™ PocketScript™ e-Prescribing PocketScript e-Prescribing Manual User’s Guide with Exercises Dell™ Axim™ X5 Handheld Pocket PC v5.
Care Delivery Solutions 2711 N. Haskell Ave. • Suite 2300, LB 36 Dallas, TX 75204 • 1-866-864-8444 www.zixcorp.com © 2004 Zix Corporation, All Rights Reserved. AEBB1103, v5.51.7 All other brands, product names, company names, trademarks, and service marks are the properties of their respective owners. This document is only reproducible with the express written consent of Zix Corporation.
TABLE OF CONTENTS WHAT’S NEW IN VERSION 5.51 ......................................................................................................... 1 1.0 OVERVIEW..................................................................................................................................... 1 2.0 DEVICE BASICS............................................................................................................................. 2 3.0 WRITING A PRESCRIPTION...................................
Care Delivery Solutions What’s New in Version 5.51 Major new features are as follows: • New version information on Log In and About pages for improved diagnostics • New Toolbar with shortcuts to Log Out, Queuing, Script Log, Help, and About screens • Online Help for direct, immediate assistance Additional improvements: Internet Browser: the Script Maintenance search options are expanded to include Denied scripts, so that staff can easily identify renewal requests that prescribers denied.
Care Delivery Solutions The result is fewer rejected prescriptions, enhanced patient safety, and fewer resources dedicated to managing prescriptions. As easy to use as it is powerful, ZixCorp’s e-prescribing solution is delivered via a Pocket PC device or secure Web site to ensure maximum usability from anywhere. 2.0 DEVICE BASICS 2.1 Launching PocketScript On the Start menu, select PocketScript. 2.2 Logging In After you have launched the PocketScript program, you need to log in. 1.
Care Delivery Solutions 2.3 Time-outs and Security Password There is a 20-minute password time-out period. After 20 minutes of inactivity, when you resume using PocketScript and attempt to send or print a prescription, the System Locked screen appears. You must reenter your password and tap Verify to send or print the prescription. Signature The signature default time-out is 12 hours and it applies to the entire practice.
Care Delivery Solutions • Using the keyboard, enter the first 3-4 letters of the patient’s last name and then tap Go. It is not necessary to enter the entire last name. Search by Chart ID • On the Choose Patient screen, select Chart. • Using the keyboard, enter the chart number and then tap Go. It is not necessary to enter the entire chart number.
Care Delivery Solutions To use the Drug List in prescribing, follow the directions below: 1. Tap Drug List. The Choose Drug screen appears. 2. Decide whether you want to select from a list of All drugs, or narrow the drug search to include only name Brand drugs, or just Generic drugs and tap the related button. Note: In the Internet Browser version, Doctor Maintenance page, you may also make this selection and it will appear on the Pocket PC.
Care Delivery Solutions 2. On the Choose Drug screen, the patient’s drug history is shown in the text box. Tap to highlight the prescription that you would like to renew and then tap Refill. Note: After you renew a prescription, the original prescription is “expired” and no longer visible in the Patient Drug History table unless you select Include Expired. 3.2.
Care Delivery Solutions 3.2.6 ALLERGIES Before selecting a drug, you can view a list of the patient’s allergies by tapping the Allergy button. A list of allergies that are drug or class-specific appears. Note: If you select a drug to which the patient is allergic, the system automatically displays an Allergy Alert described in section 7.0 Checking Drug Allergies. 3.2.
Care Delivery Solutions In addition to a list of Preferred/Approved alternatives, PocketScript displays a text message that explains why there may be a better choice than the original selection, such as formulary status or a dispensing limitation. 3.3 • To select a Preferred or Approved drug, double-tap it or tap to highlight it and then tap Select. • Alternatively, you can proceed with prescribing your initial selection by tapping Prescribe Original.
Care Delivery Solutions 3.3.1 ENTERING SCRIPT DETAILS Patient Tap Patient to edit patient information or select a different patient and start over. Note: Information on the Script Summary screen may be lost if a new patient is selected. Drug To select a different drug, tap Drug to go to the Choose Drug screen. If the drug is changed, the information on the Script Summary screen will be changed. To view the PocketScript Drug Reference information concerning the prescribed drug, tap Ref. See section 13.
Care Delivery Solutions Quantity In addition to quantity, you can key in units such as vial, box, etc. • To the right of the Quantity field, tap the drop-down arrow to display quantity options and tap to highlight and select a quantity. Note: The default quantity is 30. OR • Tap the Quantity field and type the quantity.
Care Delivery Solutions • Tap Advanced at the top right of the screen. (The button label changes to Basic.) • Enter the information that you may have about the patient’s desired pharmacy. You can use any one or more of the available search fields. Tap Go. • The search results are displayed in order of most matches with the search criteria. Note that the highlighted pharmacy’s details appear in the gray area below.
Care Delivery Solutions script will be removed from the patient’s current medication list. Expired prescriptions are not considered when evaluating drug-to-drug interactions.
Care Delivery Solutions 2. The Confirmation screen appears for you to check the script for accuracy. Select one of the following options: • To send the script and write another script for the same patient, choose Additional. • To send the script and return to the Main Menu, choose Yes. • To return to the Summary screen in order to make a change, choose No. 3. Select Print Patient Copy to print a voided copy of the prescription for the patient. 4.
Care Delivery Solutions 5.0 ADDING A MACRO Macros are shortcuts to entire pre-written prescriptions and are available for selection on the Choose Drug screen. A few Macros are preloaded and can be edited. Macros can be developed when you are writing a patient’s prescription or they can be entered using the Internet Browser version Maintenance Pages> Macro Maintenance. Macros should be fully completed. The system will automatically insert default values in empty fields. 1.
Care Delivery Solutions If you view the Interaction Details, tap Back to return to the Interaction Warning screen and make your decision about prescribing the drug. 2. In the Select a Different Drug dialog box, tap Yes to choose a new drug or No, Use this One to select the drug. Proceed to 3.3 Completing the Script. 7.0 CHECKING DRUG ALLERGIES PocketScript automatically checks for patient drug allergies and if any are detected, displays an Allergy Warning.
Care Delivery Solutions On the Choose Drug screen, tap the Colors? button. The formulary color key appears. Patients with insurance plans that do not participate in the e-prescribing system For patients whose insurance providers are not included in the e-prescribing system, generic drug options are indicated in green text with “up” arrows. Patients without insurance For patients without insurance, there is no color-coding; however, generic drug options are indicated in green text with “up” arrows.
Care Delivery Solutions 3. Select from the following options: Send: to approve and send the prescription to the designated pharmacy or office fax. Deny: to cancel and not send the prescription, but send a record to the Script Log. Clear: to remove highlighted scripts from the Pending Scripts box. This does not affect script status, just whether they are displayed. Back: to go back to the previous screen. Pull Chart: to mark the script and have the chart pulled.
Care Delivery Solutions 10.0 VIEWING THE SCRIPT LOG The script log enables you to view all of your scripts written using the PocketScript system within certain parameters. To access the script log, do one of the following: • Tap Tools on the bottom toolbar and then tap Script Log. OR • Tap Log on the Choose Patient screen. The script log appears for the current day.
Care Delivery Solutions 11.0 MODIFYING PATIENT INFORMATION 1. Modify a patient’s demographic data by selecting the patient and then tapping Modify. The patient’s information is shown on two screens. 2. Tap Next> to go to the second screen or
Care Delivery Solutions 8. Tap to highlight the desired drug and than tap Select. You are returned to the prior screen. The Drug Class and Category are displayed, if available. 9. To choose this Drug only and ignore its Class and Category in drug allergy considerations, tap Drug Only. 10. Enter any Comments in the space provided. 11. When done, tap Save. 12.0 MAINTAINING PHARMACY INFORMATION During initial setup, most of the pharmacies in your area are entered into your PocketScript system.
Care Delivery Solutions 4. Select Fax or Print Only • Fax - enables the system to fax prescriptions using the fax number entered on the previous screen (with the exception of Schedule 2 and OTC drugs). • Print Only - prevents sending fax prescriptions to this site. 5. Select Favorites to add this site to the practice Favorites list. 6. Tap Save to add the pharmacy record. 12.2 Modifying a Pharmacy 1. After you have selected a pharmacy on the Search Pharmacy screen, tap Modify Pharmacy. 2.
Care Delivery Solutions • • • • Drug Leaflet Generics Brands Interactions • • • • Dosing Clinical Information Manufacturers Allergic Reactions • • • • Drug Reference Guide Examples 22 Packaging Ingredients Contraindications Therapeutic Class
Care Delivery Solutions 14.0 WORKFLOW HINTS AND TIPS e-Prescribing can be faster than writing a prescription on a pad if you use the shortcuts built into the PocketScript system. One shortcut is a Macro, a pre-written prescription that you create “on-the-fly” during the normal prescribing process and then can re-use. PocketScript remembers every detail of the script that you save in the Macro. 1. To create a Macro, first fill in the details of the script you wish to make into a Macro.
Care Delivery Solutions 4. Select the patient for whom you want to schedule an appointment and click the associated See Patient page link. 5. Type the Date (m/d/yyyy) and Time (h:mm) of the appointment and then click Schedule. When you click Waiting on the Pocket PC or Incoming Calls on the BlackBerry, a list of patients with appointments on the current date appears. Use your office staff to help! Your office staff can connect to the Internet, go to http://www.eprescriber.
Care Delivery Solutions 15.0 FREQUENTLY ASKED QUESTIONS Implementation Q: What kind of effort does it take on my part to be able to effectively implement ZixCorp’s PocketScript system? A: To gain the full benefit of the PocketScript system, you must be prepared to write every script using the system. If scripts are written outside the system, your electronic records will be incomplete.
Care Delivery Solutions Q: What happens if the fax prescription is not received by the pharmacy? A: The first line of defense is office staff checking your Internet Browser Script Maintenance page at least twice a day to see if there are any problems transmitting scripts to the pharmacies. You can also check the Script Log on your device. The PocketScript system continuously monitors system performance.
Care Delivery Solutions Q: Why do I have to accept or reject the Multum license agreement every six months? A: Multum provides the drug information that is used in the PocketScript application. Under the terms of the Multum license agreement for this information, users of the data must reconfirm their acceptance of the agreement every six months. Q: Does Dispensed Drug History include all drugs prescribed by other practices? A: No, Dispensed Drug History may be incomplete.
Care Delivery Solutions Q: Does the PocketScript system link to my patient management system? A: ZixCorp offers a free HL7 interface that connects the PocketScript system to your practice management system. The HL7 requires a Windows 2000 PC or higher to run the PocketScript portion of the interface. Consult your practice management system vendor about link availability and cost issues for its system. Custom connectivity may also be available for your practice at an additional fee.
Care Delivery Solutions Data and Security Q: Where is my patient and prescription data stored if it isn’t on my handheld? A: Your data is stored in the SysTrust™ and SAS-70 certified, HIPAA-compliant ZixData Center™. Access to this data center is controlled by various methods, including biometric finger scanning and security codes.
Care Delivery Solutions Caution: In some cases, troubleshooting and repairing PocketScript problems may require a memory reset of your handheld and result in the loss of personal data. If you depend on the data contained in these programs, be sure to “hot-sync” your handheld to a computer other than the PocketScript system server to prevent possible data loss. Consult the handheld manual for more information. Q: Can I browse the Internet from my PocketScript system handheld? A: Probably.
Care Delivery Solutions • Tap the Battery Power tab at the bottom, and then tap the drop-down arrow to select a new amount of idle time before the screen dims. • Tap the External Power tab at the bottom, and then tap the drop-down arrow to select a new amount of idle time before the screen dims. Pocket PC won’t power on: • Dock the Pocket PC securely in the cradle that is connected to the AC adapter and a power source. • Check that the power source is on. • Charge the main battery for at least 4 hours.
Care Delivery Solutions • • Tap the PocketScript icon or select PocketScript from the Programs menu. If you still have problems connecting, use the stylus to press the Reset button on the side of the Pocket PC. Retry opening PocketScript and if there is still no connection, contact PocketScript Support or see the Appendix, 19.1.2 Setup for New Installations, PocketScript Setup. 17.
Care Delivery Solutions Optionally, you may also establish connectivity to your practice management system with a free HL7 connection. • A PocketScript representative will provide the software and instructions to load the PrintServer software on the old server or a PC to enable remote printing at your site. 19.1.2 SETUP FOR NEW INSTALLATIONS Important: Request detailed installation instructions from Installation Support, telephone 1-866-753-9233.
Care Delivery Solutions • Tap in the Address bar to highlight the current address and replace it by typing https://www.eprescriber.com/handheld and then tap Go. Important: Be sure to add the “s” for the secure hypertext transfer protocol (https). • Follow the on-screen instructions: o Type your User ID and Password and tap Login. Note: Your User ID must be activated by logging in to the Internet Browser version of PocketScript as detailed on the PocketScript Welcome card shipped with your device.
Care Delivery Solutions 20.
Care Delivery Solutions Exercise 2: Selecting a Drug PocketScript provides several methods for selecting a drug: • Drug List, described in detail below • Drug History, see Exercise 5 below and more details in Section 5.3 in this User’s Guide • Macros, see Section 5.2 in this User’s Guide To Choose from the Drug List 1. Tap Drug List. The Choose Drug screen appears. 2. Using the keyboard, enter the first 3-4 letters of the drug’s name. It is not necessary to enter the entire name.
Care Delivery Solutions Exercise 4: Sending a Prescription to the Pharmacy When all of the script details have been entered, you can fax the prescription to the pharmacy. 1. Tap Send at the bottom of the screen. Note: The Send button is not available for over-the-counter drugs or Schedule 2 drugs in the PocketScript system. 2. The Confirmation screen appears for you to check the script for accuracy. Send will fax the prescription to the selected pharmacy.
Care Delivery Solutions Exercise 6: Approving Refill Requests A test patient refill request should first be entered in the Internet Browser version to follow this exercise. When you have refill requests waiting for your approval, the Rx icon at the bottom of the screen appears red. 1. Tap the Rx icon. OR Tap Tools and then tap Queueing. A list of patients with queued scripts appears above. 2. Use the horizontal scroll bar to see the refill details. 3. Tap a test patient name to highlight and select it. 4.
INDEX dose, 9 A drug, 9 allergies, 15 access point, 32 additional scripts, 13 drug history, 6, 37 dispensed, 6 allergies add, 19 view, 7 warning, 15 drug interaction alert, 14 drug list, 4 application reinstall, 33 Drug Reference Guide, 21 drug utilization review (DUR), 14 assistance, 32 E B error message, 31 battery, 28 exit, 13 C F change script, 13 favorite drug, 5, 13 pharmacy, 10 charge, 24, 28 color codes formulary, 7 formulary color codes, 7 confirmation, 13, 37 formulary option, 1
Care Delivery Solutions coverage, 16 data entry, 27 demographic data, 19, 27 drug history, 6, 37 management system, 28 new, 27 HIPAA, 29 HL7 interface, 28 I include expired, 5 pharmacy, 25 add, 11, 20, 23 advanced search, 10 favorite, 10 mail order, 26 modify, 11, 21 search by name, 10, 36 search by phone number, 10 individual coverage, 16 instruction, 9 interaction, 14 Internet, 30 Pocket PC, 32 L Linksys, 31, 33 PocketScript reinstall, 33 log prescription, 18 power, 31 power loss, 33 log in, 2
Care Delivery Solutions summary screen macros, 14 prescription, 8 Q quantity, 10 support, 32 queue, 16, 24 T R time-out, 3 refill, 5, 9 queue, 16 tips, 23 reinstall, 33 treat, 11 reset, 31 treatment, 6 router, 31 treatment options, 11 RxHub, 16 troubleshooting, 30 S U screen, settings, 30 upgrading Pocket PC, 32 script log, 18 V security, 29 voice, 28 send prescription, 17 W send script, 13 warning, 9 signature, 2 speech recognition, 28 41
