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Operations

v7.3.0120-0546 Rev 01

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Pharmacy 2000 Operations

PROPRIETARY & CONFIDENTIAL 2 120-0546 Rev 01

Table of contents

1 Pharmacy 2000 Operations............................................................................................................7

1.1Overview.........................................................................................................................................................71.1.1 Scope of this manual.............................................................................................71.1.2 Conventions used in this manual...........................................................................71.1.3 About Pharmacy 2000.......................................................................................... 9

1.2Log On/Log Off............................................................................................................................................. 191.2.1 Accessing Pharmacy 2000...................................................................................201.2.2 Starting Pharmacy 2000......................................................................................201.2.3 Security............................................................................................................... 211.2.4 Main Menu.......................................................................................................... 241.2.5 Exiting Pharmacy 2000....................................................................................... 24

1.3Imaging.........................................................................................................................................................241.3.1 Accessing the Imaging screen from the Main Menu............................................251.3.2 Accessing the Imaging screen from the Filling and Checking screens................. 261.3.3 Imaging screen layout......................................................................................... 261.3.4 Imaging workflow................................................................................................291.3.5 Imaging procedures.............................................................................................291.3.6 Exiting the Imaging screen.................................................................................. 34

1.4Filling............................................................................................................................................................351.4.1 Filling workflow................................................................................................... 351.4.2 Filling station.......................................................................................................361.4.3 Filling screen....................................................................................................... 361.4.4 Filling procedures................................................................................................ 461.4.5 Filling options...................................................................................................... 63

1.5Checking....................................................................................................................................................... 751.5.1 Information displayed during checking................................................................751.5.2 Rejecting a prescription.......................................................................................761.5.3 Bypass Checking option...................................................................................... 761.5.4 Verification audit trail..........................................................................................761.5.5 Drug database.....................................................................................................761.5.6 Packing boxes..................................................................................................... 761.5.7 Physical configuration of Checking station..........................................................771.5.8 Checking screen.................................................................................................. 771.5.9 General steps for checking a prescription........................................................... 811.5.10 Status of Orders Not Complete screen................................................................ 841.5.11 Checking Verification screen............................................................................... 871.5.12 Checking options...............................................................................................100

1.6Status......................................................................................................................................................... 1011.6.1 Accessing and exiting the Status screen........................................................... 1021.6.2 Viewing a prescription’s status information...................................................... 103

1.7Urgency...................................................................................................................................................... 1061.7.1 Accessing and exiting the Urgency screen........................................................ 1061.7.2 Changing a prescription’s Urgency level............................................................107

1.8View Rx.......................................................................................................................................................1091.8.1 Accessing and exiting the View Rx screen.........................................................1091.8.2 Viewing a prescription.......................................................................................111



1.9Script Notes................................................................................................................................................ 1131.9.1 Script Notes screen layout................................................................................ 1141.9.2 Reviewing existing notes...................................................................................1161.9.3 Adding a note manually.................................................................................... 116

1.10Custom Barcode Printing.............................................................................................................................1181.10.1 Accessing and exiting the Custom Barcode Printing screen.............................. 1181.10.2 Printing a single bar code..................................................................................1191.10.3 Printing a prepack or compound bar code........................................................ 119

1.11Host Simulator............................................................................................................................................ 1211.11.1 Accessing and exiting Host Simulator............................................................... 1211.11.2 Host Simulator layout........................................................................................1231.11.3 Submitting a prescription for an existing patient.............................................. 1261.11.4 Submitting a prescription for a new patient......................................................129



List of procedures

Pharmacy 2000 OperationsTask 1. To [perform a particular task]................................................................................. 8Task 2. To start Pharmacy 2000........................................................................................ 20Task 3. To generate your user ID bar code........................................................................ 22Task 4. To perform Rx imaging.......................................................................................... 30Task 5. To rescan a prescription........................................................................................ 33Task 6. To log on to a filling side....................................................................................... 44Task 7. To close a filling side..............................................................................................45Task 8. To log off a filling side........................................................................................... 46Task 9. To exit the Filling screen........................................................................................46

Task 10. To initiate a trigger fill........................................................................................... 48Task 11. To view filling details............................................................................................. 51Task 12. To cancel a fill from Pharmacy 2000..................................................................... 54Task 13. To perform a partial fill..........................................................................................58Task 14. To perform a manual fill........................................................................................ 62Task 15. To perform a manual drug substitution.................................................................67Task 16. To complete a fill using stock bottle verification................................................... 69Task 17. To disable stock bottle verification........................................................................ 72Task 18. To process a mismatched stock bottle.................................................................. 73Task 19. To exit the Checking screen...................................................................................81Task 20. To check a prescription (basic steps).....................................................................82Task 21. To check incomplete orders...................................................................................84Task 22. To view an enlarged Rx image...............................................................................90Task 23. To view edits......................................................................................................... 92Task 24. To view partials..................................................................................................... 93Task 25. To view a DUR message........................................................................................ 94Task 26. To reject a prescription..........................................................................................95Task 27. To reprocess a prescription................................................................................... 96Task 28. To reprint a label................................................................................................... 97Task 29. To void a prescription............................................................................................ 98Task 30. To access the Status screen................................................................................ 102Task 31. To exit the Status screen..................................................................................... 103Task 32. To locate a prescription and view its status information..................................... 103Task 33. To access the Urgency screen............................................................................. 106Task 34. To exit the Urgency screen..................................................................................107Task 35. To change a prescription’s urgency level.............................................................107Task 36. To access the View Rx screen..............................................................................109Task 37. To exit the View Rx screen.................................................................................. 111Task 38. To view prescription or drug information............................................................ 111Task 39. To review all notes for a prescription.................................................................. 116Task 40. To add a note to a prescription........................................................................... 116Task 41. To access the Custom Barcode Printing screen................................................... 118Task 42. To exit the Custom Barcode Printing screen........................................................118Task 43. To print a single bar code.................................................................................... 119



Task 44. To print a prepack or compound bar code.......................................................... 119Task 45. To access the Host Simulator from the Windows Desktop.................................. 121Task 46. To exit the Host Simulator...................................................................................122Task 47. To submit an existing patient’s prescription with Host Simulator........................126Task 48. To submit a new patient’s prescription with Host Simulator............................... 129



Pharmacy 2000 OperationsOperations information and procedures for Pharmacy 2000™.

1.1 OverviewPharmacy 2000 is a workflow management system that helps pharmacies optimize theirprocesses for prescription imaging, filling and checking. Pharmacy 2000 integrates with avariety of automated pill-dispensing systems to further enhance operating efficiency.Supported automation includes Parata® Max® and Mini®.

1.1.1 Scope of this manualThis manual describes the basic operation of Pharmacy 2000 v7.3.0. It describes howPharmacy 2000 integrates with automated filling devices (Parata Max and Parata Mini) to fillprescriptions; however, it does not provide instructions for using those devices outside thecontext of Pharmacy 2000. If you need information about how to use, configure, ortroubleshoot an automated filling device, refer to the user documentation for that device.

This manual does not contain information on configuring Pharmacy 2000 options andperforming maintenance and administrative tasks. That information is contained in Pharmacy2000 Administration.

1.1.2 Conventions used in this manual1.1.2.1 User interface elements

We refer to the windows, buttons and fields displayed by the interface as follows:

To refer to: The manuals use: Examples:

A window/screen displayed in thePharmacy 2000 application

Note The terms window andscreen are usedinterchangeably.

Capitalized window/screenname

Filling screen,Checking screen

A button displayed on the screen Button label or pop-uptooltip text in bold

the Exit button

A field where you enter data Field name in bold the Rx Number field

A menu command Menu name > Item toselect; in bold

Stations > Checking

Pharmacy 2000 OperationsChapter : Pharmacy 2000 Operations


1.1.2.2 Interacting with the user interface

Most users interact with the Pharmacy 2000 user interface via a touch-screen monitor and abar code scanner. You may also use a keyboard and mouse in addition to, or instead of, atouch-screen monitor. Within this manual, the term click refers to either clicking a userinterface element with a mouse or touching it using the touch-screen monitor.

1.1.2.3 Notes, cautions, and warnings

When using this manual, pay attention to information or instructions preceded by the wordsNote or CAUTION. These terms have special significance, as described below:

Note Notes provide tips or additional information about a topic.

CAUTION Caution statements alert you to conditions that could damage your system orcause loss of data.

1.1.2.4 Procedures

Procedures may include any or all of the following elements:

• Notes or cautions that apply to the overall procedure or to a particular step within theprocedure (see notes in example, below)

• Conditional directions, in which you make a decision about how to proceed based on somespecified condition (see step 2, below)

• Sub-steps that provide detailed instructions about how to perform a particular step (seestep 3, below)

• Captioned photographs or illustrations (see right column, below)

Task 1 To [perform a particular task]

Note Any conditions or special instructions that apply to the overall task are described atthe top of the procedure table.

1 This is the first step you should perform.

Note Notes, cautions and warnings that apply to a particular step are provided underthat step.



2 Here is a step with conditional directions:

• If this: Do one thing.

• If that: Do a different thing.

3 Here is a step with sub-steps:

3.1 First sub-step.

3.2 Next sub-step.

3.3 Next sub-step.

4 More steps, as appropriate….

1.1.3 About Pharmacy 20001.1.3.1 Hardware components

A Pharmacy 2000 system includes the following hardware components:

• A dedicated server

• Workstations

• Packing boxes (optional)

1.1.3.1.1 About the server

The Pharmacy 2000 server runs the Pharmacy 2000 application and Parata’s AutomationInterface Manager (AIM) service. AIM manages the communication between Pharmacy 2000and your host system, and between Pharmacy 2000 and Parata’s automated filling devices(Parata Max and Parata Mini).

1.1.3.1.2 About workstations

Depending on the number of employees, the workflow and the physical layout of yourpharmacy, your system will include one or more Pharmacy 2000 workstations wherepharmacy staff perform prescription imaging, filling and/or checking. All workstations run thePharmacy 2000 client application.

• Fill/Check stations: A basic Fill/Check station configuration, as shown in Figure 1on page 10, includes a touch-screen monitor and a bar code scanner for users to interactwith the Pharmacy 2000 software. At a basic workstation, you can perform the followingPharmacy 2000 functions: prescription filling only, checking only, or filling and checking.

• Image stations (optional): If desired, you can add prescription imaging capability toPharmacy 2000 by adding a document scanner and bar code printer to the basicworkstation configuration, as shown in Figure 2 on page 10. From an Image station, youcan scan a paper prescription comprising one or more pages and associate a system-generated bar code to it; Pharmacy 2000 can then display that image for review duringchecking.



Figure 1 A Fill/Check station Figure 2 An Image station

Requires a CPU (not shown) with touch-screen monitor, keyboard, mouse, and barcode scanner. You can configure basicworkstations to function as Fill and/orCheck stations.

Requires the same equipment as a Fill/Check station, plus a bar code printer andan image scanner.

1.1.3.1.3 About packing boxes

A packing box (Figure 3 on page 10) provides a temporary holding area where pharmacystaff place filled prescriptions that are waiting to be checked by a pharmacist. Packing boxesalso provide a place to group multiple prescriptions associated with a single order.

Figure 3 Packing box



Each packing box contains 20 order compartments and includes plastic baskets that fit in theorder compartments.

Pharmacy personnel who are filling prescriptions place orders into baskets from the fillingside, while those who are checking filled prescriptions use the opposite Checking side.

Note You do not have to use Parata’s packing boxes. If you have a different system fororganizing prescriptions, you can create a virtual packing box in Pharmacy 2000 thatmaps to the structure of your existing system. Pharmacy 2000 can then place ordersinto those virtual locations as if they were actual packing boxes.

1.1.3.2 The Pharmacy 2000 application

1.1.3.2.1 Main Menu

The Pharmacy 2000 application opens to a Main Menu (Figure 4 on page 11). From here,you can access the primary screens (Imaging, Filling, Checking, Reporting), open theMaintenance Menu, or exit Pharmacy 2000.

Note Imaging, Filling, and Checking buttons are present only if you log on to a workstation thathas been set up to provide those functions.

Figure 4 Pharmacy 2000 Main Menu

1.1.3.2.2 Primary screens

The Pharmacy 2000 interface comprises four primary screens:

• Imaging screen (Figure 5 on page 12)

• Filling screen (Figure 6 on page 12)

• Checking screen (Figure 7 on page 13)



• Reporting screen (Figure 8 on page 14)

The Imaging screen allows you to associate the scanned image(s) of a hard-copy prescriptionwith the corresponding Rx number generated by your host system.

Figure 5 Imaging screen with scanned Rx

section 1.3, Imaging, on page 24 discusses imaging procedures.

The Filling screen provides an access point for activities related to filling prescriptions. Itaccommodates two users at one time, or a single user filling from both sides of the screen.

Figure 6 Filling screen with both sides being utilized



section 1.4, Filling, on page 35 discusses filling procedures.

The Checking screen provides an access point for activities related to checking prescriptions.From here, authorized users can select prescriptions for checking, then view details about theorder and approve or reject fills.

Figure 7 Checking screen

section 1.5, Checking, on page 75 discusses checking procedures.

The Reporting screen lists available reports in the left pane and displays the selected report inthe right pane. When you select a report, any filters that can be applied to a report appear inthe middle (blue) pane.



Figure 8 Reporting screen (with a report displayed)

Refer to Reporting, in Pharmacy 2000 Administration for more information.

1.1.3.2.3 Maintenance Menu

The Maintenance Menu (Figure 9 on page 14) provides access to screens used forconfiguration and maintenance tasks. These screens are described in Maintenance Menu, through Script Maintenance, of Pharmacy 2000 Administration.

Figure 9 Maintenance Menu

1.1.3.2.4 Menu bar

A menu bar is present at the top of the Imaging, Filling and Checking screens, as well as theMain Menu (Figure 10 on page 15). The menu bar provides submenus for performing



routine functions across the Pharmacy 2000 application, as well as some that apply only tothe current context. For example, the Stations menu is available throughout the application,whereas only the Filling and Checking screens provide the List menu, which includes functionsrelevant only to viewing the filling and checking queues.

Figure 10 Pharmacy 2000 menu bar

Table 1 on page 15 through Table 5 on page 18 summarize the tasks that can beperformed using the menu items available on the Pharmacy 2000 menu bar.

Menu/submenu

Description Notes

Stations menu Provides the ability to switch between the Imaging, Filling and Checkingscreens.

Imaging Displays the Imagingscreen.

Access may require your login credentials.

Filling Displays the Fillingscreen.


Also available via a Filling button on theChecking screen.

Checking Displays the Checkingscreen.


Also available via a Checking button on theFilling screen.

Table 1: Tasks and functions available on the Stations menu

Menu/submenu Description Notes

Options menu Lets you perform optional functions.

Maintenance Displays the Maintenance Menu.Equivalent to selecting Maintenancefrom the Pharmacy 2000 MainMenu.

Also available directly from theImaging, Filling, and Checkingscreens via a Maintenance button.

Access may require your logincredentials.

Refer to Maintenance Menu, inPharmacy 2000 Administrationfor more information.

Table 2: Tasks and functions available on the Options menu




Print User ID Displays the Print User ID dialog, onwhich you can enter the user ID,password, and domain for thecurrent user, so that you can printa user ID bar code.

Available from the Main Menu,Imaging, Filling, and Checkingscreens.

Urgency Displays the Urgency screen, onwhich you can change the urgencylevels of selected scripts.


Also available directly from theImaging screen via an Urgencybutton.

Print CustomBarcodes

Displays the Custom BarcodePrinting dialog, on which you candesignate a single bar code to printor print a prepack or compoundlabel with custom data that youenter from that screen.

Available only from the Fillingand Checking screens.

Table 2: Tasks and functions available on the Options menu

Menu/submenu

Description Notes

View menu Displays detailed information on a selected NDC or prescription, or on aprescription’s processing status. Also displays your site’s current Pharmacy2000 license usage.

Status Displays a selected prescription’sdetailed processing statusinformation, including time received;filled, checked and rejected status;quantity; number of refills; and theidentity of the processingtechnician(s).


Also available directly from theImaging, Filling, and Checkingscreens.

View Rx Displays the View Rx screen, onwhich you may enter an NDC or RxIDto view specifics about a drug orprescription, including theprescription’s Drug Utilization Review(DUR), partial fill, and edited history.If the prescription has been imaged,


Also available directly from theFilling screen.

Table 3: Tasks and functions available on the View menu



Menu/submenu

Description Notes

you can display an expanded view ofthe scanned prescription.

Packing BoxLegend

Displays a guide to the color-codedgraphical display of packing boxesand any scripts they may be holding.

Accessible only from the Checkingscreen; close the legend box byclicking once outside it.

Box Alert After 10 Minute(s) is onlyavailable if you have enabled theUse Checking Station Box Alert option inSystem Options (refer to SystemOptions, in Pharmacy 2000Administration).

LicenseUsage

Displays the current number ofPharmacy 2000 licenses in use atyour pharmacy.

Table 3: Tasks and functions available on the View menu


List menu Lets you filter the currently-displayed prescription data.

Accessible only from the Filling and Checking screens.

Urgent When selected, displays scripts with anurgency level of Urgent.

Rush When selected, displays scripts with anurgency level of Rush.

Normal When selected, displays scripts with anurgency level of Normal.

Delay When selected, displays scripts with anurgency level of Delay.

Hold When selected, displays scripts with anurgency level of Hold.

Accessible only from theChecking screen.

All Displays all scripts. Note Select All if allscripts are not

Table 4: Tasks and functions available on the List menu




being displayed onthe Filling grid.

Manual Fills Only Displays manual fill scripts only. Accessible only from theFilling screen.

Show Partial Fills When selected, displays partially filledscripts at the selected urgency level, inaddition to other scripts.

Table 4: Tasks and functions available on the List menu


About menu Displays the current release number, build number, and drug databasedate.

Click the X (Close) button to close the About window.

Table 5: Functions available on the About menu

1.1.3.3 User groups and permissions

When Pharmacy 2000 users are added to the system, they must be assigned to one of fouruser groups: Clerk, Technician, Pharmacist, or Manager. By default, members of each group havepermission to perform certain functions, as shown in Table 6 on page 18 and Table 7on page 19. (Within the table, an X indicates that members of that group can access thatfunction.)

Note A user with Personnel permission can change the permissions for groups and forindividual users. For more information, refer to Personnel Setup, in Pharmacy 2000Administration.

Note Table 6 and Table 7 show the default permissions applied to each user group whenPharmacy 2000 is initially installed. However, you can customize the permissions foreach user group, and for individual users, as appropriate for your pharmacy. Whenusers are later added to a group, they are assigned your customized settings.

Clerk Technician Pharmacist Manager Access Right

X X X X Perform prescription imaging

X X X X View a prescription image

X X X X View prescription status

Table 6: Default access rights for Pharmacy 2000 user groups




X X X X Set prescription urgency

X X X Log on to a filling side

X X X Set up drug mapping for shelves

X X Log on to the Checking screen

X X Define reasons that users can rejecta prescription during checking

X X Add/edit/delete personnel; assignpermissions

X X Assign drug substitution policies tospecific NDCs

X Perform prescription maintenancetasks

X View available drug substitutions

X Set up stock bottle associations

X Configure Pharmacy 2000 options

X Run system reports

Table 6: Default access rights for Pharmacy 2000 user groups


X X X Perform prescription filling

X X X Add prescription notes

X X Perform prescription checking

X X Disable stock bottle verification andexpiration verification

X X Bypass checking

X X Maintenance agent

X Void prescription

X Perform manual drug substitution

Table 7: Default operation rights for Pharmacy 2000 user groups

1.2 Log On/Log OffThis chapter describes how to access Pharmacy 2000 and how to start and exit theapplication.



1.2.1 Accessing Pharmacy 2000Pharmacy 2000 workstations—that is, Fill/Check stations and Image stations—are the meansby which users access the Pharmacy 2000 application, via the client application.

Note The term Fill/Check station is shorthand for “Filling and/or Checking station.” It refersto any Pharmacy 2000 workstation that is not an Image station. Fill/Check stationsmay be used for filling only, for checking only, or for both filling and checking.

1.2.1.1 Concurrent workstations

Your site’s Pharmacy 2000 license allows for some maximum number of workstations to runthe application at the same time. That number varies depending on the terms of your license.Users with Manager access to Pharmacy 2000 can check the number of concurrentworkstations available, as described in License Setup, in Pharmacy 2000 Administration.

1.2.2 Starting Pharmacy 2000Task 2 To start Pharmacy 2000

1 Press Ctrl+Alt+Delete to unlock the workstation computer.

2 Enter your user name and password at the Windows® login prompt.

3 Double-click the Pharmacy 2000 icon located on the desktop.

The Log On/Log Off dialog appears.

4 On the Log On/Log Off dialog:

4.1 If User ID, Password, and Domain are blank:

4.1.a Enter your Windows user ID and password in the designated fields.



4.1.b Enter the appropriate value for your system in the Domain field.

Note If security is enabled, you must enter your user ID, password, and domain.If security is not enabled, the system enters those values for you basedon your Windows user ID.

4.2 Select the zone you want to log into from the Zone drop-down list.

4.3 Select the station you want to log into from the Personality drop-down list.

Note After your first login, the system pre-populates the Zone and Personalityfields based on the values from your last login. You can change thesevalues as necessary.

4.4 Click Log On.The Pharmacy 2000 Main Menu appears (see section 1.2.4, Main Menu,on page 24).

1.2.3 SecurityDepending on how Pharmacy 2000 is configured at your site, you may be required togenerate a user ID bar code and use that bar code to log on to Pharmacy 2000.

• When the Use Badge Scan option is enabled in System Options, the system requires users toscan a user ID bar code (Figure 11 on page 21).

Figure 11 Scan User ID

• When the Require Application Login option is enabled in System Options, users are required tolog in with a user ID and password (Figure 12 on page 22).



Figure 12 Application login

1.2.3.1 User IDs and Permissions

A user ID is necessary to perform most tasks within the system. The user ID communicatespersonnel status or classification to the Pharmacy 2000 software, and should be kept with thepharmacy staff member at all times.

You can set user ID bar codes to never expire or you can set them to expire after a fixednumber of days, hours, or minutes.

Note It is not necessary for security to be enabled in order to print a user ID.

Task 3 To generate your user ID bar code

1 Launch Pharmacy 2000.

2 Log on to the system by typing the user name and password that the systemadministrator provided to you.

Alternately, if CAC authentication is enabled, enter your Personal Identification Number(PIN).

3 From the Pharmacy 2000 menu bar, select Options > Print User ID.Your user ID is printed on the label printer that is attached to the workstation.

1.2.3.2 Authentication

Authentication is the process by which a user is granted permission to access particularfeatures within the Pharmacy 2000 application. Authentication may be implemented on alarge network, or even a small application. Authentication can occur on several levels,depending on factors such as the size of the authenticating network, or advanced securityrequirements.



The authentication process entails a user entering his or her credentials, those credentialsbeing authenticated, and a response being sent back to the computer, where access to thesystem is granted or denied.

1.2.3.2.1 Local versus LDAP versus CAC authentication

When the system is configured for local authentication, a user’s credentials consist of a userID and password, and are authenticated at the Pharmacy 2000 server only.

LDAP (Lightweight Directory Access Protocol) user credentials consist of a user ID, password,and domain; authentication takes place at the domain level.

CAC (Common Access Card) authentication (using LDAP) is a method where the user enters aPIN. The user’s credentials are verified against user account information previously enteredinto Active Directory on the domain.

Note During CAC authentication, a domain name is required. This name can either beentered at the time of authentication, or can be pre-set as a default domain.

Inactivity and Authentication timeouts can be established on a per-function basis. Thefunction terminates after the specified interval (measured in minutes) elapses. If the system isinactive longer than the specified timeout duration, the user must re-enter his/her usercredentials to access the functions. Functions to which you may optionally apply Inactivitytimeout are Status, View Rx, Urgency, Checking and Imaging (Inactivity timeout alwaysapplies to Filling).

Authentication timeouts can be set on a per-function basis. Authentication must becompleted within the designated timeout interval (measured in seconds). Functions to whichAuthentication timeout can be applied are Checking, Imaging, Drug Mapping, Reporting,Urgency, View Rx, Status and Manual Drug Sub(stitution).

Inactivity and Authentication timeouts are configured on the System Options tab; refer to System Options, in Pharmacy 2000 Administration.



1.2.4 Main Menu

Figure 13 Pharmacy 2000 Main Menu

Imaging: Opens the Imaging screen (seesection 1.3, Imaging, on page 24)

Filling: Opens the Filling screen (seesection 1.4, Filling, on page 35)

Checking: Opens the Checking screen (seesection 1.5, Checking, on page 75)

Maintenance: Opens the Maintenance Menu (refer toMaintenance Menu, in Pharmacy 2000Administration)

Reporting: Opens the Reporting window (refer toReporting, in Pharmacy 2000 Administration)

Exit: Exits the Pharmacy 2000 application and returns you to the Desktop

Imaging, Filling, and Checking buttons appear only if those functions are enabled for thepersonality that you selected on the Log On/Log Off dialog.

1.2.5 Exiting Pharmacy 2000From any screen, click Exit until you are back at the Main Menu (Figure 13 on page 24); thenclick Exit from the Main Menu to close Pharmacy 2000 and return to the workstation’sWindows Desktop.

1.3 ImagingThis chapter describes how to scan a written prescription (which may consist of more thanone page) so that an image of the prescription is available for review during Rx filling andchecking. Once scanned, the paper prescription is no longer needed to manage the Rx order



as it moves through the filling process; instead, you can immediately file it for referencepurposes, in accordance with your pharmacy’s requirements.

Once a scanned prescription image (Rx image) is in the system, it is available for viewing fromthe following Pharmacy 2000 sources:

• View Rx screen; see section 1.8, View Rx, on page 109

• Checking Verification screen; see section 1.5.11.1, Magnified hard-copy prescription image,on page 90.

• Advanced Checking Status screen; see section 1.5.10, Status of Orders Not Completescreen, on page 84.

• Rx Information report; refer to Reporting, in Pharmacy 2000 Administration.

Note Imaging is available only if your Pharmacy 2000 system includes one or more Imagestations. An Image station is a workstation with an attached image scanner andaccess to a bar code printer via a network connection.

Figure 14 Image station

1.3.1 Accessing the Imaging screen from the Main MenuTo access the Imaging screen, you first must log on to an Image station and launch Pharmacy2000, as described in section 1.2, Log On/Log Off, on page 19. Once you have logged on toPharmacy 2000, you can access the Imaging screen from the Main Menu by clicking theImaging button (Figure 15 on page 26) or by selecting Stations > Imaging from the menu bar(Figure 16 on page 26).



Figure 15 Select Imaging from the Main Menu

1.3.2 Accessing the Imaging screen from the Filling and CheckingscreensYou can also access the Imaging screen directly from the Filling screen or Checking screen. Todo so, select Stations > Imaging from the menu bar (Figure 16 on page 26).

Figure 16 Accessing the Imaging screen

Note The Stations > Imaging menu option is unavailable (greyed out) if the Imagining option isunchecked in Station Options for this zone and personality (refer to Station Options, inPharmacy 2000 Administration).

1.3.3 Imaging screen layoutFigure 17 on page 27 shows an Imaging screen displaying a scanned prescription image.The numbered items/regions on the screen are described in the table below it.



Figure 17 Imaging screen with numbered regions

Item Description

1 Rx Number field Scan the prescription bar code, or type the prescription number in thisfield and then press Enter.

2 Imaging Optionspane Scan Source list Lists all imaging devices available in the zone.

When more than one scanner is present in thelist, click the scanner you want to use to select itas the active scanner; the active scanner ishighlighted in blue.

Note Some sites are not configured withscanners. In such cases, Pharmacy 2000can be configured to obtain scanned Rximages from an external source, ratherthan processing the scans directly froman attached scanner. If this situationapplies to your site, the Scan source list willnot be present on the Imaging screen.Instead, you will see a check box labeledImport RX Images from external source.

Scan Sizeoptions

Select the size of the prescription paper.



Item Description

Note If you check the Default check box next toa size, it will be the size that is assumedby the system each time you return tothe Imaging screen.

Scan AdditionalPage button

Click this button to scan more than one Rx imagefor the same RxID (i.e., multiple pages of thesame prescription). The system prompts you toinsert the additional page into the scanner.

3 Prescriptions list Displays all prescriptions for the patient whose prescription you scannedor entered in the Rx Number field.

4 Select All button Highlights all prescriptions that are currently in the prescription list sothat they may all be associated with the selected image.

5 Associate button Associates the highlighted prescription(s) with the selected image.

6 Image previewarea

The scanned image appears here. An X/Y indicator in the lower-leftcorner indicates which image (numbered X) out of a set of all scannedimages (totalling Y) you are currently viewing.

7 Image viewingcontrols Image selection arrows – Click these buttons to

cycle through the set of scanned images.

Image rotation arrow — Click this button to rotatethe image 90 degrees clockwise.

Zoom buttons — Click the+ to enlarge the image,or click the – to reduce the image.

Preview button – Click this button to go to theImaging preview screen, which provides a largerview of the scanned image.

Panning buttons — Use these buttons to movethe prescription image within the preview area toget a complete view of the prescription.

8 Notes button Opens the Script Notes screen (see section 1.9, Script Notes,on page 113)



Item Description

9 Navigationbuttons Maintenance Opens the Maintenance Menu (refer to

Maintenance Menu, in Pharmacy 2000Administration).

Urgency Opens the Urgency screen without having toselect Urgency from the Options menu (see section 1.7, Urgency, on page 106).

Status Opens the Status screen without having to selectStatus from the View menu (see section 1.6, Status,on page 101).

Exit Closes the Imaging screen.

1.3.4 Imaging workflowWhen pharmacy personnel enter a prescription into your pharmacy host system, Pharmacy2000 generates a unique prescription identification number (Rx ID) and prints a RxID bar codelabel.

The RxID bar code encodes the unique prescription number, the patient’s name, and the drugname. Depending on your host system, additional information may be included, such as drugnumber, quantity, NDC (or DIN), patient address, patient phone number, doctor name, doctoraddress, doctor phone number, and prescriber ID.

Pharmacy personnel affix the RxID bar code label to the back of the paper prescription, scanthe RxID bar code label, and then scan the paper prescription. In this way, Pharmacy 2000associates the electronic record with the scanned image of the paper prescription.

Note After scanning, the paper prescription no longer is required to manage theprescription order as it moves through the filling process; instead, you canimmediately file it for reference purposes, in accordance with your pharmacy’srequirements.

Once a scanned prescription image (Rx image) is in the system, it is available for viewingwithin Pharmacy 2000. The Rx image appears on the Checking screen while a pharmacistverifies a prescription order, and can also be displayed at any other time on the View Rxscreen. The scanned image also appears on the Rx Information report.

1.3.5 Imaging proceduresThis section discusses the most frequently performed imaging processes to prepare aprescription to be filled.



1.3.5.1 Imaging (scanning) an Rx

Task 4 To perform Rx imaging

Note Imaging can be accomplished only at an Image station (i.e., at a workstation where animaging scanner and bar code printer are available).

Note For instructions on launching Pharmacy 2000, see section 1.2, Log On/Log Off,on page 19.

1 Prepare the Image station.

1.1 Open the Imaging screen as described in section 1.3.1, Accessing the Imagingscreen from the Main Menu, on page 25 or section 1.3.2, Accessing the Imagingscreen from the Filling and Checking screens, on page 26.

1.2 Check the default image size; if the paper prescription to be scanned is a differentsize, choose the appropriate option in the Imaging Options panel.

1.3 Select the scanner to use from the list of available devices in the Scan Source box.

2 Obtain the paper prescription form(s) that contains the doctor’s drug order for thepatient.

Note Prescriptions for different drugs may all be written on a single prescription form.

3 Retrieve the RxID bar code label(s) for those prescription(s) from the bar code printer.

Note When Pharmacy 2000 receives a prescription from the host system, it assigns aprescription ID number (i.e., an RxID) and generates an RxID bar code label.

The system generates one bar code label per prescription; if the doctor writesmore than one prescription order on a single piece of paper, you can associateeach prescription to a single scanned image.

4 Peel the RxID label off the backing and affix the label to the back of the paperprescription, in the top right corner.



If additional drug orders are on the paper prescription, affix the first label to the topright corner; affix labels for all other prescription orders to the left side.

Note It does not matter which label goes in the top right corner and which labels goon the left.

5 Scan the bar code label with the bar code scanner.

Note If there is more than one label, scan the label you affixed to the top right cornerof the paper prescription.

Note If you are unable to scan the bar code label, click in the Rx Number field, type theRxID number in that field, and the press Enter.

When you scan the bar code label, the bar code reader beeps after it has read the RxID,and then the Rx number appears in the field.

Note An RxID must be entered in order to associate the prescription image(s) scannedwith that particular prescription identification number.

6 Place the prescription face down on the image scanner.

The image scanner scans the document and the system displays the image of theprescription form on the screen.

Note If the prescription form consists of more than one page, click the Scan AdditionalPage button to scan the additional page(s).



7 If other prescriptions for this customer also are displayed, select the prescriptionnumber(s) that correspond to the bar code label(s) that you placed on the back of thepaper prescription.

Note You can select a single prescription number by clicking on it, or you can select allthe prescription numbers in the list by clicking the Select All button.

8 When you have selected all the Rx numbers associated with this scanned prescription,click Associate.

Pharmacy 2000 maps the scanned image to each individual prescription number youselected. A progress bar provides a visual cue that the system is processing data.

When the association process has completed, the associated prescription numbers areremoved from the list.

9 Retrieve the paper prescription from the scanner and compare it to the scanned image.Inspect the image of the prescription and verify the prescription has been scannedcorrectly.

To adjust the image, select the appropriate button to zoom in (Plus button) or zoom out(Minus button), then use the arrow buttons to shift the image up, down, left, or right.



If the image of the prescription is distorted or crooked, the prescription can berescanned at any time. See section 1.3.5.2, Rescanning a prescription, on page 33.

10 File the paper prescription according to regulatory and company requirements.The system is ready to image the next prescription.

11 To scan additional prescriptions, repeat step 2 through step 10.

1.3.5.2 Rescanning a prescription

If you scanned the wrong prescription, or if a scanned image appears crooked or distorted(see Figure 18 on page 33), you can rescan the prescription.

Figure 18 Crooked scanned Rx image

Task 5 To rescan a prescription

1 Remove the paper prescription from the image scanner.

Note If this was a multi-page scan, remove all pages from the image scanner.

2 Scan the bar code sticker on the back of the paper prescription.

The system notifies you that the image has already been scanned, and asks if you wantto replace it.



3 Click Replace to initiate a new scan to replace the existing scanned image.

4 Place the paper prescription face down on the image scanner, being careful to align itwithin the document-feeder guides.

Note If this is a multi-page scan, use the Scan Additional Page button to re-scan eachpage of the Rx.

5 Wait while the paper prescription is scanned.

6 When the prescription image appears on the screen, verify that it was scanned correctly:

• If the scanned image is correct/readable: File the paper prescription according toyour pharmacy’s requirements.

• If the scanned image is still crooked or distorted: Verify the correct size option isselected on the Imaging screen. Then repeat the rescan procedure.

1.3.5.3 Associating multiple Rx numbers with a new Rx image

When multiple RxID numbers already have been associated with an Rx image, and you needto scan an additional prescription for the patient, Pharmacy 2000 prompts you to choosewhether you want to replace the previous Rx image for the associated RxID numbers with thenew Rx image, or add (append) the new image to the previous Rx image(s).

If after scanning the new Rx image you answer Yes to the prompt, the Rx association list isrepopulated with the RxID numbers available to associate with the new Rx image. Asdescribed in step 8 in Task 4 on page 32, you then can select the Rx numbers and click theAssociate button. The new Rx image will replace the previous Rx image.

If after scanning the new Rx image you answer No to the prompt, the new Rx image merely isappended to the original Rx image as a 2nd image (or 3rd, 4th, etc.), and then becomesavailable for viewing on the View Rx and Checking Verification screens. The original Rx imageretains its association with the RxID numbers.

Note By default, the original Rx image appears on the View Rx and Checking Verificationscreens. You must use the right/left arrow buttons located below the Rx image toview the new image.

1.3.6 Exiting the Imaging screen• To close the Imaging screen and return to the Main Menu, click Exit.



• To switch directly to the Filling or Checking screen without having to return to the MainMenu, select Stations > Filling or select Stations > Checking from the menu bar.

• Other choices available from the Imaging screen:

• Click Maintenance or select Options > Maintenance to open the Maintenance Menu.

• Click Urgency or select Options > Urgency to open the Urgency screen.

• Click Status or select View > Status to open the View Status screen.

• Select View > View Rx from the menu bar to open the View Rx screen.

1.4 FillingThis chapter describes how to use Pharmacy 2000 to manage the prescription-fillingworkflow.

1.4.1 Filling workflowThe Filling workflow has four main steps:

Step 1: Initiating a fill Pharmacy 2000 supports two methods of initiating a fill: trigger filland early fill. In trigger-fill mode, a prescription fill is initiated when you scan an RxID bar codeor select a prescription from the on-screen filling queue (in other words, when you performan action that triggers the fill to start). In early-fill mode, Pharmacy 2000 automatically sendsprescriptions to designated automated filling devices as soon as a prescription is receivedfrom your host system.

Step 2: Performing a shelf fill or retrieving an automation fill Once a fill has been initiated(either by trigger fill or by early fill), the system identifies the location of the requested drugby scanning all automation and mapped shelves. If the drug is located in automation, thesystem sends the prescription to that device for filling, and you retrieve the filled prescriptionfrom the automation unit. If the drug is not located in automation, Pharmacy 2000 directsyou to Retrieve From Shelf. For countable drugs (e.g., pills), you would then count theappropriate number to fill the prescription.

Note For shelf fills, Pharmacy 2000 can be configured so that it requires you to scan thestock bottle bar code to confirm the correct drug.

Step 3: Completing the fill The step of completing the fill lets Pharmacy 2000 know that agiven prescription is ready for pharmacist verification (called Checking in Pharmacy 2000). Incertain situations, you can configure your system so that scanning out the prescription at anautomation unit automatically completes the fill in Pharmacy 2000. In other cases, you willhave to pick up the prescription within Pharmacy 2000 in order to complete the fill so that itmoves into Pharmacy 2000’s Checking queue.

Step 4: Collating filled orders Pharmacy 2000 can be configured to assign each filledprescription to a particular location in your collating area (referred to as a packing box inPharmacy 2000 terms). Pharmacy 2000 automatically assigns all prescriptions for a givendate that are for the same patient or patient family to a single packing box location. If your



site is using this functionality, then once a prescription is complete, you will place it in thedesignated packing box location. A pharmacist can then verify (check) all the prescriptionsonce the entire order is ready.

1.4.2 Filling stationYou perform prescription filling from a Pharmacy 2000 workstation configured to provideaccess to the Filling screen.

Note Because workstations configured for Filling and Checking share the same hardwarerequirements, these workstations are often referred to as Fill/Check stations.

In Filling mode, two users can fill prescriptions from a single Fill/Check station at the sametime; or one user can fill from two sides of the Filling screen.

A Fill/Check station requires a computer equipped with a touch-screen monitor, a keyboardand mouse, and a bar code scanner (Figure 19 on page 36).

Figure 19 Fill/Check station

Depending on your pharmacy’s procedures, your Fill/Check stations may also be equippedwith a CAC (Common Access Card) reader and/or signature pad.

In addition, some pharmacies choose to add a label printer so that users can generateidentification labels; users can then scan their user ID bar code to authenticate themselves forvarious Pharmacy 2000 functions.

1.4.3 Filling screen1.4.3.1 Accessing the Filling screen from the Main Menu

In order to access the Filling station from the Main Menu, you must be logged in to aPharmacy 2000 workstation for which Filling is enabled (refer to Station Options, in Pharmacy



2000 Administration) and you must be authorized to access the Filling screen (refer to Changing rights for a group or user, in Pharmacy 2000 Administration).

To access the Filling screen from the Pharmacy 2000 Main Menu (Figure 13 on page 24), clickFilling. The Filling screen appears.

Figure 20 The default Filling screen

1.4.3.2 Accessing the Filling screen from the menu bar

The menu bar is present on the main screen and on the Imaging, Filling, and Checkingscreens. To access the Filling screen from the menu bar, pull down the Stations menu andselect Filling.

Figure 21 Stations > Filling menu

Note If the Filling menu item is grayed out, the Filling function is not enabled for thisworkstation (refer to Station Options, in Pharmacy 2000 Administration).

1.4.3.3 Accessing the Filling screen from the Checking screen

If you are on the Checking screen, you can click the Filling button to exit the Checking screenand switch over to the Filling screen.



Figure 22 Checking screen buttons

Note You can also access the Filling screen from the Checking screen via the Stations menu,as described in section 1.4.3.2, Accessing the Filling screen from the menu bar,on page 37.

1.4.3.4 Filling screen layout

Figure 23 on page 38 shows a Filling screen displaying a prescription that has been selectedfor filling.

Figure 23 Filling screen



Item Description

1 Filling grid The filling grid is a read-only list of prescriptions that were sent toPharmacy 2000 by the pharmacy host system or that were sent toPharmacy 2000 via manual fill.

For each prescription, the list displays the following information:

Urgency Urgency level sent by the host system or selected inthe Manual Fill dialog (see section 1.7, Urgency,on page 106)

Status The prescription’s current status in Pharmacy 2000(see section 1.6, Status, on page 101)

Rx Number Prescription number sent by the host system or, fora manual fill, generated by Pharmacy 2000

Quantity Number of doses of the prescription, as sent by thehost system or entered in the Manual Fill dialog

Name Patient name sent by the host system or entered inthe Manual Fill dialog

NDC The prescription NDC sent by the host system orscanned or entered in the Manual Fill dialog

Time Received Time the prescription was sent from the hostsystem or from the Manual Fill dialog

Patient ID (Optional; not shown) The patient’s uniqueidentifier in the host system (e.g., Social SecurityNumber). Only visible if Display Patient ID On Filling Gridis enabled for the zone (refer to Zone Options, inPharmacy 2000 Administration).

Drug Name The drug name sent by the pharmacy host systemor, for a manual fill, as listed in the FDB drugdatabase

When first displayed, the grid is sorted by Urgency, with prescriptions at thesame urgency level further sorted by time received, oldest to newest.

You can choose to sort the grid differently by clicking on any other columnheader. A blue down arrow in the column header indicates a descendingorder, while a blue up arrow indicates ascending order, as follows:

Time Received Sorts chronologically by date and time, withascending order being oldest to newest.

NDC Sorts 000000000–999999999, using all digits of theNDC, with ascending order being lowest to highestalphanumeric value (not strictly numeric).



Item Description

Text columns Sort 0–9 then a–z then A–Z, with ascending orderbeing numerals to lowercase to uppercase.

Numericcolumns

Sort 0–9 then 10–99 then 100–999 (etc.), withascending order being lowest to highest numericvalue.

Any prescriptions with identical sorted values are further sorted oldest tonewest by Time Received.

Note The filling grid appears only if Use Filling Station Grid is enabled on thePharmacy 2000 Zone Options tab (refer to Zone Options, inPharmacy 2000 Administration). If the filling grid is enabled, youcan choose to filter the prescriptions displayed based on the fillingzone from which they originated.

Note If you are not seeing all pending prescriptions in the Filling grid,open the List menu and select All (List > All).

Note If you are not seeing partial fills in the Filling grid, open the Listmenu and ensure that Show Partial Fills is selected (List > Show PartialFills).

2 Filling screenbuttons Maintenance Opens the Maintenance Menu.

Manual Fill Opens the Manual Fill dialog, which lets you enter aprescription order and send it to Pharmacy 2000,instead of the host sending the prescription (see section 1.4.4.8, Performing manual fills,on page 61).

Status Opens the Status screen (see section 1.6, Status,on page 101).

View Rx Opens the View Rx screen for the selectedprescription. If you scanned the paper prescriptionassociated with this order, you can view thescanned image here (see section 1.8, View Rx,on page 109).

Checking Opens the Checking screen (see section 1.5,Checking, on page 75).

Refresh Refreshes the filling grid with the most recent data.

Exit Closes the Filling screen and logs out users fromboth filling sides.



Item Description

3 Packing Boxdrop-down list

The packing box drop-down list allows you to select the packing box wheretrigger-fill prescriptions will be assigned.

Note The packing box drop-down list appears on the Filling screen only ifpacking boxes are enabled and are configured for the given zone.

Note If a prescription has the same family ID and date as a prescriptionthat has already been assigned a packing box, when you select adifferent packing box for that prescription via the drop-down list,the system overrides your selection and assigns the prescription tothe previously assigned packing box.

Note The packing box drop-down list does not apply to early fills. Forearly fills, Pharmacy 2000 assigns the prescription to a packing boxwhen you complete the fill (i.e., when you click the Pick Up button).

4 Log On/Log Offbar for leftfilling side

Once a user logs into the filling side, the Log On/Log Off bar changes todisplay the Log Off button, along with the user’s name (if your system isconfigured to require badge scans; otherwise Filling Tech: Left orFilling Tech: Right) and an entry field for Rx number.

Log Off Clears the filling side’s currently displayedprescription and logs off the user, but does notinterrupt or cancel any action by the system.

Note Log Off is not equivalent to Cancel Fill.

5 Log On/Log Offbar for rightfilling side

When no one is logged into the filling side, the Log On/Log Off bar displaysthe alternating messages PRESS HERE and TO LOGON.

Click the bar to log on to a filling side. If your system is configured torequire badge scans, you will be prompted to scan your user ID bar code.Otherwise, you will be prompted to enter your user name and password.

6 Prescriptioninformationpane

When a user is logged into a filling side and a prescription is selected,information about the prescription is shown in the display pane, including:

• The dispensing device (if filled or filling); otherwise, Not Started

• Drug image (if available; see circle labeled a in Figure 23 on page 38).

Note If multiple pill images are in the database, black arrows appearon either side of the image to allow you to page through all pillimages.

• Rx number

• NDC number

• Schedule



Item Description

• Pencil icon (see circle labeled b in Figure 23 on page 38): Used formanual drug substitution; see section 1.4.5.6.3, Manual drugsubstitution, on page 66. If you assign a manual drug substitution, thepencil icon changes to an undo icon.

• Quantity prescribed

• # Vials to fill prescription

• Drop-off location (if applicable)

• Packing box location once filled (Only if packing boxes are enabled. Referto Hardware Setup, in Pharmacy 2000 Administration.)

• DAW (Dispense As Written) instruction (Yes/No)

• Drug name

• Generic name (if applicable)

• Strength

• Filling status; see section 1.4.4.2, Viewing a prescription’s filling statusand details, on page 49.

• For partial fills: the notation (partial) beside the Rx number and thequantity of pills left to be dispensed.

• Details button (see circle labeled c in Figure 23 on page 38): Select thisbutton to view details about the processing of the prescription at thedispensing device. For more information, see section 1.4.4.2, Viewing aprescription’s filling status and details, on page 49.

Note When a prescription’s status is Not Started, prescriptioninformation is displayed on a blue background. Once a fill starts,the background color changes to reflect the filling device, asfollows:

• Max — white smoke

• Mini — light cyan

• Shelf (mapped) — light green

• Shelf (unmapped) — pale green

7 Display area forright filling side

When no one is logged into a filling side, or when a user is logged into thefilling side but no prescription is selected, the display area is empty.

8 Filling-sidebuttons

Available when a user is logged into a filling side:



Item Description

Fill Submits the prescription to the best device, asdetermined by the system, based on the zone’savailable devices, dispensing priorities, and druglists.

Select Device Opens a list of the filling devices available in thezone; you can then choose the filling device youwant to use for this prescription.

Partial Displays a keypad from which you can enter apartial pill quantity to be dispensed. (This button isonly available in certain circumstances.)

Pick Up Completes the fill in Pharmacy 2000, thus alertingPharmacy 2000 that the prescription is ready forpharmacist verification (i.e., Checking).

Note If your system is set up to Require badge scanfor pick up at this workstation, you mustscan your user ID bar code or enter yourPIN to complete a fill. In that case, thestatus reads Scan Badge for Pick Up andthe Pick Up button is grayed-out (i.e.unavailable for selection).

Reprint VialLabel

(not shown in Figure 23 on page 38; replaces thePick Up button after a prescription has beencompleted) Prints a new vial label for theprescription.

Resend Fill (not shown in Figure 23 on page 38; replaces the Fillbutton after a prescription has been completed)Resubmits a completed Rx to the filling queue,before it typically would be rejected from theChecking Verification screen.

Note If Bypass Checking is enabled in Pharmacy2000 System or Zone Options, the ResendFill button is not available. If you want toresend a fill that bypassed checking, youmust do so from the host.

Disable SBV (not shown in Figure 23 on page 38; replaces thePick Up button in some circumstances) Disables therequirement for Stock Bottle Verification and forStock Bottle Expiration Date Verification for thecurrent fill only.



Item Description

Cancel Fill Cancels the prescription and returns it to the fillingqueue.

Note Pharmacy 2000 will not let you cancel aprescription that has already begun to fillat a filling device; in that case, the Cancelbutton is grayed out.)

Notes Accesses the Script Notes screen (see section 1.9,Script Notes, on page 113).

Close Clears the filling side’s currently displayedprescription, but does not interrupt or cancel anyaction by the system; does not log off the user.

1.4.3.5 Filling sides

The lower half of the Filling screen is divided into two sections (the filling sides) which allowtwo different users to fill prescriptions from the same screen. Alternatively, a single user canlog on to both Filling sides simultaneously.

1.4.3.5.1 Logging on to a filling side

You must log on to a filling side to initiate prescription fills through Pharmacy 2000.

Task 6 To log on to a filling side

1 Access the Filling screen as described in section 1.4.3.1, Accessing the Filling screenfrom the Main Menu, on page 36, section 1.4.3.2, Accessing the Filling screen from themenu bar, on page 37, or section 1.4.3.3, Accessing the Filling screen from the Checkingscreen, on page 37.

2 On the Filling screen, click the left or right Log On/Log Off bar.



3 If prompted to do so, scan your Pharmacy 2000 User ID bar code.

Note This prompt appears only if your system is configured to require that users scanan identification bar code (i.e., a User ID) in order to authenticate themselves foraccess to Pharmacy 2000 functions. For more information, refer to the Use BadgeScan option described in System Options, in Pharmacy 2000 Administration.

The filling side opens, a Log Off button and a prescription-number field appears in the LogOn/Log Off bar, and function buttons appear at the bottom of the filling side.

Note Initially, all buttons except Close are grayed out and unavailable.

If you had to scan your User ID bar code in order to log on to the filling side, your nameappears in the center of the Log On/Log Off bar; otherwise, the bar displays FillingTech: Left (left side) or Filling Tech: Right (right side).

1.4.3.5.2 Closing a filling side

Closing a filling side clears its currently displayed prescription, but does not interrupt or cancelany action by the system, and does not log off the user.

Task 7 To close a filling side

1 Click the Close button on the button bar at the bottom of the filling side.

1.4.3.5.3 Logging off a filling side

Logging off a filling side clears its currently displayed prescription and logs off the user, butdoes not interrupt or cancel any action by the system.



Task 8 To log off a filling side

1 Click the Log Off button on the Log On/Log Off bar above the filling side.

1.4.3.6 Exiting the Filling screen

Exiting the Filling screen closes the entire Filling window. If users are logged into one or bothof the filling sides, the system logs off those users when it closes the Filling screen, but doesnot interrupt or cancel any action by the system.

Task 9 To exit the Filling screen

1 From the Filling screen, click Exit.

The Filling screen closes. If users are logged into the filling sides, they are logged out.

The system returns you to the previous window (i.e., the window from which youinvoked the Filling screen).

1.4.4 Filling proceduresThis section discusses the most frequently performed filling processes so that a prescriptioncan be checked.



1.4.4.1 Initiating a fill

1.4.4.1.1 Early fills

If desired, you can designate your automated filling devices as early-fill devices (refer to Hardware Setup, in Pharmacy 2000 Administration).

New script received?

Anyearly-fill

devices in zone?

Initiatefill process

Wait for trigger fill

Yes

No

Yes

Fill triggered

Figure 24 Early-fill vs. trigger-fill workflow

If you have designated any devices as early-fill, Pharmacy 2000 routes scripts directly tothose devices for filling.

Each time Pharmacy 2000 receives a new prescription, it checks to see if there are anydevices marked for early fill in the given zone.

If Pharmacy 2000 finds an early-fill device, it automatically sends the prescription to thatdevice for filling (Figure 24 on page 47). When you load the prescription in the Filling screen,you will see that the prescription is already processed.

Note If Pharmacy 2000 finds more than one early-fill device in the zone, it follows thisdispensing priority: Max first and then Mini.

Note If the prescription cannot be filled by the early fill device(s), Pharmacy 2000 processesit as a normal trigger fill.

1.4.4.1.2 Trigger fills

The term trigger fill applies to fills that you initiate manually from within Pharmacy 2000.

• If there are no devices designated as early-fill within a zone: All prescriptions filled fromthat zone will be trigger fills.



• In zones that use early fill: The system first tries to fill all prescriptions via the early-filldevice(s); any prescriptions that cannot be filled by the early-fill device(s) are treated astrigger fills.

When you initiate a trigger fill, you may let the system select the filling device or you mayspecify a particular device to fill the prescription. When you let the system select the fillingdevice, Pharmacy 2000 decides where to send a prescription based on a combination offactors including—but not necessarily limited to—dispensing priorities and drug availability.

Task 10 To initiate a trigger fill

Note This procedure lists the steps for a default configuration. The steps you see may bedifferent depending on the particular options in use at your site. For more informationabout how configuration options can affect the filling procedure, see section 1.4.5,Filling options, on page 63.

1 Perform one of these steps to open a prescription on a filling side:

• Scan the RxID bar code.

• Type the RxID in the blank field on the Log On/Log Off bar and then press Enter.

• Select the prescription from the filling grid.

Note If the prescription you want to fill is not visible in the filling grid, select List > Alland/or List > Show Partial Fills from the menu bar.

Information about the prescription appears in the display pane, and the Fill and SelectDevice buttons become active.



2 If you want Pharmacy 2000 to select the best filling device to use, click Fill and then goto step step 4.

Note Pharmacy 2000 decides where to send a prescription based on a combination offactors including—but not necessarily limited to—dispensing priorities and drugavailability.

3 If you want to select the shelf or filling device yourself:

3.1 Click Select Device.

A list of available filling devices replaces the displayed prescription information.

3.2 Click the device you want to use to select it; then click Fill.

4 Repeat step 1 followed by either step 2 or step 3 (as appropriate) to initiate additionalfills.

Note You do not have to cancel or complete previous fills before initiating new fills.

1.4.4.2 Viewing a prescription’s filling status and details

A prescription enters the filling queue with status Not Started. Once the fill is initiated(either via early fill or via trigger fill), the prescription’s status changes to inform you when toact on the prescription or when there is a problem. The system displays a prescription’s fillingstatus in the Prescription Information pane (Figure 25 on page 50).



Figure 25 Prescription Information pane

Status values include:

• Not Started

• Queued or queueing error (Script DeviceNotFound, Script DrugNotFound, or NotConnected)

• Filling or run-time error at the device (e.g., Undercount, Overcount, Capping error,Insufficient quantity, Script not sent to device, etc.)

Note For a complete list of run-time errors, refer to the documentation for your fillingdevice.

• Ready for Pickup for scripts filled by automation; or Retrieve from Shelf for scriptssent to mapped or unmapped shelves

Note If the Max Configuration is set to Fill To Empty, Pharmacy 2000 is not informed whena multi-vial fill fails to complete due to insufficient quantity in the unit. Therefore,you should always check the Incomplete queue on the unit when you cannot find allof the vials for a multi-vial fill. You must identify and resolve the issue(s) on the unitthat prevented the fill from completing before you return to Pharmacy 2000Operations.

• Scan Badge for Pick Up for scripts that would by default be Ready for Pickup, butthe system is configured to use badge scans at that station

• Filling Process Complete for scripts marked as picked up in Pharmacy 2000

• Void Pending for scripts selected to be voided via the Void tab on the Script Maintenancescreen

You can click the Details button on the Filling screen to view system messages about theselected prescription.



Task 11 To view filling details

1 To view details about the filling status, click Details.

The prescription information is replaced by a list of status messages that show theinteractions between Pharmacy 2000 and any filling devices it has tried to use to fill theprescription.

Note Messages are listed in reverse chronological order: the most recent message isat the top of the list; the oldest message (i.e., the first message in the sequence)is at the bottom of the list.

2 Click Return to close the Details list and return to the prescription information pane.

1.4.4.3 Completing a fill

Prescriptions (both early fill and trigger fill) must be completed to make them available forchecking in Pharmacy 2000. In general, you will complete a fill by clicking Pick Up or byscanning your user ID badge (or entering a PIN).

• If badge scans are not required at your site, click Pick Up to complete the fill.

• If your site is configured to require a badge scan, Pharmacy 2000 prompts you to scan youruser ID badge or enter a PIN.

Note For early-fill scripts used in conjunction with packing boxes: You must completethe fill within Pharmacy 2000 by clicking Pick Up on the Filling screen or by scanning abadge/entering a PIN. Pharmacy 2000 then assigns the prescription to a packing boxand places the prescription in the Checking queue.

Note For early-fill scripts when packing boxes are not in use: You can scan theprescription out at the Max; Pharmacy 2000 will then mark the prescription as pickedup and move it into the Checking queue. (In this case, you do not have to click Pick Upor perform a badge scan.) The prescription is not assigned to a packing box.



Note For trigger-fill scripts: Whether you must complete the fill within Pharmacy 2000depends on the auto-pickup and Stock Bottle Verification settings, as described in Table 8 on page 53.

If you have enabled automatic MedGuide printing and set Pharmacy 2000 to print medicationguides after filling, then the applicable MedGuide(s) print after you complete the fill. Refer to MedGuides, in Pharmacy 2000 Administration for more information.

Note If an edit for the prescription comes from the host after you have completed the fill,one of two things will happen, depending upon how your system is configured byParata Support:

• The fill resets to Not Started and (if applicable) Pharmacy 2000 re-executes theearly fill.

• The fill does not reset to Not Started (and if applicable, Pharmacy 2000 does notearly fill). You must click Resend Fill to reset the prescription and allow Pharmacy2000 to reprocess it fully.

In both situations, you must perform a return to stock on the previously completedfill.

1.4.4.3.1 Completing shelf fills

Whether or not you must complete shelf fills within Pharmacy 2000 depends on the auto-pickup option (see section 1.4.5.4, Auto-pickup, on page 64):

• When auto-pickup option is off (default): You must always complete fills withinPharmacy 2000 (i.e., click the Pick Up button or scan/enter your Badge ID/PIN) for all fillssent to mapped or unmapped shelves.

• When auto-pickup option is on: Whether or not you must complete the fill withinPharmacy 2000 depends on the status of the Stock Bottle Verification option:

• If Stock Bottle Verification is on:

• Scripts sent to mapped and unmapped shelves are set Completed automatically(and are ready for checking) upon a correct scan of the stock bottle. You will nothave to click Pick Up or scan your badge ID badge (or enter your PIN) after you scanthe stock bottle.

• You can perform only zero-count partial fills.

• Cancel is allowed only for scripts sent to an unmapped shelf; the cancellation mustoccur before you scan the stock bottle.

• If Stock Bottle Verification is off:

• For scripts sent to a mapped shelf: Scripts are set Completed immediately uponfilling. You will not have to click the Pick Up button (or scan your user ID badge orenter your PIN). You cannot perform a partial fill; and you cannot cancel scripts.



• For scripts sent to an unmapped shelf: You must click the Pick Up button (or scanyour user ID badge or enter your PIN) to complete the fill. You can perform apartial fill; and you can cancel scripts.

Table 8 summarizes the pick-up requirements from the above details.

Configuration Prescription sent to Complete the fill in Pharmacy 2000?

Auto-pickup disabled Mapped shelf Required

Unmapped shelf Required

Auto-pickup enabled

SBVA enabled

Mapped shelf Not necessary; system completes the fillautomatically upon scan of correct stockbottle

Unmapped shelf Not necessary; system completes the fillautomatically upon scan of correct stockbottle

Auto-pickup enabled

SBVA disabled

Mapped shelf Not necessary; system completes the fillautomatically immediately upon filling

Unmapped shelf Required

Table 8: Pick-up requirements for scripts sent to shelves

A SBV = Stock Bottle Verification; defined on the Zone Options tab of Pharmacy 2000 Setup window (referto Zone Options, in Pharmacy 2000 Administration).

1.4.4.4 Collating completed fills

There are a variety of ways to collate completed fills for an order, based on whether you useParata’s physical packing boxes or virtual packing boxes that mirror your location’s customerpick-up storage (refer to Packing Box view, in Pharmacy 2000 Administration).

Figure 26 Default packing box

Packing boxes are zone-specific; thus, when Pharmacy 2000 assigns a prescription to apacking box, it looks for the next available slot in a packing box configured to the zone wherethe prescription originates; however, if the prescription has the same family ID and date asone that has already been assigned a packing box, Pharmacy 2000 will assign the newprescription to that same packing box location.

• Early fill: When packing boxes are used with the early-fill workflow, Pharmacy 2000 assignsthe packing box when you pick up the prescription in Pharmacy 2000 (by clicking Pick Up, orby scanning your user ID Badge or entering a PIN).



Note If you are using the early-fill workflow with packing boxes, and you scan out aprescription at Parata Max (instead of completing the pick-up function in Pharmacy2000), you will not get a packing box assignment for that prescription.

• Trigger fill: When packing boxes are used with the trigger-fill workflow, Pharmacy 2000assigns the packing box at the time you initiate the fill. The default location appears in adrop-down list on the Filling screen. You can override Pharmacy 2000’s default packing boxassignment by selecting a different packing box from the drop-down list. However, if theprescription has the same family ID and date as one that has already been assigned to adifferent packing box, Pharmacy 2000 will override your selection so that it can group thecurrent prescription with the other prescriptions in that order.

Parata’s physical packing boxes have lights that flash on the fill side during pick up. Similarly,they flash on the check side once a whole order is filled and ready for checking.

1.4.4.5 Canceling a fill

1.4.4.5.1 Canceling from within Pharmacy 2000

If a prescription has not begun filling, you can cancel the fill from within Pharmacy 2000. Ifyou cancel a fill that was already queued on a Max or Mini, the system automatically cancelsthe fill at the device.

A canceled fill remains in the system and re-enters the filling queue.

Note Once a fill starts, the cancel fill function is unavailable.

Note Canceling a fill is different from voiding a prescription. Voided scripts are cleared fromPharmacy 2000 and are no longer available for filling (though you can instruct thehost to resend the prescription, to restart the fill process). For information aboutvoiding scripts, see section 1.5.11.9, Voiding a checked prescription, on page 99and refer to Voiding unfilled scripts, in Pharmacy 2000 Administration).

Task 12 To cancel a fill from Pharmacy 2000

Note You must be logged into a filling side to perform this procedure.

1 If the prescription is not already visible in the prescription info panel, enter a prescriptionnumber in the field on the Log On/Log Off bar:



• Click in the prescription number field on the Log On/Log Off bar and then scan aprescription bar code.

• Click in the prescription number field on the Log On/Log Off bar, type a prescriptionnumber, and then press Enter.

• Select a prescription from the filling grid in the window’s top pane and then pressEnter.

Note If you do not see the prescription for which you are looking in the filling grid,select List > All and/or List > Show Partial Fills from the menu bar.

Information about the prescription appears in the display pane.

2 Click Cancel Fill.

Note If the Cancel Fill button is grayed out, Pharmacy 2000 has already begunprocessing the fill and you will not be able to cancel it.

1.4.4.5.2 Canceling from a filling device

If you void a prescription from the Pending queue or delete an exception on a Max or Minithen Pharmacy 2000 cancels the prescription automatically and resets its status to NotStarted.

1.4.4.5.3 Canceling shelf fills

Whether or not you can cancel shelf fills depends on the status of the Stock Bottle Verificationoption, as well as on the status of the filling option Automatically pick up prescriptions that are filledto shelves. When you cancel a fill, its status is reset to Not Started.

Automatically pick up prescriptions that are filled to shelves:

• When this option is disabled (the default setting), you can cancel fills to mapped andunmapped shelves. However, the Cancel Fill button is unavailable after you select either Partialor Pick Up (or, when security and Require badge scan for pick up are enabled, after you scan/enteryour badge/PIN).

• When this option is selected and Stock Bottle Verification is enabled on the Zone Options tab,you can cancel only unmapped-shelf fills, and the cancel must occur before the stock bottleis scanned.



• When this option is selected, but Stock Bottle Verification is disabled on the Zone Options tab,then:

• You cannot cancel mapped-shelf fills.

• You can cancel unmapped-shelf fills.

For more information, refer to Zone Options, and Station Options, in Pharmacy 2000Administration.

1.4.4.5.4 Cancels performed by the system

In certain cases, scripts are canceled by the system rather than by some action that a userperforms (such as selecting Cancel Fill or canceling a prescription at a filling device):

• If a pre-pack is sent to a Max or Mini that is programmed to ignore certain pre-packquantities, the device automatically moves the prescription to the Incomplete queue andsends a pre-pack quantity message back to Pharmacy 2000.

• A void from the host is processed by both AIM and Pharmacy 2000. If the prescription isalready being filled, the void fails. If, however, the prescription has not been filled yet, thesystem deletes the transaction ID so the prescription can be resubmitted. The void isrecorded in the Pharmacy 2000’s Prescription Log for audit purposes.

1.4.4.6 Resubmitting a fill

You can resubmit a completed prescription for filling directly from the Filling screen via theResend Fill button. The Resend Fill button replaces the Fill button when a prescription’s statusfield on the Rx Information pane displays Filling Process Complete.

This feature is useful when, upon filling a prescription, you see that the prescription has notbeen properly completed (for example, filled with the incorrect drug). Rather than rejectingthe prescription from the Checking screen and resubmitting it from the host system, you canclick Resend Fill to send the prescription directly to the Pharmacy 2000 filling queue forreprocessing (Figure 27 on page 56).

Figure 27 Click Resend Fill to return a prescription to Pharmacy 2000’s filling queue.



Note You can use Resend Fill only for prescriptions that have been Filled but not yet Checked.Once a prescription has been checked, you must reject it in order to reprocess it.

After you click Resend Fill, a confirmation prompt appears (Figure 28 on page 57). Click Yes toconfirm that you want to resend the prescription.

Figure 28 Resend confirmation dialog box

When you click Yes, the prescription’s status is reset to Not Started (Figure 29on page 57). You can then click Fill or Select Device to re-run the prescription.

Figure 29 The prescription’s status reverts to Not Started.

When you use the Resend Fill function to re-run a prescription, the system automaticallyrecords that event; you can then view details via the Notes button (see section 1.9, ScriptNotes, on page 113).

1.4.4.7 Performing partial fills

Under the default system configuration (i.e., with the auto-pickup option disabled), you canperform partial fills for scripts sent to a mapped or unmapped shelf.

If your system is configured with the auto-pickup option enabled (refer to Station Options, inPharmacy 2000 Administration), and if Stock Bottle Verification is also enabled (refer to ZoneOptions, in Pharmacy 2000 Administration), then you can perform only zero-count partialfills. To do so, click Partial from the Stock Bottle Verification screen. The system does not allownon-zero partial fills when auto pick-up and Stock Bottle Verification are both enabled.



If your system is configured with the auto-Pick Up option enabled but Stock Bottle Verificationdisabled, then you cannot perform partial fills for scripts sent to mapped shelves (because thesystem performs the automatic pick up as soon as the prescription is filled). However, youcan perform partials for scripts sent to an unmapped shelf.

CAUTION

Once you perform a partial fill of a prescription, do not edit the prescriptionquantity. If you try to edit the prescription’s quantity after it is partially filled,the vial label will not reflect the edit, even though it will be changed inPharmacy 2000. If you need to edit the prescription quantity after a partial fill,you must void the prescription, return the partial fill to stock, and resend theprescription from the host.

Task 13 To perform a partial fill


Note This procedure assumes that the auto-pickup option is disabled.

1 Scan, enter, or select the prescription number of a prescription that was sent to amapped or unmapped shelf.

Note You cannot do a partial fill for scripts sent to an automated filling device.

When the prescription information appears, both the Partial and the Pick Up buttons areactive.

2 If Stock Bottle Verification is enabled, do one of the following:

• Scan or enter the stock bottle and proceed to step 3.

• Click Disable SBV and respond to the on-screen prompts; then proceed to step 3.

• If you do not have a stock bottle to scan or enter, click Partial.Pharmacy 2000 immediately processes the prescription as a zero-quantity partial fill andputs it into complete state. No vial label is printed; and the partial filling procedure iscomplete.

3 Count the pills for the prescription manually:



• If you counted the entire prescribed quantity: You do not need to do a partial fill. Inthat case, just click Pick Up as usual and proceed as for a regular fill.

• If you counted fewer pills than prescribed: Continue to step 4 to perform a partialfill.

4 Click Partial.

A numeric keypad appears.

5 Click the keypad buttons to enter the quantity of pills you counted and then click Enter.

The keyboard closes and you are returned to the Filling screen. The Partial button isdisabled, and the Pick Up button is unavailable.

Pharmacy 2000 automatically moves the partial-fill prescription into the Checking queue.

For a partial fill, the Status screen—which can be accessed directly from the Filling screen—displays the prescription’s status as PARTIAL (Figure 30), and displays the dispensedand remaining quantity (Qty/Qty Left).



Figure 30 Status screen, showing partially-filled prescription data

A partial fill is flagged on the Checking Verification screen (see Figure 43 on page 87) bya red Partial Fill button. When you click this button, the View Partials screen appears,which shows the quantity prescribed, quantity dispensed, and quantity owed (Figure 31).



Figure 31 View Partials screen

After the partial fill is checked, the prescription reappears in the filling grid. When theprescription is loaded subsequently, the system notifies you that the prescription is partof a partial fill and displays the remaining quantity.

Note If you used a drug substitution for the partial fill, the remaining quantity will belisted using the substituted drug NDC, not the originally prescribed NDC. You canfill the remaining quantity with the substituted drug, the originally requested NDC,or any other valid substitution for those NDCs.

Once you fill the remaining quantity and proceed to Checking, the View Partials screenshows that the partial fill has been completed (Figure 32).

Figure 32 View Partials screen, showing completed partial fill (Qty Owed=0.00)

1.4.4.8 Performing manual fills

A manual fill is a prescription you create manually and submit to Pharmacy 2000 from withinPharmacy 2000 itself, rather than one that is sent by your host system.



Task 14 To perform a manual fill

1 On the Filling screen, click Manual Fill to open the Manual Fill screen.

2 On the Manual Fill screen, enter or scan the NDC in the Scan or enter NDC field and thenpress Enter.

The Selected Drug Details panel displays information about the selected drug, as well asan image of the drug (if available).

3 In the QTY field, enter the quantity of pills to be dispensed.

4 Optional: In the Patient Last Name field, enter the patient’s last name.

5 In the Urgency field, select the urgency level for this prescription, or leave it set to thedefault value of Urgent.

6 Optional: In the Terminal ID field, enter the terminal name from which you want Pharmacy2000 to send the manual fill (i.e., the prescription will seem to come from that terminal,for automation filling and for reporting purposes).

7 Optional: In the Days Supply field, enter the number of days that the prescription shouldbe taken by the patient.

8 Optional: Use the arrows on either side of the Medication Library Image area to pagethrough the active and deprecated drug property sets.

9 Click Send to P2000.



Pharmacy 2000 assigns an RxNumber to the manual fill and displays the pop-up messageSubmitted Manual Fill for RX <RxNumber>.

10 Click OK on the pop-up message to continue.

11 If you need to send another manual fill, click Clear and then repeat step 2 through step 10.

12 When you have completed all manual fills, click Exit to return to the Filling screen.

13 If necessary, log on to the Filling screen and click Refresh. The manual fill scripts are listedat the top of the filling grid (when it is sorted by Urgency and you left them as Urgent).

14 Process the prescription as you would any prescription sent by the host.

1.4.5 Filling optionsThis section discusses the various dependencies between Pharmacy 2000 options and thedifferent filling functions that might or might not be available at a given zone, based on thosesettings.

1.4.5.1 Fill/Check buttons

The presence of a Filling button on the Checking screen depends upon the followingconditions:

• The Filling check box is checked for this particular workstation (refer to Station Options, inPharmacy 2000 Administration).



• The Use Fill/Check check box is checked for the relevant zone (refer to Zone Options, inPharmacy 2000 Administration).

The presence of a Checking button on the Filling screen depends upon the following conditions:

• The Checking check box is checked for this particular workstation (refer to Station Options, inPharmacy 2000 Administration).

• The Use Fill/Check check box is checked for the relevant zone (refer to Zone Options, inPharmacy 2000 Administration).

1.4.5.2 Display filling grid

The filling grid appears if the Use Filling Station Grid option is checked for a given zone (refer to Zone Options, in Pharmacy 2000 Administration). If your system is configured with more thanone filling zone, you can also choose whether to filter the list of prescriptions displayed basedon the zone where they originated.

If the Use Filling Station Grid option is unchecked, the filling grid does not appear on the Fillingscreen. In that case, you must scan the Rx Number bar code at the Filling screen—or type itinto the field on the Log On/Log Off bar of the filling side and press Enter—in order to select aprescription for filling.

1.4.5.3 Auto-fill

When performing trigger fills, if you typically want Pharmacy 2000 to select the filling deviceand rarely need to override Pharmacy 2000’s choice, you may want to configure your systemto use the option Automatically fill prescriptions that are scanned at a filling station. When auto-fill isenabled, you initiate a trigger fill just by scanning an Rx bar code; you do not have to click theFill button. As soon as you scan the bar code, Pharmacy 2000 selects the best filling deviceand sends the prescription to that device automatically.

The auto-fill behavior applies only to scripts whose Rx bar code is scanned at a filling station.If you type the prescription number into the field or if you select a prescription from the fillinggrid, the trigger-fill process works in the default manner, as described in section 1.4.4.1.2,Trigger fills, on page 47. This means that if you need to select the filling device for a particularprescription yourself, you can still do that: Just type the Rx number or select the prescriptionfrom the filling grid instead of scanning the bar code. In that case, Pharmacy 2000temporarily disables auto-fill and enables the Select Device and Fill buttons.

For more information about the auto-fill option, refer to Station Options, in Pharmacy 2000Administration.

1.4.5.4 Auto-pickup

In the Filling Options group box of Station Options, (refer to Pharmacy 2000 Administration) theAutomatically pick up prescriptions that are filled to the shelves check box determines whetherprescriptions are automatically set to status Filling Process Complete when either youor Pharmacy 2000 sends them to a shelf in a given zone.



1.4.5.5 Require badge scan for pick-up

In the Filling Options group box of Station Options, (refer to Pharmacy 2000 Administration) theRequire badge scan for pickup check box determines whether you must scan your user ID badge(or alternately, type your PIN) to complete a pickup in a given zone.

1.4.5.6 Drug substitution

You can configure Pharmacy 2000 to perform automatic drug substitution by checking theUse Drug Number Substitution check box in Zone Options (refer to Zone Options, in Pharmacy2000 Administration).

1.4.5.6.1 DAW rules

If you configure a zone to allow drug substitution, you can also choose whether to use DAW(Dispense As Written) rules. Like the drug substitution option, the DAW option is in ZoneOptions (refer to Zone Options, in Pharmacy 2000 Administration).

• If Use DAW Rules is disabled: Pharmacy 2000 will ignore any DAW information sent by yourhost system with a prescription, and will perform automatic drug substitution, if applicable,and/or allow manual drug substitution.

• If Use DAW Rules is enabled: Pharmacy 2000 will evaluate the DAW status sent by the hostsystem with the prescription. If a Dispense as Written requirement applies to theprescription, Pharmacy 2000 will not perform automatic drug substitution on that fill, norallow manual drug substitution.

1.4.5.6.2 Automatic drug substitution

If drug substitution is enabled for the zone and allowable for a given prescription (per DAWrequirements), the system uses the drug substitutions from the FDB (First Data Bank)database or from your saved manual drug substitutions (see section 1.4.5.6.3, Manual drugsubstitution, on page 66).

To view the FDB drug substitutions or your saved substitutions, click Drug Management on theMaintenance Menu (refer to Drug Management, in Pharmacy 2000 Administration).

Updates to the FDB database are available for download from Parata’s Customer Care portalat http://www.parata.com/customer.

1.4.5.6.2.1 Automatic drug substitution for early fills

If a zone contains any early-fill devices (see section 1.4.4.1.1, Early fills, on page 47) and ifthe prescription originates from a terminal ID within that zone, then Pharmacy 2000 uses thedispensing priority of Max and then Mini. When AIM sends a prescription order to Pharmacy2000, Pharmacy 2000 applies that dispensing priority to the actual devices in the zone wherethe prescription originated, generating a list of devices where it will try to fill the prescription.



http://www.parata.com/customer

Pharmacy 2000 appends that list to the prescription order and sends it back to AIM. AIM thenlooks for the requested NDC on the first device in that list.

• If AIM finds the requested NDC on that device: It fills the prescription with the requestedNDC.

• If AIM does not find the requested NDC on that device: It looks for FDB or savedsubstitutions on that device.

• If it finds a substitution on that device: It fills the prescription with thesubstitution.

• If it does not find a substitution on that device: It goes to the next device on itslist.

At the next early-fill device on its list, AIM repeats the process: It first looks for the requestedNDC on that device; if it does not find the requested NDC, it looks for FDB or savedsubstitutions on that device. If it does not find any substitutions, it continues to the nextearly-fill device and begins the process again.

If AIM fails to find the requested NDC or any substitutes at any of the early-fill devices in thezone, Pharmacy 2000 resets the prescription’s status to Not Started and treats theprescription as a trigger fill.

1.4.5.6.2.2 Automatic drug substitution for trigger fills

For trigger fills (where a user clicks Fill to let the system select a device), Pharmacy 2000 usesthe dispensing priority defined for the station where the prescription originated (refer to Station Options, in Pharmacy 2000 Administration).

The evaluation and substitution process works the same as for early fill: AIM looks for therequested NDC at the first device in the list. If it does not find the requested NDC at thatdevice, it looks for any substitute at that device. If it does not find a substitute at that device,it moves to the next device on the list and repeats the process.

If AIM fails to find the requested NDC or any substitutes at any of the station's devices, or ifAIM finds the NDC (or a substitute) at a particular device but the prescription fails to completeat that device, you can send the fill to the shelf.

1.4.5.6.3 Manual drug substitution

If you need a drug substitution that is not defined in the FDB database, you can use manualdrug substitution. Manual drug substitutions can be saved (i.e., the substitution is stored inthe drug substitution database for future needs for the requested drug) or can be done on aone-time basis (i.e., the substitution does not persist in the system and will not be applied toany other scripts).

Note Manual drug substitution is an option only if drug substitution is enabled for thesystem and if DAW rules are either not enforced or do not apply to the prescription inquestion. Refer to Zone Options, in Pharmacy 2000 Administration.

If manual drug substitution is an option for a particular fill, a pencil button appears beside theNDC number when the prescription appears on the Filling screen (Figure 33 on page 67).



Figure 33 The manual drug substitution (pencil) button

Task 15 To perform a manual drug substitution

1 Click the pencil button to open the Manual Drug Substitution screen.

Note If your system is configured to require authentication for manual drugsubstitution, you must enter your user credentials before continuing. Enter youruser ID and password; scan your user ID badge; or enter your PIN (refer to System Options, in Pharmacy 2000 Administration).

2 On the Manual Drug Substitution screen, scan or enter the NDC of the drug that youwant to substitute for the prescribed drug.



After you enter an NDC number, the system displays drug details and a pill image (ifavailable).

Note If multiple pill images are in the database, white arrows appear on either side ofthe image to allow you to page through all pill images.

3 (Optional) Uncheck Save this substitution, if you want to do a one-time substitution.

Otherwise, the entered NDC will be saved as a substitute for the requested NDC in thePharmacy 2000 drug substitution database (which is separate from the FBD database).

If the entered NDC is also a substitute for other NDC(s), then any and all of itssubstitutions apply to the requested drug and vice versa. Put another way, all NDCsubstitutions for a given drug are in a single set of allowed substitutions; and for futurefills, any NDC may be substituted for any other NDC in the set.

Note A user with appropriate operation rights in Personnel Setup can add or removeNDCs from the drug substitution sets using Drug Management from theMaintenance Menu (refer to Drug Management, in Pharmacy 2000Administration).

4 Click Confirm to select the displayed drug as the substitute for the prescribed drug.

The Manual Drug Substitution screen closes and you are returned to the Filling screen.The pencil button changes to an Undo button (which cancels the substitution).

CAUTION

If you left Save this substitution checked on the Manual Drug Substitutionscreen, cancelling the substitution does not undo the creation of the setof substitutions for the two NDCs and all of their existing, savedsubstitutions.



Note If you go on to perform a partial fill using this drug substitution, the quantityremaining will be listed using the substituted drug NDC, not the originallyprescribed NDC. When you fill the remaining quantity, you can continue to usethe substituted drug, or you can use the originally requested NDC or any othervalid substitution for those NDCs.

1.4.5.6.4 Drug substitution warnings

If desired, you can configure Pharmacy 2000 to display warnings on the Checking screen forprescriptions filled with a substituted drug. The warning options are in Zone Options tab (referto Zone Options, in Pharmacy 2000 Administration):

• To display a warning for scripts filled via automatic drug substitution, enable Display DrugNumber Substitution.

• To display a warning for scripts filled via manual drug substitution, enable Display Manual DrugSubstitution.

1.4.5.7 Stock bottle verification

The purpose of stock bottle verification (SBV) is to confirm drugs filled from non-automatedequipment. When Enable Stock Bottle Verification is enabled for a given zone, stock bottleverification is active when prescriptions originating in that zone are filled from the shelf (referto Zone Options, in Pharmacy 2000 Administration).

Task 16 To complete a fill using stock bottle verification


1 If Use Expiration Verification is enabled in Zone Options:

1.1 Verify that the stock bottle’s expiration date is later than the date shown abovethe Rx number (date format is month/year).

1.2 Click the red X to make it into green check.



2 Scan the NDC on the stock bottle, or type the NDC and press Enter.

Note You may also scan any stock bottle associated with the NDC, or any stock bottleassociated with any other NDC that is a valid drug substitution for the requestedNDC (refer to Managing drug substitution sets, in Pharmacy 2000Administration).

Note If the NDC you entered/scanned does not match the NDC on the prescription, aWarning message appears. Your response depends on how your site has beenconfigured; see Task 18, To process a mismatched stock bottle, on page 73.

Note If you do not check the red X in step 1.2, an Expiration Validation dialog warnsyou and allows you to go back (click Cancel) or to bypass the expiration datevalidation (click Bypass).

The prescription information appears.



Note If you do not scan or enter the stock bottle NDC before the system-configuredtimeout period (15 minutes by default) then Pharmacy 2000 resets theprescription status to Not Started, and you must initiate the fill again (i.e., clickFill for shelf-mapped drugs; or click Select Device, select Shelf - Unmapped from thedevice list, and then click Fill). The timeout period starts when the prescriptionreaches Retrieve from Shelf status.

3 Perform one of these steps:

• If there are enough pills to completely fill the prescription: Fill the vial and clickPick Up.

Note If your system is configured to use badge scans and Require badge scan for pick upis enabled at this workstation, scan your badge or enter your PIN complete thefill (do not click Pick Up).

The prescription’s Status changes to Filling Process Complete.



• If there are not enough pills to fill the prescription completely: Click Partial (insteadof Pick Up) and then process the prescription as a partial fill, as described in section 1.4.4.7, Performing partial fills, on page 57.

Task 17 To disable stock bottle verification

Disabling stock bottle verification permits you to bypass scanning or entering the stockbottle’s NDC prior to filling the prescription. Depending on how Pharmacy 2000 has beenconfigured for your pharmacy, you may be required to enter your credentials in order tooverride the requirement for stock bottle verification.


Note You can disable stock bottle verification for the current fill only.

1 Instead of scanning or entering the NDC, click Disable SBV.

Pharmacy 2000 displays the message Are you sure you want to disable StockBottle Verification for <NDC> for this prescription?:

2 Click Yes.

Note If your system has been configured to require authentication to disable SBV, youare prompted to scan your user ID or enter your login credentials.




• If there are enough pills to completely fill the prescription: Fill the vial and clickPick Up.

Note If your system is configured to use badge scans and Require badge scan for pick upis enabled at this workstation, scan your badge or enter your PIN complete thefill (do not click Pick Up).

The prescription’s Status changes to Filling Process Complete.

• If there are not enough pills to fill the prescription completely: Click Partial (insteadof Pick Up) and then process the prescription as a partial fill, as described in section 1.4.4.7, Performing partial fills, on page 57.

Task 18 To process a mismatched stock bottle

Perform this procedure if the system detects a mismatched stock bottle.

1 If the bar code found on the stock bottle does not match the prescription’s drugnumber, a Warning! screen appears. Perform one of these steps:

• Click Continue to continue processing the prescription.

Note The Continue button is available only if it has been enabled in Zone Options.Also, you might be required to enter your credentials in order to access theContinue button. Refer to Zone Options, in Pharmacy 2000 Administration.



• Click the Cancel button to dismiss the screen, leaving the prescription in the fillingqueue.

Note If you receive this warning for an otherwise-good stock bottle (e.g., the stock bottleonly has a UPC, or its NDC doesn’t exactly match the prescription drug’s NDC) thenyou should add the stock bottle to the stock bottle association database. Refer to Drug Management, in Pharmacy 2000 Administration).

1.4.5.8 Narcotic double-count

The narcotic double-count option applies to shelf fills (mapped and unmapped) for allSchedule II through Schedule V (CII-CV) drugs. If this option is enabled, the system promptsyou to count the pills in narcotics prescription twice. These prompts modify the usual trigger-fill procedure as described below.

When you click Pick Up for a narcotics prescription, a pop-up message prompts you to performa manual count (Figure 34 on page 74). Count the pills and then click OK to close themessage.

Figure 34 Manual count prompt for narcotics

When you click OK, the Status message prompts you to perform a second manual count(Figure 35 on page 75). Recount the pills and then click Pick Up (or scan your badge/enterPIN, if applicable) to complete the fill.



Figure 35 Recount the pills; then click Pick Up to complete the fill.

1.5 CheckingPharmacy 2000 includes a pharmacy verification function (Checking) that can beaccomplished from Pharmacy 2000 workstations. Pharmacists can access the Checkingscreen within Pharmacy 2000. From there, the pharmacist can select the prescription(s) tocheck. Prescriptions can be selected from a list, or from a graphical display of a packing box(see section 1.5.6, Packing boxes, on page 76). The packing box display can be set to showthe number of prescriptions currently awaiting checking in each compartment.

The pharmacist can choose to check either by individual prescription or by order. If By order isenabled, all prescriptions associated with a given order can be checked together. Once aprescription/order is marked as “approved” within Pharmacy 2000, it is considered ready forpick-up by the customer.

1.5.1 Information displayed during checkingOnce the pharmacist has selected the prescription(s) to check, the Checking Verificationscreen displays an image of the dispensed drug along with detailed information about thatdrug, including NDC, drug name, generic name (if applicable), dosage type and strength,shape and color, front and back imprints, and so on. If the pharmacy scanned a paperprescription when this order was received, the scanned prescription image also appears onthe Checking Verification screen.

Prescription information that Pharmacy 2000 received from the host also appears, includingthe unique Rx number assigned by the host, the prescribed drug name, NDC, quantity, dayssupply, refills remaining, doctor name, doctor DEA registration number, SIG, patient name,and patient date of birth (if received from the host). The pharmacist can review any notesthat were added to the Rx order during the filling process, any edits that were performed viathe host, a record of partial fills (if applicable), and DUR (Drug Utilization Review) notes. Ifnotes, edits, partials or DUR information is present, the respective buttons are highlighted redto alert the pharmacist.



1.5.2 Rejecting a prescriptionAfter reviewing the drug and prescription data on the Checking Verification screen, thepharmacist can decide to approve (i.e., verify) or reject the prescription. If the pharmacistrejects the prescription, the pharmacist must select a reason for the rejection from a pre-populated list. (The system contains a default list; however, each site can customize the list ofrejection reasons.) The pharmacist also may add a note conveying additional information. Thepharmacist can choose the action required to remedy the issue: re-process the prescription,edit and re-print the prescription label, or clear the prescription through the system (i.e. voidthe prescription).

1.5.3 Bypass Checking optionPharmacy 2000 can be configured to automatically approve prescriptions filled bypharmacists. When this option is enabled, if a pharmacist reprocesses a rejected prescription,the system automatically designates the reprocessed prescription as approved with no furtheraction required by the pharmacist.

See the Checking Options group box on the System Options tab and the System Options group boxon the Zone Options tab (refer to Zone Options, of Pharmacy 2000 Administration).

1.5.4 Verification audit trailFor each prescription, Pharmacy 2000 records the user ID of the person who verified(approved) the prescription, as well as the date and time when the verification wasperformed. If an order contains more than one prescription, each prescription can be verifiedby a different pharmacist; the system will record the verifier and timestamp for eachindividual prescription. This information can be viewed on the Status screen (see section 1.6,Status, on page 101) or via the Checking Status report (refer to Reporting, in Pharmacy 2000Administration).

1.5.5 Drug databaseThe drug images and drug data displayed on the Checking Verification screen are obtainedfrom Pharmacy 2000’s drug database. Updates are pushed on a regular basis and do notrequire pharmacy staff involvement. Operators, however, may need to close the application atthe end of the work day in order for updates to take effect.

1.5.6 Packing boxesParata offers optional packing boxes for use with Pharmacy 2000. Packing boxes provide atemporary holding area where pharmacy staff place filled prescriptions that are waiting to bechecked by a pharmacist. Packing boxes also provide a place to group multiple prescriptionsassociated with a single order. Packing boxes purchased from Parata contain twentycompartments.

Pharmacy 2000 also supports the use of virtual packing boxes. A virtual packing box is agraphical representation within Pharmacy 2000 that maps to an existing collating area withinthe pharmacy. For example, the pharmacy could create a virtual packing box in Pharmacy



2000 that maps to a refrigerated holding area for prescriptions that require temperaturecontrol.

Pharmacy 2000 automatically assigns each prescription to a packing box location.Prescriptions that are part of a multi-prescription order on the same date are assigned to thesame packing box. A prescription’s packing box location appears on the Filling screen andChecking Verification screen, and is printed on vial labels.

1.5.7 Physical configuration of Checking stationAny Pharmacy 2000 workstation can be configured to function as a Checking (i.e., pharmacyverification) station. The equipment comprising a Pharmacy 2000 Checking station (touch-screen monitor, workstation CPU, keyboard/mouse and bar code scanner) can be placed onexisting pharmacy countertops/tables. Parata offers a swing-arm mount for the touch-screenmonitor, allowing users to adjust its position.

Figure 36 Checking station

1.5.8 Checking screen1.5.8.1 Accessing the Checking screen from the Main Menu

In order to access the Checking screen from the Main Menu, you must be logged in to aPharmacy 2000 workstation for which the Checking function is enabled (refer to StationOptions, in Pharmacy 2000 Administration) and you must be authorized to access theChecking screen (refer to Personnel Setup, in Pharmacy 2000 Administration).

To access the Checking screen from the Pharmacy 2000 Main Menu (Figure 13 on page 24),click Checking. The Checking screen appears.



Figure 37 The default Checking screen

1.5.8.2 Accessing the Checking screen from the menu bar

The menu bar is present on the main screen and on the Imaging, Filling, and Checkingscreens. To access the Checking screen from the menu bar, pull down the Stations menu andselect Checking.

Note If the Checking menu item is grayed out, the Checking function is not enabled for thisworkstation (refer to Station Options, in Pharmacy 2000 Administration).

Figure 38 Stations > Checking menu

1.5.8.3 Accessing the Checking screen from the Filling screen

If you are on the Filling screen, you can click the Checking button to exit the Filling screen (andlog off each filling side) and switch over to the Checking screen.



Figure 39 Filling screen buttons

1.5.8.4 Checking screen layout

Figure 40 on page 79 shows a Checking screen displaying two prescriptions ready to beverified. The numbered items/regions on the screen are described in the table below.

Figure 40 Checking screen



Item Description

1 Packing Box BoxDisplay option

Determines whether the packing box display (area 2) shows only theindividual packing box compartment ID numbers (Box ID option), or displaysboth the ID numbers and the prescription count per packing boxcompartment (Count In Box option).

2 Packing boxdisplay

Displays a graphical representation of the packing box compartment IDnumbers, or the compartment ID numbers plus the number of prescriptionsavailable in each compartment, depending on which option is selected inthe Box Display (area 1).

For example, Figure 40 on page 79 shows a 3 x 3 packing box with fiveprescriptions waiting to be checked in location 10; the color indicates howlong the oldest prescription in that location has been there.

Note A grey cell indicates a prescription has been assigned to thatpacking box location, but is not yet ready to check. Note thatwhen a packing box cell is grey, it does not display a numericvalue.

When you click on a compartment, the prescriptions in that box aredisplayed in the checking grid (area 3).

3 Checking grid Displays the prescription records that you can select for checking. You cansort the checking grid on any column (except Total) by clicking on thedesired column header. The sort arrow indicates the direction of the sort:up = alphabetical order; down = reverse alphabetical order.

To view the oldest prescription in a location, sort by Time Received inascending order. If you choose to sort by a column header other than byTime Received then prescriptions with identical sorted values will be furthersorted by time received, oldest to newest.

4 Select label typedrop-down

Drop-down list to select one of the following label types for theprescription:

Bag/Tag Print a bag/tag label for the order.

Mail Print a mailing label.

None Don’t print any labels.

5 Rx Number field Position the cursor in this field; then enter the Rx Number manually, scanthe Rx bar code, or select a prescription from the checking grid.

6 By Order checkbox

Enable this check box if you want to check prescriptions by order (allprescriptions in that group); deselect to check by RxID.

Click the Check button to open the Checking Verification screen for theselected order or prescription.



Item Description

7 Rx Image Previewcheck box

Enable this check box to display the selected prescription’s associated Rximage (if available) as soon as you click the Check button.

8 Refresh button Updates the packing box display and checking grid.

9 Buttons thatopen otherscreens or exitthe Checkingscreen

Filling Opens the Filling screen (see section 1.4, Filling,on page 35).

Maintenance Displays the Maintenance Menu (refer to Maintenance Menu, in Pharmacy 2000Administration).

Status Opens the Status screen for the prescriptionselected in the grid (see section 1.6, Status,on page 101).

Exit Closes the Checking screen and returns you to theMain Menu.

1.5.8.5 Exiting the Checking screen

Exiting the Checking screen closes the entire Checking window but does not interrupt orcancel any action by the system.

Task 19 To exit the Checking screen

1 From the Checking screen, click Exit.

The Checking screen closes and the system returns you to the previous window (i.e., thewindow from which you invoked the Checking screen).

1.5.9 General steps for checking a prescriptionEnabling or disabling By Order on the Checking screen determines how prescriptions arechecked. When By Order is enabled, all prescriptions in a single packing box (i.e., prescriptionswith the same family ID and date) are checked as a group. When By Order is disabled, scriptsare checked individually by Rx Number.

Sometimes scripts may be filled outside of the Pharmacy 2000 workflow, or may have beenfilled by Pharmacy 2000, but not completed (i.e. not picked up). If they are part of a singleorder, such scripts can be flagged as filled, and then checked using the Advanced CheckingStatus screen. This feature requires By Order to be enabled and requires Advanced Checking Statusto be enabled in the Setup menu (see section 1.5.10, Status of Orders Not Complete screen,on page 84).



Task 20 To check a prescription (basic steps)

1 Access the Checking screen (see section 1.5.8, Checking screen, on page 77).

2 To check prescriptions by order, check the By Order check box; otherwise, leave itunchecked.

3 Enter the Rx number in the Rx Number field by scanning it, selecting it on the packing boxgraphic or checking grid, or manually entering it.

4 Click the Check button.

Note If there is only one prescription in a packing box location, you can just click thatlocation to bring up the prescription for Checking.

Note If this is a partial fill, and/or warnings have been enabled and apply to thisprescription, a Pharmacy 2000 WARNING! message appears; click OK to continue.

You will get additional Pharmacy 2000 WARNING! messages for prescriptionsthat were previously rejected, for manually entered stock bottle verification, andfor drug substitutions.

The Checking Verification screen appears.

5 Visually confirm that the doctor’s written prescription matches the information in thesystem and the drug and quantity dispensed (see section 1.5.11, Checking Verificationscreen, on page 87).



• Is the patient and doctor info correct?

• Is the drug NDC, quantity, refill count, days supply, and number of vials correct?

• Is the DAW rule followed?

6 Approve or reject the prescription:

• If the prescription is correct: Click Approve or scan the RxID and then proceed to step 7.

Note If you have enabled automatic MedGuide printing and set Pharmacy 2000 toprint medication guides after checking, then the applicable MedGuide(s) printnow (refer to MedGuides, in Pharmacy 2000 Administration).

• If the prescription is not correct:

6.1 Click Reject.

The Reject Prescription dialog appears.



6.2 On the Reject Prescription dialog, select a Reason for Rejection and Action to Take (Re-Process, Re-Print Label, or Clear Through System).

6.3 (Optional) Enter any Notes that you want to add to the rejection.

6.4 Click the Reject button on the Reject Prescription dialog (see section 1.5.11.5,Rejecting a prescription, on page 95).

7 Bag the prescription(s) and apply the bag/tag label, if you printed or reprinted one.

Note If there are multiple prescription in the order—with different names or not—Pharmacy 2000 only prints one bag/tag label. That label lists all of theprescriptions in the order; and if there is more than one patient associated withthe order, it prints the patient information for the first prescription that waschecked. Finally, the bag/tag label does not print until you have checked allprescriptions in the order.

8 Store the prescription(s) to await customer pick-up.

1.5.10 Status of Orders Not Complete screenThe Status of Orders Not Complete screen lets you process orders that are incomplete. TheStatus of Orders Not Complete screen appears in these situation:

• when you select a prescription on the checking grid,

• or when you enter an Rx Number,

• or when you click a packing box compartment that contains a prescription…

…but only if all these are true:

• Advanced Checking Status is enabled in Zone Options (refer to Zone Options, in Pharmacy 2000Administration),

• and you are checking By Order,

• and the order has more than one prescription.

Note If only one prescription is in the order, then when you select it from the checking gridthe normal Checking Verification screen appears.

Once the Status of Orders Not Complete screen appears, you can select prescriptions whosestatus is Not Filled and change their status to Filled so that you can proceed to checkthem.

Task 21 To check incomplete orders

Note You must enable By Order on the Checking screen.

1 On the packing box display on the Checking screen, select a box containing anincomplete order; or scan a prescription ID and click Check.



The Status of Orders Not Complete screen appears, displaying all uncheckedprescriptions in the selected packing box. Red prescription rows are unfilled; green rowsare filled.

Proceed to step step 2 to check a filled prescription or to step step 4 to set aprescription as filled.

2 If you would like to check a filled prescription: Scan its RxID; or select its row on thegrid and then click Check.



3 Perform checking as normal, after which you are returned to the Checking screen (i.e.,return to step step 1).

4 If you would like to fill an unfilled prescription: Scan its RxID or select its row on thegrid.

You are asked if you would like to set the prescription to filled.

Figure 41 Prompt with badge scan disabled

Figure 42 Prompt with badge scan enabled

5 Perform one of these actions as appropriate for your site and workstation configuration:

• Click Yes.

• Scan your badge; or enter your badge ID and press Enter.

You are returned to the Status of Orders Not Complete screen and the filled row ishighlighted green to show that it has been filled.



Note The prescription row is still selected, even though its is not highlighted darkgreen (as shown in step 2).

6 Perform checking as normal, after which you are returned to the Checking screen (i.e.,return to step step 1).

1.5.11 Checking Verification screen

Figure 43 Checking Verification screen

Item Description

1 Pill image If available, an image of the dispensed pill appears here. Images are fromthe First Data Bank (FDB) database.



Item Description

An image count indicator in the lower-left corner show which image outof a set of images you are viewing. If there is more than one FDB pillimage, use the left and right arrows below the image counter to scrollthrough them.

2 Druginformation

Details about the dispensed drug appear here.

While most fields are self-explanatory, the following fields are specific toPharmacy 2000 operations:

Origin Displays prescription origin information sent bythe host system or assigned by Pharmacy 2000:

• Manual — The prescription was entered byhand at the host system or through thePharmacy 2000 Manual Fill dialog. If theprescription ID number begins with MF, theprescription was entered manually in Pharmacy2000.

• Electronic — The prescription was received bythe host system electronically.

• Telephone — The prescription was received byphone and was indicated as such in the hostsystem.

• Unknown — Origin information was not sent bythe host system to Pharmacy 2000.

Note This information is also visible in theMethod of Origin field on the Statusscreen (seesection 1.6, Status,on page 101).

Exp. Ver. Indicates the status of stock bottle expiration dateverification, if the Use Expiration Verification settingwas enabled in Zone Options when theprescription was filled from a shelf (refer toZoneOptions, in Pharmacy 2000 Administration).

• Verified — The filling technician clicked thestock bottle expiration check box (see Task 16,To complete a fill using stock bottle verification,on page 69).

• Overridden — The filling technician did notclick the stock bottle expiration check box and



Item Description

then clicked Bypass on the Expiration Validationdialog rather than Cancel.

Location The area in the pharmacy where the fill is located:a mapped shelf, an unmapped shelf, or a physicalor virtual packing box.

3 Rx image If available, an image of the scanned prescription appears here.

An image count indicator in the lower-left corner show which image outof a set of images you are viewing. If there is more than one scannedprescription image, use the left and right arrows below the image counterto scroll through them.

4 Display controlsfor Pill Imageand hardcopyRx image, ifavailable

Left and right arrows cycle through the displayed Pill images/Rx images.

Up, down, left, and right triangles move the displayed Pill image/Rx imagevertically and horizontally within the display pane.

Plus and minus buttons enlarge and reduce the displayed Pill image/Rximage.

Magnifying glass buttons open an enlarged view of the displayed Pillimage/Rx image in a separate window (see section 1.5.11.1, Magnifiedhard-copy prescription image, on page 90).

Rotation arrow rotates the Pill image/Rx image 90 degrees clockwise.

5 Rx information Details about the displayed prescription appear here.

Note The date and age shown in the DOB (date of birth) field displays inred text for pediatric patients. This highlighting also occurs on theView Rx screen that is described in section 1.8, View Rx,on page 109. A pediatric patient is defined as twelve years old oryounger; contact Parata Technical Assistance Center if you wouldlike this age limit to be changed.

6 New/Refillindicator

Displays the text Refill if the prescription is a refill. If the prescription isnew, the text New appears in white on a red background.

7 Special-conditionbuttons

These buttons indicate information about the processing of theprescription:

Notes If notes accompany this prescription, this buttondisplays red. Click the button to open a windowdisplaying any text entered by the pharmacist toannotate a rejected prescription (i.e. text entered



Item Description

in the Notes field on the Reject Prescriptionscreen).

View Edits If the system detects this prescription has beenedited, this button displays red. Click the button toopen a window with details regarding the edit.

View Partials If the system detects a partial refill associatedwith this prescription, this button displays red.Click the button to open a window with detailsabout the partial fill.

DUR (DrugUtilizationReview)

If the system detects a drug conflict, this buttondisplays red. Click the button to open a windowwith details about the drug conflict.

8 Reject andApprove buttons

Click the appropriate button to indicate that the prescription is approvedor rejected.

Note If security is enabled, a Scan ID field replaces the Approve button.

9 RxID field Displays the Rx number (read-only) of the displayed prescription.

10 Cancel button Closes the Checking Verification screen without updating theprescription’s status and returns you to the Checking screen (Figure 40on page 79).

1.5.11.1 Magnified hard-copy prescription image

If an image file has been associated with a prescription, you can view an enlarged Rx image ina pop-up window.

Task 22 To view an enlarged Rx image

Note You must be on the View Rx screen, the Checking Verification screen, or the Status ofOrders Not Complete screen.


• View Rx or Checking Verification screen: Click the Magnifying glass button.



• Status of Orders Not Complete screen: Click the Preview Rx Image button.

The expanded image opens in a pop-up window in front of whichever screen you wereviewing.



2 (Optional) Use the drop-down list at the top of the image window to select a displaysize.

3 Click Exit Preview to close the pop-up window and return to your task.

1.5.11.2 View Edits

The pharmacist may edit a prescription at the host system. When a prescription has beenedited, for example, the drug quantity has been changed, the View Edits button is red.

Task 23 To view edits

1 On the Checking screen, click the View Edits button under the prescription informationpane to display the edited prescription.

Note If the prescription has been edited, the View Edits button is red.

The View Edits dialog appears.



2 Ensure that the label and all other aspects of the edited prescription are correct.

3 After viewing the edits, click Exit to close the View Edits dialog and return to theChecking screen.

1.5.11.3 View Partials

The View Partials screen displays information about a selected partially-filled prescription,including the Quantity Required, Quantity Dispensed, and Quantity Owed.

Task 24 To view partials

1 On the Checking Verification screen, click the View Partials button to display the partialhistory information.

Note If there is a partial fill for this prescription, the View Partials button is red.



2 After viewing the partial history information, click Exit to return to the CheckingVerification screen and check the prescription as usual.

1.5.11.4 DUR (Drug Utilization Review)

Drug Utilization Review (DUR) data, if sent by the host, is information about the selectedprescription concerning the its effectiveness, interaction issues (i.e. drug conflicts), potentialdangers, and other issues.

Task 25 To view a DUR message

1 On the Checking Verification screen, click the DUR button under the prescriptioninformation pane to display the DUR conflict information for this prescription.

Note If there is a DUR for this prescription, the DUR button is red.

The DUR Conflict dialog appears.



2 After viewing the DUR, click Exit to close the DUR Conflict dialog and return to theChecking Verification screen.

1.5.11.5 Rejecting a prescription

In general, you should reject a filled prescription when a condition matches any of the Rxrejection reasons established for your pharmacy. If you select the Re-Process check box, theprescription is returned to the filling queue for reprocessing. If you select the Re-Print Labelcheck box, the prescription’s label requires modification and should be returned for editing atthe host. If you select the Clear Through System check box, the prescription is voided from thesystem when you click the Reject button.

Note To add to or edit the list of rejection reasons, refer to Rejection Messages Setup, inPharmacy 2000 Administration.

Task 26 To reject a prescription

1 From the Checking screen, click the Reject button.

The Reject Prescription window appears.

2 From the Reason For Rejection drop-down list, select the reason for rejecting thisprescription.



3 Select an appropriate processing action in the Action to Take pane:

Option Description

Re-Process There is an error with the actual filling of the prescription(medication, quantity, dosage).

Re-Print Label The prescription’s label requires editing at the host level andreprinting.

Clear Through System The prescription needs to be voided from the system.

4 Add Notes, if desired.

Note Any notes you enter here will be viewable in the Notes field of the Status screenfor the rejected prescription. You can also view them on the Script Notes screen(see section 1.9, Script Notes, on page 113).

5 Click Reject.

The system reroutes the rejected prescription to the filling queue if you selected Re-Process (see section 1.5.11.6, Reprocessing a prescription, on page 96) or to the host ifyou selected Re-Print Label (see section 1.5.11.7, Reprinting labels, on page 97).Otherwise, it is voided from the system.

1.5.11.6 Reprocessing a prescription

Take this action when the wrong drug or quantity was dispensed, but the label document iscorrect.

Task 27 To reprocess a prescription

1 On the Reject Prescription screen, select a Reason for Rejection, check the Re-Process checkbox, optionally enter Notes, and click Reject (see section 1.5.2, Rejecting a prescription,on page 76).



2 Return the physical Rx to the filling station, along with the Rx label document. Therejected prescription is listed in the filling grid on the Filling screen.

3 Rescan the Rx label document.The message This prescription has been rejected.... appears.

4 Click OK to acknowledge the message.

5 Ensure that the correct drug is dispensed.

6 Take the prescription directly to the Checking station.

7 Scan the new label at the Checking station.The message This prescription was previously rejected. Please checkthe drug quantity and label. appears.

8 Click OK to acknowledge the message, and then check the prescription.

1.5.11.7 Reprinting labels

Take this action to correct errors on the Rx label document, such as a misspelled patient orphysician name.

Task 28 To reprint a label

1 On the Reject Prescription screen, select a Reason for Rejection, check the Re-Print Labelcheck box, and click Reject (seesection 1.5.2, Rejecting a prescription, on page 76).



2 Return the Rx label document to the pharmacy host computer, and then edit theprescription.

The physical prescription remains at the Checking station awaiting its new labeldocument. The Rx is still listed on the Checking screen; Rej appears in the associatedBoxID field. When the Rx is edited at the pharmacy host computer, a new label documentis printed.

3 Scan the new label at the Checking station.The message This prescription was previously rejected. Please checkthe drug quantity and label. appears.

4 Click OK to acknowledge the message, and then check the prescription.

1.5.11.8 Voiding rejected scripts

Take this action to void a prescription that has already been filled but not yet checked; thatprescription can then be resent from the host.

Task 29 To void a prescription

1 On the Reject Prescription screen, select a Reason for Rejection, check the Clear ThroughSystem check box, and click Reject (see section 1.5.2, Rejecting a prescription,on page 76).



The prescription is voided from the Pharmacy 2000 system and a log entry is created.

2 Modify the prescription at the pharmacy host computer and then re-send it to Pharmacy2000.

1.5.11.9 Voiding a checked prescription

On the Status screen (Figure 44 on page 99), the Void Script button lets you void aprescription that has already been filled and checked. That prescription can then be resentfrom the host. This capability allows you to process a return-to-stock in the event a patientfails to pick up a prescription that you already have prepared.

Note The Void Script button is available only when the prescription selected on the Statusscreen has been filled and checked and has not already been voided.

Figure 44 Status screen with Void Script button

When you click Void Script, the system requires you to enter your user credentials; it thenchecks if you are authorized to void scripts. Authorized users are defined as those for whom



the Void Script option is selected on the Personnel Access Rights tab of the Personnel Setupwindow (refer to Personnel Setup, of Pharmacy 2000 Administration).

Note Members of the Pharmacist group have Void Script rights enabled by default.

If you are authorized to void scripts, the system asks you to confirm that you want to void theselected prescription; if you click Yes, the prescription is voided.

1.5.12 Checking optionsThis section discusses the various dependencies between Pharmacy 2000 options and thedifferent checking functions that might or might not be available at a given zone, based onthose settings.

1.5.12.1 Checking setup

• Zone Options tab > System Options panel > Use Fill/Check option: If enabled, the Checkingbutton appears on the Filling screen, providing direct access to the Checking screen.

• Zone Options tab > System Options panel > Use Advanced Checking Status option: If enabled, thepharmacist is able to view each packing box to determine why prescriptions have not beenfilled or why a box appears with incomplete orders.

1.5.12.2 Checking access/security

• System Options tab > Authentication Options panel > Checking option: If enabled, checkingrequire authentication.

• System Options tab > Inactivity Timeout panel > select Checking and set Timeout Duration:Applies an inactivity timeout in minutes.

1.5.12.3 Checking warning messages

Zone Options tab > Checking Warning Messages panel:

• Display Drug Number Substitution — If this option is enabled, the Checking screen displays amessage when the drug you are checking was substituted by the system during the fillingprocess.

• Display Manual Drug Substitution — If this option is enabled, the Checking screen displays amessage when the drug you are checking was substituted manually by a user or by thedrug substitution database.

• Display SBV Manual Entry — If this option is enabled, the Checking screen displays amessage when the filling technician manually entered a stock bottle number on the ScanStock Bottle dialog for the prescription you are checking.

• Display SBV Manual Override — If this option is enabled, the Checking screen displays amessage when the filling technician selects the Continue button on the stock bottleverification Warning screen to override stock bottle verification for the prescription you arechecking.



1.5.12.4 Rejection messages

Maintenance Menu > Rejection Messages button:

1.5.12.5 Bypassing Checking

• To fill scripts originating from a specific zone and check them without displaying theChecking screen: Go to Zone Options tab and select the zone from the drop-down list;then check the Bypass Checking Rx option for that zone. If selected, as soon as the pharmacistselects a packing box or an individual prescription on the Checking screen and clicks Check,the selected prescriptions acquire a Checked status; the system does not display theChecking screen (where pill and/or prescription images appear).

• To allow selected users (or user groups) to fill scripts without checking: Go the SystemOptions tab and check the Allow authorized users to bypass checking when filling scripts option; thenselect the users or user groups on the Personnel Access Rights tab and check the BypassChecking option.

1.6 StatusThis chapter describes the Status screen, which displays detailed status information about ascanned or entered prescription.

On the Status screen, you can locate prescriptions by Rx number or by patient name, and youcan filter the results by date. You also can reprint the imaging bar code and vial label, void theselected prescription (provided you have been granted access rights to this function), clearthe entry to search for another prescription, and exit.

Note Reprinting either the vial label or imaging bar code via the Reprint Vial Label and ReprintImaging Barcode buttons requires the Label Setup tab to be configured with the properprinter and label-setup values. Otherwise, these two buttons are not available on theStatus screen (refer to Label Setup, in Pharmacy 2000 Administration).



1.6.1 Accessing and exiting the Status screenTask 30 To access the Status screen


• From the Imaging, Filling, or Checking screens, click the Status button.

• Select View > Status from the menu bar.

2 If prompted, enter your user credentials or scan your badge to access the Status screen.

The Status screen appears.



Note Depending on how your system is configured, the Status screen may close (i.e.timeout) after a predetermined interval, in which case you are returned to thescreen from which you invoked Status (refer to System Options, in Pharmacy 2000Administration).

Task 31 To exit the Status screen

1 Click the Exit button in the lower-right corner of the Status screen.

You are returned to the screen from which you invoked Status.

1.6.2 Viewing a prescription’s status informationOn the Status screen, you can locate a prescription by Rx number or patient name. Scan theprescription’s RxID bar code or enter a partial Rx number (or patient name) to display allprescriptions (or patients) identified by those characters. (You also can copy and paste anRxID from the Rx Number field on the Checking or Filling screens to the Status screen.)

Task 32 To locate a prescription and view its status information

1 Open the Status screen (see Task 30, To access the Status screen, on page 102).

2 In the Filter By Date pane, select one of the filtering options (the default value is Day).



Option Description

Day Scripts submitted on current day

Week Scripts submitted in current week

Month Scripts submitted prior to current month

3 Select either the Rx Number or Patient Name option.

• If you select Rx Number, place the cursor in the Rx Number field; and then either scanprescription’s RxID bar code—or manually enter a full or partial RxID number—andpress Enter.

• If you select Patient Name, you may search by full or partial last name, full or partial firstname, or both. Type the full or partial name(s) and then press Enter.

Note You must enter at least two characters when you enter a partial ID in the RxNumber field or when you enter a partial name in the Last Name or First Name fields.

All matching records are displayed in a prescription grid at the top of the Status screen.

Note If the message There were no prescriptions matching that criteriaappears and you are sure that you entered a correct, full or partial prescriptionnumber or full or partial first or last name, try specifying another option in theFilter By Date pane.

4 Select the prescription whose status you want to view.

The Status screen changes to show detailed information below the prescription grid.



5 View the prescription status details.

6 (Optional) Perform one or more of these steps:

• Click Notes to view notes that were manually entered or that were generated byPharmacy 2000 during prescription processing.

• Click Image History to view scanned prescription images, if any.

• Click Print MedGuide to print the drug’s medication guide, if one exists for that drug.

• Click Reprint Imaging Barcode to print the Imaging bar code for the currently displayedprescription.

Note This button is only available if the selected prescription is a refill.

• Click Reprint Vial Label to print the vial bar code for the currently displayed prescription.

Note The Reprint Imaging Barcode and Reprint Vial Label buttons are available only if theLabel Setup tab is appropriately configured (refer to Label Setup, in Pharmacy2000 Administration).

• Click Void Script to void the prescription, provided it meets the criteria.

Note This button is available only when a prescription’s status meets certainconditions; see section 1.5.11.9, Voiding a checked prescription, on page 99.


• Click Clear Entry to clear the screen and initiate a search for another prescription record.

• Click Exit to return to the screen from which you invoked Status.



1.7 UrgencyThis chapter describes the Urgency screen, which you use to change a prescription’s urgencylevel. A pharmacy can use a prescription’s urgency level to determine the order in which it isprocessed.

Note How a particular urgency level is processed is site-specific. Some hosts can sendurgency codes to Pharmacy 2000, while others will require users to manage urgencyfrom within the Pharmacy 2000. Ultimately, the use of and enforcement of urgencypolicies depends on system setup, user training, and management diligence.

Pharmacy 2000 recognizes four (4) urgency levels: Urgent, Rush, Normal, and Delay. If anurgency level is not specifically assigned to a prescription by the host system (assuming yourhost supports urgency codes), the default level is Normal.

1.7.1 Accessing and exiting the Urgency screenTask 33 To access the Urgency screen


• From the Imaging screen, click the Urgency button.

• Select Options > Urgency from the menu bar.

2 If prompted, enter your user credentials or scan your badge to access the Urgency screen.



The Urgency screen appears.

Note Depending on how your system is configured, the Urgency screen may close (i.e.timeout) after a predetermined interval, in which case you are returned to thescreen from which you invoked Urgency (refer to System Options, in Pharmacy2000 Administration).

Task 34 To exit the Urgency screen

1 Click the Exit button in the lower-right corner of the Urgency screen.

You are returned to the screen from which you invoked Urgency.

1.7.2 Changing a prescription’s Urgency levelOn the Urgency screen, you can locate a prescription by Rx Number or Patient Name. Scan theprescription’s RxID bar code, or enter a partial Rx number (or patient name) to display allprescriptions (or patients) identified by those characters. (You also can copy and paste anRxID from the Rx Number field on the Checking or Filling screens to the Urgency screen.)

Task 35 To change a prescription’s urgency level

1 Access the Urgency screen (see Task 33, To access the Urgency screen, on page 106).

2 Select either the Rx Number or Patient Name option.




• If you select Rx Number: Place your cursor in the Rx Number field; then either scanprescription’s RxID bar code, or manually enter a full or partial RxID number; and thenpress Enter.

• If you select Patient Name: You may search by full or partial last name, full or partialfirst name, or both. Type the full or partial name(s) and then press Enter.

Note If the message Retrieving Results... No results found appears, click OK tocontinue. Check the RxID or your spelling (if searching by Patient Name).

All matching records are displayed in a grid at the top of the Urgency screen. If multiplescripts are listed, select the prescription whose urgency level you want to change. (Inthe screen below, only one Rx record is found; therefore, it is automatically selected.)

4 In the Urgency group box, select the desired urgency level.

5 Click the Update button to process the change.

6 The Urgency column reflects the change to the urgency level.




• Click Clear Entry to clear the screen and initiate a search for another prescription record.

• Click Exit to return to the screen from which you invoked Urgency.

1.8 View RxThis chapter describes the View Rx screen, which displays detailed information about aselected prescription as well as an image of the prescribed drug from the FDB (First DataBank) database. If the original Rx was scanned at an Image station, an enlarged image of theprescription is accessible via the Magnifying glass button.

Once a scanned prescription image (Rx image) is in the system, it is available for viewing fromseveral screens within Pharmacy 2000:

• View Rx screen: see section 1.8, View Rx, on page 109.

• Checking Verification screen: see section 1.5.11, Checking Verification screen, on page 87.

• Status of Orders Not Complete screen: see section 1.5.10, Status of Orders Not Completescreen, on page 84.

• Rx Information report: refer to Reporting, in Pharmacy 2000 Administration.

1.8.1 Accessing and exiting the View Rx screenTask 36 To access the View Rx screen


• From the Filling screen, click the View Rx button.

• Select View > View Rx from the menu bar.



2 If prompted, enter your user credentials or scan your badge to access the View Rx screen.

The View Rx screen appears.

Note Depending on how your system is configured, the View Rx screen may close (i.e.timeout) after a predetermined interval, in which case you are returned to thescreen from which you invoked View Rx (refer to System Options, in Pharmacy2000 Administration).



Task 37 To exit the View Rx screen

1 Click the Close button in the lower-right corner of the View Rx screen.

You are returned to the screen from which you invoked View Rx.

1.8.2 Viewing a prescriptionTo view a prescription’s information, you scan or enter its RxID in the RxID field. An image ofthe prescribed drug appears, along with an image of the hardcopy prescription (if it wasscanned at an Image station).

If the original Rx was scanned, an enlarged view of the Rx image is accessible via the ExpandImage button.

To view an image of the prescribed drug without accompanying prescription information,scan/enter the drug’s NDC in the NDC field. The View Rx screen displays an image of theprescribed drug, along with detailed information about the drug (its generic name, imprint,manufacturer, and so on).

Task 38 To view prescription or drug information

Note Because the View Rx screen is essentially identical to the Checking Verification screen,see section 1.5.11, Checking Verification screen, on page 87 for detailed explanationof each of the View Rx screen’s areas, buttons, and controls.

1 Access the View Rx screen (see Task 36, To access the View Rx screen, on page 109).


• If you want to view a prescription’s information: Place your cursor in the RxID fieldand then scan or enter the prescription ID of the desired prescription.

• If you only want to view a drug’s information: Place your cursor in the NDC field andthen scan or enter the drug’s NDC.

The View Rx screen displays the drug image, drug information, and (if applicable to yoursearch) the prescription image (if any) and prescription information.



3 View the desired information:

• Click the left and right arrows to page through alternate drug images and properties inthe FDB database (if any) or through multiple scanned prescriptions (if present).

• Use the controls below the image(s) to change the orientation, to change the zoomlevel, or to pan around the viewing pane.

• Click the Magnifying glass button to enlarge a drug or prescription image.

The magnified image appears in a pop-up window on top of the View Rx screen.

Note Click Exit Preview to close the pop-up window and return to the View Rx screen.

• Click any of the red, special-condition buttons below the prescription information(Notes, View Edits, View Partials, DUR) to view information associated with them.

Note These special-condition buttons are described in section 1.5.11, CheckingVerification screen, on page 87.

4 (Optional) When you have finished viewing the desired information, scan or enter theRxID of another prescription or the NDC of another drug.



5 When you are finished viewing prescriptions or drugs, click Close to return to the screenfrom which you invoked View Rx.

1.9 Script NotesThis chapter describes how to use the Script Notes screen in Pharmacy 2000.

The Script Notes screen allows you to create and review notes associated with a prescription,whether the notes are system-generated or manually added during prescription processing.An example of a system-generated note is the notification that stock bottle verification wasbypassed during filling. An example of a manually added note is the information that apharmacist enters in the Notes field of the Reject Prescription dialog during checking.

Further, notes that are attached to a prescription persist across all refills, which allows you tohave a historical view of every previous fill in addition to the current one that you areprocessing.

To access the Script Notes screen, click the Notes button that appears on any of these screens:

• Imaging

• Filling

• Checking Verification

• Status of Orders Not Complete

• View Rx

• Status

Note Notes added on the Reject Prescription dialog are associated with a prescription asnormal, though you cannot directly access the Script Notes screen itself from thatdialog.



1.9.1 Script Notes screen layoutFigure 45 on page 114 shows the Script Notes screen as it appears when you are adding anote (i.e., immediately after clicking New Note).

Figure 45 Script Notes screen

Item Description

1 Rx Number The number of the prescription that was on-screen or selected when youpressed the Notes button.

2 Add NewNote

The area in which you type a manually added note.

3 SelectQFlowException

A drop-down list from which you can select how to send a note that you areadding to Q-Flow.

Provider/Dr. Call Indicates that the pharmacy must contact the prescriberor that the pharmacy is awaiting a callback from theprescriber (i.e., basically a delay in fill processing).

Out of Stock The requested NDC is out of stock.

Control/NarcoticFill

The requested NDC is a controlled substance that mightrequire special handling by the pharmacy.



Item Description

Other The added note will be sent to Q-Flow but does notqualify as one of the above message types.

(none) (Default if nothing selected.) The added note will not besent to Q-Flow

Note This drop-down list is only visible if Use Q-Flow is enabled in SystemOptions (refer to System Options tab layout, in Pharmacy 2000Administration

4 Notestable

All notes for the current fill and all past refills of the indicated prescription, withfurther details about each note

Date The date and time at which the note was created.

Source The screen or dialog on which the note was created.

Notes The actual text entered into a Notes or an Add New Notefield.

User The Full Name of the user who entered the note. System-generated notes display SYSTEM.

Note If the user’s Full Name is not in the system, his orher User Name is shown instead.

Refill Number The count of the refill (starting with 00 for the first fill) onwhich the note was made.

5 Screencontrols Save Adds the current note text in the Add New Note field to the

prescription.

Print Sends all notes as a report to any printer configured inthe system or attached to this workstation, be it a localor a network printer.

New Note Enables the Add New Note field, if the current user haspermission to add notes to prescriptions (refer to Changing rights for a group or user, in Pharmacy 2000Administration).

Up and Downarrows

Allow you to scroll the notes table up and down withoutusing the Windows scrollbar.

Exit Closes the Script Notes screen and returns you to thescreen from which you invoked it.



1.9.2 Reviewing existing notesUse the procedure in this section to review all notes that are associated with a prescriptionusing the Script Notes screen.

Task 39 To review all notes for a prescription

1 Access the Script Notes screen using the Notes button on the Imaging, Filling, Checkingdetails, Status of Orders Not Complete, View Rx, or Status screens.

The Script Notes screen appears.

2 Use the scroll bar or the Up and Down arrows to review the table of notes.

Note Optionally, you can click the Date column header to sort oldest notes to the top,unlike in the example that shows the default sort with newest notes at the top.

3 If desired, click Print to have all notes printed to any printer configured in the system orattached to this workstation.

The standard Windows Print dialog appears, so that you can specify the destinationprinter.

4 When you are finished reviewing notes, click Exit.You are returned to the screen from which you invoked Notes.

1.9.3 Adding a note manuallyUse the procedure in this section to add a note to a prescription using the Script Notesscreen.

Task 40 To add a note to a prescription

1 Access the Script Notes screen using the Notes button on the Imaging, Filling, Checkingdetails, Status of Orders Not Complete, View Rx, or Status screens.

The Script Notes screen appears.



2 Click New Note and, if prompted, enter your credentials.

The Add New Note field appears on the left side of the screen.

Note If Use Q-Flow is enabled in System Options, the Select QFlow Exception drop-down listis available below the Add New Note field.

3 Optional: Select an option from the Select QFlow Exception drop-down list, if appropriate tothe situation and prescription.See section 1.9.1, Script Notes screen layout, on page 114 for information about theoptions on that drop-down list.

4 Enter your note into the Add New Note field and then click Save.The new note is added to the table, the Add New Note field resets, and the Save button isdisabled again.

5 Repeat step 4 as often as necessary to add additional notes.

6 If desired, click Print to have all notes printed to any printer configured in the system orattached to this workstation.

The standard Windows Print dialog appears, so that you can specify the destinationprinter.

7 When you are finished adding your note(s), click Exit.You are returned to the screen from which you invoked Notes.



1.10 Custom Barcode PrintingThis chapter describes the Custom Barcode Printing screen, which allows you to print a singlebar code label or a prepack or compound label with extensive details.

The Custom Barcode Printing screen is available only from the Filling and Checking screen viathe menu bar (Options > Print Custom Barcodes).

You will only be able to print custom bar codes from zones and personalities that have SingleBarcode and/or Prepack Compound Label label printers defined in Label Setup (refer to Steps forsetting up labels, in Pharmacy 2000 Administration).

1.10.1 Accessing and exiting the Custom Barcode Printing screenTask 41 To access the Custom Barcode Printing screen

1 From the Filling or Checking screen, select Options > Print Custom Barcodes from the menubar.

The Custom Barcode Printing screen appears.

Task 42 To exit the Custom Barcode Printing screen

1 Click the X (Close) button in the upper-right corner of the Print Custom Barcodes screen.You are returned to the Filling or Checking screen from which you invoked Print CustomBarcodes.



1.10.2 Printing a single bar codePerform the procedure in this section if you need to print a single bar code label; for example,to put an NDC label onto a stock bottle that does not have one.

Task 43 To print a single bar code

1 Access the Custom Barcode Printing screen (see Task 41, To access the Custom BarcodePrinting screen, on page 118).

2 On the Single Barcode tab that appears:

2.1 Enter a Label for the bar code.

2.2 In the Barcode field, enter the bar code characters (alphanumeric).

Note Ensure that you do not enter more information into a field than it canprint on the label (based on the label field’s length and font size).

2.3 Click Print Barcode.

The single bar code prints to the Single Barcode label printer that is assigned to the zoneand personality from which you sent the print job.

3 Click the X (Close) button in the upper-right corner of the Print Custom Barcodes screento return to the screen from which you invoked Custom Barcode Printing.

1.10.3 Printing a prepack or compound bar codePerform the procedure in this section if you need to create a fully detailed prepack or acompound label.

Task 44 To print a prepack or compound bar code

1 Access the Custom Barcode Printing screen (see Task 41, To access the Custom BarcodePrinting screen, on page 118).



2 Click the Prepack/Compound labels tab to bring it to the foreground.

3 Select Prepack or Compound from the Prepack/Compound drop-down list.

Note The procedure is the same for either type of label. Selecting Compound just adds aCompound Components field to the screen and subsequent label.

4 Enter a Drug Number and press Enter.

• If the value is an existing NDC in the FDB database: Pharmacy 2000 populates thefollowing fields:

• Drug Manufacturer

• Drug Name

• Generic Name

• Dosage Form

• Drug Strength

• Otherwise: The Drug Name is set to Drug not in FDB.



5 Enter any remaining information that the label requires, and then click Send to Printer.

Note Ensure that you do not enter more information into a field than it can print onthe label (based on the label field’s length and font size).

The prepack or compound label prints to the Prepack Compound Label printer that isassigned to the zone and personality from which you sent the print job.

6 Click the X (Close) button in the upper-right corner of the Print Custom Barcodes screento return to the screen from which you invoked Custom Barcode Printing.

1.11 Host SimulatorThis chapter describes how to use the standalone Parata Host Simulator application inconjunction with Pharmacy 2000.

Host Simulator allows you to send more robust patient prescription details than is possiblewith the default Pharmacy 2000 Manual Fill interface. Use it when your pharmacymanagement host system is temporarily down but you want to continue to processprescriptions.

Host Simulator is available only by launching it from the Windows Desktop.

1.11.1 Accessing and exiting Host SimulatorTask 45 To access the Host Simulator from the Windows Desktop

Note Contact Parata Technical Assistance Center if you encounter any of these issues whenlaunching Host Simulator:

• A message appears that reads The user does not have permissions to accessthe Parata Host Simulator settings, closing the application. When youclick OK to that message, the Host Simulator window does not appear.

• A message appears that reads Could not connect to the database, pleaseconfigure settings. When you click OK to that message, the Host SimulatorMaintenance window appears.

1 If the Pharmacy 2000 client application is running, press Windows+D to access theWindows Desktop.

2 Hold down the Left Shift button, right-click the Parata Host Simulator icon, and select Run asadministrator.

Note If you are prompted for credentials, provide the user name and password for aWindows administrator account.



The Host Simulator window appears.

Task 46 To exit the Host Simulator


• Click the Close button in the lower-right corner of the Host Simulator window.

• Click the X button in the upper-right corner of the Host Simulator window.

If you were running the Pharmacy 2000 client application, you are returned to thescreen in which you were last working.

Note You may leave Host Simulator running in the background while you continue towork in Pharmacy 2000.

If you want to do so, press Alt+Tab or Windows+Tab one or more times to switchback to the screen in which you were working.



1.11.2 Host Simulator layoutFigure 46 on page 123 shows the Host Simulator window as it appears when you initiallyaccess it (or after you click Clear All in the lower-right corner of the window).

Figure 46 Host Simulator window

Note Fields highlighted in red are required to submit the prescription.

Item Description

1 PatientInformationpane

Allows you to provide comprehensive patient information for the prescription.

As you enter portions of a last name, Host Simulator checks the patient list inthe Pharmacy 2000 database and returns all last-name matches as a table withthese columns, to help you select the correct, existing patient:

• Last Name (sorted alphabetically)

• First Name

• Patient ID

• Family ID

• DOB (date of birth in mm/dd/yyyy format)

Double-click a row to have Host Simulator automatically complete the rest ofthe Patient Information pane.



Item Description

Click the Clear button in this pane to clear all information and start over.

2 ProviderInformationpane

Allows you to provide comprehensive provider (i.e., prescriber) information.

As you enter portions of a first name, last name, or DEA number, HostSimulator checks the provider list in the Pharmacy 2000 database and returnsall matches as a table with these columns, to help you select the correct,existing provider:

• Full Name (first name first; sorted alphabetically)

• DEA (number)

Note An automatic search for an existing name or DEA number begins afteryou have entered the number of characters specified in Host SimulatorMaintenance (3 characters by default). Select the desired result fromthe list that appears by clicking it with the mouse, or by using the up-arrow and down-arrow keys on your keyboard to highlight it and thenpressing Enter.

Double-click a row to have Host Simulator automatically complete the rest ofthe Provider Information pane.


3 DrugInformationpane

Allows you to provide a drug name and NDC. If applicable, you may alsoprovide its generic name and IEN code.

As you enter a portion of a drug name or of an NDC, Host Simulator checks theFDB drug list in the Pharmacy 2000 database and returns all matches as atable with these columns, to help you select the correct drug:

• Drug Name (sorted alphabetically)

• NDC

• Manufacturer

Note An automatic search for an existing NDC begins after you have enteredthe number of characters specified in Host Simulator Maintenance (3characters by default). Select the desired result from the list thatappears by clicking it with the mouse, or by using the up-arrow anddown-arrow keys on your keyboard to highlight it and then pressingEnter.

Double-click a row to have Host Simulator automatically complete all fields inthe Drug Information pane for which there is information in the Pharmacy 2000database. Host Simulator also automatically completes the Warning Labels panefor that drug.




Item Description

4 WarningLabels pane

Allows you to provide up to four Pharmex warning codes for the prescription,as long as the warning label images have been setup on the workstation that isrunning Host Simulator.

As you enter a portion of a code, Host Simulator checks the Pharmacy 2000database and returns all matches as a drop-down list of numbers. Double-clicka number to have Host Simulator complete the Label field and Image drop-downautomatically for that warning label.

Similarly, as you enter words in the Label field, Host Simulator displays a drop-down list of warning labels whose text contains the word or partial word.Double-click a label to have Host Simulator automatically complete the Codefield and Image drop-down automatically for that warning label.

Finally, you can select a warning label from the Image drop-down list and HostSimulator will complete the Label and Code fields automatically.


5 PrescriptionInformationpane

Allows you to provide all specifics about the prescription itself.

As you enter a portion of a prescription number, Host Simulator checks thePharmacy 2000 database and returns matches as a table with these columns,to help you select the correct prescription (typically for refills and edits only):

• Rx Number (sorted alphabetically)

• NDC

Note An automatic search for an existing Rx Number begins after you haveentered the number of characters specified in Host SimulatorMaintenance (3 characters by default). Select the desired result fromthe list that appears by clicking it with the mouse, or by using the up-arrow and down-arrow keys on your keyboard to highlight it and thenpressing Enter.

Double-click a row to have Host Simulator automatically complete all of theother previously completed fields of the Prescription Information pane.


Note You can also generate a prescription number, including specifyingwhether it is a new fill or a refill or an existing prescription.

6 Button barMaintenance (Recommended for use by Parata Support Personnel

only.) Allows for communication and preferencesconfiguration.

Print Label Only Prints the vial label for a completely definedprescription at your workstation label printer; or



Item Description

displays an error if required information is missing. Youtypically will use this button to reprint a prescription’svial label without resending the prescription toPharmacy 2000.

Print Labelcheck box

Turn on to automatically print a vial label whenever youclick Send Rx (below).

Send Rx Submits the entire set of prescription details toPharmacy 2000, after which you can begin to image,fill, and check the prescription.

Clear All Removes all information from all fields in the HostSimulator window.

Close Closes the Host Simulator window without submittingprescription information. If you have entered anyinformation, Host Simulator prompts you to confirmclosing the window and discarding the information.

1.11.3 Submitting a prescription for an existing patientUse the procedure in this section to complete all necessary fields in Host Simulator to send aprescription for an existing patient to Pharmacy 2000.

Task 47 To submit an existing patient’s prescription with Host Simulator

1 Access Host Simulator (see Task 45, To access the Host Simulator from the WindowsDesktop, on page 121).

2 In the Last Name field of the Patient Information pane, enter some or all of the patient’s lastname (3 characters minimum by default).

A table appears showing all patient records with a last name that contains all of theentered letters in the entered order.

Note Contact Parata Technical Assistance Center if a message appears that reads Anerror occurred trying to read from the Patients table.

3 Double-click the existing patient’s row to complete the remainder of the PatientInformation pane.



4 In the Provider Information pane, perform one of these steps:

• Enter some or all of the provider’s first or last name in the Full Name field (3 charactersminimum by default).

• Enter some or all of the provider’s DEA # (3 numbers minimum by default).

A table appears showing all provider records with a first or last name that contains all ofthe entered letters in the entered order.

Note Contact Parata Technical Assistance Center if a message appears that reads Anerror occurred trying to read from the Doctors table.

5 Double-click the existing provider’s row to complete the remainder of the ProviderInformation pane.

Note If the provider is not an existing provider in the Pharmacy 2000 database, thenmanually enter the required details.

6 In the Drug Information pane, perform one of these steps:

• Enter some or all of the drug’s brand name in the Drug field (3 characters minimum bydefault).

• Enter some or all of the drug’s NDC (3 numbers minimum by default).

A table appears showing all FDB drug records that match the entered letters or numbers(the example below shows results from a lookup using the Drug field, cropped to limitvisible results).

Note Contact Parata Technical Assistance Center if a message appears that reads Anerror occurred trying to read from the HostSIMDrugs table.



7 Double-click the drug’s row to complete all fields in the Drug Information pane for whichthere is information in the Pharmacy 2000 database and to complete all Warning Labels forthat drug.

8 (Optional) Enter the IEN for the drug.

9 If necessary, enter additional warning label information until you have entered allnecessary warnings in the Warning Labels pane.

• Lookup by Code (1 number minimum by default). A list of matching codes appears.

• Enter a key word in the Label field. A list of all warning labels that contain that wordappears.

• Select the warning label from the Image drop-down list.

Host Simulator automatically completes the remaining fields of that warning label.

Note If you must remove an incorrect warning label, delete the value in the Code field.Host Simulator automatically clears the Label and Image.

10 Perform one of these steps to complete the required information in the PrescriptionInformation pane:

• If this prescription is a refill for an existing prescription, enter a partial prescriptionnumber (3 character minimum) in the Rx Number field to use a record lookup. Double-click the refill prescription’s row to automatically complete all available information.

CAUTION

The Refill Number is automatically incremented because Host Simulatorassumes that you are performing a new fill not a resend fill! If youwant to resend a fill with its previous refill number, you must edit theRefill Number field.

Note Contact Parata Technical Assistance Center if a message appears that reads Anerror occurred trying to read from the Prescriptions table.

• Generate a random number with the Gen button and complete the remaining fields.

11 If necessary, enter any additional information that is required in the Prescription Informationpane.

Note If you do not enter a prescription expiration date (Rx Exp. Date), Host Simulatorsends no value. This blank value does not affect the expiration date on thelabels, but it will appear on the Checking Verification and Status screens inPharmacy 2000.



Note For new prescriptions, ensure that the Refill Number field is set to 0.

12 Perform one of these steps to print a vial label:

• Check the Print Label check box and then proceed to step 13.

• Click Send Rx, click the Print Label Only button, and then skip to step 14.A vial label prints immediately if the required fields are all complete; otherwise, youreceive an error message.

13 Click Send Rx.

Note If you want to reset Host Simulator to send the information for a different orcorrected prescription, use the relevant Clear and Clear All buttons.

14 Click Close when you have submitted all of the prescriptions that you need to submit viaHost Simulator.

1.11.4 Submitting a prescription for a new patientUse the procedure in this section to complete all necessary fields in Host Simulator to send aprescription for a patient that is new to Pharmacy 2000.

Task 48 To submit a new patient’s prescription with Host Simulator

1 Access Host Simulator (see Task 45, To access the Host Simulator from the WindowsDesktop, on page 121).

2 Per the reference material in section 1.11.2, Host Simulator layout, on page 123,complete at least the red-bordered (i.e., required) fields.

Note You will be able to perform lookups on the Provider Information pane (if already inthe Pharmacy 2000 database), the Drug Information pane, and the Warning Labelspane. You must accurately and thoroughly enter all other required information.

Note Contact Parata Technical Assistance Center if any messages appear that beginwith An error occurred trying to read….

3 Perform one of these steps to print a vial label:

• Check the Print Label check box and then proceed to step 4.

• Click Send Rx, click the Print Label Only button, and then skip to step 14 in Task 47on page 129.

4 Click Send Rx.

Note If you want to reset Host Simulator to send the information for a different orcorrected prescription, use the relevant Clear and Clear All buttons.

5 Click Close when you have submitted all of the prescriptions that you need to submit viaHost Simulator.

