VIVITECH Ltd
Contents
1. eos 18 6 MANUFACTURERS DATABASE eroe eere vo e o ee oe oe eo mu t eines 19 T BACKING UP TOUR DATABASE asa naar euateaay eeu e aaye euge Gay euge Day epalieaapen ate sala pute qu 21 VIVITIECH DISPENS IT Page 2 of 23 1 Revision History Version 1 00 Nov 2003 Initial release Version 2 00 Jan 2004 Label capturing for alternative GP systems Version 2 01 Feb 2004 Batch ID entry options Version 2 04 May 2004 Improved label capturing capabilities Version 2 05 June 2004 Improved Edit Item facility Version 2 06 July 2004 Manufacturers database and Backing Up Version 2 15 Nov 2004 Multi user and faster access to capture list 2 Introduction Vivitech s Dispens IT software is designed to help eliminate human error in the dispensary by making use of the barcodes that now appear on almost every item Quite simply Dispens IT intercepts and stores the details of each prescribed item as it is output from the surgery s prescribing software and withholds the printing of the item label until dispensary staff have scanned the barcode of the item If the barcode matches the item s description the label 1s printed normally If it does not a warning message prompts the user to investigate Introducing this simple extra step in the dispensing process typically takes only a second or two per item yet can save hours of time in manual cross checking In addition a complete historical log of all dispensed items is maintained including the sca2. VIVITECH DISPENS IT Page 5 of 23 9 361515 543556 g 361515 843556 3 381518 7843556 OK OK NOT OK It is important that the bean goes across ALL the lines in the examples above the left and middle scans would be OK the right hand one would not work Also do not hold the barcode too close to the scanner about 100mm 4 is ideal There is a certain knack to scanning which you will soon acquire after a little practice Simply pass the barcode on the item under the scanner and wait for the beep In its simplest installation form Dispens IT requires only the barcode to be scanned Batch ID information is not required but this can be enabled 1f required see later So assuming the barcode is correct the label will be printed If there are no more items in the queue Dispens IT will again disappear into the taskbar waiting for the next item to be sent from the clinical system This represents a normal dispensing action and should take only a few seconds longer than using your clinical system alone Of course in spending those extra few seconds you have checked that the correct item has been selected from the dispensary shelves and also logged the barcode to a historical database for future reference Naturally there are some possible variations from this sequence 3 3 ltem not found Adding items to the database When Dispens IT is first installed the item database is empty This is because most clinica
3. GENTAMICIN AND HYDROCORTISONE ACETATE E 20 05 2004 09 16 56 E OTHER ANN MRS PARACETAMOL TABLETS 500 MG 20 05 2004 09 16 54 E OTHER ANN MRS PARACETAMOL TABLETS 500 MG 20 05 2004 09 16 48 E OTHER ANN MRS PARACETAMOL TABLETS 500 MG 20 05 2004 09 16 47 Record 14 4 iF nnb oF 7 Delete ltemis View Label Refresh List The Items waiting to be processed screen shows all the items in the queue sent from the clinical system The items can be viewed put on hold selected for processing or even deleted from the queue By placing a tick in the box by simply clicking on it for hold or select a particular selection of items can be chosen for processing This is particularly useful if certain items are out of stock or a patient has arrived for prescription collection before processing has taken place The list can be sorted by any of the columns name item or date received Each label can be viewed prior to printing and items can be deleted if required VIVITECH DISPENS IT Page 18 of 23 6 Manufacturers Database It is worth the effort to maintain a database of Manufacturers as this will give you an option to overwrite manufacturers you no longer use and react quickly to recall notices within the historical database This is one area of Dispens IT where typing is needed and it must be done as a separate task not on the fly as dispensing 1s taking place Firstly go to the main Dispens IT menu and choose the Drug M
4. RE BatchlD Manufacturer Dispensed Date Barcode Scanned Record 14 4 mI k ri re Reset Print Results Close By then choosing one of the drugs on the list the screen will appear as follows Advanced History Search Advanced History Search 20 May 04 09 21 AM senem B Dispensed Between Drug Name un laio RS E ERR s E Do 4 Barcode PIP Code and BatchiD p E Manufacturer Dispensed Date PatientsName DrugName Barcode Scanned 19 05 2004 14 05 42 TESTTRANSFER FIRS ATENOLOL TABLETS 100 mg26 5024655000050 B 19 05 2004 14 02 54 TESTTRANSFER FIRS ATENOLOL TABLETS 100 mg 28 5024655000050 B 19 05 2004 13 41 49 TESTTRANSFER FIRS ATENOLOL TABLETS 100 mg 28 5024655000050 BA Record I4 1 hi oF 3 4 Reset Print Results Close VIVITECH DISPENS IT Page 16 of 23 This screen shows only the patients who have been prescribed Atenolol This information can be printed using the Print Results button at the bottom of the screen if the information is needed in a printed format Using this screen in the same way the history for a particular patient drug barcode batch manufacturer particularly useful for a recall or PIP code can be listed Further information is available by choosing the Dispensed Between box on the right hand side at the top This allows dates to be entered an
5. barcode However this will leave the old record for the item in the database too which is not desirable It would be better to find the old record and update the item name To do this click Update to arrive at the Add Edit Item screen as before VIVITECH DISPENS IT Page 12 of 23 x Add amp Edit Items Item in queue SODIUM CHLORIDE eye special ointment 5 search for item Item Name Update Item Name Barcode Batch ID Manufacturer sit tiir PIP Code Scan 1 Min Stock JO Scan 3 Max Stock JO Scan d Location Add New Item Edit Item Delete Item Undo Edits D Record L 4 107 r LEJ of 1707 To find the old record for the item click on the drop down box labelled Search For item xl Add amp Edit Items Item in queue SODIUM CHLORIDE eye special ointment 5 search for item so E SODIUM BICARBONATE EAR DROPS 5 10 Item Name E jajs i V Eno Ro D D VERSA SODIUM CHLORIDE INTRAVENOUS INFUSION 0 9 10 MLIAMP 10 SODIUM CROMOGLICATE EYE DROPS 2 13 5 SODIUM CROMOGLICATE EYE DROPS PRESERVATIVE FREE 2 1 Barcod ee _ SODIUM CROMOGLYCATE EYE DROPS 2 135 Scan SODIUM CROMOGLYCATE AQUEOUS EYE DROPS 2 135 scan 2 SODIUM VALPROATE EIC TABLETS 200 MG 100 T Scan 3 HER Dom Do A IN STOC Em 4 Po DO Max Stock o Location Add New ltem Edit ltem Delete ltem Undo Edits Close Record L 4 107 o i of 17
6. longer matches the one you first taught In this case you need to teach Dispens IT the new barcode too so that it knows that this is a valid barcode for the item in your hand To do this click Update and the familiar Add and Edit Item screen will appear VIVITECH DISPENS IT Page 10 of 23 3 5 Updating records with extra barcodes x Add amp Edit Items SODIUM CHLORIDE eye ointment 5 SODIUM CHLORIDE eye ointment 5 3182 46963 ABCT23 SIG RUGS PUC Add New Item Edit Item Undo Edits Close Record L 4 149 r LEd of 1706 However this time notice that the Item Name is already filled in Why Remember Dispens IT managed to find the record but the barcode scanned didn t match the one in the database because this is new stock of the item from a different supplier What we need to do is teach Dispens IT the new barcode too so click on Edit Item and the fields will again go white to allow them to be edited There is a good chance that the original barcode might again be used if you switch back to the original supplier This is why Dispens IT allows you to store up to four barcodes against each item To teach a second or third or fourth barcode simply click on the Scan button next to 2 or 3 or 4 and teach the barcode just as you did in section 3 3 1 Of course eventually all four barcode fields might be used and in that case you will have to overwrite one of the existing barcodes 3 6
7. 07 VIVITECH DISPENS IT Page 13 of 23 The drop down list called a Combo will show the first few of all the names in the database sorted alphabetically To zoom in on the item you can type the first letter or two typing in SO will zoom down to the items starting with those letters When you can see the item you wish to update click on it in the list and that item s record will be selected Add amp Edit Items SODIUM CHLORIDE eye special ointment 5 SODIUM CHLORIDE eye ointment 5 Edit vir 3162746003 ABCTZ3 SG ME SN INNEN Add New Item Edit ltem Undo Edits Record 14 4 1497 bi bx of 1706 Even though the name has changed the barcode field should match the item in your hand you could quickly check this just to prove that the name on the clinical system is the only thing to have changed To update the name click Edit Item and the Update Item Name button will light up allowing you to bring the new name into the record Then click Close to save the updated name VIVITECH DISPENS IT Page 14 of 23 4 History Search As it performs its main function of item checking Dispens IT creates a comprehensive log of items dispensed which may be queried and filtered in a multitude of ways for example by patient manufacturer period of time item name etc in any combination A report can be created and printed with a few clicks of the mouse to assist with product re calls complaints
8. Missing or Illegible Barcodes Sometimes barcodes are missing or damaged what then Wherever Dispens IT is asking you to scan a barcode you may also enter text at the keyboard so if the human readable part of the barcode is visible you can type the barcode number in instead If all else fails you can click the Print button on the dispensing screen without scanning a barcode Dispens IT will respond with a question VIVITECH DISPENS IT Page 11 of 23 No Barcode Does this item have a barcode If the item does not have a barcode a few products don t or if the barcode label 1s too badly damaged to be read you can answer No and Dispens IT will print the label anyway logging the item as No Barcode m the dispensing history Obviously the checking aspect of Dispens IT has been bypassed here so this facility must be used with care 3 7 Item not found Name changes Sometimes item names change subtly due to modifications in the clinical system for example when drugs are renamed If this happens you will again see the Item not found screen as shown in section 3 3 Item not found The ttem prescribed SODIUM CHLORIDE eye special ointment 5 cannot be found in the database Click Update to add edit this item View Main Label Menu Notice that the word Special has been added to this item When something like this happens you could simply add a new item as before and re teach the
9. VIVITECH Ltd Corner House Top Street North Wheatley Nottinghamshire England DN22 9DB Tel 44 0 1427 881277 Fax 44 0 1427 883018 E mail info vivitech co uk www vivitech co uk SP RT aa LLL x Dispens User Instruction Manual and Tips Version 2 15 01 November 2004 Table of Contents 1 REVISION HISTORY assis asd sas A 09 oU oua odio unto delta ie naue ec a 3 ME eue TR 3 34 DISPENS ITIN EVERYDAY USE assassino mdp Ux np Cx e ORE pp Exc MPH Ec ue 4 3 1 An gisEIBI uim MR 4 3 2 orn aa a ea O 5 dl Decannino a a CONS masi eS ua Le nM ILU LIU uM DD C LI E 5 3 3 Item not found Adding items to the database sssssssssseceeecccccccosssssssecccceccoccocsssssssececcececceeeeccssssssseeeseeesoso 6 do Techne dew DaI ode Scenes ettet a A EAEE AEE AA 8 3 4 Barcode INCOR LECCE ssns inene E RA E a ONO dar canal aan OEE P 10 3 5 Updating records with extra Darcodes iiie e ees ante sare atra aes e ENA E evi Ea aee aeree eu Eva ee dana ease eH a Y Dea ee ao Kao xa enne 11 3 6 Missing or Tlleeible BAarCOd6S iioi uidi 2r Rei E Tao EIER Pob d Eae oda side ri Cen Eta epos EIN usi E2r Rae YE osa dous ia atada aaa 11 3 4 Item not found gt Name CHANGES noire ade roe iei e adeo Ervp cede bale u ea eden i Fei o Evo aaa ENA 12 4 HISTORY SEARCH saio so e oot donando Rico o deuda Ud eeu ooo eo ve eode so desi deoa NENECESE 15 o NON POPUP MODE SHOW ITEM QUEUE
10. al data is even more important since it cannot be replaced Dispens IT has a simple to use facility built in to assist in backing up Choose the Backup Database option from the left hand side of the main menu and the screen below will appear Database Backup Utility Backup Queue Data Close Choose Backup Item amp History Data from this screen and the options shown below will appear Backup Utility Backup Drug Data Co vivitechiDispenslPSDDB Data mdb D Data20040713 mdb ES Specify where the back up should be placed and press Backup This will place the drug data 1n the specified area VIVITECH DISPENS IT Page 21 of 23 Each evening it is worth backing up the labels to print in case of an overnight computer crash or some other calamity Simply choose Backup Labels to Print from the main screen and again Dispens It will ask for a path for backing up Backup Labels to Print CoivivitechDispenslPSDDEB Capture mdb D Capture 0040713 mdb EE Select the appropriate path and press Backup If you back up to the same place each evening this will appear as the default setting on the screen to save time This makes backing up a series of only three clicks and your data is safe VIVITECH DISPENS IT Page 22 of 23 This manual has been presented to you in loose format so that future additions can be incorporated easily If you would like more information about a specific feature of Dispens IT please contact Vi
11. anagement button at the top left A separate menu will appear Drug Management Check Barcode Edit Manufacturers The central option on the menu is Edit Manufacturers Either select this with your mouse or type M as the M is underlined This will give the screen shown below VIVITECH DISPENS IT Page 19 of 23 BS Add amp Edit Manufacturers x Add amp Edit Manufacturers Add Hew Edit Delete Record Undo Edits Save Close Record i4 1 gt mt gt oF 5 This screen is fairly self explanatory as Dispens IT is generally we hope Manufacturers can be added deleted or changed as appropriate When adding a new record firstly check the Manufacturer is not already listed This is important for historical searches as if one manufacturer is listed under two similar names it could be confusing or misleading when searching for drugs supplied by that manufacturer at a later date VIVITECH DISPENS IT Page 20 of 23 7 Backing up your database To back up your database safely it should really be done to an external device such as a network drive CD or even a USB memory stick However if none of these are available backing up to a local folder is better than no back up at all The purpose of backing up data is to ensure that if something happens to the Dispens IT computer a recent back up is available and lost data is kept to a minimum The drug database will have taken some time to build up and the historic
12. and computer downtime periods To access the history click Dispensing History on the main menu Advanced History Search 1 S Dispensed Date Barcode Scanned FUE eR TEST TRANSFER FIRS CO PROSAMOL TABLETS 100 515525038527 18 05 2004 15 50 00 TESTTRAMSFER FIRS LANSOPRAZOLE ORODISPERSIBLE 5010881002134 19 05 2004 14 05 42 TESTTRAMSFER FIRS ATENOLOL TABLETS 100 mg 28 5024655000050 19 05 2004 14 02 54 TESTTRAMSFER FIRS ATENOLOL TABLETS 100 mg 28 5024655000050 O 19 05 2004 14 07 21 TESTTRANSFER FIRS CO PROXAMOL TABLETS 100 515525038527 m 19 05 2004 13 41 48 TESTTRAMSFER FIRS ATENOLOL TABLETS 100 mg 28 5024655000050 Record i4 1 nis of 4 Reset Print Results Dispens IT will start by listing the historical information of all the items dispensed Each field can be selected for filtering for specific information For instance if it is necessary to find out which patients have been given a certain drug check the tick box marked Drug Name to the top left of the screen this will then open this field for search Click on the drop down arrow to the right of this field and a list of the drugs in the history will appear as shown below VIVITECH DISPENS IT Page 15 of 23 Advanced History Search l Advanced History Search 20 May 04 09 21 AM Patient Name M Dispensed Between Drug Name M Barcode ATENOLOL TABLETS 100 mg 28 CO PROXAMOL TABLETS 100 LANSOPRAZOLE ORODISPERSIBLE TABLETS GASTRO
13. d the drugs dispensed between those dates will be listed below Advanced History Search A ed Hist ch at Mo ATENOLOL TABLETS 100 mg do 18 05 2004 13 41 49 od 4 05 2004 13 41 49 LE Dispensed Date Barcode Scanned Ie 19 05 2004 13 41 49 TESTTRANSFER FIRS ATENOLOL TABLETS 100 mug zd 5024655000050 Be Record 4 1 nr of 1 4 Res Prin nesune Clos It is also possible to specify more than one field to further narrow the search In the example above the screen is showing all patients who have been prescribed Atenolol between certain times on 19 May 2004 All manner of reports can be defined to analyse and search the drugs which have been dispensed through Dispens IT VIVITECH DISPENS IT Page 17 of 23 5 Non popup mode Show Item Queue Some clinical systems do not have their own queue of items to be dispensed Instead they would normally print the labels as soon as items are issued in the consulting room In this case the queue of captured labels builds up within Dispens IT To show this queue click Show Item Queue and all the items will be shown Items in queue FT H ES r ru Pu A 1 22 h I i n i L ciu a rl Held Select PatientName hem Date Prescribed D OTHER ANN MRS PARACETAMOL TABLETS 500 MG 20 05 2004 09 19 21 E OTHER ANN MRS PARACETAMOL TABLETS 500 MG 20 05 2004 09 19 20 E OTHER ANN MRS PARACETAMOL TABLETS 500 MG 20 05 2004 09 18 12 E MOUSE M MR
14. l systems allow the practise to define different formats of item name strength quantity and so on so there is a wide variation in the formats of the item names used from surgery to surgery When a label is captured and the item name is not recognised the following screen will appear Item not found The item prescribed SODIUM CHLORIDE eye ointment 5 cannot be found in the database Click Update to add edit this item View Main Label Menu VIVITECH DISPENS IT Page 6 of 23 This means that the item must be added to the database Choose the button on the left marked Update either by using the mouse or pressing the U key Also since the word Update is outlined with a dotted line showing this is the default key you could press this button by pressing the Space or Enter keys The following screen will then appear Es Add amp Edit Items Add amp Edit Items SODIUM CHLORIDE eye ointment 5 Update Item Name Edit Mitr Add New Item Edit ltem Undo Edits Record I4 4 4 TF ejl of 4 The name of the item you are looking for will appear in the top field Item in Queue To create a new record in the database for this item click the Add new item key from the bottom left hand side of the screen This creates a blank record and all the fields turn from grey to white indicating that you may type information into them If you wish you could type in the item name into the I
15. nned barcodes and this history may be easily queried and printed using familiar PC based tools By interfacing only at the labels level Dispens IT can be used with all the popular GP clinical data systems The barcode database is populated during the initial period of use within each individual surgery and maintained as part of normal operation There are no expensive subscriptions to database providers and no lengthy update procedures to endure VIVITECH DISPENS IT Page 3 of 23 3 Dispens IT in everyday Use 3 1 An initial run through So let s start up Dispens IT and try it out for the first time Your Vivitech Engineer will have installed a Start Dispens IT icon on your desktop Double click this to start Dispens IT actually has two components not only the push button interface but also a background program called LabelCap The Start Dispens IT icon will start up both components It is LabelCap s job to act as a dummy printer capturing the medication labels printed by your GP system Although you will see this program starting up initially it will hide itself as an icon in the system tray at the bottom right hand corner of your screen near the clock and there should be no need to interact with LabelCap As mentioned in the Introduction the purpose of Dispens IT 1s to assist in checking that the items dispensed are the same as those prescribed It does this by maintaining a database of the items names and s
16. ode box We would recommend always setting the Manufacturer since it is stored in the dispensing history and so it is useful to enter it for historical searches for recalls etc To set the manufacturer simply click on the drop down arrow underneath Manufacturer and choose the name from the list Dispens IT comes with a list of many popular manufacturers and you may also add to this see section 6 When you have input the barcode batch ID 1f required and selected the manufacturer click the Close button to save and close the record Now that a record exists for the item the normal dispensing procedure can be resumed you can scan the item for checking as described in section 3 2 VIVITECH DISPENS IT Page 9 of 23 3 4 Barcode Incorrect The second possible variation from a normal scan is that the barcode scanned does not match the item In this case a brightly coloured warning box appears BARCODE INCORRECT At this point the first thing to do is check that the item in your hand is the item prescribed After all that is the main function of Dispens IT to check the barcode matches the item name If the item 1s indeed incorrect click Rescan and Dispens IT will simply ask you to scan the item again giving you the chance to select the correct item There is however another reason why this screen may appear perhaps you have switched supplier of the item and therefore the barcode on the item no
17. tem Name field but since Dispens IT already knows the item name your are dealing with all you need to do is click the Update item name button and this will copy the text from the Item in Queue field into the Item name field as shown below VIVITECH DISPENS IT Page 7 of 23 x Add amp Edit Items SODIUM CHLORIDE eye ointment 5 SODIUM CHLORIDE eye ointment 5 Record 14 4 4 k ei of 4 Unless there is a good reason to hand type the name this is the best procedure since it eliminates the possibility of typing errors 3 3 1 Teaching a new barcode The next step 1s to teach Dispens IT the barcode that goes with this item name Again rather than typing it in you can use the barcode scanner Click on the Scan button to the left of barcode 1 box and the following screen will appear Scan Barcode Scan barcode 1 Barcode Scanned Scan the barcode as described in section 3 2 1 and as soon as the barcode is read the scanner will beep and the data from the barcode will appear in the box VIVITECH DISPENS IT Page 8 of 23 x Add amp Edit Items SODIUM CHLORIDE eye ointment 5 SODIUM CHLORIDE eye ointment 5 Close Record L 4 4 LILE of 4 Dispens IT can be configured to require batch ID s to be entered when dispensing If your surgery has requested this option you should also read the batch ID from the item and type it into the Batch ID box to the right of the barc
18. toring the barcodes associated with those names The main menu of Dispens IT will present you with the screen shown below Dispens IT Dispens Items in queue Drug Management Show item Queue Dispensing History Backup Databases Popup Mode Exit Dispens IT VIVITECH DISPENS IT Page 4 of 23 3 2 Dispensing an Item To begin using Dispens IT right away choose the button marked Popup Mode by clicking it with your mouse or alternatively you can press the P key as indicated by the letter P being underlined The Dispens IT screen will then minimize to a button on your taskbar usually along the bottom of the screen where it will sit waiting for an item to be dispensed When an item is dispensed by your clinical system right at the moment when it would normally have printed the medication label Dispens IT will instead capture the label and store it in a queue of items to be barcode scanned As soon as there is one or more items in the queue Dispens IT will pop up the Process Item dialogue screen below Dispens IT Dispens OTHER ANN MRS 1 RAMIPRIL TABLETS 5 MG 28 09 08 2004 17 12 10 scan the barcode on the item or click print if none present At this point Dispens IT wants you to scan the barcode on the item to verify that it is correct 3 2 1 Scanning a barcode Simply hold the item under the scanner so that the red laser line goes across the barcode as shown below
19. vitech either by telephone 01427 881277 fax 01427 883018 or e mail info vivitech co uk Each suggestion will be taken seriously and when covered will be despatched to all Dispens IT users VIVITECH DISPENS IT Page 23 of 23
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