Ward Setup

Authors: Sam Habiel. Thank you for the transcripts provided by Joanne Brougham for setting up ADT.

License: license

Last updated in May 2018.

If you have reached this point, it means that you have finished MAS Parameter Set-up.

If you have been following along, we now have three steps left.

Create Wards

We are going to create two wards to correspond to the two treating specialties we setup in the previous section: 3 West for Cardiology; 3 East for Dermatology.

Important fields:

From the same ADT System Definition menu, we will pick Ward Definition Entry/Edit.

Select ADT System Definition Menu Option: WARD Definition Entry/Edit Select WARD LOCATION NAME: 3 WEST Are you adding '3 WEST' as a new WARD LOCATION (the 1ST)? No// Y (Yes) WARD LOCATION HOSPITAL LOCATION FILE POINTER: 3 WEST Are you adding '3 WEST' as a new HOSPITAL LOCATION (the 3RD)? No// Y (Yes) HOSPITAL LOCATION TYPE: W WARD HOSPITAL LOCATION TYPE EXTENSION: WARD//<enter> WARD LOCATION G&L ORDER: 1 NAME: 3 WEST//<enter> PRINT WARD ON WRISTBAND: N NO DIVISION: MAIN CAMPUS 999 INSTITUTION:<enter> ABBREVIATION:<enter> BEDSECTION: MAIN SPECIALTY: CARDIOLOGY SERVICE: ? Enter the appropriate AMIS service for this ward location. Choose from: M MEDICINE S SURGERY P PSYCHIATRY NH NHCU NE NEUROLOGY I INTERMEDIATE MED R REHAB MEDICINE SCI SPINAL CORD INJURY D DOMICILIARY B BLIND REHAB NC NON-COUNT SERVICE: M MEDICINE PRIMARY LOCATION: 3RD F RAI/MDS WARD:<enter> Select AUTHORIZED BEDS DATE: T MAY 16, 2018 Are you adding 'MAY 16, 2018' as a new AUTHORIZED BEDS DATE (the 1ST for this WARD LOCATION)? No// Y (Yes) NUMBER OF AUTHORIZED BEDS: 5 SERIOUSLY ILL: 1 INCLUDE ON SERIOUSLY ILL LIST Select SYNONYM:<enter> G&L ORDER: 1//<enter> Select TOTALS: HOSPITAL Are you adding 'HOSPITAL' as a new TOTALS (the 1ST for this WARD LOCATION)? N o// Y (Yes) TOTALS LEVEL: 1//<enter> PRINT IN CUMULATIVE TOTALS: Y YES CUM TITLE: Hospital Select TOTALS: CARDIOLOGY Are you adding 'CARDIOLOGY' as a new TOTALS (the 2ND for this WARD LOCATION)? No// Y (Yes) TOTALS LEVEL: 2//<enter> PRINT IN CUMULATIVE TOTALS: Y YES CUM TITLE: Cardiology Select TOTALS:<enter> Select WARD LOCATION NAME: 3 EAST Are you adding '3 EAST' as a new WARD LOCATION (the 2ND)? No// Y (Yes) WARD LOCATION HOSPITAL LOCATION FILE POINTER: 3 EAST Are you adding '3 EAST' as a new HOSPITAL LOCATION (the 4TH)? No// Y (Yes) HOSPITAL LOCATION TYPE: W WARD HOSPITAL LOCATION TYPE EXTENSION: WARD//<enter> WARD LOCATION G&L ORDER: 2 NAME: 3 EAST//<enter> PRINT WARD ON WRISTBAND: N NO DIVISION: MAIN CAMPUS 999 INSTITUTION:<enter> ABBREVIATION:<enter> BEDSECTION: MAIN SPECIALTY: DERMATOLOGY SERVICE: M MEDICINE PRIMARY LOCATION: 3RD E RAI/MDS WARD:<enter> Select AUTHORIZED BEDS DATE: T MAY 16, 2018 Are you adding 'MAY 16, 2018' as a new AUTHORIZED BEDS DATE (the 1ST for this WARD LOCATION)? No// Y (Yes) NUMBER OF AUTHORIZED BEDS: 5 SERIOUSLY ILL: 1 INCLUDE ON SERIOUSLY ILL LIST Select SYNONYM:<enter> G&L ORDER: 2//<enter> Select TOTALS: HOSPITAL Are you adding 'HOSPITAL' as a new TOTALS (the 1ST for this WARD LOCATION)? N o// Y (Yes) TOTALS LEVEL: 1//<enter> PRINT IN CUMULATIVE TOTALS: Y YES CUM TITLE: Hospital Select TOTALS: DERMATOLOGY Are you adding 'DERMATOLOGY' as a new TOTALS (the 2ND for this WARD LOCATION) ? No// Y (Yes) TOTALS LEVEL: 2//<enter> PRINT IN CUMULATIVE TOTALS: Y YES CUM TITLE: Dermatology Select TOTALS:<enter> Select WARD LOCATION NAME:<enter>

Create Room/Beds

In VistA, Rooms and Beds are a single entity. In reality, they should just be called "Beds". A room with 3 beds may be labeled as 101-A, 101-B, and 101-C. You may add other characters to help you designate the bed as Male/Female, Luxury vs Shared, etc.

Here we create 3 rooms in each ward. 2 of the rooms have 2 beds each; one has a single bed for a total of 10 beds.

As explained in VistA Initialization.

Same menu. Option: Add/Edit Beds:

Select ADT System Definition Menu Option: Add/Edit Beds Select ROOM-BED NAME: 301-A Are you adding '301-A' as a new ROOM-BED (the 1ST)? No// Y (Yes) NAME: 301-A//<enter> DESCRIPTION: DOUBLE ROOM Are you adding 'DOUBLE ROOM' as a new ROOM-BED DESCRIPTION (the 1ST)? No// Y (Yes) Select WARD(S) WHICH CAN ASSIGN: 3 WEST Are you adding '3 WEST' as a new WARD(S) WHICH CAN ASSIGN? No// Y (Yes) Select WARD(S) WHICH CAN ASSIGN:<enter> Select ROOM-BED NAME: 301-B Are you adding '301-B' as a new ROOM-BED (the 2ND)? No// Y (Yes) NAME: 301-B//<enter> DESCRIPTION: <space bar><enter> DOUBLE ROOM Select WARD(S) WHICH CAN ASSIGN: <space bar><enter> 3 WEST Are you adding '3 WEST' as a new WARD(S) WHICH CAN ASSIGN? No// Y (Yes) Select WARD(S) WHICH CAN ASSIGN:<enter> Select ROOM-BED NAME: 302-A Are you adding '302-A' as a new ROOM-BED (the 3RD)? No// Y (Yes) NAME: 302-A//<enter> DESCRIPTION: <space bar><enter> DOUBLE ROOM Select WARD(S) WHICH CAN ASSIGN: <space bar><enter> 3 WEST Are you adding '3 WEST' as a new WARD(S) WHICH CAN ASSIGN? No// Y (Yes) Select WARD(S) WHICH CAN ASSIGN:<enter> Select ROOM-BED NAME: 302-B Are you adding '302-B' as a new ROOM-BED (the 4TH)? No// Y (Yes) NAME: 302-B//<enter> DESCRIPTION: <space bar><enter> DOUBLE ROOM Select WARD(S) WHICH CAN ASSIGN: <space bar><enter> 3 WEST Are you adding '3 WEST' as a new WARD(S) WHICH CAN ASSIGN? No// Y (Yes) Select WARD(S) WHICH CAN ASSIGN:<enter> Select ROOM-BED NAME: 303-S Are you adding '303-S' as a new ROOM-BED (the 5TH)? No// Y (Yes) NAME: 303-S//<enter> DESCRIPTION: SINGLE ROOM Are you adding 'SINGLE ROOM' as a new ROOM-BED DESCRIPTION (the 2ND)? No// Y (Yes) Select WARD(S) WHICH CAN ASSIGN: <space bar><enter> 3 WEST Are you adding '3 WEST' as a new WARD(S) WHICH CAN ASSIGN? No// Y (Yes) Select WARD(S) WHICH CAN ASSIGN:<enter> Select ROOM-BED NAME: 311-A Are you adding '311-A' as a new ROOM-BED (the 6TH)? No// Y (Yes) NAME: 311-A//<enter> DESCRIPTION: DOUBLE ROOM Select WARD(S) WHICH CAN ASSIGN: 3 EAST Are you adding '3 EAST' as a new WARD(S) WHICH CAN ASSIGN? No// Y (Yes) Select WARD(S) WHICH CAN ASSIGN:<enter> Select ROOM-BED NAME: 311-B Are you adding '311-B' as a new ROOM-BED (the 7TH)? No// Y (Yes) NAME: 311-B//<enter> DESCRIPTION: <space bar><enter> DOUBLE ROOM Select WARD(S) WHICH CAN ASSIGN: <space bar><enter> 3 EAST Are you adding '3 EAST' as a new WARD(S) WHICH CAN ASSIGN? No// Y (Yes) Select WARD(S) WHICH CAN ASSIGN:<enter> Select ROOM-BED NAME: 312-A Are you adding '312-A' as a new ROOM-BED (the 8TH)? No// Y (Yes) NAME: 312-A//<enter> DESCRIPTION: <space bar><enter> DOUBLE ROOM Select WARD(S) WHICH CAN ASSIGN: <space bar><enter> 3 EAST Are you adding '3 EAST' as a new WARD(S) WHICH CAN ASSIGN? No// Y (Yes) Select WARD(S) WHICH CAN ASSIGN:<enter> Select ROOM-BED NAME: 312-B Are you adding '312-B' as a new ROOM-BED (the 9TH)? No// Y (Yes) NAME: 312-B//<enter> DESCRIPTION: <space bar><enter> DOUBLE ROOM Select WARD(S) WHICH CAN ASSIGN: <space bar><enter> 3 EAST Are you adding '3 EAST' as a new WARD(S) WHICH CAN ASSIGN? No// Y (Yes) Select WARD(S) WHICH CAN ASSIGN:<enter> Select ROOM-BED NAME: 313-S Are you adding '313-S' as a new ROOM-BED (the 10TH)? No// Y (Yes) NAME: 313-S//<enter> DESCRIPTION: SINGLE ROOM Select WARD(S) WHICH CAN ASSIGN: <space bar><enter> 3 EAST Are you adding '3 EAST' as a new WARD(S) WHICH CAN ASSIGN? No// Y (Yes) Select WARD(S) WHICH CAN ASSIGN:<enter>

Initialize the Gains and Losses System

Compared with the others, this is pretty easy to do. Just put zeros for all the numbers.

Same menu, option Gains and Losses Initialization.

Select ADT System Definition Menu Option: Gains and Losses Initialization 05/14/2018 is the date to be initialized. Select WARD LOCATION NAME: 3 WEST PATIENTS REMAINING: 0 CUM PATIENT DAYS OF CARE: 0 CUM BED: 0 CUM DISCHARGES: 0 CUM INTER XFERS: 0 CUM PAT REMAIN: 0 CUM INTSERV XFERS: 0 CUM PASS DAYS: 0 CUM ABO DAYS: 0 CUM UA DAYS: 0 CUM 1 DAY DIALYSIS PATIENTS: 0 CUM ADMIS FROM XFER IN: 0 CUM DISCH TO XFER OUT: 0 CUM DISCHARGES TO DEATH: 0 CUM DISCH TO 'OPT/NSC': 0 CUM ADMISSIONS: 0 ADM AFTER REHOSP >30DAYS: 0 FROM ASIH: 0 TO ASIH: 0 DISCHARGE WHILE ASIH: 0 DIED WHILE ASIH: 0 CUM INTSERV XFERS IN: 0 CUM LOSSES: 0 CUM MONTHLY PAT DAYS: 0 CUM AUTHORIZED ABSENCE: 0 CUM UNAUTHORIZED ABSENCES: 0 FEMALE PATIENTS REMAINING: 0 Select WARD LOCATION NAME: 3 EAST PATIENTS REMAINING: 0 CUM PATIENT DAYS OF CARE: 0 CUM BED: 0 CUM DISCHARGES: 0 CUM INTER XFERS: 0 CUM PAT REMAIN: 0 CUM INTSERV XFERS: 0 CUM PASS DAYS: 0 CUM ABO DAYS: 0 CUM UA DAYS: 0 CUM 1 DAY DIALYSIS PATIENTS: 0 CUM ADMIS FROM XFER IN: 0 CUM DISCH TO XFER OUT: 0 CUM DISCHARGES TO DEATH: 0 CUM DISCH TO 'OPT/NSC': 0 CUM ADMISSIONS: 0 ADM AFTER REHOSP >30DAYS: 0 FROM ASIH: 0 TO ASIH: 0 DISCHARGE WHILE ASIH: 0 DIED WHILE ASIH: 0 CUM INTSERV XFERS IN: 0 CUM LOSSES: 0 CUM MONTHLY PAT DAYS: 0 CUM AUTHORIZED ABSENCE: 0 CUM UNAUTHORIZED ABSENCES: 0 FEMALE PATIENTS REMAINING: 0 Select WARD LOCATION NAME:<enter>

Once you are done with that, it's time to populate the Gains and Losses system for the first time.

Run the option Recalculate G&L Cumulative Totals, which is located on the parent menu:

Add/Edit Beds Bed Out-of-Service Date Enter/Edit Bulletin Selection Device Selection Edit Bed Control Movement Types Edit Ward Out-of-Service Dates Enter/Edit Transmission Routers File G&L Parameter Edit Gains and Losses Initialization MAS Parameter Entry/Edit Master Demographics Files ... Means Test Threshold Entry/Edit Reasons for Lodging Entry/Edit Template Selection Treating Specialty Set-up Ward Definition Entry/Edit Select ADT System Definition Menu Option:<enter> ADT System Definition Menu ... Check Routine Integrity Current MAS Release Notes Insurance Company Entry/Edit Military Service Data Inconsistencies Report Patient Type Update Purge Scheduled Admissions Recalculate G&L Cumulative Totals Reimbursable Insurance Primary EC Report RUG Semi-Annual Background Job Sharing Agreement Category Update Show MAS System Status Screen Transmit/Generate Release Comments Unsupported CV End Dates Report View G&L Corrections WWU Enter/Edit for RUG-II Select Supervisor ADT Menu Option: Recalculate G&L Cumulative Totals Earliest Date for G&L.....................................MAY 15,2018 Earliest Date for Treating Specialty Report...............MAY 15,2018 Earliest Date to Recalculate..............................MAY 15,2018 SSN Format................................................LAST FOUR OF SSN Means Test Copay Applicability............................NOT DISPLAYED Patient's Actual Treating Specialty.......................NOT DISPLAYED Show Non-Movements on G&L.................................DON'T SHOW Store Vietnam Vet's Remaining in CENSUS file..............NO Store Patient's over 65 y/o Remaining in CENSUS file......NO RECALCULATE TOTALS FROM WHICH DATE: T-1 (MAY 15, 2018) Requested Start Time: NOW// <enter> (MAY 16, 2018@16:10:14) Request Queued!

Now, let's check that everything is in working order. We will print Gains and Losses (G&L) Sheet from the ADT Outputs Menu:

Select Supervisor ADT Menu Option: ADT Outputs Menu ... Bed Control Menu ... Beneficiary Travel Menu ... Contract Nursing Home RUG Menu ... Eligibility Inquiry for Patient Billing MAS Code Sheet Manager Menu ... Meaningful Use Language Statistics Patient Inquiry PTF Menu ... Registration Menu ... RUG-II Menu ... Supervisor ADT Menu ... Select ADT Manager Menu Option: ADT Outputs Menu 10-10 Print ADT Third Party Output Menu ... AMIS Reports Menu ... Bed Availability Disposition Outputs Menu ... Enrollment Reports ... Gains and Losses (G&L) Sheet Inconsistent Data Elements Report Inpatient/Lodger Report Menu ... Means Test Outputs ... N/T Radium Treatment Pending Verification List Pending/Open Disposition List Print Patient Label Scheduled Admission Statistics Scheduled Admissions List Treating Specialty Print VBC Form By Admission Date VBC Form for Specific Patient Waiting List Output Select ADT Outputs Menu Option: Gains and Losses (G&L) Sheet <<>> Earliest Date for G&L.....................................MAY 15,2018 Earliest Date for Treating Specialty Report...............MAY 15,2018 Earliest Date to Recalculate..............................MAY 15,2018 SSN Format................................................LAST FOUR OF SSN Means Test Copay Applicability............................NOT DISPLAYED Patient's Actual Treating Specialty.......................NOT DISPLAYED Show Non-Movements on G&L.................................DON'T SHOW Store Vietnam Vet's Remaining in CENSUS file..............NO Store Patient's over 65 y/o Remaining in CENSUS file......NO PRINT GAINS AND LOSSES SHEET? Yes// <enter> (Yes) PRINT BED STATUS REPORT? Yes// <enter> (Yes) PRINT TREATING SPECIALTY REPORT? Yes// <enter> (Yes) LAST BED STATUS REPORT TOTALS EXIST FOR MAY 15,2018 LAST TREATING SPECIALTY REPORT TOTALS EXIST FOR MAY 15,2018 PRINT REPORTS FOR WHICH DATE: MAY 16,2018// <enter> (MAY 16, 2018) SITE: MAIN CAMPUS WHAT WAS THE CENSUS ON MAY 16, 2018? 0 CUM PLANNED ADC: 0 MONTHLY PLANNED ADC: 0 CORRECTIONS TO PREVIOUS G&L'S: Edit? NO//<enter> Note: This output should be printed at a column width of 132. DEVICE: HOME// PNG 1 PNG LANDSCAPE /tmp/ 2 PNG PORTRAIT /tmp/ Choose 1-2> 1 PNG LANDSCAPE /tmp/ Do you want your output QUEUED? No// <enter> (No)

The output looks as follows. I took the liberty of using GhostPCL to convert all the VistA output into PNG images to display on this webpage. The first page is the G&L report, which is empty; 2nd and 3rd are the Bed Status Report, abbreviated as BSR. The 4th page is the Treating Specialty Report, or TSR.

G & L Page 1
G & L Page 1
G & L Page 2
G & L Page 2
G & L Page 3
G & L Page 3
G & L Page 4
G & L Page 4

Extra Credit: Set-up Bulletins

Not covered here, but there is an optional step for you to work on: If you want VistA emails when an event happens, you can set-up mail groups, add yourself to the mail groups, and then attach the mail groups to the bulletins.

Here's a list of bulletins that you can receive:

Select ADT System Definition Menu <TEST ACCOUNT> Option: Bulletin Selection
This option is used to specify the mailgroup you desire specific types of
notification to be made to.  The mailgroup can be one created locally or a
distributed 'DG' mailgroup.  If a mailgroup is selected notification concerning
that specific action will be made in the form of a mailman bulletin.  If no
notification is desired for a specific action no mailgroup should be specified.
If you have any questions concerning the purpose of a specific type of
notification enter a question mark at the applicable prompt.

DEATH GROUP:
NEW PATIENT GROUP:
NAME CHANGE GROUP:
SSN CHANGE GROUP:
UNVERIFIED ADMIT GROUP:
INCONSISTENCY EDIT GROUP:
NON-VETERAN ADMIT GROUP:
OVERDUE ABSENCES GROUP:
PATIENT DELETED GROUP:
SENSITIVE REC ACCESSED GROUP:
SENSITIVITY REMOVED GROUP:
AUTO RECALC GROUP:
MEANS TEST REQUIRED GROUP:
IRT SHORT FORM LIST GROUP:

Setup Gains and Losses Task in Taskman

The last step is to make sure that the daily statistics for G&L are recalcuated each night for the previous day's admission. The task that needs to be scheduled is called DG G&L RECALCULATION AUTO. You need to press enter several times until you are back up to the System Manager Menu. From there, choose Taskman Management and then Schedule/Unschedule Options.

Select Systems Manager Menu  Option: Taskman Management


          Schedule/Unschedule Options
          One-time Option Queue
          Taskman Management Utilities ...
          List Tasks
          Dequeue Tasks
          Requeue Tasks
          Delete Tasks
          Print Options that are Scheduled to run
          Cleanup Task List
          Print Options Recommended for Queueing

Select Taskman Management  Option: Schedule/Unschedule Options

Select OPTION to schedule or reschedule: DG G&L RECALCULATION AUTO       Auto-re
calculation of G&L Statistics
  Are you adding 'DG G&L RECALCULATION AUTO' as 
    a new OPTION SCHEDULING (the 13TH)? No// Y

You will a Screenman screen, like the one we used when we added a new user. Fill in the field QUEUED TO RUN AT WHAT TIME to T+1@0001 and RESCHEDULING FREQUENCY. The TASK ID number will be empty until you go to bottom and type "S" (or F1-S, or click on "Save") to save the entry. You can then Exit ("E", F1-E, or click on Exit) to exit back to the menu system.

                      Edit Option Schedule
     Option Name: DG G&L RECALCULATION AUTO
     Menu Text: Auto-recalculation of G&L Statis          TASK ID: 1115
   __________________________________________________________________________

   QUEUED TO RUN AT WHAT TIME: T+1@0001

 DEVICE FOR QUEUED JOB OUTPUT:

  QUEUED TO RUN ON VOLUME SET:

       RESCHEDULING FREQUENCY: 1D

              TASK PARAMETERS:

             SPECIAL QUEUEING:

 _______________________________________________________________________________

 Exit    Save    Next Page    Refresh    Quit

 Click on one of the above COMMANDs, or on a FIELD

 COMMAND: E                                                        HELP  Insert

Continue on to Admit Patients