SupplyStation System 30 Users Guide.

SUPPLYSTATION® System 30 User Guide Version 4.0

SUPPLYSTATION® System 30 User Guide Changes in equipment, software, or procedures may occur periodically; information describing these changes will be included in future editions of the manual and periodic change-page releases. October 2001 SUPPLYSTATION System 30 User Guide Part # 107581-02 SUPPLYSTATION is a registered trademark of Pyxis Corporation. The Pyxis logo is a registered trademark of Pyxis Corporation. © 2001 Pyxis Corporation 3750 Torrey View Court San Diego, CA 92130 1-800-367-9947 Fax: 1-858-480-6329 www.pyxis.com All rights reserved. Printed in the United States of America.

Because of the inherent delays involved in producing documentation, information in this document is subject to change without notice and does not represent a commitment on the part of Pyxis Corporation to provide additional services or enhancements. Unless otherwise noted, all names of companies, products, street addresses, and persons contained herein are part of a completely fictitious model or models, and are designed solely to document and illustrate the use of the SUPPLYSTATION product.

Warning: This equipment generates, uses, and can radiate radio frequency energy and if not installed and used in accordance with the instruction manual, may cause interference with radio communications. It has been tested and found to comply with the limits for a Class “A” digital device pursuant to Subpart B of Part 15 of the FCC Rules, which are designed to provide reasonable protection against such interference when equipment is operated in a commercial environment. Operation of this equipment in a residential area may cause interference, in which case the user, at their own expense, will be required to take whatever measures may be required to correct the interference. Changes or modifications not expressly approved by the party responsible for compliance could void the user’s authority to operate this equipment.

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SUPPLYSTATION System 30 User Guide

Contents Preface... xi Welcome ... xi How this Guide is Organized... xii Manual Overview... xii User Guide Conventions ... xiii Text ... xiii Icons ... xiii User Guide Terminology... xiv Chapter 1

Station Overview ... 1-1 Benefits and Features... 1-2 System Components ... 1-3 The Station ... 1-3 Main Units and Auxiliaries... 1-4 The Supply Center ... 1-5 The Network Information ... 1-5 Comprehensive Reporting... 1-6 Chapter 2

Station Basics ... 2-1 Station Basics ... 2-2

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Contents

Using the Touch-Screen... 2-2 Using the Keyboard ... 2-2 Using the Take and Return Buttons ... 2-3 Using Window and Screen Features ... 2-3 Command Buttons ... 2-3 Scroll Bars... 2-4 Lists... 2-4 Drop-down Lists ... 2-4 Check Boxes ... 2-4 Search Boxes... 2-4 Confirmation Screens ... 2-4 Logging In ... 2-5 Logging In Using ID and Password ... 2-5 Logging In Using Bar Code or Magnetic Stripe Card ... 2-6 Logging In Using BiometricID ... 2-7 BiometricID Guidelines... 2-7 Registering Your Fingerprint with BiometricID ... 2-7 Logging In Using BiometricID... 2-9 Logging Out ... 2-10 To log out... 2-10 Changing Your Password ... 2-11 Changing Your Biometric ID ... 2-12 Main Menu... 2-13 Main Menu Functions ... 2-14 Dynamic Voice Feature... 2-17 Adjusting the Dynamic Voice Feature... 2-17 Using Additional Tools... 2-18 Station Communication ... 2-19 Verifying Communication ... 2-19 Device Status... 2-20 Methods Status ... 2-22 Sessions Status ... 2-23 Protocol Status ... 2-24 Receiving Status... 2-26 Transmitting Status ... 2-27 Chapter 3

Patient Care Functions ... 3-1 Take/Return ... 3-2 Searching for Patients ... 3-3 Sorting Patients ... 3-4 Taking Items ... 3-5 Quick Take... 3-7 Taking Items with Lot/Serial Number Tracking... 3-8 Taking Items from Remote Stock... 3-10 Taking Multiple Items... 3-12

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Using the Procedure Date Feature ... 3-13 Patient Lists... 3-15 My Patient List (My List) ... 3-15 Adding Patients to My List... 3-15 Deleting Patients from My List ... 3-16 Local Patient List (Local) ... 3-17 Global Patient List (Global)... 3-17 Finding Items ... 3-18 Global Find Item ... 3-19 Returning Items... 3-21 Returning Items to Remote Stock... 3-22 Emergency Access ... 3-24 Discard... 3-26 Searching for Patients ... 3-26 Discarding Items ... 3-27 Kits... 3-29 Searching for Kits ... 3-29 Creating Kits ... 3-30 Creating Similar Kits ... 3-32 Editing Kits ... 3-33 Deleting Kits ... 3-34 Taking Items In a Kit ... 3-35 Patients ... 3-37 Searching for Patients ... 3-37 Adding Patients ... 3-38 Editing Patients ... 3-40 Reconcile ADT ... 3-41 Request Item ... 3-43 Requesting Items... 3-43 Chapter 4

Inventory Management Functions ... 4-1 Inventory ... 4-2 Searching for Items ... 4-3 Verifying Quantity ... 4-4 Editing Items in Inventory ... 4-6 Moving/Transferring Items from Inventory... 4-8 Moving Items in a Station... 4-8 Moving/Transferring Items to a Different Station... 4-9 Outdating Expired Items in Inventory ... 4-10 Load-Unload ... 4-13 Searching for Items ... 4-14 Loading Items ... 4-15 Unloading Items ... 4-17 Unloading Multiple Items... 4-18 Editing Items in Load-Unload... 4-19 Moving/Transferring Items from Load-Unload ... 4-20

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Contents

Moving Items in a Station... 4-20 Moving/Transferring Items to a Different Station... 4-21 Setting Expiration Dates for Items in Load-Unload ... 4-23 Item Alias ... 4-24 Searching for Items ... 4-24 Creating an Item Alias ... 4-25 Editing an Alias... 4-26 Deleting an Alias... 4-27 Refill... 4-28 Refilling Items... 4-29 Spot Refill ... 4-33 Task Interrupt ... 4-34 Outdating Expired Items in Refill ... 4-35 Refill By Request Order... 4-37 Chapter 5

Station Management Functions ... 5-1 My Settings... 5-2 Customizing Settings ... 5-2 Changing Passwords ... 5-7 Users ... 5-9 Searching for Users ... 5-9 Creating Users... 5-10 Editing Users... 5-16 Deleting Users... 5-20 Creating User Templates... 5-21 Creating Users From Templates ... 5-28 Editing User Templates... 5-29 Deleting User Templates... 5-30 Reports ... 5-31 Inventory Reports... 5-31 Activity Reports ... 5-31 System Reports ... 5-31 Report Descriptions... 5-32 Generating Reports ... 5-33 Station Options ... 5-38 Setting Station Options ... 5-38 Hardware Setup... 5-44 Adding Cabinets... 5-46 Configuring Cabinets ... 5-47 Adding Remote Stock ... 5-49 Editing Cabinet Information ... 5-51 Clearing the Hardware Setup Table ... 5-52 Deleting Devices ... 5-53 Printing Hardware Setup Information... 5-54

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Contents

Appendix A

Troubleshooting ... A-1 A Door Will Not Open ... A-2 Patients Not Showing Up At A Station... A-2 Station Printer Not Working ... A-3 Station Screen Is Black ... A-3 Keyboard Is Unresponsive ... A-4 Touch Screen Is Unresponsive... A-4 Supply Is Not Listed In Find Item ... A-5 Wrong Supply Removed ... A-5 ID Is Not Working ... A-5 Emergency Supply Removal... A-6 Brain Transplant... A-6 Appendix B

Caring For The Station ... B-1 Replacing Printer Paper ... B-2 Cleaning the Station Cabinets ... B-3 Avoiding Fluids on Top of the Station... B-3 Following General Safety Tips ... B-3 Following Electrical Power Precautions... B-4 Safe Computing ... B-4 Replacing the Fluorescent Bulbs... B-4 Appendix C

Specifications ... C-1 Appendix D

Glossary ... D-1 Index ...Index-1

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Contents

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SUPPLYSTATION System 30 User Guide

Preface Welcome Thank you for choosing the SUPPLYSTATION® System 30. The SUPPLYSTATION System 30 will help you streamline processes, reduce costs, and improve patient care. By managing the distribution of supplies across the continuum of care, the SUPPLYSTATION System 30 provides a myriad of productivity enhancements. Time-consuming distribution tasks are reduced or eliminated; billing errors, stock-outs, and discrepancies are reduced; charge captures increase; supplies get to the patient faster; and staff productivity is increased. The SUPPLYSTATION System 30 consists of two primary components: The Supply Center and the Stations. This document covers using the Station. The User Guide for the Supply Center is provided as a separate document. The SUPPLYSTATION System 30 User Guide does not cover service and repair procedures. Instead, it focuses on the daily use, minor maintenance, and troubleshooting of the system. For information about the SUPPLYSTATION System 30 that is not covered in this document, please call the Pyxis Worldwide Service Center at 1-800-727-6102.

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Preface

How this Guide is Organized This manual is designed to help you quickly gain experience and confidence using the SUPPLYSTATION System. The chapters and appendixes are directed to varying levels of need and interests. Refer to the following for more information:

Manual Overview This Manual contains the following:

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Chapter 1, Station Overview - Introduces the SUPPLYSTATION system, its purpose, and components.

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Chapter 2, Station Basics - Provides general information about the SUPPLYSTATION system, and explains how to use menus and screens.

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Chapter 3, Patient Care Functions - Contains information and procedures for using the main patient care functions at the Station: Removing Items, Returning Items, and Discarding Items.

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Chapter 4, Inventory Management Functions - Provides information and procedures for performing inventory management functions at the Station, including loading and unloading items, taking inventory, and refilling stock.

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Chapter 5, Station Management Functions - Explains using the Station to manage the SUPPLYSTATION System at your facility, including defining user and Station access privileges, adding items alias’s to your system and assigning them to the Stations; and how to run reports at the Station.

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Appendix A, Troubleshooting - Describes troubleshooting techniques for the Station, such as what to do if the Station is down or a if a patient is not appearing at the Station.

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Appendix B, Caring for the Station - Describes the recommended Station maintenance, including cleaning and replacing printer paper.

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Appendix C, Specifications - Describes SUPPLYSTATION system equipment dimensions and components.

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Appendix D, Glossary - Definitions of terms used in this guide as they apply to the SUPPLYSTATION system.

SUPPLYSTATION System 30 User Guide

Preface

User Guide Conventions This guide uses the following conventions.

Text •

The name of a document title, field, screen, or tab is formatted in italics.

•

The name of a button, command, option, or icon is formatted in bold.

•

The name of a key on the keyboard is formatted in SMALL CAPS.

Icons Notes are helpful hints or additional information about a step or feature. Note

Cautions are messages that advise users that failure to take or avoid a specified action could result in the loss of data. Caution

Warning

Warnings are messages that advise users that failure to take or avoid a specified action could result in physical harm to the user or the hardware. NEVER ignore a warning message.

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User Guide Terminology Familiarity with the following terms will help you to understand and use the information and procedures in this guide. Appendix A provides a glossary of additional terms.

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Station - The device that stores and dispenses supplies. Each Station has an internal computer that tracks access and item usage information and communicates with the Supply Center. Station may refer to the Main unit and any attached auxiliaries.

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Supply Center - The central repository for all information is the Supply Center (also referred to as the Central Console). This computer directs Stations in a facility. The Supply Center communicates and receives data and updates activity information to all of the Stations. The Supply Center also maintains all patient and activity information used to generate reports.

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ProCar Computer - The ProCar computer is responsible for interface communications, including the ADT, billing, and Material Management Information Systems (MMIS). The interface communications software is developed, configured, and installed by Pyxis during the Station system installation. Pyxis considers this communication hardware and software interface proprietary.

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Auxiliary Unit - A unit that can be added to a Station for additional capacity. An auxiliary unit does not have an internal computer; the Station controls access to the auxiliary unit.

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Users - Nurses or other personnel in the facility that use the Stations.

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Item - A supply that is stored, dispensed, and managed by the system. Item is used to refer to the name of the supply assigned to a bin.

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Bin - A specific location of an item. Each item is assigned to a Station and to a unique bin within the Station. Access to an item is controlled by defining the privileges associated with the door it is assigned to, as well as user-level access privileges.

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Drawer/Door - The Station has both drawers and doors. When either of these terms is used, it applies to either a drawer or door.

SUPPLYSTATION System 30 User Guide

Chapter 1 Station Overview The SUPPLYSTATION System 30 Station is an advanced point-of-use system that automates the distribution, management, and control of supplies once they leave supply management area. By entering an ID and optional password at secure Stations in the patient care area and following the simple menus, users can obtain supplies in a few seconds. At the time of access, all transaction information including the name of the patient and the description and quantity of supplies removed is automatically recorded for accounting, restocking, and billing. The Station is used to perform the following: •

Control costs and capture lost charges by creating an electronic transaction record for supplies managed by the Station.

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Increase nursing and central supply productivity by reducing or eliminating time-consuming and labor-intensive tasks in these areas.

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Improve response time by storing needed supplies in controlled Stations at the nursing unit and providing information when stock is needed.

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Optimize inventory levels using real-time usage information.

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Benefits and Features

What sets the Station apart from traditional inventory and distribution methods? The Station takes advantage of proven technology to store and track the total spectrum of supplies and floor stock important to a hospital. Depending upon your needs, the Station can manage the following: •

Patient chargeable items

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Staple removers

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Non-chargeable items

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IV solutions and kits

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Administration sets

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Other floor stock

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Hemaclips and dressings

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Sutures

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Implants

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Consignment Inventory

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Nutritionals

Benefits and Features

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New reports, including Activity, Inventory and System reports

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Ability to run reports for the last 45 days; 6 months data summary

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Hazard code - ability to flag an item at the Supply Center that will appear at the Station when an item is taken (e.g. Latex alert)

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Refill by Request - when restock report is flagged to notify Station, the associated order appears at the Station with all the items expected to be refilled. Ability to interface and send refill orders from vendors to the Station.

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Ability to create user templates

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Expiration date tracking when flagged

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Patient reconciliation - ability to reconcile a temporary patient and all the associated charges to be reconciled with a permanent patient at the Supply Center and Station

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Ability to create kits at the Station - global or specific to designated areas

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Ability to create aliases at the Station

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Ability to “find item” in all Station locations

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Remote Stock - ability to manage items that are not stored in the Station

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Dynamic Voice prompt - expedites the refill and inventory process; voice alerts user to item hazard warning

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Client/Server capability

SUPPLYSTATION System 30 User Guide

System Components

System Components There is no one-size-fits-all implementation of the Station; the installation of equipment is configured specifically for your needs and the way you do business. After working with you to evaluate various options, Pyxis implements the required components necessary to meet your specific needs.

The Station Stations are durably built to provide secure and reliable storage for supplies of all types. TouchScreen is easy and intuitive

Printer conveniently provides reports at the point-of-use

Station lights enhance visibility

Rapid access drawer makes supplies immediately available

Hideaway keyboard comfortable and convenient

Flex drawers provide increased capacity and one-touch access to small supplies

FlexBar gives one-touch access and tracking

Slide-out shelves simplify access and maximize space utilization.

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System Components

Main Units and Auxiliaries Stations come in two models, double column and single column. Each Station can contain a combination of drawers and doors with configurable shelves which are ideal for storing and dispensing a wide variety of supplies. In addition, the Rapid Access Drawer, conveniently located below the touch-screen on every Station, is perfect for storing those items requiring immediate access.

One Main Unit contains the computer that controls the Station and provides access to all secure storage cabinets on the Nursing Unit.

Double-Column Main

Single-Column Main

Double-Column Auxiliary

Single-Column Auxiliary

Auxiliaries connect to the Main Unit to provide added storage space. Solid doors and 3/4 doors are also available for access of all supplies.

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SUPPLYSTATION System 30 User Guide

System Components

The Supply Center The Supply Center is the computer that controls all Stations in your facility. Each Station reports to the Supply Center every time an item is accessed and whenever a transaction is completed. The Supply Center is also used to manage users, patients, and inventory throughout the facility. It is interfaced to the Hospital Information System (HIS) through the ProCar for updating patient census information and to the Materials Management Information System (MMIS) for the transfer of usage data.

The Network Information The ProCar is also part of the Supply Center communications hub. Since Pyxis systems use information from the hospital and materials management information systems, there must be a way to translate all the information into the format used by Pyxis systems. This translation is the job of the Pyxis ProCar computer which serves as a connection, or interface, between Pyxis systems and hospital and MMIS.

Additionally, the following Station interface options are available: 1. Admission, Discharge and Transfer (ADT) 2. Automated Billing 3. Materials Management Information System (MMIS) 4. Direct Vendor Interfaces

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System Components

Comprehensive Reporting Given the possibility of dozens of Stations spread throughout a variety of patient care areas, the need for comprehensive and accurate reporting is critical to Materials and System Managers. The Central Supply Center keeps up to forty five days of transactional data and six months of data summary, including supply removal, refilling, inventory verification, discarding, and returning items from all Stations. This data can be sorted and printed into a variety of reports and kept as a permanent record of supply usage. Reports on every aspect of the Station-including door or bin accesses, inventory, patient ADT, and status-by Station and system-wide are available from the Central Supply Center. If you want to electronically store this information for reference, safekeeping, or creating spreadsheets, you can easily archive the Supply Center’s transaction data to diskette and import the data into several popular database and spreadsheet programs.

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SUPPLYSTATION System 30 User Guide

Chapter 2 Station Basics This section describes the following information: •

Using the Touch Screen

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Using the Keyboard

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Using the Take/Return Buttons

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Using Window and Screen Features

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Login and Logout of the Station

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Using Bar Code or Magnetic Stripe Cards

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Using BiometricID

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Changing Your Password

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Changing Your BiometricID

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Using the Main Menu

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Using the Dynamic Voice Feature

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Using Additional Tools

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Viewing Communication status

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