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

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1 Pages 1 to15. (1st Pdf) Practicare Software Manual 10.13: Page

2 Welcome to the Practicare Plus Software Manual With Practicare software you can produce Practicare Dose Administration Aids safely and simply for both Community and Aged Care facility patients. Practicare Plus Software allows you to meet all documentation and best practice standards for safe supply of medication in DAAs. Your annual software licence fee includes monthly drug updates, software upgrades and unlimited support. With Practicare software you can: Provide all documentation required for safe medication management in aged care facilities. Print medication charts and signing sheets directly onto plain A4 paper. Produce Unit Dose and Multi Dose medication packs. Records patient history and packing changes. Print labels with drug images, descriptions and markings. Print labels with patient information including photo, medication profile, instructions, etc. Generate Drug Usage reports, including for Psychotropic drugs. Print Do Not Crush alerts onto medication pack labels. Generate reports for DAA packing for claiming Pharmacy Practice Incentives. Print all patient information needed to meet QCPP standards for community DAAs You will receive unlimited technical support. So please feel free to call our software support team on for any questions. Practicare Software Manual 10.13: Page 2

3 Contents : (over 2 pdf formats) First installation, Registering and Setting up software 4, 5, 6. Printing Set Up 7, 8. Setting up a Facility 9. Adding a Patient, Deleting a patient 10. Adding Patient Medication Packs 11. Adding and Editing Medications 12, 13, 14, 15, 16. Printing Patient Labels and Information 17, 18, 19. Printing Signing Sheets, Dividers and Medication Charts 20. Printing Patient Reports 21. Printing Drug Usage Reports 22. Prescription Request Reports 23. DAA Volume Reporting 24. Importing Patients from/linking to Dispense program Data (LOTS & Fred) Importing Drug Database, Drug Images and Information 26. Patient Photos 27. Facility Request forms IMPORTANT: PractiPak Plus minimum system requirements: Windows XP with service pack 2 RAM: 256MB Hard drive: 1GB Practicare Software Manual 10.13: Page 3

For quick and easy installation, call the Practicare Software team on 1800 812 649. We can remotely install and set up the software for you for free.

4 For quick and easy installation, call the Practicare Software team on We can remotely install and set up the software for you for free. First installation Simply insert the Software CD or USB or open the file sent to you via and wait for the installation screen to appear. Follow the on screen instructions for easy installation. Practipak software requires Crystal Reports. Ensure that Crystal Reports is installed automatically after installation, by keeping this box ticked when the finish tab is selected. If you use FRED DISPENSE, install the DB driver for FRED data, by leaving this box ticked. Once installed you have a 30 day trial period to use the software before it will lock you out. During these 30 days you may register the software anytime for the full 365 days access. Registering the software To register your software, simply phone Practicare on or daa@practicare.com.au. Enter your license key by clicking help in the menu area of the software then click register. Type in the license key provided by Practicare and click register software. Once your software is registered, a countdown of days until renewal is displayed at the top of screen. Multi User Set up Practipak Plus can be set up in your pharmacy for use on multiple computers. This requires further technical support so please contact Practicare. Drug Database and Drug Images *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.* Practipak Plus software contains a database of drug information from FredHealth on first install. But there is also a drug images and descriptions database available via manual download. This drug images database needs to be downloaded & imported into Practipak plus software after installation. To download & import the drug images for a new setup, please contact Practicare or refer to page 27. To ensure the most current PBS drug data, monthly drug database updates are downloaded automatically from the Updater program to be imported into your software. Drug image updates are also available for download on a monthly basis. Practicare Software Manual 10.13: Page 4

Setting Up Screen Settings We recommend your screen display be set to 1280 x 800 pixels for clearest results. Screen settings can be adjusted in your computer s control panel.

5 Setting Up Screen Settings We recommend your screen display be set to 1280 x 800 pixels for clearest results. Screen settings can be adjusted in your computer s control panel. Setting your Preferences To set your user preferences, click on the OPTIONS tab in the TOOLS menu on the left hand side of your screen. Below are explanations of the options you can set. Pharmacy information To enter your pharmacy details, click on the OPTIONS tab in the TOOLS menu on the left hand side of your screen. It is important to enter your pharmacy details as they are printed onto medication labels. Print and list patients by room number : Ticking this box will list and print patients in numerical room order. This is useful for packing for facilities where the medication administration round takes place by resident s room numbers. Purge button deletes inactive patients. This action permanently deletes patients once you deactivate a patient. No Printing of Unpacked Items on Front Label : Tick this box if you do not wish to print unpacked items onto a medication pack. Reverse Front Label : Tick this box if you wish to stick the patient information label on the back of the medication pack. This will reverse the dose times headings. Print Generic Name : Tick this box if you wish for generic drug names to be printed. Show Pack Start Date on Foil : Tick this box if you wish for the start date to be printed on the front label or foil. Please note this is a requirement. Show Inactive Patient : Tick this box if you wish for inactive patients to be shown in the patient listing. You must click SAVE to keep any changes you make in the OPTIONS area. For quick and easy installation, call the Practicare Software team on We can remotely install and set up the software for you. Practicare Software Manual 10.13: Page 5

6 Setting Back-Up Location Backup files location this is where your data will be backed up to. # In most cases your master PPP will be installed on your Dispense01 PC by your IT department in this case there is no need to set a backup location as your Dispense01 PC is backed up every night anyway. # It is recommended to back up to a USB or external hard drive in the event of computer disaster. This will ensure your patient data is not lost. Create a new folder in your hard drive, USB or external hard drive called practicare backups and apply this here as your backup location. Every time you close down the software it will prompt you to do a backup. The backup will be saved at this location. Practicare Software Manual 10.13: Page 6

7 Printing Setup Initial printer set up can be quickly and easily done remotely by the Practicare Software Support team by calling We recommend calling software support for initial installation to ensure printing of other items is not affected. Printers A colour laser printer is suggested for Practicare labels, reports, charts and cold seal foils. Heat seal foils can only be printed using Dot Matrix printers. For printer suggestions, please contact the Practicare software team on Paper sizes The Front labels are labels on a A4 size paper so the existing default printer driver can be used. The Foils are a B5(JIS) size paper so we do recommend feeding them into the printer by the MP tray at the front of the printer (usually flips down). All signing sheets and all reports are printed on normal A4 size paper. Printing Preferences* You can assign a printer and set the margins for printing in the Printer tab of Practicare software. The following is the printing preferences* recommended for the printer you are printing the certain item to : Ppak & Rpak Foil SPAK Foil Front Label, Divider Label Signing Sheet Paper Size B5 (JIS) Custom (H-310mm, W-190mm) A4 A4 Source MP Tray MP Tray Auto Auto - Media Type Plain Thick Plain Normal *Printing preferences are accessed via windows start menu / devices & printers. Practicare Software Manual 10.13: Page 7

8 Printing Foils are marked with arrows to show which end to feed into printer first. It is recommended to insert the cold seal foil into the MP tray of your laser printer and the front label sheets into the A4 paper cassette in the following ways: Data exchange: Import t adrug ada- n d d IMPORTANT NOTE: When storing cold seal foil sheets out of the original wrapping, use a heavy, flat object (eg.-book) to stop corners curling. Curled corners can cause printer jams. Practicare Software Manual 10.13: Page 8

Setting Up a Facility To begin, you must set up a facility. This can be for community patients or aged care facility residents. Each patient in Practicare software is assigned to a facility. 1.

9 Setting Up a Facility To begin, you must set up a facility. This can be for community patients or aged care facility residents. Each patient in Practicare software is assigned to a facility. 1. Click on Facilities in the File area. 2. To add a facility click New. 3. Fill out all relevant details. Assign a packing FREQUENCY for the facility. Options include Weekly Mult- Dose packs, Weekly Unit-Dose packs, etc. Your choice will be dependent on the Practicare product you are using. 4. Select if this facility is for Community patients or Facility patients. 5. Select a Starting day for the medication packs. This will match the first day at the top of your blister cards for printing that days medications at the top of the Foils(for SPAK products the starting day is selected at time of printing). The day selected will be printed at the top of the foils e.g. Wednesday Start. If you choose to not have this, please tick the option Hide Starting Day box. 6. To delete a facility click Delete. You can only delete a facility if there are no patients assigned to it. Practicare Software Manual 10.13: Page 9

Adding Patients (in most cases your PPP program will be connected to your LOTS or FRED Dispense programs so to import patients from your dispense see page 25 for details) as this is an easier way to

10 Adding Patients (in most cases your PPP program will be connected to your LOTS or FRED Dispense programs so to import patients from your dispense see page 25 for details) as this is an easier way to add new patients & there medications that have been dispensed. If not connected to your dispense: 1. To enter a new patient, click on Patients in the File area. Then click New. 2. Enter all of the patient s details. All patients must be allocated to a facility. 3. To import a patient s photo, click Import photos. Now you can select a file saved on your computer. Please see Page 28 for information on editing patient photos. 4. To select a maximum number of items per blister click Max items per blister. The number selected is the maximum number of items to be printed on that patient s foil or front label. Selecting Print default means the number of items will be based on the max items per blister selected in the foil or front label print page when printing (see pages 18 & 19). Making patients inactive/deleting To delete (make inactive) a patient, un-tick the Active box below the address and notes information in the patient profile. The patient will now be highlighted red in the patient listing area if the Show Inactive Patients option has been selected in the options area. Practicare Software Manual 10.13: Page 10

11 Adding patient medication packs To add medications to a patient s profile, a Foil must be created. This is simply another term for a medication pack. To create a new foil, click Add Foil. To delete a foil, click Del Foil. To change the name of the foil tab, click Edit Label and type in the name, then save. The default name for each new foil created is Foil 1, Foil 2, Foil 3 etc. Other information to be added to a foil includes: Comment : Type in any comment for the foil that is needed. Active : Tick for an active foil, un-tick for an inactive foil. Inactive foils will not be printed. Headings : Choose the heading that is printed for each timeslot on front labels and foils. Default printing is Morning, Noon, Evening, Bedtime. You may choose to type in any relevant timeslot you like for your packing requirements. Characters are limited to 9. Alert : For important information to be included on the front label. The alert text is printed on the green alert label on the front label sheets. Examples may include; CRUSH MEDICATION, TAKE WITH A GLASS OF WATER, PATIENT SIMILAR NAME, etc. Untick All and Print tick boxes : Only ticked drugs are printed when selected to do so onto a foil or front label. Add Drug button: Click this to add drugs (see next page for details). Practicare Software Manual 10.13: Page 11

dispensed in a certain number of days (chosen in the Options area Eg: 60 days), will be displayed.

12 Adding a Patient s Medications To add new medications to a medication pack (foil) click on ADD DRUG. The below medication search box will be shown: If this patient is connected to there Dispense Profile in LOTS or FRED : Simply select Import from LOTS OR Import from FRED, then all the items dispensed in a certain number of days (chosen in the Options area Eg: 60 days), will be displayed. Then click on the drug needed to add to the Patients profile, fill in the number of tablets to be packed per timeslot & select Save. If this patient is NOT connected to there Dispense Profile: 1. Type part or all of a drug name or ingredient into the search box at the top of the box and press enter. Select the drug you require from the list. Note that some drugs may have many different manufacturers or brand names and therefore many different options. 2. For drugs not in the database, e.g. complimentary medicines, you may type the name into the drug name box. When you save this manually entered drug it will add this item to the drug database for future use. 3. Once the drug is selected, the drug information such as alternate brands and generic will be shown. If available, a drug image, colour, shape and marking will also be shown. Note: The Practicare image database has approximately 95% of the top 2000 dispensed PBS drugs available. Pill images may also be added manually if required. Contact Practicare for more information. 4. Packing: Select if the drug is packed (packed into medication pack and therefore printed on foil/front label/signing sheets etc), unpacked (not packed, but printed on signing sheets) or is packed separately as a PRN (When necessary medication, printed on its own separate PRN pack and signing sheet). For PRN printing and packing details, see page Add a Direction for the drug by typing in what you require or selecting a saved direction from the database. 6. Same as box is where you can manually indicate a medication brand that is the same as the medication being packed. This is printed on Unit Dose front labels only. Example below: Practicare Software Manual 10.13: Page 12

13 Adding patient drugs continued: Adding doses: The headings for each blister column will match those in the headings area of that foil. Enter into the boxes the number of tablets/capsules to be taken at each specific timeslots. Drug Frequency and Specific Day Schedules The Frequency and Schedule is for selecting the frequency the drug is taken or the for when drugs are scheduled for specific days. If selecting a frequency a Start date must be entered. The software will print the doses based on the start date entered. The options for frequency are: Daily OR if not set = taken every day. Set days = tick the days to be taken on OR this can be used for Weekly= every week the same day. Alt day = taken every second day from start date. Every 3rd day = taken every 3rd day from start date. Fortnightly = taken every 2 weeks (14 days) from start date. Monthly = taken every Month on the same day from start date. If needed there is also Bi monthly, Quarterly, Half Yearly, Yearly. If a Frequency has been selected for a drug, an extra front label will be printed after the standard front label showing which days the drug is to be packed on. This can be used as a packing guide only, or also applied to the medication pack. Front label example: (this label can be turned off in the Options area if not needed). Practicare Software Manual 10.13: Page 13

Adding patient drugs continued: Do not crush : if ticked will print this on all signing sheets and front labels (Unit dose only) as an alert for this drug not to be crushed.

This colour font will only be printed on signing sheets and reports.

14 Adding patient drugs continued: Do not crush : if ticked will print this on all signing sheets and front labels (Unit dose only) as an alert for this drug not to be crushed. Front label Example: Different colour drug font If you wish to highlight a drug on a signing sheet or report, you can select the font colour of the information for that drug. This colour font will only be printed on signing sheets and reports. Information on Medication categories, such as Shortcourse (Antibiotics), Sinemet, Warfarin,S8 & Cytotoxic and separating these drugs to be packed separately contained on page 15. Saving, deleting, making changes to a medication or finding patients on a certain medication: Once the information for the medication has been finalized, click save to save the drug to patient. To delete a medication from a patient s foil, simply click the medication and then click delete to erase. To make changes to a medication, click the medication, make the changes and then click save. To find which patients are on a certain medication you must go to the drugs area, search for the drug needed, open it, then in the box marked find patients on this drug -select the facility needed & it will show all the patients in this facility on this drug. Practicare Software Manual 10.13: Page 14

Medication categories and separately packed items: Short course (Antibiotics), Sinemet, Insulin, Warfarin, S8 & Cytotoxic specific boxes: If you require separate packs for different types of

15 Medication categories and separately packed items: Short course (Antibiotics), Sinemet, Insulin, Warfarin, S8 & Cytotoxic specific boxes: If you require separate packs for different types of medications, you can assign these categories in the pink box in the add drug area. The medication categories are short course (e.g. Antibiotics), Sinemet, Insulin, Warfarin, S8 & Cytotoxic medications. As Insulin is a unpacked item it will only be used to print on signing sheets. Filling in this pink box will print separate signing sheets, foils and front labels from the rest of the general medications packed. When categorising medications, you can choose to keep all medications on the same foil or you can create additional foils for each category and name the foil accordingly. If all medications are kept on the same foil in the patient profile, those medications allocated in the pink box will still be printed separately. To avoid confusion, it is recommended to separate different categories of medications onto separate foils and name the foil tabs accordingly. Allocating dose times for Short Course or Sinemet medications: 1. Select the medication category, Short Course or Sinemet. Next to the Short Course or Sinemet is a drop down menu to indicate how many pills per dose time. 2. These 2 medication categories can have up to 8 dose times. Enter the dose headings into the timeslots. Each allocated timeslot will be printed. If there are more than 4 dose times required, a second pack will be used. 3. For short course medications, set a start date and end date to indicate the medication course length. Warfarin and Restricted drugs (S8 & Cytotoxic): For packing of Warfarin or restricted medications (e.g. S8 & Cytotoxic), select the category of drug in the pink area. This will ensure the medications will be printed onto a separate pack. The timeslots for regular medications are used. Practicare Software Manual 10.13: Page 15

PRN (When Required) Medications

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