VAv3 (Elite) Validation Rules (Activation Date: 06-01-2016)
Posted by Bryan Hodges, Last modified by Dwight Crews on 30 June 2017 09:47 AM
Attached to this article is a listing of new Validation Rules that will be going into effect in VAv3 (Elite) on 06-01-2016. The 2 spreadsheets attached are:
1 – Virginia Validation Rules 06012016 w_comparisons. This is a spreadsheet listing:
2 - Virginia Validation Rules 06012016. This is a spreadsheet similar to number 1 with the exception that it does not contain the comparisons (This version was created to give the user a more streamlined listing to use if needed).
On June 1, 2016, the existing validation rules will be deactivated and these new validation rules will be activated. If any issues are discovered after June 1st, the rule will be deactivated and the issue corrected. However, the rule will not be reactivated until the next release cycle which will begin on November 15th with the activation date being January 1, 2017.
For 3rd party vendors, a new Schematron file is currently being worked on. Once this is ready, a follow up notice will be sent. For those agencies that currently have their own ImageTrend Elite program, ImageTrend will be working with you on the implementation of these rules.
Even though these rules are going to be activated on June 1, 2016, OEMS recognizes that some agencies utilizing a 3rd party vendor may need additional time to make any needed adjustments. While these changes are being implemented and the system stabilized, OEMS will not be evaluating the quality of records received. When the system reaches a point of stabilization and we feel that quality can again be evaluated, we will send out notices letting everyone know when this will begin.
Additional notes and observations concerning validation rules
In the past, some validation rules have caused issues where, even though accurate information was documented, the report still showed a validation error and a validation score of less than 100%. OEMS has heard of situations where providers considered documenting incorrect information so that the report would obtain a 100% validation score. In other situations, OEMS has heard that providers have considered not filling out additional information on a report once the validation score reaches 100%. While OEMS hopes our new rules and rules created in the future will minimize this from occurring, in either situation, it is important to note the following:
Always document things correctly, completely, and thoroughly regardless of the validation score.
If the provider creates a report correctly and accurately but the validation score is less than 100% have someone else review it. Sometimes, the simplest things are overlooked. It’s surprising how many people still document the previous year when creating reports in January or even February. If agencies think there is a problem with the rule, let OEMS support know so that it can be reviewed. If, on the other hand, the report has a score of 100% but additional information such as vitals, medications, etc. still need to be documented, make sure to complete the work. A provider or agency never knows when they may be called upon to review any record created for a variety of circumstances. A year later, how many providers are going to remember everything that happened unless it’s documented? It is always the responsibility of the providers and agencies to make sure to document events and actions correctly, completely, and thoroughly so that the report is accurate.
Administrators and vendors may notice that the number of validation rules has been dramatically reduced. Going forward, OEMS’s goal when setting up validation rules (within the NEMSIS 3 standards) will be to ensure Virginia collects information required while, at the same time, trying to allow providers the flexibility to accurately enter in pre-hospital care reports/electronic medical records (reports) without encountering quality issues. The state will not use “state level” validation rules to try and control all aspects of how a provider should create a report. This is not the mandate of OEMS. It is up to the individual agencies to ensure that providers enter in reports that are accurate and complete.
To that end, OEMS has begun discussions with ImageTrend on acquiring new validation rule functionality. This will be available for those agencies that exclusively utilize VAv3. Agencies that use a 3rd party vendor already have this type of control within their own systems. Once this is in place, agencies that request access to this will have the ability to create agency level validation rules. While this functionality will not allow an agency to circumvent state level rules, it will allow the agency to put in place additional rules to ensure that providers collect information that agencies deem important. No time frame has been determined as to when this will be available. But, once it is, OEMS will send out notifications.