Pharmacy orders¶
The residents’ medicines come from a pharmacy. WideCare keeps one basket per pharmacy that fills itself with what is missing, and follows each order like a parcel until it arrives.
Before you start¶
The pharmacies¶
A pharmacy is a company contact with Is a Pharmacy ticked, next to the hospital and social-service tick boxes of the contact form. Only those contacts are proposed as a resident’s pharmacist, the house’s pharmacy or the pharmacy of an order.
The resident’s pharmacist¶
On the resident’s record, the Pharmacy field (next to the physicians) names the pharmacist the resident chose. Leave it empty and the house’s pharmacy serves the resident: set it in Nursing Care → Configuration → Settings, The house’s pharmacy.
The pharmacy mandate¶
The resident, or their representative, signs that a staff member may order and receive their medicines at the pharmacy. Without a mandate in force, nobody may order for them.
At admission, the resident’s admission guide asks Have the pharmacy mandate signed while none is in force, and opens a pre-filled mandate.
On the resident’s record, the Documents tab shows a pharmacy mandate tile: signed on …, mandatary …, or what is still to be signed.
On the Medicines workstation, Mandates to Sign lists the residents without one, with Have the Mandate Signed.
The mandate form holds the resident, Signed On, Signed By (The resident or Their representative), the Signatory, the Mandatary (the staff member who orders and receives) and the Signed Copy. Its states are In force and Ended.
Only one mandate is in force per resident: a new signature replaces the previous one.
End the Mandate ends it (Ended by the signatory); the end of the stay ends it too, and a stay reopened puts it back in force.
Nurses and physicians create and change mandates; the administrative staff can record one from the admission guide.
The basket fills itself¶
The basket (an order To Order) receives a line, with Why and Said By, whenever:
a new treatment needs its first box (not a renewal, and not what the pharmacy’s sachets already bring);
a dose is not available on the round;
a medicine is missing from a pillbox;
someone clicks Missing: Tell the Pharmacy or Order From the Pharmacy on a treatment;
a box the house counts runs low, is expired or was opened too long.
From the workstation, Prepare the Orders puts the boxes to order into one basket per pharmacy at once. A box already on an open order is not proposed again.
No pharmacy chosen
A resident with no pharmacist and no house’s pharmacy cannot be ordered for: the Pharmacy tab of the workstation shows No pharmacy chosen, with the number of residents, and opens the settings.
The order, step by step¶
An order goes through four steps, shown at its top: To Order → Sent → Seen by the Pharmacy → Arrived (or Withdrawn).
1. Check the basket¶
Open the basket from the workstation (Baskets or the Pharmacy tab). Each line shows the resident, the medicine, the dose, Why (First box, Missing, Missing from a delivery, Running low, Expired, Opened too long), Said By, the number of Boxes and Mandate Signed.
A red line has no mandate: the Mandates To Sign smart button lists the residents concerned. Add a note for the pharmacist if needed (a delivery hour, a substitution refused…).
2. Send it¶
Where a secure channel to the pharmacy takes the basket without a hand, the banner says when it leaves for the pharmacy by itself: every morning from the hour set in The pharmacy’s basket leaves at, the lines without a mandate waiting apart. An e-mail never leaves by itself. To send the order yourself:
Send by E-mail — when the pharmacy has an e-mail address; the order is attached as a PDF;
Mark as Sent — the order was phoned, faxed or handed over.
Print gives the order; Medication Sheets prints the medication sheet of the residents on the order. Cancel withdraws it.
3. Follow it¶
The order is Sent; where the channel returns a read receipt, it becomes Seen by the Pharmacy once the pharmacy has opened it. The treatment says where its box is (At the Pharmacy).
4. Receive the delivery¶
At the delivery, tick Not in the Delivery on what did not come, then click Everything Arrived. What did not come goes back into the basket as Missing from a delivery. For a box the house counts, type the Units Received first: they fill the resident’s box.
In Belgium
The order leaves sealed by eHealthBox to the pharmacy, with the medication schedule, and the pharmacy’s answer is attached to it; the pharmacy can also send its stock and its invoice: see The pharmacy link.
The pharmacy’s sachets¶
When the pharmacy prepares the medicines in a sachet per moment, the sachets are received and followed per resident. See Pillboxes and the pharmacy’s sachets.