over 10 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 Display/verify demographics. Verify insurance information. Display primary care provider information. Create/display/verify patient preferences and special needs. 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