36C77619R0003-010.doc

ATTACHMENT 9

IdM TK User Guide

IdM TK User Guide

Identity Management Toolkit (IdM TK) User Guide

May 2013 V2.0.2.7 Department of Veterans Affairs (VA)

Identity Management (IdM) Revision History

03/05/10

Updated for post-production release

11/07/11

06/15/12 6/21/12

Updated link to the Toolkit.

Irene Levine

12/21/12

Dedication

In memory of Mike Neveu for his more than ten years of service to the Veterans Administration. We especially want to thank Mike for his work on the Identity Services project.

June 2012 Table of Contents 13About the Identity Management Toolkit (IdM TK)

13IdM TK Core Functionality

14Accessing the IdM TK

14Audience

14Logging on and off

15About the Menu Bar

16About the Navigation Bar

17Working with Internet Explorer

17Disable Tabbed Browsing

17Working with Firefox

19Home

20Reminders, Notes, and Stars

22Managing Persons

22Types of Person Searches

29Searching for Persons

33Searching with wild cards

34Changing Search Types

36Searching for Deactivated Records

38Using Person Search Results

39About the Primary View

43Viewing Tasks

43Viewing Correlations

45Compare Correlations with the Primary View

48View Remote Data

52Synchronize the Primary View

55Viewing the Primary View Audit

57Viewing ICN History

58Viewing ADR MPI PV Compare Data

60Viewing Link Events

62Last Person Search

63Managing Tasks

63Searching for Tasks

65Searching by Caseworker

68Searching for Tasks within a Date Range

70Using Task Search Results

71About Task Locking

74Viewing Task Details

75About Attachments

75Firefox: Attaching Files

75Firefox: Opening Files

75Internet Explorer: Attaching Files

76Internet Explorer: Opening Files

76Working with Task Notes

78Assign, Unassign, and Resolve Tasks

80Viewing Task Audit

81List Tasks

81My Tasks

83Managing Task Types

86Managing Potential Duplicates

98Managing Potential Mismatches

105Resolving Potential Catastrophic Edits

107Creating Tasks

114Create Primary View Override Tasks

119Unlink an Active Correlation

125Relink a Correlation

128Remove ICNs

129Check Related Tasks

130Check Link Events

131Clear All Checks

132Managing Requests

132Search for Request

135Using Request Search Results

136Viewing Request Details

138Viewing Request Notes

142Working with Request Status

142Viewing Request Audit

144Viewing Request Tasks

145List Requests

146My Requests

146Create Requests

153Managing Request Types

156Working with Reports

156Saving Report Results

161Detailed Caseworker Report

166Task Type Statistics Report

167Enhanced Task Type Statistics

169Task Workload Report

170Enhanced Task Workload Report

172Task Resolution Statistics

172Request Type Statistics

175Request Workload

177Request Detailed Caseworker

180Tools

180Trait Compare

182Administrator Tasks

182Adding Users

183Locating the DUZ

184Modifying User Information

185Correlation Display Management

186Inactivating Stations

188Editing Station Names

189Troubleshooting Login Issues

190Appendix A – Mapped Data Fields

191Glossary

195Index

Table of Figures 15Figure 1: Logon Screen

15Figure 2: Idle Message

15Figure 3: Menu Bar

16Figure 4: Navigation Bar

21Figure 5: Home

21Figure 6: Add a reminder

23Figure 7: Probabilistic Search - Default

24Figure 8: Probabilistic search results

25Figure 9: Deterministic Search

26Figure 10: Deterministic search results

27Figure 11: All search results

28Figure 12: Person Lookup search results

29Figure 13: Internet Explorer Standard Toolbar

30Figure 14: No person found message

30Figure 15: No matches found

33Figure 16: Searching with Wild Card

34Figure 17: Wild Card Search Results

36Figure 18: Search by ICN

37Figure 19: View the Deactivated Record

38Figure 20: Person Search Results

40Figure 21: Primary View

42Figure 22: Printout- Primary View Print Detail

43Figure 23: Tasks tab

44Figure 24: Correlations

45Figure 25: Compare Correlations

46Figure 26: Compare Correlations

47Figure 27: View Correlation Audit

48Figure 28: Correlations tab

49Figure 29: Remote Data View

50Figure 30: Remote Audit Data

51Figure 31: Audit Options

52Figure 32: Sync-Out Primary View

53Figure 33: Synchronize Primary View tab

54Figure 34: Sync Primary View

55Figure 35: Sync confirmation message

56Figure 36: Primary View Audit

57Figure 37: ICN History

58Figure 38: ICN History Printout

59Figure 39: ADR/MPI PV Compare

60Figure 40: ADR/MPI Compare Printout

61Figure 41: Link Events List on the Person tab

61Figure 42: Link Events List on the Tasks tab

62Figure 43: Last Person Search

63Figure 44: Search for Task

66Figure 45: Search by Caseworker

66Figure 46: Caseworker results

68Figure 47: Search within Date Range

69Figure 48: Date Range Results

70Figure 49: Task Search Results

71Figure 50: Task Lock Owner

72Figure 51: Error Message

73Figure 52: Error Message Moves to Top of Page

74Figure 53: Task Details

77Figure 54: Task Notes

78Figure 55: Task Notes

78Figure 56: Sample email notification

80Figure 57: Task Notes Printout

80Figure 58: Task Audit

81Figure 59: List Tasks

82Figure 60: My Tasks

83Figure 61: Task Type Management

84Figure 62: Task Types

85Figure 63: Task Types Updated

86Figure 64: Task Search Results sorted by Threshold Scores

87Figure 65: Potential Duplicate

88Figure 66: Assign the case to yourself

89Figure 67: Example: Two ICNs with Threshold Scores

91Figure 68: Compare IDs

93Figure 69: Permanent Selected

94Figure 70: Link and Save Changes

96Figure 71: Link

97Figure 72: Do Not Link

98Figure 73: Create Potential Mismatch

99Figure 74: Manage Potential Mismatch tab

100Figure 75: Correlation List

101Figure 76: Primary View Correlation Trait Compare

103Figure 77: Search Results

104Figure 78: Mismatch completed successfully.

104Figure 79: Task Audit

105Figure 80: Potential Catastrophic Edits

106Figure 81: Task Details

106Figure 82: Catastrophic Edit tab

108Figure 83: Select Actions

109Figure 84: Create Tasks

109Figure 85: Caseworker drop-down

110Figure 86: Adding ICNs

110Figure 87: Remove the ICN.

111Figure 88: Flagged ICN is removed.

111Figure 89: Compare ICNs

112Figure 90: Threshold Scores

112Figure 91: Select the ICNs, and then select Create New Task

113Figure 92: Select the Task Type and then click Submit

114Figure 93: Task Details is displayed.

115Figure 94: Primary View

116Figure 95: Override tab

117Figure 96: Primary View Data

118Figure 97: Override Success Message

119Figure 98: Alias Box

119Figure 99: Insert Alias

120Figure 100: Primary View

121Figure 101: Click Correlations

122Figure 102: Correlation Comparison

122Figure 103: Unlink Correlation tab

123Figure 104: Submit Unlink

124Figure 105: Confirmation message

124Figure 106: Correlation Unlinked

125Figure 107: Relink tab

126Figure 108: Submit Relink

127Figure 109: Relink confirmation message

127Figure 110: Correlation Relinked

128Figure 111: Remove ICNs

129Figure 112: Check Related Tasks

129Figure 113: Click Yes

130Figure 114: View Tasks – Notice the Potential Duplicate and Potential Mismatch.

130Figure 115: Check Link Events

131Figure 116: Link Events List

131Figure 117: Clear All Checks

133Figure 118: Search for Request

135Figure 119: Request Search Results

137Figure 120: Viewing Request Details

139Figure 121: Request Notes

140Figure 122: Change Request Type

143Figure 123: Request Audit

145Figure 124: Request Tasks

146Figure 125: List Requests

146Figure 126: My Requests

147Figure 127: Create a Request

148Figure 128: Select Sites

149Figure 129: Add ICN or Search for Person

150Figure 130: Search Results to select an ICN

150Figure 131: Remove ICN

151Figure 132: Request Notes

152Figure 133: Request Details

153Figure 134: Request Type Management

154Figure 135: Change request type description

154Figure 136: Submit change

155Figure 137: Description changed.

156Figure 138: Reports

157Figure 139: Text to Columns

158Figure 140: Convert Text to Columns Wizard

159Figure 141: Step 2

160Figure 142: Select comma

160Figure 143: Step 3.

161Figure 144: Detailed Caseworker Report for IdM TK Administrators

162Figure 145: Detailed Caseworker Report Results for IdM TK Administrators

163Figure 146: Sample printout of Detailed Caseworker Report for IdM TK Administrators

164Figure 147: Detailed Caseworker Report with notes ran by individual caseworker

165Figure 148: Task Details

166Figure 149: Task Type Statistics Report

167Figure 150: Enhanced Task Type Statistics

168Figure 151: Enhanced Task Type Statistics Report

169Figure 152: Task Workload Report run by TK Administrator

170Figure 153: Task Workload Report by Caseworker

171Figure 154: Enhanced Task Workload Results

172Figure 155: Task Resolution Statistics

173Figure 156: Request Type Statistics

174Figure 157: Request Type Statistics Report Results

175Figure 158: Request Workload

176Figure 159: Request Workload Results

178Figure 160: Request Detailed Caseworker

179Figure 161: Request Detailed Caseworker Results

180Figure 162: Trait Compare

181Figure 163: Traits are filled in.

181Figure 164: Trait Compare Results

182Figure 165: Add User

183Figure 166: Administrator Menu > User Management

184Figure 167: Change User Rights

184Figure 168: Show Inactive

185Figure 169: IEN/Station Number drop-down menu

186Figure 170: Correlation Display Management

187Figure 171: Make station inactive

188Figure 172: Edit Station Name

189Figure 173: Updated Station Name

About the Identity Management Toolkit (IdM TK) XE "IdM, about" As the concept of sharing an individual patient's electronic health record between multiple organizations becomes real, it is critical that each person’s unique record identity is maintained. The Identity Management Toolkit (IdM TK) is used to resolve potential identity issues.

With the IdM TK, authorized users can search and view identity and task information from the Master Veteran Index (MVI). Specifically, you can view the Primary View record and any associated correlations, correlation data, history, audit trails and IdM tasks. A side-by-side comparison of the ADR and Master Patient Index (MPI) patient information is included. In addition, you can search for tasks, review task details, use the Healthcare Identity Management (HC IdM) Override option, and then view and resolve Potential Duplicate, Potential Mismatch, and Potential Catastrophic Edit tasks. Keep in mind that the MPI is considered the authoritative source for patient records until the MPI is re-hosted. Authorized users can also analyze and research requests from Points of Contact (POCs) at VistA sites.

NOTE: Potential Duplicate IDs, Potential Mismatches, and Potential Catastrophic Edits can be resolved in IdM TK 2.0.2.7 Most other tasks are resolved in the MPI.

XE "IdM Toolkit and how it works" \* MERGEFORMAT IdM TK Core Functionality

IdM TK is an intranet application used to facilitate improved identity management data quality for the VA. The IdM TK interacts with MVI. It is a primary tool used by the Healthcare Identity Management (HC IdM) staff for identifying, managing, and resolving tasks.

With the TK user interface, you can examine and review Patient Identity Data at the National level and Patient Identity Data at the correlation level. You can search and view identity and task information, including the Primary View record. In addition, you can view a comparison of the ADR and MPI person information. This comparison allows you to research Potential Duplicates and other identity data discrepancies.

Features in the TK include the following:

· View person identity data and tasks.

· Compare ADR and MPI patient data.

· Support probabilistic searches using the Initiate algorithm functionality and deterministic searches using the Person Searches function.

· Provide reporting.

· Retrieve audit information.

· Manage Potential Duplicates.

· Manage Potential Mismatches

· Manage Potential Catastrophic Edits

· Create Tasks.

· Manage the Primary View traits and Authority Scores using Override.

· Synchronize the Primary View.

· Unlink a Correlation from an ICN.

· Relink a Correlation.

· Add Attachments.

· Activate the Identity Theft Indicator.

· Compare two records probabilistically.

· Manage Requests.

· Add Attachments

Administrators can do the following:

· Edit Task and Request Descriptions.

· Manage Tasks and Requests displayed in the TK.

· Add, update, activate, or deactivate users.

· View statistics for all users (Reports).

· Manage how stations display on the IdM TK pages.

Accessing the IdM TK Here is the address for access to the IdM TK:

http://mvitk-prod.va.gov:8001/imdquiWeb/login.do If you need access to the previous version of the Toolkit access for Tasks that were generated in the previous version and were not carried over to the current TK version, here is the address:

http://imdq-prd.commserv.healthevet.va.gov:7930/imdquiWeb/login.do XE "audience" \* MERGEFORMAT Audience

IdM TK Version 2.0.2.7 supports four types of users including Caseworkers (end users), Administrators, Points of Contact (POCs) and Guests. The HC IdM staff is the primary user of the IdM TK and its related functions. The HC IdM staff will use both the legacy MPI Identity Management tools and the IdM TK until the MPI is completely re-hosted.

Logging on and off XE "timeout"

XE "timeout" XE "Log on"

XE "Log off" To log on:

1. Enter your NT User Name. (Your VA Login ID is the same as your User Name.)

2. Enter your NT Password.

3. If the Window's Domain is not automatically populated, enter your Windows Domain.

4. Click the check box to accept the Identity Management - User Agreement. (Keep in mind that you can tab to the Accept Agreement check box, but the system does not focus on the check box. The Accept Agreement text is highlighted but the check box is actually selected. To accept the Agreement, press the spacebar and a check mark is displayed.)

5. Click Logon. See Figure 1.

Figure 1: Logon Screen

To log off:

1. Click Log off in the menu bar. You can log off from most of the pages except the Logon screen. Log off is also available from the Menu and Navigation bars.

2. IdM TK has a built-in idle feature. After 60 minutes of inactivity, the idle warning message is displayed. See Figure 2. Enter your password and click Submit. After you log back on, you are returned to the screen you were previously working on.

Figure 2: Idle Message XE "menu bar" \* MERGEFORMAT About the Menu Bar

The Menu Bar contains the current date, Help, Log off, and Search links. You can enter a full ICN or an EDIPI to lookup a record using the search box. See Figure 3. Log off also displays in the Navigation Bar.

Figure 3: Menu Bar

XE "navigation bar" \* MERGEFORMAT About the Navigation Bar The Navigation Bar is on the left and contains links to Manage Persons, Manage Tasks, Manage Requests, Reports, Administrator Menu, Tools, and Log Off. The Navigation Bar also displays the search criteria of the last performed search. For example, if you searched by the Name, Social Security Number (SSN), Gender, and Date of Birth (DOB) of the person whose file is being viewed, these fields appear in the Navigation Bar.

Your user access rights and role can affect which options you can see on the Navigation Bar. For example, only TK Administrators can see the Administrator options. You can click any link that includes the plus sign to view other options. For example, click Manage Persons, Manage Tasks, or Manage Requests to expand the links. See Figure 4.

Figure 4: Navigation Bar

Working with Internet Explorer XE "Internet Explorer"

· To get the recommended behavior, all users must use the standard VA configuration for Internet Explorer.

· Use of the Back button on Internet Explorer is not recommended as undesirable results may occur. Use the links on the Navigation Bar.

· Pop-up windows are always independent from the application window. Pop-ups do not close when you are closing the application browser window or when you are logging off. Be sure to close all pop-up windows after you log off.

· If you need to have more than one IdM TK session open at the same time, be sure to click the Internet Explorer icon to open a new browser. Do not select File > New Window in your current session.

Disable Tabbed Browsing XE "Internet Explorer:disable tabbed browsing" XE "Internet Explorer:disable tabbed browsing" XE "Tabbed Browsing:disable"

XE "Internet Explorer:settings" IdM TK was designed to run on non-tabbed enabled browsers. You must disable tabbed browsing on the VA standard browser for the IdM TK to work properly. If you do not disable tabbed browsing, patient context may not be kept distinct and separate between open TK sessions.

Here are the instructions:

1. In Internet Explorer V7 and V9, click Tools, and then click Internet Options.

2. Click the General tab, and then in the Tabs section, click Settings.

3. Clear the Enable Tabbed Browsing check box.

4. Click OK twice.

5. Close Internet Explorer, and then open it again.

For procedures on using attachments with Internet Explorer, go to Internet Explorer: Attaching Files, page 73.

Working with Firefox If you are using Firefox with the Toolkit, it is recommended that you install the Multifox 1.3.5 add-in. XE "Firefox"

· If you want to have more than one session open in TK, install Multifox 1.3.5

· After installation, navigate to New Tab -> New Identity Profile to create a new browser.

· With Firefox, Caseworkers can use Spell Check when entering Notes for a Task or Request.

· For procedures on using attachments with Firefox, go to Firefox: Attaching Files, page 73.

· To view attachments on the Task Detail or Request Details pages, you can define what action Firefox will take for each file type it tries to download. In this way, the browser will not attempt to preview the file in the browser window. You cannot add or delete a file type from the list. It is recommended that you associate the common attachment types, such as .docx, .xlsx, and .pptx, with the appropriate Microsoft application.

· Select Firefox > Options > Applications.

· Select the action, and then click OK.

Home XE "Home page:usng" When you first log on to the TK, the Home page is displayed. Figure 5 is an example of the Home page. Notice that the page is divided into four sections: My Tasks, My Requests, Quick Search, and Task Search. You can begin working by resolving your tasks and requests and searching for a task by ICN or task number. See Managing Tasks, page 61 for more information on working with your tasks or Managing Requests, page 130 for information on working with your requests.

Notice

Usability Tips: XE "Usability tips"

XE "Font size:increase or decrease"

· To enlarge the font size on your screen, hold the Control/Shift and + keys. To decrease the font size, use the Control/ Shift and - keys. Keep in mind that the display could be slightly distorted when using these shortcuts.

· Screen Resolution Settings: Here is a list of screen resolutions that were tested with the Toolkit. For the best result, select one of the higher settings.

· In this IdM TK User Guide, the Navigation Bar (left side of screen) may not show exactly what you see on your own computer screen, depending on your role/access in the Toolkit.

Reminders, Notes, and Stars XE "Reminders"

XE "Notes"

XE "Stars" You can use Reminders to send yourself memos. Notice the arrow pointing to Reminders in Figure 5.

· Click Reminders. All reminders are visible, Figure 6, which will allow you to manage them, including deleting any that were scheduled for a future date. If you have reminders for future dates, the reminders will not show up until their due date. To view all reminders listed regardless of the date, click Reminders from the Navigation bar.

Figure 5: Home

Figure 6: Add a reminder

· The bell and count will display the number of active reminders that you have. Reminders that have been scheduled for dates in the future are not included in the count. When you mouse over the bell icon, only active reminders are included. Keep in mind that the bell on does not display if you have not set reminders.

· Click the pencil icon to write a note to yourself. Notes carry across all sessions and remain until you delete them.

· Click the pencil icon to see the notes list. Click on the link in the note to move automatically to that object, such as a Task or Request. You cannot edit the text of the notes added with the star. Notes are stored in the database and are accessible across sessions until they are manually deleted.

· Click the star icon,, which is displayed next to a Task, Request, or ICN to automatically add a note. (The star is a shortcut that you can use to make a note of a Task, Request or ICN.) The note contains a small amount of detail.

Managing Persons You use the Manage Persons function to research individual persons and patients in the ADR. To access this function, select the Search link under Manage Persons on the left navigation bar. You can search for a person, and then review the Primary View and other pertinent information including Correlations, the Primary View Audit, ICN History, ADR MPI PV Compare, Link Events, and Person Tasks. You can click the Tasks tab to see associated tasks for a specific ICN.

XE "probabilistic search" \* MERGEFORMAT

XE "deterministic search" \* MERGEFORMAT Types of Person Searches XE "person:search types" XE "Lookup search" XE "search types:about" XE "Threshold Score" You can search for a person using a Probabilistic, Deterministic, or All method. Probabilistic is the default. See Figure 7. Click Deterministic or All to change search type. Keep in mind that if you want to perform a Deterministic or All search, you must select that type each time you log on. If you change your search type, for example from Probabilistic to Deterministic, a message is displayed asking if you want to set the new search type as the default. If you answer yes, your choice is in effect for the current session. The search type can be changed later in the session by changing the search type selection. Keep in mind that you can also enter an ICN or EDIPI in the Menu Bar. See Figure 3: Menu Bar, page 13.

The Min (minimum) Score is displayed at the top of the screen. (See the arrow pointing to the Min Score.) The current default search Threshold Score (displayed as Min Score on the screen) is set to maximize the meaningful person search results. You can modify the Threshold Score to a higher score to see results that more closely match your search criteria. (Enter a higher number in the Min Score field.) You can also enter a lower score, which will increase the number of results but they may be less meaningful.

Notice you can also enter an EDIPI (Electronic Data Interchange Personal Identifier), and then click DoD (Department of Defense) Display to view Defense Enrollment Eligibility Reporting System (DEERS) data. (See the arrow pointing to DoD Display.)

Figure 7: Probabilistic Search - Default

· Probabilistic search uses the submitted values and executes using an algorithm to return results that are potential matches. With probabilistic searches, you must enter at least one value from the following list:

· SSN.

· Home Phone.

· Last Name with at least one additional search field.

You can enter additional data to the search to receive a more refined result. For example, if you enter a valid Last Name and DOB, the system might locate more than one person with the same or similar values. Deactivated records may also be returned with the probabilistic search results, and the ID state is provided with each ICN. See Figure 8 for the results.

· Probabilistic search results can contain the 200M-NI (National Identifier) record which is the Primary View. The last value in the 200M-NI-9999999999V999999 result is an ICN.

· The PI (Patient Identifier) is a local identifier that indicates the record returned is a Correlation. For example, a result of 553-PI-100001791 denotes that it is a Correlation with a 553 Station Number and an IEN of 100001791.

Figure 8: Probabilistic search results See Figure 9 for an example of the Deterministic search screen. Notice that the Street Address fields along with POB City, POB State, Mother’s Maiden Name, and the Street Address and Home are unavailable. You cannot enter data in these fields. Although Home Phone has an asterisk, which indicates that it is required, the Home Phone cannot be entered for deterministic searches.

Figure 9: Deterministic Search

· Deterministic search uses the submitted values and returns results that are an exact match. With deterministic searches, you must enter one of the required fields, which are marked by the red asterisk.

· Integration Control Number (ICN).

· SSN.

· Last Name.

· Internal Entry Number/Station Number (IEN/Station Number).

· You can add field data to the search to receive a more refined result.

See Figure 10 for search results based on Last Name and Gender:

Figure 10: Deterministic search results

· All - You can submit values and perform both a deterministic and a probabilistic search at the same time. However the results will display separately if more than one match is found. See Figure 11.

Figure 11: All search results

· You can conduct a Person Lookup if you know the full 17 character ICN Number or the IEN/Station Number. When you perform a Lookup, you know exactly what record you need to find. If you enter either value, you will get one result assuming the values are valid. A lookup returns one match or no matches. See Figure 12 - the search was conducted on the ICN. The Primary View is displayed.

Figure 12: Person Lookup search results Searching for Persons XE "person:searching for" You must enter valid search criteria to begin a Person Search. You can enter search criteria in various ways to return a wide range of persons or a specific person. Probabilistic is the default. You can also select Deterministic or All.

If you change your search type, for example from Probabilistic to Deterministic, a message is displayed asking if you want to set the new search type as the default. If you answer yes, your choice is in effect for the current session.

If you need to stop the search, click Cancel. If Cancel does not stop the search, click the red X, which is the STOP button, on the Internet Explorer Standard toolbar. See Figure 13.

Figure 13: Internet Explorer Standard Toolbar

1. Select Manage Persons > Search.

2. Enter valid search criteria.

3. Click Search or Go. When the search is complete, Person Search Results are displayed.

· If multiple results are displayed, click one of the found records and the Primary View is displayed.

· If a single result is found, the Primary View is automatically displayed.

· If you search using Deterministic and the person you are looking for is not in the database, a message is displayed. See Figure 14.

· If you search using Probabilistic or All (which includes Probabilistic), the No matches found message is displayed. See Figure 15.

Figure 14: No person found message

Figure 15: No matches found

4. You can also click Revise Search and enter additional criteria or start your search over.

The search uses all the information that is entered on the screen. The only exception is when the data includes an ICN or an IEN/Station Number. In those cases, only the ICN or IEN/Station Number is used.

Table 1: Search Criteria Here is a table of the valid search criteria:

To see the DoD Data View, enter the EDIPI, and then click DoD Display.

However if you also enter the ICN or the IEN/Station Number, those values override the SSN.

· If you enter the IEN and Station number, the system ignores additional search criteria and returns a response based on a correct IEN/Station Number. If the IEN/Station Number value is not valid, the No matches found message is displayed.

(Data File Number (DFN) is the commonly used acronym for IEN.)

· If you enter a Name that is not found, the No matches found message is displayed.

· If you enter a Last Name with one or more of the other fields, the system searches the database using Last Name and any of the other fields (other than any of the lookup fields). The lookup fields are ICN or IEN/Station Number.

· If you are using a Probabilistic search, you will need to enter an additional search field along with the Last Name.

Year only Month and Year Month, Day, and Year.

You can also click the calendar and select the DOB. The DOB default year for the calendar is 1950.

· All - returns all ID States associated with the search criteria

· Permanent - returns only persons with a permanent ID State

· Temporary - returns only persons with a temporary ID State

· Deactivated - returns the surviving ICN record.

You can enter a Home Phone number as a single search criteria for a Probabilistic/All search. You do not need to include the area code. Keep in mind that more than one match can be returned based on the entered phone number.

XE "wildcards"

XE "searching with wildcards" Searching with wild cards You can enter an asterisk (*) as a wild card only with a First Name and Middle Name. For example, you can enter a partial First Name or Middle Name, such as D* or Dor* or *Do or *Do*. IdM TK searches for all instances of the First Name or Middle Name with the specified letters. See Figures 16 and 17. (Keep in mind wild card searching is only for deterministic searches.)

Figure 16: Searching with Wild Card

Figure 17: Wild Card Search Results

Changing Search Types XE "search types:changing"

XE "Changing Search Types" If you change your search type, for example from Probabilistic to Deterministic, a message is displayed asking if you want to set the new search type as the default. If you answer yes, your choice is in effect for the current session. For example:

1. Click Deterministic. The following message is displayed:

2. Click OK.

3. Enter the identity traits that you want to use in the search.

4. Click Search or GO. The Search Type is set to Deterministic and is maintained for the current session.

Searching for Deactivated Records XE "deactivated records" You can search for deactivated records using a Probabilistic method or by entering an ICN. With a probabilistic search, you must enter at least one value from the following list:

· SSN.

· Home Phone.

· Last Name with at least one additional search field.

· You can enter additional data to the search to receive a more refined result.

1. Enter the ICN in the ICN field. See Figure 18. (If you enter an ICN, the lookup is executed only on the value provided in the ICN field. Additional search criteria are ignored.) Click Go.

2. View the deactivated record, Figure 19.

Figure 18: Search by ICN

Figure 19: View the Deactivated Record

Notes:

· Click the PERMANENT: ICN hyperlink in the banner to view the permanent ICN information.

· The correlation listed in the Correlations table is the correlation that was present at the time the ICN was deactivated. Be sure to notice the status of the correlation. In this example, see DEACTIVATED DUPLICATE.

· Be sure also to view the MPI data for the deactivated record information.

Using Person Search Results XE "person:using search results" When a Person Search is complete and there are multiple matches, a list of the matching records is displayed. See Figure 20. Click any record to display the Primary View. If the record for only one person is returned, the Primary View for that person is displayed.

Figure 20: Person Search Results Notes:

· The Person Search Results page displays up to ten columns for the records returned. The returned data is displayed in columns in ascending order by default. The default order for probabilistic searches is by Threshold Score. The default order for deterministic searches is by ICN.

· Click the arrows to the right of the column heading to sort by ICN, Name, SSN, and TS (Threshold Score). Threshold Score only displays as a result of a probabilistic search. See Figure 20.

· Probabilistic search results can contain the 200M-NI (National Identifier) record which is the Primary View. The last value in the 200M-NI-9999999999V999999 result is an ICN.

· The PI (Patient Identifier) is a local identifier that indicates the record returned is a Correlation. For example, a result of 553-PI-100002302 denotes that it is a Correlation with a 553 Station Number and an IEN of 100002302.

· Person Search Results displays up to 100 records.

On the Navigation Bar, Last Person Search displays the total number of results returned – 100 records is the maximum number.

· The ALL search displays the probabilistic count in the Navigation Bar.

· Click the link for any record to navigate to the Primary View for that record.

· Click Revise Search to navigate to the Search for Person page and maintain the search criteria previously entered. Click Clear to remove the values of the previous search.

· Click Last Person Search on the Navigation Bar to return to the Person Search Results page for the last initiated search during the current session. If the system has not maintained the Last Person Search results, a message is displayed.

· Click Search on the Navigation Bar to begin a new search.

· You can copy information from one page and paste it somewhere else, such as into your MPI Resolution Journal Case.

XE "primary view" \* MERGEFORMAT

XE "print:About the Primary View" \* MERGEFORMAT About the Primary View XE "primary view" XE "person:primary view" The Primary View provides the most accurate, current, and complete identity information for a patient. The Primary View business rules make determinations about data additions and updates to identity traits (Name, SSN, SSN Verification Status, DOB, Gender, Mother’s Maiden Name, Place of Birth, and Multiple Birth Indicator) based on the authoritativeness of the update or edits as they are received by the MPI. The IdM TK displays data provided by Master Veteran Index (MVI) services. See Figure 21.

Updates to patient identity traits are applied or rejected, based on the Primary View business rules that determine the quality of the edits being received. The authoritativeness of the update is established based on events and activities at the facility from which the update is being sent, including whether the patient has a current registration, active prescription, recent treatment dates and other indicators. You can use the OVR task to manage the values of the Primary View and Authority Scores. See Create Primary View Override Tasks, page 112.

The tabbed pages provide a complete view of a specific record, and allow you to view correlations and compare the current ADR record as it appears against the MPI current record.

1. Select Manage Persons > Search.

2. Enter valid search criteria, and then click Search.

3. From the Person Search Results, click the appropriate record. The Master Veteran Index (MVI) Primary View is displayed. See Figure 20. (See Appendix A – Mapped Data Fields, page 188 for a list of sources for each field.)

Figure 21: Primary View Note:

· The values for ID Theft Indicator are Yes, No, or Blank.

· The Primary View tab displays the list of aggregated Alias Names and Alias SSNs associated with the person's record from all VA Medical Centers. Click the ...more hyperlink to view additional Aliases, if they are part of the record. See Figure 21.

· Notice the Create OVR Task function at the top of the screen. See Create Primary View Override Tasks, page 112.

The search criteria used to perform the search such as the Name, SSN, Gender, and DOB of the current record appear on the left on the Navigation Bar. You can also view these pages:

· Click Tasks to see associated tasks for a specific ICN. You can also see Related Requests on this tab.

· Click Correlations and choose to view single or multiple correlations associated with the current record or choose to view correlation audit information.

· Click Primary View Audit to view ADR audit data for the current record.

· Click ICN History to view the historical activity associated with the current ICN.

· Click ADR MPI PV Compare to view a comparison of the current record from the ADR with the MPI view of the same record.

· Click Link Events to display the Do Not Link (DNL) file information including the date and time of the event, the event that added the record and the user, who initiated the event. The Link Events tab displays the current state of the DNL file relative to the record. In addition, the history of an ICN’s links and DNLs is not retained.

· Click Print. The information for the Primary View is displayed, Figure 22.

· You can also right-click, and then choose Print to print the information from an individual screen.

The Tasks, Correlations, Primary View Audit, ICN History, ADR MPI PV Compare and Link Event tabs have individual printouts.

Figure 22: Printout- Primary View Print Detail Viewing Tasks

From the Persons Search Results page, you can click the ICN, person’s name, or the SSN, and the Primary View is displayed. Click the Tasks tab to see a list of all Active Tasks, Resolved Tasks, and Related Requests, associated with the ICN. See Figure 23.

Figure 23: Tasks tab

Viewing XE "correlations" \* MERGEFORMAT

XE "print:Correlations" \* MERGEFORMAT Correlations XE "person:correlations" From the Persons Search Results page, you can click the ICN, person’s name, or the SSN, and the ADR Primary View is displayed. The Correlations tab displays all the correlations and active Site Associations associated with the current Primary View. Click the Correlations tab. The number of records that are included in the header of the Correlations tab is displayed only after you click the tab. You may see the following:

After you click the Correlations tab, Figure 23, the count of records is displayed. Only active Site Associations are displayed and they are displayed directly below the active correlation. See Figure 24.

Notice the PI (Patient Identifier), which indicates the record returned is a Correlation. For example, the first result of 123-PI-USVHA denotes that it is a Correlation with a 123 Station Number.

Note that when you compare multiple correlations, the Alias Names and Person Category fields are not compared. Click Print for a copy of the content of the Correlation tab.

Person Correlation Status describes when a correlation record is Active or Deactivated. The following values are valid:

· A-Active

· D-Deactivated from a Duplicate

· M-Deactivated from a Mismatch

· H-Deactivated from local merge

· U-Deactivated from an unlink

Figure 24: Correlations Compare Correlations with the Primary View

Figure 25: Compare Correlations

1. Click the check box for All Correlations. Figure 25.

2. Click Compare Correlations. Figure 26.

3. Use the horizontal scroll bar to navigate through the correlation comparisons. Notice that differences in the records are highlighted and marked with an "X" on a red circle between the columns. See Figure 26.

Figure 26: Compare Correlations Instead of comparing All correlations, you can also compare one or more of the available correlations with the ADR Primary View:

1. Click the appropriate check box to the left of the Station IDs. See Figure 25.

2. Click Compare Correlations. Use the horizontal scroll bar to navigate through the correlation comparisons. Notice that differences in the records are highlighted and marked with an "X" on a red circle between the columns.

3. Click Print for a copy of the data on the Correlation Comparisons page.

Note:

· A red triangle is displayed in the Pot Cat Edit Status field, which indicates that there is a pending Potential ID Change Task on the correlation in the MPI. The Potential Cat Edit Status indicator is displayed when there is a pending Potential ID Change Exception on the MPI or there is a pending Potential Catastrophic Edit Task in Toolkit. After the Potential ID Change Task is resolved, the Pot Cat Edit Status field will be blank. See example below.

Correlation Audit:

1. Check the correlation records to be displayed, or check All Correlations. Click View Correlation Audit from Figure 25. See Figure 27 for the Correlation Audit page. The Correlation Audit information is ordered from the oldest to the newest for the edited traits. Notice the Trait Status, which indicates that there is or there was a Potential Identity Change Task, which should be referenced on the MPI. (The correlation audit is for the correlation information on the MVI/TK and not the audit of the record at the VAMC)

XE "Trait Status" The Trait Status possible values are:

P = Pending Potential Identity Change Task exists for the correlation.

A = Traits were Accepted when the Potential Identity Change Task was resolved.

R = Traits were Rejected when the Potential Identity Change Task was resolved.

If one of the correlations on the Correlation Audit screen includes a value in the Trait Status field, then you know that specific correlation caused a Potential ID Change Task. Be sure to reference the MPI for details on any Potential Identity Change Tasks.

2. Click Print for a copy of the data on the Correlation Audit information.

Figure 27: View Correlation Audit

View Remote Data

From the Correlations tab, you can view Remote Data.

1. Click the Correlations tab, and then click the Correlation Name hyperlink (Figure 28). The Remote Data View information is displayed, Figure 29. The hyperlink for the remote data is only visible if the site has remote data AND user accounts have been configured for proper auditing, including the SSN and DUZ. TK Administrators can update user accounts on the Administrator Menu > User Management screen.

Figure 28: Correlations tab

Figure 29: Remote Data View

2. Click the Audit button (Figure 29) to display the complete data. See Figure 30.

3. Click the Audit Fields button to display the list of fields, Figure 30. You can determine which fields you want to view. If you select EXCLUDE, you will see all the fields except the selected fields. You can also filter the results by audit dates. The drop-down lists for the dates include all timestamps included in the audit results. See Figure 31 for a list of fields.

4. You can print to a PDF file. After the PDF file is created, you can search for a specific word.

Figure 30: Remote Audit Data

Figure 31: Audit Options

Synchronize the Primary View XE "Synchronize:primary view"

XE "primary view:syncronize" You can synchronize the Primary View from the Correlation Comparison screen (Figure 32). To synchronize the primary view across the interested correlations for a record:

1. Click Create Sync Task from Figure 32.

Figure 32: Sync-Out Primary View

2. Click the Synchronize Primary View tab. See Figure 33.

Figure 33: Synchronize Primary View tab

3. Click Sync Primary View, Figure 34.

Figure 34: Sync Primary View

4. The Sync confirmation message is displayed, Figure 35. Click OK to SYNC.

Figure 35: Sync confirmation message The MPI sends a synchronization message to that correlation and updates the correlations data with the Primary View. Here is the final message:

XE "Unlink:active correlations" Viewing the Primary View Audit XE "person:primary view audit" From the Persons Search Results page, you can click the ICN, person's name, or the SSN, and the ADR Primary View is displayed. Click the Primary View Audit tab. See Figure 36.

Figure 36: Primary View Audit The Primary View Audit page displays the following fields:

· Date/Time Updated

· Attribute

· Before Value

· After Value

· IEN/Station Number

· Correlation (site name)

· User who made the Change Notes:

· Use the Attribute drop-down menu to filter the displayed attributes.

· Use the sort buttons to sort the data in the columns. Click the paging buttons to navigate through the audit pages.

· Note that the Primary View Audit information is displayed in the default sort order from oldest to newest showing date and time.

· Notice the shading difference in background colors, which indicates a date/time change. The shading only appears on the screen and not on the printout.

· You can Print the information available on the Primary View Audit.

· You can copy and paste the audit information as needed.

Viewing XE "icn history" \* MERGEFORMAT

XE "print:ICN History" \* MERGEFORMAT ICN History XE "person:icn/history" From the Persons Search Results page, you can click the ICN, the person's name, or the SSN, and then click the ICN History tab. You can view changes associated with a specific ICN. Each time a record is changed or updated or an HL7 message is received, another column is displayed with a date/time stamp. An ID state in any column may be blank if the transaction happened before the system began tracking ID State history.

The number of records that are included in the header of the ICN History tab is displayed only after you click the tab. You may see the following:

After you click the ICN History tab, Figure 37, the count of records is displayed.

Figure 37: ICN History

Notes:

· If more than four historical records are found, use the horizontal scroll bar to view the records beyond the viewable screen.

· You can Print the information available on the ICN History screen. See Figure 38.

· A record with a deactivated ID State is highlighted in red.

Figure 38: ICN History Printout

Viewing XE "mpi and adr compare" \* MERGEFORMAT

XE "adr and mpi compare" \* MERGEFORMAT

XE "compare adr and mpi" \* MERGEFORMAT

XE "print:ADR MPI PV Compare" \* MERGEFORMAT ADR MPI PV Compare Data XE "person:adr mpi pv compare" From the Persons Search Results page, you can click the ICN, the person's name, or the SSN, and the ADR Primary View is displayed. Click the ADR MPI PV Compare tab. See Figure 39.

Use the ADR MPI PV Compare tab to compare the Primary View information from the ADR with the same record in the MPI. The same identity traits showing differences in the ADR and MPI records are highlighted and marked with a red "X" between the columns. See Appendix A – Mapped Data Fields, page 188 for a list of sources for the displayed fields.

Figure 39: ADR/MPI PV Compare Notes:

· Use the vertical scroll bar to navigate the ADR/MPI comparison table.

· Click Print to print the information on the page. See Figure 40.

· Fields from the ADR or the MPI that are unavailable are grayed out. If there is no data, the field is empty but it is not grayed out. In addition, some of the fields on this screen are not applicable in the MPI Primary View.

· A red triangle indicates a Potential Catastrophic Edit Status. The red triangle indicates that the associated correlation has a pending Potential ID Change Task on the MPI or there is a pending Potential ID Change Task in the Toolkit.

Figure 40: ADR/MPI Compare Printout Viewing Link Events XE "Link Events:viewing" You can use the Link Events tab to view the current Link and DNL information for an ICN. There are two views – you can view Link Events on the person record and also on the Task Details tab. In this way, the Link Events tab may contain details about one or more ICNs. Notice that the time is displayed in military format.

1. To access the Links Events tab on the person record, perform a search and then from the Persons Search Results page, you can click the ICN, person's name, or SSN. Click the Link Events tab. See Figure 41.

2. To access the Link Events tab for a task, select a task, and then the Task Details tab is displayed. Click the Link Events tab. The table shows the current DNL information for all ICNs that are part of the Task. See Figure 42.

Figure 41: Link Events List on the Person tab

Figure 42: Link Events List on the Tasks tab XE "last person search" \* MERGEFORMAT Last Person Search

Click the Last Person Search link, located in the Navigation Bar, to return to the Persons Search Results page of your last search. If the previous search type was All, Last Person Search does not return you to your last search and you will receive the following message:

The results depend on the type of search you performed to obtain the current record. For example, if you are reviewing the Primary View and decide to return to your last search, you can click Last Person Search and you will be returned to your last search if the search type was Probabilistic or Deterministic but not ALL. In Figure 43, the search type was Probabilistic. When you click Last Person Search, Person Search Results Probabilistic is displayed.

Figure 43: Last Person Search Managing Tasks XE "Tasks:managing" You use the Manage Tasks option to do the following:

· Search for a Task.

· Review Task Details.

· Use Task Notes to assign, unassign or resolve Tasks, and to enter notes.

· Upload and open Attachment Files.

· View Task Audit information.

· Manage Potential Duplicates.

· Manage Potential Mismatches.

·…