VSE Training Simulation Guide



Contents TOC \o "1-1" \h \z \u System Overview Demonstration PAGEREF _Toc449731534 \h 2Log in and View Tasks Tab Information PAGEREF _Toc449731535 \h 5Create an Appointment Request PAGEREF _Toc449731536 \h 8Schedule an Appointment from a Request and Manage No-Show Status PAGEREF _Toc449731537 \h 10Schedule a Walk-In Appointment, Check In, and Check Out PAGEREF _Toc449731538 \h 12Schedule Multi-Book Appointments PAGEREF _Toc449731539 \h 14Manage Recall Reminders PAGEREF _Toc449731540 \h 17Cancel an Appointment and Request PAGEREF _Toc449731541 \h 19Move a Request to the EWL and Schedule PAGEREF _Toc449731542 \h 21Schedule an Appointment from a Consult and Modify PAGEREF _Toc449731543 \h 23Manage Users and Clinic Groups PAGEREF _Toc449731544 \h 24Run and Customize an Audit Activity and Management Report PAGEREF _Toc449731545 \h 26System Overview DemonstrationVSE Script #1Welcome! As an introduction to the VistA Scheduling Enhancements (VSE) graphical user interface (GUI), this demonstration reviews the main features that schedulers and supervisors use. You will be introduced to the Tasks tab, System tab, and Reports tab and their respective capabilities. Select Start Demonstration to begin the demonstration. [Desktop screen displays with the VistA Scheduling GUI icon highlighted.]Select Continue.[The user login screen displays with the Access and Verify fields populated.]You will use the same login information as you use for VistA, entering them in the Access and Verify fields. Select Continue to continue.[The Tasks tab displays with the three tabs highlighted.]Once logged in, you will notice up to three tabs: Tasks, System, and Reports. Select Continue to continue. [The Tasks tab is highlighted.]The tab you will use the most as a scheduler is the Tasks tab. The Tasks tab allows you to:Search for and review information about patientsInitiate actions such as appointments, recalls, and patient requestsReview appointments and pending requestsIdentify specific preferences for patientsReview clinic and provider schedulesSelect Continue to continue.[In the Arrangement section of the Tasks Tab, the View Mode dropdown is highlighted. The Schedules section displays.]You can change your schedule view to show Day, Week, or Month schedules. Select Continue to continue.[The Search patient and Clinic Schedules search fields are highlighted.]The search features allow you to search:Patients (in the ribbon)Schedules (in the Clinic Schedules section)Clinic Clinic Group Provider These searches yield patient information and patient requests, and schedules, respectively. Select Continue to continue.[The query tool is highlighted and the Request Query dialog box displays.]The query tool allows you to filter requests by:PatientsRequest TypeClinics/ServicesPriority GroupWait TimeOrigination DateSelect Continue to continue.[The System tab is selected and the Scheduling Management dialog box displays. The Users, Prohibited Clinics, and Privileged Users sections are highlighted.]The System tab allows certain users to:Manage user capability within prohibited clinics and clinic groupsCreate and manage clinic groupsView clinic scheduling details, such as:AvailabilityPrimary ProviderOverbook LimitAppointment LengthSelect Continue to continue. [The Reports tab is selected and the Reports section is highlighted showing the Audit Activity, Clinics, and Management Reports icons.]The Reports tab allows certain users to:View and export audit activity, clinic activity, and management reportsPrint and export a request grid or scheduleSelect Continue to continue.[The Tasks tab displays with the patient information and request list highlighted.]You can manage patient information, appointment requests, appointment status, the EWL, and many other items in the system’s easy-to-use displays. VSE has a great deal to offer that is not covered in this high-level overview. You will become familiar with various parts of the system as you continue your training. Congratulations! You have successfully reviewed the main features of VSE. Please close the window by selecting Exit Demonstration or your browser’s Exit icon.Log in and View Tasks Tab InformationVSE Simulation Script #2Welcome! This simulation reviews one of the first things you will do in VSE: log in and view the information in the Tasks Tab. Select Start Simulation to begin the simulation. This simulation uses the term “double-select.” For most users, this means double-click. You have arrived at work and need to log in to VSE. Your login information is the same as it is for VistA. Your access code is sched1234 and your verify code is Pa$$word1. You are interested in the schedule for the VSE Neurology Rose Clinic today, 03/21/2016.Double-select the VSE login icon on your desktop.Enter sched1234 in the Access field. Enter Pa$$word1 in the Verify field.Select OK.The Tasks Tab displays.Point Out: The Tasks Tab displays patient requests, pending appointments, and clinic schedules. The list of patient requests displays the current requests you have access to, sorted by request type. Each request includes:Request Types include:Appt , Consult – pending consults, EWL – Open Electronic Waiting List entry, Recall – Active Recall ReminderPatient Name – red triangle in upper right-hand corner indicates that there is data in the comments field of the patient requestMultiple Returns to Clinic (MRTC) – A red checkmark indicates a Multiple Return to Clinic requestSSNSCVISIT – SC=Service Connected; a red checkmark indicates the request is related to a service connected conditionTelephone – patient’s home phone numberPriority – Patient’s priority group numberCID/Preferred Date (of request) - CID=Clinic Indicated Date; Preferred Date=patient’s Desired Date. The CID/Preferred Date selection only removes the “next available” option and the confusion that comes along with it. The scheduler needs to be concerned with only the clinically indicated date established by the provider for new consults and returning appointments or the preferred date of the Veteran for in between appointments or a new primary care appointment. Entered/RR, No Date – the date the request was entered or the Recall Reminder date.Requestor – who requestedRequested by – either who requested or the clinic that requested the appointment.Clinic/Service – the area in which the patient needs to be ment – Free Text. Why the appointment needs to be scheduled or something specific to this appointment.Scroll right to display the remaining columns in the Request List.You want to filter the request list to only show requests for the VSE Neurology Rose clinic.Scroll right in the ribbon to display the Tools section.Select Query in the Tools section.The Request Query dialog box displays.Select the Request Type Filter icon (looks like a funnel next to column name).The Request Types dialog box displays.Select the Select All checkbox.Select OK.Select the Clinics/Services Filter icon.The Clinics dialog box displays.Enter VSE Neuro in the Find field. Select Find.Matching search results display.Select the Is Selected checkbox next to VSE Neurology Rose clinic.Select OK.The VSE Neurology Rose clinic displays in the Clinics/Services column.Select Submit.The Request Query Confirmation dialog box displays.Point Out: The Request Query Confirmation dialog box informs you of the number of search results your search yielded.Select OK.Only VSE Neurology Rose clinic requests display.Next, you want to review the sections of the Tasks tab that provide you with patient information.Select Zztestpatient, Elizabeth Renee.Point Out: When you select a row from the patient request list or search for and find a patient, the Select Patient section displays patient information. Select Zztestpatient, Michael Peter.Point Out: In addition to patient information, when you select a request, the Resources section populates with the appropriate Clinic, Provider, or Clinic Group options and the Schedules section displays the schedules of the selected resources for the requested date and nearby dates.In the Arrangement section, select the View Mode dropdown.Select Day.The Schedules section displays by Day.Select Week in the Schedules section.Point Out: Most of your scheduling will occur using the Week display.Other sections of the Tasks tab are system-based:The Actions section allows you to create a new request for the selected patient (New Req.)The Mobile Requests section contains an icon that allows you to review requests submitted via the Veteran Appointment Request (VAR) system or Welcome to my VAThe Tools section allows you to print, export, refresh, or query the request listCongratulations! You have successfully logged in and viewed the Tasks tab. Please close the window by selecting Exit Simulation or your browser’s Exit icon.Create an Appointment RequestVSE Simulation Script #3Welcome! This simulation reviews the steps you will take as a Scheduler to create an appointment request. Select Start Simulation to begin the simulation.Adam Zztestpatient has called your facility to inquire about an appointment. Today is 03/08/2016. He was not able to come in for his last appointment, and wants to set a new appointment on 03/17/2016. You need to create an appointment request for him. Adam Zztestpatient will be seen at the VSE Neurology Rose Clinic. He wants an appointment in two weeks and prefers Wednesday and Thursday appointments, in the afternoon. He needs an escort to the clinic.Search for Adam Zztestpatient by entering the first initial of his last name and the last four digits of his Social Security number (SSN), Z1112, in the Search field. Remind Participants: In the live system, you can also search using a full SSN or by name (Lastname,Firstname).The matching search results display.You must select Adam Zztestpatient in the search results. Point Out: VSE search feature will not just assume, if there is one result, that it is who you are looking for.The Request Type dialog box displays.Select the APPT radio button.Select OK. The Appointment Request dialog box displays.Point Out: In the Patient Information section at the very top, fields containing information retrieved from VistA are read-only and grayed out. If you need to update a patient’s information, you must do so in VistA or VetLink.The Svc Related checkbox is only checked if the patient is a service connected Veteran. If the Ethnicity or Race field needs to be completed, you can complete them in this dialog box.In the Request Information section, select the Clinic radio button.In the Clinic field, enter VSE Neuro.Point Out: When you are searching, you need to enter at least 6 characters to get a list of search results.Select Continue to validate the text entry.The Clinic dropdown displays matching clinic results.Select VSE Neurology Rose.Point Out: The Appointment Type automatically populates as Regular because Adam’s service connections do not relate to neurology.Select the CID/Preferred Date calendar icon.Select 03/17/2016.Select the Requested By dropdown.Select Patient.Point Out: The Status field automatically populates as either New or Established. Since this is an example only in a test environment, this patient has not been seen at the Neurology clinic before, so he has a New Status. Typically, such a request would automatically populate as a CONSULT.In the Special Needs/Preferences section, select the Needs Escort checkbox.Own the Moment OpportunityThis tremendously important new feature lets you Own the Moment! Now, the Veteran’s needs and preferences can be shared among all schedulers, so you can fulfill all three principles, making the process easy and efficient while connecting with the Veteran emotionally. In the Time of Day section, select the PM radio button.In the Day of the Week section, select the Wednesday and Thursday checkboxes. In the Remarks field, enter Has service dog.Note: The Remarks field is for information related to the Special Needs section.Point Out: Just remember that what you enter in this section will stick with the patient’s record going forward. Remember, that a patient is to be contacted each time when making an appointment. Understanding what the Veteran’s preferences are and reaffirming this when scheduling, lets him or her know that their preferences are important and that he/she matters. “Mr. ZZTestPatient I see that you prefer Wednesdays and Thursdays for appointment times, is that right?”In the Comment field, enter Missed last appointment.Note: The Comment field is for notes regarding the request or general information.Select OK.Point Out: The new APPT Request Type displays on the Request List and is selected. The Schedule for the VSE Neurology Rose clinic opens automatically. Point Out: Because the desired date is in the future, the calendar displays three days prior to the Desired Date and three days post the Desired Date.Congratulations! Point Out: You have successfully created an appointment request. You could fill his request at this point, but he tells you he needs to speak with his family about transportation, and will call you back. Please close the window by selecting Exit Simulation or your browser’s Exit icon.Schedule an Appointment from a Request and Manage No-Show StatusVSE GUI Simulation Script #4Welcome! This simulation reviews how to schedule an appointment from a request, mark a patient as a no-show, and undo that no-show. Select Start Simulation to begin the simulation. This simulation uses the term “alternate-select.” For most users, this means right-click. The keyboard shortcut for alternate-select is Shift + F10.Adam Zztestpatient had asked for an appointment in the VSE Neurology Rose clinic on 03/17/2016 but said he needed to call back when he arranged his ride to the appointment. There is an active appointment request when the patient calls back. The patient would like an appointment in the morning next Wednesday or Thursday, instead of two weeks from now, because those are the only times his ride is available.Search for Adam Zztestpatient by entering the first initial of his last name and the last four digits of his Social Security number (SSN), Z1112, in the Search field.Select Adam Zztestpatient.Select the 03/17/2016 appointment request.Point Out: The VSE Neurology Rose Clinic schedule displays in the Schedules section to the requested date.Select Forward (right arrow button top left of Schedules section) in the Schedules section.The Schedule will now show one week from now.Alternate-select the 8:00 a.m. timeslot on 03/24/2016. Select Add Appointment from the context menu.The New Appointment dialog box displays.Select OK.The Print Letter dialog box displaysPoint Out: If the clinic has a printer set up, selecting OK will print the letter.Select Cancel. Select OK.The appointment displays on the clinic schedule.Select Continue. Now, you want to record a no-show appointment. It is now 03/24/2016 and Adam Zztestpatient is not responding when you call his name for his appointment. You need to record the no-show appointment.Enter Z1112 Search field to locate Adam’s appointment. Select Adam Zztestpatient.Select the 03/24/2016 at 8:00 appointment from the Pending Appointments section.Alternate-select the 8:00 a.m. appointment.Select Mark as No Show from the context menu. The Mark as No Show dialog box displays, where you have the option to select Print Letter, OK, or Cancel.Point Out: The appointment has to be scheduled for today to display the Mark as No Show option in the context menu.Select OK.Note: The appointment status changes from New to No Show in the Schedules section and to No-Show in the Pending Appointments section.Point Out: At this time, an appointment that has a no-show status will not repopulate the appointment request in the appointment request list. Make a special note of this when contacting the patient to reschedule the appointment. This feature will be available mid-June.Select Continue. Adam Zztestpatient enters the clinic and says he would have been here earlier, but he was talking with a fellow Veteran outside the clinic. Own the Moment OpportunityHow would you guide the journey? Potential response:Let Adam know what your next steps will be. “I’ll check with your provider to see if you can be seen now. If not, then perhaps we can fit you in at the end of the session or, if that is not convenient for you, we can look at rescheduling.”The provider says Adam can be fit in now, so you need to undo his no-show appointment.Enter Z1112 Search field to locate Adam’s appointment. Select Adam Zztestpatient.Select the 03/24/2016 at 8:00 appointment from the Pending Appointments section.Alternate-select the 8:00 a.m. appointment.Select Undo No Show from the context menu.Point Out: The appointment status changes back to New in the Schedules section and to No Action Taken/Tod in the Pending Appointments section.Alternate-select the appointment.Select Check In Patient from the context menu.Select OK in the Appointment Check In dialog box to use the current time for check in.Congratulations! You have scheduled an appointment from a request and managed no-show status. Please close the window by selecting Exit Simulation or your browser’s Exit icon.Schedule a Walk-In Appointment, Check In, and Check OutVSE Simulation Script #5Welcome! This simulation reviews how to schedule a walk-in appointment, and check in and check out a patient. Select Start Simulation to begin the simulation. This simulation uses the term “alternate-select.” For most users, this means right-click. The keyboard shortcut for alternate-select is Shift + F10.Adam Zztestpatient has just finished his Neurology appointment and stops by the VSE PACT Daffodil (Primary Care) clinic because he’s feeling a bit nauseated and dizzy. Own the Moment OpportunityWhat can you do in this situation to own the moment? Potential responses:Connect & Care – demonstrate empathy, “I’m so sorry to hear you aren’t feeling well, Adam.”Respond to Needs – address the problem, “Let’s get you seen by someone,” and coordinate with a nurse to triage the patient.Guide the Journey – let Adam know what will happen next, “The nurse will take a look at you and we’ll take further steps based on what she sees.”The nurse triages Adam and determines he needs to be seen. Since there was a last-minute cancellation by another Veteran, his provider agrees to see the patient now, 9:00 a.m. on 03/24/2016. The provider asks you to walk him in. His walk-in appointment will be from 9:00-10:00 a.m. Search for Adam Zztestpatient by entering the first initial of his last name and the last four digits of his Social Security number (SSN), Z1112, in the Search field.Select Adam Zztestpatient.The Request dialog box displays.Select the APPT radio button.Select OK.The Appointment Request dialog box displays.In the Clinic field, enter VSE PACT.Select Continue to validate the text entry.Select VSE PACT Daffodil from the search results.Select the CID/Preferred Date calendar icon.Select today 03/24/2016Select the Requested By dropdown.Select Patient.Select OK.The VSE PACT Daffodil clinic schedule displays to the appointment request date.Alternate-select the 9:00-10:00 a.m. timeslot.Select Create Walk-In Appointment.The Walk-In Appointment dialog box displays.Point Out: You may enter Notes in the Walk-In Appointment dialog box. You may also refer to the patient’s contact information while adding the appointment. Select OK.The Appointment Check In dialog box displays.Verify the check in time as 9:01 a.m. (now).Select OK. Note: The appointment status is updated to Check In in the Schedules section.When Adam Zztestpatient has finished his appointment and you have completed any follow up required, you need to check him out. Point Out: This is a new scheduler process for VSE. Remember, like we talked about when looking at the slides, the scheduling check out is only a check out of the appointment. It means you have reviewed the appointment details and met the patient’s needs for a future appointment. It does not imply that an encounter has been completed. The encounter will remain marked as action required until the provider completes it.In the Clinic Schedules field, enter VSE PACT.Select Continue to validate the text entry.Select VSE PACT Daffodil from the search results.The VSE PACT Daffodil clinic schedule displays in the Schedules section.Alternate-select the 03/24/2016 9:00 a.m. appointment.Select Check Out Patient.The Appointment Check Out dialog box displays.Point Out: Verify the check out time as 9:54 a.m. Select OK.Point Out: The appointment status is updated to Check Out in the Schedules section. This is a scheduler check out.Congratulations! You have scheduled a walk-in appointment, as well as checked in and checked out a patient. Please close the window by selecting Exit Simulation or your browser’s Exit icon.Schedule Multi-Book AppointmentsVSE Simulation Script #6Welcome! This simulation reviews a scenario in which multi-booking should be used and steps to create multi-book appointments. Select Start Simulation to begin the simulation. One Doctor had asked that Elizabeth Zztestpatient return monthly to have her blood sugar levels checked and medication adjusted because of her new diabetes diagnosis. Own the Moment OpportunityIn this case you can Guide the Journey by explaining the multi-book process. Explain: “We’ll enter what the provider has said you need to do and see if we can get them all scheduled for you today.”You can do this using the Multi-book feature. She requests her appointments to be on Tuesdays and her provider’s return to clinic order is for 04/12/2016, so multi-book her diabetes appointments for the second Tuesday of each month for the next three months.Search for Elizabeth Zztestpatient by entering the first initial of her last name and the last four digits of her Social Security number (SSN), Z1126, in the Search field.Select Elizabeth Zztestpatient from the search results.The Request Type dialog box displays.Select the APPT radio button.The Appointment Request dialog box displays.In the Clinic field, enter VSE Endo.Select Continue to validate the text entry.Select VSE Endo Sunflower from the search results.Select the CID/Preferred Date calendar icon.Select the Forward icon.Select 04/12/2016.Select the Requested By dropdown.Select Provider. Point Out: When you select Provider in the Requested By field, it is mandatory that you name that Provider in the Provider field.In the Provider field, enter Doctor to search for Providers starting with Doctor.Select Continue to validate the text.Select Doctor,One. Select the Multiple Appointments Required checkbox.Select the Number of Appointments Required dropdown. Select 3.Select the Interval Between Appointments dropdown.Select 30 days.In the Day of Week section, select the Tuesday checkbox. Select OK.The Find Appointment dialog box displays. Note: All criteria set within the request populate the Search Parameters section and the Search Results section populates with available appointment times.Select the Book checkbox for the 4/12/2016 1:00 p.m. appointment line.Select Book.Three dialog boxes display, the New Appointment, Find Appointment, and MRTC Booking Status dialog boxes. Select OK within the New Appointment dialog box.The Print Letter dialog box displays.Select Cancel. The MRTC Booking Status dialog box displays the scheduled appointment and a confirmation dialog box displays notifying you that the request will be closed. Select OK. In the Find Appointment dialog box, the Search Parameters update to reflect the next requested date.Note to Instructor: You may receive questions on how the system calculates the next date or what to do if the patient’s needs require going outside of the time interval. For such questions, refer the questioner to the ACAP team. In the Find Appointment window, select the Book checkbox for the 5/10/2016 2:00 p.m. appointment line.Select Book.The New Appointment alert dialog box displays stating there are no slots available at the selected time and asking if you want to overbook the appointment.Select Cancel.In the Find Appointment window, select the Book checkbox for the 5/10/2016 1:30 p.m. appointment line. Select OK.The Print Letter dialog box displays. Select Cancel. A confirmation dialog box displays notifying you that the request will be closed. Select OK.In the Find Appointment window, select the Book checkbox for the 6/14/2016 2:00 p.m. appointment line.Select Book.The New Appointment alert dialog box displays.Select OK.A confirmation dialog box displays notifying you that the parent MRTC request will be closed. Select OK.Point Out: The MRTC request no longer displays in the list since all appointments are scheduled.Congratulations! You have scheduled a multi-book appointment. Please close the window by selecting Exit Simulation or your browser’s Exit icon. Manage Recall RemindersVSE GUI Simulation Script #7Welcome! This simulation reviews how to create, view, and cancel recall reminders. Select Start Simulation to begin the simulation. This simulation uses the term “alternate-select.” For most users, this means right-click. The keyboard shortcut for alternate-select is Shift + F10.Elizabeth Zztestpatient just had an optometry appointment and her provider writes an order for her to return for the same appointment next year. You create a recall request for her to return in a year.Policy Reminder: Remember that, if Elizabeth wanted to schedule the next appointment then, she could. You are giving her the choice.Search for Elizabeth Zztestpatient by entering the first initial of her last name and the last four digits of her Social Security number (SSN), Z1126, in the Search field.Select Elizabeth Zztestpatient.The Request Type dialog box displays.Select Recall. Select OK.The Appointment Request dialog box displays.Note: This includes patient information, Special Needs/Preferences, and Recall information.Enter 4/1/2017 in the Recall Date field.Enter 4/1/2017 in the CID/Preferred Date field.Point Out: Dates in steps 5 & 6 should be the same.Select the Recall Appt. Type dropdown. These dropdown options are created by the local medical center.Note: You may see different recall appointment types based on your Medical Center’s set up.Select Routine.Enter 30 in the Length of Appt field.In the Clinic field, enter VSE Opt.Select VSE Optometry Lilac from the search results.In the Recall Provider field, enter Doctor.Select Doctor,Two. Select OK. The VSE Optometry Lilac clinic schedule displays to the recall date.Now that you’ve created a Recall request, you want to view recall requests. Note: The desired date for each request is shown in the CID/Preferred Date column.In the Select patient section, select Clear.Note: Selecting Clear will remove your previous search results.Scroll to the right in the ribbon.Select Query in the Tools section.The Request Query dialog box displays.Select the Request Type Filter icon.The Request Types dialog box displays.Select the Is Selected checkbox next to Recall.Select OK.Recall displays in the Request Type column.Select the Clinic/Services filter icon.Enter VSE Opt in the Find field.Select Find.Select the Is Selected checkbox next to VSE Optometry Lilac.Select OK.Select Submit. The Request Query Confirmation dialog box displays.Note: The Request Query Confirmation dialog box informs you of the number of results your search yielded.Select OK.Only recall requests display.Select Continue. Several months later, you call Elizabeth Zztestpatient back to schedule her appointment. She tells you she has moved and will be using a different VAMC.Enter Z1126 in the Search field to search for Elizabeth.Select Elizabeth Zztestpatient from the search results.Scroll down in the Requests List.Alternate-select the patient’s recall request.Select Recall Disposition.Select Moved.Enter Moving to Portland, OR in the Comment field.Select OK.The patient’s recall request is removed from the request list.Congratulations! You have created, viewed, and cancelled a recall request. Please close the window by selecting Exit Simulation or your browser’s Exit icon.Cancel an Appointment and RequestVSE Simulation Script #8Welcome! This simulation reviews how to cancel an appointment as well as a request. Select Start Simulation to begin the simulation. This simulation uses the term “alternate-select.” For most users, this means right-click. The keyboard shortcut for alternate-select is Shift + F10.Elizabeth Zztestpatient calls and, due to her upcoming relocation, has to cancel her final diabetes appointment she scheduled last month. Own the Moment OpportunityHow could we have provided a better customer experience for Elizabeth? Potential responses:Have cancelled her upcoming appointments and pending requests when she called to cancel in the last scenarioProvide the phone number for the registration desk at the VAMC closest to her new address to make her relocation easierHer appointment was set for 06/14/2016. You want to cancel her appointment today, 04/13/2016, without rebooking it.Search for Elizabeth Zztestpatient by entering the first initial of her last name and the last four digits of her Social Security number (SSN), Z1126, in the Search field.Select Elizabeth Zztestpatient. Select her 06/14/2016 appointment from the Pending Appointments section.The Schedules section displays the VSE Endo Sunflower clinic on the appointment date.Scroll down in the Schedules section.Alternate-select the 2:00 p.m. 06/14/2016 appointment.Select Cancel Appointment. The Close MRTC Request dialog box displays.Point Out: You have the option of cancelling the selected appointment only or cancelling all pending appointments in the series. Select OK.The Cancel Appointment dialog box displays.Note: The CID/Preferred Date field displays the previously requested appointment date and the Cancelled by Clinic option is selected by default. Point Out: When Cancelled by Clinic is selected, the CID/Preferred Date field is grayed out. Per scheduling policy, when cancelled by clinic, the CID/PD is not changed. This feature will assist in reducing scheduling errors and accurate accounting of clinic appointment wait times. Select the Cancelled by Patient radio button.In the Reason for Cancellation section, select Unable to Keep Appointment.Enter Patient relocating to Oregon in the Remarks field.Point Out: If the patient was to reschedule the appointment, the new preferred date would be entered in the CID/Preferred Date field. Since the appointment will not be rescheduled, it is not necessary to change the date.Select OK. The selected appointment is canceled and not rebooked. Point Out: The request status changes to Active and displays on the request list for future rescheduling.Scroll down in the Request List to display the 04/12/2016 request.Alternate-select the 04/12/2016 request from the request list.Select the APPT/VETERAN Disposition menu option.Select the Removed/No Longer Necessary menu option. The request is removed.Congratulations! You have cancelled an appointment and a request. Please close the window by selecting Exit Simulation or your browser’s Exit icon.Move a Request to the EWL and ScheduleVSE Simulation Script #9Welcome! This simulation reviews how to move a request to the Electronic Wait List (EWL) and then schedule an appointment from that request. Select Start Simulation to begin the simulation. This simulation uses the term “alternate-select.” For most users, this means right-click. The keyboard shortcut for alternate-select is Shift + F10.Adam Zztestpatient finished his walk-in appointment today, 03/28/2016, at the VSE PACT Daffodil clinic and you checked him out of that appointment. He wants to schedule an optometry appointment but has never been seen at the VSE Optometry Lilac clinic. You have made a request for him, but find there is no availability at the VSE Optometry Lilac clinic for the next 90 days, so you move the request to the EWL.Own the Moment OpportunityHow can you Guide the Journey for Adam? For the sake of this training, we are not discussing the Veterans Choice List process. Potential responses:Apologize for the inconvenienceExplain what the EWL is and that you won’t be able to make an appointment nowInform that the VAMC will contact him when there is availabilitySearch for Adam Zztestpatient by entering the first initial of his last name and the last four digits of his Social Security number (SSN), Z1112, in the Search field.Select Adam Zztestpatient. Point Out: When there are multiple requests, you can use the CID/Preferred Date column to locate the appropriate request.Alternate-select the 03/30/2016 appointment request.Select APPT/VETERAN Disposition.Select Transfer to EWL.The EWL Request dialog box displays. The Request Information section is read-only.Point Out: If the clinic has not been activated in the wait list parameters, the clinic will not be displayed and you should contact your clinic manager.Enter Requested appointment, but clinic is booked for the next 90 days in the Comment field. Note: The character limit for this field is 150 characters.Select OK. The patient’s request is now be available on the EWL. The APPT request is removed from the Request List.Select Continue. Three days later, the clinic becomes available and you want to schedule an appointment from the request on the EWL.In the Schedules section, alternate-select the 03/30/2016 10:00 a.m. timeslot.Select Add Appointment.The New Appointment dialog box displays. Select OK. The Print Letter dialog box displays.Note: If the clinic has a printer set up, selecting OK would print the letter.Select Cancel. An alert displays stating the EWL request is closed. Select OK.Congratulations! You have moved a request to the EWL and scheduled it. Please close the window by selecting Exit Simulation or your browser’s Exit icon.Schedule an Appointment from a Consult and ModifyVSE Simulation Script #10Welcome! This simulation reviews how to schedule an appointment from a consult and then modify that appointment. Select Start Simulation to begin the simulation. This simulation uses the terms “double-select” and “alternate-select.” For most users, this means double-click and right-click, respectively. The keyboard shortcut for alternate-select is Shift + F10.Three Doctor has written a consult for Adam Zztestpatient to be seen at the VSE Endo Sunflower clinic to occur within the next two weeks. He entered it into CPRS with a CID date of 4/5/2016.Own the Moment OpportunityYou can Connect and Care by talking with Adam as you check him out to get him scheduled before he leaves the medical center. Even if you cannot schedule directly into another clinic, you could coordinate the scheduling with a scheduler for that clinic to make the process easier on Adam.You want to schedule an appointment from this consult today, 03/28/2016.Search for Adam Zztestpatient by entering the first initial of his last name and the last four digits of his Social Security number (SSN), Z1112, in the Search field.Select Adam Zztestpatient.Select the Consult request in the Request List.The VSE Endo Sunflower clinic schedule displays.Alternate-select the 1:00-1:30 p.m. timeslot on 04/05/2016. Select Add Appointment.The Add Appointment dialog box displays. Select OK.The Print Letter dialog box displays.Select Cancel. You realize you forgot to include information in the Notes field of his appointment.In the Schedules section, alternate-select the 04/05/2016 1:00 p.m. appointment.Select Edit Appointment from the context menu.The Edit Appointment dialog box displays.In the Appointment dialog box, enter Scheduled per Consult (04/05/2016) in the Notes field.Select OK.Congratulations! You have scheduled an appointment from a consult and modified that appointment. Please close the window by selecting Exit Simulation or your browser’s Exit icon.Manage Users and Clinic GroupsVSE Simulation Script #11Welcome! This simulation allows you to practice adding a schedule to the clinic’s privileged users list and create a group of clinics from the System tab. Select Start Simulation to begin the simulation. You are an Administrator and you want to manage the privileged users of the VSE Derm Carnation clinic. You want to add One Scheduler to this list. You also want to create a group of clinics. These tasks can be completed using the System tab.Select the System tab.In the Resources Management section, select Scheduling Management.The Scheduling Management dialog box displays with the Clinics and Users tab selected.In the Prohibited Clinics field, enter VSE Derm. Select Find.Select VSE Derm Carnation.In the Users section, select Scheduler,One.Select Add User.The Add Clinic User dialog box displays.Select OK.One Scheduler displays in the Privileged Users section.Select OK.The Updating VistA message displays.Point out: To verify addition of user, log into VistA to verify that your privileged users have been added (or deleted).Next, you want to remove Two Scheduler.In the Resources Management section, select Scheduling Management.The Scheduling Management dialog box displays.Select the Clinics and Users tab.In the Prohibited Clinics field, enter VSE Derm.Select Find.Select VSE Derm Carnation.In the Privileged Users section, select Scheduler,Two.Select Remove User.A Confirmation dialog box displays.Select OK. The Privileged Users section no longer includes Two Scheduler.While managing the users of the VSE Derm Carnation, you realize three prohibited clinics should be grouped together. This task can be completed using the System tab. Point Out: Please note that your clinic management team will develop guidelines on the naming of and how to group clinics based on their relationship to the patient appointment needs. Select the Clinic Groups tab.Point Out: There are two types of clinic groups. A provider clinic group consists of all the clinics he/she is assigned to. The provider clinics are automatically grouped and appear when selecting the provider as the resource. In this illustration, we are grouping multiple provider clinics. These must be built using this tool. Select New Group.The Add Clinic Group dialog box displays.Enter Derm Group in the Clinic Group Name field. Select OK.Scroll down in the Clinic Groups menu.Select Derm Group from the Clinic Groups menu.Enter VSE DERM in the Resources search field.Select VSE Derm Carnation in the Resources section.Select Add Resource.Note: If your search results only in those clinics to be added, you can use the Add All button. Do not use more than a few resources from the Resources List. This will allow for quicker load time of the multiple schedulesSelect Add All to add all three clinics.All three clinics display in the Resource List section.Select OK.The Updating VistA message displays.Congratulations! You have managed users in a clinic and managed a clinic group. Please close the window by selecting Exit Simulation or your browser’s Exit icon.Run and Customize an Audit Activity and Management ReportVSE Simulation Script #12Welcome! This simulation reviews how to run and customize both an audit activity and a management report. Select Start Simulation to begin the simulation.As a supervisor, you want to see the amount of activity your schedulers are completing. An Audit Activity Report shows you that scheduling data. You are interested in how many appointment entries schedulers are making. Select the Reports tab.Select Audit Activity. Point Out: The Audit Activity dialog box displays. The audit activity report is run to determine the amount of activity the schedulers are involved in. The audit report lists all persons who have access to the SDECZMENU or anyone who schedules. The audit reviews multiple columns of data.Select the Scheduler dropdown.Select ALL.Select the Start Date dropdown. Select 1/1/2016.The End Date dropdown auto populates to 1/7/2016.Select View Audit Report. Results display.Point Out: You can filter and view a report onscreen or export it to an Excel file where you can sort/filter/print as needed.Select the Filter icon in the APPTEntries column.Select the dropdown menu in the Show Rows With Value That section.Select Is less than or equal to.Enter 10 in the Is less than or equal to field.Select Filter.Scheduler data displays showing Schedulers with 10 or less appointment entries during the beginning of January.Select Export Audit Report to export the report.The Save As dialog box displays.Select a location to save the report.Enter Week 1 Audit Report in the File name field.Select Save.Select Close.Next, you want to view a Resource Management Report. Point Out: You are interested in understanding what the supply and demand for new and established primary care patients were during the time period of January 3 – January 9th, 2016.Select Management Reports.The Resource Management Report Selection dialog box displays.Select the Report Type dropdown. Select from Mental Health, Primary Care, and Specialty Care.Select Primary Care.Select the Date Aggregate dropdown. Select from Year, Quarter, Month, Week, and Date.Select Week.Select the Date Range dropdown.Select 1/3/2016-1/9/2016.Select Submit.The Opening Report Console message displays.Select Continue.The Report Console window displays.Accept the default selection of All for the Resource Group dropdown. Select the Clinic/Resource dropdown.Select All.Select the Provider dropdown. Select All. Select Generate Report.The Resource Management Report displays.Point out: Available supply during the time period is broken down into minutes and is compared to the actual patient care demand illustrated in hours. In this illustration, the total supply is 926.85 minutes or 15.45 hours compared to the actual demand of 2.33 hours. This certainly is not reflective of what does occur in the clinic but provides an idea of how this report works. It is very helpful when managing your clinic’s supply against appointment demand on a daily or weekly basis.Congratulations! You ran an audit activity and management report. Please close the window by selecting Exit Simulation or your browser’s Exit icon. ................
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