Add New Prescription - Patient Visit

Users can schedule patient visits on the participant’s profile screen. The scheduled visit includes the Order Description, Visit Date, and Time. Notes can also be entered manually or by using site-built templates. Once the visits are scheduled, they will appear in the Patients visits tab, as well as on the calendar associated with the facility where the user was logged in when entering the visit, creating dispensing pathways.

When processing a Patient Visit, it is required to have the visits set up prior to creating the dispense.

Step 1: Process the Visit from Patient Profile

Navigate to the protocol, click on the Patients/Subjects tab and select the Participant’s MRN number.

Step 1a: Process the Visit from Facility Calendar

From the facility calendar, click on the patient visit, then click on Process Visit

Step 2: Select Inventory for A Dispense – Single Full Tracking Drug on Dispense

Since we are dispensing from a patient visit, the order and visit fields will be locked and can't be modified.

The dispensing facility will default to the current facility the user is in, unless that facility is not listed on the protocol. The user will need to select the facility from where the inventory to be used is currently located in. The user will have options to facilities that meet both requirements:

1. Are facilities on the study (see Local tab)
2. Are facilities where the user has a role (that has dispensing permissions)

Any drug that is Full Tracking and inventory is on hand, not expired, and either General Inventory or indicated as Participant Specific for that participant, will display the available inventory. The user will be prompted to select the link “Select Inventory To Be Used” and enter in the number of inventory units used from the grid of available inventory for this drug.

You will be prompted to enter the Dose Amount for the selected inventory. The Dose Units pulls from the drug build and if it needs to be changed, the user can do so, but most often, it will already be set accurately. The dose amount and units pull to the Dose Description, but if the dose needs to be set with a specific format, please use the Default Dose Description field on the Order Build.  

Step 2a: Select Inventory for A Dispense - Multiple Full Tracking Drugs on Dispense

The previous steps are the same to dispense using an Order Build with multiple drugs. There are three situations where this may occur to review:

1. Multiple drugs on an order but you only need to dispense one drug
   1. Enter the dose amount/units (units is from the drug build)
   2. Select the inventory
   3. Click Save
   4. Click the link “Complete Prescription with Current Selection” to complete the prescription.
2. Multiple drugs on an order but you only need to dispense some of the drugs
   1. Enter the dose amount/units (units is from the drug build)
   2. Select the inventory
   3. Click Save
   4. Repeat for each drug needed to dispense
   5. Click the link “Complete Prescription with Current Selection” to complete the prescription.
      
3. Dispense all drugs on the multiple drug build:
   1. Enter the dose amount/units (units is from the drug build)
   2. Select the inventory
   3. Click Save
   4. Repeat for each drug needed to dispense

If multiple inventories are used on the dispense, the Drug Accountability Record (DARF) will represent each drug’s dose as a combination of the Dose Amount, Dose Unit and Dose Description (i.e., 10 mg (rx: 10mg/ml))

Step 3: Prescription Details

Users will want to make all appropriate modifications to the fields on this screen as needed. Most fields are required and are pre-populated from the Order build defaults, but can be adjusted during dispensation.

Please reference this section to learn more about each of the fields.

Step 4: Saving the Prescription

When complete, click the blue Save button to save the prescription. The save process does several things concurrently:

1. Records the prescription
2. Prints the dispensing labels
3. Decrements the any full virtual inventories and writes the accountability log entries
4. Records any dispensing fees (based on the fee(s) added to the Order build
5. Records any cost avoidance savings (if indicated)
6. Records the workload (if indicated)
7. Saves documents attached to dispense (if added)

If your site utilizes E-Signature and you are a verifying user, you will need to verify with your Pin or biometric key.

If you need to dispense another order for this participant, select the order from the dropdown and continue. You can return to the protocol by selecting the protocol link at the top right of the screen.

At the bottom of the dispense screen, you have the following additional options:

• You can return to the participant’s profile by clicking the appropriate link at the bottom of the screen.
• You can return to the patient/subject list of the protocol by clicking the appropriate link at the bottom of the screen.
• You can proceed to document return/destruction by clicking the appropriate link at the bottom of the screen.