MedKeeper Hub Administrator Manual Formulary Management

Transcription

1 Hub Administrator Manual Formulary Management All rights reserved

2 Copyrights Copyright All rights reserved. Hub is a trademark of. Clinical Pharmacology is a trademark of Gold Standard Inc. Applicable FARS/DFARS restrictions apply to government use. Disclaimer and Limitations of Liability Licensee is responsible for ensuring that each of its Authorized Users exercises his or her independent professional judgment in the performance of patient care and pharmacy management activities. While the Hub system provides a tool to assist in some of these activities, Licensee and its Authorized Users are responsible for ensuring that the Authorized User has used all information available, including his or her specialized knowledge, skill and experience, in reaching decisions concerning these activities. warrants that the Hub system will perform substantially in accordance with the current specifications and documentation contained in this manual. Aside from this warranty, the Hub system, including this manual, is provided AS IS, and NO REPRESENTATION OR WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING THE WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, IS MADE WITH REGARD TO THE SYSTEM. Authorized Users should refer to the license agreement for any questions regarding permissible use. While the Hub System provides a tool to assist in patient care and pharmacy management activities, it is not a substitute for the User s independent professional judgment. Each User is responsible for ensuring that he or she has used all information available, including his or her specialized knowledge, skill and experience, in reaching decisions concerning these activities. The Hub System, including core content and the manual, is provided AS IS, AND NO REPRESENTATION OR WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING THE WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, IS MADE WITH REGARD TO THE SYSTEM BY MEDKEEPER OR ANY OF ITS LICENSORS. Upon expiration or termination of your facility s license to the Hub System, or any part thereof, you must cease all use of the applicable portions of the product. You should refer to the license agreement signed by your facility for any questions regarding permissible use. 2 All rights reserved

3 Administrators Guide Table of Contents Introduction to Hub... 4 Hub Features... 4 Formulary Management... 4 Pharmacy Communication and Publications... 4 RxInterventions/RxForms... 4 Formulary Mobility... 4 Clinical Pharmacology Drug Information... 4 OnFormulary... 4 Getting Started with the Hub... 5 Getting Started with FormChecker... 7 Navigating FormChecker... 7 Create or Change Formulary Names:... 8 Create or Edit Your Own Formulary Items:... 9 Steps for Entering a New Product... 9 Create Print and Handheld Device Download Files Create and Download Excel File Extracts Drug Locations Drug Alerts Manage Hub User Configuration Choices Adding Medications and Information to Formularies Searching for Products to add to the Formulary: Creating New Products or Formulations from the Product Page To create a new brand or generic name for an existing strength To create a new brand or generic name for a product without a pre-existing strength group Costs Location Notes Therapeutic Interchanges Submit Changes Create a link Drug Alert Add a New Formulation or Strength Contact Information All rights reserved

4 Introduction to Hub The Hub is a complete, integrated pharmacy information portal. It enables hospital pharmacists to quickly and effectively access and communicate important pharmacy information throughout their facilities. Hub Features Formulary Management The Formulary Search Tool allows a facility to create and maintain multiple formularies. If the facility wishes to create separate formularies for inpatient, outpatient and specialty clinics, it can be done with just a few clicks of the mouse! Pharmacy Communication and Publications Hospital-specific guidelines, policies, or procedures may be added as documents. Or, add links to other pharmacy- or hospital-related web pages. Create Pharmacy News Letters, P & T Communications, Committee Information and Minutes. Organize and display them here! RxInterventions/RxForms Use the RxInterventions, RxForms, or customize your own forms to collect and document information. Document on the web site or on the PDA. Generate professional, customized reports on all of your clinical activities. Formulary Mobility Hub makes formulary information and forms available over the Internet and on handheld devices. Update and access the information from anywhere! Clinical Pharmacology Drug Information Integration of Clinical Pharmacology Direct Call and Clinical Pharmacology Full Access is available within the Pharmacy Hub. OnFormulary Links to private health plans, Medicaid plans, and Medicare Part D plans are available within the Pharmacy Hub. All rights reserved

5 Getting Started with the Hub The Hub Main Page is divided into multiple sections: (1) Formulary Management, (2) Clinical Documentation (RxInterventions, RxForms or Other Online Forms), (3) Drug Information, (4) ez797 Compounding, (5) Important Messages, and (6) Documents and Links (figure 1). Your facility may utilize one, two, or multiple sections of the HUB. Figure a 2b 2c 3 4 Formulary Search (1) The formulary management system, FormChecker, enables hospital pharmacies to quickly and easily create and edit formulary system information. This includes drugs, formulary status, notes, restrictions, therapeutic interchanges, drug links, and more. 5 All rights reserved

6 RxInterventions/RxForms (2) If your subscription includes RxInterventions/RxForms, you can find administrator information in the HUB Administrator s manual. Drug Information (3) Clinical Pharmacology Direct Call and Clinical Pharmacology Full Access are available. Facilities accessing their formulary through Clinical Pharmacology Full Access will see their facilities formulary status within the Clinical Pharmacology drug monograph. Important Messages (4) Post messages here to your facility such as important pharmacy information or new additions to the formulary. Ez797 TM (5) Link to state-of-the-art sterile preparation documentation, training, and reporting system. Administrator information is included in the EZ797 manual. Pharmacy Documents and Links (6) Post important pharmacy guidelines, policies, and procedures; create pharmacy newsletters; and provide links to recommended web sites. They are displayed in an orderly fashion in the folder system provided here. 6 All rights reserved

7 Getting Started with FormChecker FormChecker is the formulary search tool available with the Hub. A Formulary Search box is located on the Main Page of the Hub. To search for a drug on formulary: 1. Select a formulary from the Select Formulary drop-down box (figure 2). 2. Select the radio button to either View only formulary drugs or to View all drugs regardless of formulary status. 3. Enter either a brand or generic name in the search box. Search results will list generic name followed by the corresponding trade name. Option: Click Search by Drug Category to view drugs by class. Click on the desired class to further drill down into subclasses. Drug classes appear in black; drugs are in blue. Figure 2 Depending upon your subscription, a link may appear to View Health Plan Formularies. Click on this link to view National, Medicaid, and Private Health Plans available through the OnFormulary program. Navigating FormChecker Once in the FormChecker program, the Navigation Bar changes to allow Print and PDA downloads. The navigation bar appears on each formulary page (figure 3). Below is a brief description of each tab. Figure 3 Main: Returns the user to the default Hub home page. Administration: Links the administrator to the formulary management page (page 8). Print: Allows the user to print the formulary in various formats. PDA: Downloads the formulary to your PDA (page 15). Help: Links to manuals. Logout: Exits the program. 7 All rights reserved

8 Administration (Manage Formulary) Tab The administrator has the ability to manage the formulary account and user functions within the formulary program. This functionality is found under the Administration tab (figure 4). Click on any selection to manage that area. Figure 4 Create or Change Formulary Names: Select Create or Change Formulary Names to establish the name(s) for one or up to four formularies (figure 4). Place the name of the new formulary in the first available text field and click on Update Formulary to add the name to the list of available formularies (figure 5). Note: To add products to this new formulary go to Adding Medications and Information to Formularies (page 16). These formulary names are displayed on the main page within the Select Formulary box. When utilizing multiple formularies, a user selects which formulary to view before searching for a particular medication. 8 All rights reserved

9 Figure 5 To hide a formulary from users while a formulary is being maintained or updated, the administrator can select the Hide this formulary option. Formularies will automatically be set to report formulary medications as Formulary, Restricted, Preferred or Non-Formulary. If entering a health plan using tiers, check the box titled Formulary will use numbered tiers. Create or Edit Your Own Formulary Items: Select Create or Edit Your Own Formulary Entries to add new single drug products or new combination drug products (not found in the database via the search box), or to edit any previous additions. Note: When viewing drugs via the Clinical Pharmacology Drug Monographs, manually added drugs (i.e., not via the F, R, P radio buttons) will not appear. Steps for Entering a New Product 1. Enter each active generic ingredient into a separate text box (figure 6). Once entered, click on the Create New Group button. Note: If this generic name or combination generic product already exists, the message, This ingredient group already exists will be displayed. In such a case, search for this product and create the new product from the product page (see Creating New Products or Formulations from the Product Page, page 17). 9 All rights reserved

10 Figure 6 2. Ingredients will be displayed for the user to check and correct any spelling errors or add more ingredients (figure 7). Make any corrections and click on Update Ingredient Group). Otherwise, if satisfied with the ingredients, continue by clicking on Add/Modify/Delete a Formulation for this Ingredient Group at the bottom of the page. Figure 7 3. The Formulation page is displayed where strengths for each ingredient may be added (figure 8). In the Strength text box, enter the strength using numbers and periods only (0 if no strength is specified) and the Units in the specified text box (e.g., mg, mcg, mg/5 ml, IU). If the product contains an admixture (e.g., dextrose, normal saline), add it in the Additional Admixture Ingredient text box. Click on the Add New Formulation button to submit the strengths. 10 All rights reserved

11 Figure 8 5. An Update Successful page should be displayed, if not, use the back browser button to check that strengths are correctly added and then click, Continue. 6. The new formulation is now displayed at the bottom of the page. Click on Modify/Delete in front of the formulation to add or delete it (Figure 9). Figure 9 7. Select Brand or Trade Name (type in name if entering a new brand name) or Generic (skip Brand Name text box) (figure 10). Figure All rights reserved

12 8. Enter a form and a route from the corresponding drop-down boxes (figure 10). Add a DEA number if it pertains to this drug. Click on the Add Item button and an Update Successful confirmation will appear. 9. Click on Go to Formulary Page for this ingredient Group and the newly created product page will appear. Find the product on the page and select the radio button F (formulary), R (restricted), or P (preferred) to assign a formulary status. Click the Update Formulary button at the bottom for the new product to appear on formulary. Create Print and Handheld Device Download Files Once the formulary is created and each time it is updated, the administrator should click on Create Print and Handheld Device Download Files to update the formulary files (figure 11). This will ensure that users printing or downloading the formulary will receive the most recent files. Simply click on Create Files and in approximately 5 minutes the formulary will be compiled and available to print by class, generic name, or for download to a Palm or Pocket PC. Figure 11 Create and Download Excel File Extracts Excel files for your formulary may be created here (figure 12). Follow the directions on the screen to create a custom excel spreadsheet of your formulary. Figure All rights reserved

13 Drug Locations Select Drug Locations to add Locations to a drug page. Add location terms such as Refrigerator, Clinic or Pyxis to identify areas where the drug may be located. To add a location, type in the New Location in the text box and click on Add Location (figure 13). The location will then appear at the bottom of the page. To edit or delete the location click on the location. Correct the term in the text box and click Update Location or click on Delete this Location. Note: The Locations will be found on the editing page for each individual drug. When editing the selected drugs, click on the radio button associated with the desired location. (See Assigning Costs, Locations, Notes, Therapeutic Interchange, Links or Alerts to the Product, page 21, for more information). Figure 13 Drug Alerts To create or edit a drug alert (i.e., important prescribing information regarding a medication), select Drug Alerts (figure 14). Alerts may be created and edited from this screen. For formatting text see Using the HTML Editor on page 23. Figure All rights reserved

14 On the Drug Alerts screen, type the name of the medication and a summary title in the first two text fields with further information submitted in the Alert box. The Alert Date field may also be edited. A URL may be added to link to a web site for further information. The author may type their name in the available text screen. After creating the alert, click the Submit Alert button and a confirmation message will appear. Click on continue, the new alert will appear at the bottom of the screen. At the bottom of the page, click on the alert to change or delete any information. Users may view a list of alerts under the Alerts folder. Alerts linked to a drug name also appear on the search page, the group product page, and the drug class page. Note: Alerts pertaining to specific drugs should be created from the drug product page of the selected medication. Alerts created from the product page will link the alert to the drug and appear each time the drug is searched. (See Assigning Costs, Locations, Notes, Therapeutic Interchange, Links or Alerts to the Product, page 21). Manage Hub Returns administrator to the Hub Administration screen. User Configuration Choices These functions found at the bottom of the Administration screen are toggles (figure 4), turning on and off the user options below: View and print formulary reports Allows administrator to allow or suppress the user from printing copies of the formulary. Download formulary to PDA - Allows administrator to allow or suppress the user s ability to download the formulary to a PDA. Default formulary view On the individual drug pages for the user, displays only drugs available on formulary rather than all available drugs on the market. Default user setting for formulary status From the main search box, the search will default to View Only Formulary Drugs rather than View all Drugs when requesting a search. Show drug classes where no drugs are on formulary When searching by Drug Category, allows the user to see all categories even if no drugs are on formulary within the category. Search on brand returns generic if on formulary Allows the user to search for a drug by brand name, even if only the generic is on formulary. Suppress displaying formulary status on search results page Only shows the formulary status on the drug page rather than on the intermediate search results page. 14 All rights reserved

15 Print Tab Download a printed version of the formulary of choice. Select a formulary to download and then select the format. Create print reports by Drug Class or Generic Name. Reports may also be created for sound alikes on your formulary. PDA Tab Palm or Pocket PC: A user can download the facility s formularies, directly to their handheld device, either PDA or Pocket PC. Length of the download will depend on the Operating System (OS) and version the user is running. Steps: 1. If the user is running an earlier version of their formulary, recommends an un-install before downloading the new files 2. Make sure the formulary is deleted from the handheld device 3. Select the appropriate platform (Palm or Pocket PC) 4. Select the download 5. Execute the download with your sync System requirements: Operates on all Pocket PC operating systems Operates on Palm OS version 3.5 or higher. Requires 2 MB of installable area available. Note: New download files should be created each time a formulary is updated or altered to ensure users are viewing the most accurate formulary information. For instructions refer to Create Print and Handheld Device Download Files, page 12. Help Tab Click here to see: Contact Us: Provides s and phone numbers for contacts at. User Manual: Current manual for users of the formulary search program Administration Manual: Current manuals for administrators of the Hub and formulary. PDA Users Manual: Instructions for down-loading and using the PDA. Logout Tab Exit the Hub by clicking on Logout. 15 All rights reserved

16 Adding Medications and Information to Formularies Searching for Products to add to the Formulary: Step 1 Before searching for formulary items, make sure that the correct formulary name appears in the search box on the Main Page. If using several formularies, verify that the correct formulary is checked before selecting products. In addition, within the search box, check the radio button in front of View all drugs; otherwise nonformulary drugs will not be displayed. 1. Begin this process by typing in the first formulary product (either by generic or brand name) into the search field and click on the search button. 2. A search results page will appear listing all instances of this product name. (figure 15). Best Matches lists generic drugs while Other Matches lists brand names or ingredients in multiple ingredient drug products that match. Select and click on the correct product for addition. Upon selecting a product, the product group page is displayed (figure 16) listing all of the generic and brand names (sorted by strength) available. Figure 15 Note: In the case that no product is found matching the selection, doublecheck first whether the product is spelled correctly. If the spelling is correct, proceed to Create or Edit Your Own Formulary Entries under the Administration tab on page 9. Add new products not found via the search page such as pharmacy-manufactured products or less popular over-thecounter products. 16 All rights reserved

17 Figure 16 Assigning Products to the Formulary Step 2 1. From the product search results page, scroll down to find the appropriate products for the formulary (figure 16). Note: In the first column, note that each product has radio buttons: F for Formulary, R for Restricted, P for Preferred, and U for Unassigned or Not On Formulary. 2. Select a status for each product; any product not having a selected status will automatically default to Not on Formulary. 3. Once all products are assigned, click on the Update Formulary button at the bottom of the screen to make the changes. Creating New Products or Formulations from the Product Page If the appropriate product page for a generic drug or generic combination drug is already available but missing a specific product name or strength, it may be created from this product page. Note: When viewing drugs via the Clinical Pharmacology Drug Monographs, manually added drugs (i.e., not via the F, R, P radio buttons) will not appear. 17 All rights reserved

18 To create a new brand or generic name for an existing strength 1. Click on the center product with the corresponding strength (figure 17) to display the Modify a Formulation page (figure 18). Figure From the Modify a Formulation page, click on Add New Tradename or Generic Item to add a new product with the same strength (figure 18). Figure On the Add New Brand or Generic Product page, select the type of product that is being entered: Brand or Trade Name or Generic (figure 19). Type in the brand name or select Generic and skip the Brand Name text box. Figure Enter a form and a route from the corresponding drop down boxes (figure 19). Add a DEA number if it pertains to this drug. Click on the Add Item button to save the item. An Update Successful confirmation will appear. 5. Click on Go to Formulary Page for this ingredient Group and the newly created product page will appear. 6. Find the product on the page and select the desired radio button: F (formulary), R (restricted), or P (preferred) to assign a formulary status. Click the Update 18 All rights reserved

19 Formulary button at the bottom to save and have the new product appear on formulary. 7. If not satisfied with the entry, click on the entry to further edit this item. Click the Update Formulary button at the bottom of the page to save. To create a new brand or generic name for a product without a preexisting strength group 1. Click on the product name at the top of the page (figure 20). This will display the edit page, click on Add a New Formulation at the bottom of this page, to move to the Create New Formulation page (Figure 21). Figure On this formulation page add strengths for each ingredient. Figure Enter the strength (using numbers and periods only, 0 if no strength is specified) and the units (e.g., mg, mcg, mg/5 ml, IU) (Figure 21). If the product contains an admixture (e.g., dextrose, normal saline) that may also be added here. Click on the Add Formulation button to submit the strengths. 19 All rights reserved

20 Figure An Update Successful page is displayed; if not, use the back browser button to make changes to the strengths and then click, Add New Formulation. 5. Click on View in front of the formulation to complete the addition, or delete it (Figure 22) Figure On this page further changes to the strength are made by changing the selected text field and clicking the Update Formulation button (figure 23). Or, if satisfied with the entry, click on Add New Tradename or Generic Item. 7. On the Add New Brand or Generic Product page (figure 24), select Brand or Trade Name (type in name if entering a new brand name) or Generic (skip Brand Name text box). Select a Form and a Route from the corresponding drop-down boxes. Add DEA class if it pertains to this drug. 8. Click on the Add Item button and an Update Successful confirmation will appear. 20 All rights reserved

21 Figure Click on Go to Formulary Page for this Ingredient Group and the newly created strength group will appear on the product page. Find the product on the page and select the desired radio button: F (formulary), R (restricted), or P (preferred) to assign a formulary status. Click the Update Formulary button for the new product to appear on formulary. Note: If not satisfied with the product and strength created, click on the entry for further editing options. Assigning Costs, Locations, Notes, Therapeutic Interchange, Links, or Alerts to the Product Once the formulary status of all products on the product page are selected and saved by clicking Update Formulary at the bottom of the page; click on the product name at the top to enter additional product information such as notes and therapeutic interchanges (figure 25). This opens the editing page where information may be assigned to the drug (figure 26). Figure Costs To enter a Relative Cost range, select the corresponding radio button next to the desired dollar signs. The cost of therapy should be relative to similar products in its drug class. The Relative Cost will display for all products listed on the page. 21 All rights reserved

22 Alternatively, enter an Actual Cost in the corresponding text box. The Actual Cost provides a text box for more specific information (example entry: $1.50/Glucovance tablets and $0.85/Generic Tablet). 2. Location If the administrator has added Locations, then the radio button following each may be checked to display the drug location. Locations are created from the administration page, see page 13. Figure Notes Enter information regarding restrictions, clinical pharmacy suggestions and drug utilization requirements by entering the desired text into the Note field (figure 26). A note can be associated with all the facility formularies or one in particular. The Note will automatically be assigned to the current formulary; click on the radio buttons following the other formulary names to add to additional formularies. Notes are formatted by clicking on the HTML Editor button and typing the information into the editor box. For more information on using the HTML Editor see Using the HTML Editor on page Therapeutic Interchanges To enter information regarding therapeutic interchanges (i.e., information regarding substitutions allowed by the P&T committee); enter the desired text into the Therapeutic Interchange field (figure 26). Therapeutic interchange information 22 All rights reserved

23 can be applied to all formularies or one in particular; check the appropriate radio button above the text box. Therapeutic interchanges may be formatted using the HTML Editor. For more information on using the HTML Editor see Using the HTML Editor on page Submit Changes These four operations may be completed and saved simultaneously. Click on Submit Changes (#5) and the Update Successful confirmation will appear. 6. Create a link To create a web page link from this drug product page, click on Add/Update/Delete Links to drug documents or web pages. Add a name for the link in the first text box and then add the URL address in the second text box. Click on the Update Links button to add. Similarly, more links may be added. The link will appear in the currently selected formulary; more formularies may be selected by clicking the appropriate radio buttons. 7. Drug Alert Click on Create a Drug Alert and an alert page will be generated for this product. Enter information in the fields provided and click Submit. A confirmation will appear. Multiple alerts may be created. Any alert may be changed or deleted; from the editing page click on Edit/delete the Drug Alert in front of the appropriate alert. Drug alerts may be viewed at any time by clicking on the Alerts link in the RxPublisher Section. Alerts will appear in all formularies. 8. Add a New Formulation or Strength See Creating New Products or Formulations from the Product Page on page 17. Using the HTML Editor: The HTML Editor is intended to make the formatting of text easier for administrators to enter and easier for users to read (figure 27). The editor functions are similar to word processor programs adding bullets, color, bolding and more. Figure All rights reserved

24 Click on the HTML Editor to open a new window. Type the text into the window and use the appropriate formatting options. When completed, click the green Exit button and then Submit Changes on the next screen to save changes. Note: The editor is only compatible with Microsoft Windows Explorer 6.0 or higher. Pages that include the HTML editor are: Notes, Therapeutic Interchanges, Guidelines, and Alerts. Contact Information 9191 Sheridan Blvd Suite 103 Westminster, CO Phone: info@medkeeper.com 24 All rights reserved