GSL Solutions ICABR01 INTCV01 User Manual part 1 of 2

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GSL SOLUTIONS, INC.
WILL-CALL L
INTELLICAB™
SYSTEM (GWIS)S
USER’S
GUIDE
The world’s only solution for tracking
prescriptions that streamlines
your pharmacy operation
from end to end…
... by just moving it.
© 2011 GSL SOLUTIONS, INC.
2414 SE 125th Ave., Vancouver, WA 98683 USA • TEL: 360.896.5354 • FAX: 360.397.0496
Document Number: GSL-ISUM-02.0-RETAIL October 2011
GSL Company Confidential – Not to be disclosed to third parties without express written consent.
FCC WARNING STATEMENT
The IntelliCab and IntelliPad equipment has been tested and found to comply
with the limits for a Class B digital device, pursuant to Part 15 of FCC Rules.
These limits are designed to provide reasonable protection against harmful
interference when the equipment is operated in a commercial environment.
This equipment generates, uses, and can radiate radio frequency energy and,
if not professionally installed, may cause harmful interference to radio
communications.
FCC COMPLIANCE STATEMENT
This device complies with Part 15 of the FCC Rules. Operation of this device
is subject to the following conditions: this device may not cause harmful
interference and this device must accept any interference received, including
interference that may cause undesired operation.
FCC Caution
To assure continued compliance, any changes or modifications not expressly
approved by the party responsible for compliance could void the user's
authority to operate this equipment.
CANADIAN DOC STATEMENT
This digital apparatus does not exceed the Class B limits for radio noise for
digital apparatus set out in the Radio Interference Regulations of the
Canadian Department of Communications.
Le present appareil numerique n.emet pas de bruits radioelectriques
depassant les limites applicables aux appareils numeriques de las classe B
prescrites dans le Reglement sur le brouillage radioelectrique edicte par les
ministere des Communications du Canada.
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INTELLICAB™ SYSTEM USER’S GUIDE
TABLE OF CONTENTS
CHAPTER 1. INTRODUCTION .................................................................................................................................. 8
1.1. USING THE INTELLICAB™ SYSTEM..............................................................................................8
1.1.1. SYSTEM OPERATIONS ................................................................................................................. 9
1.1.2. TERMS ......................................................................................................................................... 10
1.1.3. EQUIPMENT DESCRIPTION ...................................................................................................... 10
1.2. GSL INTELLISYS FEATURES .......................................................................................................11
1.2.1. ENTRY [F1] ................................................................................................................................... 11
1.2.2. VERIFY [F3] .................................................................................................................................. 11
1.2.3. SEARCH [F2] ................................................................................................................................ 11
1.2.4. RETURN TO STOCK [F4] ............................................................................................................ 11
1.2.5. INSPECT [F6] ............................................................................................................................... 11
1.2.6. HISTORY [F7] ............................................................................................................................... 11
1.2.7. REPORTS [F10] ........................................................................................................................... 11
1.2.8. ADMIN [Alt+A] .............................................................................................................................. 11
CHAPTER 2. BASIC SYSTEM OPERATION....................................................................................................12
2.1. STARTING INTELLISYS ON THE WORKSTATION .................................................................12
2.2. LOGGING IN/OUT OF THE SYSTEM .............................................................................................13
2.2.1 LOGGING IN AT THE BEGINNING OF SHIFT. ............................................................................ 13
2.2.2. ACCESSING (USING) THE SYSTEM .......................................................................................... 14
2.2.3. MULTIPLE SERVER LOG-IN ....................................................................................................... 14
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2.3. LOG OUT OF THE SYSTEM .........................................................................................................16
CHAPTER 3. ENTER PRESCRIPTIONS INTO THE SYSTEM - ENTRY [F1].................................................17
3.1. USING THE ENTRY [F1] SCREEN ................................................................................................17
3.1.1. NORMAL COUPLING ................................................................................................................... 18
3.1.2. COUPLING PRESCRIPTION(S) IN THE REFRIGERATOR ........................................................ 19
3.1.3. COUPLING PRESCRIPTION(S) TO THE OVERSIZED AREA.................................................... 21
3.1.4. CUSTOM ITEM COUPLING ......................................................................................................... 21
3.2. SPECIAL ACTION ICONS ..............................................................................................................23
3.2.1. NOTES .......................................................................................................................................... 24
3.2.2. REMOVE ITEMS FROM THE SYSTEM ....................................................................................... 25
3.2.3. RESET ITEMS FROM A SMARTBASKET ................................................................................... 25
3.2.4. REMOVE ITEMS FROM A SMARTBASKET ............................................................................... 25
3.2.5. CREATE A FOA/TOS FOR AN ITEM ........................................................................................... 26
3.2.6. DO NOT DISPENSE BEFORE DATE........................................................................................... 27
3.2.7. CREATION DATE ......................................................................................................................... 27
3.3. COUPLED PRESCRIPTION(S) AND SMARTBASKETS ...............................................................28
3.3.1. FILE COUPLED PRESCRIPTIONS IN THE INTELLICAB.......................................................... 29
CHAPTER 4. RETRIEVE PRESCRIPTIONS - SEARCH [F2].............................................................................30
4.1. THE RETRIEVAL PROCESS: PHOTO OVERVIEW ......................................................................30
4.2. LOCATE A PRESCRIPTION FOR RETRIEVAL.............................................................................30
4.3. PICK TO THE LIGHT ......................................................................................................................34
4.3.1. FOLLOW THE LIGHTS................................................................................................................. 34
4.3.2. SECOND PATIENT IDENTIFIER .................................................................................................. 34
4.3.3. MANDATORY CONSULT ............................................................................................................. 38
4.3.4. AUTHENTICATE........................................................................................................................... 40
4.3.5. RETRIEVE .................................................................................................................................... 40
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4.4. AUTOSIGN......................................................................................................................................42
4.4.1. BASIC AUTOSIGN PROCEDURE ............................................................................................... 42
4.4.2. AUTOSIGN PROCESSING OPTIONS ......................................................................................... 43
4.5. OTHER FEATURES ........................................................................................................................44
CHAPTER 5. RETURN PRESCRIPTIONS TO STOCK (RTS) - [ F4 ]..............................................................46
5.1. RTS PROCESS ...............................................................................................................................46
5.2. RTS REPORTS ...............................................................................................................................48
CHAPTER 6. INSPECT PRESCRIPTIONS - INSPECT [ F6 ] .............................................................................49
6.1. FINDING PRESCRIPTIONS USING THE INSPECT TAB ..............................................................49
CHAPTER 7. IDENTIFY PRESCRIPTION STATUS - HISTORY [ F7 ] .............................................................54
7.1. NARROWING YOUR SEARCH ......................................................................................................55
CHAPTER 8. GENERATE A REPORT - REPORTS [ F10 ]................................................................................57
8.1. REPORT TYPES. ............................................................................................................................57
8.2. REPORT BY PATIENT NAME. .......................................................................................................57
8.3. REPORT BY LOCATION. ...............................................................................................................57
8.4. RX AGING REPORT. ......................................................................................................................57
8.5. REPORT BY DRUG. .......................................................................................................................57
8.6. VOLUME SUMMARY. .....................................................................................................................57
8.7. VOLUME BY OPERATOR. .............................................................................................................57
8.8. HISTORY.........................................................................................................................................57
8.9. PARTIALLY DELIVERED ORDERS. ..............................................................................................57
8.10. HIPAA NOTICES...........................................................................................................................57
8.11. TAG MISREADS. ..........................................................................................................................58
8.12. CENTRAL FILL RECEIVE. ...........................................................................................................58
8.13. CENTRAL FILL RETURN. ............................................................................................................58
8.14. INVENTORY. .................................................................................................................................58
8.15. STEPS TO GENERATE A REPORT.............................................................................................58
8.16. VOLUME REPORTS. ....................................................................................................................59
8.17. VOLUME BY OPERATOR. ...........................................................................................................61
CHAPTER 9. THE SYSTEM ADMINISTRATOR ..................................................................................................62
9.1. INITIAL SET UP AND ADMINISTRATOR FUNCTIONS ................................................................62
9.2. ACCESS LEVEL .............................................................................................................................62
9.2.1. ADMINISTRATOR ........................................................................................................................ 62
9.2.2. SUPERVISOR ............................................................................................................................... 62
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9.2.3. RPH ............................................................................................................................................... 62
9.2.4. OPERATOR .................................................................................................................................. 62
9.3. IDENTIFY NEW USER OR UPDATE AN EXISTING USER ...........................................................63
9.3.1. ADD OR UPDATE USERS ........................................................................................................... 63
9.3.2. EDIT A USER ................................................................................................................................ 63
9.3.3. ENTER A NEW USER .................................................................................................................. 63
9.4. ADD SMARTBADGES ....................................................................................................................64
9.5. RESET OR PLACE A DRAWER ON- OR OFF-LINE .....................................................................65
9.6. UPLOAD LOGS ..............................................................................................................................66
CHAPTER 10. USER ALERTS.................................................................................................................................67
CHAPTER 11. TROUBLESHOOTING ...................................................................................................................71
11.1. POWER .........................................................................................................................................71
11.2. INTELLICAB DRAWER REMOVAL .............................................................................................71
11.3. INTELLICAB DRAWER REPLACEMENT ....................................................................................72
11.4. ALIGN THE DRAWERS ................................................................................................................73
11.5. STARTING THE FAIL-OVER SERVER ............................................................................................74
11.6. FIND PRESCRIPTIONS IF THE SYSTEM GOES DOWN ..................................................................74
11.7. LOCATE FAILED RFID TAGS WITH AN ELECTRONIC CUBBY REPORT .......................................74
CHAPTER 12. SYSTEM BACKUP AND RECOVERY ........................................................................................76
12.1. DATABASE AND EVENTLOG BACKUP .....................................................................................76
12.2. STANDBY SERVER......................................................................................................................76
12.3. PATIENT REPORT/PDF BACKUP ...............................................................................................76
12.3.1. STEPS TO LOCATING AND USING THE PATIENT REPORT ................................................. 77
12.3.2. STEPS TO UPDATE THE SYSTEM ONCE ALL INTELLICABS ARE BACK ONLINE ............ 78
12.4. DEVICE FAILURE AND RECOVERY OPERATION .....................................................................80
12.4.1. INTELLIPAD AND COMPONENTS ............................................................................................ 80
12.4.2. INTELLIPAD FAILURE ............................................................................................................... 81
12.4.3. SCANNER FAILURE .................................................................................................................. 82
12.4.4. SCANNER FAILURE - ENTRY SCREEN ................................................................................... 82
12.4.5. SCANNER FAILURE - LOGIN SCREEN.................................................................................... 82
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12.4.6. SCANNER FAILURE - SEARCH SCREEN ................................................................................ 83
12.4.7. INTELLIDRAWER FAILURE ...................................................................................................... 83
12.4.8. SWAP BASKETS........................................................................................................................ 83
12.4.9. USE DRAWER IN OFFLINE MODE ........................................................................................... 84
CHAPTER 13. SUPPORT AND WARRANTY ......................................................................................................86
13.1. ABOUT GSL SOLUTIONS, INC ...................................................................................................86
13.2. WARRANTY ................................................................................................................................86
13.3. HELP DESK ..................................................................................................................................87
APPENDIX A: USER IDENTIFICATION AND ROLES.........................................................................................88
APPENDIX B: INSTALLATION OF GSL WILL-CALL CLIENT APPLICATION (WCC) ...............................90
B.1. INFORMATION NEEDED FOR INSTALLATION .......................................................................90
B.1.1. PREPARING TO INSTALL THE GSL WILL-CALL CLIENT ....................................................... 90
B.2. INSTALLATION PROCEDURES FOR THE GSL WILL-CALL CLIENT SOFTWARE...................91
B.3. CONFIGURE THE WCC APPLICATION ON THE SERVER .........................................................94
B.4. OPTIONAL SCANNER AND INTELLIPAD CONFIGURATION .....................................................99
APPENDIX C: GSL SOLUTIONS WILL-CALL INTELLICAB™ SYSTEM OVERVIEW ............................101
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CHAPTER 1. INTRODUCTION
Congratulations on your selection of the Will-Call IntelliCab™ System from GSL
Solutions, Inc. Equipped with radio frequency identification, or RFID, the
IntelliCab is an intelligent new system designed to provide user accountability as
you identify, track, store, and accurately retrieve every prescription ─ every time!
From the very first day of operation, your new IntelliCab System will make your
will-call pharmacy operation more productive, more efficient, and much easier to
manage on a day-to-day basis. When your system goes “live,” you’ll experience
the benefits of the IntelliCab System firsthand as you streamline your pharmacy
workflow, improve accuracy, reduce costs, and deliver outstanding customer
service.
The System combines standard RFID tags (affixed to our SmartBaskets™) with
GSL’s proprietary RFID readers, our unique lockable electronic cabinet design,
our three-dimensional storage drawers, and our real-time IntelliSys™ tracking
software. The sleek, uncluttered design of the IntelliCab System creates a
professional, HIPAA-compliant appearance. And the system is very easy to use.
Once installed, your IntelliCab will virtually eliminate filing and retrieval errors,
annoying waiting lines, rummaging through hanging bags or drawers, and
dissatisfied customers.
1.1. USING THE INTELLICAB™ SYSTEM
► At its most basic level, the System has two primary user operations:
1) Filing prescriptions into the system, and
2) Retrieving prescriptions from the system.
Filing Prescriptions: The filing process begins when prescriptions are
“linked” for tracking. Each of the GSL workflow baskets, called
“SmartBaskets,” has an RFID chip embedded in one end. One or more
prescriptions for a single patient are then individually “associated” or linked
to the basket(s). GSL refers to this process as “coupling.”
During the coupling process, GSL makes use of the pharmacy management
interface to verify that no two patients’ prescriptions are accidentally bundled
within the same SmartBasket. This reduces the possibility of “mis-bundling”
prescriptions. Once SmartBasket-prescription combinations have been
coupled, they can be filed in any available IntelliCab location. Every cell in
each of the IntelliCab drawers contains an RFID reader that automatically
records the presence and location of the SmartBasket. This feature allows
the user to file “coupled” SmartBaskets anywhere they fit within the
IntelliCab.
Retrieving Prescriptions: Prescriptions are retrieved using GSL’s
intelligent Pick to the Light technology. The IntelliCab employs a
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combination of Lights, Sound and RFID technology to deliver real-time
confirmation that the worker retrieved the correct prescription(s).
1.1.1. SYSTEM OPERATIONS
User accountability is a key feature of the System. During System setup, each user is given a defined User Role and assigned a User
SmartBadge™. The User Role determines which system operations will
be available to the particular user, and the SmartBadge confirms the
user’s access for every operation. From linking prescriptions to opening
drawers, user access and all system activity are recorded in real-time.
Five basic user roles must be defined when the system is installed: the
Operators, the Pharmacists (RPh), the Vault Tech, the Supervisors, and
the Administrators. A checklist for entering users into the system is
provided in Appendix A.
1.1.1.1. Operators. In general, all users can perform the following
operations:
 ENTRY [F1] is used to enter customer data and begin the filing
process, including the linking/unlinking process of
associating with SmartBaskets.
 SEARCH [F2] is used for will-call lookup and prescription retrieval.
 RETURN TO STOCK [F4] is used to locate items to be restocked.
 HISTORY [F7] is used to locate available information about single
or multiple prescriptions, whether or not they have been
delivered.
 REPORTS [F10] are used to Print reports or Save them to a file.
1.1.1.2. RPH. Reserved for the Pharmacist. The Pharmacist can override
warnings, but does not have access to the Admin [Press Alt+A]
screen.
1.1.1.3. Supervisors perform the general operations, above, plus:
 INSPECT [F6] – locate prescriptions for verification (does not
unlink).
NOTE: The System software provides real-time tracking of
prescriptions. All screens are dynamic, and refresh in real time,
so users continuously receive accurate information.
1.1.1.4. Administrators have a unique set of functions they must
perform to prepare the system for use and maintenance. The
Administrator functions are included in Chapter 9. A separate
function –ADMIN [A + Alt]– is available only to Administrative
personnel and is used to configure the database, enter
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SmartBadge and user I.D. information, set intervals for reports,
etc.
1.1.2. TERMS
The following terms are used throughout this Guide.
Coupling Station – The physical location of one of the networked PCs,
which may include an RFID pad reader and a barcode scanner, where
prescriptions are linked (“coupled”) to their basket I.D., identified in the
database, and sealed for shelving.
SmartCells™ – The uniquely-identified locations, or “cubbies,” into
which individual SmartBaskets are placed.
FOA – “Fill On Arrival.” Term used in retail. Interchangeable with TOS;
“Temporarily Out of Stock” or Partial Fill.
Will-Call Client (WCC) – The interface between the users and the
IntelliSys server. Allows the users to access the database and
IntelliCabs.
AutoSign™ – An add-on system to IntelliSys to electronically capture,
store, and manage signatures. This feature may be configured as
signature required for no safety caps, all prescriptions, for controlled
substances, or for special handling drugs.
1.1.3. EQUIPMENT DESCRIPTION
IntelliPad™ – RFID pad reader, located on or under the counter at the
coupling station.
IntelliCab™ – The cabinets that house 3 to 4 drawers using RFID
technology to track prescriptions. Each drawer operates independently
of each other. So in an event where a drawer has become unusable, the
adjacent drawers can house the prescriptions until the drawer can be
repaired.
IntelliSys™ Server – The primary computer containing GSL’s software
and the IntelliCab database; used for managing the IntelliCab System.
The IntelliSys Server includes two customized servers – a primary and a
backup.
SmartBaskets™ – GSL’s patented containers equipped with RFID tags
and lids. Used as containers for all prescription information and
materials throughout the filling, storing and retrieval process.
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SmartBadge™ – An I.D. badge that uses the same RFID technology as
the SmartBaskets to identify users to the IntelliCab drawers and the WillCall Client.
2D Scanner – Multiple purpose scanner. Used primarily at customer
pickup windows for its ability to read 2 dimensional barcodes on I.D.
cards.
Bluetooth scanner – Wireless scanner used to remotely couple items
into overstock and refrigerator locations.
Signature Pad – A USB powered device used in conjunction with
AutoSign to capture a patient’s signature.
1.2. GSL INTELLISYS FEATURES
► Press the associated Function or Combo keys to access each of these
features:
1.2.1. ENTRY [F1]─to quickly enter customer information via a keyboard or
barcode reader and begin the filing process.
1.2.2. VERIFY [F3]─to ...
1.2.3. SEARCH [F2]─to locate a patient’s prescriptions and associated items,
such as notes, special orders, etc. IntelliSys allows for several ways to
search the database. The preferred and most accurate way is to scan the
patient’s I.D. card. Alternatively, prescriptions can be retrieved using only a
few key strokes to identify the customer’s name, prescription I.D., etc.
1.2.4. RETURN TO STOCK [F4]─to locate and retrieve items that need to be
retrieved from Will Call and returned to stock.
1.2.5. INSPECT [F6] ─to locate a prescription, drug, or patient filed in the
IntelliCab to verify content, patient, or quantity. After inspection, the
SmartBasket does not require re-linking. (User must have supervisor access
for this function to be visible).
1.2.6. HISTORY [F7]─to locate available information about single or multiple
prescription(s), whether or not they have been delivered.
1.2.7. REPORTS [F10]─to print reports or save to file. Users can view and print
reports by drug and quantity, patient name, location, aging status, or partial
delivery status.
1.2.8. ADMIN [A + Alt]─available only to Administrative personnel and can be
used to configure the database, enter badge and user I.D. information, set
intervals for reports, etc. This option is not visible to non-Administrative
users.
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CHAPTER 2.
BASIC SYSTEM OPERATION
The System differentiates between logging in at the beginning of your shift and
logging in during your shift to use the System. At the beginning of your shift, an
RFID SmartBadge must be associated to the user and log-in credentials must be
entered. During your shift, logging in is as simple as placing your associated
badge on the RFID pad, by scanning the barcode on your badge, or typing the
SmartBadge’s three-digit code.
2.1. STARTING INTELLISYS ON THE WORKSTATION
If the software is not yet in use on the workstation, you must begin by
double-clicking the GSL Solutions icon on the desktop. The software
performs an automatic verification to ensure the system is using the most
current version. If updates are available, automatic downloading begins and a
progress box is displayed.
A splash screen appears containing a series of check boxes. If any part of
the initialization process is interrupted, the user should contact their IT
department. Splash screen initialization includes:
a.
b.
c.
d.
e.
f.
Application server reachable.
Establishing queue service to Location server.
Establishing queue service to Application server.
Heartbeat from Location server.
Heartbeat from Application server.
Getting configuration.
Figure 1. Initialization screen.
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2.2. LOGGING IN/OUT OF THE SYSTEM.
2.2.1. LOGGING IN AT THE BEGINNING OF SHIFT.
Users must log-in at the start of each shift. The duration of each shift is
determined by the Administrator. To log-in, Users identify themselves by
using the User SmartBadge associated with them for that day. Logging in
can be accomplished by placing the SmartBadge on an IntelliPad, by
scanning the SmartBadge I.D. barcode with a barcode scanner, or by
typing in the SmartBadge’s three-digit code at the Log-in screen.
TIP: You can log-in to the IntelliSys System using any available client
workstation.
Figure 2. Log-in screen.
Place your I.D. badge on the RFID reader or barcode scanner to identify
your badge to the system. You may also enter the three alphanumeric
characters displayed on your GSL RFID badge (its “friendly name”).
After you have identified your badge to the system enter your Log-in name
and password. The Log-in name is not case sensitive. The password is
case-sensitive.
You only have to log-in once per day or per shift. After you have logged in,
your badge is activated for the duration of your shift.
If you manually enter the information, your log-in Name and Password must
be entered accurately before you will be given access to the System.
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2.2.2. ACCESSING (USING) THE SYSTEM
After completing the ‘beginning of shift’ log-in; the user can access the
System by:
a) Placing the associated I.D. badge on an RFID reader;
b) scanning the SmartBadge barcode with any available GSL scanner,
or,
c) typing the SmartBadge “friendly” name and providing username and
password.
2.2.3. MULTIPLE SERVER LOG-IN
Some installations of IntelliSys require independent servers for multiple
local pharmacies. While each pharmacy “site” is accessible from any
location, you must treat each log-in as unique for each location. For
instance, if you log-into pharmacy A for the day and later need to
access the database at pharmacy B, you must also log-in in for the day
at pharmacy B.
When logging into a system with multiple servers, you must first select
the proper location and log-in as normal. To access the Log-in screen,
press [F9] to log-out and then click the “Switch Servers” button.
Figure 3. The server selection dialog box. Select the server you wish to
log-in to and click the OK button.
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Figure 4. Multi Server Log-in Box. Note the Server identified in the bottom of the box
by name and color. Each server will have a unique name and color associated with
it. Click the Switch Server button on the bottom right to return to the server selection
dialog box. When working in a multiple-site configuration, make sure to enter
prescriptions into the correct pharmacy server.
Figure 5. The Entry Screen [F1].
TIP: Each server location is identified at the top of the screen by name and a color.
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2.3. LOGGING OUT
To log-out, press [F9] or click the
symbol.
TIP: GSL recommends users log-out whenever they leave the
workstation for a period of time. This ensures the system only records
transactions performed by active users.
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CHAPTER 3. ENTER PRESCRIPTIONS INTO THE SYSTEM – ENTRY [ F1 ]
WORKING AREA
Figure 6. ENTRY [F1] screen. The Working Area is used to provide all the necessary
information about a given prescription or set of prescriptions. The right side provides
current status of the prescription(s).
Note: For installations where multiple local pharmacies can be accessed,
you must first select and log-into the proper location before entering
prescriptions into the system. (See section 2.2.3.)
► During the prescription entry process, the System software continuously
displays the real-time status of items associated with a given patient, as shown in
the two areas on the right side of the entry screen. In the Associated items area
on the left side of the ENTRY [F1] screen, icon buttons are used to provide
additional information or to modify a prescription entry.
3.1. USING THE ENTRY [F1] SCREEN
The association between a SmartBasket and the prescription(s) it contains must
be entered into the system at some time during the production process, before
the prescription is filed. This process is known as “coupling” or “linking”.
Types of Coupling:




Coupling prescriptions to a SmartBasket.
Coupling prescriptions in the Refrigerator.
Coupling prescriptions to the Oversized Area.
Custom Item Coupling (Lost I.D. Card, Hard Copy Prescription, etc.).
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Coupling Tip: The System requires coupling to be done in a series of
predetermined sequences. First, it wants to see a SmartBasket on the
IntelliPad. After the System successfully reads the SmartBasket, you can
then scan the Rx number barcode.
3.1.1. NORMAL COUPLING
1. Use your badge to identify yourself and access the database (Log-in).
2. Press F1 to access the ENTRY screen. Note the three main areas of the
screen (Figure 6).
3. Use the IntelliPad RFID reader to read the SmartBasket RFID tag.
4. Scan the prescription to enter the item number, patient name, etc., into the
database. The SmartBasket I.D. is now ‘coupled’ to the prescription(s); the
Basket/Location is shown at the lower left of the screen, and the item is added to
the list on the lower right of linked prescriptions ready for filing, under ‘Current
status of recent transactions.’
TIP: Be sure to wait to hear the confirming beeps before removing or filing
the SmartBasket. If you don’t hear a confirming beep but the screen
acknowledges you have successfully coupled the prescription, check the
volume setting on the workstation’s external speakers.
Note: If you get out of sequence and scan a prescription barcode and no
SmartBasket is present on the IntelliPad RFID reader, a warning is displayed on
the screen. Plus, your scanner will alarm and beep until you acknowledge the
error. Click the OK button to proceed.
The “No Baskets” section of the screen must be kept empty. This section
highlights prescriptions that have been entered into the system but have not yet
been associated with a SmartBasket or Oversize bin. Any entries in the “No
Baskets” section must be reconciled before proceeding.
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Figure 7. ENTRY [F1] screen: Scan rejected - no SmartBasket present. Click the
OK button to proceed.
3.1.2. COUPLING PRESCRIPTION(S) IN THE REFRIGERATOR
Note: You can file refrigerator items using any of the GSL
“Workstations” or “Coupling” (with IntelliPad) stations. The filing
process is slightly different depending on the type of scanner (tethered
or wireless) associated with the workstation.
3.1.2.1.
COUPLING STATION WITH WIRELESS SCANNER
If using a GSL Coupling Station (with an IntelliPad), the user must
a) Click on the ‘Allow RX Scan Without Basket’ button located in the
upper-right of the Entry [F1] screen (see Figure 8).
b) Scan the barcode on the desired prescription(s) with the wireless
Bluetooth scanner.
c) Locate an empty bar-coded storage bin in the refrigerator. Scan the
barcode on the empty bin and the user will hear a “happy” chirp
indicating the linking occurred.
Note: The “Allow Rx Scan Without a Basket” button will deactivate after
each successful coupling attempt and must be reclicked to couple to
another location.
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Figure 8. Entry screen close-up showing the “Allow Rx Scan without Basket” message.
3.1.2.2. COUPLING STATION WITH TETHERED SCANNER
In this case, the user must bring the empty refrigerator basket to the workstation.
The process is similar to 3.1.2.1:
a) The user must click on the ‘Allow RX Scan Without Basket’ button
located in the upper-right of the ENTRY [F1] screen (see Figure 8).
b) Scan the prescription number barcode(s).
c) Scan the barcode on the empty bin and the user will hear a “happy”
chirp indicating the linking occurred.
3.1.2.3. WORKSTATION WITH TETHERED SCANNER
Note:
By definition “Workstations” do NOT have an associated
IntelliPad. It is not necessary to click the “Allow RX Scan Without
Basket” button. In fact the button won’t be visible in the Workstation
configurations.
The process:
a) Go to the ENTRY [F1] screen.
b) Scan the prescription number barcode(s)
c) Scan the barcode on the empty bin and the user will hear a “happy”
chirp indicating the linking occurred.
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3.1.3. COUPLING PRESCRIPTION(S) TO THE OVERSIZED AREA
To file prescriptions in the oversized area, follow the steps listed above in
section 3.1.2 COUPLING PRESCRIPTION(S) IN THE REFRIGERATOR.
3.1.4. CUSTOM ITEM COUPLING
A custom item is any non-prescription item without a barcode. For example
you can couple a lost I.D. card or a hard copy prescription, to be handed back
to the patient, into a SmartBasket.
1. Press [F1] to access the ENTRY screen.
2. Place a basket on the IntelliPad.
3. Enter the patient’s social security number into the “Rx or Name” field.
Note: entering the Patient’s social security number allows the items to be
found in the Search [F2] tab by scanning the patient’s I.D. card. If the
social security number is not known enter the patient’s last name; when
the patient returns the item will have to be found manually.
4. Enter all known customer information in the Customer Data field and click
OK. It is important to fill in as much demographic information as possible
to enable the Second Patient Identifier feature to work.
Figure 9. Customer data field.
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Note: If a patient has had items previously in IntelliSys their information will be
saved in the database. Select your patient from the drop-down list and
IntelliSys will fill in the fields for you.
5. Enter the item’s description into the “Rx or Name” field.
Figure 10. Custom item description.
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TIP: When placing the prescription items in the SmartBasket, make sure
products containing foil seals and wrappers are not placed at the back of
the SmartBasket. Foil packaging can interrupt the successful reading of the
RFID tag in the basket (Figures 11 and 12).
Figures 11 and 12. Incorrect and Correct placement of items in SmartBasket. Foil
packaging should not be placed at back of basket.
3.2. SPECIAL ACTION ICONS. Special action icons in the Associated items
window are used to deliver information or manage the status associated with
a prescription. For example, notes may be entered with a prescription. You
can hover or hold the cursor over each icon to see its function:
Figure 13. ENTRY [F1] screen close-up – Associated items.
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3.2.1. NOTES
Notes. Hover over this icon to see any Notes already entered, or click to
enter a new Note. Once a Note is entered, the Notes icon will be highlighted
yellow. When the retrieval function is performed, a flashing alert above the
patient’s name will indicate the notes below.
Figure 14. Entry screen close-up – Highlighted Notes icon.
Hold the cursor over the highlighted Notes icon to see any notes entered
regarding the prescription, including by whom and when the item was entered.
[Figures 15 -21. Icons and messages in the Associated items window.]
To add a note to a prescription, click
the Notes icon, type in the
information, and then close the box
by clicking the “x” in the right corner
or by moving the cursor outside the
box.
Figure 15. ENTRY [F1] screen close-up – Notes
Window.
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3.2.2. REMOVE ITEMS FROM THE SYSTEM
Remove this item from the system.
Use this option in case of an incorrect
entry. Click this icon to completely
redo the entry. This will disassociate
the prescription from the SmartBasket
and remove it from the system. This
can also be done by clicking on the “X
all Items” button above the window.
Figure 16. Remove item from system.
3.2.3. RESET ITEMS FROM A SMARTBASKET
Reset and remove this item from
this SmartBasket. Click this icon to
go back to the start of the
prescription entry process without
removing the item’s history. This
should be used when single items
need to be removed, rather than
taking out all the contents of the
Figure 17. Reset and remove items.
container. The removed items will be
shown in the “No Baskets” section of the screen. To remove the item(s) from
the “No Baskets” section, re-scan the Rx into the same or another container.
3.2.4. REMOVE ITEMS FROM A SMARTBASKET
Remove this item from this
SmartBasket. This option lets
the user move an item to a
different SmartBasket, but it
retains all of the pharmacist’s
verification information. For
example,
if
several
prescriptions for a single
patient are being filled and the
Figure 18. Remove items from SmartBasket.
SmartBasket is full, select this
option to move one or more of the materials to a different basket. The
removed items will be shown in the “No Baskets” section of the screen. To
remove the item(s) from the “No Baskets” section, re-scan the Rx into the
same or another SmartBasket.
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3.2.5. CREATE A FOA/TOS FOR AN ITEM
Create a FOA/TOS for this
item. Click this option to
keep track of partial fills or
FOAs. When the prescription
is completely filled, the
“Fulfills Rx” box should be
checked. If it is not checked,
more product will have to be
provided when available.
Figure 19. Create a FOA/TOS for an item.
Figure 20. Error message – partial fill status.
An error message at the top of the working area will alert the user to
the partial fill status of the prescription (Figure 20).
When the prescription is
filled, the Associated items
screen
indicates
the
prescription is complete.
Figure 21. ”Fulfills Rx” shows prescription completed.
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3.2.6. DO NOT DISPENSE BEFORE DATE
IntelliSys gives you the ability to change the date the item is available for pickup.
A user attempting to dispense the items will receive a warning that the item is not
due to be dispensed until a specific date and will not have access to the items
prior to the entered date.
To change the date click on the date in the “Not Before” column and enter a new
date in the MM/DD/YYYY format, either by typing or by using the date picker, and
press [Enter]. After the date has been changed it will be highlighted yellow to
indicate the date has been modified.
Figure 22.The yellow highlighted date indicates a modified date.
Note: Supervisors and Pharmacists will still get a warning when attempting to pull an
item before a “Do Not DSP Before” date but they may choose to override it.
3.2.7.
CREATION DATE. You may also edit the creation date using the
same methods as described for changing the do not dispense date.
Changing this date will only affect when the item will be pulled for noncompliance. You cannot enter a future date into this field. A date picker is
also provided here for easier editing.
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3.3. COUPLED PRESCRIPTION(S) AND SMARTBASKETS
► Prescriptions entered into the System’s database and “coupled” or associated
with a particular SmartBasket are then ready to be shelved (placed into the
IntelliCabs). All coupled prescriptions, shelved or unshelved, are displayed on the
lower right side of the Entry screen under the heading ‘Verified’ (Figure 23).
Figure 23. ENTRY [F1] screen close-up – Prescriptions ready for delivery.
Figure 24.Coupling Stations associate prescriptions with SmartBaskets for
filing and retrieval.
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3.3.1. FILE COUPLED PRESCRIPTIONS IN THE INTELLICAB
With multiple IntelliDrawers available, the users need to know which
IntelliDrawer has the most available “cubbies” for each size SmartBasket. To
find the most available, the user simply presses the round blue button on
ANY IntelliDrawer and the GSL Logo will light up the most available of each
size SmartBasket (small, medium, and large).
Once an IntelliCab drawer is identified as having the most available space,
the user must “authenticate” access to the IntelliCab by holding his/her
SmartBadge up to the numeric pad on the IntelliDrawer. (Users must log-in
at the start of the shift before they are allowed to access the IntelliDrawers.
See Chapter 2, section 2.1.) When authenticated, the GSL Logo flashes to
notify the user that access has been granted.
Once authenticated, open the drawer and place the appropriate
SmartBasket in any available cubby. The SmartBasket is placed into the
cubby with the opening facing out. Once the SmartBasket is “shelved,” green
indicator lights flash below the SmartBasket and a “happy” chirp notifies the
user the SmartBasket has been shelved successfully.
After the user shelves all available SmartBaskets of a particular size, or
when there are no empty cubbies remaining, simply close the drawer.
Repeat as necessary.
1. PRESS BUTTON FOR LOCATION
2. AUTHENTICATE TO OPEN
3. FILE ANYWHERE IT FITS
Figure 25. Filing linked SmartBaskets into the IntelliCab.
TIP: Be sure to wait until you see the lights below the baskets blink and hear
the confirmation beeps before proceeding. This ensures any defective
SmartBaskets, or a SmartBasket without a linked or verified prescription, can
be quickly replaced or corrected.
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CHAPTER 4. RETRIEVE PRESCRIPTIONS - SEARCH [ F2 ]
4.1. THE RETRIEVAL PROCESS: PHOTO OVERVIEW
1. LOOK-UP, THEN PRESS [F12]
2. AUTHENTICATE
3. RETRIEVE
1. LOOK-UP, THEN PRESS [F12]
2. AUTHENTICATE
3. RETRIEVE
Figure 26.The Prescription Retrieval Process – Look-up, Get Pick Number,
Follow the Lights.
4.2.
LOCATE A PRESCRIPTION FOR RETRIEVAL
Prescriptions can be located in several ways, depending on how the system is
configured. Identification information used to search for a prescription may include
entering several letters of the patient’s name, the customer I.D., SmartBasket
number, Item number, etc.
1. Press or click on the SEARCH [F2], if it is not currently displayed.
2. Enter the information associated with the prescription you want to locate.
You can place the cursor in any of the white boxes associated with a
particular data field, such as “Last Name,” “First Name,” “DOB,” etc., and
then enter the I.D. information. If only a partial name or other I.D. is
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entered, all possible matches will be highlighted. The default search
setting is by last name.
Individual arrows show each
separate location of items for
this patient/customer.
Figure 27. Search using two letters of the patient name.
Once a single patient is located, users can hold the cursor over the Phone or
DOB column to see and confirm the customer’s telephone number or date of
birth if additional identification is required. (See inset above). Click on a column
header to prioritize your search by that column’s information. Data will be
resorted in alphanumeric fashion.
TIP: To see a detailed history of a particular item, right-click the mouse to
open a pop-up window. Notes can be added to this box as needed. Close
the window by clicking on the X in the upper right corner, or by moving the
cursor anywhere outside the window.
Using the mouse, left click on the correct selection. If the item cannot be
retrieved, an X is shown instead of an arrow in the box next to the patient name.
Hold the cursor over the X to see the explanation.
Location and status of the prescription are shown to the right of the Search
window: ‘Items Selectable For Retrieval.’ Information provided includes shelving
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status, FOA/TOS, verification, etc. The status window on the Search screen can
display prescription status as well as notes regarding the order.
NOTE: If you click on the arrow to search for the prescription and it
can’t be located, a Caution Screen will appear.
Figure 28.Search results are displayed in the status window.
Search can deliver a special results screen that displays the notes and other
prescription information, along with information regarding where the items are
located. This is especially helpful for oversized or hard to shelve items such as
bottles of liquid, durable medical equipment, etc. (Figure 28).
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Multiple items and containers or locations can be included in Search results
(Figure 29).
Figure 29. Search Results for multiple locations.
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4.3. PICK TO THE LIGHT
4.3.1. FOLLOW THE LIGHTS. Once a patient is selected, press [F12] or click
on the “Pull” button in the top right corner of the screen to initiate
retrieval. Proceed to the IntelliCab which displays the light and
number matching that on the workstation.
4.3.2. SECOND PATIENT IDENTIFIER. The Second Patient Identifier feature
codifies Pharmacy “Best Practice and Rules” that requires the
dispensing clerk to ask the patient for a second patient identifier such
as Date of Birth, Telephone Number, Dr. Name, or Patient Street
Address to ensure dispensing accuracy. The dispensing clerk enters
this information into the “Confirmation Status: Not Confirmed” screen
(Figure 30) and presses [Enter]. When the screen displays
“Confirmation Status: Confirmed” (Figure 31), press [Enter] once more
and the “Pick” screen (Figure 32) is displayed. The dispensing clerk’s
name and pick assignment number will be displayed on the
workstation screen. Proceed to the IntelliCab which displays the light
and number matching that on the workstation.
Figure 30. Second Patient Identifier: Confirmation Status screen.
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Figure 31. Second Patient Identifier: Confirmation Status Confirmed.
If the person picking up for the patient does not know the secondary
information, the RPh must become involved. The dispensing clerk
clicks on the [Override] button on the bottom of the screen (Figure 30)
and another log-in screen appears (Figure 33) and the RPh must login in order to override. Note at the top of the screen (Figure 34) that
the RPh now has control. At this point, if the RPh has enough
information to discover if the person picking up the prescription is
picking up for the correct patient, they may now press the [Confirm:
Perform Pull] button, or press [Enter] on the keyboard.
Control then reverts back to the dispensing clerk who now receives a
“Pick” screen (Figure 35). All overrides and actions are logged within
the system in the prescription’s History.
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Figure 32. Second Patient Identifier: Standard Pick screen.
Figure 33. Second Patient Identifier: Pharmacist’s Log-in screen.
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Figure 34. Second Patient Identifier: Pharmacist Controls Confirmation Status screen.
Figure 35. Second Patient Identifier: Returned to Standard Pick screen.
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4.3.3. MANDATORY CONSULT.
The Mandatory Consult feature involves
drugs that need special handling by the RPh in order to ensure that
the prescription is dispensed to the correct patient.
The dispensing clerk attempts to perform the retrieval operation and
receives a message that a RPh MUST become involved. (Figure 36)
At this point the RPh needs to log-in and perform the Pull [F12],
retrieval and deliver functions.
Figure 36. Mandatory Consult. Special Handling Required.
The RPh logs-in, receives the Second Patient Identifier screen and
must enter the secondary identification or override. (Figures 37 and
38). The RPh clicks the [Confirm: Perform Pull] button on the screen,
or press [Enter] on the keyboard. At this point they will receive the
normal retrieval screen. (Figure 39). Note the message on screen
saying to Proceed with Caution. Alert tones also occur, further
indicating this is a special case.
The RPh retrieves the Rx, consults, and then logs off [F9], allowing
the dispensing clerk to proceed.
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Figure 37. Mandatory Consult. RPh must enter secondary identification or override.
Figure 38. Mandatory Consult. RPh secondary identification is confirmed
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.
Figure 39. Mandatory Consult. Normal retrieval screen showing an Rx
that is in a basket that has not been shelved.
4.3.4. AUTHENTICATE. After identifying the IntelliCab which displays the
light and number matching that on the workstation, hold the
SmartBadge up to the front panel on the IntelliCab to authenticate
access to the cabinet. The SmartBadge should be held there until the
identified number and light start blinking.
4.3.5. RETRIEVE. Once authenticated to access the IntelliCab, the user
opens the drawer and locates the SmartBasket with the 3 green LED
lights displayed BELOW the SmartBasket. The user removes the
SmartBasket and returns to the workstation. A patient may have
prescriptions in multiple SmartBaskets. If more than one SmartBasket
is lit, remove ALL SmartBaskets as noted above. If more than one
IntelliCab is displaying the user’s number and light, this process can
be repeated as necessary. Once all SmartBaskets are retrieved, the
workstation will return to the Search [F2] screen.
4.3.6. If the workstation displays ‘Your Current Manual Pick List:’ the user
proceeds to the location listed on the screen and retrieves the items.
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Figure 40. Search results may vary, depending on the system configuration. Oversized or unusual
items can be located readily using flexible location identification during prescription linking.
4.3.7. When retrieving items from the Oversized or Refrigerated area, the
user must return to the workstation and scan the Rx number. A
warning screen will be displayed if the user forgets to confirm or
cancel the manual pull of the item (see Figure 41). If this occurs, the
user may click on the "confirm pull" button in the upper right side of
the Search [F2] screen. Only use this method if the user can confirm
they did dispense to the patient and forgot to scan the medication out
of the system.
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Figure 41. Warning screen advises user to either Confirm or Cancel a
manual pull operation.
4.4. AUTOSIGN. AutoSign is an add-on subsystem for IntelliSys. AutoSign
enables the pharmacy to electronically capture a patient’s signature for an
item(s) at pickup. The AutoSign feature may be configured as signature required
for no safety caps, all prescriptions, for controlled substances, or for special
handling drugs
4.4.1. BASIC AUTOSIGN PROCEDURE
1. Follow our normal selection and retrieval process for retrieving a
patient’s prescriptions. When the last item is retrieved from the drawer
or confirmed from the refrigerator/overstock area, the signature pad is
automatically loaded with prescription and patient information and the
pick screen changes to the AutoSign screen.
2. The patient signs the signature pad and pushes “ok.”
3. The user verifies the information is correct (driver’s license number,
phone number) accepts the signature and processes the items.
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Items waiting to be
processed
The process button
completes the
transaction
Real time snap shot of
the signature pad
Reload button for
Signature pad
Figure 42. AutoSign screen
4.4.2. AUTOSIGN PROCESSING OPTIONS.
4.4.2.1 The user can choose to process the prescriptions in a number of
different ways by selecting the appropriate check box for each
individual item.
4.4.2.2
Delivered-signed. Check this box when the recipient has signed
for the item.
Note: Once the patient has signed and pushed “OK” on the signature pad,
AutoSign will check this box automatically.
4.4.2.3 Delivered-not signed. Check this box if a patient received and
item(s) and did not sign for it.
4.4.2.4 Hold. Check this box if a prescription needs to be returned to the
IntelliCab.
Note: Items that have been marked as “hold” must be recoupled before they
are filed back into the IntelliCab.
4.4.2.5
RTS. Check this box when a patient does not receive the item
and it is returned to stock (non-compliance).
4.4.2.6
Destroy. Check this box when a patient does not receive an item
and the item is not returned to stock.
4.4.2.7
Notes. A note may still be added to a prescription (similar to
adding a note when coupling) for future reference. The note may
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be retrieved from the History [F7] tab. (See Chapter 7 for more
information on the History [F7] tab).
Once all the correct boxes have been chosen for each item
simply click the “process all items” button to complete the
process and return to the SEARCH [F2] screen.
4.5. OTHER FEATURES
EASYOFF CAPS AUTHORIZATION
To capture a signature for EasyOff caps, click on the History tab
or press F7.
Locate, highlight, and right click on the patient’s name. Then
select Show Patient/Customer.
Click the Capture button and have the patient sign on the
signature pad and click OK.
After the patient clicks OK, click the Accept Signature button on
your Workstation.
Figure 43. EasyOff Caps Authorization. After the patient has authorized EasyOff
caps, IntelliSys will display a reminder when the prescriptions are coupled and
retrieved.
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Figure 44. EasyOff caps reminder during coupling.
Figure 45. EasyOff caps reminder during searching.
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CHAPTER 5. RETURN PRESCRIPTIONS TO STOCK (RTS) - [ F4 ]
The System streamlines the Return to Stock (RTS) process. IntelliSys tracks the age
of a prescription, in real time, from the moment it was coupled. Depending on the
system’s configuration, the Return to Stock [F4] screen displays the currently defined
pick list. Note that the Initial Creation date (ENTRY [F1] screen) may be modified to
change when prescriptions are returned to stock (Figure 46).
5.1. RTS PROCESS
Press [F4] or click the Return to Stock [F4] button to access the Return to Stock
screen.
5.1.1. Highlight the prescriptions you want to pull for return.
There are multiple ways to highlight the items you wish to pull for RTS.
5.1.1.1. Enter the number of days you wish to pull above the Age
column.
Figure 46. Return to Stock [F4] screen. Selected items ready to pull.
Blue highlighted items are controlled substances.
5.1.1.2. [SHIFT] click. To use [SHIFT] click, click on the uppermost
item you wish to RTS. Then scroll down and hold the shift key on
the keyboard and click the last prescription you want to RTS.
Every prescription between the two items clicked will
automatically be highlighted.
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5.1.1.3. Click on the Pull button located in the upper-right side of the
SEARCH [F2] screen or push [F12].
Follow the usual Pick to the Light retrieval steps. After the items
are retrieved from the IntelliCabs, follow normal DRX procedures.
Figure 47. Return to Stock [F4] screen – find everything in a specified age range.
Note: only users identified as RPh or Administrators are allowed access
to controlled substances for RTS.
Figure 48. Return to Stock [F4] – Controlled substances warning.
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5.2. RTS REPORTS can be output to a printer, saved as a PDF file, or exported to
Microsoft® Excel (see Figure 49). For more on reports see Chapter 7.
Figure 49. REPORTS [F10] can be generated based on RTS.
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CHAPTER 6. INSPECT PRESCRIPTIONS - INSPECT [ F6 ]
The INSPECT [F6] function allows a user to retrieve and inspect the contents of a
linked SmartBasket(s). After the SmartBasket is retrieved, it may either be unlinked
or re-shelved without having to re-link the contents to the SmartBasket.
Tip: This function can be very useful if you want to find all locations of
prescriptions for drug recalls.
Controlled
Substance Filter
Search Bar
Search Results
Area
Figure 50. INSPECT [F6] screen.
NOTE: The INSPECT [F6] screen is only visible to users authorized by a
supervisor. The setting must be selected in the system configurator
located on the server (see your GSL site administrator).
6.1. FINDING PRESCRIPTIONS USING THE INSPECT TAB
If access is granted by a supervisor, the INSPECT [F6] tab is visible on the top
banner of the screen. Click or press [F6] to display the Inspect screen.
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Finding and selecting prescriptions in the Inspect tab works very similarly to the
Search and RTS tabs. You may sort the database by clicking the header at the
top of the columns, typing in the white boxes located above each column, or by
using the search bar unique to the Inspect tab.
A combination of search strings can be entered in the search bar. The following
table lists all the possible searchable data.
Searchable Data Identifiers
Search
Field
Syntax
Database Category
DQ:
DRNF:
DRNL:
DRP:
DRS:
DRZ:
DM:
DN:
DP:
DS:
IAN:
ICN:
NN:
PA:
PC:
PCP:
PD:
PI:
PNF:
PNL:
PP:
PS:
PZ:
RX:
SID:
Dispense Quantity
Doctor's First Name
Doctor's Last Name
Doctor's Phone Number
Doctor's State (postal abbreviation)
Doctor's Zip Code
Drug Manufacturer
Drug Name
Drug Package
Drug Strength
Insurance Authorization Number
Insurance Company Name
NDC Number
Patient Street Address
Patient City
Patient's Copay
Patient DOB (MM/DD/YYYY)
Patient I.D. number
Patient First Name
Patient Last Name
Patient Phone Number
Patient State (postal abbreviation)
Patient Zip Code
Prescription Number
Sponsor's I.D.
You can also distinguish between Controlled and Non-controlled substances by
using the controlled substance filter.
A shadowed check will include all items in the list.
A checked box will list only Controlled substances.
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An unchecked box will list only Non-controlled items.
Simply type the information you are searching for and click the Filter button on
the right side of the screen. A table will appear with the results (Figure 51).
Left mouse click on the first item to highlight; then right mouse click to see a text
box of options. At this point you have two choices: Enable the item to pull for
inspection, or Show Details for…1. Container or 2.Patient name and prescription
data.
Figure 51. INSPECT [F6] screen – right mouse click to enable pull for inspection.
If an item is Enabled to pull for inspection, then follow the lights to the IntelliCab
that displays the number and color displayed on the screen (same as the
retrieval process).
Once you retrieve the item for inspection, the prescription may be decoupled
from the SmartBasket (see ENTRY [F1] screen) or re-shelved. If you want to
return the prescription to the cabinet (in the original SmartBasket) you may
simply return it to any open cubby in the same IntelliDrawer as long as the
drawer remained open during inspection. If you closed the drawer after
retrieval, the item must be Verified [F3] before returning it to the IntelliDrawer.
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Figure 52. INSPECT [F6] screen – right mouse click to Show Detail for... patient.
If you choose to Show Detail for… then you must click on either the container
button, patient name button or the prescription button.
Clicking on the patient name button allows the user to see the prescription
history, i.e., drug name and quantity.
Clicking the container button allows the user to see the history of the container
and its current location.
Clicking on the prescription button displays the patients name, I.D., DOB, and
phone number.
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Figure 53. INSPECT [F6] screen with container contents displayed.
Figure 54. INSPECT [F6] screen with patient contents displayed.
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CHAPTER 7. IDENTIFY PRESCRIPTION STATUS - HISTORY [ F7 ]
The HISTORY [F7] screen can display detailed information about every item in the
database. Users can choose to review the history of every prescription, or only those
which have been delivered.
Data Filter Bar
Historic Data
Database
Figure 55. History [F7] screen.
Press F7 or click on the History [F7] button to access the History screen.
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7.1. NARROWING YOUR SEARCH
The History [F7] tab has a comprehensive filter bar to assist you in searching for
data.
7.1.1. Start and End date.
Use this to reduce the table to a manageable size by limiting the range
of dates.
7.1.2. Most recent.
Check this box to display only the most recent activity for each
prescription in the database. If left unchecked each action for each
prescription will be individualized and listed in the database area of the
history screen.
7.1.3. Controlled Substance Filter
This filter works identically to the INSPECT Controlled substance filter.
A shadowed check will include all items in the list.
A checked box will list only Controlled substances.
An unchecked box will list only Non-controlled items.
7.1.4.
Operators
The Operators drop down box contains a list of all
users. To include specific users check the box
located next to their name. More than one user may
be selected at a time. To select all users you may
either check or uncheck all the boxes.
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7.1.5. States
The States drop down box is a list of all the possible
actions that may have been taken on a particular
prescription. Check the box to select the appropriate
action.
7.1.6. Filter
The filter is used to filter specific elements from the database. The filter works
exactly as the filter in the Inspect [F6] tab. See 6.1 for more information. Once
a prescription is delivered, it will no longer show an association with a Basket.
Notes can be added to specific prescriptions and recalled later from this
screen by clicking on Add Notes.
Figure 56. HISTORY [F7] screen – view detailed information on prescription status and notes.
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