Capsa Solutions. FirstDose Quick Start Guide. Version 3.1

Transcription

1 Capsa Solutions FirstDose Quick Start Guide Version 3.1

2 Table of Contents Remove Items from FirstDose Stock Meds Into FirstDose Perform a Cassette Exchange Add and Edit Users in FirstDose Troubleshooting FirstDose Capsa Solutions FirstDose Quick Start Guide

3 How to Remove Items from FirstDose Capsa Solutions FirstDose Quick Start Guide

4 How to Remove Items from FirstDose Step 1 Login to FirstDose using your User Name and Password. Step 2 Select Remove Item from the Home screen. 1

5 Remove Item (Manual Patient Mode) Step 3a Enter all information in the Remove Item & Resident Information section of the screen. 1) Enter Patient Info including Name, Gender, DOB, Room No, and Comments as required 2) Click Next (new screen will appear) 3) Enter Medication Info, including Quantity to be removed 4) Enter Authorization if required 5) Click Next to continue on to the Remove Item

6 Remove Item (Patient Sync Interface Enabled) Step 3b Select the Patient from the list or select Ad Hoc Patient to return to a manual patient entry.. 1) Select the Patient from the list 2) Click Next (new screen will appear) 3) Enter Medication Info, including Quantity to be removed 4) Enter the Authorization Physician if required 5) Click Next to continue on to the Remove Item

7 Remove Item (Patient Sync & Order Sync Interfaces Enabled) Step 3b Select the Patient from the list or select Ad Hoc Patient to return to a manual patient entry. 1) Select the Patient from the list 2) Click Next (the patient profile will appear) 1 3) Select the Patient Order(s) from the list 4) Click Next to continue on to the Remove Item Note: 2 - If the order is not available on the patient Profile list, you can select Override to select a medication from a list 3 - Orders within the list can be the following colors: Blue: Order is active and cabinet has enough inventory Black: The order s specified medication is either not stocked or out-of-stock at this cabinet and 4 cannot be removed Green: Ordered is selected to be removed 4

8 Remove Item Step 4 The Drawer containing the item will be marked in green on the FirstDose screen. 1) Item is in this bin; Click to unlock the unit 2) If there are multiple transactions, the Done button will appear Next instead 1 3) If Barcode Scanning is enabled, scan the item to confirm...then click Done 4) After clicking Done, there will be a confirmation screen displayed with the remove item summary. If you have the optional receipt printer, you can print it now

9 Controlled Item Removal Step 5 If the item you are removing is a CONTROLLED ITEM, there will be a Secondary Authentication Pop-up: 1) Input User Name and Password into the Secondary Authorization window 2) Select Authenticate Note: FirstDose may be configured to manage controlled medications differently. Please check with your pharmacy for information specific to your set-up and configuration

10 Controlled Item Removal Step 6 From this point, Controlled Item Removal is the same process as for a non-controlled item. 1) Item is in this location; 2) Enter the Count Remaining (qty after dispense) 3) If there are multiple transactions, the Done button will appear Next instead 1 4) If Barcode Scanning is enabled, scan the item to confirm. Then click Done 2 5) After clicking Done, a confirmation screen will display with the remove item summary. If you have the optional receipt printer, you can print it now Note: If Seal Tag Auditing is enabled, then enter the old seal tag and new seal tag prior to proceeding on. 7

11 Controlled Item Removal: Seal Tag Auditing Seal Tag Auditing If Seal Tag Auditing is enabled, you must enter the old seal # and new seal # in the appropriate fields: To remove the item, cut the existing seal tag on the cell, remove the item, then apply a new seal tag. 8

12 Controlled Item Removal: One Time Access (OTA) Option OTA Option If OTA is enabled, use the following additional steps for controlled item removal: 1) On the Secondary Auth window, press the Request button (this sends all the patient and medication info to the pharmacy for approval) 2) CALL THE PHARMACY TO RECEIVE THE OTA CODE 3) Input the OTA Code and Secondary Auth User Name and Password in the data fields 4) Select Authenticate button Removal of medication is the same as for a non-controlled item

13 Discrepancy Tracking Discrepancies During the remove item process, if the user enters a count into the *Qty after Removal field or an Old Seal that differs from the system expected values then a discrepancy occurs: 1) During item removal after entering the count of the remaining medications in the cell into the *Qty after Removal or the Old Seal tag 2) If the user entered values do not match the system expected values a warning will be display and provide one opportunity to review and update the count 3) Select Yes to log the discrepancy and enter an optional comment 4) Select No button to return to the item removal screen and review entries

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15 How to Stock Meds Into FirstDose. NOTE: Access to stock FirstDose is a protocol set-up by a Pharmacy and Facility agreement. Please check with your FirstDose Administrator for process guidelines. If Process Queue is enabled, proceed to page 6 of this section. Capsa Solutions FirstDose Quick Start Guide

16 How to Stock Meds Into FirstDose NOTE: Only Facility Administrators or Pharmacy personnel can stock meds into FirstDose (a Pharmacy or Facility Global permissions level is required) Step 1 Login to FirstDose using your User Name and Password Step 2 Select Stock/Restock Cart from the Home screen 1

17 Stock/Restock Cart Step 3 The unit to be restocked will appear on the screen: FirstDose provides visual stock indications with the following color coding: Orange indicates stocking is necessary Red indicates very low on stock Green indicates full 2

18 Stock/Restock Cart Step 4 Click on the necessary drawer to stock. (you will be provided a list with the required location and quantity to add.) The location has 3 parameters, Cassette, Bin and Cell: A B C D Cassette / Drawer Level designation Drawer / Bin designation Cell designation Select the correct Drawer/ Bin and Cell # and you will see the current contents of the cell in a new window: 3

19 Stock/Restock Cart Step 5 There are three stocking scenarios: 1) Stocking with Same Expiry Date, just add new additional QTY, then Select + 2) If stocking with Different Expiry Date or to add a different item to same cell, Select + A new line will appear; fill in the Item name, Qty and Expiry Date as required, then select Save 3) Completely remove an item by clicking on the trash can next to the item 4

20 Stock/Restock Cart Step 6 Stock/Restock process is now complete: 1) Click Done 2) Continue restocking, or simply Logout 2 1 5

21 Stocking Meds Using Process Queue If the pharmacy has performed a pre-stock, the medication restocking information is already in the software stocking queue, waiting for the meds to be put into the cart. At the time you physically put pre-stocked medications into the cart, you will use the Process Queue function. Step 1 Login to FirstDose using your User Name and Password Step 2 Select Process Queue from the Home screen 6

22 Stocking Meds Using Process Queue Step 3 Choose the stock Queue you are going to process by name from the drop down, then select from the following options: 2) Process Queue Guided takes you step by step through each medicine with visual representations of the drawers and bins. 3) Process Queue Unguided For users more familiar with the system, shows all items to be stocked in a list with the location shown

23 Stocking Meds Using Process Queue Guided View The guided view will step you through each transaction, showing the location. Each step will show the following info: 1) The bin/drawer and cell images 2) The medication detail 3) What step you are on 4) Cancel button to abort the processing 5) Next or Done button If Barcode scanning is required, you will need to scan or manually enter the barcode for the item to confirm it is the correct item before the system will allow you to click next or done: 8

24 Stocking Meds Using Process Queue Unguided View Unguided View displays a list with the location shown in text indicating the Cassette/Bin or Drawer/ Cell location. The cart will be unlocked, and you can place the items in the appropriate locations. If barcode scanning is required, you will need to scan each item to confirm it. Tip: If you are unsure of the location while in Unguided mode, click on the location text to see a visual representation of the location: 9

25 Stocking Meds Using Process Queue Unguided View When you have completed processing the queue, click the Done button, and you will see a summary of your transaction. If you have the optional receipt printer, you can print a receipt from this screen, otherwise click Done to clear the summary page. 10

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27 How to Perform a Cassette Exchange for FirstDose Capsa Solutions FirstDose Quick Start Guide

28 Cassette Exchange NOTE: Only Facility Administrators or Pharmacy personnel can stock meds in to FirstDose (a Pharmacy or Facility Global permissions level) Step 1 Login to FirstDose using your User Name and Password Step 2 Select Cassette Exchange from the Home screen 1

29 Cassette Exchange Step 3 Selecting the cassette to exchange: 1) Locate the Cassette Tag number on the back of the cassette. 2) In the Scan /enter cassette serial No. field either scan the barcode on the cassette or manually type in the barcode, then press enter. 3) The position to swap out will highlight red upon successful entry. 4) Select the Complete the Exchange button once the position is selected NOTE: Only one cassette can be exchanged at a time. 2

30 Cassette Exchange Step 4 Perform the physical exchange: 1) If the selected cassette is a Narc cassette, a witness will be required to enter credentials 2) If Narc Drawer, Wait until the drawer is unlocked and the indicator turns green. Once the cart is unlocked and the user will be able to pull out the drawer/ cassette and physically swap out the cassette or insert. Note: Ensure the cassette is fully swapped or Narc Drawer is closed 3) Press Exchange to return to the cassette exchange screen or Done to return to the home screen The Controlled Medication drawer will only permit access for 10 seconds and must be opened immediately; if not opened in this time, a key override will be necessary

31 How to Add and Edit Users In FirstDose Capsa Solutions FirstDose Quick Start Guide

32 How to Add and Edit Users in FirstDose NOTE: Only Facility Administrators can add users to the unit; requires Facility Global permissions level. Step 1 Login to FirstDose using your User Name and Password Step 2 Select Manage User from the Home screen 1

33 Manage User Step 3 From Manage User you can: Search for existing users Add / Edit new users 2

34 Manager User: Searching & Editing Step 4 To search for users, from the Manage User page, click on the Search User bar, then input the user info and search. 1) Click Search User bar 2) Fill in search criteria 3) Click Search 4) Results will be shown in this User List area, click the button to the left of the user you want to edit 3

35 Manage User: To Add Users Step 5 To Add Users: On the Add / Edit User pane, click the New button to clear the form 4

36 Manage User: To Add Users Step 6 Add user information: Important Fields 1) Address: must have one, this is where the first password is sent, can use the administrator s 2) Role: Facility Global is an administrator, Facility Local can only remove items from a unit 3) To access controlled items user will require Controlled Access 4) To UNLOCK the controlled item drawer, user will require Secondary Auth 5) Notifications: choose which s to send to user. (not all s are available to all roles)

37 Manage User: To Add Users Step 7 Click Save to save the user to the database: Note: The user s temporary password will be sent to the address specified. 6

38 Manage User: Assigning User to Cart Step 8 Once a new user has been added, they need to be assigned access to the FirstDose unit(s) they will use. Click on Organize User & Cart on the Home screen. Click here 7

39 Manage User: Assigning User to Cart Step 9 Simply drag the user to the unit or units to which they will be assigned. This completes adding a New User. 1) Click and drag the User(s) to the units to allow access 2) To remove a user from a unit Right click user, then click Remove 1 2 8

40 Additional User Functions: Searching & Editing Step 10 To edit user information, from the Manage User page: 1) Click the User to edit 2) Edit User info 3) Click Save 4) Logout

41 Troubleshooting FirstDose Capsa Solutions FirstDose Quick Start Guide

42 Troubleshooting FirstDose If there is a connection issue with First Dose, the unit can always be opened by Key, check with the Administrator. Record all transactions for later input to the FirstDose software. Issue 1 Cannot Login to FirstDose 1) Confirm the computer is connected to the internet: 2) Ensure ethernet cable is plugged in (if using wired) 3) From the control panel click on Network and Sharing Center Ensure there are no errors or red x s shown in the basic network information window. If there are, confirm if there is internet access elsewhere in the facility. If there is access elsewhere, call the pharmacy to resolve the unit s computer connection issues. 1

43 Troubleshooting Issue 2 Unit will not unlock or communication errors 1) Check that the USB cable from the unit to the All in One computer mounted on the unit is properly connected *** The USB should always be plugged into the same port on the computer, with the small dot. Do not move the USB connector to another port. 2) Open the Capsa Serial Port Redirector program located on the desktop 2

44 Troubleshooting Issue 2 Continued Unit will not unlock or communication errors 5) Ensure the Serial Port Redirector Service is Running. The Service should say: Running or Service Started Successfully. If not, press the Start Service Button. 6) After Confirming these items, Re-Login to First Dose and try again. 7) If the cart still is not recognized, or will not unlock, press the red reset button located on the back of the cart. After approximately 20 seconds try again to access the cart. 8) If cart issues remain, or you cannot login to FirstDose call the Pharmacy to fix connection issues. 5 Reset Button 3

45 Copyright and Distribution Notice 2014, Capsa Solutions, LLC - ALL RIGHTS RESERVED Published 2014, Printed in the United States of America P/N Rev B

46 International: