6/9/ :21 AM i. Administrator's Manual

Transcription

1 6/9/ :21 AM i Administrator's Manual

2 Copyright by Pharmacy OneSource, Inc. Printed in the United States of America All rights reserved. No part of this book may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or any information storage and retrieval system, without permission in writing from Pharmacy OneSource, Inc. ii

3 Contents What is Quantifi? Requirements Logging In Opening Screen Data Setup Droplists General Age Units Adding Editing or Removing Weight Unit Drugs Custom Drugs Adding Editing or Removing Service Class Service Physician Adding Editing and Deleting Follow Up Notes Outcome ADR Reaction Type Severity Level Probability Reaction Description Action Taken This Reaction Adverse Event Node Event Type Severity What Happened Contributing Factor Action Taken Staff Type Intervention Class Type Soft and Hard Cost Saved RVU Antibiogram Creating an Antibiogram Interchanges Tools System Setup Users Adding a User Editing a User Changing a User's Password Preferences General System Settings Password Settings Quantifi Settings Left Menu i

4 ADR Documentation Fields Adverse Event Documentation Patients Screen Lists File Attachment Utility Notifications Message Center Logo Links Management Reports Global ADR Pharmacy OneSource Reports Copy Run Adverse Event Pharmacy OneSource Reports Copy Run Intervention Pharmacy OneSource Reports Copy Run Patient Saving a Report User View ii

5 What is Quantifi? Quantifi is the #1 customizable clinical intervention documentation and reporting tool for hospital pharmacies and health systems. Pharmacists document and monitor their clinical interventions, medication errors, and adverse drug reactions quickly and easily via the web or handheld computer. Pharmacy managers run detailed reports right off the web to identify, among other things, trends in intervention acceptance, time spent doing clinical activities, and costs avoided. Quite simply, Quantifi provides pharmacy managers with key financial data to quantify and to improve their clinical programs and staff. Requirements Internet Access for Clinicians Using Sentri7 Clinician workstations need to have HTTPS (128 bit SSL, TCP/IP port 443) to the Pharmacy OneSource Sentri7 servers. We can provide the static IP address of the application if required by your network configuration. Approved Web Browser for Clinicians Using Sentri7 Clinician workstations need to have at a minimum Microsoft Internet Explorer 8 or current FireFox to access Sentri7. HIPAA Business Associate Agreement (BAA) This is a legal document between your facility and Pharmacy OneSource assuring you of the safety of your HIPAA data with Pharmacy OneSource. Virtual Private Network (VPN) Connection(s) This is a secure point-to-point IPSec connection between the data network(s) at your facility and Pharmacy OneSource s datacenters. Your facility provides the hardware and configuration for your half of the VPN connection. There will be one or more VPNs required depending on how many networks your ADT, Medication, and Labs systems reside on. - Internet Access Requirements - Approved Web Browsers For products with HL7 Data (S7, QTFI, MB, ACC) - HIPAA Business Associate Agreement (BAA) - VPN Connection - Feed Info 3

6 Logging In Begin by opening your web browser and going to the Pharmacy OneSource website at Once in the website, click the blue Product Sign In link at the right to open a list of products. From the list, select Quantifi. The Quantifi sign-in page will open. To sign, enter the Site ID, User ID and Password given to you by your administrator and click the Login button. Note: If desired, you can make a desktop short cut of this page. To do so, select the File menu in your Internet Explorer browser, and select Send. In the resulting sub-menu, select Shortcut to Desktop. Or, you can simply add this page to your Favorites list. 1

7 Opening Screen The opening page of Quantifi consists of the Main Menu on the left, and the Message Center on the right. The Message Center is an area where messages from both Pharmacy OneSource and your administrator may be posted. Figure 1 The main menu contains everything you need to navigate through the program. To begin, let s look at the Passwords link. Initially, your password is generated by the computer, following rules set up by the Administrator. According to the setup shown here, the rules that must be followed include case sensitivity, a minimum of eight characters, a minimum of two letters and two numbers, and a minimum of two punctuation marks. It could be set to require specifically capitalized and/or lower case letters, too, if desired. Again, this is determined by your administrator and may or may not match the criteria in the list shown here. For full details on setting up password criteria, see page 24. To change your password: First, click on Passwords in the main menu, above the Quantifi title bar. In the resulting screen (fig. 2), enter your existing password. Next, in the New Password field, enter your new password, following the password rules. Re-enter your new password in the Confirm Password field. Finally, click the Update button. You will be returned to the main screen. Figure 2 2

8 Data Setup Droplists Throughout Quantifi, you will be presented with numerous dropdown lists, checkboxes, and text fields. Many of these can be manipulated to suit your facility s needs, and this is done under Data Setup. Most of the lists here are managed in the same manner. They have one item, usually the single item that will appear later in the appropriate dropdown list. You can either add a new item, edit the existing item, or delete an item. In some cases, the items are more involved. In the following pages, we will address each dropdown. The basic manipulation will be explained, and then assumed for other similar dropdowns. In those cases where the information is more involved, we will explain those thoroughly. All of these come with a number of pre-supplied items. As an administrator, you can use these, add new ones, edit them, or remove them. General The first item under Droplists is General. Here we see some of the most basic settings that you will find on many of the forms. All operate similarly, so we will discuss a few, and then focus on significant differences and you may find in certain settings. Age Units The first item in the list is Age Units. When entering information in a documentation form, one of the items is the age of the patient. Years, Months, Weeks, and Days are supplied by default, and will appear in a dropdown list in the documentation form. Adding an item to this list begins with clicking the Add link at the top. Figure 3 3

9 Adding To add a new item to any of these lists: Begin by clicking the Add link at the upper right. The screen shown in fig. 4 will appear. Enter the new age unit in the text field. Click Submit. The new item will appear, alphanumerically, in the list (fig. 5). Figure 4 Editing or Removing To edit or remove an item from any of these lists: Begin by clicking on the item in the list (arrow, fig. 5). The screen shown in fig. 6 will appear. Either edit the name and click Update, or to remove the item, click Delete. Figure 5 Figure 6 4

10 Weight Unit The next item is weight units. Other than the specific information called for, this is handled in exactly the same manner as Age Units. Drugs Drugs, however, is a slightly more involved process. Quantifi comes pre-supplied with a default drug list. The drugs are displayed by generic name. The second column is the drug class, and like other lists, either column can be sorted by clicking on the heading. A second click on the same heading will reverse the sort order. Figure 7 Custom Drugs The term Custom Drugs refers to anything added beyond the default list. Custom drugs may be imported as a list or individually. You can import a custom drug list provided it is in a Microsoft Excel spreadsheet format. Upon clicking Import, you will arrive at a screen which will brief you on the steps involved in importing a list. Assuming you list is in the proper format (step 1 of the instructions), you can either enter the entire path and file name, or browse to the location of the file. Either way, when the file is found, click Import. The custom drug names will become part of the existing list, with the new names listed alpha-numerically among the existing. 5

11 Adding To add a custom drug individually: Begin by clicking on the Add link at the top right. The screen shown in fig. 8 will appear. Other than the second, Drug Class, field, the process here is the same as with any droplist item: Enter the name Select the class from the dropdown Click Submit. Figure 8 Editing or Removing To edit or remove an item from any of these lists: Begin by clicking on the item in the list. The screen shown in fig. 9 will appear. Either edit the name and click Update, or to remove the item, click Delete. Figure 9 Two other things to notice in the Drug Management area are the links at the top and the lack of editability of the supplied drugs. At the top of the Drug Management screen (fig. 7), there are two links referring to custom drugs: Display custom drugs only, and Delete All Custom. Selecting the first will show only custom drugs in this list and in the drug selection fields on the documentation forms. Selecting Delete All Custom will delete all drugs that have been imported. Notice that the pre-supplied drug names are not underlined. In these lists, any item NOT underlined cannot be edited or deleted. 6

12 Service Class Service Classes are a way to further categorize various service areas. For example, your facility may have several types of Intensive Care Units; one for burns, one for cardiac, etc. The class for each of these might be ICU. These are added, edited, and deleted in the same manner as the previous items. Figure 10 Service This is a pre-supplied list of Services Areas that might be present in your facility. Like all lists, you may use the supplied items, edit them as needed, remove them, and add new ones. These are added, edited, and deleted in the same manner as the previous items. When adding a new item, simply enter a name in the Service field, and select a class from the dropdown below. Figure 11 7

13 Physician Upon installation of Quantifi, your Physician list will be blank. You can either import a list of physicians in a Microsoft Excel format, or you and add them individually. If you choose to import the list, the method is identical to that explained for importing custom drugs. You will see a list of requirements for the file to be imported, and the necessary controls for locating and importing the file. Adding You can also add physicians individually. To do so: Begin by clicking Add at the top right. The screen shown in fig. 12 will appear. Enter the physician s name; last, then first, separated by a comma. Select the Specialty and Physician Type from the dropdowns. The physician specialties and types are the next two items in the dropdowns that you can edit, so if you don t see a particular specialty or type here, you can add it. When all is satisfactory, click Submit. Figure 12 Editing and Deleting Like other items, editing or deleting begins with clicking the item in the list. In the resulting window, either make the desired edits and click Update, or to remove it, click Delete. 8

14 Follow Up Notes Follow Up Notes and Outcome Notes are similar in that a pre-supplied list of note headings exists for use in these sections of a documentation report. At the right of each item are Yes/No settings for each type of report with heading s for the forms. A Y or N in a given column (ADR, AE, CI) will determine whether this item appears in that type of report. The three forms abbreviated here are Adverse Drug Reaction, Adverse Event (or Medication Occurrence), and Clinical Intervention (or simply, Intervention). Figure 13 Outcome The settings for Outcome are identical as those for Follow Up Note, except for the content. Also, in Outcome, there are several pre-supplied items that are not editable or removable. Figure 14 9

15 ADR The items in these management areas are handled like most others under the Droplists heading. The basic procedures are explained at the beginning of this section, on page 3. That said, we will explain the basics of each of the following sections, assuming that the procedure is understood. All of the documentation forms in the User View area have an Event section. When doing an ADR report, many of the items in the Event section are dropdown lists. The contents of these lists are set up here. The items in those dropdown lists are managed (created, edited, and deleted) here. To begin, click on the "plus" icon adjacent to Data Setup in the Quantifi section of the Left Menu. Next, click on the "plus" icon adjacent to Droplists. Then, click on the "plus" icon adjacent to the event type (ADR, Adverse Event, Intervention). There are five items under ADR. Each will be discussed here. Like other management screens, the items for these lists are pre-supplied. As administrator, you can edit or remove these, and you can add others. Reaction Type As mentioned earlier, when filling out an ADR Documentation form (under User View), you will have several selections in the form of dropdown lists. Reaction Type is a list of possible reactions to a given drug. They are listed alphabetically. Severity Level Severity Level lists the severity of the drug reaction. Probability Probability defines the likelihood of the patient s full recovery. Reaction Description Reaction Description is a list of possible reactions that the patient had. Action Taken And the action taken is just that. The action taken details what was done to resolve the event. Again, everything shown here are pre-supplied and additional items can be added to any of these. This Reaction There is a series of Yes/No/Unknown questions, designed to further 10

16 Adverse Event There are seven items under Adverse Event. Each will be discussed here. Like other management screens, the items for these lists are pre-supplied. As administrator, you can edit or remove these, and you can add others. The items under Adverse Event are items that might appear in the documentation forms. This is the Event Section of the Adverse Event documentation form, found under User View. Node The Node is the step in the process, or the shift, on which the event occurred. Event Type Event Type is a description of some of the process that was involved in the error. Severity Like the others, Severity is a pre-supplied list, describing the actual level of severity of the occurrence. While additions and edits can be made, we recommend not changing the existing items because they trigger notifications. What Happened What Happened is a pre-supplied list providing more in the line of description of an error. Contributing Factor This is a pre-supplied list of items in the process that contributed to the error. Action Taken Action Taken is a pre-supplied list of what was done to remedy the situation. Staff Type This is a pre-supplied list of the type of staff that was involved in or caused the error. 11

17 Intervention In the Intervention list, you will see three settings for Intervention: Class, Type, and Significance. Class The Intervention Class is an overall category to which you can assign intervention types. Later, when creating a type, we can associate it with one of the classes we have here. An example might the Anti-Coagulation Management Intervention class. We might assign Intervention Types, such as Warfarin Dosing, Warfarin Monitoring, or Anti-Coagulation and diet to this class. Type Intervention Type used to customize data for use in reporting. This item is a bit more involved, so we will define the various parts of an item. Figure 15 Notice in fig., we see nine columns, as opposed to the usual one or two. An Intervention is made up of many more parts, so when adding one it is necessary to understand each one. The Intervention Name and Intervention Class are the act itself and the class into which that act best fits. For example, the Intervention "Warfarin dosed" is in the Anti-Coagulation Management class. These can be added when creating an intervention, and they may be reassigned when editing an existing intervention. Soft and Hard Cost Saved Soft Costs are basically estimates for the savings on an intervention. For example, certain interventions cannot be measured in an exact amount, so an estimate is entered here. Hard Costs, on the other hand, are for interventions that can be measured precisely, such as a drug interchange. Here, you can measure the exact price difference between the two. 12

18 RVU Relative Value Unit is an optional column that can be used to provide weight to different interventions. For example, if you are more concerned with some interventions than others, those could be given an RVU of 1. This would give you an additional reporting parameter when using Management Reports. The next three columns (1, 2, and Quick) show whether this intervention will be available in the droplists for the given types, Primary, Secondary, and Quick. If a "Y" appears here, this intervention will appear in the documentation form. Time Taken Finally, the Time Taken is an average for time it takes for this intervention type. The time entered here will appear in the documentation form, but the user will have the option to change it at the form itself. Fig. 16 shows the setup screen seen when creating a new Intervention type. Notice that all of the headings we just defined are present here. Figure 16 13

19 Antibiogram An Antibiogram is a read-only table that shows you the effectiveness of certain drugs against certain bugs. For instance, this might show you whether or not amoxicillin is effective against staphylococcus, or how effective it is compared to other drugs. Creating an Antibiogram To begin, under Data Setup, select Antibiogram. Here, you can modify an existing Antibiogram, or create a new one. For this exercise, we will create a new one. Select Add Antibiogram. The first setup screen will appear (fig.17). This is header information which will appear at the top of the Antibiogram itself. Choose the title, year, and type from the dropdown lists and When ready, click Add. When ready, click Add. Figure 17 You will see the beginnings of your new Antibiogram, with the header information you chose, here. To continue, select the Add Drug link at the top of this screen (fig. 18). Figure 18 14

20 Select the desired drug from the resulting list. You can enter a cost here if desired. This is optional, however a number must be entered. If you don t have an actual cost, simply enter a zero. Figure 19 When ready, click Add. The selected information will appear at the top of the screen; but we re not finished yet. The next step is to add the bug. Click the Add Bug link. Figure 20 Like the drug name, you can select the bug name from the dropdown list or type the name in the text field (arrow, fig 21) here to focus toward that name. You could also type a name not found in the list. Simply enter it here. Figure 21 Enter the number of Isolates. This is the number of times a drug has been tested against a certain bug. And finally, enter the percentage of effectiveness for that drug against the bug in question. This is entered in the field below the drug name (at the right in fig. 21) When all is satisfactory, click Submit. 15

21 And the first item in the table is complete (fig. 22). We can see here that, for the bug Coag negative Staph, there were 25 total isolates, and Amoxicillin was 93% effective against it at a cost of $20.00 per day. Note: These are random values and do not reflect actual testing. Figure 22 Fig. 23 shows an example of a somewhat more complete Antibiogram. Figure 23 16

22 Interchanges An Interchange - sometimes referred to as a Therapeutic Interchange - is the act of substituting one drug for another; such as using a generic in place of a brand name. This is a read-only reference item available to users via the User View menu. To create a new interchange Begin by selecting Add Interchange. In the resulting screen, enter the name of the original - or prescribed - drug, in the first field. In the Interchange field, enter the name of the substitution. Enter the amount of cost savings next. And any notes that might be pertinent to the interchange. When all is satisfactory, click Submit. Figure 24 Your new interchange will appear, alphabetically, in the list. The regular user can access this via User View...Clinical Information...Interchanges. Figure 25 17

23 Tools Tools is another item whose results are used primarily in the User View area. Under Data Setup, select Tools Here we can add drip maintenance items, allowing us to add drugs and drip rates to the calculators. To add a new drug to the list: Begin by selecting Add Drip. Enter your drug name And the amount. Defaulting to milligrams, you can select any unit from the dropdown list (mg, units, mcg, meq). Enter your volume in milliliters. Select your dose rate from the dropdown menu. Defaulting to gm/hr, there is large list from which to choose. See fig. 26. Target calculator is the calculator in which this will appear. Choices are: Adults, Pediatrics, or Both. When ready, click Submit. Figure 26 18

24 To see the results of the Drip Maintenance performed on the previous page: Open the User View menu item and select Tools. Under Tools, select Calculators. Here, you will be given the choice of all existing calculators, among other things. For this example, the Target Calculator (previous page) was Adult, so here we would select Drip Rates under the Adults heading (fig. 27), resulting in the calculator itself (fig. 28) Select the desired drug Enter the dose Click Calculate. Figure 27 Figure 28 19

25 System Setup The System Setup menu items deal with initial setup, including adding and editing users, changing passwords, determining what does and does not display on various screens, and general customization. Users The User Management screen will appear. Here, you can view all users, active and inactive, depending on the selection in the Show inactive users checkbox. Adding a User To add a new user, begin be clicking on the Add User link. The screen shown in fig. 29 will appear. Figure 29 Name: Enter the user's last and first names, separated by a comma and a space. Password: Upon opening this screen, the computer will have already created a password based on the preferences set by the administrator (p. 24). The new user s password is computer generated and will only be displayed once, so upon adding, you will be reminded to write the password down and give it to the user. Of course, if you should forget to do so, it is a simple matter of going back in and regenerating a new one. Access: Assign the user's access privileges here. All users assigned the role of "Pharmacist," "Mgr - Reports," or "Other" should be set up as Web Only. They will still be able to use Palm and Pocket PC devices. Only administrators will need Palm/Web or PPC/Web access if they plan on using such a device with this program. User Role: Select the user's main role from the dropdown menu. Update Time: Enter the user's Update Time. This is a period of time in which the user can make changes to his or her reports after they have been submitted (Saved). The maximum amount is 24 hours. When all is satisfactory, select Add. 21

26 Note: You may have noticed upon opening the New User window, that a password was already in the password field, directly under the user's name. This password is automatically-generated and follows the rules set up in Preferences. When you click Add, you will be reminded that this number will not be shown again, so please write it down. If you should lose this password, a new one will have to be assigned. Click OK to be returned to the User Management screen (fig. 30). Figure 30 Editing a User Upon selecting Users from the System Setup menu - or upon saving a new user - you will see the User Management screen. To edit an existing user, click on the user name in this list. A screen similar to the New User screen, shown in fig. 29, will open, allowing edits. All settings are the same as creating a new user with the exception of the password. Changing a User's Password To change a current user's password: Open the System Setup menu in the left menu area. Select Users Click on the name of the user whose password is to be changed. The Update User screen will open (fig. 31). Click the Reset button. Upon doing so, you will get a prompt with the new password. Be sure to write it down to give to the user, as this is the only time it will be displayed. When ready, click Update to save the new password. Figure 31 22

27 Preferences The items in Preferences include Account Settings, Password Settings, and Left Menu display settings. Notice that there is a Quantifi Settings area in the center, but that may not apply here. Quantifi information may be found in the Quantifi Administrator Manual. General System Settings In Account Settings, you can set your Web Timeout interval, the maximum number of bad password attempts, and the bad password time interval. Web Timeout is the amount of time the program can be left untouched before it becomes necessary to log back in. In other words, if Quantifi is left idle for the amount of time specified here, the next time the user changes screens, they will be sent back to the login screen. Lock-Out Max Bad Password Attempts is the number of incorrect attempts that will be allowed in a specified time period before this user s account is permanently blocked. If the amount of incorrect attempts exceeds the number set here, the only way this user will be able to get back in is by having the Administrator reset his or her password. Lock-Out Bad Password Interval Minutes goes hand-in-hand with the bad password attempts setting directly above. This is the time in which the number of password attempts is allowed. In other words, incorrect password attempts will not be cleared until after the amount of time set here has passed. Figure 32 For example, imagine you entered the wrong password three times, and then, on your fourth attempt, you were correct. Now, you log out. You only have two attempts left - regardless of any successful attempts - until the time period has passed. A correct password entry does not clear the bad attempts. Only the time interval will do that. 23

28 Password Settings Also under General System Settings, you will find Password Settings. Quantifi passwords are initially generated by the computer, but Password Settings allows you to customize all aspects of the generated passwords. Users can manually change their passwords later, but they, too, will need to follow the rules set here. Figure 33 Days Password Valid sets the length of time a password will work, until it is necessary for users to create a new one. Minimum Length is the minimum amount of characters that a password can be. The system will not allow a password shorter than four characters. Required Alphabetical Letters is the minimum number of letters required in a password. Required Capital Letters sets a minimum amount of upper case letters necessary in the password. Required Lower Case Letters sets a minimum amount of lower case letters necessary in the password. Required Numerals sets a specific quantity of numbers required in the password. Required Punctuation/Other sets the required amount of other characters. If used, we suggest basic punctuation like periods, slashes, etc.; but not things like ASCII characters. The password created with the settings shown in fig. 33 will be valid for two years, will be at least five characters long, and will contain at least one letter and two numbers. Note: If you change the settings, it will not affect passwords that are currently in use. It will only affect newly created or changed passwords. 24

29 Quantifi Settings Left Menu The Left Menu settings determine what displays in the actual left menu. Open any section here to display the menu items with a Shown or Hidden choice. Expand any menu to display these choices; then click on the button of your choice to display or hide that item. Figures 34 and 35 show the correlation between the Left Menu and its settings. In this case, everything is set to display. Figure 34 Figure 35 25

30 ADR Documentation Among the sections under User View, is Documentation. There are four types of documentation: ADR, Adverse Event, Intervention, and Intervention Quick. Each of these sections consists of a reporting form, and these forms are set up here - customized to your needs and desires. Areas can be displayed or hidden, text fields may be required or optional, certain form names may be changed. etc. Sections The four Documentation items in the User View can be customized directly below the display options we just saw. Each section within one of these documentation areas can be Expanded, Collapsed, or Hidden. Figure 36 This means that, if shown, there will be a title bar for the section. If it s expanded, the information will be displayed under the title bar. If it s collapsed, only the title bar will show, but it can be dropped down by clicking on a checkbox. In figs. 36 and 37, we see the settings and the results, respectively. Patient is collapsed, Event is expanded*, Follow Up is collapsed, and Outcome is expanded. If you don t plan to use one of these sections, select Hidden and it will not show at all. * In the Event setting (fig. 36), notice that it is set to Expanded and the controls are greyed out. This is a required section and has been locked in the expanded form. Hovering over the marker (arrow) will open a popup explaining this. Figure 37 26

31 Fields Patient Section Each of the four sections in ADR has a set of text fields. The fields refer to what is shown, hidden, optional, and required for each line within these four sections. Anything marked as Required will have a red asterisk next to it. If a Required field is left blank, an error message will appear when submitting, telling the user that a given field must be filled in. In a required field, valid information must be entered. The system will not accept wild cards like asterisks or other symbols. Figures 38 and 39 show the setup screen for the Patient area, and the actual patient area of the report (under User View) respectively. The first field, ID, is required and is not editable, so that will show regardless. Next, the Name selection is marked as Shown/Required. In fig. 39, notice that Patient is visible, and there is an asterisk, indicating its required status. Age is marked as Hidden in fig. 38, and it does not appear in fig. 39. Figure 38 Figure 39 27

32 Event Section As described in the Patient Section setup on page 27, all fields n the Event Section of the ADR Report can be customized here. The Shown/Required, Shown/Optional, and Hidden options work in the same manner, but there are two additional choices: On the Primary Drug and Other Drug headings, there is a Free Text Allowed setting. If checked, this will allow the user to enter text or choose from a list. If inactive, the user can only choose from a list. One use for this might be entering the names of drugs that are not in the formulary, etc. Follow up and Outcome These are set up in the same manner as the earlier sections. Adverse Event Documentation The same sections appear in this section as ADR, with one addition; the Form Name. Defaulting to Adverse Event, this can be changed to fit your facility's needs. To change, simply enter the desired text in the Rename field and click Update at the bottom of the screen. Your new name will appear in the Left Menu (User View...Documentation...New Form Name), and at the top of the new form itself. It will also appear in the Preferences menu under Quantifi Settings. Figure 40 28

33 Patients Screen All of the Documentation screens have a Patients area at the top, and Active Days is one of the fields on that screen (fig. 42). It allows a user to specify the number of days a patient is to remain inactive in the patients list. This field is automatically filled in with 5 days by default and the user may change this value in the documentation screen. The administrator may increase or decrease the default number here. Figure 41 - Patients Screen setup in Preferences Figure 42 - The Active Days setting in a Documentation (ADR) screen. Always remember to click the Update button at the bottom of the screen to save any changes made. 29

34 Lists Throughout Quantifi, data is displayed in lists that can be sorted by clicking on the column headers. To save users time, you can specify a default sort order for each of these lists: Patients, Follow-up, and Edit Reports. Settings for each list type are essentially the same. In fig. 43, we have set the default for Follow Ups. While all lists here default to Patient Id, we've set Follow Ups to default to the Service Area, and leave this it Ascending order. Figure 43 The next time a Follow Up screen is accessed, the Service column will be sorted in ascending alpha-numeric order. Of course, clicking on any heading in an open list will sort that column. 30

35 File Attachment Utility You can give your staff the ability to attach documents to ADR, Adverse Event, and Intervention reports. One example of this might be an image file of an X-ray. By default, this feature is turned off. To turn on file attachments, you must accept the agreement outlined in this section. Upon selecting File Attachment Utility, a disclaimer will open, outlining the possible risks of importing files from other sources. It is important to understand that by attaching outside files, you do run the risk of introducing viruses and other unwanted things. It is also important to understand that this program will store any introduced files exactly as received and does not provide any scanning or cleaning utilities. Downloading a file from Quantifi for viewing or modification will bring an exact copy of the original file onto the user s computer, regardless of whether it contains any malicious code. Please read the disclaimer carefully before making your decision. If you understand the terms and wish to make this function available, click I agree. The result will be an additional line in the Event section of a documentation form, allowing you to enter the path of the file, or to browse to its location, and then accept it. 31

36 Notifications notification gives you the ability to set up specific people to receive notice of documentation reports and/or management reports whenever they are submitted into the system (Completed). To set up a recipient: Select System Setup...Notifications from the left Quantifi menu. If this is a new installation, there will be no names in the list. Select the Add link at the upper right. In the resulting window, select the recipient's name from the dropdown list, or enter it. The recipient does not necessarily have to be in the user list, this is why the choice exists to manually enter a name. Enter the recipient's title/position and address in the following fields. Confirm the address by entering again in the Confirm address field. Select the units whose completed inspections will be sent to the recipient. When all is satisfactory, click Submit. Upon submitting, the recipient will automatically receive an , informing them that they are on this list. From this point on, whenever an inspection is completed, the recipients in this list will be notified. Figure 44 32

37 Message Center Earlier, when discussing loggin in, we were presented with the Home Page/Message Center (fig. ). The upper portion of the message center contains messages from Pharmacy OneSource, which are changed periodically. If desired, the lower section can display messages from the Administrator; i.e. You! To create or change a message: Select System Setup...Message Center from the left Quantifi menu. Simply type your message in the large text field. When all is satisfactory, click Submit. Note: Line breaks are not inserted with the Enter key. Instead, the code <BR> must be entered at any point where a break is desired (arrow, fig. 45). Figure 45 Other codes may be inserted for text formatting. Inserting any of the following codes will cause all text after the code to take on that format: <B> = Bold <I> = Italic <U> = Underlined To stop a code, use a forward slash with the code. For example, if you want only one word to be bold, it might look like this: Entering this: It is <B>important</B> that everyone attends. Will look like this: It is important that everyone attends. 33

38 Logo At the top left of the screen is space for a logo. By default, the Pharmacy OneSource logo is present, but if your facility has one, it can be easily inserted. To use a custom logo: Select System Setup...Logo from the left Quantifi menu. In the resulting setup window, either enter the entire path in the Upload Logo field, or click the browse button to open a window to navigate to the logo. Once the logo is located, click Submit. You will be prompted, informing you that your new logo will not be visible until after you have logged out and back in. Figure 46 34

39 Links At the bottom of the left menu is a Links heading. Here, you can include links that may be of interest or helpful to Quantifi users. Furthermore, they can be accessed directly from Quantifi without the need to open an additional browser. Click on My Links to display existing links. To add a link: Select System Setup...Links from the left Quantifi menu. In the resulting window, select the Add link at the upper right. The Edit Links window will open. In the Label field, enter a name for your link Below, in the URL field, enter the full address for your link. When all is satisfactory, click Submit. Figure 47 To edit or remove a link: Select System Setup...Links from the left Quantifi menu. The Link Management window will appear with all existing links displayed. Click on the link to be edited or deleted. The Edit Links window will open. It will look essentially the same as that shown in fig. 47, but there will now be an Update and a Delete button. Either edit the URL information and click Update, or click Delete to remove the link completely. 35

40 Management Reports Management Reports include Global, ADR, Adverse Event, and Interventions, allowing those with Quantifi Administrator or Manager-Reports access to run detailed reports of documented events. Global The Global Report allows a Quantifi Administrator or Manager-Reports to view at a glance the totals, rates and individual activity of all users. The Global Report also compares your site s activity to the average Quantifi facility. This report is also available to your pharmacists under the User View/Activity Viewer with one exception - pharmacists are not able to see all user names in the system, they only see their own name. Site Administrators and Manager-Reports can access this report under Management Reports/Global. Upon selecting a report type, you will be brought to the Saved Reports page for the selected type. If any saved reports exist, they will reside under any or all of these headings. In the example in fig. 48, there are no saved reports, so we will run a new one.' To begin, click New Report. Figure 48 37

41 Upon selecting New Report, we will arrive at a setup page (fig. 49). Figure 49 The first selection is the type of chart you wish to generate. Defaulting to pie chart, you also have the choice of a bar graph or no chart at all. Include Quantifi Rates and Trends gives you data for all Quantifi clients, allowing you to compare your own statistics to those of other facilities. The next selection is the date range. Defaulting to monthly, you can also choose a daily report. For this exercise, let s choose monthly. Pick the range, both month and year Reports can be saved, if desired. This part of the setup is identical for all Management Report types, and the save steps can be found on page 43. For now, let s run the report. Depending on the amount of data, the report can take several minutes to compile. Once compilation is complete, your report will appear. The first table in the Global Report gives a snapshot of all the totals in the selected date range. We see Interventions, broken down by Primary and Secondary, as well as total cost savings for those interventions, and total number of ADR and Medication Occurrence reports. 38

42 ADR Previously, in Global Reports, upon opening for the first time, we saw that there were no existing reports (fig. 48, pg. 37). All of the individual event reports - ADR, Medication Occurrence, and Intervention - come pre-loaded with basic templates. This way, you can go directly to one of these, only needing to set the date range. Also, you can copy one of these and make your own changes to it. Upon opening one of these reports, in this case, ADR, you will see that there are two supplied reports under the Pharmacy OneSource Reports header. Figure 50 And, like any report, you can make a new one, as described in the Global Report section. The procedure for setting up a Management Report is basically the same for all, the main difference being the specific parameters. The steps for creating a new report are detailed on page 37. We will discuss using one of the existing reports here. Pharmacy OneSource Reports Upon selecting ADR from the Management Reports area, you will see the screen shown in fig. 50. The pre-supplied reports can be seen under Pharmacy OneSource Reports. The two icons present are Copy and Run. Copy Clicking the Copy icon will put an identical copy of that report into the My (Private) Reports area. Here, you can open it with the Edit icon, make any changes you need, and save it for future use. Run Clicking the Run icon will open the setup screen, allowing you to pick a date range and run the report. Again, the details of editing and running are laid out in the previous pages. 39

43 Adverse Event Previously, in Global Reports, upon opening for the first time, we saw that there were no existing reports (fig. 48, pg. 37). All of the individual event reports - ADR, Medication Occurrence, and Intervention - come pre-loaded with basic templates. This way, you can go directly to one of these, only needing to set the date range. Also, you can copy one of these and make your own changes to it. Upon opening one of these reports, in this case, ADR, you will see that there are two supplied reports under the Pharmacy OneSource Reports header. And, like any report, you can make a new one, as described in the Global Report section. The procedure for setting up a Management Report is basically the same for all, the main difference being the specific parameters. The steps for creating a new report are detailed on page 37. We will discuss using one of the existing reports here. Pharmacy OneSource Reports Upon selecting Adverse Event from the Management Reports area, you will see the screen shown in fig.. The pre-supplied reports can be seen under Pharmacy OneSource Reports. The two icons present are Copy and Run. Copy Clicking the Copy icon will put an identical copy of that report into the My (Private) Reports area. Here, you can open it with the Edit icon, make any changes you need, and save it for future use. Run Clicking the Run icon will open the setup screen, allowing you to pick a date range and run the report. Again, the details of editing and running are laid out in the previous pages. 40

44 Intervention Previously, in Global Reports, upon opening for the first time, we saw that there were no existing reports (fig. 48, pg. 37). All of the individual event reports - ADR, Medication Occurrence, and Intervention - come pre-loaded with basic templates. This way, you can go directly to one of these, only needing to set the date range. Also, you can copy one of these and make your own changes to it. Upon opening one of these reports, in this case, ADR, you will see that there are two supplied reports under the Pharmacy OneSource Reports header. And, like any report, you can make a new one, as described in the Global Report section. The procedure for setting up a Management Report is basically the same for all, the main difference being the specific parameters. The steps for creating a new report are detailed on page 37. We will discuss using one of the existing reports here. Pharmacy OneSource Reports Upon selecting Adverse Event from the Management Reports area, you will see the screen shown in fig.. The pre-supplied reports can be seen under Pharmacy OneSource Reports. The two icons present are Copy and Run. Copy Clicking the Copy icon will put an identical copy of that report into the My (Private) Reports area. Here, you can open it with the Edit icon, make any changes you need, and save it for future use. Run Clicking the Run icon will open the setup screen, allowing you to pick a date range and run the report. Again, the details of editing and running are laid out in the previous pages. 41

45 Patient The Patient Report allows you to view all Interventions, ADRs or Adverse Events associated with any given patient. In order to generate this report, you must know the patient s ID or name. Select Patient from the Management Reports area. Enter the patient s ID number or name - in the appropriate field Select your date range Then, click Run. Note that the reports are searched based on the Event Date specified by the user in the report, not on the date the report was submitted. Click on any link in the list To view, and, if necessary, edit that report. 42

46 Saving a Report In the creation stage, every report type has a Save Report step. If you want to set up the parameters for a report and then run it on a regular basis, you can save it. Then, when it s time to run the report, you need only fille in the date range. If you do not wish to save a report, simply skip this area on the screen. To Save a report: Set up other aspects of your report as described earlier. When you get to this section of the setup screen (fig. 52), include a report name in the proper field. Next, add a description. You have the choice of saving the date range; but this will produce the identical report every time, so it is probably best to leave this unchecked. Then, when running the next report from a saved template, you only need to set the range. Save to allows you to save the report as Shared or Private. Shared means that other users can access the report; private means that it is only accessible to you. When all is satisfactory, click Save Settings at the bottom of the setup screen. Figure 52 Notice now, that your report appears under the Private reports heading, as we saved it (fig. 51). The next time you need this report run, click on the Edit icon (arrow, fig. 51), select your date range, and run the report. Figure 51 43

47 User View The User View is the only menu item a non-administrator user will see. The items in this menu were set up by the administrator - detailed in this manual - and reflect all of those settings. The details of this menu and its items are covered in the Quantifi User Manual. 44

48 Index A ADR...10,39 Access...21 Action Taken ADR...10 Adverse Event...11 Active Days...29 Adverse Event...11,40 Age Unit...3 Antibiogram...14 C Contributing Factor...11 Custom Drugs...5 D Data Setup...3 Droplists...3 E Event Type...11 F Fields...27 File Attachment Utility...31 G General System Settings...23 Global...37 H Hard Cost...12 I Interchanges...17 Intervention...41 Class...12 Type...12 L Left Menu...25 Links...35 Lists...30 Lock-Out Bad password attempts...23 Bad password interval minutes...23 Logging In...1 Logo...34 M Management Reports...37 ADR...39 Adverse Event...40 Global...37 Intervention...41 Patient...42 Message Center...2,33 N Node...11 Notifications...32 P Password Changing...22 New User...21 Settings (criteria for creation)...24 Patient...42 Patients Screen...29 i

49 Physician...8 Preferences...23 Probability...10 R W Web Timeout...23 Weight Unit...5 What Happened...11 RVU...13 Reaction Description...10 Reaction Type...10 Reports Saving...43 Requirements...3 S Saving a Report...43 Service...7 Severity...11 Severity Level...10 Soft Cost...12 Staff Type...11 System Setup...21 T Tools Data Setup...18 User View...19 U Update Time...21 User New...21 User Role...21 User View...44 Users...21 ii