PRN (When Required) Medications

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Kevin McKenzie
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1 PRN (When Required) Medications PRN medications are added in the add drug area the same as all other medications. In the Packing menu select PRN. The dose time slots will become marked PRN and only one box will be active. Enter the dose quantity into this box. When wanting to print PRN labels & foils the PRN specific tick box MUST be ticked in the printing area see pages 18 & 19. PRN front label example for Disposapak, RPAK and PPAK: PRN print example for SPAK foil. Each blister has printing behind it to indicate PRN. Practicare Software Manual 10.13: Page 16

2 Printing Patient Labels and Information Printing of patient medication pack labels, foils or signing sheets can be done in two ways. From the patient s profile page: Under the patient information is the following options: 1. Prints this patient s foils. 2. Prints this patient s front labels. 3. Prints patient s signing sheets. 4. Edit and save this patient s Patient Medication Profile. Choosing to print from a patient s profile gives you the option to view and print that patient only. Choosing from the Print Out menu gives the following options: 1. Print patient foils. 2. Print patient front labels. 3. Print signing sheets. 4. Print Patient Medication Profile. 5. Print reports. Choosing to print from the Print Out menu allows you to view all patients and select which are printed. Practicare Software Manual 10.13: Page 17

3 Print out area: Printing foils Please see the printing section on pages 7 to 8 for exact details on using your printer with the foils. To print one patient, or multiple patients, select the following options: FACILITY: Select the facility that you will be printing. This will then display all patients allocated to that facility and their active medication packs (foils). Choose the patients to print by clicking the tick box next to each one or click select all to choose all. PRINT SELECTED DRUGS ONLY: If you wish to print only certain drugs in a patient s pack, and you have selected these in the patient profile area, select this tick box. If this option is left unselected, all medications in that foil, whether they are ticked or not, will still be printed. DOSE TIMES: If you require to print out just the foils for a specific timeslot, select only the dose times required. This is used for Unit dose packing only. COPIES: Select the number of copies of each foil needed. PACK START DATE: this date is the day the customers will start the pack. This is essential for accurate pack information, especially for SPAK FOILS. PACK PRINT DATE AND EXPIRY DATE: These dates are printed onto the packs and can be changed if necessary. Note this information is important and essential. MAX ITEMS PER BLISTER: The default number of medications printed per pack is 10. This can be changed to 4, 6, 8, 10, ( a max of 12 or 14 can be selected in each patients profile). This only applies to weekly Multi Dose packing / printing PRINT PRN, shortcoarse, sinemet, warfarin, S8, Cytotoxic : Select this option if you wish to print these selected packs. These will only print drugs marked for these packs,if these options are selected. PRINT & PREVIEW: The preview option allows you to view the print preview before printing. If you are happy with the preview, click the printer icon in top left corner to print. PRINT FRONT LABEL: If this option is selected, the program will open the front label printing area immediately after printing the foils. ADD TO DAA VOLUME REPORT: When selected, each foil printed will be counted as a medication pack provided and will be added to the DAA Volume report for PPI reporting. This only counts Community patients. If you need to reprint a foil or label, it is vital to unselect this tick box so the packs are not counted again. Practicare Software Manual 10.13: Page 18

Print out area: Printing Front Labels To print one patient, or multiple patients, select the following options: FACILITY: Select the facility that you will be printing.

4 Print out area: Printing Front Labels To print one patient, or multiple patients, select the following options: FACILITY: Select the facility that you will be printing. This will then display all patients allocated to that facility and their active medication packs (foils). Choose the patients to print by clicking the tick box next to each one or click select all to choose all. PRINT SELECTED DRUGS ONLY: If you wish to print only certain medications in a patient s pack, and have selected these in the patient profile area, select this tick box. If this option is left unselected, all medications in that foil, whether they are ticked or not, will be printed. DOSE TIMES: If you require to print out just the information for a specific timeslot, select only the dose times required. This is used for Unit dose packing only. COPIES: Select the number of copies of each foil needed. START FROM LABEL: Select which label on the front label sheet to start printing from. This is useful to make sure all front labels are used and not wasted. PACK START DATE: this date is the day the customers will start the pack. This is essential for accurate pack information. PACK PRINT DATE AND EXPIRY DATE: These dates are printed onto the packs and can be changed. MAX ITEMS PER BLISTER: The default number of medications printed per pack is 10. This can be changed to 4, 6, 8, 10, ( a max of 12 or 14 can be selected in each patients profile).. This only applies to weekly Multi Dose packing / printing. PRINT PRN, shortcoarse, sinemet, warfarin, S8, Cytotoxic : Select this option if you wish to print these selected packs. These will only print drugs marked for these packs,if these options are selected. PRINT DRUG IMAGE LABELS: To print drug image labels ONLY select this tick box. PRINT & PREVIEW: The preview option allows you to view the print preview before printing. If you are happy with the preview, click the printer icon in top left corner to print. PRINT FOIL: If this option is selected, the program will open foil printing area immediately after printing the front labels. ADD TO DAA VOLUME REPORT: When selected, each label sent to the printer will be counted as a medication pack provided and will be added to the DAA Volume report for PPI reporting. This will only count Community patients. If you need to reprint a label, it is vital to unselect this tick box so the packs are not counted again. Practicare Software Manual 10.13: Page 19

Print Out area: Signing Sheets Practicare software allows you to generate medication charts, signing sheets and patient information profiles for use in aged care

Simply select the facility and patients you require and then the signing sheet or medication chart on the right hand side to be printed.

These are used to separate different patient s blister packs on the Practifile. The Practifile can hold up to 20 blister packs (see picture below).

5 Print Out area: Signing Sheets Practicare software allows you to generate medication charts, signing sheets and patient information profiles for use in aged care facilities. For details on each signing sheet see the signing sheet & reports manual. The same printing procedure as foils or front labels applies to signing sheets. Simply select the facility and patients you require and then the signing sheet or medication chart on the right hand side to be printed. All signing sheets are printed onto blank A4 paper. Divider labels Print patient details for labels applied to the patient divider cards. These are used to separate different patient s blister packs on the Practifile. The Practifile can hold up to 20 blister packs (see picture below). The labels are printed 5 per A4 label sheet, available from Practicare. The same printing procedure applies to divider labels as for signing sheets. Remember to allocate which label to start on if some of labels have been used already. Practicare Software Manual 10.13: Page 20

6 Print Out area: Reporting Information Practicare software allows you to generate and print up to 11 different reports, allowing the ability to provide any type of documentation required. All Reports are printed straight onto plain A4 paper. For details on all reports see the signing sheets & reports manual. Report type FACILITIES PATIENTS PATIENT ID PHOTO CONFIRMATION PATIENT MED SUMMARY Patient Med SUMMARY - TYPE DOCTOR ORDERS PACKING CHECKLIST, PACKING DELIVERY AND PATIENT CHECKING SHEET Purpose A summary report of all facilities. Prints a Patient Medication Profile in Landscape or Portrait format. The PATIENT MEDICATION PROFILE displays all medications, packed and unpacked, that are allocated to the patient s profile. Also displayed are the directions, shape, colour, marking and photos of the medications as well as patient and pharmacy details. Can be used as a cover sheet for patient information. Print patient names and matching photos in a facility. Summary of medications per patient, along with possible adverse reactions and indications. Same as Med summary but grouped by pack. Lists all medications for a resident for placing an order to the doctor. These reports can be used for packing, signing off on packs, delivery and receiving packs at facilities. This documentation is important to ensure a paper trail for incident reporting and quality assurance. Practicare Software Manual 10.13: Page 21

7 Print Out area: Drug Usage Reports Drug usage reports are useful for facilities to track medication use, especially Psychotropic drug usage. Practicare software has 8 different drug usage reports available. All reports are printed onto plain A4 paper. Patient report, per facility, for each of the drug groups: Antibiotic, Psychotropic, Eye condition and Blood drugs. Facility drug usage chart for each of the drug groups: Antibiotic, Psychotropic, Eye condition and Blood drugs. To produce a report: Select the facility to report on. Choose the date period to report on. Choose the drug group to report on. Select which report needed. Once it appears you can either export it, save for ing or print the report. To ensure the accuracy of these reports, it is important to import drug updates as they become available. Practicare Software Manual 10.13: Page 22

Then all Facilities that have a patient using this doctor will be displayed in the facilities drop down box. 3. Choose the specific facility you require or select all facilities. 4.

8 Print Out area: Script Request Report You can generate reports and requests for owing and required prescriptions. A script request report can be either printed and faxed to the doctor or saved as a pdf for ing. 1. Choose the doctor to request a prescription from in the Doctor drop down box. 2. Then all Facilities that have a patient using this doctor will be displayed in the facilities drop down box. 3. Choose the specific facility you require or select all facilities. 4. Simply select the Request script tick box for the medications needing a script. 5. If you wish for the report to only show 1 patient per page, select the Print 1 page per patient option. This page can be handed out to community patients with their packs, as a reminder of medications they need prescriptions for. 6. Select Save as pdf to save to your computer for ing OR 7. Select Print to produce the report in the Report tab. After reviewing, select the print icon in the top left corner for printing. 8. The Check scripts owing button automatically search s & selects the drugs that have an owing script in FRED or are marked RED in Practicount for needing a new script dispensed for packing. Please note: The Check scripts owing button only works if your PPP is linked to FRED & registered to use the Practicount feature. Practicare Software Manual 10.13: Page 23

Print Out area: DAA volume report All reports are printed onto plain A4 paper. This report allows you to list all community packs printed in a timeframe.

9 Print Out area: DAA volume report All reports are printed onto plain A4 paper. This report allows you to list all community packs printed in a timeframe. Note that the report is based on foils or front labels printed for patients allocated as community patients. This means that if foils or front labels have been reprinted, the report will count them twice. To ensure this does not happen, see instructions on pages 18 & 19 regarding front label and foil printing. To produce this report: Select your year and quarter to report on. Then choose either foils or front labels and click Show report. Please note: to report on community patients your Facility must be allocated to community patients (see page 9). Practicare Software Manual 10.13: Page 24

Data exchange: Importing patient data from & linking to, Dispensing Software: Practicare software has the ability to import & link your patient and their dispense details directly from the FRED &

Importing NEW patient data from LOTS & Fred: Select from the left hand Menu Import Data from LOTS (or FRED), then select the facility to import this patient into.

10 Data exchange: Importing patient data from & linking to, Dispensing Software: Practicare software has the ability to import & link your patient and their dispense details directly from the FRED & LOTS dispense programs. If you used to print/pack using the FREDPAK program we can also import all your data directly into the Practicare software from Fredpak, so there is no extra data entry. Importing NEW patient data from LOTS & Fred: Select from the left hand Menu Import Data from LOTS (or FRED), then select the facility to import this patient into. -- type in the patients surname that you want to import, then select Search. Select the patient needed & select Import selected patients. # PLEASE BE AWARE - LOTS & FRED Dispense programs do not know the difference between Packed & Unpacked items so this will need to be adjusted / changed for each drug in each Patients profile after being imported. LOTS & FRED Dispense programs do not have the number of tablets that are being packed per timeslot also so this will need to be adjusted / changed for each drug in each Patients profile after being imported. # Linking existing Patients in PPP to Fred or Lots: If you are all ready using the Practicare software,existing patients can now be linked to FRED or LOTS by allocating there dispense program numbers into there patient profile for them to link to there profile in FRED or LOTS dispense systems. In each existing patients profile simply do this: click on Link button will enable the External Patient ID textbox. enter the patient number from FRED or LOTS and press ENTER or click on Link button again. PPP will check if the ID exists in FRED or LOTS and if the first name + last name is different, it will ask the user to confirm. If the first name + last name is identical, it will simply save the ID and disable the textbox. For detailed instructions on how to add NEW drugs to a Patients Profile that have been dispensed -See Pages Practicare Software Manual 10.13: Page 25

Data exchange: Import drug data and drug images: Import drug database Keeping your drug information current *Please note if your PPP is setup for Multiuser then the Master PC will be updated monthly

11 Data exchange: Import drug data and drug images: Import drug database Keeping your drug information current *Please note if your PPP is setup for Multiuser then the Master PC will be updated monthly automatically now with both drug data & drug images via the updater program which opens up every time the master PPP is open.* A drug database update is downloaded automatically by the Updater program for the software at the start of every month. The first time you open the program after it has downloaded, it will prompt you to update the drug data. Select Yes to import the latest drug database. If you select No it will still save the update. Each month an update is not imported, there will be another one added to your download folder and queued for import. To import these outstanding updates: Select Import drug data & photos. Select Import from drug.xml. This will open the download folder with the saved drug updates available for import. The updates saved are in a reversed date format (eg. drug_ means date 05/12/12). Simply select the latest date and select open to import. Older updates can be deleted from this folder, as they are no longer current and the most recent update contains all the latest information. Download drug images to match drug database New drug images to download and import become available every couple of months. You can initiate the drug photos download directly from the program by clicking on: Download drug photos. This will open up your default web browser with a direct link to the drug photos. The browser will prompt you to start the download. Select save and save the file to somewhere on your computer such as My Documents. The total size of the download file is almost 300MB, so it will take a while to download. Once you have downloaded the file, which will have file name like Release.zip, select Import drug data & photos from the main menu., Then select Import Healthlinks photos and select the zip file from where it was saved,to begin the import process. The import could take up to 15 minutes. Practicare Software Manual 10.13: Page 26

Patient Photos: Saving photos to your computer: Patient photos will have to be taken on a digital camera or sent to you (if a facility is taking the pictures).

12 Patient Photos: Saving photos to your computer: Patient photos will have to be taken on a digital camera or sent to you (if a facility is taking the pictures). When taking the pictures, save them with the patients name to make it easier to match with each patient s profile. Once received you will have to save them to your computer. It is suggested to save them in a separate folder in the My pictures folder or Pictures library area. Editing patient photos Patient photos are printed on the front labels, signing sheets and SPAK foil. They must be a small passport size photo, however most digital cameras will take and save high resolution landscape photos by default. This will slow printing as the file will be to large for average printers to process. Therefore patient photos need to be edited down to a smaller size: 1. In windows select Start, then All programs, Accessories folder, then select Paint. 2. Once Paint is opened, select File, then Open, then choose the photo by locating it in your files. 3. If using Windows 7, select Resize, then resize by a percentage of 20% for horizontal and vertical. 4. If using Windows XP, select Image, then Stretch & Skew. Stretch by a percentage of 20% for horizontal and vertical. 5. Select Ok to change the size. This will reduce the size of the photo to look like a passport size photo. 6. Select File, then Save to save the changes. On average it is recommended all patient photo s be saved to a size of around 100KB this will then have no effect on printing Speeds when printing a lot of front labels, signing sheets etc. PLEASE NOTE : PPP PROFILES. PATIENT PHOTOS MUST BE REDUCED & SAVED TO YOUR PC BEFORE IMPORTING INTO THERE For importing the photo into a patient s profile, see page 10. Practicare Software Manual 10.13: Page 27

13 Aged Care Facility Forms You can print blank forms for the Aged Care facilities to communicate requests to your pharmacy. These documents are for giving new resident information to the pharmacy, returning medications to the pharmacy or ordering medications from the pharmacy. These can be filled our by the facility staff and faxed or scanned and ed to the pharmacy. Right: New Resident Form for providing information to the pharmacy regarding new admissions. This can be filled out by the facility staffand faxed or given to the pharmacy when new residents are admitted. Left: Returned Medication form can be filled out by the facility staff and faxed or given to the pharmacy along with returned medications or medication packs. Right: Pharmacy order form can be filled out by the facility staff and faxed or given to the pharmacy for ordering of medications, such as PRNs or Unpacked items. It can also be used as a recording sheet for phone orders. Practicare Software Manual 10.13: Page 28

14 Resources, User guides and Best Practice Manuals These can be downloaded at any time by clicking on the Resources tab at the top of the screen. This will open up your web browser and take you to the Practicare download page. From this page you can download best practice guides, product user manuals, dispensing procedures, marketing and promotional information, order forms and more. Produced by Practi Health Pty Ltd t/as Practicare. For further information, or copies of this User Guide, please contact Practicare: This document is property of Practi Health t/as Practicare and is not to be copied in part or in whole without written consent of the company. Practi Health Pty Ltd, pending and registered patents, designs and trademarks. Practicare Software Manual 10.13:

Pages 1 to15. (1st Pdf) Practicare Software Manual 10.13: Page. Copyright Practi Health Pty Ltd

Pages 1 to15. (1st Pdf) Practicare Software Manual 10.13: Page Welcome to the Practicare Plus Software Manual With Practicare software you can produce Practicare Dose Administration Aids safely and simply