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 barcode scanning functionality

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:

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 is allowed.

Typically, activity barcodes are to be scanned at the commencement of the activity, not at the conclusion. Scanning retroactively will make your reports and other metrics inaccurate. The exceptions to this rule are instant activities, which are activities that do not accrue any time of their own and simply record a timestamp in the timeline. Examples include End of Shift, Prescription Complete etc. These activities can be scanned whenever is appropriate for your workflow.

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 by any user.

Whenever there is an interim period between a prescription's activity being completed and the next activity being started, this is shown on the prescription's timeline as "waiting for [the next activity in the sequence]". This creates a clear distinction between time spent on an activity and time spent waiting for the next one to start, which is useful information for reporting.

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.

Going backwards in the scanning sequence

It's perfectly valid to go backwards in the scanning sequence, and the process is the same:

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 activity to go back to.

Having scanned a previous activity barcode, the sequence must then resume from that point. All previous activities will remain in the prescription timeline for reference.

You can scan a previous activity like this to resume completed prescriptions up to one day from the point of completion.

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.

Notes that prompt for extra information

Crucially for this guide, some types of note may require additional information to be recorded in conjunction with the note barcode, for instance in the case of "free text" notes by scanning alphanumeric codes from the Miscellaneous Barcodes page.

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. Free Text
   Use the alphanumeric codes from the miscellaneous setup page, or another free text barcode from a third party application.

Depending on the use case it may be faster and easier to record such notes on-screen rather than with a barcode scanner.

Here is how the barcode scanners handle note barcodes that prompt for different types of extra information:

• Free Text
  As above.
• Date/Time
  The current date and time is used.
• Signature
  The name of the user scanning the barcode is used.
• Drug Requested
  You should scan the EAN code on the drug packet.
• Drug Dispensed
  You should scan the EAN code on the drug packet.

Notes that suspend a prescription

As well as potentially prompting for additional information (as above), suspension notes will have a "Suspend Duration" assigned to them.

Scanning or recording a suspension note will do the following:

• A "suspended" stamp will appear in bold letters over the prescription on the user views.
• The prescription may "move" to different user views, as "suspended" is a distinct status that can be used as a filter.
• The pre-defined suspend duration is usually added to the prescription's target time, however there are a few exceptions to this.
  • If a required time is manually entered for the prescription (such as via another note), this takes priority and suspending a prescription will not overwrite it.
  • If the prescription type is set up up with a very limited set of activities, in particular a shortlist of instant activities, PTS may be unable to calculate a new target time.
  • Hover the mouse over the "Required" date/time field to see if the target completion time is fixed and will not be changed by suspension.
• The prescription's clock continues "ticking" throughout. However the target time, and therefore the progress bar, reflects the new target time.
• Prescriptions are resumed by progressing the prescription, i.e. recording the next activity.
  • If the prescription is resumed before the pre-defined suspend duration has elapsed, then the target time is recalculated and only increased by the amount of time it was actually suspended.
  • If the prescription is not resumed by the time the suspend duration elapses, the target time is not recalculated and remains at the original target time plus the pre-defined suspend duration.
  • The "suspended" stamp will remain until the prescription is resumed, regardless of the suspend duration.
• Reports and other metrics usually discount any time that a prescription was suspended.
  • This is considered to be the duration between the prescription being suspended and ultimately resumed - the suspend duration of the note not being a factor.
  • However if the target time is a named factor of the report you are looking at, then the suspend duration may have played a role in adjusting target times.
  • See the report description for explanations of how individual reports handle suspension.

In summary, the suspend duration plays a role in adjusting target times, but the amount of time in between suspending and subsequently resuming a prescription is the actual amount of time the prescription was considered suspended.

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.

If the user tries to add a prescription to an invalid bag (for example a bag for the wrong ward or a bag that won’t accept the prescriptions type) then an error message is shown to the user and recorded as a note against the prescription. This allows for the opportunity for the prescription to be located in cases where the user proceeded to bag the prescription incorrectly.

Prescriptions can be added to a bag once they are complete, though a small shortcut is available: if the last activity in the prescription's scanning sequence is an instant activity (such as "Prescription Complete" or "Final Check Complete"), then you can skip scanning the activity and go straight to bagging the prescription. This will record the instant activity automatically, complete the prescription and then put it into the bag.

Collect a prescription or bag

A prescription that is waiting for collection can be collected in several different ways in addition to the mobile delivery app.

Individual prescriptions

Using the generic Collected barcode

1. User
   The barcode of the user collecting the prescription. Users should only ever scan their own barcode.
2. Prescription
   The barcode of the prescription that was produced during booking in.
3. Collected
   The Collected barcode.

Using a note

1. User
   The barcode of the user collecting the prescription. Users should only ever scan their own barcode.
2. Prescription
   The barcode of the prescription that was produced during booking in.
3. Collection Note
   Any note barcode that is of the Collection note type (e.g. "Collected by nurse").

Multiple prescriptions

Collecting a bag

1. User
   The barcode of the user collecting the prescription. Users should only ever scan their own barcode.
2. Bag
   The barcode of the bag. This should be physically affixed to the bag itself.
3. Collected
   The Collected barcode.

Collect all prescriptions waiting for collection for a particular ward

1. User
   The barcode of the user collecting the prescriptions. Users should only ever scan their own barcode.
2. Ward collection
   The ward collection barcode for the ward.

Collect all prescriptions waiting for collection for a group of wards

1. User
   The barcode of the user collecting the prescriptions. Users should only ever scan their own barcode.
2. Ward group collection
   The ward group collection barcode for the ward group.

Update the responsible pharmacist for the dispensary

For a user to become the responsible pharmacist, the following barcodes are scanned:

1. User
   The barcode of the user becoming the responsible pharmacist. Users should only ever scan their own barcode.
2. Responsible Pharmacist
   The responsible pharmacist barcode for the dispensary.

Amend the number of items dispensed on a prescription

To amend the number of items dispensed value on a prescription, the following barcodes are scanned:

1. User
   The barcode of the user amending the value. Users should only ever scan their own barcode.
2. Prescription
   The barcode of the prescription that was produced during booking in.
3. No. of items dispensed
   The appropriate number of items dispensed barcode.

It's common to record a note to explain the reason for reducing this figure.

Create a to-follow prescription

It's possible to create a to-follow prescription of a particular prescription type, of a specific number of items (reducing the number of items on the original prescription accordingly), and record notes detailing the event on both prescriptions with just four barcode scans.

To create a to-follow, the following barcodes are scanned:

1. User
   The barcode of the user creating the to-follow the value. Users should only ever scan their own barcode.
2. Prescription
   The barcode of the original prescription that was produced during booking in.
3. Create to-follow
   The appropriate to-follow barcode.
4. Number of items to-follow
   The appropriate number of items to-follow barcode.

It's common to record a note to explain the reason for creating a to-follow.

When a to-follow is created, it inherits the activity history of the original prescription. As such, the chosen to-follow prescription type must have the same scanning sequence as the original.

Performing these tasks on-screen

In addition to scanning barcodes, many of the above functions can be performed on-screen using the main PTS user interface. See the User Views & Homepages page for more.

On-screen scanner

It's possible to set up a type of user view known as an on-screen scanner. The creation of such a user view is done in much the same way as any other user view, you must simply set the type of view to on-screen scanner.

This type of user view is designed to be compact and clutter-free but also scalable to allow it to display well on mobile phones and tablets. In addition, the buttons and controls to progress and update the prescription are available directly from the list, meaning there is no need to open the separate prescription details popup like with a normal user view. This saves a considerable amount of time and is extremely useful for users and locations that do not have regular access to a barcode scanner.