The Forms Approval Process Made Virtual

1. The Forms Approval ProcessMade Virtual Harry Lessinger and John Adkins

2. Harry Lessinger: Part 1 Why and how we eliminated the old paper review process

3. John Adkins: Part 2: Building the Site

4. What’s your role at your VA? Poll Question • HIM Manager • Coder • Biller • CAC • Clinician • Administration

5. Official Guidelines • VHA HANDBOOK 1907.01 August 25, 2006 • Forms and Template Management • HIM Practice Brief #10 TIU Note Titles and Templates – June 2012

6. Poll Results

7. Getting your form or template approved was an uphill battle

8. About what percentage of the total volume of forms and templates in circulation at your medical center that you believe should have been reviewed have been reviewed? Poll Question • 90% to 100% • 60% to 90% • 30% to 60% • Less than 30%

11. Originators and Members

12. Virtual Asynchronous Process

13. Poll Results

14. Over 90% of forms in circulation hadn’t been reviewed

15. What physical process are you doing now that you could improve by making it virtual?

16. We eliminated cumbersome steps we couldn’t enforce anyway

17. We also tried to simplify things to make the process easier

35. The Forms Approval Process Made Virtual , Part 2 John Adkins

36. Poll Question Do you have a manager at your facility who would be sympathetic to the cause and get you IT support to implement a virtual forms approval process at your medical center? • Yes • No

37. A Web-based System

38. Forms Approval System Users Web Server SQL Database Server Forms Approval Application

39. Poll Results

40. User Interface

41. User Interface ASP = ActiveServerPages IIS = InternetInformationServices

42. User Interface

43. Data Storage

44. Security/Member-ship Information Interface Lookup Values Cont. Approval Request Information Cont. tblCommittee Members tblFormFormat tblRequestSpecial Requirements tblVote Interface Lookup Values tblApprovals Approval Request Information tblStatus Approved Form Information tblForm Special Requirements tblRequests tblApprovedForms tblRequest Comments tblApprovedForm Comments tblFormCategories

45. Security/Member-ship Information Interface Lookup Values Cont. Approval Request Information Cont. tblCommittee Members tblFormFormat tblRequestSpecial Requirements tblVote Interface Lookup Values tblApprovals Approval Request Information tblStatus Approved Form Information tblForm Special Requirements tblRequests tblApprovedForms tblRequest Comments tblFormCategories tblApprovedForm Comments

46. Security/Member-ship Information Interface Lookup Values Cont. Approval Request Information Cont. tblCommittee Members tblFormFormat tblRequestSpecial Requirements tblVote • Interface Lookup Values tblApprovals Approval Request Information tblStatus Approved Form Information tblForm Special Requirements tblRequests tblApprovedForms tblRequest Comments tblFormCategories tblApprovedForm Comments

47. Security/Member-ship Information Interface Lookup Values Cont. Approval Request Information Cont. tblCommittee Members tblFormFormat tblRequestSpecial Requirements tblVote Interface Lookup Values tblApprovals Approval Request Information tblStatus Approved Form Information tblForm Special Requirements tblRequests tblApprovedForms tblRequest Comments tblFormCategories tblApprovedForm Comments

48. Security/Member-ship Information Interface Lookup Values Cont. Approval Request Information Cont. tblCommittee Members tblFormFormat tblRequestSpecial Requirements tblVote Interface Lookup Values tblApprovals Approval Request Information tblStatus Approved Form Information tblForm Special Requirements tblRequests tblApprovedForms tblRequest Comments tblFormCategories tblApprovedForm Comments

49. Where are forms stored?

50. Email Notifications