VistA Scheduling Enhancements (VSE) VS GUI User Guide March 2020 Department of Veterans Affairs Office of Information and Technology (OI&T) Version 1.17 Revision History Date Revision Description Author 03/02/2020 1.17 Updated VA Pulse Links in REDACTED Information Section to new VSE SharePoint. 02/04/2020 1.16 Updated with SDEC Release Locks REDACTED and Patch SD*5.3*737 Addendum content 12/10/2019 1.15 Updated with 1.6.0 changes and REDACTED updates 11/14/2019 1.14 Updated Addendum to include site REDACTED instructions for Patch SD*5.3*731 11/5/2019 1.13.2 Updated Addendum for Patch REDACTED SD*5.3*723 prior to release to include additional known issues and current workflow process. 10/31/2019 1.13.1 Updated Addendum for Patch REDACTED SD*5.3*723 prior to release to include information related to known issues. 10/25/2019 1.13 Updated with Addendum for Patch REDACTED SD*5.3*723 and associated Appendix 05/01/2018 1.12.1 Updated with edits prior to release REDACTED of 1.5 01/24/18 1.12 Updated for Release 1.5 REDACTED 01/05/18 1.11.3 Updated for Release 1.4 REDACTED 11/07/17 1.10.2 Updated patch description and REDACTED contacts in Sections 1 and 2 11/06/17 1.9 Reviewed and incorporated Health REDACTED Product Support comments 8/31/2017 1.8 Updated per the requirements REDACTED associated with release 1.3.2 06/23/2017 1.7 Addressed Business User REDACTED comments and updated for Build 1.3 Release 1; provided technical edits for format and consistency 01/27/2017 1.6 Addressed VA comments; added REDACTED Section 5.1.8 Viewing/Editing Patient-Centered Scheduling Request; added alternate text to all VistA Scheduling Enhancements ii March 2020 VS GUI User Guide figures and tables; added sections for acronyms and hot keys 01/18/2017 1.5 Performed internal peer review; REDACTED removed Welcome to VA references; updated Section 2; added VSE Additional Enhancements description 01/08/2017 1.4 Incorporated user acceptance REDACTED testing updates: pages 7, 9, 11, 15, 22, 23, 25, 27, 35-37, 46-48, 50, 52, 55, 57-58,60,63,69,71, 74,76,79,81,84,86,89-91,93,96- 109,117-118,120-121, 123, 125, 127-130,132-147,166,181-195; provided technical edits for format and consistency 12/21/2016 1.3 Updated table of contents and REDACTED footers for pages 161-211; provided technical edits – fixed figure captions, added table list, added queries for author 12/7/2016 1.2 Updates to Clinic Grid (pages REDACTED 31,37-38,72,91) 11/21/2016 1.1 Updates from CIT/ST: pages 6- REDACTED 13,16-21,23-24,27-95,97,99- 104,123-124,127,129-131,133,135- 137,139-145,157-161,168-171,173- 174,176,184 05/02/2016 1.0 Initial baseline REDACTED VistA Scheduling Enhancements iii March 2020 VS GUI User Guide Table of Contents 1 Introduction ........................................................................................................... 1 1.1 Purpose ....................................................................................................................1 1.2 Overview ..................................................................................................................1 1.3 Disclaimers ..............................................................................................................1 1.3.1 Software Disclaimer................................................................................. 1 1.3.2 Documentation Disclaimer ...................................................................... 1 1.4 Project References ..................................................................................................2 1.4.1 Information ............................................................................................... 2 1.4.2 Coordination ............................................................................................ 2 1.4.3 Help Desk ................................................................................................. 2 1.4.4 Organization of the User Guide .............................................................. 3 2 System Summary .................................................................................................. 4 2.1 User Access Levels ................................................................................................. 5 3 Getting Started ...................................................................................................... 6 3.1 Logging On ..............................................................................................................6 3.2 Two Factor Authentication Using PIV Cards ......................................................... 8 3.3 Return to Clinic Orders (RTC Orders) .................................................................... 9 3.4 Logging Off ..............................................................................................................9 3.5 VS GUI Tabs .............................................................................................................9 3.5.1 Tasks Tab ................................................................................................. 9 3.5.2 System Tab Action Areas ...................................................................... 10 3.5.3 Reports Tab Action Areas ..................................................................... 11 3.6 Searching ............................................................................................................... 11 3.6.1 Search for Patient .................................................................................. 11 3.7 Filtering .................................................................................................................. 13 3.7.1 Filtering Lists ......................................................................................... 14 3.7.2 Paging Through Records ...................................................................... 15 3.7.3 Filtering by Facility or Clinic ................................................................. 16 3.7.4 Filtering by Time Period ........................................................................ 16 3.8 Sorting ...................................................................................................................17 3.8.1 Sorting by Column ................................................................................. 17 3.8.2 Sorting Pending Appointments by Column ......................................... 17 3.8.3 Print Pending Appointment List for a Patient ..................................... 18 3.9 Printing and Exporting a Request Management Grid ......................................... 19 3.9.1 Printing a Request Management Grid .................................................. 19 3.9.2 Exporting a Grid ..................................................................................... 20 VistA Scheduling Enhancements iv March 2020 VS GUI User Guide 3.10 Viewing................................................................................................................... 20 3.10.1 View Only Mode ..................................................................................... 20 3.10.2 Viewing Requests by Request Type..................................................... 21 3.10.3 Viewing Requests by Patient ................................................................ 22 3.10.4 Schedule View ........................................................................................ 22 4 Ribbon Bar ........................................................................................................... 23 4.1 Patients Demographics ......................................................................................... 23 4.1.1 Finding a Patient .................................................................................... 23 4.1.2 Viewing Patient Demographics in the Ribbon Bar .............................. 24 4.1.3 Patient Eligibility Information ............................................................... 25 4.1.4 Updating Patient Demographics .......................................................... 26 4.1.5 Editing Permanent Address .................................................................. 28 4.1.6 Adding a Temporary Address ............................................................... 29 4.1.7 Bad Address ........................................................................................... 30 4.2 Actions ...................................................................................................................31 4.2.1 New Request .......................................................................................... 31 4.3 Pending Appointment Window ............................................................................. 32 4.4 Special Needs/Preferences ................................................................................... 35 4.4.1 Adding/Removing Special Needs/Preferences from Requests ......... 35 4.5 Patient Flags .......................................................................................................... 36 4.6 Tools ......................................................................................................................37 4.6.1 Print......................................................................................................... 37 4.6.2 Export ..................................................................................................... 37 4.6.3 Refresh ................................................................................................... 38 4.6.4 Query .....................................................................................................