| # | Name | Location | Type | Details | Index | Description |
|---|---|---|---|---|---|---|
| .01 | hcpcs(+) | 0;1 | FREE TEXT | B | This field is the HCPCS code as defined by the .01 field in the PROSTHETIC HCPCS file (661.1). | |
| 2 | date&time stamp(+) | 0;2 | DATE-TIME | C | This field is the date and time stamp (fileman standard format) of the transaction. This field will be automatically generated by the system and assumes users will record inventory transactions in a timely manner. It is one of the primary key fields and is also recorded on the barcode. It is a requirement that the date@time stamp should have a unique value for any given HCPCS. The reason for this is that HCPCS will also be recorded on an item's barcode and it is important that barcodes will not need changing if a site is integrated at some time in the future. Given the date&time stamp and HCPCS fields it is possible to generate a transactions IEN using the appropriate cross-reference. | |
| 3 | sequence | 0;3 | NUMERIC | This field is a sequence number starting at 1 and incremented by 1 for each transaction which has the same HCPCS and DATE&TIME STAMP fields. This situation should be very rare and only occurs at all after site integrations. The HCPCS, DATE&TIME STAMP and SEQUENCE fields together make up the primary key for this file. The rationale behind this design is to allow the HCPCS and DATE&TIME STAMP to be printed as a barcode for automated data entry on a stock issue form. Fileman IENs will be derived from appropriate cross-references and, of course, these IENs can all change if a site is integrated. On the rare occasions where there is more than 1 SEQUENCE number associated with a HCPCS and DATE&TIME STAMP the user will have to be prompted to select from a list of transactions. We see no way round this inconvenience but hopefully it will be extremely rare! | ||
| 4 | transaction type | 0;4 | SET OF CODES | 1:RECEIPT 2:ORDER 3:PATIENT ISSUE 4:ISSUE TO LAB 5:RETURN TO VENDOR 6:WRITE OFF 7:TRANSFER 8:RETURN IN 9:RECONCILE | This field records the transaction type, which can be one of the following... Receipt - for receiving items into stock. Order - for when a stock item has been ordered from the vendor. Patient Issue - for when a stock item is issued to a veteran. Issue to Lab - this transaction should be used for those items which are used by the labs to fabricate items. An example would be a bag of plaster which could be used for treating several patients. Return to Vendor - if an item has been received into stock but is later returned to the vendor for some reason, then this transaction type should be used. Write Off - use this transaction type when an item is removed from stock and scrapped. Transfer - for transferring stock between locations. The transaction quantity will be -ve for the 'transfer from' location. Return In - for when a veteran returns a stock item previously issued. Reconcile - for when a stock check is done. | |
| 5 | quantity | 0;5 | NUMERIC | The number of items associated with the transaction. | ||
| 6 | value | 0;6 | NUMERIC | The dollar value of the transaction. | ||
| 8 | comment | 0;8 | FREE TEXT | A short comment can be entered, if required for a particular transaction. | ||
| 9 | user | 0;9 | POINTER | 200 | This field points to the New Person file (200) and identifies the person responsible for creating the transaction on the system. | |
| 11 | hcpcs item(+) | 0;11 | NUMERIC | This field is the HCPCS ITEM field held on the 661.12 sub field of the PROSTHETIC HCPCS file (661.1). The value held is the sub file's IEN not the ITEM text field. | ||
| 12 | vendor | 0;12 | POINTER | 440 | This field is the FMS VENDOR CODE held on the VENDOR file (440). This field is guaranteed to be unique irrespective of where a database is located. The Vendor IEN should be derived from the 'D' cross-reference of the Vendor file. | |
| 13 | station | 0;13 | POINTER | 4 | This field is a pointer to the INSTITUTION file (4). | |
| 14 | location | 0;14 | POINTER | 661.5 | This field is a pointer to the PROSTHETIC STOCK LOCATION file (661.5). |