VIVITECH Ltd ..
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1. ZAN ZA HEALTHCAR I ED 204 rows returned The new name will be added to the list and organised in alphabetical order If you click Close before saving changes you will be given a reminder that it hasn t been saved yet 7 5 3 Adding New Manufacturer from Product Edit A new manufacturer can also be added whilst in the Product Edit mode Next to the Manufacturer field click Add Manuf r gt then type in the new name and click OK tt Product Edit ES55MAS 0529 ans l 1170572010 19 32 VIVI TECHS martin taylor ff Aaa Maite J New Manufacturer Please enter the manufacturer name you wish to add to the list It will automatically be converted to uppercase New Manufacturer VIVITECH DISPENS IT Page 26 of 32 7 6 Edit Suppliers If a new Supplier needs to be entered it can be done by clicking on Database Management gt Edit Supplier Then click on the following icon This will create a new row then fill in the fields Name Address Post Code Phone Fax etc to see the rest of the fields that need to be entered use the scroll bar at the bottom this has been highlighted in green BEE Edit Suppliers H ID Hame Address Postcode Phone Fax Default Supplier Address DP 01427881277 08702 88589 Westgate Low Street North Wheatley Notts DN22 3DS 01427 881277 08702 88588 J Test AnySreetAmyTown HDI 3SH o 01404514560 gt2. Once this has been saved the record will revert back to read only and Edit must be clicked again if further changes need to be made DISPENS IT Page 20 of 32 7 2 6 Delete a Barcode or Associate Groups If there is an item in the wrong group this must be deleted to do this follow the steps from the Find Drugs section until the drug barcode appears in the Product Edit Mode Then from the list of drugs in the grid select the barcode that was incorrectly entered or the one to be deleted and click Jump to Selected Then click Delete se Product Edit BE x 5012131417003 19 04 2010 16 18 Add Manuf r Add Supplier Barcode Name Manufacturer PackSize Stock Units SIUPAKIEHFIIIKE EURAX CREAM 5012131417003 EURAX CRM 5012131417201 EURAX CREAM 5012131417201 EURAX CRM Jump to S EH There will be a dialog box which gives the option to delete the barcode itself left or the entire group of substitute drugs Note if these are deleted the information must be re taught the next time it 1s scanned This Barcode deletes the individual drug however if Entire Group is clicked the following confirmation is given right then click OK Do you wish to delete ONLY this barcode or the ENTIRE GROUP of associated items Group Delete Deleted 1 group s which included 2 barcodes and 1 item names VIVITECH DISPENS IT Page 21 of 32 7 3 Stock Level Check As part
3. to confirm deletion of the new record Barcode Name Manufacturer PackSize Stock Units Jump to Close amp Loading data Once the barcode has been added the following box will appear and then enter the amount of boxes that need to be added and click Add Stock s Stock IT Incoming Sl 5060057401095 Barcode Name Manufacturer PackSize Stock Units Add Edit a cose Scan next barcode VIVITECH DISPENS IT Page 15 of 32 Now type in the number of Packs boxes to be added to stock and click Add Stock To go back and edit the barcode again click Edit Product NOTE If the barcode has already been associated linked with a drug name it will appear in the Grid with the Pack Size and Stock If it hasn t been scanned and linked to a drug name already it will automatically link the next time the barcode is processed during a full dispense of the drug and it will appear blank in the Grid View List The Group Tot is automatically calculated it adds up any associated drugs including the existing one to give the full total se Stock IT Incoming IN CLIE E Manufacture Pack D CK i FUROSEMIDE TABLETS 40MG 2B 280 UNTS Scan next barcode p If further barcodes must be registered simply click Clear and then scan the next barcode in and follow the same process In order to exit the Stock IT incoming click Close VIVITECH DISPENS IT Page 16 of 32 7 1 2 Adding
4. 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 if 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 VIVITECH DISPENS IT Page 12 of 32 7 Data Management 7 14 Stock IT Incoming 7 1 1 Checking in Stock When new stock needs to be added to Stock IT click Stock IT from the DispensIT menu gt then click Stock IT Check in Stock Management Stock IT Check in Stock Level Check Preview At this point the following form will be displayed the Barcode must be scanned to continue further s Stock IT Incoming Barcode
5. DE tue tiu pe eio teiu ceto eaves lebsvadsasduststiussvetesuiusiectundsesant Eo eve Eu eee edes 18 gx ME SG cR e HU 18 Taz dand DV BAU CONG ooo ere et T arse Ula E ae end a vea atr Lente eco ates 18 yos Fmd Dy NaMe Rc em 19 7 2 4 Adjusting Drug Details or Correcting Stock Levels 20 00 0000 ccccsesssseeccecceecceceeeeeseeaaaaeesessseseeeeees 19 TZS SIVE CHANGES eR UR 20 7 2 6 Delete a Barcode or Associate Groups ccccccccsssssscceccccceceeeeccacseesssseeececcceeeeeeseeaasaesseseeeseeeeeeeeeeeaeas 2 7 3 Sock Level rcu e UU UTE 22 7 4 Print Or gioi TR 23 7 5 Edit Mapufact reTS entr Cc P M 25 JL Lisine Manufacturers 2 cae cnn Er evdissodedt qiiae dusun N f disce sitet eM i eugE 25 TSZ Add Man tachirer m E m um aces ets ck occa eee 26 7 5 3 Adding New Manufacturer from Product Edit eessssssssseeseeeee 26 7 6 oid Ime H 27 8 BACKUP iine ixi sint e DIL Lis eU M EMI Ea EIE 28 8 1 Chance Pack apy loca Onera m 29 9 FAG SS TIPO sodes dcn eat aedes ia eda abe aie dE e Deva a ei ELS d 30 VIVITECH DISPENS IT Page 2 of 32 1 Revision History Version 3 24 New version incorporating Mars IT and Stock IT updates 2 Introduction Vivitech s Dispens IT software is designed to help eliminate human error in the dispensary by making use of the barcodes that n
6. EIE 2 rows returned Once the information has been entered in all the blank fields click Save To Edit any existing supplier details double click on the field that needs to be changed until the icon starts flashing and then make the changes that need to be made and click Save VIVITECH DISPENS IT Page 27 of 32 8 Backup It is highly recommended that backups be made at the end of every day on any DispensIT machine To make a backup click on Backup Databases from the DispensIT menu Now to make a backup of all the files click Backup All Backup Databases CAVivitech DispensliT 3 Data D_Queue 3 mdb C Vivitech DispenslT Backups D_Queue mdb Backup CA Vivitech DispensliT 3 Data D_lItems 3 mdb C Wivitech DispensiT Backups D_Items mdb C Wivitech DispenslT 3 Data D_Historyv3 mdb C Vivitech DispenslT Backups D_History mdb CAViIvitechXDispensIT3YDatayD Orders mdb CA Vivitech DispensiT Backups D_Orders mdb Confirm File Replace fi This Folder already contains a File named D Queue mdb Would you like to replace the existing File p 784 KB modified 12 May 2010 12 35 12 with Ehis one gt 784KB modified 12 May 2010 12 35 12 Once the backup is successful click OK on the confirmation dialog box VIVITECH DISPENS IT Page 28 of 32 8 1 Change backup location To change the backup location click on e Then select a new location and click OK B
7. Extra Stock to Items Already in the Database If a barcode has already previously been recorded then only the Packs to add to stock need to be entered gt then click Add Stock If the drug has been merged with a substitute group all the drug names within that group will also be displayed The Group total will collectively be displayed also Stock IT Incoming Barcode Name F PackSize Stock Units ES FUROSEMIDE TABLETS 40MG UNITS 5012617009616 FRUSEMIDE TABLETS 40MG n lo UNTS 5012727802885 FRUSEMIDE TABLETS 40MG UNITS 5012727802688 FUROSEMIDE TABLETS 40MG 0 UNTS 5018192355212 FUROSEMIDE TABLETS 40MG b jo UNITS 5016192355212 FRUSEMIDE TABLETS 40MG UNITS E 7nn 7n7n322 ERI IGEMIInIE TARI ETS ane i UNITS me Add Edi Cs RM The new quantity will be displayed and also the total for the group Stock IT Incoming Barcode Name UR Manufacturer PackSize Stock Units FO6001 4440596 FUROSEMIDE TABLETS 4G 1 D UNITS UNITS 5060014440396 FRUSEMIDE TABLETS 40MG 0 5060057401095 FUROSEMIDE TABLETS 40MG EU 20 UNITS 0 5060149310243 FRUSEMIDE TABLETS 40MG 5060149310243 FUROSEMIDE TABLETS 40MG ZEN Cs Ce Clear Close Scan next barcode m VIVITECH DISPENS IT Page 17 of 32 7 2 Edit Products When changes need to be applied for a
8. Name Manufacturer PackSize Stock Units Scan next barcode Note to clear any existing listings on the screen click Clear or to go back to the previous screen click Close VIVITECH DISPENS IT Page 13 of 32 If the barcode has never been entered before because it is a new barcode the following dialog will be displayed if the barcode is correct click Update otherwise to go back and try again click Rescan NEW BARCODE The barcode 5060057401095 has not been seen before Click UPDATE to create a new entry in the database or RESCAN to try again The Product Edit screen will be displayed this is the most important screen of the stock checking in process The highlighted fields must have the correct information written for the barcode that has been scanned i Product Edit Sel id 4 4 of b Pi CT D ff Barcode 4960999272702 eet Teema Note Current Batch ID Is CD IsFridge Current Stack ooo UNITS Ww Pack size Is Split Pack Cost Pack Value P l Firstly enter the Manufacturer name If the name already exists it can be selected from the list otherwise click Add Manufr and enter the new name there and click OK New Manufacturer Please enter the manufacturer name you wish to add to the list It will automatically be converted to uppercase Enter Manufacturer Name 2 If there are any notes to be applied they
9. can be entered here also VIVITECH DISPENS IT Page 14 of 32 3 Then enter the Pack Size this is the total amount of tablets capsules within each box it must be entered correctly 4 Ifthe surgery makes use of Batch ID s enter it to Current Batch ID otherwise move onto next part 5 On the right it is possible to specify if it is a CD Controlled Drug is Fridge or if it is a Split Split Box Tick the box next to it if any of these apply otherwise leave un ticked 6 Then type in the Pack Cost Cost Price and then the Pack Value How much it is sold for 7 Also select the Preferred Supplier from the list if the drug is from a different supplier that hasn t previously been included in the list click Add Supplier 8 The next stage is to enter the Min Minimum Stock level and also the Max Maximum Stock level for that drug The Min and Max is counted by the number of tablets and not by boxes 56 tablets means 2 boxes e g if the pack size was 28 Or if it was 28 it means minimum 1 box because the total pack size for this drug is 28 tablets 28 20 560 so the maximum total would be 560 tablets 20 boxes Once all the required information has been entered click Close amp Save Otherwise If the barcode has been incorrectly scanned or if the Dispenser has decided not to continue adding the barcode click Delete gt then click OK or Yes
10. have the correct item in your hand at this point If it is the correct item and it has a barcode then click on the Update button The Process Item screen will now be shown VIVITECH DISPENS IT Page 6 of 32 t Dispens IT Process Item POPPINS MARY MS PARACETAMOL TABLETS 500MG NENNEN C3 Scan the barcode on the item or click print if none present View Label At this point Dispens IT wants you to scan the barcode on the item to verify that it 1s correct If this 1s the first time that the barcode has been scanned the item will not be found in the database 4 2 ltem not found Adding items to the database Barcode Warning 5000283631651 PARACETAMOL TABLETS 500MG The item and the barcode now need to be associated Click the Update button VIVITECH DISPENS IT Page 7 of 32 The Product Edit screen will now appear vis Product Edit l ax 0 AS AU 5000283631651 Barcode Name Manufacturer PackSize Stock Units APELI PARACETAMOL TABLETS 500MG l1 Selector Dee a Find Delete Selected Save o Hoo fo Loading data The barcode scanned is shown in the Barcode field and the item is shown in the Associated products list The product manufacturer should be entered into the Manufacturer field the pack size should be entered into the Pack size field Then click on the Close amp Save button A label will then be printed T
11. of the stock control system Stock IT enables the re ordering of stock that has fallen below the minimum level To make use of this go to the Main Menu of DispensIT click Stock IT gt then click Stock Level Check This displays all of the items that need reordering The Min is the minimum stock level the Deficit is the amount it is under To order more of the drug click on Order next to the Drug Name Groups where stock is below re order level ADALAT LA TABS 30MG ADALAT LA TABLETS 30MG ALLOPURINOL 300MG ALLOPURINOL TABS 300MG ALLOPURIN 1 ASPIRIN DISP TAB 5MG ASPIRIN DISPERSIBLE TABLET 75MG BENDROFLUAZIDE TABLETS 2 5MG BENDROFLUMETHIAZIDE BETNESOL N EYE OINTMENT BETNESOL EYE DROPS 0 1 B PARACETAMOL CAPSULES 500MG Refresh List If the drug name has other substitute drugs that are in the same group these will appear in the list The Barcodes are also displayed To re order the stock double click under the Order column and enter the quantity needed against the barcode Then select the Supplier from the list When this is done click Save amp Close e Order an item Sel Names Barcodes Manuf PackSize Order Supplier ADALAT LA TABS 30MG 5025733005851 Vivitech2 ADALAT LA TABLETS 30MG 501060500510 Vivitech2 ADALAT LA TABS 30MG 501060500510 Vivitech2 Save amp The total ordered quantity is displayed in the li
12. 201111703 09 54 57 558 02 PEE RE Now click on Shutdown on the red caution promt Soc VIVITECH DISPENS IT Page 30 of 32 All LabelCap Users When the LabelCap icon disappears from your screen click on Start gt Programs gt Startup gt LabelCap gt then go back into your GP system and print a label to DispensIT as normal Ensure that you click on Refresh List in the DispensIT queue to check if labels are there If the labels still don t appear in the Item Queue or Popup Mode contact the helpdesk 2 Barcodes are not being scanned Check if the Barcode reader is placed correctly in the cradle and the cradle is placed flat on the desk it is resting on there should be a green light when not in use gt Scan the barcode again Or Follow the cable along from the barcode reader to the back of the machine to check whether the cable has been disconnected If it is unplugged insert the cable into the USB port again If it 1s already plugged in make sure it is firmly in place Following this exit DispensIT and reload it again then continue normal operation Then to test the barcode reader is working click on Data Management gt Edit Products gt Find gt and Scan barcode If it is connected properly it will scan otherwise it will display an error 3 Labels don t print after being scanned out e Check if the Printer is switched on it should have green light e Ifth
13. Drug Barcode that has previously been recorded click Data Management from the DispensIT main menu gt then click Edit Products From here Barcodes can be searched stock levels can be corrected and they can be edited and deleted tist Database Management Edit Products Edit Manufacturers Edit Suppliers Usage Summary 7 2 1 Find Drugs The quickest method to find the desired drug barcode click Find on the bottom left corner on the Product Edit screen Jump to The drug can be searched by barcode or by the first part of the name 7 2 2 Find by Barcode To search by barcode simply scan the drug at this screen and the list of drugs with the same barcode will be displayed ti Search To begin searching scan a barcode or type part of an item name 5012617002136 Match start only O Manufacturer PackSize Stock Group Barcode Name D oes 5012517002135 FLIRDOSEMIDE TABLETS 2UMG 1 VIVITECH DISPENS IT Page 18 of 32 7 2 3 Find by Name To search a drug by the name instead type in part of the drug name and click Search this will display and drugs that have that phrase in any part of the drug title If the search should be more specific tick the Match start only box this will only find the drugs which begin with the search criteria is Search To begin searching scan a barcode or type part of an item name furo zt Match start only Barcode Na
14. VIVITECH Ltd Westgate Lodge Low Street North Wheatley Nottinghamshire England DN22 9DS Tel 44 0 1427 881277 Fax 44 0 8702 885898 E mail info vivitech co uk www vivitech co uk User Instruction Manual amp Tips Version 3 24 3rd Nov 201 1 Table of Contents Te REVISION HISTORY dussiucisstand eriam edat atop rere ane te seen nese eee ree eee eee rer 3 2 INTRODUC FION ronisin a a aE EERE 3 3 DISPENSITAIN EVERYDAY USE voiir aaa aAA ENA EAEN 4 3 1 Arimaa PU CY OU eheee M H T 4 4 SHOWITEM QUEUE iiio tekst a a A 5 4 1 Disp nsme an T T et 6 4 2 Item not found Adding items to the database sssssssececccecoscssssssesseseccecocoossssssseesseeceeccecocosssssssssssseceesessso 7 4 3 Missing or lll eible Barcodes eie peste ceca Pene aoy eeu Ex E dote un ane EY b Yea ed taste Piuns Na 10 9 HISTORY SEAHGEH iunior used bevivissixE cas dd a Vngu tude d LEa DC n RED LEE EEUU DEEP ius Rea ETE QU COE ra da 11 6 SCANNING A BARCODE 5 pese kistane i tux E aua lE UR ER e REPRE DERE E Ex EMEPSE Xue EO Ee ae EROEE 12 7 DATA MANAGEMENT Letostuisutsisiexs causer oap du NE dean ud pu EE E Psnv a c Rua xu Ea edu nep EE 13 7 1 inre e ivi use C E A N ANAE 13 Fel Cheek noT OCE 3G 0d atest oot dts sds fecti Pc tosis mtus duoic ol bb eiui eben ail d cii aoe vas 13 7 1 2 Adding Extra Stock to Items Already in the Database sssssssssseeeee 17 7 2 Edit PEOGOUC IS 52i a eese de
15. arcode from the list and click Jump to Selected Once Edit has been clicked the Product Edit form allows for the information to be changed Now the Manufacturer Batch ID if needed Current Stock Level Pack Cost Pack Value Supplier Min and Max all can be adjusted These have been highlighted in the screenshot below VIVITECH DISPENS IT Page 19 of 32 e Product Edit je 5012617002136 BNIMITEEHSmartin taslor BR 001 YWivitech Add Supplier i Barcode Name Manufacturer PackSize Stock Units SUMAN FRUSEMIDETABLETS20MG Uo JO UNIS 5012617002136 FUROSEMIDE TABLETS 20MG NTS 5012617009715 FRUSEMDE TABLETS 20MG 1 1 0 UNTS 5012617009715 FUROSEMIDETABLETS20MG 1 0 UNITS 5012727902678 FRUSEMIDE TABLETS 20MG 0000 40 UNIS 5012727902678 FUROSEMIDE TABLETS 20MG o n 0 UNIS 1 0 UNITS 5016645060453 FUROSEMIDE TABLETS UMG L E TTE Eno l I 3 Jumpto Joe ee TES aose no d o 7 2 5 Save Changes To save changes first check if the information has been entered accurately then click Save If changes are made to a record and those are not saved before closing it a save dialog will appear Click Yes to confirm save or Cancel to continue Edits Clicking No will exit the Product Edit screen Pending Edits You have unsaved edits on this record do you wish to save them Cancel
16. atient Name EN oa baby Rosemarie Mrs Poppins Mary Ms Zbaby Rosemarie Mrs Poppins Mary Ms Zbaby Rosemarie Mrs Other Anne Miss Other Anne Miss Porge George Mr Poppins Mary Ms Poppins Mary Ms Poppins Mary Ms Other Anne Miss Other Anne Miss Forge George Mr D BIBIBIBBIBSIBDIBBIBIBIBT O O O O O O d O O Zbaby Rosemarie Mrs Refresh u gt gt Item IMIGRAN tablets 50mg PARACETAMOL tablets 500mg IMIGRAN tablets 50mg PARACETAMOL tablets 500mg IMIGRAN tablets 50mg BAG LABEL Colief drops FUROSEMIDE tablets 40mg BAG LABEL PARACETAMOL tablets 500mg PARACETAMOL tablets 500mg IMIGRAN tablets 50mg BAG LABEL Colief drops FUROSEMIDE tablets 40mq Seles Prescribed 29 01 2010 11 33 29 01 2010 11 33 29 01 2010 11 33 29 01 2010 11 33 29 01 2010 11 33 29 01 2010 11 33 29 01 2010 11 33 23 01 2010 11 33 29 01 2010 11 33 23 01 2010 11 33 29 01 2010 11 33 29 01 2010 11 33 29 01 2010 11 33 23 01 2010 11 33 29 01 2010 11 33 gt 80 row s n The Items in Queue screen shows all the items in the queue sent from the GP system The items can be viewed put on hold selected for processing or even deleted from the queue within this screen 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 i
17. e light appears Red check there are enough labels and the lid is closed properly or check if there is a label jam e Sometimes switching off the printer and back on again clears the error the switch is on the back near the bottom e Check the power lead is connected e Check if the USB Parallel cable is connected to the Printer and the PC If problems continue to persist contact the helpdesk VIVITECH DISPENS IT Page 31 of 32 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 Vivitech 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 Visit our website for latest developments www vivitech co uk VIVITECH DISPENS IT Page 32 of 32
18. e next screen shown is the Stock IT outgoing screen Stock T Outgoing ltem Details Enter number of units Ea deduct From stock Ft Click on the OK to delete the items from stock VIVITECH DISPENS IT Page 8 of 32 If the current stock level for the drug you have scanned is below the minimum value set the following screen will appear Low Stock The total stock of this product group has fallen below the set minimum Would you like to add some to the current order list If you would like to add the drug to the order list click on Yes Clicking on No will print your label immediately If you chose to add an item to the order list you will now be asked to choose your preferred supplier from a drop down list When complete click Close amp Save below Your label will now be printed e Order an item Current Stock is 0 UNITS below minimum Group ID 14 Names Barcodes Manuf PackSize Order Supplier ASPIRIN DISPERSIBLE TABL 48608993272672 AH coxac 1 0 ME Save amp Cancel Close VIVITECH DISPENS IT Page 9 of 32 4 3 Missing or Illegible Barcodes Sometimes barcodes are missing or damaged what then Item not found View omme m m If the item does not have a barcode a few products don t or if the barcode label is unreadable you can click on the Update Button then on the next screen click on the Print button VIVITECH DISPENS IT Pa
19. ge 10 of 32 5 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 and computer downtime periods To access the history click Dispensing History on the main menu KEX 13 May 2010 v Al All ED e Dispensing History Date Dispensed 23 03 2010 00 43 23 03 2010 00 46 Patient Poppins Mary Ms PARACETAMOL tablets 500mg Poppins Mary Ms PARACETAMOL tablets 500mg 23 03 2010 11 39 Poppins Mary Ms PARACETAMOL tablets 500mg 23 03 2010 11 40 Poppins Mary Ms PARACETAMOL tablets 500mg 23 03 2010 14 00 Poppins Mary Ms PARACETAMOL tablets 500mg APS 23 03 2010 14 01 Porge George Mr FUROSEMIDE tablets 40mg APS 23 03 2010 14 08 Poppins Mary Ms PARACETAMOL tablets 500mg APS 23 03 2010 14 08 Poppins Mary Ms PARACETAMOL tablets 500mg APS 23 03 2010 14 14 Poppins Mary Ms PARACETAMOL tablets 500mg MAX 23 03 2010 14 15 23nma9n1in 15 02 Porge George Mr FUROSEMIDE tablets 4 mg IVAX FI IRASE MINF tahlate dfimo WAVE TH 95 row s E Parao 3anria hdr Dis
20. later date Print Orders If the orders have been printed successfully they should now be marked as SENT so they are not printed again Do this now VIVITECH DISPENS IT Page 24 of 32 7 5 Edit Manufacturers 7 5 1 Existing Manufacturers From the DispensIT home screen click on Data Management gt Edit Manufacturers The following screen will appear to scroll through the list drag the scroll bar down on the right hand side The buttons on the bottom enable you to move through the list quickly This button will take you to the first entry in the list This button looks back at the previous entry This button looks at the next entry This button will take you to the last entry in the list E E E ae This button creates a new line to add another manufacturer UD Name 3M HEALTH CARE LTD 181 ABBOTT 179 ACTIVA 48 ADAMS 142 ALLEN amp HANBURYS 32 ALLERGAN ALLIANCE wt Eo ED A A 203 rows returned Once you have found the Manufacturer name that needs to be edited double click on the name until the pointer begins flashing and then type in the new name and click Save VIVITECH DISPENS IT Page 25 of 32 7 5 2 Add Manufacturer If a new manufacturer needs to be entered it can be done by clicking on Database Management gt Edit Manufacturer Then click on the following icon This will create a new blank line at the bottom of the list YAMANOUCHI PHAR
21. me Manufacturer PackSize Stoc 5017007070382 FUROSEMIDE TABLETS 40MG 5017123270024 FUROSEMIDE TABLETS 40MG 1 501 1 5060010281085 FUROSEMIDE TABLETS 40MG d 5060013940806 FUROSEMIDE TABLETS 40MG 1 1 1 1 506001 4440336 FUROSEMIDE TABLETS 40MG 5060057401095 FUROSEMIDE TABLETS 40MG 5060143310243 FUROSEMIDE TABLETS 40MG Jump to Selected Then from the list select the drug name barcode and click Jump to Selected 7 2 4 Adjusting Drug Details or Correcting Stock Levels After the previous step the Product Edit mode is displayed at this point the record is Read only which means it can only be viewed but not Edited To make Stock Adjustments to the record click Edit This is useful if stock was taken from the dispensary without scanning it Associated products Group ID 873 Barcode Name Manufacturer PackSize Stock Units ESEJENMEdrPUsEwDETABLETS2MG NTS 5012617002136 FUROSEMIDE TABLETS 20MG 1 1 0 UNIS 5012617009715 FRUSEMIDETABLETS20MG 1 0 UNIS 5012617009715 FUROSEMIDE TABLETS20MG NTS 5012727902678 FRUSEMIDE TABLETS 20MG 1 0 UNIS 5012727902678 FUROSEMIDE TABLETS 20MG NTS 5016695060453 FUROSEMIDE TABLETS 20MG 0 sane 4 Ilii T Ili Mir Group lot Ma dotted EN a de je EE Note If required it is possible to change another associated product select the b
22. on on the system tray at the bottom right hand corner of your screen near the clock It is LabelCap s job to act as a dummy printer capturing the medication labels printed by your GP system There should be no need to interact with LabelCap So let s start up Dispens IT and try it out for the first ttme Your Vivitech Engineer will have installed a Start Dispens IT icon on your desktop Double click this to start As mentioned in the Introduction the purpose of Dispens IT 1s to assist 1n checking that the items dispensed are the same as those prescribed It does this by maintaining a database of the items names and storing the barcodes associated with those names The main menu of Dispens IT will present you with the screen shown below EF Dispens IT v3 24 E n x File Edit Tools Help Labels in queue Data Management Show item Queue Dispensing History Backup Databases Popup Mode Stock IT Exit Dispens IT Ready IVIVITECHIlucy gilbert I L 4 T 0 Server OLEDB DB C WivitechlDispensITIDatalD Queuev3 mdb VIVITECH DISPENS IT Page 4 of 32 4 Show Item Queue When a label is dispensed from the GP system it is captured by the LabelCap software and the information is stored in a queue database within Dispens IT Click on the Show item Queue button on the main menu screen and you will be presented with a list of the items held in the queue database as shown below ise Items in Queue Hold Select Stn P
23. ow 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 has scanned the barcode of the item If the barcode matches the item s description the label is 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 This can save hours of time in manual cross checking In addition a complete historical log of all dispensed items is maintained including the scanned 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 32 3 Dispens IT in everyday Use 3 1 An initial run through Dispens IT actually has two components not only the push button interface but also a background program called LabelCap The LabelCap software will start up when the PC is initially turned on and will then hide itself as a little ic
24. pens 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 then start typing the name of the drug in the drop down box above the Item column or click on the arrow in the drop down box and select the drug required from the list The history database will then filter out all entries except the selected drug Further filtering can be achieved by using the other drop down boxes SEA 13 May 2010 v ZBABY ROSEMARIE MRS v IMIGRAN TABLETS 50MG v USE Date Dispensed Patient Item Manufacturer Barco 20 04 2010 15 47 ZBABY ROSEMARIE MRS IMIGRAN TABLETS 50MG VIATRIS 12345 06 05 2010 17 20 ZBABY ROSEMARIE MRS IMIGRAN TABLETS 50MG VIATRIS 12345 e Dispensing History lt 2 row s After all filtering has been applied you can then print a report based on the selected filtering to a plain paper printer VIVITECH DISPENS IT Page 11 of 32 6 Scanning a barcode Simply hold the item under the scanner so that the red laser line goes across the barcode as shown below g 381518 843556 3841518 843556 o 381518 843556 OK OK NOT OK It is important that the beam 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
25. rowse For Folder Select a Folder oo Fa41dF FzzB amp a amp defa4e3cab amp dd iL i386 gt Program Files ProgramData 3 Users vivitech DispensIT dispensit3 E 73 WINDOWS Se HP RECOVERY D fe UL Dum Pei FN bul Make Mew Folder Now to test the backup of an individual file click Backup and click Yes to confirm VIVITECH DISPENS IT Page 29 of 32 9 FAQ s amp Tips Most of the time issues can be resolved without having to contact the helpdesk If problems are encountered whilst using DispensIT below are some suggestions on how to deal with them 1 No Labels are being captured within the DispensIT Queue Check if LabelCap is running on the bottom right corner near the time E or E Yellow LabelCap instructions If LabelCap is already running right click on the LabelCap icon and click Quit and then Yes when it asks to confirm MH Confirm 9 SHUTTING DOWN WILL CAUSE Dispens IT Label Capture TO STOP OPERATING IF you simply want to hide this window click the minimise button in d the title bar instead ARE YOU SURE YOU WANT TO SHUTDOWN Open E Green LabelCap Instructions Double click on the green LabelCap icon to open LabelCap in the middle of your screen Double Click on any area within the LabelCap box then Click on File then Exit Dispens IT Label Capture V4 16 Tools Help 20111103 2011 11 03 09 54 57 558 02
26. st now repeat steps for the other drugs VIVITECH DISPENS IT Page 22 of 32 ES Groups where stock is below re order level Group Names Min Deficit Order Ordered 17 ADALAT LA TABS 30MG ADALAT LA TABLETS 30MG 2 2 10 52 ALLOPURINOL TABS 300MG ALLOPURINOL TABLETS 300MG A 10 10 129 ASPIRIN DISPERSIBLE TABLET 75MG ASPIRIN DISP TAB 75MG 4 4 When that has been done click Close 7 4 Print Orders To print the new orders click Stock IT gt tick the Preview box gt and then click Print Orders ise Stock Management Stock IT Check in Stock Level Check Print Orders Preview Commit Orders 2 items were processed onto 1 separate orders VIVITECH DISPENS IT Page 23 of 32 If the Preview mode is ticked a Print Preview will be displayed To zoom in click on any part of the screen and it will zoom To switch between pages click on the up and down arrow on the top right corner To print the report click on the printer icon on the top left corner gt select the printer you want to print to and click Print um Print preview 42 EPOD BB B cise Anytown Surgery Any Street Anytown Tel 123456783 Order No 00040 supplier vivitech2 Account Description EAN Pac Quantity Size Required ADALAT LA TABLETS 30MG 50 10605005107 Mh 32l Once the order has been printed it must be marked as SENT click Yes to confirm Or click No to mark it SENT at a
27. tems 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 5 of 32 4 1 Dispensing an ltem To dispense items from the queue first select the items by clicking in the Select column against the items to be dispensed A tick will appear along with the station number terminal no in this case the station is D1 Now click on the Process Item s button tis Items in Queue fan A Poppins Mary Ms Hold Select Stn Patient Name Item Qty Prescribed O0 D Poppins Mary Ms PARACETAMOL tablets 500mg 8 28 01 20101133 Poppins Mary Ms i Poppins Mary Ms PARACETAMOL tablets 500mg 8 29 01 201011 33 Poppins Mary Ms PARACETAMOL tablets 500mg 8 29 017201011 33 Poppins Mary Ms BAG_LABEL 29 01 2010 11 33 PARACETAMOL tablets 500mg _ 8 29 01 201011 33 M Delete Process Close Item s i Item s 5 row s At the initial setup of Dispens IT the items and history databases are empty The first time that an item is dispensed the item and its associated barcode must be entered into the items database A screen allowing you to update this information will now appear ltem not found View Main Hoa N B It is critical that you
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