Hospital Portal - RDVM Referral

Target release	Version 3.3
Epic	LIMS-4314: PortalClosed
Document status	DRAFT
Document owner	@Cathy Allison
Tech lead	TBD
QA	@Shauna Corsaro

Objective

To allow for RDVM referrals and consults from the Hospital Portal.

Success metrics

Goal

Goal
RDVM can submit a Consult or a Referral from the Hospital Portal. They can view submissions that have not been processed on the screen, and add attachments.
Email notifications will be sent to specific users when a Referral or Consult is submitted.
Referrals can be searched based on the status of Consults or New Referral on the Admission screen.
Client coordinators can convert a Referral to a standard PA after reviewing the pre-admission document.

Assumptions

This project will be built within the existing Hospital Portal and VetView Main Application framework. It will not require any external interfaces.
Hospitals will want RDVMs to select a unit and fill out a basic form as part of the referral or consult.
Hospitals will have staff assigned to manage incoming referrals and consults.
Hospitals will want to turn referrals and consults into Pre-Admissions automatically when appropriate.
Only statuses of Consult and Referral will be available to the Hospital Portal.

Milestones

8-22-2022 - Initial planning meeting with Cathy and Shauna to discuss the request from UGA, identify the assumptions and basic requirements, and plan new interfaces.
8-22-2022 - Started draft of this document.
Mid September - Discussion with UGA over plans
9-27-2022 - Revision meeting with Jeff

Requirements

Requirement	User Story	Importance	Jira Issue	Notes

Requirement	User Story	Importance	Jira Issue	Notes
The Hospital Referral form must be able to be turned off for the whole hospital.	As a hospital administrator, I want the ability to keep Referrals off until we are ready to support the feature.	High	LIMS-11021: New Hospital Portal Setup Referral TabReady For Development
The Hospital Referral form must be able to be turned off on a per Web Account basis.	As a hospital administrator, I want to be able to control which RDVMs are allowed to submit referrals.	High	LIMS-11020: Add flag for Hospital Referrals on Web Portal Account ManagementReady For Development
Submission form on the website must require RDVM to have an existing account.	As a hospital administrator, I only want RDVMs with an existing relationship to our hospital to be able to submit electronic referrals.	High	Part of LIMS-11020
Submission form on the website must allow RDVM to select existing information from account.	As an RDVM, I would like to be able to use the existing Owners and Patients from my account. If the information has been entered once, I do not want to enter it again.	High	LIMS-11024: Add Referrals/Consults Screen and Request form to the Hospital PortalReady For Development	Model after Labs Request submission screen
Submission form on the website must allow for a custom digital document form on a per unit basis.	As a hospital administrator, I want to be able to customize the form used on the web portal for RDVM referrals.	High	Part of LIMS-10024, with support from LIMS-11031
Submission form on the website must require a unit to be selected.	As a hospital administrator, I want to know which unit a referral is targeted to before it is processed, as I may have different users handling each unit.	High	This will be automated as part of Catalog item selection
Referrals from the website must notify different users based on the unit selected.	As a hospital administrator, I want to be able to set which users or email addresses are notified based on the unit.	High	Part of LIMS-11024
The referral form must allow for the upload of attachments.	As an RDVM, I want to be able to attach any lab results or images to the referrals I am submitting.	High	Part of LIMS-11024
A Referral must be able to be converted to a PA or a Consult.		Medium	LIMS-11022: Add Portal referral as an appointment status on the Admission Search Screen and Admission ScreenReady For Development
An email notification must fire off immediately once a referral has been submitted.	As a client coordinator, I want to be notified at a specific email address when one of my RDVMs has sent in a referral or consult.	High	Part of LIMS-11024
API commands must support Digital Documents	As a unit administrator, I would like our RDVMs to fill out a Catalog item as a referral form as part of the Referral or Consult process	High	LIMS-11031: New Hospital Portal API commands to support Referrals and ConsultsOpen
Database must support Hospital Portal Referrals and Consults	As a hospital administrator, I would like to have the Referrals and Consults be integrated into the main VetView app.	High	LIMS-11025: Database changes to support Hospital Portal ReferralsOpen

User interaction and design

Open Questions

Question	Answer	Date Answered

Question	Answer	Date Answered
Should we allow a submission without a unit selected?	No. A unit must be selected. If it is the wrong unit, this can be corrected by the staff completing the referral. Update: Unit will be forced to be selected under the redesigned unified drop down menu.	8-22-2022, updated 9-27-2022
Should we separate documents for consults and referrals?	Yes. Include forcing the RDVM to choose between the two during submission, and drive the Catalog Item selection based on the choice. This option will be included in Setup.	8-23-2022
Create a new table to store setup, or utilize existing tables with new flags and columns?	TBD by Lead Tech and development team.

Out of Scope

Bidirectional communication on the Hospital Portal. No communications will be sent back to RDVMs via the portal, only via the standard Communication Worklist events once a PA is started. If a staff member handling the referral has questions, they will need to contact the RDVM via telephone.
Hospital Unit Dashboard. This is a feature that Referrals may eventually tie into, but is not necessary for the referral feature on the Hospital Web Portal.
Chron job to handle the emails, with a separate log. The email event will instead fire off immediately once an RDVM has submitted the referral. These statuses can be searched within the Main App even if the email is down.
A flag to indicate the PA was initiated on the Portal. This will be recorded in the Episode Log, but revert to a normal PA once it is processed by a client coordinator, and will not receive any further special treatment within VetView.
Ability to cancel a referral from the Portal. If a clinic or RDVM want to cancel after submission, they must contact the hospital.