Facility change: Tyler Broadway VA Clinic closure (BOLO)

[xiongjaneg]

Intake (assuming editor submission to helpdesk (HD))

• [x] Submitter: Jesus Flores, VA North Texas health care

• [x] What triggered this runbook? (Flag in CMS, Help desk ticket, Product team, VHA Digital Media) Trigger: Help desk ticket

• [x] Link to associated JIRA help desk ticket (if applicable) Help desk ticket:

• [x] Name of submitter (if applicable) Submitter: Jesus Flores, VA North Texas health care

• [x] If the submitter is an editor, send them a link to the KB article: How to archive a closed facility

• [x] Link to facility in production: Facility link:

Acceptance criteria

VAMC facility closure

CMS Help desk steps

• [ ] 1. CMS team becomes aware that the facility is no longer on the Facility API.
• [x] 2. If we don't already have context (say, via a HD ticket submitted by an editor), check with editor to find out more about the status of the facility
• [x] 3. Find out if there are any services or events tied to the facility to be archived that should be moved to a new facility or otherwise preserved and updated

[@TODO: Update email template]

Email template

``` FROM: vacms email SUBJECT: removed from VAST CC: Jeffrey.Grandon@va.gov, Steve.Tokar2@va.gov, Jennifer.Heiland-Luedtke@va.gov, David.Conlon@va.gov BODY: Hi [VAMC editor who owns the node in CMS ] We see that [name of facility] has been removed from VAST. If this facility has been permanently closed or moved, you can now work with us to unpublish the facility from the CMS and remove it from VA.gov. Because some Veterans may have bookmarked this facility, external sites may have linked to it, and because it can take a little time for search engines to catch up to web content, we want prevent errors and bad web experiences for our Veterans. In order to do that we have some questions about the nature of this closure so that we can help redirect Veterans to the right place and understand this change. 1. Was this facility replaced with another facility? If yes, which one? 2. Is there a news release or story about this published on your VAMC website? 3. Anything else we should know about this facility closure? If this facility has been removed from VAST in error, please notify our Support Desk as well as your VAST coordinator. [outro] [CMS helpdesk signature] ```

• [x] 4. Are any of the services or upcoming events for the facility to be closed moving to a different facility?
  • [x] 4a. If so, note the facility picking up the services and events here:
  • [x] 4b. If so, note the services and events here:
• [x] 5. Create a redirect request from the URL of the facility to be closed to the URL of its parent system.

17389

(These are usually released Wednesday afternoons so you should coordinate the remaining items below around that timeframe)

• [ ] 6. When redirect has been deployed, make these changes. Practice first on staging or a demo environment.
  • [ ] 6a. CMS engineer bulk moves any content identified 4b to new facility 4a.
  • [ ] 6b. CMS engineer edits the facility node, removes flag Removed from source, add a revision log that explains the change, with a link to github issue, and change moderation state to archive. (Note: any remaining health services, non-clinical services and events for the given facility will be archived automatically when these changes are saved.)
  • [ ] 6c. CMS engineer finds the menu for the system https://prod.cms.va.gov/admin/structure/menu and deletes the menu item for the facility being closed.

CMS Help desk (wrap up)

• [ ] 7. Help desk notifies editor and any other stakeholders.

Team

Please check the team(s) that will do this work.

• [ ] CMS Team
• [ ] Public Websites
• [x] Facilities
• [x] User support

[xiongjaneg]

Jira ticket 3485

[JayDarnell]

@stefaniefgray is this still an issue? Looking at the CMS this VA Clinic appears to be very open. The Facility Locator API ID: vha_549QC is still present in Lighthouse.

[stefaniefgray]

@JayDarnell Definitely still an issue, thank you for flagging

Facility was never fully closed after ticket https://va-gov.atlassian.net/browse/VAHELP-3485

[kmariepat-cityfriends]

@stefaniefgray to review to make sure this is still needed

[stefaniefgray]

Just archived https://prod.cms.va.gov/north-texas-health-care/locations/tyler-broadway-va-clinic

Passing to @omahane to confirm that all facility closure steps have been completed from the engineering side -- if so, ticket can be closed. Thanks!

[kmariepat-cityfriends]

@stefaniefgray I updated the template to the current template, can you take a look at the CMS steps and checkoff what has been completed

[omahane]

@stefaniefgray @TroyA6 I asked Lighthouse about this, but maybe you know something https://dsva.slack.com/archives/CJ162GDDJ/p1680187788421089

[omahane]

@stefaniefgray @TroyA6 As, a follow-up, the page is now showing with the closed facility information: https://www.va.gov/north-texas-health-care/locations/tyler-broadway-va-clinic/

I think that for now we have no work to do on the Drupal side.

Could someone ask the editor about getting the closure communicated to VAST?

Once we have the "Removed from source" flag, we'll be able to follow up with the appropriate CMS-side actions and redirects.

[omahane]

@stefaniefgray What are our next steps?

[omahane]

@kmariepat-cityfriends I think we are blocked until the VAST change is made.

[kmariepat-cityfriends]

Thanks for the update @omahane @stefaniefgray can you confirm if the closure has been communicated to VAST

[kmariepat-cityfriends]

I am closing this, the facility will appear on the flagged facilities list when VAST change is complete

[xiongjaneg]

Reopening - Michelle noted that it is no longer flagged, so this could potentially be completely archived now and this ticket closed.

[omahane]

@ian-sears Here's another one of those pesky VA Clinics that is still in the Facilities API even though it's been closed for a while: https://prod.cms.va.gov/north-texas-health-care/locations/tyler-broadway-va-clinic

I think the same treatment of getting in touch with an editor about contacting their VAST admin to get this removed is in order.

[xiongjaneg]

@ian-sears See many comments in the Jira ticket on this https://va-gov.atlassian.net/browse/VAHELP-6254

VHA DM is aware and added as participants in the Jira thread

[xiongjaneg]

Justin, VHA DM, emailed that the editor has been having trouble verifying with the facility manager whether or not this facility is closed. Justin has asked them to verify and follow up with CMS Support. This has also been noted in the Jira ticket. So this is blocked pending editor action.

[jilladams]

We have achieved clarity: https://dsva.slack.com/archives/C02730UEZPS/p1712693061007739

VHA DM learned that Tyler Broadway Clinic (vha_549QC and frequent flier on the Flagged Facilities list) has closed and been replaced by the Tyler Centennial Clinic (which is already published). They're initiating the removal process via VAST but we should keep an eye out for the change.

Cross-Referencing the two (2) Jira tickets that have been tracking this from February 8, 2022 to August 2, 2023 and August 14, 2023 to March 25, 2024 (so far). https://va-gov.atlassian.net/browse/VAHELP-3485 https://va-gov.atlassian.net/browse/VAHELP-6254

[jilladams]

May 21: https://trello.com/c/GNWKRoUV/57-tyler-broadway-part-of-of-north-texas-vamc-open-closed-status

Told by PAO that this is open.

• Drupal has proper operating status
• Helpdesk redirected this locations list so now we should undo this so the detail page can be access

Action item: Facilities team will remove redirect

Christian vouched today that the redirect is removed.

[jilladams]

@ian-sears @TroyCMSSupport Final answer here:

• This facility is open
• The redirect is removed.

Last step here is for y'all to finish out whatever you need to do on these 2 JIRA tickets: https://va-gov.atlassian.net/browse/VAHELP-3485 https://va-gov.atlassian.net/browse/VAHELP-6254

[jilladams]

@ian-sears @TroyCMSSupport FYI this ticket is complete other than editor comms. If you've done those, you can close it.