NL Electronic Health Record Pharmacy Network User Guide
Contents
1. Are there Pharmacy Network User Guide v2 0 37 best practices new screens and fields that should be applied while processing a prescription How is the Client Registry searched and how is the correct patient selected How is a patient added to the Client Registry How is an out of province patient added e g s he does not have an MCP number How and what local pharmacy system patient information are updated by the Client Registry What is the process to upload information from the local pharmacy system e g change of mailing address to the Pharmacy Network When a patient does not exist in the local pharmacy system but does exist in the Client Registry how does pharmacy staff copy Client Registry data to the local pharmacy system rather than having to re type all of the patient data If two different patient records are identified as belonging to the same patient what is the process to merge i e combine those patient records If it is apparent that two merged patient records have been combined in error what is the process to unmerge those patient records Provider Questions How is a search performed on the Provider Registry to obtain a provider license number How many provider license number fields have to be populated for adjudication and the DIS Does the provider information vary if multiple provider license2. Step 2 Complete print and sign the appropriate Pharmacy Network Password Agreement e Enter the pharmacy name mailing address telephone number and email address if no email address is available then a telephone number must be provided This information will automatically print on the Password Agreement e Pharmacists are required to print and sign a copy of the online Password Agreement and have it witnessed by another licensed health care provider or a notary public in the province and e Pharmacy assistants technicians and students are required to print a copy of the online Password Agreement and have it signed by the pharmacist in charge of the location where they are working o The pharmacist in charge must already be a registered user of the Pharmacy Network o Pharmacy technician and student passwords are associated with a specific location the pharmacist in charge must call the Centre to have an additional location added to or removed from a pharmacy technician or student s account Note If the Password Agreement is not completed and printed at the time the test is taken it can be accessed later without having to retake the online test In this circumstance the Password Agreement would not be pre populated and would need to be completed manually Step 3 Fax the Certificate of Completion step 1 and the completed Password Agreement Step 2 to the Centre at 1 877 272 6029 e The Centre will process the application and con
3. disclosure of personal information to the Pharmacy Network It is recommended that this information be displayed at the local pharmacy A custodian is entitled to assume that they have an individual s continuing ongoing implied consent to either use or disclose the information unless the custodian becomes aware that the individual has withdrawn his or her consent Section 39 4 c of PHIA authorizes custodians such as pharmacists and other private practitioners to disclose patients personal health information to or via an information network designated in the regulations under the Act without the consent of the data subjects The Pharmacy Network Regulations designate the Pharmacy Network as such an information network As individuals are not able to opt out of having their information copied into the Pharmacy Network the Centre has enabled individuals to restrict access to their information through consent directive functionality Individuals are able to request that their profile be masked in such cases a password must be provided before providers and delegates are able to see the masked profile Brochures about consent management directives and the Pharmacy Network are available at connected pharmacies PHIA applies to all healthcare environments and establishes rules for collection use and disclosure of patient health information whether it is paper or electronic The Pharmacy Network as well as vendor functionality is built to be
4. in the MCP field of your local pharmacy system Do not add pets or office supply locations to the Client Registry Contact the Centre s Service Desk at 1 877 752 6006 if a duplicate or incorrect record is suspected on a valid search Synchronizing Syncing and the Client Registry Syncing occurs when a local patient record is linked to its match in the electronic health record Pharmacy staff must sync existing patients to the Client Registry on a one time go forward basis Do not sync a patient more than once If you have a second local record for the same patient merge it with the other local record vendors can provide training on this process e The Pharmacy Network will reject transactions submitted with a pharmacy system local client identifier that has not been synced with the Client Registry A prescription on the Pharmacy Network cannot be filled until the sync has been performed Pharmacy Network User Guide v2 0 13 Entering Patient Demographic Information Adding the MCP number will typically return a direct match and reduce data entry time A minimum data set is required to successfully sync the patient record with the Client Registry A prescription cannot be filled if these mandatory fields are missing e First and last name e Date of birth e Gender e Complete Address First line city province country and postal code and e Phone number In order for the Pharmacy Network to perform as designed i
5. number fields have to be populated How is an out of province provider added Prescriptions and DIS Questions What information is required on a new patient add What is the process for filling a prescription How is a new prescription copied from an old prescription when the old prescription is dated prior to the date of connection to the Pharmacy Network and therefore not on the DIS What is the process to retract a prescription dispense How are transfers of prescriptions completed Pharmacy Network User Guide v2 0 What is the pick up process How is a pick up is is reversed Are there any vendor specific processes associated with filling prescriptions How is a non prescription medication recorded in the local pharmacy system How are prescriptions for a doctor s bag clinic recorded How is an observation added How is an observation viewed on the Pharmacy Network How is an allergy added How is an allergy viewed on the Pharmacy Network How is an allergy transferred to and or from the Pharmacy Network What are the new screens and fields to be populated and what are the changes to existing workflows when filling prescriptions with the addition of the Pharmacy Network Queuing Questions How does pharmacy staff continue working in the local pharmacy system when the DIS is unavailable How does pharmacy staff send a transactio
6. prescription medications to the patient s profile as an Other Medication e g over the counter and natural health products Examples of over the counter OTC items include diabetic and pump supplies ostomy supplies iron vitamin C Tylenol Dispensing Over the Counter Codeine Preparations As per NLPB Standards of Practice acetaminophen with codeine is recorded on the patient profile as a prescription with the pharmacist indicated as the prescriber Pharmacy Network User Guide v2 0 21 There are a small number of products containing narcotics that are sold over the counter such as Atasol 8 or cough syrup with codeine When purchased the pharmacist is required to record the item on the patient profile Prescriptions for Third Party Billing Purposes If an item is being processed as a prescription only for third party adjudication purposes the pharmacist should be recorded as the prescriber For example the pharmacist is identified as the prescriber when an occupational therapist provides the client with a toilet seat referral Non Human Veterinarian Prescriptions The EHR should not include non human prescriptions e g animals office supplies Veterinary prescriptions should never be sent to the Pharmacy Network Ask your vendor for training on how to enter required information for a non human specimen No person should ever be intentionally flagged as an animal in order to exclude the record from the DIS t
7. system once connected to the Pharmacy Network and e A list of key questions to ask your vendor can be found in Appendix A Pharmacy Network User Guide v2 0 Site Visit Strategy for Pharmacy Network Connections The Pharmacy Site Visit Strategy includes scheduled site visits in person and or telephone to identify any issues and to ensure end user satisfaction Visits occur during e Initial deployment in person e One month post deployment e Three months post deployment e Six months post deployment e Twelve months post deployment e Annual site visits and e Additional site visits in person or by telephone may occur as needed Site visits are collaborative and provide an opportunity to discuss questions or concerns pharmacy staff may have as well as allow Pharmacy Network Program PNP staff to deliver educational updates and collect feedback from end users For example pharmacy staff may request training on the process to register non human specimens or office supply locations in their local vendor system Pharmacy Network User Guide v2 0 CONSENT AND PRIVACY MANAGEMENT The Provincial Health Information Act PHIA does not require consent for the collection of information in the Pharmacy Network and provides implied consent for use and disclosure of information related to the provision of health care The Centre has provided custodians such as pharmacists who collect personal health information with brochures explaining
8. the Client Registry for client searching and provides authorized care providers access to clinical client information i e DIS information contained within the NL EHR The Viewer will evolve to include other relevant clinical information including lab results diagnostic images and select clinical records pulled Pharmacy Network User Guide v2 0 in from other eHealth systems This additional information is expected to be available via the Viewer in 2014 2015 e aiai F N Community erm f i i u te Ry y Pharmacies EN m A PACS Health Professionals REGISTRIES a aosa hi r COMMUNITY j A i ooreo4 o3ccod Cancer t ES Care j SS Telehealth p Figure 1 EHR Blueprint Pharmacy Network User Guide v2 0 CONNECTING TO THE PHARMACY NETWORK New Pharmacy Network users must obtain a username and password please refer to the Pharmacy Network Education site at http www nlchi nl ca pharmac Step 1 Read the Pharmacy Network education material and complete the online test Access to a computer with an internet connection and printer is required when taking the test If the Certificate of Completion is not printed at the time the online test is completed the online test must be retaken to reprint the Certificate of Completion e Review material found on the Pharmacy Network Education site e Receive a passing mark 70 on the test and e Print and sign the Certificate of Completion
9. their location of practice If you cannot find a location within the Location Registry call the Centre s Service Desk at 1 877 752 6006 requesting the addition of a specific location Drug Information System DIS Requirements The Drug Information System functions as a data repository of person specific prescribed and dispensed medications and includes information required for the NL Pharmacy Network Each prescription should include e Drug name and dosage e Days supply e Prescriber e Instructions for use e Pharmacy auto populated e Indication for use if available e Pharmacist auto populated optional field e Date dispensed e Status of prescription order e Quantity dispensed pick up Mandatory Pharmacy Network User Guide v2 0 18 e Applicable clinical notes e Quantity remaining Pharmacy Network User Guide v2 0 Number of refills 19 HOW TO GUIDE FOR PHARMACY PRACTICES Filling Prescriptions Each patient profile should be viewed when a prescription is filled A patient s profile can only be viewed for a clinical purpose Allergies medical conditions and other information can be added to and viewed on the Pharmacy Network All prescriptions except those that are non human i e animals office supplies must be recorded in the Pharmacy Network e Vendors need to be consulted for their specific processes associated with filling prescriptions Pharmacies may at times process prescriptions
10. when the patient is not present e g prescription picked up by a family member When the patient file is created based ona prescription only e Query the Client Registry and accept Client Registry information if available matching at minimum two of three key identifiers i e MCP number date of birth and or name Drug and Product Databases The Drug Product Database administered by Health Canada is available on each local pharmacy system Fora product or device that does not have a Drug Identification Number DIN from Health Canada s Drug Product Database please refer to the following databases 1 Natural Health Products Database contains information about natural health products that have been issued a product license by Health Canada Examples of products that would have a Natural Health Product Number NPN are Glucosamine Chondroitin Ginkgo Biloba and Slow K The Natural Health Products Database is available via http webprod hc sc gc ca Inhpd bdpsnh index eng js 2 OPINIONS is a web based database that assigns Product Identification Numbers PINs to products which are usually devices that do not have DINs Examples of products found in OPINIONS include diabetic test strips and insulin pump supplies When recording these products pharmacy staff should identify the code as part of OPINIONS prior to submitting to the Pharmacy Network Pharmacy Network User Guide v2 0 20 Products from the OPINIONS database can be use
11. 6 or service nilchi nl ca and meets pharmacy needs year round 24 hours a day for e Pharmacy Network username and passwords e Pharmacy Network connections HIN e NLPN PINs e Patient password requests and e Patient report requests All other inquiries and or issues should first be directed to the local pharmacy vendor System Maintenance Regularly scheduled maintenance or upgrades are routinely performed on the Pharmacy Network application service The Centre reserves Sundays between 2 30 7 30 PM for scheduled maintenance as needed on the Drug Information System Health Information Network and the Client and Provider Registries Unscheduled System Issues Unplanned outages occur when technical interruptions e g power outages hardware software failures happen outside scheduled and approved maintenance times During an unplanned outage the Centre communicates and works directly with pharmacy system vendors to coordinate problem solving efforts Local pharmacy systems are designed to allow Pharmacy Network users to continue to operate during an outage and receive information updates via email In the event of an unplanned outage Pharmacy Network users should consult with e Their pharmacy system vendor to diagnose and potentially resolve the problem and e The Centre Service Desk after consulting with their vendor During any Pharmacy Network outage e DURs are unavailable the patient s profile on the Pharmacy Network ca
12. IA SNL 2008 C P 7 01 and regulations http assembly nl ca Legislation sr statutes p07 01 htm Pharmacy Network User Guide v2 0 43 Personal Information and Protection of Electronic Documents Act PIPEDA 2000 C 5 P 8 6 and regulations http laws lois justice gc ca eng acts P 8 6 index html Pharmacy Network downloads http www nlichi nl ca poharmacynetwork downloads ph Pharmacy Network Education and Training Materials http www nichi nl ca pharmac http nichi nl ca index php pharmacy network resources for pharmacists a their staff http nichi nl ca index php education and training materials Pharmacy Network General Information http www nichi nl ca pharmacynetwork Pharmacy Network PIN List NL Pharmacy Network Product Identification Number PIN Search Pharmacy Act SNL2012 P 12 2 and regulations http assembly nl ca Legislation sr statutes p12 2 htm Pharmacy Network User Guide v2 0 44 Pharmacy Network User Guide v2 0 Page intentionally left blank 45 Newfoundland and Labrador Centre for Health Information www nlchi nl ca 70 O Leary Avenue St John s NL A1B 2C7
13. NL Electronic Health Record Pharmacy Network User Guide Version 2 0 2014 03 26 Centre for Health Information Copyright Notice This document is fully copyright protected by the Newfoundland and Labrador Centre for Health Information Reproduction in its original form is permitted for background use for private study education instruction and research provided appropriate credit is given to the Newfoundland and Labrador Centre for Health Information Citation in editorial copy for newsprint radio and television is permitted The material may not be reproduced for commercial use or profit promotion resale or publication in whole or in part without written permission from the Newfoundland and Labrador Centre for Health Information Pharmacy Network User Guide v2 0 Document Revision History Date Version Status Description Author Pharmacy Network User Guide revisions P Gosse post DIS upgrade 2012 02 08 1 01 Draft Refresh and 2012 07 12 1 02 Draft website links updated P Gosse Content and format update 2014 03 26 2 0 Approved and alignment P Gosse with Quality by E Hamlyn Design Pharmacy Network User Guide v2 0 Page intentionally left blank Pharmacy Network User Guide v2 0 PHARMACY NETWORK USER GUIDE TABLE OF CONTENTS NL Pharmacy NetWork sssssecsinctivsssensverseensevivivncnnisiexssnieivesstceeeusuvavevesntreiousevees 1 PRA OCI CEIGIN sss iucessusieoons
14. SSES The Pharmacy Network utilizes patient information from the Client Registry provider information from the Provider Registry location information from the Location Registry clinical prescription information from the Drug Information System and the local pharmacy vendor systems Client Registry When a search is initiated on patient information in the Pharmacy Network data is retrieved from the Client Registry If a patient has never presented to the pharmacy you can retrieve information from this provincial database saving time and effort Always search the Client Registry when you are syncing new or existing patients in your local pharmacy system to the Client Registry Search the Client Registry using ONLY the MCP number whenever possible Sync synchronize each of your patients to the Client Registry on a one time go forward basis when they present to the pharmacy Verify and update patient contact information during each visit When searching the Client Registry the correct search order is 1 MCP Card only e g 329123123123 it will return one record a Donot include additional data such as name in the search 2 Client demographic information e g name and date of birth will return multiple records choose with care a If the MCP number is not available search using multiple patient demographic information to distinguish the presenting John Doe from multiple other John Doe patients accessing hea
15. US soseri ior eenaa oE TEENER EEEE Ai AAEE EEE EERE ARETE 24 Prescription Status cececccesessececececeecessesenaeeecececeseeeeaeeeceeeeeseeseaeeeceesesceseeseaeeeceesenseeeeaeees 24 Drug Utilization REVIEW cjizsnnicsionssceesavsssaaseasyacdoncs veda bonssactalaassdbcwnida sncennns sqddncaideaxeseaaduevachacauas 25 Pick up WIG SSA SG a stan saiurieisectsstnusetadsarguictavesndeanddgadeneimeemcenaedadeaetdwad canst ATE E EA EEE ES 26 Vendor SUpport seisariatiiecressazapaiciennstanstesnitada tee maseutiaasinnieanaticecinnnernilade 28 General Responsibilities sess scccssscssscsaesaccssacssecssnssescsnaessascanasiansearerueesesevessanaiens 29 Responsibilities of the NL Centre for Health Information cccsscsssseeeees 29 Responsibilities of the Registered Pharmacist in Charge csscccssecosseeceee 29 Te caged AA AA T E A E E E TE A 31 Pharmacy Network Reports ssssssssessssseersesssresssserrtssttttttetetssttnnsstttttsttttntttttentetennssten nent 31 Troubleshooting cpccsssiscaniyesisincaccnspeocastuvsnstaaanenssivaeeatiisaeiainauneneenaneoanenianaanas 31 Vendor Technical Support MSL wie sencsienvactadertutehessontucadecnpyndialeedmenineubestenctney honsebeldnnanescnciy 31 Cente s Service Desk Support Tier 2 es assewssiascatsnaciyonuse iseia ia yin uainehunaslanilastinantneliasumebuua See sn 32 Appendik A spirione enan E E E E TNA 35 Appendix B gccsctaeiiriricssenaen cetacean a 41 Pharmacy Network User Guide v2 0 Pharmacy N
16. and complete client demographic and administrative information e g name address and identification numbers The Client Registry does not contain clinical information but enables clinical information to be linked to the correct individual within the EHR e g DIS patient chart Provider Registry provides unique identification of care providers The Provider Registry is used to locate an authorized health care provider s identification number i e the provider s license number as well as their licensing information Provider Registry data sources include the Newfoundland and Labrador Pharmacy Board the College of Physicians and Surgeons of Newfoundland and Labrador the Newfoundland and Labrador Dental Board the Association of Registered Nurses of Newfoundland and Labrador and the Newfoundland and Labrador Optometric Board Location Registry provides unique identification of care delivery locations e g pharmacies clinics Drug Information System DIS provides a complete summary of prescribed drug information and dispensed vaccine information for clients The DIS provides decision support capabilities by monitoring prescriptions against the client s active medications and his her personal profile This may include over the counter medication in some cases it may also store and provide a client s allergy information and or provide drug informational resources HEALTHe NL a view only application that utilizes
17. armacy Network contain financial information The NL Pharmacy Network is used by community pharmacy staff to update demographic and administrative information e g name address as well as to record and share medication information in the provincial DIS This connection enables authorized health professionals to access medication profiles in an online real time environment facilitating e Effective decision making regarding the potential of a new medication reacting or having a side effect when taken in combination with other medications e Improved patient safety with respect to known allergies e Faster and more informed decision making in emergency situations and e Improvements in the use of medications and compliance with drug therapies A primary benefit gained through connection with the Pharmacy Network is enhanced patient safety via the Drug Utilization Review DUR process The DUR process evaluates potential drug interactions the appropriate use of medications and provides direct access to information resources Connection to the Pharmacy Network expands the scope of the DUR beyond the pharmacy local system to encompass all recorded Drug Identification Numbers DINs on the patient s Pharmacy Network medication profile For more information about the Pharmacy Network please visit the NL Centre for Health Information Centre website http www nlchi nl ca index php the pharmacy network Pharmacy Network User Guide v2 0 Thi
18. cation the registered pharmacist in charge should contact the Centre s Service Desk at 1 877 752 6006 and e Provide notification of the change in location and e Identify pharmacists pharmacy assistants technicians and students associated with the new location Pharmacy Network User Guide v2 0 29 To ensure a seamless transition for pharmacy staff it is important to contact the Centre Service Desk 1 877 752 6006 at least eight weeks prior to the move to ensure re connection to the Pharmacy Network New Pharmacies When a new pharmacy is connecting the pharmacist in charge and or business owner of the pharmacy should contact the Centre s Service Desk at 1 877 752 6006 e Eight weeks in advance to obtain a connection to the Health Information Network and e Identify the pharmacists pharmacy assistants technicians and pharmacy students working within the pharmacy The pharmacist in charge and or business owner must ensure all pharmacy staff at the new location has e Completed the Pharmacy Network Education program including the testing component e Printed and signed the Certificate of Completion e Completed printed and signed the Password Agreement and e Faxed required information to the Centre at 1 877 272 6029 o The Centre will provide user access to the Pharmacy Network Pharmacy Closures While adhering to NLPB requirements for terminating pharmacy operations the registered pharmacist in charge must contact
19. d as ingredients in a compound The OPINIONS database is available via http opinions atlanticpharmaceutical ca The OPINIONS PINs are also listed in the Atlantic Pharmaceutical Services Inc APSI 3 The Newfoundland and Labrador Pharmacy Network Product Identification Number NLPN PIN list identifies ingredients and or medical products that do not have a DIN PIN or NPN Examples of items contained in the NLPN PIN list are hydrocortisone powder Tear Gel and wrist splints A listing of NLPN PINs is available at http www nlchi nl ca pinlist If the prescribed component is not identified on this list call the Centre s Service Desk at 1 877 752 6006 Please note Proper spelling of the component the brand name the label name and the drug form and Items added to the NLPN PIN list during this call will not be subject to DUR checks Compound Prescriptions When pharmacy staff enters compound medications into the Pharmacy Network at least one ingredient of the compound is required to have a Drug Identification Number OPINIONS Product Identification Number Natural Health Product number or Newfoundland and Labrador Pharmacy Network Product Identification Number Adding Non Prescription Drugs to Patient Profiles If a patient asks to have a non prescription medication recorded the product is added to the patient s Pharmacy Network profile based on the vendor s process The Pharmacy Network can accommodate the addition of non
20. dieancenacsancesdevesonduetvacagnadddavouedddeddovedialasuatvanaduandvacstanedialaceesactuaietuataaees 1 Provincial Electronic Health RECOM wisiisscssicsssssccececssconsssssassacassusessoassiacesssspnnncs 3 Connecting to the Pharmacy Network ssccccccscscscscssccsssessrererereresesenes 5 Site Visit Strategy for Pharmacy Network Connections cc cccccccccscssssssseceeseesesssssaeeeeeeeees 7 Consent and Privacy Management ssccssssssccsssscccsssecccssseccssssccccsseesseseees 8 How to Comply with Confidentiality Processes ccccccccssssececssseeececsseeeceessaeeessseneeeeeeesenes 9 Pharmacy Network Processes sississscssasssssnerevsntsnnesisasnnndecenneesisncnnnsncunsnscdsanana 11 CILGIit REBISUNY E E A gunetageunanace toes reas Natrageuses aaa deceniaedaan eat anette 11 Pro essing aM AGO POA ocserien arene as ducuteveniennesiuddcesinondeonce cegialnnacientedesxeiarseuut etd ERa anii aa 15 Provid r ReBISti yaseen AEAEE EEEE cast EEEE TERENAS 16 Out of Province PRO VIGGIS vedo dscssartdddnasvedecnsshaaenddotwanneanudlaaneesdtdainanedadecsuesdadtiaiidcatvialaaadiaiead 18 LOCATION Registi E E R E E E 18 Drug Information System DIS Requirements ccceescccssececssecesseeecsseeeceeeeecseeesseeeeeesaees 18 How To Guide for Pharmacy Practices es sessesoosssessescesesessesossesessesocsese 20 Filling Prestriptioh S aos gate eas zaloadesatadtausbacuanngade iniiae aE EE AAEE aA CEE EER 20 TREAD GU
21. erapeutics via https www e therapeutics ca Username NLCHI Password 0114922 Disclaimer e Therapeutics is managed and maintained by the Canadian Pharmacists Association CPhA not the Centre s Service Desk Any difficulty experienced when accessing the e Therapeutics system or searching for information can be directed to the Canadian Pharmacists Association at e CPhA Customer Service available Monday to Friday from 8 30 a m to 4 30 p m EST at 1 800 917 9489 e CPhA online Feedback form accessible through their website e Email support pharmacists ca e Fax questions to 1 800 601 1904 e Mail correspondence to Canadian Pharmacists Association e Attn Product Management e 1785 Alta Vista Drive e Ottawa ON K1G 3Y6 Prescription Status A prescription s final status is aborted on the Pharmacy Network with the following status changes being accepted e From complete to aborted e From complete to suspended and e From suspended back to complete For example when an end user copies a prescription to create a new one the old prescription is aborted on the Pharmacy Network Dispenses are validated on the total quantity prescribed versus validation on the number of refills A prescription status will change to complete when the total quantity has been dispensed and picked up Copying new to dispense a prescription with a remaining quantity is not required If the to
22. etwork User Guide v2 0 Page intentionally left blank NL PHARMACY NETWORK Introduction This User Guide has been prepared to provide pharmacy staff with information needed to access and use the Newfoundland and Labrador Pharmacy Network Pharmacy Network The Pharmacy Network is fundamental to the province s vision for an integrated electronic health record EHR which aims to improve health through the provision of quality health information for all residents of the province An EHR provides individuals with a secure private lifetime record of their health information and care within the healthcare system The provincial EHR HEALTHe NL will be available electronically to authorized NL health care providers anywhere anytime to support high quality care The Pharmacy Network includes the information of individuals both residents and non residents who have presented to a connected Newfoundland and Labrador community pharmacy It enables viewing of a patient s profile when providing pharmaceutical care This profile includes the patient s demographic information and the associated medication profile It may include over the counter and natural health products as well as clinical and allergy information from pharmacies connected to the Drug Information System DIS It is important to note that the Pharmacy Network is not connected to or communicating with the Newfoundland and Labrador Prescription Drug Program NLPDP nor does the Ph
23. fic Note Normal operations can continue with the exception of DUR checks from the Pharmacy Network Pharmacy Network User Guide v2 0 26 When the connection is re established Pharmacy Network users may need to check the local system queue and manage pending Pharmacy Network transactions Client Registry duplicates invalid providers DURs to be managed against the entire patient profile etc The notification of issues and the resolution will vary based on the workflow and pharmacy vendor system used Ask your vendor for instructions on how to continue working when the Pharmacy Network is unavailable as well as how to reconnect and submit queued transactions when the Pharmacy Network has re established connection Transfers When performing a prescription transfer Pharmacy Network users should adhere to the process outlined by the NLPB When transferring a prescription out of your pharmacy a transfer message is sent to the Pharmacy Network requiring the local pharmacy vendor system to specify the transfer location http www nichi nl ca images ELID List_2015 04 24 pdf This message will reassign ownership of the prescription and will allow the pharmacist at the receiving pharmacy to download the prescription to their local application and create a dispense against it The prescription will stay active on the Pharmacy Network profile but will be deactivated on the sending pharmacy local patient profile If you are transferr
24. fully compliant with PHIA Please refer to http www health gov nl ca health phia phia_ overview june 2011 pdf Pharmacy Network User Guide v2 0 How to Comply with Confidentiality Processes Patient Masking Passwords Patients have the right to limit the use or disclosure of their personal information by masking their Pharmacy Network profile When a patient decides to mask their profile the Pharmacy Network view is limited to local pharmacy content Any patient profile data from other pharmacies will be masked to Pharmacy Network end users unless the password is provided Unmasking occurs when the patient provides the password or in an emergency break the glass situation All demographic information is viewable on the Pharmacy Network Patients requesting masking of their patient profile should be directed to the Centre s Service Desk at 1 877 752 6006 For additional information please refer to the Personal Health Information Act found within the Consent and Privacy Management section of this User Guide Recognizing a Masked Patient Record Scenario Vendors can identify visual cues indicating when a patient record has been masked Each local pharmacy system interface may be designed differently Unmasking a Patient Record The Pharmacy Network supports unmasking when e A patient or his her authorized representative provides the patient password to an authorized end user e A patient requests that a Pharmacy Network adm
25. his practice would be a patient safety issue Office use Medications Office supplies e g ward stock or medical bag supplies are medications issued to a facility versus a specific patient While the actual work flow for recording office supplies is vendor specific here are some general steps e Select office supply for the prescription e Choose the location to which the medications are being dispensed If not found o Insert an asterisk before and after a word that is within the location s name i e Memorial to display any matches that contain the word Memorial o Insert an asterisk after the word i e Captain to display any location names that contain the first word of Captain o If the location search is still unsuccessful contact your pharmacy vendor system service desk for assistance e Enter all other applicable details and e Send the office supply to the DIS Non human items i e office supplies should not be synchronized with the EHR Client Registry Erroneous Addition of Non Human Records Pharmacy Network User Guide v2 0 22 If non human records are added in error pharmacies may be contacted by PNP staff When these types of clinical transactions are found and can be retracted PNP staff will e Contact the pharmacy involved in a timely manner requesting they retract the prescribe and or dispense action e Request pharmacy staff mark the animal s file as an animal
26. i e Captain to display any location names that contain the first word of Captain Pharmacy Network User Guide v2 0 If the provider search is still unsuccessful contact your pharmacy vendor system service desk for assistance Pharmacy Network User Guide v2 0 17 Out of Province Providers Out of province providers are recorded using 00000 for the Pharmacy Network Out of province providers are recorded using POOOOO for adjudication P00000 is not a unique number The use of this number is restricted to out of province providers only Inappropriate excessive or unnecessary use of this number can lead to data quality issues therefore use of this value across the Pharmacy Network is monitored Location Registry The Location Registry is used by the Pharmacy Network to locate an authorized health care provider s identification number i e the provider s license number and identify care delivery locations in NL e g pharmacies and clinics If you do not find the identification number Insert an asterisk before and after a word that is within the provider s name i e James to display any matches that contain the word James Insert an asterisk after the word i e Captain to display any names that contain the first word of Captain If the search is still unsuccessful contact your pharmacy vendor system service desk for assistance The address information for providers may not be
27. ing a prescription to another province the Out of Province location should be selected Adding Clinical Notes to the Pharmacy Network There is a difference between adding notes to a local pharmacy system e g patient prefers snap cap vials versus notes documented and shared via the Pharmacy Network Ask your vendor for a demonstration it is important to differentiate between local notes and notes that may be shared across a patient s electronic health record Adding Patient Allergies to the Pharmacy Network Patient allergies can be added to the Pharmacy Network by licensed providers and pharmacy technicians Allergies may be transferred to or from the Pharmacy Network Ask your vendor for a demonstration of this process Pharmacy Network User Guide v2 0 27 VENDOR SUPPORT Vendors make modifications as appropriate to communicate with the Pharmacy Network and the Centre provides support to vendors to ensure that the vendor solution conforms to Pharmacy Network requirements An up to date list of conformed pharmacy system vendors is available at http www nlchi nl ca images PDFs ConformanceStatus pdf The Centre does not have the authority to mandate pharmacy vendor system design therefore issues relating to vendor system design or workflow should be addressed with the vendor not the Centre Pharmacy Network User Guide v2 0 28 GENERAL RESPONSIBILITIES Appropriate use of medication profile informa
28. inistrator remove the mask on their information and e One time temporary access to masked data is required i e emergency break the glass scenarios The procedure for breaking the glass will vary by local pharmacy system Professional judgment is to be used to determine whether a situation warrants this action Pharmacists should consult PHIA for information as to their responsibilities in a break the glass situation The patient should be notified if this occurs and this action needs to be recorded on the patient s profile Patients have the right to ask the Centre for a report that reflects who has accessed their profile Pharmacy Network User Guide v2 0 When a Patient Refuses to Unmask their Record If a patient refuses to unmask his her record authorized end users accessing the Pharmacy Network should utilize professional judgment governing adequate patient care Storing a Patient Password While it is not necessary or appropriate to store patient passwords passwords can be stored with the patient s consent as per the Personal Health Information Act In this instance the password should be stored securely and treated as personal health information Resetting a Patient Password To reset a lost or forgotten password the patient must contact the Centre s Service Desk at 1 877 752 6006 and respond correctly to the security questions Pharmacy Network User Guide v2 0 10 PHARMACY NETWORK PROCE
29. lthcare within NL b When not using the MCP a multi field search must be performed including Name Date of birth other options such as Gender M Male F Female and or Postal code and or Phone Number and or Street Address and City Choose with care as the search may return multiple records The patient s full legal name first and last names date of birth DOB and sex should align with the data on the MCP card e Validate patient s DOB if DOB discrepancies are identified ask the patient to contact their third party insurer and or MCP to correct this information Pharmacy Network User Guide v2 0 11 If no patient match is found or multiple match options are returned request patient identification to confirm accuracy of the name spelling and date of birth e Ask questions confirm and update patient information o What is your current address What is your date of birth e Prompt the patient to determine if any of the following apply o A nickname Margaret vs Peggy middle name James Dean vs Dean James multiple first names Ann Marie or alternative spelling of name Jon vs John McDonald vs MacDonald Betty Ann vs Betty Ann or any change to the last name i e marriage or adoption Name should match the patient s MCP card do not document nicknames except as a note on the patient s local file DO NOT e Do not add nicknames or non human specimens to the Client Registry e g Lucky the dog office s
30. n request to the Centre Pharmacy Network User Guide v2 0 Pharmacy Network User Guide v2 0 APPENDIX B Easy Access Contact 41 Pharmacy Network User Guide v2 0 Page intentionally left blank 42 APPENDIX B EASY ACCESS CONTACTS e Therapeutics https www e therapeutics ca As a benefit of connecting to the Pharmacy Network end users can avail of free access to e Therapeutics The username is NLCHI and the password is 0114922 Canadian Pharmacist s Association If you experience any difficulties with accessing e Therapeutics e Call CPhA Customer Service which is available Monday to Friday from 8 30AM 4 30PM EST 10AM 6PM NL at 1 800 917 9489 e Provide comments using the CPhA online Feedback form on their website e Emailing support pharmacists ca e Outside of Ottawa you can fax 1 800 601 1904 with your questions e Or you can send mail to Canadian Pharmacists Association Attn Product Management 1785 Alta Vista Drive Ottawa ON K1G 3Y6 HEALTHe NL http nichi nl ca index php healthe nl viewer NL Centre for Health Information Service Desk service nlchi nl ca 1 877 752 6006 NL Pharmacy Board http www nipb ca Natural Health Products Database http webprod hc sc gc ca Inhpd bdpsnh index eng js Newfoundland amp Labrador Pharmacy Network Password Agreements http www nichi nl ca pharmacy reg forms ph OPINIONS http opinions atlanticoharmaceutical ca Personal Health Information Act PH
31. n that was refused by the DIS without reversing third party adjudication What is queuing What is the role of pharmacy staff when managing queued transactions How does pharmacy staff submit queued transactions when the DIS has re established connection How does queuing work if there is a failed transaction in the Pharmacy Network How will the local pharmacy system upload transactions to the PN after planned or unplanned downtime How is a batch transaction performed Drug Product Database Questions What is the difference between a device PIN OPINIONS a NLPN PIN and a Pseudo DIN How are items entered in the Pharmacy Network that may require the use of different codes versus third party adjudication Are the OPINIONS Database numbers i e PIN numbers pre Pharmacy Network User Guide v2 0 loaded How is a drug utilization review DUR managed E g Can a local pharmacy system manage a DUR after the associated dispense has been completed Non human prescriptions What information and workflow is required to record veterinary prescriptions What information and workflow is required to record office supplies Communication Questions How are broadcast messages viewed How are broadcast messages saved and or deleted How does pharmacy staff record and differentiate between local notes and PN notes that may be made available to the patient upo
32. nnot be accessed and e All pharmacy transactions are queued until the Pharmacy Network is online Pharmacy Network User Guide v2 0 32 Username or Password Issues If a username or password is forgotten and a reset is required e Contact the Centre s Service Desk at 1 877 752 6006 or service nlchi nl ca e Callers must verify their identity by responding correctly to two of three security questions that were answered during the registration process When successful the Centre Service Desk will provide the caller with a temporary password and e The system will then prompt the user to create a new self chosen password If the caller cannot answer two of the three questions he she will be prompted to re register Locked password occurs after five unsuccessful attempts have been made to log in Users must contact the Centre s Service Desk steps above to obtain a new password Passwords expire after 90 days After 90 days users of the Pharmacy Network are prompted to change their password Users must contact the Centre s Service Desk steps above to obtain a new password Pharmacy Network User Guide v2 0 33 Pharmacy Network User Guide v2 0 Page intentionally left blank 34 Pharmacy Network User Guide v2 0 APPENDIX A Ask Your Vendor 35 Pharmacy Network User Guide v2 0 Page intentionally left blank 36 APPENDIX A ASK YOUR VENDOR f Ask Your Vendor Checklist Connection Questions I
33. ntity Phone calls will be utilized to follow up and ensure proper management of the records is completed It is important to manage adoptions in a timely and specific manner the above process will contribute to adoption management and support the future health care of the child youth The above process does not apply if an adoption takes place external to the Department of Child Youth and Family Services In that case PNP staff are not notified and these adoptions are treated as an official name change only Pharmacy Network User Guide v2 0 15 Provider Registry The Provider Registry is used by the Pharmacy Network to identify licensed health care providers in Newfoundland and Labrador Registry data sources include the Newfoundland and Labrador Pharmacy Board the College of Physicians and Surgeons of Newfoundland and Labrador the Newfoundland and Labrador Dental Board the Association of Registered Nurses of Newfoundland and Labrador and the Newfoundland and Labrador Optometric Board The Provider Registry includes a unique ID i e license number for all authorized health care providers their associated locations of practice as well as their licensing information The provider number i e Pharmacist is validated against the Provider Registry If the prescriber license number results in a local pharmacy system error pharmacy staff should call the Centre Service Desk to investigate Vendors will demonstrate how to perform a
34. or set up a provider file for the office supply location not a patient file and e Educate the pharmacy staff involved on workflow processes associated with animals and or office supply locations When clinical transactions are found but cannot be retracted they will remain on the Pharmacy Network but the animal and or office supply location can be deleted by PNP staff from the Client Registry When no clinical transactions are found PNP staff will e Contact the pharmacy requesting the animal s file be marked as an animal or a provider file created for the office supply location not a patient file and e Educate the pharmacy staff involved on workflow processes associated with animals and or office supply locations An animal or office supply location deleted from the CR cannot have further prescriptions sent to the Pharmacy Network by the original local pharmacy vendor system A validation error will cause a hard stop Retrieval of requested record failed Error code EPERM Pharmacy Network User Guide v2 0 23 e Therapeutics e Therapeutics enables pharmacists and other practitioners to review various drugs obtain warnings about possible interactions with other medications and herbal remedies as well as view best treatment options for a wide variety of medical conditions This includes Canadian drug names advisories and alerts from Health Canada Connected pharmacies have complimentary access to e Th
35. provide a duplicate report for review feedback and resolution TROUBLESHOOTING Pharmacy Network users can check the status of the Pharmacy Network through the EHR Service Desk Newfoundland and Labrador Centre for Health Information http www nlichi nl ca index php ehr service desk link or by calling 1 877 752 6006 While all efforts are made to ensure smooth operation of the NL EHR technical problems may arise If you encounter problems please contact either the Centre Service Desk SD or the pharmacy local vendor service desk Please review below Tier 1 vs 2 and place the call appropriately for faster service Vendor Technical Support Tier 1 Technical support of the local pharmacy vendor system When issues occur pharmacy must first contact the pharmacy local vendor service desk Vendor service desk staff will initiate troubleshooting to determine if the issue stems with the local pharmacy system If the local pharmacy system is ruled out as the cause the vendor service desk will initiate contact with the Centre s Service Desk The Centre s Service Desk is comprised of the appropriate IT and Pharmacy Support Team as well as third party vendor support The Centre s Service Desk may be reached by phone at 1 709 752 6006 or 1 877 752 6006 or via email at service nlchi nl ca Pharmacy Network User Guide v2 0 31 Centre s Service Desk Support Tier 2 The Centre s Service Desk is available at 1 877 752 600
36. rvices PNP staff are notified if the client has a record in the Pharmacy Network PNP staff will contact connected community pharmacies where an adoptee had a prescription filled so that local records can be actioned appropriately Communication will take place through phone calls as well as a secure transmission process When contacted by PNP staff pharmacies are expected to either e inactivate the patient profile in the pharmacy s local system and insert a local note indicating Inactivated upon request of NLCHI Do not use this file as it may result ina patient confidentiality breach OR e Place a note on the patient profile if there are prescription refills cautioning other pharmacy staff that utilizing this record may contribute to a confidentiality breach Pharmacies are requested to e Create anew patient profile ONLY if the patient presents to the pharmacy e Contact PNP staff if they suspect the pre adoptive identity has replaced the post adoptive identity or if there are any concerns regarding the adoptions record management process There may be situations where PNP staff work with community pharmacy staff on a case by case basis no link should be made between the pre adoptive and post adoptive identities In the event that an adoption is disrupted PNP staff will provide relevant demographic details regarding the adoption disruption enabling the pharmacy to return information appropriately to the pre adoptive ide
37. s document will be reviewed annually and revised as necessary to ensure currency and usefulness Feedback from readers is welcomed and encouraged Suggestions for future updates can be sent to Pharmacy Network Program Centre for Health Information 70 O Leary Avenue St John s NL A1B 2C7 Bus 1 877 752 6006 Email service nlchi nl ca Pharmacy Network User Guide v2 0 PROVINCIAL ELECTRONIC HEALTH RECORD Newfoundland and Labrador has developed a solid foundation for the development adoption and use of the NL EHR An EHR facilitates the sharing of data across healthcare delivery organizations and across the province and encompasses multiple point of service PoS applications The Newfoundland and Labrador blueprint is aligned with Canada Health Infoway Infoway to create a pan Canadian interoperable electronic health record iEHR Client Registry provides unique identification of clients individuals who have received health care within NL The data provided is a consolidation of information collected from pharmacies that communicate with the provincial Client Registry through their local vendor systems i e Kroll Nexxsys Assyst Rx UBIK and Health Watch Next Generation HWNG the Regional Health Authorities through their Meditech systems the Client and Referral Management System CRMS and the Department of Health and Community Services Medical Care Plan MCP The Client Registry is used to retrieve and validate accurate
38. s medication profile DURs can be reviewed at anytime by a pharmacist and other clinicians can view how a particular DUR was managed Medications are not included in future DURs when e The days supply of a specific medication is complete based on the actual date of pick up and e A medication is deactivated Information on managing DURs can be recorded when the DURs are displayed to the user the Pharmacy Network also allows recording information on DUR management at a later time Check with your vendor as to what is allowed on the local pharmacy system for DUR management The Pharmacy Network DUR checks include Controlled Substance Duplicate Ingredient Drug to Drug Duplicate Therapy Switchback Drug to Gender Min Max Drug to Known Disease Too Late Drug to Lactation Too Soon Drug to Pregnancy Drug to Allergy Note Pharmacy technicians should always notify the pharmacist when a DUR notification is received from the Pharmacy Network Pharmacy Network User Guide v2 0 25 Drug Utilization Review on Masked Records The Pharmacy Network DUR includes information which has been masked However complete profiles are not made available unless the patient profile is unlocked using the patient password or in an emergency i e breaking the glass Pick up Message The pick up message is designed to identify when a patient pays for the prescribed medication the pick up message is what distinguishes patients that should be excl
39. s there a vendor user manual for the local pharmacy system by date and or make other changes to the local pharmacy default settings How will pharmacy staff know they are connected to and exchanging information with the Pharmacy Network Is there a difference in Pharmacy Network transactions when logging in as a pharmacist a pharmacy assistant or a pharmacy technician Can pharmacy staff record the reason they are accessing requesting information from the Pharmacy Network How does pharmacy staff manage multiple sessions e g switch screens Security Passwords and Patient Masking Questions What is included in the local pharmacy vendor Help Desk support agreement E g contact information hours of service and are there additional fees associated with after hours service calls How does a new pharmacy staff person obtain a Pharmacy Network password How does pharmacy staff change their temporary password for accessing the Pharmacy Network How does pharmacy staff change their Pharmacy Network password How does pharmacy staff change their vendor system password What is the process for masking a patient How will pharmacy staff know e g visual cue that a record is masked in their vendor system What is the process to break the glass Patient information Client Registry General Questions What are the changes to existing pharmacy vendor system workflows with the addition of the Client Registry E g
40. search on the Provider Registry to obtain the license number The provider license number is formatted differently when submitted for adjudication versus the Pharmacy Network purposes The examples below highlight these differences MEDICAL DOCTOR Pharmacy Network 09876 Adjudication P09876 the letter P F R Lor M should already be populated by the vendor New licensees may have to be added by the pharmacy staff PHARMACIST Pharmacy Network 67 142 Adjudication 67142 remove the hyphen from DIS NURSE PRACTITIONER Pharmacy Network 14678 Adjudication N94678 remove first digit from DIS and replace with N9 DENTIST Pharmacy Network 018909XXxX there is no specific format for dentist license numbers Adjudication D88909 remove first 2 DIS digits and add D8 then remove last 3 digits OPTOMETRIST Pharmacy Network Adjudication NNNN each N represents a number from 1 9 i e 0602 TNNNNN each N represents a number from 1 9 i e T00602 Table 1 If home healthcare items are written by a physiotherapist for example enter the items as pharmacist prescribed to place the item on the patient s profile If you do not find the provider Insert an asterisk before and after a word that is within the provider s name i e James to display any matches that contain the word James Insert an asterisk after the word
41. t is important to send the postal code as part of the complete patient address Failure to enter all of the above patient information can result in an errors being received from the Pharmacy Network Updating the Client Registry Pharmacy staff should verify demographic information e g name address date of birth telephone number with the patient to ensure the information is up to date while ensuring the correct patient record is selected e Legal name date of birth gender and MCP number should match the information on the MCP card and e Pharmacy staff should validate and make corrections to the address and telephone number at the patients request For corrections to legal name e g recently married date of birth and or gender error please direct the patient to call the MCP toll free line Avalon Region 1 866 449 4459 Outside Avalon 1 800 563 1557 Data elements collected by a pharmacy and subsequently sent to the Client Registry may be recorded only at the pharmacy and not exchanged within the Client Registry E g MCP number will align with MCP source only because MCP is the source of truth for this data element If a pharmacy records another identification key within the MCP field it may be retained within the local pharmacy record only and not returned on a subsequent search Pharmacy Network User Guide v2 0 14 Processing an Adoption When an adoption takes place through the Department of Child Youth and Family Se
42. tact the end user to provide a Personal Identification Number PIN as well as further instructions on having the user account created and Pharmacy Network User Guide v2 0 e When the pharmacy is connected to the Pharmacy Network applicants are contacted within 1 2 business days after the Centre receives this information and o not connected to the Pharmacy Network applicants are contacted closer to the date of the store connection Online education must be completed within four months of a pharmacy connecting to the Pharmacy Network Step 4 To obtain a username and temporary password contact the Centre s Service Desk with the assigned PIN and respond to the following three security questions Questions are 1 What is your favourite colour 2 In which city were you born 3 What is your mother s maiden name The Centre s Service Desk will provide the username and temporary password for accessing the Pharmacy Network Step 5 Initial access to the Pharmacy Network requires the use of the provided temporary password e Once connected to the Pharmacy Network the user is prompted to create a permanent password o Password security features require a minimum of one uppercase letter one lowercase letter and one number and must be between 8 15 characters in length Vendor Education e Additional training from the vendor is required to train pharmacy staff on new fields screens and workflow changes in the local pharmacy
43. tal quantity prescribed is not sent when the original prescription is added to the Pharmacy Network the validation will occur on the total day s supply During the dispense process there is validation against the original prescription on the days supply only when the total quantity is not provided Pharmacy Network User Guide v2 0 24 Retract There are limitations associated with retracting prescriptions Changes or removals required to a prescription or dispense that has been sent to the Pharmacy Network can be made retracted provided the record has not been viewed by an end user at another location Only the last event can be retracted by authorized staff at that location which means that if a prescription has been dispensed and picked up only the pickup can be retracted The retract functionality removing a record such as a prescription or allergy from a patient s Pharmacy Network profile is not linked to a specific user within the same location If a record cannot be removed from the Pharmacy Network because it is not retractable e Puta note on the record for others users to see and e Abort the record Note When prescriptions are logged on file and not dispensed the user who logged the prescription will be required to retract the prescription Drug Utilization Review Pharmacy Network DURs are activated at the time of dispense checking against other current medications on the patient
44. the Centre s Service Desk at 1 877 752 6006 and e Identify the pharmacists pharmacy assistants technicians and students that will no longer be associated with that pharmacy location and e Request direction regarding any equipment on site that is associated with the Pharmacy Network Staff Turnover When pharmacy assistants technicians and or students are leaving or joining a pharmacy it is the responsibility of the pharmacist in charge to notify the Centre s Service Desk at 1 877 752 6006 Pharmacy Network User Guide v2 0 DATA QUALITY The primary purpose of the Pharmacy Network is to improve patient safety by providing clinical information important for the delivery of enhanced care for patients Data quality is essential to providing quality information therefore data quality issues are proactively addressed and monitored on an ongoing basis PNP staff provide support that includes e Site visits to new pharmacies connecting to the Pharmacy Network e Scheduled follow up visits at one three six and twelve months post deployment then as needed and annual touch points e Adeployment checklist to support connectivity and work flow processes and e An evaluation form to assess the Pharmacy Network connectivity experience Pharmacy Network Reports PNP staff generate and process Pharmacy Network data quality and performance reports on a regularly scheduled basis PNP staff liaise with key contacts at the connected pharmacies to
45. tion and any other personal health information is governed by the Personal Health Information Act and the NLPB Pharmacy Standards of Practice Policies and Guidelines Proper use of the Pharmacy Network is also outlined on the Password Agreement signed by all Pharmacy Network users Patient s have the right to request a transcript of who accessed their medication profile A patient s personal health information includes any personally identifiable health information such as medical service history results of tests as well as indication of any medical conditions RESPONSIBILITIES OF THE NL CENTRE FOR HEALTH INFORMATION The Newfoundland and Labrador Centre for Health Information is responsible for maintaining and supporting the following services of the Pharmacy Network e Health Information Network HIN private network access directly from the local pharmacy vendor system to the Pharmacy Network e Drug Information System e Client Registry e Provider Registry and e Location Registry The following services are not the responsibility of nor supported by the Centre e Adjudication systems e Pharmacy local vendor system Point of Service System e Internet access other than Pharmacy Network connectivity e Local personal computer issues and e Local printing printer issues RESPONSIBILITIES OF THE REGISTERED PHARMACIST IN CHARGE Relocation and Renovations While adhering to NL Pharmacy Board requirements for a change of lo
46. uded from a DUR because they have finished a medication Prescriptions are included in DURs for one year from the original prescribed date if a pick up is not recorded When the pick up message is recorded the Pharmacy Network will utilize the pick up date and extend the duration of the DUR if the pick up date is different than the dispense date Recording the pick up will aid in keeping DUR messages to a minimum Not recording the pick up means that the Pharmacy Network has not received updates associated with recorded prescriptions Consequently if a patient should come back for a refill an alert DUR will display reflecting that the previous prescription is waiting to be picked up Reversals Pharmacy Network users should continue to perform reversals as per current pharmacy practice Discontinuations To ensure completeness of the patient s Pharmacy Network profile prescriptions should be discontinued if a patient has stopped using the medication Discontinued medications will not be included in the DUR Queuing If the Pharmacy Network is not available due to scheduled maintenance or unforeseen downtime users will be notified via fax and or email Pharmacy Network users should continue to work off line entering prescriptions into the local pharmacy system until the issue is resolved and connectivity has been re established At that time the local pharmacy system will submit accumulated data from the queue the process is vendor speci
47. upplies and e Do not collect other data in the MCP field e g policy this field is for MCP only If the incorrect patient is selected from the returned list the medications dispensed are linked to the wrong patient s profile Information displayed should always be confirmed with the patient to ensure it is accurate and updated as necessary Duplicate or multiple records result in incomplete medication The complete mailing address should be recorded in proper format including the city province postal code and country e Canada Post has a free postal code search tool www canadapost ca TIP A patient s driver s license includes their address and postal code Pharmacy Network User Guide v2 0 12 Out of Province Patients When out of province patients or patients affiliated with Non Insured Health Benefits for First Nations and Inuit NIHB or other health benefits programs require the services of a provincial pharmacy ask whether they have ever e Lived in Newfoundland amp Labrador e Received a MCP card e Previously received healthcare in the province e Presented to any NL hospital e Had a prescription filled in the province If the answer to any of the above questions is yes the patient should have an existing record within the Client Registry If a search of the Client Registry has not returned a record a new patient record needs to be added Do not record other numbers i e hospital cards
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