Lawson Number Not Showing In Express Order

Hi,

We are getting emails from our requesters stating they are unable to order certain items through the Express Order screen in RQC. All of the items specified so far have been in the system for long periods of time with no issues until recently.

When they are unable to find the item in Express Order, they are able to move to the Search Catalog screen and locate/order the item from there. any ideas on what would cause a lawson number to not work in Express Order but work just fine in Search Catalog?

Thanks, John

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Comments

unknown

Quick update:

When the users try to "find" the lawson number, they get this message:

"409662 is not set up in your item catalog. Would you like to transfer to the Special/Service screen now to order this item? Yes/No"

What is considered the item catalog? IC11?

unknown

Look at the requester setup (RQ04) on the Requisition Center tab. There is a section where you can tell it to list only contract items or only internal items. Maybe the contract for some of your items expired or was put on hold and that is causing them to not display for some or all of your users.
Also - Tasks Allowed on that same tab. This is where you specify the default order that RQC searches for an item. If you leave it blank the order will default from IC02 company setup (same tab). I am not sure what happens if these are blank in both places (RQ04 and IC02).

jon-athey

Have you made any recent changes to RQ04 setups? When you get that message it means the item isn't built in the IC12 for the requesters default From Location. There's a field in RQ04 that if flagged Y will prevent a requester from finding items outside what is built in IC12 for their From Location. The field is List only Internal Items under Item List Specific Fields in the Requisition Center tab.

jon-athey

The Tasks Allowed order just allows you to set the order in which each of those tasked are listed in the drop-down menu when you click Find/Shop in RQC. It's not related to how RQC searches for an item.

unknown

Thanks for the feedback Tracy and Jon!

A little backgroung, we are currently implementing Radiant and OpTime (Epic products) into our facilities for clinical documentation. With these new programs, they now rely solely on Lawson to send over product information including catalog numbers, descritpions, UOM's charge codes patient pricing and a number of other things. In order to do this, we have had to create new locations for 10 of our procedural areas add load lawson numbers to them so that they can be sent across the interface into Epic.

I'm guessing that since we have to load these items to specific locations (not all itemmaster items are added to each location, just ones used by that location) it's causing this issue.

If I change the "Show Internal Items Only" flag to N, would that fix the Express Order problem?

jon-athey

Yes.

files_for_dEPM-655 - Series How to Publish Data from dEPM - Part 1.zip

jon-athey

John, how are you sending charge codes and patient pricing from Lawson to Epic?

unknown

Hey,

There we use the IC524 data dump that we submit every night to an Infor interface engine called Clinical Bridge that takes the dump from Lawson, translates the informaton into an HL7 format, then sends it through into Epic.

The charge codes spcifically are stored in the PC10 screen (table name HCCHGITEM). We use this screen to assign a charge code to a lawson number along with what we call the unit cost, lawson calls it the patient price. This allows us to maintain the cost and charge code within lawson.

jon-athey

Excellent, we've been looking into using PC10 for this with Cerner, we will be moving to Epic over the next 2 years. Are charge codes assigned and maintained by Materials/Purchasing staff for all clinical areas? Or do clinical information specialists/analysts maintain the PC screens in Lawson.

unknown

The process is a little new for us so the exact process definition is still in the works.

In short, once items are assigned to a location and are identified as chargeable (anyting with a unit cost (patient price) of >$1.99 or all sutures), we send the list of items to our Rev Cycle team who review for HCPCS codes and review the cost and assign the charge code. Once, our billing and compliance team has reviewed and given approval for the charge code assignments, we have 2 lawson analyst (myself and my colleague) who contol the actual assignment of those codes in lawson.

This helps us maintain a tighter security on the charge codes since it has such a huge impact on potential revenue.

unknown

Hi, we are still having this issue. It's specific to a user, we have requester "Tom" who can enter items onto a req using Express Order, but occasionally runs arcross an item that says the item is not built in the item catalog (when it actually is) and asks to go to the special/service screen. When the user searched for the item in "search catalog", it comes up just fine. I was able to recreate the issue using my own RQC account. Not sure what setup would cause this issue specific to a particular item.

Thoughts?

jon-athey

Can you share some screen captures of the RQC screen with the error and the IC11 main tab?

unknown

John: We just recently had a similar problem. Item 998218 could not be seen when some of the Search Flags were set a certain way on RQC. We could see item 998217, 998219, very similar items, with the same IC11 and IC12 setups. But we could not see item number 998218, when the flag for Expanded Item List was checked. We were searching on description, the same way every time, but with the Expanded Item List checked it would not display. When we turned that off, it would. It is very bizarre. GSC said we needed some updates, but it still does not make sense that one item would work differently than the others. Hope you can figure yours out.

unknown

Hey, this has been long overdue but we figured out that our IC800 job that creates key words was not setup to run routinely so as we were creating new items, our users were unable to find the items in express order because they were not identified by the IC800 job as new items and new key words were not created. Thanks for all the feedback and the efforts here. The problem seems to have been resolved with us updating the IC800.

unknown

John-What does the IC800 job do and how frequently do you run it now?

unknown

Hey!

The IC800 job looks at a number of fields with the ItemMaster, ItemLoc and POItemVen screens and creates "key words" for requesters to use within RQC. Every Lawson number, and every word included in a description field, user field and many others are all considered key words. The IC800 job looks through all of those fields to identify "new" key words and saves them so that end users can search by those values.

I can send the list of fields that the IC800 job looks at when identifying new key words if it would be helpful.

Thanks

unknown

If you don't mind, that would be great. How often do you run it?

0911060553270289.pdf

unknown

Hi John - Would you mind sending the list to beth.rupp@uchealth.com? thanks.

jon-athey

It's my understanding that IC800 creates keywords for the Catalog Search function in RQC. In Express Order you're entering the Lawson item number so that function is looking directly at IC11/IC12. We run IC800 weekly.

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