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PACMED™ Server Plus User Guide

Printed in Ireland

Revised: November, 2005


PACMEDTM Server Plus – User Guide The material contained within this document is proprietary to McKesson Canada and may not be disclosed, duplicated or otherwise revealed in whole or in part, without written consent of McKesson Canada. PACMED™ is a registered trademark of McKesson Canada.

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PACMEDTM Server Plus – User Guide

TABLE OF CONTENT 1.0

PACMED™ SERVER PLUS PACKAGING SYSTEM ............................................................... 6

1.1 SYSTEM DESCRIPTION ..................................................................................................................... 6 1.2 INTRODUCTION TO THE MACHINE CONSOLE.................................................................................... 7 1.3 LAUNCHING PACMEDTM SERVER PLUS ......................................................................................... 9 1.4 LOGGING ON ................................................................................................................................... 9 1.5 PS+ DISTINCT WINDOWS .............................................................................................................. 10 1.6 PACMEDTM SERVER PLUS ENVIRONMENT ................................................................................... 10 1.7 CONTEXTUAL SHORTCUT MENUS.................................................................................................. 11 1.8 ACCESSING THE ENVIRONMENTS................................................................................................... 11 1.8.1 Package Orders Environment .............................................................................................. 11 1.8.2 Drugs Environment .............................................................................................................. 11 1.8.3 Information Center Environment.......................................................................................... 11 1.8.4 Packaging Configuration Environment................................................................................ 11 1.8.5 System Config Environment.................................................................................................. 11 2.0

BATCHES MANAGEMENT........................................................................................................ 12

2.1 INTRODUCTION .............................................................................................................................. 12 2.2 PACKAGING MANAGEMENT ENVIRONMENT .................................................................................. 12 2.3 BATCH MANAGEMENT .................................................................................................................. 13 2.4 BATCH DESCRIPTION ..................................................................................................................... 13 Name Field ........................................................................................................................................... 13 Origin Field.......................................................................................................................................... 13 Creation Field ...................................................................................................................................... 13 Status Field........................................................................................................................................... 13 Archived Field ...................................................................................................................................... 13 2.5 ERROR MANAGEMENT................................................................................................................... 14 2.6 TYPICAL WARNING MESSAGES ....................................................................................................... 15 2.7 BATCH VIEWER ............................................................................................................................. 16 2.7.1 Packaging from the Batch Viewer ........................................................................................ 17 3.0

ORDERS FILE PACKAGING ..................................................................................................... 17

3.1 PACKAGE WITH FILTERS ................................................................................................................ 18 3.2 ORDERS ALREADY PACKAGED ...................................................................................................... 19 3.3 MACHINE WINDOW ....................................................................................................................... 20 3.3.1 Managing the batches in the waiting list.............................................................................. 21 3.3.2 Generating the STS Reports ................................................................................................. 21 3.3.3 Cancelling the Packaging..................................................................................................... 21 4.0

CANISTER REFILLING .............................................................................................................. 22

4.1 INITIATED BY THE MACHINE CONSOLE ........................................................................................... 22 4.1.1 Canister not Empty ............................................................................................................... 23 4.1.2 Defect canister...................................................................................................................... 23 4.1.3 Empty Canister ..................................................................................................................... 23 4.2 REFILLING USING THE SCANNER AND SCALE .................................................................................. 24 Value not recognized ............................................................................................................................ 24 Value not recognized ............................................................................................................................ 25 4.3 REFILLING WITHOUT THE SCANNER AND SCALE............................................................................. 28 4.4 DEACTIVATE PROCESS .................................................................................................................. 28 5.0

DRUG PRE-PACKAGING ........................................................................................................... 29

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PACMEDTM Server Plus – User Guide 6.0 6.1 6.2 6.3 6.4 6.5 7.0

DRUGS MANAGEMENT............................................................................................................. 31 DRUG CONTEXTUAL SHORTCUT MENU ......................................................................................... 31 FINDING A DRUG ........................................................................................................................... 32 DRUG INFORMATION ..................................................................................................................... 33 ADDING A NEW DRUG ................................................................................................................... 33 DELETING A DRUG ........................................................................................................................ 33 PACKAGING CONFIGURATION ............................................................................................. 34

7.1 SETTING UP THE PACKAGING CONFIGURATION ............................................................................. 34 7.1.1 General Settings Tab ............................................................................................................ 35 7.1.2 Facility Suppression ............................................................................................................. 36 7.1.3 Sort Order Configuration ..................................................................................................... 36 7.1.4 Time Range Configuration ................................................................................................... 37 7.1.5 Packaging Settings ............................................................................................................... 38 7.2 PACKET HEADERS AND FOOTERS CONFIGURATION ....................................................................... 41 7.2.1 Date and Time Format ......................................................................................................... 42 7.2.2 Summary Bag ....................................................................................................................... 42 7.2.3 Headers and Footers ............................................................................................................ 42 7.2.4 Blank Bags............................................................................................................................ 42 7.2.5 Cancel Changes.................................................................................................................... 42 7.2.6 Import Another Configuration.............................................................................................. 43 8.0

BAGS DESIGN............................................................................................................................... 44

8.1 DRAG & DROP ............................................................................................................................... 44 8.2 SELECTING THE BAG TO CONFIGURE ............................................................................................. 45 8.3 ADDING INFORMATION TO THE BAG .............................................................................................. 45 8.4 CUSTOMIZATIONS .......................................................................................................................... 45 8.4.1 Multiple Selections ............................................................................................................... 45 8.4.2 Deleting Field(s)................................................................................................................... 45 8.4.3 Customizing Font.................................................................................................................. 46 8.4.4 Customizing Field(s) Size ..................................................................................................... 46 8.4.5 Customizing the Text of a Text or Order Text Field ............................................................. 47 8.4.6 Customizing field’s alignment .............................................................................................. 47 8.4.7 Copying fields....................................................................................................................... 47 8.5 BAG DESIGN PREVIEW .................................................................................................................. 48 8.6 IMPORTING A CONFIGURATION ...................................................................................................... 48 9.0

INFORMATION CENTER (REPORT) ...................................................................................... 50

9.1 DISPLAYING A REPORT .................................................................................................................. 50 9.2 REPORT VIEWER............................................................................................................................ 51 9.2.1 The Filters ............................................................................................................................ 51 9.2.2 Sort Order............................................................................................................................. 51 9.2.3 Report Viewer Tools ............................................................................................................. 52 10.0

USER MANAGEMENT ................................................................................................................ 53

10.1 USER CREATION ............................................................................................................................ 53 10.1.1 Group Creation .................................................................................................................... 54 10.1.2 User Creation ....................................................................................................................... 55 10.1.3 Associating to a Group......................................................................................................... 56 10.1.4 Customizing the Privileges ................................................................................................... 56 10.2 MODIFYING AND DELETING A USER/GROUP ................................................................................. 56 10.3 USING PASSWORD EXPIRATION ..................................................................................................... 57 11.0

EVENT MANAGEMENT ............................................................................................................. 58

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PACMEDTM Server Plus – User Guide 11.1 ASSOCIATING ACTION(S) TO AN EVENT.......................................................................................... 59 11.1.1 Action: Play Sound ............................................................................................................... 60 11.1.2 Action: Send Mail ................................................................................................................. 60 11.1.3 Action: Send Report by Email .............................................................................................. 61 11.1.4 Action: Display the Report, Print the report and Show Report Even if Empty .................... 62 11.1.5 Action: Display Message Box............................................................................................... 62 11.2 TIME EVENT .................................................................................................................................. 63 APPENDIX I - DRUG INFORMATION WINDOW.............................................................................. 64 MAIN SECTION ........................................................................................................................................... 64 MACHINE SETTINGS SECTION ..................................................................................................................... 64 ALT DRUG SECTION ................................................................................................................................... 65 DESTINATION SECTION ............................................................................................................................... 65 EXPIRATION DATE SETTINGS SECTION ........................................................................................................ 65 GENERAL USE FIELDS SECTION .................................................................................................................. 65 SCALE SETTINGS SECTION .......................................................................................................................... 65 INTERFACE SETTINGS SECTION ................................................................................................................... 65 APPENDIX II - CONFIGURATION CODES FOR DATE/TIME ....................................................... 66 CONFIGURATION CODES FOR DATES .......................................................................................................... 66 CONFIGURATION CODES FOR TIME ............................................................................................................. 66 APPENDIX III - USER INFORMATION WINDOW DETAILS ......................................................... 67 USER/GROUP INFO SECTION ...................................................................................................................... 67 USER/GROUP INFO SECTION ...................................................................................................................... 67 USER ASSIGNED GROUPS SECTION............................................................................................................ 68 COLORS AND FONTS SECTION ................................................................................................................... 68 RIGHTS SECTION ....................................................................................................................................... 68 APPENDIX IV - EVENT INFORMATION WINDOW......................................................................... 70 DESCRIPTION ............................................................................................................................................. 70 AVAILABLE EVENTS ..................................................................................................................................... 71 APPENDIX V - MACHINE WINDOW (OPTIONS AND SETTINGS)............................................... 72 OPTIONS (FIG. V.1-1)................................................................................................................................ 72 CUT STRIP (FIG. V.1-2) ............................................................................................................................. 72 PACMED MACHINE CONFIG....................................................................................................................... 73 APPENDIX VI - DETAIL BATCH WINDOW....................................................................................... 75 FIELDS ....................................................................................................................................................... 75 REPORTS .................................................................................................................................................... 76 ACTIONS .................................................................................................................................................... 76 APPENDIX VII – DESCRIPTION OF THE AVAILABLE REPORTS .............................................. 77

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PACMEDTM Server Plus – User Guide

1.0

PACMED™ Server Plus Packaging System

Figure 1.1 – PACMED™ Server Plus Packaging System

1.1

System Description

The PACMEDTM Server Plus (PS+) packaging system consists in a PS+ station that can be linked to one or more pharmacy systems, which share their orders through the pharmacy network. The PS+ workstation has also its own printer, enabling the printing of the different relevant reports and can manage the packaging for one or many PACMEDTM1. Typically the exchange of orders is done through an interface file, which is produced by the pharmacy software. It is usually done through a functionality of the pharmacy software and is developed by its provider, in collaboration with McKesson Canada. Once the orders file is created and sent from the pharmacy system software, it is taken in charge by the PACMEDTM Server Plus software (also referred to as PS+), which will interpret it and prepare it for its packaging.

PS+ can manage the packaging for an unlimited number of pharmacy systems and PACMEDTM machine. The limitations being related to the performance of the host system on which it is installed.

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PACMEDTM Server Plus – User Guide 1.2

Introduction to the Machine Console

The machine console is the touch screen that is used to interact with the Pacmed. The software used on the console to interact with Pacmed Server Plus is called ATDPS (Automatic Tablet Dispensing Packaging System) and the following sections will describe its main functions.

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Figure 1.2 – Machine Console Window

Packaging Information This area (Fig. 1.2-1) presents the information related to what is currently being performed by the machine while packaging. The different fields are explained below: Field No Patient Name Location Tray State

Description Bag sequence Patient name and ID Used canister location STS Tray number Action performed by the Pacmed

Communication Status The square located over the STS button (Fig. 1.2-2) (with no relationship to it) indicates the state of the communication with Pacmed Server Plus. When it is green, it means that the communication has been established as oppose to when it turns red, which means that the communication has been lost.

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PACMEDTM Server Plus – User Guide Special Tablet System (STS) Button The STS button (Fig. 1.2-3) allows to operate the STS tray. When touched, the following menu is displayed, allowing opening, closing and emptying the STS tray, while the CANCEL button will close that menu.

Emptying the STS For the eventuality of a special situation that would require removing all the medication from the STS tray, follow the next few steps: 1. Touch the EMPTY button in the above menu; 2. In the STS Empty Setup window that appears, if required, modify the number of cell that need to be emptied (Default = 60), using the number buttons; 3. Modify the number of pills per bag (one or ten), if required, by touching the ONE CELL IN PACKET zone, to generate a list of options and select the desired one;

4. Touch OK to confirm and initiate the process. Starting and Stopping the Pacmed To start and stop the Pacmed, use the Fill button (Fig. 1.2-4), that will toggle the status of the machine from STOP to START. This is typically used to pause and resume the packaging.

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PACMEDTM Server Plus – User Guide Cutting the Strip Use the CUT button (Fig. 1.2-5) to cut the strip from the machine console and to extract it from the Pacmed. Exiting ATDPS To exit ATDPS, before shutting down the Pacmed, touch the EXIT button (Fig. 1.2-6) and confirm by touching the OK button in the following prompt:

1.3

Launching PACMEDTM Server Plus

Locate the PS+ icon on your desktop and double-click it.

1.4

Logging On

When PS+ starts, the following window opens prompting for your User ID and Password (Provided by the system administrator).

Type in your user ID and password and click OK.

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PACMEDTM Server Plus – User Guide 1.5

PS+ Distinct Windows

The software will be launched by displaying two distinct windows: The Machine window and the Pacmed Server Plus window. The first one enables configuring the machine and provides packaging information (such as the current packaged batch time left), while the second is the main software window, where most of the tasks are done. Toggling from one window to the other is done through their respective window buttons, displayed in the task bar at the bottom of the screen.

1.6

PACMEDTM Server Plus Environment

The PS+ software is simplified by providing direct access to different environments through buttons (Fig. 1.3-1) and tabs (Fig. 1.3-2) and to functions through other buttons (Fig. 1.3-3) and contextual shortcut menus (Fig. 1.3-4). 1

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Figure 1.3 - PACMEDTM Server Plus Interface

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PACMEDTM Server Plus – User Guide 1.7

Contextual Shortcut Menus

A contextual shortcut menu is a menu offering functionalities depending on the context (position) of the cursor and is accessed by pointing an area on the screen and right-clicking the mouse. Most of the PS+ functions are triggered using this concept. As an example, by pointing within the Manage Batches section (Fig. 1.3-1) and right-clicking the mouse, a menu (Fig. 1.3-4) with a list of functions is obtained. 1.8

Accessing the Environments

The buttons located at the top of the PS+ screen (Fig. 1.3-1), allow accessing the different environment of the software, each allowing a specific set of tasks as summarily described below: 1.8.1 Package Orders Environment Allows the creation/packaging of Prepack batches and the management/packaging of the batches of orders from the pharmacy system. 1.8.2 Drugs Environment Allows the management of the PS+ drug formulary. 1.8.3 Information Center Environment Allows access to all the available reports and to electronic copies of user and technical manuals. 1.8.4 Packaging Configuration Environment Allows the configuration of the parameters of the packaging (Sort, packets layout, etc.)

1.8.5 System Config Environment Allows the management of the users and to associate actions to events.

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PACMEDTM Server Plus – User Guide

2.0 2.1

Batches Management Introduction

There are typically two ways to package drugs with PS+. One consists in packaging patient orders from the pharmacy system (Order Packaging) and the second being packaging unit dose strips, non patient specific (Prepackaging) with a built it PS+ tool (Prepack Generator). 2.2

Packaging Management Environment

This environment allows the management of the two types of packaging (Orders and Pre-packaging). The following sections present characteristics.

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Figure 2.1 - Packaging Management Environment

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PACMEDTM Server Plus – User Guide 2.3

Batch Management

When a file of orders is produced by the pharmacy system and sent to PS+, it is automatically verified and if error free, it is displayed as a batch in the Manage Batches section (Fig. 2.1-1), with its related information. The same format applies for a Prepack batch, created with the Prepack Generator. 2.4

Batch Description

Each batch is identified by its name, origin, creation date, status and if it is archived or not. The following sections describe the information contained in each of those fields: Name Field Indicates the name given to an order file produced by the pharmacy system or the given name of a prepack batch upon creation. They both can be modified through the Detail Batch window. Origin Field Indicates “FILE” for a batch that comes from the pharmacy system and “PREPACK” for a batch created through the prepack environment. Creation Field Indicates the creation date and time of a batch from either the pharmacy system or the prepack environment. Status Field Indicates the actual state of a batch. Here are the possible states for a batch: Is being prepared: Ready: Contains errors: Is being packaged: Packaged: Archived:

Batch being prepared Batch ready to be packaged Order File containing error(s) Batch being packaged Packaged batch Archived batch

Archived Field Indicates that the batch has been archived. I.e. not visible in the batch list, unless the Show Archived Batch option is selected, through the shortcut contextual menu.

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PACMEDTM Server Plus – User Guide To get detailed information on a batch, double-click the grey zone preceding its name (Fig. 1.3-3) and the following window will be displayed. Refer to Appendix VI for the details.

2.5

Error Management

For the eventuality of an error, when an order file is read, an error report will automatically be generated (Fig. 2.2) and the following message will be displayed.

By answering Yes, the batch will be processed and gain the Ready status to become ready to be packaged. However the order(s) identified by the warning(s) will be ignored.

Answering No will bring the batch to the Contains Errors status and will enable you to rectify the situation.

Note: The error report can always be generated by using the Error Report button available in the Detail Batch window.

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PACMEDTM Server Plus – User Guide 2.6 Typical warning messages There are three typical warning messages that can be encountered and that can be reacted upon (Fig. 2.2). Other warning/error messages might require the help of the administrator of the system or of McKesson’s customer service.

Figure 2.2 – Warning/error Report

Facility Not Found <Facility Code> It warns that the specified facility (its code) is not recognized by the system. Simply add it to one of the packaging configurations and reprocess the batch, through the Detail Batch window (See appendix VI). Mnemonic Not Found <Mnemonic> It warns that the specified drug (its mnemonic, i.e. unique drug identifier) is not recognized by the system. Simply add the drug to you’re the PS+ formulary and reprocess the batch, through the Detail Batch window (See appendix VI) or correct the mnemonic in the pharmacy system and resend the batch. Duplicate Order for Drug <Drugs> It warns that the specified order (Its drugs) is duplicated (i.e. same patient, same drug at the same time). Simply correct it in the pharmacy system and resend the batch.

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PACMEDTM Server Plus – User Guide 2.7

Batch Viewer

The Batch Viewer allows viewing the orders contained in a batch. Follow the next procedure to view: 1. Click the batch in the Manage Batches section (Fig. 2.1-1); 2. Consult the patients contained in the batch under the Patients tab of the Batch Viewer section (Ref. Fig. 2.1-2); 3. For more details regarding a patient, select it in the Patients tab and browse through the following tabs to get their related information as shown below: Patients Tab: Presents the patient related information

Patient Orders Tab: Presents the patient’s orders

STS and Canister Drugs Tab: Provide the patient’s drug(s), dispensed by either the STS tray or the canisters

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 2.7.1 Packaging from the Batch Viewer It is possible to package a specific patient from the batch viewer by following the next few steps: 1. Select the desired patient, by clicking on it; 2. From the contextual menu, select the following option: 3. A temporary batch will be created and automatically be sent to the machine.

3.0

Orders File Packaging

When a batch is displayed in the Manage Batches section and that its status is: Ready, the following steps need to be followed to proceed with the packaging of the entire batch. 4. Select the desired batch, by clicking in the grey zone next to its name (Fig. 3.1-1) in the Manage Batches section. 5. Click on the Package without filter button (Fig. 3.1-2).

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Figure 3.1 - Order File Packaging

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 3.1

Package with Filters

Packaging with filter consists in packaging only a part of an orders file by filtering it though parameters selecting specific orders in the file. Follow the following steps to package with the filters: 1. Select the desired batch, by clicking the grey zone next to its name (Fig. 3.1-1), in the Manage Batches section. 2. Click on the Package with Filters button (Fig. 3.1-3). 3. The window Package Batch (Filters) is displayed (See below); 4. In the Filters (Fig. 3.2-1) and Other Filters (Fig. 3.2-2) sections of the Package Batch window, specify the filters that need to be applied to the file. 5. Click the Create Batch button (Fig. 3.2-3) in order to save the batch and package it later on; 6. Click the Preview button (Fig. 3.2-4) to preview the batch (if desired); 7. Click the Send button (Fig. 3.2-5) to immediately send the batch to the machine.

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Figure 3.2 - Filters Window

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 3.2

Orders Already Packaged

When a batch has already been sent to the PACMEDTM once and that it is sent again, the following message will appear:

There are some orders in this batch that were packaged and some that were not packaged. What do you want to do now?

) Use the first button to only package the orders that were not packaged previously. ) Use the second button to package all the orders of the batch.

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PACMEDTM Server Plus – User Guide 3.3

Machine Window

Each PACMED™ connected to the Pacmed Server Plus station has a related Machine window (Fig. 3.3). This window is typically used for the following reasons: ) To get the information pertaining to the state of the machine and its communication with PS+ (Fig. 3.3-1); ) To visualize (Fig. 3.3-2) and manage (Fig. 3.3-6) the batches in the waiting list; ) To get the information related to the batch currently being packaged: ¾ The current order being packaged (Fig. 3.3-3) ¾ The time and packets remaining and the progression of the current batch (Fig. 3.3-4) ) To configure software and machine options (Fig. 3.3-5) Note: Refer to appendix V for more details

) To generate the STS reports of the current batch (Fig. 3.3-7) ) To stop the packaging and reset the window (Fig. 3.3-8) ) To deactivate a canister (Fig. 3.3-9) Note: The information will be displayed when the Deactivate option will be triggered from the machine console.

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Figure 3.3 - The Machine Window

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 3.3.1 Managing the batches in the waiting list To modify the priority of a batch in the waiting list (Fig. 3.3-2): 1. Selecting the batch in the list; 2. Use the Up and Down buttons (Fig. 3.3-6) to move it through the list. (The higher the batch in the list, the higher its priority); 3. Use the Remove from List button (Fig. 3.3-6) to extract a batch from the list. 3.3.2 Generating the STS Reports To generate the STS reports for a batch in the waiting list: 1. Selecting the batch in the list; 2. Use the STS Preparation Report and STS Verification Report buttons (Fig. 3.3-7). 3.3.3 Cancelling the Packaging To cancel the packaging of the current batch: 1. Use the Stop Packaging button (Fig. 3.3-8); 2. Confirm through the following message:

Note: To pause and resume the packaging, toggle from STOP to START, from the machine console.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide

4.0

Canister Refilling

Refilling a canister can be initiated in many ways: ) By the machine console when a canister runs empty during packaging. ) Through the Restock a Drug or Restock Selected Drug option from the contextual menu of the Drugs environment. ) Through the Restock that Canister button of the Drug Information window (Fig. 6.2-1) of the desired drug. In those three cases, the process is the same except for the way it is initiated. After initiating it, follow the steps of section 4.2 or 4.3 to complete the process. 4.1

Initiated by the machine console

When the machine tries to dispense a drug from a canister and that no pill is dropping, the packaging will stop and the following screen (can slightly differ depending on your model) will be displayed on the machine console:

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IBUPROFEN 400MG 2

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Figure 4.1 â&#x20AC;&#x201C; No Drug Dropping Screen (on console)

Many reasons can trigger this screen. When it occurs, open the machine; locate and extract the identified canister (In this case: Ibuprofen 400Mg, canister #99) and follow the instructions for one of the situations described below:

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 4.1.1 Canister not Empty 1. Identify the reason why the drug is not dropping and resolve the problem; Note: In most of the cases turning the crown and/or shake the canister will resolve the problem.

2. Replace the canister to its position; 3. Close all sliders and doors and touch RETRY (Fig. 4.1-1) on the console. 4.1.2 Defect canister 1. Extract the canister from the machine; 2. Close all sliders and doors and touch DEACTIVATE (Fig. 4.1-3) on the machine console. 3. Confirm through the following prompt:

4. Go to section 4.4 for the remaining of the process. Note: Communicate with our calibration department to report the defect canister.

4.1.3 Empty Canister Drug Available 1. 2. 3. 4.

Extract the canister from the machine; Touch REFILL (Fig. 4.1-2) on the machine console; Touch OK to confirm the refill in the prompt that follows; Go to section 4.2 or 4.3 for the remaining of the process

Drug Out of Stock 1. Extract the canister from the machine; 2. Close all sliders and doors and touch DEACTIVATE (Fig. 4.1-3) on the machine console; 3. Confirm through the following prompt:

4. Go to section 4.4 for the remaining of the process.

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PACMEDTM Server Plus – User Guide 4.2 Refilling using the scanner and scale Using a scanner and a scale for canister refills add security and accuracy to the system. The scanner insures that the proper drug will refill the right canister and the scale ensures the accuracy of the medication’s count. Follow the following steps in order to use them: 1. The first Scan window is displayed, once the refill process is triggered and prompts to scan the barcode labelled on the canister.

Note: If the scanner is configured in order to do so, the OK button will be automatically activated, following the scanning of the barcode, confirming the entry.

Value not recognized After scanning the barcode, if the following message appears, it means that the system wasn’t able to match the scanned value with the information in the Barcode field of the Drug Information window (Fig. 6.2).

Typically it means that it is either the wrong canister for that drug or that the information in the Barcode field of that drug doesn’t match the barcode labelled on the canister. Abort Retry Ignore

Enables to stop the process and rectify the situation by adjusting the information in the Drug details window (Fig. 6.2). Enables to retry the scan with the proper canister. Enables to pursue with the process and correct a potential error in the Drug details window (Fig. 6.2) later.

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PACMEDTM Server Plus – User Guide 2. The 2nd Scan window is displayed, following the confirmation of the previous and prompts to scan the barcode of the drug container (Universal Product Code: UPC).

Note: If the scanner is configured for it, the OK button will be automatically pressed, after scanning the barcode.

Value not recognized After scanning the UPC on the drug container, if the following message is generated, it means that the system wasn’t able to match the scanned value with the information in the drug details window (Fig. 6.2).

Typically it means that it is either the wrong drug for the refill or the information in the UPC field of that drug details window (Fig. 6.2), doesn’t match the barcode labelled on the drug container. Abort Retry Ignore

Enables to stop the process and rectify the situation by adjusting the information in the Drug details window (Fig. 6.2). Enables to retry the scan with the proper drug container. Generates the following prompt:

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PACMEDTM Server Plus – User Guide Yes No

Updates the information in the drug details2 (Fig. 6.2) and enables to pursue the process. Doesn’t update the information in the drug details and enables to pursue the process, so the error can be corrected later.

3. The Weight Pill window is the interface used for the process of counting the quantity of pills that are poured into the canister, using the scale. Simply follow the directives of the Instructions zone (Fig. 4.2-1) that guides you through the process.

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Figure 4.2 – Weigh Pill Window

4. The Restock Canister window, that completes the process, allows to verify/modify the lot number (Fig. 4.3-1), expiry date (Fig. 4.3-2) and Quantity3 (Fig. 4.3-3).

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Relevant when the right drug is used and the container format (and thus the UPC) has been replaced by a new one. 3 When the scale is used, the quantity is automatically displayed in the Quantity field. Customer Service 1.888.606.6337

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide

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Figure 4.3 - Restock Canister Window

Empty Canister Checkbox When the Empty Canister field (Fig. 4.3-4) is checked (by default); the system considers that the canister was empty prior to the refill and that the displayed quantity will become the new quantity. When unchecked, the system will consider that the canister already contained medication and the displayed quantity will be added to the quantity left in the canister. 5. Once the information has been verified/modified and that the Empty Canister checkbox has been checked/unchecked, according to the context; place the canister back to its position and click OK (Fig. 4.3-5) to complete the process. Note: For the eventuality where the OK button would have been clicked, prior to placing back the canister at its position, use the RETRY button to complete the process.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 4.3 Refilling without the scanner and scale If no scanner and scale are used, only the Restock Canister window will be displayed (Fig. 4.3) when a refill is triggered and the quantity (Fig. 4.3-2) will have to be updated manually. The lot number (Fig. 4.3-1), expiry date (Fig. 4.3-2) and Empty Canister field (Fig. 4.3-4) will have to be verified and modified accordingly. 4.4 Deactivate Process Consult the Machine window; locate the Deactivate section, that is now visible (Fig. 3.3-9 & Fig. 4.4) and follow the next two steps:

Figure 4.4 â&#x20AC;&#x201C; Deactivate Options

Step 1: Select why you want to deactivate: ) Canister not Working ) Out of Stock Step 2: Select what action to take, by clicking the appropriate button: ) Ignore the Drug: The system will then print Xs in replacement of the drug information on the bags, indicating a deactivated drug and no drug will be dispensed4. ) Use the STS: The system will then reprocess the batch to use the STS Tray to dispense the drug (if Out of stock is not selected). ) Chose Drug: Allows the selection of another drug in the list5, when the drug is out of stock, but an equivalent generic is available.

4

This will only occur for the batch that was currently being packaged when the drug was deactivated. This drug will be ignored for all the other batches with orders containing this drug. 5 That drug needs to already be in the drug list to be used as a replacement drug. Customer Service 1.888.606.6337

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PACMEDTM Server Plus – User Guide

5.0

Drug Pre-packaging

Creating a prepack batch is done through a few simple steps and is initiated by using the Create Batch of Prepacks button of the Package Orders environment (Fig. 2.1-1).

2

3

4

5

6

7

10 8

9

Figure 5.1 – Prepack Generator

1. In the Prepack Generator window (Fig. 5.1), specify the name of the batch in the Batch Name field (Fig. 5.1-2) (must be unique); Note: The Instructions and Description fields are respectively used to provide instructions in regard of the batch and to describe it. They are not used for the orders that will be created later on.

2. Step 1: ) Select the drug by clicking on the drop down list button (Fig. 5.13);

) Hit in the first letter of the drug and scroll6 to find the desired drug; ) Select it by clicking on it or by hitting Enter when highlighted;

6

Scroll using the scroll bar, the keyboard’s arrows or the mouse wheel.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 3. Step 2: ) Select a packaging configuration, if need be7, by clicking on the drop down list button (Fig. 5.1-4) and select the desired one by clicking on it; 4. Step 3: ) Specify the number of bag(s) (Fig. 5.1-5) and the number of pill(s) per bag (Fig. 5.1-6), by typing the quantity or by specifying it, using the arrows buttons; 5. Add the order to the list, through the Add the Order button (Fig. 5.17)8;

6. Save or immediately package the batch through respectively the Save Batch (Fig. 5.1-8) and Package Batch button (Fig. 5.1-9). Note: The Keep this window open for revision once done checkbox (Fig. 5.1-10) allows keeping the window open to create other subsequent batches, avoiding reloading the entire drug list once again.

7

No modification is usually required at this point, since the selected configuration (default) is used in most of the cases. 8 To delete a batch from the list, select it and through the contextual shortcut menu, select the Remove Selected Order option.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide

6.0

Drugs Management

The drug management environment allows adding, modifying and deleting drugs, along with triggering the refill of the canisters. 6.1 Drug Contextual Shortcut Menu The majorities of those operations are initiated through the following contextual shortcut menu and is obtained by pointing the drugs list and then right-clicking the mouse.

1

2

Figure 6.1 - Drugs Management Environment

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 6.2 Finding a Drug Use the Search Tool at the bottom of the drug list (Fig. 6.1-2) to locate the desired drug. To do so: 1. Select the field on which to conduct the search in the drop down list of the Search Field (Fig. 6.2-1); 2. Specify if the search should be done at the Beginning or Anywhere in the searched field (Fig. 6.2-2); 3. Type in the searched information in the Search for field (Fig. 6.2-3) and the list will automatically be filtered accordingly; 4. Click Cancel (Fig. 6.2-4) to cancel the filter.

3

1

4

2

Figure 6.2 â&#x20AC;&#x201C; Drug Search Tool

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 6.3 Drug Information Accessing the Drug Information window (Fig. 6.3) is done by double-clicking the grey zone, next to the Position field of the selected drug (Fig. 6.1-1) (See appendix I, for a detailed description of the window).

1

Figure 6.3 â&#x20AC;&#x201C; Drug Information Window

6.4 Adding a New Drug From the contextual shortcut menu, select Create a new drug and fill in the fields in the window that appears. Pay a particular attention to the Mnemonic field, since it is mandatory for the new drug to be recognized by the system. 6.5 Deleting a Drug Select the drug, by clicking on it and from the contextual shortcut menu select Delete Selected Drug.

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PACMEDTM Server Plus – User Guide

7.0

Packaging Configuration

The Packaging Configuration environment (Fig. 7.1) allows the configuration of the packet strip that will be extracted from the Pacmed, (sort, packet information, etc…) for the different packaging types (unit dose, multidose, prepack and PRN). Each packaging configuration allows the configuration of the four packaging types. However, if different settings are required, for the facilities you are packaging for, distinct packaging configurations will have to be created. 1 2

4 3

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5

8

11

10 12 13

Figure 7.1 – Packaging Configuration Environment

7.1 Setting up the Packaging Configuration The Packaging Configuration environment, which is accessed through the Packaging Configuration button (Fig. 7.1-1), is divided into three tabs for each existing Packaging Configuration: The General Settings tab (Fig. 7.12), the Headers and footers tab (Fig. 7.1-3) and the Bag Design tab (Fig. 7.14). Those will be the focus of the following sections:

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PACMEDTM Server Plus – User Guide 7.1.1 General Settings Tab The General Settings tab allows the creation of different packaging configurations (Fig. 7.1-5). Their specific related information is specified in the General Info. section (Fig. 7.1-6); The way the strip will be sorted is configured through the Sort Editor (Fig. 7.1-7), The descriptions, which can be used in replacement of the administration time on the bags, are set using the Time Range Editor (Fig. 7.1-8) and some specific settings can be configured through the Packaging Settings section (Fig. 7.1-9). Note: To save the modifications done under the General Settings tab, the Apply Changes button (Fig. 7.1-13) must be used.

Creating a new Packaging Configuration To create a packaging configuration, click the Create New Packaging Configuration button (Fig. 7.1-10) and the following window will enable you to select an existing configuration as a template9.

1

Figure 7.2 – Choose a Configuration Template Window

Select the configuration through the drop down list (Fig. 7.2-1) and click Ok. The new packaging configuration will automatically be created, using the settings of the template. Click Cancel to abort the process. 1

Figure 7.3 – Facility Info Section

Fill in the information of the Facility Info section (Fig. 7.3-1) and type its related code in the Facility field (Fig. 7.1-11) (code identifying it in the order file, from the pharmacy system.).

9

This will import all the configurations of the selected packaging configuration, allowing doing configuration modifications, without having to reconfigure entirely the new packaging configuration.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 7.1.2 Facility Suppression To delete a packaging configuration, select it in the configurations list (Fig. 7.1-5) and click the Delete Packaging Configuration button (Fig. 7.1-12). 7.1.3 Sort Order Configuration The sort order configuration allows defining the order with which the packets strip will be extracted from the machine and it is configured though the Sort Order Editor (Fig. 7.1-7).

1

2

3

2

4

5

Figure 7.4 â&#x20AC;&#x201C; Sort Order Editor

The configuration is done by selecting and prioritizing the fields on which applying the sort and specifying if the sort is going to be ascendant or descendant. To do so: 1. Click the Insert a Field button (Fig. 7.4-1), to select the fields from the selection box and click Ok; 2. Modify the priority order, if need be, by selecting the field and by moving it through the list (1st field = priority 1), using the Up or Down button (Fig. 7.4-2); 3. Specify the sort type (ascending or descending), through the Asc and Desc buttons (Fig. 7.4-3); 4. Use the Remove Field button (Fig. 7.4-4) after selecting a field to remove it; 5. Use the Clear button (Fig. 7.4-5) to completely reset the form and start over again.

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PACMEDTM Server Plus – User Guide 7.1.4 Time Range Configuration Under PACMEDTM Server Plus, a time range is an association between a period of time and a term (ex. Lunch = From 12:00 To 13:00), to be eventually used on the packets, in replacement of the administration time (Interval Description field).

2 1

Figure 7.5 – Time Range Editor

The configuration is done by defining a time period and by associating a representative term to it. To do so: 1. Through the shortcut contextual menu (Fig. 7.5-1), select Add to define a new range, through the Time Range Details window:

3

4

Figure 7.6 – Time Range Details Window

2. Define the interval by double-clicking the hours, minutes and seconds of the Start and Stop fields (Fig. 7.6-3) and by modifying them through the controls or the numeric keypad. 3. Type in the description, identifying the time range, in the Description field (Fig. 7.6-4).

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 4. Delete a time range by selecting it through the grey zone that precedes it (Fig. 7.5-2) and select Delete in the shortcut contextual menu. 5. Modify a time range, through the Time Rage Details window, by selecting it (as mentioned above) and by selecting the Modify option in the shortcut contextual menu. 7.1.5 Packaging Settings Configuring the different packaging specific settings can be done in the Packaging Settings zone. The following sections present their definitions and characteristics. Reverse Package If checked, allows reversing the sort order of the bags strip and the packet counting order. Blank Bag on Packet Format Change If checked, allows inserting an empty bag upon a packet format change (unit dose, multidose, PRN, prepack). Use Pharmacist ID If checked, allows inserting the pharmacist ID to the packets, when packaging (where the legislation requires it). Multi-Pill Unit dose Mode If checked, groups all the doses of the same drug for the same administration time, in a single bag, instead of in different bags in unit dose mode. Use Reminder If checked, enables the use of reminder bags for drugs that are configured in that regard.

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PACMEDTM Server Plus – User Guide Facility 1. Allows adding, deleting or modifying the codes of the facilities that are using the current packaging configuration. To do so: 1. Highlight the Facility field and from the contextual menu (Fig. 7.6-1), select the desired option;

1

Figure 7.7 –Facility code field

2. To add: Type in the facility code in the following window :

Figure 7.8 – Add a facility code

3. To delete: After selecting the delete option, make sure to save the modification, using the Apply Changes button.

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PACMEDTM Server Plus – User Guide 4. To modify: Modify the facility code, using the following window :

Figure 7.9 – Modify a facility code

Break of Counter for Prepack It allows defining a threshold quantity for the packet counting in prepack batch. For example: If defined to 100, the counting of a 500 packets prepack batch of 1 pill will stop at 100 (from 1/100 to 100/100) and will be reinitiated to 1/100 and so on, until the end of the batch.

Bag Type It allows specifying the size of the bags for the current packaging configuration.

Default Bag Format It allows defining the default bag format for this facility, if the pharmacy doesn’t provide it.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide Language Allows defining the language used for some parameters used on the bags, such as the administration day and month, when they are represented in words (complete or abbreviated). 7.2 Packet Headers and Footers Configuration The date and time format as well as the insertion of the different utilitarian bags (Packet Header/Footer, Summary and Empty Bags), for the different order types are configured under the Headers and Footers tab (Fig. 7.2.1-1). Note: To save the modifications done under the Headers and Footers tab, the Apply Changes button (Fig. 7.2.1-3) must be used.

1 2 6

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8

3

5

4

Figure 7.2.1 - Header and Footer Configuration Environment

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide To do so: 1. Initially select the order type to configure, from the drop down list (Fig. 7.2.1-2).

7.2.1 Date and Time Format Use the Date/Time Formats section (Fig. 7.2.1-6) to specify the time and date formats, using the Appendix II codes. 7.2.2 Summary Bag Specify the summary bag10 position (Fig. 7.2.1-7), by selecting Top or Bottom, to activate the function or none to deactivate it. 7.2.3 Headers and Footers Add packet Header(s) and footer(s) (Fig. 7.2.1-8) by checking the appropriate checkbox. Those will then have to be formatted to present the desired information (See section 7 for more details). 7.2.4 Blank Bags Insert blank bags (Fig. 7.2.1-9) upon date/time, patient or drug change by checking the appropriate checkbox. 7.2.5 Cancel Changes Use the Cancel Changes button (Fig. 7.2.1-4) to cancel the modifications.

10

Presents a summary of the doses by drugs for the entire strip.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 7.2.6 Import Another Configuration Use the Import Another Configuration button (Fig. 7.2.1-5) to import configurations from another packaging configuration through the Choose a Configuration to Use as a Template window.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide

8.0

Bags Design

The bag layout design, for the different order types, is done under the Bag Design tab (Fig. 8.1-1). Typically the process consists in selecting the desired information from the available fields (Fig. 8.1-6) and to add them to the virtual bag (Fig. 8.17), to eventually customize their formats and positions as desired. To do so, follow the following steps and instructions:

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10 12

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Figure 8.1 - Bag Design Environment

8.1 Drag & Drop The drag and drop technique consists in clicking an object and while holding the mouse button, dragging it to the desired location and drop it by releasing the mouse button.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 8.2 Selecting the Bag to Configure 1. Select the packaging configuration to configure or edit in the list (Fig. 8.1-2); 2. Select the concerned order type, through the Order Type drop down list (Fig. 8.1-3); 3. Choose the concerned bag format, through the Choose Format drop down list (Fig. 8.1-4); 8.3 Adding Information to the Bag 1. Locate the desired information (Fig. 8.1-5), by browsing through the tabs (Fig. 8.1-6), that regroup the Drug, Order, Miscellaneous and Facility related fields; 2. Click the desired field and by using the drag and drop technique, place it to the desired location on the virtual bag (Fig. 8.1-7); 8.4 Customizations To customize one or many fields, select it, by clicking on it (A red outline will identify it) and while pointing it with the cursor, trigger the contextual menu and select one of the edit options, described below. The Current Selected Field section (Fig. 8.1-8) may also be used to customize some of the fieldâ&#x20AC;&#x2122;s parameters. 8.4.1

Multiple Selections

Selecting more then one field might be required to apply the same settings to many fields or to align them. To do so, select the first field and while holding the CTRL key, select the others. 8.4.2

Deleting Field(s)

To delete one or many fields, select it or them and while pointing a field, trigger the contextual menu and select the Delete Field option then confirm through the following dialog box:

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 8.4.3

Customizing Font

To modify the font of one or many fields, select it or them and while pointing a field, trigger the contextual menu and select the Modify Font option. The yellow button of Current Selected Field section (Fig. 8.1-8) can also be use to access the following window to customize the font:

Note: Make sure that that there is enough room for a field to be enlarged, before increasing its size or font or the modification wonâ&#x20AC;&#x2122;t be applied. Checking the Allow Field Overlap checkbox (Fig. 8.1-8) will prevent this situation, by allowing fields to overlap.

8.4.4

Customizing Field(s) Size

To customize one or many fields size, select it or them and bring the cursor on the right hand edge of one field, until the cursor changes for a double arrow (as shown below) and then click and hold the mouse button while moving the cursor horizontally to increase or decrease its size.

Note: Make sure to move the cursor in the axis of the field or it will be moved instead of having its size modified.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 8.4.5

Customizing the Text of a Text or Order Text Field

To customize that type of field, select it, point it and from the contextual menu, select the Modify User Defined Text option. Then customize the text using the following dialog box:

8.4.6

Customizing fieldâ&#x20AC;&#x2122;s alignment

To vertically or horizontally align fields, select the concerned fields and while pointing the field on which you want to align the others, select the appropriate option from the contextual menu.

8.4.7

Copying fields

To copy one or many fields, select it or them and while pointing one field, trigger the contextual menu and select the Copy option11. Then position your cursor to the desired location and from the contextual menu, select the Paste option.

11

Take note of the position of the cursor in the field, when the copy option is selected, since the field will eventually be pasted with the same relative position from the new cursor position.

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PACMEDTM Server Plus – User Guide 8.5 Bag Design Preview The Sample and Design View buttons (Fig. 8.1-9) allow respectively visualizing the layout in sample and designing mode as shown below:

Figure 8.2 – Sample Mode

- Design Mode

The Sample mode will display the information of the pouch by replacing the fields with generic sample information12, while the Design mode will presents the pouch with its actual fields and their own characteristics (Font, size, length, etc.).

8.6 Importing a configuration The Import Specific (Fig. 8.1-10), Import from another Configuration (All) (Fig. 8.1-11) and Import Current from another Configuration buttons (Fig. 8.1-11) allow respectively to import a specific bag configuration, all the bags from another packaging configuration and the same bag configuration, (as the current one), from another packaging configuration. The last two only require specifying the packaging configuration to import from, through the following window:

12

Sample data that is generic and established by McKesson Canada and not from the customer’s environment.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide

The Import Specific button (Fig. 8.1-10) allows selecting a specific bag layout from another packaging configuration and copying it to the desired bag layout of the current packaging configuration. The Copy Specific Bag window allows the operation, as explained below:

1 2 3 5

4 Figure 8.3 â&#x20AC;&#x201C; Copy Specific Bag Window

1. Select the packaging configuration source and destination though the Facility fields drop down lists (Fig. 8.3-1) of the From and To sections. 2. Select the type of order of the source and destination though the Order Type fields drop down lists (Fig. 8.3-2) of the From and To sections. 3. Select the type of bag of the source and destination though the Bag Type fields drop down lists (Fig. 8.3-3) of the From and To sections. 4. Click the Apply configuration.

button

(Fig.

8.3-4)

to

initiate

copying

the

5. Click the Close button (Fig. 8.3-5) to close the window

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide

9.0

Information Center (Report)

The access to the different reports is done through the Information Center environment (Fig. 9.1-1) under the Available reports section (Fig. 9.1-2). For the description of all the available reports, refer to Appendix VII. 1 2

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Figure 9.1 - Information Centre Environment

9.1 Displaying a report Double-clicking a report in the report list (Fig. 9.1-3), will display the requested information in a distinct window called: the Report viewer.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 9.2 Report Viewer The report viewer (Fig. 9.2) allows displaying the reports and offers dynamic customization functionalities, navigational tools, along with search and data exportation tools. 2

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Figure 9.2 â&#x20AC;&#x201C; Report Viewer Window

9.2.1 The Filters The Filters section (Fig. 9.2-1) allows filtering the report so it only displays the desired information. They are typically configured by selecting the field(s) to filter and the desired value(s). Up to five filters can be applied on a report. 9.2.2 Sort Order The sort order (Fig. 9.2-2) allows modifying the way the information is sorted within a report. It is typically configured by selecting the field(s) to sort on and by specifying the sort type (Ascending/Descending). Up to five fields can be sorted on, in a report.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 9.2.3 Report Viewer Tools A few report tools are available (Fig. 9.3) and allow, among other things, browsing (Fig. 9.3-1), printing (Fig. 9.3-2), exporting (Fig. 9.3-3), zooming (Fig. 9.3-4) and text searching (Fig. 9.3-5). 1 2

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Figure 9.3 â&#x20AC;&#x201C; Report Viewer Tools

Browsing the report The four arrows allow respectively going to the first, previous, next and last page of the report. The information in the status bar (Fig. 9.3-1) presents the current page number and the total number of pages of the report. Printing the report Use the printing icon (Fig. 9.3-2) to send the report to the printer. Exporting the report Use the exporting icon (Fig. 9.3-3) to save the report in one of the following formats:

Zooming the report Use the zooming icon (Fig. 9.3-4) to modify the size of the view of the report. Searching the report Use the searching icon (Fig. 9.3-5) to search any text in your report, by typing the information to find in the Find what field and click the Find Next button of the following window:

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide

10.0 User Management The user management environment is accessed through System Config button (Fig. 10.1-1) and is located in the Users Security Access section (Fig. 10.1-2). 1

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Figure 10.1 â&#x20AC;&#x201C; System Configuration Environment

10.1 User Creation The user creation and the definition of their respective privileges can be done through group belonging or individually. Typically the group belonging user creation will be used when many users will require the same privileges, when the individual user creation will be preferred when the users will require distinct privileges.

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PACMEDTM Server Plus – User Guide 10.1.1 Group Creation The group creation consists in defining a set of rights, which will eventually be assigned to users. Do to so: 1. Point the User Security section (Fig. 10.1-1) and select New Group from the contextual menu (Fig. 10.1-3); 2. Under the General tab (Fig. 10.2-1), type in the group name in the Name field (Fig. 10.2-2) (Min-Max characters 1-26); 3. Type in a group ID in the ID field (Fig. 10.2-3) (Used by the system) (MinMax characters 1-5);

4. Then Click the Privileges tab (Fig. 10.2-4), to access the privileges environment (Fig. 10.3); 1

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Figure 10.2 – User Information Window (General tab)

5. Initially select the windows (tabs) the users will need to access by clicking YES in the relevant Tab zones (Fig. 10.3-1) and then select the desired privileges in checking the appropriate checkbox. Refer to Appendix III for a detailed description of each privileges;

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Figure 10.3 – User Information Window (Privileges tab)

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PACMEDTM Server Plus – User Guide 10.1.2 User Creation User creation consists in specifying its parameters and customizing its privileges or by associating it to a group. To do so: 1. Point the User Security section (Fig. 10.1-1) and select New User from the contextual menu (Fig. 10.1-3); 2. Under the General tab (Fig. 10.4-1), type in the entire name of the user in the Name field (Fig. 10.4-2), as it should appear in the information bar at the bottom of the screen (Min-Max characters 1-30); 1

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Figure 10.4 – User Information Window (General tab)

3. Type in the user’s initials in the Initial field (Fig. 10.4-3) (Mandatory) (Min-Max characters 1-4);

4. Type in the identifier the user will use to open the software in the ID field (Fig. 10.4-4) (Min-Max characters 1-8); 5. If desired, specify the expiry date of the user account, using the calendar, obtained by clicking the arrow button of the Termination Date field (Fig. 10.4-5);

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PACMEDTM Server Plus – User Guide 6. In the User Config zone, type in and confirm13 the user’s password in the Password and Confirm Password fields (Fig. 10.4-6) (Min-Max characters 1-8); 7. If need be, modify the parameters of the user’s graphical environment in the Colors and Fonts zone (Fig. 10.4-8). Refer to Appendix III for a detailed description of each of those parameters. 10.1.3 Associating to a Group 1. In the User assigned groups (Fig. 10.4-7), select the desired privileges group(s); 2. Click OK to save and complete the process. 10.1.4 Customizing the Privileges 1. Click the Privileges tab (Fig. 10.4-9) to access the privileges definition environment (Fig. 10.3); 2. Initially select the windows (tabs) the users will need to access by clicking YES in the relevant Tab zones (Fig. 10.3-1) and then select the desired privileges in checking the appropriate checkbox. Refer to Appendix III for a detailed description of each privileges; 3. Click OK to save and complete the process. 10.2 Modifying and Deleting a User/Group To modify or delete a user/group, select it, through the grey zone preceding its name (Fig. 10.1-4) and though the contextual menu, select Delete user/group or Modify user/group. The Delete option will delete the user/group while the Modify option will display the User Information window, allowing the modification of its parameters.

13

If the Change password at first login option is selected in the contextual menu (Fig. 10.1-3), use a generic password at this point, so that the user could customize it when opening its first session.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 10.3 Using Password Expiration For more security, it is possible to define expiration for the passwords, in order to ensure their replacement on a regular basis. To do so: 1. Point the User Security section (Fig. 10.1-1) and select Enable password expiration from the contextual menu (Fig. 10.1-3) and specify the number of days before the expiration, through the following window:

2. If need be, use the Change the maximum number of days before password expires from the contextual menu (Fig. 10.1-3); 3. When the password will be expired, the following window will enable to modify it:

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PACMEDTM Server Plus – User Guide

11.0 Event Management PACMED™ Server Plus has been conceived with defined events14 in the execution of the software. Typically it consists in specific contexts to which an identifier has been assigned. As an example, the context occurring just before the packaging of a batch has been identified as the BEFORE_PACKAGE event. The management of those events consists in associating and configuring one or more actions to them, so that they are triggered when the event occurs. A typical example is the association of the action Display report (STS preparation and verification report) to the BEFORE_PACKAGE event, which occur prior to the packaging. It is also possible to create a Time Event, which will automatically trigger its associated actions at the specified moment (Ex: Every day at 4PM). 1

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Figure 11.1 – System Config Environment

14

See appendix IV for a list of all the available events.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 11.1 Associating action(s) to an event Associating actions to an event consist in selecting the event, associating the desired actions and configuring them. The following sections will describe the individual configuration for all the available actions for an event. For the following sections, initiate and terminate the process as follow: To initiate: 1. From the System Config environment (Fig. 11.1-1), double-click the desired event in the Event Handler section (Fig. 11.1-2); 2. The Event Information window will be displayed, enabling the configuration; To terminate: 1. Click the Test Event button (Fig. 11.2-11) to verify its functionality; 2. Click the Ok (Fig. 11.2-12) or Cancel button (Fig. 11.2-13) to respectively save the configuration or cancel the process.

3 2 1 1 10

4 6 5

7 9

13

11

8 12

Figure 11.2 - Event Information window

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 11.1.1 Action: Play Sound To associate the reading of an audio file to the event: 3. Check the Play Sound checkbox (Fig. 11.2-1); 4. Select the audio file by clicking the search button to browse the files (Fig. 11.2-2); 5. Click the Test sound button (Fig. 11.2-3) to verify the reading of the file. 11.1.2 Action: Send Mail To associate sending email with a description of the event to the event: 1. Check the Send Mail checkbox (Fig. 11.2-1); 2. Add one or more email addresses by clicking the Add Address button (Fig. 11.2-4) to create the distribution list (Fig. 11.2-6), through the following window: 3.

4. To delete an address, select it in the list (Fig. 11.2-6) and click the Remove address button (Fig. 11.2-5).

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 11.1.3 Action: Send Report by Email To associate the sending of report(s) by email to the event: 1. Check the Send Report by Email checkbox (Fig. 11.2-1); 2. Add one or many email addresses by clicking the Add Address button (Fig. 11.2-4) to create the distribution list (Fig. 11.2-6), through the following window: 3.

4. To delete an address, select it in the list (Fig. 11.2-6) and click the Remove address button (Fig. 11.2-5). 5. Add one or many reports to the list (Fig. 11.2-9) by clicking the Add Report button (Fig. 11.2-7), through the following window:

6. To delete a report, select it in the list (Fig. 11.2-9) and click the Remove Report button (Fig. 11.2-8).

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 11.1.4 Action: Display the Report, Print the report and Show Report Even if Empty To associate displaying the report(s) (With or without data) or printing the report(s) to the event: 1. Check the appropriate action checkbox (Fig. 11.2-1); 2. Add one or many reports to the list (Fig. 11.2-9) by clicking the Add Report button (Fig. 11.2-7), through the following window:

3. To delete a report, select it in the list (Fig. 11.2-9) and click the Remove Report button (Fig. 11.2-8). 11.1.5 Action: Display Message Box To associate displaying a message to the event: 1. Check the Display Message Box checkbox (Fig. 11.2-1); 2. Click the Enter Message button (Fig. 11.2-10) and type in the message through the following window:

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide 11.2 Time Event To create a Time Event, right-click on the Event Handler section (Fig. 11.12) and select Create Time Event in the contextual menu. Then follow the following steps to configure it:

1 2

3

5

4

Figure 11.3 â&#x20AC;&#x201C; Time Event window

1. Step 1: Select the type of time event (Fig. 11.3-1) : ) ) ) ) )

Even Days: Triggered only on even days Odd Days: Triggered only on odd days Every Day: Triggered every day Days of the week: Triggered on the day(s) selected in the Days of the week zone (Fig. 11.3-2)

2. Step 2: Specify the time(s) of the day (Fig. 11.3-3): ) Check a checkbox and specify the time through the arrow buttons. Up to eight times could be configured per day. 3. Step 3: Create the event and associate action(s): 1. Click the OK button (Fig. 11.3-4) to create the event or Cancel (Fig. 11.3-5) to cancel the process; 2. Name the event in the Event Information window (Fig. 11.2) that appears; 3. Associate one or many desired actions to the event and configure them as described above.

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PACMEDTM Server Plus – User Guide

Appendix I - Drug Information Window Main Section Commercial Name Generic Name Description Instructions MFG Strength UPC Code DIN/NDC Cost Pack Alone Reminder Out of Stock Dusty pill Cancel button Ok button

Commercial name of the drug Generic name of the drug Physical description of the drug Instructions related to the drug Manufacturer of the drug Drug dosage Product code (Universal Product Code) Drug Identifier Number (Canada) / National Drug Code (United States) Unitary cost of the drug If checked, specifies that the drug should be packaged alone. If checked, specifies that this drug can’t be packaged and that only an empty bag will be generated. If checked, specifies that this is not available and it will be ignored upon packaging. If checked, specifies that the drug is dusty (Useful for the clean-up) Cancels the change(s) Confirms the change(s)

Machine Settings Section Machine Canister Size Lot # Internal lot # Max Per Bag Max Per STS Cell Exp. Date Calculated Expiry Date

Active Position Add Button Modify Button Delete Button Restock That Canister Button Barcode Qty Par Level Bounce Factor

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Machine to which belongs the drug Specifies the size of the canister (STS, Small, Medium, Large, X-Large) Drug’s lot number Drug’s internal lot number Maximum quantity per bag for this drug Maximum quantity per cell for this drug Drug’s expiry date Calculated date based on the days and percent offset, specified in the Expiration Date Settings section. It represents the closest resulting date of the days and percent offset. If checked, specifies that the drug is available to be packaged. Position of the canister(s) this drug. Allows adding another canister for this drug. Allows modifying the current canister for this drug. Allows deleting a canister for this drug. Allows launching the restocking operation for this canister. Canister’s bar code Canister quantity Minimal reference number Slowing down factor of the machine for that drug (in milliseconds)

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide Alt Drug Section Use Alt Drug?

If checked, specifies that the drug selected in the list will be used in replacement of the original.

Destination Section Machine Type Path

Specifies the machine type to which is associated the drug. Specifies the label model file access path for the label printer (Label View).

Expiration Date Settings Section Days Offset

Percent Offset Apply to All Button

Number of offset day(s): When set to something else than 0, will be the maximum number of days from now the drug will considered good.15 Offset percentage: When set to something else than 0, will be the % of the remaining number of days to add to now, that the drug will be considered good.3 Applies the offset(s) to all drugs

General Use Fields Section EXPAND EXPAND EXPAND EXPAND

# # # #

1 2 3 4

General General General General

use use use use

fields fields fields fields

1 2 3 4

Scale Settings Section Weight Scale Button

Unitary weight of this drug Access the scale environment to weight the drug

Interface Settings Section Interface Mnemonic

Interface used by the drug Unique identifier of this drug under this interface

15Example: Upon refill, if the manufacturer Expiry Date is in 2 years; the number of Days_Offset is 180 and the Percent_Offset is 50%, then the resulting Expiry Date will be the one that comes first between: 50% of the Expiry Date = 1 year from refill date AND Refill date + Offset = Refill date + 180 days

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide

Appendix II - Configuration Codes for Date/Time Configuration codes for dates To Display single-digit numbers without a leading zero Display leading zeros with single-digit numbers Display the last two digits of the year Display four digits for the year Display abbreviations for the day or month Display the full name of the day or month Display additional text

Do this Type a single character. Type d for the day setting, type y for the year setting, and type M for the month setting Type two characters. Type dd for the day setting, type yy for the year setting, and type MM for the month setting Type yy for the year setting Type yyyy for the year setting Type three characters. Type ddd for the day setting and type MMM for the month setting Type four characters. Type dddd for the day setting and type MMMM for the month setting Type single quotation marks (') around text

Configuration codes for time To Display time in a 24-hour format Display time in a 12-hour format Display leading zeros in single-digit hours Suppress the display of leading zeros in single-digit hours, minutes, or seconds Display a single letter to indicate AM or PM Display two letters to indicate AM or PM Display text

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Do this Type uppercase H or HH for the hour Type lowercase h or hh for the hour Type two characters, HH or hh Type a single uppercase H, or lowercase letter, such as h, m, or s Type lowercase t Type lowercase tt Type single quotation marks (') around text

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PACMEDTM Server Plus – User Guide

Appendix III - User Information Window Details

User Information window (General tab)

User/Group Info Section Name Initial Date Created ID Termination Date

Entire name of the user as it will be displayed in the bottom of the window Initial of the user (Mandatory) User’s account creation date Code identifying the user to logon onto the system (Ex. Plaurin) Expiration date of the user’s account

User/Group Info Section Password Confirm Password Batch in Full Screen Language

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User’s password Password confirmation If checked, displays the Manage Batches environment without the Batch Viewer. Defines the software language used for this user

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PACMEDTM Server Plus – User Guide User Assigned Groups Section Group List

List of privileges groups created

Colors and Fonts Section Primary Color Primary Font Color Secondary Color Secondary Font Color Default Button Font Frame Font Label Font Tab Control Font

Allows to select the background’s color Allows to select the main font’s color Allows to select the secondary color Allows to select the secondary font’s color Re-establish the default configuration (Colors and fonts) Allows to select buttons’ font Allows to select the frame’s font Allows to select the label’s font Allows to select the tab’s font

User Information window (Privileges tab)

Rights Section General Refill Restock Cancel Scan Cancel Scale

Allows Allows Allows refill Allows refill

the refill operation the restock operation to cancel the canister and bottle scanning upon to cancel the scale operation and continue upon

Batch Tab Yes / No Prepack Auto Package Browse for File Rename Batch Archive Batch Change Fill Date

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Allows access to the tab (environment) Allows access to the Prepack Generator Allows activating the automatic packaging functionality Allows the search of orders files, through Windows Explorer Allows renaming the batches (Prepack and orders file) Allows archiving batches Allows changing the administration date of an order file from a prior date.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide Packaging CFG Tab Yes / No General Settings Headers and Footers Sort Order Bag Design Add Facility Delete Facility

Allows Allows Allows Allows Allows Allows Allows

access to the tab (environment) accessing the General Settings tab accessing the Headers and Footers tab accessing the Sort Order section accessing the Bag Design tab adding a facility deleting a facility

System CFG Tab Yes / No Manage User Manage Events Manage Interfaces Configure machine Configure number of bag before next PM

Allows access to the tab (environment) Allows managing users Allows managing the events Allows managing the Interfaces Allows configuring the machine Allows configuring the number of bag before the next Preventive Maintenance

Drug tab Yes / No Add Drug Modify Drug Delete Drug

Allows Allows Allows Allows

access to the tab (environment) adding a drug modifying a drug deleting a drug

Report Tab Yes / No Create report Delete report Customize report

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Allows access to the tab (environment) allows creating reports allows deleting reports allows customizing reports

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PACMEDTM Server Plus – User Guide

Appendix IV - Event Information Window

Figure IV.1 – Event Information window

Description Event Name Description Play Sound Send Mail Send Report by Email Display Report Print Report Show report even if empty Time Event Display Message Box

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Event name Event description Allows reading an audio file Allows sending an email describing the event to the addresses specified in the Mailing list Allows sending an email with the reports specified in the Reports list Allow displaying the reports specified in the Reports list Allow printing the reports specified in the Reports list Allow displaying the reports specified in the Reports list even if they don’t contain data Allow the creation of a periodic event that will occur according to the specified frequency Allow displaying a customized message

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide Available Events AFTER_GROUP_PROCESS AFTER_PROCESS APPLICATION_END APPLICATION_START BACKUP BAG_COUNT_EVENT1

BAG_COUNT_EVENT2

BATCH_ERROR_IN_FILE BATCH_FINISHED BATCH_START BATCH_STOP BEFORE_PACKAGE CREATE_BATCH_FILTER FILE_READ MACHINE_REFILL MACHINE_TURNED_ON MACHINE_TURNED_OFF PM_NEEDED

SCALE SCANNER STS_CLOSING STS_OPEN

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When the processing of a grouped batch is completed When the processing of a batch is completed When the application is closed When the application starts Special event for the database backup where the time of its execution is defined (Time Event) When the defined number of bags for the Number of bag max before event 1 field of the machine window is reached When the defined number of bags for the Number of bag max before event 2 field of the machine window is reached When a batch file is read and there are errors found in the file When the packaging of a batch is completed When the packaging of a batch is initiated When the packaging of a batch is stopped manually When a batch is sent to be packaged When a batch is created through the filters When an order file has been read When a refill is triggered When the communication with the machine is established When the communication with the machine is lost When the defined number of bags for the Number of bag max before PM field of the machine window is reached When the scale is used When the scanner is used When the STS trays is closing When the STS trays is opening

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PACMEDTM Server Plus – User Guide

Appendix V - Machine Window (Options and Settings)

2 3 1

Figure V.1 - The machine window

Options (Fig. V.1-1) • Archive Automatically When checked, the system archives all batches that complete the packaging process. I.e. they won’t be viewed in the Manage Batches zone (Fig. 2.1-1), unless the Show Archived Batches option is selected through the contextual shortcut menu. • Delete Prepack Batches When checked, it deletes all prepack batches that complete the packaging process (i.e. they will be deleted from the system). Cut Strip (Fig. V.1-2) With this option, it is possible to specify when to cut the strip, which is: Between Batches, at every x bags and on patient or drug change. It is also possible to never cut the strip in selecting: Never.

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PACMEDTM Server Plus – User Guide Pacmed Machine Config. It is possible to configure the different machine parameters by using the Pacmed Machine Config. button (Fig. V.1-3) and saving them by using the Apply Changes button (Fig. V.2-1). The Cancel Changes button (Fig. V.2-2) will cancel the changes that may have been made and restore the previous settings prior to close the window. See the table below for the description of each of the options:

1 2

Figure V.2 – Pacmed Machine Configuration Window

Parameter

Description

Name Machine Type Bag Size (mm) Machine Version IP Address Port # TCP/IP Timeout

Name by which the machine is known by the system ATDPS (PACMED™), Label Printer or FluiDose™ 55 MM or 75 MM ( ATDPS (V1) or ATDPS 2002 (V2) IP Address of the NIC of the IPC in the machine Port used for the TCP/IP connection Waiting time (in seconds) for TCP/IP communication

# of Canisters # of STS Cells Packet buffer Packaging Speed # of blank packets X and Y initial position

The number of canisters this machine contains (Max.) The number of cells there is in this model’s STS tray The number of bags between printing and sealing The number of bags packaged per minute The number of blank bag(s) at the end of each batch Offset (in Pixels) for the printing

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PACMEDTM Server Plus – User Guide TCP Send Packet Buffer Canister Swap Demo Mode Out Of Order Use Scanner on Refill Use Scale on Refill

Counters Number of Bags packaged Number of Bags packaged since last PM Number of Bags Max Before PM Reset the number of bags packaged since last PM Number of Bags Max Before Event 1 Number of bags packaged since Event 1 Reset the number of bags packaged since Event 1 Number of Bags Max Before Event 2 Number of bags packaged since Event 2 Reset the number of bags packaged since Event 2

If checked, Do we inform the machine of the buffer? If checked, optimizes the use of the machine’s STS by asking the user to switch canisters for each batch, if required. If checked, puts the machine in “Demonstration” mode, enabling the user to use the system with a virtual machine. If checked, means that the machine is down. It will prevent the packaging. If checked, indicates that the scanner will be used for a canister refill If checked, indicates that the scale will be used for a canister refill

The number of packaged bags since the software was installed The number of packaged bags since last preventive maintenance. This can be reset by a certified MEDS technician using the Reset the number of bags button. The maximum number of bags before the PM_NEEDED event is triggered, to which an action can be associated. Button allowing resetting the counter that precedes it.

The maximum number of bags before the BAG_COUNT_EVENT1 event is triggered, to which an action can be associated. The number of packaged bags since Event 1. Button allowing resetting the counter that precedes it.

The maximum number of bags before the BAG_COUNT_EVENT2 event is triggered, to which an action can be associated. The number of packaged bags since Event 2. Button allowing resetting the counter that precedes it.

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide

Appendix VI - Detail Batch Window

Figure VI.1 â&#x20AC;&#x201C; Detail batch window

This window provides detailed information pertaining to a batch and gives access to reports and specific actions. It also allows changing the Administration Date of the orders contained in the batch. Fields Name Description Instructions Origin Date Created Date Processed

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Batch Name, file name if interfaced with PIS Short text describing the batch, Ex : ER Short text for specific instructions, Ex : Put in Box 1 Can be Prepack, File, Pharmacy Module or DDI (Direct Database Input) Date and time the batch was created in our system. Date and time the batch was last processed.

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PACMEDTM Server Plus – User Guide Reports Orders Report Refill Report Error Report STS Preparation Report STS Verification Report STS Data Verify Report

Will list all orders contained in this batch Will list you all canisters that should be refilled prior to packaging this batch List all errors in batch List all drugs to be put in the STS, in order of drugs List all drugs to be put in the STS, in order of cells List all drugs to be put in the STS, with Lot # and Expiry Date

Actions Orders Report Archive View File Preview Package Re-Process

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Will list all orders contained in this batch Will remove all batch data from the database. If this is a batch of prepack, it will be deleted as well. Will show the order file (source file) for this batch. Only valid for a batch with an origin of «file » Will show you bags preview for this batch Send this batch to the specified machine for packaging Refresh the packaging information, after a change in settings

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PACMEDTM Server Plus – User Guide

Appendix VII – Description of the Available Reports Here is the list of the available reports and a brief description of their content: Action Logs Administration Report Below Par Cabinet Refill (Pacmed) Cabinet Refill (Picking) Canister Usage Report Dispense Report Drug Inventory Drug List Drug List (No machine) Drug Recall Drug Usage Duplicated Orders Dusty Pills Report

Shows all user actions, Ex: Refill, Creating a drug, etc. Equivalent of a MAR Sheet Lists all canisters for which the actual quantity is less than the « par level » defined in the drug profile Lists the drug(s) that will be packaged by the Pacmed to refill the cabinets (Used in interaction with ConnectRX) Lists the drug(s) that will have to be manually picked to refill the cabinets (Used in interaction with ConnectRX) Lists the packaged drugs that come from the canisters Lists the packaged orders Lists all canisters and their actual quantity Lists all drugs known to the system, filtered by machine Lists all drugs known to the system After entering a lot #, will list orders that dispensed it Sums all the doses dispensed by the machine, by drug Shows orders that have the same Patient/Date/Time/Drug combination Lists all canisters for which the drug is dusty (Requires more maintenance)

Expired Drugs Report Expired Drugs Report (now) Inactive Drugs Report Out of Stock Drugs Report Out of Stock Orders Report Pacmed Packaging Log Patient Orders Refill History Refill Report Sts Data Verify Report STS Preparation Report STS Report STS Scanning Report

STS Verification Report

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Lists all canisters containing expired drugs, for the date supplied Lists all canisters containing expired drugs as of now Lists all canisters that are flagged as « out of order » Lists all drugs for which the pharmacy is out of stock Lists all drugs that are out of stock for the selected batch Shows what have been packaged, by whom for the current day Lists all orders for a batch Lists all refill done for an interval of date Lists all the canister that will run empty by the required quantity of drug for the current batch Shows all STS drugs required for the batch, as well as their Lot # and Exp Date for verification Lists drugs to put in STS, associated with the cell number they must be put in, in order of drug Data basis for the STS preparation and verification reports (System report) Lists all STS drugs for the current batch and used with the STS drug verification process that makes a correlation between the drug and the UPC code of it container. List drugs to put in STS, associated with the cell number they must be put in, in order of cell Page 77 of 79


PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide STS Usage Report

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Lists the packaged drugs that come from the STS tray

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PACMEDTM Server Plus â&#x20AC;&#x201C; User Guide

Printed in Ireland

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