Creating New Category II Patient Record Flag

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1) The following keys control access to the Patient Record Flag Package:

 

 

2) Below are the options available on the DGPF Record Flags Main Menu

 
Select Systems Manager Menu Option: TEST an option not in your menu
CHOOSE 1-12: 12 DGPF RECORD FLAGS MAIN MENU Patient Record Flags Main Menu

 
RM Record Flag Reports Menu …
FA Record Flag Assignment
FM Record Flag Management
IRM PRF System Configuration

 
‘PRF System Configuration’ Option name: DGPF PRF SYSTEM CONFIGURATION Synonym: IRM
This option enables IRM staff to enable or disable the Patient Record Flag HL7 interfaces.

 
‘Record Flag Assignment’ Option name: DGPF RECORD FLAG ASSIGNMENT Synonym: FA
This option provides a List Manager user interface for assigning Patient Record Flags to patients. Additionally, this option provides the ability to review and manage Patient Record Flag assignments. The following actions are provided within the patient Record Flag Assignment option.
– Assign a Patient Record Flag to a patient.
– Display the details of a patient’s record flag assignments including the history of the assignment.
– Review/Edit a patient’s record flag assignment.
– Change the site ownership of a patient’s record flag assignment.

 
‘Record Flag Management’ Option name: DGPF RECORD FLAG MANAGEMENT Synonym: FM
This option will provide users with the ability to:
– Create Category II (Local) Patient Record Flags
– Edit Category II (Local) Patient Record Flags
– List Category I (National) and Category II (Local) Patient Record Flags
– Display details of Category I and Category II Patient Record Flags

 
‘Record Flag Reports Menu’ Option name: DGPF RECORD FLAG REPORTS MENU Synonym: RM
This menu contains patient record flag report functions.

 
The Patient Record Flags (PRF) software provides users with the ability to create, assign, inactivate, edit, produce reports, and view patient record flag alerts.

 
Patient record flags are divided into Category I (national) and Category II (local) flags.

 
Category I flags are nationally approved and distributed during VA software updates for implementation by all facilities. The Category I flag is shared across all known treating facilities.

 
Category II flags are locally established by individual facilities. They are not shared between facilities. To create a new patient record flag for your facility it would need to be done as a Category II flag.

 
3) The following steps outline the process for creating a new Category II Local Record Flag for the system.

 
A. To create a new Category II Flag, first an associated TIU Category II Record Note must be created.
1. TEST and option> TIU IRM MAINTENANCE MENU> Document Definitions> Create Document Definitions
2. At Prompt Select Action: Next Level// Take the default.
3. At Prompt Clinical Documents Item: Enter 2 for Progress Notes
4. At Prompt Select Action: Next Screen// Take the default.
5. At Prompt Select Action: Next Level// Take the default.
6. At Prompt Progress Notes Item (3-29): Enter 22 for PATIENT RECORD FLAG CAT II
7. At Prompt Select Action: Title// Take the default.
8. At Prompt Enter the Name of a new PATIENT RECORD FLAG CAT II: Enter the name
of the TIU note that will be associated to the new Patient Record Flag
Enter the Name of a new PATIENT RECORD FLAG CAT II: PATIENT RECORD FLAG CATEGORY II – TEST FLAG
CLASS OWNER: CLINICAL COORDINATOR// CLINICAL COORDINATOR
STATUS: (A/I/T): INACTIVE// A ACTIVE
SEQUENCE:
MENU TEXT: Patient Record Flag Replace … With TEST FLAG Replace
TEST FLAG
Entry Created

 
Below are screen shots demonstrating the process:

 

 

 

 

B. After the TIU Note has been created it then can be associated to a new Category II Patient Flag.
1. TEST an option> DGPF RECORD FLAGS MAIN MENU> Record Flag Management
2. At Prompt Select Action: Quit// Enter CC for Change Category
3. (NOTE in the Upper Left Hand corner that the Flag Category is now Flag Category: II (Local))
4. At Prompt Select Action: Quit// Type AF for Add New Record Flag
Enter the Record Flag Name: Test Flag
Enter the Status of the Flag: ACTIVE// ACTIVE
Enter the Type of the Flag: ??
Enter the Patient Record Flag Type.
Answer with PRF TYPE NAME
Choose from:
BEHAVIORAL
CLINICAL
OTHER
RESEARCH
Enter the Type of the Flag: BEHAVIORAL
Enter the Review Frequency Days: 3
Enter the Notification Days: 1
Enter the Review Mail Group: DGPF (See steps at bottom for enrolling in Mail Group.)
1 DGPF BEHAVIORAL FLAG REVIEW
2 DGPF HL7 TRANSMISSION ERRORS
CHOOSE 1-2: 1 DGPF BEHAVIORAL FLAG REVIEW
Enter the Progress Note Title: ??
This field contains the Category II Progress Note Title that is associated with this Patient Record Flag. <PLEASE NOTE THAT EACH NOTE TITLE CAN ONLY BE ASSOCIATED WITH ONLY ONE NOTE TITLE. IF AN TITLE IS ALREADY ASSOCIATED WITH A RECORD FLAG IT WILL NOT APPEAR IN THE LIST TO CHOOSE.>
Choose from:
PATIENT RECORD FLAG CATEGORRY II – TEST FLAG TITLE
Enter the Progress Note Title:
5. At Prompt Select Action: Quit// Type AF for Add New Record Flag
6. At Prompt Enter the description for this new record flag: A screen man will open where Patient Flag Notes can be entered. To save text use <F1> E.
7. At prompt Do you want to review again? NO// Take Default
8. At prompt Would you like to file this new local record flag? YES// Take Default
9. Confirm New Record Flag has been created…then QUIT// out of session.

 
Below are screen shots demonstrating the process:

 

 

 

 

 

 

The mail group DGPF BEHAVIORAL FLAG REVIEW allows for notifications to be sent to anyone enrolled in the mail group to alert care-givers that patient flags need to be reviewed.

 

A user can add themselves to the mail group by going to the Personal Preferences in their Mail Man Menu and enroll in the Mail Group.

 
Select MAIL GROUP NAME: DGPF
1 DGPF BEHAVIORAL FLAG REVIEW
2 DGPF HL7 TRANSMISSION ERRORS
CHOOSE 1-2: 1 DGPF BEHAVIORAL FLAG REVIEW
Another one:
Standard Captioned Output? Yes// (Yes)
Include COMPUTED fields: (N/Y/R/B): NO// BOTH Computed Fields and Record Number
(IEN)

 
NUMBER: 175 NAME: DGPF BEHAVIORAL FLAG REVIEW
TYPE: public ALLOW SELF ENROLLMENT?: NO
COORDINATOR: SCHLEHUBER,CAMERON
DESCRIPTION: This is the default mail group for receiving Patient Record
Flag Assignment Review notifications.
ORGANIZER: SCHLEHUBER,CAMERON

 
Select Systems Manager Menu Option: TEST an option not in your menu
Option entry to test: MAILMAN
1 MAILMAN MASTER MENU XMMASTER MailMan Master Menu
2 MAILMAN MENU XMUSER MailMan Menu
3 MAILMAN MENU XMUSER MailMan Menu
4 MAILMAN SITE PARAMETERS XMKSP MailMan Site Parameters
CHOOSE 1-4: 2 XMUSER MailMan Menu

 
VA MailMan 8.0 service for STUCK.ERIN@VISTA.CBH.ORG
You last used MailMan: Never
You have 152 new messages.

 
NML New Messages and Responses
RML Read/Manage Messages
SML Send a Message
Query/Search for Messages
AML Become a Surrogate (SHARED,MAIL or Other)
Personal Preferences …
Other MailMan Functions …
Help (User/Group Info., etc.) …
CBH Active/Pending Orders …

 
Select MailMan Menu Option: PERSONAL Preferences

 
User Options Edit
Banner Edit
Surrogate Edit
Message Filter Edit
Delivery Basket Edit
GML Enroll in (or Disenroll from) a Mail Group
Personal Mail Group Edit

 
Select Personal Preferences Option: GML Enroll in (or Disenroll from) a Mail Group
Select MAIL GROUP NAME: DGPF BEHAVIORAL FLAG REVIEW
You are now a member.
Do you want past messages to this group to be forwarded to you? No// NO