27. EPMO Open Source Coordination Office Redaction File Detail Report

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27.1 Files compared

#	Location	File	Last Modified
1	CPRS EP1 January 2019.zip\CPRS EP1 January 2019	OR_30_453_ug.docx	Fri Jan 25 15:42:42 2019 UTC
2	CPRS EP1 January 2019.zip\CPRS EP1 January 2019	OR_30_453_ug.docx	Fri Feb 22 18:21:19 2019 UTC

27.2 Comparison summary

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	1	Provider U tilities 1 .0 (Patch OR3.0453 )
	2	User Guide : GUI Vers ion
	3
	4	March 2018
	5	Department of Vetera ns Affairs
	6	Office of Informatio n and Tech nology (OI &T)
	7	Enterprise Program M anagement Office
	8
	9
	10	Revision H istory
	11	NOTE: The revision h istory cyc le begins once chang es or enha ncements a re request ed after t he documen t has been baselined .
	12	Instructio ns for Rev ision Hist ory:
	13	Place late st revisio ns at top of table.
	14	Date
	15	Revision
	16	Descriptio n
	17	Author
	18
	19
	20
	21
	22
	23
	24
	25
	26	This secti on is requ ired for a ll documen ts.
	27	The Revisi on History pertains only to ch anges in t he content of the do cument or any update s made aft er distrib ution. It does not a pply to th e formatti ng of the template.
	28	Date shoul d be inclu ded in the following standard format (e. g., <MM/DD /YY>).
	29	Remove bla nk rows.
	30	Do not to include “s ensitive d ata” in th e Author c olumn. Rat her, you m ight inclu de the pro ject team and/or rol e of the c ontributor s to the d ocumentati on. (Pleas e read exc erpt on PI I, below.)
	31	IMPORTANT NOTE: The term Perso nally Iden tifiable I nformation (PII) as defined in OMB Memor andum M-07 -1616 refe rs to info rmation th at can be used to di stinguish or trace a n individu al's ident ity, eithe r alone or when comb ined with other pers onal or id entifying informatio n that is linked or linkable t o a specif ic individ ual. The d efinition of PII is not anchor ed to any single cat egory of i nformation or techno logy. Rath er, it req uires a ca se-by-case assessmen t of the s pecific ri sk that an individua l can be i dentified. In perfor ming this assessment , it is im portant fo r an agenc y to recog nize that non-PII ca n become P II wheneve r addition al informa tion is ma de publicl y availabl e — in any medium an d from any source — that, when combined with other available informati on, could be used to identify an individ ual.
	32	Artifact R ationale
	33	Per the Ve teran-focu sed Integr ated Proce ss (VIP) G uide, the User’s Gui de is requ ired to be completed prior to Critical Decision P oint #2 (C D2), with the expect ation that it will b e updated as needed. A User Gu ide is a t echnical c ommunicati on documen t intended to give a ssistance to people using a pa rticular s ystem, suc h as VistA end users . It is us ually writ ten by a t echnical w riter, alt hough it c an also be written b y programm ers, produ ct or proj ect manage rs, or oth er technic al staff. Most user guides con tain both a written guide and the associ ated image s. In the case of co mputer app lications, it is usu al to incl ude screen shots of t he human-m achine int erfaces, a nd hardwar e manuals often incl ude clear, simplifie d diagrams . The lang uage used is matched to the in tended aud ience, wit h jargon k ept to a m inimum or explained thoroughly . The User Guide is a mandator y, build-l evel docum ent, and s hould be u pdated to reflect th e contents of the mo st recentl y deployed build. Th e sections documente d herein a re require d if appli cable to y our produc t.
	34	Table of C ontents
	35	1.Introduc tion1
	36	1.1.Purpos e1
	37	1.2.Docume nt Orienta tion2
	38	1.2.1.Orga nization o f the Manu al2
	39	1.2.2.Assu mptions2
	40	1.2.3.Coor dination2
	41	1.2.4.Disc laimers3
	42	1.2.4.1.So ftware Dis claimer3
	43	1.2.4.2.Do cumentatio n Disclaim er3
	44	1.2.5.Docu mentation Convention s3
	45	1.2.6.Refe rences and Resources 5
	46	1.2.6.1.Wo rld Wide W eb5
	47	1.2.6.2.On line Help5
	48	1.3.Nation al Service Desk and Organizati onal Conta cts5
	49	2.System S ummary5
	50	2.1.System Configura tion6
	51	2.2.Data F lows7
	52	2.3.User A ccess Leve ls7
	53	2.4.Contin uity of Op eration7
	54	3.Getting Started8
	55	3.1.Loggin g On8
	56	3.2.System Menu8
	57	3.2.1.Logg ing In to Provider U tilities8
	58	3.3.Changi ng User ID and Passw ord10
	59	3.4.Exit S ystem10
	60	3.5.Caveat s and Exce ptions11
	61	4.Using th e Software 11
	62	4.1.Prepar ing for a Provider R ole Change 11
	63	4.2.Main W indow12
	64	4.2.1.Wind ow Layout1 2
	65	4.3.Viewin g Patient Orders16
	66	4.4.Button s & Menu I tems17
	67	4.5.How to Reassign Patient Or ders17
	68	4.6.Select Provider1 8
	69	4.6.1.Sele ct a Curre nt Provide r and Orde r Date Ran ge18
	70	4.6.2.Sele ct a New P rovider19
	71	4.7.Viewin g Order De tails21
	72	4.8.Reassi gn Orders2 2
	73	5.Troubles hooting24
	74	5.1.Specia l Instruct ions for E rror Corre ction24
	75	6.Acronyms and Abbre viations24
	76	7.Appendix 24
	77	8.Index24
	78
	79	Instructio ns for Tab le of Cont ents, Figu res, and T ables:
	80	List of Fi gures and List of Ta bles
	81	In documen ts with fi ve or more figures a nd/or tabl es, provid e a separa te list of figures a nd a separ ate list o f tables.
	82	NOTE: Tabl e of Conte nts, List of Figures , and List of Tables should be generated using MS- Word comma nds, not m anually cr eated, so that page numbers ca n be updat ed program matically.
	83
	84
	85	Artifact C ontent Gui dance
	86	A User Gui de is a re quired doc ument if p ertinent t o your pro duct. The project ma nager, as the author itative so urce and i n consulta tion with the techni cal writer , determin es if a Us er Guide i s a requir ed artifac t for the product.
	87	It is diff icult to p rovide a u sers’ guid e template that fits all situa tions sinc e applicat ions vary so much in what they allow use rs to do. This templ ate is put forth for the proje ct manager or other writer to use in tai loring to the specif ic charact eristics o f the soft ware and t he project .
	88	User Guide s for dist inct audie nces can e ither incl ude separa te section s in a use r guide or separate documents specific t o audience (e.g., nu rses, phar macists, t echnicians , develope rs, etc.). Some exam ples of se parate, op tional doc uments mig ht be:
	89	Developers Guide lis ting and d etailing e ntry point s and para meters rel ated to th e software ’s Applica tion Progr amming Int erfaces (A PIs), Remo te Procedu re Calls ( RPCs), and other pub lic interf aces. It c an also in clude info rmation on how to co nfigure de veloper wo rkstations /servers, troublesho ot and int erpret exc eption mes sages, and use tools /utilities included in the app lication p ackage, et c.
	90	Automated Data Proce ssing Appl ication Co ordinators (ADPACs) guide, out lining the processes , function ality, and points of coordinat ion specif ic to the role of an ADPAC
	91	Clinical A pplication Coordinat ors (CAC) guide, out lining the processes , function ality, and points of coordinat ion specif ic to the role of a CAC
	92	ALERT: Del ete all In structiona l Text bef ore publis hing or di stributing this docu ment!
	93	Introducti on
	94	Purpose
	95	The purpos e of this guide is t o familiar ize the us er with th e Provider Utilities (sometime s called P rovider Ro le Change) applicati on that en ables prov iders to r eassign re sponsibili ties for q ualifying patient or ders from a current provider t o one or m ore new pr oviders, i n the case where a p rovider ch anges role s while re maining at the same site (for example, a provider who moves from VA to DOD but d oes not re locate). T he goal is for the c urrent pro vider not to receive notificat ions for o rders writ ten in the previous role, whil e being ab le to rece ive notifi cations fo r orders w ritten in the new ro le. So tha t previous ly created orders ar e not “los t”, they a re redirec ted to the newly ass igned prov iders.
	96	One way to think of Provider U tilities i s to consi der it a m ore advanc ed version of the CP RS Surroga tes featur e. The Su rrogates f eature let s you redi rect all n otificatio ns from on e provider to anothe r – useful when one provider i s on vacat ion. Provi der Utilit ies redire cts only s elected no tification s – those related to qualifyin g orders i ssued whil e the curr ent provid er was act ing in a n ow-discont inued role or capaci ty at a gi ven site.
	97	Provider U tilities i mplements VA New Ser vice Reque st (NSR) 2 0130504. T he program is indepe ndent from CPRS, but works wit h CPRS GUI servers. It will ev entually b ecome avai lable in v arious CPR S server r eleases (3 0 and late r).
	98	The Provid er Utiliti es applica tion swaps “qualifyi ng” patien t orders f rom an ori ginal prov ider (who has moved on and sho uld no lon ger receiv e associat ed order n otificatio ns) to a s ubstitute provider. The reassi gnment ens ures that the origin al provide r won’t re ceive any notificati ons associ ated with the orders in questi on, and th e substitu te provide r will rec eive those notificat ions. A “q ualifying” patient o rder is an open orde r issued b y the orig inal provi der during a specifi ed timer p eriod (by default, t he last ca lendar yea r).
	99	The origin al case th at led to this NSR w as a provi der who mo ved from V A to DOD w hile remai ning at th e same sit e. After t he role ch ange, the provider w as no long er respons ible for V A patients , and was instead re sponsible for DOD pa tients. Th e facility was in a difficult situation. If they a ssigned a surrogate for the or iginal pro vider, tha t surrogat e received order not ifications for the o riginal pr ovider’s V A and DOD patients. If they di d not assi gn a surro gate, the original p rovider co ntinued to receive n otificatio ns for VA patients. They neede d a soluti on that wo uld let th e original provider move on to new dutie s without the burden of receiv ing notifi cations fo r orders i ssued in t he abandon ed VA role .
	100
	101	Document O rientation
	102	Organizati on of the Manual
	103	Provide a list of th e major se ctions of the User’s Manual (1 .0, 2.0, 3 .0, etc.) and a brie f descript ion of wha t is conta ined in ea ch section .
	104	Identify t he roles t his guide was writte n for and the job fu nctions it addresses .
	105	Assumption s
	106	Users: Pro vider Util ities will be used b y personne l that sit es assign to reassig n responsi bility fro m one prov ider to an other. It is assume d that usi ng Provide r Utilitie s will be an adminis trative fu nction, pe rhaps perf ormed by a Clinical Applicatio n Coordina tor (CAC). The CAC c an perform this func tion under the direc tion clini cal person nel who ca n direct h ow qualify ing orders will be r eassigned to one or more diffe rent provi ders. Howe ver, this process is up to sit es to deci de on the process to reassign orders.
	107	Accessibil ity: Provi der Utilit ies is ful ly complia nt with Se ction 508 accessibil ity direct ives.
	108	Provider U tilities G UI Interfa ce: Provid er Utiliti es was bui lt to run in the Mic rosoft Win dows opera ting envir onment (us ually refe rred to si mply as Wi ndows).
	109
	110	Coordinati on
	111	To use Pro vider Util ities, sit es will ne ed to coor dinate the installat ion and ma ke sure th at the cor rect users have auth orization to use the software.
	112
	113	For instal lation, si tes need t o coordina te their l ocal resou rces with the ITOPS support, i f they are supported by them t o install Provider U tilities. The site C omputerize d Patient Record Sys tem (CPRS) Coordinat or may be involved i n selectin g which us ers will n eed to use Provider Utilities. It is ant icipated t hat Clinic al Applica tion Coord inators (C ACs) will be tasked with using Provider Utilities to reassig n orders t o new prov iders.
	114	The audien ce for thi s Provider Utilities User Guid e consists of those resources that will be tasked with reass igning ord ers from p roviders w ho have ch anged role s but rema in at a si te to othe r provider s at the s ite. As de scribed la ter in thi s manual, clinical s taff at th e site sho uld decide which ord ers need t o be reass igned and to whom th ey should be reassig ned.
	115	Disclaimer s
	116	Software D isclaimer
	117	This softw are was de veloped at the Depar tment of V eterans Af fairs (VA) by employ ees of the Federal G overnment in the cou rse of the ir officia l duties. Pursuant t o title 17 Section 1 05 of the United Sta tes Code t his softwa re is not subject to copyright protectio n and is i n the publ ic domain. VA assume s no respo nsibility whatsoever for its u se by othe r parties, and makes no guaran tees, expr essed or i mplied, ab out its qu ality, rel iability, or any oth er charact eristic. W e would ap preciate a cknowledge ment if th e software is used. This softw are can be redistrib uted and/o r modified freely if any deriv ative work s bear som e notice t hat they a re derived from it, and any mo dified ver sions bear some noti ce that th ey have be en modifie d.
	118	Documentat ion Discla imer
	119	The appear ance of ex ternal hyp erlink ref erences in this manu al does no t constitu te endorse ment by th e Departme nt of Vete rans Affai rs (VA) of this Web site or th e informat ion, produ cts, or se rvices con tained the rein. The VA does no t exercise any edito rial contr ol over th e informat ion you ma y find at these loca tions. Suc h links ar e provided and are c onsistent with the s tated purp ose of the VA.
	120	Documentat ion Conven tions
	121	This manua l uses sev eral metho ds to high light diff erent aspe cts of the material.
	122	Descriptiv e text is presented in a propo rtional fo nt (as rep resented b y this fon t).
	123	Note: Note s are used to call a user’s at tention to an import ant matter or idea. It will be in bold.
	124	Warning: T his paragr aph is a c aution for users tha t if they do somethi ng, the re sult could be seriou s includin g loss of data.
	125	“Snapshots ” of compu ter online displays (i.e., cha racter-bas ed screen captures/d ialogs) an d computer source co de are sho wn in a no n-proporti onal font and enclos ed within a box.
	126	Select OPT ION NAME: XPAR EDIT PARAMETER Edit Parameter Values
	127	Edit Param eter Value s
	128
	129
	130	Also inclu ded are Gr aphical Us er Interfa ce (GUI) M icrosoft W indows ima ges (i.e., dialogs o r forms).
	131
	132	Figure 1: Provider U tilities s erver conn ection dia log
	133
	134	User's res ponses to online pro mpts (e.g. , manual e ntry, taps , clicks, etc.) will be boldfa ce type.
	135	All upperc ase is res erved for the repres entation o f M code, variable n ames, or t he formal name of op tions, fie ld and fil e names, a nd securit y key (e.g ., the XUP ROGMODE ke y).
	136	Convention s for disp laying TES T data in this manua l are as f ollows:
	137	The first three digi ts (prefix ) of any S ocial Secu rity Numbe rs (SSN) w ill begin with eithe r “000” or “666”.
	138	Patient an d user nam es are for matted as follows:
	139	<Applicati on Name>”P ATIENT”,<f ictitious given name ><NUMBER> and <Appli cation Nam e>”USER”,< fictitious given nam e><NUMBER> , respecti vely:
	140
	141	The “Ficti tious give n name” re presents a fabricate d given na me for the patient o r user bas ed on the applicatio n being re leased or the produc t name. Fo r example, Master Ve teran Inde x (MVI) so ftware tes t patient and user n ames would be docume nted as fo llows:
	142	CPRSpatien t, One
	143	CPRSprovid er, Twenty
	144
	145	References and Resou rces
	146	World Wide Web
	147	Provider U tilities d ocumentati on is also available on the VA Document Library (V DL). The o nline vers ions will be updated as needed . Please l ook for th e latest v ersion on the VDL: h ttp:// DNS . URL
	148	Online Hel p
	149	Instructio ns, proced ures, and other info rmation ar e availabl e from the Provider Utilities online hel p file. Yo u may acce ss the hel p file by clicking H elp \| Cont ents from the menu b ar or by p ressing th e F1 key w hile you h ave any Pr ovider Uti lities dia log open. Much of th e informat ion in thi s User Man ual is als o in the P rovider Ut ilities on line help.
	150	National S ervice Des k and Orga nizational Contacts
	151	Table 1. T ier Suppor t Contact Informatio n”
	152	Name
	153	Role
	154	Org
	155	Contact In fo
	156	CPRS Clini cal Applic ation Coor dinator
	157	Tier 0 Sup port
	158	VHA
	159	Local Clin ical App C oordinator informati on should be availab le from yo ur site.
	160	OI&T Natio nal Servic e Desk
	161	Tier 1 Sup port
	162	OI&T
	163	PII
	164	PII
	165	Health Pro duct Suppo rt
	166	Tier 2 Sup port
	167	VHA
	168	PII
	169	PII
	170	OI&T Syste m Admin/Fi eld Operat ion Suppor t
	171	Tier 2 & 3 support
	172	OI&T
	173	PII
	174	PII
	175	VistA Patc h Maintena nce
	176	Tier 3 App lication S upport
	177	OI&T
	178	PII
	179	PII
	180	System Sum mary
	181	This secti on should provide a general de scription of the sys tem writte n in non-t echnical t erminology and the p urpose for which it is intende d. The des cription s hould incl ude a high -level sys tem diagra m with bri ef explana tory text. The summa ry should outline th e uses of the system in suppor ting the a ctivities of the use r and staf f.
	182	List and d escribe th e major fu nctions pe rformed by the syste m
	183	Describe t he archite cture of t he system in non-tec hnical ter ms, (e.g., client/se rver, web- based, etc .)
	184	User acces s mode, (e .g., graph ical user interface)
	185	Responsibl e organiza tion
	186	System nam e or title
	187	System env ironment f actors (e. g., memory requireme nts, brows er release , plugins, display r esolution, etc.)
	188	Provider U tilities i s a client -server GU I applicat ion that e nables use rs to reas sign exist ing orders from a pr ovider who is changi ng roles b ut remaini ng at the same locat ion to oth er provide rs as deci ded by cli nical staf f. An exam ple would be if a pr ovider was working f or VA, but then took a positio n with a D epartment of Defense collocate d site, th en the use r would st ill be the re, but wo uld no lon ger be res ponsible f or the VA patients.
	189	The Provid er Utiliti es GUI is a front en d applicat ion that i nteracts w ith the Vi stA databa se using C PRS commun ication pr otocols an d affects which user s receive notificati ons.
	190	To launch Provider U tilities, users will either se lect an it em from th e CPRS Too ls menu or Provider Utilities can be lau nched from an icon. The user w ill have t o log in w hether the applicati on is laun ched from the CPRS T ools menu or from an icon.
	191	Once logge d in, the use can se lect the p rovider wh ose orders need to b e changed and the da te range f or those o rders. Aft er selecti ng the pro vider, pat ients with orders fr om the sel ected prov ider displ ay on the left of th e window.
	192
	193
	194	System Con figuration
	195	Provider U tilities r uns on wor kstations that also have CPRS on them. I t communic ates back and forth with serve rs that th en interac t with the VistA dat abase as s hown below .
	196
	197
	198	Data Flows
	199	See above.
	200	User Acces s Levels
	201	Because us ers will l aunch the Provider U tilities a pplication from the CPRS Tools menu, the y must hav e access t o the CPRS applicati on. In add ition, onl y users wh o have bee n assigned the OR PU ACCESS ke y may use the Provid er Utiliti es applica tion.
	202	Continuity of Operat ion
	203	As long as the VistA database is functio ning and c an be acce ssed, Prov ider Utili ties shoul d be avail able. The protection of data a nd other i tems are r elated to the VistA database, not Provid er Utiliti es.
	204	Getting St arted
	205	Logging On
	206	Users can launch Pro vider Util ities dire ctly from an icon or from the CPRS Tools menu. If the site c hooses to use Provid er Utiliti es from th e Tools me nu, CACs o r other su pport pers onnel will have to a dd a menu item on th e Tools me nu for use rs who wil l reassign orders us ing the Pr ovider Uti lities GUI applicati on.
	207	When the P rovider Ut ilities GU I applicat ion is lau nched, the user will be presen ted with a login scr een.
	208	System Men u
	209	Logging in to Provid er Utiliti es
	210	When the u ser launch es the Pro vider Util ities appl ication, t he applica tion first briefly d isplays a server con nection di alog and t hen the lo gin screen where the user ente rs his or her access and verif y code.
	211
	212	Figure 2: Provider U tilities s erver conn ection dia log
	213
	214	Once it ha s connecte d to the s erver, the dialog wi ll continu e to displ ay in the background while the login scr een displa ys as show n below.
	215
	216
	217	Figure 3: Provider U tilities l ogin dialo g
	218
	219	Note:The u sers will use the tw o-factor a uthenticat ion (2FA), using the ir Persona l Identifi cation Ver ification (PIV) card and their Personal Identifica tion Numbe r (PIN) wh en it is r eady. Unti l it is re ady, users will use the same a ccess and verify cod es they us e for CPRS or VistA to log in to Provide r Utilitie s.
	220
	221
	222	Changing U ser ID and Password
	223	Users will use the s ame creden tials that they use to access VistA or C PRS. So, w henever th ose creden tials need to be ren ewed, the same crede ntials wil l be used for Provid er Utiliti es.
	224	Exit Syste m
	225	To exit th e system, the user e ither sele cts the X in the upp er right c orner of t he dialog or select File \| Exi t.
	226	Caveats an d Exceptio ns
	227	N/A
	228	Using the Software
	229	Preparing for a Prov ider Role Change
	230	It’s impor tant to pr operly res earch and prepare be fore attem pting a pr ovider rol e change. Remember t hat Provid er Utiliti es, though it displa ys patient names, is actually reassignin g orders, not patien ts. The pr ogram’s pu rpose is t o make sur e new noti fications for recent ly issued orders go to a newly designate d provider (s).
	231	To success fully impl ement a pr ovider rol e change u sing Provi der Utilit ies, you s hould answ er these q uestions b efore atte mpting a t ransfer…
	232	Who is cha nging role s? The man agement te am identif ies the pr ovider cha nging role s.
	233	What patie nts have q ualifying orders? Th e manageme nt team id entifies p atients wh o will be affected b y the role change. P rovider Ut ilities de fines thes e patients as those who have q ualifying orders iss ued by the provider changing r oles durin g a specif ied time p eriod.
	234	Who will r eceive ord er notific ations for these qua lifying or ders? The management team iden tifies the new provi der(s) who will now manage the patients and orders formerly assigned t o the depa rting prov ider.
	235	How far ba ck are we going? The managemen t team als o determin es a defau lt time pe riod cover ed by the transfer, such as “a ll orders from one y ear ago un til today at midnigh t”.
	236	How will w e allocate transfers between m ultiple ne w provider s? The man agement te am specifi es how pat ients/orde rs will be allocated between n ew provide rs. This c ould be si mple, as i n “evenly divide pat ients betw een these three new providers” . Or it co uld be com plex, as i n “find al l the card iac patien ts and ass ign them t o provider X, and fi nd all the orthopedi c patients and assig n them to provider Y ”, and so on.
	237	Are the de signated n ew provide rs aware o f this pen ding trans fer? It’s incumbent on the man agement te am to get “buy-in” f rom the ne w provider s that wil l suddenly be receiv ing order notificati ons for pa tients for merly mana ged by the previous provider.
	238	Are the de signated n ew provide rs able to receive t he appropr iate order notificat ions? It d oesn’t do much good to transfe r orders t o a new pr ovider who can’t rec eive order notificat ions!
	239	Are you su re simple surrogacy is not suf ficient? P rovider Ut ilities is designed to serve t he busines s case whe re a provi der is cha nging role s at the s ame site. If the pro vider is r etiring or leaving t he site, o ther busin ess proces ses are pr obably mor e appropri ate.
	240	Provider U tilities c an optiona lly assist in discov ering pati ents and o rders for a departin g provider . For exam ple, a use r can ente r a depart ing provid er and a d ate range, and “assi gn” them t o a new pr ovider. In the revie w window, Provider U tilities w ill presen t a detail ed listing of qualif ied orders and patie nts. This can then b e used by the manage ment team when desig nating whi ch patient s/orders g o to each newly desi gnated pro vider.
	241	Main Windo w
	242	Window Lay out
	243	After logg ing in, th e user wil l be prese nted with the main P rovider Ut ilities: R eassign Pa tient Orde rs dialog.
	244
	245	Figure 4: Provider U tilities M ain Screen
	246
	247
	248
	249	The main P rovider Ut ilities wi ndow has t hree parts …
	250	Left side: Select an d display a current provider a nd associa ted patien ts/orders associated with that provider and the ch osen date range.
	251
	252	Figure 5: This shows the right side of t he Provide r Utilitie s Window
	253
	254	Right side : Select a nd display new provi ders and t he patient s/orders a ssigned to each.
	255
	256	Figure 6: The right part of th e Provider Utilities main wind ow
	257
	258	Center: Bu ttons to m ove patien ts between old and n ew provide rs.
	259
	260	Figure 7: The center portion o f the main Provider Utilities window has the comma nd buttons .
	261
	262
	263	The screen capture b elow shows a typical Provider Utilities session in mid-progr ess. The u ser has al ready sele cted a cur rent provi der, two n ew provide rs, and ha s assigned each new provider t wo patient s. There a re still s everal cur rent patie nts at lef t awaiting reassignm ents.
	264
	265
	266	Figure 8: Provider U tilities M ain Screen
	267
	268	Additional features in the Pro vider Util ities GUI:
	269	Most table s and list s have pop up or cont ext menus with addit ional acti ons. When in doubt, right clic k to see i f a menu p ops up.
	270	The main s creen supp orts drag and drop. You can dr ag patient s from lef t to right , or betwe en provide rs at righ t.
	271	Some table s support double cli ck. You ca n double c lick a pat ient to se e associat ed orders.
	272	Most table s and list s support multiple s elections using stan dard Windo ws techniq ues.
	273	Viewing Pa tient Orde rs
	274	Double cli ck or use the popup context me nu item to view all qualifying orders fo r the sele cted curre nt provide r patient (at screen left). Or ders will be display ed in a po pup dialog . See the separate h elp topic for the or der detail s dialog.
	275	What is a qualifying order?
	276	It was iss ued by the selected provider
	277	It was iss ued during the selec ted date r ange
	278	It is in a state ide ntified as potential ly generat ing a futu re notific ation (sta tes were s elected by the stake holders fo r NSR 2013 0504.
	279	Buttons & Menu Items
	280	All button s on the m ain screen have corr esponding menu comma nds in the “Edit” ma in menu. A ll buttons and menu items have shortcuts (command keys) that are displ ayed when the “ALT” key is pre ssed.
	281	Choose Cur rent Provi der and Or der Dates: Displays a popup di alog (see additional help) in which the user can s elect the current pr ovider fro m a list. The user c an also mo dify the d efault sel ection per iod, which defaults to the pas t calendar year. Upo n selectio n, the pat ients list at screen left will be popula ted with p atients. T he order c ount for e ach will b e displaye d to the r ight of th e patient’ s name.
	282	Add Select ed: Move t he selecte d current provider p atients (a t screen l eft) to th e selected new provi der (at sc reen right ).
	283	Add All: M oves all c urrent pro vider pati ents (at s creen left ) to the s elected ne w provider (at scree n right).
	284	Auto Alloc ate All: E venly dist ributes al l current provider p atients (a t screen l eft) betwe en all new providers (at scree n right).
	285	Undo Selec ted: Remov es all sel ected pati ents at sc reen right (new prov ider) and restores t hem at scr een left ( current pr ovider).
	286	Undo All: Removes al l patients at screen right (ne w provider ) and rest ores them at screen left (curr ent provid er).
	287
	288	How to Rea ssign Pati ent Orders
	289	There are four overa ll steps i n moving p atient ord ers from a n old prov ider to on e or more new provid ers. More specific s teps are d escribed b elow. Popu p dialogs are descri bed in gre ater detai l in focus ed help to pics.
	290	Choose a P rovider an d a Date R ange: The first step is to spe cify which provider needs to h ave orders reassigne d and then pick the date range . The defa ult date r ange is fr om today b ack one ye ar, but th e user can change th e range. S elect Choo se Current Provider and Order Dates…. Th en select a provider and a dat e range fr om the pop up dialog.
	291	Choose One or More P roviders W ho Will Be Responsib le for the Orders: S elect Add New Provid er…. Then select a n ew provide r from the popup dia log. Repea t as neede d to selec t more tha n one new provider ( orders can be distri buted amon g multiple new provi ders).
	292	Move Order s to the N ew Provide rs: Use dr ag & drop, the cente r buttons, or the ed it menu it ems to mov e patients from left to right until all are assign ed new pro viders.
	293	Review and Reassign Orders: Wh en all ord ers are co rrectly as signed to the approp riate new providers, select Ap ply Change s to displ ay the rev iew window . In that window, re view your changes an d then whe n ready se lect Reass ign Orders to make y our change s permanen t.
	294
	295
	296
	297	Select Pro vider
	298	Select a C urrent Pro vider and Order Date Range
	299	On the mai n Provider Utilities : Reassign Patient O rders wind ow, select Choose Cu rrent Prov ider and O rder Dates ….
	300
	301	Figure 9: Provider U tilities M ain Screen with the Choose Cur rent Provi der/Order Dates…butt on red hig hlighting added for clarity.
	302
	303	The Select Current P rovider an d Order Da tes dialog displays.
	304
	305
	306	Figure 10: The Selec t Current Provider a nd Order D ates dialo g
	307
	308	Choose a d ate range. You can e ither acce pt the def ault of on e year fro m today or set anoth er date ra nge. To ac cept the d efault of one year, skip to st ep 3. To s et a new d ate, selec t the Star t Date cal endar cont rol and ty pe a date or use the controls to set the date. The n, do the same with the Stop D ate calend ar control .
	309	The defaul t stop dat e is “toda y”. The de fault Star t Date is one year a go. Note t hat you ca n enter an y range in the past up to the current ti me, but en tering a f uture date is not al lowed. Cha nge the st op date if desired. Note that dates are inclusive. Orders is sued at an y time of day betwee n the star t date and the stop date will be include d.
	310
	311	Select the current p rovider, w hich is th e provider who issue d the pati ent orders by typing part of t he provide r’s name i n the fiel d, selecti ng the cor rect name, and selec ting OK.
	312	When you h ave the pr ovider and the corre ct date ra nge, selec t OK.
	313	Warning: B e aware th at selecti ng a new p rovider an d date ran ge will er ase any un applied as signments you’ve mad e in the m ain screen .
	314	Select a N ew Provide r
	315	You can se lect one o r more new providers to have r esponsibil ity for re assigned o rders.
	316	To select a New Prov ider, sele ct Add New Provider from the m ain window .
	317
	318	Figure 11: The Provi der Utilit ies: Reass ign Patien t Orders m ain dialog showing t he user se lecting th e Add New Provider… item, adde d highligh ting for c larity.
	319
	320	Then selec t a new pr ovider fro m the popu p dialog b y typing p art of the provider’ s name in the field, selecting the corre ct name, a nd selecti ng OK.
	321
	322	Note:The u ser can on ly select one new pr ovider eac h time the user sele cts Add Ne w Provider and this dialog ope ns. Howeve r, Provide r Utilitie s enables the user t o add mult iple new p roviders t o the list on the ma in dialog and distri bute curre nt patient orders be tween the selected p roviders.
	323
	324	To add mul tiple new providers, simply re peat the s teps above as many t imes as ne eded.
	325
	326	Viewing Or der Detail s
	327	Once patie nts are li sted in ei ther pane of the mai n window, the user c an view th e order de tails for that patie nt’s order s. To brin g up the O rder Detai l dialog, the user d ouble-clic ks on the patient na me or righ t-clicks o n the name to bring up the con text menu and then s elects the Show Orde rs for Pat ient Under Mouse men u item.
	328	The qualif ying order s for the selected p atient are shown on the left o f the dial og. An ord er list is displayed at screen left. Sel ect any or der to vie w details at right. Some order may be in an expire d or disco ntinued st ate, but t hese order s are cons idered qua lifying or ders for t his featur e.
	329	To view or ders, use these step s:
	330	After sele cting a Pr ovider and Date rang e on the m ain window , a list o f patients with qual ifying ord ers should display i n the left pane.
	331	Double-cli ck on a pa tient or r ight click on a pati ent and se lect Show Orders for patient u nder the m ouse.
	332	To view th e details of an orde r, highlig ht the ord er using b y clicking on it or tab to the order and press Shi ft + F10.
	333
	334	Figure 12: Order Det ails: The orders are listed on the left. As the us er highlig hts an ord er on the left, the details ar e displaye d on the r ight.
	335	When the u ser is don e reviewin g order, s elect Clos e.
	336
	337	Reassign O rders
	338	After the user selec ts the App ly Changes on the ma in window, the user must final ize the ch anges usin g the Reas sign Order (Review a nd Execute ) dialog. Because th is is an i rreversibl e change, Provider U tilities r equires th is deliber ate review step. The Reassign Order (Rev iew and Ex ecute) dia log displa ys the ord ers that n eed to be reassigned , and the user must select Rea ssign Orde rs to comp lete the r eassignmen t process.
	339	To complet e the orde r reassign ment, use these step s:
	340	Accept the default r eassignmen t date of today or c hange to a future da te (cannot be earlie r than now , but can be a futur e time/dat e).
	341
	342	Figure 13: Reassign Orders (Re view and E xecute) di alog
	343
	344	Review the list of r eassigned orders if desired.
	345	Note: It s hould be n oted that this revie w screen w ill likely have hund reds or po ssibly tho usands of individual orders. I t’s unlike ly that a user will actually s croll thro ugh this l ist. We pr esent the list and r equire ano ther butto n click ma inly as a “stop and pause” fea ture.
	346
	347	Select Rea ssign Orde rs to comp lete reass ignment.
	348	Review the results t o see if a ny reassig nments fai led.
	349	Optionally copy the reassignme nt results to the Wi ndows clip board usin g the popu p menu by right-clic king on th e order an d selectin g Copy Res ults to Cl ipboard.
	350	Return to the main w indow by s electing C lose.
	351
	352	The list i s very val uable afte r reassign ment, as a ny failure s will be indicated.
	353
	354	Below is a screen ca pture show ing the te xt report pasted int o Notepad. It contai ns patient -sensitive informati on that mu st be prop erly handl ed.
	355
	356
	357	Troublesho oting
	358	If the use r receives and error that they are not a uthorized to use Pro vider Util ities, che ck to see if the use r is assig ned the OR PU ACCESS key.
	359	Special In structions for Error Correctio n
	360	Describe a ll recover y and erro r correcti on procedu res, inclu ding error condition s that may be genera ted and co rrective a ctions tha t may need to be tak en.
	361	Acronyms a nd Abbrevi ations
	362	2FA
	363	Two-Factor Authentic ation
	364	CAC
	365	Clinical A pplication Coordinat or
	366	CD2
	367	Critical D ecision Po int #2
	368	CPRS
	369	Computeriz ed Patient Record Sy stem.
	370	DOD
	371	Department of Defens e
	372	GUI
	373	Graphical User Inter face
	374	ITOPS
	375	Informatio n Technolo gy Operati ons and Se rvices (fo rmerly kno wn as Serv ice Delive ry and Eng ineering [ SDE])
	376	MVI
	377	Master Vet eran Index
	378	NSR
	379	New Servic e Request
	380	PIN
	381	Personal I dentificat ion Number
	382	PIV
	383	Personal I dentificat ion Verifi cation
	384	SDE
	385	Service De livery and Engineeri ng
	386	VA
	387	Veterans A ffairs
	388	VDL
	389	VA Documen t Library
	390	VIP
	391	Veteran-fo cused Inte gration Pr ocess
	392	VistA
	393	Veterans H ealth Info rmation Sy stems and Technology Architect ure
	394
	395	Appendix
	396	Appendices are optio nal. They are used t o amplify informatio n that is not includ ed as part of the ma in content . Example content fo r appendic es might b e:
	397	User funct ional matr ix
	398	Table of u ser roles and respon sibilities
	399	Index
	400	An Index i s optional ; since al l document s are avai lable onli ne, users can do a s earch. How ever, Inde xes are he lpful for manuals th at may be printed.
	401	NOTE: Use MS-Word to generate the Index so that pa ge numbers can be up dated prog rammatical ly; do not create th e index ma nually.
	402
	403	Template R evision Hi story
	404	Date
	405	Version
	406	Descriptio n
	407	Author
	408	March 2016
	409	1.7
	410	Updated to align wit h new VIP policies a nd process es
	411	VIP Busine ss Office
	412	December 2 015
	413	1.6
	414	Updated to align wit h current OI&T Docum entation S tandards, edited to conform wi th latest Section 50 8 guidelin es, and re mediated w ith Common Look Offi ce tool
	415	Process Ma nagement
	416	June 2015
	417	1.5
	418	Edited to conform wi th Section 508 guide lines and remediated with Comm on Look Of fice tool
	419	Process Ma nagement
	420	May 2015
	421	1.4
	422	Reviewed a nd approve d by PMAS Process Im provement Lockdown. Updated in structiona l test
	423	Process Ma nagement
	424	November 2 014
	425	1.3
	426	Updated to conform w ith latest Section 5 08 guideli nes and re mediated w ith Common Look Offi ce tool
	427	Process Ma nagement
	428	April 2014
	429	1.2
	430	Changed ti tle page t o clarify that versi on number refers to software v ersion
	431	Process Ma nagement
	432	April 2011
	433	1.1
	434	Formatted to current ProPath d ocumentati on standar ds and edi ted to con form with latest Alt ernative T ext (Secti on 508) gu idelines
	435	Process Ma nagement
	436	June 2009
	437	1.0
	438	Initial Ve rsion
	439	PMAS Busin ess Office
	440
	441	Place late st revisio ns at top of table.
	442	The Templa te Revisio n History can be rem oved or mo ved to the “Revision History” section at the discr etion of t he author of the doc ument. If removed, i t is recom mended tha t the auth or indicat e the temp late versi on used as the basel ine for th e User Gui de in the first entr y in the “ Document R evision Hi story” tab le.
	443	The Templa te Revisio n History can be rem oved at th e discreti on of the author of the docume nt.
	444	Remove bla nk rows.
	445	ALERT: Del ete all In structiona l Text bef ore publis hing or di stributing this docu ment!