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CAPSLink User Manual

1. uen LUE 34 2242 PCV TOTS ee 34 22 TIPE CIR Po 34 6 RELEASED TO CAPS 2222 2 35 6 1 RELEASED TOC APRS WINDOW i M E EC D eee 35 7 REPOMEIS iie in A e rr eM S rd e re E dard 36 7 1 RBLEASBD TO ADS 36 72 MIN MAX BEBVELSs 36 7 3 ACTIVE ORDERS horrei ieee tut bern EAE 36 7 4 36 7 5 OTHER REPORTS Conoce duele komo 37 aso Ht PI AR ir 37 TPN SaS REPO LIU ME C E 38 8 DRUC DPL A 2 39 8 1 ACCESSING THE DRUG DELIVERY MODULE ccscoscscoscecscecscscaseecescscesescscoscscescscescscesescsesces 39 8 2 PE
2. Active Inactive Al Add New User Close Hame User Code Role Active Patient TPN Order System Clinical User 2 CLINICALS Clinician Web Head Read Reports write write Admin Appr warnings Drug Delivery Appr Criticals Jones Todd TJ NES DOP Web Head Head Reports Write Adrnin Appr Warnings Drug Delivery Appr Figure 1 4 User Profile List 1 4 14 Adding a New User Click on the Add New User button at the top of the page The User Maintenance window will display fig 1 5 Enter the user s last and first names and enter a unique User ID between 6 and 10 characters in length Select a user title using the drop down see section 1 3 3 for more information on user titles After a title is selected the software automatically selects the recommended user privileges for the selected user title You may also select the user privileges manually by clicking or unclicking the checkbox next to each privilege see section 1 3 2 for more information on User Privileges The system will also assign a random password that conforms to the system password requirements Enter an expiration date if you want this user account to expire automatically see section 1 3 5 below Write down the user ID and new password for the user as you will not be able to retrieve the same password later Click Save after you have completed the user profile The user can log into the system with their User ID and
3. 4 1 7 Entering Electkolvias UHR MI Tiu 24 4 1 8 Entering Eding Deletng Ingredients vores siwedvvacedasrrccccsdavgucetoadwalevedavasseecdenivaeseveavloctvedevecevesth 24 4 1 9 INIERUNT D T CT 26 4 1 10 Printing an Sample Label Report or Sample Label 26 AZ PROCESSING ANEW ORDER c 27 4 3 ENTERING A MINIMUM VOLUME ORDER ccccccccccccccccecceccececcececccceccccccecececcceeececeeececeeeeeeeeeeeeees 21 44 CHANGING A PATIENT 24 5 MANAGING ORDERS Por Ree ette e Eie co Pues 28 5 1 TIED 28 5 2 ORDER STATUS re EID ae OO Ly a 20 5 3 ORDEP PROCESSENC divieto a Eau orto otc AE nad ue aS ton ae ke 30 5 4 SENDING ORDERS TO CAPS FROM THE PATIENT LIST eee een eene rennen 31 5 5 CALCIUM PHOSPEHNTE SOLUBIETY allele ie esi T Me cub aed 32 5 6 PHARMACY CUL OBE TIME ia MA E ie 33 5 7 OTHER PRESCRIPTION MANAGEMENT 8 0 0 0 100000000000000 34 Sad Ordek SUMING Y tea tec petto eap
4. New Order ast M ame First Name Save Changes Patient Hame SAMPLE at tts PATENT Cancel Date ot Birth 08 18 1970 d Age Category Adult 15 65 Active Sex Male Area icu Room 5 Weight 70 00 Kg 154 32 Lb Height 180 cm 5 t 1087 in Diagnosis COPD Allergies Physician AMES Penicillins 4 _ Latex Sensitive Hx Number Bag Status Start Date Prescribed Figure 3 1 Patient Profile Window Enter the appropriate information into each field The required fields are marked with an asterisk If a duplicate Patient Account number is found the Duplicate Patient Account number window will display see figure 3 2 To select the duplicate account click on the patient listed in the Duplicate Patient Account window and click Open To close the window and continue entering a new patient profile click Cancel 13 Patient Birth Date Active SAMPLE PATIENT 08718 1970 Tes Figure 3 2 Duplicate Patient Acct Number If a date of birth is entered in the DOB field CAPSLink will automatically assign the appropriate age category If the format of the DOB is incorrect CAPSLink will prompt you to enter the appropriate format field If a weight is entered in either the kg or Ib field the kg or Ib equivalent will be calculated and entered into the corresponding field Similarly if a height is entered in the cm or ft in fiel
5. 17 2014 1 0 1 0 0 1 01 20 2014 1 0 1 0 0 1 01 28 2014 0 1 1 0 0 1 01 29 2014 0 1 1 0 0 1 Totals 3 2 5 0 0 5 Avg day 0 6 0 4 1 0 0 0 0 0 1 0 Fig 7 3 TPN Statistics Report 38 8 Drug Delivery The Drug Delivery module allows you to order anticipatory compounded products from your CAPS pharmacy via the Internet The items that you are able to order via CAPSLink will be determined by your CAPS Pharmacy Module Function Overview Accessing the Drug Delivery Module Placing a Drug Delivery Order Drug Delivery Order Management 8 1 Accessing the Drug Delivery Module You can access the Drug Delivery module either by clicking on the Drug Delivery option when first logging into CAPSLink or by clicking on the Switch to Drug Delivery Link in Administrative Option section of the navigation bar This will bring you to the main screen of the Drug Delivery module Figure 8 1 Product Name _ Magnesium Sulfate 1gm 50 ml DSW 66647 614 6 _ magnesium sulfate g 100 ml D5w 66647 6149 11 0 i 1 1 0 _ Norepinephrine 4mg 250ml DSW 66647 615 6 1 0 1 1 0 _ Oxytocin 10 units 500 ml LR 66647 613 6 0 0 _ 30 units 500 mL DSLR 66647 6132 44 20 o 2 4 Bee AF 97 Figure 8 1 Main Screen Drug Delivery Module 39 To view a detailed description of a product click the checkbox to the left of the item and click the Details button at th
6. 9 Instructions Comments After you have completed entering the ingredients you can add administration and handling instructions that will appear on the TPN label Figure 4 13 You can also add comments to an order in the Comments field Comments are for user information only and do not appear on the label If an order has an entry in the comments field the order will be flagged with a red checkmark to the right of the Order Status on the main screen KEEF REFRIGERATED Figure 4 13 Administration Handling Instructions and Comments 4 1 10 Printing an Sample Label Report or Sample Label After entering and validating your order you may print a sample label for double checking purposes To print the sample label click on the printer icon on the right hand side of the Order Entry screen see figure 4 14 Select Item Quantity UOM w 3 yi Nelete Fig 4 14 Printing a Sample Label 26 Alternatively you may print a sample label from the Main screen by clicking on the print icon to the left of the order see fig 4 15 Patient Mame Area Room Patient KG Cust Bag Product Prescribed Order Status L ID Grp By ADULT TEST ICU 2134456 4455879 2918 25 2918 30 T MD Released to CAPS ADULT TEST 2134456 4456879 2918 21 2918 29 MD Released to CAPS Fig 4 15 Printing a Sample Label from the Main Screen If you are a user that does not have order validation privileges e
7. Room Patient MRN Wt KG Cust Rx Bag Product Prescribed Order Status ID Grp L gt ADULT TEST ICU 2918 21 2918 28 ADULT TEST Icu 2918 25 291827 ES ICU 2918 22 291822 NAME 2918 26 291826 TODAYS DATE 2 00 Fig 5 3 Sending Orders to CAPS Patient List Screen Below the Send to CAPS button is the Orders Completed button this allows you send a notification to your CAPS pharmacy when you are done entering orders for the day After the confirmation has been sent the button will change to a red color requires a screen refresh If you send the Orders Confirmation and you get another late order you can re click the Orders Completed button to update the count for CAPS Important Before you re click the Orders Completed button be sure to contact your CAPS pharmacy to verify that they can fulfill your additional order 31 5 5 Calcium Phosphate Solubilty You can compare known calcium phosphate solubility curves against an open TPN order by clicking on the CaPO4 Curves link in the left navigation pane Fig 5 4 Central Admixture Pharmacy Services Inc Ready to Send AMINOACID ai Fig 5 4 Link to Calcium Phosphate Curves After clicking on the CaPO4 link a window will open that displays the current order s amino acid dextrose and lipid concentration in the graph title on the right The concentra
8. With Clinician The clinician can run validation against the order to view the validation warnings but they cannot validate the order When the Clinician user is ready to make the order available to a Pharmacist for review and validation they must click the Send to Pharmacy button in the Order Maintenance screen see Fig 1 6 Once this is done the order status changes to Needs Validation and can only be accessed and validated by a Pharmacist or DOP user Clinician users can edit orders that were previously created by another Clinician user If a Clinician user enters and order their name will automatically appear in the Prescribed By field in the order The prescriber is also visible from the main patient list screen Patient Info Patient DOE JOHN Sex M Age 21 DOB 08 18 1330 Category Adult 15 65 Area ICU NORTH Room Bed W eight 70 Height 0 cm MRN Template ADULT TPN BY SALT Order 1005 355 Status Order Info Order Volume 2000 mL E Order O verfill 50 mL Order Duration 24 Hours Flow Rate 83 33 ml hr Q Rx Number 200 1 Route of Administration e Central Peripheral 2 Not Specified Prescribed By SMITH JO Ingredients e Select ltem AMINO ACID Quantity UOM Per 1000 Ord x Delete Fig 1 6 Order Entry Screen Clinician User 1 4 3 Security Questions and Password Recovery Validate d Send to Pharmacy ave Disc
9. a list of all active or inactive patient profiles by clicking on the appropriate filter link at the top of the screen and you can filter the order list by age category by clicking the appropriate checkbox ie Adult Pediatric or Neonate The Main Navigation Bar contains links for managing Patients Prescriptions Reports and Administrative options When these links are clicked the corresponding window will open To return to the main screen click the window s close button or click the Patient List link at the top of the Navigation Bar 5 Central Admixture Pharmacy Services Inc Product Grp Room Patient MRN ID Wt KG Cust Bag 2918 21 2918 25 2918 22 2918 26 2918 28 2918 27 2918 22 2918 26 ADULT TEST ICU MD ADULT TEST ICU ADULT TEST ICU MD NAME CPOE TEST MD Order List Navigation Figure 2 1 CAPSLink Main Screen 3 Patient Management Module Function Overview Creating a New Patient Profile View Edit and Existing Patient Profile Inactivating a Patient Profile Retrieving an Inactive Patient 3 1 Creating a New Patient Profile 3 1 1 Entering Patient Data In the Navigation sidebar on the left of the main screen click on the New Patient link to open a new patient profile window figure 3 1 Pat Acct H 8m MRN sexo Save
10. clicking on the the Print button 8 3 Drug Delivery Order Management The number of cases that have been previously ordered during the day is listed in the Ordered Today column on the main Drug Delivery Order screen Figure 8 5 This allows the user to determine what quantities have already been requested by CAPS to avoid duplicating orders D Figure 8 5 Units Ordered Today 41 8 3 1 Order History You may view a history of Drug Delivery Orders by clicking on the History link in the Order Management section of the main navigation bar Figure 8 6 A list of all orders that have been released to CAPS can be displayed by clicking on the Released to CAPS link on the navigation bar Both lists can be filtered by date range by entering the desired date range in the From and To fields and clicking the Search button A printable of the report can be displayed and printed by clicking on the Print button From 11 15 2011 54 11 21 2011 4 Search Print Close Order Number 1489 53 Order Placed 11 21 2011 CHMOORE PO Number Order Number Product ProductCode NDC Volume Case Size Cases Ordered Status Status Date PIP TAZO 4 5GM BATCH SYR 30 mL 25 2 Released To CAPS 11 21 2011 10 40 VANCOMYCIN 1GM BATCH SYR 20 mL 25 8 Released To CAPS 11 21 2011 10 40 HIGH Induction CARDIO 830 mL 1 8 Released To CAPS 11 21 2011 10 40 20 3 375 GM BATCH
11. g Technician or Clinician User you may print an Sample Label Report for an unvalidated order by clicking on the same printer icon used for printing sample labels This report will contain the order information necessary for performing a double check 4 2 Processing a New Order Orders are processed using the buttons on the right hand side of the Order Entry screen See section 5 3 for instructions on how to process your new order 4 3 Entering a Minimum Volume Order If you want to enter orders using the Minimum Volume you must make certain that your CAPS pharmacy has set your order template to process minimum volume orders To enter a minimum volume order leave the Order Volume and Rate fields blank Enter your ingredient information and validate your order The Order Volume and Rate will appear on your sample label 4 4 Changing a Patient Weight If you want to edit or re submit an order that contains weight based ingredients you may need to edit the patient weight so that the order is calculated with the most current weight Any patient orders that have weight based ingredients will have the weight highlighted in red in the Patient List view see Figure 4 16 To edit the patient weight before processing an order double click on the order from the Patient List and select Patient View Edit the patient weight and click the Save Changes button The updated weight should be visible in the Patient View window Double click on the order an
12. you will need to notify your CAPS pharmacy by phone CAPS Central Admixture Pharmacy Services Inc Room Acet tt WtKG Bag Product Group Order Status Comments CAI 100022657 50 35 1543 33 T Received by CAPS a IT ETE E s Sey Pe ae m ea ee rogccaana 1543 3 Re by CAF s F anes yar ELI MEA E HONRADO ALECELY F23553303 c 1543 34 v vine ne 1202 SEA E ENANZ LAS Fig 5 7 Pharmacy Cut Off Time 33 5 7 Other Prescription Management Functions 5 7 1 Order Summary After an order is saved you can view print the order s nutritional information by clicking on the Order Summary link in the left hand navigation pane Fig 5 8 Fig 5 8 Order Summary 5 7 2 View Errors After an order has been validated you can view the messages that were previously displayed at validation by clicking on the View Errors link in the left hand navigation pane 5 7 3 Order Profile After an order is saved you may view detailed information regarding the order by clicking on the Order Profile link in the left hand navigation pane 34 6 Released to CAPS Window 6 1 Released to CAPS Window Clicking the Released to CAPS link in the left hand navigation pane will display a list of all orders that have been released to CAPS Fig 6 1 The view defaults to the current date but a different date range can be entered as ne
13. 4 3 1 3 SAVNE CHOICES T 15 3 1 4 Setting Required Fields and Disabling Fields eene 15 352 VIEW EDIT AN EXISTING PATIENT 8 16 3 3 INACTEVATING PATIENT PROFILE Vw v km Finit emi 17 3 4 RETRIEVING AN INACTIVE PATIENT seeeseccccceececeeeeeeeseeeessnnnaaneceeeeceeeeeeeseeeesssaaaaaaeeeeeeeeeeeees 18 NEW Oe a tcm T 19 4 1 CREATING ANEW ORDER T 19 4 1 1 mET 20 4 1 2 ea sa dash not ous asin dede to lade 20 4 1 3 Mo TU 21 The 24 Hour Order Volume Kg calculator allows you to calculate a TPN order volume by entering the patient s total daily fluid requirement and subtracting any other sources of fluid the patient is receiving This calculator is accessed by clicking on the calculator icon to the right of the Order volume kg calculator Enter the appropriate volumes in each field of the 24 Hour Order Volume Kg Calculator pop up fig 4 6 and click The Order Volume field will be populated with the WOES TRI sateen 21 4 1 4 M O E 22 4 1 5 Koute of AdmMOn ITON OM 20 41 6 E DU o UTEM DE 24
14. ACING A DRUG DELIVERY ORDER decere eec oec cus te Feyt eet uec een Sheu dead e e ned tine es 40 8 3 DRUG DELIVERY ORDER MANAGEMENT sccscscesceccececcccececececececescecescesescecescecescscescscesescesesces 4 8 3 1 qu Dn 42 9 MAINTENANCE HELP ee eren nnne nnne nnne nun 43 10 APPENDIX ORDER FLOW SHEETS e eren nnn nnne 45 IO L FLOW SHEET REFILIING AN ORDER rette iio Aes 46 10 2 FLOW SHEET MODIFYING AN ORDER ccsccscoccscescscescsceccsceccscarcscecsscetcscecescnsescecsececensecerseceness 47 10 3 ENTERING ANEW OR DER setae ree ee ees 48 1 Before You Begin Welcome to CAPSLink CAPSLink is a web based system for ordering TPN and other IV solutions from your CAPS pharmacy Module Function Overview System Requirements Accessing CAPSLink and Adding CAPSLink to your Browser s Favorites Logging into CAPSLink Creating Editing CAPS Link User Profiles Inactivating User Profiles Changing a Password 9 9 9 9 1 1 System Requirements Internet Explorer 7 0 or greater Adobe Acrobat Reader 9 0 or greater Windows 2000 XP Vista Window 7 Adobe Flash plug in version 10 or greater 100MB free memory Dual core 2GHz recommended Citrix or VMware View virtual environment supported 1 2 Accessing CAPSLink and
15. Adding CAPSLink to your browser s Favorites To connect to CAPSLink open your Internet browser and enter the following link in the address field http www capsorders com capslink At the login screen you can add CAPSLink to your Favorites by clicking on the link located below the CAPS Icon See Fig 1 1 below F3CAPS Central Admixture Pharmacy Services Inc CAPSLink Version 1 05 0 Release Notes and User Manual To view and download the information CLICK HERE Figure 1 1 Login window and Add to Favorites Link 1 3 Logging in to the Application F3CAPS Central Admixture Pharmacy Services Inc CAPSLink Version 1 05 0 Release Notes and User Manual To view and download the information CLICK HERE Figure 1 2 Logon Window Example At the login screen you will see two large text fields on the right entitled Important Notices and News amp Information These contain important tips and announcements regarding the CAPSLink system see Fig 1 2 In the upper left hand corner of the login screen enter your CAPSLink User ID and Password Your Password is masked by asterisks as you type to prevent others from viewing To complete the logon process press Enter on your keyboard or left mouse click the Secure Login button If this is the first time logging into CAPSLink you must use the password that was assigned to you when your user profile was created The creator of your user profile will supply you wi
16. CAPSLink User Manual VERSION 1 05 0 eer m A S delivering solutions B Braun Company Updated on January 31 2014 Table of Contents 1 BEFORE YOU BEGIN eN 4 1 1 ER DI DUM TM E EET 4 1 2 ACCESSING CAPSLINK AND ADDING CAPSLINK TO YOUR BROWSER S FAVORITES 4 1 3 LOGGINGIN TO THE APPLICATION 5 14 CREATING EDITING CAPSLINK USER PROFILES 6 1 4 1 DI GAN CW 7 1 4 2 E A ENO E NON E ENE ENA N EAI EAN SE EN 8 1 4 3 Security Questions and Password 2202 00000000000000004 0 nnne eese nes 9 1 4 4 Editing an Existing User Profile and Resetting Passwords esses 10 1 4 5 Inactivating Reactivating a User Profile and setting an Expiration Date 11 1 4 6 CTT OLAS SOG E Urat iie m EON mM 11 1 4 7 POSS WOVE ED IIT 11 NAVIGATION 4 4 0 0 0 1 12 24 NAVIGATING THE MAIN SCREEN cccscacsansgaasiaginnosannesaniesensintepansnsaleansuntosanmnanivenavebssanioetenehinnnwesnasadledee 12 PATIENI 13 3 1 CREATING ANEW PATIENT PROFILE SER aian 13 3 1 1 LEnierine Patent stas NN UNIONE SN OPPOSING M UD 3 1 2 DNNIDIIESVIATUIT E 1
17. Elements Amount Sodium 20 mEq Potassium mEq Phosphate mmole v Per Calcium 0 mEq Ord Magnesium mEq Acetate 100 m Chloride 0 EA Figure 4 9 Base Elements section 4 1 8 Entering Editing Deleting Ingredients To enter a quantity for an ingredient click in the quantity field and enter the appropriate number figure 4 10 You can navigate down the list of ingredients by pressing the tab An ingredient can be deleted from the order by clicking on the ingredient to select it then clicking the Delete button Ingredients B Delete Hew tem Quantity 1000 Order DEXTROSE 70 1000 ml Order MvI 12 10 ml Order bius bulbi 40 mil Order Figure 4 10 Editing an Ingredient 24 To edit an ingredient double click on the ingredient then click the Edit button to the right of the list of ingredients The Edit New Ingredient dialog will open Figure 4 11 Make the necessary changes and click the Save button After you have made your changes click the OK button to save You can cancel any changes by clicking the Cancel button Figure 4 11 Edit Ingredient Dialog To add an ingredient click the New and select an ingredient from the Item dropdown Enter the appropriate Quantity UOM and Per option and click OK to save see figure 4 12 Click Cancel to cancel the entry Figure 4 12 Adding a New Ingredient 25 4 1
18. Order Status DOE JANE ICU SOUTH 70 1005 69 T Released to CAPS x DOE JOHN FW 75 1005 67 11 Released to 5 EN Click Button Enter new Rx if needed d Make Changes to order Technician Rph swe 00 or validate And Send Review Validation Messages MESSAJES Enter User ID and Password Enter User ID and Password Send to CAPS Order Filled thank you Orders can be sent to CAPS from the order window or the main CAPS Link window Order Filled thank you Close 47 10 3 Entering a New Order Click on the New Prescription link in the left hand navigation pane ICU SOUTH 1005 69 Released to CAPS Select Patient Select Template Next page 48 Enter Order Information oN Validate And Send Review Validation Messages Technician swe 00 Review Validation Messages Enter User ID and Password Enter User ID and Password Send to CAPS Order Filled thank you Orders can be sent to CAPS from the order window or the main CAPS Link window Order Filled thank you Close 49 Notes 50
19. SYR 1 mL 1 225 Released To CAPS 11 21 2011 10 40 Figure 8 6 Drug Delivery Order History 42 9 Maintenance Help Users Physicians and Patient Areas can be added removed or inactivated from the Administrative Options menu in the lower left hand portion of the Navigation pane Figure 9 1 These areas are accessible only to Admin level users See section 1 3 for more information on adding and editing User Profiles Figure 9 1 Administrative Options In the Fields Maintenance window Admin users can toggle various fields in the Patient profile to be required or optional Also some fields can be disabled or enabled in this screen as well Window Laps System Required Hot Hequired Fields E ORDER Required Fields Y ES PATIENT Don t Require See Seger ponen Seat Don t Require Senin TEANA Require Patient ID Window Caps Customization Enabled Fields Y ES PATIENT Disable Height Disable Weight Enable Disable Patient Id Disable MRN Fig 9 2 Fields Maintenance Window MRN Last Mame First Name Birth Date Age Category Disabled Fields Weight Lb 43 A training manual online help and training videos Figure 9 3 can be accessed from the Help and Training link in the lower left of the Navigation pane F3CAPS Central Admixture Pharmacy Services CAPS Link Online Help Training The links below will allow you to view an onl
20. clic Rate Indicator To enter an infusion rate other than the default 1hr taper up and down you will have to manually calculate your infusion rates for your tapering schedule Follow the instructions above for entering the volume duration and rate Do not click the cyclic rate button Enter your cyclic rate schedule in the Administration Instructions field 4 1 5 Route of Administration You can specify a peripheral or central route of administration by clicking on the appropriate radio button If the Peripheral or Not Specified route is selected then CAPSLink will display a warning on validation if the osmolarity of the final solution is above the osmolarity threshold Contact your CAPS pharmacy if you need to establish or change an osmolarity threshold setting 23 4 1 6 Select Physician You can select a physician from the Prescribed By dropdown If you need to add a physician to the list click the button next to the Prescribed By dropdown 4 1 7 Entering Electrolytes by lon If your template is set up to order electrolytes by ion the fields for entering the amount for each ion will appear on the screen in the Base Elements section Figure 4 9 Enter in the ordered amounts and specify the Per option by using the dropdown on the right Acetate and Chloride can be ordered by or by milliequivalent amounts if your template is set for ordering by salts the Base Elements section will not be visible Base
21. d select Prescription View to edit and process your order Refresh Send To Caps 1 Patient Name Area Room Acct H Wt KG Bag PG Order Status L as BROWN KELLY BACK YARD 102 12345 54 43 1005 73 1 Ready to Send DOE JANE ICU SOUTH 70 1005 69 T Released to CAPS S DOE JOHN Iw 75 1005 67 T Released to CAPS Lj me PATIENT NEO C 1005 70 T Ready to Send E Figure 4 16 Weight Based Order in Patient View 27 5 Managing Orders Module Function Overview Opening an order from the Patient List Screen Home screen Order Status Saving Validating and Sending Orders to CAPS Creating New Order from Existing Orders and Refilling Orders Discontinuing Orders 9 9 9 E3CAPS Central Admixture Pharmacy Services Inc Patient Name Area Product Prescribed Room Patient MRN Wi KG Cust Rx Bag iD Gm By LA ADULT TEST ICU 2918 25 2918 25 T MD 10 ADULLTEST Icu 291822 291822 T m MN ADULT TEST ICU 2918 21 2918 21 T gt Lj GERIATRIC 2918 19 L NE test patient NICU 3 00 291820 291820 Figure 5 1 Patient List Current Orders view 5 1 The Patient List A list of current orders is displayed in the Patient List Home screen when you first log into CAPSLink Figure 5 1 You may filter this list by clicking on the appropriate link at the top of the page For example to list only yesterday s orders click
22. ds the equivalent height in cm or ft in will be calculated and entered into the corresponding field 3 1 2 Assigning Allergies To enter an allergy click the icon next to the allergy field and select from the predefined list of allergies figure 3 4 Click the OK button and the selected drug or drug categories will be assigned to the allergy field To remove an allergy click on the icon EJ to the left of the drug or drug category in the allergy field 14 Select Allergy Reductase Inhibitors 002 BHT 3 Receptor Antagonists Abacavir ACE Inhibitors Acetaminophen Acyclovir and Related Human Allergy History Kriown Ld L L L Lj LJ LJ LJ L Alergy History Refused by Patient Figure 3 4 Allergy List If a patient has a history of latex sensitivity place a check in the Latex Sensitive checkbox On validation a critical warning will appear reminding the user that the patient is latex sensitive 3 1 3 Saving Changes After you have completed your entries click the Save Changes button If you plan to create an order for this patient immediately after saving your changes click the Save New Order button 3 1 4 Setting Required Fields and Disabling Fields The Last Name First Name and Age Category are hard coded as required fields However a Administrative DOP user can toggle the following fields to be either required or optional e Patient Accoun
23. e user will be prompted to enter their current password and their new password Figure 1 9 Passwords must be between 6 and 10 characters in length must contain at least one upper and lower case alpha character and one numeric character Please Fill the fields below peat ee ee ES Cancel Curent Password Lie es rece New Password Verify New Password Figure 1 9 Change Password Dialog 1 4 7 Password Expiration User passwords will expire after a 90 day period When a user s password is within 14 days of expiring CAPLink will warn the user at login and give them the opportunity to change their password If the user decides not to change their password the login prompt will count down the days until the password expires If a user attempts to login after the password has expired the user will be required to change their password to gain access to the system 11 2 Navigation Module Function Overview Navigating the Main screen of CAPSLink Filtering the Order List 2 1 Navigating the Main Screen When you first log into CAPSLink the main screen of the application is displayed Figure 2 1 By default the main screen will display a list of patients with current orders This list can be filtered based on order status by clicking the Order Filters at the top of the screen For example to filter the list for orders with a status of Ready to Send click the Ready to Send link You can also retrieve
24. e top of the screen Figure 8 2 Note product name does not appear as expected contact you local CAPS Pharmacy and they can add new items to your list magnesium sulfate Per Bag dextrose 5 water Figure 8 2 Product Detail 8 2 Placing a Drug Delivery Order To place a Drug Delivery order enter the desired quantity of each product in the Cases field on the right hand side of the main screen After you have finished entering the quantities of all the products you want to order click on the Place Order button The Verify Drug Delivery Order window will open Figure 8 3 Ship to Sample Customer POH Created 10 22 2013 By ZTPSAMPDOP deilveriog sotuttans gt 4 EE aen Product Product Volume Case Cases Status Ordered Date Size rdere d 1 10 Magnesium Sulfate 1gm 50 m 66647 514 50 mL Released To CAPS 10 22 2013 16 01 Total Number Units 10 Figure 8 3 Verify Drug Delivery Order Window 40 Click on the Accept button to verify the order and send it to your CAPS pharmacy Click on the Cancel button to cancel the order Once the order has been successfully placed an order confirmation number will display Figure 8 4 four Order has beer placed as PLH 1005 1 es Figure 8 4 Drug Delivery Order Confirmation After clicking the OK button a sample packing list will display You may print a copy of this packing list for your records by
25. eded Click on the Print button to print a Released to CAPS Report Fig 6 2 The order can be opened by double clicking an order and a sample label can be printed by clicking on the printer icon and the far left hand side of the order Aet POF Excel Erom 01 30 2014 H 01 30 2014 E Search Print Close Bag Cust Hx Patient Patent ID MRH Queued Dat Product Grow Status Status Date 2918 29 0 2918 21 ADULT TEST 2134456 4456879 01 30 2014 TPN ADULT Released to CAPS 01 30 2014 2918 22 0 1 2918 22 ADULT TEST 2134456 4456879 01 30 2014 TPN ADULT Released to CAPS 01 30 2014 2918 30 01 2918 25 ADULT TEST 2134456 4456879 01 30 2014 TPN ADULT Released to CAPS 01 30 2014 2918 31 0 1 2918 26 659879 543321 01 30 2014 TPN ADULT Released to CAPS 01 30 2014 Fig 6 1 Released to CAPS window CAPS Fax 999 999 9999 Sample Customer 01 30 2014 16 06 Released To CAPS Report From 1 30 2014 to 1 30 2014 Rx Patient Name Patient Id MRN Weight Kg Area Room 10 Status Date 2918 21 ADULT TEST 2134456 4456879 ICU 2918 29 0 1 Released to CAPS 01 30 2014 15 59 2918 22 ADULT TEST 2134456 4456879 ICU 2918 22 0 1 Released to CAPS 01 30 2014 15 59 2918 25 ADULT TEST 2134456 4456879 ICU 2918 30 0 1 Released to CAPS 01 30 2014 15 59 2918 26 MD NAME 659879 543321 2918 31 0 1 Released to CAPS 01 30 2014 15 59 Grand Total 4 Fig 6 2 Released to CAPS Report 35 7 Reports Module Func
26. el Override User ID Password Print Cancel Fig 5 2 Send to CAPS After validating an order it will be available for sending to CAPS Click this button to make the order available for import by your CAPS pharmacy Alternatively you can send a group of orders to CAPS from the TPN Management screen see section 5 4 30 After opening an order you can click on the Edit button to create a new order containing all the same information as the previous order If the previous order was active it will be automatically discontinued Close To close an order and discard all changes click the Close button Refill An order from the previous day can be be repeated by clicking the Refill button This creates a copy of the order and brings the user directly to the order validation window To discontinue an order click the Discontinue button 5 4 Sending Orders to CAPS from the Patient List After you validate an order it will be ready to send to CAPS for compounding An order can either be sent to CAPS from the Order Entry window or from the Patient List screen by clicking the checkbox to the left of the order and clicking the Send to CAPS button Fig 5 3 Orders can be sent to CAPS in batches by clicking the Select All checkbox at the top of the checkbox column and then clicking the Send to CAPS button TJCAPS Central Admixture Pharmacy Services Inc Patient Name Area
27. eld Figure 4 3 Select Field Dialog 20 4 1 3 Volume Calculators There are two volume calculators that you may use to calculate a TPN order volume Rx Number 2918 22 Volume Calculators Route of Administration 2 Centra F _ Peripheral Mat Granta Figure 4 4 Order Volume Calculators The volume per kg calculator can be accessed by clicking on the first calculator icon to the right of the Order Volume field es When the Order Volume per Kg Calculator pop up appears figure 4 5 enter the order volume in mls kg and click on the OK button The Order Volume field will be populated with the calculated value Figure 4 5 Order Volume Kg Calculator The 24 Hour Order Volume Kg calculator allows you to calculate a TPN order volume by entering the patient s total daily fluid requirement and subtracting any other sources of fluid the patient is receiving This calculator is accessed by clicking on the calculator icon to the right of the Order volume kg calculator Enter the appropriate volumes in each field of the 24 Hour Order Volume Kg Calculator pop up fig 4 6 and click OK The Order Volume field will be populated with the calculated value 21 Figure 4 6 24 Hour Order Volume kg Calculator 4 1 4 Cyclic Orders To enter a cyclic infusion rate enter a volume and duration for your order then press the tab key If the duration field was pre populated with a duration when you change
28. ine help file or download it to your computer There are also several video modules demonstrating the CAPS Link Internet order entry system If you have any questions please contact your local CAPS Pharmacy and we can answer any questions Online Help 4 Download Training Manual Release Notes am Training Videos le Getting Started lI Order Processi l Order Analysis Figure 9 3 10 Appendix Order Flow Sheets The following pages contain Flow Sheets that serve as a quick easy to follow reference for various types of order processing These sheets can be copied and placed next to a computer workstation for quick reference 45 10 1 Flow Sheet Refilling an Order From the Patient List Click on the Order Open Prescription View 1 1 Patient Name Area Room Acct H Wt KG Bag PG Order Status JANE ICU SOUTH 70 1005 69 T Releasedto CAPS E DOE JOHN 75 1005 67 T Released to CAPS ES Verify Order contents LO 07x OR Review Validation Messages Review Validation Messages Enter User ID and Password Enter User ID and Password Order Filled thank you send to CAPS Orders can be sent to CAPS from the order window or the main CAPS Link window Order Filled thank you 46 10 2 Flow Sheet Modifying an Order From the Patient List double click on the Order At the prompt Open Prescription View Patient Name Area Room Acct H Wt KG Bag PG
29. ing a New Order Canceling and Discontinuing an Order 4 1 Creating a New Order In the Navigation sidebar on the left side of the main screen click on the New Prescription link Select a patient name using the patient name dropdown and select a template from the Template Name dropdown figure 4 1 If the patient name is not found cancel this window click on the New Patient link on the left side of the main window enter a new patient and then create the order Note New templates can only be added by contacting your local CAPS Pharmacy Weight fall Height 0 cm Template Mame Unvalidated ADULT TPM ION ADULT TPN Er SALT Figure 4 1 Starting a New Prescription 19 Figure 4 2 Order Entry Screen 4 1 1 Header Field At the top of the main order window below the template name there is an editable Header field The text in this field will print at the top of the ingredient list on the product label figure 4 2 4 1 2 Entering a Volume Rate If you enter values into any two of the order duration and flow rate fields CAPSLink will automatically calculate the third parameter Also if you make a change to one of these fields you will be prompted to have CAPSLink calculate one of the other two fields figure 4 3 Click the button corresponding to the field you want CAPSLink to recalculate If you click the Cancel button CAPSLink will not recalculate either fi
30. on the Yesterdays Orders link at the top of the page You may also display a list of All Active Patients and All Inactive patients by clicking on the appropriate link To return the list of current orders click on the All Orders Link From the Patient List you may refill edit validate and discontinue orders To open an order in the Order List click anywhere on the Patient s Order When prompted click on Prescription View to open the order screen 28 5 2 Order Status The right hand column of the Order List displays the order s status This order was entered into CAPSLink yesterday The order can be opened and edited click Edit button to create a new order for the current day You can also refill the order by opening it and clicking on the Refill button The order has been entered and saved by a Clinician user The order can be reopened and edited by any Clinician user The Clinician user must click on the Send to Pharmacy button to make it available for validation by a pharmacist Order has been entered and saved but requires validation and will need to be released to CAPS before the order can be filled by your CAPS pharmacy Indicates that the order has been approved and released to CAPS for order processing Order has been received by your CAPS pharmacy and is currently being compounded Note If you need to change an order that has already been received by CAPS contact the pharmacy to let them know tha
31. ontinue Close Num Units 1 Entered By Clinical User 09 01 2011 9 32 Validated By Administration Instructions On first login users will be asked to answer 2 security questions that will be stored with their user profile see figure 1 7 If a user forgets their password they can reset it by clicking a Forgot Password link at the login screen see figure 1 8 When the link is clicked the user is prompted to answer the first security question If they are unsuccessful after 5 tries they are prompted to answer the second security question If the user answers one of the security questions correctly their current password will be displayed Set Secunty Questions for Account Recovery Please select two security questions and answer them Answer the questions honestly so that you can remember them The answers will be used to recover your password in case you forget tt Fig 1 7 Password Security Questions 3CAPS Central Admixture Pharmacy Services Inc CAPSLink Version 1 04 5 2 R Figure 1 8 Password Recovery link 1 4 4 Editing an Existing User Profile and Resetting Passwords Click on the User Management link to display the list of users To edit an existing profile double click on the user s name After the User Maintenance window opens make your changes and click the Save button when finished You can reset a password by clicking on the Reset PW button This will reset the password
32. randomly generated password After they have logged in the application will prompt them to change their password User Privileges Patient Read patient profile data viewable but not editable Write patient profile data viewable and editable TPN Order Entry Read Order data viewable but not editable Write Order data viewable and editable Can create edit save approve an order Approve Warning allows user to override a Warning level message on validation Critical allows a user to override a Critical level message on validation System Reports Reports are viewable Admin Ability to create edit user profiles read write access to Prescriber and Area Maintenance Drug Delivery Access to the Drug Delivery Anticipatory Compounded Products module Figure 1 5 User Maintenance Window 1 4 2 User Titles 1 4 2 4 Technician By default a Technician user can create patient profiles and TPN orders but cannot validate approve an order 1 4 2 2 Pharmacist By default a Pharmacist user can create patient profiles and TPN orders and can validate approve TPN orders 1 4 2 3 DOP This user has the same user privileges as a Pharmacist but can also create edit user profiles 1 4 2 4 Clinician The Clinician user is able to enter and save orders Clinician users can also open other Clinician generated orders and make changes The status of an order initiated by a Clinician user is
33. t Number Medical Record Number DOB and Patient Weight Patient Profile Selected fields can also be enabled or disabled per customer preference Height Weight kg Weight Ib Patient ID Medical Record Number MRN These settings can be changed by clicking on the Fields Maintenance link in the navigation pane For more details on the Fields Maintenance settings see section 9 Maintenance Help 15 3 2 View Edit an Existing Patient Profile If the patient is not currently displayed in the TPN management window click on the All Active Patients link in the upper portion of the screen see figure 3 5 You can also search for a patient by Medical Record Number by clicking the Patients by MRN link ID Grp ADULT TEST 2134456 4456879 2918 25 2818 30 T ADULT TEST 2918 21 2918 29 MD ICU 2134458 4456879 T EM ADULT TEST 2134458 4456879 2918 22 2918 22 T CPOE TEST Figure 3 5 All Active Patients Link When the Patient List displays double click anywhere on the corresponding line When the Select View dialog opens click Patient View After making changes to the profile click the Save Changes button or click the Save New Order button if you want to save the changes and create a new order for the patient At the bottom of the Patient Profile window is a list of the patient s orders Figure 3 6 You may click on the Rx number to open the Order
34. t you will be sending a new order Order has been validated and is ready to send to the CAPS pharmacy for compounding 29 5 3 Order Processing While entering and editing orders there are several buttons available on the right hand side of the Order maintenance screen that allow you to process an order Save The Save button allows you to save an order in its current state A saved order can be accessed later for editing by clicking the Unlock button or can be validated and sent to CAPS see sections below After completing an order click the Validate button to validate an order CAPSLink will screen the order for proper dosing allergies incompatibilities etc and display appropriate warnings to the user A user with appropriate privileges can override these warnings by checking the checkbox next to each warning and entering a username and password at the bottom of the validation screen and clicking the OK button figure 5 2 To cancel validation click the Cancel button After validation is complete you can send the order to CAPS by clicking the Send to CAPS button from within the order or you can send it to CAPS from the TPN Management screen see section 5 4 View Validation errors x Review and place a check mark on all errors to override Then Enter your password to validate the order Override Level Description Warning This order s 4 ratio 45 exceeds the recommended Warning lev
35. th this password When you login you will be prompted to answer 2 security questions This information will be stored with your profile incase you forget your password and need to retrieve it see section below on retrieving forgotten passwords You will also be prompted to change your password after your first login Passwords must between 10 characters in length e Contain at least one upper and lower case alpha character e Contain one numeric character NOTE If you do not know your User ID and Password see your Pharmacy Director When you log into the CAPSLink program you may have the option to enter the TPN Custom Rx or Drug Delivery modules Figure 1 3 Select the TPN option for processing TPN orders and other patient specific orders or Drug Delivery to order other sterile compounded products What would you like to order today TPN Custom RX Drug Delivery Figure 1 3 TPN Custom Rx or Drug Delivery Options 1 4 Creating Editing CAPSLink User Profiles If you are a user with Administrative access you can create user profiles for your staff After logging into CAPSLink select the User Management link under Administrative Options in the left hand navigation pane You will be presented with a list of user profiles that are currently in the system fig 1 4 You can filter this list for active inactive profiles by using the radio buttons at the top left of the window edit a user double click a user
36. the duration you will get a prompt to recalculate the rate volume or retain parameters as entered see below Select Retain Parameters as Entered In the flow rate field change the rate to 0 ml hr Press the tab key You will once again be prompted to recalculate the volume rate or retain parameters as entered Select Retain Parameters as Entered Your flow rate should be set at 0 ml hr Click the cyclic rate icon D next to the flow rate field CAPS Link will calculate a cyclic infusion rate with a one hour taper up and down at half the maintenance rate See Figure 4 7 Click OK 22 Figure 4 7 Cyclic Flow Rate Dialog Important Note The Cyclic Flow Rate window is not intended to calculate a rate schedule other than the default 1 hour taper up and down at half rate If the numbers in the Cyclic Flow Rate window are changed the software will not recalculate the infusion rates resulting in an different order volume After the cyclic rate is saved Cyclic will appear in red text in the rate field see Figure 4 8 This cyclic rate schedule will automatically print on the TPN label in the administration instructions field To clear a cyclic rate from the order you can click the Clear Cyclic button Order Info Order Volume 2000 mL Order 50 Order Duration gg Flow Rate Clear Cyclic Hx Humber Figure 4 8 Cy
37. tion Overview Description of CAPSLink Reports Displaying and Printing CAPS Reports Several reports are available from your CAPSLink application The reports can be displayed and printed by clicking on the Reports links in the Navigation Bar on the left hand side of the CAPSLink main screen 7 1 Released to CAPS Displays a list of orders that have been released to CAPS The date range defaults to the current day but can be changed by entering a new date range and clicking the Search button Click the Print button to display a preview of the report in a printable format 7 2 Min Max Levels Displays a list of Minimum and Maximum dose settings for all CAPSLink ingredients When an order is validated a warning message will display if an ingredient amount is above or below these settings 7 3 Active Orders Displays a list of active orders 7 4 Active Patients Displays a list of active patients 36 7 5 Other Reports Clicking the Other Reports link displays a window that allows you to select from several reports that can be filtered by date range Figure 7 1 Select the desired report in the report dropdown on the left edit the date range if necessary and click the Search button to display the report Click the Print button to display the report in a printable pdf format Active Ax Order Approval Report Order Caloric Report Order Error Overrides Release to CAPS Report Release
38. tion of calcium and phosphate for the current order will be plotted on the graph as a red star Fig 5 5 11 ds Dore 21 24 40 Fraarsna Dato gae 2 15 1 38 261 Fraamine S5 cete BS Tae 5 400 5 Fraarsina 1 Cectoaw 10 Fraariras 1 333 Tecnos 12 5 Freamine Z5 Daonosa 20 Freamine lll A Daorosa 25 Fig 5 5 Calcium Phosphate Concentration Plot 32 A list of Know curves are available on the left hand side of the window To view a curve in the graph on the right scroll down to the appropriate curve i e the curve that most closely matches the amino acid dextrose and lipid concentration in your order and click on it The curve will appear on the calcium phosphate graph on the right Fig 5 6 Freamine 4 Dextrose 21 Intralipid 3 40C Freamine 11 4 Dextrose 21 96 Intrakpid 3 25C Freamine 11 3 Dextrose 6 Intralipid 5 40 Freamine 3 Dextrose 6 Intralipid 5 25C Freamine 1 Dextrose 10 Freamine 1 33 Dextrose 12 5 Freamine 111 4 Dextrose 25 Fig 5 6 Calcium Phosphate Curve Sample Curve 5 6 Pharmacy Cut Off time Your CAPS pharmacy may choose to employ a Cut off time for order submissions When a user opens an order or a patient profile after the order cut off time has passed a warning message will display in the upper portion of the screen see Fig 5 7 If you need to place orders after the cut off time
39. to CAPS By Area Release to CAPS By PG Release to CAPS By Queued Dt Release to CAPS Patient PG BreakDown Release to CAPS PG BreakDown 09 06 2011 s m ear UU nnt SAURA O a K T 1 Figure 7 1 Other Reports Screen 7 5 1 Order Approval Report In the Other Reports section you will find the Order Approval Report This report contains a record of which user entered approved and released each order Fig 7 2 Samus Product Ciroap Yesenia Ceder TPN ADULT Daoontn ed TPH ADULT Test Customer B312010 Orders Entered Between 08 24 10 and 08 24 10 Patent PATIENT NEC PATIENT Fig 7 2 Wirgous Mr OR2AT011 59 User 1 Valida amp OR24 10 12 00 User 2 Validatic 0824710 12 00 zTecrPhamaeDR2X4T0 1329 zTestPhamae 24 10 13 29 Pharmacy 08 2410 1326 Pharmac 13 31 Test Pharmac 0824 10 13 31 zTeci Pharmac OR 24 0 13 32 zTect Pharmac 08 24 10 13 34 STen Phan DE 24 00 13 35 2Test Pharmac 082410 13 37 dTe Pharmac ON 24 10 13 38 zTect Pharmac OR24710 13 20 zTect Pharmacy Of 24710 13 40 Order Approval Report 37 7 5 2 TPN Statistics Report In the Other Reports section you will find the TPN Statistics Report This report generates a daily total count of TPNs ordered for the specified date range Fig 7 3 Sample Customer TPN Statistics Report From 1 1 2014 to 1 30 2014 Site Patient Type Date Cent Periph Adult Neo Peds Total Made 01 16 2014 1 0 1 0 0 1 01
40. which will be displayed in the password field The user can then login using this newly generated password After the user logs in the application will prompt them to change their password Passwords must be between 6 and 10 characters in length must contain at least one upper and lower case alpha character and one numeric character 10 1 4 5 Inactivating Reactivating a User Profile and setting an Expiration Date It is important to inactivate any users that no longer need access to the CAPSLink system To inactivate a user double click on the user s name After the User Maintenance window opens uncheck the box next to Active then click on the Save button To reactivate a user account you will first need to search for inactive accounts by clicking on the Inactive radio button at the top of the User Profile list Click Search Double click the user s name and after the User Maintenance window opens check the box next to Active then click on the Save button An optional expiration date can be set for a user profile by entering a date in the expiration date field The user profile will be automatically inactivated after this date You can also re activate this user at a later time and set a new expiration date 1 4 6 Changing a Password A user can change his her password by clicking on the Change Password link in the Administrative Options section of the navigation bar on the left hand side of the main screen Th
41. window Once the order is open you can click the Edit button to create a copy of the order and make any necessary changes needed for the current day s order 16 Cimetidine Bag Status StavtDate Prescribed By 1005 275 1005 275 Needs Validation 067032011 20 00 00 E Figure 3 6 Patient Order list 3 3 Inactivating a Patient Profile After a patient is discharged or no longer receiving TPN you may want to inactivate their profile so that they no longer come up on the Active Patient List To inactivate a patient open the patient profile window and uncheck the Active checkbox Figure 3 7 DOE Figure 3 7 Active Patient Setting 17 3 4 Retrieving an Inactive Patient You can retrieve an inactive patient account by clicking on the All Inactive Patients link at the top of the patient list see figure 3 8 Once you have retrieved the list of inactive patients you can open the patient profile by double clicking anywhere on the patient record Once opened you can reactivate the account by clicking the Active checkbox and saving your changes Patient ID ADULT TEST ICU 2134458 2455878 2818 25 2918 30 Lg ADULT TEST Tase 2458878 Sea as dm ADULT TEST 2134456 4456879 2018 22 291822 Figure 3 8 Inactive Patient Link 18 4 New Orders Module Function Overview Creating a New Order Printing a Sample Label Process

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