Changes Summary Talons Interface 2004

 

Table of Contents

 

Overview.. 4

1.    Transition II Application Upgrades. 4

1.1      Medical Records Extract 15 Load File. 4

1.2      Procedure Input Extract 17 Load File. 4

1.3      Diagnosis Input Extract 21 Load File. 5

2.0     HBCIS Application Upgrades. 6

2.1      Relocation of the Funding Source Field In HBCIS. 6

Actions Required. 6

2.2      Arrival Method EMG2. 6

Actions Required. 6

2.3      Referral Source EMG2. 6

Actions Required. 6

4.0     Specific Site Enhancement Requests. 7

4.1      Clinic Type Cancelled. 7

4.2      Utilisation Map Cancelled. 7

4.3      Clinic Visits Cancelled. 7

4.4      ICU Minutes Cancelled. 7

4.5      Inclusion of Operation Register Details Modified spec. 7

Business Rules Operating Room Code. 7

4.6      “OTHER” Feeder System Changes 7

4.6.1      “OTHER” Feeder System Business Rules 7

4.7      Extract IX Changes 7

4.7.1      Actions required. 8

4.8      Auslab Descriptions in Extract IX. 8

4.8.1      Auslab Descriptions Business Rules 8

4.8.2      Actions Required. 8

4.9      Not Ready For Care Days 9

4.9.1      Business Rules Nor Ready for Care Days 9

4.9.2      Action Required. 9

4.10   Did Not Wait – EMG2. 9

4.10.1   Business Rules Did Not Wait 10

4.10.2   Actions Required. 10

4.11 Changes to Episode Linking in APP Modules – new Specification. 11

4.11.1 Actions Required. 11

5.0     Vendor Recommendations. 12

5.1      Talons Extract XV fields Details 12

Your Quotation For This Item 5.1. 12

5.2      Talons Extract XV Batch Numbering and Episodes Selection process 12

Attachment 1: Extract 15 Medical Records File Format (T1HKCPP)  14

Attachment 2: Extract 17 Secondary Procedures File Format (T1H5CPP)  15

Attachment 3: Extract 21 Secondary Diagnosis File Format (T1T8CPP)  20

Attachment 4 Clinic Type Mapping Table Cancelled. 21

Attachment 5 Extract 16 Charge Detail Input File Format (T1HPCPP)  22

Attachment 6 Extract 9 Procedure Reload File Format (T1L7CPP)  25

 

Link to XV Table Layout

 

Overview

The Standards Review Panel has recommended a number of field additions and functional upgrades to the TALONS interface software for 2004. These changes are requested for the following reasons

1      Transition II Application Upgrades

2      HBCIS application upgrades

3      Adding additional fields to TII previously not interfaced

4      Specific site requests to improve management of extract processing.

5      Recommendations from your visit and review of site issues

 

Could you please provide a quotation itemised for each of these requested enhancements.

 

1. Transition II Application Upgrades

The items listed below are changes required to the Talons interface that apply to the Transition II Application upgrade to version 5.1.02. It is planned that this upgrade will occur for three Pilot Sites on the last weekend in July and for the remainder of the production sites on the last weekend in August.  Additional changes to this extract can be found in the HBCIS changes and site-specific sections

 

1.1  Medical Records Extract 15 Load File

a)    Note when reviewing this specification the previously supplied field list was wrong. A number of fields at the end of the table have been in place since at least version 2.7.01 – Please note updated extract 15 field list in Attachment 1.  The TALONS extract should be updated to match the new Layout, Fields that conflict with the new specification should be altered to suit.

b)    Please move discharge time from field HKOOVL MRI User Key 1 Numeric start position 1010 to field HKBITM MRI Discharge Time start position  1428 in the New Layout.

c)    Place default value of N in field HKTNST MRI Reject Reason start position  1427

 

 

1.2  Procedure Input Extract 17 Load File

a)    Due to changes in the extract specification, the field H5O7CD Procedure Code (Enctr) is now 15 Characters in length. Please change the field length from 8 to 15 characters in length for H5O7CD Procedure Code (Enctr) start position 26 and move the start positions for subsequent fields in this extract as detailed in Attachment 2

 

b)    To assist in the reconciliation of extract processing a date of extract that can be stored in Transition II is desirable as this field is overwritten with each subsequent extract processing this will identify the date the last extract that each specific record was taken. Please include the date of the extract in the field H5ABDZ User defined Date 1 start position 279 in the format ccyymmdd eg 20030701

 

c)    A new field  H5AFSA Refresh Flag  has been added to the end of the file. See Attachment 2. Please insert the default value of Y in the field  H5AFSA Refresh Flag start position 288

 

Completed

 

1.3  Diagnosis Input Extract 21 Load File

a)    The field T8P3CE Secondary Diagnosis is now 10 characters in length. See Attachment 3 Please change the field length for T1P3CE Secondary Diagnosis from 6 to 10 characters in length and move the start positions for subsequent fields in this extract.

b)    Please include the date of the extract in the field T1FBD1 User Date in the format ccyymmdd eg 20030701

 

Completed

 

 

 

2.0 HBCIS Application Upgrades

2.1  Relocation of the Funding Source Field In HBCIS

In HBCIS, the Funding Source field is currently located in the Patient Discharge screen.  It has become apparent that a more accurate point of collection of the Funding Source data is at the time of admission.

Actions Required

No Action Required

2.2  Arrival Method EMG2

The valid Arrival Method codes from 1 July 2003 are listed below:

 

Code	Description
1	AMBULANCE (ROAD)
2	AMBULANCE (HELI)
3	AMBULANCE (FIXWING)
4	COMMUNITY SERVICES
5	POLICE/PRISON VEH
6	WALK/PUB/PRIV TRANS
9	OTHER

Actions Required

Insert value from field 1 Arrival Method from EMG 2.S17 into field HKOFCD MRI Employer start position 747 in extract 15 (include leading zero)

 

Completed

2.3  Referral Source EMG2

The valid Referred by codes from 1 July 2003 are listed below:

 

Code	Description
01	EMERG DEPT (HERE)
02	OTHER HOSPITAL
03	GENERAL PRACTITIONER
04	CONSULTANT
05	SELF/FAMILY/FRIENDS
06	POLICE
07	WELFARE ORGANISATION
08	COMMUNITY SERVICES
09	OUTPATIENTS CLINIC
10	NURSING HOME
11	OTHER NOT LISTED

Actions Required

Insert value from field 1 referral source from EMG 2.S15 into field HKKMTX MRI Occupation start position 767 in extract 15 (include leading zero)

 

Completed

 

4.0 Specific Site Enhancement Requests

The requests below are not mandatory changes and are based on enhancement requests from sites.

4.1  Clinic Type Cancelled

4.2  Utilisation Map Cancelled

4.3  Clinic Visits Cancelled

4.4  ICU Minutes Cancelled

4.5  Inclusion of Operation Register Details Modified spec.

            Business Rules Operating Room Code

         Modify TMS and ORMIS XVI extract to Include Operating room Code in Charge Detail User Field 2  on All products. Note  Charge Detail User Field 2 is used mostly for Consultant/Clinician Fields 

         Modify XV IP program to  add First Operation Operating room code to XVIP extract at HKM6CD MRI Consulting Phys 3  start position 487

 

Completed for TMS and ORMIS

4.6  “OTHER” Feeder System Changes

Sites have requested that Other Feeder System include a charge field. Sites would like utilisation from the other system records to map to inpatient, emergency and outpatient encounters as per existing encounter mapping rule based on date and time of service. Jim White has suggested to change the time mode where the Input time is blank or 00:00:00

4.6.1  “OTHER” Feeder System Business Rules

         Modify the Load routine to incorporate an optional Charge value amount.  Field list for input CSV file to become SITE, SDATE, STIME, DEPT, URNO, PROD, QTY, RDOC, CHRG. QH Documentation of the OTHER system load file to be amended. Where NO CHRG field is defined in the header, or where the field is blank, charge will be assigned as 0

         Include the supplied CHARGE value to the CHARGE field in XVI.

         Some "OTHER" Feeders may have no Logical time or it is not recorded. I think a refinement to the business rules specifically on a feeder by feeder basis is required, in this case OTHER is the specific feeder, and the suggested change is to alter the IP Time Mode to type 0 when the supplied time of service is 00:00:00 or blank.

 

Completed

 

4.7  Extract IX Changes

Note the name extract VIII is only used at implementation this should be referred to as extract IX. This naming convention has confused new users who have not read their extracts formatting guide from Eclipsys. This file should also be updated each time and extract 10 is run. See file format in Attachment 6. Multiple processes adding extract X data (Normal, AUSLAb, and OTHER) have led to difficulties with the YTD values, as well as the problem of changing dept mappings leaving “duplicated” values in YTD.

4.7.1 Actions required

         Change name of the main menu process from YTD summary and VIII to YTD summary and IX

         Change internal program to update file each time and extract 10 for the period is run

         Provide a better method of updating YTD stored values.

 

Completed

4.8  Auslab Descriptions in Extract IX

 

AUSLAB descriptions these files are to be placed in AUSLAB FTP File directory  and are to be used for populating Auslab information in the extract IX. The source CSV file will be used for this process  A File updated monthly with All current test code descriptions will be supplied.

Note there are Three types of tests from this system bundled (“-“) and unbundled tests and Private (#P). Bundled tests are used for costing against CMBS price schedules by QHPS. Tests may be ordered as part of a bundle of tests or a specific single test. Where a test normally part of a bundle is ordered as a single item the test description will be different and a charge will apply. Where the test is part of a bundle the bundle test item will carry no charge.

 

4.8.1 Auslab Descriptions Business Rules

         From File testcodes.csv  create a two field lookup table as used by TALONS for Extract X, IX and VIIII descriptions insert values from columns  “QHPS_test_desc” and “QHPS_test_code”   along with both “#P” and “-“ descriptors preceeding Description e.g.

From “16SPCR,Bacterial gp 16S DNA (PCR)” in file, Create  entries in PRODUCT.DESC and EX.X.DESC tables as follows

AUSL|GCHPATH|16SPCR#P   à   #P Bacterial gp 16S DNA (PCR)

AUSL|GCHPATH|16SPCR-   à   - Bacterial gp 16S DNA (PCR)

AUSL|GCHPATH|16SPCR  à  Bacterial gp 16S DNA (PCR)

         Use Description in Extract X, VII, and IX extracts, in both Long and short description fields.

4.8.2 Actions Required

         Please include data in extract IX, X and VIII as described above.

 

Completed

 

4.9  Not Ready For Care Days

An additional field  Sum of the Not Ready for Care Days from EAM  is required The not ready for care is a multiple entry field and will require the summation of all not ready for care periods that are linked to a waitlist/booking entry to be entered into a separate numeric field.

We need to continue to capture total wait list days in order to actively manage our lists

 

4.9.1 Business Rules Nor Ready for Care Days

If value  in field 4 “Not ready for care” from EAM2.S200 Waiting list entry has value 1 or higher in loop subtract value of date from field 5 “ from” from field 6 “to”

then note value and continue for each loop of completed data 

then sum total values and insert value into HKM5CD MRI Consulting Phys 2  start position 477 

4.9.2 Action Required

Insert summed value into field as per business rules

 

Completed

 

4.10 Did Not Wait – EMG2

If a patient presents to Emergency and is recorded in the Emergency Module (EMG2) and leaves without treatment their disposal code in HBCIS is classified as “Did Not Wait” (DNW). It is also possible their “Treatment Commenced Time” could be left blank, this makes sense, as they didn’t actually see a Doctor.

 

Currently in this type of scenario the system appears to take the “Presentation Time” to the “Disposal Time” and return this as DRMIN or Doctor Minutes. A return of a “0” or a NULL value at this point rather then any actual time might be better for this type of case considering that there are no Doctor Minutes involved.

 

The problem could also be seen in a case where a patient recorded as a Triage 3 for example, is treated and then discharged home. As the “Treatment Commenced Time” is not a mandatary field and due to human error if this field is left blank as described above, then the DRMIN time will be from Presentation Time to Disposal Time. This is a site process issue and as part of a Data Quality audit process needs to be fixed however, under the current arrangements this won’t flag and would come through with more minutes then it should have as a result of the default.

 

If the system did return a NULL or “0 - Minute” value for patients that have been Triaged and seen by a Doctor, then this would provide a useful audit flag to go back into HBCIS and investigate the reason why. 

 

It is possible to have a patient entered on the system as DNW where the patient does not wait to see a Doctor however, treatment and time commenced has been recorded due to things such as ECG, basic monitoring etc that had been provided by a Nurse. In this type of case it is probably more of a site issue of how to deal with this and the disposal code should possibly be changed to “Discharge At Own Risk”. In this type of case there are no Doctor Minutes however; there are Nursing Minutes so should these count?

4.10.1       Business Rules Did Not Wait

 

 

         Where either Doctor Seen Date or Doctor Seen time is blank A Flag is Set, Arrival Date and time are used for calculation and extract

 

 

         Where the Missing Date/time flag is set

         DRMIN product is modifed to become NDMIN<udg>

         UDGMIN product is modifed to become UDGND-<udg>

 

 

and

 

 

4.10.2       Actions Required

Please update business rules for DRMIN calculation.

 

Completed

4.11 Changes to Episode Linking in APP Modules – new Specification.

Allied health usage of APP system has necessitated two types of episode created from the APP system, Full APP Op event episodes, which will have the clinic utilization and any diagnostic / pharmacy products linked to it as per existing rules, and “restricted” episodes that will have only the Clinic utilization and no products from other feeders. It has been necessary for some time that where an APP event occurs on the same day as an IP event, whether as a consequence of “You are not well Mr Smith, we had better admit you” at an OP Clinic, or Allied health using the system to record attendances for Inpatients visited on the ward.

4.11.1 Actions Required

Apply the ability to exclude certain Clinics from the APP system (usually allied health) from creating Full OP episodes.

Link APP utilization to IP and AE events occurring on the same day (times not used for linking).

see User Instructions

Completed

 

 

 

5.0 Vendor Recommendations

         Extract XV batch Numbering and altered selection  process and screens. – In Progress

         Server Access - Jim has requested access to the ERSA server in order to store patches, lookup lists, reference tables, clinic lists etc for TALONS processing. – No Action YET

         Add fields for Extract batch, Date, version, and completed Status, _ Completed

 

Note we are running short of available fields so have allocated these values to fields at the end of the extract  that are not in use by sites suggest as follows

Completed

 

 

5.1  Talons Extract XV fields Details

         Extract Batch Number into field HKBNBR Person User Numeric Fld 2 start 1359

         Insert  Talons value for date and time extract records was created in format YYYYMMDDHHMM into field  HKBOBR Person User Numeric Fld 3 start position 1374

         Insert Talons value for extract table version into field HKBPBR Person User Numeric Fld 4 start position  1389

         Insert Talons value Mandatory Flag Complete into field  HKBQBR Person User Numeric Fld 5 start position  1404

 

Completed

 

5.2  Talons Extract XV Batch Numbering and Episodes Selection process

Following site interaction in QLD at the recent visit, and following the general trend in reporting XV in a separate time line to XVI, a proposal to alter the Episode Selection Routine  for XVIP has been raised.

A sample screen for starting XVIP is shown, and comments on the changes are appended. This is at proposal stage at this time.

 

 

This extract will be created from Episodes currently in the bucket, new Admissions, records with changed key data fields

         The Run Number will be an Auto Number assigned per TLA

         Look Back as far as, is the changed records date limit- already used  “Saved XV data start date.”

         Exclude Discharges Before “Cut-off Date for old Data” is also currently used.

         Include Additional Discharges, this will replace the less flexible date selection now in use, and will only prompt for dates if “Y” is entered. Default Dates will be the period requested.

         Filenames for XV will be based on the Run Number, and will include the TALONS Layout Version in the file e.g. V12

 

 

 

 

 

 

 

 

 

 

 

 

Pending

 

Attachment 1: Extract 15 Medical Records File Format (T1HKCPP)

 

TALONS MASTER DEFINITION for XV Fields (XL spreadsheet)

 

 

 

Attachment 2: Extract 17 Secondary Procedures File Format (T1H5CPP)

 

Extract File Format: T1H5CPP Procedures Input Physical file
Field Name	Field Description	Type	Length	Decimals	Start Position	Justification	Currently Populated	TII Version	Comments
H5AACD	Company Code	A	5		1	L	Y	5.1.02	Identifies the specific health care institution or organisation.  Hard coded in Talons Parameters File.
H5RQCD	Encounter Number	A	20		6	L	Y	5.1.02	The unique patient identifier.  URNO & sequence number with a prefix at some sites
H5O7CD	Procedure Code (Enctr)	A	15		26	L	Y	5.1.02	Insert Procedure Code from MED REC ORMIS/TMS2  or EMG2 EDIS
H5AID1	Date Of Service	N	8	0	41	R	Y	5.1.02	Insert Date Of Procedure from MED REC or ORMIS/TMS or EDIS/EMG2 may also come from Radiology system
H5FCNR	Procedures Input Sequence	N	3	0	49	R	Y	5.1.02	Use a counter with leading zeros 001,002 etc
H5P0ST	Reject Reason	A	1		52	L	Y	5.1.02	Insert Default "N"
H5P2ST	Surgery Flag	A	1		53	L	Y	5.1.02	Insert Flag Y when valid operating register record from ORMIS - Case no TMS2 field 1
H5O8CD	Ordering Physician	A	10		54	L	Y	5.1.02	Insert  Discharging doctor from last of Treating Doctors Transfer List in local form
H5O9CD	Surgeon	A	10		64	L	N	5.1.02	Insert Surgeon from field ORMIS -Surgeon TMS 2 Field 20
H5V3CE	Assisting Surgeon(1)	A	10		74	L	N	5.1.02	Insert Surgeon 2 from ORMIS Surgeon 2 TMS 2 from fields 21(loop 2) details from field 22
H5V4CE	Assisting Surgeon(2)	A	10		84	L	N	5.1.02	Insert Surgeon 3 from ORMIS Surgeon 2 TMS 2 from fields 21(loop 3) details from field 22
H5V5CE	Surgery Reason	A	10		94	L	N	5.1.02	Insert flag from elective status
H5V6CE	Anaesthesiologist	A	10		104	L	N	5.1.02	Insert Anaesthetist from ORMIS From TMS from field 23 (loop 1) details from field 24
H5TBCD	Anaesthesia Type	A	2		114	L	N	5.1.02	Insert Anaesthetic type code from ORMIS from TMS field 15 loop 1 and details from field 16
H5V7CE	Perfusionist	A	10		116	L	N	5.1.02	Leave field blank
H5V8CE	Nurse Anaesthetist	A	10		126	R	N	5.1.02	from TMS field 25 loop1 details from field 26 staff code
H5BATM	Anaesthesia Start Time	N	6	0	136	R	N	5.1.02	Insert time in format hhmmss from  ORMIS induction time from TMS2 from field 9 Anaesthetic start
H5BBTM	Anaesthesia Stop Time	N	6	0	142	R	N	5.1.02	Insert time in format hhmmss from  ORMIS from last procedure finish time in TMS2 from field 12 Surgery finish
H5BCTM	Surgery Start Time	N	6	0	148	R	N	5.1.02	Insert time in format hhmmss from ORMIS first procedure start time from TMS2 field 11 Surgery start
H5BDTM	Surgery Stop Time	N	6	0	154	R	N	5.1.02	Insert time in format hhmmss from ORMIS last procedure finish time from TMS2 field 12 Surgery finish
H5BETM	Entered Op Rm Time	N	6	0	160	R	N	5.1.02	Insert time in format hhmmss from ORMIS in suite time from TMS2 field 08 time of arrival
H5BFTM	Left Op Rm Time	N	6	0	166	R	N	5.1.02	Insert time in format hhmmss from ORMIS out recovery time from TMS2 field 14 departure time
H5BGTM	PACU Admit Time	N	6	0	172	R	N	5.1.02	Insert time in format hhmmss from ORMIS in recovery time from TMS2 field 13 time left OR
H5BHTM	PACU Discharge Time	N	6	0	178	R	N	5.1.02	Insert time in format hhmmss from ORMIS out recovery time from TMS2 field 14 departure time
H5V9CE	User Defined 1	A	10		184	L	N	5.1.02	Operation/Case Number Insert case number from ORMIS . From TMS2 field  01 Operation Number
H5WACE	User Defined 2	A	10		194	L	N	5.1.02	Theatre Location  insert Operating room code from ORMIS. From TMS2 insert field  04 Theatre
H5WBCE	User Defined 3	A	10		204	L	N	5.1.02	Instrument Nurse 1 in TMS2 from field 27 loop1 insert details field 28 staff code
H5WCCE	User Defined 4	A	10		214	L	N	5.1.02	Instrument Nurse 2 in TMS2 from field 27 loop2 insert details field 28 staff code
H5WDCE	User Defined 5	A	10		224	L	N	5.1.02	Scout Nurse 1 in TMS2 from field 29 loop1 insert details field 30 staff code
H5WECE	User Defined 6	A	10		234	L	N	5.1.02	Scout Nurse 2 in TMS2 from field 29 loop2 insert details field 30 staff code
H5WFCE	User Defined 7	A	10		244	L	N	5.1.02	Orderly in TMS2 from field 31 loop1 insert details field 32 staff code
H5WGCE	User Defined 8	A	10		254	L	N	5.1.02	Leave field blank
H5HTBR	User defined Number 1	N	15	4	264	R	N	5.1.02	Total Nurses: Calculated value ORMIS  from  Number of Nurses TMS2 count  of loop fields 27 to 29
H5ABDZ	User defined Date 1	N	8	0	279	R	N	5.1.02	Insert Date of Extract
H5V1SS	Principle/Secondary Proc	A	1		287	L	N	5.1.02	Insert P if first procedure code (ORMIS) from TMS2 loop 1 field 17 else insert S
H5AFSA	Refresh Flag	A	1		288	L	N	5.1.02	Insert Default "Y"

 

Attachment 3: Extract 21 Secondary Diagnosis File Format (T1T8CPP)

 

Extract File Format : T1T8CPP Secondary Diagnosis Input Physical file
Field Name	Field Description	Type	Length	Decimals	Start Position	Justification	Currently Populated	TII Version	Comments
T8AACD	Company Code	A	5		1	L	Y	5.1.02	Insert three alpha character company code
T8RQCD	Encounter Number	A	20		6	L	Y	5.1.02	Insert Encounter Number from ?
T8P3CE	Secondary Diagnosis	A	10		26	L	Y	5.1.02	Insert Diagnosis from ?
T8GRBR	Secondary Diag Sequence	N	3	0	36	R	Y	5.1.02	Use a counter with leading zeros 001,002 etc
T8EOTE	Secondary Diagnosis  Type	A	10		39	L	Y	5.1.02	Insert from source HBCIS field ?
T8P0CE	Physician	A	10		49	L	Y	5.1.02	Insert Attending Doctor code from field ?
T8FCD1	Date	N	8	0	59	R	Y	5.1.02	Insert Date from field ?
T8B7VD	User Numeric	N	11	2	67	R	N	5.1.02	Leave field blank
T8FBD1	User Date	N	8	0	78	R	N	5.1.02	Insert Date of Extract
T8P1CE	User Alpha 1	A	10		86	L	N	5.1.02	Leave field blank
T8P2CE	User Alpha 2	A	10		96	L	N	5.1.02	Leave field blank
T8VCSS	Principal/Secondary Flag	A	1		106	L	Y	5.1.02	Insert flag from field ?
T8P0ST	Reject Reason	A	1		107	L	Y	5.1.02	Insert Default "N"

 

Requested changes for this upgrade are in blue.

Attachment 4 Clinic Type Mapping Table Cancelled