Guide to AcuDose-Rx Reports on Demand Improve Compliance, System Utilization, andReports Inventory Management The AcuDose-Rx® family of medication use system. AuthorizedConnect-Rx Version 6.8 automated medication cabinets users can access, view, and print offers the most robust reporting reports through any AcuDose-Rx capabilities available. Data is main cabinet, or through any consolidated from all AcuDose-Rx Connect-Rx system workstation. For cabinets and other McKesson a more detailed description of all automation devices on the standard AcuDose-Rx reports, please integrated Connect-Rx® system consult the AcuDose-Rx Reports platform. Manual. There are three levels of reporting to Automation Decision Support satisfy virtually any need, The Automation Decision Support including standard reports, dashboard/ solution compiles data from custom reports using the AcuDose-Rx cabinets—plus other Automation Decision Support™ McKesson Automation Solutions solution, and open access to the systems—to focus management database for custom-developed reports. attention on the most critical data. These reporting capabilities provide Customizable views—such as tables, hospital leaders with the knowledge graphs, and three-dimensional pie needed to improve compliance charts—enable managers to get a reporting, enhance inventory comprehensive overview. The management, and maximize system Automation Decision Support utilization. Solution allows users to quickly identify performance trends and Standard Reports make faster, better-informed strategic decisions. Using the intuitive and highly popular Crystal Reports format, the Open Database Access more than 70 standard AcuDose-Rx reports outlined in this guide help Users can develop their own custom monitor, track, analyze, and hold reports by extracting data from the staff accountable in the database. This avoids the need to performance of a hospital’s request and pay for custom reports.
2Compliance ReportingReports to help you comply with HIPAA, Joint Commission, and other regulatory standards.Controlled Substance Dispense Hospital Wide SummaryAnalyze dispenses, returns, and waste for narcotics over This report benefits users by showing the total doses of aa requested period of time with the Controlled Substance medication. For example, if a medication is on recall or if thereDispense Report. is a shortage of medication, this report quickly can pinpoint potential problem areas. The Hospital Wide Summary ReportKey Data: Facility, unit, station, medication, DEA class, patient also verifies that all medications have brand names assignedname and ID, begin quantity, end quantity, order number, to them, and that aliases (billing codes) or NDC numbers arephysician ID, user, event date/time, order dose, witness, order correctly assigned to each medication.comment, instructions, and waste. Key Data: Facility, unit with events, station, medication, medication class, alternate ID, preferred alias (the mnemonicDiscrepancy Reporting or charge code assigned to the patient), preferred bar codeThere are three core inventory discrepancy reports: (NDC number assigned), and preferred wholesaler (assignedDiscrepancy by Station, Discrepancy Pocket Activity, and Open drug distributor-ROBOT-Rx sites only).Discrepancy. Each of these reports compares AcuDose-Rxcabinet and pocket activity against system-expected inventory.Should a discrepancy occur—for example, a user mistakenly Medication Alertsdispensed two doses instead of one; or, an error was made While most medications have a large margin of safety, a smallduring restocking—these reports can help reveal where, number of drugs have a high risk of causing great injury whenwhen, and how the mistake occurred, and enable appropriate misused. These are called “high alert medications” to warndocumentation to correct it. users of the dire consequences when these drugs are used in error. For this reason, alerts can be linked to individualKey Data: Facility, unit, station, user name, DEA class, medications or medication groups and displayed on themedication, patient, discrepancy, date/time, witness name, AcuDose-Rx cabinet dispense screens. Use this report to viewpocket location, beginning, transaction and end quantities; medication alerts and the medications they are assigned to,discrepancy amount, and resolution. including severity level. Key Data: Generic medication name, alert, andExpiration Audit AcuDose-Rx severity level.This report tracks medications in a cabinet that are expired orsoon-to-be-expired. Expiration date entry during restockingassists in keeping medications current. As the caregiver selectsa medication for dispensing, the software will alert the user ifthe medication is out of date. The Expiration Audit Report alsoassists technicians as part of the normal medication expiration Additional reports to improve Compliance Reportingauditing process. include:Key Data: Facility, unit, station, medication pocket location, • Cabinet Anomaly Surveillancemedication description, and expiration date and time for that • Checking Exceptionpocket. • Formulary List • Emergency Dispense • Manually Admitted Patient ProfilePatient Dispense Profile • Medication Expired/Recalled by NarcStationThe Patient Dispense Profile report provides additional • Medications Requiring Countdocumentation to compare with, or attach to, the MAR. The • Medication Detailsreport displays dispense information for patients in a unit • Non-Formulary Listduring a given time period, and can be grouped by dispenses • Ordering Physician Tracking(including substitute doses), returns, and wastes. • Unreconciled OrdersKey Data: Facility, unit, patient, medication description, aliasdrug ID, user name, dispenses, returns, wastes, and date/time.
3 Override Dispense When a cabinet is set to profile dispense, medications are pulled based on the orders entered into the system. If a medication needs to be dispensed based on a new order, or before the order has been entered into the pharmacy system, the user must use the override function. These overrides can be documented and audited as appropriate to organizational policies and procedure. The Override Dispense Report displays overrides that occurred on a cabinet, and provides a list of each user who used the override function when dispensing medications. Key Data: Medication, user name, patient, transaction date, and quantity of medication indicated, user, and override dispenses sorted by station. Patient Dispense Profile The Patient Dispense Profile report is important when it is necessary to have additional documentation to compare with, or attach to, the MAR. The report displays dispense information for patients in a unit during a given time period. Key Data: Facility, unit, patient, medication description, alias drug ID, user name, dispenses, returns, wastes, and date/time. Station EventsNarcotic Surveillance Whether tracking usage of a medication, the usage of aThis report reveals standard deviations from normal narcotic cabinet to compare load factors, or the activity of a user toactivities. Quickly scanning this report at the beginning and reveal dispensing, returning or wasting of medications—eitherend of each shift will enable you to spot check any abnormal narcotic or non-narcotic—there is a report to provide thenarcotics activity. A more in-depth study will reveal potential required detail. Use this report also to track additions anduser access issues. Set parameters for specific DEA classes, modifications of Temp Users and their privileges, includingreport date range, and minimum number of transactions. FastEntry™ biometric enrollments. There are four differentThe Narcotics Surveillance Report tracks doses per day and station reports: Station Events by Medication; Station Eventstransactions per day. by Patient; Station Events by Station; and Station Events by User. Each of these reports enables a review of all cabinetKey Data: Medication name, medication description, number activity associated with a medication, patient, station, andof transactions, user who created the event, and total number user.of events. Key Data: Facility, unit, station, medication, DEA class, alternate ID, location, begin quantity, end quantity, date, time,Medication Classes patient, and physician.Many different custom medication classes can be created (Continued on page 4)to help achieve organizational medication safety goals.For example, respiratory medications now can bedispensed from cabinets using the Patient Order Profilefeature. Through security features, respiratory therapistsare restricted from accessing any medications exceptthose for respiratory use. The Medication Classes Reportenables uses to view custom medication classes, includingthe drug categories and doses assigned to the class. Or,view users and user groups who can access themedications in that class.Key Data: Medication class, medication category, DEA class,assigned users, and groups.
4Compliance Reporting(Continued from page 3)Irregular Activity By StationThis report is invaluable in early detection of drug diversionsand of potential staff training issues. The report detects allirregular user activity on a cabinet; for instance, unauthorizedopens, incorrect pocket access, communication failures,password failures, and excessive “cancel event” episodes.Critical user, location, and date and time stamps help trackthe unusual activity.Key Data: Facility, station, event, time and medication andpocket location.AcuDose-Rx Dispensed Over/UnderDoses MedicationsThis report provides support for substitute dosing, andhas sections for “Missing Dose Conversions,” “Over DoseTransactions,” and “Under Dose Transactions.”Key Data: Facility, user, medication, DEA class, event date/time, location, patient, ordered dose, dispensed dose, returneddose, wasted amount, and, where applicable, the amount thatneeds to be wasted.
5System UtilizationReports to help you get the most out of your system assets—both people and technology.Activity by CabinetExamine a summary of events performed at a station.Key Data: Facility, unit, station, transaction type, dose count,and transaction count.AcuDose-Rx Temporary User DetailsGet a list of temporary users, both active and inactive, so youcan track them. Temporary users are defined as users thathave a currently configured expiration date.Key Data: Facility, temporary users, total inactive temporaryusers; and users that added or edited temporary useridentifying data; users who granted or removed temporaryuser unit access; and users who added or removed securityprivileges. Pharmacy Operations Overview andCabinet Information Performance Detail ReportsGet a total view of each cabinet with these four detailed The Pharmacy Operations Overview and the Performancereports: Detail are two different reports. Use them to review and compare pharmacy accuracy rates for filling and checking• Medications assigned to a specific AcuDose-Rx cabinet with orders. Plus, they are useful in comparing totals for orders medication detail options. filled, checked, verified, and the associated accuracy rates for• Overridden medications assigned to a specific AcuDose-Rx a specified time period. cabinet with medication details.• After-hours overridden medications assigned to a specific Key Data: Workstation totals for orders filled, checked and AcuDose-Rx cabinet with medication details. verified; user ID; totals for orders filled, checked and verified;• Remote stock medications assigned to a specific AcuDose- accuracy rates; total time to pick, check, and verify; and the Rx cabinet with medication details. average time to pick, check and verify.Invalid Bed List AcuDose-Rx User ListTroubleshoot invalid bed assignments, for which the bed or FastEntry biometrics introduces new opportunities to verifyfacility assignments do not match an entry in the bed table. and monitor user activities. Optional report fields include:This report can be helpful during startup or when new nursing individual user privileges, user groups, user units, user groupunits or delivery units are added. units, and an Appendix to list all available group units and group privileges.Key Data: Facility, patient, patient ID, bed ID. Key Data: Facility, user, user initials, expiration date, and(Connect-Rx allows patients to be admitted or transferred into fingerprint enrollment data.an invalid bed location because that information is comingover the interface, and the hospital information systemconsiders the admission or transfer to be valid. For example, Additional reports to maximize System Utilization include:some hospitals may have “holding” or “phantom” bedsfor which they would never order medications but need a • Changed Checking Configurationtemporary location for the admitted patient, and the patient is • Check Option Configuration Settingslater transferred to a valid bed.) • Connect-Rx User List • Labels (for AcuDose-Rx cabinet pockets) • Medications Without an Alias • Patient Census • Valid Bed List
6Inventory ManagementReports to help you improve charge capture and medication inventory management.Billing ReportsThere are three billing reports: Debits, Returns & Credits, andReturns Only. Show the patient identification number to viewthe medications used and returned on specified dates. Viewcredits for medications returned and credited to a patient’saccount. Returned drugs are credited to the patient’s accountin the hospital information system via an interface transaction.(Connect-Rx software collects returned medication informationthrough the Return option in the Patients/Orders tab.)Key Data: Facility, location, patient ID, patient name, ordernumber, medication description, quantity dispensed, quantityreturned/credited, quantity credited, and quantity net/total.Closed Loop RestockingPharmacy can track the status of doses allocated for restockinto specific AcuDose-Rx cabinets. The system allows formedication doses intended for restock but not placed intocabinet pockets to be identified and returned to pharmacy. Amedication dose broken or unusable can be defined as wastedin the system. These practices ensure that all medicationsare accounted for across all intended destinations. Usethe Closed Loop Restocking Report to reveal unaccountedfor medications, and to view the documented discrepancyreasons.Key Data: Medication, station, number requested, numberfilled, filled by, number restocked, restocked by, numberreturned, and waste. Optimization by Station View system recommendations to change par/max levels and the number of pockets assigned to a medication in order to maintain correct inventory levels based on actual usage. Key Data: Facility, station, medication description, location, pocket type, inventory, restock trigger, DEA code, maximum quantity, par, average use, and a recommendation for modifications to bring the pocket in line with the default parameters: three times the average daily use for pocket maximum, and a minimum of one over the average daily use for par. Inventory Verification The Inventory Verification Report confirms that inventory was conducted and by what user on a particular cabinet. This report also lists discrepancies associated with the inventory count, and whether discrepancies are resolved. Key Data: Facility, station, user, medication, DEA class, location, begin quantity, end quantity, and event date/time.
7Last Pocket Access Station InventoryView when the last time a pocket was accessed, regardless of Use these checklists to inventory each cabinet and pocketwhether a medication was assigned. location. Highlights medication that have an average daily use less than or equal to 2.Key Data: Facility, unit, station, medication name, location,pocket type, and late date/time of access. Key Data: Facility, station, location, pocket type, medication description, DEA class, par, maximum, expected quantity, alternate ID, a space to enter actual quantity, a line to putOrdered Medications Not Stocked a user signature and date when the inventory is done, andTroubleshoot patient orders versus cabinet stock to ensure witness (if required).that AcuDose-Rx is being used as efficiently as possible.Medications appear on this list when medications not stockedin the specific AcuDose-Rx cabinet are added to patientprofiles.Key Data: Facility, unit, station, patient order description,patient name, patient ID, room and bed, order number,frequency, start date, and end date.Return Bin ActivitiesReceive a verification list of medication and their expectedquantities verified to have been returned to the Return Binsince it was last emptied. Also verify that all medicationsthat have been credited to patients are available for restock.Displays the expected contents of the return bin as well as thedate and time that the bin was last emptied, and verified by(user who witnessed).Key Data: Facility, station, date/time bin was emptied, verifiedby.Returns and WastesIdentify returns and wastes associated with an AcuDose-Rxcabinet.Key Data: Facility, unit, station, medication name, DEA class,location, beginning quantity, end quantity, date and time,total (returned or wasted), user, patient, patient ID, physician,waste methods, waste reason, and witness (if required). Scanned Medication Statistics This reports aids supervisors in implementing and tracking the use of the new “Scan on Restock” and “Scan on Dispense’ capabilities in AcuDose-Rx. Compare summaries of actual Additional reports to optimize Inventory scans versus required scans. Management include: Key Data: Facility, user, DEA class, patient, event date/time, • Cabinet Fill Exception and scan details. • Loading and Unloading • Orders by Unit • Out-of-Stock Pockets • Refill Activities • Refill Delivery • Refill Pick • Start-up Station Restocking (Dynamic) • Unassigned Pockets (by Station)