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about 9 years ago

Step 1 Test Cases

Please view this document in entirety in PDF format at http://www.ehealth.va.gov/docs/mass/TCMS-Step1_Test_Cases.pdf

Step 1 Test Cases 

 Contents

USE CASE 1:  ESTABLISH, ORGANIZE, AND MANAGE THE SCHEDULING COMPONENT   2

USE CASE 2: Establish and Manage Section Schedules.. 6

USE CASE 3: Create A Patient Appointment.. 10

USE CASE 4: Manage a Patient Appointment.. 12

USE CASE 5: Manage A Walk-In Patient.. 14

USE CASE 6: Cancel Individual Appointment.. 15

USE CASE 7: Reschedule Individual Appointment.. 17

USE CASE 8: Add Appointment Request to Waiting List and Schedule Patient from Waiting List.. 19

USE CASE 1:  ESTABLISH, ORGANIZE, AND MANAGE THE SCHEDULING COMPONENT

This use case covers various aspects of system configuration at a higher level of management, medical treatment facilities, and sections where schedules are created. Appointment scheduling policies and directives are issued from Veterans Health Administration (VHA) management to the management staff of the health care system to the Scheduling System Component Administrator (SCSA).

The management level for this use case is the California, Alabama, and Georgia Veterans Affairs (VA) Health Care Systems, which serve the veterans of these states.

The following configuration must be done in a given VistA instance, for each one of the three states to allow the processing of information across the three states. Hereafter, California is used as a detailed example to illustrate what configuration must be done for all the three states.

The Headquarters for the California VA Health Care System is located in Sacramento, California and is co-located with its largest medical treatment facility (MTF), the California VA Regional Medical Center.

The California VA Health Care System is composed of two medical facilities, the aforementioned California VA Regional Medical Center and the California VA Outpatient Clinic. Each of these facilities contains one section, users, and standard appointment types.

Data from the attached tables can be used to configure the structure, files, and tables that will be needed to accomplish this use case and setup the California VA Health Care System Scheduling Component.

The SCSA will be responsible for creating the initial organization structure in the computer system once the directives are passed down.

Objectives:

Configure and update scheduling component structure, file, and tables.

Create standard services, appointment types, and holidays for the region that are passed down to lower level facilities.

Provide scheduling component access to users.

Prerequisites:

Utilized the information from the tables to create the VA management level, medical treatment facilities, and file and table entries.

Evaluator

System Component System Administrator

Step 1

Create/update a top-level management entity, table 1.

Step 2

Create/update two medical facilities under the management entity, tables 2 and 3.

Step 3

Create/update standard services, table 4.

Step 4

Create/update standard appointment type categories for the overall health care system, table 5.

Step 5

Create a standard national holiday and one VA specific holiday, table 6.

Step 6

Create a section (clinic/section) within each MTF, tables 7and 8.

Step 7

Create/update one pre-appointment communication template for the overall health care system that can be modified and utilized at the facility section level.

Step 8

Create a pre-appointment letter for a section based on the pre-appointment communication template created in step 7.

Step 9

Create a schedule for a provider in the Primary Care Section of the Regional Medical Center.

Step 10

Perform Step 1-9 for the other two VMs using locations in Georgia and Alabama

Checkpoint 1

Verify each VM is configured accordingly

Checkpoint 2

For items that specify update, after performing a modification to the item, verify each VM is updated accordingly once the initial save has occurred

Step 11

Deactivate a section and schedules

Checkpoint 3

Verify on the corresponding VM that a section and schedules have been deactivated

Step 12

Re-activate a section and schedules

Checkpoint 4

Verify on the corresponding VM that a section and schedules have been re-activated

 

Table 1:  Top Level Management Entity

California VA Health Care System Profile Information

Name

California VA Health Care System

Street Address 1

Headquarters California Health Care System

Street Address 2

Sacramento, California 94203

Phone

(916) 555-1212

Table 2: Facility 1

California VA Regional Medical Center Profile Information

Name

California VA Regional Medical Center

Hours

0800-1600

Abbreviation

CVARMC

Street Address 1

California VA Regional Medical Center

Street Address 2

23 Bradford Avenue

Street Address 3

Sacramento, California 94203

Phone

(916) 555-XXXX

Management Entity

California Health Care System

Table 3: Facility 2

California VA Outpatient Clinic Profile Information

Name

California VA Outpatient Clinic

Hours

0800-1600

Abbreviation

CVAOPC

Street Address 1

California VA Outpatient Clinic

Street Address 2

23 Eckerd Avenue

Street Address 3

Sacramento, California 94203

Phone

(916) 555-XXXX

Management Entity

California Health Care System

File and Table Information

Table 4: Service File

Name

Medicine Service

Surgical Service

Psychiatric Service

Ancillary Service

Table 5: Appointment Type Categories

Name

Regular

Compensation & Pension

Employee

Table 6: Holidays

Name

Dates

National VA Organization Day

20 July 2012, 22 July 2013, 21 July 2014,

Valentines’ Day

13 February 2012, 14 February 2013, 14 February 2014

Table 7: Primary Care Section Profile (California VA Medical Center)

Section Name

Primary Care

Section Code (DSS)

323

Section Service

Medicine

Abbreviation

PC

Facility

California VA Regional Medical Center

Hours

0800-1600

Location

West Wing Room 1

Table 8: Primary Care Section Profile (California VA Outpatient Clinic)

Section Name

Primary Care

Section Code

323

Section Service

Medicine

Abbreviation

PC

Facility

California VA Outpatient Clinic

Hours

0800-1500

Location

East Wing Rooms 10 and 11

 

Use Case 2: Establish and Manage Section Schedules

This use case covers the creation of schedules for a section/provider. It also covers the ability to hold, release, modify, and block schedules as well as cancelling previously scheduled appointments that existed when a schedule is blocked or made unavailable.

The Schedule Administrator will be responsible for creating schedules based on input from section personnel.

Objective

Configure resources for a section (i.e., providers, rooms, equipment).

Create schedules for resources in a section.

Hold a schedule that was created then release it manually and automatically.

Block a date/time range of schedules.

Block a date/time range of schedule with existing appointments.

Prerequisites

Medical treatment facilities, sections, providers, users, and appointment types should already be configured.

Evaluator

Schedule Administrator

Step 1

Create section appointment types that map to existing appointment type categories and appointment type duration. Use the data in tables 1 and 2.

Checkpoint 1

 Verify appointment types as defined by Table 1&2 exist in all VMs.

Step 2

Configure resources for a section (i.e., providers, rooms, equipment).

Step 3

Create schedules for multiple resources that are assigned to one section.

Step 4

Create a schedule for a provider from 4 December 2013 to 15 January 2014.

Checkpoint 2

Verify schedule for a provider from 4 December 2013 to 15 January 2014.

Step 5

Hold the 4 January 2014 date and set it to automatic release for scheduling on 3 January 2014.

Checkpoint 3

1. Verify hold on the 4 January 2014.

2. Verify release of the hold on 3 January 2014.

Step 6

Hold the 5 January 2014 date and manually release it for scheduling.

Checkpoint 4

1. Verify hold on the 5 January 2014.

2. Verify release of the hold on 5 January 2014.

Step 7

Block 9 a.m.-12 noon on 5 December 2013 for a meeting.

Checkpoint 5

  Verify block for 9 a.m.-12 noon on 5 December 2013.

Step 8

Block a portion of a schedule or a schedule that has existing scheduled patient appointments.

Checkpoint 6

Verify block for a portion of a schedule that has existing scheduled patient appointment.

Step 9

Demonstrate the cancellation process for the appointments that were scheduled when the schedule was blocked to include reason for cancellation.

Checkpoint 7

Verify cancellation of scheduled appointment (include reason for cancellation).

Step 10

Create a group appointment slot on a schedule.

Checkpoint 8

Verify a group appointment slot on a schedule.

Step 11

Associate pre-appointment patient instructions with appointment types that can be displayed to the scheduler and given to the patient when the appointment is scheduled.

Checkpoint 9

Verify associated pre-appointment patient instructions with appointment type in the scheduling interface.

Step 12

Setup multiple appointment types with designated time ranges on the same day. Example, a morning schedule may consist of only medication refill appointment types and the afternoon schedule may consist of only new patient appointment types.

Checkpoint 10

Verify multiple appointment types on the same day.

Step 13

Block or make unavailable multiple days of a schedule and include the reason for blocking.

Checkpoint 11

Verify block of multiple days of a schedule and include the reason for blocking.

Step 14

Block or make unavailable a reoccurring period of time and include the reason for blocking.

Checkpoint 12

Verify block of a reoccurring period of time and include the reason for blocking.

Step 15

Track and manage the patients that were cancelled due to the schedules being blocked.

Checkpoint 13

Verify patient appointments were cancelled due to the schedules being blocked.

Step 16

Change, modify, and update appointment types that are already on a schedule, on the fly.

Checkpoint 14

Verify corresponding changes to the appointment types that are already on a schedule.

Step 17

Add, modify, and delete appointment types from a section.

Checkpoint 15

Verify corresponding changes to the appointment types from a section.

Step 18

Configure schedules for overbooking and assignment of overbooking privileges to users.

Checkpoint 16

Verify overbooking of a schedule.

Step 19

Assign a provider to multiple sections.

Checkpoint 17

Verify the assignment of a provider to multiple sections.

 Table 1: Primary Care Section Profile (VA Medical Center)

Section Name

Primary Care

Appointment Type 1 Name

Initial

Appointment Type 1 Duration

30 minutes

Appointment Type 1 Category

Regular

DSS Primary Stop Code

323

 

 

Appointment Type 2 Name

Follow-up

Appointment Type 2 Duration

15 minutes

Appointment Type 2 Category

Regular

DSS Primary Stop Code

323

Table 2: Primary Care Section Profile (VA Outpatient Clinic)

Section Name

Primary Care

Appointment Type 1 Name

C&P

Appointment Type 1 Duration

30 minutes

Appointment Type 1 Category

Compensation & Pension

DSS Primary Stop Code

323

DSS Credit Stop Code

450

 

 

Appointment Type 2 Name

Regular

Appointment Type 2 Duration

15 minutes

Appointment Type 2 Category

Regular

DSS Primary Stop Code

323

DSS Credit Stop Code

450

USE CASE 3: Create A Patient Appointment

This use case covers the creation of a patient appointment. Pre-set appointment data will be required to accomplish this use case. During this use case the patient will need to be entered into the system or registered. Once the patient is registered, the scheduler selects the patient and enters information regarding that patient’s preferences and special needs that must be considered when making appointments. The scheduler then reviews the patient’s information to verify that an appointment can be made and demonstrates the system’s capability to search for appointments.

Once the appointment has been scheduled, the scheduler provides the scheduled appointment information to the patient. Additional actions to be demonstrated are detailed in the use case steps. Written appointment notifications need to be provided to the patient either through the mail or by using e-mail and the method that was used to notify the patient of their appointment is captured in the scheduling component.

Objective

Create an appointment.

Prerequisites

Pre-set data can be used to accomplish this use case.

Evaluator

Scheduler

Step 1

Receive appointment request (also demonstrate request through telephone, e-mail, and internet/form if available).

Step 2

Enter the desired future appointment date/time.

Step 3

Enter, register, and select the patient to schedule.

Step 4

Verify Patient Information

  1. Display/verify demographics.
  2. Verify insurance information.
  3. Display primary care provider information.
  4. Create/display/verify patient preferences and special needs.
  5. Create/display patient priority (50% or greater SC; SC for the condition) for rescheduling indicator (SC=Service Connected).

Step 5

Make appointment using data from Table 1, below, and guidance from Back Story Scenario Table 2.

Step 5c

Select the appointment slot.

Step 5d

Assign the patient to the selected appointment, record desired date and reserve resources.

Checkpoint 1

 Verify appointment made for the specific patient on a specific date.

Step 9

Schedule another appointment for the same patient and demonstrate the linking of the two appointments.

Checkpoint 2

Verify the second appointment is made for the same patient.

Step 10

Create/schedule/initiate patient pre-appointment notification.

Checkpoint 3

Verify the existence of the pre-appointment notification letter for the patient.

Step 11

Schedule a group of patients in a multiple appointment time slot (e.g., group therapy).

Checkpoint 4

Verify group appointment is made for a group of patients in a multiple appointment time slot.

Step 12

Schedule telehealth appointment where the patient location is in one VistA instance (Georgia VM) and the provider location is in a different VistA instance (Alabama VM)

Checkpoint 5

Verify the appointment is made for a patient located in Georgia for a telehealth provider in Alabama

 Table 1: Appointment Data

 Desired Date (DD)

8 July 2013

Agreed Upon Date (AUD)

22 July 2013

Create Date (CD)

 

 Table 2:  Create Patient Appointment

Established patient request for an early appointment

Schedule Established Patient request for an earlier appointment.  Desired Date is July 8, 2013.  Clinic has no capacity until July 17th. 

Provider negotiates an appointment timeframe with veteran at end of visit: 7/22/13

Schedule patient’s follow-up appointment using the Agreed Upon Date (AUD) negotiated at the end of the visit.  

New patient consult using the create date

Schedule a new patient consult requesting a first available appointment using the create date.  1st opening is two weeks in the future.

USE CASE 4: Manage a Patient Appointment

This use case covers appointment management of appointment information. Pre-set appointment data will be required to accomplish this use case. During this use case the patient has two scheduled associated appointments. An example of this would be a patient that has an appointment scheduled for a laboratory (section one) blood draw at 8:30 a.m. and an appointment (section two) with a provider at 10 a.m. The appointments are associated because the results of the first appointment are required for the second appointment. This use case demonstrates the flow of the patient through the medical continuum from one section to another and the appointment management steps necessary to check in and check out the patien