Administrator Manual 6/9/2015 9:51 AM

Transcription

1 Administrator Manual 6/9/2015 9:51 AM i

2 Admin Manual 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 VeriForm?...iv Logging In...1 The Dashboard Tab...2 User Types...2 The Inspections Tab...3 Overdue...3 Date Filters...3 Performing an Inspection...3 Printing and ing...4 Creating an Unscheduled Inspection...5 Editing/Performing an Inspection...6 Revision History...8 Terminating an Inspection...8 The Reports Tab...9 Report Types...11 Completion by Unit...11 Completion by Template...12 Inspection Frequency Report...13 Compliance Reports...15 Compliance by Unit...15 Compliance by Template...16 Compliance by Criteria...16 Non-Compliance Report...18 The Admin Tab...19 i

4 Admin Manual Unit Setup...20 Editing an Existing Unit...21 Deleting an Existing Unit...21 Inspection Setup...22 Criteria...22 Creating New Criteria...23 Editing Existing Criteria...23 Deleting Existing Criteria...23 Template...24 Creating a New Template...24 Editing an Existing Template...25 Moving a Criterion...25 Cloning a Template...25 Deleting an Existing Template...25 Schedule...26 Creating a New Schedule...26 Editing an Existing Schedule...27 Deleting an Existing Schedule...28 Personnel Setup...29 New Users...29 Roles...29 User ID...30 Editing Existing Personnel...30 Activate or Deactivate...31 VeriForm Settings...31 Pharmacy OneSource Settings...32 ii

5 Preferences...32 Custom Logo...33 Account Settings...33 Web Timeout...33 Lock-Out Max Bad Password Attempts...33 Lock-Out Bad Password Interval Minutes...33 Password Settings...34 Days Password Valid...34 Minimum Length...34 Required Alphabetical Letters...34 Required Capital Letters...34 Required Lowercase Letters...34 Required Numericals...34 Required Punctuation/Other...34 Save Preferences...34 My Account...37 Password...37 iii

6 What is VeriForm? VeriForm can be used to assist meeting Joint Commission standards for storage of medications in nursing units, clinics, carts, and operating rooms. Checklists can also be created to help document patient safety processes taking place before surgeries or other critical events involving standardized protocols. VeriForm provides the ability to create and document these inspections in one flexible, easy to use application. Administrators can create, schedule and store their own inventory tracking and patient safety checklists online. Pharmacists, technicians or other hospital staff members can then document inspections quickly via the web. Managers can run real-time reports to easily see which forms have been completed and monitor trends in compliance by hospital area or criteria. VeriForm has fully integrated capability so completed forms can be ed to nurse managers and others for approval, eliminating paper completely from the checklist process. Requirements Computer and Related - Windows 2000 or later, JavaScript and cookies must be enabled. Internet Access for Clinicians Using Quantifi Clinician workstations need to have HTTPS (128 bit SSL, TCP/IP port 443) to the Pharmacy OneSource VeriForm servers. We can provide the static IP address of the application if required by your network configuration. Approved Web Browser for Clinicians Using VeriForm Clinician workstations need to have at a minimum Microsoft Internet Explorer 6 or FireFox 3.x to access VeriForm. 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. iv

7 Logging In `To begin: Open your web browser and goto On the resulting page, click on the blue Product Sign In link. A list of products will open. Select VeriForm. Figure Upon selecting VeriForm from the list, you will see the VeriForm Sign In screen, below. Your Site ID should already be present. If not, enter it in the first text field. Activating the Remember Site ID checkbox will cause the ID to automatically load on future logins. Next, enter your User ID and Password, then click the sign in button, or press [Enter]. Figure 1 1

8 Admin Manual The Dashboard Tab Upon signing into VeriForm, you will be greeted with the Dashboard. The central area of the Dashboard is concerned with VeriForm Inspections. An inspection is a regularly-performed function dealing with the operation of your facility. A daily activity in the pharmacy is to perform these inspections, and report on them in the dashboard. Full details on creating and scheduling inspections may be found beginning on page 22; however, we recommend that as administrator, you familiarize yourself with this section before scheduling or creating inspections. The primary function of the Dashboard is to view and complete upcoming inspections. Ideally, the dashboard will display inspections that have not yet come due. As inspections are scheduled, they can be set to display several days in advance, if desired, so that they will appear before the actual due date. Clicking on either the Unit name (blue link text) or the Edit icon at the right (arrow, fig. 3) will open the inspection allowing it to be completed or edited. Figure 3 There are several parts of the process that must be in place before actually performing an inspection and are addressed in order in this manual. The steps for performing an inspection are discussed, beginning on page 6. User Types There are three types of users, and there is a manual/tutorial for each: Administrator - The administrator has full access and rights to every aspect of the VeriForm program. Unit Representative - The unit representative can view and approve inspections, but cannot actually perform and save them. The Unit Representative can also initiate new unscheduled inspections but can not complete the inspection. Default User - The default user can perform and save inspections, but cannot approve them. 2

9 The Inspections Tab Upon selecting the Inspections tab, you will see a list of all inspections occurring during the current month - and all information related to those inspections, including the unit, template, due date, completion status, frequency, date of the last save, and edit and terminate icons. By default, this list is displayed by due date, with the oldest date at the bottom of the list and the newest at the top. Note that the "newest" date can be a future date, not simply the most recent. Overdue At the left of the blue title bar, you may see a red number in parentheses, along with a Show All Overdue link. The red number indicates how many overdue inspections there are. Clicking the Show All Overdue link will display only overdue inspections, making it easier to locate and complete them. Clicking on another tab and back to inspections will return to the default view. Date Filters Also in the title bar are the Due between fields, which allow you to select the desired date range. As opened, all inspections for the current month are displayed. Entering dates here will show inspections scheduled between those dates. To do this, enter a start and an end date in the standard mm/dd/yyyy format, or select from the calendar icons, then click the Go button. Performing an Inspection Clicking on either the Unit name (blue link text) or the Edit icon at the right will open the inspection allowing it to be completed or edited. It can be completed or edited (p. 22) from this list in the same manner as if it were opened from the Dashboard. See Editing/Performing and Inspection on p. 6 for full details. Note that once an inspection is performed and approved, it disappears from the Dashboard list; however, it remains in place in the Inspections list, with the status changed to Complete. Figure 4 3

10 Admin Manual Printing and ing Reopening a completed inspection (and viewing an Inspection Frequency Report) will show some additional icons. Clicking the Unit Name link or the Edit icon adjacent to a completed inspection will not only allow you to edit the inspection, it gives you the ability to print or the inspection. Click the Print View icon to open a read-only view of the complete inspection in your default browser. From there, you can print it out. Click the icon to open a dialogue allowing you to enter recipients for a copy of the completed inspection. If you wish to enter multiple addresses, separate them with a comma. Figure 5 Figure 6 4

11 Creating an Unscheduled Inspection For full details on creating scheduled inspections, see page 22. With the Inspections or Dashboard tab selected: Select the New unscheduled inspection icon from at the right of the blue title bar. In the resulting screen: From the Unit dropdown list, select the unit in which this inspection is to take place. From the Template dropdown, select the type of inspection. In the Description field, you can (optionally) enter a brief description to elaborate on the details of this inspection. The Due on date defaults to today. If a date other than today's is desired, either enter it in standard mm/dd/yyyy format, or click the calendar icon and select the date there. In Preview Days, you can determine whether the inspection will show up early in the dashboard schedule, and how many days. Select the desired number from the dropdown. Under Approval, if a Unit Representative is required to sign off or approve inspections, enable this checkbox. Under Notifications, checking these items will cause VeriForm to notify, via , assigned recipients of upcoming/overdue inspections, saved inspections (needing approval), or both. When all is satisfactory, click the Save icon. You will be returned to the list you were on previously. Once saved, this inspection will appear in the Dashboard, indistinguishable from other inspections. Note: The Frequency settings, present in the regular inspection scheduling screen, are absent from this form because this is considered a one-time inspection, not a regularly-scheduled event. Figure 7 5

12 Admin Manual Editing/Performing an Inspection Upon clicking the Unit link or Edit icon adjacent to an inspection, the screen shown in fig. 8 will open allowing you to perform an inspection, just as if you had selected it from the Dashboard. In fact, when you select an inspection from the Dashboard, you may notice that the tabs at the top of the screen change to highlight the Inspections tab. Note: The main difference here is that, when an inspection is selected from the Inspections tab, once done, you will remain in the Inspections tab; if you perform an Inspection from the Dashboard tab, upon saving, you are returned to the Dashboard. To perform the inspection: Click the Compliant, Not Compliant, or N/A checkboxes adjacent to each of the criteria. Comments are optional for compliant and not compliant criteria, but if N/A is checked, it must have an explanation in the Comments field before it can be saved. Under the Approval heading, pick an inspector from the dropdown. Defaulting to today's date, the Inspection Date can be changed if required. When all is satisfactory, click Save. Assuming all information is correct, a green prompt will appear at the top of the screen, veriifying a successful save. If this inspection was launched from the dashboard, it will disappear from the list upon completion. That said, all changes regarding compliant and non-compliant criteria, comments, inspector name and inspection date may be made here and saved, effectively completing an inspection exactly as you would from the Dashboard. Once completed, only an administrator can make changes; however, any user can add a note. To add a note: Under the Inspections tab, reopen an inspection whose status is Complete. Near the bottom, click in the New Notes field and enter the note. When entered, click the Add button to the right of the New Notes field. Your note will appear, along with another empty field for more notes. 6

13 At this point there are two choices. To merely add this note, you can use the X button to close this window. You will see a prompt asking if you wish to cancel. Select Yes, cancel changes. Note: Even though you "cancelled," the note will be saved. Or, you can click the Save button. This will also save the note, but the inspection's status will change to Pending Approval, and the inspection will once again need to be approved. Either way, the added note(s) will appear at the bottom if the inspection is reopened. Figure 8 7

14 Admin Manual Revision History At the top of the edit screen are two tabs: Inspection and Revision History. Editing defaults to the Inspection tab. Figure 9 Click on the Revision History tab to see a listing of every change made to the selected inspection including the date and time of the changes, along with the user who made them. Terminating an Inspection An individual inspection - past, present, or future - can be terminated. To do so: Begin by selecting the Inspections tab. The list shown in fig. 4 will appear. Click the Terminate icon adjacent to the desired inspection. A confirmation prompt will appear. Assuming you do wish to terminate the inspection, click the Terminate button. Your inspection's status will change to read Terminated. At this point, the inspection may be opened as read-only, by clicking on the unit name. Figure 10 8

15 The Reports Tab VeriForm is a documentation and reporting application that assists pharmacies in meeting Joint Commission standards for storage of medications in nursing units, clinics, and operating rooms. Managers and admins can run real-time reports to easily see which units have been inspected, view the completed inspection reports, and monitor trends in compliance by unit and by criteria. Reports can be generated and displayed on-screen, or they can be exported in a CSV format, for use with Microsoft Excel. Running any given report begins with essentially the same steps. Begin by selecting the Reports tab. The list shown in fig. 11 will appear. Figure 11 To initiate a report, click on the report type (link) or one of the adjacent icons at the right. View Report icon (magnifying glass). This will generate a report that will appear on your computer screen. This type of report is shown in the definitions on the following pages. Export Report icon (page with red arrow). This will generate a.csv file that can be imported into Microsoft Excel and saved as a spreadsheet. Figure 12 9

16 Admin Manual Upon opening, most of the reports will first display the Date Range screen (fig. 13), defaulting to a four-month period; with the entire current month being the most recent. The Inspection Frequency report is slightly different. Upon opening you will see a somewhat different layout. Details for this report begin on page 13 The date range can be changed either by entering the desired date manually, in the format shown (mm/dd/yyyy), or by clicking the calendar icon to the right of either date field, and selecting the desired date from the resulting calendar (fig. 14). Note: If you use the calendar, clicking on a date will accept that date and close the calendar. You can highlight today's date by clicking the Today button. The Done button will simply close the calendar without changes. When your dates are correct, click the Run Report button. Figure 13 Figure 14 If you chose View Report, the report will appear on the screen, as shown on the following pages. If you chose to export as.csv, you will a standard Windows prompt asking if you wish to Open, Save, or Cancel the report. Open will start Microsoft Excel, and open a file with your report information. Save will open a navigation window, allowing you to choose the destination of the CSV.file. Cancel will abort the process. 10

17 Report Types Upon accepting a date range, the next screen will vary, depending on the type of report. Completion by Unit The VeriForm Completion Report is a simple report that gives an overall of view which units have a completed inspection report in the system over a defined period of time. Figure 15 shows the main screen of a Completion Report, arrived at immediately upon selecting the date range. The resulting report includes the date range you selected, a list of all of the units in your facility, and a set of icons or abbreviations for every inspection, completed or not. Each month in the selected date range is displayed, showing each month s compliance percentage, the number of compliant items, and non-applicable items. Figure 15 11

18 Admin Manual At the right of each unit line and toward the bottom of the Completion Report page notice the line graph icons. Clicking on these will display a graph at the top of the report displaying an "at-a-glance" view of the various data. The icon at the bottom, in the blue bar, labeled % Complete will display the totals. The line graph (top, fig. 16) shows total completion percentages for each month. Figure 16 - Both graph types. You can select either or both for display. The bar graph, shows completion percentages for each unit; a combination of all the percentages displayed in that last column. In addition, hovering the mouse cursor over a given bar will show the unit name and the overall percentage for that unit in that last column. Completion by Template Similar to Completion by Unit, this report looks at every template and reports on how many templates have been completed, completely or partially, in the chosen time period. Notice in the General template (fig. 17), that in February, all 6 of the 6 criteria were completed; in March, 4 of the 7 were completed, and so on. Over the chosen four-month period, 14 of 22 criteria were completed, giving an overall completion rate of 64%. Note: The line and bar graphs work in the same manner as in "by Unit," above. Figure 17 - A four-month report on one template. 12

19 Inspection Frequency Report The Inspection Frequency report allows you to see inspections, when they took place, and how much time elapsed between inspections. Notice in this report, every completed inspection appears as a point on the graph. Each point corresponds to the date of the inspection and to the time elapsed since the previous inspection. Hovering the mouse cursor over a point will open a popup, displaying the date of that inspection, how many days since the last inspection, and a View Inspection link. Clicking the View Inspection link will display a read-only view of the inspection directly below, as shown in the lower portion of fig. 18. When this section is open, two icons appear in the inspection's blue title bar: Inspection and Print View. These icons are discussed in detail on page 4. Clicking the Hide Inspection link will close the bottom section of the report window, returning to a display of only the grid. Figure 18 - The 30-day "Goal Line," shown here, appears only in 30-day reports. In addition, for 30-day inspections, a "goal line" appears, allowing at-a-glance verification of whether the inspections were done by or before their deadline. Anything appearing above the line would be over 30 days between inspections. 13

20 Admin Manual Important: The inspection date does not automatically reschedule based on the date the inspection or the completion date of the previous inspection. Note that with 30-day inspections, obviously the date is different each month (i.e. not always on the 25th). Also, be aware that if you are late with an inspection, the due date will not change (i.e. if you were 2 days late, your next inspection will now have to be in 28 days). If you are earlier, however, then you must do your next inspection 30 days from that early date, which will be earlier than the scheduled date in VeriForm. With the above points in mind, particularly the last one, it is recommended that you stay on schedule, because the reminders and deadlines will not change; meaning that if you do an early inspection and have reminders set up for a specific number of days in advance, they will no longer be the same. Using the popup, shown in figure 18, is a good way to know when the inspection period is up, helping you to stay within the required time range. Notice in that screen that the months are represented by vertical grey lines. Many of the inspections in this screen were done less than 30 days apart, so you will see as you go from left to right, that the points tend to appear progressively earlier, or to the left of the month line. This is because the 30-day limit has changed as a result of the previous early inspection. 14

21 Compliance Reports Compliance by Unit This report gives compliance statistics by all units who have inspections. In addition to text displays showing percentages by months reported, you can also chart the results. Furthermore, charts for multiple units may be plotted, allowing an at-a-glance comparison between units. The example in fig. 19 shows charts for three units. Figure 19 At the bottom of the report is a bar graph icon. Clicking this will give you an overall readout of compliance. Hovering the mouse cursor over a given bar will display a popup with that bar's information. Each bar represents an individual unit. Figure 20 15

22 Admin Manual Compliance by Template Similar to Compliance by Unit, this report looks at every template and reports on compliance percentages for template criteria, over the selected time period. Notice in the ICU template (fig. 21), that in February, 45 of the 50 criteria were compliant; in March, 26 of 30, and so on. Over the chosen four-month period, 115 of 130 criteria were compliant, giving an overall compliance rate of 88%. Figure 21 Compliance by Criteria This report type allows you to view and compare overall compliance percentages for each inspection criterion within a selected time span. And, like the Unit compliance report, you can create graph displays for at-a-glance comparisons. Figure 22 16

23 At the bottom of the report is a bar graph icon. Clicking this will give you an overall readout of compliance. Hovering the mouse cursor over a given bar will display a popup with that bar's information. Each bar represents an individual criterion. Figure 23 17

24 Admin Manual Non-Compliance Report This report shows the criteria that were non-compliant for the inspections in the selected date range, including the Date of the inspection, the Template used, the Unit, the Criteria that were non-compliant for this inspection, Comments (if any), and the inspection's status. Notice that the status is in the form of a link. Clicking on the link will open a read-only, printable version (fig. 25) of the inspection form, showing you the exact details of that inspection. Figure 24 Figure 25 18

25 The Admin Tab As an administrator, selecting the Admin tab will give you five choices. This is where you can perform user and preference setup tasks. Pharmacy Onesource Settings allows you to adjust many of the basic settings in VeriForm while Personnel allows you to create and edit information about the VeriForm users; i.e. employees. Select the desired link and proceed. The Admin tab consists of everything needed for the administrator to set up and maintain the system. Unit Setup - Setup of inspection locations. (p. 20) Inspection Setup - Setup of the inspections and their criteria. (p. 22) Personnel Setup - Setup of users, their personal information, and their user roles. (p. 29) VeriForm Settings - Setup of local time zone and Daylight Saving Time settings. (p. 31) Pharmacy OneSource Settings - Custom logo, Account Settings, and Password Settings. (p. 32) Figure 26 19

26 Admin Manual Unit Setup A unit is any location where an inspection can take place. A crash cart, a closet, a cleanroom, etc. With the Admin tab selected: Click the Unit Setup link. If units have been created, you will see a list of existing units. By default, units will appear in ascending alphanumeric order. Clicking in the light blue header bar will reverse the order, changing the direction of the small blue arrow to show ascending or descending order. Figure 27 To create a new unit: Click the Create Unit icon at the right of the blue title bar. In the resulting screen, enter a descriptive name of up to 64 characters for the new unit. Under Assign Personnel, open the dropdown list of active personnel to add any or all users to the new unit. The users added here will see this unit's activity on their dashboards and receive notifications, as described in Inspection Setup (p. 27). Assign Notifications Only - You can include non-users in the notifications. When a user is assigned to a unit, their , if entered in the user setup, is used to notify them. In this area, anyone else, whether or not they are a user, may be added for notification. Simply enter the recipient's name and , then click Add. You may add as many non users as desired. When all is satisfactory, click the Save icon. You will be returned to the list of units, Figure 28 with your newly-created unit appearing in alphanumeric order. 20

27 Editing an Existing Unit To edit an existing unit, select the Admin tab, then Unit Setup. When the list of units appears, click the Edit icon adjacent to the desired unit. Editing here consists of changing the unit name, adding or removing personnel, adding or removing non-user personnel, and saving. Deleting an Existing Unit To delete an existing unit, click the Delete icon adjacent to the desired unit. Upon clicking, you will receive a confirmation prompt (fig. 29). Assuming you wish to delete the unit, click the Yes, delete button. Figure 29 21

28 Admin Manual Inspection Setup This is where the details of inspections are set, and where scheduling takes place. Upon selecting Inspection Setup from the Setup menu in the Admin tab, you will see the Inspection Schedules list. If schedules have been created, they will be displayed here in alphanumeric order, by unit name. There are three parts to an inspection: Criteria, Template, and finally the Schedule. To create and schedule an inspection, all of these components must be in place. Figure 30 Criteria By its nature, an inspection needs criteria; the steps or requirements of the inspection. Clicking the Criterion tab, within Inspection Setup, will display existing criteria and give you the opportunity to edit, delete, and create more. Remember, there must be at least one criterion in place before an inspection can be created. Note: Several criteria are supplied with VeriForm. These can be used "as is," edited, or deleted. You can also create as many new criteria as desired. 22

29 Creating New Criteria To create a new criterion: Click the Create Criteria icon at the right of the blue title bar. In the resulting screen, enter a descriptive name for the new criterion. Open the Criterion Type dropdown and make your selection. Checkbox will place Compliant and Not Compliant choices in the inspection form for this criterion Header will create a named header in the inspection form. This is useful for separating different types of criteria. N/A will place an additional checkbox choice in the inspection form for criteria which may be Not Applicable. If checked, this will not affect the compliance percentages in your reports. When all is satisfactory, click the Save icon. You will be returned to the list of criteria, with your newly-created criterion appearing in alphanumeric order. Editing Existing Criteria To edit an existing criterion, select the Admin tab. Select Inspection Setup, then the Criterion tab. When the list of criteria appears, click the Edit icon adjacent to the desired criterion. Make the necessary change(s) and click the Save icon. Deleting Existing Criteria To delete an existing criterion, click the Delete icon adjacent to the desired criterion. Upon clicking, you will receive a confirmation prompt (fig. 31). Assuming you wish to delete the criterion, click the Yes, delete button. Figure 31 23

30 Admin Manual Template The template is the actual list of actions to be followed when performing an inspection. It is given a name which describes the specific type of inspection, and it contains one or more of the criteria discussed on p. 22. Clicking the Template tab within Inspection Setup will display existing templates and give you the opportunity to edit, delete, and create more. Remember, there must be criteria in place before a template can be created. Creating a New Template To create a new template: Under Inspection Setup, with the Template tab selected, click the Create New Template icon at the right of the blue title bar. In the resulting screen, enter a descriptive name for the new template. Include criteria and headings (if any) by clicking the Add button adjacent to all desired criteria in the Available Criteria list. As criteria are added, they will move from the Available Criteria list into the Selected Criteria list. When all is satisfactory, click the Save icon. You will be returned to the list of templates, with your newly-created template appearing in alphanumeric order. Note: Criteria and headings in the Selected Criteria list can be re-ordered by dragging and dropping them to the desired position. Simply move the mouse cursor onto the item to be moved, press and hold the left mouse button, move the item to the desired position in the list, and release the mouse button. Figure 32 - Newly-created template, before saving. 24

31 Editing an Existing Template To edit an existing template, select the Admin tab. Select Inspection Setup, then the Template tab. When the list of templates appears, click the Edit icon adjacent to the desired template. Make the necessary change(s) and click the Save icon. Moving a Criterion Criteria and headings in the Selected Criteria list can be re-ordered by dragging and dropping them to the desired position. Move the mouse cursor over the item to be moved. It will assume the "move" shape (fig. 32, p. 24). Press and hold the left mouse button, move the item to the desired position in the list, and release the mouse button. Cloning a Template In a situation where you may have several templates that are identical but used for different shifts, or are nearly identical, you can clone from existing templates, saving the time of creating multiple new templates from scratch. To begin, select the Admin tab, then Inspection Setup. In the resulting window, select the Template tab. Click the clone icon to begin the process. The new template will open, identical to the one chosen. Give this new template a name and make any desired changes. When all is satisfactory, click Save. Your new inspection template will appear alphanumerically in the list. Figure 33 Deleting an Existing Template To delete an existing template, click the Delete icon adjacent to the desired template. Upon clicking, you will receive a confirmation prompt (fig. ). Assuming you wish to delete the template, click Yes, delete. 25

32 Admin Manual Schedule Important: Units, Criteria, and Templates must be in place before Schedules can be created, so please be sure these steps have been taken. This information is available on pages 20, 22, and 24. Clicking the Schedule tab within Inspection Setup will display existing schedules (if any) and give you the opportunity to edit, delete, and create more. Remember, there must be units, criteria, and templates in place before a schedule can be created. Creating a New Schedule If not already done, click the Admin tab, then select the Inspection Setup link. Click the Schedule sub-tab. Click the New Inspection Schedule icon at the right of the blue title bar. In the resulting screen: From the Unit dropdown list, select the unit in which this inspection is to take place. From the Template dropdown, select the type of inspection. In the Description field, you can (optionally) enter a brief description to elaborate on the details of this inspection. From the Frequency dropdown, select how often this inspection will take place. If Monthly is chosen (fig. 34), you can choose the day and monthly interval. For example, every 3 months on the 15th. If Every 30 Days is chosen, it will be based on the Start on date, below. Note also that inspections set for 30 days will show the "goal line" in their reports. This is discussed on page 13. If Weekly is chosen, dropdowns will appear, allowing you to choose the day of the week for the inspection, and weekly frequency, meaning that you have the choice of every week, or every 2, 3, or 4 weeks. Note that with each weekly choice, the number of Preview Days increases. If Weekly is chosen, you can preview it in the dashboard a maximum of 6 days before the due date. If 2 Weeks is chosen, you can preview it up to 13 days in advance, 3 Weeks = 20 days, and 4 Weeks = 27 days. If Daily is chosen, the inspection will simply be scheduled on a daily basis. Figure 34 26

33 In Preview Days, you can determine whether the inspection will show up early in the dashboard schedule, and by how many days. Enter the desired numbere. In Start on, enter the date on which the new inspection will begin. Under Approval, if a unit representative is required to sign off or approve inspections, enable this checkbox. If enabled, a completed inspection will remain in the Dashboard list with a status of Pending Approval until a Unit Representative approves it. If it is not enabled, completing the inspection will cause it to be completed and disappear from the dashboard list. Under Notifications, selecting the first checkbox - Send notification before due date and when overdue - will cause VeriForm to notifications of upcoming and overdue inspections to specified users. The amount of advance notice changes with the frequency of the inspection. Monthly inspections receive a reminder 7 days in advance 30-day inspections receive a reminder 5 days in advance Weekly inspections receive a reminder 1 day in advance Daily inspections do not receive a reminder. Selecting the second checkbox - Send notification when submitted - will cause VeriForm to notifications of submitted inspections in need of approval to specified users. When all is satisfactory, click the Save icon. You will be returned to the list of schedules, with your newly-created schedule appearing at the bottom of the list. Editing an Existing Schedule To edit an existing schedule, select the Admin tab. Select Inspection Setup, then the Schedule tab. When the list of schedules appears, click the Edit icon adjacent to the desired schedule. Make the necessary change(s) and click the Save icon. Note that once a schedule is saved, the Frequency and Start on settings can not be edited. When editing a saved/scheduled inspection, the information in these fields will be greyed out, indicating their read-only status. 27

34 Admin Manual Deleting an Existing Schedule To delete an existing schedule, click the Schedule tab to display a list of scheduled inspections. Click the Delete icon (red X) adjacent to the desired schedule. Upon clicking, you will receive a confirmation prompt (fig. 35). Assuming you wish to delete the schedule, click the Yes, delete button.completed inspections will not be removed, only those that have not yet been completed. Figure 35 28

35 Personnel Setup Upon clicking the Personnel Setup link, a screen will appear, displaying a list of active personnel. Clicking the name of any column (Names, , User ID, or Role) will sort the list alphanumerically by that column's contents. Subsequent clicks on the same column will reverse the order. Toward the right of the blue title bar, the Show All Personnel link will do just that, display all personnel, both active an inactive. Active personnel are indicated by a green checkmark in the box at the far right. No checkmark indicates inactive status. Notice that the link name will also change to Show Active Personnel. Another click will return to the default display of only active users. Figure 36 - Personnel list showing all personnel; active and inactive New Users To create a new user: Click the Create New Personnel icon at the right, on the blue title bar. In the resulting screen, under Account Information, enter all pertinent information. While only the user's last name is required (asterisk), it is recommended that all fields be filled in. Under VeriForm Settings, select the new user's role from the dropdown list. When all is satisfactory, select the Save button (bottom) or icon (upper right). Roles Administrator - User with complete access to program, including reporting. Default User - Technicians who generally perform daily inspections. Unit Representative - A nurse representative for the unit that will have authority to approve and sign off on inspections. Figure 37 29

36 Admin Manual Upon successfully saving, you will see the Personnel Saved prompt, giving all user login information. User ID Note the User ID number. This is a 9-digit number that includes both the Site ID and User ID. In this example, the User ID is When logging in, the user is asked for the Site ID. This is the first four digits: The user is then asked for his or her User ID. This is the last 5 digits. In this case, 00005, the zeroes need not be entered, so this user's ID is 5. Finally, the user is asked for a Password. This is generated Figure 38 randomly by the computer. This user's password is Note the paragraph below. This password will not be recorded by the computer and cannot be retrieved. When creating a new user, please write this information down and give it to the user as it cannot be recovered once the Ok button is pressed. If, however, the user should lose or forget their password, a new one can be generated by an administrator. Editing Existing Personnel To edit an existing user, select the Admin tab, then Personnel Setup. When the list of users appears, click the Edit icon adjacent to the desired user. The definitions in New Users, immediately prior to this section, will help you in the editing process. The main difference between the New Personnel and the Edit Personnel screens is the existence of an Active checkbox and a Reset Password button. Note that the only changes allowed to an existing user are the address, the active/inactive status, the user's role, and the ability to change the password. 30

37 If Reset Password is chosen, a prompt will appear (fig. 40) with the new password and a reminder to write the password down. Activate or Deactivate To quickly activate or deactivate a user, simply click on the checkbox at the right. A screen similar to the Edit screen will open with an Activate or Deactivate button near the bottom. Confirm you choice by clicking that button, then Save. Figure 40 VeriForm Settings VeriForm Settings deals with your local time zone and Daylight Saving Time. If not already done, select your local time zone from the dropdown list. If your area observes Daylight Saving Time, you can set VeriForm to automatically change on the proper dates. A checkmark in the box indicates that this feature is active. After making any changes, click the Save icon to save them. Figure 39 31

38 Admin Manual Pharmacy OneSource Settings Preferences Preferences allows you to customize your VeriForm setup by allowing adjustment to the logo, web timeout, password setup, and more. It is important to remember that any changes made here will affect your Quantifi and Sentri7 programs (if used), and vise versa. Figure 41 32

39 Custom Logo If your facility has a custom logo, it can be added here and will appear in the upper left corner of your VeriForm screen. To change the logo: If not already done, select the Admin tab, then Pharmacy OneSource Settings. Select the Upload Custom Logo link in the resulting screen. Either enter the entire path of your logo, including filename, or select Browse and locate the file. Important: The file size must be smaller that 1MB The image dimensions must be no more than 200 pixels wide by 65 pixels high. Filename must contain only letters and numerals. When all is satisfactory, select Upload. Your logo will replace the default Pharmacy OneSource logo. Account Settings Web Timeout Web Timeout is the amount of time the program can be left idle before it becomes necessary to log back in. In other words, if VeriForm is left idle beyond the amount of time specified here, the next time the user accesses the program, they will be sent back to the login screen. To meet HIPAA regulations, however, Pharmacy OneSource strongly recommends to stay within 30 minutes timeout. Lock-Out Max Bad Password Attempts Lock-Out Max Bad Password Attempts is the number of incorrect attempts that will be allowed in a specified time period before the user s account is deactivated. 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 an Administrator reactivate his or her account. Lock-Out Bad Password Interval Minutes This setting goes hand-in-hand with the bad password attempts setting directly above. This is the time period in which the number of password attempts is allowed. Incorrect password attempts will not be cleared until after the amount of time set here has passed. For example, imagine this is set at 5, and you have entered the wrong password three times. Then, on your fourth attempt, you were correct. Now, you log out. You only have two attempts left - regardless of any successful attempts - until this time period has passed. A correct password entry does NOT clear the bad attempts. Only the time interval will do that. For this reason, if users in your facility have consistent problems with passwords, you might consider increasing the number of attempts and decreasing the time interval. 33

40 Admin Manual Password Settings VeriForm passwords are generated by the computer, but Password Settings allows you to customize all aspects of the generated passwords, as described below. Days Password Valid Days Password Valid sets the length of time a password will work before it is necessary for users to create a new one. Minimum Length Minimum Length is the minimum amount of characters that a password can be. Note: The system will not allow a password shorter than four characters. Required Alphabetical Letters Required Alphabetical Letters is the minimum number of letters required in a password. Required Capital Letters Required Capital Letters sets a minimum amount of upper case letters necessary in a password. Required Lowercase Letters Required Lowercase Letters sets a minimum amount of lower case letters necessary in a password. If both the Capital and Lowercase settings are zero, your password will not be case-sensitive. Required Numericals Required Numericals sets a specific quantity of numerals required in a password. Required Punctuation/Other 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. All settings shown in fig. 41 (pg. 32) are the defaults. If you change them, they will not affect passwords that are currently in use. It will only affect newly-created or changed passwords. Save Preferences When all settings are satisfactory, click on the Save Preferences button to save them. The screen will open with a message at the top, confirming that your preferences have been updated. 34

41 35

42 My Account Password In My Account, you can change your password at any time. The procedure is fairly standard: Figure 42 Begin by selecting My Account (upper right area of the VeriForm screen). Enter your new password in the New Password field. Hovering over the green (question mark) icon with the mouse cursor will display the requirements for the password (see fig. 42). Re-enter the new password in the Confirm New Password field. And enter your present password in the Current Password field. This is required as a user authorization. When all is satisfactory, click the Save button. "Password saved" will appear in green in the My Account title bar, indicating a successful save. Error messages will appear in the following circumstances: If the confirmation of the new password does not match the new password; If the Current Password is entered incorrectly; or if the incorrect format is used. In this case, the proper criteria will display in red. 37

43 Admin Manual 38

44 Index A Account Settings...33 Admin Tab...19 C Clone Template...25 Criteria...22 Delete...23 Edit...23 Header...23 N/A...23 New...23 Custom Logo...33 E Edit Criteria...23 Schedule...27 Template...25 Unit notification...4-5,13,20,27 H Header...23 I Inspection Delete - Scheduled...28 Scheduled...22 Terminate - Unscheduled...8 Unscheduled...5 Inspection Frequency Report...13 Inspection Setup...22 L Locked if user cannot log in...33 Logging In...1 i

45 Admin Manual Logo...33 M My Account...37 N New User...29 Notifications overdue and saved inspections...5,27 P Password...30 Changing...37 Days valid...34 Error Messages...37 Length - Minimum...34 Locking out bad attempts...33 Settings...34 Preferences...32 Preview Days...27 R Reports...9 Completion by Template...12 Completion by Unit...11 Compliance...15 Compliance by Criteria...16 Compliance by Template...16 Compliance by Unit...15 Inspection Frequency...13 Non-Compliance...18 Requirements...iv Roles Assigned to user...29 S Save Preferences...34 Schedule...26 Edit...27 New...26 Site ID...30 T ii

46 Tabs Admin...19 Criterion...22 Dashboard...2 Inspections...3 Reports...9 Schedule...26 Template...24 Template...24 Clone...25 Delete...25 Edit...25 New...24 Terminate Inspection...8 U Unit Setup...20 Unscheduled Inspection...5 User ID...30 Users Activate...31 Deactivate...31 Existing...30 New...29 V VeriForm Settings...31 W Web Timeout...33 iii