UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
VistA Scheduling
Enhancements (VSE)
Super User Training – Day Four
Supervisor Tabs
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Agenda
Day 1
• We provided a class overview, explain how a course within a course
works, introduced you to VSE, focused on the Tasks tab and loaded
you up with good knowledge and resources to help you prepare to
train
Day 2
• We covered managing requests and appointments in VSE and
delved into how to deliver training including Teach Backs
Day 3
• We continued learning about managing requests and appointments
in VSE and talked about what is needed to follow-up with participants
after training, Teach Backs included
Day 4
• We learn about the supervisor tasks in the Systems and Reports
tabs in VSE and finish up with our last Teach Backs
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Day 4 Objectives
• Describe VSE purpose and benefits
• Access and navigate VSE
• Explain the Tasks tab usage
• Create requests
• Manage existing requests
• Make appointments
• Manage scheduled appointments
• Use the System tab to manage users and clinic
groups
• Use the Reports tab to produce data from VSE
• Prepare for VSE End User Training
• Deliver VSE End User Training
• Follow up on VSE End User Training
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Slide 84: Supervisor Tabs Section
Script:
Supervisors have different responsibilities than
that of a scheduler. Thus, you have different
access in VSE. You will have the security keys
to access the System and Reports tabs.
Transition: Let’s review what happens in each
of these tabs in detail.
How This Benefits Users:
N/A
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Slide 85: System Tab
Script:
System Tab:
• View scheduling information
• View logistics information
• View clinic information
Transition: Let’s get started learning about the
resources available on the System tab and how
you can manage them.
How This Benefits Users:
N/A
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Slide 86: Managing Clinic Groups and
Privileged Users
UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Script:
You can create a new clinic group, add clinics
to a clinic group and remove clinics from a clinic
group.
You can add and remove privileged users to
prohibited clinics.
Clinic groups are created by administrators to
manage groups of clinics. Grouping clinics
makes it easier to view all of a given provider’s
clinics (because they have different ones for
individual providers sometimes) or to view all of
the clinics of a given service area.
Steps covered in simulation.
Transition: First let’s review how to create a
clinic group.
How This Benefits Users:
Clinic groups are a fantastic way of simplifying the scheduling
process for scheduling staff.
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Slide 87: Adding Clinic Groups
Script:
Clinic groups make it easier to view all of the
clinics for a given service area or even across
service areas for coordinated care, like PCT,
lab and x-ray. We recommend limiting to no
more than 7 to keep the view simple and
usable. For instance, with a physical therapy
team, when therapists are grouped, you can
more easily identify the first available
appointment slot.
Review steps on slide to Add a Clinic Group.
• Can only create a clinic group with already
established clinics.
Do not use more than a few resources from the
Resources List. This will allow for quicker load
time of the multiple schedules and easier
viewing. Refer to your local SOP for further
guidance. National recommendations are
available via the Scheduling community of
practice.
How This Benefits Users:
Steps covered in simulation.
Very cool ability to be able to review so many clinic grids at once
and readily schedule makes your job easier and more efficient.
Transition: Along with adding a clinic group, you
can also add and remove privileged users.
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Slide 88: Viewing Clinic Availability
Information
UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Script:
The Availability section:
• Allows you to see the parameters of the clinic
setup (aka clinic profile) from VistA
• Cannot be modified from VSE.
Transition: Let’s have some fun and create a
clinic group then add and remove users.
How This Benefits Users:
Access all your profiles at once for reviewing purposes.
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Slide 89: Manage Users and Clinic
Groups
UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Simulation:
Review Simulation and Scenario.
Use VSE End User Training Simulation Guide
to:
• Add Privileged Users
• Delete Privileged Users
• Create a Clinic Group
Join your facilitator in overseeing the
participants as they perform the simulation on
their own.
Transition: You know how to manage resources
in a clinic group. Now, let’s review how to run
reports so you can see what how well your
schedulers are doing and report to
management about resource management.
How This Benefits Users:
N/A
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Slide 90: Reports Tab
Script:
From the Reports tab, you can:
• View Audit Activity
• Run Management Reports focusing on
resource management
Transition: Let’s first discuss viewing audit
activity.
How This Benefits Users:
N/A
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Slide 91: Viewing Audit Activity
Script:
You typically run Audit Activity Reports to
determine the amount of activity the schedulers
are involved in. Remember, this will not have
much information as you first get started with
VSE.
Report shows, by scheduler or group of
schedulers:
• All staff who have access to the
SDECZMENU or anyone who schedules
• How many appointments schedulers are
scheduling in a certain timeframe
• Appointment type and duration
• A bigger picture of how many appointments
and what kind of appointments are being
scheduled
Audit Activity Reports can be viewed online or
exported to an Excel file.
How This Benefits Users:
As a supervisor, this report lets you see the activity and where
there is more or less.
Steps covered in simulation.
Transition: You can also view clinic profiles from
the Reports tab.
You can also check in on scheduler adoption of the new
technology.
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Slide 92: Viewing Clinic Scheduling
Information
UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Script:
When you select Clinics, it automatically
displays the first 100 clinics in alphabetical
order to reduce system load time. To find a
specific clinic, you must search for it.
Review the steps to run an Audit Activity Report
listed on the slide.
You can filter by the output by:
• Clinic
• Division
• Stop code
• Service
• Appointment Type
VSE provides a spreadsheet of clinic profiles.
Steps covered in simulation.
Transition: Finally, let’s review the management
reports that can be run from the Reports tab.
How This Benefits Users:
Get exactly the data you want.
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Slide 93: Running Management Reports
Script:
Management Reports allows the user to create
reports that display pertinent Resource
Management metrics in a single view.
The application is used by individual facilities
and staff to measure and track supply, demand
metrics related to clinic appointments and
patient encounters in VistA.
Review report types and date aggregates on
slide.
Save the report as a PDF or print.
More data will display as used.
These reports are still being refined. Currently,
you should NOT use date aggregates higher
than 1 week.
Steps covered in simulation.
How This Benefits Users:
Transition: Now, let’s have some fun and
practice running, exporting and saving Audit
and Management reports.
This can be a good way to view day-to-day supply and demand,
but remember your data is only as good as your clinic profiles.
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Slide 94: Run and Customize an Audit
Activity and Management Report
UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Simulation:
This simulation reviews how to run and
customize both an audit activity and a
management report
Review Scenario.
Use VSE End User Training Simulation Guide
to:
• Run and customize an Audit Activity Report
• Run a Management Report
Join your facilitator in overseeing the
participants as they perform the simulation on
their own.
Transition: Well, that wraps up the scheduling
supervisor training! Let me ask you a few
questions just to make sure you are clear on
what tasks a Supervisor typically performs from
the System and Reports tab.
How This Benefits Users:
N/A
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Slide 95: Knowledge Checks 21-22
Script:
Read the question and answers when they are
displayed.
If 2 or more participants answer a question
incorrectly, reteach the topic.
User Benefits:
Answers:
•
21. a. True
Knowledge checks help the
training team determine if
the participants are unclear
about any of the key points
that relate to the objectives.
If so, any confusion can be
remediated on the spot.
22. b. False (cannot edit clinic
names)
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Slide 96: Knowledge Checks 23-24
Script:
Read the question and answers when they are
displayed.
If 2 or more participants answer a question
incorrectly, reteach the topic.
Transition: Let’s recap what we have covered
and answer any outstanding questions you may
still have.
User Benefits:
Answers:
•
23. a. Size, c. Appointment
Capacity, and e. Appointment
lengths available
Knowledge checks help the
training team determine if
the participants are unclear
about any of the key points
that relate to the objectives.
If so, any confusion can be
remediated on the spot.
24. d. Primary Care, Mental
Health and Specialty Care
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Slide 97: Supervisor Training Recap and
Q&A
UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Script:
Review bullets on slide.
Transition: So what are your next steps?
How This Benefits Users:
N/A
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Slide 98: Closing Section
Script:
How This Benefits Users:
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Slide 99: Course Review
Script:
Review slide.
Transition: If so, <move to the next slide>.
How This Benefits Users:
N/A
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Slide 100: Questions and Answers
Script:
Solicit and answer questions.
Ask participants:
Can someone tell me where to go if you need
answer after class?
• Super user
• User Guide
• This presentation
• Simulations
Don’t forget, these are your go to resources
whenever you hit something you don’t know.
Transition: Before you leave the classroom we
need you to complete a few things on TMS.
How This Benefits Users:
N/A
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Slide 101: Next Steps Today and
Tomorrow
UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Script:
Before you leave class today:
• Take the posttest; your TMS
Administrator will be alerted you have
taken the Post-test and note your
attendance for this class.
• Stop on your way out to pick up your
practice exercises you will use next week
in the Test environment in our scheduled
follow-up session.
Tomorrow or the next work day:
• Return to TMS and fill out the Evaluation
form to complete the class.
Transition: Next week attend the follow-up
session in the test lab.
How This Benefits Users:
N/A
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Slide 102: Next Steps Next Week
Script:
Next week:
• Attend the follow-up session in the Test
environment to practice and perform the
Hands-on Demonstration.
Once you have completed the Hands-on
Demonstration successfully, start using VSE in
production!
Note to Instructor: Enter the information for the
follow up session in the bracketed spaces on
the slide.
•
How This Benefits Users:
•
N/A
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Teach Back Presentations
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Teach Back Purpose
• To provide an opportunity to deliver training with knowledgeable people
observing
• To provide an opportunity to contribute constructive and helpful feedback
about your training in a safe environment
• Provides the observers with an opportunity to evaluate different training
styles of delivery from which to select for their own training scripts
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Teach Back Format
• Topics assigned to six trainers each day
• Slide #s from the SU class manual provided so you will know precisely what
section of the end user training you are being expected to Teach Back
• Class broken into two groups; three Teach Backs in each group per day
• ½ of class moves to a different Lync session, run by the VA facilitator
• ½ of class performs Teach Backs in this session
• Duration of Teach Backs is 20 minutes
• At the end of 20 minutes you will be interrupted if not finished and feedback
will begin
• Duration of feedback by co-participants, trainer, and facilitator is 10
minutes
• Enter feedback on the Lync Whiteboard while the training is being delivered
• Each participant in the group will be expected to add his or her feedback to the
Whiteboard for each Teach Back
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Teach Back Guidelines
 Prior to Teach Back, know your materials
 Mark up your instructor notes with your style; each iteration should be
clearer and more reflective of your personality and teaching style.
 Consider everything that was trained in the session when preparing to
Teach Back
 If you are observing, you are anonymous when you contribute feedback
on the Whiteboard so be honest, constructive and respectful
 If you are delivering, be open-minded about the feedback and glean
ways to improve your training
 Strive to incorporate earlier feedback in each Teach Back
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Teach Back Topics and Break Out
Groups – Day 4
UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Topics – End User IG
Groups
•
• Group 1
•
•
Managing Recall
Reminders, Canceling
Requests and
Appointments (62-71)
Managing the EWL,
Managing Consults,
Changing Appointments
(72-83)
Systems Tab, Reports
Tab, Closing (84-102)
• Name Name
• Name Name
• Name Name
• Group 2
• Name Name
• Name Name
• Name Name
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Complete the Class
• Before you leave the classroom, log into TMS and take the post-test
• Your local TMS administrator will need to mark you as having attended
• Coordinate with your POC
• When your TMS administrator has marked you as having attended, return
to TMS and fill out the evaluation
• Ensure you have secure access to VSE in the test environment
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
What’s Next
• Practice delivering the VSE End User Training with Other Super
Users
• Continue refining instructor notes
• Increase familiarity with the Super User Competency Checklist
and End User Hands-On Demo Checklist
• Complete tasks, as available, on the
• Timeline and Task List
• Classroom and Training Preparedness Checklist
• Ensure training materials for Scheduling Staff Training are on
target for timely delivery for scheduler training Day 2 of the Site
Visit
• Review/develop an SOP to provide access to VSE production for
the Schedulers and/or Supervisors after passing the Hands-on
Demonstration
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Site Visit
Day One
• Introductions
• Confirm technical set up
• Practice delivering your part of the course
• Super users deliver training to scheduling staff
• Debrief on class
Day Two • Practice in test environment
Day Three
• One-on-one competencies feedback
• Discuss plan going forward
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Final Tasks
Between Visit and Next Delivery
Finalize instructor notes
Prepare classroom
VSE End User Training
Deliver Part A – Class delivery like we
have done
Facilitate Part B – Practice Exercises
Post-Training
Conduct Hands-On Demonstrations
Complete follow-up training tasks
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UNITED STATES
DEPARTMENT OF VETERANS AFFAIRS
Post-Class Support
• ACAP Office [get phone number for help line]
• VSE Super Users Community of Practice
• VA Pulse VSE Super Users FAQ’s
• Type in any question and get an answer within as little as a few
minutes or within a few business days
• Medical Center Point of Contact
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