Integration with the Hospital IT System
We know that any process that requires intervention can suffer some type of error, whether intentional or not. When it comes to human lives, this error can have serious consequences, so it is not enough to simply perform the tasks, but we must have mechanisms that protect and preserve this information, reducing the number of errors.
The big challenge is to preserve the drug information, especially in the process unitarization.
The process of unitarization It is one of the critical stages of the medication's journey through a hospital, and its biggest challenge is to preserve the information that was contained in the primary packaging, transferring it to the new packaging, for which it is necessary:
- Create protective mechanisms;
- Good practice procedure;
- Use the highest level of automation possible;
- Keep employees motivated and trained.
As unitizing machines were developed with this objective and, therefore, together with its acquisition, the hospital begins to benefit from all the expertise in relation to this topic, which begins to be applied immediately at the beginning of its operation.
Regarding the information
We define by layout all the information contained in a package, which may contain: texts, images and/or bar codes, etc.
Each layout must have a name and can be used for more than one active ingredient, what we do is replace the text information in the respective field, however the physical layout always remains the same.
We usually divide this arrangement into 2 fields: Fixed and Variable.
Fixed
All the information we call fixed is that which is necessary for the Infirmary to make decisions, namely:
- Active Ingredient;
- Validity;
- Dosage;
- Barcode;
- Batch;
- Laboratory;
- CRF and name of pharmacist etc.
This information is very important and we should not be allowing employees to interfere in any way, which is why we advise working on what we consider to be total integration, that is, the data presented above being extracted directly from the hospital's ERP.
This part of the layout that we call fixed must be repeated for all layouts and must not be edited in any way.
Variables
These are the fields that will allow more detailed information about the respective medication and their main purpose is to help the Nursing department. Thinking about the primary packaging, this would be the main information contained in the leaflet, especially those that require some special action; examples (Risk of falling, administer after a meal, etc.).
The information that we consider variables in this material is linked to the layout and will be edited directly in a graphical tool that is provided together with the solution, the editing method is very elementary and can be carried out by anyone with a training of only 30 minutes.
It is convenient for hospitals to classify medicines into groups and then create all the information relevant to that group. At this point, there is no specific number. We suggest working with at least 30 different layouts.
Unlike fixed information, this part of the layout must undergo constant modifications, especially as we have a hospital quality department that identifies possible causes of problems and can act directly through this tool. Layouts must be edited only by pharmacists, using previously defined criteria.
Forms of integration
We currently have two ways of working: integrated (on line) between the hospital system and the equipment and not integrated (off line.).
Offline
Through Software Opus 5.0 exclusive access OPUSPAC which completes the feature package of System Opuspac de Patient Safety, The Hospital can easily integrate with the Hospital's ERP and the local printer, gain access to a database of up to 2.000 medications (vials and tablets), generate reports of work performed such as unit doses, date, time period, medications and operator, possibility of data entry by reading the medication barcodes, generating a unique identification number for each batch.
In addition to the medication information, the software also displays important information regarding the type of packaging that should be used: packaging size, stripe color, etc.
Hospitals should prefer to work this way and always seek the Online application, so the process becomes more reliable.
On Line
When we work this way there is no possibility of typing errors, as the information comes directly from the hospital system, the process follows these steps:
The hospital executes a routine in its management software to perform the following function: the employee searches for the medication that will be used, associates the batch and then, by confirming a button, a file is generated in CSV format (comma-separated information). This generated file is installed in a location on the workstation, which will then be read by the software. Opus 5.0
Then, through this software, it is possible to read the respective file generated previously and load all the information. If the active ingredient is already registered in the software database, it will select the respective one. layout work, otherwise it will ask questions to register the type of layout that you wish to be associated with, as well as stripe and reel size.
Once everything is correct, simply send it to the printer. This method is simple and reliable, as all the information ends up coming directly from the hospital system and there is no need for editing by the employee.
Serial Code
An important variation that can be performed with our equipment is the generation of serial barcodes. In other words, each package will have a unique and individual code. This allows for individualized traceability and we would be able to identify whether or not a given patient took that drug and even the exact time. To do this, it is necessary to install other reading equipment, as well as software tools, but installing the serial barcode is the first step.
Our software Opus 5.0 allows parameterizations on a settings screen, which aims to adapt to the special needs of each client, making it possible to meet different demands.
Opus 5.0 is the evolution of software Opus 4.0 with over 9 years of validity and linked to over 100 hospital ERPs.
Conclusions
- Always use barcode for each operation.
- If you can, use the 2D Datamatrix code, as it is more secure.
- Upload information into the system digitally rather than manually whenever possible.
- Work online by sending information from your IT system.
- Using a serial code is always much better.
Contact us and learn more about System Opuspac of Patient Safety and on the Software Opus 5.0 to the hospital Click here.
