receives training in OI&T, he/she only possesses the common options. When the user returns to the Service, he/she must be set up with the options required to perform his/her duties. The New User option allows easy set-up of a new user. Options, mailgroups, and keys can all be entered together through this option.

Select Application Coordinator Menu Option: enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38331// <<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE

Note: This request type is not intended for setting up “New” users that don’t already have a VistA account. Instead this request type allows an AC to combine several request types into one request. Select APPLICATION CHANGE TYPES: N NEW USERSelect USER: MOSS,RANDY M ?? ß Note the ?? means this entry was Not ACCEPTEDSelect USER: SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// Y (Yes)Select USER: Select FILEMAN ACCESS CODE: TYPE AHEAD: N// NOT ALLOWED ß Notice the “//”. This means that by <<Pressing Enter>>, you are accepting the default value for that field. In this case, you are accepting that Type Ahead is NOT

Page -45-


ALLOWED.TIMED READ: 600// 600 SECOND TIMED READPRIMARY MENU: Select SECONDARY MENU OPTION: Select KEY(S): Select MAILGROUP: Select USER CLASS: PERSON CLASS: Select PACKAGE NAME: ?? ß Note the ?? means this entry was Not ACCEPTED. In this case, you are required to enter a valid response, ie. Package Name. If you need a listing of valid responses, just type a ? mark in that field.Select PACKAGE NAME: PHARM 1 PHARMACY PS 2 PHARMACY 2000 VEFC 3 PHARMACY BENEFITS MANAGEMENT PSU 4 PHARMACY DATA MANAGEMENT PSS 5 PHARMACY PRESCRIPTION PRACTICE PPPCHOOSE 1-5: 1 PHARMACY PS Are you adding 'PHARMACY' as a new PACKAGE NAME (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No//N (No) ??Select PACKAGE NAME: PHARMACY 1 PHARMACY PS 2 PHARMACY 2000 VEFC 3 PHARMACY BENEFITS MANAGEMENT PSU 4 PHARMACY DATA MANAGEMENT PSS 5 PHARMACY PRESCRIPTION PRACTICE PPPCHOOSE 1-5: 1 PHARMACY PS Are you adding 'PHARMACY' as a new PACKAGE NAME (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// Y (Yes) TEST SCORE: ?? ß Note the ?? means this entry was Not ACCEPTED. In this case, you are required to enter a valid response, ie. Test Score. In this case, below, it provides you with a description of an acceptable value for the field. Answer must be 1-4 characters in length.

TEST SCORE: 100Select PACKAGE NAME: Select CARE MANAGEMENT PERSPECTIVE: COMMENT: No existing text Edit? NO// YES

==[ WRAP ]==[ INSERT ]===============< COMMENT >=============[ <PF1>H=Help ]====Setting up a new employee with all of his needed options

<=======T=======T=======T=======T=======T=======T=======T=======T=======T>======


Page -46-


10. Primary Menu ChangeThe primary menu should be comprised of the options the user accesses most often. If duties change or a new menu is developed, changes can be requested via this option.

Select Application Coordinator Menu Option: ENTER Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38332// <<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: P 1 P PRIMARY MENU CHANGE 2 PE CARE MANAGEMENT PERSPECTIVECHOOSE 1-2: 1 P PRIMARY MENU CHANGESelect USER: schultz,rob SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// y (Yes)Select USER: PRIMARY MENU: LR 1 LR ACC CONTROLS Edit controls added to the accessions each day 2 LR ACC THEN DATA Accession order then immediately enter data 3 LR BAR CF Lab Bar Code Label Formatter 4 LR BAR ZEBRA UTILITY Lab Zebra Label Utility 5 LR BARCODE FORMAT LOAD Download Format for Intermec PrinterPress <RETURN> to see more, '^' to exit this list, ORCHOOSE 1-5: 6 LR CAP ELROY NLT Monthly Workload Detail 7 LR CAPTT Lab test turnaround time 8 LR CHEM 7 CHEM 7 9 LR COUNT ACC TESTS Count accessioned tests 10 LR DO! Process data in lab menuPress <RETURN> to see more, '^' to exit this list, ORCHOOSE 1-10:

Page -47-


11 LR GECS BATCH Batch Code Sheets 12 LR GECS BATCH EDIT Batch Edit 13 LR GECS BATCHES STATUS Status of all Batches 14 LR GECS BATCHES WAITING TRANS Batches Waiting to be Transmitted 15 LR GECS CODE EDIT Code Sheet EditPress <RETURN> to see more, '^' to exit this list, ORCHOOSE 1-15: 16 LR GECS CREATE Create a Code Sheet 17 LR GECS DELETE Delete a Code Sheet 18 LR GECS KEYPUNCH Keypunch a Code Sheet 19 LR GECS MAIN MENU LAB Code Sheet Manager Menu 20 LR GECS MAINTENANCE USER MENU Maintenance MenuPress <RETURN> to see more, '^' to exit this list, ORCHOOSE 1-20: 19 LR GECS MAIN MENU LAB Code Sheet Manager MenuCOMMENT: No existing text Edit? NO// NDo you want to enter another request? NO//N

11. Care Management PerspectiveUsers of HealtheVet are given the option of different perspectives that relate to their jobs. HealtheVet is one of the clinical packages that are supported by the Clinical Application Coordinators. If you need to add one of these perspectives to a user this is how you can request it.

Select Application Coordinator Menu Option: enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38333// <<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: PE CARE MANAGEMENT PERSPECTIVECLINICIAN?: N// ? ß Notice the ? mark can yield some useful information to help you select the appropriate

Page -48-


response to a field. Is the user related to this request a medical professional (i.e., a medical student/resident or PA student, etc.) Choose from: Y YES N NOCLINICIAN?: N// N NOSelect USER: SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// Y (Yes)Select USER: Select CARE MANAGEMENT PERSPECTIVE: ? You may enter a new CARE MANAGEMENT PERSPECTIVE, if you wish Enter the Care Management Dashboard Perspective that corresponds to the user's CM Dashboard option. Choose from: C ORRCMM CLINICIAN N ORRCMM NURSING c ORRCMM CLINICIAN n ORRCMM NURSING Select CARE MANAGEMENT PERSPECTIVE: c (c ORRCMM CLINICIAN) ACTION: ? Choose from: A ADD PERSPECTIVE D DELETE PERSPECTIVE ACTION: a ADD PERSPECTIVECOMMENT: No existing text Edit? NO// y YES

==[ WRAP ]==[ INSERT ]===============< COMMENT >=============[ <PF1>H=Help ]====Adding this perspective for this lab technician.

<=======T=======T=======T=======T=======T=======T=======T=======T=======T>======


12. Reactivate a UserReactivating a user requires that the individual had VISTA access previously. The request to reactivate a user must be accompanied by proof that the user has completed the Cyber Security and Privacy training courses.

You will be asked whether the user is a Clinician or not. If the user being reactivated is a Medical Resident or Student, please answer this question Yes. You will only be asked this question when reactivating a user.

Page -49-


When requesting reactivation of a user using the Enter Request for Menu or Key Change Option, you will still be prompted for mailgroups. This requirement results from the inability to add deactivated users to mailgroups. Including the mailgroup prompt will enable full reactivation of the user in one step. This will eliminate the need for the Application Coordinator or Backup to add the user to the appropriate mailgroups at a later time. The following is an example of reactivating a user.

Select Application Coordinator Menu Option: enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38335// <<Press Enter>>Select APPLICATION CHANGE TYPES: R REACTIVATE A USERCLINICIAN?: N// n NOSelect USER: schultz,rob SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// y (Yes)Select USER: BURGER,CHEESE ?? ß Note the ?? means this entry was Not ACCEPTED. In this case, this employee doesn’t have an existing VistA account, i.e. brand new to the system. Hint: In some cases, you may want to check the spelling and/or review the name to ensure it is complete/accurate.Select USER: Select FILEMAN ACCESS CODE: TYPE AHEAD: N// NOT ALLOWEDTIMED READ: 600// 600 SECOND TIMED READPRIMARY MENU: Select SECONDARY MENU OPTION: Select KEY(S): Select MAILGROUP: Select USER CLASS: PERSON CLASS: Select CARE MANAGEMENT PERSPECTIVE: COMMENT: No existing text Edit? NO// YES

==[ WRAP ]==[ INSERT ]===============< COMMENT >=============[ <PF1>H=Help ]====This user is terminated and needs to be reactivated.

<=======T=======T=======T=======T=======T=======T=======T=======T=======T>======


13. Secondary Menu ChangeUsers are given primary menus that are generally based upon job duties. Although, some job duties are similar there are also responsibilities that are different. This crossover creates a need for options in addition to the primary menu. These options are entitled secondary menu options. The Secondary Menu Change allows for addition/deletion of these type options.

Select Application Coordinator Menu Option: enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38336// <<Press Enter>>Select APPLICATION CHANGE TYPES: ?

Page -50-


Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: S SECONDARY MENU CHANGESelect USER: schultz,robe SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// y (Yes)Select USER: Select SECONDARY MENU OPTION: ? You may enter a new SECONDARY MENU OPTION, if you wish ENTER THE OPTION TO BE ADDED/DELETED FROM USERS SECONDARY MENU Answer with OPTION NAME, or UPPERCASE MENU TEXT Do you want the entire 13082-Entry OPTION List? Y (Yes) ß Notice this field has over 13,000 selectable options to choose from! It is important to learn the external name of the option that you are trying to select.

FYI. Internal Name of the option is VistA’s unique reference to an option. It may/may not directly relate/identify to an option’s function. External Name of an option is a user’s name reference to an option. In most cases, it describes an options function. Note: In some cases, it is important to know the internal name of an option, because it can uniquely identify an option. Please remember, the External Name of an option can be used more than once !!

Choose from:

“Internal” Name of the option “External” Name of the option

654DBU ACC REC AUDITS MENU Accounts Receivable Audits Menu 654DBU AR FOLLOWUP AUDIT Accounts Receivable Follow-up Audit 654DBU BILLABLE PC VISIT AUDIT Billable Primary Care Visit Audit 654DBU BILLABLE VISITS BYDSSID Billable Visits by DSS ID Audit 654DBU BILLING AUDIT MENU Billing Audits Menu 654DBU BILLS CLOSED WO COLL Bills Closed Without Collection Audit 654DBU CLAIMS AUD BYPAYER/CLIN Claims Audit by Payer/Clinic 654DBU CLAIMS AUD BYPAYER/CPT Claims Audit by Payer/CPT 654DBU CLAIMS AUD BYPAYER/DRG Claims Audit by Payer/DRG

Page -51-


654DBU CLAIMS AUD BYPAYER/ICD Claims Audit by Payer/ICD 654DBU CLAIMS AUD BYPAYER/MOD Claims Audit by Payer/Modifier 654DBU CLAIMS AUD BYPAYER/PROV Claims Audit by Payer/Provider 654DBU CLAIMS AUD BYPAYER/PT Claims Audit by Payer/Patient 654DBU CLAIMS AUD BYPAYER/RC Claims Audit by Payer/Revenue Code 654DBU CLAIMS AUD BYPAYER/SITE Claims Audit by Payer/Site 654DBU CLAIMS SAMPLE AUDIT Claims Sample Audit 654DBU CODING ACCURACY AUDIT Coding Accuracy Audit 654DBU CODING AUDIT MENU Coding Audits Menu 654DBU COMPLIANCE AUDIT MENU Compliance Officer Audit Menu V6.5 654DBU DISTR GRP PRNT Print Distribution Group Listing ^Select SECONDARY MENU OPTION: 654DBU CLAIMS SAMPLE AUDIT Claims Sample AuditThis option has not been assigned to a service or delegate. If you ß This message indicates that this option hasn’t been assigned to a particular service or you need to be a delegate of that option. need to be a delegate for this option then please contact IRM.Most options on this list requires IRM permissions to be assigned andrequest will be evaluated by IRM to determine if delegating this optionis appropriate. Send an E-MAIL for this request to G.IRM-SOFTWARE ??Select SECONDARY MENU OPTION: LRLAB 1 LRLABSERVER LR LAB SERVER 2 LRLABXOL Reprint order accession label(s) 3 LRLABXT Reprint accession label(s)CHOOSE 1-3: 3 LRLABXT Reprint accession label(s) ACTION: ? Choose from: A ADD OPTION TO SECONDARY MENU D DELETE OPTION FROM SECONDARY MENU ACTION: D DELETE OPTION FROM SECONDARY MENUSelect SECONDARY MENU OPTION: COMMENT: No existing text Edit? NO// NDo you want to enter another request? NO//N

14. Terminate A UserWhen users leave or transfer between services of the VA, his/her computer access must be removed. The standard clearing process referenced in Medical Center Policy 05-13 Intraservice Transfer and Separation Policy must be followed. This policy fully explains the procedures to be followed for Intraservice transfers and employee separations.

Select Application Coordinator Menu Option: enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38337// <<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU

Page -52-


F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: T 1 T TERMINATE A USER 2 TA TYPE AHEAD 3 TR TIMED READCHOOSE 1-3: 1 T TERMINATE A USERSelect USER: schultz,rob SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// y (Yes)Select USER: BURGER,CHEESE ?? ß Note the ?? means this entry was Not ACCEPTED. In this case, this employee doesn’t have an existing VistA account, i.e. brand new to the system, so you can’t terminate the user.COMMENT: No existing text Edit? NO// YES

==[ WRAP ]==[ INSERT ]===============< COMMENT >=============[ <PF1>H=Help ]====Rob has decided to leave the VA.

<=======T=======T=======T=======T=======T=======T=======T=======T=======T>======


15. Type AheadType ahead gives the user the ability to type faster than the computer. Use of this option should be scrutinized. When users are making changes using menu options, it is very easy to enter incorrect information. It allows for the answering of questions before they are actually seen.

Select Application Coordinator Menu Option: enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38338// <<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from:

Page -53-


A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: TA TYPE AHEADSelect USER: schultz,rob SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// y (Yes)Select USER: TYPE AHEAD: ? ENTER 'A' IF THE USER IS PERMITTED TO HAVE MULTIPLE SIGN-ONS, 'N' IF THE USER IS NOT PERMITTED TO HAVE MULTIPLE SIGN-ONS. Choose from: A ALLOWED N NOT ALLOWEDTYPE AHEAD: a ALLOWEDCOMMENT: No existing text Edit? NO// y YES

==[ WRAP ]==[ INSERT ]===============< COMMENT >=============[ <PF1>H=Help ]====He needs to be able to type faster than the screen displays information.

<=======T=======T=======T=======T=======T=======T=======T=======T=======T>======


16. Timed ReadTimed read allows the user more than 600 seconds before being halted from the system. The ISO maintains a copy of the form to be filled out for an extended timed read. Please do not use this option to request an extended timed read for a user, as OI&T will not be able to process it. Submit the appropriate form to the ISO. The justification will be assessed, and if appropriate the ISO will make the request using this menu option.

Page -54-


Select Application Coordinator Menu Option: enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38339// <<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: TR TIMED READSelect USER: schultz,rob SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// y (Yes)Select USER: TIMED READ: 600// ? ENTER 600 IF THE USER IS TO HAVE A NORMAL TIMED READ, 'O' IF THE USER IS TO HAVE A TIMED READ LONGER THAN 600 SECONDS. Choose from: O OTHER-JUSTIFY 600 600 SECOND TIMED READTIMED READ: 600// O OTHER-JUSTIFYCOMMENT: No existing text Edit? NO// y YES

==[ WRAP ]==[ INSERT ]===============< COMMENT >=============[ <PF1>H=Help ]====He needs to have a timed read of 900 seconds to allow background jobs to run and complete.

<=======T=======T=======T=======T=======T=======T=======T=======T=======T>======


17. User ClassThe User Class was introduced with the installation of the Text Integration Unit (TIU). The User Class assigned to a user determines what the user can and cannot do when creating/editing

Page -55-


documents in TIU. Therefore, establishing and maintaining an accurate User Class for a user is essential. To help in maintaining the User Class, use the User Inquiry option to display the user’s current User Class. To request a change to the User Class of a user, do the following:

Select Application Coordinator Menu Option: enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38340// <<Press Enter>>Select APPLICATION CHANGE TYPES: ? Answer with APPLICATION CHANGE TYPES Do you want the entire APPLICATION CHANGE TYPES List? y (Yes) Choose from: A ACCESS CODE REGENERATION C PERSON CLASS D DELEGATE KEY/MENU F FILEMAN ACCESS CODE ADD/DELETE FA FILE ACCESS GT GUI EXTENDED TIME OUT I ISO REQUEST K KEY(S) ADDITION/DELETION N NEW USER P PRIMARY MENU CHANGE PE CARE MANAGEMENT PERSPECTIVE R REACTIVATE A USER S SECONDARY MENU CHANGE T TERMINATE A USER TA TYPE AHEAD TR TIMED READ U USER CLASS CHANGE Select APPLICATION CHANGE TYPES: U USER CLASS CHANGECLINICIAN?: ? Is the user related to this request a medical professional (i.e., a medical student/resident or PA student, etc.) Choose from: Y YES N NOCLINICIAN?: Y YESSelect USER: SCHULTZ,ROBERT E RES 113 LAB TECH Are you adding 'SCHULTZ,ROBERT E' as a new USER (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// Y (Yes)Select USER: Select USER CLASS: ? You may enter a new USER CLASS, if you wish Answer with USR CLASS NAME, or ABBREVIATION, or ACTIVE, or DISPLAY NAME Do you want the entire 148-Entry USR CLASS List? Y (Yes) Choose from: ADMINISTRATIVE USE ONLY ALLERGIST ALLERGY & IMMUNOLOGY ANESTHESIOLOGIST ANTICOAG CLINIC USER

Page -56-


ASSOCIATE CHIEF OF STAFF ATTENDING PHYSICIAN AUDIOLOGIST Anesthesiologist (Acting Chief Attending Physician - Cardiolo CARDIOLOGIST CARDIOLOGY FELLOW CHAPLAIN CHAPLAIN STUDENT CHIEF RESIDENT CHIEF, MEDICAL SERVICE CHIEF, MIS CHIEF, PSYCHIATRY SERVICE CHIEF, SURGICAL SERVICE CLINICAL CLERK ^Select USER CLASS: LABORATORY TECHNICIAN Are you adding 'LABORATORY TECHNICIAN' as a new USER CLASS (the 1ST for this REQUEST FOR APPLICATION CHANGES)? No// Y (Yes)Select USER CLASS: COMMENT: No existing text Edit? NO// YES

==[ WRAP ]==[ INSERT ]===============< COMMENT >=============[ <PF1>H=Help ]====He is a lab technician working day shift.

<=======T=======T=======T=======T=======T=======T=======T=======T=======T>======


b) Editing Requests

Sometimes, it might be necessary to edit a request. Here is how you do it:

Select Application Coordinator Menu Option: enter Request for Menu or Key ChangeSelect REQUEST FOR APPLICATION CHANGES: 38341// 38340 ß Simply type in the request number at the prompt. Note: If you don’t remember the request number, goto the “Print Request for Application Changes” section in this manual to learn how you can retrieve it.

Select APPLICATION CHANGE TYPES: U// USER CLASS CHANGE ß At this point, all previously entered values for each field will be seen. At this point, you simply type in the field the new/modified value for the field. Remember: The new/modified value must be a valid response for that field.CLINICIAN?: YES// Select USER: SCHULTZ,ROBERT E// Select USER CLASS: LABORATORY TECHNICIAN// USER CLASS: LABORATORY TECHNICIAN// Select USER CLASS: COMMENT:He is a lab technician working day shift.

Page -57-


Edit? NO// Do you want to enter another request? NO//

Note: Once a request for application changes has been entered, it can be edited only by the person who submitted the request; as long as processing is not in progress; or has not been completed.

Example of editing a completed request:

Select REQUEST FOR APPLICATION CHANGES: 24550// 24464The request you have selected, #24464, is already completed.Select REQUEST FOR APPLICATION CHANGES: 24550//

Example of editing a request being processed:

Select REQUEST FOR APPLICATION CHANGES: 24550// 24464The request you have selected, #24464, is already being processed.Select REQUEST FOR APPLICATION CHANGES: 24550//

Example of editing a request not entered by you: Select REQUEST FOR APPLICATION CHANGES: 24550// 24464The request you have selected, #24464, was entered by someone else.Select REQUEST FOR APPLICATION CHANGES: 24550//

c) Disapproved Mail BulletinSometimes a request must be disapproved for a variety of reasons. If the request is disapproved, a mail bulletin is generated and sent to the Application Coordinator's mail group. Note: It’s the requesting AC’s responsibility to correct/conduct followup action to satisfy the reason for denial and then resubmit a new request.

Subj: REQUEST FOR MENU, KEY, OR MAILGROUP CHANGE 27 Jun 90 09:25 2 LinesFrom: <STEWART,VESTA S> in IN basket **NEW**-----------------------------------------------------------------------------

ATTN: STEWART,VESTA S Request #70 made on JUN 26,1990 was not approved for the following reason: USER CURRENTLY DOES NOT HAVE THE KEY.

Select MESSAGE Action: IGNORE (in IN basket)//

vi. Print Request for Application ChangesThis option will allow for printing of requests that have been entered via the Enter request for Menu or Key Change option by you or someone else in your service. It can be used to verify if you or the other AC for your service has entered a request for a user. This will help eliminate duplicated work by two coordinators within the same service.

The option first asks for the name of the person who entered the requests. Secondly, it asks for a range of numbers assigned to the requests when entered. Lastly, a prompt for a specified date range. Notice the printout only includes fields with stored values for each request.

Page -58-


Select Application Coordinator Menu Option: print Request for Application ChangesEnter AC's Name: hoffman,patrick HOFFMAN,PATRICK B PBH IRM IT SPECIALIST(PROGRAMMER)START WITH NUMBER: FIRST// ß By accepting the default, “First” value, you will return all request numbers. If you want to specify a request number range, enter the starting value of the results you want here, i.e. start with request number 38324. START WITH REQUEST DATE: FIRST// ß By accepting the default, “First” value, you will return all dates. If you want to specify a date range, enter the starting value of the results you want here, i.e start with all requests only submitted today. DEVICE: SSH VIRTUAL TERMINAL Right Margin: 80//

...HMMM, HOLD ON...

REQUEST FOR APPLICATION CHANGES SEARCH AUG 18,2009 11:51 PAGE 1--------------------------------------------------------------------------------

NUMBER: 38321 REQUEST DATE: APR 8,2009

NUMBER: 38321USER: HOFFMAN,PATRICK B REQUEST DATE: APR 08, 2009 COMMENT: Please change title REQUESTOR: HOFFMAN,PATRICK B TYPE: S TYPES NAME (c): SECONDARY MENU CHANGE NUMBER: 38324 REQUEST DATE: AUG 17,2009

NUMBER: 38324USER: SCHULTZ,ROBERT E REQUEST DATE: AUG 17, 2009 COMMENT: Please generate a new access code, user has forgotten existing one. REQUESTOR: HOFFMAN,PATRICK B TYPE: A TYPES NAME (c): ACCESS CODE REGENERATION

REQUEST FOR APPLICATION CHANGES SEARCH AUG 18,2009 11:51 PAGE 2--------------------------------------------------------------------------------

NUMBER: 38325 REQUEST DATE: AUG 17,2009

NUMBER: 38325 PERSON CLASS: Allopathic and Osteopathic Physicians PERSON CLASS EFFECTIVE DATE: AUG 17, 2009USER: SCHULTZ,ROBERT E REQUEST DATE: AUG 17, 2009 REQUESTOR: HOFFMAN,PATRICK B TYPE: C CLINICIAN?: YES TYPES NAME (c): PERSON CLASS VA CODE (c): V115600 NUMBER: 38326 REQUEST DATE: AUG 17,2009

Page -59-


vii. Inquire About Request for User ChangesIf you want to view the status of a request made by an AC in your service, this option allows for “view” only access. Some of the output of this option includes: who completed the request, when it was completed, and the approval status. Note: The information that is displayed is a FileMan captioned output. Notice that captioned output only displays fields with stored values. Select Application Coordinator Menu Option: inquire about Request for User Changes

Select REQUEST FOR APPLICATION CHANGES NUMBER: 38327

DEVICE: SSH VIRTUAL TERMINAL Right Margin: 80// REQUEST FOR APPLICATION CHANGES LIST AUG 18,2009 12:05 PAGE 1--------------------------------------------------------------------------------

NUMBER: 38327USER: SCHULTZ,ROBERT E

Note: In this example, the fields DATE COMPLETED and PERSON ASSIGNED TO do not appear. This indicates that this request has not yet been completed.

REQUEST DATE: AUG 17, 2009 REQUESTOR: HOFFMAN,PATRICK B TYPE: FFILEMAN ACCESS CODE: L ACTION: ADD CODE TYPES NAME (c): FILEMAN ACCESS CODE ADD/DELETE

viii. Scheduler MenuThe Scheduler is a general-purpose system used to help with scheduling conference rooms. Once a user gains access to the scheduler, he/she may schedule any number of items. The Scheduler is menu driven, and subject to the availability of the rooms.

For more info about how to use this menu: See Appendix I: Scheduler Menu Training

ix. Edit User File (Menu option)This menu was established, by request of Application Coordinators, to allow AC's to change a user's verify code or delete a user’s electronic signature, or to edit a user's telephone number.

Select Edit User File Option: ?

Change a User's Verify Code Clear a User's Electronic Signature Code Edit User File Remove DISUSER Flag

Page -60-


a) Clear a User's Electronic Signature CodeIf a user forgets his/her electronic signature code, you may remove it for them by selecting this option. The option will only work if you are the user's AC or backup AC. Once removed, the user can select the toolbox menu, and then select the option Edit Electronic Signature Code.

Select Edit User File Option: Clear a User's Electronic Signature CodeSelect NEW PERSON NAME: FAKE,USER E COMPUTER SPECIALIST INFORMATION RESOURCES MGMTDelete ELECTRONIC SIGNATURE Code from user: FAKE,USER EEnter Yes or No:

b) Change a User's Verify CodeIf a user forgets his/her verify code, you may assign a new one for them by selecting this option. The option will only work if you are the user's AC or backup AC. The assigned verify code is expired, so the user must sign on using their access code, and at the verify code prompt, enter the new expired verify code. The user will then be prompted to enter a new verify code created by them. No previously used code may be reused. If the user still cannot sign on, use the User Inquiry option to see if they have been deactivated for some reason. To request a new access code for a deactivated user, select the choice to Reactivate a User from the Enter Request for Menu or Key Change option. If the user is not deactivated, you may select the Regenerate choice from the same option.

Select Edit User File Option: Change a User's Verify CodeSelect NEW PERSON NAME: FAKE,USER E COMPUTER SPECIALIST INFORMATION RESOURCES

Want to edit VERIFY CODE (Y/N): YThe new VERIFY CODE is: GSI`7964 This is 1 of 3 tries. Do you want to keep this one? YES//Please re-type the new code to show that I have it right: ******** OK, Verify code has been changed!

c) Edit User FileIt is important for users to update their own telephone extensions using the Telephone Directory menu. An accurate phone extension allows for easy access if the user is not in the station telephone directory. It will also allow editing of the electronic signature block information for a user. Again, this should be maintained by the user using the User’s Toolbox (TBOX) common menu option: Electronic Signature Code Edit. However, this option is given as a courtesy to Application Coordinators. It provides ACs with a tool to edit a user's information, if the user is unable or unwilling to do so. The option will only work if you are the user's AC or backup AC.

Select Edit User File Option: EDit User FileSelect NEW PERSON NAME: FAKE,USER E COMPUTER SPECIALIST INFORMATION RESOURCES MGMTOFFICE PHONE: 2057// 2322VA BEEPER NUMBER: 432VOICE PAGER:SIGNATURE BLOCK PRINTED NAME: FAKE E USER// FAKEY USER

Page -61-


SIGNATURE BLOCK TITLE: COMPUTER SPECIALIST//

d) Remove DISUSER FlagAny user who reaches the 90th day without signing onto VISTA will have their account DISUSERED, but not DEACTIVATED. The distinction is important because YOU can RE-ENABLE a DISUSERED account without OI&T's assistance, allowing the user to get back to work. You will be notified of any account DISUSERING through an e-mail message sent to G.APPLICATION COORDINATORS in Mailman. If you receive a message for one of your users, contact them within 10 calendar days of the original notification to prevent the account from being DEACTIVATED. If the account gets DEACTIVATED, you will need to request reactivation to OI&T using the option Enter Request for Menu or Key Change on your Application Coordinator Menu..

To RE-ENABLE a DISUSERED account, find the option "Remove DISUSER Flag". For AODs, this option will be placed on the MAO Menu. For Application Coordinators, this option will be placed on their respective service AC Menu under the Edit User File sub-menu. Select the option and then select the User. You will only be able to select users you represent as an Application Coordinator, AOD's may select ANY DISUSERED user but only during non-business hours. Confirm that you wish to remove the DISUSER flag to RE-ENABLE the user's account. Then have the user sign in! This is important, as the job that runs to DISABLE accounts runs every night. If you RE-ENABLE an account today and the user doesn't sign on, they will be DISABLED again tomorrow. Important points to remember:

- If a user doesn't sign on for 100 days, they will be deactivated and no action on your part can prevent this.

- You may find that after RE-ENABLING an account you need to change the user's verify code to allow them to sign back into VistA. An option to change verify codes already exists and also located under the Edit User File sub-menu.

- Making use of this software will speed the process of getting a user back into VistA, as RE-ENABLING a user can be done by you while REACTIVATION means requesting the user's menus, keys, mailgroups etc. from OI&T.

An example of the DISUSERED e-mail sent to G.APPLICATION COORDINATORS: Subj: DISUSER OF CAMP,KONIA A - NURSING STUDENT - NURSING [#40066289]08/18/09@00:03 18 linesFrom: POSTMASTER In 'WASTE' basket. Page 1-------------------------------------------------------------------------------CAMP,KONIA A - NURSING STUDENT - NURSING The user named above was DISABLED from access to the VISTA computer system at the time and date of this message. The user named above will be DEACTIVATED automatically in ten (10) days

Page -62-


unless you Remove the DISUSER Flag for them. Menus, Keys and other attributes are still active for this user but they will disappear if the user is DEACTIVATED. If you wish for this user to regain access immediately, you should Remove the DISUSER Flag for them. If you do Remove the DISUSER Flag for them, you should instruct them to sign on to the VISTA system immediately to avoid being DISABLED from access again OVERNIGHT! To Remove the DISUSER Flag for them, use the option Remove DISUSER Flag found on the Edit User sub-menu on the Application Coordinator's Menu.

Enter message action (in WASTE basket): Ignore//

ACTUALLY REMOVING THE DISUSER FLAG:

Select Edit User File Option: Remove DISUSER Flag

You can only select names of persons for whom this flag is set! Select NEW PERSON NAME: schultz,rob SCHULTZ,ROBERT E

CAUTION: Once you have cleared this flag, you CANNOT reset it!!

DISUSER: YES// NO NO

3. Monthly User ReportsMonthly, three reports are distributed to the AC’s via VistA mailman message which require your action:

1. MONTHLY LIST OF YOUR USERS2. MONTHLY LIST OF USERS BY SECURITY KEY3. MONTHLY LIST OF USERS BY MAIL GROUP(S)

1. MONTHLY LIST OF YOUR USERSThis is a report of all the users assigned to the service AC. It includes the names of the users assigned with their primary, secondary menus, mail code, FileManager access code, Person Class assignment, User Class assignment, Electronic Signature Block Name and Title, and last date of sign-on. It is important for users to sign on every 90 days to avoid termination. Action needed: Review the report, and request deactivation for any user who has left your service. Review the access granted to each of your service users for appropriateness, and request a change to correct any problems.

2. MONTHLY LIST OF USERS BY SECURITY KEYThe second list shows all of the security keys and their holders assigned to the Service. Security keys are used to grant access to options you want to control.

Page -63-


Action needed: Review this report to make sure your keys are held by only those users for whom the key is appropriate.

3. MONTHLY LIST OF USERS BY MAIL GROUP(S)The third list addresses VistA mailgroups. It includes all mailgroups and their members assigned to a specific service. Proper maintenance assures effective distribution of mail.

Action needed: You can edit the membership of any mailgroup assigned to your service using the option "Menu Mailgroup Coordinator's Edit with Remote Recipients" on the Application Coordinator Menu.

4. User Deactivation NoticeApplication Coordinators are notified daily of recent or of VistA user deactivations for their service. The report includes users to be deactivated the previous day, the current day, or on the following day. The report will be sent to the Vista mailgroup: Application Coordinators. The report will be sorted by date and then alphabetically. This report will also include each users: Service, Title, and Last Sign-on Date/Time.

Note: This report is informational only. To request a user be reactivated, you must submit a Reactivation Request.

An example of this daily report:

Subj: DEACTIVATED USERS 8/17/2009 - 8/19/2009 [#40067434] 08/18/09@05:3058 linesFrom: POSTMASTER In 'WASTE' basket. Page 1-------------------------------------------------------------------------------Employee Name Network Acct Service Last Sign-On Title------------------------------------------------------------------------------- TERMINATION DATE: AUG 17,2009ADAM,LINDSAY E VHADAYADAML MENTAL HEALTH SERVICE JUL 22,2009

BARNETT,JESSICA M VHADAYBARNEJ MEDICAL JUN 30,2009 MEDICAL STUDENT

GEIGER,SUSAN B VHADAYGEIGES MEDICAL JUN 30,2009 MEDICAL STUDENT IV

TERMINATION DATE: AUG 18,2009ANTHONY,KATRINA D VHADAYANTHOK NURSING MAY 8,2009 NURSING STUDENT

BAYLEY,SELENE M VHADAYBAYLES NURSING MAY 8,2009 NURSE

Page -64-


CHOUDARY,VIDYA VHADAYCHOUDV MEDICAL MAY 9,2009 MEDICAL RESIDENT

Enter message action (in WASTE basket): Ignore//

5. Menu MaintenanceOI&T tries to establish a balance between appropriate access and menu maintenance for both the AC's and OI&T staff. Menus can be customized to fit the needs of a group of users. The standardization and customization of menus reduces training time, because users do not need to be trained on options they do not have.

Primary menu options are seen when the user first signs on. This should, for the sake of convenience, be the menu option he/she most frequently uses. Users are given primary menus which are generally based upon job duties. Although, some job duties are similar there are also responsibilities which are different. This cross-over creates a need for options in addition to the primary menu. These options are entitled secondary menu options.

Menus are generally developed based upon job functions and not user functions. For example, ward clerks perform the same basic functions. This allows for a general menu for ward clerks.

6. Mailman Message PurgesA process runs on the VISTA system nightly that looks through each user's IN basket. It sends a message to the user listing any messages which are in the IN basket, and which have not been read in at least 30 days. Instructions are given to the user as to how to avoid having these messages purged 30 days later. If the messages are not read, made NEW, or saved into another basket within 30 days, then they will be automatically deleted. Additionally, a much more thorough purge is run in November each year. A message will go to all users with messages in any basket which has gone unread for more than 30 days, listing those messages, and instructing the user that they will be deleted if not read, made NEW, or saved to another basket within 30 days. Please note that this purge runs across ALL baskets, the nightly purge runs only on the IN basket.

An example of this report:

Subj: Mailbox Maintenance [#110038] 08/15/09@23:00 12 linesFrom: POSTMASTER In 'IN' basket. Page 1 *New*-------------------------------------------------------------------------------You have not read the following messages in over 35 days.MailMan will delete them on 09/14/09, unless they become newor you read them or save them to another basket.

Basket: IN

Msg ID Date Subject From Last rd-------- -------- -------------------------------- ----------------- --------

Page -65-


[82125] 07/10/09 IRM SYSTEM PASSWORD CHANGE PAST POSTMASTER 07/10/09 [82263] 07/10/09 Missing Image Report - JUL 09, 2 POSTMASTER 07/10/09 [82264] 07/10/09 ** IIV Statistical Rpt ** IIV INTERFACE (IB 07/10/09 [82265] 07/10/09 Software Development Report POSTMASTER 07/10/09

Enter message action (in IN basket): Ignore//

7. Data ValidationWhen dealing with computers, it is important to remember that information is not always perfect. Information is entered by people, and there is always room for error. A JCAHO requirement is that each service must develop a plan that reviews the data input into the computer. The procedure should include a valid method of sampling that will help identify potential problems and a follow-up mechanism to assure that these problems are corrected. The procedure also needs to review computer calculated outputs to assure that the internal formula are accomplishing what they are supposed to do. For example, for PBS a report is generated to find missing SSN, addresses with no zip codes, and patients under the age of 18.

8. Backup/Recovery planA backup/disaster recovery policy needs to be written and distributed to users within the service. It is important to note that it is quite possible the system may become unavailable for a variety of reasons.

Plan for your package, what do you do?

Do you need forms?

Are they in stock?

How do you keep track of data to be recorded when the computer is down?

Note: There is an established OI&T - AC Callback Cascade similar to the one in place as part of the Medical Center Disaster Recovery Plan. However, this callback cascade is for AC's only and is used in the event of computer failure which results in emergency down time. Once the AC has completed required training, his/her name is added to the callback cascade. Even though the callback cascade is maintained by OI&T, the service AC’s are responsible for informing OI&T of any necessary changes and to do so, as information becomes available!

As a convenience, here is a link to the AC Callback Cascade, which can found on the IRM service portal (through the VA Intranet homepage) under the AC_Callback list.Website Resource:https://vhav10share.v10.med.va.gov/sites/Dayton/irm_helpdesk/Lists/AC_Callback/AllItems.aspx

Page -66-


https://vhav10share.v10.med.va.gov/sites/Dayton/irm_helpdesk/Lists/AC_Callback/AllItems.aspx


9. OI&T Customer Satisfaction SurveysIn an effort to gauge the quality of the service OI&T provides to this medical center, surveys will be conducted on recently closed problems reported by Application Coordinators and users. You will receive an alert indicating that you have a survey to fill out. Please take the time to answer the survey questions fully and accurately. OI&T also welcomes any additional feedback you may have on our performance. OI&T will use the results of these surveys to identify potential problem areas, and to continue to improve the quality of the service we provide to all users of OI&T equipment.

10. IT Planning ProcessThe IT planning process occurs once a year. Each service is required to submit their equipment and software needs in the annual ADP Plan. The plan includes requests for printers, terminals, software, personal computers, other computer equipment, and software development. The actual amount of money allocated to each request is determined through the IT Planning process with final submission due in the VISN Office annually.

It is important to plan ahead, because initiatives approved for the current fiscal year will not be procured until August of the next fiscal year. Application Coordinators are encouraged to talk with users about their computer needs, which includes both software and hardware requirements. This enables better planning for purchases and avoiding the need for last minute requests. These types of requests lead to a decreased ability to provide resources for others and meet the overall needs of the Medical Center.

Page -67-


USER REPORTED PROBLEM LOG

Page -68-


Did You Know…

The best way for users or AC’s to report problems to OI&T is by using the ADP Alert option?If one of your service's users enters a problem using the ADP Alert option, the AC will receive an alert indicating there is a problem to be looked at. The user is prompted to include the details of the problem, their phone, and the location of the problem.

You have several choices how to process the Alert?The software will allow you to accept the alert, ignore the alert, forward the alert to OI&T for OI&T to handle the problem, or remove the alert from the other AC's in your service to give you time to investigate the problem. You may also view a page of help onscreen to assist you.

Accept – you take responsibility to correct. Alert is deleted for everyone.Ignore – the alert is deleted from YOUR pending alerts. It will be redelivered to you in

15 mins.Forward – the alert is immediately forwarded to OI&T for resolution.

Investigate – the alerts is removed from pending alerts for you and the other Acs in your service. Allows you to investigate the problem. Will be re-delivered in 15 minutes. At that point you have the original processing choices.

When an AC enters an alert, you have a choice of whether you want it reported to OI&T immediately or not?When you enter an alert, you can choose to NOT send the alert to OI&T immediately. This would save the alert and allow you to edit it later before sending to OI&T.

If an AC enters an alert, but chooses not to send it to OI&T, you will receive a daily email reminder?To stop receiving the message, you must release the problem to OI&T or delete the problem.

You control the length of time a user reported problem will be delivered to the Ac’s in your service before it is automatically forwarded to OI&T for action?The value should be set so the AC’s have an opportunity to review the alerts before forwarding to OI&T, while preventing users from waiting longer than necessary for help. The value is set in 15 minute increments, up to one hour.

You may add a “temporary” Application coordinator for your service?This allows an additional person (or persons) to receive alerts from users in your service if you will be out of the office. Be sure to remove the temp AC when no longer needed as they will receive email sent to your service’s AC’s while they are listed as temp AC.

You can view problems reported to OI&T by the AC’s in your service?You can view only problems reported by your Service.

Page -69-


You can view unresolved problems for your Service reported to OI&T?This could require enough computer time that it’s best to queue these reports to a printer. If you only need a specific problem or date, use the Inquire option.

Page -70-


D. USER REPORTED PROBLEM LOGThe following examples will show the steps used to access and enter an electronically reported problem. These examples also show the responses you can expect in the form of mail messages

and explain what these mail messages mean to you and what type of responses would be expected from the reporting person. Remember when you report a problem to OI&T, do not leave out details on your explanation no matter how trivial. Information that OI&T usually

requires is who, where, when, and how. Who had the problem, where did the problem occur, when did the problem occur, and what was the user doing when the problem occurred. There can

never be too much detail in the explanation.

1. User Reported Problems

User Processing of a new Reported Problem:

This is an example of a user entering a problem that is to be sent to his/her Application Coordinator. Select MailMan Menu Option: adp Report Problem to ADP Support

Select PROBLEMS REPORTED TO OI&T PROBLEM NUMBER: 7/20/06-1//<<Press Enter>> Are you adding '7/20/06-1' as a new PROBLEMS REPORTED TO OI&T? No// Y (Yes) PROBLEMS REPORTED TO OI&T PHONE NUMBER: 2384//PROBLEM DESCRIPTION: No existing text Edit? NO// YES ==[ WRAP ]==[ INSERT ]=========< PROBLEM DESCRIPTION >=======[ <PF1>H=Help ]====My PC is on fire!! <=======T=======T=======T=======T=======T=======T=======T=======T=======T>====== Please provide the location of the problem - include the building and room # (building 330, 9d-101)PROBLEM LOCATION: 330, 9d-126 THE INFORMATION YOU HAVE JUST PROVIDED IS BEING SENT TO THE APPLICATIONCOORDINATORS FOR YOUR SERVICE FOR FOLLOW-UP. YOU WILL RECEIVE A MAILMESSAGE INFORMING YOU WHEN SOMEONE HAS TAKEN RESPONSIBILITY TO HELP.YOUR APPLICATION COORDINATORS ARE: RICHARD B SWINFORD

Note: The problem number is MM/DD/YY-N where the MM is the month number, DD is the day number, YY is the year number and N is the number of the problem for the day. Also the phone number can be changed and should be changed to the nearest phone to the problem. The

Page -71-


default is your number. For hardware problems it probably should be a number near the terminal or printer causing the problem.

Application Coordinator Processing of User Reported Problems:

If one of your service's users enters a problem with the option displayed above, you will receive an alert indicating there is a problem to be looked at. The software will allow you to accept the alert, ignore the alert, forward the alert to OI&T for OI&T to handle the problem, or remove the alert from the other AC's in your service to give you time to investigate the problem. You may also view a page of help onscreen to assist you.

The User Reported Problem alert will be tick-incremented and redelivered every 15 minutes, until either the alert is accepted by an application coordinator, or is forwarded to OI&T. Forwarding to OI&T can happen for two reasons, if the Application Coordinator chooses to forward the problem from within the alert processing software, or if the service's "Delay to Forward to OI&T" expires. If the delay expires, the alert will automatically be forwarded as if the primary AC had manually forwarded it to OI&T, and OI&T will act on the alert as soon as possible. The user will be notified when the alert is accepted or forwarded to OI&T.

1. Problem from Jul 20, 2006@10:16:30 By: BALSBAUGH,KATHY L at X-2384 2. JLZHTXY,U (J7198): COMPLETED PREVENTION - PRIMARY CARE OVERDUE for ADD Select from 1 to 2 or enter ?, A, F, S, P, M, R, or ^ to exit: 1 User problem number 7/20/06-1 needs to be investigated.User reporting problem is BALSBAUGH,KATHY L at X-2384.Reported on JUL 20, 2006@10:16:30Problem description is as follows: My PC is on fire!! Problem Location: 330, 9d-126

User Reported Problem Alert Handler Options:

User problem number 7/20/06-1 needs to be investigated.User reporting problem is BALSBAUGH,KATHY L at X-2384.Reported on JUL 20, 2006@10:16:30Problem description is as follows: My PC is on fire!! Problem Location: 330, 9d-126

Here are the action choices you have on this user reported problem:

1. ACCEPT THE ALERT (YOU WILL BE RESPONSIBLE FOR RESOLUTION)2. IGNORE THE ALERT (IT WILL BE DELETED FROM YOUR LIST FOR NOW)3. FORWARD ALERT TO OI&T4. DELETE ALERT FOR OTHER RECIPIENTS TO ALLOW YOU TIME TO INVESTIGATE

Page -72-


5. MORE HELP ON THE USE OF THIS SOFTWAREPlease make a selection: 5 MORE HELP Each action choice explained in greater detail using the “More Help”selection:

1. ACCEPTING THE ALERT MEANS YOU ARE TAKING THE RESPONSIBILITY TO CORRECT THE PROBLEM. THIS ALERT WILL BE DELETED FOR YOU AND ALL OTHER RECIPIENTS, AND IT WILL NOT BE DELIVERED AGAIN. IF, AFTER ACCEPTING THE ALERT, YOU DETERMINE OI&T MUST BE NOTIFIED TO CORRECT THE PROBLEM, YOU WILL HAVE TO SELECT THE OPTION 'REPORT PROBLEMS TO OI&T' ON YOUR AC MENU.

2. IGNORING THE ALERT WILL DELETE THE ALERT FROM YOUR LIST OF PENDING ALERTS. THE ALERT MAY BE REDELIVERED TO YOU WITHIN THE NEXT 15 MINUTES, UNLESS THE TIME PERIOD FOR FORWARDING AUTOMATICALLY TO OI&T HAS EXPIRED. 3. FORWARDING THE ALERT TO OI&T. THE USER WILL BE NOTIFIED BY MAIL MESSAGETHAT YOU ARE ASKING OI&T TO ASSIST IN RESOLVING THE PROBLEM. YOU WILL BEPROMPTED TO ANSWER A FEW OF THE PROMPTS YOU SEE WHEN YOU ENTER A PROBLEM MANUALLY TO GO TO OI&T, AND THEN THIS ALERT WILL BE DELETED FOR ALL THE AC'S WHO RECEIVED IT. THE NEW PROBLEM WILL GO TO OI&T FOR RESOLUTION. 4. INVESTIGATE THE ALERT. IT IS NOT ALWAYS IMMEDIATELY OBVIOUS WHETHER YOU WILL BE ABLE TO RESOLVE A USER'S REPORTED PROBLEM. THIS SELECTION WILL ALLOW YOU TO DELETE THE ALERT FOR ALL OTHER AC'S WHO RECIEVED IT, GIVING YOU UP TO 15 MINUTES TO INVESTIGATE BEFORE THE ALERT IS REDELIVERED. IF YOU DETERMINE YOU CAN RESOLVE THE PROBLEM, SIMPLY SELECT THE ALERT AND ACCEPT IT.

a. User Reported Problem Alert Handler

Example of choosing the “ACCEPT THE ALERT” action:

User problem number 7/20/06-1 needs to be investigated.User reporting problem is BALSBAUGH,KATHY L at X-2384.Reported on JUL 20, 2006@10:16:30Problem description is as follows: My PC is on fire!! Problem Location: 330, 9d-126

1. ACCEPT THE ALERT (YOU WILL BE RESPONSIBLE FOR RESOLUTION)2. IGNORE THE ALERT (IT WILL BE DELETED FROM YOUR LIST FOR NOW)3. FORWARD ALERT TO OI&T4. DELETE ALERT FOR OTHER RECIPIENTS TO ALLOW YOU TIME TO INVESTIGATE5. MORE HELP ON THE USE OF THIS SOFTWAREPlease make a selection: 1 ACCEPT ALERT THIS ALERT HAS BEEN COMPLETELY DELETED FROM THE SYSTEM. IF YOU ARENOT ABLE TO RESOLVE THIS PROBLEM TO THE USER'S SATISFACTION, YOUYOU MUST USE THE OPTION 'ADP' AND ENTER A NEW PROBLEM TO REPORT TO OI&T.Enter RETURN to continue or '^' to exit: ....

Example of choosing the “IGNORE THE ALERT” action:

Page -73-


1. Problem from Jul 20, 2006@10:16:30 By: BALSBAUGH,KATHY L at X-23842. JLZHTXY,U (J7198): COMPLETED PREVENTION - PRIMARY CARE OVERDUE for ADD Select from 1 to 2 or enter ?, A, F, S, P, M, R, or ^ to exit: 1 User problem number 7/20/06-1 needs to be investigated.User reporting problem is BALSBAUGH,KATHY L at X-2384.Reported on JUL 20, 2006@10:16:30Problem description is as follows: My PC is on fire!! Problem Location: 330, 9d-126

1. ACCEPT THE ALERT (YOU WILL BE RESPONSIBLE FOR RESOLUTION)2. IGNORE THE ALERT (IT WILL BE DELETED FROM YOUR LIST FOR NOW)3. FORWARD ALERT TO OI&T4. DELETE ALERT FOR OTHER RECIPIENTS TO ALLOW YOU TIME TO INVESTIGATE5. MORE HELP ON THE USE OF THIS SOFTWAREPlease make a selection: 2 IGNORE ALERT

THIS ALERT HAS BEEN DELETED FROM YOUR ACTIVE LIST OF ALERTS. DUE TOTHE PERIODIC REDELIVERY OF ALERTS, YOU MAY RECEIVE THIS ALERT AGAIN WITHIN THE NEXT 15 MINUTES.Enter RETURN to continue or '^' to exit: Select MailMan Menu Option:

After a period of up to 15 minutes, the alert is redelivered:

Example of choosing the “INVESTIGATE” action:

Select MailMan Menu Option: VA View Alerts 1. Problem from Jul 20, 2006@10:16:30 By: BALSBAUGH,KATHY L at X-2384 2. JLZHTXY,U (J7198): COMPLETED PREVENTION - PRIMARY CARE OVERDUE for ADD Select from 1 to 2 or enter ?, A, F, S, P, M, R, or ^ to exit: 1 User problem number 7/20/06-1 needs to be investigated.User reporting problem is BALSBAUGH,KATHY L at X-2384.Reported on JUL 20, 2006@10:16:30Problem description is as follows: My PC is on fire!! Problem Location: 330, 9d-126 USER REPORTED PROBLEM ALERT HANDLER 1. ACCEPT THE ALERT (YOU WILL BE RESPONSIBLE FOR RESOLUTION)

Page -74-


2. IGNORE THE ALERT (IT WILL BE DELETED FROM YOUR LIST FOR NOW)3. FORWARD ALERT TO OI&T4. DELETE ALERT FOR OTHER RECIPIENTS TO ALLOW YOU TIME TO INVESTIGATE5. MORE HELP ON THE USE OF THIS SOFTWAREPlease make a selection: 4 INVESTIGATE ALERT

At this point you will have up to 15 minutes to investigate this problem before the alert is delivered again to the AC's, or is delivered to OI&T if your delay period has expired. For purposes of this demonstration, we will say that the problem is beyond your ability to correct, and you feel this should be handled by OI&T. At this point, you should choose “FORWARD THE ALERT” action:

Select MailMan Menu Option: VA View Alerts 1. Problem from Jul 20, 2006@10:16:30 By: BALSBAUGH,KATHY L at X-2384 2. JLZHTXY,U (J7198): COMPLETED PREVENTION - PRIMARY CARE OVERDUE for ADD Select from 1 to 2 or enter ?, A, F, S, P, M, R, or ^ to exit: 1 User problem number 7/20/06-1 needs to be investigated.User reporting problem is BALSBAUGH,KATHY L at X-2384.Reported on JUL 20, 2006@10:16:30Problem description is as follows: My PC is on fire!! Problem Location: 330, 9d-126

USER REPORTED PROBLEM ALERT HANDLER 1. ACCEPT THE ALERT (YOU WILL BE RESPONSIBLE FOR RESOLUTION)2. IGNORE THE ALERT (IT WILL BE DELETED FROM YOUR LIST FOR NOW)3. FORWARD ALERT TO OI&T4. DELETE ALERT FOR OTHER RECIPIENTS TO ALLOW YOU TIME TO INVESTIGATE5. MORE HELP ON THE USE OF THIS SOFTWAREPlease make a selection: 3 FORWARD ALERT

PHONE NUMBER: 2384//PROBLEM DESCRIPTION:My PC is on fire!! Edit? NO//PROBLEM LOCATION: 330, 9d-121//

Continue (Y/N) or F(orward) or R(enew) YES//

The user will be notified by e-mail that the problem is being forwarded to OI&T for review.

Page -75-


Here is an example of the e-mail returned to the user reporting the problem upon Application Coordinator acceptance of the problem

Subj: PROBLEM 7/20/06-1 HAS BEEN ACCEPTED [#70520] 07/20/06@10:39 12 linesFrom: USER REPORTED PROBLEM In 'IN' basket. Page 1 *New*-------------------------------------------------------------------------------PROBLEM 7/20/06-1 HAS BEEN ACCEPTED BY SWINFORD,RICHARD B RICHARD B SWINFORD WILL BE TAKING ACTION TO CORRECTTHIS PROBLEM FOR YOU. IF YOU NEED TO GET IN TOUCH WITH THIS PERSON,THE NUMBER LISTED IN VISTA/DHCP IS EXTENSION 2194. User reporting problem is BALSBAUGH,KATHY L at X-2384.Problem location is 330, 9d-126 Problem Description: My PC is on fire!! Enter message action (in IN basket): Ignore//

Here is an example of the e-mail returned to the user reporting the problem when the problem is forwarded to OI&T for assistance Subj: PROBLEM 7/20/06-1 HAS BEEN FORWARDED [#70524] 07/20/06@10:49 4 linesFrom: USER REPORTED PROBLEM In 'IN' basket. Page 1 *New*-------------------------------------------------------------------------------PROBLEM 7/20/06-1 HAS BEEN FORWARDED TO OI&T THIS ALERT WAS FORWARDED TO OI&T ON Jul 20, 2006@10:49:24AND WILL BE PROCESSED BY OI&T AS SOON AS POSSIBLE. Enter message action (in IN basket): Ignore//

2. Application Coordinator Reported ProblemsIt will still be necessary for Application Coordinators to be able to report a problem directly to OI&T electronically occasionally. The Report a Problem to ADP Support option will send alerts directly to OI&T if the user is an Application Coordinator. This means that all users of the VISTA system can use the same option to request assistance. You will be prompted only for your phone number, a description of the problem, the originator of the problem and the problem location. The originator of the problem is the user that reported the problem to you. If you are the originator of this problem leave this blank. Properly answering these questions is important to ensure rapid resolution of your problem.

Note that the problem number is MM/DD/YY-N where the MM is the month number, DD is the day number, YY is the year number and N is the number of the problem for the day. Also the

Page -76-


phone number can be changed and should be changed to the nearest phone to the problem. The default is your number. For hardware problems it probably should be a number near the terminal or printer causing the problem.

This is an example of an Application Coordinator entering a problem that is to be sent to OI&T:

Select PROBLEMS REPORTED TO OI&T PROBLEM NUMBER: 7/20/06-2//<<Press Enter>> Are you adding '7/20/06-2' as a new PROBLEMS REPORTED TO OI&T? No// Y (Yes) PROBLEMS REPORTED TO OI&T "Phone for OI&T to call for Problem response": 2194//PROBLEM DESCRIPTION: No existing text Edit? NO// YES ==[ WRAP ]==[ INSERT ]=========< PROBLEM DESCRIPTION >=======[ <PF1>H=Help ]=THE USERS ARE REVOLTING, THEY ALL WANT NEW PCs. <=======T=======T=======T=======T=======T=======T=======T=======T======= ORIGINATOR OF PROBLEM: balsbaugh BALSBAUGH,KATHY L KLB 142D LIBRARY TECHNICIAN Please provide the location of the problem - include the building and room # (building 330, 9d-101)PROBLEM LOCATION: 330, 9d-121

Do you want to send this to OI&T now Select one of the following: Y Yes N No D Delete Problem Enter response: y Yes

Here are the action choices you have on this AC reported problem:

1. Selecting ‘Yes’. The reported problem will be forwarded to OI&T for review and acceptance. Once OI&T has responded to your problem the AC's in your service and the originator of the problem will get a message identifying who is working on your problem. See example email below. If another person later starts working on the problem you will get another message with the new person's name. Once the problem is fixed, you and the originator of the problem will get a message saying that the problem is fixed. See example email below. Note: You should verify that it has been resolved to your satisfaction. If it hasn’t, please alert us by responding to the message with your continued concerns.

2. Selecting ‘No’. By not sending this problem to OI&T, it can still be modified by the user. Once OI&T responds to the problem, you can not modify the problem report. The ‘No’ selection allows you to later add more information or finish the input before sending the details to OI&T. Once OI&T responds to the message this problem can only be printed by the user but further modifications to this problem can not be

Page -77-


made. To edit this problem you will need to enter the problem number. See ‘Editing a Reported Problem’ below. Once you have finished editing the reported problem, and have not deleted the reported problem, you should submit the reported problem to OI&T ASAP. If not, you will receive a daily reminder email about the reported problem. See ‘Submission Reminder email.’ below.

3. Selecting ‘Delete Problem’. If you decide to delete the problem altogether, you may do so by editing your problem and selecting delete. You may only delete a problem that has either not been sent to OI&T, or has not yet been picked up by an OI&T staffer if you did send it to OI&T.

Example of email received upon acceptance by OI&T:

Subj: PROBLEM 7/20/06-2 IS NOW BEING WORKED ON BY RESIDES,JILL E [#70525]07/20/06@11:07 10 linesFrom: *** STAFF RESPONDING MESSAGE *** In 'IN' basket. Page 1 *New*------------------------------------------------------------------------------- Problem number 7/20/06-2 is currently being worked on by RESIDES,JILL E.This problem was originally put in on the date of Jul 20, 2006@11:04:35If you have any questions please call RESIDES,JILL E at X-2322.THE USERS ARE REVOLTING, THEY ALL WANT NEW PCs. User Associated with problem: BALSBAUGH,KATHY LPhone Number: 2957 User Associated with problem: BALSBAUGH,KATHY LPhone Number: 2384 Enter message action (in IN basket): Ignore//

Example of email received upon completion of reported problem by OI&T:

Subj: PROBLEM NUMBER 7/20/06-2 IS FIXED [#70526] 07/20/06@11:10 13 linesFrom: *** PROBLEM RESOLVED MESSAGE *** In 'IN' basket. Page 1 *New*------------------------------------------------------------------------------- Problem number 7/20/06-2 has been fixed by OI&T. If you thinkthe problem still exists call RESIDES,JILL E in OI&T or call X-2322.Date fixed: Jul 20, 2006@11:10THE USERS ARE REVOLTING, THEY ALL WANT NEW PCs. User Associated with problem: BALSBAUGH,KATHY LPhone Number: 2957 User Associated with problem: BALSBAUGH,KATHY LPhone Number: 2384 Problem Resolution:The fire has been put out. Enter message action (in IN basket): Ignore//

Editing a Reported Problem:

Page -78-


Below you can see that if you want to edit a problem, ONLY the problems that you can edit are shown if you enter a (?) question mark. If the problem has been released to OI&T but OI&T has not yet responded to the problem, you will see a date@time to the right of the '--'.

Select MailMan Menu Option: ADP Report Problem to ADP SupportSelect PROBLEMS REPORTED TO OI&T PROBLEM NUMBER: 7/20/06-3// ?

Answer with PROBLEMS REPORTED TO OI&T PROBLEM NUMBER, or DATE/TIME REPORTED, or NEW WORKLOAD NUMBER Do you want the entire PROBLEMS REPORTED TO OI&T List? y (Yes) Choose from: 4/26/05-4 04-26-05 7/20/06-1 07-20-06 7/20/06-2 07-20-06 You may enter a new PROBLEMS REPORTED TO OI&T, if you wish Input MM/DD/YY-# where MM=month DD=Day YY=Year #=problem for day

You may enter a new PROBLEMS REPORTED TO OI&T, if you wish Input MM/DD/YY-# where MM=month DD=Day YY=Year #=problem for daySelect PROBLEMS REPORTED TO OI&T PROBLEM NUMBER: 1/29/98-6//

Submission Reminder email:

A message will be sent to you once a day if you forget about a problem that you entered but did not release to OI&T. i.e. You respond 'NO' to the prompt 'Do you want to send this to OI&T now'. To stop receiving these messages either release the problem to OI&T or delete the problem.

Subj: INCOMPLETE PROBLEMS REPORTED TO OI&T [#43825] 20 Aug 06 20:30 5 LinesFrom: POSTMASTER (Sender: SKUYA,JOHN EDWARD) in 'IN' basket. Page 1 **NEW**-----------------------------------------------------------------------------

You have incomplete problems entered for problems reported to OI&T. Please complete these entries by doing an Edit of the following problem numbers: 7/20/06-3

Select MESSAGE Action: IGNORE (in IN basket)//

Deleting a Reported Problem:Select PROBLEMS REPORTED TO OI&T PROBLEM NUMBER: 7/20/06-4// 7/20/06-3 07-20-06PROBLEM DESCRIPTION:PROBLEMS AGAIN Edit? NO// y YES

Page -79-


==[ WRAP ]==[ INSERT ]=========< PROBLEM DESCRIPTION >=======[ <PF1>H=Help ]PROBLEMS AGAIN <=======T=======T=======T=======T=======T=======T=======T=======T======= ORIGINATOR OF PROBLEM: Please provide the location of the problem – include the building and room # (building 330, 9d-101)PROBLEM LOCATION: 330, 9d-121//Do you want to send this to OI&T now Select one of the following: Y Yes N No D Delete Problem Enter response: d Delete ProblemAre you sure you wish to Cancel this problem?? y YES ß Notice that you are given an opportunity to abort your selected action of ‘Delete Problem’. This prevents accidental mistakes.

3. Problems Reported to OI&T (Menu Option)

Select Report Problems to OI&T Menu Option: ? 1 Edit Service Parameters for User Reported Problems 2 User Problem File Inquiry 3 Print Problems by Date 4 List Unresolved Problems Reported to OI&T

a. Edit Service Parameters for User Reported ProblemsTo control the behavior of the User Reported Problem Software, you may edit two parameters for your service.

The first editable parameter is the length of time that a User Reported Problem will be delivered to the AC's in your service before it is forwarded automatically to OI&T for action. Care must be taken in setting this value so that the value does not forward alerts to OI&T before you are likely to see them, while preventing your users from waiting longer than necessary for help. The value of this parameter can be set from 15 minutes to one hour, in 15 minute increments. OI&T will monitor those problems that are forwarded automatically to OI&T, and will work with you to adjust this parameter if necessary.

The second editable parameter is the Application Coordinator field. You may add a "temporary" Application Coordinator for your service here. This is to allow an additional person (or persons) to receive alerts from users in your service if you will be out of the office. Please be sure to remove the temporary AC when he/she is no longer needed, as they will receive e-mail sent to your service's AC's while they are listed as a temporary AC.

Page -80-


Example of editing Time Limit:Select Report Problems to OI&T Menu Option: 1 Edit Service Parameters for User Reported ProblemsSelect SERVICE/SECTION NAME: MEDICAL EDUCATION & RESEARCH 11PITIME LIMIT TO FORWARD PROBLEMS: 60 MINUTES// ? Choose from: 1 15 MINUTES 2 30 MINUTES 3 45 MINUTES 4 60 MINUTESTIME LIMIT TO FORWARD PROBLEMS: 60 MINUTES// ß Notice the “//”. This means that by <<Pressing Enter>>, you are accepting the default value for that field. In this case, you are accepting that the Time Limit of 60 minutes. If you wish to change the time limit, enter the appropriate value in this field.

Example of adding a Temporary AC:Select Report Problems to OI&T Menu Option: 1 Edit Service Parameters for User Reported ProblemsSelect SERVICE/SECTION NAME: MEDICAL EDUCATION & RESEARCH 11PITIME LIMIT TO FORWARD PROBLEMS: 60 MINUTES//Select APPLICATION COORDINATOR: ? Answer with APPLICATION COORDINATOR Choose from: You may enter a new APPLICATION COORDINATOR, if you wish Select this Coordinator's name. Answer with NEW PERSON NAME Do you want the entire NEW PERSON List? N (No)Select APPLICATION COORDINATOR: USER,FAKE E JER OI&T COMPUTER SPECIALIST Are you adding 'USER,FAKE E' as a new APPLICATION COORDINATOR? No// Y (Yes)APPLICATION COORDINATOR: USER,FAKE E//

Example of deleting a temporary ACSelect Report Problems to OI&T Menu Option: Edit Service Parameters for User Reported ProblemsSelect SERVICE/SECTION NAME: MEDICAL EDUCATION & RESEARCH 11PITIME LIMIT TO FORWARD PROBLEMS: 60 MINUTES//Select APPLICATION COORDINATOR: USER,FAKE E JER OI&T COMPUTER SPECIALIST ...OK? Yes// (Yes) APPLICATION COORDINATOR: USER,FAKE E// @ SURE YOU WANT TO DELETE THE ENTIRE APPLICATION COORDINATOR? Y (Yes)

b. User Problem File InquiryThere are also print/display options to allow you to view problems reported to OI&T by the AC's in your service. Note: You can only view your own service's reported problems. Numbers 3 and 4 could require enough computer time that it may be best to queue these reports to a printer. If you only want to look at a specific problem or date, use option 2 (inquiry).

Page -81-


Select Application Coordinator Menu Option: Report Problems to OI&T Menu

Select Report Problems to OI&T Menu Option: ? 1 Edit Service Parameters for User Reported Problems 2 User Problem File Inquiry 3 Print Problems by Date 4 List Unresolved Problems Reported to OI&T


Select Report Problems to OI&T Menu Option: 2 User Problem File Inquiry

Select PROBLEMS REPORTED TO OI&T PROBLEM NUMBER: T JUL 20, 2006 1 7-20-2006@10:42:19 7/20/06-1 07-20-06 2 7-20-2006@11:04:35 7/20/06-2 07-20-06CHOOSE 1-2: 2 7/20/06-2 07-20-06PROBLEM NUMBER: 7/20/06-2 USER REPORTING PROBLEM: SWINFORD,RICHARD B OI&T STAFF RESPONDING: RESIDES,JILL E ORIGINAL ENTRY DATE/TIME: JUL 20, 2006@10:59:49 DATE/TIME REPORTED: JUL 20, 2006@11:04:35 PHONE NUMBER: 2194 ORIGINATOR OF PROBLEM: BALSBAUGH,KATHY L PROBLEM DESCRIPTION: THE USERS ARE REVOLTING, THEY ALL WANT NEW PCs. User Associated with problem: BALSBAUGH,KATHY L Phone Number: 2957 User Associated with problem: BALSBAUGH,KATHY L Phone Number: 2384 NEW WORKLOAD NUMBER: 2006-02205 PROBLEM LOCATION: 330, 9d-121 NEW DATE RESOLVED (c): 3060720.111 NEW TIME RESOLVED (c): @11:10 AMSelect PROBLEMS REPORTED TO OI&T PROBLEM NUMBER:

c. Print Problems by DateSelect Report Problems to OI&T Menu Option: ? 1 Edit Service Parameters for User Reported Problems 2 User Problem File Inquiry 3 Print Problems by Date 4 List Unresolved Problems Reported to OI&T


Select Report Problems to OI&T Menu Option: 3 Print Problems by DateEnter earliest date to report your reported problems: 7/19/06 (JUL 19, 2006)Enter latest date to report your reported problems: T+1 (JUL 21, 2006)DEVICE: TCP Right Margin: 80//

YOUR SERVICE'S REPORTED PROBLEMS FOR Jul 19, 2006 TO Jul 21, 2006@24:00 JUL 20,2006 11:41 PAGE 1

Page -82-


PROBLEM NUMBER: 7/20/06-1 USER REPORTING PROBLEM: SWINFORD,RICHARD B ORIGINAL ENTRY DATE/TIME: JUL 20, 2006@10:42:37 DATE/TIME REPORTED: JUL 20, 2006@10:42:19 PHONE NUMBER: 2384 ORIGINATOR OF PROBLEM: BALSBAUGH,KATHY L PROBLEM DESCRIPTION: My PC is on fire!!

User Associated with problem: BALSBAUGH,KATHY L Phone Number: 2384 AUTO-FORWARDED TO OI&T?: NO PROBLEM LOCATION: 330, 9d-121

PROBLEM NUMBER: 7/20/06-2 USER REPORTING PROBLEM: SWINFORD,RICHARD B OI&T STAFF RESPONDING: RESIDES,JILL E ORIGINAL ENTRY DATE/TIME: JUL 20, 2006@10:59:49 DATE/TIME REPORTED: JUL 20, 2006@11:04:35 PHONE NUMBER: 2194 ORIGINATOR OF PROBLEM: BALSBAUGH,KATHY L

YOUR SERVICE'S REPORTED PROBLEMS FOR Jul 19, 2006 TO Jul 21, 2006@24:00 JUL 20, 2006@11:41 PAGE 2 PROBLEM DESCRIPTION: THE USERS ARE REVOLTING, THEY ALL WANT NEW PCs.

User Associated with problem: BALSBAUGH,KATHY L Phone Number: 2957

User Associated with problem: BALSBAUGH,KATHY Phone Number: 2384 NEW WORKLOAD NUMBER: 2006-02205 PROBLEM LOCATION: 330, 9d-121 NEW DATE RESOLVED (c): 3060720.111 NEW TIME RESOLVED (c): @11:10 AM

d. List Unresolved Problems Reported to OI&TSelect Report Problems to OI&T Menu Option: ? 1 Edit Service Parameters for User Reported Problems 2 User Problem File Inquiry 3 Print Problems by Date 4 List Unresolved Problems Reported to OI&T


Select Report Problems to OI&T Menu Option: 4 List Unresolved Problems Reported to OI&TDEVICE: TCP Right Margin: 80//

Unresolved Problems Reported to OI&T for your Service JUL 20,2006 11:50 PAGE 1--------------------------------------------------------------------------------

PROBLEM NUMBER: 7/20/06-1 USER REPORTING PROBLEM: SWINFORD,RICHARD B OI&T STAFF RESPONDING: RESIDES,JILL E

Page -83-


ORIGINAL ENTRY DATE/TIME: JUL 20, 2006@10:42:37 DATE/TIME REPORTED: JUL 20, 2006@10:42:19 PHONE NUMBER: 2384 ORIGINATOR OF PROBLEM: BALSBAUGH,KATHY L PROBLEM DESCRIPTION: My PC is on fire!! User Associated with problem: BALSBAUGH,KATHY L Phone Number: 2384 AUTO-FORWARDED TO OI&T?: NO NEW WORKLOAD NUMBER: 2006-02206 PROBLEM LOCATION: 330, 9d-121

E. Other Useful Option/Menu/Key Information

1. Person Class Information (Menu Option)Person classes are assigned to Employees who come into direct contact with patients, and have workload creditable visits recorded for their patient contacts. The Person Class is necessary to achieve proper credit for the user's workload. A quarterly Person Class review process is conducted to assure that these codes are correctly assigned. You may need the options listed here to assist you in properly assigning Person Classes.

Select Person Class Information Option:?

1 Print Person Class Data 2 Inquiry for Person Class Data

a. Print Person Class DataThis option will print a list of all Person Classes along with some information on each one.

Select Person Class Information Option: 1 Print Person Class DataDEVICE: SSH VIRTUAL TERMINAL Right Margin: 80// PERSON CLASS LIST AUG 19,2009 11:54 PAGE 1 NUMBER CLASSIFICATION SUBspecialty VA CODE STATUS--------------------------------------------------------------------------------

PROVIDER TYPE: Allopathic and Osteopathic Physicians 144 Resident, Allopathic SPECIALTY V115500 (includes Interns, Residents, Fellows) Active 145 Resident, Osteopathic SPECIALTY V115600 (includes Interns, Residents, Fellows) Active 743 Neuromusculoskeletal SPECIALTY V181600 Medicine, Sports Medicine Active

Page -84-


744 Neuromusculoskeletal SPECIALTY V181500 Medicine and OMM

b. Inquiry for Person Class DataThis inquiry option will print information for one Person Class. Select Person Class Information Option: 2 Inquiry for Person Class Data

Select PERSON CLASS PROVIDER TYPE: ? Answer with PERSON CLASS NUMBER, or PROVIDER TYPE, or CLASSIFICATION, or AREA OF SPECIALIZATION, or VA CODE, or X12 CODE Do you want the entire PERSON CLASS List? y (Yes) Choose from: 144 Allopathic and Osteopathic Physicians 390200000X Resident, Allopathic (includes Interns, Residents, Fellows) 145 Allopathic and Osteopathic Physicians 390200000X Resident, Osteopathic (includes Interns, Residents, Fellows) 180 Podiatric Medicine and Surgery Service Providers 211D00000X Assistant, Podiatric 181 Podiatric Medicine and Surgery Service Providers 213E00000X Podiatrist 185 Podiatric Medicine and Surgery Service Providers 213ES0103X Podiatrist Foot and Ankle Surgery 186 Podiatric Medicine and Surgery Service Providers 213ES0131X Podiatrist Foot Surgery 190 Podiatric Medicine and Surgery Service Providers 213EP1101X Podiatrist Primary Podiatric Medicine ^Select PERSON CLASS PROVIDER TYPE: Allopathic and Osteopathic Physicians 1 Allopathic and Osteopathic Physicians 390200000X Resident, Allopathic (includes Interns, Residents, Fellows) 2 Allopathic and Osteopathic Physicians 390200000X Resident, Osteopathic (includes Interns, Residents, Fellows) 3 Allopathic and Osteopathic Physicians 204C00000X Neuromusculoskeletal Medicine, Sports Medicine 4 Allopathic and Osteopathic Physicians 204D00000X Neuromusculoskeletal Medicine and OMM 5 Allopathic and Osteopathic Physicians 204E00000X Oral and Maxillofacial SurgeryPress <RETURN> to see more, '^' to exit this list, ORCHOOSE 1-5: 1 Allopathic and Osteopathic Physicians 390200000X Resident, Allopathic (includes Interns, Residents, Fellows)

DEVICE: SSH VIRTUAL TERMINAL Right Margin: 80// PERSON CLASS LIST AUG 19,2009 12:03 PAGE 1

Page -85-


--------------------------------------------------------------------------------

NUMBER: 144PROVIDER TYPE: Allopathic and Osteopathic Physicians CLASSIFICATION: Resident, Allopathic (includes Interns, Residents, Fellows) STATUS: Active VA CODE: V115500 X12 CODE: 390200000X SPECIALTY CODE: 01 DEFINITION: An individual who is enrolled in an organized health care education/training program leading to a degree, certification, registration, and/or licensure to provide health care. 1/1/2005: new INDIVIDUAL/NON: INDIVIDUAL PROVIDER TYPE CODE (c): 39 CLASSIFICATION CODE (c): 02 AREA OF SPECIALIZATION CODE (c): 00000

2. Clinical Information (Menu Option)

The Clinical Information menu allows the application coordinator to view information on clinicians or to change some of the settings for clinicians. Below are the options under this menu.

Select Clinical Information Option: ? 1 ASU Service Printout 2 Consult Service Set-up Report 3 Consult Service User Update 4 Show Class Membership ... 5 Team List Update 6 Notify Providers of UNSIGNED NOTES 7 Notify Providers of UNSIGNED ORDERS 8 Alerts - Set/Remove Surrogate for User………View Provider

a. ASU Service Printout

A report has been created to allow you to print a list of users in your service holding User Classes. This list may be useful in determining the appropriate User Class to request for a new employee, or to verify that the User Classes currently assigned are accurate.

Select Application Coordinator Menu Option: ASU SERVICE PRINTOUTSelect SERVICE/SECTION NAME: NURSING 1 NURSING HOME 70 2 NURSING SERVICE 118 NURSING SERVICECHOOSE 1-2: 2DEVICE: RIGHT MARGIN: 80//

Page -86-


USR CLASS MEMBERSHIP LIST JAN 30,1998 16:10 PAGE 1MEMBER USER CLASS EFFECTIVE DATE----------------------------------------------------------------- HONAKER,RONALD PROVIDER AUG 20,1997NEWMAN,KARI L PROVIDER AUG 20,1997 Select Application Coordinator Menu Option:

b. Consult Service Set-up Report

Consult services are assigned to services. This allows each service to complete their own maintenance activities for the various consult services which fall under their control. The following options enable the user to review the consult services for his/her service and make updates as necessary. On a quarterly basis the consult services are e-mailed automatically to the service AC’s as well as the Service Chief for review. Use the following option to review and make changes as necessary. In addition, users who have been deactivated from the computer system are automatically removed on a monthly basis.

The set-up report lists all the consult services assigned and the set-ups for the service. The user is asked for which service to report on and the device.

The following is an example of the consult report.

Select Application Coordinator Menu Option: CONS 1 CONSULT SERVICE SET-UP REPORT 2 CONSULT SERVICE USER UPDATECHOOSE 1-2: 1 CONSULT SERVICE SET-UP REPORTEnter A Service Name or * for ALL : IRM INFORMATION RESOURCES MGMT IRMDEVICE: VAX VT Right Margin: 80// ...EXCUSE ME, LET ME THINK ABOUT THAT A MOMENT... REQUEST SERVICES LIST SEP 28,2001 13:59 PAGE 1-------------------------------------------------------------------------------- SERVICE/SECTION: INFORMATION RESOURCES MGMT SERVICE NAME: TESTING ----CONSULT SERVICE NAME: TESTINGService Ind. to notify: DOWNING,GARY AService Printer: --Administrative Update User: DOWNING,GARY A

Page -87-


c. Consult Service User Update

In order to maintain the Consult Services for your service an option is available to edit these settings. The option Consult Service User Update provides the ability to update the following fields:

SERVICE INDIVIDUAL TO NOTIFY: The individual who will receive a default notification of any action taken on a consult.

UPDATE USERS W/O NOTIFICATIONS: The individuals who can do complete/update consult results, but who will not get a notification. This field is a multiple and can have more than one update user.

SERVICE PRINTER: If you would like the consult requests to print enter the Service/Section's Printing Device, or the nearest Printer.

SERVICE TEAM TO NOTIFY: The Service Teams that are to receive notifications of any actions taken on a consult. These individuals have the ability to complete/update consult results. This field is a multiple and can have more than on service team.

UPDATE TEAMS W/O NOTIFICATIONS: These update teams can complete/update consult results, but will not get a notification.

ADMINISTRATIVE UPDATE USERS: The individuals who can complete a consult administratively. You will be prompted to select if this individual should receive notifications of any actions taken on a consult. This field is a multiple and can have more than one Administrative update user

ADMINISTRATIVE UPDATE TEAMS: The Administrative Teams that are to receive notifications of any actions taken on a consult. These individuals have the ability to complete a consult administratively. This field is a multiple and can have more than on administrative team.

UPDATE USER CLASS W/O NOTIFICATIONS: This field will allow all members of the selected ASU User Class to perform full update actions on consults directed to this service.

The following is an example of updating a Consult Service.

Select Application Coordinator Menu Option: CONS 1 CONSULT SERVICE SET-UP REPORT 2 CONSULT SERVICE USER UPDATECHOOSE 1-2: 2 CONSULT SERVICE USER UPDATE Select Service/Specialty: TESTINGSERVICE INDIVIDUAL TO NOTIFY: DOWNING,GARY A GAD IRM CLINICAL COORDINATORSelect UPDATE USERS W/O NOTIFICATIONS:

Page -88-


SERVICE PRINTER:Select SERVICE TEAM TO NOTIFY:Select UPDATE TEAMS W/O NOTIFICATIONS:Select UPDATE USER CLASS W/O NOTIFS:Select ADMINISTRATIVE UPDATE USER: DOWNING,GARY A GAD IRM CLINICAL COORDINATOR Are you adding 'DOWNING,GARY A' as a new ADMINISTRATIVE UPDATE USERS (the 1ST for this REQUEST SERVICES)? No//Y (Yes) NOTIFICATION RECIPIENT:Select ADMINISTRATIVE UPDATE USER:Select ADMINISTRATIVE UPDATE TEAM:

d. Show Class Membership Menu

The Show Class Membership Menu allows you to look up the User Class(es) of a particular user, or list all users holding a particular User Class. Remember that you can also see the User Classes of an individual using the User Inquiry option.

Select Show Class Membership Option: ? 1 Show Membership by User 2 Show Membership by Class

1. Show Membership by User

Select Application Coordinator Menu Option: SHOW CLASS Membership --- Show Class Membership --- Select Show Class Membership Option: ? 1 Show Membership by User 2 Show Membership by Class Enter ?? for more options, ??? for brief descriptions, ?OPTION for help text. Select Show Class Membership Option: 1 Show Membership by UserSelect USER: SCHOPPE,LAWRENCE R LRS IRMSearching for the User Classes.__________________________________________________________________________ Current User Classes Jan 12, 1999 09:45:24 Page: 1 of 1 SCHOPPE,LAWRENCE R 2 Classes

User Class Effective Expires1 Chief, MIS 10/31/972 Clinical Coordinator 10/17/97

Page -89-


__________________________________________________________________________ + Next Screen - Prev Screen ?? More Actions Change View QuitSelect Action: Quit// QUIT Quit

2. Show Membership by Class

Select Show Class Membership Option: ? 1 Show Membership by User 2 Show Membership by Class Enter ?? for more options, ??? for brief descriptions, ?OPTION for help text. Select Show Class Membership Option: 2 Show Membership by ClassSelect CLASS: MEDICAL STUDENT IVSearching for the User Classes. __________________________________________________________________________ User Class Members Jan 12, 1999 09:45:50 Page: 1 of 1 MEDICAL STUDENT IVs 3 Members

Member Effective Expires1 ZEIGLER,DONALD 01/07/992 TEMPLE,RICHARD W 01/07/993 RANDAL,HEATHER S. 01/07/99

__________________________________________________________________________ + Next Screen - Prev Screen ?? More Actions >>> Change View QuitSelect Action:Quit// Quit

e. Update Team Lists

Team Lists are used by CPRS in a variety of ways. Team lists contain patients related to several providers. These providers are the list's users.

There are four types of patient team lists.

1. TM (Manually Maintained) Patient List - A manually maintained (addition and removal) list.

2. TA (Maintained by Autolinks) - Patients are automatically added to and removed from based upon ADT movements. Users on the list may receive notifications regarding patients on the same list.

Page -90-


3. MRAL (Manual Removal Auto-Link Add) - Lists which allow for the manual removal of patients from the list with automatic addition of patients to the list based upon ADT movements.

4. P (Personal List) - Lists are manually maintained by individuals for additions and removals and has only one user.

Team lists determine who receives notifications for various patients as well as who can update consults. In order to allow greater control of Team Lists at the service level an option has been created to allow AC’s to update the users on the team lists assigned to their service as well as the patients on the TM (Manually Maintained list).

Creation of new team lists should be requested via e-mail to the VistA mail group: G.IRM-CPRS.

The following is an example of updating a Team List that is not TM (Manually Maintained).

Select Application Coordinator Menu Option: TEAM LIST UPDATE Select Team List: ? Answer with OE/RR LIST NAME, or UPPER CASE, or USER Do you want the entire OE/RR LIST List? Y (Yes)Choose from: CPRS Office TEST1 Select Team List: CPRS OfficeSelect USER: CPRS,PHYSICIAN EIGHT// BATES,REBECCA J RJB IRM

The following is an example of updating a Team List that is TM (Manually Maintained).

Select Application Coordinator Menu Option: TEAM LIST UPDATE Select Team List: ? Answer with OE/RR LIST NAME, or UPPER CASE, or USER Do you want the entire OE/RR LIST List? Y (Yes)Choose from: CPRS Office TEST1 Select Team List: CPRS OfficeSelect USER: CPRS,PHYSICIAN EIGHT// BATES,REBECCA J RJB IRM Select Member: BABY,NEWYEAR 11-01-25 098090987...OK? Yes// (Yes) MEMBER: BABY,NEWYEAR//Select MEMBER:

Page -91-


f. Notify Providers of Unsigned Notes or Orders

These options allow you to generate view alerts or email notifications to Providers of Unsigned Notes or Orders. The options for UNSIGNED ORDERS and UNSIGNED NOTES are exactly the same in appearance if you replace all references to NOTES with ORDERS. The report may be viewed on your screen, or sent to a printer. The option also allows you to choose a date range and the choice of sending the appropriate Provider an email summary of Notes/Orders requiring signature, or a new view alert, if one doesn’t already exist.

The sample report shown below resembles a report where the user selected to send NO e-mailed reports, selected to have appropriate, new alerts sent, selected IRM as the SERVICE/SECTION, specified a particular range of dates rather than accept the default values for dates and let the report be shown on the computer's video display.

Select OPTION NAME: Notify Providers of UNSIGNED NOTES (return) This option generates a report of PROGRESS NOTES which have a status of UNSIGNED or UNCOSIGNED. Do you wish to send to each provider an E-MAILed report that lists PROGRESS NOTES needing their signature?NO// (return) Some providers may no longer have an ALERT for some PROGRESS NOTES that need their signature. Do you wish to send to such providers a NEW ALERT for such PROGRESS NOTES needing their signature?YES// (return) Select SERVICE/SECTION NAME: INFORMATION RESOURCES MGMT// (return) IRM Start Reference Date [Time]: T-7// 10/29/2001 (return) (OCT 29, 2001) Ending Reference Date [Time]: NOW// 10/29/2001@2400 (return) (OCT 29,2001@24:00) DEVICE: HOME// (return) VAX VT ...SORRY, JUST A MOMENT PLEASE... UNSIGNED/UNCOSIGNED Progress Notes for INFORMATION RESOURCES MGMT Jan 29, 2002@11:00:57 PAGE 1NO E-mail reports generated. Sort Range From Oct 29, 2001 To Oct 29,2001@24:00 PROVIDER ENTERED BY STATUS PATIENT SSN DOCUMENT REF DATE PHYSICIAN,EIGHT DOWNING,GARY A UNSIGNED BEAR,TED E 5059 AMBULATORY CARE-NURSING 10/29/01

Page -92-


PHYSICIAN,ELEVEN DOWNING,GARY A UNSIGNED BEAR,TED E 5059 PHYSICAL THERAPY EVALUATIONFO 10/29/01 PHYSICIAN,FIFTEEN DOWNING,GARY A UNSIGNED BEAR,TED E 5059 HISTORY & PHYSICAL FEMALE PATI10/29/01*** New ALERT sent *** PHYSICIAN,FIFTEEN DOWNING,GARY A UNSIGNED WUZZY,FUZZY 2565 PT ED - HOW TO ACCESS RESOURCE10/29/01*** New ALERT sent *** UNSIGNED/UNCOSIGNED Progress Notes for INFORMATION RESOURCES MGMT Jan 29, 2002@11:01:24 PAGE 2NO E-mail reports generated. Sort Range From Oct 29, 2001 To Oct 29,2001@24:00

g. Alerts - Set/Remove Surrogate for User

This option is provided so that AC personnel can set or remove a surrogate for receiving alerts for a user. This option does not allow the surrogate to read email, only to receive alerts. The option asks for a user to be selected, then is ready to specify a new surrogate for the selected user, or to remove the current surrogate for that user. You can set a beginning and ending date for the surrogate. This is convenient if the surrogate is needed for a limited time period, i.e, to cover vacations. If you do not sent an end date, you will need to manually go back under this option to remove the surrogate when no longer needed. EXAMPLE:

Select Application Coordinator Menu Option: CLINICAL INFORMATION Select Clinical Information Option: ALERTS - SET/REMOVE SURROGATE FOR USER SURROGATE related to which NEW PERSON entry: DOWNING,GARY A <<--(enter the original user) select USER to be SURROGATE: BISHOP,DEANNA M <<--(enter the name to be sent to) if no date/time is entered, alerts will start going to the SURROGATE immediately. Specify Date/Time SURROGATE becomes active: <<--(No Date = START NOW) if no date/time is entered, YOU must remove the SURROGATE

Page -93-


to terminate alerts going to the SURROGATE Specify Date/Time SURROGATE should be removed: <<--(No Date = Manual Remove) Enter message action (in IN basket): Ignore//

h. VIEW PROVIDER

The VIEW PROVIDER option provides helpful information on how a provider is configured in the Vista System. It will show “Inactivation date” when the provider has not completed their re-credentialing process as scheduled. It also lists the “Authorized to write med orders”, which will be set to “yes” to allow the provider to write medication orders. Other helpful information displayed includes “NPI Number” and “Provider Class” type. You may contact Rockenstyre,John, the Credentialing Coordinator, at ext. 1283 if you have any questions or updates to the provider’s credentialing information. Please note that he is responsible for adjusting/updating these credentialing fields not OI&T.

EXAMPLE:

Select Application Coordinator Menu Option: Clinical Information Select Clinical Information Option: VIEW Provider Select Provider: PROVIDER,XXXX XP 11PI ACOS/EDUCATION Name: PROVIDER, XXXXInitials: XPNON-VA Prescriber: Tax ID:Exclusionary Check Performed: Yes Date Exclusionary List Checked: 01/30/07On Exclusionary List: NoExclusionary Checked By: HUFF,DEBRAAuthorized to Write Orders: YesRequires Cosigner: No DEA# 1234567Class: STAFF PRIME CARE/ER VA# 622 Type: FULL TIME NPI# 1111111111Remarks:Synonym(s): Service/Section: MEDICAL EDUCATION & RESEARCH Address: nnn street address DAYTON, OHIO 45459Phone: xxx-xxxxOffice: yyyyVoice Pager #: nnn Select Provider: PROVIDER,ZZZZZ ZHP 111 CONSULTANT

Page -94-


Name: PROVIDER,ZZZZZ H * * * INACTIVE AS OF 05/25/08 * * *Initials: ZHPNON-VA Prescriber: Tax ID:Exclusionary Check Performed: Date Exclusionary List Checked:On Exclusionary List:Exclusionary Checked By:Authorized to Write Orders: YesRequires Cosigner: No DEA# NNNNNNNNNClass: CONSULTANT INTERNAL MEDICINE VA# 0012 Type: FEE BASIS NPI#Remarks:Synonym(s): Service/Section: MEDICAL Address: NNN STREET ADDRESS DAYTON, OHIO 45406Phone:

3. Access List by PackageThis option can be used to display who has Filemanager Access to print from a Package's files. Since many packages are used by more than one service, it is sometimes necessary to share Fileman print access with Fileman users from other services. This option will let you know at a glance who has access to your packages.

Select Application Coordinator Menu Option: access List By PackageEnter the Package Name : PHARMACY 1 PHARMACY PS 2 PHARMACY 2000 VEFC 3 PHARMACY BENEFITS MANAGEMENT PSU 4 PHARMACY DATA MANAGEMENT PSS 5 PHARMACY PRESCRIPTION PRACTICE PPPCHOOSE 1-5: 1 PHARMACY PSDEVICE: SSH VIRTUAL TERMINAL Right Margin: 80// NEW PERSON LIST AUG 19,2009 12:11 PAGE 1NAME--------------------------------------------------------------------------------

PACKAGE ACCESS: PHARMACYCLECKNER,MYRON EDANNER,DELORESGOCHENOUR,MARY BGOOD,CAROL BGROVE,LEAHHISER,JEANNIEHOUSTON,NANCY PNAGY,JANICEOBERGEFELL,ROGERSTOLLINGS,CHARLES CWAGNER,JULIE

Page -95-


4. Completed Installations PrintThis option allows you to queue a report of all completed hardware installations within a selected date range. You will be prompted for the output device, and the time the report will run. The report shows the completion date, the area involved in the install, the building, floor, and room where the installation took place. Also shown is the priority assigned to the job, the date the job was entered, whether Engineering was needed to complete the job, and any comments associated with the installation.

Select Application Coordinator Menu Option: COMPLETed Installations Print* Previous selection: COMPLETION DATE from Jan 1,2002 to Dec 31,2004@24:00START WITH COMPLETION DATE: Jan 1,2002// 1/1/2009 (JAN 01, 2009)GO TO COMPLETION DATE: LAST// DEVICE: SSH VIRTUAL TERMINAL Right Margin: 80// COMPLETED INSTALLATIONS LIST AUG 19,2009 12:16 PAGE 1 DATE ENGAREA BLD,FLR,RM PRIORITY ENTERED INSTALL? COMMENTS--------------------------------------------------------------------------------

COMPLETION DATE: JAN 6,2009IRM33 320,C-Pod 89 DEC 9,2008 YES Please run (2) datalines to the designated spots above the ceiling in the C-pod of B320 to support the wireless access points. POC:Pamela Arnold, x3210. Thank you. COMPLETION DATE: JAN 13,2009MEDICAL121 315,122 88 DEC 8,2008 YES Please run (3) dual datalines in the designated locations. POC: Donna Christman, x2694. IRM/ENGINEERING STAFF INSTALL COMPLETION DATE: FEB 9,2009FISCAL19 126, 310 4 FEB 2,2009 YES Please run a dual dataline and bring online. POC: Sheila Wiliams, x2353. IRM/ENGINEERING STAFF INSTALL COMPLETION DATE: FEB 24,2009UNION1 302,338c 87 DEC 8,2008 YES Please run a dual dataline in B302, Rm 338c and bring online. IRM/ENGINEERING STAFF INSTALL. POC: Tinita Cole, x1149.

COMPLETED INSTALLATIONS LIST AUG 19,2009 12:16 PAGE 2 DATE ENGAREA BLD,FLR,RM PRIORITY ENTERED INSTALL? COMMENTS--------------------------------------------------------------------------------

COMPLETION DATE: MAY 29,2009PCL13 SBOC, 117e 1 FEB 2,2009 YES Please run a dual dataline and bring online. POC: Ivan Blake, 5704. IRM/ENGINEERING STAFF INSTALL PCL14 SBOC, 122 2 FEB 2,2009 YES Please run a dual dataline and bring online. POC: Ivan Blake, x5704. IRM/ENGINEERIG STAFF INSTALL PCL15 MBOC, 121 3 FEB 2,2009 YES

Page -96-


Please run a dual dataline and bring online. POC: John Ward, x5634. IRM/ENGINEERING STAFF INSTALL PCL16 RBOC, 120 11 FEB 6,2009 YES Please run a dual dataline at the Richmond CBOC in Room 120 and bring online. POC: Greg Riegle, x5857. IRM/ENGINEERING STAFF INSTALL PCL17 SBOC,106 17 APR 6,2009 YES Please run a dual dataline in Rm 106 of the Springfield CBOC and bring online. POC: Ivan Blake, x5704. ENGINEERING/IRM STAFF INSTALL

COMPLETED INSTALLATIONS LIST AUG 19,2009 12:16 PAGE 3 DATE ENGAREA BLD,FLR,RM PRIORITY ENTERED INSTALL? COMMENTS--------------------------------------------------------------------------------

COS1 310,3E-134a 18 APR 6,2009 YES Please run a dual dataline on the SW wall in the center. POC: Leah Grove, x2561. ENGINEERING/IRM STAFF INSTALL

5. Pending Installations PrintThis option allows you to queue a report of all pending hardware installations. You will be prompted for the output device, and the time the report will run. This report shows the area involved in the install, the building, floor, and room where the installation will take place, what equipment will be necessary, and in what quantities. Also shown is whether the install has been approved by the IM Committee, the projected installation date, and any comments associated with the installation.

Select Application Coordinator Menu Option: 18 Pending Installations PrintDEVICE: SSH VIRTUAL TERMINAL Right Margin: 80// PENDING INSTALLATIONS LIST AUG 19,2009 14:36 PAGE 1AREA BLD,FLR,RM EQUIPMENT QUANTITY PRIORITY DATE ENTERED ENGINEERING ENG COMPLETION INSTALL? DATE COMMENTS--------------------------------------------------------------------------------

COMPLETION DATE:

SURGERY72 330, 6D-10 5 FEB 2,2009 YES FEB 20,2009 Please run a dual dataline and bring online. POC: Cheryl Dixon, x2353. IRM/ENGINEERING STAFF INSTALL

SURGERY73 330, 6D-13 6 FEB 2,2009 YES FEB 20,2009 Please run a dual dataline and bring online. POC: Cheryl Dixon, x2353. IRM/ENGINEERING STAFF INSTALL

PHARMACY72 330, BC110 7 FEB 2,2009 YES MAY 11,2009

Page -97-


6. Your Delegated Key/OptionsThis option lets you list keys and options that are delegated to other users. The only users listed will be users who are delegates for a specific option or key and will not include users who are delegates because they have access to an option due to their status as an application coordinator. This means that backup application coordinator may not show up on this report even though they are delegates for the same keys or options as the coordinator. Also postmaster will not show up on this report. Any option that is assigned to postmaster will result in all users being able to delegate the assigned options. Only people with access to the application coordinator menu will show up on this report.

Select Application Coordinator Menu Option: 19 Your Delegated Key/Options - Delegated to othersDEVICE: HOME// TCP Right Margin: 80// Key/Menu Option Name Delegates------------------------------------------------------------------ KEY DG DETAIL SKUYA,JOHN EDWARD MENU AFV PROFEE REPORT GREANEY,ROSEMARY E MENU AFV37OEY GREANEY,ROSEMARY E MENU AFWENXT GREANEY,ROSEMARY E MENU AGSADMIT GREANEY,ROSEMARY E MENU AGSAMP GREANEY,ROSEMARY E MENU AGSCLIN GREANEY,ROSEMARY E MENU AGSDGLAT GREANEY,ROSEMARY E MENU AGSDGLAT PURGE GREANEY,ROSEMARY E MENU AGSMGLOC GREANEY,ROSEMARY E MENU AGSMGLOC SCHOPPE,LAWRENCE R MENU AGSMGLOC GOCHENOUR,MARY B MENU AGSNON900CLEANUP GREANEY,ROSEMARY E MENU AGSPCTCI GREANEY,ROSEMARY E MENU AGSPTFP GREANEY,ROSEMARY E MENU AGSRPCK GREANEY,ROSEMARY E MENU AKDGEP3S GREANEY,ROSEMARY E

7. Keys/Menus/Packages Delegated to Current UserThis option list all the keys, options and packages that the current users can delegate. Note that the (POSTMASTER) on a line indicates that the postmaster is the delegate and therefore all users can delegate this option or menu.

Select Application Coordinator Menu Option: 20 Keys/Menus/Packages Delegated to Current UserList of all the delegated keys and options for a user.

Enter name of the user: BARR,JILL JSB 113 QUALITY ASSURANCE SPECIALISTDEVICE: HOME// SSH VIRTUAL TERMINAL Right Margin: 80//

Report of all delegated options and menus for BARR,JILL

Page -98-


KEY AGSTELEDIT(POSTMASTER)KEY LA*KEY LR*KEY LS*KEY SR*KEY ZZTSTACCMENU AAQDBLABMENU AGS113FILE68 CHEMMENU AGS113FILE68 MICRO DAILYMENU AGSLBTRNMENU AGSPACTQMENU AGSPLISTMENU AMSSRAMENU APJIC2 DISCHARGEMENU APJIC2 DISCHARGE QUEUEDMENU APJIC3MENU LA*MENU LR*MENU LS*MENU OR CPRS GUI CHARTMENU ORZ MAIN MENU CLINICIAN OEMENU SR*MENU XMUSER(POSTMASTER)MENU XMZ ALL BASKET PURGE (IRM)MENU ZZ113FILE69 MSTICK STATSMENU ZZ113FILE69 MSTICK STATS AUTOMENU ZZGRAM NEG & URINARYMENU ZZGRAM POSITIVEMENU ZZIRMVT320 FUNCTION KEYMENU ZZLABETIOLOGYMENU ZZLABFILE64EDIT BPMENU ZZLR INCORRECT RESULTSMENU ZZLRZ DO!5MENU ZZQA INVASIVE PROCEDURE REPORTMENU ZZQA QUEUED INVASIVE PROCEDUREMENU ZZREFERRALMENU ZZSURGERYLABELSMENU ZZTOPOGRAPHYHL7 EDIT

8. Conversion of a Private Mailgroup to a Public MailgroupThere are basically two types of mailgroups: public and private. Public groups allow all users to send mail to the group. Private groups only allow the group creator to send mail to the group.

In order to convert a private mailgroup to a public mailgroup:1. Create a personal mail group. This can be accomplished by using the Personal Group

Enter/Edit option under Other Mailman Functions. See example below.

Example of Creating a Personal Mailgroup:Select MailMan Menu Option: PERSonal Preferences

Select Personal Preferences Option: PERSONal Mail Group Edit

Page -99-


Select MAIL GROUP NAME: DANTEST Are you adding 'DANTEST' as a new MAIL GROUP? No// Y (Yes)MAIL GROUP NAME: DANTEST//Select MEMBER: DEWC CARROLL,DANIEL DEWC OI&T Are you adding 'CARROLL,DANIEL' as a new MEMBER (the 1ST for this MAIL GROUP)? No// Y (Yes) TYPE:Select MEMBER: JUSTICE,ROBERT W RWJ OI&T Are you adding 'JUSTICE,ROBERT W' as a new MEMBER (the 2ND for this MAIL GROUP)? No// Y (Yes) TYPE:Select MEMBER:

Note: Please use ALL CAPS when naming the mailgroup, to make using the group easier for everyone.

2. Once the private mailgroup has been established, please send an email to OI&T Software Section via Outlook (VHADAY IRM-SOFTWARE) or VistA mail (G.IRM-SOFTWARE). The message should contain the mailgroup name, spelled exactly as you named it, and a simple message indicating that you would like the private mailgroup to be converted to a public mailgroup. OI&T Staff will reply to the message once the mailgroup has been converted.

F. NT Password Reset ToolThis Active Directory management console tool is designed to assist the AC’s with supporting the users in their service. This tool will allow the AC to reset their service users NT account password.

More Information about how to use this tool can be found in Appendix J: NT Password Reset Tool

G. Useful References

1. Websites OI&T Service Portal is a great resource for very useful support documents about various

topics, such as: Microsoft Office 2003/2007, printers, and even activities relating to User Maintenance Support/RotationWebsite Resource: https://vhav10share.v10.med.va.gov/sites/Dayton/irm_helpdesk/default.aspx

Office of IT Strategy Home is a great knowledge base of information on how OI&T supports the Department of Veterans AffairsWebsite Resource: http://vaww.itstrategy.oit.va.gov/

Vista University has online training and documentation for a number of Training InitiativesWebsite Resource: http://vaww.vistau.med.va.gov/vistau/

Page -100-


http://vaww.vistau.med.va.gov/vistau/

http://vaww.itstrategy.oit.va.gov/

https://vhav10share.v10.med.va.gov/sites/Dayton/irm_helpdesk/default.aspx

2. General Troubleshooting TechniquesOften, IT support professionals have only a few clues when arriving at a broken computer and must troubleshoot the problem on the fly. Even the most skilled IT support technician must often examine a problem from several angles before finding the solution.

Whether you are providing in-person or on-the-phone support, you can fall into the trap of overanalyzing a problem if you're not careful. You can wind up spending an hour solving a problem that could have been resolved in seconds if you had approached the task differently.

Rule out the obvious first:

Is it plugged in? You've all heard this one. The user says, "My computer won't work." Did you check the power switch?"

Is it connected? Looking at the back of a device isn't good enough. Reach out and touch the cables and plugs to confirm that your connections are tight.

Is it grossly abnormal? If smoke is coming out of the device, or if the device is making loud noises, rebooting is probably not the best first line of defense if the device contains data that hasn't been backed up elsewhere.

Process generally follows these steps:

Gather the symptoms : Have you ever finished fixing a problem and said, "I wish I'd looked at that earlier?" Usually, this is a clear indication that you didn't look at all of the symptoms. Asking the question, "What is wrong with the system?” is one of the keys to more effective troubleshooting. More specifically, you should ask which of the known outputs of the system have moved outside of their acceptable range. By starting with the big picture and narrowing it down from there, you are less likely to overlook critical symptoms. No matter how simple or complex the system, troubleshooting begins by gathering the problem's symptoms.

Examine the system : The first step in troubleshooting a problem is to look for the obvious symptoms. Start the process of gathering symptoms by conducting an examination of the system. All your senses should be involved at this stage.

Do you smell something strange? If you want to strike fear into the heart of a systems administrator, give them a whiff of an overheated computer. When carbon (used to make resistors) gets too hot, it puts off a very distinctive odor. Do you hear an unusual sound? Contrary to popular belief, computers do have moving parts. The two biggest noisemakers in a computer are cooling fans and disk drives. When these parts start to wear out, the first symptom you are likely to identify will be an audible one. Do you see something out of place? Examining the connectors and checking the LEDs are some of the fastest ways to start gathering symptoms. Do you have any loose components? Look for the obvious.

Page -101-


Ask questions : During this initial phase of troubleshooting, you should be asking questions. The questions you ask depend on the system you are troubleshooting. Most of you have probably heard or asked these questions many times. The more pertinent your questions, however, the more likely you are to define the problem quickly and accurately. For example, if a user calls up and says that he or she cannot print to a network printer, you should ask the following questions:

Can you (the user) print to a different printer? Can other users print to the printer? Do they receive any error messages? When was the last time they could print?

Examine the outputs : The next step involves figuring out which outputs of the system are outside the realm of "normal" operation. This step is important because most users don't know whether components and their outputs are functioning correctly.

For example, a user will tell you that they cannot see their "M:" drive. It's your job to figure out if the problem is due to a network problem, a permissions problem, an administrator error, and so on.

Play the odds: One of the easiest lessons learned in troubleshooting is to play the odds. Certain system components are more likely to fail than others. Usually, these components receive the most interactions. In mechanical terms, that means moving parts wear out. In electronic terms, it means that cables don't go bad in the middle. The ends of a cable receive more wear and tear, and are therefore more likely to fail.

Identify the weak links: Not all components are created equal. Experience with specific systems helps us to identify those weak links. Over time, we begin to recognize the symptoms created by them and can easily identify the root problem.

Stack the deck in your favor: Every year, casinos rake in obscene amounts of money by stacking the odds against you. In order to win the troubleshooting game consistently, you have to develop processes and methodologies like the ones discussed to stack the odds in your favor.

Anybody can fix the easy problems. The real question: How do you handle the tough ones?

Page -102-


Page -103-


III. Appendices

Appendix A: Office of Information & Technology (OI&T)

OI&T MissionWe partner with our business units to enable the VA to become a Veteran centric service provider through the delivery of available, adaptable, secure, and cost effective technology services.

OI&T Supports the VA Enabling Goal:Deliver world-class service to veterans and their families through effective communication and management of people, technology, business processes and financial processes

To learn more about OI&T’s Mission, please visit the OI&T Internet website:Website Resource: http://www.oit.va.gov/index.asp

OI&T Vision

Provide a continually available, readily accessible, and fully automated health care system.

Train each end user to make optimal use of the products available to them. Equip OI&T in order to keep the Medical Center on the forefront of information system

technology.

Page -104-


http://www.oit.va.gov/index.asp

Dayton OI&T is divided into three sections: Software, Hardware/Office Automation (HW/OA), and Telecommunications (TELECOM).

Page -105-


Page -106-


Software

The Software section is primarily responsible for maintenance and support of approximately 144 VistA software applications along with the development of special programs in support of this facility. This includes evaluating and testing new software to be released VA-wide. Support is also provided for numerous commercial off-the-shelf applications (COTS), which interface with VistA and a variety of office automation applications.

ResponsibilitiesSYSTEM MANAGEMENT AND MAINTENANCE

VISTA

TRAINING APPLICATION COORDINATORS

o BASIC AC TRAININGo BASIC TO ADVANCED FILEMANAGER TRAINING

ASSISTANCE APPLICATION COORDINATORS

VISTA SOFTWARE SUPPORT SOFTWARE MAINTENANCE SOFTWARE DEVELOPMENT SOFTWARE INSTALLATION APPLICATION SUPPORT

o USER FILE MAINTENANCEo MENU MANAGEMENT

Page -107-


Clinical Application Coordinators (CACs)

Clinical Application Coordinators (CAC) support VistA computer applications, such as CPRS and Health Summary, Women’s Health Initiatives, Mental Health and Event Capture which concentrate on evolving automation of the clinical record and functions supporting clinicians and other health care providers in multiple using services. CAC's are responsible for the overall planning, direction, and support of the implementation of these packages. For more information about the CAC staff, please visit the CPRS Information portal on the VA intranet homepage.Website Resource: https://vhav10share.v10.med.va.gov/sites/Dayton/CPRS/default.aspx

ResponsibilitiesThe CAC staff works closely with clinicians and other users to facilitate the resolution of concerns/issues/problems relating to the use of clinical software, acting as the local expert regarding the capabilities of the VA computer software and 3 rd party software in solving clinician’s computer medical care needs.

Additional CAC responsibilities:

Assesses and evaluates both inpatient and outpatient care processes. Works directly with clinicians to customize/configure clinical software

applications to meet the patient care needs.

Examples of customization include but are not limited to:

(1) Clinician menus

(2) Progress note titles/templates,

(3) Clinical reminders,

(4) Consults

(5) Health summaries

(6) Parameter settings for view alerts/notifications and for order checks

(7) Print parameters

(8) Quick orders & order sets

(9) Other system-wide and individual parameter settings, and VISTA Imaging, etc.

Page -108-


https://vhav10share.v10.med.va.gov/sites/Dayton/CPRS/default.aspx

Hardware/Office Automation

The Hardware/OA section is primarily responsible for support of any hardware equipment including PCs, printers, laptops/notebooks, and scanners. They also administer the internet, intranet, user network accounts, and are responsible for all Microsoft applications (Outlook, Word, etc.)

ResponsibilitiesSYSTEM MANAGEMENT AND MAINTENANCE

VISTA IMAGING WEB SERVER APPLICATION SERVERS FILE SERVERS INTEGRATION OF NEW AUTOMATED MEDICAL SYSTEMS

HARDWARE TROUBLESHOOTING PERIPHERAL DEVICES PCS

TRAINING END-USERS

o KERNEL APPLICATION COORDINATORS

o BASIC TROUBLESHOOTING

ASSISTANCE OFFICE AUTOMATION END USER APPLICATION COORDINATORS SUPER USERS

OA SUPPORT OA DEVELOPMENT OA MAINTENANCE

EQUIPMENT LOGISTICS EIL LOCATIONS SPACE FILE ACCURACY EQUIPMENT INSTALLATIONS EQUIPMENT MOVES

SECURITY MS PATCHES

Page - 109 -

August 2009 Application Coordinator V. 5.0 User Manual Medical CenterDayton, Ohio

SECURITY UPDATES DAT FILE UPDATES

Telecommunications

The Hardware/OA section is primarily responsible for support of any hardware equipment including PCs, printers, laptops/notebooks, and scanners. They also administer the internet, intranet, user network accounts, and are responsible for all Microsoft applications (Outlook, Word, etc.)

ResponsibilitiesTELEPHONY

EQUIPMENTo ASSIGNMENTo RELOCATIONo SUPPORT

ANCILLARY SERVICES

DATA COMMUNICATION NETWORKS MANAGEMENT AND MAINTENANCE FIBER OPTIC NETWORK

Page - 110 -


Help Desk

Hardware/OA IT Specialists currently staff the OI&T Help Desk. The Help Desk provides support to all Dayton VAMC users, CBOCS, Teleworkers, Remote Users, Tenants, and users within the VISN who have shared access to the system. The Help Desk attendant ensures proper distribution of user requests for assistance among the other sections of OI&TS and provides immediate resolution to user problems where feasible. OI&T is also available for assistance by entering an ADP Alert Request in VistA.

Page - 111 -


Who To Call

Help Desk: x2301

Laptop Reservations: x1229

Kernel Training: Kent x1229CPRS Overview Training:Clinical Software Support:

JulieLeah

x2547x2561

VistA Access Codes:Application Coordinator Training:VA FileManager Training:

GlennRandyPatrick

x2546x2302x2306

Network User Accounts : SueCharay

x2559x1173

Telephony: x2301Or send an outlook email to VHADAY IRM TELECOM

After Hours Support: AOD x1904

Hours of Operation

OI&T Hours of operation are Monday through Friday from 7:00am to 5:30pm. As an AC you may request a Liebert access card. This card will allow you restricted access to OI&T, usually between the hours of 8:00am and 4:00pm. There is a two card limit per service. Card requests can be directed to Susan Sherer, FCIO.

Computer down times will be listed on the VISTA log in screen alerting users of planned downtimes. Package installation downtimes are usually scheduled in advance. They generally take place about once a quarter on the weekend.

The call back system for after hours is done through the Administrator on Duty (AOD). Users having problems should contact the AOD who then can either fix the problem or notify the appropriate OI&T staff if necessary. The types of problems that warrant contact of OI&T staff are normally of an urgent nature and affect a number of users. Problems such as printer/terminal malfunctions are not considered an emergency if there are other devices available in the area.

Package Support Breakdown

Quarterly, the VISTA packages are rotated amongst the computer programming staff in the Software Section. This rotation provides OI&T staff with a better overall understanding of all the packages. Additionally, it provides greater flexibility for troubleshooting as staff can better cover in the absence of other staff members. Application Coordinators receive a list via VISTA

Page - 112 -


e-mail of the packages supported by each OI&T staff member. OI&T's package group breakdown mirrors the breakdown used by the National Support team. Hence, package support rotation is based upon these package groups.

See Appendix D, for a listing of the Vista software packages, sorted by package groups

Package Groups:Management Systems/(MS/3)AXP/CLASS III (AXP)Health Provider Systems (PROV)Health Data Systems A / Health Data Systems B (HDS A / HDS B)Functional Management Systems (FMS)Patient Information Management Systems (PIMS)

See Appendix C: Acronyms, for a name reference listing, along with definitions, of nationally supported packages

Test Account Maintenance

Test Account is mirrored against Production twice per year to ensure we are testing software in the most realistic environment possible. This means that a copy, or mirror image, of Production becomes the latest test account. Any previous test account data is overwritten. This includes any menus, keys, user setups, device changes, boilerplate progress notes, templates, quick orders and any other changes made in Test account.

Two weeks prior to the mirror refresh ACs will receive a VistA e-mail announcing the date of the refresh. This is to give adequate time so that test account projects and testing can be wrapped up if possible. After the mirror refresh is completed real patient's names, social security numbers and addresses are NOT used, but there is real patient data in each record. The patient’s name, SSN and address are scrambled to help protect patient confidentiality.

Following the mirror refresh, ACs will receive a VistA e-mail notifying you of the users account you have available for training. It is the Application Coordinators responsibility to sign on to these accounts periodically to keep them active.

Backup Schedule

Backups are performed in order to facilitate restoration in case of data degradation or hardware failure. The system is down for 2 hours on the third Friday of each the month for a standalone

Page - 113 -


system backup. The backup schedule appears on the log-in screen and can always be referenced there.

Emergency Callback Cascade

OI&T maintains and distributes electronically a three-branch cascade, which is used to inform VISTA users through the Application Coordinators if there is a problem. It is important that you review the cascade entry for your service when a new one is issued, to make sure that all information pertaining to your service is correct. When OI&T initiates the callback cascade and you receive a call informing you of a problem, you must look at the cascade and call the next person in line. Try to contact The Application Coordinator first. If he/she is unavailable, try the backup and then the Service Chief. If none of these are available, call the next Service on the list, until you are able to contact someone. This ensures everyone is notified. You should keep a printed copy of the callback cascade where you can get to it, as it may not be available on-line due to system problems. It is important to replace your printed copy when a new version is sent to you.

Web Resource: https://vhav10share.v10.med.va.gov/sites/Dayton/irm_helpdesk/Lists/AC_Callback/AllItems.aspx

Mail Groups

There are several mail groups established within OI&T. It is best to use these mail groups to communicate information. It is especially useful when OI&T staff may be out of the office for the day and you may or may not be aware of it. The mail groups are as follows:

AUDIENCE OUTLOOK VISTAAll OI&T Staff VHADAY IRM STAFF INFORMATION RESOURCES

MGTSoftware Section VHADAY IRM SOFTWARE

STAFFIRM-SOFTWARE SECTION

Hardware/ Office Automation Section

VHADAY IRM HW/OA HW/OA STAFF

Telephony Section VHADAY IRM TELECOM IRM-TELECOMAll Clinical Coordinators

VHADAY CPRS COORDINATORS

CAC

Technical Staff ADP STAFF

Policies

Page - 114 -




OI&T has eight Medical Center policies published which are located on the Dayton VA intranet homepage, under the Medical Center Policies link. Web Resource: https://vhav10share.v10.med.va.gov/sites/Dayton/mcp/default.aspx

Policy Number Policy TitleIRM-01 Security of Automated Information

Systems

IRM-02 Disposition of Automated Information Systems(AIS) Electronic Storage and Memory Devices (ESMD)

IRM-03 Information Management

IRM-04 VISTA Application Coordinators

IRM-05 Personal Computer/Workstations

IRM-06 Remote Access Procedures

IRM-07 Internet Requirements

IRM-08 Telephony Equipment and Ancillary Services

Equipment Available

Conference and Training Rooms

You are able to schedule rooms for training and meetings. Use the Scheduler Menu, which is on your Application Coordinator Menu.

If you are unable to schedule a room contact Rick Swinford, Medical Education and Research service at x.2194

Printers

To Add a Printer: Please follow the user instructions provided as a link on the Dayton VA intranet homepage.

Click here to manually install your printer

Laptops

Page - 115 -


https://vhav10share.v10.med.va.gov/sites/Dayton/irm_helpdesk/Shared%20Documents/Printer%20Topics/Manually%20Add%20a%20Printer.doc


http://vaww.dayton.med.va.gov/irm/addprinter.cfm

Laptop loaners are available through OI&T. Reserve them by calling x1229 and pick them up in OI&T on the 9th floor in Rm 9D-107.

Increased demand has made it essential to return the laptops on the agreed upon date. Often, the laptop is reserved for another individual on the same date that it is returned.

Continued late returns now result in the borrower’s privileges being revoked.

Local Committees

IMC Committee

The Information Management Committee provides oversight for organization wide information management. Its membership is comprised of the Chief of Nutrition and Food Service, Chief of Staff, Chair of the Management Informatics Committee, Chief OI&T, Chair of the Clinical Informatics Committee, and Information Security Officer. The committee also provides guidance to the Clinical and Management Informatics Committees. The committee members decide what type of hardware equipment and software should be purchased. They determine which computer projects are feasible and prioritize approved local projects as well. As an AC it is possible that you may be asked to attend the meeting and provide updates or to further explain a request you have made.

IMC Minutes are distributed electronically. The minutes include: Pending install list for hardware (Engineering), PIN List for software requests, Security Officer Report, and OI&T's QA Monitors.

Clinical Informatics Committee

The Clinical Informatics Committee provides oversight for the individual patient-specific data/information related to the process(es) and/or outcome(s) of the patient's care. The committee also develops and maintains a clinical information inventory, prioritizes clinical information needs and conducts post-implementation evaluations. They meet the third Thursday of every month.

Management Informatics Committee

The Management Informatics Committee provides oversight for the data/information that can be aggregated in support of managerial decisions and operations, and performance improvement activities. The group develops and maintains a management information inventory, prioritizes computer based training needs, oversees post-implementation evaluations, and oversees data validation for the Medical Center. The committee meets the first Wednesday of every month.

Page - 116 -


Appendix B: VistA Package Name SpacesACCOUNTS RECEIVABLE PRCA MASTER PATIENT INDEX VISTA MPIADP PLANNING (PLANMAN) PRAP MCCR NATIONAL DATABASE PRQADVERSE REACTION TRACKING GMRA MEDICINE MCASISTS OOPS MENTAL HEALTH YSAUTHORIZATION/SUBSCRIPTION ASR MICOM CUAAAUTO REPLENISHMENT/WARD STOCK PSGW MINIMAL PATIENT DATASET VAMAUTOMATED INFO COLLECTION SYS IBD MYHEALTHEVET MHVAUTOMATED LAB INSTRUMENTS LA Missing Patient Reg (Original) A4ELAUTOMATED MED INFO EXCHANGE DVBA NATIONAL DRUG FILE PSNBAR CODE MED ADMIN PSB NATIONAL LABORATORY TEST LRINBED CONTROL OBA NDBI A7RBENEFICIARY TRAVEL DGBT NETWORK HEALTH EXCHANGE AFJXCAPACITY MANAGEMENT - RUM KMPR NOIS FSCCAPACITY MANAGEMENT TOOLS KMPD NURSING SERVICE NURCARE MANAGEMENT ORRC OCCURRENCE SCREEN QAOCLINICAL CASE REGISTRIES ROR ONCOLOGY ONCCLINICAL INFO RESOURCE NETWORK RG

ORDER ENTRY/RESULTS REPORTING OR

CLINICAL MONITORING SYSTEM QAM OUTPATIENT PHARMACY PSOCLINICAL PROCEDURES MD PAID PRSCLINICAL REMINDERS PXRM PATCH MODULE A1AECMOP PSX PATIENT DATA EXCHANGE VAQCONSULT/REQUEST TRACKING GMRC PATIENT FEEDBACK A4A8CONTROLLED SUBSTANCES PSD PATIENT REPRESENTATIVE QACCPT/HCPCS CODES DGYA PCE PATIENT CARE ENCOUNTER PXCREDENTIALS TRACKING QAR PCE PATIENT/HIS SUBSET PXPT

DENTAL DENPHARMACY BENEFITS MANAGEMENT PSU

DIETETICS FH PHARMACY DATA MANAGEMENT PSSDISCHARGE SUMMARY GMRD PHARMACY NATIONAL DATABASE NPS

DRG GROUPER ICDPHARMACY PRESCRIPTION PRACTICE PPP

DRUG ACCOUNTABILITY PSA POLICE & SECURITY ESDSS EXTRACTS ECX PROBLEM LIST GMPEDUCATION TRACKING PRSE PROGRESS NOTES GMRPEEO COMPLAINT TRACKING EEO PROSTHETICS RMPRELECTRONIC SIGNATURE XOBE QUALITY ASSURANCE INTEGRATION QAQENGINEERING EN QUALITY IMPROVEMENT CHECKLIST QIPENROLLMENT APPLICATION SYSTEM EAS QUASAR ACKQEQUIPMENT/TURN-IN REQUEST PRCN RADIOLOGY/NUCLEAR MEDICINE RAEVENT CAPTURE EC RECORD TRACKING RTEVENT DRIVEN REPORTING EDR REGISTRATION DGEXTENSIBLE EDITOR RGED RELEASE OF INFORMATION - DSSI DSIR

Page - 117 -


EXTERNAL PEER REVIEW QIE REMOTE ORDER/ENTRY SYSTEM RMPFFEE BASIS FB RPC BROKER XWBFUNCTIONAL INDEPENDENCE RMIN RUN TIME LIBRARY RGUTGEN. MED. REC. - GENERATOR GMRG SAGG KMPSGEN. MED. REC. - I/O GMRY SCHEDULING SDGEN. MED. REC. - VITALS GMRV SECURITY SUITE UTILITY PACK XOBUGENERIC CODE SHEET GEC SHIFT CHANGE HANDOFF TOOL CRHDGRECC CG SOCIAL WORK SOWHEALTH DATA & INFORMATION HDI SPINAL CORD DYSFUNCTION SPNHEALTH LEVEL SEVEN HL SUICIDE HOTLINE SHHEALTH SUMMARY GMTS GMTS SURGERY SRHINQ DVB SURVEY GENERATOR QAQ,QAPHOSPITAL BASED HOME CARE HBH TEXT INTEGRATION UTILITIES TIUICR - IMMUNOLOGY CASE REGISTRY IMR TOOLKIT XTIFCAP PRC UNWINDER XQORIMAGING MAG UTILIZATION MANAGEMENT ROLLUP IBQINCIDENT REPORTING QAN UTILIZATION REVIEW PRMQINCOME VERIFICATION MATCH IVM VA CERTIFIED COMPONENTS - DSSI DSICINCOMPLETE RECORDS TRACKING DGJ VA FILEMAN DIINPATIENT MEDICATIONS PSJ VBECS VBECINTAKE/OUTPUT GMRY VDEF VDEF

INTEGRATED BILLING IBVENDOR - DOCUMENT STORAGE SYS VEJD

INTEGRATED PATIENT FUNDS PRPF VHS&RA ADP TRACKING SYSTEM NTSIINTERIM MANAGEMENT SUPPORT ECT VISIT TRACKING VSITKERNEL XU VISTA WEB WEBVKIDS XPD VISTALINK XOBVLAB SERVICE LR VISTALINK SECURITY XOBSLETTERMAN WPSE VISUAL IMPAIRMENT SERVICE TEAM ANRVLEXICON UTILITY LEX VOLUNTARY TIMEKEEPING ABSV

LIBRARY LBRVOLUNTARY TIMEKEEPING NATIONAL VTK

LIST MANAGER VALM WOMEN'S HEALTH WV

MAILMAN XMWOUNDED INJURED & ILL WARRIORS WII

Page - 118 -


Appendix C: Acronyms

ADPAutomated Data Processing

ACAutomated Data Processing Application Coordinator. A service appointed position. This individual trains Users, understands the VISTA application they may support, and acts as liaison for their service with OI&TS and other ACs.

AICSAutomated Information Collection System

AMIEAutomated Medical Information Exchange

ASISTSAutomated Safety Incident Surveillance Tracking System

ASUAuthorization/Subscription

BCMABar Code Medication Administration

CACClinical Applications Coordinator. A designated individual whose primary duty is to implement and maintain VISTA clinical packages.

CIRNClinical Information Resource Network

CMOPConsolidated Mail Outpatient Pharmacy

COTSCommercial Off the Shelf. Products not developed by the VA.

CPRSComputerized Patient Record System. A computer-based patient record which unifies a patient’s medical information from a variety of sources. Includes information about a patient’s

Page - 119 -


condition(s), past treatment, problems and diagnoses, diagnostic and therapeutic procedures, interventions, advanced directives, future appointments, demographic data, lab results, and medications. CPRS uses a GUI interface.

CPTCurrent Procedural Terminology (CPT) codes published by the American Medical Association (AMA) and the HCPCS codes, published by the Health Care Financing Administration (HCFA).

CPUCentral Processing Unit. This is the “brain” of the computer system. The CPU does the actual work of the computer, including the processing and storing of information.

DHCPDecentralized Hospital Computer Program. DHCP application packages, developed within the VA, are used to support clinical and administrative functions at VA facilities nationwide. Renamed VISTA.

D&PPMDrug and Pharmaceutical Products Management, this is part of Pharmacy Benefits Management

DRGDiagnosis Related Group

DSSDecision Support System

EASEnrollment Application System

EDREvent Driven Reporting

EEOEqual Employment Opportunity

GUIGraphical User Interface. A type of display format that enables Users to choose commands, initiate programs, and other options by selecting pictorial representations (icons) via a mouse or a keyboard.

HBHCHospital Based Home Care

HINQ

Page - 120 -


Hospital Inquiry

HDIHealth Data and Informatics

HL7Health Level Seven – HL7 is a standard protocol which specifies the implementation of interfaces between two computer applications (sender and receiver) for electronic data exchange in healthcare environments.

ICDInternational Classification of Disease Code

IFCAPIntegrated Funds, Distribution, Control Point Activity, Accounting and Procurement

IMInformation Management

OI&TInformation Resources Management Service. A service at VA facilities responsible for computer management and system security.

ISOInformation Security Officer: Ensures that all computer Users and IM staff are following information security guidelines and reports and takes action to correct any violations. Handbook Greater Los Angeles Healthcare SystemIVMIncome Verification Match

MCCRMedical Care Cost Recovery

MAFMumps AudioFax

NHENetwork Health Exchange. Component that provides clinicians quick and easy access to patients’ information from any VA medical facility where they have been treated. The Remote Data Views tab from the CPRS GUI will eventually replace this option.

NOISNational On-Line Information Sharing. An option on FORUM for OI&T and ACS to record and track problems with VISTA applications.

Page - 121 -


OE/RROrder Entry/Results Reporting. A generic package developed to interface with all VISTA packages and now part of CPRS.

PAIDPersonnel and Accounting Integrated Data

PCEPatient Care Encounter

PCMMPrimary Care Management Module

PDXPatient Data Exchange. A utility for the electronic lookup of patient information between VA facilities. The Remote Data Views tab from the CPRS GUI will eventually replace this option.

PIMSPatient Information Management System

PPPPharmacy Prescription Practice

QUICQuality Improvement Checklist

RAI/MDSResident Assessment Instrument/Minimum Data Set

ROESRemote Order Entry System

RPCRemote Procedure Call – RPC Broker is a bridge connecting the client application front-end on the workstation (e.g. CPRS) to the VistA M-Based data on the server

TIUText Integration Utilities

VDEFVistA Data Extraction Framework

VISN

Page - 122 -


Veterans Integrated Service Networks. Geographic groupings of VA medical facilities which together share resources and collaborate to maximize use of resources and efficiently meet the needs of veterans in their service areas.

VISTVisual Impairment Service Team

VistAVeterans Health Information Systems and Technology Architecture. VA’s comprehensive and integrated facility-wide computer system. It consists of hardware, software packages, and national support for system-wide and station-specific clinical and administrative automated needs

Page - 123 -


Appendix D: Software Package Groups

AXP FMS HDSNEW PERSON VOLUNTARY TIMEKEEPING AUTHORIZATION/SUBSCRIPTIONCAPACITY MANAGEMENT - RUM ASISTS AUTOMATED LAB INSTRUMENTSCAPACITY MANAGEMENT TOOLS DSS EXTRACTS CARE MANAGEMENTHEALTH DATA & INFORMATION E CLAIMS MANAGEMENT ENGINE CLINICAL CASE REGISTRIES

HEALTH LEVEL SEVENEMPLOYEE EDUCATION TRACKING

CLINICAL INFO RESOURCE NETWORK

HEALTHEVET DESKTOP ENGINEERING CLINICAL LEXICON UTILITYKERNEL EQUIPMENT/TURN-IN REQUEST CLINICAL PROCEDURESMAILMAN GENERIC CODE SHEET CLINICAL REMINDERSMYHEALTHEVET IFCAP CONSULT/REQUEST TRACKINGRPC BROKER INTEGRATED PATIENT FUNDS DIETETICSTOOLKIT LIBRARY FUNCTIONAL INDEPENDENCE

VA FILEMAN PAIDGEN. MED. REC. - I/O (INTAKE/OUTPUT)

VAX CAPACITY MANAGEMENT PATIENT FUNDS ACCOUNTING GEN. MED. REC. - VITALSVDEF POLICE & SECURITY HEALTH SUMMARYVISTALINK PROSTHETICS IMAGINGVISTALINK SECURITY REMOTE ORDER/ENTRY SYSTEM LAB SERVICE

VOLUNTARY SERVICE SYSTEM LAB SITE CODELABORATORY ARCHIVINGLABORATORY ORDER ENTRYLEXICON UTILITYMEDICINEMENTAL HEALTHNETWORK HEALTH EXCHANGENURSING SERVICEORDER ENTRYORDER ENTRY/RESULTS REPORTINGPROBLEM LISTRADIATION SAFETYRADIOLOGY/NUCLEAR MEDICINESOCIAL WORKTEXT INTEGRATION UTILITIESVISTA WEBVISUAL IMPAIRMENT SERVICE TEAMWOMEN'S HEALTH

MS/3 PIMS PROVACCOUNTS RECEIVABLE AUTOMATED MED INFO EXCHANGE ADVERSE REACTION TRACKINGAUTOMATED INFO COLLECTION SYS BENEFICIARY TRAVEL AUTO REPLENISHMENT/WARD

Page - 124 -


STOCKDHCP MAF APPOINTMENT SYSTEM CLINICAL MONITORING SYSTEM BAR CODE MED ADMINEEO COMPLAINT TRACKING COMP AND PEN EXAM CMOPEVENT CAPTURE CPT/HCPCS CODES CONTROLLED SUBSTANCESFEE BASIS CPT/HCPCS CODES DENTALGENERIC INVENTORY PACKAGE DRG GROUPER DRUG ACCOUNTABILITYINCOME VERIFICATION MATCH DVBZ ICR - IMMUNOLOGY CASE REGISTRY

INTEGRATED BILLINGENROLLMENT APPLICATION SYSTEM INPATIENT AUTO REPLENISH

LIST MANAGER EVENT DRIVEN REPORTING INPATIENT MEDICATIONSMAF APPT HINQ IV MEDICATIONSMCCR NATIONAL DATABASE - FIELD HOSPITAL BASED HOME CARE NATIONAL DRUG FILEPATIENT FEEDBACK INCIDENT REPORTING ONCOLOGYPATIENT REPRESENTATIVE INCOMPLETE RECORDS TRACKING OUTPATIENT PHARMACYPRCA - IFCAP ACCOUNTS RECIEVABLE MASTER PATIENT INDEX VISTA

OUTPATIENT PHARMACY ARCHIVING

RELEASE OF INFORMATION - DSSI OCCURRENCE SCREEN PHARMACYVA CERTIFIED COMPONENTS - DSSI OCCURRENCE SCREEN/MONI PHARMACY 2000

PATIENT DATA EXCHANGEPHARMACY BENEFITS MANAGEMENT

PCE PATIENT CARE ENCOUNTER PHARMACY DATA MANAGEMENT

QUASARPHARMACY PRESCRIPTION PRACTICE

RECORD TRACKING SURGERYREGISTRATION SURGERY STAFF/RESIDENTSCHEDULING UNIT DOSE MEDICATIONSSPINAL CORD DYSFUNCTION UNIT DOSE/ATCVENDOR - ACCU-MAX UNIT DOSE/MARsVISIT RECORDVISIT TRACKINGWOUNDED INJURED & ILL WARRIORS

Page - 125 -


Appendix E: GlossaryAccess CodeA unique code assigned to a User. An access code must be a combination of letters and numbers. When used in conjunction with a verify code, the individual is then able to log on to VISTA (see verify code).

ADPAC

Automated Data Processing Application Coordinator. A service-appointed position based on knowledge of the service, computer/ VISTA skills, and ability to manage operations, train users and act as a liaison for service with OI&TS and other ADPACs. Also abbreviated to “AC”.

Alpha SiteFacility where the first stage of testing/prototyping of a VISTA package occurs before distribution to secondary (Beta) sites. The purpose of Alpha testing is to obtain an early evaluation of the functionality of the package and to provide a development environment for refinement of the software.

ApplicationIn VISTA, software that supports the automation of a service or product line or function.

ArchivingA procedure to remove data from an active on-line database and place on a low cost storage medium such as magnetic tape for long-term retention and retrieval when necessary. Each VISTA application has suggested and mandatory guidelines or archiving and purging outlined in the documentation.

Beta SiteSites where the second stage of software testing occurs. The primary purpose of Beta testing is to measure and enhance the portability of the package. A secondary goal is to further evaluate the functionality of the package in varied environments. After thoroughly testing the software, it is then released for ISC verification and distribution to all sites.

Callback InquiryA “common option” available to all VISTA Users. This option displays the individuals on-call for a selected service.

Caret (^)Also known as the “up-arrow” or jump. In many VISTA applications, Users can jump from one field to another, jump to an option, or exit. (See also “Double Up-Arrow Jump(^^)” and “Rubber Band Jump(^^)”).

Class 3 SoftwareSoftware developed by a site and not by the VA national developers. Frequently, sites share their original programming efforts with other sites. Sometimes locally developed programs are embraced by national developers and released to all sites, with modifications. Greater Los Angeles Healthcare System

Common Options

Page - 126 -


Options available to every VISTA User. Mailman, Options, Telnet, Toolbox, and Work Orders are a few examples. The common options menu is available to all Users that have computer access. OI&T maintains the common menu. Items that should be available to all computer Users are added to this menu.

Dedicated PrinterA printer that is defined in the VISTA system allowing all Users access.

DefaultThe display of the most probable responses by the computer User. In VISTA, the default answer is preceded by the double slash marks (//). To accept a default, press the enter key or return.

DelegateA delegate is usually a coordinator of an application who has the responsibility of assigning menus and keys to Users. This individual can also make another individual a delegate by using the “Select Options to be Delegated” option. For example, a coordinator might select and train a staff member to serve as an alternate AC. Therefore, as a delegate, the AC has the ability to delegate menus and keys to Users who in turn can assign them to other Users.

DeviceTerminals, printers, modems, and other types of hardware and equipment associated with a computer.

Device Number/NameThe number which is assigned to each hardware component number (e.g., CRT, printer) identifying where that component is connected to the computer system and how to connect to it electronically.

Double JumpCommand to move directly to a selected menu option and return to Up-Arrow the original starting point. To perform this option, enter two up-Jump (^^) arrows and the name of an option (for example^^Read a Message). (Also known as the “Rubber Band Jump(^^)”.

E3RElectronic Error and Enhancement Reporting. A FORUM option for ACS to requestenhancements to VISTA software.

Electronic SignatureA unique string of letters and numbers that serve as a legal electronic signature on computerized documents. As with access and verify codes, these codes shall not be shared with anyone! Users can edit their Signature Codes by selecting the option from the Common Options menu.

Employee MenuA “common option” available to all VISTA Users. This option allows an employee to view or print leave used, current leave balances and requests, personnel data, and requests for leave. An ndividual can only view his/her own information. Your terminal type must be set to at least C-VT100.

FileManager

Page - 127 -


A data base management system written in M and used to define, enter, and retrieve information. Also known as Fileman.

FORUMA national computer system available to VISTA Users at all Veterans Health Administration (VHA) facilities. Options include, but not limited to, electronic mail, patch listings, and E3R information.

HardwarePhysical components of a computer.

Help FramesA “common option” available to all VISTA Users. This option will display a brief description of a VISTA option and how to execute it properly.

KERNELVISTA Software utilities that function as an intermediary between the host operating system and VISTA application packages. The KERNEL provides a consistent User and programmer interface as well as tools for managing menus, security, and devices.

Line EditorVA FileManager’s “scroll and roll” word processing editor. Using Screen editor is now recommended.

MThe programming language used in VISTA packages. Previously called MUMPS.

Mail GroupsA group of VISTA Users with a common purpose or task. When a message is sent to a group, each member of the mail group receives the message. At the “Send to:” prompt at VISTA Mailman Send a message option, enter G. followed by the name of the mail group. For example, sending a message to G.VHAGLA REGISTER will send a message to the IT Training Team.

MailManA “common option” available to all VISTA Users. This is the VA’s electronic messaging system to transmit messages, computer programs, data dictionaries, and data between Users at the same facility or at remote sites.

Main Work Order MenuA “common option” available to all VistA Users to electronically request Engineering work orders.

Mirror AccountThe “account” on the computer where Users log on and practice using new applications without impacting patient care, employee data, etc. Also known as Test Account. After signing on to VISTA, select VI22 and then TMA.

Name SpaceA programming convention using a unique 2-4 character prefix for package components such as options and routines.

Page - 128 -


New PersonThis is the name of the file that contains all the information about GLA’s computer Users.

OptionA software routine invoked by the User that launches and executes a function or task.

PatchEnhancement or correction to a software program.

Person ClassA mandated occupational code assigned to health care providers to complete the recording of ambulatory care encounters.

Post A BulletinA “common option” available to all VistA Users. This option is currently used for requesting library information or book loans.

Preferred EditorThe editor of choice for a User for entering word processing text in VISTA. Also see ScreenEditor.

Primary MenuA menu consisting of options consistent with the User’s duties. Primary menus are assigned to Users based on their job functions. This menu consists of a group of options that are presented to the User when they first sign on to the system. Primary menus are designed to meet the computer needs of groups of Users. Therefore, the same menu can be assigned to many individuals.

PromptA message displayed on the computer screen that requires the User to enter a response.

PurgeThe permanent removal of data from the computer. See also Achive.

Queue Print JobA printing task that is sent for processing as a background job that allows the User to proceed with other computer tasks. If a print task is not queued then the User must wait until the printing is finished.

REMEDYA web based COTS product for reporting problems to national support. This software allows sites to enter and track fixes for problems reported nationally.

Rubber Band Jump (^^)Command that allows movement of the cursor from one option to another and then to return to the original option (See also “Double Up-Arrow Jump(^^)”).

Page - 129 -


Screen EditorVA full screen word processing editor to enter text such as VISTA e-mail messages, progress notes, comments, etc. while using the function keys for editing. For a complete list of functions press the PF1 key followed by the H (Help) key for a list of editing commands while in the text edit mode.

Secondary MenuOptions assigned to an individual that are in addition to those on the primary menu. These menus are options Users may need to accomplish additional duties such as Time Keeping. Secondary menus can be viewed by typing two question marks at the “Select Option” prompt. If a group of Users need options from a variety of applications, the AC can request to have the options combined into one menu. This eliminates adding them one at a time to each individual’s secondary menu.

Security KeyAllows a User to access options which have been designed for limited access.Some menus/options are locked with keys to restrict User access. If a menu/option has a security key assigned, only the holders of that key can access the menu/option. When appropriate, ACs can allocate keys to Users needing access to these options.To view security keys associated with options, type two question marks (??) at any “select option” prompt. The menu options are displayed as well as any keys required to access them.

Site ParametersFiles for VISTA applications/packages which must be populated prior to use. Entering the appropriate information into these files is the responsibility of the AC and OI&T.

SoftwareComputer programs allowing the User to interact with the terminal and computer.

SpoolerAn option that stores output in a VISTA system file rather than to the screen or printer. The document can be retrieved and sent to a printer at a later time. Contact the Help Desk to get access to the Spooler.

Super UsersIndividuals knowledgeable in a VISTA application who provide “front-line” support to other Users in their area and also encourage its use.

Test AccountThe “account” on the VISTA computer system where Users can log on and practice using new applications without impacting patient care, etc. Also known as Mirror Account.

ToolBoxA “common option” available to all VISTA Users. This option allows a User to edit his/her electronic signature codes, initials, telephone number, verify code, etc. Also known as TBOX.

Up-ArrowTo cancel, exit, or jump out of the current menu.

Page - 130 -


Verify CodeA code, that along with the access code, identifies the User to the system when logging onto VISTA (see access code). Users can change their verify codes by accessing the TBOX options.

View AlertsA “common option” available to all VISTA Users. An electronic message sent to a User, or a group of Users, notifying them of a situation such as an abnormal lab result for a patient, unsigned progress notes, unsuccessful completion of a computer report, completion of a task, etc. Some Alerts are informative and others require action on part of the user.

Page - 131 -


Appendix F: Pre-Release Patches/PackagePatches must also be tested at a few select sites before being nationally released. There are two stages of pre-release testing.

Testing Phase Definition

Alpha Test The first stage of testing/prototyping of a VISTA package before distribution to secondary (Beta) sites. The purpose of Alpha testing is to obtain an early evaluation of the functionality of the package and to provide a development environment for refinement of the software.

Beta Test The second stage of pre-release software testing. The primary purpose of Beta testing is to measure and enhance the portability of the package. A secondary goal is to further evaluate the functionality of the package in varied environments. After thoroughly testing the software, it is then released for distribution to all sites.

The selection of an Alpha or Beta test site is subject to the concurrence of the site's Director and, when necessary, the respective VISN Director and/or Office of Information & Technology (OI&T).

Initial Acceptance of testing a Pre-Released Patch/Package will be made by the Service ADPAC and communicated to OI&T

A written agreement or contract concerning the testing shall be executed between the Project Team and each test site. This memorandum of understanding will be initiated by the OI and include the VISN CIO and test facility.

The agreement will speak to all aspects of the test in terms of:Resources;Requirements;Staff involvement;Review responsibilities; andSpecific conditions regarding the test, such as Project Team access to the test site computing environment.The agreement shall list all functions that the test site is to test and evaluate.

Procedures for Alpha Test

The purpose of Alpha testing is to place the package in a production environment to obtain an early evaluation of its performance. The Alpha test site(s) serve as the initial field test of the

Page - 132 -

July 2006 Application Coordinator V. 4.0 User Manual Medical CenterDayton, Ohio

package and provides a development environment for refinement of the software. The Project Development Team may contact as many Alpha test sites as is appropriate for adequately testing the package. Selection of an Alpha test site is a critical step in the development of a national package.

Requirements of an Alpha test site: It should have close working relationship with the Project Team. It should have adequate Automated Data Processing (ADP) hardware resources. The Project Team must provide the site with a reliable estimate of the hardware resources

the package will consume. The Project Team must make all possible efforts to ensure that the released national

packages will not be compromised by the test. The services impacted by the patch/package must be willing to commit extensive

resources, especially full-time employee equivalent (FTEE) (including an application coordinator), to test the package.

Key individuals at the test site must be supportive of the package testing. These individuals include, but are not limited to, the VISN CIO, IRM CIO, and the Manager (Chief or equivalent) of the Service or Program area for which the software applies.

The test site must understand that they will serve to ferret out functional oversights, design problems, programming bugs, and documentation shortcomings.

Willing to test all components of a patch/package and all test versions up to the designated release of the national patch/package.

Key participants must be willing to test the patch/package extensively according to guidelines provided by the Project Team and to provide a written report on the resultant software test.

The test site should be willing to host review bodies. Such bodies may be representative user focus group(s), OIs, and VA Program Offices affiliated with the package.

After Alpha testing is complete the patch/package is installed at Beta test site(s).

Procedures for Beta Test

The purpose of Beta testing is multi-fold. The primary goal is to measure and enhance the portability of the patch/package. As a second goal, the Beta test site(s) serve to test the patch/package by identifying problems and subsequently testing the associated resolution. Generally, the same requirements for Alpha test sites should be used for Beta test sites.

After Beta testing is complete the patch/package is released nationally to the field.

Page - 133 -


Appendix G: Installation of Packages

Installation of initial version and new releases

When packages are first installed there are many aspects to be considered. For example, hardware requirements must be considered, and any additional furniture requirements must be referred to Environmental Management Service. Packages are installed into the test environment initially. This allows users to access the new software in a safe environment. Data in the test account should be entered with some variety not necessarily volume. Test account should be consistently updated to avoid a need for data to do testing and not have it available.

Installation checklist

The installation of a new package requires much planning. The AC must outline the tasks which need accomplished. Pre-installation begins as soon as a package has been installed into Test Account. You will be working closely with the programmer implementing the package. They will provide you with an installation checklist, pre-implementation and post-implementation steps which must be completed.

Page - 134 -


Appendix H: New Service Request using E3RThe Electronic Error and Enhancement Reporting (E3R) package is designed to support the reporting and tracking of errors occurring in VistA applications and of recommendations for enhancements to the same applications.

Note: At this time, only enhancements are reportable in the E3R package.

Before submitting an E3R request, coordination should be made with OI&T

An E3R request is submitted via Forum

Select Package Enhancement Main Menu (E3R) Option: ?

Enter E3R Request Modify Unsent E3R View an E3R Request Cancel E3R Categorize E3R by EP member Reports ... Generate User Manual

Page - 135 -


Appendix I: Scheduler Menu Training

Background Information

The Scheduler is a general-purpose system used to help with scheduling conference rooms. Once a user gains access to the scheduler, he/she may schedule any number of items. The Scheduler is menu driven, and subject to the availability of the rooms. To gain access to the Scheduler menu, please contact Donna Simmons at x2165.

IRM has established training rooms that are shared for training purposes between office automation and VISTA training sessions. The other computer training room within the hospital is the Nursing Training room. It is important to coordinate the use of these rooms since they are shared by various areas.

Select Scheduler Menu Option: ? CAN Cancel a Repeating Scheduled Event CRS Conference Room Scheduler Search DAG Day at a glance ES Edit a schedule INQ Inquire to Conference Room Descriptions LSE List scheduled events MAG Month at a glance SRE Schedule a repeating event Enter ?? for more options, ??? for brief descriptions, ?OPTION for help text.

Adding an Event to a Schedule

Adding an event is used when the user needs to schedule a conference room for a session. The following fields are to be filled in when adding an event.

Date: This is the actual date the event will occur

1. Select "Edit a Schedule"

2. Select a schedule type

EXAMPLE: IRM Training Area 9D-138

3. Select the item you wish to schedule

EXAMPLE: DHCP Training Area or OA Training Area

Page - 136 -


4. Enter the date you want to scheduleUse standard formats to enter the date. If the year is left off the computer will assume the current year. This is important to remember if you are scheduling a date(s) in the future.

If the date you select is a holiday the computer warns you that you have selected a holiday and asks if you want to continue. You can schedule events on a holiday so be careful.

If the date you select has any previously scheduled events the computer will show you those events for that item.

5. Enter the starting time

Use either a 24 hour clock or indicate AM or PM when entering the time. If you enter a time between 12:00 and 5:50 and do not specify AM, the computer assumes PM. If you need to schedule a time after 5:50 and you do not specify PM the computer assumes AM. The same holds true for the ending time. The computer checks for any time that will overlap another time.

6. Enter the description

The description must be between 3 and 80 characters in length and is a required field. If the ending time and the description are not entered the event will not be schedule. After the description is entered you will be prompted to enter another date.

7. Notes field (optional)

This field is used to enter information about the event scheduled. For example, you can enter the number and names of the people scheduled for training. This is a free text field and is optional. It is to be used so other Application Coordinators can see information about the event scheduled. You would enter, edit and delete in this field using the standard Fileman word processing editor.

Page - 137 -


Adding an Event

Select Application Coordinator Menu Option: SCHeduler Menu Select Scheduler Menu Option: EDit a schedule ----------------------------------------------------------------- CEC SCHEDULER: Schedule or reschedule an event ----------------------------------------------------------------- What do you want to schedule: IRM TRAINING AREA 9D-138 Select IRM TRAINING AREA 9D-138: DHCP TRAINING AREA Date: T (JUL 18, 2006) (Tuesday) JUL 18, 2006 No items scheduled yet Select STARTING TIME: 08:00 (8:00AM) Are you adding a new item ? Y (YES) ENDING TIME: 08:59 (8:59AM) DESCRIPTION: Application Coordinator's Training Select STARTING TIME:

----- NOTES FOR JUL 18, 2006 ----- ==[ WRAP ]==[ INSERT ]================[ <PF1>H=Help ]====<=======T=======T=======T=======T=======T=======T=======T=======T

Changing an Event

It may be necessary to re-schedule an existing event for a variety of reasons. This can be accomplished by following these steps:

Follow steps 1 through 5 of "Adding an Event"

6. After you have entered the starting time of the event you want to edit you will be prompted with the default starting time, ending time and the description of the events. Enter the change or accept the default to keep the fields the same. Remember that starting time, ending time, and description fields are required in order to change the time for the specific day. You will again be prompted by the date field to edit another date and the notes field. You may only change fields on your own entries.

Select Scheduler Menu Option: EDit a schedule ----------------------------------------------------------------- CEC SCHEDULER: Schedule or reschedule an event

Page - 138 -


----------------------------------------------------------------- What do you want to schedule: IRM TRAINING AREA 9D-138 Select IRM TRAINING AREA 9D-138: DHCP TRAINING Date: T (JUL 18, 2006) (Tuesday)

JUL 18, 2006 Current schedule: 8:00AM to 8:59AM Application Coordinator's Training Select STARTING TIME: 08:00 (8:00AM) Application Coordinator's Training STARTING TIME: 8:00AM// 08:10 (8:10AM) ENDING TIME: 8:59AM// (8:59AM) DESCRIPTION: Application Coordinator's Training Replace Select STARTING TIME:

----- NOTES FOR JUL 18, 2006 ----- ==[ WRAP ]==[ INSERT ]================[ <PF1>H=Help ]====<=======T=======T=======T=======T=======T=======T=======T=======T

Deleting an Event

After you have scheduled a conference room, you may find it necessary to cancel the scheduled event. The following is how to cancel a scheduled event.

Follow steps 1 through 5 of "Adding an Event".

6. After you enter the starting time, you will be offered the default starting time. Enter a "@" if you want to delete this time. The computer will ask you if you want to delete it. A "yes" answer will delete the event from the schedule for the date specified. You may only delete your own entries.

7. Notes Field. If you delete an event and you had entered notes for that particular time, remember to remove the notes from the notes field.

Select Scheduler Menu Option: Edit a schedule ----------------------------------------------------------------- CEC SCHEDULER: Schedule or reschedule an event ----------------------------------------------------------------- What do you want to schedule: IRM TRAINING AREA 9D-138

Select IRM TRAINING AREA 9D-138: DHCP TRAINING

Page - 139 -


Date: T (JUL 18, 2006) (Tuesday)

JUL 18, 2006 Current schedule: 8:10AM to 8:59AM Application Coordinator's Training Select STARTING TIME: 08:10 (8:10AM)

Application Coordinator's Training STARTING TIME: 8:10AM// @ Are you sure you want to KILL this event ? NO// Y (YES) Select STARTING TIME:

----- NOTES FOR JUL 18, 2006 ----- ==[ WRAP ]==[ INSERT ]================[ <PF1>H=Help ]====This is a test of how to remove notes. Press the back space key to delete this text.<=======T=======T=======T=======T=======T=======T=======T-----

Day at a Glance

A quick review of the activities scheduled for a conference room for a day can often times be helpful. The option "Day at a Glance" will provide this information.

Choose the option Day at a Glance and follow steps 2 through 4 of "Add an Event".

5. After you enter the date the computer will show a time line beginning at midnight and ending at midnight with each hour broken up into six increments. Each increment is represented by a dot if that increment is free or a zero if that increment is scheduled. If there are not scheduled events or notes, the computer will respond with "Nothing entered yet for this date" and will prompt you for another date.

6. After you have viewed the time line the computer will ask if you want to see details. If you wish to see details you will see a listing of all events scheduled for the item on the selected day. The list shows starting and ending times, the description, the date and time entered, and the person who entered the event. If the event has been edited, the date and time it was edited, and the person who last edited the event is displayed. The computer will list any notes entered for the event on the selected day.

Select Scheduler Menu Option: DAG Day at a glance ----------------------------------------------------------------------------- CEC SCHEDULER: Day at a glance

Page - 140 -


----------------------------------------------------------------------------- What type of schedule do you want to see: IRM TRAINING AREA 9D-138 Select IRM TRAINING AREA 9D-138: DHCP TRAINING Date: T (JUL 18, 2006) (Tuesday)

Do you want to see details ? YES// (YES) EVENTS SCHEDULED FOR DHCP TRAINING as of JUL 18, 2006 Between JUL 18, 2006 and JUL 18, 2006 Page 1 =========================================== Tuesday – July 18, 2006 DHCP TRAINING =========================================== 8:00AM-8:59AM Application Coordinators Training Entered on: JUL 17, 2004@14:42 By: BATES,REBECCA J

Month at a Glance

When trying to plan an event during consecutive days, a month of scheduled activities would be helpful. The option "Month at a Glance" offers this feature. If the date does not appear, then there are no activities scheduled for this date.

Choose the option Month at a Glance and follow steps 2 and 3 of "Add an Event".

4. At the enter month prompt enter the month and year you wish to view. The computer will print a calendar for the selected month. The calendar shows for each day the number of scheduled items and whether there are any notes. The calendar also shows any holidays that occur during the month.

5. After the computer prints the calendar you will be asked if you want a detailed list of the scheduled items. If you respond "yes" you will be prompted to enter the first date to print (the computer offers the first day of the selected month as a default). The computer prints out a list of all the scheduled events and notes for the item on the selected range of days. This list is the same as the "Day at a Glance" detailed listing.

Select Scheduler Menu Option: MAG Month at a glance ----------------------------------------------------------------- CEC SCHEDULER: Month at a glance ----------------------------------------------------------------- What type of schedule do you want to see: IRM TRAINING AREA 9D-138 Select IRM TRAINING AREA 9D-138: DHCP TRAINING

Page - 141 -


Which month: T (JUL 18, 2006) Which output device HOME// RIGHT MARGIN: 80//

Do you want a list of scheduled items ? NO// Select output device HOME// RIGHT MARGIN: 80//

List Scheduled Events

Select option "List Scheduled Events" and follow steps 2 and 3 of "Add an Event".

4. You will then be prompted to enter the first day to print (no default) and last day to print (no default).

5. You will select the device and the computer will list all the scheduled times and events for the selected range of dates. This is the same printout as "Day at a Glance" and "Month at a Glance".

Select Scheduler Menu Option: LSE List scheduled events ----------------------------------------------------------------- CEC SCHEDULER: Print scheduled events ----------------------------------------------------------------- What type of schedule do you want to see: IRM TRAINING AREA 9D-138 Select IRM TRAINING AREA 9D-138: DHCP TRAINING First day to print: 070106 (JUL 1, 2006) Last day to print: 073106 (JUL 31, 2006) Select which output device:

HOME// RIGHT MARGIN: 80// EVENTS SCHEDULED FOR DHCP TRAINING as of JUL 18, 2006 Between JUL 01, 2006 and JUL 31, 2006 Page 1 =========================================== Monday – July 10, 2006 DHCP TRAINING ===========================================

8:00AM-8:15AM MORNING STRETCH Entered on: AUG 14, 2005@14:34 By: RESIDES,JILL E =========================================== Tuesday -- July, 11, 2006 DHCP TRAINING ===========================================

Page - 142 -


8:00AM-8:15AM MORNING STRETCH Entered on: AUG 14, 2005@14:34 By: RESIDES,JILL E ========================================== Monday – July 17, 2006 DHCP TRAINING ============================================= 8:00AM-8:15AM MORNING STRETCH Entered on: AUG 14, 2006@14:34 By: RESIDES,JILL E ============================================ Tuesday – July 18, 2006 DHCP TRAINING =========================================== 8:00AM-8:59AM Application Coordinators Training Entered on: JAN 25, 2006@14:42 By: BATES,REBECCA J ============================================ Monday – July 24, 2006 DHCP TRAINING =========================================== 8:00AM-- 8:15AM MORNING STRETCH Entered on: AUG 14, 2005@14:34 By: RESIDES,JILL E

Page - 143 -


Inquire to Conference Room Descriptions

This option will provide a printout of the conference room capacity and equipment codes.

a. STEP 1: Select option "Inquire to Conference Room Descriptions"

b. STEP 2: You will be prompted for the device you wish to use to print the printout. Type in the device name or press return to print to your screen. If the printout will be lengthy, queue it to print after working hours.

EQUIPMENT CODES

AC Air Conditioning BB Black BoardE Electrical OutletMO Movie/Overhead ScreenP Paging SystemT Telephone or JackVC Videocassette Player availableX X-ray View BoxTC Teleconference

Select Scheduler Menu Option: Inquire to Conference Room Descriptions

DEVICE: REMOTE RIGHT MARGIN: 80// CONFERENCE ROOM DESCRIPTION Jul 18, 2006 14:44 PAGE 1

TYPE ITEM/PERSON CAPACITY EQUIPMENT CODES -----------------------------------------------------------------------------CONFERENCE ROOMS

12K-111 22

16H-333 35 BLACK BOARD

18G-444 34 BLACK BOARD MOVIE/OVERHEAD SCREEN

TELEPHONE OR JACK

22D-444 22 TELEPHONE OR JACK MOVIE/OVERHEAD SCREEN

MOVIE/OVERHEAD SCREEN

Page - 144 -


Conference Room Scheduler Search

Searching through conference rooms, when looking for something available at the starting time required can be simplified. The option Conference Room Availability Search facilitates quick access to conference rooms available at the required starting time frame. Further review must be done to determine if the rooms are available for the length of time required

Select option "Conference Room Scheduler Search"

1. At prompt "CRCA SCHEDULE TYPE" enter Conference room (this is the only option).

2. At date/time prompt enter the date and time you will need the conference room.

3. You will be displayed a list of all conference rooms available for that date and time.

Select Scheduler Menu Option: CONference Room Scheduler Search Select CRCA SCHEDULE TYPE: IRM TRAINING AREA 9D-138SEARCH FOR DATE/TIME: T+1@08:00 (JUL 19, 2006@08:00) THE FOLLOWING CONFERENCE ROOMS ARE AVAILABLE FOR JUL 19, 2006 AT 08:00 DHCP TRAINING OA TRAINING

Schedule a Repeating Event

You can use the Option Schedule a Repeating Event to enter the same information for multiple events. For example, if you wish to schedule a training class at the same time of day for certain dates, you may do so using this option in this manner:

Select Scheduler Menu Option: SRE Schedule a repeating event --------------------- CEC SCHEDULER: Schedule a repeating event -------------------------------------- What do you want to schedule: IRM TRAINING AREA 9D-138 Select IRM TRAINING AREA 9D-138: DHCP TRAINING AREA Reschedule by: D(ay W(eek M(onth L(ist --> L =================================================================

Page - 145 -


Schedule a list of dates: This option allows you to schedule an event that will be repeated at irregular intervals. For example, you can schedule a meeting that will occur on January 23, March 16 and November 4.================================================================= STARTING TIME: 0830 (8:30AM) ENDING TIME: 1200 (12:00N) DESCRIPTION: APPLICATION COORDINATOR TRAINING Enter the dates you want to schedule *enter dates one at a time, using standard FileMan format. *enter a '??' to see your list *enter a date with a '-' prefix to remove it from the list *enter only <return> to end the list, enter '^' to abort Date: 1/23 (JAN 23, 2007) (Tuesday) Date: 1/24 (JAN 24, 2007) (Wednesday) Date: 4/19 (APR 19, 2007) (Thursday) Date: 4/20 (APR 20, 2007) (Friday) Date: 10/22 (OCT 22, 2006) (Sunday) Date: 10/23 (OCT 23, 2006) (Monday) Date: -10/22 (OCT 22, 2006) (Sunday) ***removed from list*** Date: 10/24 (OCT 24, 2006) (Tuesday) Date: ...just a moment while I check for scheduling conflicts...OCT 23, 2006OCT 24, 2006JAN 23, 2007JAN 24, 2007APR 19, 2007APR 20, 2007Shall I schedule the events ? Yes// (Yes) ..just a moment........ ------------------------------------- CEC SCHEDULER: Schedule a repeating event ------------------------

What do you want to schedule:

Some events occur on the same day in a given interval. For example, a meeting is held quarterly on the same day of the month at the same time in the same room. You may schedule this event in the following manner:

Page - 146 -


Select Scheduler Menu Option: Schedule a repeating event

------------------------ CEC SCHEDULER: Schedule a repeating event -------------------------------------

What do you want to schedule: IRM TRAINING AREA 9D-138 Select IRM TRAINING AREA 9D-138: DHCP TRAINING AREA Reschedule by: D(ay W(eek M(onth L(ist --> M ================================================================= Set up a monthly schedule: This option allows you to schedule an event that will occur on the same relative day of the month. For example, you can schedule a meeting for the second Tuesday of every other month.================================================================= STARTING TIME: 1300 (1:00PM) ENDING TIME: 1400 (2:00PM) DESCRIPTION: APPLICATION COORDINATOR MEETING *** SET UP THE SCHEDULE *** Which day of the week: TUESDAY 3 TUESDAY Which Tuesday in the month (1..5): 1 How often (for example 1=every month, 3=once every three months) Frequency: 3 First month to schedule: 8/2006 (AUG 2006) How many times: 3 ...just a moment while I check for scheduling conflicts... AUG 01, 2006 NOV 07, 2006 FEB 06, 2007 Shall I schedule the events ? Yes// (Yes) ..just a moment.. --------------------------------- CEC SCHEDULER: Schedule a repeating event ----------------------------

What do you want to schedule:

Page - 147 -


Cancel a Repeating Scheduled Event

Canceling a repeating scheduled event can be done in much the same manner the event was created:

Select Scheduler Menu Option: Cancel a Repeating Scheduled Event

=============================================================== SCHEDULER: Cancel a repeating scheduled event=============================================================== Which schedule: IRM TRAINING AREA 9D-138 Select IRM TRAINING AREA 9D-138: DHCP TRAINING AREA Cancel by: D(ay W(eek M(onth L(ist --> L ================================================================ Cancel a list of dates: This option allows you to cancel an event that will be repeated at irregular intervals. For example, you can cancel a meeting that occurs on January 23, March 16 and November 4.================================================================= Starting time: 0830 (8:30AM) Enter the dates you want to cancel *enter dates one at a time, using standard FileMan format. *enter a '??' to see your list *enter a date with a '-' prefix to remove it from the list *enter only (return) to end the list, enter '^' to abort Date: 1/23 (JAN 23, 2007) (Tuesday) Date: 4/19 (APR 19, 2007) (Thursday) Date: 7/20 (JUL 20, 2006) (Thursday) Date: 10/24 (OCT 24, 2000) (Tuesday) Date: ...Just a moment while I check the schedule DATE CLASS TIMES DESCRIPTIONJAN 26, 2000 8:30AM - 12:00N APPLICATION COORDINATOR TRAININGAPR 21, 2000 8:30AM - 12:00N APPLICATION COORDINATOR TRAININGJUL 20, 2000 8:30AM - 12:00N APPLICATION COORDINATOR TRAININGOCT 24, 2000 8:30AM - 12:00N APPLICATION COORDINATOR TRAININGShall I cancel the events ? Yes// (Yes) ..Just a Moment....

Page - 148 -


=============================================================== SCHEDULER: Cancel a repeating scheduled event=============================================================== Which schedule:

Appendix J: NT Password Reset Tool

This Active Directory management console tool is designed to assist the AC’s with supporting the users in their service. This tool will allow the AC to reset their service users NT account password.

Once the user has completed the required AC training, send an email to: VHADAY IRM HW/OA STAFF in Outlook or G.OATRAIN in VistA stating that you have finished training and need the tool loaded onto your PC. Someone will then be in contact with you to receive copies of your training certificates and install the software on your pc.

OI&T requests that the ACs use the standard default password when creating their temporary password. OI&T suggests you AC’s use: Password1 <Exactly as it appears here>. This will allow for better password management, because it meets password characteristics settings and is easy to remember.

Once the user signs on with this default password, they will be forced to change their password from this temporary default.

In the subsequent pages below a couple of snapshots of the Tool and its use are presented.

Page - 149 -


Here is a screenshot of the desktop icon for the Tool:

Page - 150 -


NT PasswordReset Tool

After launching the Tool, a dialog box will appear with names of users. Find your service user’s name and click the left button to select their name. And then click “Reset Password” below.

Page - 151 -


Info removed for security purposes.

Click “Reset Password” link

Once the link is selected, a “Reset Password” dialog box comes up that is associated with the user’s NT Account password. This dialog will allow the AC to change the current password to a new password. Once a new password has been enter and confirmed, click to select the “User must change password at next logon” box. This will force the user to change their password at their next logon. They should do immediately for security reasons.

Page - 152 -


Info removed for security purposes.

Appendix K: Veterans Health Information Systems and Technology Architecture (VistA)

Overview of VA Computer System Design

The Department of Veterans Affairs (VA) has had automated information systems in its medical facilities since 1985, beginning with the Decentralized Hospital Computer Program (DHCP) information system, including extensive clinical and administrative capabilities.

The Veterans Information Systems and Technology (VistA), supporting ambulatory and inpatient care, delivered significant enhancements to the original system with the release of the Computerized Patient Record System (CPRS) for clinicians in 1997.

CPRS provides a single interface for health care providers to review and update a patient’s medical record and the ability to place orders including medications, special procedures, x-rays, patient care nursing orders, diets, and laboratory tests. CPRS is flexible enough to be implemented in wide variety of settings for a broad spectrum of health care workers, and provides a consistent, event-driven, windows-style interface.

VistA Imaging is also operational at most VA Medical Centers. VistA Imaging provides a multi-media, on-line patient record that integrates traditional medical chart information with medical images including x-rays, pathology slides, video views, scanned documents, cardiology exam results, wound photos, dental images, endoscopies, etc.

CPRS organizes and presents all relevant data on a patient in a way that directly supports clinical decision-making. The comprehensive cover sheet displays timely, patient-centric information, including active problems, allergies, current medications, recent laboratory results, vital signs, hospitalization, and outpatient clinic history. This information is displayed immediately when a patient is selected and provides an accurate overview of the patient’s current status before clinical interventions are ordered.

CPRS capabilities include:

A Real-Time Order Checking System that alerts clinicians during the ordering session that a possible problem could exist if the order is processed;

A Notification System immediately that alerts clinicians about clinically significant events;

A Patient Posting Systems, displayed on every CPRS screen that alerts clinicians to issues related specifically to the patient, including crisis notes, warning, adverse reactions, and advance directives;

The Clinical Reminder System that allows caregivers to track and improve preventive health care for patients and ensure timely clinical interventions are initiated.

Remote Data View/VistaWeb functionality allows clinicians to view a patient’s medical history from other VA facilities and/or DOD to ensure the clinician has access to all clinically relevant data available at VA facilities.

Page - 153 -


HealtheVet — VistA (Future)

A strategy has been developed to move VistA towards “HealtheVet”, a health information system to support the “ideal” veteran’s health information system. Collaboratively among the Department, field and central office leadership and the Chief Information Officer, a proposed strategy has been developed for both VA and Veterans Health Administration needs. The strategy is built around five major systems and integrates five cross-cutting issues:

The Health Data System (health data repository (HDR)) will create a true longitudinal healthcare record including data from VA and non-VA sources. The health data system will support research and population analyses; facilitate patient access to data and sharing of information across VHA; and improve data quality and data security.

Provider Systems support healthcare providers’ care for veterans and feed information to VistA today and the HDR in the future. These include CPRS, VistA Imaging, Blood Bank, Pharmacy, Laboratory, Federal Health Information Exchange (FHIE), and Scheduling.

Management/Financial Systems include four applications that are each ten or more years old and will be replaced: the financial Management System, Billing and Accounts Receivable (AR), and Fee Basis (paying providers).

Information and Education Systems with an emphasis on “eHealth” include prescription refills, appointments, fillable forms online, and My HealtheVet (access to health record, online health assessment tools; and high quality health information).

Registration, Enrollment and Eligibility Systems will be developed as a single, department wide data system and demographic database that supports registration and eligibility for the three Administrations and makes this information more accessible and consistent.

Cross Cutting Issues includes the VA and VHA architectures, information security, data quality, and implementation and operations of the major systems.

For more current information about HealtheVet, please visit the national website.Website Resource:https://www.myhealth.va.gov/mhv-portal-web/anonymous.portal?_nfpb=true&_nfto=false&_pageLabel=mhvHome

Page - 154 -


https://www.myhealth.va.gov/mhv-portal-web/anonymous.portal?_nfpb=true&_nfto=false&_pageLabel=mhvHome

https://www.myhealth.va.gov/mhv-portal-web/anonymous.portal?_nfpb=true&_nfto=false&_pageLabel=mhvHome

Appendix L: Expanded discussion about FORUM and E3Rs

WHAT IS FORUM

FORUM is a site that grants access nationwide to VA employees and contractors. The primary use of FORUM for a non-IRM staffer is for communication with a counterpart at another facility. The user can also research problems entered by sites, review released patch information, and obtain site demographic information such as mailing addresses and phone numbers.Forum pre-dates the Internet and the widely accepted use of Outlook Exchange e-mail.

GAINING ACCESS

AC’s are granted access after completing the initial AC class.

Requests for FORUM access are submitted in various ways. Often a request will bypass you and go directly to FORUM. These are frequently sent as mailman messages to G.FORUM HELP at FORUM.VA.GOV. If you find yourself needing to enter a request, enter a NOIS on FORUM. The Module is FORUM REQUEST. Include the employee’s name, title, and phone number.

SIGNING ON TO FORUM At any menu prompt enter FORUM

See EXAMPLE 1_Forum Banner

Have you forgotten your codes? Log on to Forum, there are Help numbers on the startup banner that you can call to have you codes reset.

LIKE VISTA, THE FORUM VERIFY CODE WILL EXPIRE EVERY 90 DAYS.

THEREFORE, IT IS RECOMMENDED THAT YOU KEEP YOUR FORUMPASSWORD THE SAME AS YOUR VISTA PASSWORD AND CHANGE THEM BOTH AT THE SAME TIME!!

HALTING FORUM

Halt from Forum through normal procedures – by either typing “^” and pressing return, typing HALT, or just hitting “ENTER” at the Menu prompts. You will be returned to your original VistA login.

Page - 155 -


Forum has the same standards as we’re used to in VistA. “^” jumps you out of where you are, “?” at a menu gives you menu choices, etc.

PRINTING FROM FORUM

There are NO LOCAL PRINTERS assigned by Forum. You must print an E3R or mail message to your screen/terminal and then use Attachmate to print the Screen History to your local printer.

Page - 156 -


FORUM Primary MenuThese are the current options available thru FORUM. An expanded discussion will follow on how to use these options. Select FORUM Primary Menu Option: ?

1 Mailman Menu ... 2 Package Enhancement Main Menu (E3R) ... 3 Phone/Location Directories Main Menu ... 5 NOIS ... 6 Survey Participant Menu ... 7 SHOP,ALL FOURWARD ISC-CHICAGO 8 Edit User Characteristics 9 Patch User Menu ... 10 FORUM Reports ... 12 Library Options ... 13 Facsimile Menu ... 14 Forum Primary Menu (Now A2A Forum Primary Menu) ... 15 CIOFO Staff menu ... 16 Federal Health Care Resources Sharing menu ... 17 FHCRS Super Menu (Now Forum Primary Menu) ... 19 VSO Menu (Now Forum Primary Menu) ... Select FORUM Primary Menu Option:

1. Mailman Menu ...

Mail groups offer you a way to communicate with users that have the same specific interests as you. You can gain new knowledge from your counterparts around the country by asking questions or just following any of the current dialogs. You can ask other staff what groups they’re enrolled in or you can query what groups are available by either typing ?? at the MAIL GROUP NAME prompt or by typing in a part of a logical name such as FEE for any Fee Basis group. Forum mail works basically the same as the VistA mail that you are all accustomed to using except that it can have a much broader audience.

Select FORUM Primary Menu Option: 1 Mailman Menu VA MailMan 8.0 service for [email protected] last used MailMan: 04/30/04@13:33 ACC FORUM Access Information POL FORUM Policy and Guidelines AML Become a Surrogate (SHARED,MAIL or Other) HML Help (User/Group Info., etc.) ... NML New Messages and Responses OML Other MailMan Functions ... RML Read/Manage Messages

Page - 157 -


SML Send a Message Personal Preferences ... Query/Search for Messages

Again, similar menu to the VistA Mailman menu. To enroll in a mail group, enter Personal Preference, GML (Enroll in or Disenroll from a Mail Group), and enter the group or type ?? for a list of groups. You can only enroll in groups that allow self-enrolling, otherwise, you will need to ask the coordinator of the group for enrollment.

Once enrolled , you can also read FORUM mail from your Internet Browser by typing in Forum.va.gov.

2. Package Enhancement Main Menu (E3R) ...

Select FORUM Primary Menu Option: 2 Package Enhancement Main Menu (E3R) Enter E3R Request Modify Unsent E3R <<<Modify & Cancel only by person entering>>> View an E3R Request Cancel E3R <<<Modify & Cancel only by person entering>>> Categorize E3R by EP member <<<used only by Developer>>> Reports ... Generate User Manual

The E3Rsystem has been around awhile. The Version 2.0 User Manual has a publish date of August, 1989.

The E3R (Electronic Error & Enhancement Report) packager is currently used to request enhancements to VistA software. At this time, it’s the only way available to ask for software improvements. Although the title suggests you can report errors, you can only request enhancements at this time. If you feel there are problems with the software, you should log a NOIS.

You should consider entering an E3R whenever your ideas for improvement in the software would benefit both your site and other VA’s.

The option to enter a new E3R is Enter E3R Request. Once you access this option you’ll need to be prepared to give the following information:Package and VersionFull description of enhancementImpact E3R will haveYour recommendation

Upon entering an E3R, a request number is automatically assigned, then the user is prompted for the following information: Submitted By, Package, Version, Short Description, Description, Impact, Recommendation and Priority. The short description,

Page - 158 -


the request number and the package prefix are the three fields by which a user can retrieve (look up) an E3R. The person who entered the E3R and the date it was entered are automatically recorded by the package. Additionally, a status of Under Development is automatically assigned.

After entering an E3R, the user is asked "Is this E3R ready to be transmitted to the

package/developers for action?". Answering 'No' will allow the user to further edit and revise the E3R using the modify option. Answering 'Yes' will result in the following automatic actions occurring: the date submitted is filled in; a suspense date (based upon the priority assigned to the E3R) is entered; the status of the E3R is changed to Assigned to Package/Developer; and the E3R is transmitted in a mail message to an E3R mail group associated with the package.

The E3R process does not have any time frame. You can’t go wrong entering an E3R, but don’t expect the same quick turnaround times as a NOIS. Some E3R’s take years to be incorporated and some are never incorporated.

The Dayton VA policy is that AC’s can enter an E3R. IRM will need to know about them if you are asking us to make a local mod and your local mod has been rejected or told that it will be a really long time before it’s considered. If you just want to suggest changes, then IRM doesn’t need to know about them.

See Example 2_E3R User Manual

See Example 3_View an E3R Request

REPORTS (submenu)

Select Package Enhancement Main Menu (E3R) Option: reports OES Outstanding E3Rs for a Submitter RES Resolved E3Rs for a Submitter OEP Outstanding E3Rs for a Package REP Resolved E3Rs for a Package ESP E3Rs by EP Priority FCP Functional Category Sort PSR Print a Single E3R SUM Summary of E3Rs by date

Use the E3R Reports menu to look up existing E3R’s before entering a new one to avoid duplicates. The inquiry can be by submitter or package.

See Example 4_Outstanding E3Rs for a Package

Status of an E3R

Page - 159 -


From the time an E3R is first entered into the E3R package until it is purged from the package it is assigned a status to inform all users of its current state in the processing cycle. The statuses are self-explanatory and are listed below for information: Under DevelopmentPending Arbitrator AssignmentAssigned to Package/DeveloperCanceled by ArbitratorCanceled by Submitting PersonResolved - Patch IssuedResolved - In Current VersionResolved - Next VersionResolved - Future Version Statuses are automatically assigned and updated by the E3R package as action is taken on an E3R with the exception of the Resolved statuses. The developer must select the appropriate Resolved status at the time the E3R is considered resolved.

3. Phone/Location Directories Main Menu

Select FORUM Primary Menu Option: 3 Phone/Location Directories Main Menu 2 Recreation Therapy Phone Directory ... 3 Site Manager's Phone List (Alpha-list) 4 IRM Chief's Phone List (alpha-list) 5 Station Demographic Inquiry 6 Print VAMC Directors & Addresses 7 FORUM User's Office Tel # 8 VAMC Patient Representative Phone Directory ... 9 VHA's National EEO Directory ... 10 Print VAMC's Main Tel. No. 11 Audiology and Speech Pathology Svc Phone Directory ...Facility Management Directory ...

Various telephone lists for sites around the country. These lists are only as good as the people required to update them.

See Example 5_Phone/Location Directories Main Menu

6. Survey Participant Menu ...

Select FORUM Primary Menu Option: 6 Survey Participant Menu 1 Participate in a Survey 2 Edit an Incomplete Survey Response 3 Print Statistics by a Demographic Data Item 4 Generate Survey Statistics

Page - 160 -


5 User Hardcopy Print of Survey

Not really used much at this time

7. SHOP,ALL FOURWARD ISC-CHICAGO

Electronic Bulletin board that contains all released patches. In the past, it also was a place where sites would place some Class III software for other site to review and/or retrieve for use at their site.

8. Edit User Characteristic

This is similar to VistA user characteristics

Select FORUM Primary Menu Option: 8 Edit User CharacteristicsSelect TERMINAL TYPE NAME: C-VT100// Digital Equipment Corporation VT-100 video EDIT USER CHARACTERISTICSNAME: HEETER,JEFF PAGE 1 OF 1________________________________________________________________________INITIAL: JH NICK NAME: JEFFOFFICE NUMBER: 937.268.6511*3204FAX NUMBER:ASK DEVICE TYPE AT SIGN-ON:AUTO MENU: YES, MENUS GENERATEDTYPE-AHEAD: ALLOWED TEXT TERMINATOR:PREFERRED EDITOR: EDT EDITORWant to edit VERIFY CODE (Y/N):TITLE: IT SPECIALISTLOCATION: DAYTON-VAMCSERVICE/SECTION: IRM SERVICE***FOR NON VA USERS***NAME OF ORGANIZATION:Note:

9. Patch User Menu ...

All information on all available patches

Select FORUM Primary Menu Option: 9 Patch User Menu AD All Released Patches for a Package, Detailed DNNP Display Number of New Patches DP Display a Patch FSBD Full Summary by Date for Every Package RPDR Released Patches by Date Detailed Report RPSR Released Patch Summary Report by Date SUMM Summary Report of All Patches for a Package Forward a Released Patch message

Page - 161 -


New Patch Report Patch Options Documentation Release Summary Select Packages for Notification Set All patches for selected Packages as Printed

10. FORUM Reports ...

Various reports available to FORUM sites

Select FORUM Primary Menu Option: 10 FORUM Reports 1 Vista Software Report 3 Print Status of Pkg Implementation at Sites 8 Print TCP/IP Domain Data Summary Detailed Patch Compliance by Month HQ Download by VISN Package/Patch Tracking Performance Measures Patches Due Site Compliance Report for Specified Period Summary Compliance Report by Month VISN Detailed Patch Compliance

Page - 162 -


Example 1: Forum Banner

%TELNET-I-TRYING, Trying ... 10.2.29.130 %TELNET-I-SESSION, Session 01, host forumserver, port 23 -TELNET-I-ESCAPE, Escape character is ^] ** WARNING**WARNING**WARNING** "This U.S. Government computer system is for official use only. The files on this system include Federal records that contain sensitive information. All activities on this system may be monitored to measure network performance and resource utilization; to detect unauthorized access to or misuse of the system or individual files and utilities on the system, including personal use; and to protect the operational integrity of the system. Further use of this system constitutes your consent to such monitoring. Misuse of or unauthorized access to this system may result in criminal prosecution and disciplinary, adverse, or other appropriate action." **WARNING** WARNING** WARNING** Username: FORUM *********************************************************************** MISUSE OF THIS SYSTEM AND INFORMATION IN THIS SYSTEM IS A FEDERAL CRIME *********************************************************************** The VHA National Help Desk (NHD) is available 24x7 and can be reached (toll-free) at 1-888-596-HELP (4357) For trouble with the toll-free number during normal business hours (8AM-7:30PM ET, Monday-Friday, excluding holidays), call 205-554-4710 through 205-554-4725 For trouble with the toll-free number outside of normal business hours call 205-554-3459 through 205-554-3465 or 3472, 3475,or 3482 through 3485. *********************************************************************** For modem ACCESS information please contact 1-888-596-HELP (4357) ACCESS INFORMATION: Contact your local security officer or IRM MailMan messages greater than **24 months** old are purged monthly Refer to the FORUM Policy and Guidelines for more information. ************************************************************************** Verify codes have been implemented to require strong passwords. Passwords shall be at least eight characters in length, and contain three of the following four kinds of characters: letters (upper case and lower), numbers, and, characters that are neither letters nor numbers (like "#", "@" or "$"). Samples would be 123ABC$$, ABC123#$, or $$XYZ987. NOTE: lower-case letters will be made upper-case. Volume set: ROU:FORUM1 UCI: VAH Device: _TNA6553: (10.85.0.3:) ACCESS CODE: ******* VERIFY CODE: *********

Page - 163 -


Good afternoon JEFF You last signed on today at 08:26 You have 4 new messages. (4 in the 'IN' basket) (Last arrival: 05/13/04@13:07) Enter '^NML' to read your new messages. You've got PRIORITY mail! Select TERMINAL TYPE NAME: C-VT100// Digital Equipment Corporation VT-100 video 1 Mailman Menu ... 2 Package Enhancement Main Menu (E3R) ... 3 Phone/Location Directories Main Menu ... 5 NOIS ... 6 Survey Participant Menu ... 7 SHOP,ALL FOURWARD ISC-CHICAGO 8 Edit User Characteristics 9 Patch User Menu ... 10 FORUM Reports ... 12 Library Options ... 13 Facsimile Menu ... 14 Forum Primary Menu (Now A2A Forum Primary Menu) ... 15 CIOFO Staff menu ... 16 Federal Health Care Resources Sharing menu ... 17 FHCRS Super Menu (Now Forum Primary Menu) ... 19 VSO Menu (Now Forum Primary Menu) ...

Example 2: E3R User Manual

E3R PACKAGE OVERVIEW TABLE OF CONTENTS ----------------- PAGE E3R PACKAGE OVERVIEW .................................. 1 1 ARBITRATOR COMMENTS ................................... 2 1.1 ASSIGN AN E3R TO A PACKAGE ............................ 3 2 CANCEL AN E3R ......................................... 4 3 PACKAGE/DEVELOPER EDIT ................................ 5 4 ENTER AN E3R .......................................... 6 5 REFER AN E3R TO THE ARBITRATOR ........................ 7 6 E3R REPORTS ........................................... 8 7 STATUS OF AN E3R ...................................... 9 8 VIEW AN E3R ........................................... 10 9 EDIT AN E3R ........................................... 11 Press return to continue or '^' to escape

Page - 164 -


MAY 13,2004 14:14 HELP FRAME LISTING PAGE 1 E3R PACKAGE OVERVIEW E3R PACKAGE OVERVIEW -------------------- The Electronic Error and Enhancement Reporting (E3R) package is designed to support the reporting and tracking of errors occurring in DHCP applications and of recommendations for enhancements to the same applications. At this time, only enhancements are reportable in the E3R package. The E3R package provides the ability for a submitter of an E3R request to [ENTER] and [MODIFY] an E3R request. The submitter can also [CANCEL] an E3R if it is entered in error. The ability to [VIEW] an E3R is available to any user of the E3R package as are a number of [REPORT] options. The E3R package also provides an option for a [DEVELOPER] to enter comments and an option to [REFER] the E3R to an [ARBITRATOR] if the developer feels that the E3R should not be assigned to his/her package. A [STATUS] is assigned to an E3R at all times to inform the user of the current state of the E3R during the processing cycle. Press return to continue or '^' to escape MAY 13,2004 14:14 HELP FRAME LISTING PAGE 2 E3R PACKAGE OVERVIEW ARBITRATOR COMMENTS ------------------- An arbitrator can use the Arbitrator Comments option to add comments to any E3R at any time. Normally this option would be used to enter comments when an E3R is referred to the arbitrator by a developer who feels the E3R was incorrectly assigned to his/her package by the submitter of the E3R. After entering comments, the arbitrator can use the [ASSIGN] Responsible Package option to re-assign the E3R to the appropriate package. Press return to continue or '^' to escape MAY 13,2004 14:14 HELP FRAME LISTING PAGE 3 E3R PACKAGE OVERVIEW ASSIGN AN E3R TO A PACKAGE -------------------------- When an E3R is referred to the arbitrator by a developer, the arbitrator can use the Assign Responsible Package option to assign the E3R to the appropriate responsible package.

Page - 165 -


At the time the arbitrator assigns the appropriate package, the following automatic actions occur: the E3R status is changed to Assigned to Package/Developer; the suspense date is updated (based upon the priority assigned to the package); a mail message is generated that informs the members of the E3R mail group associated with the responsible package, the submitter and the arbitrators of this assignment. Press return to continue or '^' to escape MAY 13,2004 14:14 HELP FRAME LISTING PAGE 4 E3R PACKAGE OVERVIEW CANCEL AN E3R ------------- An E3R may be cancelled by only a limited number of people, namely, the submitter of the E3R, the person who entered the E3R or the arbitrator. As with other options in the E3R package, the E3R may be selected by either the Request number, by entering the first part of the short description or by entering the namespace of the related package. After selecting the E3R the user is asked if they are sure they want to cancel the request. Answering 'No' will exit the option. Answering 'Yes' will cause the status of the request to be automatically changed to Cancelled. Additionally, a mail message will be sent to the E3R mail group associated with the responsible package, the arbitrators and the submitter indicating that the E3R has been cancelled. Once cancelled, an E3R cannot be reactivated. Press return to continue or '^' to escape MAY 13,2004 14:14 HELP FRAME LISTING PAGE 5 E3R PACKAGE OVERVIEW PACKAGE/DEVELOPER EDIT ---------------------- Once an E3R is released by the submitter, the E3R is sent to a mail group associated with the responsible package. It is recommended that the mail group include SIUG members, support people from each ISC and the developer(s). The recipients of the mail message should discuss the E3R on the message and when concensus is reached, the developer (or any individual designated as an editor of the package in the Package file) is responsible for entering a package/developer response to the E3R in the E3R system and indicating that the E3R is resolved. At the time the developer indicates that the E3R is resolved, a mail message is sent to the submitter, alerting them that action has been taken on the E3R. Suspense dates are automatically assigned to each E3R based upon the priority of the E3R. Suspense dates are assigned as follows: Future Enhancement .................... 30 days

Page - 166 -


Press return to continue or '^' to escape MAY 13,2004 14:14 HELP FRAME LISTING PAGE 6 E3R PACKAGE OVERVIEW ENTER AN E3R ------------ An E3R may be entered by the submitter of the E3R or by another person. Upon entering an E3R, a request number is automatically assigned, then the user is prompted for the following information: Submitted By, Package, Version, Short Description, Description, Impact, Recommendation and Priority. It is important that a meaningful short description be entered. The short description, the request number and the package prefix are the three fields by which a user can retrieve (look up) an E3R. The person who entered the E3R and the date it was entered are automatically recorded by the package. Additionally, a status of Under Development is automatically assigned. After entering an E3R, the user is asked "Is this E3R ready to be transmitted to the package/developers for action?". Answering 'No' will allow the user to further edit and revise the E3R using the modify option. Answering 'Yes' will result in the following automatic actions occurring: the date submitted is filled in; a suspense date (based upon the priority assigned to the E3R) is entered; the status of the E3R is changed to Assigned to Package/Developer; and the E3R is transmitted in a mail message to an E3R mail group associated with the responsible package. Press return to continue or '^' to escape MAY 13,2004 14:14 HELP FRAME LISTING PAGE 7 E3R PACKAGE OVERVIEW REFER AN E3R TO THE ARBITRATOR ------------------------------ If a developer feels that an E3R should not have been assigned to his/her package by a submitter, the developer can refer the E3R to an arbitrator by using the Refer to Arbitrator option. An E3R may only be referred to the arbitrator once. The arbitrator will then assign the E3R to the appropriate package. The arbitrator's assignment is final. At the time the E3R is referred to the arbitrator, the following actions occur automatically: the status is changed to Pending Assignment by Arbitrator; the suspense date is extended seven days from the date of the referral; and a mail message is sent to the mail group associated with the responsible package, the submitter and to the arbitrator notifying them of this referral. Press return to continue or '^' to escape MAY 13,2004 14:14 HELP FRAME LISTING PAGE 8 E3R PACKAGE OVERVIEW

Page - 167 -


E3R REPORTS ----------- There are currently six reports available in the E3R package. Others will be added in the near future. There are three reports available for the submitter of an E3R. The submitter may generate a report of all E3Rs that they have submitted that are still outstanding or of all E3Rs they have submitted that are resolved. There are three reports available for all users of the E3R package. A user may generate a report of all E3Rs for a package that are outstanding or all E3Rs for a package that are resolved. A user may also print a report of all E3Rs for a package in SIUG priority order. There is one report for developers to print out all E3Rs for their package in developer priority order. Press return to continue or '^' to escape MAY 13,2004 14:14 HELP FRAME LISTING PAGE 9 E3R PACKAGE OVERVIEW STATUS OF AN E3R ---------------- From the time an E3R is first entered into the E3R package until it is purged from the package it is assigned a status to inform all users of its current state in the processing cycle. The statuses are self-explanatory and are listed below for information: Under Development Pending Arbitrator Assignment Assigned to Package/Developer Cancelled by Arbitrator Cancelled by Submitting Person Resolved - Patch Issued Resolved - In Current Version Resolved - Next Version Resolved - Future Version Statuses are automatically assigned and updated by the E3R package as action is taken on an E3R with the exception of the Resolved statuses. The developer must select the appropriate Resolved status at the time the E3R is considered resolved. Press return to continue or '^' to escape MAY 13,2004 14:14 HELP FRAME LISTING PAGE 10 E3R PACKAGE OVERVIEW VIEW AN E3R -----------

Page - 168 -


The View an E3R Request option is available to any user of the E3R package. This option can be used to look at all available information related to an E3R request and to follow the status of the E3R as it progresses through the processing cycle. After selecting the View an E3R Request option the user is prompted for the E3R request number. To look up an E3R, the user may enter the request number ,the beginning of the short description, the package prefix or the package prefix followed by a hyphen and the version number of the package (e.g., LR or LR-3.05). By entering a question mark (?) at this prompt the user can see the entire list of E3Rs in the system. Press return to continue or '^' to escape MAY 13,2004 14:14 HELP FRAME LISTING PAGE 11 E3R PACKAGE OVERVIEW EDIT AN E3R ----------- An E3R may be edited by either the person identified as the submitter of the E3R, or by the person who entered the E3R. The user is prompted for the same fields they were asked in the enter option. After editing the E3R, the user is asked "Is this E3R ready to be transmitted to the package/developers for action?". Answering 'No' will allow the user to further edit and revise the E3R using the modify option. Answering 'Yes' will result in the following automatic actions occurring: the date submitted field is filled in; a suspense date (based upon the priority assigned to the E3R) is entered; the status of the E3R is changed to Assigned to Package/Developer; and the E3R is transmitted in a mail message to an E3R mail group associated with the responsible package. The submitter of (or person who entered) the E3R may follow the progress of the E3R by using the View option to look at all information related to a single E3R, or using the report options for information related to all outstanding or all resolved E3Rs.

Example 3: View E3R Request

Select Package Enhancement Main Menu (E3R) Option: view an E3R Request E3R requests may be selected by entering one of the following: 1. The E3R number (e.g., 21). 2. The beginning of the short description. 3. The namespace of the related package or the namespace, a hyphen and the version number (e.g., DENT or DENT-1.14). Select E3R ENTRY NUMBER: 5032 DUPLEX PRINTING OF ENCOUNTER FORMS Suspense Date: -- Package Prefix: IB Version: 2.0 ELECTRONIC ERROR & ENHANCEMENT REPORT MAY 13,2004 14:27 PAGE 1 SHORT DESCRIPTION -----------------------------------------------------------------------

Page - 169 -


======================================== DUPLEX PRINTING OF ENCOUNTER FORMS E3R Entry Number : 5032 Suspense Date: Priority : Future Enhancement Functional Category: Status : Resolved - Patch Issued Resolved Date: AUG 12,2003 Submitted By : STEWART,VESTA S Submitted Date: SEP 8,1994 Responsible Package: INTEGRATED BILLING (2.0) Message #: 11888456 Description: Would like to be able to use duplex printing when using print manager to print out encounter form packets containing the various component encounter forms (new or existing patient or other supplemental forms),action profiles, health summaries or other attached reports. Each individual form should be duplexed but the duplex should not span form types. For example, the last page of an action profile should not be on the front of a duplexed page with the first page of a health summary on the back of the duplexed page. Impact: Wastes less paper, reduces amount of paper which must go in the chart if the information is charted. Recommendation: We were able to accomplish this but we had to hard code the command to check that we were on page 1 whenever a new form started to print. There is a need for a field in the terminal type file for this escape sequence. However this cannot be accomplished with device/terminal type changes only as the device is only opened at the beginning of the print manager job. Status of which page is current page (front or back) must be checked as each form type is printed for each patient within the print manager routines. Also have problems with extra blank pages on laser printers which are caused by form feeds needing suppressed. See e-mail message 10727895 for a description of problems being experienced by users. Note: We have made local modifications which we would be glad to share to demonstrate how we solved this problem. Arbitrator Comments: EP/ARG Comments: Package/Developer Comments: This E3R was approved by the MCCR Systems Committee on 10/20/94. The requested functionality has been included in patch IB*2*18. Final Resolution: Patch to IB v2.0 E3R requests may be selected by entering one of the following: 1. The E3R number (e.g., 21). 2. The beginning of the short description.

Page - 170 -


3. The namespace of the related package or the namespace, a hyphen and the version number (e.g., DENT or DENT-1.14).

Example 4: Outstanding E3R's for a Package

Select Reports Option: Outstanding E3Rs for a Package Select PACKAGE NAME: BCMA BAR CODE MED ADMIN PSB Select NEW PERSON NAME: Select one of the following: 1 Full 2 Brief Enter response: 2// Brief DEVICE: 0;;10000 UCX DEVICE Right Margin: 80// OUTSTANDING E3Rs FOR A PACKAGE MAY 13,2004 14:44 PAGE 1 SUBMITTED SUSPENSE PRIORITY STATUS MESSAGE# PACKAGE/DEVELOPER COMMENTS ----------------------------------------------------------------------- RESPONSIBLE PACKAGE: BAR CODE MED ADMIN E3R No.: 18975, ADD PATIENT'S NPO STATUS MAY 5,2004 JUN 4,2004 Future Enhancement Assigned to Package/Developer Message: 39043129 DEV COMMENTS: E3R No.: 18968, ADDITIONS TO MISSED MED REPORT MAY 4,2004 JUN 3,2004 Future Enhancement Assigned to Package/Developer Message: 39037435 DEV COMMENTS: E3R No.: 18955, DOCUMENT EFFECTIVES OF NEW MEDICATION APR 26,2004 MAY 26,2004 Future Enhancement Assigned to Package/Developer Message: 38754741 DEV COMMENTS: E3R No.: 18957, ORDER ADDITIONAL IVS USING MISSED MED BUTTON APR 26,2004 MAY 26,2004 Future Enhancement Assigned to Package/Developer Message: 38756326 DEV COMMENTS: E3R No.: 18947, CHANGE COLORS FOR MORE CONTRAST APR 20,2004 MAY 20,2004 Future Enhancement Assigned to Package/Developer Message: 38730135 DEV COMMENTS:

Example 5: Phone Location Directories Main Menu

Select FORUM Primary Menu Option: 3 Phone/Location Directories Main Menu

Page - 171 -


2 Recreation Therapy Phone Directory ... 3 Site Manager's Phone List (Alpha-list) 4 IRM Chief's Phone List (alpha-list) 5 Station Demographic Inquiry 6 Print VAMC Directors & Addresses 7 FORUM User's Office Tel # 8 VAMC Patient Representative Phone Directory ... 9 VHA's National EEO Directory ... 10 Print VAMC's Main Tel. No. 11 Audiology and Speech Pathology Svc Phone Directory ... 12 Facility Management Directory ... You have PENDING ALERTS Enter "VA to jump to VIEW ALERTS option Select Phone/Location Directories Main Menu Option: 4 IRM Chief's Phone List (alpha-list) DEVICE: UCX DEVICE Right Margin: 80// IRM CHIEF PHONE NUMBER MAY 13,2004 15:02 PAGE 1 NAME IRM SERVICE CHIEF IRM CHIEF'S PHONE # ---------------------------------------------------------------------- ALBUQUERQUE, NM -VAM John Hina 505-265-1711 X5100 ALEXANDRIA, LA -VAMC STEFAN TEST 318-473-0010 2871 ALTOONA, PA -VAMC Charles T. Becker, MBA 814-943-8164 x 7030 AMARILLO, TX - VAMC Carolyn S. Kron 806-355-9703 x7012 ANCHORAGE, AK (OPC) Kathy Fanning 907-257-5426 ANN ARBOR,MI -VAMC MARCIA PICKARD 734-769-7100 X5729 ASHEVILLE, NC-VAMC CARLA F. MCLENDON 828-298-7911, x5698 ATLANTA, GA -VAMC Brown, Charles R ( Chuck ) 404-321-6111X6200 AUGUSTA, GA (C) Elizabeth Northington 706.733.0188 X6831 BATTLE CREEK, MI -VA RHYS O. FOULKES 269-966-5480 BAY PINES, FL -VAMC John L Williams (727) 398.6661 x4800 BECKLEY,WV -VAMC George Bracy 304-255-2121 x4046 BEDFORD,MA-VAMC Joseph Calabresi 781.687.2980 BIG SPRING, TX -VAMC BRAD ANDERSON 915-264-4818 BILOXI, MS (C)-VAMC DAVID D. WAGNER 228-523-5700 BIRMINGHAM, AL -VAMC Warren Blackburn 205.933.8101 X6792 ^ OR 2 Recreation Therapy Phone Directory ... 3 Site Manager's Phone List (Alpha-list) 4 IRM Chief's Phone List (alpha-list) 5 Station Demographic Inquiry 6 Print VAMC Directors & Addresses 7 FORUM User's Office Tel # 8 VAMC Patient Representative Phone Directory ... 9 VHA's National EEO Directory ... 10 Print VAMC's Main Tel. No.

Page - 172 -


11 Audiology and Speech Pathology Svc Phone Directory ... 12 Facility Management Directory ...

Select Phone/Location Directories Main Menu Option: 10 Print VAMC's Main Tel. No. DEVICE: UCX DEVICE Right Margin: 80// VAMC TELEPHONE NUMBERS MAY 13,2004 15:03 PAGE 1 MAIN TELE. NO. MAIN TELE. NO. NAME (FTS) (COMM) ----------------------------------------------------------------------- ALBUQUERQUE, NM -VAMC 505-265-1711 (505)265-1711 ALEXANDRIA, LA -VAMC (318)473-0010 (318)473-0010 ALTOONA, PA -VAMC 814-943-8164 (814)943-8164 AMARILLO, TX - VAMC (806)355-9703 ANCHORAGE, AK (OPC) 907-257-4700 (907)257-4700 ANN ARBOR,MI -VAMC 734-769-7100 (734)769-7100 ASHEVILLE, NC-VAMC 672-5011 (828) 298-7911 ATLANTA, GA -VAMC 404-321-6111 (404)321-6111 AUGUSTA, GA (C) 700-251-0188 706-733-0188 BATTLE CREEK, MI -VAMC 269-966-5600 (269) 966-5600 BAY PINES, FL -VAMC 727-398-6661 X5645 (727) 398.6661 BECKLEY,WV -VAMC 304-255-2121 (304)255-2121 BEDFORD,MA-VAMC 781-687-2000 (781)275-7500 BIG SPRING, TX -VAMC 915-263-7361 (915)263-7361 BILOXI, MS (C)-VAMC 228-523-5000 228-523-5000

Page - 173 -
