©2020 GSL Solutions, Inc. IntelliVault Training Guide 1 v.509.
TRAINING MANUAL 24 Hour Support (866) 477-2682 Contents Login ......................................................................................................... Error! Bookmark not defined. Stock Receive ............................................................................................ Error! Bookmark not defined. Prescription Fill (Tech Fill, Pharmacist Verify) ............................................ Error! Bookmark not defined. Prescription Fill (Pharmacist-only).....................
History .................................................................................................. Error! Bookmark not defined. Reports ................................................................................................. Error! Bookmark not defined. Admin – Task Manager, Users and Roles ................................................... Error! Bookmark not defined. Task Manager .......................................................................................
H. How do I transfer contents to a different SmartBasket? ............................................................. 10 I. How do I recover “Stock in Unknown State”? .............................................................................. 10 J. There is a Shutdown Mode alert on the screen............................................................................ 11 K. The IntelliPad is not working properly ........................................................................................
©2020 GSL Solutions, Inc. IntelliVault Training Guide 5 v.509.
FCC Compliance Notice English Per FCC 15.19(a)(3) and (a)(4) This device complies with part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation. Per FCC 15.21 Any change or modification to this device not expressly approved by GSL Solutions, Inc. voids your authority to operate this device.
1. that were removed during Downtime 2. Press Finish Recovery B. Maintenance > Recovery 1. Locate Downtime binder 2. Grab Downtime Perpetual Log sheets 3. Maintenance > Recovery 4. Type SmartBasket name or select from drop-down 5. Enter Rx information in each field 6. Select user who dispensed Rx 7. Initial each line on the DT Perpetual Log sheet 8.
Cleaning GSL baskets, lids, and peripheral equipment GSL SmartBaskets, lids, scanners, IntelliPads, and signature capture pads may be cleaned with any type of sanitizing wipe. Cleaners using quaternary ammonium are acceptable provided the device is wiped, not flooded. Do not spray sanitizing solution directly on scanners, IntelliPads, and signature capture pads. Spray the solution on a cloth, then wipe the equipment. Do not submerge any of the items.
FAQ A. Why is an LED for an IntelliVault cell blinking? If the LED is blinking yellow, the SmartBasket above the LED needs attention. A blinking red LED indicates that a SmartBasket was pulled without authorization. The basket may be pulled from the drawer without an alarm. 1. 2. 3. 4. 5. Remove the SmartBasket from the IntelliVault and place on the IntelliPad Inventory > Take Ownership Inventory > Verify Verify the NDC, Qty, Lot, and Exp Shelve in the IntelliVault ©2020 GSL Solutions, Inc.
B. What do I do if I have an Unknown Contents Stock SmartBasket? 1. Navigate to Inventory > Inventory 2. Press Unknown Contents 3. If a second person will participate in the inventory operation, press Yes and they scan their badge or manually enter their demographics 4. Choose SmartBasket(s), press Pull 5. Retrieve SmartBasket(s) from IntelliVault 6. Navigate to Inventory > Take Ownership 7. Place SmartBasket on IntelliPad 8. Press Reset Basket (must have user permission) C.
G. How do I transfer a prescription to a different SmartBasket? 1. 2. 3. 4. 5. 6. Fill > Rx Entry Place SmartBasket on IntelliPad Scan Rx number or manually enter Press Remove All Items or press More > Remove Item from Basket Place new basket on IntelliPad Scan Rx number or manually enter Next step: RPh Verify 7. 8. 9. 10. Fill > Rx Verification Place coupled Rx SmartBasket on IntelliPad Double-count the Rx and press OK.
6. Press Couple to SmartBasket Note: if the stock is gone (e.g. dispensed), couple it to a basket at 0 (zero) and do an Error! Reference source not found.. The “zeroed” SmartBasket may be placed back in circulation (not in IntelliVault) J. There is a Shutdown Mode alert on the screen Shutdown Mode occurs once the system is back online after Downtime and there are baskets to claim. This alert banner is displayed on all IntelliVault workstations. Refer to the Error! Reference source not found. section.
K. The IntelliPad is not working properly Refer to Appendix B USB IntelliPad L. The drawer makes an “uh-uh” sound when I authenticate 1. Ensure that you are logged in to IntelliSys 2. If you are logged in, you are not authorized to open the drawer. a. If you have an active pick light on your workstation, check that you are the user who is logged into that workstation. If not, cancel the pull and log in to restart the pick operation. b.
8. Choose Single Adjustment 9. Choose Adjustment Type from drop down 10. Enter required information in Notes field, including Rx number, “partial fill”, and any other relevant information Note: Make simultaneous adjustments in PMS if applicable. 11. Place lid on SmartBasket and shelve into IntelliVault An Exception Report will be generated (Reporting > Exception Report) and the inventory adjustment as well as any comments will also be included in the Perpetual Log (Reporting > Perpetual Log) N.
2. Use the IntelliVault client as normal, when you get a pick light, badge in and pull the drawer open, then retrieve the basket. Note A: The pharmacy may operate in IntelliCab Mode until the lock controller is fixed. Note B: They may re-lock the IntelliVault between operations if they want to, and should relock cabinets at night. Note C: No downtime recovery operation is required. Note D: If an open drawer loses power/network while the cab is in IntelliCab Mode, the entire drawer must be recounted.
USB IntelliPad LED 3: Diagnostic Green: 1 tag being read Yellow: Multiple tags being read Red: Receiving new firmware Blue: Receiving new sound files LED 0: Power Green: Power on No Light: Power off LED 1: Status Blink Yellow: Powering up Blink Green: Connected to Windows Solid Green: Connected to Client LED 2: External USB Always solid Green Client Status LED: Status of SmartBaskets and ID Badges ©2020 GSL Solutions, Inc. IntelliVault Training Guide 16 v.509.
IntelliPad Status LED IntelliVault WillCall Client Off No ID Badge or Basket present No ID Badge or Basket present Unknown Contents Basket Yellow Empty Basket Basket contents verified, ready to be shelved Basket contents verified, ready to be shelved Green Solid New unknown RFID tag New unknown RFID tag Empty Basket Green Blinking 1 sec Pad not reading well Pad not reading well Basket with unknown contents Basket with unknown contents Coupling error Coupling error Red Solid Invalid RFID tag Invalid R
i. Check connections at both ends of USB cable 1. Move USB cable to another port on back of workstation ii. Still no LEDs 1. Swap just the IntelliPad with a known working IntelliPad from another workstation 2. Wait 30-60 seconds 3. If the original IntelliPad starts working but the one moved to the original workstation does not a. Call GSL Support for a replacement USB cable 4. If the original IntelliPad does not work on moved-to workstation a.
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Appendix D Conversion of Stock and Prescriptions to IntelliVault Prior to IntelliVault Installation: 1. Process all vendor returns, recalls, broken & dropped medications, etc prior to IntelliVault installation 2. Print Pharmacy Management System Inventory Report 3. Perform physical inventory and reconciliation 4. Remove all stock inventory and place in a secure location Note: Items need to be sorted by NDC, Expiration and Lot for conversion to IntelliVault 5. Remove legacy cabinet(s) 6.
Each additional User: 1. Inventory > Receive 2. Select Past Order 3. Select Search 4. Select the In Progress Conversion Invoice 5. Proceed with receiving stock as shown in the steps for User #1 Note: DO NOT create more than one Conversion invoice. Follow the steps above. Note: User #1 presses Complete and then Finalize after the last SmartBasket has been shelved in the IntelliVault. a Stock Receive report will be generated (Reporting>Reports).
Appendix E Perpetual Log Binder A binder with tabs 1-31 and January-December will be provided At the end of each day, print the IntelliVault Perpetual Log for that day (Reporting > Perpetual Log Report) and file in the binder for the corresponding day of the month. For the first week or two, include the PMS Inventory Report as well. At the end of each month, print the IntelliVault Perpetual Log for that entire month’s date range and file in the corresponding month tab.
To view reports navigate to Reporting > Error! Reference source not found. END OF DAY: Validate that all of the following match at the end of each day (for at least the first week): 1. Manual Perpetual Log 2. Print PMS Inventory Report 3. Print IntelliVault Perpetual Log (Reporting > Error! Reference source not found., Filter: Today’s Date) 4. File PMS Inventory Report & IntelliVault Perpetual Log in the Perpetual Log Binder under the tab for that date ©2020 GSL Solutions, Inc.
Appendix F NDC Conversion Table National Drug Code (NDC) Conversion Table Converting NDCs from 10-digits to 11 digits. It should be noted that many National Drug Code (NDC) are displayed on drug packing in a 10-digit format. Proper billing of a National Drug Code (NDC) requires an 11-digit number in a 5-4-2 format. Converting National Drug Code (NDC) from a 10-digit to an 11-digit format requires a strategically placed zero, dependent upon the 10-digit format.
SUPPORT GSL Support (24/7) (866) 477-2682 Per FCC 15.19(a)(3) and (a)(4) This device complies with part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation. Per FCC 15.21 Any change or modification to this device not expressly approved by GSL Solutions, Inc. voids your authority to operate this device.
IntelliVault_Rev509.5_20200918 Not to be disclosed to third parties without express written consent Customers and external users must inform GSL of possible security breaches and other incidents ©2020 GSL Solutions, Inc. IntelliVault Training Guide 26 v.509.
