Assyst Rx-A GUI Beginners User Manual

Transcription

1 Assyst Rx-A GUI Beginners User Manual The information contained herein is proprietary to TELUS Health. No part or parts of this document may be reproduced or disclosed to others except as specifically permitted by TELUS Health, 1000 rue de Serigny, Bureau 600, Longueuil, QC J4K 5B1 Copyright TELUS Health All rights reserved.

2 THE SPECIFICATIONS AND INFORMATION REGARDING THE PRODUCTS IN THIS MANUAL ARE SUBJECT TO CHANGE WITHOUT NOTICE. ALL STATEMENTS, INFORMATION, AND RECOMMENDATIONS IN THE MANUAL ARE BELIEVED TO BE ACCURATE BUT ARE PRESENTED WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. USERS MUST TAKE FULL RESPONSIBILITY FOR THE SAFETY OF THE DATA ON THEIR SYSTEM; ASSYST POINT OF SALE OR OTHERWISE THE SOFTWARE LICENSE AND LIMITED WARRANTY FOR THE ACCOMPANYING PRODUCT WERE SUPPLIED AT THE TIME OF PURCHASE.IF YOU ARE UNABLE TO LOCATE THIS INFORMATION, CONTACT YOUR LOCALTELUS HEALTH REPRESENTATIVE FOR MORE INFORMATION. IN NO EVENT SHALL TELUS HEALTH BE LIABLE FOR ANY INDIRECT, SPECIAL, CONSEQUENTIAL, OR INCIDENTAL DAMAGES, INCLUDING, WITHOUT LIMITATION, LOST PROFITS OR LOSS OR DAMAGE TO NON-ASSYST POINT OF SALE ARISING OUT OF THE USE OR INABILITY TO USE THIS MANUAL, EVEN IF TELUS HEALTH OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. Assyst RX-A, Assyst RX-A logo and TELUS Health logo are the property of TELUS Health. All other trademarks mentioned in this document or web site are the property of their respective owners. Interaction between TELUS Health software and other companies products does not imply a partnership relationship between TELUS Health and any other company.

3 TABLE OF CONTENTS THE SOFTW ARE... 4 LAUNCHING THE SOFTWARE... 4 OVERVIEW OF THE INTERFACE... 5 PRESCRIPTIONS... 7 OVERVIEW... 7 CREATING A PRESCRIPTION STOPPING A PRESCRIPTION DELETING A PRESCRIPTION REPEATING A PRESCRIPTION COPYING A PRESCRIPTION DEFERRING A PRESCRIPTION TRANSFERRING A PRESCRIPTION RX QUEUE PATIENT PROFILE PATIENT MAINTENANCE OVERVIEW SEARCHING FOR A PATIENT CREATING A PATIENT DELETING A PATIENT DOCTOR MAINTENANCE OVERVIEW SEARCHING FOR A DOCTOR CREATING A DOCTOR DELETING A DOCTOR DRUG MAINTENANCE OVERVIEW CREATING A DRUG SEARCHING FOR A DRUG DELETING A DRUG Page 3 of 56

4 The Software This section details all of the information relating to Assyst Rx-A. Launching the Software In order to start Assyst Rx-A, double click on the following icon on your desktop: Once the application has started, the following window will appear and you will be asked for your credentials. This would be your initials, given to you by the system administrator. Upon your first log in you will be prompted to create a new password. At any time after your initial log in, you can change your password by clicking on the button. Once your initials are entered, press the TAB key to move to the Password field. When the password is entered, click the OK button or simply p r e s s the ENTER key. Drug Image/Counseling Updates When drug images and Patient counseling are no longer up to date the following window will appear on launching the software. You then have the option to say Yes to update the information at that time, say No to update at a later time or Skip to not have the prompt reoccur until the next day. Page 4 of 56

5 Overview of the Interface This is Assyst Rx-A's main interface window. The Ribbon Bar The ribbon bar gives the user access to all areas of the software regardless of what function they are currently in. The 4 areas of the ribbon bar we are focusing on in this manual are as follows. Prescriptions Patients Doctors Drugs This menu contains all the necessary tools to create, search and manage prescriptions. Information on this menu can be found in the Prescriptions section. This is used to manage patients, create and delete their file in the system. Information on this section is found in the Patient Maintenance section. This is used to manage doctors, create and delete their file in the system. Information on this section is found in the Doctor Maintenance section. This is used to create drugs in the system, modify current information such as pricing, and manage inventory. Information on this section is found in the Drug Maintenance section. Page 5 of 56

6 The Tabs A user can have up to 5 tabs opened at once, letting you work in up to five different menus at once. When more than one window is opened, the bottom of Assyst Rx-A will look like this: In the above picture, a user is working on two different prescriptions, has the patient, doctor and drug files open. You can easily switch between tabs by Alt and the tab number. Note that you cannot open the system settings window while there are tabs opened. Most Common Icons Throughout Assyst Rx-A are several icons that fulfill the same purpose regardless of the menu they are found in. Most of these icons also have a shortcut key associated with them. The following table presents these icons, explains their uses and gives the associated shortcut key, if any. Icon Name Use Shortcut SAVE CANCEL This will let you save any new information you have entered, or changes you have made in the existing screen. This will let you cancel whatever step you are performing. This can also close the current window you are working in. CTRL-S CTRL-Q ADD NEW Allows the user to enter new information in the system. CTRL-N DELETE PREVIOUS RECORD NEXT RECORD This will allow you to delete the information that is currently displayed on screen. You will receive a prompt to confirm you want to delete the information. Moves you back to a previous record. Moves you forward to the next record. CTRL D PRINTERS Displays printers connected to your system. F9 Let s you send the information on screen in an . CTRL-E PAPER CLIP Allows the user to attach documents/pictures to the current file. Attachment module must be activated. CTRL-T NOTES Allows the user to attach notes to the specific file. SHIFT-F8 PATIENT PROFILE Clicking will take to the current patient profile. F3 CAPTURE SCREEN IMAGE Allows the user to capture the information on screen and save it as an image. This can be saved to file, or printed. HELP This is a future enhancement that is currently not available. F1 CTRL- SHIFT- P MODIFY EXCEL EXPORT Allows the user to make modifications to the information contained in a file. Gives the ability to transfer the information into an Excel format. DIS CONFIGURATION Is used to configure the settings for DIS. CTRL-M CTRL-O CTRL-D CREATE COPY Used with Billing Calculations. LOOKUP Used as a search function. F12 Page 6 of 56

7 Prescriptions This section contains all of the information regarding prescriptions. Overview Clicking on the ico icon in the ribbon bar will open the Prescriptions window. The following icons and shortcuts (if available) are specific to the prescription filling screen Icon Name Use Shortcut FDB counselling Access drug monographs and check interactions if this module is turned on DIS Accesses the communication menu for Provincial Plan F9 Vigilance Pharma Space e-mar Access drug monographs and check interactions and view other information vigilance makes available if this module is turned on Brings up the Pharma Space communications log and refill requests if this module is turned on Brings up the e-mar communications log if this module is turned on Defer Defers a prescription Ctrl+F1 Defer Fill Returns a prescription with a single fill to a deferred state Ctrl+F2 Repeat Refills a prescription F5 Page 7 of 56

8 Repeat New# Copies a prescription so it can be filled with a new number potentially with some modifications F6 Modify/Delete Gives you access to Modify (Ctrl+F3), Rebill (Ctrl+F4) or Delete (Ctrl+F5) a prescription Stop Stops a prescription Ctrl+F6 F10 Transfer Marks a prescription as transferred and creates a transfer report for the pharmacy receiving the transfer Ctrl+F7 Refusal Marks a prescription with a Refusal to Fill status Ctrl+F8 Comm. Menu Accesses the communication menu for Third Parties Ctrl+F9 Queue Utilities Used to queue up several prescriptions for fill or modification Used to access the following functions, Packaging devices, Bulk Label, Calculator, Bulk Labels, Narc/Rx History, Online/Offlline, Price Rx, Print Buffer and Query F4 Ctrl+F12 Patient Section This will take you directly into the Patient Maintenance screen for the current patient or will open a blank Patient Maintenance screen if no patient is selected. You can make changes to the patients file from here. (Ctrl + P) This allows the user to add a note to the patient file. (Ctrl + ALT + P) This can either be a patient note or a care note. Access the patient's profile (F3) This will open the DIS profile of the patient where available. (Shift+F9) Allows for the addition of sundry items being added to the patient such as Toothpaste/Toothbrush. This is used with Nursing homes. Indicates a patient is not enrolled in Pharma Space if this module is turned on Indicates Pharma Space if this module is turned on but no patient is selected at the moment Indicates a patient is enrolled in Pharma Space if this module is turned on. Allows you to create or view the pillpak for the selected patient. (Ctrl+K) Page 8 of 56

9 Search Field Written box Grid Search for your patients using this field. This box will default to checked, unchecking this box would indicate that no paper copy of the prescription was sent to the pharmacy. The grid below the patient displays all coverages currently set to primary on the selected patient. By default the prescription will be sent to these coverages. Doctor Section This will take you directly to the Doctor Maintenance screen for the doctor you have entered. You can make changes to the doctor file from here. (Ctrl + O) Allows you to add a note to the selected doctors file. (Ctrl + ALT + D) Search Field Grid Search for your prescribers using this field. The Grid below the doctor displays the Nursing home the patient is in as well as any allergies they may have. Drug Section This will take you directly into the Drug Maintenance screen. You can make changes on the drug file. (Ctrl + D) Page 9 of 56

10 This is used to place notes directly on a drug file. (Shift + F8) Displays the monograph for the drug selected. Primers Search Field Search for drugs using this field. This icon substitutes the drug for one of its generic equivalents You can modify drug costs using the modify icon next to the cost fields. The changes will be reflected in the drug file as well. Grid The grid below the drug displays the generic name of the drug, any information entered in the Supplemental Information section of the drug file as well as the drug status (is it a narcotic or controlled substance) Creating a Prescription Enter a patient Begin the prescription filling process by first selecting a patient. This is done by entering the patient's name into the search field. Partial name entry is allowed and follows a last, first format. The search field can be changed from Name, Lookup or PHN. This is done by pressing the ENTER key when in the search field. Once the desired search information is entered you can either press the ENTER key to start the search or the TAB key. Once your patient is selected, the focus moves to the 'Written' box. Pressing the TAB key will move you to the next step. Enter a prescriber Next, you must enter a prescriber. Page 10 of 56

11 This search can be performed on either the Name or License number of the physician. This is changed by pressing the ENTER key when in the search field. Enter the desired search criteria and either press the In all search windows when multiple possible matches are found a lookup window will appear. You can either use the down arrow key until you get to the prescriber you are looking for or simply double- click on the desired prescriber using the mouse. You can also change your search criteria at any time by clicking back in the search field above. If the prescriber you are looking for is not in the list press the CANCEL pop up: icon. This will give you the following Clicking on the 'YES' icon will let you add the prescriber to your Doctor File. Alternatively, pressing 'NO' will return you to the Prescription screen. Once you have found the prescriber you are looking for, pressing the TAB key will move you to the next step. Page 11 of 56

12 Enter a drug Next, you must enter a drug. The search criteria for the drug can be changed in the search field by pressing the ENTER key. The default is set to NAME; the other options are DIN, LOOKUP and GENERIC. Once the drug is selected the system will do its interaction checking at this point. Interactions If there are any interactions between the patient s current medications and the drug entered, or the patient has an allergy to the drug supplied an Interaction pop up window will appear at this time. From the interactions screen you can also view the more information about the drug and interaction. The content will depend on which patient counseling is being used (FDB/Vigilance). Depending on your settings you may also be prompted to enter your initials and password and a reason you are bypassing the warning in order to continue filling the prescription if an interaction occurs. Enter Prescription Information Our next step takes us to the Prescription tab. The cursor is placed in the 'Repeats' field. Enter the number of repeats, if applicable, on the prescription. Duration: Total number of days the current fill of the prescription being entered will last. Quantity: This is the total number of tablet/caplets needed for the current fill. Devices: This field is used when a packaging device is installed. Authorized Quantity: This is calculated by the software based on the Repeats and duration; it can be overwritten by navigating to this field. Remaining Quantity: This field shows the quantity remaining on the prescription for all fills; the number includes the Page 12 of 56

13 current fill. Billing: This shows the billing calculation that will be used to determine the pricing of the prescription; this is based on the first payer on the patient and the drug code on the drug. Int 1 and Int 2: These are used if you have to send an intervention code to the insurance plan(s). If you know the intervention, code you can type it in the field. Alternatively, you may search for an intervention code by using the lookup key ( F12). From here you can type the code you are looking for. To select the code, simply highlight the field and press the ENTER key or double click using your mouse. Product Selection: Used to who selected the specific brand to be used by default it is set to N; meaning you are not using this field. By clicking on the lookup ( F12) you will see a list of available selections. Sig: If you know the SIG code(s) you wish to use enter them separated by commas. (IE: 1TQD, UD). It will be decoded and display what will print on the patient label. If you are unsure of the SIG you want to use, use the lookup. You can also freehand the sig by entering a single comma in the search window and typing freehand in the window below. Verify Totals This step is the last one before completing the prescription. You have one last chance to modify the cost of the prescription before moving on to printing the labels and adjudicating. This is telling us we are using Cost #2 that is on the drug file. Remember we can add 3 different costs on a drug file. If we wanted to change this to Cost 1, simply enter 1 in the field then push the Recalculate Totals icon ( ). The software will give a popup warning if the Cost Total is zero. The system will display at all times the percent margin that is on the prescription being filled. At any point if you need to change the Total cost or the Dispensing fee, this can be done by clicking the Modify icon located next to these fields. To complete the prescription, we have to enter the initials of the user creating the prescription and then press the Process button. Page 13 of 56

14 Printing Labels You will now be brought to the Label Printing Window. Labels can be set to a default. To print labels that are not the defaults enter the label code of the label you wish to print. A listing of labels can be found by clicking the lookup button or hitting F12. If you do not wish to print the defaults click the Turn Off Defaults check box or press the letter T. Otherwise, press the ESC key once all other labels are printed to have your label(s) print. This will complete the filling process for the prescription. The system may then ask if you want to continue with the same patient. This is a configurable option in Settings, to allow this prompt, to automatically continue with next patient or to never continue with same patient. If you wish to continue to view this patient s profile or fill new prescriptions, press YES. Otherwise, if you are finished with this patient and want to move to a different patient, press NO. Page 14 of 56

15 Stopping a Prescription Stopping from the Prescription Filling Screen One way to stop a prescription is to select the prescription process tab and selecting the stop icon (Ctrl+F6) located at the top middle of the screen. Once this is selected, it will give you a pop up window where you can simply enter the RX number that you wish to stop. If have already selected the patient and do not know the number you can use the lookup to select the prescription from the patient s profile. Once you have entered the number, click the OK button to proceed to stop the prescription. Doing this will activate another pop up window that will ask you for a remark as to why you are stopping the prescription. Enter your reason, and then press the Continue button. Once again, another pop up window will appear. This one will allow you to add additional notes on the prescription if you need to do so. If creating a note, you will need to first enter your initials. Page 15 of 56

16 When you are done, hit the SAVE (Ctrl+S) icon. Page 16 of 56

17 Stopping from the Patient Profile Another way to stop a prescription is by accessing the patient profile from the Prescription Processing screen. This is done by clicking the profile icon (F3). This will open the profile screen for the selected patient. Highlight the prescription(s) you want to stop. And type S. Clicking on the Queue icon at the top of the window will give you a drop down menu of all options that can be done from the patient profile and their shortcuts. If you forget the shortcut you can also select the stop option from this list. This will put the RX in queue to be stopped. You will notice in the profile there will be an S under the QUE column of the profile; this is to show that this prescription has been assigned to the Queue file. Once you are done queuing prescriptions, click on the Cancel (Ctrl+Q) icon (This will not cancel what you are doing as prescriptions are saved to the queue immediately, it will just cancel the profile screen you are in.) Page 17 of 56

18 If you add a prescription to the queue accidently selecting that prescription and pressing (C)lear will remove the prescription from the queue. Continue, thru the prompts as explained above to stop the prescription. If you look back at the profile screen, you will notice the status of the prescription is now Stopped. Stopping Multiple Prescriptions from the Patient Profile Using the Stop All Function You can also stop any prescriptions that are on file for a same DIN or filled prior to a specified date (expired prescriptions). This is done by opening the prescription process screen. Select the patient you want to view. Once selected, click the profile (F3) icon. From the profile screen, select the Stop all (F5) icon. This will open a window, where you can type in the DIN of the drug you want to stop on the profile. If you wish to only stop prescription first filled prior to a certain date enter that date in the Any Rx Before field. If you wish to stop all prescriptions prior to that date regardless of DIN set the DIN to 0 or blank. Click on the continue button to complete stopping all prescriptions that satisfy the range entered. Reversal of a Stopped Prescription If a prescription has been stopped temporarily and you want to reactive it (note in some provinces some stop methods are permanent (see your provincial manual for more details), take the following steps: Open the prescription process screen. Select the Modify/Delete button, (F10). Select the modify icon from the drop down. Enter the prescription number you want to restart and press OK. Page 18 of 56

19 This will give you a pop up stating the prescription is stopped and if you want to continue. Press YES (Alt+Y) Enter the users initials and press the process button. This will reverse the stop of the prescription. A stop status can also be reversed by using the patient profile. When viewing the patient s profile, highlight the prescription you want to reverse the stopped status on. Flag the prescription for Modify (Alt+M). Once selected, press the Cancel (Ctrl + Q) icon or hit the Esc key. You will again get the pop up that the prescription is stopped and if you want to continue. Press YES. (Alt + Y) Enter the users initials and press the process button. This will reverse the stop of the prescription. Deleting a Prescription Deleting a prescription permanently removes the fill (An audit trail will remain) and reverses any adjudication associated with it. Open the prescription process screen and select the Modify/Delete (F10) icon. From the drop down menu, select the Delete function.. Page 19 of 56

20 This will give you a pop up window. This is where you enter the RX number you wish to delete or select it from the patient profile using the lookup if a patient has been selected. Then press the OK button (Tab then Enter). This will bring you to the prescription window. Enter the user s initials and press the process button to complete the deletion. If this is the first fill of the prescription and system is set to prompt, if you wish to keep the fill on file as a defer you will get the following prompt. Select Yes (Alt + Y) if you wish to keep the prescription on file as a defer or No ( Alt + N) if you wish to delete the prescription completely off the patient s profile. (An audit trail will remain) Repeating a Prescription Repeating from the prescription process screen Select the prescription process icon. Once the process screen is open select the repeat icon (F5), will open the repeat Rx number screen. located at the top of the screen. This Type in the prescription number you want to refill or if patient has been selected use the lookup to find the prescription in the patients profile and press the OK button. This will bring up the prescription and allow you to fill it. Enter the user s initials and press the process button. Refill from the patient profile. Open the profile by pressing the profile (F3) icon. Once the profile is opened, you can highlight the prescription you wish to refill and then click on the Queue icon and select Repeat (Alt+R) from the drop down. Page 20 of 56

21 This will then assign an R to the Queue status on the profile. This is to show the user that the prescription has been selected and put into Queue to be refilled. Alternatively, if the refill is required right away use the Rush (Alt + H) option to move the repeat to the top of the queue. This can be done for multiple prescriptions. You can add different options if need be. You can select one prescription for refill, one for modify and one for deletion. Each time you process a prescription, it will ask if you want to fill the next in Queue. By pressing YES, it will take you to the next prescription. Copying a Prescription When the need arises to copy a prescription, use the following process to have a new prescription that is identical to a prescription that is already on file, without having to enter a new prescription from scratch. Open the prescription process screen. Enter the appropriate patient, click on the New # (F6) icon located at the top of the process screen. This will open a pop up window, for you to enter the prescription number of the old prescription you want to copy. Once the number is entered, click the OK button. If you need to make any changes, you can do so on the new prescription. Page 21 of 56

22 As you can notice at the top of the process screen, the prescription number has changed and the status states Repeat New Number, Once any changes, if needed, are made, enter the user's initials and press the Process button. Page 22 of 56

23 Deferring a Prescription Deferring a prescription is the action of putting a prescription on file for future filling. When in the prescription process screen, follow the same steps as creating a new prescription, with one exception. At any point during the creation of the prescription, click on the DEFER (Ctrl+F1) icon which is located in the top left corner of the process screen. You will notice that the header on the prescription has now changed to DEFERRED. If at any point you have filled a prescription then realized it was meant to be placed on file as a deferred, click on the DEFER FILL (Ctrl+F2) icon. Defer from fill will reverse any adjudication already done on the prescription. This will give you a pop up window, for you to enter the prescription number you wish to put on file. Once the number is entered press the OK button. This will take you back into the prescription process for this prescription. To complete the step, enter the users initials and press the process button. When viewing the profile for the patient, you will notice the prescription now is listed as DEFER in the prescription status. Page 23 of 56

24 Transferring a Prescription From Prescription Process You can transfer a single prescription or multiple prescriptions at one time. Performing a transfer will update the prescription (Status, Note and Remark), archive the session and print the transfer report. Open the prescription process screen. Search for the patient you need the prescription to transfer. Once the patient is selected, click on the TRANSFER (Ctrl+F7) icon. This will give a pop up window asking for the prescription number. Enter as many prescription numbers as required either by typing them in or selecting them from the patient s profile. As prescriptions are selected they will appear in the grid in the Rx Transfers window. Once all required prescriptions have been selected hit the esc key or press the X at the top right corner of the transfer Prescription window. If you exit the window before selecting all the required prescriptions click the Add (Ctrl+N) button to continue to add prescriptions to the transfer. If a prescription is selected a second time, a warning message will display. Page 24 of 56

25 A pharmacist and Pharmacy must then be entered. To accomplish this, two lookups are available: Pharmacist (person) and Store (Location) The person lookup can be linked to a location, so that the name store and address information can be populated quickly. You can view pharmacists currently entered by pressing F12 when on the pharmacist input field or clicking the the pharmacist icon at the end of the line. If the pharmacist is currently not in the list they can be added by clicking the add (Ctrl+N) button, (or can be inputted directly on the Rx Transfers screen but this will not be saved for future use). The same process can be used for the store and will auto-populate the remaining fields if entered in the saved Location. A reason for the transfer can also be entered (this will show in the notes of the prescriptions transferred) and or a remark (this will show in the remarks field in the patient profile for each prescription transferred). Page 25 of 56

26 The user initials need to be entered and click the Transfer (Alt+R) button. Transfer sessions will now be archived and can be accessed with the (Ctrl+P) transfer icon. This means that a transfer session can be accessed for reprinting the report and field edits. No new prescriptions can be added to an archived session, although the archived transfer can be reversed from here, by selecting in from the list and using the (Ctrl+R) icon. From the Patient Profile When on the desired patient, open the patient profile, by clicking on the profile the patient profile. icon. This will open You then can highlight the prescription you want to transfer. Open the Queue dropdown and select transfer. Or, if you want to use the short cut, when you highlight the prescription, you can press the letter T and it will tag the prescription for transfer. Page 26 of 56

27 Once the prescription is tagged, you will see a letter T under the QUE heading, this is to show you that the prescription is selected. If, at any point, you need to undo what you have selected, you can highlight the prescription again and press the letter C, this is the CLEAR shortcut and it will remove the prescription from the Queue log. You can also use the dropdown menu and select the Clear (Alt+C) option. Rx Queue Adding Prescriptions to the Queue from the Patient profile. To start the workflow in the Queue, open the Prescription Process screen. Select the patient you wish to queue prescriptions for. Enter past the written field if you do not wish to fill the prescriptions right away. Bring up the patient profile (F3). Once the window is open, you can queue up prescriptions in the following ways. 1. Highlight the prescription you wish to queue and hit the letter corresponding to the queue function (eg. R for repeat or M for modify) 2. Highlight the prescription you wish to queue and hit the Queue (F4) button then select the desired option from the list. 3. You can remove a prescription from the queue or change the queue type by highlighting in and hitting C or choosing Clear from the queue. If wanting to change the status then enter the corresponding letter or click the proper function in the list. Page 27 of 56

28 The queue function will show next to each prescription selected in the Que column. If you entered the profile from the written field closing the patient profile screen will immediately generate the queued prescriptions to be processed. Otherwise you can start filling them when ready by viewing the queue. If you are interrupted and cannot fill all the queued prescriptions immediately say no to fill next in queue when prompted and continue on with your other tasks. Viewing Prescriptions in the Queue. Selecting the Rx Queue icon (F4) from the Prescription process screen will open the display window of all prescriptions that are currently in the queue (If a patient is selected in the Prescription Process screen only prescriptions for that patient are displayed.) This displays the function that is waiting to be acted upon for each prescription. The above 2 prescriptions are waiting to be Deleted and Stopped respectively. Page 28 of 56

29 If you wish to process any of the queued prescriptions double click on it or highlight it and hit enter. This will cycle thru all the prescriptions queued for the selected patient until they have all been processed or you respond no to Fill Next in Queue?. NOTE:Saying Yes to fill next and queue but then canceling out of the prescription before processing it will remove it from the queue and not bring up the remaining Queued prescriptions for that patient. You can also view the Queue for all patients by clicking the Rx Queue button from the menu bar, however the option to process the prescriptions is not available when accessing the window in this fashion Adding/Deleting/Modifying Queue type of Prescriptions from the Queue window. You can add new prescriptions to the Queue from this window by clicking on the ADD NEW ( C t r l + N ) This will give you a pop up window. You can enter the Prescription number you want to add to the Queue. Select the 'Type' dropdown menu and select what function you want to perform on the prescription. icon. Once done, SAVE (Ctrl+S) your addition. You can also DELETE a prescription from the Queue if the function selected is no longer needed. This is done by highlighting the prescription and pressing the Delete (Ctrl+D) icon. Also if you added a prescription to the Queue but it was added as a REPEAT, but was supposed to be a MODIFY, you can click the Modify (Ctrl+M) icon and change the status. This will open the window and you can change the prescription type from the drop down. Remember to SAVE (Ctrl+S) your work! Page 29 of 56

30 Patient Profile Besides accessing the Patient Profile from Prescription process by clicking the icon (F3), you can also click the same icon on the menu bar. When accessed from the menu bar the following window appears. Remember, pressing the ENTER key while in the search field will change the search type. Search for the patient you wish to view the profile. You have the option to select a date range for the profile. If you leave it at default, it will give you everything on the profile. The 'Output To' option is where you decide if you want to view or print the prof ile. The printer option of Print Totals will print either the patient share or prescription total depending on your profile settings in System setup. There is also an option to either print the Prescription (Rx) or Transaction (Tx) number on the report. If expanded fields is selected the sig will be printed as it appears on the label, otherwise only the codes that make up that SIG will appear. Page 30 of 56

31 Overview Here is an example of the Patient Profile window: Page 31 of 56

32 Header Below is a description of the icons specific to this screen their short cuts (if available) and functions. Icon Name Use Shortcut Rx Detail FDB counselling DIS RxVigilance Last Fill/All Fills All Rx s/active Only Toggles the View Prescription Detail for the highlighted prescription on or off. Access FDB drug monographs and check interactions if this module is turned on If module is turned on shows DIS options for currently selected prescription. Access Vigilance drug monographs, leaflets and check interactions and other Vigilance profile functions if this module is turned on Toggles between displaying all fills for the patient or just the most current refill within the grid Toggles between displaying prescriptions of all statuses or only active prescriptions as of an inputted date. Queue Displays the legend to add prescriptions to the queue. F4 F8 Shift+F6 Shift+F1 F3 Labels Allows you to print labels for the highlighted prescription F10 Stop All History Grid Views Search Display View Allows you to stop all prescriptions prior to a specified date or with a specified DIN This will toggle between the complete fill history (including modifications and deletions) for the selected prescriptions, and a complete audit of the patients entire profile. Pressing esc will take you back to the regular profile This will allow you to select a default grid view, modify/delete existing grid views or create new ones. By default 4 system generated grids exist, should these be modified or deleted accidently they can be reloaded thru this function as well. The profile can be searched by DIN, Drug Name or Rx Search (Searches several fields on the prescription) by selecting the appropriate search from the drop down and inputing the search criteria in the input box Allows the user to limit the amount of months of most recent history are displayed in the grid. To show the entire profile enter 99 Allows you to change between the different grid view options F5 F6 Ctrl+G Page 32 of 56

33 Prescription Grid The Prescription Grid is a listing of all the prescriptions on the selected patient s profile. It will display differently depending on the view selected and the defaults selected on that Grid View. By default the Three line grid displays giving you the most information possible visible without having to scroll over to the right. The prescriptions can be sorted by the fields on the first line of the prescription. And headings for the fields on the second two lines also display Prescription Detail Section The bottom section of the window is displayed when in Rx Detail View mode, which can be turned on and off using the Rx Detail icon. It displays relevant information for the currently highlighted prescription. Icon Name Use Shortcut Save RxInfo Only available when in Modify mode. This will save any changes made to the remarks or Pat (AR) fields Ctrl+S Modify RxInfo This will allow the user to edit the remarks or Pat (AR) fields Ctrl+M ABX Spec Serv Adjud NH If the prescription was filled to Alberta Blue Cross, this icon allows you to see the formulary pricing for the prescription Allows you to view additional details regarding the prescription such as Special Services code, backdate, etc Allows you to bring up the adjudication details of the selected prescription Brings up the Nursing home options for the selected prescripiton Ctrl+P Ctrl+J Ctrl+H Idents Used by support for troubleshooting purposes Password Protected Rx Packaging Used to send or remove selected prescription from packaging device. Ctrl+K Page 33 of 56

34 Patient Maintenance This section details all of the information related to patient files. Overview When you click on the icon, the patient maintenance window will open. The window looks as s uch: Here is a brief description of each section: Header Below is a description of the icons and header information specific to this screen and a brief description of the functionality. Icon Name Use Pharma Space Label Review List Name: Load Last Patient Nursing home information This icon shows if a patient is enrolled in pharmaspace or not if the module is installed. The icon next to the person in the icon changes based on their enrollment status. Used to print patient mailing labels. It can be accessed by keyboard by hitting F10 Used to print a patient Medication review list or access the PME module if installed This is the patient lookup field it defaults to lookup by Name, hitting enter with no information entered toggles thru PHN, or Lookup as well. Load s the patient you were previously working on. It can be accessed by keyboard by hitting F2 Display s the name of the nursing home, room and bed the patient is currently in if specified. Page 34 of 56

35 Demographic Last Name First Name Initial Sex Phone # Lookup Birthdate Address City Postal Province Country Inactive Last Fill This is your patient's last name This is your patient's first name You can enter your patient's mi d d l e initials in this field This is your patient's gender This is your patient's phone number, dashes will be entered by the system enter numbers only You can assign the patient a short code which can be used to search Your patient's date of birth goes here There are two lines available for your patient's address Enter the city your patient lives in here Patient's postal code Province of residence Country of residence If a date is entered the patient will no longer show up in patient searches by default. You can still bring up the patient in a search by selecting Inactive Patients or Both in the Patient Lookup window Date the patient last had a prescription filled Page 35 of 56

36 General Family Doctor PHN A/R Account You can enter the name of your patient's family doctor in this field, if entered when filling prescriptions for this patient this doctor will poplulate by default. Your patient's Provincial Health card Number You can enter the patient's charge account. Charge prompt This can be set to always charge, never charge or prompt to charge the patient s specified A/R account. Comment Keyword Packaging You can enter any comments about the patient file here. Enter your patient's here This field is reserved for pharmacies in British Columbia If the patient requests medications be packaged in a specific way this can be entered here. E.g) Pillpak, Snap cap, Saftely cap etc. Groups You can create groups for your patients and also link up to 5 groups to a patient file. Groups can also be individually coloured in order to refer to information more quickly. This is also done from within the group create field. Allergies You can enter your patient's allergies in this dialog box. You can also Modify, Delete or Toggle the allergies view between two different screen displays. Page 36 of 56

37 Tabs Coverages This is where insurance coverages are entered or changed Nursing Homes A nursing home information can be entered and modified in this tab. Biometrics Using the Biometrics tab allows you to record certain aspects of your patients life. This includes, Height, Weight, Creatinine Clearance rate, lifestyles, etc. Page 37 of 56

38 Family This tab allows you to share certain general information between family members profiles. This includes such things as Insurance plans, address and family doctor. Searching for a Patient There are different options when it comes to searching for patients. When you have the Patient search window open, you can change the search type from, NAME to LOOKUP to PHN by pressing the 'ENTER' key when you are in the search field. In order to search for a patient, simply type the name of your patient in the NAME field, or the short code in the LOOKUP field (if it has been entered previously during the creation process), or the patient's PHN in the PHN field. Then, press the 'TAB' key or click on the Magnifying Glass icon. You can go back to the previous patient at any time (provided you have not exited the screen) by clicking the Green down arrow. You can use the, at the beginning of a search to search anywhere in that field for the results. This can also be used to look up a patient by phone number using the name search. Creating a Patient Creating a patient is achieved in only a few simple steps. In the Patient Maintenance window, click on the ADD NEW ( C t r l + N ) icon. Then, fill out the fields in the Demographic, and General section. For most of the fields, such as Country, Province, and City the information can be pre-populated in the settings so that you do not have to enter repeating information from patient to patient. Page 38 of 56

39 You can use the TAB key on the keyboard or click with your mouse, to move from field to field. When the information has been entered, click on the SAVE (Ctrl+S) icon to complete the process. To change tabs use the corresponding keyboard shortcut, Coverage (Alt+C), Nursing Home (Alt+N), Biometrics (Alt+B) or Family (Alt+F) or click on the appropriate tab. Page 39 of 56

40 Add/Remove an Allergy Adding an Allergy In order to add an allergy to a patient file, click on the MODIFY (Ctrl+M) toggle allergies press F6. icon in the Allergy section. To This will open a window. If the patient has no allergies you may want to add No Known Allergies to the description field so the patient is not asked if they have allergies on every visit. This can be done quickly by pressing the icon next to the description field. If the paitent does have allergies clickon the ADD NEW (Ctrl+N) icon, and click on the empty description field. This will open up a search window. You can start typing an allergy to add, and double-click on it in the list when you want to add it to the file. You will, however, have to give a brief description of the symptoms. This is done by using one of the check boxes, or entering free text in the blank field. Once completed, click on the SAVE (Ctrl+S) icon. Page 40 of 56

41 Removing an Allergy In order to remove an allergy from a patient file, click on the MODIFY icon in the Allergy section of the patient file. The Allergy window will open. Select the allergy from the window. It will highlight the Allergy an d c l ic k t h e DELETE (Ctrl+D) icon t h e l i n e w il l c ha n g e t o red. Click on the, then click on the SAVE (Ctrl+S) icon to save your changes or cancel to not delete the allergy. Coverages Entering an Insurance Card To enter a new insurance, select the patient file you wish to add an insurance card to. This is located at the bottom portion of the patient maintenance window, under the Coverages tab. Page 41 of 56

42 To enter a new insurance click the Green plus sign ( ) located on the top middle of the Coverages window. Using the drop down menu, select if it is a Primary or Alternate insurance. You can add a maximum of four Primary and two Alternate coverages. By default a claim is always sent to a Primary coverage, Alternate coverages are reserved for plans that are only adjudicated to under special circumstances such as Workers Compensation claims or Smart Cards. Next you have to choose the billing plan code. When you click in the Code field, this will give you access to a Magnifying glass (F12) This code is used to identify the type of billing. I.e. Assure, GreenShield, Workers Compensation etc. The plan name that is displayed will come from your insurance set up under system settings. Client #: This will be the Group and Plan number for the patient. With the cursor in this field, a coverage icon can be clicked to bring up the Patient Coverage window. Clicking on the Change Card button (ALT+C) will bring up Third Parties and associated client coverage cards. Once selected, you can then key in the client information exactly as you see it on their card. Toggle Card View (ALT+T) When clicked, will toggle between the card image and the entry fields with default third party data populated. Page 42 of 56

43 Set Card as Billing Default (ALT+S) This will set the displayed card as the default in the billing calculations. Assigned Coverage Info If multiple cards exist with same report format that do not share the same information in the billing section you must create and assign separate coverage information for each card. Billing (Report Format) This portion is only used for overriding patient information, otherwise leave blank. Arrow Keys Billing calculations can be pointed to more than one Third Party and these can also use different report format types. The arrows regulate this by allowing you to go cycle through the additional coverage info. If the arrows are greyed out, then all 3 rd party billing calculations for the displayed Third Party are using the same Report Format Type. Save changes to the window once all information required has been entered. Back on the main patient screen Expiry may be entered if the patient coverage is known to expire after a specified date. This will prevent users from accidently trying to send claims thru to the card after the expiry date. A Deductible type ($ or %) and Amount can also be set. If set to Standard Billing and 0.00, the patient share on the billing calculation selected will be used to base the prescription cost. For online claims the calculated amount may be overwritten by the 3 rd party. NOTE: Coverages will be adjudicated in the order they are placed in the grid. If they were entered in the wrong order select a coverage and click on the black arrow in the first column to the left of type and drag the coverage to the proper sequence. Removing a Coverage To remove an insurance card if a patient is no longer covered. Select that coverage and click the Delete Covereage (Ctrl+D) icon. Page 43 of 56

44 Nursing Homes A nursing home can be assigned to a patient profile. Nursing home set up is done through the Nursing Home Module, which is an additional paid module. To add a nursing home or facility to a patient file, click on the nursing home tab located on the lower portion of the patient maintenance window. If you know the facility ID number, enter it now, or click on the Magnifying glass search window. icon to open the Once the desired nursing home is located, simply double click it to have it selected. From here you can assign the room and bed number for the patient, t h e d a t e t h e y w e r e a d m i t t e d t o t h e H o m e, A s e c o n d a ry contact person and p h o n e n u m b e r f o r t h e p a t i e n t, t h e i r c u r r e n t p u l s e r e a d i n g, any special diet plans, blood pressure readings, diagnosis and treatments. Page 44 of 56

45 Biometrics Using the Biometrics tab allows you to record certain aspects of your patients life. This includes, Height, Weight, Creatinine Clearance rate, lifestyles, etc. As with the nursing homes, this is manually updated. You will have to make changes as they happen. Biometrics can be colour coded to stand out during prescription process. If using vigilance prescriptions will be checked against these fields during the filling process. Family Management This tab allows you to share certain general information that you would want to include in other family members profiles. This includes such things as Insurance plans, address and family doctor. Only the fields checked will be shared between family members. Deleting a Patient To delete a patient. Click on the DELETE button ( ) CTRL+D. The software will always give you a warning asking if you are sure you want to delete the file. Click YES to continue with deletion of the patient, or NO to stop the deletion. It is not recommended to delete a patient that has active prescriptions. Page 45 of 56

46 Doctor Maintenance This section details all of the information related to doctor files. Overview Clicking on the button will open the doctor maintenance window. Header Page 46 of 56

47 Below is a description of the icons and header information specific to this screen and a brief description of the functionality. Icon Name Use Maintenance Label Load Last Doctor Licensed Physicians Used to print a mailing label for the selected doctor. It can be accessed by the keyboard shortcut F10 Used to bring the last doctor you viewed back up on the screen. The keyboard shortcut for this function is F2 Used to bring up a list of licensed physicians in your province. It can be accessed by the keyboard shortcut ALT+Y Billing # Last Name First Name Address 1/ Address 2 Province Postal Code License # Phone Billing number for the doctor Last name of the health professional First name of the health professional Mailing address of the health professional Province of practice of the health professional Mailing postal code of the health professional Valid license number of the health professional Contact phone number for the health professional Page 47 of 56

48 Fax Contact fax number for the health professional Allow Narcotics Active Date Total Rx's Total $ Pseudo ID Reference Practice Comments Check this box if the health professional can prescribe narcotics. Date on which the a prescription prescribed by this doctor was last filled in the system How many prescriptions filled at this location that were prescribed by the health professional in the current year. The total dollar value of the prescriptions filled that were prescribed by the health professional in the current year. In cases where an insurance company require a different license number than the one in the License field, the second license can be entered here. This identifies which order the health professional belongs too Type of practice of the health professional, i.e. Family practice, cardiologist etc. This is a free format field where you can enter comments on the prescriber Contact for the health professional Searching for a Doctor Besides using the lookup icon (F12) key, you can look up by Doctor name/license #. Pressing enter with the search field blank will toggle between them. Creating a Doctor Click the ADD NEW ( ) icon at the top of the prescriber's window and fill out the fields in the Doctor Maintenance window. When you have entered the data into the prescriber's profile, don t forget to click on the SAVE (CTRL+S) icon. You may make modifications to a health professional at any time. Simply select the desired professional; make your changes and then press the SAVE (CTRL+S) icon. Deleting a Doctor If you ever need to delete a health professional from the system, you can do so through the Doctor maintenance window. Search for the desired health professional. After locating the desired prescriber, simply click the DELETE (CTRL+D) icon. You will get a pop up asking if you want to delete this file. Clicking YES will confirm the deletion of the prescriber and clicking NO will cancel the deletion process. Page 48 of 56

49 Drug Maintenance This section contains all of the information pertaining to the drug file. Overview When you click on the button, the drugs maintenance window will open. It will look as such: Page 49 of 56

50 Header Below is a description of the icons and header information specific to this screen and a brief description of the functionality. Icon Name Use Copy Drug Label Monograph Load Last Drug Drug Formulary History Used to create a duplicate of the drug currently on screen. All fields are copied over with the exception of history, pack size, cost and order number. The keyboard shortcut for this function is CTRL+P Used to print a drug information label for the selected drug. The keyboard shortcut for this function is F10 Used to access to the Patient Counseling (FDB or Vigilance) information for the selected drug. Used to bring the last Drug you viewed back up on the screen. The keyboard shortcut for this function is F2 Used to access a formulary drug pricing listing for the formularies loaded in the system. The keyboard shortcut for this function is ALT+D Used to view the drug history Coverage Used to set up rules for this drug based on which insurance plan the drug is being filled for. General DIN Inactive Name Generic Drug Identification Number If checked the drug will no longer appear in drug lookups when the default of only active drugs is selected. Brand Name of the product Generic name of the product Page 50 of 56

51 UPC Universal Product Code Front Store Lookup Substitute Sub Din Drug Code Identifies the product as being sold in the POS system. User will be prompted if they want to remove inventory from front store when filling for this product. Assign a short code to be used to search for this product. Lets you link another drug to the current drug to use it as a substitute. If AUTO, the software will select the substitute drug automatically, with no regard of inventory on hands. Lets you select what drug will be substituted if Substitute flag is set to yes or auto. Identifies if the drug is Formulary, OTC, etc... This is used in conjunction with the patient coverage to determine which billing calculation will be used for the pricing of the prescription. Characteristics Colour Shape Size Imprint 1 Imprint 2 Route Colour of the product Shape of the product Size of the product Any identifying marks on one side of the product Any identifying marks on the other side of the product Route of administration of the product This toggles between the characteristics of all drugs with this DIN or the characteristics specific to this drug file. Page 51 of 56

52 Specifics Form Manufacturer Location Lot # Expiry Format of the product (caplet, tablet, etc.) The maker of the product You can enter the location of the drug in your pharmacy Allows the user to keep track of the lot numbers of the products used. This is a manual entry and can be updated each time new product is received. Allows the user to keep track of the expiry date of products they use. This is a manual entry and can be updated each time new product is received. Inventory Pack Size Cost 1 Cost 2 Cost 3 On Hand On Order Minimum Maximum Updated How many tablets, caplets, ml, etc. that are contained in 1 pack The Acquisition cost of the product A second cost for this product to be determined by the pharmacy staff (e.g. Formulary) this should be consistent among all drugs. A third cost for this product to be determined by the pharmacy staff (e.g. OTC) this should be consistent among all drugs. This number lets the user know how many tablet, caps they have in inventory This number lets the user know how many units are on order and not yet received Used in maintaining inventory, this number tells the system the lowest amount of the product that can exist on hand. Once it goes below this number the system will add this drug to the below minimum report. Identifies to the system the highest number of a certain drug you want to keep in inventory. This works with the Minimum, to determine how many bottles of a product to order. Date used to show the last time any modifications have been made on the drug file Page 52 of 56

53 Active Counted The last date the drug was filled in prescription process The last date an inventory count was done for the drug Flags Tab Flags are used to give more information on drugs. This tab can be accessed using the ALT+F keyboard shortcut. Type No Sub MG Per Day Narcotic Reportable Controlled Inform Allows the user to specify if the product is an Administrative Fee, a Device, or a Natural Product Allows user to set a default product selection code for this drug Used primarily for methadone prompts the user to enter the mg/day a patient is taking when this medication. A default value for this specific drug can also be entered. Must be checked for the drug to show up on narcotic reports and to have prescriptions for this drug be filled with a prescription number starting with the letter N Must be checked along with either the narcotic or controlled flag for the drug to show on the Narcotic and Controlled Drugs report Must be checked for the drug to show up on controlled reports and to have prescriptions for this drug be filled with a prescription number starting with the letter C Labels this drug as a health inform drug GST MethaMeasure Check if GST is to be calculated on prescription cost when prescriptions for this drug are filled Check if this drug will be sent to a MethaMeasure machine to be dispensed. Triplicate Compound Fee Time Override Ingredient Cost Check if this drug is a triplicate drug. If checked depending on your province when filling for this drug you may be asked for an issue date and pad number. If drug is a compound select the type of compound this is. Otherwise leave as Not a Compound. If drug is flagged as a compound clicking the hammer beside the compound flag allows you to add/modify or delete compound ingredients. Enter the compounding fee to be charged on each fill of this prescription if a flat fee is to be used Enter the amount of minutes it takes to create this compound if charging a compound fee per minute. The total fee will be calculated based on your system setup flags. Check this box if you want to manually enter the acquisition cost of this compound rather than have it be based on the sum of the acquisition costs of the ingredients. Page 53 of 56

54 Ordering Tab The ordering tab allows the user to assign certain vendors to the drug. It can be accessed using the keyboard shortcut ALT+O To enter a vendor for a drug, click on the Green Plus Sign (Ctrl+N). The rank is used to give priority to a vendor over the others, if more than one is entered. By giving a vendor Rank 1, you tell the software that this vendor is the main supplier for the medication. Other vendors, if used, will be given different ranks. If using electronic catalogues keep in mind that order numbers will be updated to a specific rank therefore you should use the same rank for all drugs for these vendors. For example if using rank 1 for Mckesson on some drugs and Rank 1 for Kohl and Frisch on others when Mckesson starts carrying a drug that was previously only available from Kohl and Frisch or vice versa the order# for the other vendor may be overwritten. Under vendor, enter the name of the vendor. Clicking in the vendor box, then on the Magnifying glass icon (F12) will open up a search screen. Any vendors you have in the system will be displayed at this point. Next, enter the Order number. If you have an electronic catalogue for the vendor selected and you do not know the order number can lookup it up by clicking the Magnifying glass icon (F12) when on the order# field. U/M is the unit of measure. This is where you can enter if the product is sold in cases or bottles etc if desired. Qty is the minimum order qty for this drug in bottles. Page 54 of 56

55 Additional Tab Interaction Default SIG To: Baker Allows the user to specify a manual entered interaction code if no patient counseling is used. Allows user to enter a default sig to be used when filling this drug, if vigilance is installed you can use the sig code recommended by them or set your own default to be added to the beginning or end of the manually entered sig. If a user inputted default SIG is selected to be used, this field allows you to enter the SIG code(s) that will be used. If using a baker cell enter the location of this drug in the baker cell machine. Supplementary Info If checked 3 free lines of free type text can be added that will print on supplementary labels for this drug. Creating a Drug Click the ADD NEW (CTRL+N) icon at the top of the drug maintenance window and fill out the fields. When you have entered the data into the prescriber's profile, don t forget to click on the SAVE (CTRL+S) icon. Searching for a Drug Type in the name of the drug you want to find. You can change the search criteria by pressing the ENTER key with nothing in the field. You can alternate between Name, DIN, Lookup and Generic. If multiple results exist a lookup window will appear showing all possible results. Double click or hit enter on the drug you wish to look at. Page 55 of 56