Laboratory Emerging Pathogens Initiative (EPI) Version 5.2 Roll Up Modifications Technical and User Manual September 2015 Department of Veterans Affairs (VA) Office of Information and Technology (OI&T) Product Development (PD) Revision History Date Version Description Author 9/2015 LR*5.2*442 Updates for LR*5.2*442, ICD- REDACTED 10 PTF Modifications: Updated title page and footers. Added text to Preface (p.iv), added reference to ICD-10 PTF Modifications Installation Guide (pp.21, 30), added new DBIA #6130 (p.22), updated Post Installation (p.34). 07/2014 LR*5.2*421 Updated for ICD-10 REDACTED pp. iv-ii, Remediation: Added Revision History. p. iii, Updated information in p. v Preface. p. ix-xvi Updated Orientation Updated and renumbered pp.74, 78, 111, 122, TOC. 127, 131, 135, 139, 142, 146, 149, 153, 157, 161, 165, 169, Added information on ICD-10 173, 176, 179, 183, input screens and examples. 186, 189, 193, 197, 201, 205, 214, 219 pp.16, 66, 114, 141, 144, 148, 171, 175, 178, 191, 212, 226, 234, 262, 264, 266 General changes from ICD-9 p. 362, 387 to ICD. p. 40 Updated DG1 Segment of HL7 message to utilize ~ rather pp.36, 39, 45, 50 than ^. Updated file (#69.5) file fields. Added notes that refer users to pp.229, 230 the LR*5.2*421 Release Notes for Required Patches, Installation and Post Multiple pages VistA Laboratory EPI Rollup Modifications Technical and User Manual ii September 2015 Date Version Description Author Installation instructions. Removed Personally Identifiable Information (PII). Changed AAC to Austin Information Technology Center (AITC) throughout manual 05/2008 LR*5.2*175 Initial release VA OI&T 7 VistA Laboratory EPI Rollup Modifications Technical and User Manual iii September 2015 Preface Preface The Veterans Health Information Systems and Architecture (VistA) Laboratory Emerging Pathogens Initiative (EPI) Rollup Modifications Patch LR*5.2*281 Technical and User Manual provides assistance for installing, implementing, and maintaining the EPI software application enhancements. The International Classification of Diseases, Tenth Revision (ICD-10) Remediation patch LR* 5.2*421 makes the following changes to the Emerging Pathogens Initiative (EPI) application: • The following fields and screens have been updated to refer to “ICD” rather than “ICD9”: o Laboratory Search/Extract Parameters Input screens o Enter/Edit Local Pathogens screens o Detailed Verification Report o Help text • Within the Enter/Edit Local Pathogens and Laboratory Search/Extract Parameters Input screens, users are prompted to specify a code set on which to search prior to entering an ICD code. Based on this input, the system will only allow ICD-9 entry or ICD-10 entry. • The Pathogen Inquiry option has been modified to list both ICD-9 and ICD-10 codes. • The Generate Local Report/Spreadsheet option has been modified to include both the Diagnosis Code Set Designation and the Diagnosis Code. • Health Level 7 (HL7) Reports that are sent to Austin Information Technical Center (AITC), formerly Austin Automation Center (AAC), have been modified to include ICD-10 Codes and Descriptions, which are included in the DG1 HL7 Segments. The ICD-10 PTF Modifications patch LR*5.2*442 made changes to the Emerging Pathogens Initiative (EPI) application to ensure the software would accommodate the expanded number of ICD-10 codes that may be contained in a patient record. Intended Audience The intended audience for this manual includes the following users and functionalities: • Veterans Health Administration (VHA) facility Information Resource Management (IRM) staff (will be important for installation and implementation of this package) • Laboratory Information Manager (LIM) (will be important for installation and implementation of this package) • Representative from the Microbiology section in support of the Emerging Pathogens Initiative (EPI) Rollup enhancements (i.e., director, supervisor, or technologist) (will be important for installation and implementation of this package especially with parameter and etiology determinations; may also have benefit from local functionality) VistA Laboratory EPI Rollup Modifications Technical and User Manual iv September 2015 Preface • Total Quality Improvement/Quality Improvement/Quality Assurance (TQI/QI/QA) staff or persons at the VHA facility with similar function (will be important for implementation of this package given broad-ranging impact on medical centers and cross-cutting responsibilities that extend beyond traditional service lines; may also have benefit from local functionality) • Infection Control Practitioner (likely to have benefit from local functionality) NOTE: It is highly recommend that the Office of the Director (00) at each VHA facility designate a person or persons who will be responsible for the routine implementation of this patch (both at the time of this installation and afterwards) and to take the lead in trouble-shooting issues that arise with the routine functioning of the process. This decision is left at the discretion of the director since the functions that persons perform locally may have different titles and meanings. The definitions of installation and implementation are provided below to help the Office of the Director in assigning the responsibility. The term installation refers to the process of actually integrating the software into the currently existent VistA system locally. This is usually a process that occurs over a short period of time and does not recur. By default, this process is usually accomplished by personnel in IRM. The term implementation refers to the process of executing the software after installation, adjusting parameters and maintaining the day-to-day functioning of the data cycle that the Laboratory EPI Rollup Modifications entail. There are two main functionalities that will need to be addressed by implementation (national functionality and local functionality). The national functionality will have limited local resource requirements, but will require periodic, on-going attention. Initial parameter set-up will take about 1-2 hours of time with personnel representing the LIM function, microbiology function and IRM function working in concert to set the parameters appropriately. Thereafter, a once-yearly review of the parameter set-up for all national EPI-specified pathogens is the minimum expected. Day-to-day functioning does not refer to the maintenance of the actual software patch, but, instead, refers to the EPI data cycle to assure that the national pathogen information has been appropriately sent to and received by the central data repository—by this definition, it is not necessarily the IRM function to oversee this. Because this will involve review of information sent, confirmation of information receipt, and, most importantly, troubleshooting of errors received from the processing into the central data repository, a local site function that has experience with numerous areas at the local facility from where the data are extracted (medical administrative services, social work, patient demographic information, laboratory information) and that cuts across multiple lines of authority should be considered by the Office of the Director (00) for this task. The local functionality resource requirements will be dependent upon the use at the local site. VistA Laboratory EPI Rollup Modifications Technical and User Manual v September 2015 Orientation Orientation This section of the EPI Roll Up Modifications Technical and User Manual addresses package or audience-specific notations or directions pertaining to symbols used to indicate terminal dialogues and user responses, information for accessing the EPI Technical and User Manual via the Office of Information Field Offices (OIFOs) Anonymous Software directories, VistA website, VistA Documentation Library (VDL), EPI software phased installation and implementation procedures, instructions for seeding EPI historical data, and Austin Information Technology Center (AITC) transmission schedule for seeding the EPI historical data. EPI Roll Up Modifications Technical and User Manual The EPI Roll Up Modifications Technical and User Manual contains the following sections: Introduction - conveys the major functions, purposes, and how the software accomplishes the objectives. Security Information - addresses any legal requirements pertaining to the EPI Patch LR*5.2*281, software product and identifies any security measures necessary to protect the integrity of the product and database. Pre-Installation Information - contains information that should be acknowledged prior to the installation of Patch LR*5.2*281. Installation Instructions - provides information regarding the installation process for Patch LR*5.2*281. Post Installation Instruction - provides all the necessary information required for the IRM and LIM personnel to implement the Laboratory EPI Rollup Modifications software application. EPI Rollup Modifications User Manual - provides the necessary information for implementing and maintaining the EPI criteria. Appendix A - provides instructions for editing/printing files, using input screens, linking data, and a Workload and Suffixes Codes Request Form. Appendix B - suggest helpful hints and examples regarding for EPI preferred methods, transmissions, and data validation suggestions. Appendix C - provides VistA Health Level Seven (HL7) Protocol tables used to transmit EPI Roll Up Modifications data to the Austin Information Technology Center (AITC) Appendix D - provides a copy of the IMPLEMENTATION OF LOGICAL