1. Access to the VA Medical Records
Keeping VA medical records safe

2. Introduction Patient confidentiality is very important.
This CD was made to give nursing students some help before coming to the Seattle VA for your clinical studies.
We are happy to be a part of your training, and we want your experience here at the VA to be a good one.

3. Objectives
You will select log-on codes to access the VA medical records system.
You will understand the different software applications that need passwords.
You will know what software applications you will have access.
You will know the signature requirements that documents the care you provided.

4. VA Codes You will need to log-on to four different areas
Network/LAN code.
Vista code.
Computerized patient record system code (CPRS).
Bar Code Medication Administration code (BCMA)
Signature code.

5. VA Codes You will need a “User name” for the network
This is called system domain in other systems
You will need an “Access Code”
This is called username in other systems
You will need a “Verify Code”
This is called password in other systems

6. VA Network Codes
The first area you will log into is the network, sometimes called Windows.
The Veterans Administration is divided in to several sections. Health care is Veterans Health Administration (VHA)
VHA is divided into VISNs: Veterans Integrated Service Networks.
Seattle and American Lake campuses make up the Puget Sound Health Care System

7. Network Log In The user name for the network is:
“vhapug” (Puget Sound area of veteran’s health administration Plus ++
the first five letters of your last name, and
the first letter of your first name.
If your name is Linda Hamilton
Your username would be vhapughamill
vhapug + hamil + l

8. Network Codes You will also need a password
We give everyone a temporary password to start with and it must be changed the first time you login to the network.
Username vhapughamill
Password ( generic, temporary)

9. Network Codes
After you login to the network the first time, you will have to enter a new password.
The password is one that you will make up.
It must be between 8 and 20 characters
It must be made up of letters, numbers, and symbols but not ^ or : or ; or \ or /
example “6$Buster”
Bullet: Passwords are easier to remember if they are made up of things you know. If your first dog’s name was Buster and you were 6 when you got him, a good password might be something like: This has a number, a symbol, a capital letter, and a small letter. This is a good password ONLY if you do NOT have pictures of Buster all over your space and talk about him all the time—that would make it easy to guess. But when it is something that only you know and only you would remember, it can make it a lot easier to remember your password.

10. VistA Codes The heart of the VA computer system is VistA
Veterans Information System Technology Architecture
VistA requires an access code and a verify code
Your access code is originally set as your first and last initial, two comma’s and the last 4 numbers of your social security number
Lh,,1234

11. VistA Codes
If you do not want the last four numbers of your social security number to be your access code it can be changed.
Your current verify code will be given to you in a sealed envelop which you also will change.
Your network password and VistA verify code may be the same.

12. VistA Application
You will find the icon for VistA on the desktop or in the application folder.

13. VistA Application
VistA

14. VistA Login
This is the login screen for Vista
Access code
Verify code

15. CPRS Application
All of your patient care documentation will be done in CPRS.

16. Access code the same as VistA verify code same as VistA

17. CPRS Application
You will spend about 3 hours in class learning all about CPRS. It will help a lot if you already have in mind a password, a verify code and a signature code.

18. BCMA Application
The Bar Code Medication Administration uses the same access and verify code as VistA and CPRS
After entering your codes you will also be asked for your signature code
Then you will be prompted for your instructor to enter his/her access and verify codes.
Why is the resident being asked for the instructor’s access and verify codes? This seems to directly contradict the statement of “never share codes” (which I haven’t seen stated yet by the way – hint hint). If the need for instructor’s codes is about what happens in class, that needs to be clearly stated.

19. BCMA Codes
A licensed person must be the person of record for administering medication that is why your instructor must enter his or her codes.

20. Signature Code One more code to go!
You will use your signature code to sign all of you notes and you will need a signature code for passing medication.
Your electronic signature code
6-20 characters letters, numbers, or a combination of letters and numbers
Example “Bd1075” .

21. Signature Code
Your signature code should not be the same as your network user, access, or verify codes.
It should not be any part of your name or a common nick name.
The main idea is that your codes should be known only to you.
I really like that last line!

22. REVIEW The following codes are EXAMPLES for Linda Hamilton
Network code vhapughamill
Password 6$Buster
Access code lh,,1234 (changeable)
Verify code 6$Buster
Signature code bd1075

23. Information Security
Your codes identify you in our system and in the medical record. Your signature code is, by law, exactly like your ink signature on a document
NEVER share codes. Doing so is considered Falsifying Medical Records and Fraud.
Always log out or lock the computer when you leave it so that others cannot take advantage of your access and do things under your name.