Files > RECORD OF PROS APPLIANCE/REPAIR

name

RECORD OF PROS APPLIANCE/REPAIR

number

660

location

^RMPR(660,

description

This is the main file for prosthetic purchasing transactions. AMIS is calculated from this file based on item issued and disability served. This file is also the permanent record for the patient VAF 10-2319 of items issued to the veteran.

Fields

#	Name	Location	Type	Details	Index	Description
.01	entry date(+)	0;1	DATE-TIME		B	This is the date that the transaction was entered into the system. It may or may not be the same as the request date.
.02	patient name(+)	0;2	POINTER	665	C	This is the name of the patient that this transaction is for. The name is a pointer to the PROSTHETIC PATIENT file which has the same internal entry number as the main patient database.
1	request date(+)	0;3	DATE-TIME			This field is the date the appliance issue or repair was requested by the patient. It may or may not be the same as the entry date or the delivery date. This depends on how quickly the transactions take place.
2	type of transaction(+)	0;4	SET OF CODES	I:INITIAL ISSUE R:REPLACE S:SPARE X:REPAIR 5:RENTAL		This set of codes will tell what kind of transaction this request is. The possibilities all fall under the VAF 10-7306a listings except for the repair.
4	item(+)	0;6	POINTER	661	AD	This field is a pointer to the master item list of possible appliances. The master list is set up so that appliances fall into groups which are the types of appliances.
4.1	hcpcs(+)	0;22	POINTER	81	G	Health Care Financing Administration Common Procedure Coding System (HCPCS). This field should have the HCPCS code for the Item you are selecting. HCPCS is a uniform method for healthcare providers and medical suppliers to report professional services, procedures and supplies.
4.2	vendor tracking number	4;1	FREE TEXT			This field is the Vendor's internal unique tracking number. Some of the small vendors are not automated with VISA, and this tracking number is used to reference this transaction. This tracking number is based on the item, and can be as simple as the vendors item number, or elaborate as the vendors transaction number. This data will be used in the reconciliation process.
4.3	bank authorization number	4;2	FREE TEXT			This six digit number is the authorization number VISA gives to the vendor for guaranteed payment. This number is used in the reconciliation process.
4.5	psas hcpcs	1;4	POINTER	661.1	H	Standardized Prosthetics HCPCS that points to file 661.1.
4.6	stock issue	1;5	POINTER	661.6		This is a pointer to file #661.6.
4.7	cpt modifier	1;6	FREE TEXT			CPT Modifiers in a comma delimited format, consistent with the HCFA published manuals.
4.8	date cpt modifier extracted	1;7	DATE-TIME			This is the date the patient record extracted for billing. This date is also being used to trigger a mail message to billing if the PSAS HCPCS is edited and changed after the extraction has been ran.
4.9	hcpcs-icd9 coding flag	1;11	NUMERIC			This field is used to determine the current code set versioning of a transaction. No errors, number 1. PSAS HCPCS, Not Billiable Item, number 14. ICD9 error, number 12. HCPCS error, number 13. Both ICD9 and HCPCS error, number 132. Both ICD9 error and Not Billiable Item, number 142.
4.91	coding flag date	1;12	DATE-TIME			This is the date associated with field number 4.9. The date the coding flag was set.
4.92	high tech item	1;13	BOOLEAN	1:YES 0:NO		This is the determination by the Prosthetics Laboratory Technician. 1=YES 0=NO
5	qty(+)	0;7	NUMERIC			This is the number of units that was issued or repaired for this transaction.
6	ship/del	0;17	NUMERIC			This is the charge associated with shipping.
6.5	pickup/del	0;26	SET OF CODES	P:PICKUP D:DELIVERY		This field is a set of codes to identify pickup/delivery charges on VAF 10-2319.
7	vendor(+)	0;9	POINTER	440		The vendor is a pointer to IFCAP's VENDOR file and is the name of the company from which this appliance was or is to be purchased. The vendor may or may not be the same as the manufacturer. Therefore, manufacturers should also be listed in this file as vendors if you are going to be purchasing directly from the manufacturer.
8	station(+)	0;10	POINTER	4		The station is the Veterans Affairs site where this transaction is to come to completion. It is the station that is ultimately responsible for the issue and payment for the prosthetic device. This is the station reporting the workload.
8.1	suspense date	10;1	DATE-TIME			This is suspense date (.01 field) of file (#668).
8.11	suspense station	10;11	POINTER	4		This refers to the consulting station.
8.12	pce	10;12	POINTER	9000010		This field is pointer to (Patient Encounter), Visit file (#9000010). When an entry is created in PCE a pointer is being set.
8.13	date sent to pce	10;13	DATE-TIME		I	This is the date last sent or edited in PCE. If PCE is deleted this field should be deleted.
8.14	suspense status	10;14	SET OF CODES	0:INCOMPLETE 1:COMPLETE		This is the suspense status of the patient 2319 record. If the status is complete, a suspense link was established. If the status is incomplete, there is no suspense link to the patient 2319 record.
8.2	date rx written	10;2	DATE-TIME			This is the date the prescription was written as it appears in file #668.
8.3	initial action date	10;3	DATE-TIME			This field is the date when an initial action was entered in suspense.
8.4	completion date	10;4	DATE-TIME			This is the date the susepnse was completed as it appears in file #668.
8.5	type of request	10;5	FREE TEXT			This field could either be ROUTINE PROSTHETICS, EYEGLASS, CONTACT LENS, OXYGEN, MANUAL NON CPRS or CLOTHING ALLOWANCE.
8.6	suspense requestor	10;6	POINTER	200		This is a pointer to file #200, the person requesting the suspense as it appears in file #668.
8.61	consult request service	4;3	FREE TEXT			A service/section of a suspense requestor that initiated a consult for Prosthetics item. This free text entry is a service/section name of SERVICE/SECTION file (#49).
8.7	provisional diagnosis	10;7	FREE TEXT			This is a free text diagnosis as it appears in suspense file.
8.8	suspense icd	10;8	POINTER	80		This is the code at the time suspense was created.
8.9	consult	10;9	POINTER	123		This is a pointer to Consult file #123.
9	serial nbr	0;11	FREE TEXT			This is the serial number of the issued or repaired appliance. If the serial number is longer than 20 characters, use the FIRST 20 characters.
9.1	product description	9;1	FREE TEXT			The manufacture product description to be used for recalls.
9.2	product model	9;2	FREE TEXT			The manufacture product model number to be used for recalls.
10	delivery date	0;12	DATE-TIME		CT	This is the date that the appliance was delivered and accepted by the patient. This date, under certain circumstances, may be a date that the appliance was mailed to the patient. It may or may not be the same as the transaction date and/or the request date.
11	form requested on	0;13	SET OF CODES	1:PSC 2:2421 3:2237 4:2529-3 5:2529-7 6:2474 7:2431 8:2914 9:OTHER 10:2520 11:STOCK ISSUE 12:INVENTORY ISSUE 13:HISTORICAL DATA 14:VISA 15:LAB ISSUE-3 16:DALC		The FORM REQUESTED ON is based on current VA regulations. The system makes no checks to be sure that the form entered from the set of codes is within these regulations.
12	source(+)	0;14	SET OF CODES	V:VA C:COMMERCIAL		This set of codes denotes which two possible sources were used for the acquisition of the appliance. The sources are grouped into either VA sources or commercial sources.
13	action	0;5	SET OF CODES	1:LOAN 2:CONDEMNED 3:RETURNED 4:INACTIVE 5:LOST		The action taken on this transaction is noted here. The set of codes is self explanatory; however, the inactive action is used to indicate that the appliance is no longer being followed by VA.
14	total cost(+)	0;16	NUMERIC			This field contains the total cost of the transaction.
15	historical data	0;15	FREE TEXT			If this field contains an asterisk (*), then this transaction has been counted by the AMIS option, or is considered to be a historical transaction.
16	remarks	0;18	FREE TEXT			A free-text field used to indicate any additional information that is needed for this entry. For Purchasing Transactions this field will contain the remarks for the individual item, and the close-out remarks added together.
17	returned status	0;19	SET OF CODES	1:RETURNED 2:CONDEMNED 3:CANCELLED 4:TURNED-IN 5:LOST 6:BROKEN		The status of the appliance upon return to the veteran. This notes what action was taken by the repair depot or station upon the completion of repairs.
17.5	return status date	0;20	DATE-TIME			This is the date upon which the return status was determined and carried out if the item was returned to the veteran.
18	*status flag	0;21	SET OF CODES	D:DECEASED T:TRANSFERRED I:INACTIVE		The status of the patient is entered here so the service can determine if the patient is being followed, dropped, transferred, or canceled by this station.
19	patient notification flag	3;3	SET OF CODES	1:RE-SEND	DVN	This field if set to 1 will be used to gather the patient records that need to be re-sent for the daily pull of the Mandatory Patient Notification process.
20	delivery verification date	6;1	DATE-TIME			This is the date the Veteran indicates on the Notification card that he received the item.
20.1	delivery verification status	6;2	SET OF CODES	1:RECEIVED 2:NOT RECEIVED 3:DAMAGED or INCOMPLETE 4:RECEIVED not as ORDERED 5:RECEIVED in ERROR		This is the statement of receipt that the Veteran indicates on the returned Delivery Notification Card.
21	lot number	0;24	FREE TEXT			This field stores the lot number of the item being furnished to the patient. Enter the manufacturer's lot number, if known.
22	*product line	0;25	SET OF CODES	1:HEARING AIDS 2:BATTERIES 3:OTHER		Set of codes that contains information for Hearing Aid transactions.
23	transaction	1;1	FREE TEXT		E	This is the IFCAP transaction number from VAF 4-1358 or VAF 2237. A temporary Transaction number for a VAF 10-2529-3 may also be entered.
24	description	1;2	FREE TEXT			This is a detailed description of the item/service supplied.
25	deliver to	3;1	FREE TEXT			Delivery location that will print on VAF 10-2421 to show the vendor where the item will be delivered.
26	date required	3;2	DATE-TIME			This field stores the date the vendor is required to provide the Item/Service by.
27	initiator	0;27	POINTER	200		This is the person who created the transaction.
28	extended description	DES;0	WORD-PROCESSING			This is the extended information from purchasing and also from posting of VAF 2237s.
29	inventory point	1;3	POINTER	445		This is the inventory point for this transaction and is a pointer to the GENERIC INVENTORY file (#445).
30	primary icd diagnosis code	BA1;1	POINTER	80		This is the primary diagnosis code for the order.
30.1	primary agent orange exposure	BA1;2	BOOLEAN	0:NO 1:YES		Primary diagnosis is related to Agent Orange exposure.
30.2	primary ionized radiation	BA1;3	BOOLEAN	0:NO 1:YES		Primary diagnosis is related to Ionized Radiation exposure.
30.3	primary service-connected	BA1;4	BOOLEAN	0:NO 1:YES		Primary diagnosis is related to a Service-Connected condition.
30.4	primary environmental cont.	BA1;5	BOOLEAN	0:NO 1:YES		Primary diagnosis is related to Environmental Contaminants exposure.
30.5	primary mst	BA1;6	BOOLEAN	0:NO 1:YES		Primary diagnosis is related to Military Sexual Trauma.
30.6	primary head/neck cancer	BA1;7	BOOLEAN	0:NO 1:YES		Primary diagnosis is related to Head/Neck Cancer.
30.7	primary combat vet	BA1;8	BOOLEAN	0:NO 1:YES		Primary diagnosis related to Combat.
31	secondary icd diagnosis code 1	BA2;1	POINTER	80		This is the secondary diagnosis code 1.
31.1	secondary agent orange 1	BA2;2	BOOLEAN	0:NO 1:YES		Secondary diagnosis 1 is related to Agent Orange exposure.
31.2	secondary ionized radiation 1	BA2;3	BOOLEAN	0:NO 1:YES		Secondary diagnosis 1 is related to Ionized Radiation exposure.
31.3	secondary service-connected 1	BA2;4	BOOLEAN	0:NO 1:YES		Secondary Diagnosis 1 is related to a Service-Connected condition.
31.4	secondary environmental cont 1	BA2;5	BOOLEAN	0:NO 1:YES		Secondary diagnosis 1 is related to Environmental Contaminants exposure.
31.5	secondary mst 1	BA2;6	BOOLEAN	0:NO 1:YES		Secondary diagnosis 1 is related to Military Sexual Trauma.
31.6	secondary head/neck cancer 1	BA2;7	BOOLEAN	0:NO 1:YES		Secondary diagnosis 1 is related to Head/Neck cancer.
31.7	secondary combat vet 1	BA2;8	BOOLEAN	0:NO 1:YES		Secondary diagnosis 1 is related to Combat.
32	secondary icd diagnosis 2	BA3;1	POINTER	80		This is the secondary diagnosis code 2.
32.1	secondary agent orange 2	BA3;2	BOOLEAN	0:NO 1:YES		Secondary diagnosis 2 is related to Agent Orange exposure.
32.2	secondary ionized radiation 2	BA3;3	BOOLEAN	0:NO 1:YES		Secondary diagnosis 2 is related to Ionized Radiation exposure.
32.3	secondary service-connected 2	BA3;4	BOOLEAN	0:NO 1:YES		Secondary diagnosis 2 is related to a Service-Connected condition.
32.4	secondary envir. cont. 2	BA3;5	BOOLEAN	0:NO 1:YES		Secondary diagnosis 2 is related to Environmental Contaminants exposure.
32.5	secondary mst 2	BA3;6	BOOLEAN	0:NO 1:YES		Secondary diagnosis 2 is related to Military Sexual Trauma.
32.6	secondary head/neck cancer 2	BA3;7	BOOLEAN	0:NO 1:YES		Secondary diagnosis 2 is related to Head/Neck cancer.
32.7	secondary combat vet 2	BA3;8	BOOLEAN	0:NO 1:YES		Secondary diagnosis 2 is related to Combat.
33	secondary icd diagnosis 3	BA4;1	POINTER	80		This is the secondary diagnosis code 3.
33.1	secondary agent orange 3	BA4;2	BOOLEAN	0:NO 1:YES		Secondary diagnosis 3 is related to Agent Orange exposure.
33.2	secondary ionized radiation 3	BA4;3	BOOLEAN	0:NO 1:YES		Secondary diagnosis 3 is related to Ionized Radiation exposure.
33.3	secondary service-connected 3	BA4;4	BOOLEAN	0:NO 1:YES		Secondary diagnosis 3 is related to a Service-Connected condition.
33.4	secondary environ. cont. 3	BA4;5	BOOLEAN	0:NO 1:YES		Secondary diagnosis 3 is related to Environmental Contaminants exposure.
33.5	secondary mst 3	BA4;6	BOOLEAN	0:NO 1:YES		Secondary diagnosis 3 is related to Military Sexual Trauma.
33.6	secondary head/neck cancer 3	BA4;7	BOOLEAN	0:NO 1:YES		Secondary diagnosis 3 is related to Head/Neck cancer.
33.7	secondary combat vet 3	BA4;8	BOOLEAN	0:NO 1:YES		Secondary diagnosis 3 is related to Combat.
34	oif/oef	5;1	BOOLEAN	0:NO 1:YES		Veteran determined to be OEF/OIF 1 Yes 0 NO.
35	user who edit	1;9	POINTER	200		User who edited the 2319 record using option ED2. This field will only be populated when the Total Cost field has been changed.
36	date edited	1;10	DATE-TIME			This is the date the Total Cost field has been changed using option ED2.
37	hcpcs/item	2;1	FREE TEXT			Enternal entry of an HCPCS concatenated to an enternal entry of an item in file #661.1. Entry for this field is derived from the entry in file 661.2, field #9.
38	hcpcs/item description	2;2	FREE TEXT			This is the description of an Item or Appliance kept by local site in file #661.1, field #20. This field is updated during the STOCK ISSUE options.
38.1	exclude/waiver	2;3	SET OF CODES	E:EXCLUDED W:WAIVER		This field determines if the item is EXCLUDED or Waver off of a National Contract
38.7	contract #	2;9	FREE TEXT			This field stores the Contract Number.
38.8	number of bids	2;10	NUMERIC			The number of bids recieved for a particular item.
39	date of service	1;8	DATE-TIME		AF	This is the date when an item is issued to the patient.
40	requesting station	LB;1	POINTER	4		This is the station requesting services or appliances.
45	total labor hours	LB;6	NUMERIC			This is the number of hours spent on the job. This field is only populated via routines.
46	total labor cost	LB;7	NUMERIC			The total cost of the labor to perform this job.
47	total material cost	LB;8	NUMERIC			The total cost of all the materials to perform the job.
48	total lab cost	LB;9	NUMERIC			The Prosthetic Laboratory Total Cost calculated by AMIS.
50	completion date	LB;11	DATE-TIME		CD	The date the job was completed.
51	lab remarks	LB;12	FREE TEXT			A free-text field used to indicate any additional Laboratory information that is needed for this entry. Since the field is only 40 characters in length, use meaningful abbreviations where possible.
52	amis new code	AM;9	POINTER	663		This field is set when AMIS is generated. It is the New Worksheet AMIS code.
60	amis date	AM;1	DATE-TIME		AE	This field is set when AMIS is generated. This is the date AMIS was run and the item was picked up and counted.
62	patient category(+)	AM;3	SET OF CODES	1:SC/OP 2:SC/IP 3:NSC/IP 4:NSC/OP		This is the Prosthetic Patient Category used for counting AMIS.
63	special category	AM;4	SET OF CODES	1:SPECIAL LEGISLATION 2:A&A 3:PHC 4:ELIGIBILITY REFORM		If the patient is NSC/OP, then this field must also be set. SPECIAL CATEGORY is also used in counting AMIS.
64	admin repair amis code	AM;5	POINTER	663		This field will be set when AMIS is generated for the Repair Worksheets.
68	amis grouper	AMS;1	NUMERIC		AG	This is used in AMIS calculations. This field should never be changed through FileMan!
69	source of procurement	LB;3	SET OF CODES	O:ORTHOTIC LAB R:RESTORATION LAB S:SHOE LAST CLINIC W:WHEELCHAIR REPAIR SHOP N:NATIONAL FOOT CENTER D:DENVER DISTRIBUTION CENTER		The source from which the Purchasing Agent is ordering the needed equipment. The sources one may choose from are limited.
70	receiving station	LB;4	POINTER	4		This field contains the institution that will receive the VAF 10-2529-3 request for processing.
71	work order number	LB;5	POINTER	664.2		Work Order Number (STA-FY-QTR-TYPE OF LAB-NUMBER) for items processed in the Prosthetic Laboratory.
72	2529-3	LB;10	POINTER	664.1		VAF 10-2529-3 information will be displayed if the VAF 10-2319 item is associated with a Denver Distribution Center, National Foot Center, or Prosthetics Lab request.
72.5	free text wo #	LB;2	FREE TEXT			This is the actual human readable Work Order Number for NPPD identification purposes.
73	lab amis date	LBA;1	DATE-TIME			Last date the Lab AMIS was run.
74	orthotics lab code	LBA;2	POINTER	663		Contains the Orthotic Lab New Code.
75	orthotics lab repair code	LBA;3	POINTER	663		Contains the Orthotic Lab Repair Code.
76	restoration lab code	LBA;4	POINTER	663		Contains the Restoration Lab New Code.
77	restorations lab repair code	LBA;5	POINTER	663		Contains the Restoration Lab Repair Code.
78	unit of issue	0;8	POINTER	420.5		This is the unit by which items/services are issued (e.g., each, pair, box, case, etc.).
79	amis flag	AM;6	SET OF CODES	1:NO ADMIN COUNT		Contains the status if the Item will not count on the Administrative AMIS.
80	work for other station	LB;13	BOOLEAN	1:YES		Contains the Status if the Job Performed will display as work performed for another station.
81	no admin count	AM;2	SET OF CODES	1:NO COUNT		This field will be set if the Item will not count on the Administrative AMIS or the Orthotic Laboratory AMIS.
82	no lab count	LB;14	SET OF CODES	1:NO COUNT		Field will be set if there is no AMIS Count for AMIS.
83	backlog date	LBA;6	DATE-TIME		ALOG	This field will contain the date that the entry was created. This entry will be a backlog entry until it has been completed. All backlog data must show up on the Laboratory or Restoration AMIS Count.
89	historical item	HST;1	FREE TEXT			This field is used for the consolidation sites, will contain the data that has been merged from a legacy system. This field is populated by the RMPRJ routine that is not exported.
89.1	dalc reference number	HSTV1;3	FREE TEXT		DDC	This is the line level reference number from a DALC purchase order or delivery of item or service.
89.2	dalc bill date	HSTV1;4	DATE-TIME			This is the Billing Date from the Denver Acquisition and Logistics Center (DALC).
89.3	dalc ordering station	HSTV1;5	FREE TEXT			This is the Ordering station from to the Denver Acquisition and Logistics Center (DALC).
90	historical station	HST;2	FREE TEXT			This field is used for the consolidation sites, will contain the data that has been merged from a legacy system. This field is populated by the RMPRJ routine that is not exported.
91	historical vendor	HST;3	FREE TEXT			This field is used for the consolidation sites, will contain the data that has been merged from a legacy system. This field is populated by the RMPRJ routine that is not exported.
92	historical vendor phone	HSTV;1	FREE TEXT			This field is used for the consolidation sites, will contain the data that has been merged from a legacy system. This field is populated by the RMPRJ routine that is not exported.
93	historical street add	HSTV;2	FREE TEXT			This field is used for the consolidation sites, will contain the data that has been merged from a legacy system. This field is populated by the RMPRJ routine that is not exported.
94	historical city	HSTV;3	FREE TEXT			This field is used for the consolidation sites, will contain the data that has been merged from a legacy system. This field is populated by the RMPRJ routine that is not exported.
95	historical state	HSTV1;1	FREE TEXT			This field is used for the consolidation sites, will contain the data that has been merged from a legacy system. This field is populated by the RMPRJ routine that is not exported.
96	historical zip	HSTV1;2	FREE TEXT			This field is used for the consolidation sites, will contain the data that has been merged from a legacy system. This field is populated by the RMPRJ routine that is not exported.
97	historical record	HST;4	NUMERIC			This field is used for the consolidation sites, will contain the data that has been merged from a legacy system. This field is populated by the RMPRJ routine that is not exported.
100	pfss account reference	PFSS;1	POINTER	375		This refers to the reference number passed back to Prosthetics application from the PFSS IBB get account process. This field points to PFSS ACCOUNT file (#375).
101	pfss charge id	PFSS;2	NUMERIC			A unique charge identifier for each charge entity. Prosthetics calls $$GETCHGID^IBBAPI() to obtain a Unique Charge Identifier.
102	latest psas hcpcs	PFSS;3	POINTER	661.1		This is the latest PSAS HCPCS code that is held and stored for comparison during the account updates for the PFSS project.
103	latest qty	PFSS;4	NUMERIC			This is the latest QTY that is held and stored for comparison during the account updates for the PFSS project.
104	latest total cost	PFSS;5	NUMERIC			This is the latest Total Cost that is held and stored for comparison during the account updates for the PFSS project.
105	latest ordering provider	PFSS;6	POINTER	200		This is the latest attending physician (ordering provider) that is held and stored for comparison during the account updates for the PFSS project.
106	pfss account flag	PFSS;7	SET OF CODES	1:READY TO PROCESS	APH	Flag for ready to process PFSS Account Creation/Pre-Certification. 1 = Ready to process
107	pfss charge flag	PFSS;8	SET OF CODES	1:READY TO PROCESS	APD	Flag for ready to process PFSS Charge message. 1 = Ready to process