ProScript User Guide. Restrictions Head Office. Version Release Date 05/04/2012. Contributors Martin Shepsman Rachael Rance Ashley Wright

Transcription

1 User Guide Restrictions Head Office Version Release Date 05/04/2012 Author Rx Systems Contributors Martin Shepsman Rachael Rance Ashley Wright

2 Table of Contents Restrictions Main Screen... 3 Restriction Type AGB... 9 Searching for Products Restricting an Item Batch Update Search by Drug Family Drug Notes Undo Changes / Reload HOT & Cascade Files Printing Results Exporting Results Importing Results Updating the HOT & Cascade Files Publishing the HOT & Cascade Files Branch Restrictions Configuration Settings Head Office Catalogue Sending Additional Files Backing Up HOT & Cascade Files Continuing Professional Development Rx Systems 2012

3 Restrictions Main Screen Double-click on the Restrictions icon from the desktop to access the Restrictions program. The following window will be displayed as the Local HOT (Head Office Transmission) & Cascade files are imported: 3 Rx Systems 2012

4 Once Restrictions validates the HOT & Cascade files, you may be displayed with the following message: This message will inform you that there are records in the HOT & Cascade files which do not match the database. These records will not be available in Restrictions due to any of the following reasons: Invalid PIP code Missing PIP code Unrecognised PIP code SUP value does not match any wholesaler codes (where the HOT & Cascade files contain a short code for a wholesaler that is not set up within ). These records are exported to a spread sheet located in the shortcut folder Restrictions located on the Desktop. Alternatively, you can access it from: C:\PSPRODUCTS\ Restrictions All spread sheets created using the program are exported to this folder. 4 Rx Systems 2012

5 Once loaded, the following window is displayed. This screen will allow you to search for products using a variety of filters and make changes to the HOT & Cascade files: Restrictions will display the date the database was created followed by the country your is configured to. You need to ensure you are using an upto-date database. If your database created is over a week old, it is likely that it is out of date. You can apply the update by loading up and closing it before you load Restrictions. 5 Rx Systems 2012

6 The following pages describe the different areas of the Restrictions main screen. There are a number of ways that you are able to search for products that are detailed below: You can filter the products by the drug category. This includes but is not limited to: generics, branded, parallel imports, controlled drugs, and fridge items You can filter the products by name You can filter the products by supplier Select whether you want all, active or discontinued items displayed. The Show Discontinued Only option applies to those items with a wholesaler assigned You can filter by PIP codes, minimum price and the manufacturer Filter your search further by excluding parallel imports or showing restrictions You are able to filter your search results by showing excluded suppliers and assigned wholesalers By clicking on the [F2 Edit] button beside Excluded Suppliers, you will be taken to the Excluded Suppliers Setup window (see below): 6 Rx Systems 2012

7 The list on the left-hand side displays the available suppliers while the list on the right-hand side displays the excluded suppliers. To move a supplier to the excluded list, click on it to highlight it and click on [Exclude]. To move a supplier back to the available list from the excluded list, click on it to highlight it and click on [Allow]. If you have a number of suppliers in the excluded list and wish to move them all back to the available list, click on [Allow All]. Press [F10 Save] to save changes you have made to the suppliers. 7 Rx Systems 2012

8 Once you have set your filters, click on [F10 Search] to begin the search. Results will be displayed in the section highlighted by the blue box. When no restrictions are applied, this results grid will be empty. This results grid will be explained in detail later in the manual. Select this button to reset all filters The bottom of the Restrictions main screen will display the following: You are able to batch update products by wholesaler or AGB using this section This section displays the restrictions already in place The function buttons displayed at the bottom of the Restrictions programme are explained below: 8 Rx Systems 2012

9 Reloads the HOT & Cascade files and will disregard any changes that have not been applied using the update or publish buttons Prints items currently displayed in the results grid Exports the current results table to a CSV (text) file Imports contents from a CSV (text) file this will overwrite ALL existing restrictions Applies changes you have made to the HOT & Cascade files Publishes the HOT & Cascade files to C:\PSHOUTBOX\HO. Note: this location may vary and the published files will be sent to the relevant area as per your setup arrangements Exits from the Restrictions program Restriction Type AGB There are three types of restriction: A Always This can only be used for branded drugs and will always restrict to this item whether you are dispensing the brand or a generic. B Brand Use this to restrict to a certain brand. This restriction only applies when the brand is prescribed. G Generic Use this to restrict to a certain generic. 9 Rx Systems 2012

10 Searching for Products Enter your search criteria into the relevant search boxes and select [F10 Search]: In this example, you are searching for a specific pack size of amoxicillin 250mg capsules. You are able to search for all amoxicillin 250mg products, including solutions and suspensions by entering amoxicillin 250 into the Drug Name field and selecting the [F10 Search] button: Set the wholesaler you wish to order the product from using this column The AGB column is used to set which type of restriction is set for a product Number of items This column displays whether a product has been discontinued This column displays whether a product has any drug notes. You are able to create, edit or delete these drug notes by selecting Edit The View button under the Family column will be explained later in the manual 10 Rx Systems 2012

11 Tip: If you click on the column headings, you are able to sort the products in alphabetical or numerical order. Click once to sort A-Z: Click a second time to sort Z-A: 11 Rx Systems 2012

12 Restricting an Item After you have searched for the relevant product, you are able to assign a wholesaler and set a restriction. Choose the wholesaler you wish to order the product from by clicking on the drop down button in the Wholesaler column. In this example, we will use the Teva product: A list of all your available wholesalers from appears. From this drop down list, select the wholesaler you wish to order this product from. 12 Rx Systems 2012

13 You then need to select the restriction type from the AGB column. In the example, you have selected a generic item (amoxicillin) therefore you need to select G. The drug restriction has now been created this is updated in the Current Restrictions box as highlighted by the blue box. You may clear the filters by clicking on [ESC Reset Filters] and search for another product. 13 Rx Systems 2012

14 Batch Update If you wish to amend a group of products, you are able to do so using the Batch Update function located in the lower left-hand side of the Restrictions main screen. In the following example, you will be shown how to restrict generic products by a specific supplier and to exclude the Parallel Imports (PIs). First, filter the products by Drug Category to include Generics. Then filter by Supplier to include AAH. Tick the Exclude Parallel Imports box and finally select [F10 Search]: Important: when you apply a batch update, you must ensure that the wholesaler you are setting matches the supplier you have filtered. This is to ensure that the wholesaler recognises the PIP codes for the restricted products. In this example, we have filtered the products by the AAH supplier and so the batch update wholesaler must also be set to AAH. 14 Rx Systems 2012

15 In the Batch Update section of the screen, assign your chosen wholesaler (AAH in this example) and the restriction type using the respective drop-down lists. Once you have made these selections, click on Apply Batch Settings. You will then see the products listed in the results grid update to show the new restriction. The Batch Update and Current Restrictions sections of the screen will also update to show the number of products that have been updated: 15 Rx Systems 2012

16 Search by Drug Family You may find it useful to view a product by its family. This can be of use when a product has been discontinued and you wish to change the restriction to another product. The program will let you know how many restricted items have become discontinued: Before you view the drug family of a product, you can search for restricted lines that have been discontinued. To view only restricted items, select the Show Assigned Wholesalers and the Show AGB Items Only tickboxes. Ensure that you have also filtered the results to Show Discontinued Items Only as highlighted below: Select the [F10 Search] button to display all restricted discontinued items. These items will be highlighted in grey. To view the family of a drug, click the View button. 16 Rx Systems 2012

17 The discontinued item in the family is displayed in grey and you will be able to remove the restriction and apply a new restriction to another item. First set a new restriction by selecting a wholesaler and AGB restriction on a different product as described earlier in the manaul. Then remove the AGB restriction, select the blank space above the A as highlighted above. To return to the previous search, click on [F5 Return To Previous Filter] (highlighted by the blue box above) and the screen will display the original search. 17 Rx Systems 2012

18 Drug Notes You have the option to create a drug note against a drug that can be seen when dispensing from. When you have entered your search criteria, select a product from the results grid and click on Edit: The Drug Note window will appear and you are able to enter a note for the selected product: Once you have entered your note, click on [F10 Save]. 18 Rx Systems 2012

19 The entry will now display a tick in the Drug column informing you there is a note for this product. The note can be amended or deleted by clicking on the Edit button. To delete the note, simply remove any text from the Drug Notes textbox and click on [F10 Save]. 19 Rx Systems 2012

20 Undo Changes / Reload HOT & Cascade Files If you wish to undo any changes you have applied and to reload the HOT & Cascade files again, click on [Click+R Reload]. You will then be displayed with a confirmation window (see below) that warns you that you are about to clear all restrictions data and will replace it with the existing HOT & Cascade data: Your Restrictions main screen will be updated to show that the existing HOT & Cascade data has been restored. Any changes you have applied using the update or publish buttons have been disregarded. 20 Rx Systems 2012

21 Printing Results You are able to print the items listed in the results grid. Once you have filtered the items for the results you wish to print, select [Ctrl+P Print]. You will then be displayed with a prompt that asks you to confirm printing. By selecting Yes, you will be displayed with a print preview of the results you have filtered (see below): Click on the printer icon to print the results: 21 Rx Systems 2012

22 Exporting Results If you wish to export the items in the results grid to a CSV (text) file, use the [Ctrl+X Export] button: You will then be displayed with a confirmation window: Click on Yes and you will be displayed with the following window. Enter in a file name and save the CSV file in your chosen location (note that the Save As location defaults to the Desktop). Finally click on OK. You will be displayed with a message notifying you where the data has been exported to with the option to view the data: To view the export file you have just created, select Yes. Alternatively, you can return to the Restrictions program by selecting No. 22 Rx Systems 2012

23 Importing Results If you wish to import a restrictions file, select [Ctrl+I Import]. When you import a file, you need to ensure that it is in a.csv format and not.xls or you will risk overwriting the file. You will be displayed with the following confirmation window. Click on Yes and select the file you wish to import: Once the restrictions have been imported, you will be displayed with the following screen: 23 Rx Systems 2012

24 Updating the HOT & Cascade Files Once you have applied the restrictions, you are able to immediately apply these changes to the HOT & Cascade files by selecting [Alt+F10 Update HOT]. Note that the current settings will be overwritten. Selecting this will display the following window: Ensure that all instances of are closed before you proceed. If you are happy with the changes, select Yes and you will be displayed with a confirmation window (see below). If you wish to make more changes, select No. You will need to restart for the changes to take effect. 24 Rx Systems 2012

25 Publishing the HOT & Cascade Files Branch Restrictions To publish the restrictions in the HOT & Cascade files for all computers at the branch, select [Ctrl+F10 Publish]: The following Head Office Details screen will be displayed: Select or remove the branches that will receive the restriction (highlighted by the red box). This process is similar to adding and excluding suppliers detailed earlier in the manual. All available branches are listed in the left-hand box; all selected branches that will receive the restriction will be listed in the righthand box. 25 Rx Systems 2012

26 Configuration Settings You are able to enforce certain configuration settings for branches by adding configuration lines from the Available Settings box to the Selected Settings box (highlighted by the red box below). The lines in the Available Settings box are based on the Global Configuration on the Head Office s local. Important: you should never publish the entire Available Settings list down to branches as some configuration lines are unique for each branch. Sending the entire Available Settings list will overwrite the branch s own Global Configuration settings completely. For further details on this functionality, please contact the Service Desk. 26 Rx Systems 2012

27 Head Office Catalogue You also have the option to send down the Head Office Catalogue (HOC) and Drug Notes files to the branches (highlighted by the red box below). This HOC file is only applicable for groups that have their own warehouses or supply their own items. This will need to be maintained for items that are supplied by their warehouse but are not available in s database. A shortcut for the HOC file (named HOC ) can be found on the desktop. Alternatively, the HOC file is available in: C:\PSPRODUCTS\hoc.csv At a branch level, the HOC file will be available as a third product file on the reorder page for a supplier with the short-code HOT. This may be renamed at a branch level and can be accessed by pressing [F1 Add Item] and then pressing Esc twice. 27 Rx Systems 2012

28 Each time you amend the HOC file, you will need to make sure that the Add Head Office Catalogue File checkbox is selected (highlighted by blue circle above). This will ensure that branches receive the updated HOC file. If no amendments have been made, then you do not need to publish it. Sending Additional Files You have the ability to send any additional files to branches, such as documents, spread sheets, etc.): Select Add (highlighted by the red circle) and locate the file that you wish to send to the branches. The branches will be able to access these files from: C:\updatearea Once you are happy with the Publishing settings, select [F10 Publish]. Branches will receive the restriction update overnight. 28 Rx Systems 2012

29 Backing Up HOT & Cascade Files The Restrictions module will automatically back up the HOT & Cascade files to a CSV format when a new HOT & Cascade file is created. This functionality will allow you to import this back up file if your Cascade is lost or damaged. You are able to locate these back up files from: C:\PSPRODUCTS\ Restrictions Files will be named in the following format: psrestrictionsexport_yearmonthdaytime.csv Example: psrestrictionsexport_ csv 29 Rx Systems 2012

30 Continuing Professional Development evaluate identify CPD record plan act What have I learnt from this training session? How will these things improve my current or future performance in my job? What opportunities do I have or need to practise what I have learnt? What help or support will I need and from whom? How and when will I (and others) measure how well I have put my learning into practice at work? 30 Rx Systems 2012