Reducing Character Limits In VA Request Flow Fields

by Alex Johnson 52 views

This article discusses the recent changes implemented to reduce the maximum character limits in the request flow for the Department of Veterans Affairs (VA) appointments. These changes were made to ensure compatibility with the ReasonCode.text field in Revenue Cycle, which has a 250-character limit. The modifications apply to all VA requests, including both VistA and OH systems. Let's dive into the specifics of these updates and their implications.

Key Changes Implemented

Reducing character limits across the request flow is essential for maintaining data integrity and system efficiency. One significant decision was to remove the reason for the appointment radio buttons from the request flow, as this data is not utilized for OH appointments. While the removal from direct scheduling is still under consideration and will be addressed in a separate ticket, this step streamlines the process and focuses on relevant data. You can find more details about this decision in this Slack thread.

Removal of Radio Buttons

As part of the character limit reduction, several elements have been removed or modified. The reason for appointment radio buttons have been removed from various pages in the request flow, including:

  • Reason for Appointment Page: The initial page where users selected the reason for their appointment has been updated to reflect the new character limits and data requirements.
  • Review Page: The review page, where users confirmed their appointment details, has been adjusted to exclude the radio button selections.
  • Request Details: The request details section now reflects the changes, ensuring consistency across the user interface.

These changes are visually documented in the following Figma designs:

Modifications to Request Field Characters

Several fields have had their maximum character lengths updated to align with the 250-character limit of the ReasonCode.text field. These changes aim to optimize data handling and ensure compatibility across systems. Here’s a breakdown of the key modifications:

  • Station ID to Station: The field has been renamed to 'Station' and the maximum character limit reduced to 15 characters. This ensures the station information remains concise and easily manageable.
  • Preferred Modality to Modality: Renamed to 'Modality' with a maximum of 18 characters. Additionally, the modalities themselves have been shortened:
    • 'Phone' remains at 5 characters.
    • 'Video' remains at 5 characters.
    • 'In-person' is now limited to 9 characters.
  • Phone Number to Phone: The field is now 'Phone' with an 18-character limit. This accommodates various phone number formats while maintaining a reasonable length.
  • Email: The maximum character limit for email addresses is set to 40 characters, providing ample space for valid email entries.
  • Preferred Dates: The character limit for preferred dates is capped at 58 characters, allowing for multiple date entries without exceeding the limit.
  • Reason Code: This field has been removed entirely as part of the streamlining effort.
  • Comments: The comments field now has a 9-character prefix, with the remaining characters contributing to the free text character limit. This allows for brief contextual information while preserving space for detailed comments.

With these adjustments, the free text reason field limit is set to 90 characters, ensuring that users can provide sufficient details within the constraints.

Current Field Limits in Request Flow

To provide a clear understanding of the changes, it's helpful to review the original field limits. This section serves as a reference point for comparison. Note that these values reflect the previous limits and are presented for informational purposes.

  • Station ID: 18 characters
  • Preferred Modality: 33 characters
  • Phone Number: 25 characters
  • Email: 58 characters
  • Preferred Dates: 58 characters
  • Reason Code: 25 characters
  • Comments: 9 characters + free text

Previously, the total character count (excluding the free text portion) was 226 characters. The new limits are designed to optimize this count while adhering to the constraints of the Revenue Cycle system.

Appointment Systems Affected

These changes impact multiple appointment systems within the VA. It’s crucial to understand which systems are affected to ensure a smooth transition and consistent user experience. The appointment systems affected by these updates include:

  • VistA: The Veterans Health Information Systems and Technology Architecture (VistA) is a core system for the VA, and these changes are applicable.
  • CERNER (OH): The Cerner system used for Outpatient Healthcare (OH) is also affected by these modifications.
  • HSRM: While not explicitly marked as affected in the original document, it's important to verify if the HealthShare Referral Management (HSRM) system is impacted to ensure comprehensive coverage.

Mobile Considerations

For any system changes, it’s essential to consider the mobile component. In this case, there is no mobile component to this specific work. This simplifies the implementation process, as the focus remains on the web-based request flow.

Development Checklist

To ensure all aspects of the update are addressed, a development checklist is used. This checklist includes various tasks and criteria that must be met before the changes are considered complete. The following are example tasks:

  • Task 1: Implement character limit reductions across all specified fields.
  • Task 2: Remove reason for appointment radio buttons from the request flow.

The checklist ensures that all necessary steps are taken and that the changes are thoroughly tested and verified.

Design and Developer Resources

For developers and designers, access to relevant resources is crucial. These resources provide the necessary context and specifications for implementing the changes. Key resources include:

  • Figma File: The design assets are available in this Figma file. This file provides visual representations of the changes and ensures consistency across the user interface. If not applicable, it should be marked as N/A.
  • Swagger File: The Swagger file, which outlines the API specifications, is Swagger File (remove if not needed).
  • File Path: The file path for specific components or modules is File path (remove if not needed).

Definition of Done

The definition of done outlines the criteria that must be met for the task to be considered complete. This ensures that all aspects of the update are addressed and that the changes meet the required standards. The criteria include:

  • All tasks criteria are met: Each item on the development checklist must be completed and verified.
  • Technical Documentation is updated: If needed, the technical documentation must be updated to reflect the changes. This includes documenting the new character limits and any other relevant modifications.
  • Feature Reference (GitHub) is updated: The Feature Reference on GitHub should be updated to reflect the changes made to the request flow.
  • UX - Feature Reference (Figma) is updated: The Feature Reference in Figma should be updated to ensure consistency between design and implementation.

Conclusion

Reducing character limits in the VA request flow fields is a critical step in ensuring system efficiency and data compatibility. By removing unnecessary elements and streamlining data entry, the VA aims to improve the user experience and maintain data integrity. These changes reflect a commitment to optimizing processes and adapting to system requirements.

For more detailed information on VA appointment scheduling and related topics, you can visit the Department of Veterans Affairs website. This resource provides comprehensive information on various VA services and initiatives.