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Avatar PM 2023 Update 96

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Product Requirements and Recommendations

Avatar PM required
RADplus required

Recommended Update Level

Avatar PM 2023 Monthly Release 2023.02.00
RADplus 2023 Monthly Release 2023.02.00

Product Update Description

myAvatar NX is enhanced to include a field labeled 'Preferred Appointment Site' on the client demographic forms - 'Update Client Data', 'Admission', 'Admission (Outpatient)', 'Call Intake', 'Pre Admit', 'Pre Admit Discharge', and 'Discharge'. The Web Services associated with the forms are updated. The value of the 'Preferred Appointment Site' field is used to specify a default Site value when Scheduling Appointments for a client. Avatar Appointment Scheduling 2023 Update 21 is required for full functionality.

Required Updates

None

Included Updates

17, 21, 39, 44, 56, 63, 67, 73, 76, 78

Details
NEW1 CHANGED0 FIXED0
New (1)
Client Demographic forms - Preferred Appointment Site
myAvatar NX is enhanced to include a field labeled 'Preferred Appointment Site' on the demographic sections of the following forms - 'Update Client Data', 'Admission', 'Admission (Outpatient)', 'Call Intake', 'Pre Admit', 'Pre Admit Discharge', and 'Discharge'. Additionally, the Web Services associated with the forms are updated. The value of the 'Preferred Appointment Site' field is used to specify a default Site value when scheduling appointments for a client.
Avatar Appointment Scheduling 2023 Update 21 is required for full functionality.
Value Added: Preferred Appointment Site enhancement
Topics
• Admission • Admission (Outpatient) • Call Intake • Demographics • Discharge • NX • Pre Admit • Pre Admit Discharge • Update Client Data • Web Services
 
Acceptance Tests
AV-84586 Summary | Details
Client Demographic forms - Preferred Appointment Site
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Admission
  • Dictionary Update (PM)
  • Discharge
  • Leaves
  • Registry Settings (PM)
  • Site Registration
  • Site Registration - Assign ID
  • Staff Members Hours And Exceptions
  • User Definition
  • Update Client Data
  • Discharge Web Service
  • Admission (Outpatient)
  • SoapUI - ClientDemographics
  • Pre Admit Discharge
  • Pre Admit
  • Call Intake
  • Assign MR#
Scenario 1: 'Discharge' - Required/Full field validations
Specific Setup:
  • Client must be admitted to an active episode (Client A).
  • Using the "Site Registration" form:
  • Create additional sites.
  • Using the "Site Hours of Operation" button to enter in operating days/hours for the sites.
  • Using the "User Definition" form:
  • In the "Appointment Scheduling" section, give the user access to the new sites added.
  • Using the "Staff Members Hours and Exceptions" form:
  • Enter hours for the staff member.
Steps
  1. Open the "Discharge" form.
  2. Select a client to be discharged.
  3. Complete all required fields.
  4. Click [Submit]
Scenario 2: Validate the 'Admission' form for a new client
Specific Setup:
  • Using the "Site Registration" form:
  • Create additional sites.
  • Using the "Site Hours of Operation" button to enter in operating days/hours for the sites.
  • Using the "User Definition" form:
  • In the "Appointment Scheduling" section, give the user access to the new sites added.
  • Using the "Staff Members Hours and Exceptions" form:
  • Enter hours for the staff member.
Steps
  1. Open the "Admission" form.
  2. Enter a new client into any episode.
  3. Populate the "Preferred Appointment Site" field.
  4. Submit to file the form.
  5. Open the "Admission" form.
  6. Edit the admission episode that was just entered.
  7. Validate the data re displays at it was originally entered.
Scenario 3: 'Admission (Outpatient)' - Verification of form filing
Specific Setup:
  • If custom Form Designer changes are present in 'Admission (Outpatient)' form, please use 'Form Designer' to revert to 'Netsmart Produced Changes'.
  • Using the "Site Registration" form:
  • Create additional sites.
  • Using the "Site Hours of Operation" button to enter in operating days/hours for the sites.
  • Using the "User Definition" form:
  • In the "Appointment Scheduling" section, give the user access to the new sites added.
  • Using the "Staff Members Hours and Exceptions" form:
  • Enter hours for the staff member.
Steps
  1. Open Avatar PM 'Admission (Outpatient)' form.
  2. In 'Select Client' dialog, enter values for search criteria and click 'Search' button.
  3. Select existing client record to enter Admission record or click 'New Client' button to create new client record via Admission record entry.
  4. In 'Admission (Outpatient)' form, enter/select values for 'Preadmit/Admission Date', 'Preadmit/Admission Time', 'Program', 'Type of Admission', 'Admitting Practitioner' and any other required/desired fields.
  5. Navigate to 'Demographics' section of form.
  6. In 'Admission (Outpatient)' form 'Demographics' section, ensure that 'Client's Middle Initial' field is relabeled as 'Client Middle Name', and is updated to allow values/entries up to 50 characters in length.
  7. Verify that 'Communication Preference' contains the following: Email, Regular Mail, Home Phone, Text, Work Phone, Cell Phone, Do Not Contact, and Consumer Portal.
  8. Select any value in 'Communication Preference'.
  9. Select any value in "Preferred Site".
  10. Click 'Submit' button to file new Admission/episode for existing client/new client creation.
  11. In 'My Clients' Widget (or via 'Admission (Outpatient)'/'Update Client Data' forms), ensure that 'Client Middle Name', 'Communication Preference' and 'Preferred Site' values entered in 'Admission (Outpatient)' form is present.
Scenario 4: Client Demographic Web Service validation
Steps
  1. Using soapUI or some other web service tool, file the ClientDemographics web service.
  2. Set up a request to update the client demographic data.
  3. Include the field "Preferred Appointment Site" by populating it.
  4. Submit to file the request.
  5. Open the "Update Client Data" form.
  6. Validate the data that was just filed through the web service is now displayed on the form, including the "Preferred Appointment Site".
Scenario 5: 'Pre Admit Discharge' - Verification of form filing
Specific Setup:
  • If custom Form Designer changes are present in 'Pre Admit Discharge' form, 'Client's Middle Initial'/'Client Middle Name' field label change may not be visible on update installation; in this case, any future reverting of form to 'Netsmart Produced Changes' copy (via 'Form Designer') would include this field label change
  • Client record with existing Pre Admit Discharge record or eligible for new Pre Admit Discharge record entry, where Client Demographic information includes 'Client Middle Name' value (formerly 'Client's Middle Initial')
  • Using the "Site Registration" form
  • Create additional sites.
  • Using the "Site Hours of Operation" button to enter in operating days/hours for the sites.
  • Using the "User Definition" form
  • In the "Appointment Scheduling" section, give the user access to the new sites added.
  • Using the "Staff Members Hours and Exceptions" form
  • Enter hours for the staff member.
Steps
  1. Open Avatar PM 'Pre Admit Discharge' form.
  2. In 'Select Client' dialog, enter values for search criteria and click 'Search' button.
  3. Select existing client episode and click 'OK' button to enter new Pre Admit Discharge record or view/edit existing Pre Admit Discharge record.
  4. In 'Pre Admit Discharge' form, enter/select values for 'Date of Discharge', 'Discharge Time', 'Type of Discharge', 'Discharge Practitioner' and any other required/desired fields.
  5. Navigate to 'Demographics' section of form.
  6. In 'Pre Admit Discharge' form 'Demographics' section, ensure that 'Client's Middle Initial' field is relabeled as 'Client Middle Name', and is updated to display values/entries up to 50 characters in length (from current Client Demographic information).
  7. Select a site in the "Preferred Appointment Site" field.
  8. Click 'Submit' button to file Pre Admit Discharge record.
  9. Open the "Pre Admit Discharge" form.
  10. Bring up the same record and validate all fields display as they were data entered.
Scenario 6: 'Update Client Data' - Verification of form filing
Specific Setup:
  • If custom Form Designer changes are present in 'Update Client Data' form, please use 'Form Designer' to revert to 'Netsmart Produced Changes'.
  • A client is enrolled in an existing episode (Client A).
  • The 'Enable Address Validation' registry setting must be enabled.
  • Using the "Site Registration" form:
  • Create additional sites.
  • Using the "Site Hours of Operation" button to enter in operating days/hours for the sites.
  • Using the "User Definition" form:
  • In the "Appointment Scheduling" section, give the user access to the new sites added.
  • Using the "Staff Members Hours and Exceptions" form:
  • Enter hours for the staff member.
Steps
  1. Select "Client A" and access the 'Update Client Data' form.
  2. Enter an invalid address in the 'Client's Address - Street' field and press the 'Tab' key.
  3. Validate an 'Address Validation' dialog stating: "The address was invalid for the following reason: Address Not Found. Discard changes?"
  4. Click [No].
  5. Enter an invalid address in the 'Client's Address - Street' field and press the 'Tab' key.
  6. Validate an 'Address Validation' dialog stating: "The address was invalid for the following reason: Address Not Found. Discard changes?"
  7. Click [Yes].
  8. Validate a dialog stating: "Cancelled." and click [OK].
  9. Validate the 'Client's Address - Street' field is cleared.
  10. Enter a valid address and populate any desired fields.
  11. Enter a 'Place of Birth' value that contains 40 characters.
  12. Select a preferred site in the "Preferred Site" field.
  13. Click [Submit].
  14. Re-enter the form for the client and validate that the data submitted successfully.
Scenario 7: The 'ClientAdmission' - 'UpdateAdmission' web service: Update Admission for an existing client
Specific Setup:
  • A client must be enrolled in an existing episode (Client A).
  • Include the "Detailed Client Name" functionality for Client Demographics - Additional Fields in the registry setting.
Steps
  1. Access SoapUI for the 'ClientAdmission' - 'UpdateAdmission' web service.
  2. Enter the system code that will be used to log into Avatar in the 'SystemCode' field.
  3. Enter the user name that will be used to log into Avatar in the 'UserName' field.
  4. Enter the password that will be used to log into Avatar in the 'Password' field.
  5. Populate all required and desired fields.
  6. Enter the desired value in the 'ClientDeclinedToProvideInfo' field.
  7. Enter the desired value in the 'MothersMaidenName' field.
  8. Enter the desired value in the 'NameQualifier' field.
  9. Enter the desired value in the 'OtherLanguages' field.
  10. Enter the desired value in the 'ProtectionIndicator' field.
  11. Enter the desired value in the 'ProtectionIndicatorDate' field.
  12. Enter "Client A" in the 'ClientID' field.
  13. Enter "Client A's" episode in the 'Episode' field.
  14. Enter the desired value in the "PreferredAppointmentSite" field.
  15. Click [Run].
  16. Validate the 'Confirmation' field contains a value such as: "Client Unique ID: # Unique ID: #".
  17. Validate the 'Message' field contains: "Client Admission web service has been filed successfully".
  18. Select the client filed in the previous steps and access the 'Admission' form.
  19. Select the admission updated in the previous steps and click [Edit].
  20. Validate all populated fields are displayed.
  21. Validate the 'Client Declined To Provide Information On The Following' field contains the value entered in the previous steps.
  22. Validate the 'Mother's Maiden Name' field contains the value entered in the previous steps.
  23. Validate the 'Protection Indicator' field contains the value entered in the previous steps.
  24. Validate the 'Protection Indicator Effective Date' field contains the value entered in the previous steps.
  25. Validate the 'Name Qualifier' field contains the value entered in the previous steps.
  26. Validate the 'Other Language(s)' field contains the value entered in the previous steps.
  27. Validate the "Preferred Appointment Site" field contains the value entered in the previous steps.
  28. Close the form.
Scenario 8: 'ClientCallIntake' Web Service - Verification of 'UpdateCallIntake' Filing
Specific Setup:
  • One or more 'Call Intake' programs must be defined (via Avatar PM 'Program Maintenance' form).
  • Avatar PM Registry Setting 'Auto Assign Next ID' may be enabled or disabled.
  • Existing Avatar PM client/Call Intake record for edit via web service.
  • Application utilizing the Avatar PM 'ClientCallIntake' web service.
Steps
  1. Using Avatar PM 'ClientCallIntake' web service, submit request to 'UpdateCallIntake' method to edit existing Avatar PM Call Intake record, including value for 'SlidingFeeDivideNumFamMembers' ('Divide Sliding Fee Scale Amount by Number of Family Members Receiving Services') and 'SlidingFeeDivideNumFamMembersNum' ('Sliding Fee Scale - Number of Family Members Receiving Services'), PreferredAppointmenSite fields/segments,
  2. Confirm 'ClientCallIntake' web service responds with confirmation data/Client Unique ID on successful filing of 'UpdateCallIntake' method.
  3. Example:"<Confirmation>Client Unique ID : P26 Unique ID: CAL66110.001</Confirmation>"
  4. Confirm 'ClientCallIntake' web service responds with confirmation message on successful filing of 'UpdateCallIntake' method.
  5. Example:"<Message>Client Call Intake web service has been filed successfully.</Message>"
  6. Confirm 'ClientCallIntake' web service responds with successful status value on successful filing of 'UpdateCallIntake' method.
  7. Example:"<Status>1</Status>"
  8. Open Avatar PM 'Call Intake' form and select client/Call Intake record updated via web service for view/update.
  9. Confirm Call Intake record is updated in Avatar PM with values/data submitted via web service including 'Divide Sliding Fee Scale Amount by Number of Family Members Receiving Services' and 'Sliding Fee Scale - Number of Family Members Receiving Services', 'Preferred Appointment Site field values.
Scenario 9: Call Intake Web Service validation - ClientCallIntake
Specific Setup:
  • Any web service tool such as 'SoapUI'
  • Crystal Reports or other SQL tool.
Steps
  1. Using Avatar PM 'ClientCallIntake' web service, submit an Intake record for a 'Call Intake' client, including the 'Personal Pronouns' field and the "Preferred Appointment Site" field.
  2. Ensure that Call Intake record returns 'Client Call Intake web service has been filed successfully' message.
  3. Ensure that 'Call Intake' record/episode filed via web service is present with values filed via the web service, including the 'Personal Pronouns' and the 'Preferred Appointment Site".
Scenario 10: Pre Admit Discharge web service validation
Specific Setup:
  • Existing 'Pre Admit' client whose full name is longer than 40 characters.
  • Registry Setting 'Avatar PM->Client Information->Client Demographics->->->Allow Spaces in Client Name' is set to 'Y' to allow spaces. Note: Once enabled, the user will only be able to edit an existing client 'Client Name' field within 'Update Client Data' form.
  • Registry Setting 'Client Demographics - Additional Fields' must be set to include '3: 'Detailed Client Name' to enable this functionality. This setting will add the 'Detail Client Name' fields to the 'Demographics' section of Admission forms.
  • Access to, and understanding of, SoapUI or other Web Service tools.
Steps
  1. Using 'SoapUI' or another web service tool, consume the WSDL for the 'Pre Admit Discharge' form.
  2. Set the 'SystemCode' code to the agency system code for testing.
  3. Set the 'UserName' to the logged in user name.
  4. Set the 'Password' to the logged in user password.
  5. Set the 'DateOfDischarge' to the discharge date.
  6. Set the 'DischargeTime' to the time of discharge.
  7. Set the 'Discharge Practitioner' to a practitioner code (not the practitioner’s name).
  8. Set the 'Client ID' to the ID for the client to be discharged.
  9. Set the 'EpisodeNumber' to the client episode to be discharged.
  10. Set the "PreferredAppointmentSite" to the desired site.
  11. Click [Send].
  12. Review the response and verify the response message displays: <Message>Client Pre-Admit Discharge web service has been filed successfully.</Message>
  13. Open 'Pre Admit Discharge' in Avatar.
  14. Select the client discharged in the Web Service.
  15. Verify the 'Date of Discharge' is set to the date entered in the Web Service.
  16. Verify the 'Time of Discharge' is set to the time entered in the Web Service.
  17. Verify the 'Discharge Practitioner' is set to the practitioner entered in the Web Service.
  18. Verify the "Preferred Appointment Site" is set to the desired site.
  19. Click [Close Form].
Scenario 11: Client Discharge Web Service - Verification of web service filing
Specific Setup:
  • Application utilizing the 'Client Discharge' web service (including Netsmart ProviderConnect).
  • Client record with one or more episodes eligible for 'Discharge' record entry.
Steps
  1. Using 'Client Discharge' web service submit 'Discharge' record for valid client and episode.
  2. Set "PreferredAppointmentSite" to the desired value.
  3. Ensure that Discharge records filed successfully return confirmation message via web service. (Example: <Confirmation>New discharge filed.</Confirmation> <Message>Client Discharge web service has been filed successfully</Message>)
  4. Open Avatar 'Discharge' form.
  5. Select client record/episode used in 'Client Discharge' web service filing.
  6. Ensure that 'Discharge' record filed via web service is present in Avatar Cal-PM with values filed via web service.
  7. Validate the "Preferred Appointment Site" displays the value that was previously filed with the web service filing.
Scenario 12: 'Pre Admit' form - Field Validation
Specific Setup:
  • A client is enrolled in an existing Pre Admit episode (Client A).
  • Using the "Site Registration" form:
  • Create additional sites.
  • Using the "Site Hours of Operation" button to enter in operating days/hours for the sites.
  • Using the "User Definition" form:
  • In the "Appointment Scheduling" section, give the user access to the new sites added.
  • Using the "Staff Members Hours and Exceptions" form:
  • Enter hours for the staff member.
Steps
  1. Select "Client A" and access the 'Pre Admit' form.
  2. Select an existing episode and click [Edit].
  3. Select the "Demographics" section.
  4. Validate the 'Consent On File For Use of Integrated eSignature' field is present with values of "Yes" and "No".
  5. Select "Yes" in the 'Consent On File For Use of Integrated eSignature' field.
  6. Select desired site in the "Preferred Appointment Site" field.
  7. Click [Submit].
  8. Select "Client A" and access the 'Pre Admit' form.
  9. Select an existing episode and click [Edit].
  10. Select the "Demographics" section.
  11. Validate "Yes" is selected in the 'Consent On File For Use of Integrated eSignature' field.
  12. Validate the site that was previously selected displays in the "Preferred Appointment Site".
  13. Close the form.
  14. Access Crystal Reports or other SQL reporting tool.
  15. Create a report using the 'SYSTEM.patient_current_demographics' SQL table.
  16. Navigate to the row for "Client A".
  17. Validate the 'esig_consent_on_file_code' field is present and contains "Y".
  18. Validate the 'esig_consent_on_file_value' field is present and contains "Yes".
  19. Close the report.
  20. Create a report using the 'SYSTEM.patient_demographic_history' SQL table.
  21. Navigate to the row for "Client A".
  22. Validate the 'esig_consent_on_file_code' field is present and contains "Y".
  23. Validate the 'esig_consent_on_file_value' field is present and contains "Yes".
  24. Close the report.
Scenario 13: 'Call Intake' form - Field Validation
Specific Setup:
  • A client is enrolled in an existing Call Intake program (Client A).
  • Using the "Site Registration" form:
  • Create additional sites.
  • Using the "Site Hours of Operation" button to enter in operating days/hours for the sites.
  • Using the "User Definition" form:
  • In the "Appointment Scheduling" section, give the user access to the new sites added.
  • Using the "Staff Members Hours and Exceptions" form:
  • Enter hours for the staff member.
Steps
  1. Select "Client A" and access the 'Call Intake' form.
  2. Select the existing call intake record and click [Edit].
  3. Select the "Demographics" section.
  4. Validate the 'Consent On File For Use of Integrated eSignature' field is present with values of "Yes" and "No".
  5. Select "No" in the 'Consent On File For Use of Integrated eSignature' field.
  6. Select desired site from the "Preferred Site" field.
  7. Click [Submit].
  8. Select "Client A" and access the 'Call Intake' form.
  9. Select the existing call intake record and click [Edit].
  10. Select the "Demographics" section.
  11. Validate "No" is selected in the 'Consent On File For Use of Integrated eSignature' field.
  12. Validate the Preferred site from the "Preferred Site" field.
  13. Close the form.
  14. Access Crystal Reports or other SQL reporting tool.
  15. Create a report using the 'SYSTEM.patient_current_demographics' SQL table.
  16. Navigate to the row for "Client A".
  17. Validate the 'esig_consent_on_file_code' field is present and contains "N".
  18. Validate the 'esig_consent_on_file_value' field is present and contains "No".
  19. Close the report.
  20. Create a report using the 'SYSTEM.patient_demographic_history' SQL table.
  21. Navigate to the row for "Client A".
  22. Validate the 'esig_consent_on_file_code' field is present and contains "N".
  23. Validate the 'esig_consent_on_file_value' field is present and contains "No".
  24. Close the report.
Scenario 14: The 'ClientAdmission' - 'AddAdmission' web service: Admission of a new client
Specific Setup:
  • The 'Avatar PM->Client Information->Client Demographics->->->Client Demographics - Additional Fields' registry setting must be set to "3" to include 'Detailed Client Name'.
Steps
  1. Access SoapUI for the 'ClientAdmission' - 'AddAdmission' web service.
  2. Enter the system code that will be used to log into Avatar in the 'SystemCode' field.
  3. Enter the user name that will be used to log into Avatar in the 'UserName' field.
  4. Enter the password that will be used to log into Avatar in the 'Password' field.
  5. Enter the desired date in the 'AdmissionDate' field.
  6. Enter the desired time in the 'AdmissionTime' field.
  7. Enter the desired practitioner in the 'AdmittingPractitioner' field.
  8. Enter the desired value in the 'ClientFirstName' field.
  9. Enter the desired value in the 'ClientLastName' field.
  10. Enter the desired value in the 'ClientMiddleName' field.
  11. Enter the corresponding name in the 'ClientName' field.
  12. Enter the desired value in the 'ESignatureConsentOnFile' field. Note: "Y" and "N" are accepted values.
  13. Enter the desired value in the 'Program' field.
  14. Enter the desired value in the 'Sex' field.
  15. Select the desired value in the "PreferredAppointmentSite".
  16. Populate any other required and desired fields.
  17. Click [Run].
  18. Validate the 'Confirmation' field contains a value such as: "Client Unique ID: # Unique ID: #".
  19. Validate the 'Message' field contains: "Client Admission web service has been filed successfully".
  20. Select the client filed in the previous steps and access the 'Admission' form.
  21. Select the record filed in the previous steps and click [Edit].
  22. Validate all populated fields are displayed.
  23. Select the "Demographics" section.
  24. Validate the 'Client Last Name' field contains the value filed in the previous steps.
  25. Validate the 'Client First Name' field contains the value filed in the previous steps.
  26. Validate the 'Client Middle Name' field contains the value filed in the previous steps.
  27. Validate the 'Consent On File For Use of Integrated eSignature' field contains the value filed in the previous steps.
  28. Validate the "Preferred Appointment Site" contains the value filed in the previous steps.
  29. Close the form.
Topics
• Admission • Admission (Outpatient) • Call Intake • Demographics • Discharge • NX • Pre Admit • Pre Admit Discharge • Update Client Data • Web Services
Table Changes
Table Column Change
SYSTEM.patientcurrentdemographics preferred_appointment_site added
SYSTEM.patientdemographichistory preferred_appointment_site added
WEBSVC.ClientAdmissionObject preferred_appointment_site added
WEBSVC.ClientDemographicsObject preferred_appointment_site added
WEBSVC.ClientCallIntakeObject preferred_appointment_site added
WEBSVC.ClientDischargeObject preferred_appointment_site added
WEBSVC.ClientPreAdmitDischargeObject preferred_appointment_site added