Chapter 11 - ProceduresTable of ContentsChapter 20 - Inventory Subsystem


PHARMACY

A. Pharmacy Label Set-up .Plab

B. Creating Medications in the Procedure File

C. Prescription Lookup

D. Adding to A Patient Medication File

E. Printing Pharmacy Labels

F. Adding Pharmacy Abbreviations

G. Refills

H. Prescription Report

I. Full Label Instructions (Vpf Only!)

J. Deleting Old Prescriptions


A. THE ABBREVIATION Plab

When your system is installed this abbreviation will already be set up. It controls several pharmacy label functions. You should review this section in case you want to make any changes in these functions. BE SURE YOU KNOW WHAT YOU ARE DOING BEFORE MAKING ANY CHANGES!

If you wish to have more than one printer dedicated to pharmacy labels you may set up multiple Plax abbreviations (where [x] is an alterable character). Simply add another abbreviation, for example Plal. After adding the additional abbreviation, you should modify the Terminal Id-Record(s) of the workstation(s) that should print labels to the alternate printer. See ID-RECORD for information on doing this.

To modify Plab, from the Main menu select [4] File Maintenance, [A] Abbreviations, [M] Modify, [Plab].

The cursor will move to each field within the abbreviation. It will stop at each field, you may not <Fl> or <Esc> until after the last field is reached. Press <Enter> to skip a field without changing it. A brief description of what each field controls is displayed under the abbreviation itself as the cursor gets to it. On the following page is a description of each field.

05 Enter [O5] to have five lines available on the labels to write instructions, etc. Enter [03] for three lines or [04] for four lines. If your pharmacy printer is a STAR printer, you may only have 3 lines.
0000001 The number entered here is the starting point for numbering the prescriptions. If you do not want your prescriptions numbered use the <Spacebar> to erase the 7-digit number.
16 The two digits entered here help define the size of your label by specifying the number of lines per label, usually 12 or 16. If using 5 lines of instructions you must enter at least 16.
0 If you use preprinted labels count the number of lines in the heading and enter that number here. If you want V/BOSS to print the heading on blank labels enter [0].
0 This is the number of spaces in the left margin. Usually this number should be [0]. If you have trouble aligning the labels as you want them to print, you may want to try adding 1 to 5 spaces in the left margin. However, you will lose that many spaces on each instruction line.
17 Characters per inch involves the size of the print. Usually this should be 17 (this is the smallest print). If your pharmacy printer is an Okidata you may only enter [10] or [17].
08 This field also helps define the size and layout of the label. If you entered 12 for number of lines per label you should enter [6] here. If you entered 16, you should enter [8] here. If using 5 lines of instructions you must enter[8].
N Enter [Y] if your pharmacy printer is attached directly to the back of the terminal it is with (this is rare). Enter [N] if the printer is cabled to the main computer (usually this will be [N]).
I If you entered [Y] for the previous field you will need to enter here the brand of terminal. [I] for IBM 3151, [L] for Link or WYSE. If you entered [N] for the previous field, this field will be skipped.
Y Enter a [Y] if you would like to enter prescription drugs dispensed into billing (Invoicing Interface) while creating the label, [N] if not.
48 This is another field which defines the size of your label and the amount of space across the label you have for your instructions. This number indicates the number of characters you may type across the label.
y Enter [Y] if you wish the system to alert you that the patient is not active when you access the Invoicing Interface (this feature must also be active), enter [N] if not.
y Enter [Y] unless your pharmacy printer is an IBM personal Printer Series or compatible (this does NOT include Pro printers). If it is an IBM PPS you may enter [N] to prevent the next header from printing immediately after the label IF you are not using preprinted labels and your lines per label entry is 12 or 16.
Enter <Space> here.
03 You may enter a number [00] to [99] to specify the default number in the Max Refills field on the label.
After making the last entry on this screen the system will display a layout of how you defined your label. Press <Enter> (or any key) to continue. The system will then show you your label parameters and tell you what your labels' dimensions need to be. You may modify Plab again if you need to change a parameter to conform to the labels you are using.

You may also view the Pharmacy Label Configuration by pressing [H] from the Main Menu, then arrowing over to Config., then selecting Pharmacy Label Config.

B. To create medications in the procedure File,

just add the code for the medication to the file as you would any other procedure. (See PROCEDURES) If your system is configured for Medications Only be sure to enter [D] "Dispensing" for the procedure category so when the procedure is booked, it will be added to the Patient's Medication File.

C. To find out what medications have been dispensed to a patient,

find the Client, and then highlight the appropriate Patient. With the Next Action as Patient press <Enter>. The system will display the Patient Screen; press <F6> and all the medications dispensed to that Patient will be displayed (along with other Clinical Records, if configured, see CONFIGURATIONS).

If configured for Medications only the date of original dispensing, the transaction number, the last price charged, the number of refills, and the date of the last refill will be displayed for each medication.

If you have Full Clinical Records, you will probably want to press <FlO> then <F8> for Rx lookup instead. Or when in Clinical Records make the sort order by category.

D. To add to a patient's Medication File,

just book the procedure during Billing using the Procedure Code you created for this medication (See POINT-OF-SALE BILLING). (If you are configured for Medications only and this medication is not in the Procedure File, it must be entered under "Dispensing" on Billing Screen #2 to be recorded in the Patient's Medication File.)

E. Printing Pharmacy Labels

To print the pharmacy labels, you must first have a printer dedicated to this program. If you are adding a pharmacy printer contact the System Administrator. ***SPECIAL NOTE*** If your pharmacy label printer is attached directly to a terminal, labels may only be generated from that terminal. If the printer is directly connected to the CPU, a label may be sent to that printer from any work station.

FUNCTION KEY MEANINGS WHILEAT THE PHARMACY MAINTENANCE MENU

<Fl> Pat Menu Returns you to the Patient Screen.
<F2> Billing Takes you directly to POS billing. Note: a billing interface is displayed when entering the label information. (see abbreviation .Plab)
<F3> Add Abbrev Allows you to add a pharmacy abbreviation while at the Pharmacy Maintenance Menu.
<F4> Lookup Press once to display the Pharmacy abbreviations lookup window. Press again to display a procedure lookup window for you to lookup or add drug codes. (see POS BILLING or PROCEDURES). To insert a displayed item into the pharmacy label, use the up or down arrow to highlight your choice. Then press <Enter>.
<F5> Find Cust Returns you to the Find Customer Screen.
<F6> Print # Allows you to print duplicate labels.
<F7> Clear Lines Clears out all information entered in Lines 1 thru 4.
<F8> Menu/Help Displays Pharmacy Label menu bar. See below.
<F9> Lab & Pres Prints a Pharmacy Label and a Prescription.
<FlO> Print Label Prints one label after all information has been entered.

The Pharmacy Label menu bar displays as below. If you are unfamiliar with using menu bars refer to MENU BARS before attempting to use this feature.

The Pharmacy Label menu bar features are:

  1. Update Patient Fields: This function allows you to modify the Patient's special fields. Be sure to press <FlO> to save any changes you make.
  2. Patient Weight/Temperature Display: This function displays the Patient's weight and temperature history. Two abbreviations must exist with [Y] as their texts, .Pwei and .Ptem. Also there must be a Patient Special Field called [Temper.] that you update (see CONFIGURATIONS).
  3. Clinical Records: This function allows you to access the Patient's Clinical Records.
  4. FlO Medical Records: This function allows you to access the Patient's Medical Records.
  5. Refill Mode Cancel: Cancels refill mode. See Section G. for Refill information.
  6. Label Layout Display: This function displays the parameters of your pharmacy labels as configured with the abbreviation Plab. See section A. this chapter if you need to make a change.
  7. Alignment Print: This function prints a label heading so that you may get the labels lined up correctly in the printer. If you do not move the printer handle after aligning the labels you should not have to realign the labels except when you put new labels in the printer.

When you are ready to print pharmacy labels, select option [3], Find Client/Patient from the V/BOSS Main Menu. Once you are at the Client Screen there are two methods for activating the Pharmacy program.

The first method is go to the patient screen for the patient you want to print a pharmacy label for. Once at the Patient Screen, press <FlO> Other, and then select <F6> Pharmacy. The V/BOSS Pharmacy Maintenance Menu will then be displayed.

The second method to activate the Pharmacy program is by using the left or right arrow keys to select Pharmacy in the Next Action field. Highlight the appropriate patient and press <Enter>. When using the second method described, the Patient Screen is skipped.

If the Patient is in Work In Progress, access Work In Progress, highlight the appropriate Patient and press <F8> for Rx.

If in the POS Billing module, you may access Pharmacy Labels by holding down <Shift> and typing <F6>. If you have already entered a Procedure code for an item you are dispensing and the cursor is in the quantity field beside that Procedure, the quantity and Procedure name will automatically appear on the Pharmacy label in the appropriate fields.

If you have not already done so, you should align the labels. With the labels in the printer and the printer on-line, press <F8>, then [A]. The label heading will print. Make any necessary adjustments. You may print as many alignments as you need. Once the labels are aligned, DO NOT MOVE them, or you will have to align them again.

Once the Pharmacy Menu is displayed, the cursor will be positioned in the Quantity field. Make the following entries in each field.

Quantity Enter the total amount to be dispensed, e.g., [14 TABS], or press <Enter> to skip.
Expiration Enter an expiration date in any format desired or press <Enter> to skip.
Max Rf Enter the maximum number of refills allowed. If you leave it as [0], no refills will be allowed. You may set a default value for this field with the abbreviation Plab (see section A.). The default may be overridden.

The Prescription number and refills fields will be updated by the system when the label is printed. The entries made in Instruction lines 1 through 5 may be made in any order. The entries discussed below are for example purposes.

Instruction Line 1 You may want to enter the name of the medication here. You may type out the name. However, if you wish to use the "Invoicing Interface" at this point to include the charges on the POS Bill, you MUST use the Procedure code for the medication. (The full Billing module may be accessed by pressing <F2>) Procedure codes may be looked up by pressing <F4> TWICE. After entering the Procedure Code the Invoicing Interface will display with blinking brackets. Press <Enter> to insert the quantity entered on the label (if you did not type a quantity on the label, you MUST do so here). If necessary, enter or confirm the price. When finished, press <F9> to save the charges in Work in Progress.

Note: you may also enter a Provider code by using <F7> as in POS Billing. If desired you may also make notations in the patient's clinical records (if configured, see CONFIGURATIONS and CLINICAL RECORDS), by pressing <F6> and making the notation.

Instruction Line 2 You may now want to enter the dispensing instructions. You may type them out or use an abbreviation. Abbreviations may be looked up by pressing <F4> ONCE. Then press <Enter>. You may select one of these abbreviations by using the down or up arrows to highlight the one you want. Then press <Enter> and the abbreviation contents will be inserted into the label.

Instruction Line 3 If your dispensing instructions will not fit on one line, you may continue on line 3. Otherwise, if you wish the dispensing doctor's name to print on the label, enter that doctor's Provider code.

Instruction Line 4 By adding or modifying the abbreviation P114, you may cause this line to default to whatever you enter as the abbreviation text (for example, KEEP OUT OF REACH OF CHILDREN). If necessary, you can type over the default. If there is no default, enter whatever you want or leave it blank. If you are using five lines per label, this abbreviation text will appear on line 5. You may still type over it if necessary.

The following page shows the result of using codes and abbreviations in the pharmacy labels. The purpose of using abbreviations and codes is to save you typing time. Once you are familiar with using them it will be very easy for you.

After all information has been entered select function <FlO>, "Print Label" and the label should print on the designated pharmacy printer. The example on the previous page will print the following label.

Notice that the header for the next label will automatically print to allow enough room for you to remove the label without having to waste the next label or disrupt the alignment.

After the label(s) prints a window will display giving your options of what to do next. You may enter a new Patient number; exit from the pharmacy label- <Fl>; find another Client- <F5>; clear the label lines to do another label for the same Patient- <F7>; return to the label you just printed- <Enter>; or if you have a bar code scanner you may scan the bar code for the next Patient.

Should you wish to print more than one of the same label select option <F6>, Print ##. V/BOSS will then prompt you to enter the number of labels to print. Enter the desired number and the labels will print.

Pressing <F9> instead of <FlO> or <F6> will cause V/BOSS to print two labels. The first one is the label for the bottle. The second will say «PRESCRIPTION» and may be put in the patient's file or in a Log book, or given to the client to take somewhere else.

F. Adding Pharmacy Abbreviations

You may add an abbreviation to the abbreviation file by pressing <F3> from the V/BOSS Pharmacy Maintenance Menu. After pressing <F3> V/BOSS will prompt you to enter the ABBREV-ID. After entering the new abbreviation (don't forget the [.]), a comment line will display for you to enter the contents of the abbreviation. After the abbreviation has been entered, return to the line in which you want the abbreviation to print, and enter the abbreviation on that line.

G. Prescription Lookup and Refills

1. Lookup by patient.

To lookup a prescription by patient, you must first find the patient. From the patient screen select option <FlO> Other, then Option <F8> Rx Lookup. This patients first prescription will then be displayed. You can use the up and down arrows to scroll through the prescriptions or you can start at a specific date by using <F8> Search by Date and entering the starting date.

2. Lookup by prescription number.

prescription lookup by number is found under option <4> File Maintenance from the main menu, then <P> pharmacy Lookup. You will then be prompted for the seven digit prescription number. After entering the number the prescription information will display. This will include the patient name and number, the client name and phone number, date of last prescription, date of original prescription, number of refills, and the contents of the previous pharmacy label.

To issue a refill press <F6>. You will be taken to the pharmacy label screen with all information filled in. You may make changes, if necessary. To enter the refill into billing press <F2>. When finished press <F9> to save the information in WIP and return to the pharmacy label screen.

To delete a prescription press <F9> from the Prescription Lookup Menu. The prescription number will flash and the system will display the question Delete this Rx ?? Type [Y] to delete, or [N] if not.

3. Lookup by Procedure Code from Pharmacy

If you have already accessed the Pharmacy Label screen, you may still initiate a refill. Press <F8> for Menu/Help, then press the right arrow to Rx Look-up. You will see:

Enter the Procedure that you are looking for, or just any number of letters in the Procedure or you may press <F4> to select a particular Procedure to search for.

H. Pharmacy Prescription Report

From the Main menu select [4] File Maintenance then [P] Pharmacy Lookup. You must enter a valid prescription number. When that prescription is displayed press <F2> Print Report. Enter a starting and ending date for the report. Then enter [P] to print on the system default printer, [B] for the billing printer, or [F] to write the report to a file. If you write the report to a file, go to Print Report on File to print at your convenience. You will need to select [p] print other report, then enter [/usr/RM2/PHARMR.PRN) as the report to print.

I. Vpf Users Only!

With Vpf you may use a special function that will cause the label's instruction lines to be filled in and the Invoicing Interface to be accessed with lust a few key strokes. To use this feature you will add an Instruction file. From the Main menu select [4] File Maintenance, [I] Instructions, then [A] Add. Press <F3> Pharmacy Lab as soon as the blank lines are displayed. This will cause V/BOSS to display boundaries for your pharmacy label instruction lines.

Enter within these boundaries whatever you wish printed on the Pharmacy label. You may enter everything you want on the label or just 1, 2, 3 or 4 lines. If you are using the abbreviation P114 for the last line you do not need to include that message in your instruction. If you want the Invoicing Interface to come up, you should either put the Procedure Code on one of the lines or give the Instruction File the same NAME as the Procedure Code.

EXAMPLE

AMOXICILLIN 50 MG
GIVE 1 TABLET TWICE DAILY
KIM J. WEIGLE, DVM

You will need to delete the abbreviation Pins if it exists in your system. From the Main Menu select [4] File Maintenance, [A] Abbreviations, arrow right once to Maintenance then [D] Delete. Enter [.Pins]. If it exists it will be displayed with the prompt, "Are You Sure?", enter [Y]. If it does not exist the message, "No Such Abbrev" will display and you may simply exit back to the Main Menu.

Once you have created these Instructions they are very easy to use. After accessing the Pharmacy Label Screen, enter the quantity, expiration, if desired and the Maximum refills. On the first Instruction line enter the Instruction Name.

Once the Instruction Name is entered, the Invoicing Interface will display, IF: 1) you have enabled this feature through the abbreviation Plab and 2) either the Instruction Name matched the Procedure Code to be billed or the Procedure Code Os in the Instruction. Press <Enter> to bring the quantity forward from the label. Ensure that the price is correct and press <F9> Save WIP to save the charges in Work In Progress and return to the label. The Instruction lines will fill in with the contents of the appropriate Instruction File. Print the label as usual.

NOTE: If you have the word "Use" as the first word in any of your Pharmacy instructions, the system will try to access the feature described above. If you will have this problem you need to add the abbreviation .Puse and enter any 3 characters as the text, such as [XXX].

J. Deleting Old Prescriptions

After you have been using V/BOSS Pharmacy labels for several years, you may wish to delete old prescriptions from the system. It is recommended that you do a backup first and archive it (put it away and don't use it). From the Main Menu select [4] File Maintenance then [0] Old Prescriptions. You will be prompted to enter a date. All prescriptions generated prior to this date will be deleted.


Chapter 11 - ProceduresTable of ContentsChapter 20 - Inventory Subsystem


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