ProScript User Guide - · PDF fileProScript User Guide ... ensures that the patient’s PMR record is ... The SDM module can be configured to suit your

ProScript

User Guide _________________________________________________________________________

Substance Dependency Module (SDM)

Version 1.03

Release Date 05/05/2010

Last Reviewed 01/08/2013

Author Rx Systems

SDM ProScript

2 Rx Systems © 2013

Table of Contents

Introduction ......................................................................... 3

Best Practice Guidance ......................................................... 4

SDM Main Screen .................................................................. 5

Configuration ....................................................................... 6

Processing a New SDM Prescription ..................................... 7

Editing a Prescription ................................................................... 12

Dispensing.......................................................................... 13

Label “Split” Options .................................................................... 14

Collection ........................................................................... 15

Endorsing an FP10MDA Prescription ................................... 17

Creating a Follow-On Script ................................................ 19

Batch Processing ................................................................ 20

Batch Dispensing ......................................................................... 20

Batch Collection .......................................................................... 21

Batch Labelling ............................................................................ 22

Additional Features ............................................................ 23

Printing Bag Labels ...................................................................... 23

Cancelling a Script ....................................................................... 23

Filtering the SDM Main Screen ....................................................... 23

Find Feature ............................................................................... 24

Exporting ................................................................................... 24

Right-Click Feature ...................................................................... 24

Other Features ............................................................................ 25

Uncollected Items .............................................................. 26

SDM Reports ....................................................................... 27

Continuing Professional Development ................................ 28

SDM ProScript


Introduction

The Substance Dependency Module (SDM) within ProScript is designed to

assist pharmacy staff with the process of instalment dispensing.

Patient medication records for substance dependency prescriptions (FP10MDA) can be created from within the SDM module. The following details obtained from the prescription can be recorded:

Prescribed drug

Start and end date Serial number of the prescription Quantity

Dosage information Interval required between instalments

ProScript can then use the details entered above to create a schedule, which will display the SDM prescription record each time an instalment is

due. Once labels are generated, the record is marked as “prepared” in the SDM module. When the patient arrives to collect their medication, the

record can be marked as “collected”, creating a dispensed entry in the patient’s medication record (PMR). This process is repeated each time an instalment is due for the patient until the prescription is completed.

The user also has the ability to create a “follow-on” prescription. This will

generate a new SDM prescription record using the same prescription details as previously entered without having to enter them again, provided the details on the prescription remain the same.

The FP10MDA prescription form can also be endorsed on most laser

printers at any point during a prescription’s course.

SDM ProScript


Best Practice Guidance

The purpose of this guidance is to provide you with recommendations for

best practice when using and maintaining the SDM module within ProScript.

As you may have instalment prescriptions for Schedule 2 Controlled Drugs, you must ensure that you comply with the legislation for keeping records

of controlled drugs.

You must ensure that all relevant staff members (including locums or agency staff) are adequately trained in how to use the SDM module. This includes:

o Being aware that items marked as “Prepared” does NOT

update the patient’s PMR. This simply generates a label for the items.

o Ensuring that items are marked as “Collected” on the same day that the patient has collected the medication. This

ensures that the patient’s PMR record is updated.

o If an item is “Uncollected” after 5 days or more, you will not

be able to change its status to “Collected”. Note that this will have implications if you have the electronic Controlled

Drugs Register enabled.

Ensure that you update your Controlled Drug Register (paper or

electronic) once an item has been collected.

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SDM Main Screen

The SDM module can be accessed from the ProScript Main Screen by

either pressing [Ctrl+M] on your keyboard or by selecting the button as shown below:

The top of the SDM Main Screen (highlighted in red above) contains function keys which perform the majority of the processes required in

SDM. These are explained throughout the manual in the sequence they would normally be used.

The middle section (highlighted in blue) shows a list of all SDM records entered into the module based on the filters set. If the module has not

been accessed previously, the list above will be empty. If you have previously used an older version of the SDM module, you may see any outstanding scripts in this section. There is a Colour Guide in the top right

which indicates the stage at which the prescription is currently at.

The section in the bottom right (highlighted in green) shows a preview of the current script highlighted as well as an SDM calendar showing all the dates where an instalment is due.

Scripts created

using SDM will be

shown here

Colour Guide

indicates the stage a prescription

is at

These filters allow

you to

modify details of

the grid above

The SDM calendar

displays all dates where a

dosage is due

for the selected

prescription as well as the prescription’s

details

Function keys

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Tip: It is recommended that you configure the SDM module before using it

for the first time.

Configuration

The SDM module can be configured to suit your preferences by clicking on

the [Alt+C – SDM Configuration] button located at the bottom of the SDM Main Screen.

If this option is not available, you may need to contact our Service Desk to help activate it for you.

Alternatively, if you are part of a group, you may need authorisation from

your Head Office or the pharmacy owner before our Service Desk can activate this option for you.

All of the available

configuration options have a description beneath it in italic font.

Work your way through

the configuration screen and set the options as required.

When you have finished,

select [F10 – Save Configuration] to store your configuration settings.

You can return to this

screen if you wish to modify a configuration by

repeating the above steps.

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Processing a New SDM Prescription

To create a new SDM prescription, select [F2 – New Script] in the SDM

Main Screen. You will then see the following four screens, which allow you to enter the patient, prescriber, prescribed drug and dispensed

drug.

All four screens are very similar. Each has an [F5 – More…] button to display a “select screen”, allowing you to search for a patient,

prescriber, prescribed drug, and dispensed drug.

After using the [F5 – More…] button for the

first time to make your selection, it will be added to a yellow list on the left-hand side of

each screen.

The next time you create a new prescription,

your choice will remain in the list, allowing you to make the same selection without

having to use the [F5 – More…] button. Instead, you can simply highlight the selection and press [F10 – Select].

If you realise you have made a mistake on the current selection or on any of the

previous screens, you can either select the [ESC – Cancel] button and start over or continue through the screens and amend the

details on the next window.

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The next screen is the Script Duration screen where you can

enter the total quantity of the drug, the duration of the prescription (in days), and the start date of the

prescription.

If the drug is to be dispensed in intervals, select the “Non-Daily Dosage” checkbox and specify the interval (in days) required between instalments.

This allows ProScript to correctly calculate the “suggested” dosage instruction required on the next window.

If the intervals are not the same between instalments, leave this option un-ticked and continue to the New SDM Script window where more

dosage options are available.

When you have entered the required information in the Script Duration window, select [F10 – Save] to continue.

You will then see the Enter Dosage Information screen

where the dosage information will automatically be calculated based

on the information entered previously.

If you wish to change it, press [Esc] to remove the existing

dosage and enter the dosage you require. Once you have finished, select [F10 – OK] to continue.

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The next screen is the New SDM Script screen where you can review and/or amend the prescription details. You must enter the prescription’s

serial number where specified.

This New SDM screen is explained in further detail below.

1) The top half of this screen contains the prescription details.

Enter the

prescription

serial number

here

Tick here if the drug is

to be taken under

supervision. Also select

the type of labels you

require (single or split

for each dosage).

Select this button to change

the patient

Select this button to

amend the

dosage instructions

Select this button to change

the prescriber

Select [F6] to

change the prescribed drug

or [F7] to change

the dispensed drug

Amend the total

quantity,

duration of the

prescription, or the start date here

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2) The bottom section of the New SDM Script window displays an SDM calendar which allows you to modify the instalment dates by

using one of the three methods explained below:

1) Use these radio buttons to select from one of the most common dosage options.

Daily will enter a dosage for each day Alt Days will enter a dose for every other day, e.g. Mon, Wed and Fri Twice Weekly (3,4) leaves a 3 day interval, and then a 4 day interval Twice Weekly (4,3) leaves a 4 day interval, and then a 3 day interval Weekly uses a 7 day interval between doses, commencing on the script start date Non-Daily will activate the “days” option beside it where you can set the interval

2) Use the mouse to

manually tick or un-tick the

checkbox beside the dates.

When you un-tick a date, the

quantity for that date will be added to the previous date

3) Use the

Manual Dosage

Entry button.

3a) You can

view the

script details,

such as

quantity and

dosage

(shown on

the left) and

the dates a

dosage is

required

(shown on the right)

3b) To edit the

doses, simply

select the

quantity

section beside

the date you

wish to modify

and amend

the quantity

as required

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3) At the bottom of the New SDM Script window, there are two buttons:

[F3 – Dispense]: this option is only required if you wish to

dispense one or more instalments at this point. This option is available for instances where you would like prepare

the medication at this stage; this includes printing the labels. For more information on preparing multiple instalments, refer to Batch

Dispensing.

[F9 – Print Labels]: this option is only required if you wish to

print labels at this point.

This option is available for instances where you only want to print labels for one or more instalments for the prescription you have created. For more information on printing labels for multiple

instalments, refer to Batch Labelling.

Once you have made your changes, select [F10 – Save] to save the new SDM prescription you have just created.

After creating and saving the script, you will be taken back to the SDM Main Screen, where the default date range of “today” is shown.

SDM ProScript


Once you have created your new SDM script, you can work through each

of the stages required for processing the script each time an instalment is due. The main stages required in creating and processing an SDM script

are:

Dispensing: labelling and preparing a medication for collection

Collection: marking an instalment as “collected” and creating an entry in the PMR

Endorsing: endorsing the SDM script (if required) Creating a Follow-On script: using the details of the last

prescription for a patient to create a new one

Editing a Prescription

If for any reason you need to modify an SDM prescription before you start processing it, highlight the prescription on the SDM Main Screen and

select [Alt+F2 – Edit]. Alternatively, click the dropdown arrow beside [F2 – New Script] and

select [Alt+F2 – Edit Selected Script]. If the instalment on the prescription you wish to edit is in the future, you will need to amend your

date range filter. After selecting this option, you will see the Modify SDM Script (Serial

No “xxxxxxx”) window. This is essentially the same as the New SDM Script window except you will be unable to amend the patient. When you

have finished editing the prescription, select [F10 – Save] to return to the SDM Main Screen.

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Tip: The prescription appears in the SDM list on the date specified as the

script start date, and then again based on the intervals used.

Dispensing

The SDM module has been designed to allow for several methods of

dispensing, collecting, endorsing, etc. For the purpose of training, the manual will focus on the most common method, which is by using the

function keys (i.e. F1, F2, F3 etc…) at the top of the SDM Main Screen. Other methods, such as the “Right-Click Feature” and “Batch Processing”

will be explained later in the manual. If you prefer, you can use these methods as an alternative.

When you are ready to prepare medication (and print labels), you should highlight the relevant instalment and use the [F3 – Dispense] button:

After selecting this button, you will see the following window:

Modify the

dispensed drug by

either clicking on

the drop-down

arrow (this displays

a list of previously

used drugs) or

selecting the

button (this

displays the drug

search window)

This section

displays the labels

that will be printed.

If you wish to split

the label or require

extra labels, select

this button. You

will then see a

simple label split

window where you

can modify your

labels

Enter the

dispensed

date and

time here

Click here when you have finished

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Note: Marking an item as “Prepared” (i.e. dispensed) and printing a label does not create an entry in the patient’s PMR. It simply acts as an

indicator to let you know that you have already dispensed and prepared the instalment. The PMR is only updated once you have marked the item

as “Collected” (see below).

After selecting [F10 – Dispense], labels will be printed and the instalment will be marked as “Prepared” in the SDM calendar as shown:

When a date on the SDM calendar for the selected patient reads “Prepared”, it means that you have printed all the required labels and

that the instalment is dispensed and ready for collection.

Label “Split” Options

The [F9 – Label Options] button found on

the SDM Main Screen can be used as an alternative to the [F3 – Dispense] button

and can be used if you wish to split labels, before marking an item as dispensed.

After selecting this option, you will see a simple label split window. Amend your labels

as required and select [F10 – Print] to print the labels and mark the instalment as “Prepared”.

Do not use [F9 – Label Options] if you

need to change the dispensed drug, or the dispensed date and time, as you will be unable to change any of these prescription details prior to printing the labels.

Instead, select [F3 – Dispense], amend the dispensed drug/date and

time, and then use the [F3 – Split] button.

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Note: If you have the electronic Controlled Drugs Register enabled, this

window will look different. See the Controlled Drugs Register manual for

more details.

Collection

When the patient arrives to collect their medication, whether this is

supervised or not, you need to mark the instalment as “Collected”. This process is similar to marking an item as “Prepared”.

Highlight the relevant instalment and use the [F4 – Collect] button:

You will then see the following window:

Enter your name

and registration

number here. If

you have entered

these details

previously, these

will appear as you begin to type

Click here to continue. This option will remain disabled until the missing mandatory fields shown in red have been entered

If you wish

to change

your

dispensed

drug, you

can do so

here using

these

options

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After selecting [F10 – Collect], the instalment will be marked as “Collected” in the SDM calendar …

… and a dispensing entry will also be made to the patient’s PMR:

Each time an instalment is due, you need to mark the item as “Prepared”

and “Collected”. The last instalment on the prescription will be indicated in red.

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Tip: Your settings can be configured to prompt you to endorse the

prescription each time a new script is created.

Endorsing an FP10MDA Prescription

To endorse an FP10MDA prescription, you will need a laser printer.

Endorsing can be done at any time during the course of processing an SDM script.

To endorse an SDM script, open your laser printer’s paper tray and insert the FP10MDA as shown below. The prescription should be inserted face down and rotated 180 degrees as shown above. You may need to adjust

the paper-guide release lever. Close your laser printer’s paper tray.

Alternatively, you can use a manual tray on your laser printer if you have

one. The Brother 5270DN and Brother 5380DN supported by Rx Systems both contain the multi-purpose tray.

Firstly open the front cover by pulling it towards you using the notch on the left or right of the tray. You will see a multi-purpose tray. Insert the

prescription, upside down, into the multi-purpose tray so that you can see the writing aligned correctly on the reverse of the prescription (as shown below). You may need to adjust the paper-guide release lever.

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Tip: The preview screen can be disabled if you find reviewing it each time is

not necessary however this is not recommended.

When you have correctly inserted the prescription into your laser printer,

return to the SDM Main Screen, highlight the prescription, and select the [F8 – Endorse Script] button:

You will then see the following message confirmation:

The endorsement prints to your default laser printer, which is shown in

the red box above. If the printer displayed in not your laser printer, please contact our Service Desk who will set up the correct laser printer.

Select [OK] when you are ready to print and you will be shown a preview of your prescription as it will be printed. Click the printer icon to continue:

Lastly, you will see an alert confirming you wish to print. Select [OK] to endorse the prescription.

SDM ProScript


Creating a Follow-On Script

A “follow-on” prescription allows you to create a new SDM script for a patient without having to re-enter many of the prescription details again.

It can be created at any time during the course of a current on-going SDM prescription. In most cases, you would create an SDM follow-on script just prior to completing the last instalment on the current prescription.

To create a “follow-on” script, highlight the current SDM prescription from

the SDM Main Screen and select [F11 – Follow-On Script]:

You will then see the following screen where you can modify any of the details from the last prescription, if required. You can also add any new

details, such as the prescription’s serial number:

Enter the

serial number

By default, the

script start

date will be set

to the day

after the

previous

script’s end

date but this

can be

amended if

required

Modify any

of the

previous

prescription’s

details here, if required

Click here to create the follow-on script

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Batch Processing

There are three function keys in the SDM Main Screen that can be used

to carry out batch functions:

These batch function options in the SDM module allow you to process an action, such as marking prescriptions as “Prepared” (i.e. dispensed) for all prescriptions where dispensing is still due.

Example: If you have 8 patients whose medication needs to be prepared

today, instead of highlighting each prescription and selecting [F3 – Dispense], you can select [Alt+F3 –

Batch] to display the Batch Dispensing window, where you can mark all due

instalments as prepared. This option can be accessed by selecting the drop-down button as shown on the right.

Batch Dispensing

Batch dispensing allows you to dispense all instalments that are due today and mark them as “Prepared” in the SDM calendar. After selecting

[Alt+F3 – Batch], you will see the following window:

This section displays a list of all dosages due to be

dispensed. You can select/de-select dates by either

ticking the checkboxes or using the buttons at the top of this section

This section displays the highlighted

script’s details for viewing purposes

only. To amend the information,

escape from this screen and refer to Editing a Prescription

Click here to dispense only the currently

highlighted item; this will mark it as “Prepared” and generate a label

Click here to dispense dosages marked with a

tick; this will mark them as “Prepared” and generate labels

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Tip: To split labels for any instalments prior to marking them as “Prepared”, highlight the instalment and select [F2 – Split] where you

will see the Split Labels window. Amend your labels and then select the

[F10 – Batch Dispense] button.

Batch Collection

This option works in a very similar way to the batch dispensing option,

except instalments will be marked as “Collected”. In the SDM module, you should only mark instalments as collected when the patient has received their medication.

After selecting [Alt+F4 – Batch] you will see the following window:

This will make a record into each patient’s PMR.

This section displays a list of all dosages due for

collection. You can select/de-select dates by either

ticking the checkboxes or using the buttons at the top of this section

This section displays the highlighted

script’s details for viewing purposes

only. To amend the information,

escape from this screen and refer to

Editing a Prescription

Click here to mark only

the currently highlighted item as “Collected”

Click here to mark

all dosages with a tick as “Collected”

Click here enter in the

pharmacist’s details. The

date and time of

collection can be amended if required

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Batch Labelling

This option simply allows you to print labels for all patients who are due to

be dispensed today. After selecting [Alt+F9 – Batch Print] and printing the required labels, the instalments on the SDM calendar will be marked as “Label Printed”.

The instalment will still need to be marked as “Prepared” (i.e. dispensed)

when you actually stick the label on the container, and then “Collected” when the patient has collected the medication.

This section displays a list of all dosages

that are due. You can select/de-select

dates by either ticking the checkboxes or using the buttons at the top of this section

This section displays the highlighted script’s

details for viewing purposes only. To amend

the information, escape from this screen and refer to Editing a Prescription

Click here if you only want labels

for the currently highlighted item;

this will mark it as “Label Printed”

and generate a label

Click here to print labels for all

dosages marked with a tick; this

will mark them as “Label Printed” and generate labels

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Additional Features

There are several other features within the SDM module which are

designed to help you process your instalment prescriptions efficiently and accurately. These features are listed below.

Printing Bag Labels

You are able to print a bag label for a patient in the SDM module. A bag label is printed when you have marked an entry as “Prepared”. To re-

print a bag label, highlight the patient on the SDM Main Screen and select [F5 – Bag Label].

Cancelling a Script

To cancel a prescription, highlight the patient on the SDM Main Screen and select [F7 – Cancel Script]. You will

then be presented with the following confirmation window.

Click [Yes] to cancel the selected prescription.

Filtering the SDM Main Screen

There are several filters on the SDM Main Screen which allow you to

view a specific type of prescription. These have been explained briefly throughout the manual but are explained in more detail below:

These filters can be used individually or in combination to narrow your search.

Use this option

to set a specific

to and from date range

Use this option

to filter the

SDM list to

display a specific drug

This option will display a list

of patients currently on the

SDM module. You can

select a specific patient to view only their prescription

Use this option

to select from a

pre-defined list of date ranges

Use this option

to show all

past, present

and future prescriptions

Use these

options to filter

the SDM list

further

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Find Feature

The [Ctrl+F – Find] button can be found at the top-left of the SDM Main Screen window. The option will allow you to search through the list of prescriptions

using a keyword, such as the patient’s name.

Exporting

After setting filters, you may wish to print or save the results for your own

records. Selecting [Alt+X – Export] from the top of the SDM Main Screen will open the following window:

Right-Click Feature

You can right-click on a prescription in the SDM Main Screen to perform the most common functions. This feature is useful if you prefer using the

mouse rather than the keyboard. Simply right-click on one of the records displayed in the SDM Main

Screen and then select from one of the options that appear.

Use Printer (Preview on screen) if you

wish to print the results but do not have

Microsoft Excel.

Use Excel spreadsheet (unformatted)

or Formatted Excel spreadsheet to

send the results to Microsoft Excel (or

another compatible spreadsheet viewer).

The latter spreadsheet includes bold

headings and filters.

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Other Features

Beneath the filters are the following options:

The [Alt+E – Reset Record] option allows you to remove actions (such

as clearing dispensed and collected statuses), and cancelling a prescription. The following window will be displayed:

You can add a photo for the selected patient

This option allows you to

view all scripts for the

selected patient (current

and completed). These will

be displayed in the SDM Main Screen

If you have applied any

filters, selecting this

button will remove all

filters

Use this option to

unmark a “Prepared” dosage

Use this option to

unmark a “Collected” dosage

Use this option to

cancel the prescription

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Uncollected Items

There may be instances where patients have not arrived to collect their

medication. The SDM module contains a feature at the bottom of the SDM Main Screen ([Alt+U – Uncollected Items]) which allows you to view

all instalments that have not been collected:

Use this

option to

cancel the

prescription

Select one of

these tabs to

specify

whether you

wish to see

uncollected

items for less

than 3 days

or for 3 or more days

The number of days that

have been missed since

the due date is displayed

here

Batch mark the

selected records as

“Collected” - you

will be displayed

with the SDM Collection window

Mark the selected

record as

“Collected” - you

will be displayed

with the SDM Collection window

Print the

uncollected

items to a

report

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SDM Reports

There are several reports that can be created using the SDM module, which can all be printed,

exported to a spread sheet viewer, or saved for your own

records. To access the SDM reports menu,

select [F12 – Reports] from the SDM Main Screen and you will

see a list of available reports that you can run. Each report has a description beside it:

Once you select a report, will see a window displaying some print options:

Set the time

period you

require Use Printer (Preview

on screen) if you wish

to print the results but

do not have Microsoft

Excel.

Use Excel spreadsheet

(unformatted) or

Formatted Excel

spreadsheet to send

the results to Microsoft

Excel (or another

compatible spreadsheet

viewer). The latter

spreadsheet includes

bold headings and

filters.

You can print

reports without

any patient

details as well as

including

cancelled scripts

SDM ProScript


identify evaluate

plan

act

record

CPD

Continuing Professional Development

What have I learnt from this training session?

How will these things improve my current or future performance in

my job?

What opportunities do I have or need to practise what I have learnt?

What help or support will I need and from whom?

How and when will I (and others) measure how well I have put my

learning into practice at work?

Documents

ProScript User Guide - · PDF fileProScript User Guide ... ensures that the patient’s PMR record is ... The SDM module can be configured to suit your