STANDARD DATA DICTIONARY #351.82 -- IB UC VISIT TRACKING FILE 6/27/25 PAGE 1
STORED IN ^IBUC(351.82, *** NO DATA STORED YET *** SITE: WWW.BMIRWIN.COM UCI: VISTA,VISTA (VERSION 2.0)
DATA NAME GLOBAL DATA
ELEMENT TITLE LOCATION TYPE
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DO NOT delete entries in this file. DO NOT edit data in this file with VA File Manager.
Entries in this file will be added and updated by menu options and a nightly background job. Entries in this file will not be
deleted.
This file stores Community Care Urgent Care Visit information that is used to determine what copay, if any, a veteran has to pay
for an Urgent Care visit within the community.
Per VHA Directive 6402, this file definition should not be modified.
DD ACCESS: @
RD ACCESS: @
WR ACCESS: @
DEL ACCESS: @
LAYGO ACCESS: @
AUDIT ACCESS: @
CROSS
REFERENCED BY: UPDATED(AC), PULL REQ(APULL), EXCEPTION SITE(ARS), EXCEPTIONS?(AT), UNIQUE ID(AUID), PATIENT(B), BILL NUMBER(C),
VISIT DATE(VD)
LAST MODIFIED: MAR 14,2025@14:08:23
351.82,.01 PATIENT 0;1 POINTER TO PATIENT FILE (#2) (Required)
LAST EDITED: JAN 07, 2020
HELP-PROMPT: Enter the veteran who received care at a Non-VA Urgent Care clinic.
DESCRIPTION: This field identifies the veteran who has been to an Urgent Care clinic under the Community Care
Medical benefit.
CROSS-REFERENCE: 351.82^B
1)= S ^IBUC(351.82,"B",$E(X,1,30),DA)=""
2)= K ^IBUC(351.82,"B",$E(X,1,30),DA)
351.82,.02 SITE 0;2 POINTER TO INSTITUTION FILE (#4) (Required)
LAST EDITED: JAN 07, 2020
HELP-PROMPT: Enter the site where the patient's Urgent Care Visit the bill was processed.
DESCRIPTION:
This field stores the site where the bill was processed.
351.82,.03 VISIT DATE 0;3 DATE (Required)
INPUT TRANSFORM: S %DT="E" D ^%DT S X=Y K:Y<1 X
LAST EDITED: JAN 07, 2020
HELP-PROMPT: Enter the date of the Urgent Care visit.
DESCRIPTION: This field contains the date when the patient visited the Urgent Care clinic under the Community
Care Benefit program.
CROSS-REFERENCE: 351.82^VD
1)= S ^IBUC(351.82,"VD",$E(X,1,30),DA)=""
2)= K ^IBUC(351.82,"VD",$E(X,1,30),DA)
This index allows the system to find a visit in the Urgent Care Visit Tracking Database by the Date
of the visit.
351.82,.04 STATUS 0;4 SET (Required)
'1' FOR FREE;
'2' FOR BILLED;
'3' FOR REMOVED;
'4' FOR VISIT ONLY;
LAST EDITED: FEB 07, 2020
HELP-PROMPT: FREE - Exempt under the MISSION ACT of 2018, BILLED if a copay was filed, REMOVED if the visit was
entered in error, or VISIT ONLY if the visit has no copay linked to it.
DESCRIPTION: This field contains the visit status of the Urgent Care visit. The status can be: FREE if the
veteran's visit is exempt under the MISSION Act of 2018, BILLED if the Visit was charged a copay,
regardless of the copay's billing status, REMOVED if the Visit was entered in error, or VISIT ONLY
if the visit needs to be tracked and there is no copay associated with the visit.
351.82,.05 BILL NUMBER 0;5 FREE TEXT
INPUT TRANSFORM: K:$L(X)>12!($L(X)<6) X
MAXIMUM LENGTH: 12
LAST EDITED: JAN 08, 2020
HELP-PROMPT: Answer must be 6-12 characters long. Enter either ON HOLD or the full bill number associated with
this visit from the Copay file.
DESCRIPTION: This field contains the bill number under which a tracked Urgent Care copay was billed. It must be
in the form of -. It is not a mandatory field.
CROSS-REFERENCE: 351.82^C
1)= S ^IBUC(351.82,"C",$E(X,1,30),DA)=""
2)= K ^IBUC(351.82,"C",$E(X,1,30),DA)
This free text field will contain one of 3 values:
If the Visit's status is not BILLED
- NULL (no Copay associated with the visit).
If the Visit'sstatus is BILLED
- ON HOLD (A copay was charged but the Copay is waiting to see if
3rd Party Insurace will occur). - xxx-Knnnnnn - the AR Bill Number (field #.11) from the Copay
file
(#350).
351.82,.06 REASON 0;6 SET
'1' FOR SC/SA;
'2' FOR MISSION Act;
'3' FOR Entered in Error;
'4' FOR Duplicate Visit;
'5' FOR No Copay Added;
'6' FOR FRM Override;
LAST EDITED: MAY 01, 2020
HELP-PROMPT: Select 1 for SC/SA, 2 for MISSION Act, 3 for Entered in Error, 4 for Duplicate Visit, 5 for No
Copay Added, 6 for FRM Override, or if no extra comment is needed.
DESCRIPTION: This field contains an extra comment to help describe why a veteran's visit was considered FREE,
REMOVED, or VISIT ONLY. If used, the options to select from are Special Authority, Mission Act, or
FRM Override (for FREE), Entered in Error or Duplicate Visit (for REMOVED), or No Copay Added (for
VISIT ONLY).
351.82,.07 UNIQUE ID 0;7 FREE TEXT
INPUT TRANSFORM: K:$L(X)>30!($L(X)<5)!'(X?3.5AN1"_"1AN.AN) X
MAXIMUM LENGTH: 30
LAST EDITED: JAN 06, 2020
HELP-PROMPT: Enter a unique identifier between 5 and 30 characters in the format 3-5 characters, underscore,
1-24 characters.
DESCRIPTION: This field is used to determine the originating source of the record. It consists of the site
number, an underscore, and the Internal Entry Number of the record at the originating site. Only
the originating site can update the record.
CROSS-REFERENCE: 351.82^AUID
1)= S ^IBUC(351.82,"AUID",$E(X,1,30),DA)=""
2)= K ^IBUC(351.82,"AUID",$E(X,1,30),DA)
This cross reference is used to lookup records by their unique identifier which consists of
originating site, an underscore, and the IEN to this file at their originating site.
351.82,.08 ELIGIBILITY GROUP ; COMPUTED
MUMPS CODE: X ^DD(351.82,.08,9.2) S X=X S X=X,X1=Y(351.82,.08,2) S X=$$GETELGP^IBECEA36(X,X1)
9.2 = S Y(351.82,.08,1)=$S($D(^IBUC(351.82,D0,0)):^(0),1:"") S X=$P(Y(351.82,.08,1),U,3),X=X S X=X,
Y(351.82,.08,2)=$G(X),Y(351.82,.08,3)=$G(X) S X=$P(Y(351.82,.08,1),U,1)
ALGORITHM: IBUC ELIG GROUP(INTERNAL(#.03),INTERNAL(#.01))
LAST EDITED: APR 07, 2020
DESCRIPTION: This field shows the veteran's current ELIGIBILITY GROUP on the visit date. Since this changes
sometimes retroactively, it is a computed field.
TECHNICAL DESCR: This field shows the veteran's current ELIGIBILITY GROUP on the VISIT DATE. Since this changes
sometimes retroactively, it is a computed field.
It uses FileMan FUNCTION: IBUC ELIG GROUP(INTERNAL(#.01),INTERNAL(#.03)) which calls
$$GETELGP^IBECEA36(X,X1) passing in the VISIT DATE and the PATIENT.
351.82,1.01 UPDATED 1;1 SET
'0' FOR EXISTING;
'1' FOR NEW OR UPDATED;
LAST EDITED: JAN 06, 2020
HELP-PROMPT: Enter 1 whenever this record is added or updated.
DESCRIPTION: This flag is used to determine if a record should be pushed out to other sites. It is set to 1
when the record is added or updated and set to 0 after the updates are propagated to other sites a
veteran has been treated at.
CROSS-REFERENCE: 351.82^AC
1)= S ^IBUC(351.82,"AC",$E(X,1,30),DA)=""
2)= K ^IBUC(351.82,"AC",$E(X,1,30),DA)
This cross reference is used to find records updated since the last push out to other treating
facilities.
351.82,2.01 PULL REQ 2;0 POINTER Multiple #351.821 (Add New Entry without Asking)
DESCRIPTION: This subfile contains all outstanding requests from external sites to pull this record. It is
removed after the record is successfully sent to the requesting site.
351.821,.01 PULL REQ 0;1 POINTER TO INSTITUTION FILE (#4) (Multiply asked)
LAST EDITED: JAN 06, 2020
HELP-PROMPT: Enter the site number requesting this record.
DESCRIPTION: These are the sites that have requested to pull this record. It will occur most often when a
veteran is being seen at a new treating facility. The sites are removed after the record has
been pulled to that requesting facility.
CROSS-REFERENCE: 351.821^B
1)= S ^IBUC(351.82,DA(1),2,"B",$E(X,1,30),DA)=""
2)= K ^IBUC(351.82,DA(1),2,"B",$E(X,1,30),DA)
CROSS-REFERENCE: 351.82^APULL
1)= S ^IBUC(351.82,"APULL",$E(X,1,30),DA(1),DA)=""
2)= K ^IBUC(351.82,"APULL",$E(X,1,30),DA(1),DA)
This cross reference is used to determine which records were requested to be pulled by other
treating facilities. Entries are removed from the index after a successful pull.
351.821,.02 PULL REQ DATE 0;2 DATE
INPUT TRANSFORM: S %DT="ESTXR" D ^%DT S X=Y K:DT>X X
LAST EDITED: JAN 08, 2020
HELP-PROMPT: Type a date not earlier than CURRENT DATE.
DESCRIPTION:
This is the date a treating facility requested information about this visit.
351.82,3.01 EXCEPTIONS? 3;1 SET (BOOLEAN Data Type)
LAST EDITED: MAR 08, 2023
HELP-PROMPT: Enter 1 whenever this record did not successfully transmit due to an eligibility or Data file
issue.
DESCRIPTION: This flag is used to determine if a record was unsuccessfully pushed to other sites. Should be
used in conjunction with EXCEPTION REASON Field (3.02). Set to 0 or NULL if transmission was
finally successful.
CROSS-REFERENCE: 351.82^AT
1)= S ^IBUC(351.82,"AT",$E(X,1,30),DA)=""
2)= K ^IBUC(351.82,"AT",$E(X,1,30),DA)
This cross reference is used to find records that did not transfer when the last Urgent Care Visit
data push occurred.
351.82,3.02 EXCEPTION REASON 3;2 SET
'E' FOR Eligibility Discrepancy;
'N' FOR No Free Visits;
LAST EDITED: AUG 04, 2023
HELP-PROMPT: Enter E if there is a Priority Group Discrepancy, or N If there were no Free Visits
DESCRIPTION: This field is used to explain why a record did not transmit successfully. Used only if:
A) There is a Priority Group Discrepancy for the patient between the two facilities.
B) There were no Free visits remaining at the receiving facility.
351.82,3.03 EXCEPTION SITE 3;3 POINTER TO INSTITUTION FILE (#4)
LAST EDITED: MAR 22, 2023
HELP-PROMPT: Enter the VAMC which did not receive the Visit Information.
DESCRIPTION: This field is used to identify with VAMC did not successfully update their Visit Tracking file
because of the Exceptions noted in field 3.02 (Exception Reason).
CROSS-REFERENCE: 351.82^ARS
1)= S ^IBUC(351.82,"ARS",$E(X,1,30),DA)=""
2)= K ^IBUC(351.82,"ARS",$E(X,1,30),DA)
This cross reference is used to find the sites that had visit records that did not transfer when
the last Urgent Care Visit data push occurred.
FILES POINTED TO FIELDS
INSTITUTION (#4) SITE (#.02)
EXCEPTION SITE (#3.03)
PULL REQ:PULL REQ (#.01)
PATIENT (#2) PATIENT (#.01)
INPUT TEMPLATE(S):
PRINT TEMPLATE(S):
SORT TEMPLATE(S):
FORM(S)/BLOCK(S):