Progressing a Prescription & Scanning Barcodes

As with most of our products, PTS is built around the concept of scanning barcodes to perform tasks that might otherwise have to be done using a PC. Considering the high volume of data this saves a great deal of time whilst also ensuring better data quality.

The vast majority of a typical pharmacist's daily interactions with PTS are progressing prescriptions using barcodes.

This page will focus on performing tasks with a barcode scanner, but all can be done using the main PTS user interface if you so wish.

Setting up a barcode scanner

See the PTS Comms Client Installation page and the Barcode Scanner Configuration page for details.

The basics of using a barcode scanner

PTS is compatible with tethered scanners as well as bluetooth and radio frequency barcode scanners for cordless scanning. Tethered scanners are connected to a PC via a USB cable. The bluetooth and RF barcode scanners are connected to a PC indirectly via a base station.

Only scanners supplied by TMSi are supported by PTS. We do not say this lightly; we have to specifically develop the PTS Comms Client to add compatibility for each scanner model and it is very unlikely that an untested barcode scanner will be compatible.

To scan a barcode, hold down the trigger and aim the scanning beam at the barcode. Aim at the black and white vertical lines that form the barcode, not the caption underneath. An audible beep will sound to inform you that there has been a successful scan.

Some scanners can be used in "present" or "hands free" mode. These scanners are usually in a stand and will scan a barcode automatically when the barcode is held in front of the scanner’s reading window.

When barcodes are scanned the result of that scan is processed by the PTS Comms Client and sent to the PTS application in real time. The results of the scan are displayed on the PC the scanner is connected to in a popup and/or on the devices screen.

If you make a mistake when scanning barcodes (such as scanning out-of-sequence) an error message will be displayed on the PC and/or on the device's screen. Simply note the error message and try again.

List of functions available via barcode scanning

The things you can do with a barcode scanner:

1. Progress a prescription by scanning a prescription related activity.
2. Record an activity that is prescription unrelated.
3. Add a note to a prescription. Notes can:
   • Cancel a prescription.
   • Suspend a prescription.
   • Record an error against the prescription.
   • Be a simple note that performs no additional task.
4. Put a prescription into a bag.
5. Collect or deliver a prescription.
6. Change the dispensaries responsible pharmacist.
7. Change the number of items on the prescription.
8. Create a To-Follow.
9. Create a prescription.

All functions are also available via the main PTS user interface.

Progressing a prescription

Progressing a prescription refers to moving a prescription along its pre-defined lifecycle, or scanning sequence, after it has been booked in.

Prescriptions are progressed by scanning the activities that have been defined in the prescription type's scanning sequence.

To progress a prescription, the following barcodes are scanned at the start of the process:

1. User
   The barcode of the user performing the activity. Users should only ever scan their own barcode.
2. Prescription
   The barcode of the prescription that was produced during booking in.
3. Activity
   The barcode of the next activity in the scanning sequence.

In most circumstances it's invalid to skip a step in the activity sequence and you'll see an error message if you attempt to do so. However, going backwards in the sequence is allowed.

To reiterate, the barcodes are to be scanned at the commencement of the activity, not at the end. Scanning retroactively will make your reports and other metrics inaccurate.

There is no requirement to scan something to indicate that an activity has been completed. To reduce workload, PTS will consider an activity concluded when the user scans another activity (either prescription related or not), or whenever the next activity is scanned against the prescription.

This process is repeated for each activity in the scanning sequence until the prescription is completed. There is no requirement, nor is it even expected, for the same user to be processing the prescription from start to finish; typically the prescription is passed from person to person as they each perform their designated tasks.

Recording a prescription unrelated activity

PTS allows the recording of activities that are not prescription related. Examples include Lunch/Break, Training and End of Shift.

To record a prescription unrelated activity, the following barcodes are scanned:

1. User
   The barcode of the user performing the activity. Users should only ever scan their own barcode.
2. Activity
   The barcode of the activity.

Adding a note to a prescription

Notes are explained in detail on the Notes page.

To add a note to a prescription, the following barcodes are scanned:

1. User
   The barcode of the user recording the note. Users should only ever scan their own barcode.
2. Prescription
   The barcode of the prescription that was produced during booking in.
3. Note
   The barcode of the note you want to record.

There are several kinds of note and they can impact the prescription in different ways. Any additional functionality associated with the note, such as if the note suspends or cancels the prescription, will be performed automatically when the note barcode is scanned.

Crucially for this guide, some types of note may require additional information to be recorded in conjunction with the note barcode and you will have to provide this information too, either by scanning alphanumeric codes from the Miscellaneous Barcodes page or by completing a prompt on the PCs screen.

1. User
   The barcode of the user recording the note. Users should only ever scan their own barcode.
2. Prescription
   The barcode of the prescription that was produced during booking in.
3. Note
   The barcode of the note you want to record.
4. Additional Information
   Any additional information that is required by the specific note, such as adding free text with alphanumeric codes from the miscellaneous setup page.

It's usually faster and easier to record such notes on-screen rather than with a barcode scanner.

Put a prescription into a bag

If bags are being used for collection and delivery, each prescription must be added to the bag individually.

To add a prescription to a bag, the following barcodes are scanned:

1. User
   The barcode of the user bagging the prescription. Users should only ever scan their own barcode.
2. Prescription
   The barcode of the prescription that was produced during booking in.
3. Bag
   The barcode of the bag. This should be physically affixed to the bag itself.

Prescriptions can be added to a bag once they are complete.