User Guide Restrictions Branch/Independents Version 1.8.13 Release Date 05/04/2012 Author Rx Systems Contributors Martin Shepsman Rachael Rance Ashley Wright
Table of Contents Restrictions Main Screen... 3 Restriction Type AGB... 9 Searching for Products... 10 Restricting an Item... 12 Batch Update... 14 Search by Drug Family... 16 Drug Notes... 18 Undo Changes / Reload Cascade... 20 Printing Results... 21 Exporting Results... 22 Importing Results... 23 Updating the Cascade... 24 Publishing the Cascade... 25 Backing Up Cascade Files... 26 Continuing Professional Development... 27 2 Rx Systems 2012
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 Cascade is imported: 3 Rx Systems 2012
Once Restrictions validates the Cascade, you may be displayed with the following message: This message will alert to you that there are records in the Cascade 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 Cascade contains 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
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 Cascade: 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 up-to-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 If your database created is over a week old, it is likely that it is out of date.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
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 only 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
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
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. The 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
Reloads the Cascade 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 Cascade Publishes the Cascade to C:\PSSHAREDAREA\UPDATEAREA 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
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
Tip: If you click on the column headings, you are able to sort the products in alphabetical order. Click once to sort A-Z: Click a second time to sort Z-A: 11 Rx Systems 2012
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
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
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
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
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
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
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
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
Undo Changes / Reload Cascade If you wish to undo any changes you have applied and to reload the Cascade 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 Cascade data: Your Restrictions main screen will be updated to show that the existing Cascade data has been restored. Any changes you have applied using the update or publish buttons have been disregarded. 20 Rx Systems 2012
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
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
Importing Results If you wish to import a restrictions file, select [Ctrl+I Import]: 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
Updating the Cascade Once you have applied the restrictions, you are able to immediately apply these changes to the Cascade file by selecting [Alt+F10 Update Cascade]. Note that the current settings will be overwritten. Selecting this will display the following window: 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
Publishing the Cascade To publish the restrictions in the cascade for all computers at the branch, select [Ctrl+F10 Publish]: You will be prompted with a confirmation message: Any current settings will be overwritten with the changes you have applied. These changes will take effect once you have restarted on the server and client workstations: The Cascade file will be located on: C:\PSPRODUCTS Note: this location may vary depending on your configuration settings. 25 Rx Systems 2012
Backing Up Cascade Files The Restrictions module will automatically back up the Cascade files to a CSV format when a new 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_20120418150456.csv 26 Rx Systems 2012
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? 27 Rx Systems 2012