42.0 Software Customer Release Notes€¦ · assistance in obtaining the tag information from your...

Parata Systems, LLC

2600 Meridian Parkway

Durham, NC 27713

www.parata.com

Document number: 120-0446 Rev 02

Effective date: 4/24/2014

Proprietary and Confidential

4.2.0 Software

Customer Release Notes

Summarizes the features and changes introduced to the Parata Max application software since the release of software version 3.4.2. These features/changes have been incorporated into software version 4.2.0.

Copyright

© 2010-2014 Parata Systems. LLC. All rights reserved.

Parata Max 4.2.0 Customer Release Notes

ii Proprietary and Confidential 120-0446 Rev 02

No part of this documentation or the associated product may be reproduced, processed, duplicated or published in

any form by photocopying, microfilming, reprinting or other process, in particular electronic means, without the

written agreement of Parata Systems, LLC.

Trademarks

AccuCount, AccuMed, APM, Automated Will Call, AutoScript III, Baker Cassette, Baker Cell, Baker Universal, Baker

Universal 2010, FlexCheck, onePac, Parata, Parata and design, Parata Consulting, Parata Front Runners Club, Parata

Express, Parata Express+, Parata PASS 500, Parata PASS 208, Parata PASS Pack, Parata Check PASS, Parata First

PASS, Parata PASS Safe Loader, Parata PASS Ware, Parata Max, Max, Max+, Mini, Circle of Pharmacy Care, Circle of

Pharmacy Care Fill Serve Adhere and design, Next-Generation Pharmacist, Next Generation Pharmacist logo, Peak

Pharmacy Performance, P3 Peak Pharmacy Performance and design, Parata Performance Services, and Parata Puts

You Out In Front are trademarks or registered trademarks of Parata Systems LLC in the United States and/or other

countries. AccuSign, AccuScript, AutoLink, Drug Image Library, Drug Image Library and design, and Pharmacy 2000

are trademarks or registered trademarks of McKesson Automation Systems Inc. PACMED and PACVISION are

trademarks of McKesson Automation Inc. in the US. PACMED and PACVISION are trademarks or registered

trademarks of McKesson Automation Canada Corporation in Canada.

Pharmacy 2000 is a trademark of McKesson Automation Systems Inc. PACMED and PACVISION are trademarks of

McKesson Automation Inc. in the US. PACMED and PACVISION are trademarks or registered trademarks of McKesson

Automation Canada Corporation in Canada.

GREENGUARD and GREENGUARD GOLD Certifications are operated by UL Environment, a business unit of UL

(Underwriters Laboratories).

Axeda and ServiceLink are trademarks or registered trademarks of Axeda Corporation.

Microsoft and Windows are registered trademarks or trademarks of Microsoft Corporation in the United States and/or

other countries.

Other brands and their products are trademarks or registered trademarks of their respective holders and should be

noted as such.

Patents

Refer to http://parata.com/trademarks on the Parata website for patents owned by Parata Systems, LLC.

United States Government Rights

Use, duplication or disclosure by the U.S. government is subject to the restrictions set forth in the Parata Systems,

LLC Agreement and as provided in DFARS 227.7202-1(a), 227.7202-3(a) and 227.7202-4 (1998 ed., revised June

21, 2005), DFARS 252.227-7013(b)(3) and (c) (NOV 1995, revised January 23, 2006), FAR 12.212(a) (1995), FAR

52.227-19, or FAR 52.227-14 (ALT III), as applicable. Unpublished rights are reserved under the copyright laws of

the United States.

Disclaimer

The information contained herein is considered accurate at the time of publication. Parata Systems LLC reserves the

right to make changes to the documentation or associated product at any time without notice.

http://parata.com/trademarks


120-0446 Rev 02 Proprietary and Confidential iii

Contents

Overview ..........................................................................................................................................1

Software v. 3.4.3: New features and changes .............................................................................2 What’s new ...................................................................................................................................... 2

Cell Routing ............................................................................................................................ 2 Last Emptied .......................................................................................................................... 2 Controlled Substance ............................................................................................................ 3 Updated calendars ................................................................................................................ 3 Updated About box ................................................................................................................ 4 New report: Audit Operator.................................................................................................... 4 New report: Cell Last Emptied ............................................................................................... 6 New report: Drug Code Mappings ......................................................................................... 6 New report: Locking Cell Activity ........................................................................................... 7 New report: Vial Utilization .................................................................................................... 7

What’s changed ............................................................................................................................... 8 Auditing................................................................................................................................... 8 Designated super cell locations ............................................................................................ 8 Cell label fields ....................................................................................................................... 9 Enhanced report: Manual Fill Log ....................................................................................... 10 Enhanced report: Dispense Info ......................................................................................... 10 Enhanced report: Audit Cell................................................................................................. 10 Enhanced report: Operator Actions .................................................................................... 10 Enhanced report: Lot Usage ................................................................................................ 10

Software v. 3.5: New features and changes ............................................................................. 11 What’s new .................................................................................................................................... 11

Generic drug name .............................................................................................................. 11 Custom drug name .............................................................................................................. 12

What’s changed ............................................................................................................................. 14 Return to Stock security enhancement .............................................................................. 14 Parameters “Other” tab ....................................................................................................... 14 Report export format ........................................................................................................... 15 Enhanced report: Manual Fill Log ....................................................................................... 15

Software v. 3.6: New features and changes ............................................................................. 16 What’s new .................................................................................................................................... 16

Complete On Ready ............................................................................................................. 16 Order Sorting ........................................................................................................................ 17 Random dispensing ............................................................................................................. 17 Stock Bottle Mapping .......................................................................................................... 18 New error message: AIM or Host Interface connection ..................................................... 26 New error message: Vial caught on the drop-off shelf ...................................................... 27

What’s changed ............................................................................................................................. 28 Print cell label prompt ......................................................................................................... 28 Return-to-Stock - no quantity required ............................................................................... 28 Drug Finder keyboard .......................................................................................................... 29 Using the Drug Finder keyboard ......................................................................................... 29 Drug Code Mapping ............................................................................................................. 30 Find Mapped Drugs ............................................................................................................. 31 Replenish Approval for return-to-stock replenishments .................................................... 31


iv Proprietary and Confidential 120-0446 Rev 02

Patient name encryption in Breakaway and Reporting databases ................................... 31 30-Dram Capacity ................................................................................................................ 32 Enhanced report: Audit Replenish ...................................................................................... 32 Enhanced report: Drug Rx History ....................................................................................... 32

Software v. 3.7.7: New features and changes .......................................................................... 33 What’s new .................................................................................................................................... 33

Print UPC bar codes on cell labels ...................................................................................... 33 Custom drop-off shelf labels in the GUI .............................................................................. 33

What’s changed ............................................................................................................................. 34 Revised cell nozzle adjustment instructions ...................................................................... 34 Print the Backslash (\) character in the SIG label field ..................................................... 34 Replenish Approval for return-to-stock replenishments .................................................... 34 Multiple cells containing the same drug ............................................................................ 34 Cell Value .............................................................................................................................. 34 Multi-vial label numbering and pill disbursement.............................................................. 34 Return to Stock error ........................................................................................................... 35 Maximum Capacity printed on the cell label ...................................................................... 35 Cell label operator name is from the previous replenish .................................................. 35 Report enhancement: Inventory by Cell ............................................................................. 35 Report enhancement: Prescription Detail .......................................................................... 35 Report enhancement: Drug History .................................................................................... 35 Report enhancement: Locking Cell Activity ........................................................................ 35 Report enhancement: Scripts by Drug Code ...................................................................... 35


More efficient multi-cell drug utilization ............................................................................. 36 Replenish Approval button shows how many replenished cells are pending Pharmacist

approval ................................................................................................................................ 40 Cell “Ready to Fill” option added to the “Other” tab on the Parameters screen ............. 41 Replenish Cell Wizard remains displayed when process times-out .................................. 42 Drug Mapping displays full alphanumeric keyboard ......................................................... 43 Improved exception handling to detect incomplete multi-vial labels ............................... 43 Label bar code format EAN13 supported ........................................................................... 43 SQL DB encryption strengthened to AES (Advanced Encryption Standard) 256 ............. 44 Return to Stock Wizard checks a cell’s maximum capacity value .................................... 44 Only Level 4 technicians (or higher) can access a controlled drug in a locking cell ........ 44 Manual fill operator can select cell when Cell Routing option is enabled ........................ 45 Cap drops only after vial label has been applied ............................................................... 45

What’s changed ............................................................................................................................. 46 Delete Cell button relocated to Cell Inventory action bar .................................................. 46 Alert message no longer displayed when unit runs out of labels ..................................... 47


New button communicates Host-Max-AIM connectivity status ......................................... 48 Cell replenishment tasks displayed in Maintenance Tasks window ................................. 53

What’s changed ............................................................................................................................. 53 Return-to-Stock Wizard’s “Return Quantity” step can be secured .................................... 53 “Max Qty” column added to Inventory By Cell report ......................................................... 57



120-0446 Rev 02 Proprietary and Confidential v

Enforce Replenishment/RTS Package Size configuration option ..................................... 60 Enforce Replenishment/RTS Package Size replenishment workflow .............................. 61

What’s changed ............................................................................................................................. 67 Automatic “stock outs” replenishment function removed from Replenishment

Management System (RMS) ............................................................................................... 67 “Enforce Package Size” option renamed “Enforce Fill Package Size” ............................. 67


Cell replenishment tasks displayed in Maintenance Tasks window ................................. 68 “Days’ Supply” step added to Manual Fill Wizard .............................................................. 75


Max application software runs on Microsoft Windows® 7 ................................................ 77 Trend Micro antivirus software ........................................................................................... 77


120-0446 Rev 02 Proprietary and Confidential 1

Overview

This document provides an overview of the features, changes, and enhancements

introduced by the Max application software versions released between v 3.4.2 and

v4.2.0 (GA RETAIL). These new features and changes, which in this document are

grouped according to the software release in which they were introduced, are now

part of software release 4.2.0.

Refer to Parata Max Operator Guide (120-0413) for more detailed information.


2 Proprietary and Confidential 120-0446 Rev 02

Software v. 3.4.3: New features and changes

What’s new

Cell Routing

This feature enables you to configure the Max to maintain the same drug in

multiple cells and specify which cell is to dispense orders for specific clients, such

as those participating in the 340B program. There is no limit to the number of

cells that you can designate for Cell Routing.

NOTE: This feature replaces the 340B feature in previous software versions.

If you are currently using 340B routing, after the update you will need to use

the Cell Routing feature to assign a unique text identifier “tag” to each cell

dispensing 340B orders. Before you run the update, contact Parata Customer

Care to obtain the routing tags that are currently in your Max. We recommend

making a list of the cells that are dispensing 340B orders to ensure that you assign

a tag to each one.

If you are not currently using 340B routing and you would like to use this

feature, contact Parata Customer Care for assistance. We will need your

assistance in obtaining the tag information from your Pharmacy Management

System.


Last Emptied

This feature enables you to record the date when a cell is emptied and enter a zero

inventory quantity for that cell without using the Replenishment Wizard. The date

will be tracked and is accessible in the Cell Last Emptied report. If your Max is

configured to a security function level that requires an operator to sign in to

perform this function, the operator’s name will be included in the report.




Controlled Substance

This feature enables you to designate specific cells to contain controlled

substances. If you have the appropriate auditing security level activated, only a

Technician 4 or Pharmacist level operator will have access to the cell. Actions

performed on the cell will be listed in the Operator Actions report along with the

name of the operator(s) who performed them.


Updated calendars

New, easier-to-use calendars have been added throughout the application.

1. Touch the left or right arrow beside

the month name to scroll to

past/future months and years.

2. Touch the date on the calendar to

select it.



Updated About box

The About box on the General tab displays version information about your Max

software. The information in this box has been expanded to provide additional

information about the Max system. Touch the DETAILS button to open the second

“page” of information; touch the BACK button to return to the main page.

New report: Audit Operator

This report displays a comprehensive list of all actions performed by a specified

operator during a specified interval. These actions include cell replenishments,

return to stocks, manual fills, cells added, new drugs added, cells deleted and

modified cell/drug values. Below is a sample report:



New report: Cell Last Emptied

This report contains the following information about each drug in the machine:

the drug name, the drug code (NDC/DIN), the most recent date the cell was

reported as empty and the number days that have passed since that date. If the

appropriate auditing security level is activated, the report will also include the

name of the operator who reported the cell empty. Below is a sample report:

New report: Drug Code Mappings

The Drug Code Mappings feature is used to direct the Max to dispense a

replacement drug for a drug requested by the Pharmacy Management System that

is not in the unit. This report lists all drugs that have drug code mappings. The

report can be filtered by either drug code or cell (scan the cell) and receive only

the mappings for that particular drug. This report is only available on the

Inventory side of the unit. Below is a sample report:



New report: Locking Cell Activity

Lists all replenishments, return-to-stocks and inventory edits completed on

locking cells during the specified date range. Below is a sample report:

New report: Vial Utilization

This report indicates the number of vials dispensed by the unit during a specified

time range. It provides a count for each vial size and the percentage of total vials

for each. The count only includes vials that have been “picked up.” Below is a

sample report:



What’s changed

Auditing

Beginning with revision 3.4.3, Auditing is a permanent function in the Max

applications. There are now five levels of operator access to allow you to assign

specific rights to operators. You can also choose from five levels of security

functions to tailor Auditing to specific functions on the Max.

If you are currently using the Auditing feature and have operator accounts set

up in your system, these accounts will be retained during the upgrade. However,

the tasks they have access to will change. A Pharmacist level operator will continue

to be referred to as “Pharmacist” and a Technician level operator will become a

“Technician 2” level operator in the new software version. You will need to review

the tasks each operator level has access to and determine what changes, if any, you

need to make. See the Operator levels section below.

If you are not currently using the Auditing feature, you can continue with

your current process without setting up operator accounts. Your operators will

continue to have access to the same tasks as before.

If you want to begin using the Auditing feature, contact Parata Customer Care

for assistance.

For detailed information on all aspects of the Auditing feature, consult the Parata

Max Operator Guide, 120-0413.

Designated super cell locations

Super cells can be placed anywhere in the Max, however there are 39 locations

designed specifically for super cells: 6A through 6Z and 8A through 8M. When a

super cell is placed in a location normally occupied by two standard cells, the

super cell utilizes the connection for the lower standard cell. The upper

connection, where the upper standard cell was located, is not used. In each of the

39 designated super cell locations, there is only one connection to the Max.

For the most efficient use of cell locations, we recommend placing super cells in

the designated locations first before replacing standard cells in another location.

We also recommend filling standard cell locations before placing a standard cell in

a super cell location. Anywhere else in the Max, you can place two standard cells in

the space occupied by a super cell. In a designated super cell location, you can only

place one standard cell in the lower half of the space.



When a standard cell is placed in a designated super cell location, there will be a gap between the top of the cell and the next row of cells. When using this configuration, the following warning, specified in the Max Operator’s Guide, applies:

WARNING: The robotic arm can cause serious injury! Do not stick your hand into the “envelope” of the Max unit— for example, through a drop-off shelf or empty cell location to retrieve a dropped vial—without first pressing an E-Stop.

Cell label fields

When you replenish a cell and change the lot number or expiration date, you are

prompted to print a new label for the cell. Two new fields are available to add to

and one field has been deleted from this label. Contact Parata Customer Care if

you would like to add these fields to your labels.

Deleted: The RPH field is replaced by the two new fields.

Added: If you are auditing cell replenishment, you may want to include the two

new fields on your labels: Cell Replenisher and Cell Replenish Approver. Each

field is added individually.

Cell Replenisher is the name of the operator who last replenished the cell.

Cell Replenish Approver is the name of the operator who last approved the

cell replenishment. If the Replenish Approval function is activated, this field

will contain the name of the operator who approved the replenishment. If

you add this field but do not have the Replenish Approval function activated,

the field will contain the name of the operator who replenished the cell.

Cell Replenisher Cell Replenish Approver

Sample labels

Cell Replenisher only



Enhanced report: Manual Fill Log

An operator column has been added to this report to track the operator who

conducted the fill. The operator data will only be provided if the appropriate

auditing security level is activated.

Enhanced report: Dispense Info

Scripts now can be filtered by drug code.

Enhanced report: Audit Cell

This report contains a list of all actions performed on a cell during a specified date

range. If the cell has been used for a different drug in the past, this data is not

available through this report. The report will only contain data if Auditing is

currently activated or was activated in the past.

Enhanced report: Operator Actions

This report provides a list of all audited actions during a specified time frame. The

report can be filtered by action name or the name of the operator who performed

the task.

Enhanced report: Lot Usage

You can now specify the NDC format when filtering data for this report. When you

key in a drug code from a stock bottle (10 digits) and touch ENTER on the

keyboard, the NDC format box will pop up and prompt you to select a format.



Software v. 3.5: New features and changes

What’s new

Generic drug name

Generic drug names are now included in the drug database. During installation the

Max will be configured to use the generic name or the brand name on the screens,

in reports and on the vial label.



Custom drug name

To make it easier to locate drugs, a new field has been added to the Drug

Parameters tab to enable users to enter a custom name, for example: “Generic

Tylenol” for “Acetaminophen.” Custom names will be displayed on screens (such

as the Cell Inventory list) and in reports and printed on the vial label.

Assign a Custom Name to a drug

1. On the Inventory side, scan the

cell to display the Drug

Parameters tab.

2. In the Drug Parameters tab, touch

Edit next to Custom Name.



3. Using the keyboard, enter a name

for the drug.

4. Touch the SAVE button.

5. Touch the HOME button to exit the

window.

End of procedure



What’s changed

Return to Stock security enhancement

In the return-to-stock process, the cell LED will only flash to identify the cell if the

vial was filled from that cell and the drug in the vial matches the drug in the cell.

This feature is helps ensure that pills are returned only to the cells that they are

dispensed from.

Parameters “Other” tab

With the addition of the Generic and Custom Name fields on the Drug Parameters

tab, the Front Imprint and a Back Imprint fields have been moved to the Other

tab.



Report export format

Users can now select an export format for reports: Excel or PDF. This was done to

enable users to export a report in Excel format in order to modify the report

format – such as converting it from portrait to landscape.

Enhanced report: Manual Fill Log

The patient name has been removed from this report.



Software v. 3.6: New features and changes

What’s new

Complete On Ready

With the Complete On Ready feature, the Max can be configured to classify all

successful fills as complete, eliminating the need to scan them out.

Enable Complete On Ready

1. On the Prescription side, touch theSYSTEM FUNCTIONS button.

2. Select the Configuration tab.

The check marks and Xs are

toggle buttons.

A GREEN check mark indicates the

option is enabled. When you

touch this button, the option is

disabled.

A RED “X” indicates the option is

disabled. When you touch this

button, the option is enabled.

3. Touch the RED “X” next to Complete

On Ready to enable the function.

Disabled

Enabled

4. Touch the HOME button to exit the

window.

End of procedure



Order Sorting

Orders can be sorted by any field on the vial label. For example, pharmacies that

provide drugs to facilities can now customize the Max to sort prescriptions by

facility names by creating a facility name field on the vial label and setting up the

Max to route the orders to the appropriate shelves. Contact Parata Customer

Support for assistance in setting up this feature.

Sample shelf configuration

Random dispensing

When multiple cells contain the same drug, the Max randomly selects a cell for

each order instead of emptying one cell before moving to the next. This extends

the amount of time between cell replenishments.



Stock Bottle Mapping

This feature is available only at installations that use the DIN numbering system.

The purpose is to enable a user to map to a stock bottle UPC code to a DIN

number.

The feature is located on the General tab on the Inventory side of the Max and can be accessed by a level 2 Technician or higher. The Stock Bottle Mapping Wizard walks you through the process. Once activated, UPC codes entered are included on several reports, including Inventory by Cell.

Map a stock bottle UPC code

1. On the Inventory side, touch

the SYSTEM FUNCTIONS button.

2. Touch LAUNCH next to Stock

Bottle Mappings.



3. Touch the ADD DRUG button to

initiate the Stock Bottle

Mappings Wizard.

4. Enter the bar code in Step 1.

Scan the bar code on the

stock bottle.

OR

Touch the 123 button

to open a keypad and enter

the code manually.

5. Touch the NEXT button.



6. Enter the Drug in Step 2.

a. In the Drug panel at the

bottom of the page, locate the

drug you want to associate

with the stock bottle.

NOTE: Use the Filter function

or the Next/Previous

arrows to locate the

drug.

b. Touch the drug to select it.

Filter



7. Touch the COMPLETE button.

8. Touch the Home button to exit.

End of procedure



Edit a Stock Bottle Mapping




Bottle Mappings.

3. Touch the UPC mapping you

want to edit.

4. Touch the EDIT button

to initiate the Stock Bottle

Mappings Wizard.



5. Change the bar code in Step

1.

6. Touch the NEXT button.

7. Change the Drug in Step 2.



8. Touch the COMPLETE button.


End of procedure



Delete a Stock Bottle Mapping




Bottle Mappings.

3. Touch the UPC mapping you

want to delete.

4. Touch the DELETE button .


End of procedure



New error message: AIM or Host Interface connection

NOTE: These error messages (below) have been superseded in Max

application software version 3.9.2 by the new “Host Connectivity Status”

button, which communicates to the operator information about the current

system connection status. (See the section “New button communicates

Host-Max-AIM connectivity status” on page 48.)

AIM and Host Interface provide connectivity to the pharmacy host system. Your

Max utilizes one or the other, not both. The Parata applications monitor the link

to AIM / Host Interface and display an information message when AIM/ HI

connects or a warning alert when AIM / HI is not responding.

Although the message only refers to AIM, it also applies to Host Interface.

Short message

(displayed in the Message Queue list)

Aim Connected

Long message

(displayed in the message box)

A connection to AIM has been established.

Short message


Aim Not Connected

Long message


Aim is not connected. Last known

connection time: {0}



New error message: Vial caught on the drop-off shelf

An error can be caused when a vial gets caught on the back of the drop-off shelf. A

new error message alerts you to this issue and provides instructions for locating

and removing the vial.

Short message


The robot had an error while dropping off

an Rx order.

Long message


The robot had an error while dropping off

an Rx order. Touch the Help button

(question mark) for step-by-step

instructions to resolve the error.

1. Look for the Rx order on the

designated shelf. If the Rx order is not

in the correct location, determine if it

is caught at the very back of the shelf.

2. After you retrieve the Rx order, delete

it from the Incomplete Queue.

3. If the Rx order is not on the shelf,

rerun it.

4. Before continuing processing, ensure

that the drop-off shelf is fully seated

and the sensor is clean.

5. If you need immediate assistance or

the problem persists, call Parata

Customer Care at 1-888-727-2821.



What’s changed

Print cell label prompt

The print cell label prompt, displayed during the replenishment process, is now

configurable. By default, the prompt will display during the replenishment process

when the lot number or expiration date changes. If you prefer not to have the

prompt display, contact Parata Customer Care to have this feature disabled.

Return-to-Stock - no quantity required

The Return to Stock Wizard no longer asks for the quantity of pills returned.

During the return-to-stock process, the Max adds the number of pills counted in

the fill to the inventory. This ensures that the inventory level is increased by the

actual number dispensed.

Return-to-Stock Wizard without the

quantity step



Drug Finder keyboard

The Drug Finder keyboard function has been added to the DIN version of the Max

software applications. Adding a keyboard to the Drug Finder function enables

operators to easily locate drugs with DIN or NDC codes.

Using the Drug Finder keyboard



2. Enter the NDC or DIN number:

a. Scan the stock bottle.

OR

b. Touch the 123 button

to open the keypad and enter

the number manually

3. If you open the keypad, enter

the NDC or DIN number and

touch ENTER.

NOTE: You can scan the NDC or

DIN number at this step as well.


4. Select the NDC or DIN format.

The drug information will display.

5. Touch the Home button to

close this window.

End of procedure

Drug Code Mapping

The Drug Code Mapping process now includes a pop-up window to use to select

the NDC format.

The field length has been expanded to 25 characters for more flexibility in entering

the code.




Find Mapped Drugs

The Drug Finder function has been expanded to locate the drug specified and all

drugs mapped to the specified drug.

Replenish Approval for return-to-stock replenishments

The Replenish Approval function has been expanded to include all replenishment

actions, including return-to-stock procedures. If you are using the Replenish

Approval feature, return-to-stock procedures must now be approved by a

pharmacist.

Patient name encryption in Breakaway and Reporting databases

Patient names are now encrypted in the Breakaway database Orders and

CompletedOrders tables and the Reporting database Orders table.

NDC / DIN specified

Mapped drug codes



30-Dram Capacity

The 30-Dram Capacity field has been moved from the Cell Parameters tab to the

Drug Parameters tab.

Enhanced report: Audit Replenish

If the Replenish Approval feature is enabled, this report lists the ID of the

Pharmacist-level operator who approves return-to-stock processes.

Enhanced report: Drug Rx History

The Drug Rx History Report now lists all drugs, including those with no scripts

filled, during the given range. This allows users to see drugs with little or no usage

during the given time period.

RTS = Return to Stock Operator ID




What’s new

Print UPC bar codes on cell labels

This software version enables you to configure cell labels to contain drug UPC

codes on the cell labels. Contact Parata Customer Care for assistance in setting up

this feature.

Custom drop-off shelf labels in the GUI

This software version enables you to customize the layout for the shelf map

displayed on the queue tabs in the home window. Contact Parata Customer Care

for assistance.



What’s changed

Revised cell nozzle adjustment instructions

The nozzle height and width adjustment process has been updated to reflect new

processes being used in the Parata test lab. See the Parata Max Operator Guide

(120-0413) for more information on this process .

Print the Backslash (\) character in the SIG label field

This software version reads the “\” to be a printable character and includes it in

fields on the vial labels.

Replenish Approval for return-to-stock replenishments

The Replenish Approval function has been expanded to include all replenishment

actions, including return-to-stock procedures. If you are using the Replenish

Approval feature, return-to-stock procedures must now be approved by a

Pharmacist-level operator.

Multiple cells containing the same drug

When the Replenish Approval feature is activated, approval from a Pharmacist-

level operator is required to activate a cell that has been replenished or has had an

order returned to stock. When filling an order, the Max will skip cells that are not

approved and search for an active cell containing the drug. If the active cell does

not contain enough pills to fill the order, the order will be sent to the Incomplete

Queue.

Cell Value

Previously, editing the inventory quantity and low level inventory quantity during

the new cell setup and replenish process would cause the Cell Value to be

incorrect. This issue has been resolved.

Multi-vial label numbering and pill disbursement

In earlier software versions, there was an intermittent issue that caused the

numbering on multi-vial labels to be out of sequence, such as “1 of 2” and “2 of 3”

for an order containing two vials. This issue has been resolved.



Return to Stock error

In earlier software versions, scanning a vial would intermittently prompt an

“unspecified error” and stop the return to stock process. This issue has been

resolved.

Maximum Capacity printed on the cell label

In earlier software versions, the Maximum Capacity value printed on cell labels did

not match the quantity specified in the Parata Drug Database (PDDB). This issue

has been resolved.

Cell label operator name is from the previous replenish

In earlier software versions, cell labels printed during the replenishment process

contained the initials of the operator who performed the previous replenishment,

not the current operator. This issue has been corrected.

Report enhancement: Inventory by Cell

The “Exp Date” fields in this report are now populated with the drug expiration

dates. Items in the report can now be sorted by the expiration date.

Report enhancement: Prescription Detail

This report now contains the patient’s first and last names and the name of the

operator who scanned the order out.

Report enhancement: Drug History

The “Total Quantity” and “Script Total” fields are now populated with the actual

quantities.

Report enhancement: Locking Cell Activity

Previously, the sorting function in this report was not functioning and would cause

an error. This has been corrected.

Report enhancement: Scripts by Drug Code

In earlier software versions, this report would occasionally fail when multiple cells

contained the drug requested for a script. This has been corrected.




What’s new

More efficient multi-cell drug utilization

A choice of system configuration settings helps you determine cell-dispensing

order in multi-cell fills (multiple cells dispensing the same NDC). For multi-cell

fills, your Max can be configured to dispense either by oldest lot expiration date, or

based on the cell last dispensed from (the default setting). Cell availability, which

is influenced by a number of factors (see flowchart, below), also affects cell

selection. The logic underlying either method is designed to help achieve efficient

load balancing, stretching the time between replenishments.

In the unit’s default configuration, the cell selected for a multi-cell fill of the

same NDC is based on the cell last dispensed from. Cell selection in a multi-

cell script is determined by the order in which the cells containing the drug

NDC were set up in the database. The first vial in a multi-vial order will be

filled from the cell that was first set up in the database, the second from the

second cell set up in the database, and so on.

Configuring the unit to fill by “oldest expiration date” will select the cell

containing the NDC with the “oldest” lot expiration date. Assuming that two

cells with different expiration dates contain the same NDC, the first vial in a

multi-vial order will be filled from the cell with the drug that expires first, as

will the second vial (provided that cell retains sufficient inventory).

Note: It is important to remember that the physical location of “same NDC” cells

in the array does not affect the order in which they are selected. Rather it is your

unit’s configuration that governs the order in which they are chosen in multi-cell

fills. Thus if your “same NDC” cells are scattered throughout the cell array, it may

appear like the cells in a multi-cell fill are being selected for filling in no particular

order. In fact, a logical, configurable process controls cell selection.



To illustrate the default cell-selection method, assume that cells 1A, 1B, 1C and 1D

contain the same NDC, and that cell 1A was set up first chronologically in the

database. Cell 1B was set up next in the database, and so on. Then assume that 8

scripts for the same NDC are run.

The graphic below illustrates the sequence in which the 8 vials will be filled:



The following process describes how cells are selected to fill a multi-cell script:

Max receives script from Host

Script is sent to the Pending Queue.

Max Fill Process

1 Select the next order to fill.

2 Is the order a pre-pack?

3 Are vials available for this order?

4 Is there a destination drop-off shelf/bin for this order?

5 Get all cells that contain the requested NDC.

a) Are there any cells in the list?

o No – Return “Drug not found” error

o Yes – Continue

6 Remove unavailable cells from the all-cells list:

a) Is the cell ready to fill from?

o No – Remove from the list of available cells

o Yes – Leave the cell in the list of available cells

b) Is the cell pending replenish approval (Pharmacist level)?

o No – Leave the cell in the list of available cells

o Yes – Remove from the list of available cells

c) Does the cell contain expired drugs?

o No – Leave the cell in the list of available cells

o Yes – Remove from the list of available cells

d) Are “Inventory Tracking” and “Enforce Inventory” both true?

o Remove cells with insufficient inventory from the list of available cells

e) Is Cell Routing true?

o Remove from the available cells list those that do not match the order routing

information

7 Is there more than one cell that can fill this order?

a) Yes

o Is “Use Expiration Date for Cell Selection” true?

Yes – Select the cell with the oldest expiration date.

No – Select cell based on the cell last filled from (the default configuration).

8 Send the order to the selected cell for filling.



Max receives script from the Host; script then goes to the Pending Queue

Is the order a pre-pack? No

Vial for this order?

Drop-off shelf destination available?

Get all cells containing the same NDC

Are any cells in the list?

Yes

Yes

Is the cell Ready to Fill?

Yes

Is the cell waiting for Approval?

No

Does the cell contain expired

drugs?No

Does the cell have sufficient

inventory?

Is Cell Routing enabled?

Does routing information

match any cells?

Yes

Yes

Is there more than 1 cell in the

list? Is Use Expiration Date

true?

Yes

Select cell with oldest expiration date

Yes

Yes

Yes

Yes

Yes

Select cell based on cell last usedNo

FILL

Eliminate cells that are not ready to fill from the

all-cells list



Replenish Approval button shows how many replenished cells are pending Pharmacist approval

As in previous software releases, when the Replenish Approvals function is enabled

(via the System Functions “Advanced” tab), a Pharmacist-level operator must

approve replenishments, including return-to-stocks, before the replenished cell(s)

can continue to dispense pills.

The “Replenish Approval”

button (displayed on the

toolbar on the Inventory

side only) shows the

number of replenished

cells pending approval by

a Pharmacist-level

operator. This value

appears in a red “bubble”

on the button face.

As with earlier software

releases, when a

Pharmacist-level operator

touches the “Replenish

Approval” button and

logs in, the “Cells

Awaiting Approval”

window is displayed.

Individual cells, or all

cells, are approved using

the buttons on the action

bar.



Cell “Ready to Fill” option added to the “Other” tab on the Parameters screen

This new option on the

“Other” tab informs the

operator at a glance if

the scanned cell is ready

to fill or not.

This option can help you determine why a cell is not dispensing pills in a multiple

cell configuration (i.e. multiple cells containing the same NDC). When “No” is

displayed in this field, the scanned cell is not ready to fill. You can reset the cell’s

status to “ready to fill” by touching the Edit button and selecting “Yes.”



Replenish Cell Wizard remains displayed when process times-out

In earlier software versions, if the operator initiated but did not complete a cell

replenishment process, the Replenish Cell Wizard could time out and close. This

could mean that although pills were added to the cell, the quantity would not be

updated in the database because the Replenish Cell Wizard did not successfully

complete.

If the operator who initiated a

cell replenishment procedure

does not complete the

Replenish Cell Wizard and the

wizard times out, the current

wizard step will remain

displayed. The Operator

Identification screen pops up in

the foreground, prompting the

operator who began the

replenishment procedure, or

another operator with cell

replenishment authority, to log

back in, touch “OK” and

complete the Replenish Cell

Wizard steps.

Note: All application wizards (Manual Fill, Return to Stock, and so on) behave in

the same manner; i.e. an authorized operator must log back in to a wizard that has

timed out.



Drug Mapping displays full alphanumeric keyboard

In earlier software versions, the

Drug Mapping option did not

display the full alphanumeric

keyboard when you touched the

“123” button. The full set of

alphanumeric characters is now

available for drug code mapping.

Improved exception handling to detect incomplete multi-vial labels

In earlier software versions, a vial that was part of a multi-vial fill sometimes had

incomplete label data and was not always detected by the system. Improved

exception handling now recognizes such vials, and deposits them in the exception

carousel. When this occurs, the operator should perform the following steps:

1. Touch the Information button on the Incomplete Queue’s action

bar to review the error message.

2. Select the incomplete script and touch the Rerun button to allow

the vial label to be processed normally.

Label bar code format EAN13 supported

The application software supports label bar code format EAN13 to allow the

addition of a workflow bar code on the vial. Contact Parata Customer Support to

have your vial label customized to support the EAN13 bar code format.



SQL DB encryption strengthened to AES (Advanced Encryption Standard) 256

The SQL database encryption security key level is AES-256.

Note: In the event the “Patient Name” field does not display correctly on the

Pending and/or Incomplete queues, please contact Parata Technical Support.

Return to Stock Wizard checks a cell’s maximum capacity value

In earlier software versions, an operator performing a return-to-stock procedure

could exceed a cell’s maximum capacity when returning pills to the cell.

If the operator specifies a return

quantity that will cause the cell’s

maximum capacity to be exceeded,

the operator is alerted by a pop-up

message.

Touch “OK,” change the Return

Quantity value in Step 3 and touch

the “Next” button to continue.

Only Level 4 technicians (or higher) can access a controlled drug in a locking cell

In earlier software versions, a Level 3 operator had access to controlled drugs

housed in locking cells. Now only a Level 4 operator (or higher) has access to

locked cells containing controlled drugs.



Manual fill operator can select cell when Cell Routing option is enabled

When an operator performs a

manual fill of a drug that has been

routed to more than one cell via the

Cell Routing option (Parameters

window > Other tab), they now can

specify which cell to fill the order

from.

In this usage, Step 5 of the Manual

Fill Wizard displays the “Select Cell”

pop-up control, which prompts you

to select the desired cell, or “Any.”

Select the cell you want to fill the Rx

order from, and then touch the

“Complete” button.

Cap drops only after vial label has been applied

A cap no longer is dropped when the labeler runs out of labels, or when a vial error

occurs. A cap is dropped only after a label has been applied to the vial.



What’s changed

Delete Cell button relocated to Cell Inventory action bar

In previous software releases,

when the Cell Inventory

window was displayed, the

“Delete Cell” button

appeared on the application

toolbar. The “Delete Cell”

button has been relocated to

the Cell Inventory window’s

action bar, next to the “Filter”

button.

This was done to

accommodate the possible

addition of new buttons to

the Cell Inventory toolbar in

future software releases.



Alert message no longer displayed when unit runs out of labels

In previous software releases, when the

Max unit ran out of labels an alert

message popped up, and the labeler

drawer was automatically unlocked so

the labels could be replenished.

Now, when the labeler runs out of

labels, the text “Label Delay” appears

in the Pending queue’s Status column

for the currently processing Rx order.

The unit is automatically placed in

Pause mode and the labeler drawer

unlocked to permit label

replenishment. After replenishing the

labels, the operator touches the “Run”

button to return the unit to Run mode.

Note: If the operator touches the “Run” button before replenishing the labels, the labeler drawer is automatically locked and cannot be unlocked by touching the “Pause” button. Instead, the operator must press an E-Stop button to unlock the labeler drawer.

After replenishing the labels, the operator must release the E-Stop button (turning it clockwise) to put the unit back into Run mode.




What’s new

New button communicates Host-Max-AIM connectivity status

In previous software versions, when

the AIM connection was lost, a

Warning was displayed on the left-

hand side of the Status bar on both

the Prescription and Inventory sides

of the unit.

Alert Messages queue button

The new “Host Connectivity Status” button in the application’s Status bar communicates to

the operator information about the current system connection status.

The Host Connectivity Status button is always

present on both sides of the unit, and is located

next to the Run/Pause buttons.

Host Connectivity Status button

The Host Connectivity Status button serves as a “script input velocity” indicator that

monitors the communication status between the Parata Max and the host. If the

communication link between system interfaces is severed, the button graphic and

associated Troubleshooting message alert the operator to contact Parata Technical Support.

The graphic displayed on the face of the Host Connectivity Status button represents the

amount of time that has elapsed (site-configurable; the default increment is 5 minutes)

since the last prescription was received from the host, and/or signals that AIM has become

disconnected.

The intent of the Host Connectivity Status button is to visually inform the operator of the

system connection status. If, for example, the button face graphic indicates that at least 15

minutes have elapsed since the last prescription was received from the host, but the

operator knows that new scripts have been processed during this interval, the operator can

touch the button to display troubleshooting information.

After a prescription has been sent to the Parata Max, the number of horizontal white bars

displayed on the face of the button is decremented by one for each 5 minutes that elapses



without communication between systems. After 20 minutes of no communication, no

horizontal white bars remain, and the Parata Max application attempts to determine if the

two systems are still connected. If the systems are still connected, but no prescription

information has been received, no operator action is required.

If, however, the Parata Max determines that it is no longer connected to the

host system, the button will also display a red “No” symbol. Touching the

button displays a Troubleshooting message that advises the operator to

contact Parata Technical Support for assistance.

Touching the different states of the Host Connectivity Status button displays information

similar to that shown in the examples below (not all button-message combinations are

shown):

Four white bars: The Parata Max has received a script from the host within

the last 5 minutes. The connection is good.

Three white bars: No scripts received for at least 5 minutes (i.e., the preset script input velocity value has elapsed).

Two white bars: No scripts received for at least 10 minutes. Touch the button and check the AIM connection status.



One white bar: No scripts received for at least 15 minutes. Touch the button to check the AIM connection status.

No white bars. No script activity has occurred for at least 20 minutes. If scripts should have been transmitted to the Parata Max by now, call Parata Support.

A red No symbol alerts the operator to a connection error that requires immediate attention. This symbol can be visible on any of the Host Connectivity Status buttons; for example, 4 white bars and a red No symbol can be displayed together.

AIM connection has failed:



AIM has attempted to send status messages to RXP status update service:

AIM has attempted to ping the RXP service, and failed (server is down):



Cell replenishment tasks displayed in Maintenance Tasks window

Discussion of the Maintenance Tasks window starts on page 68.

What’s changed

Return-to-Stock Wizard’s “Return Quantity” step can be secured

The Max relies on database information to maintain an accurate account of

inventory levels. By adjusting the return quantity during a return-to-stock

procedure, in some scenarios it is possible for an operator to cause inventory levels

(i.e. actual inventory vs. database inventory) to become out-of-sync.

Now, the Return-To-Stock Wizard’s “Return Quantity” step can be independently

locked via a setting in a system configuration file, thus preventing unauthorized

operators from making adjustments to the quantity of pills being returned. In this

manner, opportunities for inventory discrepancies are minimized.

Consider the following example:

Cell Undercount – incorrect RTS procedure:

1. Inventory for a given drug is 200 pills.2. Cell fill reports filling 100 pills. (Inventory – 100 pills/Actual 102)3. Only 98 pills actually were dispensed, however. (Inventory – 100 pills/Actual 102)4. Operator adjusts the return quantity to 98 pills (Inventory – 198/Actual 200)

If the user had not adjusted the return quantity (via the Return-To-Stock Wizard),

the actual inventory and the database inventory record would have remained

synchronized.

Cell Undercount –correct RTS procedure:

1. Inventory for a given drug is 200 pills.2. Cell fill reports filling 100 pills. (Inventory – 100 pills/Actual 102)3. Only 98 pills actually were dispensed, however. (Inventory – 100 pills/Actual 102)4. Operator does not adjust return quantity. (Inventory – 200/Actual 200)

In this instance, because the operator did not adjust the return quantity (via the

Return-To-Stock Wizard), the actual inventory and the database inventory record

remain synchronized.



When the Track Inventory option is enabled, the “Return Quantity” step in the

Return-To-Stock Wizard can be explicitly locked via a setting in a configuration

file.

NOTE: When the Track Inventory option is not enabled, the “Return Quantity”

step is not displayed.

Any of 6 security levels can be applied to this wizard step: None (i.e. security is

disabled), Technician1, Technician2, Technician3, Technician4, or Pharmacist.

(With the exception of None, these levels correspond to their counterparts in

Auditing Configuration.)

By controlling access to the “Return Quantity” step, these options help enforce the

correct RTS process, while still allowing return quantity adjustments to be made

by authorized individuals.

The following RTS scenario illustrates how security for the “Return Quantity” step is implemented:

Note: This procedure assumes a security level (other than “None”) has been

configured via the application setting “SecureRTSCountLevel” in the file

Parata.Breakaway.ApplicationBlock.Common.dll.config.

1. Scan the bar code on the cell to

which you are returning the pills.

The Drug Parameters window

opens.

Touch the Return-To-Stock button

to launch the wizard.



2. Scan the bar code on the vial. Step

3 of the wizard is selected.

3. If you have logged in and your

credentials meet those required to

unlock the Return Quantity step,

the green “unlocked” button is

displayed.

If you don’t need to adjust the pill

quantity, continue with step 5 of

this procedure.

Otherwise, adjust the pill quantity

being returned, and continue with

step 5 of this procedure.

If you are not logged in, or if you

are logged in but not authorized

to access the Return Quantity

step, the red “locked” button is

present (see illustration).

Note: For example, you may

have logged in successfully to

the Return-To-Stock Wizard as a

Technician 4, but your system

administrator has set the

security level for the Return

Quantity step to Pharmacist.



If you don’t need to adjust the

return quantity, go to step 5 of

this procedure.

Otherwise, continue with step 4

of this procedure.

4. Touch the red “locked” button to

open the Operator Identification

screen. Enter your PIN, and touch

“OK” to unlock the Return Quantity

field.

If necessary, adjust the pill quantity

being returned, and continue with


Note: The Return Quantity step is

unlocked only for the amount of

time the step is visible and active.

Unlocking the Return Quantity step

does not also log you into the unit’s

Inventory side; this must be done

using the red locked button on the

application’s Main toolbar.

If you are not authorized to

unlock the Return Quantity

step, an alert message is

displayed, and the step remains

locked. Touch “OK” to dismiss

the message, and continue with


5. Touch the “Next” button to continue

to wizard Step 4.

6. Open the cell door and empty the

contents of the vial into the cell.

7. Close the cell door and touch the

“Complete” button.



“Max Qty” column added to Inventory By Cell report

The “Max Qty” column has been added to the Inventory By Cell report.

The Max Qty column displays the cell’s maximum capacity for the drug it is set up to dispense.




What’s new

In previous Max software releases, replenishment considered only the first 9 digits

of an NDC, not all 11 digits. This discrepancy created the potential for the operator

to mix package sizes of a drug when replenishing a cell, and when returning drugs

to stock. To achieve compliance, the pharmacy must dispense the exact same NDC

that was originally adjudicated and billed to the customer, thus helping to prevent

fraud.

Now, the user cannot replenish a cell using stock bottles with different package

codes (for example, a drug with NDC 12345678902 will not be able to be added to a

cell containing NDC 12345678901).

Implementation of this feature has the following implications for the Max user

interface and workflow:

The System Functions “Configuration” tab has been modified to

accommodate the new Enforce Replenishment/RTS Package Size

configuration option. Also, the existing configuration option Enforce

Package Size has been changed to Enforce Fill Package Size; its

functionality, however, remains the same as in previous releases. (See the

section “What’s Changed,” below.)

If a stock bottle new package size is scanned that does not match the drug

NDC currently housed in the cell, a message is displayed asking the

operator whether or not they want to empty the cell prior to replenishing it

and swap package sizes, or if they want to set up a new cell and replenish it

with the drug with the new package size.

The Empty Cell Wizard has been created to facilitate an authorized

operator in performing replenishment with a stock bottle NDC with a

different package size than that currently housed in the cell. This new

wizard displays three steps (described below). At any point in the wizard,

the operator can press “X” (Cancel) to exit without any information being

captured, or any settings changed.



The Return To Stock Wizard will not allow the return of drugs if the

package size of the dispensed drug does not match that contained in the

cell. The wizard will block this attempt and display an appropriate

message.

The following subsections discuss in more detail the changes/enhancements to the

GUI and workflow that have been made to implement the Enforce

Replenishment/RTS Package Size feature.



Enforce Replenishment/RTS Package Size configuration option

The System Functions “Configuration” tab now includes the new Enforce

Replenishment/RTS Package Size option. When this option is enabled, the

operator cannot replenish a cell unless there is an exact match between the full

NDCs of the drug in the stock bottle and the drug in the cell being replenished.

When enabled, the Enforce Replenishment/RTS Package Size option has the

same effect for return-to-stocks. That is, the full NDCs, including package sizes, of

the drug in the vial and of the drug housed in the cell must match exactly.

By default, this option is disabled. At your installation, however, this option may

be enabled when the software is installed/upgraded:



Enforce Replenishment/RTS Package Size replenishment workflow

The Max application does not

prevent the operator from

continuing when they scan a

new package size and a cell

containing the 9-digit NDC.

Instead, the Replenish Cell

Wizard opens and a message

similar to the following is

displayed:

Note: This message does not appear if, on the same day as the cell replenishment,

the replenishing technician has marked the cell as emptied on the Cell Parameters

window, and the cell’s inventory is zero (0). Thus if the technician is replenishing a

cell on 12-29-2013, the cell must be marked on the Cell Parameters window as

emptied on 12-29-2013 for the Package Code Swap message not to be displayed.

If the operator selects “No,” the application exits the Replenish Cell

Wizard.

If the operator selects “Yes,” the new Empty Cell Wizard opens to Step 1

(this wizard is described in more detail in the section “Empty Cell Wizard,”

below). When the operator has completed the Empty Cell Wizard, the

cell’s inventory is set to zero and the Replenish Cell Wizard is redisplayed

so that the replenishment can be completed.

If the operator selects “New Cell,” the Max application, the New Cell

Wizard is invoked, prompting the operator to scan the new cell to contain

the drug with the new package size.

Entry ScreenScan Cell

(xxxxxxxxx-01)Scan Bottle

(xxxxxxxxx-02)Cell Marked Empty

Inventory = 0?Swap Pack Codes?No

New Cell Wizard

New Cell

Empty Cell WizardYes

No

Replenishment Wizard

resumes

Yes

Figure 1: Enforce Replenishment Package Size workflow



Empty Cell Wizard (new)

To allow the operator to replenish a cell with a drug having a new/different NDC

package size, the Empty Cell Wizard has been created.

Empty Cell Wizard Authentication?Flash Light on Cell

Pop Cell Door

Display Message to open door and pull

cell

Display message for user to empty cell

then reinsert.

User Confirms: Verify cell emptied?

Yes

No

Replenishment Wizard

resumesYes

Entry Screen NoCancel Pressed at

any time

Machine Senses cell has been pulled

Machine senses, has cell been inserted?

Figure 2: Empty Cell Wizard workflow

The Empty Cell Wizard consists of three numbered steps. If the operator touches the Previous () button from wizard Step 2, the cell’s green LED will flash and the operator can restart the process.

Note that at any point in the wizard, the operator can press “X” (Cancel) to exit without any information being captured, or settings changed.



The Empty Cell Wizard process comprises the following steps:

1. The Empty Cell Wizard process is

initiated when the operator

selects “Yes” in response to the

message:

2. The Operator Identification screen is displayed. The operator enters/scans his or her

identification information, and touches “OK” to launch the Empty Cell Wizard.

3. In wizard Step 1, the Max

application flashes the green LED

on the cell containing the

mismatched NDC package size;

unlocks the cell door (if a locking

cell); and displays a message

telling the operator to open the

cell door and remove the cell.



After the operator has removed the cell and selected the “Next” button, wizard Step 2 is displayed instructing the operator to empty the cell and then reinsert it into the Max unit.

4. The operator empties the cell,

reinserts it into the unit, and

touches the “Next” button.

Wizard Step 3 requires the

operator to confirm that the cell

has been emptied.

Touching “Yes” in response to

the confirmation message then

touching the “Complete” button

completes the Empty Cell

Wizard.

Touching “No” exits the wizard.

Note: Returning to wizard Step

1 unlocks a locking cell, in the

event the operator did not open

the cell door.

5. Touching the Complete button

redisplays the Replenish Cell

Wizard, which opens at Step 3

(Enter Lot Number).

Step 2 (Drug Code) will display

the correct drug NDC, and the

inventory (Step 5) has been set

to 0.

6. Complete the steps in the Replenish Cell Wizard to end this procedure.



New Cell Wizard (existing)

The operator can choose to set up a new cell and replenish it with the drug whose full NDC matches that of the stock bottle.

Note: The New Cell Wizard is an existing Max application feature. Its use is explained in detail in the Max Operator Guide, Parata part number 120-0413.

1. The New Cell Wizard process is

initiated when the operator

selects “New Cell” in response

to the message:

2. The Operator Identification screen is displayed, requiring the operator to enter/scan

their identifying information. Touching “OK” launches the New Cell Wizard.

3. The operator scans the new cell and completes the remaining steps in the New Cell

Wizard. (See “Setting up a new cell” in the Max Operator Guide, 120-0413.)

4. When Step 6 of the New Cell

Wizard (Fill Cell) has been

completed, the operator is

prompted to run a calibration

fill.

5. The operator touches “Yes”

and moves to the Max unit’s

Prescription side to complete

the Calibration Wizard.

After the operator has

completed the Calibration

Wizard and returned the pills

in the test calibration fill(s) to

stock, this procedure is

complete.



Return-To-Stock Wizard prevents return of drug whose package size doesn’t match full NDC in cell

When the Enforce Replenishment/RTS Package Size configuration option is enabled, the operator is prevented from returning to stock pills whose full NDC (including package size) no longer matches that of the drug housed in the cell.

If the NDCs in the scanned vial and scanned cell

do not match, the Return-To-Stock Wizard blocks

the return, displaying the adjacent (existing)

message.



What’s changed

Automatic “stock outs” replenishment function removed from Replenishment Management

System (RMS)

In previous releases, when the Max experienced a stock out condition, a

replenishment task was automatically added to the Maintenance Tasks. Now that

the Replenish Cell Wizard is integrated with the Maintenance Tasks list, having a

task specifically for a stock out no longer is necessary. When the operator

experiences a stock out, they simply replenish with the wizard.

Note: Discussion of the Maintenance Tasks function starts on page 68.

“Enforce Package Size” option renamed “Enforce Fill Package Size”

On the System Functions “Configuration” tab, the configuration option Enforce

Package Size has been renamed Enforce Fill Package Size. This option’s

functionality, however, remains the same as in previous software releases.

When this option is enabled, the prescribed drug’s NDC must exactly match that

of the drug contained in the dispensing cell to trigger the fill; i.e. the full NDC

including the package sizes must match:

By default, this option is disabled. At your installation, however, this option may

be enabled when the software is installed/upgraded:




What’s new

Cell replenishment tasks displayed in Maintenance Tasks window

Note: This feature was introduced in release 3.9.2, modified in release 3.9.5, and

enhanced in release 4.0.1.

A numeric value displayed in a “bubble” on the face of

the new “Maintenance Tasks” button alerts the operator

that a number of tasks can be completed, among them

cell-replenishment tasks.

The

Maintenance

Tasks button is

always visible

on the Main

toolbar on the

Inventory

screen:

Touching the Maintenance Tasks button opens the Maintenance Tasks list, which

displays and prioritizes, in descending order of "replenishment necessity," the

specific cells requiring replenishment. It also displays the number of stock

bottles/pills required to perform the replenishment process efficiently.



The operator then can replenish the desired cell(s) from the Maintenance Tasks

list by touching the corresponding Replenish button, which launches the

Replenish Cell Wizard. The Replenish Cell Wizard can also be launched by

scanning the cell and stock bottle.

Replenishment tasks, which by default are compiled every 24 hours at 0800, are

primarily determined by a Windows service that runs unobtrusively in the

background and monitors the Parata Max’s cell activity.

Replenishment tasks are automatically removed from the

Maintenance Tasks list when the associated cells have been

replenished. If, however, there currently is insufficient inventory

on the shelf to replenish a given cell, the replenishment task will

not be automatically removed. In this case, the operator can

touch the “Delete” button to remove the task from the

Maintenance Tasks list until the next replenishment cycle (i.e.,

when the cell’s inventory reaches the minimum stocking level).

Note that the “Delete” button can be used to remove any task

from the Maintenance Tasks window.



Printing from the Maintenance Tasks window

When the Parata Max is

connected to a

networked printer, the

Drug Order Report and

the Replenishment

Tasks list can be printed

from the Maintenance

Tasks window.

Note: These two items

also can be deleted.

Drug Order Report Recommends the stock bottle quantities and sizes needed to replenish the Parata

Max drug inventory consistently and efficiently

Note: The Drug Order Report does not take into account inventory that currently is

on order, or on a stocking shelf.

Report Column Description

Drug Name Name of the drug

Drug Code Drug NDC

Drug UPC Barcode Drug UPC barcode

Bottle Count Number of stock bottles to order

Bottle Size Stock bottle size (i.e. pill quantity)



Replenishment Tasks Lists (from the current tasks list) the stock bottle sizes and quantities for cells

requiring replenishment; deleted tasks are not shown.

Report Column Description

Drug Name Name of the drug

NDC Drug NDC

Location Cell ID

Bottles Required Total number of stock bottles required to replenish the cell

Pills Required Total number of pills required to replenish the cell

Note: If the software cannot determine a drug’s package size, the Bottles Required column will be blank,

and only the Pills Required will be displayed (shaded area, above).



Standard operating procedure: Cell replenishment

The Replenishment Tasks list provides the replenishing technician direction on which cells need to be filled and with what quantity of stock bottles/pills.

It is recommended that the replenishing technician follows the steps below when replenishing cells:

1. Touch the “Maintenance Tasks” button to open the Maintenance Tasks window.

2. Touch the “Print” button next to the Print Replenishment Task List option.

3. Retrieve the printed Maintenance Tasks list from the printer.

4. Starting from the top of the list, collect the stock bottles required for replenishment.

5. Return to the Inventory side (i.e. the “cell side”) of the Parata Max.

6. Starting from the first drug on the Maintenance Tasks list:

Touch the “Replenish” button to launch the Replenish Cell Wizard. Or, follow thestandard replenishment practices (i.e. scan stock bottle, scan cell).

Scan each stock bottle before adding its contents to the cell, using the Replenish CellWizard’s “More” option. (For assistance with this feature, see the subsection “Fillingthe cell with pills from multiple bottles” in the section “Replenishing a cell” in theParata Max Operator Guide, 120-0413.)

7. As you work your way down the list of cells to replenish, note any incompletereplenishment tasks on the printed Replenishment Tasks report.

8. Once you have finished replenishing the cells, touch the “Maintenance Tasks” button toopen the Maintenance Tasks window, if it is not already open.

9. To remove any replenishment task(s) that you were unable to complete, touch thecorresponding “Delete” button. (Tasks for any deleted replenishments will beautomatically generated when the pertinent cell inventory reaches a minimum stockinglevel.)



Cell expiration

The drop-down Task Filter on the Maintenance Tasks window lists the type of

tasks and information that can be displayed.

The default filter selection (All), displays all tasks types and notifications, e.g., drug

cells that will expire within a preset time range. Select any of the other task filters

to limit the displayed information.

Cell expiration data is collected daily at a time that can be configured by a Parata

technician, and is viewable on the Maintenance Tasks window when the

Maintenance Tasks button is pressed.

Note: The number of days before a drug expires (e.g., 30, 60, or 90 days out) is also

configurable.

By default (Task Filter=All) all tasks appear, including all cell expirations and

recommended replenishments, or you can display cell expirations only (Task

Filter=Cell Expiration).

Cell expiration tasks are automatically removed from the Maintenance Tasks list

when the operator deletes the cell.



As with other tasks on the Maintenance Tasks window, the operator can

touch the Delete button (trash can icon) to manually remove cell expiration

tasks.



“Days’ Supply” step added to Manual Fill Wizard

If configured for your site, a new step (Step 4: Days Supply) has been added to the

Manual Fill Wizard. The value input into the Days Supply field lets the wizard

calculate if the patient can take the fully prescribed pill quantity (as defined in

Step 4) before any of the pills will expire.

If pills in the cell will expire before the patient can take the prescribed Days Supply

quantity, the Rx order will go to the Incomplete Queue, with an Error status of

“Pills Will Expire.”



The Alert Messages queue will display a troubleshooting message similar to the

following:

The expiration date for the drug in the cell will soon

pass. Remove the inventory and replenish the cell.

Note: Inclusion of the wizard step Days Supply is determined by a configuration

setting in a system file. Thus if this wizard step is not essential at your site, it can

be omitted, in which case the Manual Fill Wizard will have only four steps.




What’s new

Max application software runs on Microsoft Windows® 7

The Max application software runs on the Microsoft Windows 7 operating system.

Trend Micro antivirus software

Trend Micro antivirus software protects the Parata Max against viruses and

malware.

42.0 Software Customer Release Notes€¦ · assistance in obtaining the tag information from your...

Documents

Transcript of 42.0 Software Customer Release Notes€¦ · assistance in obtaining the tag information from your...