appendix xi cdap smart card user manual
Contents
1. Y through the list to find the required drug and Press OK OR e Enter the drug number directly If you enter the drug number this screen will appear Enter the drug number from the CDAP drug list that corresponds to the drug you want to dispense Press OK The screen will display that drug Press OK to go ahead or simply type in another number if this is not the drug you wanted 9 Enter the quantity of drug to be dispensed Press OK Unlike the Smart Card procedure you are only allowed to enter a Dispense Amount and NOT a Prescribed Amount 1 ITEM 1 Add Line 2 Delete Line 3 Complete SELECT ITEM 01 02 03 10 To dispense another item on the same prescription Press 1 and repeat the steps to select the drug and quantity from step 8 If you are finished dispensing this prescription Press 3 The receipt and corresponding labels will be printed If you would like to view the list of drugs dispensed so far Press 0 A list of the drugs dispensed so far will be printed on a proforma incomplete receipt If you need to delete a drug that has already been entered Press 2 Scroll to the item to be deleted and press OK Dispense Open Rx An open Rx is a prescription that contains repeat medication that is it has existing drugs to be dispensed after a first time dispense For example if you dispense a prescription with prescribed amount as 30 but the dispense amount is 15 this means that there ar2. connection Host session a receipt will be printed If you are not sure if the connection was successful you can repeat the server connect as many times as you wish until you see data uploading on the terminal screen Your claims will not be duplicated once they have been submitted once they are not re submitted If you cannot get a connection e g if phone line is not working your data will be uploaded the next time a connection succeeds Even if you unplug your terminal your claims will not be lost Reprinting Receipts If for any reason a receipt has failed to print or you need a new copy of a receipt you dispensed the manager can reprint a receipt by receipt number you must have the number of the receipt you want to reprint From the Ready Screen Press Menu Scroll down to CDAP Press OK Scroll down to Maintenance Press OK Highlight Manager Menu Press OK Enter Manager Password Press OK Highlight Reprint receipt Press OK Enter the receipt number Press OK The receipt is printed It is labeled clearly as a REPRINT RECEIPT CONDUKRWN Voiding a Transaction As was mentioned in a previous section canceling an Rx occurs in a two stage procedure which must be strictly adhered to Voiding a transaction cancels an entire transaction and not just the dispensing of one drug in a transaction You can only perform a cancellation if the transaction has not been uploaded to the server Tha
3. down to Maintenance Press Ok 4 Highlight Manager Menu Press Ok 5 Enter Manager Password Press Ok 6 Scroll down to User Setup Press Ok 7 Scroll down to Add User Press Ok 8 Enter New Pharmacist ID Press Ok The pharmacist can be either 1 2 or 3 digits long It cannot be longer than 3 digits 9 Enter Pharmacist Name Press Ok 10 Enter New Pharmacist Password Password MUST be 5 digits long Press Ok 11 Enter New Pharmacist Password again Press Ok 12 Confirmation message lt User Number gt lt User Name gt Add Press Ok Deleting a Pharmacist This option allows the manager to delete a pharmacist from the terminal From the Ready Screen Step 1 Press Menu Step 2 Scroll down to CDAP Press Ok Step 3 Scroll down to Maintenance Press Ok Step 4 Highlight Manager Menu Press Ok Step 5 Enter Manager Password Press Ok Step 6 Scroll down to User Setup Press Ok Step 7 Scroll down to Delete User Press Ok Step 8 Enter Pharmacist ID to be deleted Press Ok Step 9 Message display pharmacist has been deleted Changing Pharmacist Password This option allows the manager to change a pharmacist s password From the Ready Screen Press Menu Scroll down to CDAP Press Ok Scroll down to Maintenance Press Ok Highlight Manager Menu Press Ok Enter Manager Password Press Ok Scroll down to User Setup Press Ok Scroll down to Change User Pin Press Ok Enter Pharmacist I
4. 6 Enter the ending date for the report period Use the W and A buttons to change the year and month Press Ok when finished 7 Screen displays report showing drugs dispensed for the period 8 Use the and A buttons to scroll through list of details Press Ok at any point to print out list of drugs dispensed for that period oO hWN Uploadable Items Report The Uploadable Items report allows you to see how many items they have dispensed on the terminal will be uploaded to NIPDEC when you do a Server Connect This report displays the number of line items dispensed daily When you perform a Server Connect to upload the claims in this report the report will have 0 items The pharmacist should be mindful of the message that prints at the bottom of this report which states that it is not suitable for reconciliation purposes To access this report complete the following steps 1 Press Menu 2 Scroll down to CDAP Press Ok 3 Scroll down to Reports Press Ok 4 Scroll down to Uploadable Items 5 Press OK and an Uploadable Items report will be printed with that heading Reading Messages from CDAP View Messages From time to time Nipdec may wish to inform you of important changes to the programme or your application The View Emails option allows you to print out these messages and can also confirm to Nipdec that you have received the message From the Ready screen Press Menu Scroll down to CDAP Press OK Scroll down to R
5. D whose Password is to be changed Press Ok Message display Change Password lt user number gt lt user name gt Continue Press Ok 10 Enter new Password Press Ok 11 Enter new Password again Press Ok 12 Password has been updated OONADUKRWN Printing a Pharmacist User List This option allows the manager to print a list of the pharmacists who are registered on the terminal This list prints the pharmacist number and name From the Ready Screen Press Menu Scroll down to CDAP Press Ok Scroll down to Maintenance Press Ok Highlight Manager Menu Press Ok Enter Manager Password Press Ok Scroll down to User Setup Press Ok Scroll down to User List Press Ok User List is printed with Pharmacist Number and Pharmacist Name CONDUKRWN Unblocking a Pharmacist This option allows the manager to unblock a pharmacist A pharmacist can become blocked if they have entered an invalid password more than 5 times From the Ready Screen 1 Press Menu 2 Scroll down to CDAP Press Ok 3 Scroll down to Maintenance Press Ok 4 Highlight Manager Menu Press Ok 5 Enter Manager Password Press Ok 6 Scroll down to User Setup Press Ok 7 Scroll down to Unblock User Press Ok 8 Enter Pharmacist Number who needs to be unblocked Press Ok 9 Message display Unblock User lt usernumber gt lt username gt Continue Press Ok 10 User is Unblocked Terminal Maintenance Changing the Paper Rol
6. Rx HISTORY 1 Open Rxs 2 Closed Rxs 3 Inactive Rxs After logging on to the terminal see page 2 1 Scroll down to View Rx History Press Ok 2 Press the number of the category of Rxs that you would like view To view all Open Rxs press 1 To view all Closed Rxs press 2 To view all Inactive Rxs press 3 3 Scroll down to select the Rx that you would like to view The Rx number is displayed along with the date that the Rx was first dispensed Press Ok 4 Scroll down to view all drug items in the Rx Press OK to print a detailed report of the Rx The receipt prints the total quantity of the drug prescribed and the amount left to be dispensed balance 5 Press Stop to revert to the Rx History menu 6 The above procedures works in the same way for all three menus in the Rx History menu option It should be noted that the card can store up to 16 past prescriptions on the patient smart card If there are 16 open prescriptions and you want to store a 17 Rx the terminal will ask you to overwrite or cancel existing prescriptions on the card Cancel Rx This option allows you to cancel an Rx that has already been dispensed and stored to the card Please note that is you have dispensed a prescription that has already been stored on the patient s smart card there are two steps to cancelling an Rx You have to i cancel the Rx on the smart card ii cancel the Rx on the terminal voiding a claim see page 10 After logging on
7. User Guide for CDAP Smart Card Electronic Claims Submission P CDAP CHRONIC DISEASE ASSISTANCE PLAN Table of Contents GETTING TO KNOW YOUR TERMINAL ccssssssscceeceesssseeceesccesseaeeeccescenseaeeececeseeeaeeeecceseseeeeeeeeseseaeeeeeesceeseaa 2 CLAIMS AND PATIENT SERVICES 5 cscsisececcesvssssvaceeaececsvavscadascoes ove gecevecsedouederescesndestecacessavessesceedseuvsdene ASSETA 3 The CDAP Pharmacist Smart Card eccccccccccessesceescesseesseesetsceesecuseceeesecseeseceaecaeesecnaeeeeeseceeeeseeeaeeereeneee 3 The CDAP Patient Smart Card va ccevicasnsoGiiscacaianchsapeaeetnastsctuisa ses AE a paso EEEE alae eo 4 Logging on with the CDAP Smart Card ceccecccsscseccssseessessceseceseeseeeecnsecseeeseceaeceeeseceseseeeeseceaeeeeeeeeeeeneees 4 Dispense New Rx with a Patient Smart Card ccccccccccescccssscessceesscssseceuseesseceseeesseeeeseeseeeesseeseseesseeensseenaes 5 Dispensing a New Rx without a Patient Smart Card eccesccescesceesseeseesceeseceseeneceseceseeseceeceseeeeeeaeeeneeeees 7 Dispense Open Rica eich hGH ee A Ee 10 Viewing Patient Rx History ccccccssccesseessceceseeeseecescecnsceesneceseeeaeeeseecesseeeaecesaeecseeseaneseaeeeaeeeaseseaeeesaeeegs Il Cancel Ri hago ceca chsealy cat aus catee faceted ped 9c E ak Coan A E E A Oa Il Submitting CLQLINS sissies ioiii EE a nd edie Maal ete edn A Eanes 12 Reprinting Receipts sisse irere eses oset EE ai satu E AEE E E EEEE ENEE EA ER EEST 13 V idins w Trans acho aeae
8. d on a proforma incomplete receipt If you select 3 Complete after the receipt is printed the Rx will be stored to the smart card Please do not remove the card while the Rx is being stored When the Rx is stored to the smart card the terminal will display the following message You can now safely remove the patient smart card If you need to delete a drug that has already been entered Press 2 A list of the line items on that Rx will appear Scroll to the item to be deleted and press OK Dispensing a New Rx without a Patient Smart Card 14 06 2006 10 00 READY SWIPE INSERT CARD or PRESS MENU KEY MENU PREPAID AIRTIME CDAP System Setup CDAP Dispense Reports Maintenance 1 From the Ready screen press Menu 2 Scroll down to CDAP Press OK button 3 Highlight Dispense Press OK button USER LOGON Enter User Number USER LOGON Number 121 RMARSHALL Password DISPENSE Enter Patient ID Number DISPENSE Enter C DAP Prescription Nr Insulin Liquid ADD LINE Enter Drug Number lt Drug Name gt lt Strength gt Name Enter Dispense Amnt 4 Enter your Pharmacist ID Press OK 5 Enter your password Press OK 6 Enter the number of the ID provided by the client Press OK button 7 Enter the form number from the CDAP prescription Press OK button 8 The first item in the drug list is displayed You can either e Scroll down
9. e still 15 tablets of the drug to be dispensed This constitutes an open Rx DISPENSE Dispense New Rx 1 Scroll down to Dispense Open Rx Press OK Dispense Open Rx View Rx History Cancel Rx OPEN Rxs 123456 01 12 07 2 Scroll down to the Rx that you would like to 765456 02 09 07 Dispense Press Ok Rx 123456 Insulin Metformin 3 The terminal will display the drug items in the Rx and their respective balances Scroll down to the drug that you would like to dispense and press Ok Insulin 4 Enter the quantity that you would like to dispense Dispense Amnt Press Ok Please note that if you enter a quantity greater than the balance the terminal will prompt you to enter the dispense amount again 1 ITEM 1 Add Edit Line 5 To dispense another item on the same prescription 2 Complete Press 1 and repeat the steps to select the drug and 0 Overview quantity from step 3 If you are finished dispensing this prescription Press 3 The receipt and corresponding labels will be printed Metformin If you would like to view the list of drugs dispensed 500mg so far Press 0 A list of the drugs dispensed so far Dispense 2 10 will be displayed on the terminal Scroll down to view all drugs or Press OK OK for more Viewing Patient Rx History This option allows you to view a history of the patient s prescriptions that are stored on the card The smart card will allow you to view up to 16 previous Rxs
10. enr E EE E EA EEN E EE E N E ESE 13 INFORMATION ABOUT YOUR USAGE ccccccsssssseceeescessesseeceescesseaeeeceescesseseeaeecsessaseaeecscesseaseeeeessesaaeeeeeceseeeees 14 REPONS iepen e dascade tons bedased dtc exude cate T EEE RE E AEE EAS 14 Reading Messages from CDAP ccccsccssssessesseeseeeneeseeenesscesaeeeneeseecseescecseeesecaecsecaeceaeeaeeeaeceeeeseseaeenneeaees 15 MANAGING IDS AND PASSWORDS sssssssccsesssssseeceescesssaueececsssssnansececssssaeaeeescesusasesecscessaaesesecesseneaaseceeeses 15 Changing the Manager Password cccecccsccesseessesseensesseenceesecuseeecesecceesecaecsecaecseceseceseseceeeseseeeeeeaeseaeeaees 15 Adding a Pharmacist sser r A E AE E RE E E Aera 15 Deleting a PRATMaAcist ccsvicecssesticinscesaeatessvintesntedsviuncenaeadesusesenyessonteniesdeuntonseenteaneveccuatausnentesdgecedantersenstis 16 Changing Pharmacist Password csccccccscessseessesseeneesseeseeesetuceescesecseenseccecseceaececesecaeeseceseceeeeeeeeeeeeeentes 16 Printing a Pharmacist User Listy scssiceccpvscigscssccvieasedaheass casctoeessnsantaescen donuts snncaseqanesoonisconkestiqasescnainesanieatas 16 UN DIOCKING Pharmacist eirs ER E E EE E EAK E RA EE 17 TERMINAL MAINTENANCE 0000ccccseseovsscssseseonsreseccsnsvsnarcecscsnsesenessccesesssessecsesssseoueesssevsesnsesescesnsesecenecseseseseese 17 Changing the Paper ROL reia ena E EEA E E EEEE A ETERNA 17 Other Technical Support sescsicss ccnccsivvesesat vances sesssenteunnennceer
11. eports Press OK Scroll down to View Messages Press OK The message or messages are displayed Scroll down to select one message Unread messages are marked with a question mark Press OK The message is printed out and display on the screen To reply confirm you received the message press 1 oORWN Oo Managing IDs and passwords Changing the Manager Password It is strongly recommended that you change the manager password from the default as soon as you receive your terminal The manager ID has access to the passwords of the pharmacist IDs and as such must be handled only by the pharmacy owner or designated pharmacist Protect this ID by changing it An important point to note is that the Manager password MUST be 5 digits long The terminal will not accept a password that is less than or greater than 5 digits long From the Ready Screen Press Menu Scroll down to CDAP Press Ok Scroll down to Maintenance Press Ok Highlight Manager Menu Press Ok Enter Manager Password Press Ok Scroll down to Change Manager Pin Press Ok Enter new password Press Ok Enter password again Press Ok Message displayed New Manager Password Updated OCONDUKRWN To Return to the Ready Screen press Stop until you see the starting display again Adding a Pharmacist This option allows the manager to add a new pharmacist to the terminal From the Ready Screen 1 Press Menu 2 Scroll down to CDAP Press Ok 3 Scroll
12. escraasteniaaasiecevesbeteeneesaatoncvnanthevaqaieessdasiaebneueGis 17 Getting to Know Your Terminal Receipt Yr thermal paper Arrow keys Y and A MENU key STOP key Alpha numeric keys 1 9 0 00 C Delete Law Feed key Paper feed Claims and Patient Services The CDAP Pharmacist Smart Card The Pharmacist card is a card issued to a pharmacist and it is ONLY to be used by the pharmacist to whom the card was issued It is clearly distinguishable from the patient s card as it is a plain white card which contains the pharmacist s name and pharmacist user id just below the integrated smart card chip See picture below a John Doe Pharmacist User ID 1 When inserting this card into the terminal the pharmacist must ensure that they insert it chip first into the terminal with the chip side facing up The pharmacist must take note that he she cannot simply take his her card and insert it into any terminal that has the CDAP application installed on it In order for the pharmacist to use a valid card he she MUST be registered on the terminal in which he she wants to use it Once registered the pharmacist can login successfully A pharmacist also has to be valid for his her login to be successful as well When the pharmacist s card is first issued and as long as he is registered on the terminal a first use validation is done This means when the user inserts the card for the very first time into t
13. he terminal the pharmacist would be asked to validate the card online By pressing OK the terminal would begin dialing to the remote computer to validate the card As long as a return message states that the card is valid then the logon is allowed to proceed If however the return message is Invalid the card is blocked and the user is automatically blocked on the terminal as well This would have the effect of the user not being allowed to perform a manual login It should be noted that a pharmacist goes through an automatic validation every thirty 30 days A pharmacist can also be made inactive in which case he she would not be able to use the card and it would be made invalid as well as blocked on the terminal he she were using the card on The CDAP Patient Smart Card The Patient card is a card used ONLY by the patient to whom the card was issued Unlike the pharmacist s card this card has artwork printed in the background of the card Also there is a notice at the back of the card printed See pictures of the front and reverse sides below FRONT SIDE Proportion 1 1 Top REVERSE SIDE Proportion 1 1 SA Government of Tiinider amu Tobago This card remains the property of the Covernmvar of Teinie aed etd Tobago amd is not to be waded or sold Most or found please report to the nearest palice past When inserting these cards into the terminal the pharmacist must ensure that they insert it chip first into t
14. he terminal with the chip side facing up A patient can take his her card and carry it to any pharmacist that can issue a CDAP Prescription A patient also has to be valid for his her prescription to be honoured When the patient s card is first issued a first use validation is done This means when the user inserts the card for the very first time into the terminal the user would be asked to validate the card online By pressing OK the terminal would begin dialing to the remote computer to validate the patient s card As long as a return message states that the card is valid then the logon is allowed to proceed and a prescription can be made If however the return message is Invalid the card is blocked and the patient cannot use the card Every time the patient s card is used a counter is incremented and upon the 8 use of the card it has to be validated Logging on with the CDAP Smart Card 14 06 2006 10 00 READY 1 From the Ready screen press Menu SWIPE INSERT CARD or PRESS MENU KEY MENU 2 Scroll down to CDAP Press OK button PREPAID AIRTIME CDAP System Setup CDAP Prescription 3 Highlight Prescription Press OK button Reports Maintenance USER LOGON Enter Ue 4 Please insert your Pharmacist smart card Press OK Number SMART CARD LOGON JSmith 100 Remove Card 5 Once your ID has been verified Remove Card DISPENSE Enter Patient ID Number 8765432109 6 Please insert your patie
15. l Step 1 Lift the paper clip to release the flap Step 2 Remove the old paper roll Step 3 Insert new paper roll and pull paper until enough is visible Ensure that the paper rolls from the bottom of the roll through to the output Step 4 Close the flap unlit you hear a click sound Step 5 Press the paper feed key bottom left button to feed paper Other Technical Support Need Help The NIPDEC support line is available for all of your support needs Before calling for technical questions it is recommended that you check the following e Your power connection Is the terminal plugged in properly and is this outlet functioning currently e Your phone line Is the phone line plugged in fully and is the phone line free i e not being used by another machine e g fax or Linx machine e Your printer cable plugged in fully to the terminal e Your printer is plugged in properly and is this outlet functioning currently Please feel free to call the NIPDEC help line at 8300 CDAP
16. nt smart card ID 8765432109 7 The patient s name and ID will be displayed on the JOHN SMITH screen along with the number of open Rxs that are 2 Open Rxs currently stored on the card 8 Scroll down to select an option and Press Ok DISPENSE Dispense New Rx Dispense New Rx this option allows you to Dispense a Dispense Open Rx new prescription This new prescription is also saved on View Rx History the patient smart card Paneer Rx Dispense Open Rx this option allows you to dispense a repeat Rx that has already been stored on the card View Rx History this option allows you to view all open closed and inactive Rxs stored on the patient smart card Cancel Rx this option allows you to cancel an Rx that you have Dispense New Rx with a Patient Smart Card DISPENSE Dispense New Rx 1 Scroll down to Dispense new Rx Press OK Dispense Open Rx View Rx History Cancel Rx DISPENSE Enter C DAP Prescription Nr Glicalizade 80mg 80mg ADD LINE Enter Drug Number lt Drug Name gt lt Strength gt Prescribed Amnt lt Drug Name gt lt Strength gt Dispense Amnt 2 Enter the Rx Number located in the top right hand corner of the CDAP Patient Registration form Press OK Note that the terminal would not allow the user to proceed if the value for Rx Number is 0 or blank 3 The first item in the drug list is displayed You can Either e Scroll down Y thro
17. t is if you have performed a server connect since the time the prescription was originally dispensed the claim is already submitted Please call 800 CDAP to report the claim as void To cancel a transaction you recently completed and have not submitted you need to know the receipt number From the Ready Screen Press Menu Scroll down to CDAP Press OK Scroll down to Maintenance Press OK Highlight Manager Menu Press OK Enter Manager Password Press OK Highlight Void Transaction Press OK OuKRWDN 7 Enter Receipt Number Press OK 8 Receipt is printed showing cancellation To return to the Ready screen press Stop until you are back at the starting screen Information about your usage Reports Dispense Summary Report This option allows the user to see all the drugs and their respective quantities dispensed From the Ready Screen 1 Press Menu 2 Scroll down to CDAP Press Ok 3 Scroll down to Reports Press Ok 4 Highlight Dispense Summary Press Ok 5 Report is printed Dispense Detail Report The Dispense Detail Report allows the user to view each drug dispensed for a particular period specified by the user To access this report complete the following steps Press Menu Scroll down to CDAP Press Ok Scroll down to Reports Press Ok Scroll down to Dispense Detail Enter the starting date for the report period Use the A and YW buttons to change the year and month Press Ok when finished
18. to the terminal see page 2 1 Scroll down to Cancel Rx Press Ok 2 A list of Rx numbers together with their creation date would be displayed PRESCRIPTIONS 333000 07 05 26 136547 07 04 20 147852 07 04 17 3 Scroll down to the Rx that you would like to cancel Press Ok RX 333000 Gliclazide 40 Metformin 10 Atenolol 15 Rx will be displayed If this is the Rx that you would like to cancel Press Ok Terminal will display a prompt Cancel Rx Do you want to Cancel Rx Press Ok to cancel Rx Press Stop if you do not wish to cancel Rx CES Cancel Rx Do you want to cancel Rx 333000 6 If you press Ok terminal displays Prescription Cancelled Prescription Cancelled 7 If you press STOP the terminal displays Prescription Not Cancelled Prescription Not cancelled Submitting Claims Server Connect It is recommended that you perform a Server Connect at least once daily in order to upload the information on items and drugs you have dispensed The information submitted this way is your claim for reimbursement It will be sent to NIPDEC for claims processing To connect to the CDAP server Press Menu Scroll down to CDAP Press OK Scroll down to Maintenance Press OK h WN Highlight Manager Menu Press OK 5 Enter Manager Password Press OK 6 Scroll down to Connect Server Press OK Wait a few minutes while the terminal dials the host server After each
19. ugh the list to find the required drug and Press OK OR e Enter the drug number directly If you enter the drug number this screen will appear Enter the drug number from the CDAP drug list that corresponds to the drug you want to dispense Press OK The screen will display that drug Press OK to go ahead or simply type in another number if this is not the drug you wanted 4 Enter the Prescribed quantity of the drug to be dispensed If the Rx is a repeat Rx enter the total amount prescribed over the period specified by the doctor Press OK Eg If the Rx is 30 tablets for 3 months the prescribed amount will be 90 If you enter the amount as 0 or blank then you will be taken back to the drug list 5 Enter the Dispense quantity of the drug to be dispensed Press OK If nothing is entered i e blank the terminal will continue to prompt for a value until a value gt 0 is entered 1 ITEM 1 Add Line 2 Delete Line 3 Complete Storing Rx Do not remove smart card Rx Stored move SELECT ITEM 01 Cliclazide 02 Bextaxolol 03 Atenolol 6 To dispense another item on the same prescription Press 1 and repeat the steps to select the drug and quantity from step 8 If you are finished dispensing this prescription Press 3 The receipt and corresponding labels will be printed If you would like to view the list of drugs dispensed so far Press 0 A list of the drugs dispensed so far will be printe
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