Consult Toolbox User Guide - Veterans Affairs



Consult Toolbox (CTB)User GuideApril 2024Department of Veterans AffairsOffice of Information and Technology (OIT)Revision HistoryNOTE: The revision history cycle begins once changes or enhancements are requested after the document has been baselined.DateRevisionDescriptionAuthor04/29/20242.4Updated the CTB header to include the Unique Consult ID (UCID). Updated Presumed eligible, HEC update Pending to clarify the intended purpose of this option. It now reads HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System).Updated Forward Community Care Consult to VA Workflow. When you are forwarding a community care consult to an internal VA consult, you can now capture the reason the consult is being returned to the clinic. Added the CC Eligibility (DST) for a RRTP Clinical Service Workflow. Updated the Patient Preferences Workflow. Community Care patient preferences that were previously hidden for internal consults will now be available for all consults.Split the RFS section into two separate workflows: Create a New RFS Workflow and Edit an Existing RFS Workflow.Updated Establish CC Eligibility based on drop-down menu options. Now displays the Specific clinical service is not available at this VA, Drive time eligible option and the Please list the specific service that is not available at your VA facility (required) field.VetsEZ09/22/20232.3Quarterly updates madeVetsEZ12/12/20222.2Updated the Order an Admin Consult: VCCPE-Admin CC Eligibility (DST) workflow. Drive time eligible, specific clinical service is not locally available at VA was added to the Establish eligibility based on drop-down menu.VetsEZ12/05/20222.1Updated RFS. RFS now includes support for multiple RFS per consult.Updated CC Consult Review. SEOC can now be edited when the referral is in approved status. Also, the HSRM referral number displays.VetsEZ08/25/20222.0Updated to include all help files sections.Updated Forward Consult to include the Correct All Errors Before Saving message.VetsEZ08/12/20221.9Updated VA Consult Review screens. Clinicians now can indicate the clinically appropriate appointment modality or modalities and select the clinically appropriate care locations.Updated VA Patient Preferences screens. Schedulers will see the list of clinically appropriate modalities and care locations.VetsEZ07/15/20221.8Enhanced Eligibility displayRestricted Eligibility notification on Forward and Receive CC pagesUpdates to the CC Consult Review page for Program AuthorityVetsEZ06/10/20221.7Updated the Section 4: Using the Software to include the content found in the CTB Help Files.Updated all the screens in the document.VetsEZ03/11/20221.6Moved the following sections to the CTB online help files:Community Care Cancel Consult WorkflowVA Cancel Consult WorkflowVetsEZ02/25/20221.5Moved the following sections to the CTB online help files:Administrative Complete Consult WorkflowSignificant Findings WorkflowVetsEZ01/28/20221.4Moved the following sections to the CTB online help files:CC Appointment TrackingCC Request for Service (RFS)CC Consult CompletionVetsEZ01/21/20221.3Added note to refer to the online CTB help files for the most recent CTB v2.0 user functionality.VetsEZ11/29/20211.2Items from section 4: Using the Software were removed and placed in the Help Files within Consult Toolbox.VetsEZ08/06/20211.1Updates made to document to reflect changes in CTB v2.0.VetsEZ07/20/20211.0Initial ReleaseCTB v2.0VetsEZArtifact RationalePer the Veteran-focused Integrated Process (VIP) Guide, the User’s Guide is required to be completed prior to Critical Decision Point #2 (CD2), with the expectation that it will be updated as needed. A User Guide is a technical communication document intended to give assistance to people using a particular system, such as VistA end users. It is usually written by a technical writer, although it can also be written by programmers, product or project managers, or other technical staff. Most user guides contain both a written guide and the associated images. In the case of computer applications, it is usual to include screenshots of the human-machine interfaces, and hardware manuals often include clear, simplified diagrams. The language used is matched to the intended audience, with jargon kept to a minimum or explained thoroughly. The User Guide is a mandatory, build-level document, and should be updated to reflect the contents of the most recently deployed build. The sections documented herein are required if applicable to your product.Table of Contents TOC \o "3-6" \h \z \t "Heading 1,1,Heading 2,2,Appendix 1,1,Appendix 2,2" 1.Introduction PAGEREF _Toc164961949 \h 11.1.Purpose PAGEREF _Toc164961950 \h 11.2.Document Orientation PAGEREF _Toc164961951 \h 11.2.anization of the Manual PAGEREF _Toc164961952 \h 11.2.2.Assumptions PAGEREF _Toc164961953 \h 21.2.3.Disclaimers PAGEREF _Toc164961954 \h 21.2.3.1.Software Disclaimer PAGEREF _Toc164961955 \h 21.2.3.2.Documentation Disclaimer PAGEREF _Toc164961956 \h 21.2.4.Documentation Conventions PAGEREF _Toc164961957 \h 31.2.5.References and Resources PAGEREF _Toc164961958 \h 31.3.Enterprise Service Desk and Organizational Contacts PAGEREF _Toc164961959 \h 32.System Summary PAGEREF _Toc164961960 \h 32.1.System Configuration PAGEREF _Toc164961961 \h 32.2.Data Flows PAGEREF _Toc164961962 \h 42.3.User Access Levels PAGEREF _Toc164961963 \h 42.4.Continuity of Operation PAGEREF _Toc164961964 \h 43.Getting Started PAGEREF _Toc164961965 \h 43.1.Accessing Consult Toolbox PAGEREF _Toc164961966 \h 43.2.System Menu PAGEREF _Toc164961967 \h 53.2.1.Consult Toolbox Header PAGEREF _Toc164961968 \h 53.2.1.1.What’s New PAGEREF _Toc164961969 \h 73.2.1.2.Help PAGEREF _Toc164961970 \h 83.2.1.3.Exit Consult Toolbox PAGEREF _Toc164961971 \h 83.2.2.Consult Toolbox Navigation Panel PAGEREF _Toc164961972 \h 94.Using the Software PAGEREF _Toc164961973 \h 104.1.User Settings Workflow PAGEREF _Toc164961974 \h 104.1.1.User Settings Field Definitions PAGEREF _Toc164961975 \h 134.2.Order a Consult PAGEREF _Toc164961976 \h 174.2.1.Order a Consult: CC Eligibility (DST) Unsigned Workflow PAGEREF _Toc164961977 \h 174.2.1. Eligibility (DST) Unsigned Workflow Field Definitions PAGEREF _Toc164961978 \h 204.2. Eligibility (DST) for a RRTP Clinical Service Workflow PAGEREF _Toc164961979 \h 234.2.2. Eligibility (DST) for a RRTP Clinical Service Workflow Field Definitions PAGEREF _Toc164961980 \h 264.2.3.Order a Consult: Patient Preferences Workflow PAGEREF _Toc164961981 \h 294.2.3.1.1.Order a Consult: Patient Preferences Field Definitions PAGEREF _Toc164961982 \h 324.3.Order an Admin Consult PAGEREF _Toc164961983 \h 374.3.1.Order an Admin Consult: VCCPE-Admin CC Eligibility (DST) Workflow PAGEREF _Toc164961984 \h 374.3.1.1.Order an Admin Consult: CC Eligibility (DST) Field Definitions PAGEREF _Toc164961985 \h 394.3.2.Order an Admin Consult: VCCPE-Admin Patient Preferences Workflow PAGEREF _Toc164961986 \h 424.3.2.1.1.Order a Consult: Patient Preferences Field Definitions PAGEREF _Toc164961987 \h 454.4.Receiving Consults PAGEREF _Toc164961988 \h 504.4.1.Receiving VA Consult Activities PAGEREF _Toc164961989 \h 504.4.1.1.Receiving VA Consult Review Workflow PAGEREF _Toc164961990 \h 504.4.1.1.1.Receiving VA Consult Review Field Definitions PAGEREF _Toc164961991 \h 554.4.1.2.Receiving VA Consult CC Eligibility (DST) Workflow PAGEREF _Toc164961992 \h 604.4.1.2.1.Receiving VA Consult CC Eligibility (DST) Signed Field Definitions PAGEREF _Toc164961993 \h 634.4.1.3.Receiving VA Contact Attempts Workflow PAGEREF _Toc164961994 \h 654.4.1.3.1.Receiving VA Contact Attempts Field Definitions PAGEREF _Toc164961995 \h 674.4.1.4.Receiving VA Patient Preferences Workflow PAGEREF _Toc164961996 \h 714.4.1.4.1.Receiving VA Patient Preferences Field Definitions PAGEREF _Toc164961997 \h 744.4.2.Receiving Community Care Consult Activities PAGEREF _Toc164961998 \h 794.4.2.1.Receiving Community Care Consult Review Workflow PAGEREF _Toc164961999 \h 794.4.2.1.1.Receiving Community Care Consult Review Field Definitions PAGEREF _Toc164962000 \h 824.4.2.2.Receiving Community Care CC Eligibility (DST) PAGEREF _Toc164962001 \h 854.4.2.2. Eligibility (DST) Signed Field Definitions PAGEREF _Toc164962002 \h 884.4.2.3.Receiving Community Care Contact Attempts PAGEREF _Toc164962003 \h 904.4.2.3.1.Contact Attempts Field Definitions PAGEREF _Toc164962004 \h 924.4.2.4.Receiving Community Care Patient Preferences Workflow PAGEREF _Toc164962005 \h 954.4.2.4.1.Receiving CC Patient Preferences Field Definitions PAGEREF _Toc164962006 \h 984.4.2.5.Receiving Community Care Admin Screening Workflow PAGEREF _Toc164962007 \h 1034.4.2.5.1.Receiving Community Care Admin Screening Field Definitions PAGEREF _Toc164962008 \h 1074.4.2.6.Receiving Community Care Clinical Triage Workflow PAGEREF _Toc164962009 \h 1084.4.2.7.Receiving Community Care Clinical Triage Field Definitions PAGEREF _Toc164962010 \h 1114.4.2.8.Receiving Community Care Community Care DoD Consult Workflow PAGEREF _Toc164962011 \h 1124.4.2.8.1.Receive Community Care DoD Consult Field Definitions PAGEREF _Toc164962012 \h 1144.4.3.Receiving GEC Consult PAGEREF _Toc164962013 \h 1154.4.3.1.Receiving a GEC Consult Review Workflow PAGEREF _Toc164962014 \h 1154.4.3.1.1.Receiving a GEC Consult Review Field Definitions PAGEREF _Toc164962015 \h 1174.5.Forward Consult PAGEREF _Toc164962016 \h 1204.5.1.Forward VA Consults PAGEREF _Toc164962017 \h 1204.5.1.1.Forward VA Consult to Community Care Workflow PAGEREF _Toc164962018 \h 1204.5.1.1.1.Forward VA Consult to Community Care Field Definitions PAGEREF _Toc164962019 \h 1224.5.1.2.Forward VA Consults: CC Eligibility (DST) Workflow PAGEREF _Toc164962020 \h 1234.5.1.2.1.Forward VA Consults: CC Eligibility (DST) Signed Field Definitions PAGEREF _Toc164962021 \h 1264.5.1.3.Forward VA Consults: Community Care Patient Preferences Workflow PAGEREF _Toc164962022 \h 1284.5.1.3.1.Receiving VA Patient Preferences Field Definitions PAGEREF _Toc164962023 \h 1314.5.2.Forward Community Care Consults PAGEREF _Toc164962024 \h 1364.5.2.1.Forward Community Care Consult to VA Workflow PAGEREF _Toc164962025 \h 1364.5.2.1.1.Forward Community Care Consult to VA Field Definitions PAGEREF _Toc164962026 \h 1384.5.2.2.Forward Community Care Consults: CC Eligibility (DST) Workflow PAGEREF _Toc164962027 \h 1394.5.2.2.1.Forward Community Care Consults: CC Eligibility (DST) Signed Field Definitions PAGEREF _Toc164962028 \h 1424.5.2.3.Forward Community Care Consults: Patient Preferences Workflow PAGEREF _Toc164962029 \h 1444.5.2.3.1.Receiving VA Patient Preferences Field Definitions PAGEREF _Toc164962030 \h 1474.6.Add Comment to Consult PAGEREF _Toc164962031 \h 1524.6.1.VA Consult Comment PAGEREF _Toc164962032 \h 1524.6.1.1.VA Consult Comment Consult Review Workflow PAGEREF _Toc164962033 \h 1524.6.1.1.1.VA Consult Comment Consult Review Fields and Definitions PAGEREF _Toc164962034 \h 1574.6.1.2.VA Consult Comment CC Eligibility (DST) Workflow PAGEREF _Toc164962035 \h 1614.6.1.2.1.VA Consult Comment CC Eligibility (DST) Signed Field Definitions PAGEREF _Toc164962036 \h 1644.6.1.3.VA Consult Comment Contact Attempts Workflow PAGEREF _Toc164962037 \h 1664.6.1.3.1.VA Consult Comment Contact Attempts Field Definitions PAGEREF _Toc164962038 \h 1684.6.1.4.VA Consult Comment Patient Preferences Workflow PAGEREF _Toc164962039 \h 1714.6.1.4.1.Patient Preferences Field Definitions PAGEREF _Toc164962040 \h 1744.6.munity Care Consult Comment PAGEREF _Toc164962041 \h 1794.6.2.munity Care Consult Comment Consult Review PAGEREF _Toc164962042 \h 1794.6.2.1.munity Care Consult Comment Consult Review Fields and Definitions PAGEREF _Toc164962043 \h 1824.6.2.munity Care Consult Comment CC Eligibility (DST) Workflow PAGEREF _Toc164962044 \h 1854.6.2.2. Eligibility (DST) Signed Field Definitions PAGEREF _Toc164962045 \h 1884.6.2.munity Care Consult Comment Contact Attempts Workflow PAGEREF _Toc164962046 \h 1904.6.2.3.munity Care Contact Attempts Field Definitions PAGEREF _Toc164962047 \h 1924.6.2.munity Care Consult Comment Patient Preferences Workflow PAGEREF _Toc164962048 \h 1954.6.2.4.1.Receiving VA Patient Preferences Field Definitions PAGEREF _Toc164962049 \h 1984.6.2.munity Care Consult Comment Admin Screening Workflow PAGEREF _Toc164962050 \h 2034.6.2.5.1.Update Prior Admin Screening Information Workflow PAGEREF _Toc164962051 \h 2064.6.2.5.1. Consult Comment Admin Screening Field Definitions PAGEREF _Toc164962052 \h 2084.6.2.munity Care Consult Comment Clinical Triage Workflow PAGEREF _Toc164962053 \h 2104.6.2.6.1.Update Prior Community Care Clinical Triage Workflow PAGEREF _Toc164962054 \h 2134.6.2.6.1.munity Care Clinical Triage Field Definitions PAGEREF _Toc164962055 \h 2154.6.2.munity Care Consult Comment DoD Consult Workflow PAGEREF _Toc164962056 \h 2174.6.2.7.munity Care DoD Consult Field Definitions PAGEREF _Toc164962057 \h 2194.6.2.munity Care Consult Comment Appointment Tracking Workflow PAGEREF _Toc164962058 \h 2204.6.2.8.munity Care Appointment Tracking Field Definitions PAGEREF _Toc164962059 \h 2234.6.2.munity Care Consult Comment Request for Service (RFS) Workflow PAGEREF _Toc164962060 \h 2274.6.2.9.1.Create a New RFS Workflow PAGEREF _Toc164962061 \h 2274.6.2.9.2.Edit an Existing RFS Workflow PAGEREF _Toc164962062 \h 2284.6.2.9.2.munity Care Request for Service (RFS) Field Definitions PAGEREF _Toc164962063 \h 2314.6.2.munity Care Consult Comment Consult Completion Workflow PAGEREF _Toc164962064 \h 2334.6.2.10.munity Care Consult Completion PAGEREF _Toc164962065 \h 2354.6.3.Add Comment to a GEC Consult Workflow PAGEREF _Toc164962066 \h 2364.6.3.1.Add Comment to a GEC Consult Review Fields and Definitions PAGEREF _Toc164962067 \h 2394.7.Update Significant Findings PAGEREF _Toc164962068 \h 2424.7.1.Significant Findings Workflow PAGEREF _Toc164962069 \h 2424.7.1.1.Significant Findings Fields and Definitions PAGEREF _Toc164962070 \h 2454.7.2.Significant Findings Request for Service (RFS) Workflow PAGEREF _Toc164962071 \h 2464.7.2.1.Create a New RFS Workflow PAGEREF _Toc164962072 \h 2474.7.2.2.Edit an Existing RFS Workflow PAGEREF _Toc164962073 \h 2494.7.2.2.1.Significant Findings Request for Service (RFS) Field Definitions PAGEREF _Toc164962074 \h 2514.8.Discontinue Consult PAGEREF _Toc164962075 \h 2534.9.Cancel (Deny) Consult PAGEREF _Toc164962076 \h 2534.9.1.VA Cancel Consult Workflow PAGEREF _Toc164962077 \h 2544.9.1.1.Cancel VA Consult Fields and Definitions PAGEREF _Toc164962078 \h 2564.9.munity Care Cancel Consult Workflow PAGEREF _Toc164962079 \h 2574.9.2.1.Cancel Community Care Consult Fields and Definitions PAGEREF _Toc164962080 \h 2584.9.3.Cancel a GEC Consult Workflow PAGEREF _Toc164962081 \h 2594.9.3.1.Cancel GEC Consult Fields and Definitions PAGEREF _Toc164962082 \h 2614.10.Administrative Complete Workflow PAGEREF _Toc164962083 \h 2624.10.1.Administrative Complete Fields and Definitions PAGEREF _Toc164962084 \h 2644.11.View Consult History PAGEREF _Toc164962085 \h 2655.Troubleshooting PAGEREF _Toc164962086 \h 2665.1.SEOC Status Messages PAGEREF _Toc164962087 \h 2665.1.1.Previously Selected SEOC Revised Message PAGEREF _Toc164962088 \h 2665.1.2.New Revision for Selected SEOC Message PAGEREF _Toc164962089 \h 2665.1.3.Selected SEOC Discontinued Message PAGEREF _Toc164962090 \h 2675.1.4.Current SEOC No Longer Valid Message PAGEREF _Toc164962091 \h 2685.2.Warnings PAGEREF _Toc164962092 \h 268Appendix A: Acronyms and Abbreviations PAGEREF _Toc164962093 \h 269Appendix B: Consult Factor Types and Definitions PAGEREF _Toc164962094 \h 270Table of Figures TOC \h \z \c "Figure" Figure 1: Consult Toolbox Data Flow PAGEREF _Toc164962095 \h 4Figure 2: Consult Toolbox Page PAGEREF _Toc164962096 \h 5Figure 3: Consult Toolbox Header PAGEREF _Toc164962097 \h 5Figure 4: Restricted Eligibility Dialog Box PAGEREF _Toc164962098 \h 6Figure 5: What’s New Modal Dialog PAGEREF _Toc164962099 \h 7Figure 6: Online Help Dialog Box PAGEREF _Toc164962100 \h 8Figure 7: Consult Toolbox Navigation Panel PAGEREF _Toc164962101 \h 9Figure 8: User Settings Modal Dialog PAGEREF _Toc164962102 \h 11Figure 9: User Settings Modal Dialog Fields PAGEREF _Toc164962103 \h 13Figure 10: CC Eligibility Unsigned Workflow PAGEREF _Toc164962104 \h 17Figure 11: Set Clinical Service Based on Related SEOC Modal Dialog PAGEREF _Toc164962105 \h 18Figure 12: Clinical Service Drop-Down Menu Example PAGEREF _Toc164962106 \h 18Figure 13: Example of Preview of CTB Generated Consult Comments PAGEREF _Toc164962107 \h 19Figure 14: CC Eligibility Unsigned Workflow Fields PAGEREF _Toc164962108 \h 20Figure 15: CC Eligibility Unsigned Workflow PAGEREF _Toc164962109 \h 24Figure 16: Example of Preview of CTB Generated Consult Comments PAGEREF _Toc164962110 \h 25Figure 17: CC Eligibility for a RRTP Clinical Service Workflow Fields PAGEREF _Toc164962111 \h 26Figure 18: Patient Preferences Page Example PAGEREF _Toc164962112 \h 29Figure 19: Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962113 \h 31Figure 20: Patient Preferences Page Fields (1 of 3) PAGEREF _Toc164962114 \h 32Figure 21: Patient Preferences Page Fields (2 of 3) PAGEREF _Toc164962115 \h 35Figure 22: Patient Preferences Page Fields (3 of 3) PAGEREF _Toc164962116 \h 36Figure 23: Order Admin Consult: CC Eligibility (DST) Workflow PAGEREF _Toc164962117 \h 37Figure 24: Set Clinical Service Based on Related SEOC Modal Dialog PAGEREF _Toc164962118 \h 38Figure 25: Example of Admin CC Eligibility Preview of CTB Generated Consult Comments PAGEREF _Toc164962119 \h 39Figure 26: Order Admin Consult: CC Eligibility (DST) Field Fields PAGEREF _Toc164962120 \h 39Figure 27: No clinical appointments within Wait Time Standard Error Message PAGEREF _Toc164962121 \h 41Figure 28: Patient Preferences Page Example PAGEREF _Toc164962122 \h 42Figure 29: Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962123 \h 44Figure 30: Patient Preferences Page Fields (1 of 3) PAGEREF _Toc164962124 \h 45Figure 31: Patient Preferences Page Fields (2 of 3) PAGEREF _Toc164962125 \h 48Figure 32: Patient Preferences Page Fields (3 of 3) PAGEREF _Toc164962126 \h 49Figure 33: Receive VA Consult Review Page PAGEREF _Toc164962127 \h 51Figure 34: Receive VA Consult Review Page Provider View PAGEREF _Toc164962128 \h 52Figure 35: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962129 \h 54Figure 36: Unable to Schedule Appointment Selected Fields PAGEREF _Toc164962130 \h 55Figure 37: Receive VA Consult Review Page Fields (1 of 2) PAGEREF _Toc164962131 \h 56Figure 38: Receive VA Consult Review Page Fields (2 of 2) PAGEREF _Toc164962132 \h 56Figure 39: Receive VA CC Eligibility (DST) Signed Screen PAGEREF _Toc164962133 \h 60Figure 40: Set Clinical Service Based on Related SEOC Modal Dialog PAGEREF _Toc164962134 \h 61Figure 41: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962135 \h 62Figure 42: CC Eligibility (DST) Signed Workflow Fields PAGEREF _Toc164962136 \h 63Figure 43: Receiving VA Contact Attempts Page Example PAGEREF _Toc164962137 \h 65Figure 44: Last Contact Attempt PAGEREF _Toc164962138 \h 66Figure 45: Receiving VA Contact Attempts Page Fields PAGEREF _Toc164962139 \h 67Figure 46: Veteran Has Been Reported Deceased Confirmation Message PAGEREF _Toc164962140 \h 70Figure 47: Patient Preferences Page Example PAGEREF _Toc164962141 \h 71Figure 48: Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962142 \h 73Figure 49: Patient Preferences Page Fields (1 of 3) PAGEREF _Toc164962143 \h 74Figure 50: Patient Preferences Page Fields (2 of 3) PAGEREF _Toc164962144 \h 77Figure 51: Patient Preferences Page Fields (3 of 3) PAGEREF _Toc164962145 \h 78Figure 52: Receiving CC Consult Review Page PAGEREF _Toc164962146 \h 79Figure 53: SEOC Selection Warning Message PAGEREF _Toc164962147 \h 80Figure 54: Preview of CTB Generated Consult Comments PAGEREF _Toc164962148 \h 81Figure 55: Receiving CC Consult Review Fields PAGEREF _Toc164962149 \h 82Figure 56: Receive CC Eligibility (DST) Signed Workflow Page PAGEREF _Toc164962150 \h 85Figure 57: Set Clinical Service Based on Related SEOC Modal Dialog PAGEREF _Toc164962151 \h 85Figure 58: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962152 \h 87Figure 59: CC Eligibility (DST) Signed Workflow Fields PAGEREF _Toc164962153 \h 88Figure 60: Receive CC Contact Attempts Page PAGEREF _Toc164962154 \h 90Figure 61: Last Contact Attempt PAGEREF _Toc164962155 \h 91Figure 62: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962156 \h 91Figure 63: Receive CC Contact Attempts Page Fields PAGEREF _Toc164962157 \h 92Figure 64: Patient Preferences Page Example PAGEREF _Toc164962158 \h 95Figure 65: Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962159 \h 97Figure 66: Patient Preferences Page Fields (1 of 3) PAGEREF _Toc164962160 \h 98Figure 67: Patient Preferences Page Fields (2 of 3) PAGEREF _Toc164962161 \h 101Figure 68: Patient Preferences Page Fields (3 of 3) PAGEREF _Toc164962162 \h 102Figure 69: Receiving Community Care Admin Screening Page PAGEREF _Toc164962163 \h 104Figure 70: Prior Admin Screening Page PAGEREF _Toc164962164 \h 104Figure 71: Prior Admin Screening Results PAGEREF _Toc164962165 \h 105Figure 72: Example of Patient Preferences Preview of CTB Generated Consult Comments PAGEREF _Toc164962166 \h 106Figure 73: Receiving Community Care Admin Screening Page Fields PAGEREF _Toc164962167 \h 107Figure 74: Receiving Community Care Clinical Triage Page PAGEREF _Toc164962168 \h 109Figure 75: Receive CC DoD Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962169 \h 110Figure 76: Receiving Community Care Clinical Triage Fields PAGEREF _Toc164962170 \h 111Figure 77: Receive CC DoD Consult Page PAGEREF _Toc164962171 \h 112Figure 78: CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962172 \h 113Figure 79: Receive CC DoD Consult Page Fields PAGEREF _Toc164962173 \h 114Figure 80: Receive GEC Consult Review Page PAGEREF _Toc164962174 \h 115Figure 81: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962175 \h 116Figure 82: Receive GEC Consult Review Page Fields (1 of 2) PAGEREF _Toc164962176 \h 117Figure 83: Receive GEC Consult Review Page Fields (2 of 2) PAGEREF _Toc164962177 \h 117Figure 84: GEC Clinical Service Menu Options PAGEREF _Toc164962178 \h 118Figure 85: Forward to CC Page PAGEREF _Toc164962179 \h 120Figure 86: Restricted Eligibility Forward Consult to CC Screen PAGEREF _Toc164962180 \h 120Figure 87: Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962181 \h 121Figure 88: Correct All Errors Before Saving PAGEREF _Toc164962182 \h 122Figure 89: Forward to CC Page Fields PAGEREF _Toc164962183 \h 122Figure 90: Forward CC Eligibility (DST) Signed Workflow Page PAGEREF _Toc164962184 \h 123Figure 91: Set Clinical Service Based on Related SEOC Modal Dialog PAGEREF _Toc164962185 \h 124Figure 92: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962186 \h 125Figure 93: CC Eligibility (DST) Signed Workflow Fields PAGEREF _Toc164962187 \h 126Figure 94: Patient Preferences Page Example PAGEREF _Toc164962188 \h 128Figure 95: Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962189 \h 130Figure 96: Patient Preferences Page Fields (1 of 3) PAGEREF _Toc164962190 \h 131Figure 97: Patient Preferences Page Fields (2 of 3) PAGEREF _Toc164962191 \h 134Figure 98: Patient Preferences Page Fields (3 of 3) PAGEREF _Toc164962192 \h 135Figure 99: Forward Consult to VA Page PAGEREF _Toc164962193 \h 136Figure 100: Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962194 \h 137Figure 101: Forward Consult to VA Page Fields PAGEREF _Toc164962195 \h 138Figure 102: Forward Community Care Consults: CC Eligibility (DST) Signed Workflow Page PAGEREF _Toc164962196 \h 139Figure 103: Set Clinical Service Based on Related SEOC Modal Dialog PAGEREF _Toc164962197 \h 139Figure 104: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962198 \h 141Figure 105: CC Eligibility (DST) Signed Workflow Fields PAGEREF _Toc164962199 \h 142Figure 106: Patient Preferences Page Example PAGEREF _Toc164962200 \h 144Figure 107: Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962201 \h 146Figure 108: Patient Preferences Page Fields (1 of 3) PAGEREF _Toc164962202 \h 147Figure 109: Patient Preferences Page Fields (2 of 3) PAGEREF _Toc164962203 \h 150Figure 110: Patient Preferences Page Fields (3 of 3) PAGEREF _Toc164962204 \h 151Figure 111: VA Consult Comment Consult Review Page PAGEREF _Toc164962205 \h 153Figure 112: VA Consult Comment Consult Review Page Provider View PAGEREF _Toc164962206 \h 154Figure 113: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962207 \h 156Figure 114: VA Consult Comment Consult Review Page Fields PAGEREF _Toc164962208 \h 157Figure 115: CC Eligibility (DST) Signed Workflow Page PAGEREF _Toc164962209 \h 161Figure 116: Set Clinical Service Based on Related SEOC Modal Dialog PAGEREF _Toc164962210 \h 162Figure 117: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962211 \h 163Figure 118: CC Eligibility (DST) Signed Workflow Fields PAGEREF _Toc164962212 \h 164Figure 119: VA Consult Comment Contact Attempts Page PAGEREF _Toc164962213 \h 166Figure 120: Last Contact Attempt PAGEREF _Toc164962214 \h 167Figure 121: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962215 \h 167Figure 122: VA Consult Comment Contact Attempts Page Fields PAGEREF _Toc164962216 \h 168Figure 123: VA Consult Comment Patient Preferences Page PAGEREF _Toc164962217 \h 171Figure 124: Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962218 \h 173Figure 125: VA Consult Comment Patient Preferences Page Fields (1 of 3) PAGEREF _Toc164962219 \h 174Figure 126: VA Consult Comment Patient Preferences Page Fields (2 of 3) PAGEREF _Toc164962220 \h 177Figure 127: VA Consult Comment Patient Preferences Page Fields (3 of 3) PAGEREF _Toc164962221 \h 178Figure 128: CC Consult Review Page PAGEREF _Toc164962222 \h 179Figure 129: SEOC Selection Warning Message PAGEREF _Toc164962223 \h 180Figure 130: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962224 \h 181Figure 131: CC Consult Comment Consult Review Page Fields PAGEREF _Toc164962225 \h 182Figure 132: CC Eligibility (DST) Signed Page PAGEREF _Toc164962226 \h 185Figure 133: Set Clinical Service Based on Related SEOC Modal Dialog PAGEREF _Toc164962227 \h 185Figure 134: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962228 \h 187Figure 135: CC Eligibility (DST) Signed Fields PAGEREF _Toc164962229 \h 188Figure 136: Contact Attempts Page PAGEREF _Toc164962230 \h 190Figure 137: Last Contact Attempt PAGEREF _Toc164962231 \h 191Figure 138: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962232 \h 191Figure 139: Contact Attempts Page Fields PAGEREF _Toc164962233 \h 192Figure 140: Receiving VA Patient Preferences Page PAGEREF _Toc164962234 \h 195Figure 141: Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962235 \h 197Figure 142: Receiving VA Patient Preferences Page Fields (1 of 3) PAGEREF _Toc164962236 \h 198Figure 143: Receiving VA Patient Preferences Page Fields (2 of 3) PAGEREF _Toc164962237 \h 201Figure 144: Receiving VA Patient Preferences Page Fields (3 of 3) PAGEREF _Toc164962238 \h 202Figure 145: CC Consult Comment Admin Screening Page PAGEREF _Toc164962239 \h 203Figure 146: Admin Screening Saved Modal Dialog PAGEREF _Toc164962240 \h 205Figure 147: CC Consult Comment Prior Admin Screening Page PAGEREF _Toc164962241 \h 206Figure 148: Prior Admin Screening Options PAGEREF _Toc164962242 \h 207Figure 149: Prior Admin Screening Saved Modal Dialog PAGEREF _Toc164962243 \h 207Figure 150: CC Consult Comment Admin Screening Page Fields PAGEREF _Toc164962244 \h 208Figure 151: CC Consult Comment Clinical Triage Page PAGEREF _Toc164962245 \h 211Figure 152: Clinical Triage Saved Modal Dialog PAGEREF _Toc164962246 \h 212Figure 153: Prior Community Care Clinical Triage Page PAGEREF _Toc164962247 \h 213Figure 154: Prior Community Care Clinical Triage Options PAGEREF _Toc164962248 \h 214Figure 155: Prior Clinical Triage Saved Modal Dialog PAGEREF _Toc164962249 \h 214Figure 156: Community Care Clinical Triage Page Fields PAGEREF _Toc164962250 \h 215Figure 157: Community Care DoD Consult Page PAGEREF _Toc164962251 \h 217Figure 158: Community Care DoD Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962252 \h 218Figure 159: Community Care DoD Consult Page Fields PAGEREF _Toc164962253 \h 219Figure 160: CC Appointment Tracking Page PAGEREF _Toc164962254 \h 220Figure 161: Example of Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962255 \h 222Figure 162: CC Appointment Tracking Page Fields (1 of 2) PAGEREF _Toc164962256 \h 223Figure 163: CC Appointment Tracking Page Fields (2 of 2) PAGEREF _Toc164962257 \h 223Figure 164: CC Request for Service (RFS) Page PAGEREF _Toc164962258 \h 227Figure 165: Example of Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962259 \h 228Figure 166: CC Existing Request for Service (RFS) Page PAGEREF _Toc164962260 \h 229Figure 167: Example of Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962261 \h 230Figure 168: CC Request for Service (RFS) Page Fields PAGEREF _Toc164962262 \h 231Figure 169: CC Consult Completion Page PAGEREF _Toc164962263 \h 233Figure 170: Example of Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962264 \h 234Figure 171: CC Consult Completion Page Fields PAGEREF _Toc164962265 \h 235Figure 172: GEC Consult Comment Consult Review Page PAGEREF _Toc164962266 \h 236Figure 173: Preview of CTB Generated Consult Comments Modal Dialog Example PAGEREF _Toc164962267 \h 238Figure 174: GEC Consult Comment Consult Review Page Fields (1 of 2) PAGEREF _Toc164962268 \h 239Figure 175: GEC Consult Comment Consult Review Page Fields (2 of 2) PAGEREF _Toc164962269 \h 239Figure 176: GEC Clinical Service Menu Options PAGEREF _Toc164962270 \h 240Figure 177: Significant Findings Page PAGEREF _Toc164962271 \h 242Figure 178: Significant Findings Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962272 \h 244Figure 179: Significant Findings Page Fields PAGEREF _Toc164962273 \h 245Figure 180: Request for Service (RFS) Page Example PAGEREF _Toc164962274 \h 247Figure 181: Example of Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962275 \h 248Figure 182: Existing Request for Service (RFS) Page Example PAGEREF _Toc164962276 \h 249Figure 183: Example of Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962277 \h 250Figure 184: Request for Service (RFS) Page Fields PAGEREF _Toc164962278 \h 251Figure 185: Discontinue Consult Page PAGEREF _Toc164962279 \h 253Figure 186: Cancel VA Consult Page PAGEREF _Toc164962280 \h 254Figure 187: Cancel VA Consult Save Preview of CTB Generated Consult Comments PAGEREF _Toc164962281 \h 255Figure 188: Cancel VA Consult Page Fields PAGEREF _Toc164962282 \h 256Figure 189: Cancel CC Consult Page PAGEREF _Toc164962283 \h 257Figure 190: Cancel CC Consult Save Preview of CTB Generated Consult Comments PAGEREF _Toc164962284 \h 258Figure 191: Cancel CC Consult Page PAGEREF _Toc164962285 \h 258Figure 192: Cancel GEC Consult Page PAGEREF _Toc164962286 \h 259Figure 193: Cancel GEC Consult Save Preview of CTB Generated Consult Comments PAGEREF _Toc164962287 \h 260Figure 194: Cancel GEC Consult Page PAGEREF _Toc164962288 \h 261Figure 195: Administrative Complete Page PAGEREF _Toc164962289 \h 262Figure 196: Administrative Complete Preview of CTB Generated Consult Comments Modal Dialog PAGEREF _Toc164962290 \h 263Figure 197: Administrative Complete Page PAGEREF _Toc164962291 \h 264Figure 198: Consult History Modal Dialog PAGEREF _Toc164962292 \h 265Figure 199: Previously Selected SEOC Revised Message PAGEREF _Toc164962293 \h 266Figure 200: New Revision for Selected SEOC Message PAGEREF _Toc164962294 \h 267Figure 201: Selected SEOC Discontinued Message PAGEREF _Toc164962295 \h 267Figure 202: Current SEOC No Longer Valid Message PAGEREF _Toc164962296 \h 268IntroductionConsult Toolbox (CTB) software began at the Atlanta VA Medical Center (VAMC) from a need to manage the process of consult management. During the life of a consult, there are actionable steps that must be tracked at an individual patient level. Additionally, the overall status of consult management must be understood at a macro level to identify specific services needing attention or resources. It is difficult to identify which steps Veterans have completed without opening a patient’s record. This software makes it easy for staff to: document completed actions quickly and consistently; it uses consistent language to document these steps; it eliminates the need to take a second action or make a separate entry to track scheduling steps and the consistent language allows software analysis of records without needing software changes to Veterans Health Information Systems and Technology Architecture (VistA) or Computerized Patient Record System (CPRS). A separate process using Corporate Data Warehouse (CDW) queries and reports allows creation of views displaying instances where Veterans who have not had first call, second call, scheduling letter sent or how much time has passed between these events. Together, these allow tracking and managing consults without the need of a separate list or other workflow to know which consults need attention.PurposeThe purpose of this document is to standardize and streamline consult management for Community Care by providing instruction on the use of Consult Toolbox (CTB).Document OrientationThe Consult Toolbox User Guide will explain each screen and all user interface options in an easy-to-understand demonstration data scenario. This document also provides the user with screen-by-screen “how to” on the usage of anization of the ManualSection 1: IntroductionThe Introduction section provides the purpose of this manual, an overview of CTB software, project references, and contact information for the user to seek additional information.Section 2: System SummaryThe System Summary section provides a graphical representation of the equipment, communication and networks used by the system, user access levels, Section 3: Getting StartedThe Getting Started section provides a how the software will be accessed, and contingencies and alternative modes of operation. general walk-through of the system from initiation through exit, enabling users to understand the system’s sequence and flow.Section 4: Using the SoftwareThis section gives the user “CTB how to” information including step-by-step procedures.Appendix A: Acronyms and AbbreviationsThis section provides a list of acronyms and abbreviations found in this document.Appendix B: Consult Factor Types and DefinitionsThis section provides a list of Consult Factor Types and their definitions.AssumptionsThe user must have login credentials for CPRS.DisclaimersSoftware DisclaimerThis software was developed at the Department of Veterans Affairs (VA) by employees of the Federal Government in the course of their official duties. Pursuant to title 17 Section 105 of the United States Code this software is not subject to copyright protection and is in the public domain. VA assumes no responsibility whatsoever for its use by other parties, and makes no guarantees, expressed or implied, about its quality, reliability, or any other characteristic. We would appreciate acknowledgement if the software is used. This software can be redistributed and/or modified freely provided that any derivative works bear some notice that they are derived from it, and any modified versions bear some notice that they have been modified.Documentation DisclaimerThe appearance of external hyperlink references in this manual does not constitute endorsement by the Department of Veterans Affairs (VA) of this Web site or the information, products, or services contained therein. The VA does not exercise any editorial control over the information you may find at these locations. Such links are provided and are consistent with the stated purpose of the VA.Documentation ConventionsThis manual uses several methods to highlight different aspects of the material.Table SEQ Table \* ARABIC 1. Documentation Symbols and DescriptionsSymbolDescriptionCAUTION: Used to caution the reader to take special notice of critical information.Notes are used to inform the reader of general information including references to additional reading material.References and ResourcesReaders who wish to learn more about CPRS and CTB should consult the following:Consult Toolbox Help Files: Files found within CTB.CPRS: Consult/Request Tracking in the VDL.Consult Management – Home SharePointEnterprise Service Desk and Organizational ContactsFor issues related to the CTB that cannot be resolved by this manual or the site administrator, please contact the Enterprise Service Desk.System SummarySystem ConfigurationCTB is accessed by selecting on the Open Consult Toolbox button found on each of the following CPRS screens:Order a ConsultReceive a ConsultDiscontinue ConsultCancel (Deny) ConsultForward ConsultAdd Comment to ConsultUpdate Significant FindingsAdministratively CompleteData FlowsThe figure below displays CTB data flow between CPRS and SEOC.Figure SEQ Figure \* ARABIC 1: Consult Toolbox Data FlowUser Access LevelsThe user must have access to CPRS to access CTB. Continuity of OperationCTB falls under the VistA Continuity of Operations Plan. Getting StartedThis section provides a general guide through CTB from initiation to exit as well as the layout of the system menu and its functions.Accessing Consult ToolboxCTB is part of the CPRS system requiring a user name and password. CTB is accessed from various workflows within the CPRS application.If you are unable to access/use CTB, please contact the National Service Desk.System MenuThe Action>Consult Tracking… menu in CPRS offers several CTB functions: Receive, Cancel (Deny), Discontinue, Forward, Add Comment, Significant Findings, and Administrative Complete. Once you select a workflow, you are brought to the Consult Toolbox page. Another workflow option is Order a Consult and this workflow is accessed through New Consult.Figure SEQ Figure \* ARABIC 2: Consult Toolbox PageConsult Toolbox HeaderThe CTB header is available at the top of every page in CTB. It is pictured below.Figure SEQ Figure \* ARABIC 3: Consult Toolbox HeaderWithin the CTB header, you find the following fields:Veteran Name - Veterans name; a read-only field supplied by CPRS.Date of Birth - Veterans date of birth; a read-only field supplied by CPRS.Patient ICN – VA Internal Control Number from Master Veteran Index (MVI). Residential Address - Veterans residential address; a read-only field supplied by the Eligibility & Enrollment System Redesign (E&ESR). View phone numbers – Patient phone numbers; a read-only field supplied by CPRS. Consult to Service/Specialty – Consult name; a read-only field supplied by CPRS.Urgency – A read-only field supplied by CPRS.Routine – Routine consult indicates the patient should be seen in accordance with the clinically indicated date.Stat – Stat consults are defined as “immediate” need. Senders of stat consults are required to:Contact the intended receiver of the consult request to discuss the patients’ situation. Complete a stat consult within 24 hours.PID/CID – Clinically indicated date; a read-only field auto-populated from CPRS.UCID - Unique Consult ID. This information is useful for troubleshooting issues, please include the UCID when submitting a help desk issue to Service NOW.Seen As – Inpatient or outpatient munity Care Eligibility – Displays the community care eligibility of the Veteran and the selected consult including indications if the Veteran is not eligible for CC, if CC has not been established, or if CC has been established based on enrollment factors, drive time, or manually established., Clinical Service is not applicable for Community Care or equivalent service not available in the community- Displays sf a Clinical Service is selected that is not applicable for Community Care. Also, displays if a patient has restricted eligibility or is only eligible for certain programs. Select the question mark icon next to Restricted Eligibility to see the restricted eligibility designations as well as primary and secondary eligibility values. Figure SEQ Figure \* ARABIC 4: Restricted Eligibility Dialog BoxService not available at VA – The following consults will automatically be eligible for Community Care based on Service not available at the VA and the option will no longer be available for manual selection:COMMUNITY CARE-IVF SC (1334)COMMUNITY CARE-CRYOSTORAGE INFERTILITY (1332)COMMUNITY CARE-CRYOSTORAGE IVF (1334)COMMUNITY CARE-MATERNITYWhat’s NewThis window lists new features for each release/build. Select the What’s New link to open the CTB: What’s New modal dialog. The What’s New modal dialog is also displayed when CTB is launched from CPRS.Figure SEQ Figure \* ARABIC 5: What’s New Modal DialogHelpSelect the Help link at the top right of the CTB window to open the Online Help dialog box. Figure SEQ Figure \* ARABIC 6: Online Help Dialog BoxTo access the help file for a specific topic, please select the help button .Please refer to the online CTB Help Files for the most current CTB user functionality.Exit Consult ToolboxTo exit CTB, select Close Consult Toolbox button. Consult Toolbox Navigation PanelThe CTB workflow navigation panel corresponds to a specific place in CPRS from which CTB is called, such as Receive a Consult, Add Comment to Consult, Order a Consult, etc. The menu lists all the pages that are available for the selected workflow.Figure SEQ Figure \* ARABIC 7: Consult Toolbox Navigation PanelUsing the SoftwarePlease refer to the online CTB Help Files for CTB user functionality.For a list of Health Factors that are used in CTB, please refer to REF _Ref37753117 \h \* MERGEFORMAT Appendix B: Consult Factor Types and Definitions.User Settings WorkflowUser Setting functionality within CTB provides the ability to select default features upon opening CTB based on their role and responsibility. Figure SEQ Figure \* ARABIC 8: User Settings Modal Dialog To update CTB user settings, follow the steps listed below:From the User Role section, select the user role based on your job functions.Select the Referral coordination team member checkbox if you are a RCT member. When adding a comment to the consult this will automatically write a consult factor to the consult history indicating you are a RCT member.From the Type of consults processed section, select if the consults processed are both VA and CC, VA only, or CC only.In the Default clinical staff member field, enter the name of the clinical staff member.In the Default scheduling staff member field, enter the name of the scheduling staff member.In the Default contact information field, enter your contact information.Select the Enable COVID-19 scheduling triage workflow checkbox to turn on the COVID-19 functionality. Select the Enable schedule directly into Community Provider’s grid options (pilot program only) checkbox to enable an extra control in the Appointment Tracking page. This control will allow you to indicate whether you have scheduled into the Community Provider’s grid.The Enable schedule directly into Community Provider’s grid options (pilot program only) checkbox is to only be selected by those participating in the pilot program.From the Default clinical review method drop-down menu, select the clinical review method that you would like CTB to default to.Select SAVE SETTINGS.User Settings Field DefinitionsFigure SEQ Figure \* ARABIC 9: User Settings Modal Dialog FieldsUser Role – User roles in CTB are self-assigned. They are not intended to fully restrict access to functionality but to guide users in functionality appropriate to their self-assigned role.Scheduler Staff – Internal clinic administrative staff: Includes Medical Support Assistants (MSA) and Program Support Assistants (PSAS) within the clinic or apart of the Referral Coordination Teams and any other non-clinic staff that is responsible for consult management actions. The scheduling staff will interact with CTB in the following instances; documenting scheduling actions, capturing unable to schedule reasons, scheduling attempts using the Minimum Scheduling Effort process, reviewing and capturing community care eligibility within CTB, capturing the community care scheduling preferences, forwarding consults and cancelling consults. Facility community care administrative staff: Consists of Licensed Practical Nurses (LPNs), Medical Support Assistants (MSAs) and Program Support Assistants (PSAs). The facility community care administrative staff and the facility community care manager are responsible for ensuring that the team has the tools and resources needed to ensure that care coordination is seamlessly run without any interruption to the process or to the delivery of Veteran medical care. LPNs, MSAs and PSAs are responsible for receiving the request for care (consult), determining eligibility, and then assessing the Veteran’s needs. This includes determining the level of care through performing the administrative screening in the Screening/Triage Tool. This team also assists with referrals and authorizations and creates the Veteran’s care coordination plan, which outlines scheduling, navigation, and other follow-up activities. All community care activities are documented in the Community Care-Care Coordination Plan (CC-CCP) Note along with any other documentation that falls within the basic level of care. Additionally, there may be a need for planning the transition back to VA based on the complexity of care needed by the Veteran. Lastly, a follow-up is conducted with the Veteran to ensure all services were performed appropriately to close the consult.RN Staff – Internal clinic clinical staff: Includes Registered Nurses (RN) (includes RNs within the Referral Coordination Teams) and other clinic Non- LIP staff determined to be appropriately credentialed to make clinical decisions as part of the consult management process. This staff will interact with CTB in the following instances; conducting the clinical triage and documenting using the Consult Review tab (determining clinical appropriateness, clinical triage method/tool, modality of care options), capturing COVID-19 scheduling guidance, capturing unable to schedule reasons, reviewing and capturing community care eligibility within CTB, capturing the community care scheduling preferences, capturing significant findings, forwarding consults and cancelling consults.Facility community care clinical staff: Includes Registered Nurses (RN) and Social Workers (SW). Clinical staff members (e.g., RN/SW) complete the clinical portion of the Screening/Triage Tool for levels of care coordination outside of basic. For all other levels of care coordination (moderate, complex, or urgent), clinical staff are responsible for developing the care coordination plan and initiating the CC-CCP Note. Clinical staff are responsible for ensuring appropriate care and facilitation/oversight of care coordination activities throughout the episode of care. This includes clinical staff working in collaboration with administrative staff for all levels of care coordination; each having their own roles and responsibilities in the care of the Veteran. Some sites will have Social Workers as part of the facility community care team or utilize Social Workers within the Patient Aligned Care Team (PACT). Social Workers may provide Geriatrics and Extended Care services to the Veteran, as well as their family members by coordinating access to outside resources such as housing, transportation, etc.Provider Staff – Providers may include Physicians and Non-Physician Providers (Nurse Practitioners and Physician Assistants) who provide patient care services independently without supervision or direction. Providers can make clinical assessments or decisions in the management of consults. The provider user role within CTB will document the Consult Review tab (modality of care options, cancellation instructions, scheduling guidance), capture COVID-19 scheduling guidance, review and capture community care eligibility within CTB, capture the community care scheduling preferences, capture significant findings, forward consults and cancel consults. Referral coordination team member – Selecting this checkbox will automatically write a consult factor to the consult history at the time of adding comment indicating you are a RCT member.End users who are members of the Referral Coordination Team must also assign themselves the appropriate user role, based on their job functions and in addition must select the Referral coordination team member checkbox to indicate that they are a part of a Referral Coordination Team.Type of consults processed (required)Both VA and Community Care consultsIn-house VA consults onlyCommunity Care consults onlyDefault clinical staff member – Enter clinical staff member names of individuals the user frequently contacts with regards to admin screening or clinical triage for Community Care consults.Default scheduling staff member – Enter scheduling staff member names that the user frequently contacts with regards to admin screening or clinical triage for Community Care consults.Default contact information – Enter your contact information. When you have setup your contact information, you can automatically insert your contact information into the consult using the CONTACT INFO button above the Additional Comments field.Enable COVID-19 scheduling triage workflow - Check this box to access the Coronavirus Disease of 2019 (COVID-19) specific triage options for the consult review screen. This is required for use during the COVID-19 Pandemic.Enable button to toggle between VA (in-house) and Community Care workflow – Check this box to enable the option to toggle between VA and Community Care workflows.Enable schedule directly into Community Provider’s grid options (pilot program only) – Selecting this checkbox enables an extra control in the Appointment Tracking page. This control will allow you to indicate whether or not you have scheduled into the Community Provider’s grid.Default clinical review methodRCT Specialty Triage Guidance – A Medical Center specific framework developed to provide predetermined criteria to guide care and/or referral (i.e. RCT Triage Tool, Service Agreements, Sharing Agreements, and approved SOPs).MCG Guidelines - Evidence-based clinical review tool focused on measurable clinical indicators to support the determination of clinical appropriateness for diagnostic, imaging and therapeutic services in ambulatory or outpatient settings.InterQual criteria (used for acute inpatient medical/behavioral health hospitalizations)- Evidence-based clinical review tool used to support level of care decisions based on severity of illness, comorbid conditions, and complications for acute inpatient medical and behavioral health hospitalizations. Chief of Staff approved protocol - A Medical Center specific framework developed to provide predetermined criteria to guide care and/or referral (i.e. RCT Triage Tool, Service Agreements, Sharing Agreements, and approved SOPs).Order a Consult Order a Consult: CC Eligibility (DST) Unsigned WorkflowFollow the steps below for CC Eligibility (DST) Unsigned workflow.Figure SEQ Figure \* ARABIC 10: CC Eligibility Unsigned WorkflowFor the example below, we are using a consult where CC Eligibility has not been established and the Clinical Service has not been selected.From the Clinical Service drop-down menu, select the clinical service or select Search by SEOC.If Search by SEOC is selected, the Set Clinical Service Based on Related SEOC modal dialog displays.Figure SEQ Figure \* ARABIC 11: Set Clinical Service Based on Related SEOC Modal DialogFrom the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC.If the selected SEOC has one Clinical Service associated with it, it will display in the Clinical Service field. If multiple Clinical Services are associated with the selected SEOC, select the Clinical Service from the Clinical Service drop-down menu.Figure SEQ Figure \* ARABIC 12: Clinical Service Drop-Down Menu ExampleSelect Continue.From the Establish CC Eligibility based on drop-down menu, select the reason why the Veteran is eligible for CC.If Best Medical Interest (BMI) is selected, the BMI Criteria drop-down menu displays, and a criteria option must be selected. Also, you will need to enter an explanation on why the BMI was selected.If Specific clinical service is not available at this VA, Drive time eligible is selected, the Please list the specific service that is not available at your VA facility (required) field displays, and you must list the unavailable service. If No clinical appointments within Wait Time Standard (Dental only) is selected, the Next Available Appointment field displays, and you must enter/select a date.From the Veteran’s Participation Preference section, select if the Veteran has elected to opt-in or opt-out of Community Care. If the Veteran has not selected or the Veterans selection is unknown, select TBD/Deferred. This section is required.If the Veteran has selected to opt-in or opt-out of Community Care, you can select an option that best fits their decision from the Basis for Veteran’s Preference drop-down menu. This section is required.If Opt-IN for Community Care or TBD/Deferred are selected, the Standardized Episode of Care (SEOC) drop-down menu displays for you to select the SEOC. This field is auto populated if Clinical Service was selected based off Search by SEOC feature. In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 13: Example of Preview of CTB Generated Consult Comments Select Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. CC Eligibility (DST) Unsigned Workflow Field DefinitionsFigure SEQ Figure \* ARABIC 14: CC Eligibility Unsigned Workflow FieldsClinical Service - allows you to manually select the clinical service or search by SEOC you are interested in and populate the appropriate Clinical Service based on the selected SEOC.Service Type: - This is a read-only information supplied by the mapping table from the business, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Wait Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Drive Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Establish CC Eligibility based on –allows you to manually establish eligibility by selecting an eligibility option. The drop-down offers the following options:Best Medical Interest of Veteran (BMI) - This option is not available for the Scheduler or RN user role.BMI Criteria – Drop-down menu that displays when Community Care Eligibility is based on BMI.Difficulty in traveling - To be considered if a Veteran has significant difficulties traveling to a VA facility even if the estimated average drive time is less than the drive time standard (30 mins for PC and MH and 60 mins for SC) and doing so would result in clinical compromise to the Veteran's health. Providers should consider the accessibility of the requested service in the community and exhausted VA provided transportation options (SW consult, etc.) when making this determination.Explanation – field displays after an option from BMI Criteria is selected. Frequency of service - To be considered if the frequency of the requested care is often enough to be a medical or clinical burden to the Veteran to have to travel to the nearest VA to receive. Examples include physical therapy, chemotherapy, radiation therapy etc.Explanation – field displays after an option from BMI Criteria is selected. Nature or simplicity of service - To be considered if the requested medical services can more easily and safely be provided in the community and would be medically burdensome for the Veteran to receive the care in the nearest VA. Examples include routine optometry exam or hearing evaluation.Explanation – field displays after an option from BMI Criteria is selected. Need for an attendant - To be considered when an attendant is required for a specific episode of care. An attendant is any person who provides required aid and/or physical assistance to the Veteran, for a Veteran to travel to a VA medical facility for hospital care or medical services. The provider must consider the care/procedure being requested and/or the Veteran's medical condition when determining the need for an attendant.This definition is consistent with the definition of this term in VA's beneficiary travel regulation (see 38 CFR 70.2.), but that definition at § 70.2 is dependent on separate eligibility under the Beneficiary Travel program.Explanation – field displays after an option from BMI Criteria is selected. Potential for improved continuity of care - To be considered if the requested service were to occur in VA it would disrupt an established treatment plan with a community provider who delivers stable, consistent care to the Veteran during a specific episode of care. Examples could be: Recent surgery, active chemotherapy. Not for someone who had a knee replacement 2 years ago and wants follow-up. This would require a new consult with a new determination of eligibility for a new episode of care.Explanation – field displays after an option from BMI Criteria is selected. Specific clinical service is not available at this VA, Drive time eligible - This option is intended to be used when VA facilities within the drive time standard offer services related to the selected clinical service but don’t offer the specific service that is being requested. When the Consult Toolbox information is saved, the following information will be written to the consult history: SEV-CC Eligibility: Drive time (specific clinical service). Please list the specific service that is not available at your VA facility (required) - Enter the specific service that is not locally available. This field has a 70-character limit.No clinical appointments within Wait Time Standard (Dental only) - This option is only available when Dental is selected for Clinical Service type.Next Available Appointment (required) - The date the next appointment is available. Field that allows you to input or select the calendar icon to select a date. This is a required field.Veteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s Preference (optional) - This menu option only displays when Opt-IN for Community Care or Opt-OUT for Community Care is selected.Existing relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilityStandardized Episode of Care (SEOC) - This menu option only displays when Opt-IN for Community Care or TBD/Deferred is selected. Automatically populated when clinical service is selected based on related SEOC.Additional Comments – Field to enter additional comments. VHA Facilities with recent consults in the selected Clinical Service – Automatically populates with a list of VHA facilities offering a related consult service within 90-minute drive time. Facilities within the Drive Time standard will display in black font. Those facilities outside of the Drive Time standard will display in gray font. CC Eligibility (DST) for a RRTP Clinical Service WorkflowFollow the steps below for ordering a CC Eligibility (DST) consult with a Residential Rehabilitation Treatment Program (RRTP) Clinical Service type.Figure SEQ Figure \* ARABIC 15: CC Eligibility Unsigned WorkflowFrom the Clinical Service drop-down menu, select or enter the RRTP Clinical Service option.Residential Rehabilitation Treatment Program (RRTP) – Individual is the only Clinical Service option that is eligible for Community Care.From the RRTP Consult priority status (required) section, select if the status is Routine or Priority. Once you make your selection, the Establish CC Eligibility based on drop-down menu displays.From the Establish CC Eligibility based on drop-down menu, select the reason why the Veteran is eligible for CC.If Best Medical Interest (BMI) is selected, the BMI Criteria drop-down menu displays, and a criteria option must be selected. Also, you will need to enter an explanation on why the BMI was selected.If No available beds within Wait Time Std is the selected eligibility type, the Next Available Bed (required) field displays, and you must enter/select a date.From the Veteran’s Participation Preference section, select if the Veteran has elected to opt-in or opt-out of Community Care. If the Veteran has not selected or the Veterans selection is unknown, select TBD/Deferred. This section is required.If the Veteran has selected to opt-in or opt-out of Community Care, you can select an option that best fits their decision from the Basis for Veteran’s Preference drop-down menu.If Opt-IN for Community Care or TBD/Deferred are selected, the Standardized Episode of Care (SEOC) drop-down menu displays for you to select the SEOC. This field is auto populated if Clinical Service was selected based off Search by SEOC feature. In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 16: Example of Preview of CTB Generated Consult Comments Select Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. CC Eligibility (DST) for a RRTP Clinical Service Workflow Field DefinitionsFigure SEQ Figure \* ARABIC 17: CC Eligibility for a RRTP Clinical Service Workflow FieldsClinical Service - allows you to manually select the clinical service or search by SEOC you are interested in and populate the appropriate Clinical Service based on the selected SEOC.Residential Rehabilitation Treatment Program (RRTP) – Individual is the only Clinical Service option that is eligible for Community Care.RRTP – Routine Wait Time Std: 30 days - This is a read-only information based on RRTP standards.Priority Wait Time Std: 72 hours - This is a read-only information based on RRTP standards.Drive Time Std: N/A - This is a read-only information based on RRTP standards.Establish CC Eligibility based on –allows you to manually establish eligibility by selecting an eligibility option. The drop-down offers the following options:Best Medical Interest of Veteran (BMI) - This option is not available for the Scheduler or RN user role.BMI Criteria – Drop-down menu that displays when Community Care Eligibility is based on BMI.Difficulty in traveling - To be considered if a Veteran has significant difficulties traveling to a VA facility even if the estimated average drive time is less than the drive time standard (30 mins for PC and MH and 60 mins for SC) and doing so would result in clinical compromise to the Veteran's health. Providers should consider the accessibility of the requested service in the community and exhausted VA provided transportation options (SW consult, etc.) when making this determination.Explanation – field displays after an option from BMI Criteria is selected. Frequency of service - To be considered if the frequency of the requested care is often enough to be a medical or clinical burden to the Veteran to have to travel to the nearest VA to receive. Examples include physical therapy, chemotherapy, radiation therapy etc.Explanation – field displays after an option from BMI Criteria is selected. Nature or simplicity of service - To be considered if the requested medical services can more easily and safely be provided in the community and would be medically burdensome for the Veteran to receive the care in the nearest VA. Examples include routine optometry exam or hearing evaluation.Explanation – field displays after an option from BMI Criteria is selected. Need for an attendant - To be considered when an attendant is required for a specific episode of care. An attendant is any person who provides required aid and/or physical assistance to the Veteran, for a Veteran to travel to a VA medical facility for hospital care or medical services. The provider must consider the care/procedure being requested and/or the Veteran's medical condition when determining the need for an attendant.This definition is consistent with the definition of this term in VA's beneficiary travel regulation (see 38 CFR 70.2.), but that definition at § 70.2 is dependent on separate eligibility under the Beneficiary Travel program.Explanation – field displays after an option from BMI Criteria is selected. Potential for improved continuity of care - To be considered if the requested service were to occur in VA it would disrupt an established treatment plan with a community provider who delivers stable, consistent care to the Veteran during a specific episode of care. Examples could be: Recent surgery, active chemotherapy. Not for someone who had a knee replacement 2 years ago and wants follow-up. This would require a new consult with a new determination of eligibility for a new episode of care.Explanation – field displays after an option from BMI Criteria is selected. No available beds within Wait Time StdNext Available Bed (required) - The date the next bed is available. Field that allows you to input or select the calendar icon to select a date. This is a required field.Veteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s Preference (optional) - This menu option only displays when Opt-IN for Community Care or Opt-OUT for Community Care is selected.Existing relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilityStandardized Episode of Care (SEOC) - This menu option only displays when Opt-IN for Community Care or TBD/Deferred is selected. Automatically populated when Clinical Service is selected based on related SEOC.Additional Comments – Field to enter additional comments. Order a Consult: Patient Preferences WorkflowTo update the patient preferences for the consult, follow the steps below:Figure SEQ Figure \* ARABIC 18: Patient Preferences Page ExampleFrom the Scheduling locations discussed and offered to Veteran section, select all the clinically appropriate care locations that are available and have been discussed with the Veteran.From the Modality options discussed and offered to Veteran, select the best modality option(s).From the Veteran willing to accept telehealth/virtual care appt. section, select Yes or No if Veteran is willing to accept a telehealth/virtual care appointment.If you select any of the radio buttons below, the Veteran’s Scheduling Preference checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.From the Veteran’s Participation Preference section, select if the Veteran has elected to opt-in or opt-out of Community Care. If the Veteran has not selected or the Veterans selection is unknown, select TBD/Deferred. This section is required.If Opt-IN or Opt-OUT was selected for Veteran’s Participation Preference, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.If Opt-IN was selected for Veteran’s Participation Preference, you will need to select the appointment location decided upon based on the discussion with the Veteran from the Selected Appointment Location drop-down menu. This option is only available for the Scheduler user role.From the Veteran Contacted section, select the best option(s).From the OK to leave appt. details with drop-down menu, select the individual that the Veteran gives permission to leave details of the appointment with. If Other is selected, you will be required to enter an explanation in the field provided.From the Who does the Veteran rely on for care or support? drop-down menu, select if the Veteran relies on an individual caregiver, agency caregiver, both, or none. If the Veteran does rely on a caregiver/agency, enter the name and phone number in the field provided.From the Veteran’s preference for provider gender drop-down menu, select if the Veteran has a preference. If Other is selected, enter an explanation in the field provided.From the Veteran’s Communication Preference drop-down menu, select how the Veteran would like to be notified of appointment when scheduled.In the Best contact number field, enter the best phone number to reach the Veteran.In the Veteran Willing to travel up to (miles) field, enter the number of miles the Veteran is willing to travel to see a provider.From the Veteran’s Scheduling Preference section, select the Veteran’s preference for scheduling the consult. If VA schedules is selected, select the checkbox if the CC appointment was scheduled by RCT member. If Veteran self-schedules is selected, select the type of Provider selection support.From the Veteran’s Provider Preference section, select if the Veteran has a provider preference. If the Veteran does have a provider preference, you will need to enter the preferred provider in the Veteran Preferred Provider field. Select if the Veteran is OK to see providers other than their preferred provider.In the Veteran’s Appointment Day/Time Preference section, enter the Veteran’s time of day preferences. This field only displays if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Patient Preferences Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 19: Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Order a Consult: Patient Preferences Field Definitions Figure SEQ Figure \* ARABIC 20: Patient Preferences Page Fields (1 of 3)Scheduling locations discussed and offered to Veteran – Allows the Scheduler to select the clinically appropriate location options. This option is only available for the Scheduler user role.Select AllLocal VA Facility – Displays if Clinician selected in VA Consult Review that the option is a clinically appropriate care location.Alternate VA Facility – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location.DOD – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care munity Care – Displays if Veteran is eligible for Community Care.Other – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location. Modality options discussed and offered to VeteranSelect AllIn-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentIs the Veteran willing to accept a telehealth/virtual care appt? - Telehealth/virtual care appointment may be offered to the Veteran.YesNoVeteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s Preference (optional) - This menu option only displays when Opt-IN for Community Care or Opt-OUT for Community Care is selected.Existing relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilitySelected Appointment Location - Allows the Scheduler to select the appointment location decided upon based on the discussion with the Veteran. This option is only available for the Scheduler user role.If the Veteran has opt-IN for Community Care, then this drop-down menu will automatically populate with the Community Care option.Selected Appointment Modality – This menu option only displays when Opt-OUT of Community Care or TBD/Deferred is selected. In-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentVeteran ContactedVeteran Informed of Community Care eligibility - this documents that the Veteran has been informed of Community Care eligibility. Mailing address confirmed - indicates the mailing address on file is correct. If incorrect, Scheduler should correct the address, and then confirm it is correct.OK to leave appointment details on voicemail - documents that Veteran gives permission to leave appointment details on their voice mail.OK to leave appt. details with: —documents that Veteran gives permission to leave appointment details with another individual. SpouseDaughterSonCaregiverFamilyOther (explanation required)Explanation (required) – 30 character limit field.Who does the Veteran rely on for care or support?Veteran does not rely on a caregiverIndividual caregiverName and phone number of individual caregiver and/or agency (required)Caregiver agencyName and phone number of individual caregiver and/or agency (required)Both individual and agency caregiverName and phone number of individual caregiver and/or agency (required)Figure SEQ Figure \* ARABIC 21: Patient Preferences Page Fields (2 of 3)Veteran’s preference for provider genderVeteran does not have a provider gender preferenceVeteran prefers a female providerVeteran prefers a male providerOther (explanation required)Explanation (required) – 50-character limit field.Veteran’s Communication Preference: documents how the Veteran would like to be notified of appointment when scheduled. Options are: Cell PhoneEmail (Community Care and VVC appointments only)Home PhoneMailMHV Secure MessageVETextBest contact number – best phone number to reach the Veteran. This field does not require a specific format.Veteran Willing to travel up to (miles) - documents Veteran’s willingness to travel said number of miles to see a provider.Veteran’s Scheduling Preference – If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a scheduling preferenceVA schedulesCC appointment was scheduled by RCT memberVeteran self-schedulesFigure SEQ Figure \* ARABIC 22: Patient Preferences Page Fields (3 of 3)Provider selection support (required)Veteran provided list of local network providersVeteran referred to Veteran declined support, network provider identifiedCommunity provider schedulesVeteran’s Provider Preference - if Veteran has a preferred provider that can be recorded here. Use the lookup tool so the correct provider information (including NPI number) can be part of the record. This pulls data from the Community Provider Locator (CPL) system. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a provider preferenceVeteran has preferred provider(s) - Finding the preferred provider can be conducted using the Open Community Care Provider Lookup option.Veteran Preferred Provider (required) – Veteran OK to see other than Preferred Provider(s) - if the Veteran has indicated a preferred provider which is not available, this documents whether they are willing so see someone else (provider not available or not willing to take Veteran).YesNoVeteran’s Appointment Day/Time Preference - this field documents time of day preference. This is only visible if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.1st Choice2nd Choice3rd ChoiceAdditional Comments – Field to enter additional comments.Order an Admin ConsultOrder an Admin Consult: VCCPE-Admin CC Eligibility (DST) WorkflowTo order an Admin consult, follow the steps listed below: Figure SEQ Figure \* ARABIC 23: Order Admin Consult: CC Eligibility (DST) WorkflowFrom the Clinical Service drop-down menu, select the clinical service or select Search by SEOC.If Search by SEOC is selected, the Set Clinical Service Based on Related SEOC modal dialog displays.Figure SEQ Figure \* ARABIC 24: Set Clinical Service Based on Related SEOC Modal DialogFrom the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC.If the selected SEOC has one Clinical Service associated with it, it will display in the Clinical Service field. If multiple Clinical Services are associated with the selected SEOC, select the Clinical Service from the Clinical Service drop-down menu.Select Continue.From the Establish CC Eligibility based on drop-down menu, select the eligibility option. If the Veteran is eligible for Community Care due to no clinic appointments within Wait Time Std., you will need to enter/select a date in the Next Available Appointment field.If the Next Available Appointment selected is more than 28 days from today for specialty care or more than 20 days from today for primary care/mental health then the Community Care Eligibility is updated to Wait Time.From the Veteran’s Participation Preferences section, select the preference. If the Veteran selected to Opt-In for Community Care or Opt-Out from Community Care, select the reasoning behind the Veteran’s participation preference from the Basis for Veteran’s Preference drop-down menu.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 25: Example of Admin CC Eligibility Preview of CTB Generated Consult CommentsSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Order an Admin Consult: CC Eligibility (DST) Field DefinitionsFigure SEQ Figure \* ARABIC 26: Order Admin Consult: CC Eligibility (DST) Field FieldsClinical Service - allows you to manually select the clinical service or search by SEOC you are interested in and populate the appropriate Clinical Service based on the selected SEOC.Service Type: - This is a read-only information supplied by the mapping table from the business, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Wait Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Drive Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Establish CC Eligibility based on –allows you to manually establish eligibility by selecting an eligibility option. The drop-down offers the following options:Best Medical Interest of Veteran (BMI) - This option is not available for the Scheduler or RN user role.BMI Criteria – Drop-down menu that displays when Community Care Eligibility is based on BMI.Difficulty in travelingExplanation – field displays after an option from BMI Criteria is selected. Frequency of serviceExplanation – field displays after an option from BMI Criteria is selected. Nature or simplicity of serviceExplanation – field displays after an option from BMI Criteria is selected. Need for an attendantExplanation – field displays after an option from BMI Criteria is selected. Potential for improved continuity of careExplanation – field displays after an option from BMI Criteria is selected. No clinic appointments within Wait Time StdFigure SEQ Figure \* ARABIC 27: No clinical appointments within Wait Time Standard Error MessageThis message is displayed when the CID is greater than the wait time standard.Next Available Appointment – The date the next appointment is available. Field that allows you to input or select the calendar icon to select a date. This is a required field.Drive time eligible, specific clinical service is not locally available at VA - This option is intended to be used when VA facilities within the drive time standard offer services related to the selected clinical service but don’t offer the specific service that is being requested. When the Consult Toolbox information is saved, the following information will be written to the consult history: SEV-CC Eligibility: Drive time (specific clinical service).Veteran’s Participation Preferences (required) – This only displays when Community Care Eligibility has been established. Opt-IN for CC – Veteran elects care in the community.Opt-OUT of CC – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s Preference (optional) - This menu option only displays when Opt-IN for Community Care or Opt-OUT for Community Care is selected.Existing relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilityAdditional Comments – The field to enter additional comments. VHA Facilities with recent consults in the selected Clinical Service – Automatically populates. List of VHA facilities that offer a related consult service within a 90-minute drive time. Facilities that are within the Drive Time standard will display in black font. Those facilities outside of the Drive Time standard will displayed in gray font. Order an Admin Consult: VCCPE-Admin Patient Preferences WorkflowTo update the patient preferences for the consult, follow the steps below:Figure SEQ Figure \* ARABIC 28: Patient Preferences Page ExampleFrom the Scheduling locations discussed and offered to Veteran section, select all the clinically appropriate care locations that are available and have been discussed with the Veteran.From the Modality options discussed and offered to Veteran, select the best modality option(s).From the Veteran willing to accept telehealth/virtual care appt. section, select Yes or No if Veteran is willing to accept a telehealth/virtual care appointment.If you select any of the radio buttons below, the Veteran’s Scheduling Preference checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.From the Veteran’s Participation Preference section, select if the Veteran has elected to opt-in or opt-out of Community Care. If the Veteran has not selected or the Veterans selection is unknown, select TBD/Deferred. This section is required.If Opt-IN or Opt-OUT was selected for Veteran’s Participation Preference, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.If Opt-IN was selected for Veteran’s Participation Preference, you will need to select the appointment location decided upon based on the discussion with the Veteran from the Selected Appointment Location drop-down menu. This option is only available for the Scheduler user role.From the Veteran Contacted section, select the best option(s).From the OK to leave appt. details with drop-down menu, select the individual that the Veteran gives permission to leave details of the appointment with. If Other is selected, you will be required to enter an explanation in the field provided.From the Who does the Veteran rely on for care or support? drop-down menu, select if the Veteran relies on an individual caregiver, agency caregiver, both, or none. If the Veteran does rely on a caregiver/agency, enter the name and phone number in the field provided.From the Veteran’s preference for provider gender drop-down menu, select if the Veteran has a preference. If Other is selected, enter an explanation in the field provided.From the Veteran’s Communication Preference drop-down menu, select how the Veteran would like to be notified of appointment when scheduled.In the Best contact number field, enter the best phone number to reach the Veteran.In the Veteran Willing to travel up to (miles) field, enter the number of miles the Veteran is willing to travel to see a provider.From the Veteran’s Scheduling Preference section, select the Veteran’s preference for scheduling the consult. If VA schedules is selected, select the checkbox if the CC appointment was scheduled by RCT member. If Veteran self-schedules is selected, select the type of Provider selection support.From the Veteran’s Provider Preference section, select if the Veteran has a provider preference. If the Veteran does have a provider preference, you will need to enter the preferred provider in the Veteran Preferred Provider field. Select if the Veteran is OK to see providers other than their preferred provider.In the Veteran’s Appointment Day/Time Preference section, enter the Veteran’s time of day preferences. This field only displays if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Patient Preferences Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 29: Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Order a Consult: Patient Preferences Field Definitions Figure SEQ Figure \* ARABIC 30: Patient Preferences Page Fields (1 of 3)Scheduling locations discussed and offered to Veteran – Allows the Scheduler to select the clinically appropriate location options. This option is only available for the Scheduler user role.Select AllLocal VA Facility – Displays if Clinician selected in VA Consult Review that the option is a clinically appropriate care location.Alternate VA Facility – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location.DOD – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care munity Care – Displays if Veteran is eligible for Community Care.Other – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location. Modality options discussed and offered to VeteranSelect AllIn-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentIs the Veteran willing to accept a telehealth/virtual care appt? - Telehealth/virtual care appointment may be offered to the Veteran.YesNoVeteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s Preference (optional) - This menu option only displays when Opt-IN for Community Care or Opt-OUT for Community Care is selected.Existing relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilitySelected Appointment Location - Allows the Scheduler to select the appointment location decided upon based on the discussion with the Veteran. This option is only available for the Scheduler user role.If the Veteran has opt-IN for Community Care, then this drop-down menu will automatically populate with the Community Care option.Selected Appointment Modality – This menu option only displays when Opt-OUT of Community Care or TBD/Deferred is selected. In-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentVeteran ContactedVeteran Informed of Community Care eligibility - this documents that the Veteran has been informed of Community Care eligibility. Mailing address confirmed - indicates the mailing address on file is correct. If incorrect, Scheduler should correct the address, and then confirm it is correct.OK to leave appointment details on voicemail - documents that Veteran gives permission to leave appointment details on their voice mail.OK to leave appt. details with: —documents that Veteran gives permission to leave appointment details with another individual. SpouseDaughterSonCaregiverFamilyOther (explanation required)Explanation (required) – 30 character limit field.Who does the Veteran rely on for care or support?Veteran does not rely on a caregiverIndividual caregiverName and phone number of individual caregiver and/or agency (required)Caregiver agencyName and phone number of individual caregiver and/or agency (required)Both individual and agency caregiverName and phone number of individual caregiver and/or agency (required)Figure SEQ Figure \* ARABIC 31: Patient Preferences Page Fields (2 of 3)Veteran’s preference for provider genderVeteran does not have a provider gender preferenceVeteran prefers a female providerVeteran prefers a male providerOther (explanation required)Explanation (required) – 50-character limit field.Veteran’s Communication Preference: documents how the Veteran would like to be notified of appointment when scheduled. Options are: Cell PhoneEmail (Community Care and VVC appointments only)Home PhoneMailMHV Secure MessageVETextBest contact number – best phone number to reach the Veteran. This field does not require a specific format.Veteran Willing to travel up to (miles) - documents Veteran’s willingness to travel said number of miles to see a provider.Veteran’s Scheduling Preference – If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a scheduling preferenceVA schedulesCC appointment was scheduled by RCT memberVeteran self-schedulesFigure SEQ Figure \* ARABIC 32: Patient Preferences Page Fields (3 of 3)Provider selection support (required)Veteran provided list of local network providersVeteran referred to Veteran declined support, network provider identifiedCommunity provider schedulesVeteran’s Provider Preference - if Veteran has a preferred provider that can be recorded here. Use the lookup tool so the correct provider information (including NPI number) can be part of the record. This pulls data from the Community Provider Locator (CPL) system. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a provider preferenceVeteran has preferred provider(s) - Finding the preferred provider can be conducted using the Open Community Care Provider Lookup option.Veteran Preferred Provider (required) – Veteran OK to see other than Preferred Provider(s) - if the Veteran has indicated a preferred provider which is not available, this documents whether they are willing so see someone else (provider not available or not willing to take Veteran).YesNoVeteran’s Appointment Day/Time Preference - this field documents time of day preference. This is only visible if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.1st Choice2nd Choice3rd ChoiceAdditional Comments – Field to enter additional comments.Receiving ConsultsClinicians/delegated administrative staff receive View Alert in CPRS/ of VA order/consult notification. When a provider receives a pending consult, review should include determination of whether the consult is appropriate to be scheduled, and optionally, additional direction can be given to the scheduler.The Receiving Consult Activities is used by any clinic in the VA facility that receives a consult. This may be an internal VA clinic or the Community Care Office. Additional documentation for contact attempts, capturing patient preferences, if applicable while receiving a consult may be entered here.Receiving VA Consult ActivitiesReceiving VA Consult Review WorkflowTo receive a VA consult review, follow the steps listed below:Figure SEQ Figure \* ARABIC 33: Receive VA Consult Review PageSelect the UNABLE TO SCHEDULE APPOINTMENT checkbox if no appts within 390 days and CC not applicable. You are required to select Reason appointment could not be scheduled option. If UNABLE TO SCHEDULE APPOINTMENT is selected, no other controls will be displayed on the Consult Review page.The Consult Review screen provides different funtionality for the Provider user role. If you are a Provider, the Established patient, schedule then cancel consult checkbox displays. Select the checkbox if the consult received is for an established patient. If selected, then no further controls will be displayed on the Consult Review page.Figure SEQ Figure \* ARABIC 34: Receive VA Consult Review Page Provider ViewFrom the Care requested is clinically appropriate? section, select Yes or No. This is a required field. If Yes is selected, you will be required to select a Clinical Review Method/Tool Used option and continue the consult review.If No is selected, you will see the notification: If the requested care is not clinically appropriate, the consult may be cancelled or forwarded to the correct consult service. No further controls will be displayed on the Consult Review page.From the Pre-work acceptable for consult triage? section, select Yes or No. This is a required field. If Yes is selected then continue the consult review.If No is selected, no further controls will be displayed on the Consult Review page. From the Consult should be completed via e-consult? section, select Yes or No. This is a required field. If Yes is selected, no further controls will be displayed on the Consult Review page.If No is selected, then continue the consult review. Select the Established patient, schedule then cancel consult checkbox if the consult received is for an established patient. If selected, then no further controls will be displayed on the Consult Review page.From the Clinically Appropriate Appointment Modalities (required) section, select the clinically appropriate appointment modality or modalities. Options selected will appear on the Patient Preferences page to assist Schedulers in determining scheduling options. If Other is selected, you will be required to enter an explanation in the field provided.From the Clinically Appropriate Care Locations (required) section, select the clinically appropriate care locations. Options selected will appear on the Patient Preferences page to assist Schedulers in determining scheduling options.From the COVID-19 Scheduling Triage (required) section, select the priority level option. If you selected Priority 1 – Proceed with scheduling, enter/select a date in the Schedule on a specific date, ok to overbook field.If no appointment is available within wait time standard, select to either Forward to Community Care or Discuss with clinical staff. If you select any of the radio buttons below, the If no appointment is available within wait time standard checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.From the Cancellation Authorization section, select the authorization option. If you select the Ok to Cancel after mandated scheduling effort option, you will have the option to check Low risk clinic - may cancel after one missed appt.. If Ok to cancel after extra scheduling effort is selected, you are required to select an option from the Extra Scheduling Effort drop-down menu.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 35: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Receiving VA Consult Review Field DefinitionsFigure SEQ Figure \* ARABIC 36: Unable to Schedule Appointment Selected FieldsUNABLE TO SCHEDULE APPOINTMENT (No appts within 390 days and CC not applicable)Reason appointment could not be scheduled (required)Prefers VA/No capacity - Consult was unable to be scheduled because it was determined that the Veteran preferred to wait for a VA appointment to become available.No Comparable Service in the Community - Consult was unable to be scheduled because it was determined there is no capacity in a service unique to VA. (e.g., Spinal Cord Injury or Home-Based Primary Care (HBPC) services).Receiving VA Care/Awaiting Specialized Service - The consult for a specialized VA service was unable to be scheduled but the Veteran's care needs are being met in VA while waiting for an available appointment (e.g., receiving mental health care within any 500 series stop code while awaiting specialized psychotherapy).Not Receiving VA Care/Awaiting Specialized Service- The Consult for a specialized VA service was unable to be scheduled and the Veteran is not receiving care in the same service. (For example, a Veteran not receiving care in a 500 series stop code who is waiting for a specific Psychotherapy start date although there may be capacity within 390 days).Figure SEQ Figure \* ARABIC 37: Receive VA Consult Review Page Fields (1 of 2)Figure SEQ Figure \* ARABIC 38: Receive VA Consult Review Page Fields (2 of 2)Care requested is clinically appropriate? (required) – – This option is not available for the Scheduler user role.Yes Clinical Review Method/Tool Used (required) RCT Specialty Triage Guidance - A Medical Center specific framework developed to provide predetermined criteria to guide care and/or referral (i.e. RCT Triage Tool, Service Agreements, Sharing Agreements, and approved SOPs).MCG Guidelines - Evidence-based clinical review tool focused on measurable clinical indicators to support the determination of clinical appropriateness for diagnostic, imaging and therapeutic services in ambulatory or outpatient settings.InterQual criteria (used for acute inpatient medical/behavioral health hospitalizations) - Evidence-based clinical review tool used to support level of care decisions based on severity of illness, comorbid conditions, and complications for acute inpatient medical and behavioral health hospitalizations. Chief of Staff approved protocol: A Medical Center specific framework developed to provide predetermined criteria to guide care and/or referral (i.e. RCT Triage Tool, Service Agreements, Sharing Agreements and approved SOPs).Provider ReviewOther (explanation required)No – The following message is displayed: If the requested care is not clinically appropriate, the consult may be cancelled or forwarded to the correct consult service.Pre-work acceptable for consult triage? (Complete via eConsult if pre-work is missing or incomplete.) (required) – This option is not available for the Scheduler user role.Yes – Continue consult review.No - CTB consult review is complete.Consult should be completed via e-consult? (required) – This option is not available for the Scheduler user role.Yes – Consult review is complete.No – Continue consult review.Established patient, schedule then cancel consult - this selection applies if a consult is received for an established patient. Once the consult is received, it is sent to the scheduler to make the appointment. Once the appointment is made, the consult can be cancelled.Clinically Appropriate Appointment Modalities (required) – Allows a clinician to select the clinically appropriate appointment methods of delivering the care that is being requested. This option is not available for the Scheduler user role.All modalities (select all options except Store and Forward Telehealth and Other) – Selecting this option will select the following options: In-person appointment, Video to Clinic Telehealth (CVT), Video to Home Telehealth (VVC), and Telephone appointment.In-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone appointment - Telephone appointment offered to the Veteran.OtherStore and Forward telehealthOtherExplanation (required)Clinically Appropriate Care Locations – List of options on where the care can be rendered. Clinicians will select the clinically appropriate care locations. This option is not available for the Scheduler user role.Any Locations (selects all options except Other) - Selecting this option will select the following options: Local VA Facility, Alternate VA Facility, and DOD.Local VA Facility (your main facility, CBOCs, and any OPCs)Additional scheduling instructions for Local VA Facility (optional)Alternate VA Facility (IFC, Clinical Resource Hub, National Telehealth Hub, etc.)Additional scheduling instructions for Alternate VA Facility (optional)DODAdditional scheduling instructions for DOD Facility (optional)Other (explanation required)Explanation (required)COVID-19 Scheduling Triage (required) – This option is not available for the Scheduler user role.Priority 1 – Proceed with scheduling - do not wait until normal operations, schedule appointment now.Schedule on a specific date, ok to overbook – provider has determined that the Veteran’s medical condition warrants them being seen and should be overbooked if needed to accomplish that effect.Priority 2 – Schedule after clinical review - first group to schedule when normal operations begin. Community Care consults should also be scheduled based on local market availability.Priority 3 – Schedule per department policy, if locally defined - optional, but a way to separate less urgent consults from the Priority 2. Your department can define criteria on how to separate 2 from 3.Priority 4 – Schedule per department policy, if locally defined - optional, a way to separate non-urgent consults from the Priority 3. Again, you can define which ones belong to this category or if you use it at all.If appointment is not available within wait time standardForward to community care Discuss with clinical staffCancellation Authorization (required) - This option is not available for the Scheduler user role.High risk consult - DO NOT CANCEL without clinical review this will flag the consult as medically high-risk and requires a clinical review before the consult can be cancelled. It also allows the receiving service to flag certain consults for closer follow-up when the Veteran fails to keep appointments. Each service may define what high-risk means to them. This is simply a way of segregating higher risk consults from the rest and notifying staff to expend additional effort.Ok to Cancel after mandated scheduling effortLow risk clinic - may cancel after one missed appt. – This checkbox option displays when Ok to Cancel after mandated scheduling effort is selected above.Ok to Cancel after extra scheduling effortExtra scheduling effort (required) – This will be required when OK to Cancel after extra scheduling effort is selected above. 1 additional call2 additional callsCall repeatedly while waiting on response from letter1 additional letterOther (explanation required)Explanation (required)Additional Comments – Field to enter additional comments.Receiving VA Consult CC Eligibility (DST) WorkflowFollow the steps below for Receiving VA Consult CC Eligibility (DST) Signed workflow. Figure SEQ Figure \* ARABIC 39: Receive VA CC Eligibility (DST) Signed ScreenFrom the Clinical Service drop-down menu, select the clinical service or select Search by SEOC.If Search by SEOC is selected, the Set Clinical Service Based on Related SEOC modal dialog displays.Figure SEQ Figure \* ARABIC 40: Set Clinical Service Based on Related SEOC Modal DialogFrom the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC.If the selected SEOC has one Clinical Service associated with it, it will display in the Clinical Service field. If multiple Clinical Services are associated with the selected SEOC, select the Clinical Service from the Clinical Service drop-down menu.Select Continue.From the Establish CC Eligibility based on drop-down menu, select one of the options to identify Community Care eligibility. If Best Medical Interest of Veteran (BMI) is selected, you will need to select an option from the BMI Criteria drop-down menu. This option is only available to the Provider.If No clinic appointments within Wait Time Std. is selected, you will need to enter/select a date in the Next Available Appointment field. If the Next Available Appointment selected is more than 28 days from the CPRS Release Order Date for specialty care or more than 20 days from the CPRS Release Order Date for primary care/mental health then the Community Care Eligibility is updated to Wait Time.If HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System) is selected, you will need to enter/select a date in the Next Available Appointment field. If Rescheduled VA appointment – No clinic appointments within Wait Time Std (only cancelled by Vet and no-show) – This option will not be selectable unless the consult is opened in a VA workflow and the appointment was cancelled by the Veteran or the Veteran was a no-show for their appointment. If Specific clinical service is not available at this VA, Drive time eligible is selected, you need to enter the specific service that is not locally available in the Please list the specific service that is not available at your VA facility (required).From the Veteran’s Participation Preference section, select the Veteran’s preference. If Opt-IN or Opt-OUT is selected, you will can select an option from the Basis for Veteran’s Preference drop-down menu. From the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC. This field is auto populated if Clinical Service was selected based off of Search by SEOC feature. (This field only displays when Opt-IN for Community Care or TBD/Deferred is selected.)In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 41: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Receiving VA Consult CC Eligibility (DST) Signed Field DefinitionsFigure SEQ Figure \* ARABIC 42: CC Eligibility (DST) Signed Workflow FieldsClinical Service - allows you to manually select the clinical service or search by SEOC you are interested in and populate the appropriate Clinical Service based on the selected SEOC.Service Type: - This is a read-only information supplied by the mapping table from the business, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Wait Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Drive Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Establish CC Eligibility based on –allows you to manually establish eligibility by selecting an eligibility option. The drop-down offers the following options:Best Medical Interest of Veteran (BMI) - This option is not available for the Scheduler user role.BMI Criteria – Drop-down menu that displays when Community Care Eligibility is based on BMI.Difficulty in travelingFrequency of serviceNature or simplicity of serviceNeed for an attendantPotential for improved continuity of careExplanation – field displays after an option from BMI Criteria is selected. No clinical appointments within Wait Time StdNext Available Appointment (required) - The date the next appointment is available. Field that allows you to input or select the calendar icon to select a date. This is a required field.HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System)Please list any pending eligibility update (required) – field to enter a brief description of the pending eligibility update.Rescheduled VA appointment – No clinic appointments within Wait Time Std (only cancelled by Vet and no-show) – This option will not be selectable unless the consult is opened in a VA workflow and the appointment was cancelled by the Veteran or the Veteran was a no-show for their appointment. Specific clinical service is not available at this VA, Drive time eligible - This option is intended to be used when VA facilities within the drive time standard offer services related to the selected clinical service but don’t offer the specific service that is being requested. When the Consult Toolbox information is saved, the following information will be written to the consult history: SEV-CC Eligibility: Drive time (specific clinical service).Please list the specific service that is not available at your VA facility (required) - Enter the specific service that is not locally available. This field has a 70-character limit.Veteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s PreferenceExisting relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilityStandardized Episode of Care (SEOC)Additional Comments – Field to enter additional comments.Receiving VA Contact Attempts WorkflowFollow the steps below for Contact Attempts. Figure SEQ Figure \* ARABIC 43: Receiving VA Contact Attempts Page ExampleFrom the Contact Attempt made to Veteran section, select if this is the first, second, third, and/or fourth or more contact attempt made to the Veteran to arrange care. You can indicate more than one contact attempt at a time.From the attempt to contact Veteran drop-down menu, select the contact method used. If Telephone is selected, the Call attempt detail drop-down menu displays, select details of the call made. If Other is selected, you will need to enter an explanation in the field provided. Note, Letter is not an option for the first attempt.If you have previously attempted to contract the Veteran, a note will display at the top of the page indicating the date of the last contact attempt.Figure SEQ Figure \* ARABIC 44: Last Contact AttemptFrom the Additional results from attempt section, select if there were additional results from the attempts to contact the Veteran.Select the Refer to clinical reviewer for disposition after unsuccessful scheduling effort checkbox to refer the consult to a clinician to review and disposition. In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Select Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Receiving VA Contact Attempts Field DefinitionsFigure SEQ Figure \* ARABIC 45: Receiving VA Contact Attempts Page FieldsContact Attempt made to Veteran — this allows documenting first, second, and additional contact attempts made to the Veteran to arrange care. First attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Second attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Letter - use when a letter is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Third attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Letter - use when a letter is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Fourth or more attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Letter - use when a letter is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Additional results from attempt – All listed phone numbers disconnected or wrong number - used when all the numbers listed for the Veteran are wrong (disconnected or you reach someone who doesn’t know the Veteran). This should not be used unless you have confirmed that all numbers in the record are bad.Address bad or no address on file, unable to contact by letter - this would apply in the instance where a letter sent has been returned by the post office or in the case of homeless Veterans. The latter case may require extra effort with the Homeless Veterans’ Program to try to reach the Veteran.Veteran contacted - wants to coordinate scheduling at a later dateVeteran contacted – declines this consultVeteran reported deceased – If the Veteran or patient is confirmed to be deceased, contact the appropriate eligibility administration services to initiate a formal review of the patient’s status.Figure SEQ Figure \* ARABIC 46: Veteran Has Been Reported Deceased Confirmation MessageRefer to clinical reviewer for disposition after unsuccessful scheduling effort - after failing to schedule an appointment by making two calls, sending a letter, and waiting two weeks, this option refers the consult to a clinician to review and disposition. Business rules for certain low-risk consults may allow the scheduler to discontinue without clinician review, or in the case the provider previously reviewed the consult and determined that it may be discontinued after a failure to schedule after mandated effort, or multiple missed appointments.Additional Comments – Field to enter additional comments.Receiving VA Patient Preferences WorkflowTo update the patient preferences, follow the steps below:Figure SEQ Figure \* ARABIC 47: Patient Preferences Page ExampleFrom the Scheduling locations discussed and offered to Veteran section, select all the clinically appropriate care locations that are available and have been discussed with the Veteran.From the Modality options discussed and offered to Veteran, select the best modality option(s).From the Veteran willing to accept telehealth/virtual care appt. section, select Yes or No if Veteran is willing to accept a telehealth/virtual care appointment.If you select any of the radio buttons below, the Veteran’s Scheduling Preference checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.From the Veteran’s Participation Preference section, select if the Veteran has elected to opt-in or opt-out of Community Care. If the Veteran has not selected or the Veterans selection is unknown, select TBD/Deferred. This section is required.If Opt-IN or Opt-OUT was selected for Veteran’s Participation Preference, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.If Opt-IN was selected for Veteran’s Participation Preference, you will need to select the appointment location decided upon based on the discussion with the Veteran from the Selected Appointment Location drop-down menu. This option is only available for the Scheduler user role.From the Veteran Contacted section, select the best option(s).From the OK to leave appt. details with drop-down menu, select the individual that the Veteran gives permission to leave details of the appointment with. If Other is selected, you will be required to enter an explanation in the field provided.From the Who does the Veteran rely on for care or support? drop-down menu, select if the Veteran relies on an individual caregiver, agency caregiver, both, or none. If the Veteran does rely on a caregiver/agency, enter the name and phone number in the field provided.From the Veteran’s preference for provider gender drop-down menu, select if the Veteran has a preference. If Other is selected, enter an explanation in the field provided.From the Veteran’s Communication Preference drop-down menu, select how the Veteran would like to be notified of appointment when scheduled.In the Best contact number field, enter the best phone number to reach the Veteran.In the Veteran Willing to travel up to (miles) field, enter the number of miles the Veteran is willing to travel to see a provider.From the Veteran’s Scheduling Preference section, select the Veteran’s preference for scheduling the consult. If VA schedules is selected, select the checkbox if the CC appointment was scheduled by RCT member. If Veteran self-schedules is selected, select the type of Provider selection support.From the Veteran’s Provider Preference section, select if the Veteran has a provider preference. If the Veteran does have a provider preference, you will need to enter the preferred provider in the Veteran Preferred Provider field. Select if the Veteran is OK to see providers other than their preferred provider.In the Veteran’s Appointment Day/Time Preference section, enter the Veteran’s time of day preferences. This field only displays if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Patient Preferences Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 48: Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Receiving VA Patient Preferences Field Definitions Figure SEQ Figure \* ARABIC 49: Patient Preferences Page Fields (1 of 3)Scheduling locations discussed and offered to Veteran – Allows the Scheduler to select the clinically appropriate location options. This option is only available for the Scheduler user role.Select AllLocal VA Facility – Displays if Clinician selected in VA Consult Review that the option is a clinically appropriate care location.Alternate VA Facility – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location.DOD – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care munity Care – Displays if Veteran is eligible for Community Care.Other – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location. Modality options discussed and offered to VeteranSelect AllIn-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentIs the Veteran willing to accept a telehealth/virtual care appt? - Telehealth/virtual care appointment may be offered to the Veteran.YesNoVeteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s Preference (optional) - This menu option only displays when Opt-IN for Community Care or Opt-OUT for Community Care is selected.Existing relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilitySelected Appointment Location - Allows the Scheduler to select the appointment location decided upon based on the discussion with the Veteran. This option is only available for the Scheduler user role.If the Veteran has opt-IN for Community Care, then this drop-down menu will automatically populate with the Community Care option.Selected Appointment Modality – This menu option only displays when Opt-OUT of Community Care or TBD/Deferred is selected. In-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentVeteran ContactedVeteran Informed of Community Care eligibility - this documents that the Veteran has been informed of Community Care eligibility. Mailing address confirmed - indicates the mailing address on file is correct. If incorrect, Scheduler should correct the address, and then confirm it is correct.OK to leave appointment details on voicemail - documents that Veteran gives permission to leave appointment details on their voice mail.OK to leave appt. details with: —documents that Veteran gives permission to leave appointment details with another individual. SpouseDaughterSonCaregiverFamilyOther (explanation required)Explanation (required) – 30 character limit field.Who does the Veteran rely on for care or support?Veteran does not rely on a caregiverIndividual caregiverName and phone number of individual caregiver and/or agency (required)Caregiver agencyName and phone number of individual caregiver and/or agency (required)Both individual and agency caregiverName and phone number of individual caregiver and/or agency (required)Figure SEQ Figure \* ARABIC 50: Patient Preferences Page Fields (2 of 3)Veteran’s preference for provider genderVeteran does not have a provider gender preferenceVeteran prefers a female providerVeteran prefers a male providerOther (explanation required)Explanation (required) – 50-character limit field.Veteran’s Communication Preference: documents how the Veteran would like to be notified of appointment when scheduled. Options are: Cell PhoneEmail (Community Care and VVC appointments only)Home PhoneMailMHV Secure MessageVETextBest contact number – best phone number to reach the Veteran. This field does not require a specific format.Veteran Willing to travel up to (miles) - documents Veteran’s willingness to travel said number of miles to see a provider.Veteran’s Scheduling Preference – If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a scheduling preferenceVA schedulesCC appointment was scheduled by RCT memberVeteran self-schedulesFigure SEQ Figure \* ARABIC 51: Patient Preferences Page Fields (3 of 3)Provider selection support (required)Veteran provided list of local network providersVeteran referred to Veteran declined support, network provider identifiedCommunity provider schedulesVeteran’s Provider Preference - if Veteran has a preferred provider that can be recorded here. Use the lookup tool so the correct provider information (including NPI number) can be part of the record. This pulls data from the Community Provider Locator (CPL) system. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a provider preferenceVeteran has preferred provider(s) - Finding the preferred provider can be conducted using the Open Community Care Provider Lookup option.Veteran Preferred Provider (required) – Veteran OK to see other than Preferred Provider(s) - if the Veteran has indicated a preferred provider which is not available, this documents whether they are willing so see someone else (provider not available or not willing to take Veteran).YesNoVeteran’s Appointment Day/Time Preference - this field documents time of day preference. This is only visible if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.1st Choice2nd Choice3rd ChoiceAdditional Comments – Field to enter additional comments.Receiving Community Care Consult ActivitiesReceiving Community Care Consult Review WorkflowFollow the steps below for Consult Review. These steps are based on CC Eligibility (DST) being established.Figure SEQ Figure \* ARABIC 52: Receiving CC Consult Review PageFrom the COVID-19 Scheduling Triage section, select the priority level. This option is not available for the Scheduler user role.From the Community Care Program drop-down menu, select the Community Care program for the consult.Select the Consult related to previous referral (RFS) check box if the consult is related to the previous referral.From the DOA Medical Services List Reviewed section, select if clinical review is required or not.From the Delegation of Authority – Clinical Review Method drop-down menu, select clinical review method. This option is not available for the Scheduler user role.From the Preferred modality options for this consult section, the type of appointment options for the consult. This option is not available for the Scheduler user role.From the Cancellation authorization (required) section, select the option. If High risk consult – extra scheduling effort warranted is selected, you will be required to select an option from the Extra scheduling effort drop-down menu. Selecting Other will require you to enter an explanation in the field provided. The Cancellation authorization (required) section is not available for the Scheduler user role.From the Responsible for Scheduling drop-down menu, select who is responsible for scheduling the consult.The Standardized Episode of Care (SEOC) field is auto populated based off the selections made in CC Eligibility (DST). If a SEOC is not selected prior to selecting a Program Authority, a warning message displays.Figure SEQ Figure \* ARABIC 53: SEOC Selection Warning MessageThe SEOC field can be edited when the referral is in approved status.If Scheduler Only Communication is selected from the list of SEOCs, then the Program Authority drop-down menu is disabled.The Scheduler Only Communication SEOC is used in some business processes please see VA policy documentation for proper use of this SEOC.From the Program Authority drop-down menu, select the appropriate Program Authority. The Send consult to HSRM as an approved referral checkbox displays once you have selected a SEOC and Program Authority.If the SEOC is updated after selecting the Program Authority, you will need to confirm the Program Authority is still valid or select a new Program Authority if the previous is not valid for the selected SEOC. If the consult is marked as Restricted eligibility, a message displays directing you to verify that the service you are requesting is appropriate for the eligibility restrictions. Select the Send consult to HSRM as an approved referral checkbox to send the referral out to CC.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 54: Preview of CTB Generated Consult CommentsSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Receiving Community Care Consult Review Field DefinitionsFigure SEQ Figure \* ARABIC 55: Receiving CC Consult Review FieldsCOVID-19 Scheduling Triage (required) - This option is not available for the Scheduler user role.Priority 1 – Proceed with scheduling - do not wait until normal operations, schedule appointment now.Priority 2 – Schedule after clinical review - first group to schedule when normal operations begin. Community Care consults should also be scheduled based on local market availability.Priority 3 – Schedule per department policy, if locally defined - optional, but a way to separate less urgent consults from the Priority 2. Your department can define criteria how to separate 2 from 3.Priority 4 – Schedule per department policy, if locally defined - optional, a way to separate non-urgent consults from the Priority 3. Again, you can define which ones belong to this category or if you use it at all.Consult related to previous referral (RFS)Unique Consult ID – UCID (required)DOA Medical Services List ReviewedClinical review requiredDoes not require clinical reviewDelegation of Authority – Clinical Review Method - This option is not available for the Scheduler user role.MCG Guidelines - Evidence-based clinical review tool focused on measurable clinical indicators to support the determination of clinical appropriateness for diagnostic, imaging and therapeutic services in ambulatory or outpatient settings.InterQual criteria (used for acute inpatient medical/behavioral health hospitalizations) - Evidence-based clinical review tool used to support level of care decisions based on severity of illness, comorbid conditions, and complications for acute inpatient medical and behavioral health hospitalizations.Chief of Staff approved ProtocolPreferred modality options for this consult - This option is not available for the Scheduler user role.Any modality/patient choiceIn-person appointmentTelephone appointment - Telephone Appointment may be offered to the Veteran.Video appointment - VA Video Connect (VVC) appointment may be offered to the Veteran.Cancellation authorization (required)- This option is not available for the Scheduler user role.High risk consult – extra scheduling effort warranted - this flags the consult as having a medically high-risk condition that warrants additional calls to the Veteran beyond the mandated minimum scheduling effort. It also allows the receiving service to flag certain consults for closer follow-up when the Veteran fails to keep appointments. Each service may define what high-risk means to them. This is simply a way of segregating higher risk consults from the rest and notifying the staff to expend additional effort.Extra scheduling effort (required) – This option displays when High risk consult – extra scheduling effort warranted is selected above. 1 additional call1 additional letter2 additional callsContinue calling while waiting on response from letterOther (explanation required)Explanation (required)Cancel after mandated scheduling effortLow risk clinic – may cancel after one missed appointment - An additional option for low risk clinics exists for cancellation after one missed appointment. This screen auto populates from settings described above.Responsible for Scheduling (required)VA Facility CC OfficeVeteran self-schedulesCommunity provider schedulesCommunity core contractor schedulesVeteran’s Participation Preference (required)Opt-IN for Community Care – Veteran elects care in the community.Opt-out of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided.Standardized Episode of Care (SEOC)Program Authority – Regulation which the service is being funded. Drop-down menu of program authorities that are filtered based on the SEOC selected. The Program Authority is now linked to the SEOC that you select. The Program Authority will be disabled until you select a SEOC. Once the SEOC is selected, the list of Program Authority values available in the drop-down list will be limited to only those that are appropriate for the selected SEOC. You will not be able to send the consult to HSRM until the SEOC and associated Program Authority have been selected.HSRM CC Referral – Four different options messages. SEOC must be assigned prior to sending referral to HSRMCC Eligibility required to send referral to HSRMVeteran must Opt-IN to CC prior to sending referral to HSRMCurrent HSRM referral status check boxPreviously sentConsult has already been sent to HSRMAdditional Comments – Field to enter additional comments.Receiving Community Care CC Eligibility (DST)Follow the steps below for CC Eligibility (DST) Signed workflow. Figure SEQ Figure \* ARABIC 56: Receive CC Eligibility (DST) Signed Workflow Page From the Clinical Service drop-down menu, select the clinical service or select Search by SEOC.If Search by SEOC is selected, the Set Clinical Service Based on Related SEOC modal dialog displays.Figure SEQ Figure \* ARABIC 57: Set Clinical Service Based on Related SEOC Modal DialogFrom the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC.If the selected SEOC has one Clinical Service associated with it, it will display in the Clinical Service field. If multiple Clinical Services are associated with the selected SEOC, select the Clinical Service from the Clinical Service drop-down menu.Select Continue.From the Establish CC Eligibility based on drop-down menu, select one of the options to identify Community Care eligibility. If Best Medical Interest of Veteran (BMI) is selected, you will need to select an option from the BMI Criteria drop-down menu. This option is only available to the Provider.If No clinic appointments within Wait Time Std. is selected, you will need to enter/select a date in the Next Available Appointment field. If the Next Available Appointment selected is more than 28 days from the CPRS Release Order Date for specialty care or more than 20 days from the CPRS Release Order Date for primary care/mental health then the Community Care Eligibility is updated to Wait Time.If HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System) is selected, you will need to enter/select a date in the Next Available Appointment field. If Rescheduled VA appointment – No clinic appointments within Wait Time Std (only cancelled by Vet and no-show) – This option will not be selectable unless the consult is opened in a VA workflow and the appointment was cancelled by the Veteran or the Veteran was a no-show for their appointment. If Specific clinical service is not available at this VA, Drive time eligible is selected, you need to enter the specific service that is not locally available in the Please list the specific service that is not available at your VA facility (required).From the Veteran’s Participation Preference section, select the Veteran’s preference. If Opt-IN or Opt-OUT is selected, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.From the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC. This field is auto populated if Clinical Service was selected based off of Search by SEOC feature. (This field only displays when Opt-IN for Community Care or TBD/Deferred is selected.)In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 58: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. CC Eligibility (DST) Signed Field DefinitionsFigure SEQ Figure \* ARABIC 59: CC Eligibility (DST) Signed Workflow FieldsClinical Service - allows you to manually select the clinical service or search by SEOC you are interested in and populate the appropriate Clinical Service based on the selected SEOC.Service Type: - This is a read-only information supplied by the mapping table from the business, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Wait Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Drive Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Establish CC Eligibility based on –allows you to manually establish eligibility by selecting an eligibility option. The drop-down offers the following options:Best Medical Interest of Veteran (BMI) - This option is not available for the Scheduler user role.BMI Criteria – Drop-down menu that displays when Community Care Eligibility is based on BMI.Difficulty in travelingFrequency of serviceNature or simplicity of serviceNeed for an attendantPotential for improved continuity of careExplanation – field displays after an option from BMI Criteria is selected. No clinical appointments within Wait Time StdNext Available Appointment (required) - The date the next appointment is available. Field that allows you to input or select the calendar icon to select a date. This is a required field.HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System)Please list any pending eligibility update (required) – field to enter a brief description of the pending eligibility update.Specific clinical service requested is not available at VADrive time eligible, specific clinical service is not locally available at VA - This option is intended to be used when VA facilities within the drive time standard offer services related to the selected clinical service but don’t offer the specific service that is being requested. When the Consult Toolbox information is saved, the following information will be written to the consult history: SEV-CC Eligibility: Drive time (specific clinical service).Veteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s PreferenceExisting relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilityStandardized Episode of Care (SEOC)Additional Comments – Field to enter additional comments.Receiving Community Care Contact Attempts Follow the steps below for Contact Attempts. Figure SEQ Figure \* ARABIC 60: Receive CC Contact Attempts Page From the Contact Attempt made to Veteran section, select if this is the first, second, third, and/or fourth or more contact attempt made to the Veteran to arrange care. You can indicate more than one contact attempt at a time.From the attempt to contact Veteran drop-down menu, select the contact method used. If Telephone is selected, the Call attempt detail drop-down menu displays, select details of the call made. If Other is selected, you will need to enter an explanation in the field provided. Note, Letter is not an option for the first attempt.If you have previously attempted to contract the Veteran, a note will display at the top of the page indicating the date of the last contact attempt.Figure SEQ Figure \* ARABIC 61: Last Contact AttemptFrom the Additional results from attempt section, select if there were additional results from the attempts to contact the Veteran.Select the Refer to clinical reviewer for disposition after unsuccessful scheduling effort checkbox to refer the consult to a clinician to review and disposition. In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 62: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Contact Attempts Field DefinitionsFigure SEQ Figure \* ARABIC 63: Receive CC Contact Attempts Page FieldsContact Attempt made to Veteran — this allows documenting first, second, and additional contact attempts made to the Veteran to arrange care. First attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Second attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Letter - use when a letter is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Third attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Letter - use when a letter is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Fourth or more attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Letter - use when a letter is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Additional results from attempt – All listed phone numbers disconnected or wrong number - used when all the numbers listed for the Veteran are wrong (disconnected or you reach someone who doesn’t know the Veteran). This should not be used unless you have confirmed that all numbers in the record are bad.Address bad or no address on file, unable to contact by letter - this would apply in the instance where a letter sent has been returned by the post office or in the case of homeless Veterans. The latter case may require extra effort with the Homeless Veterans’ Program to try to reach the Veteran.Veteran contacted - wants to coordinate scheduling at a later date.Refer to clinical reviewer for disposition after unsuccessful scheduling effort - after failing to schedule an appointment by making two calls, sending a letter, and waiting two weeks, this option refers the consult to a clinician to review and disposition. Business rules for certain low-risk consults may allow the scheduler to discontinue without clinician review, or in the case the provider previously reviewed the consult and determined that it may be discontinued after a failure to schedule after mandated effort, or multiple missed appointments.Additional Comments – Field to enter additional comments.Receiving Community Care Patient Preferences WorkflowTo update the patient preferences for the consult, follow the steps below:Figure SEQ Figure \* ARABIC 64: Patient Preferences Page ExampleFrom the Scheduling locations discussed and offered to Veteran section, select all the clinically appropriate care locations that are available and have been discussed with the Veteran.From the Modality options discussed and offered to Veteran, select the best modality option(s).From the Veteran willing to accept telehealth/virtual care appt. section, select Yes or No if Veteran is willing to accept a telehealth/virtual care appointment.If you select any of the radio buttons below, the Veteran’s Scheduling Preference checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.From the Veteran’s Participation Preference section, select if the Veteran has elected to opt-in or opt-out of Community Care. If the Veteran has not selected or the Veterans selection is unknown, select TBD/Deferred. This section is required.If Opt-IN or Opt-OUT was selected for Veteran’s Participation Preference, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.If Opt-IN was selected for Veteran’s Participation Preference, you will need to select the appointment location decided upon based on the discussion with the Veteran from the Selected Appointment Location drop-down menu. This option is only available for the Scheduler user role.From the Veteran Contacted section, select the best option(s).From the OK to leave appt. details with drop-down menu, select the individual that the Veteran gives permission to leave details of the appointment with. If Other is selected, you will be required to enter an explanation in the field provided.From the Who does the Veteran rely on for care or support? drop-down menu, select if the Veteran relies on an individual caregiver, agency caregiver, both, or none. If the Veteran does rely on a caregiver/agency, enter the name and phone number in the field provided.From the Veteran’s preference for provider gender drop-down menu, select if the Veteran has a preference. If Other is selected, enter an explanation in the field provided.From the Veteran’s Communication Preference drop-down menu, select how the Veteran would like to be notified of appointment when scheduled.In the Best contact number field, enter the best phone number to reach the Veteran.In the Veteran Willing to travel up to (miles) field, enter the number of miles the Veteran is willing to travel to see a provider.From the Veteran’s Scheduling Preference section, select the Veteran’s preference for scheduling the consult. If VA schedules is selected, select the checkbox if the CC appointment was scheduled by RCT member. If Veteran self-schedules is selected, select the type of Provider selection support.From the Veteran’s Provider Preference section, select if the Veteran has a provider preference. If the Veteran does have a provider preference, you will need to enter the preferred provider in the Veteran Preferred Provider field. Select if the Veteran is OK to see providers other than their preferred provider.In the Veteran’s Appointment Day/Time Preference section, enter the Veteran’s time of day preferences. This field only displays if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Patient Preferences Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 65: Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Receiving CC Patient Preferences Field Definitions Figure SEQ Figure \* ARABIC 66: Patient Preferences Page Fields (1 of 3)Scheduling locations discussed and offered to Veteran – Allows the Scheduler to select the clinically appropriate location options. This option is only available for the Scheduler user role.Select AllLocal VA Facility – Displays if Clinician selected in VA Consult Review that the option is a clinically appropriate care location.Alternate VA Facility – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location.DOD – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care munity Care – Displays if Veteran is eligible for Community Care.Other – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location. Modality options discussed and offered to VeteranSelect AllIn-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentIs the Veteran willing to accept a telehealth/virtual care appt? - Telehealth/virtual care appointment may be offered to the Veteran.YesNoVeteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s Preference (optional) - This menu option only displays when Opt-IN for Community Care or Opt-OUT for Community Care is selected.Existing relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilitySelected Appointment Location - Allows the Scheduler to select the appointment location decided upon based on the discussion with the Veteran. This option is only available for the Scheduler user role.If the Veteran has opt-IN for Community Care, then this drop-down menu will automatically populate with the Community Care option.Selected Appointment Modality – This menu option only displays when Opt-OUT of Community Care or TBD/Deferred is selected. In-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentVeteran ContactedVeteran Informed of Community Care eligibility - this documents that the Veteran has been informed of Community Care eligibility. Mailing address confirmed - indicates the mailing address on file is correct. If incorrect, Scheduler should correct the address, and then confirm it is correct.OK to leave appointment details on voicemail - documents that Veteran gives permission to leave appointment details on their voice mail.OK to leave appt. details with: —documents that Veteran gives permission to leave appointment details with another individual. SpouseDaughterSonCaregiverFamilyOther (explanation required)Explanation (required) – 30 character limit field.Who does the Veteran rely on for care or support?Veteran does not rely on a caregiverIndividual caregiverName and phone number of individual caregiver and/or agency (required)Caregiver agencyName and phone number of individual caregiver and/or agency (required)Both individual and agency caregiverName and phone number of individual caregiver and/or agency (required)Figure SEQ Figure \* ARABIC 67: Patient Preferences Page Fields (2 of 3)Veteran’s preference for provider genderVeteran does not have a provider gender preferenceVeteran prefers a female providerVeteran prefers a male providerOther (explanation required)Explanation (required) – 50-character limit field.Veteran’s Communication Preference: documents how the Veteran would like to be notified of appointment when scheduled. Options are: Cell PhoneEmail (Community Care and VVC appointments only)Home PhoneMailMHV Secure MessageVETextBest contact number – best phone number to reach the Veteran. This field does not require a specific format.Veteran Willing to travel up to (miles) - documents Veteran’s willingness to travel said number of miles to see a provider.Veteran’s Scheduling Preference – If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a scheduling preferenceVA schedulesCC appointment was scheduled by RCT memberVeteran self-schedulesFigure SEQ Figure \* ARABIC 68: Patient Preferences Page Fields (3 of 3)Provider selection support (required)Veteran provided list of local network providersVeteran referred to Veteran declined support, network provider identifiedCommunity provider schedulesVeteran’s Provider Preference - if Veteran has a preferred provider that can be recorded here. Use the lookup tool so the correct provider information (including NPI number) can be part of the record. This pulls data from the Community Provider Locator (CPL) system. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a provider preferenceVeteran has preferred provider(s) - Finding the preferred provider can be conducted using the Open Community Care Provider Lookup option.Veteran Preferred Provider (required) – Veteran OK to see other than Preferred Provider(s) - if the Veteran has indicated a preferred provider which is not available, this documents whether they are willing so see someone else (provider not available or not willing to take Veteran).YesNoVeteran’s Appointment Day/Time Preference - this field documents time of day preference. This is only visible if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.1st Choice2nd Choice3rd ChoiceAdditional Comments – Field to enter additional comments.Receiving Community Care Admin Screening WorkflowFollow the steps below for Admin Screening. If Admin Screening is being performed for the first time the REF _Ref141354254 \h \* MERGEFORMAT Receiving Community Care Admin Screening Page displays. Please proceed to step 2.Figure SEQ Figure \* ARABIC 69: Receiving Community Care Admin Screening PageIf a prior Admin Screening was performed, the REF _Ref141355709 \h \* MERGEFORMAT Prior Admin Screening Page displays. Please proceed to step 1.Figure SEQ Figure \* ARABIC 70: Prior Admin Screening PageIf a prior Admin Screening was performed, select the Update prior Admin Screening information checkbox. The results are displayed at the top of the page. Figure SEQ Figure \* ARABIC 71: Prior Admin Screening ResultsSelect the Urgent: appointment needed within 48 hours check box if urgent care coordination is required, this should be forwarded immediately for clinical triage. (If within 48 hours, skip remaining questions and forward for clinical triage.)From the Does the consult specify any of the following complex/chronic conditions or services? drop-down menu, select if the consult specifies any complex conditions or services.From the Does the consult specify any of the following basic services? drop-down menu, select if the consult specifies basic services.If the CAN Score service is unavailable or a CAN Score does not exist for a patient, manual entry of the CAN Score is enabled. From the Manual CAN Score (required) section, select the CAN Score. This option is not available for the Scheduler user role. Admin Care Coordination Level.If it is determined that Clinical Triage is not required, enter the staff member name in the Scheduling Staff Member You Will Alert field.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Patient Preferences Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 72: Example of Patient Preferences Preview of CTB Generated Consult Comments Select Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Receiving Community Care Admin Screening Field Definitions Figure SEQ Figure \* ARABIC 73: Receiving Community Care Admin Screening Page FieldsPrior Admin ScreeningUrgent: appointment needed within 48 hours—if urgent care coordination is required, forward immediately for clinical triage. (If within 48 hours, skip remaining questions and forward for clinical triage.)Does the consult specify any of the following complex/chronic conditions or services? — if the consult specifies any complex conditions or services, select one of the following options from the drop-down menu.Chronic Heart FailureChronic Obstructive Pulmonary Disease/PneumoniaCoronary Artery Bypass (CABG)Inpatient Hospitalization (any cause)New Cancer DiagnosisOutpatient SurgeryNone of the aboveDoes the consult specify any of the following basic services? — if the consult specifies basic services, select the applicable service from the drop-down menu.Cervical cancer screening (PAP Test)Complimentary and integrated medicineDirect schedulingLow dose CT scansRoutine laboratory and/or radiological serviceRoutine mammographyRoutine screening colonoscopyRoutine therapeutic services (Dialysis, OT, PT, RT)None of the aboveCAN Score — Care Assessment Needs (CAN) Scores is an important component to the Screening/Triage process providing a standardized evidence-based measure of Veteran risk. CAN Scores measure the probability of inpatient admission or death within a specified period of time (1 year) in percentage form. CTB automatically retrieves the CAN Score for a patient from the CDW via the CAN Score service.If the CAN Score service is unavailable or does not exist for a patient, manual entry of the CAN Score is enabled. Manual CAN Score (required) - This option is not available for the Scheduler user role. To access a Veteran’s CAN Score manually, the staff are required to access VHA Support Service Center (VSSC). If CAN Score is known, make the appropriate selection, or if not available, select No CAN Score Available from the following choices: 0 to 7475 to 90Over 90Not availableAdmin Care Coordination LevelClinical TriageAction RequiredScheduling Staff Member You Will Alert Clinical Staff Member You Will AlertAdditional Comments – Field to enter additional comments.Receiving Community Care Clinical Triage WorkflowIf the level of care coordination determined in the administrative screening section is not basic, the administrative staff member will alert a clinical care coordinator to complete the clinical triage section below. The clinical section consists of questions regarding the Veteran’s comorbidities, social factors, and need for assistance with Activities of Daily Living (ADLs). There is also a drop-down menu which the clinical care coordinator may fill out to override the results of the tool using clinical evidence-based judgment.If clinical triage has already been performed, it will show. Also, if care coordination has already been assigned by Administrative screening that will also show.Clinical Triage is viewable to the Scheduler user role, but they will not be able to edit.For additional information please refer to the CTB Help Files.Figure SEQ Figure \* ARABIC 74: Receiving Community Care Clinical Triage PageFrom the Veteran Comorbidities drop-down menu, select Yes or No if based on your review of Veteran information and clinical judgement if the Veteran will require additional care coordination/support during this episode of care due to two or more comorbidities.From the Psychosocial Factors drop-down menu, select Yes or No if based on your review of the Veteran information and clinical judgement, if the Veteran will require additional care coordination/support during this episode of care due to any psychosocial factors (e.g. Dementia, Depression, Homelessness, Lack of Caregiver Support).From the Activities of Daily Life, or ADL support drop-down menu, select Yes or No if based on your review of Veteran information and clinical judgement, if the Veteran will require ADL support.CTB will calculate a level of care coordination based on the answers in the administrative screening and clinical triage sections.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 75: Receive CC DoD Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. Select the Close button at the bottom of the page to transfer the comments and return to CPRS. If you select the X at the top of the window, you can continue editing the consult in CTB.Receiving Community Care Clinical Triage Field DefinitionsFigure SEQ Figure \* ARABIC 76: Receiving Community Care Clinical Triage FieldsAdmin Screening Results - The Screening/Triage tool will recommend a care coordination level once the following items are populated:Veteran Comorbidities - select Yes or No if based on your review of Veteran information and clinical judgement if the Veteran will require additional care coordination/support during this episode of care due to two or more comorbidities.Psychosocial Factors:— select Yes or No if based on your review of the Veteran information and clinical judgement, if the Veteran will require additional care coordination/support during this episode of care due to any psychosocial factors (e.g. Dementia, Depression, Homelessness, Lack of Caregiver Support).Activities of Daily Life, or ADL support: – select Yes or No if based on your review of Veteran information and clinical judgement, if the Veteran will require ADL support.Clinical Coordination Level - the tool will calculate a level of care coordination based on the answers in the administrative screening and clinical triage sections as displayed below:Manual Adjustment of Clinical Care Coordination Level - Based on clinical judgment, the clinical care coordinator may override the automated result. If manual adjustment is required for the level of care coordination, select the revised level in the drop-down menu along with the reason for adjustment in the textbox below.BasicModerate Complex/ChronicUrgentClinical Reason for Manual Adjustment - Scheduling staff member you will alert - Name of the scheduling staff member.Additional comments – Field to enter additional comments.Receiving Community Care Community Care DoD Consult WorkflowThis information documented within the DoD tab is used for coordinating care between the VA and the DoD Benefits Office.Follow the steps below for Receive CC DoD Consult. Figure SEQ Figure \* ARABIC 77: Receive CC DoD Consult Page From the DoD Urgency drop-down menu, select the type of urgency.In the DoD facility contacted to request care field, enter the name of the DoD facility contacted to request care.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 78: CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. Select the Close button at the bottom of the page to transfer the comments and return to CPRS. If you select the X at the top of the window, you can continue editing the consult in CTB.Receive Community Care DoD Consult Field DefinitionsFigure SEQ Figure \* ARABIC 79: Receive CC DoD Consult Page FieldsDoD Urgency – Department of Defense Urgency.Urgent – 90 minutesRoutine – 2 business daysDoD facility contacted to request care – Name of DoD facility contacted to request care.Additional Comments – Field to enter additional comments.Receiving GEC ConsultReceiving a GEC Consult Review WorkflowTo receive a GEC consult review, follow the steps listed below:Figure SEQ Figure \* ARABIC 80: Receive GEC Consult Review PageFrom the GEC Service / CC Program Authority drop-down menu, select the consult GEC service / CC program authority type. This is a required field.From the DOA Review by DOAMS assignee, select the review type. This is a required field.If the consult is related to a previous referral, select the checkbox.If the consult is related to a previous referral, in the Unique Consult ID -UCID field, enter the UCID. This is a required field.Select the UNABLE TO SCHEDULE checkbox if unable to schedule the service. You are required to select Reason appointment could not be scheduled option. From the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC.From the Is HSRM utilized to manage this referral? section, select Yes or No. This is a required field.If No is selected, continue to the next step.If Yes is selected, you can select Send consult to HSRM as an approved referral option and continue the consult reviewIn the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 81: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Receiving a GEC Consult Review Field DefinitionsFigure SEQ Figure \* ARABIC 82: Receive GEC Consult Review Page Fields (1 of 2)Figure SEQ Figure \* ARABIC 83: Receive GEC Consult Review Page Fields (2 of 2)GEC Clinical Service (required) – Drop-down menu.Figure SEQ Figure \* ARABIC 84: GEC Clinical Service Menu OptionsDOA Review by DOAMS assignee (required)Service is clinically appropriateService is NOT clinically appropriateWaiting on DOA clinical reviewStandardized Episode of Care (SEOC) – List of SEOCs will display once a Clinical Service is selected.Consult related to previous referral (RFS)Unique Consult ID – UCID (required)Is a VCA being used for this referral? (required)Yes - Veteran requires extended care services and is eligible for community care pursuant to 38 CFR § 17.4010, has elected to receive such care/services in the community, and VA has authorized the receipt of such community care pursuant to 38 U.S.C. § 1703(a)(3).Name of Community Provider (required)Explanation of the need for care (required)Obtaining the required care/services in a VA facility isImpracticable/unavailableClinically InadvisableBased on (required)the medical condition of the Veteranthe travel involvedthe nature of the care or servicesObtaining the required care/services through use of a third-party administrator (TPA) contract is (required)Impracticable/unavailableClinically InadvisableBased on (required)the medical condition of the Veteranthe travel involvedthe nature of the care or servicesObtaining the required care/services through use of an existing or new Acquisition Regulation (FAR) -based acquisition is (required)Impracticable/unavailableClinically InadvisableBased on (required)the medical condition of the Veteranthe travel involvedthe nature of the care or servicesNoIs HSRM utilized to manage this referral? (required)YesNoHSRM CC Referral StatusSend consult to HSRM as an approved referralUNABLE TO SCHEDULE Reason service could not be scheduled (required)Internal VA Barriers: Budget ResourcesInternal VA Barriers: StaffingTemporary lack of vendor capacityAdditional Comments – Field to enter additional comments.Forward ConsultForward VA ConsultsForward VA Consult to Community Care WorkflowTo forward a VA consult to the CC, follow the steps listed below:Figure SEQ Figure \* ARABIC 85: Forward to CC PageFigure SEQ Figure \* ARABIC 86: Restricted Eligibility Forward Consult to CC ScreenIf the consult is marked as Restricted eligibility, a message displays directing you to verify that the consult is appropriate for restrictions before forwarding to CC. From the Consult has been reviewed for clinical appropriateness section, select Yes or No. If Community Care Eligibility has been established, select the Veteran’s Participation Preferences. If the Veteran has elected to Opt-IN or Opt-OUT, select the reason for their preference from the Basis for Veteran’s Preference drop-down menu.If the Veteran has elected to Opt-IN or TBD/Deferred, select the SEOC from the Standardized Episode of Care (SEOC) drop-down menu.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 87: Preview of CTB Generated Consult Comments Modal DialogVeteran Participation Preference must be set to Opt-IN Community Care to Forward the Consult. If you try to Forward the Consult and the Veteran has been identified as TBD/Deferred or Opted-OUT of Community Care participation the Correct All Errors Before Saving message displays when you select Save. Figure SEQ Figure \* ARABIC 88: Correct All Errors Before SavingSelect the Close button at the bottom of the page to transfer the comments and return to CPRS. If you select the X at the top of the window, you can continue editing the consult in CTB.Forward VA Consult to Community Care Field DefinitionsFigure SEQ Figure \* ARABIC 89: Forward to CC Page FieldsConsult has been reviewed for clinical appropriateness (required)YesNoVeteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s PreferenceExisting relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilityStandardized Episode of Care (SEOC) – This field displays when Opt-In for Community Care or TBD/Deferred is selected.Additional Comments – Field to enter additional comments.Forward VA Consults: CC Eligibility (DST) WorkflowFollow the steps below for CC Eligibility (DST) Signed workflow. Figure SEQ Figure \* ARABIC 90: Forward CC Eligibility (DST) Signed Workflow PageFrom the Clinical Service drop-down menu, select the clinical service or select Search by SEOC.If Search by SEOC is selected, the Set Clinical Service Based on Related SEOC modal dialog displays.Figure SEQ Figure \* ARABIC 91: Set Clinical Service Based on Related SEOC Modal DialogFrom the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC.If the selected SEOC has one Clinical Service associated with it, it will display in the Clinical Service field. If multiple Clinical Services are associated with the selected SEOC, select the Clinical Service from the Clinical Service drop-down menu.Select Continue.From the Establish CC Eligibility based on drop-down menu, select one of the options to identify Community Care eligibility. If Best Medical Interest of Veteran (BMI) is selected, you will need to select an option from the BMI Criteria drop-down menu. This option is only available to the Provider.If No clinic appointments within Wait Time Std. is selected, you will need to enter/select a date in the Next Available Appointment field. If the Next Available Appointment selected is more than 28 days from the CPRS Release Order Date for specialty care or more than 20 days from the CPRS Release Order Date for primary care/mental health then the Community Care Eligibility is updated to Wait Time.If HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System) is selected, you will need to enter/select a date in the Next Available Appointment field. If Rescheduled VA appointment – No clinic appointments within Wait Time Std (only cancelled by Vet and no-show) – This option will not be selectable unless the consult is opened in a VA workflow and the appointment was cancelled by the Veteran or the Veteran was a no-show for their appointment. If Specific clinical service is not available at this VA, Drive time eligible is selected, you need to enter the specific service that is not locally available in the Please list the specific service that is not available at your VA facility (required).From the Veteran’s Participation Preference section, select the Veteran’s preference. If Opt-IN or Opt-OUT is selected, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.From the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC. This field is auto populated if Clinical Service was selected based off of Search by SEOC feature. (This field only displays when Opt-IN for Community Care or TBD/Deferred is selected.)In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 92: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Forward VA Consults: CC Eligibility (DST) Signed Field DefinitionsFigure SEQ Figure \* ARABIC 93: CC Eligibility (DST) Signed Workflow FieldsClinical Service - allows you to manually select the clinical service or search by SEOC you are interested in and populate the appropriate Clinical Service based on the selected SEOC.Service Type: - This is a read-only information supplied by the mapping table from the business, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Wait Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Drive Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Establish CC Eligibility based on –allows you to manually establish eligibility by selecting an eligibility option. The drop-down offers the following options:Best Medical Interest of Veteran (BMI) - This option is not available for the Scheduler user role.BMI Criteria – Drop-down menu that displays when Community Care Eligibility is based on BMI.Difficulty in travelingFrequency of serviceNature or simplicity of serviceNeed for an attendantPotential for improved continuity of careExplanation – field displays after an option from BMI Criteria is selected. No clinical appointments within Wait Time StdNext Available Appointment (required) - The date the next appointment is available. Field that allows you to input or select the calendar icon to select a date. This is a required field.HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System)Please list any pending eligibility update (required) – field to enter a brief description of the pending eligibility update.Specific clinical service requested is not available at VADrive time eligible, specific clinical service is not locally available at VA - This option is intended to be used when VA facilities within the drive time standard offer services related to the selected clinical service but don’t offer the specific service that is being requested. When the Consult Toolbox information is saved, the following information will be written to the consult history: SEV-CC Eligibility: Drive time (specific clinical service).Veteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s PreferenceExisting relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilityStandardized Episode of Care (SEOC)Additional Comments – Field to enter additional comments.Forward VA Consults: Community Care Patient Preferences WorkflowTo update the patient preferences for the consult, follow the steps below:Figure SEQ Figure \* ARABIC 94: Patient Preferences Page ExampleFrom the Scheduling locations discussed and offered to Veteran section, select all the clinically appropriate care locations that are available and have been discussed with the Veteran.From the Modality options discussed and offered to Veteran, select the best modality option(s).From the Veteran willing to accept telehealth/virtual care appt. section, select Yes or No if Veteran is willing to accept a telehealth/virtual care appointment.If you select any of the radio buttons below, the Veteran’s Scheduling Preference checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.From the Veteran’s Participation Preference section, select if the Veteran has elected to opt-in or opt-out of Community Care. If the Veteran has not selected or the Veterans selection is unknown, select TBD/Deferred. This section is required.If Opt-IN or Opt-OUT was selected for Veteran’s Participation Preference, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.If Opt-IN was selected for Veteran’s Participation Preference, you will need to select the appointment location decided upon based on the discussion with the Veteran from the Selected Appointment Location drop-down menu. This option is only available for the Scheduler user role.From the Veteran Contacted section, select the best option(s).From the OK to leave appt. details with drop-down menu, select the individual that the Veteran gives permission to leave details of the appointment with. If Other is selected, you will be required to enter an explanation in the field provided.From the Who does the Veteran rely on for care or support? drop-down menu, select if the Veteran relies on an individual caregiver, agency caregiver, both, or none. If the Veteran does rely on a caregiver/agency, enter the name and phone number in the field provided.From the Veteran’s preference for provider gender drop-down menu, select if the Veteran has a preference. If Other is selected, enter an explanation in the field provided.From the Veteran’s Communication Preference drop-down menu, select how the Veteran would like to be notified of appointment when scheduled.In the Best contact number field, enter the best phone number to reach the Veteran.In the Veteran Willing to travel up to (miles) field, enter the number of miles the Veteran is willing to travel to see a provider.From the Veteran’s Scheduling Preference section, select the Veteran’s preference for scheduling the consult. If VA schedules is selected, select the checkbox if the CC appointment was scheduled by RCT member. If Veteran self-schedules is selected, select the type of Provider selection support.From the Veteran’s Provider Preference section, select if the Veteran has a provider preference. If the Veteran does have a provider preference, you will need to enter the preferred provider in the Veteran Preferred Provider field. Select if the Veteran is OK to see providers other than their preferred provider.In the Veteran’s Appointment Day/Time Preference section, enter the Veteran’s time of day preferences. This field only displays if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Patient Preferences Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 95: Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Receiving VA Patient Preferences Field Definitions Figure SEQ Figure \* ARABIC 96: Patient Preferences Page Fields (1 of 3)Scheduling locations discussed and offered to Veteran – Allows the Scheduler to select the clinically appropriate location options. This option is only available for the Scheduler user role.Select AllLocal VA Facility – Displays if Clinician selected in VA Consult Review that the option is a clinically appropriate care location.Alternate VA Facility – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location.DOD – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care munity Care – Displays if Veteran is eligible for Community Care.Other – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location. Modality options discussed and offered to VeteranSelect AllIn-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentIs the Veteran willing to accept a telehealth/virtual care appt? - Telehealth/virtual care appointment may be offered to the Veteran.YesNoVeteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s Preference (optional) - This menu option only displays when Opt-IN for Community Care or Opt-OUT for Community Care is selected.Existing relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilitySelected Appointment Location - Allows the Scheduler to select the appointment location decided upon based on the discussion with the Veteran. This option is only available for the Scheduler user role.If the Veteran has opt-IN for Community Care, then this drop-down menu will automatically populate with the Community Care option.Selected Appointment Modality – This menu option only displays when Opt-OUT of Community Care or TBD/Deferred is selected. In-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentVeteran ContactedVeteran Informed of Community Care eligibility - this documents that the Veteran has been informed of Community Care eligibility. Mailing address confirmed - indicates the mailing address on file is correct. If incorrect, Scheduler should correct the address, and then confirm it is correct.OK to leave appointment details on voicemail - documents that Veteran gives permission to leave appointment details on their voice mail.OK to leave appt. details with: —documents that Veteran gives permission to leave appointment details with another individual. SpouseDaughterSonCaregiverFamilyOther (explanation required)Explanation (required) – 30 character limit field.Who does the Veteran rely on for care or support?Veteran does not rely on a caregiverIndividual caregiverName and phone number of individual caregiver and/or agency (required)Caregiver agencyName and phone number of individual caregiver and/or agency (required)Both individual and agency caregiverName and phone number of individual caregiver and/or agency (required)Figure SEQ Figure \* ARABIC 97: Patient Preferences Page Fields (2 of 3)Veteran’s preference for provider genderVeteran does not have a provider gender preferenceVeteran prefers a female providerVeteran prefers a male providerOther (explanation required)Explanation (required) – 50-character limit field.Veteran’s Communication Preference: documents how the Veteran would like to be notified of appointment when scheduled. Options are: Cell PhoneEmail (Community Care and VVC appointments only)Home PhoneMailMHV Secure MessageVETextBest contact number – best phone number to reach the Veteran. This field does not require a specific format.Veteran Willing to travel up to (miles) - documents Veteran’s willingness to travel said number of miles to see a provider.Veteran’s Scheduling Preference – If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a scheduling preferenceVA schedulesCC appointment was scheduled by RCT memberVeteran self-schedulesFigure SEQ Figure \* ARABIC 98: Patient Preferences Page Fields (3 of 3)Provider selection support (required)Veteran provided list of local network providersVeteran referred to Veteran declined support, network provider identifiedCommunity provider schedulesVeteran’s Provider Preference - if Veteran has a preferred provider that can be recorded here. Use the lookup tool so the correct provider information (including NPI number) can be part of the record. This pulls data from the Community Provider Locator (CPL) system. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a provider preferenceVeteran has preferred provider(s) - Finding the preferred provider can be conducted using the Open Community Care Provider Lookup option.Veteran Preferred Provider (required) – Veteran OK to see other than Preferred Provider(s) - if the Veteran has indicated a preferred provider which is not available, this documents whether they are willing so see someone else (provider not available or not willing to take Veteran).YesNoVeteran’s Appointment Day/Time Preference - this field documents time of day preference. This is only visible if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.1st Choice2nd Choice3rd ChoiceAdditional Comments – Field to enter additional comments.Forward Community Care ConsultsWhen you are forwarding a Community Care consult to an internal VA consult, you can use CTB to capture the reason the consult is being returned to the VA clinic. Forward Community Care Consult to VA WorkflowTo forward a Community Care consult to the VA, follow the steps listed below:Figure SEQ Figure \* ARABIC 99: Forward Consult to VA PageFrom the Reason for forwarding Consult to VA clinic, select a reason why the Community Care consult is being forwarded to a VA clinic. This is a required field.If Other is selected, you will be prompted to enter text in the required Explanation field.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 100: Preview of CTB Generated Consult Comments Modal DialogSelect the Close button at the bottom of the page to transfer the comments and return to CPRS. If you select the X at the top of the window, you can continue editing the consult in CTB.Forward Community Care Consult to VA Field DefinitionsFigure SEQ Figure \* ARABIC 101: Forward Consult to VA Page FieldsReason for forwarding Consult to VA clinic (required)Returned to clinic: Community care is unable to process IFC consultsReturned to clinic: Patient is not eligible to community careReturned to clinic: ICD-10 diagnosis not listed on consultReturned to clinic: Consult is aged greater than 90 daysReturned to clinic: Community care is unable to process E-consultsReturned to clinic: No LIP electronic signature on orderForwarded to clinic: Consult was not submitted to specialty clinicOther (explanation required)ExplanationAdditional Comments – Field to enter additional comments.Forward Community Care Consults: CC Eligibility (DST) WorkflowFollow the steps below for CC Eligibility (DST) Signed workflow. Figure SEQ Figure \* ARABIC 102: Forward Community Care Consults: CC Eligibility (DST) Signed Workflow PageFrom the Clinical Service drop-down menu, select the clinical service or select Search by SEOC.If Search by SEOC is selected, the Set Clinical Service Based on Related SEOC modal dialog displays.Figure SEQ Figure \* ARABIC 103: Set Clinical Service Based on Related SEOC Modal DialogFrom the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC.If the selected SEOC has one Clinical Service associated with it, it will display in the Clinical Service field. If multiple Clinical Services are associated with the selected SEOC, select the Clinical Service from the Clinical Service drop-down menu.Select Continue.From the Establish CC Eligibility based on drop-down menu, select one of the options to identify Community Care eligibility. If Best Medical Interest of Veteran (BMI) is selected, you will need to select an option from the BMI Criteria drop-down menu. This option is only available to the Provider.If No clinic appointments within Wait Time Std. is selected, you will need to enter/select a date in the Next Available Appointment field. If the Next Available Appointment selected is more than 28 days from the CPRS Release Order Date for specialty care or more than 20 days from the CPRS Release Order Date for primary care/mental health then the Community Care Eligibility is updated to Wait Time.If HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System) is selected, you will need to enter/select a date in the Next Available Appointment field. If Rescheduled VA appointment – No clinic appointments within Wait Time Std (only cancelled by Vet and no-show) – This option will not be selectable unless the consult is opened in a VA workflow and the appointment was cancelled by the Veteran or the Veteran was a no-show for their appointment. If Specific clinical service is not available at this VA, Drive time eligible is selected, you need to enter the specific service that is not locally available in the Please list the specific service that is not available at your VA facility (required).From the Veteran’s Participation Preference section, select the Veteran’s preference. If Opt-IN or Opt-OUT is selected, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.From the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC. This field is auto populated if Clinical Service was selected based off of Search by SEOC feature. (This field only displays when Opt-IN for Community Care or TBD/Deferred is selected.)In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 104: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Forward Community Care Consults: CC Eligibility (DST) Signed Field DefinitionsFigure SEQ Figure \* ARABIC 105: CC Eligibility (DST) Signed Workflow FieldsClinical Service - allows you to manually select the clinical service or search by SEOC you are interested in and populate the appropriate Clinical Service based on the selected SEOC.Service Type: - This is a read-only information supplied by the mapping table from the business, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Wait Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Drive Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Establish CC Eligibility based on –allows you to manually establish eligibility by selecting an eligibility option. The drop-down offers the following options:Best Medical Interest of Veteran (BMI) - This option is not available for the Scheduler user role.BMI Criteria – Drop-down menu that displays when Community Care Eligibility is based on BMI.Difficulty in travelingFrequency of serviceNature or simplicity of serviceNeed for an attendantPotential for improved continuity of careExplanation – field displays after an option from BMI Criteria is selected. No clinical appointments within Wait Time StdNext Available Appointment (required) - The date the next appointment is available. Field that allows you to input or select the calendar icon to select a date. This is a required field.HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System)Please list any pending eligibility update (required) – field to enter a brief description of the pending eligibility update.Specific clinical service requested is not available at VADrive time eligible, specific clinical service is not locally available at VA - This option is intended to be used when VA facilities within the drive time standard offer services related to the selected clinical service but don’t offer the specific service that is being requested. When the Consult Toolbox information is saved, the following information will be written to the consult history: SEV-CC Eligibility: Drive time (specific clinical service).Veteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s PreferenceExisting relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilityStandardized Episode of Care (SEOC)Additional Comments – Field to enter additional comments.Forward Community Care Consults: Patient Preferences WorkflowTo update the patient preferences for the consult, follow the steps below:Figure SEQ Figure \* ARABIC 106: Patient Preferences Page ExampleFrom the Scheduling locations discussed and offered to Veteran section, select all the clinically appropriate care locations that are available and have been discussed with the Veteran.From the Modality options discussed and offered to Veteran, select the best modality option(s).From the Veteran willing to accept telehealth/virtual care appt. section, select Yes or No if Veteran is willing to accept a telehealth/virtual care appointment.If you select any of the radio buttons below, the Veteran’s Scheduling Preference checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.From the Veteran’s Participation Preference section, select if the Veteran has elected to opt-in or opt-out of Community Care. If the Veteran has not selected or the Veterans selection is unknown, select TBD/Deferred. This section is required.If Opt-IN or Opt-OUT was selected for Veteran’s Participation Preference, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.If Opt-IN was selected for Veteran’s Participation Preference, you will need to select the appointment location decided upon based on the discussion with the Veteran from the Selected Appointment Location drop-down menu. This option is only available for the Scheduler user role.From the Veteran Contacted section, select the best option(s).From the OK to leave appt. details with drop-down menu, select the individual that the Veteran gives permission to leave details of the appointment with. If Other is selected, you will be required to enter an explanation in the field provided.From the Who does the Veteran rely on for care or support? drop-down menu, select if the Veteran relies on an individual caregiver, agency caregiver, both, or none. If the Veteran does rely on a caregiver/agency, enter the name and phone number in the field provided.From the Veteran’s preference for provider gender drop-down menu, select if the Veteran has a preference. If Other is selected, enter an explanation in the field provided.From the Veteran’s Communication Preference drop-down menu, select how the Veteran would like to be notified of appointment when scheduled.In the Best contact number field, enter the best phone number to reach the Veteran.In the Veteran Willing to travel up to (miles) field, enter the number of miles the Veteran is willing to travel to see a provider.From the Veteran’s Scheduling Preference section, select the Veteran’s preference for scheduling the consult. If VA schedules is selected, select the checkbox if the CC appointment was scheduled by RCT member. If Veteran self-schedules is selected, select the type of Provider selection support.From the Veteran’s Provider Preference section, select if the Veteran has a provider preference. If the Veteran does have a provider preference, you will need to enter the preferred provider in the Veteran Preferred Provider field. Select if the Veteran is OK to see providers other than their preferred provider.In the Veteran’s Appointment Day/Time Preference section, enter the Veteran’s time of day preferences. This field only displays if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Patient Preferences Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 107: Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Receiving VA Patient Preferences Field Definitions Figure SEQ Figure \* ARABIC 108: Patient Preferences Page Fields (1 of 3)Scheduling locations discussed and offered to Veteran – Allows the Scheduler to select the clinically appropriate location options. This option is only available for the Scheduler user role.Select AllLocal VA Facility – Displays if Clinician selected in VA Consult Review that the option is a clinically appropriate care location.Alternate VA Facility – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location.DOD – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care munity Care – Displays if Veteran is eligible for Community Care.Other – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location. Modality options discussed and offered to VeteranSelect AllIn-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentIs the Veteran willing to accept a telehealth/virtual care appt? - Telehealth/virtual care appointment may be offered to the Veteran.YesNoVeteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s Preference (optional) - This menu option only displays when Opt-IN for Community Care or Opt-OUT for Community Care is selected.Existing relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilitySelected Appointment Location - Allows the Scheduler to select the appointment location decided upon based on the discussion with the Veteran. This option is only available for the Scheduler user role.If the Veteran has opt-IN for Community Care, then this drop-down menu will automatically populate with the Community Care option.Selected Appointment Modality – This menu option only displays when Opt-OUT of Community Care or TBD/Deferred is selected. In-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentVeteran ContactedVeteran Informed of Community Care eligibility - this documents that the Veteran has been informed of Community Care eligibility. Mailing address confirmed - indicates the mailing address on file is correct. If incorrect, Scheduler should correct the address, and then confirm it is correct.OK to leave appointment details on voicemail - documents that Veteran gives permission to leave appointment details on their voice mail.OK to leave appt. details with: —documents that Veteran gives permission to leave appointment details with another individual. SpouseDaughterSonCaregiverFamilyOther (explanation required)Explanation (required) – 30 character limit field.Who does the Veteran rely on for care or support?Veteran does not rely on a caregiverIndividual caregiverName and phone number of individual caregiver and/or agency (required)Caregiver agencyName and phone number of individual caregiver and/or agency (required)Both individual and agency caregiverName and phone number of individual caregiver and/or agency (required)Figure SEQ Figure \* ARABIC 109: Patient Preferences Page Fields (2 of 3)Veteran’s preference for provider genderVeteran does not have a provider gender preferenceVeteran prefers a female providerVeteran prefers a male providerOther (explanation required)Explanation (required) – 50-character limit field.Veteran’s Communication Preference: documents how the Veteran would like to be notified of appointment when scheduled. Options are: Cell PhoneEmail (Community Care and VVC appointments only)Home PhoneMailMHV Secure MessageVETextBest contact number – best phone number to reach the Veteran. This field does not require a specific format.Veteran Willing to travel up to (miles) - documents Veteran’s willingness to travel said number of miles to see a provider.Veteran’s Scheduling Preference – If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a scheduling preferenceVA schedulesCC appointment was scheduled by RCT memberVeteran self-schedulesFigure SEQ Figure \* ARABIC 110: Patient Preferences Page Fields (3 of 3)Provider selection support (required)Veteran provided list of local network providersVeteran referred to Veteran declined support, network provider identifiedCommunity provider schedulesVeteran’s Provider Preference - if Veteran has a preferred provider that can be recorded here. Use the lookup tool so the correct provider information (including NPI number) can be part of the record. This pulls data from the Community Provider Locator (CPL) system. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a provider preferenceVeteran has preferred provider(s) - Finding the preferred provider can be conducted using the Open Community Care Provider Lookup option.Veteran Preferred Provider (required) – Veteran OK to see other than Preferred Provider(s) - if the Veteran has indicated a preferred provider which is not available, this documents whether they are willing so see someone else (provider not available or not willing to take Veteran).YesNoVeteran’s Appointment Day/Time Preference - this field documents time of day preference. This is only visible if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.1st Choice2nd Choice3rd ChoiceAdditional Comments – Field to enter additional comments.Add Comment to ConsultThere are many activities that can take place that should be documented in the medical record, as this is the official Veteran record, and needs to be tracked. VA Consult CommentVA Consult Comment Consult Review WorkflowFollow the steps below for the Consult Review workflow.Figure SEQ Figure \* ARABIC 111: VA Consult Comment Consult Review PageVerify the Veteran’s Participation Preference if it was previously selected. If it was not previously selected, select the correct option.From the Basis for Veteran’s Preference drop-down menu, select the option based on the Veteran’s preference.Select the UNABLE TO SCHEDULE APPOINTMENT checkbox if no appts within 390 days and CC not applicable. You are required to select Reason appointment could not be scheduled option. If UNABLE TO SCHEDULE APPOINTMENT is selected, no other controls will be displayed on the Consult Review page.The Consult Review screen provides different funtionality for the Provider user role. If you are a Provider, the Established patient, schedule then cancel consult checkbox displays. Select the checkbox if the consult received is for an established patient. If selected, then no further controls will be displayed on the Consult Review page.Figure SEQ Figure \* ARABIC 112: VA Consult Comment Consult Review Page Provider ViewFrom the Care requested is clinically appropriate? section, select Yes or No. This is a required field. If Yes is selected, you will be required to select a Clinical Review Method/Tool Used option and continue the consult review.If No is selected, you will see the notification: If the requested care is not clinically appropriate, the consult may be cancelled or forwarded to the correct consult service. No further controls will be displayed on the Consult Review page.From the Pre-work acceptable for consult triage? section, select Yes or No. This is a required field. If Yes is selected then continue the consult review.If No is selected, no further controls will be displayed on the Consult Review page. From the Consult should be completed via e-consult? section, select Yes or No. This is a required field. If Yes is selected, no further controls will be displayed on the Consult Review page.If No is selected, then continue the consult review. Select the Established patient, schedule then cancel consult checkbox if the consult received is for an established patient. If selected, then no further controls will be displayed on the Consult Review page.From the Clinically Appropriate Appointment Modalities section, select the clinically appropriate appointment modality or modalities. Options selected will appear on the Patient Preferences page to assist Schedulers in determining scheduling options.From the Other section, select Store and Forward Telehealth or Other. If Other is selected, you will be required to enter an explanation in the field provided.From the Clinically Appropriate Care Locations section, select the clinically appropriate care locations. Options selected will appear on the Patient Preferences page to assist Schedulers in determining scheduling options.From the COVID-19 Scheduling Triage (required) section, select the priority level option. If you selected Priority 1 – Proceed with scheduling, enter/select a date in the Schedule on a specific date, ok to overbook field.If no appointment is available within wait time standard, select the checkbox and one of the options.If you select any of the radio buttons below, the If no appointment is available within wait time standard checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.From the Cancellation Authorization section, select the authorization option. High risk consult – DO NOT CANCEL without clinical review. If you select the Ok to Cancel after mandated scheduling effort option, you will have the option to check Low risk clinic - may cancel after one missed appt.If Ok to cancel after extra scheduling effort is selected, you are required to select an option from the Extra Scheduling Effort drop-down menu. In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 113: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. VA Consult Comment Consult Review Fields and DefinitionsFigure SEQ Figure \* ARABIC 114: VA Consult Comment Consult Review Page FieldsVeteran’s Participation PreferenceOpt-IN for Community CareOpt-OUT of Community CareTBD/Deferred Basis for Veteran’s PreferenceExisting relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilityUNABLE TO SCHEDULE APPOINTMENT – This option is not available for the Provider user role. Reason appointment could not be scheduled Prefers VA/No capacityNo comparable service in the communityReceiving VA Care/Awaiting Specialized ServiceNot Receiving VA Care in the Service/Awaiting Specialized CareCare requested is clinically appropriate? - This is a required field. This option is only available for the RN user role. Yes - if selected, you will be required to select a Clinical Review Method/Tool Used option and continue the consult review. Clinical Review Method/Tool Used (required) RCT Specialty Triage Guidance - A Medical Center specific framework developed to provide predetermined criteria to guide care and/or referral (i.e. RCT Triage Tool, Service Agreements, Sharing Agreements, and approved SOPs).MCG Guidelines - Evidence-based clinical review tool focused on measurable clinical indicators to support the determination of clinical appropriateness for diagnostic, imaging and therapeutic services in ambulatory or outpatient settings.InterQual criteria (used for acute inpatient medical/behavioral health hospitalizations) - Evidence-based clinical review tool used to support level of care decisions based on severity of illness, comorbid conditions, and complications for acute inpatient medical and behavioral health hospitalizations. Chief of Staff approved protocol: A Medical Center specific framework developed to provide predetermined criteria to guide care and/or referral (i.e. RCT Triage Tool, Service Agreements, Sharing Agreements and approved SOPs).Provider ReviewOther (explanation required)ExplanationNo - if selected, you will see the notification: If the requested care is not clinically appropriate, the consult may be cancelled or forwarded to the correct consult service. No further controls will be displayed on the Consult Review page.Pre-work acceptable for consult triage? (Complete via eConsult if pre-work is missing or incomplete.) (required) – This option is not available for the Scheduler user role.Yes – Continue consult review.No - CTB consult review is complete.Consult should be completed via e-consult? (required) – This option is not available for the Scheduler user role.Yes – Consult review is complete.No – Continue consult review.Established patient, schedule then cancel consult - this selection applies if a consult is received for an established patient. Once the consult is received, it is sent to the scheduler to make the appointment. Once the appointment is made, the consult can be cancelled.Clinically Appropriate Appointment Modalities – Allows a clinician to select the clinically appropriate appointment methods of delivering the care that is being requested. This option is not available for the Scheduler user role.All modalities – Selecting this option will select the following options: In-person appointment, Video to Clinic Telehealth (CVT), Video to Home Telehealth (VVC), and Telephone appointment.In-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone appointment - Telephone appointment offered to the Veteran.OtherStore and Forward telehealthOtherClinically Appropriate Care Locations – List of options on where the care can be rendered. Clinicians will select the clinically appropriate care locations. This option is not available for the Scheduler user role.Any Locations - Selecting this option will select the following options: Local VA Facility, Alternate VA Facility, and DOD.Local VA FacilityAdditional scheduling instructions for Local VA Facility (optional)Alternate VA Facility – e.g., IFC, Clinical Resource Hub, National Telehealth Hub, etc.Additional scheduling instructions for Alternate VA Facility (optional)DODAdditional scheduling instructions for DOD Facility (optional)Other (explanation required)Explanation (required)COVID-19 Scheduling Triage (required) – This option is not available for the Scheduler user role.Priority 1 – Proceed with scheduling - do not wait until normal operations, schedule appointment now.Schedule on a specific date, ok to overbook – provider has determined that the Veteran’s medical condition warrants them being seen and should be overbooked if needed to accomplish that effect.Priority 2 – Schedule after clinical review - first group to schedule when normal operations begin. Community Care consults should also be scheduled based on local market availability.Priority 3 – Schedule per department policy, if locally defined - optional, but a way to separate less urgent consults from the Priority 2. Your department can define criteria on how to separate 2 from 3.Priority 4 – Schedule per department policy, if locally defined - optional, a way to separate non-urgent consults from the Priority 3. Again, you can define which ones belong to this category or if you use it at all.If appointment is not available within wait time standardForward to community care Discuss with clinical staffScheduling plans discussed with ordering providerCancellation Authorization (required) - This option is not available for the Scheduler user role.High risk consult - DO NOT CANCEL without clinical review this will flag the consult as medically high-risk and requires a clinical review before the consult can be cancelled. It also allows the receiving service to flag certain consults for closer follow-up when the Veteran fails to keep appointments. Each service may define what high-risk means to them. This is simply a way of segregating higher risk consults from the rest and notifying staff to expend additional effort.Ok to Cancel after mandated scheduling effortLow risk clinic - may cancel after one missed appt. – This checkbox option displays when Ok to Cancel after mandated scheduling effort is selected above.Ok to Cancel after extra scheduling effortExtra scheduling effort (required) – This will be required when OK to Cancel after extra scheduling effort is selected above. 1 additional call2 additional callsCall repeatedly while waiting on response from letter1 additional letterOther (explanation required)Explanation (required)Additional Comments – Field to enter additional comments.VA Consult Comment CC Eligibility (DST) WorkflowFollow the steps below for CC Eligibility (DST) Signed workflow. Figure SEQ Figure \* ARABIC 115: CC Eligibility (DST) Signed Workflow Page From the Clinical Service drop-down menu, select the clinical service or select Search by SEOC.If Search by SEOC is selected, the Set Clinical Service Based on Related SEOC modal dialog displays.Figure SEQ Figure \* ARABIC 116: Set Clinical Service Based on Related SEOC Modal DialogFrom the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC.If the selected SEOC has one Clinical Service associated with it, it will display in the Clinical Service field. If multiple Clinical Services are associated with the selected SEOC, select the Clinical Service from the Clinical Service drop-down menu.Select Continue.From the Establish CC Eligibility based on drop-down menu, select one of the options to identify Community Care eligibility. If Best Medical Interest of Veteran (BMI) is selected, you will need to select an option from the BMI Criteria drop-down menu. This option is only available to the Provider.If No clinic appointments within Wait Time Std. is selected, you will need to enter/select a date in the Next Available Appointment field. If the Next Available Appointment selected is more than 28 days from the CPRS Release Order Date for specialty care or more than 20 days from the CPRS Release Order Date for primary care/mental health then the Community Care Eligibility is updated to Wait Time.If HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System) is selected, you will need to enter/select a date in the Next Available Appointment field. If Rescheduled VA appointment – No clinic appointments within Wait Time Std (only cancelled by Vet and no-show) – This option will not be selectable unless the consult is opened in a VA workflow and the appointment was cancelled by the Veteran or the Veteran was a no-show for their appointment. If Specific clinical service is not available at this VA, Drive time eligible is selected, you need to enter the specific service that is not locally available in the Please list the specific service that is not available at your VA facility (required).From the Veteran’s Participation Preference section, select the Veteran’s preference. If Opt-IN or Opt-OUT is selected, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.From the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC. This field is auto populated if Clinical Service was selected based off Search by SEOC feature. (This field only displays when Opt-IN for Community Care or TBD/Deferred is selected.)In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 117: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. Select the Close button at the bottom of the page to transfer the comments and return to CPRS. If you select the X at the top of the window, you can continue editing the consult in CTB.VA Consult Comment CC Eligibility (DST) Signed Field DefinitionsFigure SEQ Figure \* ARABIC 118: CC Eligibility (DST) Signed Workflow FieldsClinical Service - allows you to manually select the clinical service or search by SEOC you are interested in and populate the appropriate Clinical Service based on the selected SEOC.Service Type: - This is a read-only information supplied by the mapping table from the business, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Wait Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Drive Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Establish CC Eligibility based on –allows you to manually establish eligibility by selecting an eligibility option. The drop-down offers the following options:Best Medical Interest of Veteran (BMI) - This option is not available for the Scheduler user role.BMI Criteria – Drop-down menu that displays when Community Care Eligibility is based on BMI.Difficulty in travelingFrequency of serviceNature or simplicity of serviceNeed for an attendantPotential for improved continuity of careExplanation – field displays after an option from BMI Criteria is selected. No clinic appointments within Wait Time StdNext Available Appointment (required) - The date the next appointment is available. Field that allows you to input or select the calendar icon to select a date. This is a required field.HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System)Please list any pending eligibility update (required) – field to enter a brief description of the pending eligibility update.Rescheduled VA appointment – No clinic appointments within Wait Time Std (only cancelled by Vet and no-show) – This option will not be selectable unless the consult is opened in a VA workflow and the appointment was cancelled by the Veteran or the Veteran was a no-show for their appointment. Specific clinical service is not available at this VA, Drive time eligible - This option is intended to be used when VA facilities within the drive time standard offer services related to the selected clinical service but don’t offer the specific service that is being requested. When the Consult Toolbox information is saved, the following information will be written to the consult history: SEV-CC Eligibility: Drive time (specific clinical service).Please list the specific service that is not available at your VA facility (required) - Enter the specific service that is not locally available. This field has a 70-character limit.Veteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s PreferenceExisting relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilityStandardized Episode of Care (SEOC)Additional Comments – Field to enter additional comments.VA Consult Comment Contact Attempts WorkflowFollow the steps below for Contact Attempts. Figure SEQ Figure \* ARABIC 119: VA Consult Comment Contact Attempts Page From the Contact Attempt made to Veteran section, select if this is the first, second, third, and/or fourth or more contact attempt made to the Veteran to arrange care. You can indicate more than one contact attempt at a time.From the attempt to contact Veteran drop-down menu, select the contact method used. If Telephone is selected, the Call attempt detail drop-down menu displays, select details of the call made. If Other is selected, you will need to enter an explanation in the field provided. Note, Letter is not an option for the first attempt.If you have previously attempted to contract the Veteran, a note will display at the top of the page indicating the date of the last contact attempt.Figure SEQ Figure \* ARABIC 120: Last Contact AttemptFrom the Additional results from attempt section, select if there were additional results from the attempts to contact the Veteran.Select the Refer to clinical reviewer for disposition after unsuccessful scheduling effort checkbox to refer the consult to a clinician to review and disposition. In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 121: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. VA Consult Comment Contact Attempts Field DefinitionsFigure SEQ Figure \* ARABIC 122: VA Consult Comment Contact Attempts Page FieldsContact Attempt made to Veteran — this allows documenting first, second, and additional contact attempts made to the Veteran to arrange care. First attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Second attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Letter - use when a letter is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Third attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Letter - use when a letter is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Fourth or more attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Letter - use when a letter is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Additional results from attempt – All listed phone numbers disconnected or wrong number - used when all the numbers listed for the Veteran are wrong (disconnected or you reach someone who doesn’t know the Veteran). This should not be used unless you have confirmed that all numbers in the record are bad.Address bad or no address on file, unable to contact by letter - this would apply in the instance where a letter sent has been returned by the post office or in the case of homeless Veterans. The latter case may require extra effort with the Homeless Veterans’ Program to try to reach the Veteran.Veteran contacted - wants to coordinate scheduling at a later dateRefer to clinical reviewer for disposition after unsuccessful scheduling effort - after failing to schedule an appointment by making two calls, sending a letter, and waiting two weeks, this option refers the consult to a clinician to review and disposition. Business rules for certain low-risk consults may allow the scheduler to discontinue without clinician review, or in the case the provider previously reviewed the consult and determined that it may be discontinued after a failure to schedule after mandated effort, or multiple missed appointments.Additional Comments – Field to enter additional comments.VA Consult Comment Patient Preferences WorkflowTo update the patient preferences for the consult, follow the steps below:Figure SEQ Figure \* ARABIC 123: VA Consult Comment Patient Preferences PageFrom the Scheduling locations discussed and offered to Veteran section, select all the clinically appropriate care locations that are available and have been discussed with the Veteran.From the Modality options discussed and offered to Veteran, select the best modality option(s).From the Veteran willing to accept telehealth/virtual care appt. section, select Yes or No if Veteran is willing to accept a telehealth/virtual care appointment.If you select any of the radio buttons below, the Veteran’s Scheduling Preference checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.From the Veteran’s Participation Preference section, select if the Veteran has elected to opt-in or opt-out of Community Care. If the Veteran has not selected or the Veterans selection is unknown, select TBD/Deferred. This section is required.If Opt-IN or Opt-OUT was selected for Veteran’s Participation Preference, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.If Opt-IN was selected for Veteran’s Participation Preference, you will need to select the appointment location decided upon based on the discussion with the Veteran from the Selected Appointment Location drop-down menu. This option is only available for the Scheduler user role.From the Veteran Contacted section, select the best option(s).From the OK to leave appt. details with drop-down menu, select the individual that the Veteran gives permission to leave details of the appointment with. If Other is selected, you will be required to enter an explanation in the field provided.From the Who does the Veteran rely on for care or support? drop-down menu, select if the Veteran relies on an individual caregiver, agency caregiver, both, or none. If the Veteran does rely on a caregiver/agency, enter the name and phone number in the field provided.From the Veteran’s preference for provider gender drop-down menu, select if the Veteran has a preference. If Other is selected, enter an explanation in the field provided.From the Veteran’s Communication Preference drop-down menu, select how the Veteran would like to be notified of appointment when scheduled.In the Best contact number field, enter the best phone number to reach the Veteran.In the Veteran Willing to travel up to (miles) field, enter the number of miles the Veteran is willing to travel to see a provider.From the Veteran’s Scheduling Preference section, select the Veteran’s preference for scheduling the consult. If VA schedules is selected, select the checkbox if the CC appointment was scheduled by RCT member. If Veteran self-schedules is selected, select the type of Provider selection support.From the Veteran’s Provider Preference section, select if the Veteran has a provider preference. If the Veteran does have a provider preference, you will need to enter the preferred provider in the Veteran Preferred Provider field. Select if the Veteran is OK to see providers other than their preferred provider.In the Veteran’s Appointment Day/Time Preference section, enter the Veteran’s time of day preferences. This field only displays if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Patient Preferences Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 124: Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Patient Preferences Field Definitions Figure SEQ Figure \* ARABIC 125: VA Consult Comment Patient Preferences Page Fields (1 of 3)Scheduling locations discussed and offered to Veteran – Allows the Scheduler to select the clinically appropriate location options. This option is only available for the Scheduler user role.Select AllLocal VA Facility – Displays if Clinician selected in VA Consult Review that the option is a clinically appropriate care location.Alternate VA Facility – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location.DOD – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care munity Care – Displays if Veteran is eligible for Community Care.Other – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location. Modality options discussed and offered to VeteranSelect AllIn-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentIs the Veteran willing to accept a telehealth/virtual care appt? - Telehealth/virtual care appointment may be offered to the Veteran.YesNoVeteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s Preference (optional) - This menu option only displays when Opt-IN for Community Care or Opt-OUT for Community Care is selected.Existing relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilitySelected Appointment Location - Allows the Scheduler to select the appointment location decided upon based on the discussion with the Veteran. This option is only available for the Scheduler user role.If the Veteran has opt-IN for Community Care, then this drop-down menu will automatically populate with the Community Care option.Selected Appointment Modality – This menu option only displays when Opt-OUT of Community Care or TBD/Deferred is selected. In-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentVeteran ContactedVeteran Informed of Community Care eligibility - this documents that the Veteran has been informed of Community Care eligibility. Mailing address confirmed - indicates the mailing address on file is correct. If incorrect, Scheduler should correct the address, and then confirm it is correct.OK to leave appointment details on voicemail - documents that Veteran gives permission to leave appointment details on their voice mail.OK to leave appt. details with: —documents that Veteran gives permission to leave appointment details with another individual. SpouseDaughterSonCaregiverFamilyOther (explanation required)Explanation (required) – 30 character limit field.Who does the Veteran rely on for care or support?Veteran does not rely on a caregiverIndividual caregiverName and phone number of individual caregiver and/or agency (required)Caregiver agencyName and phone number of individual caregiver and/or agency (required)Both individual and agency caregiverName and phone number of individual caregiver and/or agency (required)Figure SEQ Figure \* ARABIC 126: VA Consult Comment Patient Preferences Page Fields (2 of 3)Veteran’s preference for provider genderVeteran does not have a provider gender preferenceVeteran prefers a female providerVeteran prefers a male providerOther (explanation required)Explanation (required) – 50-character limit field.Veteran’s Communication Preference: documents how the Veteran would like to be notified of appointment when scheduled. Options are: Cell PhoneEmail (Community Care and VVC appointments only)Home PhoneMailMHV Secure MessageVETextBest contact number – best phone number to reach the Veteran. This field does not require a specific format.Veteran Willing to travel up to (miles) - documents Veteran’s willingness to travel said number of miles to see a provider.Veteran’s Scheduling Preference – If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a scheduling preferenceVA schedulesCC appointment was scheduled by RCT memberVeteran self-schedulesFigure SEQ Figure \* ARABIC 127: VA Consult Comment Patient Preferences Page Fields (3 of 3)Provider selection support (required)Veteran provided list of local network providersVeteran referred to Veteran declined support, network provider identifiedCommunity provider schedulesVeteran’s Provider Preference - if Veteran has a preferred provider that can be recorded here. Use the lookup tool so the correct provider information (including NPI number) can be part of the record. This pulls data from the Community Provider Locator (CPL) system. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a provider preferenceVeteran has preferred provider(s) - Finding the preferred provider can be conducted using the Open Community Care Provider Lookup option.Veteran Preferred Provider (required) – Veteran OK to see other than Preferred Provider(s) - if the Veteran has indicated a preferred provider which is not available, this documents whether they are willing so see someone else (provider not available or not willing to take Veteran).YesNoVeteran’s Appointment Day/Time Preference - this field documents time of day preference. This is only visible if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.1st Choice2nd Choice3rd ChoiceAdditional Comments – Field to enter additional munity Care Consult CommentCommunity Care Consult Comment Consult ReviewFollow the steps below for the Community Care (CC) Consult Review workflow.Figure SEQ Figure \* ARABIC 128: CC Consult Review PageFrom the COVID-19 Scheduling Triage section, select the priority level. This option is not available for the Scheduler user role.From the Community Care Program drop-down menu, select the Community Care program for the consult.Select the Consult related to previous referral (RFS) check box if the consult is related to the previous referral.From the DOA Medical Services List Reviewed section, select if clinical review is required or not.If you select any of the radio buttons below, the DOA Medical Services List Reviewed checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.From the Delegation of Authority – Clinical Review Method drop-down menu, select clinical review method. This option is not available for the Scheduler user role.From the Preferred modality options for this consult section, the type of appointment options for the consult. This option is not available for the Scheduler user role.From the Cancellation authorization (required) section, select the option. If High risk consult – extra scheduling effort warranted is selected, you will be required to select an option from the Extra scheduling effort drop-down menu. Selecting Other will require you to enter an explanation in the field provided. The Cancellation authorization (required) section is not available for the Scheduler user role.From the Responsible for Scheduling drop-down menu, select who is responsible for scheduling the consult.The Standardized Episode of Care (SEOC) field is auto populated based off the selections made in CC Eligibility (DST). If a SEOC is not selected prior to selecting a Program Authority, a warning message displays.Figure SEQ Figure \* ARABIC 129: SEOC Selection Warning MessageThe SEOC field can be edited when the referral is in approved status.If Scheduler Only Communication is selected from the list of SEOCs, then the Program Authority drop-down menu is disabled.The Scheduler Only Communication SEOC is used in some business processes please see VA policy documentation for proper use of this SEOC.From the Program Authority drop-down menu, select the appropriate Program Authority. The Send consult to HSRM as an approved referral checkbox displays once you have selected a SEOC and Program Authority.If the SEOC is updated after selecting the Program Authority, you will need to confirm the Program Authority is still valid or select a new Program Authority if the previous is not valid for the selected SEOC. If the consult is marked as Restricted eligibility, a message displays directing you to verify that the service you are requesting is appropriate for the eligibility restrictions. Select the Send consult to HSRM as an approved referral checkbox to send the referral out to CC.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 130: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Community Care Consult Comment Consult Review Fields and DefinitionsFigure SEQ Figure \* ARABIC 131: CC Consult Comment Consult Review Page FieldsCOVID-19 Scheduling Triage (required) - This option is not available for the Scheduler user role.Priority 1 – Proceed with scheduling - do not wait until normal operations, schedule appointment now.Priority 2 – Schedule after clinical review - first group to schedule when normal operations begin. Community Care consults should also be scheduled based on local market availability.Priority 3 – Schedule per department policy, if locally defined - optional, but a way to separate less urgent consults from the Priority 2. Your department can define criteria how to separate 2 from 3.Priority 4 – Schedule per department policy, if locally defined - optional, a way to separate non-urgent consults from the Priority 3. Again, you can define which ones belong to this category or if you use it at all.Consult related to previous referral (RFS)DOA Medical Services List Reviewed - records if clinical review is required or not. This checkbox allows you to deselect the radio buttons if they are selected in error. If you select any of the radio buttons below, the DOA Medical Services List Reviewed checkbox will be automatically checked, so if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.Clinical review requiredDoes not require clinical reviewDelegation of Authority – Clinical Review Method - This option is not available for the Scheduler user role.MCG Guidelines - Evidence-based clinical review tool focused on measurable clinical indicators to support the determination of clinical appropriateness for diagnostic, imaging and therapeutic services in ambulatory or outpatient settings.InterQual criteria (used for acute inpatient medical/behavioral health hospitalizations) - Evidence-based clinical review tool used to support level of care decisions based on severity of illness, comorbid conditions, and complications for acute inpatient medical and behavioral health hospitalizations.Chief of Staff approved ProtocolPreferred modality options for this consult - This option is not available for the Scheduler user role.Any modality/patient choiceIn-person appointmentTelephone appointment - Telephone Appointment may be offered to the Veteran.Video appointment - VA Video Connect (VVC) appointment may be offered to the Veteran.Cancellation authorization (required)- This option is not available for the Scheduler user role.High risk consult – extra scheduling effort warranted - this will flag this consult as having a medically high-risk condition that warrants additional calls to the Veteran beyond the mandated minimum necessary effort. It also allows the receiving service to flag certain consults for closer follow up when the Veteran fails to keep appointments. Each service may define what high-risk means to them. This is simply a way of segregating higher risk consults from the rest and notifying the staff to expend additional effort.Extra scheduling effort - allows the reviewer to specify what additional effort they would like. In addition to the selection of options, the user may type in other instructions.1 additional call1 additional letter2 additional callsContinue calling while waiting on response letterOther (explanation required)Explanation (required)Cancel after mandated scheduling effortLow risk clinic – may cancel after one missed appointment - An additional option for low risk clinics exists for cancellation after one missed appointment. This screen auto populates from settings described above.Responsible for Scheduling (required)VA Facility CC OfficeVeteran self-schedules (only applicable for Veterans that are truly self-scheduling)Community provider schedulesCommunity care contractor schedulesStandardized Episode of Care (SEOC) – The SEOC is required to determine applicable Program Authority. Program Authority (required) – Program authority options are based off the associated SEOC.HSRM CC Referral StatusSend Consult to HSRM as an approved referralAdditional Comments – Field to enter additional munity Care Consult Comment CC Eligibility (DST) WorkflowFollow the steps below for CC Eligibility (DST) Signed workflow. Figure SEQ Figure \* ARABIC 132: CC Eligibility (DST) Signed Page From the Clinical Service drop-down menu, select the clinical service or select Search by SEOC.If Search by SEOC is selected, the Set Clinical Service Based on Related SEOC modal dialog displays.Figure SEQ Figure \* ARABIC 133: Set Clinical Service Based on Related SEOC Modal DialogFrom the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC.If the selected SEOC has one Clinical Service associated with it, it will display in the Clinical Service field. If multiple Clinical Services are associated with the selected SEOC, select the Clinical Service from the Clinical Service drop-down menu.Select Continue.From the Establish CC Eligibility based on drop-down menu, select one of the options to identify Community Care eligibility. If Best Medical Interest of Veteran (BMI) is selected, you will need to select an option from the BMI Criteria drop-down menu. This option is only available to the Provider.If No clinic appointments within Wait Time Std. is selected, you will need to enter/select a date in the Next Available Appointment field. If the Next Available Appointment selected is more than 28 days from the CPRS Release Order Date for specialty care or more than 20 days from the CPRS Release Order Date for primary care/mental health then the Community Care Eligibility is updated to Wait Time.If HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System) is selected, you will need to enter/select a date in the Next Available Appointment field. If Rescheduled VA appointment – No clinic appointments within Wait Time Std (only cancelled by Vet and no-show) – This option will not be selectable unless the consult is opened in a VA workflow and the appointment was cancelled by the Veteran or the Veteran was a no-show for their appointment. If Specific clinical service is not available at this VA, Drive time eligible is selected, you need to enter the specific service that is not locally available in the Please list the specific service that is not available at your VA facility (required).From the Veteran’s Participation Preference section, select the Veteran’s preference. If Opt-IN or Opt-OUT is selected, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.From the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC. This field is auto populated if Clinical Service was selected based off of Search by SEOC feature. (This field only displays when Opt-IN for Community Care or TBD/Deferred is selected.)In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 134: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. CC Eligibility (DST) Signed Field DefinitionsFigure SEQ Figure \* ARABIC 135: CC Eligibility (DST) Signed FieldsClinical Service - allows you to manually select the clinical service or search by SEOC you are interested in and populate the appropriate Clinical Service based on the selected SEOC.Service Type: - This is a read-only information supplied by the mapping table from the business, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Wait Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Drive Time Std: - This is a read-only information supplied by local DST datastore, based on whether the selected clinical service is considered Primary Care/Mental Health or Specialty Care.Establish CC Eligibility based on –allows you to manually establish eligibility by selecting an eligibility option. The drop-down offers the following options:Best Medical Interest of Veteran (BMI) - This option is not available for the Scheduler user role.BMI Criteria – Drop-down menu that displays when Community Care Eligibility is based on BMI.Difficulty in travelingFrequency of serviceNature or simplicity of serviceNeed for an attendantPotential for improved continuity of careExplanation – field displays after an option from BMI Criteria is selected. No clinical appointments within Wait Time StdNext Available Appointment (required) - The date the next appointment is available. Field that allows you to input or select the calendar icon to select a date. This is a required field.HEC update pending (known eligibility update is not yet reflected in the VHA Enrollment System)Please list any pending eligibility update (required) – field to enter a brief description of the pending eligibility update.Specific clinical service requested is not available at VADrive time eligible, specific clinical service is not locally available at VA - This option is intended to be used when VA facilities within the drive time standard offer services related to the selected clinical service but don’t offer the specific service that is being requested. When the Consult Toolbox information is saved, the following information will be written to the consult history: SEV-CC Eligibility: Drive time (specific clinical service).Veteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s PreferenceExisting relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilityStandardized Episode of Care (SEOC) – Drop-down list of the SEOCs.Additional Comments – Field to enter additional munity Care Consult Comment Contact Attempts WorkflowFollow the steps below for Contact Attempts. Figure SEQ Figure \* ARABIC 136: Contact Attempts PageFrom the Contact Attempt made to Veteran section, select if this is the first, second, third, and/or fourth or more contact attempt made to the Veteran to arrange care. You can indicate more than one contact attempt at a time.From the attempt to contact Veteran drop-down menu, select the contact method used. If Telephone is selected, the Call attempt detail drop-down menu displays, select details of the call made. If Other is selected, you will need to enter an explanation in the field provided. Note, Letter is not an option for the first attempt.If you have previously attempted to contract the Veteran, a note will display at the top of the page indicating the date of the last contact attempt.Figure SEQ Figure \* ARABIC 137: Last Contact AttemptFrom the Additional results from attempt section, select if there were additional results from the attempts to contact the Veteran.Select the Refer to clinical reviewer for disposition after unsuccessful scheduling effort checkbox to refer the consult to a clinician to review and disposition. In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 138: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Community Care Contact Attempts Field DefinitionsFigure SEQ Figure \* ARABIC 139: Contact Attempts Page FieldsContact Attempt made to Veteran — this allows documenting first, second, and additional contact attempts made to the Veteran to arrange care. First attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Second attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Letter - use when a letter is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Third attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Letter - use when a letter is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Fourth or more attempt to contact VeteranContact attempted via (required) - this field displays once a contact attempt option is selected.Email - use when an email is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Letter - use when a letter is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Secure MessageTelephoneCall attempt detail (required) – this field displays if Telephone is selected.Left message with familyLeft voicemailNo answerOther (explanation required)Explanation (required)Text Message - use when a text message is sent to the Veteran indicating that the clinic has been trying to reach them to schedule an appointment.Additional results from attempt – All listed phone numbers disconnected or wrong number - used when all the numbers listed for the Veteran are wrong (disconnected or you reach someone who doesn’t know the Veteran). This should not be used unless you have confirmed that all numbers in the record are bad.Address bad or no address on file, unable to contact by letter - this would apply in the instance where a letter sent has been returned by the post office or in the case of homeless Veterans. The latter case may require extra effort with the Homeless Veterans’ Program to try to reach the Veteran.Veteran contacted - wants to coordinate scheduling at a later dateRefer to clinical reviewer for disposition after unsuccessful scheduling effort - after failing to schedule an appointment by making two calls, sending a letter, and waiting two weeks, this option refers the consult to a clinician to review and disposition. Business rules for certain low-risk consults may allow the scheduler to discontinue without clinician review, or in the case the provider previously reviewed the consult and determined that it may be discontinued after a failure to schedule after mandated effort, or multiple missed appointments.Additional Comments – Field to enter additional munity Care Consult Comment Patient Preferences WorkflowTo update the patient preferences for the consult, follow the steps below:Figure SEQ Figure \* ARABIC 140: Receiving VA Patient Preferences PageFrom the Scheduling locations discussed and offered to Veteran section, select all the clinically appropriate care locations that are available and have been discussed with the Veteran.From the Modality options discussed and offered to Veteran, select the best modality option(s).From the Veteran willing to accept telehealth/virtual care appt. section, select Yes or No if Veteran is willing to accept a telehealth/virtual care appointment.If you select any of the radio buttons below, the Veteran’s Scheduling Preference checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.From the Veteran’s Participation Preference section, select if the Veteran has elected to opt-in or opt-out of Community Care. If the Veteran has not selected or the Veterans selection is unknown, select TBD/Deferred. This section is required.If Opt-IN or Opt-OUT was selected for Veteran’s Participation Preference, you will need to select an option from the Basis for Veteran’s Preference drop-down menu.If Opt-IN was selected for Veteran’s Participation Preference, you will need to select the appointment location decided upon based on the discussion with the Veteran from the Selected Appointment Location drop-down menu. This option is only available for the Scheduler user role.From the Veteran Contacted section, select the best option(s).From the OK to leave appt. details with drop-down menu, select the individual that the Veteran gives permission to leave details of the appointment with. If Other is selected, you will be required to enter an explanation in the field provided.From the Who does the Veteran rely on for care or support? drop-down menu, select if the Veteran relies on an individual caregiver, agency caregiver, both, or none. If the Veteran does rely on a caregiver/agency, enter the name and phone number in the field provided.From the Veteran’s preference for provider gender drop-down menu, select if the Veteran has a preference. If Other is selected, enter an explanation in the field provided.From the Veteran’s Communication Preference drop-down menu, select how the Veteran would like to be notified of appointment when scheduled.In the Best contact number field, enter the best phone number to reach the Veteran.In the Veteran Willing to travel up to (miles) field, enter the number of miles the Veteran is willing to travel to see a provider.From the Veteran’s Scheduling Preference section, select the Veteran’s preference for scheduling the consult. If VA schedules is selected, select the checkbox if the CC appointment was scheduled by RCT member. If Veteran self-schedules is selected, select the type of Provider selection support.From the Veteran’s Provider Preference section, select if the Veteran has a provider preference. If the Veteran does have a provider preference, you will need to enter the preferred provider in the Veteran Preferred Provider field. Select if the Veteran is OK to see providers other than their preferred provider.In the Veteran’s Appointment Day/Time Preference section, enter the Veteran’s time of day preferences. This field only displays if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Patient Preferences Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 141: Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Receiving VA Patient Preferences Field Definitions Figure SEQ Figure \* ARABIC 142: Receiving VA Patient Preferences Page Fields (1 of 3)Scheduling locations discussed and offered to Veteran – Allows the Scheduler to select the clinically appropriate location options. This option is only available for the Scheduler user role.Select AllLocal VA Facility – Displays if Clinician selected in VA Consult Review that the option is a clinically appropriate care location.Alternate VA Facility – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location.DOD – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care munity Care – Displays if Veteran is eligible for Community Care.Other – Displays if Clinician selected in VA Consult Review as being clinically appropriate appointment care location. Modality options discussed and offered to VeteranSelect AllIn-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentIs the Veteran willing to accept a telehealth/virtual care appt? - Telehealth/virtual care appointment may be offered to the Veteran.YesNoVeteran’s Participation Preferences (required) – This is only displayed when Community Care Eligibility has been established. Opt-IN for Community Care – Veteran elects care in the community.Opt-OUT of Community Care – Veteran elects to remain within the VA for care.TBD/Deferred – Veteran has not decided or the information is unknown.Basis for Veteran’s Preference (optional) - This menu option only displays when Opt-IN for Community Care or Opt-OUT for Community Care is selected.Existing relationship with providerShorter wait timeShorter drive timeCare preferenceScheduling flexibilitySelected Appointment Location - Allows the Scheduler to select the appointment location decided upon based on the discussion with the Veteran. This option is only available for the Scheduler user role.If the Veteran has opt-IN for Community Care, then this drop-down menu will automatically populate with the Community Care option.Selected Appointment Modality – This menu option only displays when Opt-OUT of Community Care or TBD/Deferred is selected. In-person appointmentVideo to Clinic Telehealth (CVT)Video to Home Telehealth (VVC)Telephone AppointmentVeteran ContactedVeteran Informed of Community Care eligibility - this documents that the Veteran has been informed of Community Care eligibility. Mailing address confirmed - indicates the mailing address on file is correct. If incorrect, Scheduler should correct the address, and then confirm it is correct.OK to leave appointment details on voicemail - documents that Veteran gives permission to leave appointment details on their voice mail.OK to leave appt. details with: —documents that Veteran gives permission to leave appointment details with another individual. SpouseDaughterSonCaregiverFamilyOther (explanation required)Explanation (required) – 30 character limit field.Who does the Veteran rely on for care or support?Veteran does not rely on a caregiverIndividual caregiverName and phone number of individual caregiver and/or agency (required)Caregiver agencyName and phone number of individual caregiver and/or agency (required)Both individual and agency caregiverName and phone number of individual caregiver and/or agency (required)Figure SEQ Figure \* ARABIC 143: Receiving VA Patient Preferences Page Fields (2 of 3)Veteran’s preference for provider genderVeteran does not have a provider gender preferenceVeteran prefers a female providerVeteran prefers a male providerOther (explanation required)Explanation (required) – 50-character limit field.Veteran’s Communication Preference: documents how the Veteran would like to be notified of appointment when scheduled. Options are: Cell PhoneEmail (Community Care and VVC appointments only)Home PhoneMailMHV Secure MessageVETextBest contact number – best phone number to reach the Veteran. This field does not require a specific format.Veteran Willing to travel up to (miles) - documents Veteran’s willingness to travel said number of miles to see a provider.Veteran’s Scheduling Preference – If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a scheduling preferenceVA schedulesCC appointment was scheduled by RCT memberVeteran self-schedulesFigure SEQ Figure \* ARABIC 144: Receiving VA Patient Preferences Page Fields (3 of 3)Provider selection support (required)Veteran provided list of local network providersVeteran referred to Veteran declined support, network provider identifiedCommunity provider schedulesVeteran’s Provider Preference - if Veteran has a preferred provider that can be recorded here. Use the lookup tool so the correct provider information (including NPI number) can be part of the record. This pulls data from the Community Provider Locator (CPL) system. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.Veteran does not have a provider preferenceVeteran has preferred provider(s) - Finding the preferred provider can be conducted using the Open Community Care Provider Lookup option.Veteran Preferred Provider (required) – Veteran OK to see other than Preferred Provider(s) - if the Veteran has indicated a preferred provider which is not available, this documents whether they are willing so see someone else (provider not available or not willing to take Veteran).YesNoVeteran’s Appointment Day/Time Preference - this field documents time of day preference. This is only visible if VA schedules or Community provider schedules is selected for Veteran’s Scheduling Preference. If the Veteran has selected to Opt-IN to Community Care, this field must be completed prior to selecting Save Changes.1st Choice2nd Choice3rd ChoiceAdditional Comments – Field to enter additional munity Care Consult Comment Admin Screening WorkflowTo create an Admin Screening, follow the steps listed below:Figure SEQ Figure \* ARABIC 145: CC Consult Comment Admin Screening PageSelect the Urgent: appointment needed within 48 hours checkbox if urgent care coordination is required, this should be forwarded immediately for clinical triage. (If within 48 hours, skip remaining questions and forward for clinical triage.)From the Does the consult specify any of the following complex/chronic conditions or services? drop-down menu, select if the consult specifies any complex conditions or services.Does the consult specify any of the following basic services? drop-down menu, select if the consult specifies basic services.From the Patient record has behavioral or high-risk suicide flags? drop-down menu, select Yes or No.From the Who does the Veteran rely on for care and support? drop-down menu, select if the Veteran relies on care and support from an individual caregiver, caregiver agency, both, none, or unknown. Unknown can only be selected by those with a Scheduler user role.If the CAN Score service is unavailable or a CAN Score does not exist for a patient, manual entry of the CAN Score is enabled. From the Manual CAN Score (required) section, select 0 to 74, 75 to 90, Over 90, or Not available. This option is not available for the Scheduler user role. In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 146: Admin Screening Saved Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Update Prior Admin Screening Information WorkflowTo update prior Admin Screening information, follow the steps listed below.Figure SEQ Figure \* ARABIC 147: CC Consult Comment Prior Admin Screening PageTo update prior information, select the Update prior Admin Screening information checkbox. The Prior Community Care Admin Screening Options display.Figure SEQ Figure \* ARABIC 148: Prior Admin Screening OptionsMake the needed updates to the fields.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 149: Prior Admin Screening Saved Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. CC Consult Comment Admin Screening Field DefinitionsFigure SEQ Figure \* ARABIC 150: CC Consult Comment Admin Screening Page FieldsUrgent: appointment needed within 48 hours—if urgent care coordination is required, forward immediately for clinical triage. (If within 48 hours, skip remaining questions and forward for clinical triage.)Does the consult specify any of the following complex/chronic conditions or services? (required) — if the consult specifies any complex conditions or services, select one of the following options from the drop-down menu.Chronic Heart FailureChronic Obstructive Pulmonary Disease/PneumoniaCoronary Artery Bypass (CABG)Inpatient Hospitalization (any cause)New Cancer DiagnosisOutpatient SurgeryNone of the aboveDoes the consult specify any of the following basic services? (required) — if the consult specifies basic services, select the applicable service from the drop-down menu.Cervical cancer screening (PAP Test)Complimentary and integrated medicineDirect schedulingLow dose CT scansRoutine laboratory and/or radiological serviceRoutine mammographyRoutine screening colonoscopyRoutine therapeutic services (Dialysis, OT, PT, RT)None of the abovePatient record has behavioral or high-risk suicide flags? (required) – indicates if the Veteran has behavioral or high-risk suicide flags. If Care Coordination Level is Basic and the Veteran is marked as having behavioral or high-risk suicide flags, the Admin Care Coordination Level will be upgraded from Basic to Moderate and Clinical Triage will be required.YesNoWho does the Veteran rely on for care and support? (required) – indicates if the Veteran relies on care and support. Individual caregiverCaregiver agencyBoth individual and agency caregiversVeteran does not rely on a caregiverUnknown – this selection is only available for the Scheduler user role.Name and phone number of individual caregiver and/or agency (required) – field to enter the name and phone number for the individual caregiver and/or caregiver agency.CAN Score — Care Assessment Needs (CAN) Scores is an important component to the Screening/Triage process providing a standardized evidence-based measure of Veteran risk. CAN Scores measure the probability of inpatient admission or death within a specified period of time (1 year) in percentage form. CTB automatically retrieves the CAN Score for a patient from the CDW via the CAN Score service.If the CAN Score service is unavailable or does not exist for a patient, manual entry of the CAN Score is enabled. Manual CAN Score (required) - This option is not available for the Scheduler user role. To access a Veteran’s CAN Score manually, the staff are required to access VHA Support Service Center (VSSC). If CAN Score is known, make the appropriate selection, or if not available, select No CAN Score Available from the following choices: 0 to 7475 to 90Over 90Not availableAdmin Care Coordination LevelClinical TriageAction RequiredAdditional Comments – Field to enter additional munity Care Consult Comment Clinical Triage WorkflowIf the level of care coordination determined in the administrative screening section is not basic, the administrative staff member will alert a clinical care coordinator to complete the clinical triage section below. The clinical section consists of questions regarding the Veteran’s comorbidities, social factors, and need for assistance with Activities of Daily Living (ADLs). There is also a drop-down menu which the clinical care coordinator may fill out to override the results of the tool using clinical evidence-based judgment.If clinical triage has already been performed, it will show. Also, if care coordination has already been assigned by Administrative screening that will also show.Clinical Triage is viewable to the Scheduler user role, but they will not be able to edit.Figure SEQ Figure \* ARABIC 151: CC Consult Comment Clinical Triage PageFrom the Veteran Comorbidities drop-down menu, select Yes or No if based on your review of Veteran information and clinical judgement if the Veteran will require additional care coordination/support during this episode of care due to two or more comorbidities.From the Psychosocial Factors drop-down menu, select Yes or No if based on your review of the Veteran information and clinical judgement, if the Veteran will require additional care coordination/support during this episode of care due to any psychosocial factors (e.g. Dementia, Depression, Homelessness, Lack of Caregiver Support).From the Activities of Daily Life, or ADL support drop-down menu, select Yes or No if based on your review of Veteran information and clinical judgement, if the Veteran will require ADL support.CTB will calculate a level of care coordination based on the answers in the administrative screening and clinical triage sections.From the Manual Adjustment of Clinical Care Coordination Level section, select the level of care coordination should be manually adjusted to.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 152: Clinical Triage Saved Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Update Prior Community Care Clinical Triage WorkflowTo update prior Clinical Triage information, follow the steps listed below.Figure SEQ Figure \* ARABIC 153: Prior Community Care Clinical Triage PageTo update the prior information, select the Update prior Clinical Triage Information checkbox. The Prior Community Care Clinical Triage Screen options display.Figure SEQ Figure \* ARABIC 154: Prior Community Care Clinical Triage OptionsMake the needed updates to the fields Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 155: Prior Clinical Triage Saved Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Community Care Clinical Triage Field DefinitionsFigure SEQ Figure \* ARABIC 156: Community Care Clinical Triage Page FieldsAdmin Screening Results - The Screening/Triage tool will recommend a care coordination level once the following items are populated:Veteran Comorbidities - select yes or no if based on your review of Veteran information and clinical judgement that the Veteran will require additional care coordination/support during this episode of care due to two or more comorbidities.Psychosocial Factors - select yes or no if based on your review of the Veteran information and clinical judgement that the Veteran will require additional care coordination/support during this episode of care due to any psychosocial factors (e.g. Dementia, Depression, Homelessness, Lack of Caregiver Support).Activities of Daily Life or ADL support: –select yes or no if based on your review of Veteran information and clinical judgement that the Veteran will require ADL support.Who does the Veteran rely on for care and support? (required) – indicates if the Veteran relies on care and support. Individual caregiverCaregiver agencyBoth individual and agency caregiversVeteran does not rely on a caregiverUnknown – this selection is only available for the Scheduler user role.Name and phone number of individual caregiver and/or agency (required) –Name and phone number for the individual caregiver and/or caregiver agency.Clinical Coordination Level - the tool will calculate a level of care coordination based on the answers in the administrative screening and clinical triage sections as displayed below:Manual Adjustment of Clinical Care Coordination Level - Based on clinical judgment, the clinical care coordinator may override the automated result. If manual adjustment is required for the level of care coordination, select the revised level in the drop-down menu along with the reason for adjustment in the text box below.BasicModerate Complex/ChronicUrgentScheduling staff member you will alert - Name of the scheduling staff member.Additional comments – Field to enter additional munity Care Consult Comment DoD Consult WorkflowThis information documented within the DoD tab is used for coordinating care between the VA and the DoD Benefits Office.Follow the steps below for Community Care DoD Consult. Figure SEQ Figure \* ARABIC 157: Community Care DoD Consult Page From the DoD Urgency drop-down menu, select the type of urgency.In the DoD facility contacted to request care field, enter the name of the DoD facility contacted to request care.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 158: Community Care DoD Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Community Care DoD Consult Field DefinitionsFigure SEQ Figure \* ARABIC 159: Community Care DoD Consult Page FieldsDoD Urgency – Department of Defense Urgency.Urgent – 90 minutesRoutine – 2 business daysDoD facility contacted to request care – Name of DoD facility contacted to request care.Additional Comments – Field to enter additional munity Care Consult Comment Appointment Tracking WorkflowFigure SEQ Figure \* ARABIC 160: CC Appointment Tracking PageIf a staff member from the Community Care facility spoke with the Veteran or their caregiver, select the Spoke with Veteran/caregiver checkbox. If a staff member spoke with the Veteran or their caregiver, from the drop-down menu select if the Veteran contacted the Community Care staff or if Community Care staff contacted the Veteran.Provide any details regarding the conversation in the field provided.From the Letters sent to the Veteran drop-down menu, select the type of letter sent to the Veteran.In the Actual/Approved Provider Information field, enter the name of the actual provider with whom the Veteran has an appointment should be selected using the Open Community Care Provider Locator link.Select Yes or No to indicate if the appointment is being scheduled directly into the Community Provider’s grid. The Is the appointment being scheduled directly into the Community Provider’s grid? option only displays when the Enable schedule directly into Community Provider’s grid options (pilot program only) checkbox is selected within User Settings.From the Appointment tracking details section, select the tracking detail options for the appointment. If Follow-up call made to provider/vendor to check status is selected, the Follow-up details From the Follow-up details drop-down menu, select the appointment tracking follow-up details. This is a required field.In the Appointment Date field, enter/select the date of the appointment. This is a required field.From the Veteran informed of scheduled appointment via drop-down menu, select the method of notification for the scheduled appointment. If Other is selected, you will be required to enter an explanation in the field.From the Responsible for Scheduling drop-down menu, select who is responsible for scheduling.Select the Missed Community Care Appointment checkbox if the Veteran missed the scheduled Community Care appointment.Select the Returned from Community Care Vendor checkbox if the vendor was unable to complete the referral. From the Reason Referral could not be processed drop-down menu, select the reason the referral could not be processed. If an option is selected, the Disposition of Returned Referral menu displays.From the Disposition of Returned Referral drop-down menu, select an option. This field is required. If Other is selected, please provide additional details in the Explanation field.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 161: Example of Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Community Care Appointment Tracking Field DefinitionsFigure SEQ Figure \* ARABIC 162: CC Appointment Tracking Page Fields (1 of 2)Figure SEQ Figure \* ARABIC 163: CC Appointment Tracking Page Fields (2 of 2)Spoke with Veteran/caregiver – If the checkbox is selected a list of menu options displays.Veteran contacted facility community care staff Facility community care staff contacted VeteranConversation details - Provide any details regarding the conversation in the field provided.Letters sent to the Veteran – No show letterVeteran Self Scheduling 14 Day LetterVeteran Self Scheduling 7 Day LetterActual/Approved Provider Information — Select the name of the provider the Veteran has an appointment with by selecting the Lookup a Provider button. The button works the same as the one on the MSA Pt Contacts tab. It may be different from the one the Veteran preferred if the provider was unable to see the Veteran or was not participating as a VA community provider.Is the appointment being scheduled directly into the Community Provider’s grid? – This option only displays when the Enable schedule directly into Community Provider’s grid options (pilot program only) checkbox is selected within User Settings. This control allows you to indicate whether or not you have scheduled into the Community Provider’s grid.YesNoAppointment tracking detailsProvider requires records to review prior to scheduling — records a situation where the potential Community Care provider requires records be reviewed prior to accepting the referral.Documents uploaded to HSRM — Records when documentation for a Community Care referral has been uploaded to HSRM. Records faxed/sent to community care provider Follow up call made to provider/vendor to check on status—documents a follow-up call to vendor to check on referral status (i.e., records review was required).Follow-up DetailsCommunity Care Appointment scheduled/rescheduled Appointment DateCC Provider requests more time to schedule appt. Follow up with CC Provider in 3 days.No answer, left message requesting phone call. Follow up in 3 days.Unsuccessful Scheduling Effort made by CC Provider.Veteran informed of scheduled appointment via - method of notification for the scheduled appointment. Select an option from the drop-down menu.EmailMailMyHealtheVetPhonePhone and mailTextOther (explanation required)Responsible for SchedulingVA Facility CC OfficeVeteran self-schedulesCommunity provider schedules Community care contractor schedulesMissed Community Care AppointmentFirst missed appointmentReason for missed appointmentPatient No Show for appointmentAppointment cancelled by patientAppointment cancelled by clinicSecond missed appointmentReason for missed appointmentPatient No Show for appointmentAppointment cancelled by patientAppointment cancelled by clinicThird or more missed appointmentReason for missed appointmentPatient No Show for appointmentAppointment cancelled by patientAppointment cancelled by clinicReturned from Community Care VendorAppointment issuesReason for returnCCN Return Reasons – Already AppointedNetwork IssuesReason for returnReferral IssuesReason for returnVeteran Deceased or IncapacitatedVeteran DeclinedReason for returnReason Referral could not be processedAlready appointedDoD unable to scheduleDuplicate referralExcluded CCN healthcare serviceMissing VA dataNo available appointments within 90 daysNo CCN provider availableUnable to contact VeteranVA requested returnVeteran cancelled or did not attend appt.Veteran deceased or incapacitated Other (explanation required)Explanation (required) – Field displays if Other is selected.Disposition of Returned Referral (required) – Field displays when a Reason Referral could not be processed option is selected.Cancel consultForward to an in-house service for appointingRefer to clinical reviewer for dispositionResubmit new referral authorization to vendorVA community care office to scheduleUNABLE TO SCHEDULE, waiting on careExplanation (required)Additional Comments – Field to enter additional munity Care Consult Comment Request for Service (RFS) WorkflowCTB allows you to create a new RFS or edit an existing RFS.Create a New RFS WorkflowTo create a new RFS, follow the steps listed below:Select Request for Service (RFS) or Request for Service (RFS) NEW from the navigation panel. The CC Request for Service page displays.Figure SEQ Figure \* ARABIC 164: CC Request for Service (RFS) PageIn the Date Submitted by Community Provider field, enter/select the date the request was submitted. This is a required field.From the Clinical Urgency drop-down menu, select the urgency for the request for service.In the Justification for Request field, enter a justification for why the request was sent for scanning.In the Sent for DOA review, enter/select the date sent for review.From the Delegation of Authority – Clinical Review Method drop-down menu, select the option. If Provider user role is selected, then this field is auto populated with the Provider Review (only available for Providers) option.Select Yes or No if CPO is applicable for this referral. Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 165: Example of Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Edit an Existing RFS WorkflowTo edit an existing RFS, follow the steps listed below:Select the existing Request for Service (RFS) from the navigation panel. The CC Existing Request for Service page displays.Figure SEQ Figure \* ARABIC 166: CC Existing Request for Service (RFS) PageMake any edits on the fields previously completed.In the Date of DOA decision field, enter/select the date the DOA decision was made. This is a required field when Sent for DOA review is already populated. Once this date is added, the RFS Supporting Documentation Reviewed checkbox is enabled.Select the RFS Supporting Documentation Reviewed checkbox to include medical records and previous progress notes. Once the RFS Supporting Documentation Reviewed checkbox is selected, the RFS Decision drop-down menu is enabled.From the RFS Decision drop-down menu, select the request for service decision. If RFS approved is selected the Action Taken section displays and if RFS disapproved is selected the Reason for disapproving request section displays.Select the Requesting provider and Veteran notified of RFS decision checkbox if a decision letter was sent to the requesting provider and Veteran within three (3) business days. If this checkbox is selected, enter/select the date in the Date RFS response letter sent to Veteran and community provider field. This is a required field.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 167: Example of Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Community Care Request for Service (RFS) Field DefinitionsFigure SEQ Figure \* ARABIC 168: CC Request for Service (RFS) Page FieldsDate Submitted by Community Provider (required) - The date submitted by community provider can be found on the fax submittal to HSRM or RFS form. Please use the most recent date. The RFS decision must be made within 72 hours/three (3) business days from this munity Care appointment annotated on RFSDate of scheduled appointmentClinical Urgency —Urgency for the request for service. Select an option from the drop-down menu. RoutineWithin 48 hoursJustification for RequestDiagnosisICD-10-CMSent for DOA review (required) – Enter or select the date.Date of DOA decision - Enter or select the date.Delegation of Authority – Clinical Review Method – MCG Guidelines - Evidence-based clinical review tool focused on measurable clinical indicators to support the determination of clinical appropriateness for diagnostic, imaging and therapeutic services in ambulatory or outpatient settings.InterQual criteria (used for acute inpatient medical/behavioral health hospitalizations) - Evidence-based clinical review tool used to support level of care decisions based on severity of illness, comorbid conditions, and complications for acute inpatient medical and behavioral health hospitalizations.Chief of Staff approved ProtocolRCT specialty triage guidelinesProvider Review (only available for Providers) – Auto-populates if Provider user role is selected.For you facility, is CPO applicable for this referral (refer to local DOAMS list)? (required)YesNoRFS Supporting Documentation Reviewed (to include medical records and previous progress notes) (required)RFS Decision – Previous RFS progress notes must be reviewed prior to documenting the RFS decision.RFS already covered under existing referralRFS approvedAction TakenNew community care consult/order createdNew in-house VA consult/order createdRequest sent to provider for actionRFS disapprovedReason for disapproving request (required)Not a covered benefitMissing requesting community provider signatureMissing or insufficient documentation (explanation required)ExplanationRequest deemed not clinically appropriate by DOA (explanation required)ExplanationOther (explanation required)ExplanationRequesting provider and Veteran notified of RFS decision (within 3 business days)Date RFS response letter sent to Veteran and community provider (required) – Enter or select the date.Additional Comments – Field to enter additional munity Care Consult Comment Consult Completion WorkflowFigure SEQ Figure \* ARABIC 169: CC Consult Completion PageFrom the Consult Completion section, select if the records were received or the number of attempts to get the records. If the records were received, you will need to select how they were received, when they were received, and date they were sent for scanning.From the Community Care appointment occurred (waiting for records) drop-down menu, select option regarding awaiting records. If Other is selected, you are required to enter an explanation in the field provided.Select the Refer to Clinical Care Coordinator checkbox if the clinical review determines next steps after care when there are no records.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 170: Example of Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Community Care Consult CompletionFigure SEQ Figure \* ARABIC 171: CC Consult Completion Page FieldsAttempted to get records from community providerFirst attempt to get records - documents first request for records for Community Care.Second attempt to get records - documents second request for records for Community Care.Third attempt to get records - documents third request for records for Community Care.No records after three attemptsRecords Received - documents receipt of records pertinent to this consult. This is particularly useful in the case that those records cannot be uploaded to VistA Imaging immediately.Records received via (required)Community Provider EHR/PortalDirectEDI Claim AttachmenteFaxHSRMPaper FaxSecure EmailUS MailVHIEOther (explanation required)Explanation (required)Date received (required) - date received. Field that allows you to input or select the calendar icon to select a date. This is a required field.Sent for Scanning (required) - date sent for scanning. Field that allows you to input or select the calendar icon to select a date. This is a required munity Care appointment occurred (waiting for records)Per Veteran, awaiting records/confirmationPer Provider, awaiting recordsOther (explanation required)Explanation (required)Refer to Clinical Care Coordinator - clinical review determines next steps after care when there are no records.Additional Comments – Field to enter additional comments.Add Comment to a GEC Consult WorkflowTo add comment to a GEC consult review, follow the steps listed below:Figure SEQ Figure \* ARABIC 172: GEC Consult Comment Consult Review PageFrom the GEC Clinical Service drop-down menu, select the GEC type. This is a required field.From the DOA Review by DOAMS assignee, select the review type. This is a required field.From the Standardized Episode of Care (SEOC) drop-down menu, select the SEOC.Select the Consult related to previous referral (RFS) checkbox if the consult is related to a previous referral.If the consult is related to a previous referral, in the Unique Consult ID -UCID field, enter the UCID. This is a required field.From the GEC Service / CC Program Authority drop-down menu, select the consult GEC service / CC program authority type. This is a required field.The Program Authority field is auto populated based on the GEC Service / CC Program Authority selected. This is a required field.From the Is VCA being used for this referral? section, select Yes or No. This is a required field.If No is selected, continue to step 17.If Yes is selected, continue to the next step.In the Name of Community Provider (required) field, enter the name of the CC provider.In the Explanation of the need for care (required) fields, enter the reasoning for the need for care.From the Obtaining the required care/services in a VA facility is (required) section, select Impracticable/unavailable or Clinically Inadvisable.From the Based on (required) section, select what the previous selection was based on.From the Obtaining the required care/services through use of a third-party administrator (TPA) contract is (required) section, select Impracticable/unavailable or Clinically Inadvisable.From the Based on (required) section, select what the previous selection was based on.From the Obtaining the required care/services through use of an existing or new Acquisition Regulation (FAR) -based acquisition is (required) section, select Impracticable/unavailable or Clinically Inadvisable.From the Based on (required) section, select what the previous selection was based on.From the Is HSRM utilized to manage this referral? section, select Yes or No. This is a required field.If No is selected, continue to step 18.If Yes is selected, you can select Send consult to HSRM as an approved referral option and continue the consult reviewSelect the UNABLE TO SCHEDULE checkbox if unable to schedule the service. You are required to select Reason service could not be scheduled option. If UNABLE TO SCHEDULE is selected, select the reason the service could not be scheduled (required).In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 173: Preview of CTB Generated Consult Comments Modal Dialog ExampleSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Add Comment to a GEC Consult Review Fields and DefinitionsFigure SEQ Figure \* ARABIC 174: GEC Consult Comment Consult Review Page Fields (1 of 2)Figure SEQ Figure \* ARABIC 175: GEC Consult Comment Consult Review Page Fields (2 of 2)GEC Clinical Service (required) – Drop-down menu.Figure SEQ Figure \* ARABIC 176: GEC Clinical Service Menu OptionsDOA Review by DOAMS assignee (required)Service is clinically appropriateService is NOT clinically appropriateWaiting on DOA clinical reviewStandardized Episode of Care (SEOC) – List of SEOCs will display once a Clinical Service is selected.Consult related to previous referral (RFS)Unique Consult ID – UCID (required)Is a VCA being used for this referral? (required)Yes - Veteran requires extended care services and is eligible for community care pursuant to 38 CFR § 17.4010, has elected to receive such care/services in the community, and VA has authorized the receipt of such community care pursuant to 38 U.S.C. § 1703(a)(3).Name of Community Provider (required)Explanation of the need for care (required)Obtaining the required care/services in a VA facility isImpracticable/unavailableClinically InadvisableBased on (required)the medical condition of the Veteranthe travel involvedthe nature of the care or servicesObtaining the required care/services through use of a third-party administrator (TPA) contract is (required)Impracticable/unavailableClinically InadvisableBased on (required)the medical condition of the Veteranthe travel involvedthe nature of the care or servicesObtaining the required care/services through use of an existing or new Acquisition Regulation (FAR) -based acquisition is (required)Impracticable/unavailableClinically InadvisableBased on (required)the medical condition of the Veteranthe travel involvedthe nature of the care or servicesNoIs HSRM utilized to manage this referral? (required)YesNoHSRM CC Referral StatusSend consult to HSRM as an approved referralUNABLE TO SCHEDULE Reason service could not be scheduled (required)Internal VA Barriers: Budget ResourcesInternal VA Barriers: StaffingTemporary lack of vendor capacityAdditional Comments – Field to enter additional comments.Update Significant FindingsUse this feature to flag significant findings for the ordering provider (e.g., test results are available). This box is used with the significant findings CPRS comment to alert the ordering provider of results received especially in the case where a follow-up action is needed on the part of the VA provider.Significant Findings WorkflowUse this feature to flag significant findings for the ordering provider (e.g., test results are available). This box is used with the significant findings CPRS comment to alert the ordering provider of results received especially in the case where a follow-up action is needed on the part of the VA provider.Figure SEQ Figure \* ARABIC 177: Significant Findings PageTo update significant findings for the ordering provider, follow the steps listed below:From the Type of Records Received drop-down menu, select the record type.In the Follow-up Actions required by referring provider: text field, enter the required actions. This is a required field.In the Diagnosis associated with significant finding field, enter the name of the diagnosis.Select Yes or No if there is an associated Request for Service (RFS).If you select either the Yes or No radio buttons, the Is there an associated Request for Service (RFS) checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.Enter the name of the individual the warm handoff was discussed with in the Warm Handoff discussed with field.In the Date of Appointment/Visit field, enter/select a date.In the Provider Name field, enter the name of the provider.In the Site/Facility Name field, enter the name of the site/facility.Select Yes or No if the surgery/procedure has been completed. If it is unknown, select N/A. If you select either the Yes, No, or N/A radio buttons,, the Surgery/procedure complete? checkbox will be automatically checked so, if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.In the Additional Comments field, enter any comments pertaining to the significant findings.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 178: Significant Findings Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Significant Findings Fields and DefinitionsFigure SEQ Figure \* ARABIC 179: Significant Findings Page FieldsType of Records ReceivedPaper FaxeFaxVHIESecure EmailUS MailEDI Claim AttachmentHSRMDirect – Directly from VeteranOther (explanation required)Explanation (required) – 30 character Follow up Actions required by referring provider (required)Diagnosis associated with significant findingIs there an associated Request for Service (RFS) - if there is an associated RFS that can be recorded here. This checkbox allows you to deselect the radio buttons if they are selected in error. If you select any of the radio buttons below, the Is there an associated Request for Service (RFS) checkbox will be automatically checked, so if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.YesNoWarm hand-off discussed withDate of Appointment/VisitProvider NameSite/Facility NameProvisional Diagnosis Specialty Requested Service Requested Surgery/procedure complete? – records if a surgery/procedure has been completed. This checkbox allows you to deselect the radio buttons if they are selected in error. If you select any of the radio buttons below, the Surgery/procedure complete? checkbox will be automatically checked, so if you need to deselect it (within the same session) then you can uncheck the box. This box will not display if any of these values have been restored from the consult history.N/AYesNoAdditional Comments – Field to enter additional comments. Significant Findings Request for Service (RFS) WorkflowCTB allows you to create a new RFS or edit an existing RFS.Create a New RFS WorkflowTo create a new RFS, follow the steps listed below:Select Request for Service (RFS) or Request for Service (RFS) NEW from the navigation panel. The CC Request for Service page displays.Figure SEQ Figure \* ARABIC 180: Request for Service (RFS) Page ExampleIn the Date Submitted by Community Provider field, enter/select the date the request was submitted. This is a required field.From the Clinical Urgency drop-down menu, select the urgency for the request for service.In the Justification for Request field, enter a justification for why the request was sent for scanning.In the Sent for DOA review, enter/select the date sent for review.From the Delegation of Authority – Clinical Review Method drop-down menu, select the option. If Provider user role is selected, then this field is auto populated with the Provider Review (only available for Providers) option.Select Yes or No if CPO is applicable for this referral. Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 181: Example of Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Edit an Existing RFS WorkflowTo edit an existing RFS, follow the steps listed below:Select the existing Request for Service (RFS) from the navigation panel. The CC Existing Request for Service page displays.Figure SEQ Figure \* ARABIC 182: Existing Request for Service (RFS) Page ExampleMake any edits on the fields previously completed.In the Date of DOA decision field, enter/select the date the DOA decision was made. This is a required field when Sent for DOA review is already populated. Once this date is added, the RFS Supporting Documentation Reviewed checkbox is enabled.Select the RFS Supporting Documentation Reviewed checkbox to include medical records and previous progress notes. Once the RFS Supporting Documentation Reviewed checkbox is selected, the RFS Decision drop-down menu is enabled.From the RFS Decision drop-down menu, select the request for service decision. If RFS approved is selected the Action Taken section displays and if RFS disapproved is selected the Reason for disapproving request section displays.Select the Requesting provider and Veteran notified of RFS decision checkbox if a decision letter was sent to the requesting provider and Veteran within three (3) business days. If this checkbox is selected, enter/select the date in the Date RFS response letter sent to Veteran and community provider field. This is a required field.In the Additional Comments section, enter any comments pertaining to the consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 183: Example of Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Significant Findings Request for Service (RFS) Field DefinitionsFigure SEQ Figure \* ARABIC 184: Request for Service (RFS) Page FieldsDate Submitted by Community Provider (required) - The date submitted by community provider can be found on the fax submittal to HSRM or RFS form. Please use the most recent date. The RFS decision must be made within 72 hours/three (3) business days from this munity Care appointment annotated on RFSDate of scheduled appointmentClinical Urgency —Urgency for the request for service. Select an option from the drop-down menu. RoutineWithin 48 hoursJustification for RequestDiagnosisICD-10-CMSent for DOA review (required) – Enter or select the date.Date of DOA decision - Enter or select the date.Delegation of Authority – Clinical Review Method – MCG Guidelines - Evidence-based clinical review tool focused on measurable clinical indicators to support the determination of clinical appropriateness for diagnostic, imaging and therapeutic services in ambulatory or outpatient settings.InterQual criteria (used for acute inpatient medical/behavioral health hospitalizations) - Evidence-based clinical review tool used to support level of care decisions based on severity of illness, comorbid conditions, and complications for acute inpatient medical and behavioral health hospitalizations.Chief of Staff approved ProtocolRCT specialty triage guidelinesProvider Review (only available for Providers) – Auto-populates if Provider user role is selected.For you facility, is CPO applicable for this referral (refer to local DOAMS list)? (required)YesNoRFS Supporting Documentation Reviewed (to include medical records and previous progress notes) (required)RFS Decision – Previous RFS progress notes must be reviewed prior to documenting the RFS decision.RFS already covered under existing referralRFS approvedAction TakenNew community care consult/order createdNew in-house VA consult/order createdRequest sent to provider for actionRFS disapprovedReason for disapproving request (required)Not a covered benefitMissing requesting community provider signatureMissing or insufficient documentation (explanation required)ExplanationRequest deemed not clinically appropriate by DOA (explanation required)ExplanationOther (explanation required)ExplanationRequesting provider and Veteran notified of RFS decision (within 3 business days)Date RFS response letter sent to Veteran and community provider (required) – Enter or select the date.Additional Comments – Field to enter additional comments.Discontinue ConsultCAUTION: Per national guidance, the use of Discontinue is no longer authorized in any circumstance. Close the browser window to return to CPRS and select Cancel (Deny) and re-open Consult Toolbox.Figure SEQ Figure \* ARABIC 185: Discontinue Consult PageCancel (Deny) ConsultWhen canceling/denying a consult, a reason that meets central office criteria must be entered to document the reason for cancellation/denial. Additional comments may be made as well.VA Cancel Consult WorkflowWhen canceling/denying a consult, a reason that meets central office criteria must be selected to document the reason for cancellation/denial. Additional comments may be made as well.To cancel/deny a Department of Veterans Affairs (VA) consult, follow the steps listed below:Figure SEQ Figure \* ARABIC 186: Cancel VA Consult PageFrom the Reason for canceling VA consult (required) section, select the reason why the consult is being canceled/denied.In the Additional Comments field enter any comments regarding canceling the VA consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 187: Cancel VA Consult Save Preview of CTB Generated Consult Comments Select Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Cancel VA Consult Fields and DefinitionsFigure SEQ Figure \* ARABIC 188: Cancel VA Consult Page FieldsReason for canceling VA consult (required)Failed mandated scheduling – use when Veteran has missed two or more appointments or fails to respond to mandated minimum number of calls, letter(s), and adequate time to respond.Provider documented instructions to cancel consult – use when the provider has documented instructions to cancel the consult in CPRS.Appointment not wanted by VeteranCare is no longer needed (Requires clinical determination/documentation)Duplicate Request – Use when the consult is a duplicate of another consult.Eligibility requirements not met - This is to be used where VA benefits or the Veteran’s clinical situation do not allow them to receive this service from the VA. An example would be routine dental care for a Veteran not eligible for dental care.Entered/Requested in error –Use when the consult was created in error.Established pt., follow up appointment scheduled and/or RTC order entered– this indicates that the established Veteran has been scheduled with a follow up appointment, and the consult is no longer needed.Veteran deceased or incapacitated Does not meet criteria (explanation required) Explanation (required) - Field to enter explanation.Other (explanation required)Explanation (required) - Field to enter explanation.Additional Comments – Field to enter additional munity Care Cancel Consult WorkflowWhen canceling/denying a consult, a reason that meets central office criteria must be selected to document the reason for cancellation/denial. Additional comments may be made as well.To cancel/deny a Community Care (CC) consult, follow the steps listed below:Figure SEQ Figure \* ARABIC 189: Cancel CC Consult PageFrom the Reason for canceling community care consult (required) section, select the reason why the consult is being canceled/denied.In the Additional Comments field enter any comments regarding canceling the CC consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 190: Cancel CC Consult Save Preview of CTB Generated Consult Comments Select Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Cancel Community Care Consult Fields and DefinitionsFigure SEQ Figure \* ARABIC 191: Cancel CC Consult PageReason for canceling community care consult (required)Unable to contact Veteran after mandated effortCare is no longer required per VA (requires clinical determination/documentation)Care is no longer required per Veteran (explanation required)Explanation (required) - Field to enter explanation.Care requested covered on existing CC referralCare was provided by OHICare was provided by VA appointmentDuplicate Request Entered/Requested in error Not administratively eligible for VA careNot eligible for community careVeteran deceased or incapacitatedIncomplete workup (explanation required)Explanation (required) - Field to enter explanation.Other (explanation required)Explanation (required) - Field to enter explanation.Additional Comments – Field to enter additional comments.Cancel a GEC Consult WorkflowTo cancel/deny a GEC consult, follow the steps listed below:Figure SEQ Figure \* ARABIC 192: Cancel GEC Consult PageFrom the Reason for canceling GEC consult (required) section, select the reason why the consult is being canceled/denied.In the Additional Comments field enter any comments regarding canceling the CC consult.Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 193: Cancel GEC Consult Save Preview of CTB Generated Consult Comments Select Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Cancel GEC Consult Fields and DefinitionsFigure SEQ Figure \* ARABIC 194: Cancel GEC Consult PageReason for canceling community care consult (required)Care is no longer required per VACare is no longer required per Veteran Care requested covered on existing CC referralCare was provided by OHICare was provided by VADuplicate request Entered/requested in error Geographic area has no vendors availableLack of vendor capacity exceeds 180 daysUnable to contact Veteran after mandated effortVeteran deceasedVeteran does not meet clinical eligibility criteriaOther (explanation required)Explanation (required) - Field to enter explanation. Maximum 600 character limit for this field.Additional Comments – Field to enter additional comments.Administrative Complete WorkflowAfter one attempt to obtain records, a consult may be administratively closed. This will record that the consult was closed without records, which may be tracked.Figure SEQ Figure \* ARABIC 195: Administrative Complete PageTo administratively close a consult, follow the steps listed below:Select the Administratively complete with records follow-up radio button to administratively complete the consult with records follow-up or select the Administratively complete without records follow-up (low-risk consult) radio button to administratively complete the low-risk consult without records follow-up.Enter comments in the Additional Comments text field. Select SAVE CHANGES. The Preview of CTB Generated Consult Comments modal dialog displays.Figure SEQ Figure \* ARABIC 196: Administrative Complete Preview of CTB Generated Consult Comments Modal DialogSelect Yes if you are done making changes and are ready to close Consult Toolbox. If you select No, you will be returned to the CTB screen to continue editing. TIP: Another option from the preview window is to select the Close CTB button at the bottom of the page to transfer the comments and return to CPRS. Administrative Complete Fields and DefinitionsFigure SEQ Figure \* ARABIC 197: Administrative Complete PageAdministratively complete with records follow-up – Facility community care staff have received confirmation that the Veteran has attended the initial visit. One attempt has been made to obtain medical records without timely response from the community provider. This consult is being administratively completed. Two additional documented attempts must be made to obtain the medical records per the guidance in the Office of Community Care Field Guidebook.Administratively complete without records follow-up (low-risk consult) – Low Risk Consult – Facility community care staff receive confirmation that the Veteran has attended the initial visit. One attempt has been made to obtain medical records without timely response form the community provider. This consult is being administratively completed per the guidance in the Office of Community Care Field Guidebook. Additional Comments – Field to enter additional comments.View Consult HistoryOnce you have saved your changes in CTB, you can view the consult history. To view consult history in CTB, follow the steps listed below.Select Add Data to Consult History. From the Action menu, select Consult Tracking…, and then select the workflow option. The workflow dialog box displays.From the workflow dialog box, select Open Consult Toolbox. The CTB Page displays.From the CTB Page, under the workflow menu select View Consult History. The Consult History modal dialog displays.Figure SEQ Figure \* ARABIC 198: Consult History Modal DialogTroubleshootingSEOC Status MessagesSEOCs are updated quarterly or according to need. When a SEOC is revised or discontinued then depending on the status of the consult you will see messages in CTB indicating the status of the SEOC and the actions available for you to take. The sections below will go over each of the SEOC messages.Previously Selected SEOC Revised MessageThe Previously Selected SEOC Revised message displays when the consult has not yet been sent to HSRM and a there is a revision to the selected SEOC. Figure SEQ Figure \* ARABIC 199: Previously Selected SEOC Revised MessageNew Revision for Selected SEOC MessageThe New Revision for Selected SEOC message displays when the consult has been sent to HSRM and a there is a revision to the selected SEOC. You may take no action to keep the current SEOC, select to use the last revision of the selected SEOC, or select a new SEOC for the consult.Figure SEQ Figure \* ARABIC 200: New Revision for Selected SEOC MessageSelected SEOC Discontinued MessageThe Selected SEOC Discontinued message displays when the consult has been sent to HSRM and the selected SEOC has been discontinued. You may take no action and keep the discontinued SEOC or select a new SEOC for the consult.Figure SEQ Figure \* ARABIC 201: Selected SEOC Discontinued MessageCurrent SEOC No Longer Valid MessageThe Current SEOC No Longer Valid message displays when the consult has not yet been sent to HSRM and the selected SEOC is no longer valid for the consult. You must re-select a valid SEOC to send the referral to HSRM.Figure SEQ Figure \* ARABIC 202: Current SEOC No Longer Valid MessageWarningsThe Scheduler Only Communication SEOC is used in some business processes please see VA policy documentation for proper use of this SEOC.Appendix A: Acronyms and AbbreviationsAcronymDefinitionBMIBest Medical InterestCANCare Assessment NeedCDWCorporate Data WarehouseCIDClinically Indicated DateCPRSComputerized Patient Record SystemCTBConsult ToolboxDOADelegation of AuthorityDoDDepartment of DefenseDST Decision Support ToolGSSGGeospatial Services Support CenterHECHealth Eligibility CenterNSDNational Service DeskOITOffice of Information and TechnologyOptOptionRFSRequest for ServiceSEOCStandardized Episode of CareVADepartment of Veterans AffairsVAMCVA Medical CenterVDLVA Software Document LibraryVHAVeterans Health AdministrationVistAVeterans Health Information Systems and Technology ArchitectureVVCVA Video ConnectAppendix B: Consult Factor Types and DefinitionsConsult Factor TypeConsult Factor TextA1-Accept consult, schedule within 1 week, (OK to overbook).A1MAccept consult, schedule within 1 month (OK to overbook).A2-Accept consult, schedule within 2 weeks, (OK to overbook).AB-AB-Address bad or no address on file, unable to contact by letter.AC-Accept consult, schedule routine appointment.ACCCLA-Admin Care Coordination Level:ACCAdmin Screening Care Coordination:ACNAdministratively closed without recordsADTAccept Consult, schedule on specific date, ok to overbookAFDAFD-DST Forward to: AOKMailing Address ConfirmedAS-Accept consult, see scheduling order for scheduling instructions.BSTBST-Verified best Contact Number:BVPBVP-Basis for Veteran Preference:C1-C1-First call to Veteran:C1CC1C-First call to Veteran: C2-C2-Second call to Veteran: C2CC2C-Second call to Veteran:C3-C3-Third call or more to Veteran: C3-Third or additional call to veteran, unable to schedule.C3-Third or subsequent call to Veteran(unsuccessful scheduling)C3CC3C-Third call or more to Veteran: {detail}C3CComm Care Third or subseq. Call to VeteranC6EC6E-Veteran is eligible for C6 program. (future)C6MC6M-Site has MOU with C6 (future)C6PC6P-C6 is managing care (future)CA1CA1-Consult has been reviewed for clinical appropriateness:CAPCC approved:CAPCommunity care approved for specified program.CAPCommunity care approved for specified program.CASCAS-Consult accepted for scheduling from UTS ListCATCAT-SEOC CoC:CB-Patient contacted but pt will call back to schedule ECC Eligibility Status:CCHCCH-CC scheduling to be performed by:CCHCommunity Care Appt Scheduling to be handled by:CCMCare Coordination was manually SetCEDCommunity Care Eligibility DetailsCERCER-Clinical evaluation of RFS:CLACLA-Admin Care Coordination Level:CLCCLC-Clinical Care Coordination Level:CLVClinical Triage Care Coordination:CLVClinical Care Coordination Level:COMCOM-Additional Comments:COTCommunity care appointment occurred, per patient (awaiting confirmation).COTCOT-CC appointment has occurred, waiting for records:CRCCRC-Canceled CC consult:CRVCRV-Canceled VA Consult:CSCCSC-Consult stop code:CSNCSN-Clinical Service:CSTCST-Consult service type:CTACTA-Consult type assigned:CTCClinical Triage: CompleteCTCClinical Triage completedCTNClinical Triage: Not RequiredCTRClinical Triage: RequiredCV1CV1-COVID-19 Priority 1CV2CV2-COVID-19 Priority 2CV3CV3-COVID-19 Priority 3CV4CV4-COVID-19 Priority 4DAFDAF-DST Forwarding: Yes/NoDCSDSC-Discuss with clinical staff if no appt within wait time standardDCSDSC-Discuss with clinical staff if no appt within wait time standardDDFDDF-DoD facility contacted to request care:DDSDDS-RFS Sent for DOA Review:DDUDDU-DoD Urgency:DLADLA-DOAMS List reviewed: Does not require clinical reviewDLCDLC-DOAMS List reviewed: Clinical review requiredDOKDOK-OK to leave appt. details with: DP-Scheduling plans discussed with ordering provider.DRRDRR-Date community care records received:DRSDRS-Date community care records sent for scanning:DSPDSP-DST data saved prior to signing consultDT1DTE-Veteran's Day/Date Preference:DU-Document Uploaded to HSRMDVEDVE-DST Vista Error:EEFEEF-Extra scheduling effort:ESTEST-Established patient, schedule appointment then cancel consultFUVFollow up call made to provider/vendor to check on status.GVMGVM-Clinical Review Method:HARHAR-Hardship request approved by COS or designee:HDLHDL-Hardship decision letter sent to Veteran:HDRHDR-Hardship request disapproved by COS or designeeHR-High risk consult, continue trying to schedule after mandated effortIAVIAV-Veteran informated of appt via:ICRICR-Initiate Community Care ReferralINFVeteran informed of eligibility, referral and approval.L1-Letter sent to patient.L1-L1-Unable to schedule letter sent by mail to Veteran.L1CCommunity Care unable to contact letter sent by Mail.LC-Certified letter sent to patient regarding scheduling.LC-LC-Above letter sent by Certified Mail.LCCCommunity Care unable to contact letter sent by Certified Mail.LR-LR-Low risk clinic/consult, may cancel after 1 missed appointmentME-May cancel if Veteran fails to respond to mandated scheduling effortMLSMLS-Willing to travel up to (miles):MOKMOK-OK to leave appt. details on voice mail.NAANAA-Next available appointment:NR-No records received after three attempts.NRDNRD-Requesting provider notified of RFS decision:OCCOk to send to Community Care if no apt within wait time standardOCCOk to send to Community Care if no apt within 30 daysOTPOTP-Veteran OK to see other than Preferred Provider:PB-Phone contact number bad/incorrect or disconnected.PFPPFP-Veteran's Preferred ProviderPMOPMO-Preferred modality for this consult:PMOPMO-Preferred modality for this consult:PMOPMO-Preferred modality for this consult:PMOPMO-Preferred modality for this consult:PMVPMV-Preferred modality for this consult:PMVPMV-Preferred modality for this consult:PMVPMV-Preferred modality for this consult:PMVPMV-Preferred modality for this consult:PPPPPP-Veteran expressed preference for specific community provider(s):PRCProcedure(s) Approved for Community CarePRFPRF-Preferred notification method:PRQProvider requires records to review prior to scheduling.PSPPatient's actual Scheduled ProviderR1-First attempt to get records from community care.R1-First attempt to get records from community care.R2-Second attempt to get records from community care.R3-3rd attempt to get records from community care.R3-Third attempt to get records from community care.R3-3rd attempt to get records from community careRACRAC-Refer to Clinical Care CoordinatorRDRRDR-RFS Date Received:RDSRDS-RFS sent for scanning:RFPRFP-CC referral not processed:RPRRPR-Consult is related to previous referral, UCID: {ucid}RR-Records from community care provider received.RRDRRD-RFS details of what was requested:RRH RRH-Records Received via:RSARSA-RFS Approved:RSCRSC-RFS is already covered under existing referralRSDRSD-RFS Disapproved:RSPRSP-Records faxed/sent to Community Care Provider.SARSecondary Authorization RequestSCRService/Care Approved for Community CareSEOStandard Episode of CareSEVDCA-DST CC Best Interest of Vet:SEVDST CC Best Interest of Vet:SEVDST CC eligibility: No clinic appts availableSEVDST CC eligibility: DRIVE TIMESEVDSF-DST CC Best Interest of Vet:SEVDCG-DST CC eligibility: GRANDFATHEREDSEVDST CC eligibility: HARDSHIPSEVDST CC Best Interest of Vet:SEVDCO-DST CC Best Interest of Vet:SEVDST CC Best Interest of Vet:SEVDST CC Best Interest of Vet:SEVDST CC Best Interest of Vet:SEVDST CC eligibility: NO FULL-SVC VHA FACILITYSEVHEC Update Pending.SEVSEV-CC Eligibility: {eligibilityCriteria}SFDSFD-Significant FindingSPCSpecialty Approved for Community CareSSPSubspecialty Approved for Community CareSURSUR-SAR/RFS Urgency:SVCServices requested.TFRTimeframe for Episode of Care ApprovedTI1TIM-Veteran's Time Preference: US1US1-Unable to Schedule: Prefers VA/No capacityUS2US2-Unable to Schedule: No comparable service in the communityUS3US3-Unable to Schedule: Receiving care/Awaiting specialized serviceVATVAT-Veteran willing to accept telehealth/virtual care appt.VCCCOI-Veteran OPT-INVCCVOI-Veteran OPT-INVCCCOO-Veteran OPT-OUTVCCVOO-Veteran OPT-OUTVCCVeteran CC Option:VDSVDS-CC referral disposition:VSPVSP-Veteran scheduling preference: ................
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