TRAINING MANUAL 24 Hour Support (866) 477-2682
Contents Login .................................................................................................................................................... 8 Stock Receive ....................................................................................................................................... 9 Prescription Fill (Tech Fill, Pharmacist Verify) ..................................................................................... 12 Prescription Fill (Pharmacist-only).....................
Downtime ................................................................................................. Error! Bookmark not defined. Downtime Operations & Recovery ........................................................ Error! Bookmark not defined. Recovery Procedures ............................................................................. Error! Bookmark not defined. Task Manager ....................................................................................... Error! Bookmark not defined.
USB IntelliPad ........................................................................................... Error! Bookmark not defined. Troubleshooting USB IntelliPad ............................................................. Error! Bookmark not defined. User Permissions ...................................................................................... Error! Bookmark not defined. Conversion of Stock and Prescriptions to IntelliVault ................................ Error! Bookmark not defined.
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.
Couple stock bottles to a SmartBasket, then cover with a lid and store it anywhere it fits in IntelliVault ©2020 GSL Solutions, Inc. IntelliVault Training Guide 6 v.509.
©2020 GSL Solutions, Inc. IntelliVault Training Guide 7 v.509.
Login To set up Users, refer to the Error! Reference source not found. section 1. Scan ID Badge Note: If ID Badge is unavailable, press Unable to scan your ID Badge? then manually enter the 4-digit ID badge friendly name 2. Enter user name in the second field 3. Enter password in the third field. To reset your password press the link below the password field 4. Press Enter or Login 5. To logout, press the logout button at the bottom of the green sidebar ©2020 GSL Solutions, Inc.
Note: For Error! Reference source not found., refer to Error! Reference source not found. Stock Receive PMS Receiving Tech 1. Start PMS Receiving 2. Stock Arrives; CIIs already separated by Supplier 3. Scan each item into PMS to verify receipt 4. Verify received stock against order form and supplier invoice RPh 1. Verify receipt of meds vs. invoice (sort by NDC/Exp/Lot) 2. Print or gather DEA 222 from CSOS and attach to Supplier invoice B. RPh IntelliVault Receiving 1.
8. Scan 2D (QR) code on each stock bottle and place into SmartBasket Note: If 2D code is not available, scan NDC barcode Note: If code does not scan, manually enter the full 11-digit NDC. (See Appendix F Error! Reference source not found.) 9. Confirm QTY contained in basket, press tab key 10. Enter Lot number, press tab 11. Enter Expiration date, press tab 12. Press Confirm button to complete receiving for that SmartBasket 13.
18. Complete all receiving for that invoice Note: When finished with stocks on invoice press Done for Now. Press Received List in lower right at any time to view the stock received for that invoice and to reconcile Form# with Invoice# 19. Press Complete Invoice button 20. Press Finalize button Note: a. IntelliVault generates Stock Receive Report and adds task to Error! Reference source not found. b. Print Stock Receive Report and match each NDC to invoice and 222 ©2020 GSL Solutions, Inc.
Prescription Fill (Tech Fill, Pharmacist Verify) A. Tech Retrieves Stock from IntelliVault 1. Print Rx label in PMS Note: To force print a label in McKesson: a. F3 b. Enter Patient name c. Double click on the Rx d. Print Options e. Label type, select drop down, select Rx label manual f. Print 2. Fill > Fill 3. Scan Rx label barcode Note: To cancel the pull press Cancel Pull.
2. 3. 4. 5. 6. Note: To cancel the fill press Cancel Fill, enter the back count, then return the stock basket to the IntelliVault. The Perpetual Log will display the prescription as “Return to Stock” and not as “Cancelled Fill”. Remove QTY displayed on screen to fill Rx Note: If multiple SmartBaskets are selected for retrieval, remove the QTY displayed for each basket. Removing a different QTY than indicated will result in an Inventory Adjustment operation.
2. Place empty SmartBasket on IntelliPad and scan Rx barcode to couple prescription Note: Only one CII per SmartBasket, coupling an additional Rx into the SmartBasket will result in a miscoupling error Note: To transfer the Rx to a different SmartBasket press the Remove button, then scan the Rx to a different basket Note: Press More to remove item basket if needed 3. Pass coupled Rx SmartBasket to RPh for verification and double-count D. RPh Verify 1. Fill > Rx Verification 2.
4. Shelved coupled SmartBasket Note: Drugs that are coupled using this procedure will not be marked as controlled substances. Nor will IntelliSys know the NDC, lot # or expiration date. Legend Rx Coupling (IntelliSys) A. SmartBasket 1. In IntelliSys Client, navigate to Fill > Rx Entry Note: Be sure to log off and close WillCall Client before opening IntelliSys 2. Place an empty SmartBasket on the IntelliPad 3. Scan each Rx label and place in the SmartBasket 4. Navigate to Fill > Rx Verification 5.
Legend Rx Coupling (WillCall Client) Performed in the WillCall Client (not IntelliSys). Be sure to close IntelliSys first before opening the WillCall Client A. SmartBasket 1. In WillCall Client, navigate to F1 Tab Note: Be sure to log off and close IntelliSys before opening WillCall Client 2. Place an empty SmartBasket on the IntelliPad 3. Scan each Rx label and place in the SmartBasket 4. Place a lid on the SmartBasket 5. Shelve into WillCall IntelliCab B. Oversize/Fridge Location 1.
2. Type note or choose predefined note and check “Must read” boxes if applicable. Press Close or press Enter Patient Notes 1. Press [Alt, F2] Patients tab 2. Type patient last name and select patient 3. Click Notes button on right side of screen 4. Choose predefined note or type note and check “Must read” boxes if applicable. Click “Close” or press Enter Mandatory Reading of Notes 1.
Retrieve WillCall Client Also referred to as “Search”. Performed in the WillCall Client (not IntelliSys). Be sure to close IntelliSys first At Any GSL Workstation, open the GSL WillCall Client (Be sure to close IntelliSys first) 1. Press [F2] 2. Scan ID or enter Patient’s Last Name 3. Press on correct Patient and Press [F12] to initiate Retrieval 4. Enter the Patient’s Date of Birth (2nd Identifier), if applicable 5. Press [Enter] to confirm. Press [Enter] again to retrieve 6. Pick to the Light.
2. If “Cancel Pull” is not selectable, highlight the Rx (or all Rxs) in the pull list by pressing it 3. If a SmartBasket that has been retrieved from the IntelliCab needs to be returned to the cabinet, Re-Couple and Re-Verify AutoSign (Signature Capture) WillCall Client Performed in the WillCall Client (not IntelliSys). Be sure to close IntelliSys first AutoSign is an add-on subsystem for IntelliSys that enables the pharmacy to electronically capture a patient’s signature for items at pickup.
5. Scan the patient’s CAC card. The screen will automatically change to the Search [F2] tab and select all prescriptions for the patient, including all prescriptions already in will call 6. (If the CAC card does not scan, the prescriptions must be scanned into GSL. In this manual mode, once the prescriptions are handed to the patient, press the “Confirm Entire Pull” button to confirm. 7. Press [F12] to retrieve the prescription(s) 8. Hand the Bank Teller prescription(s) to the patient 9.
Recall Mark as Recalled for Return to Vendor 1. Inventory > Mark as Recalled 2. Select New Note: Select Open to view items previously marked for Recall 3. Choose Recall Classification from drop-down 4. Enter a Note. Notes will be included on Recall Report (Reporting > Reports > Recall Report) 5. Press Create (or press Cancel to dismiss) 6. Enter NDC, Lot #, Expiration. 7. Press Add 8.
If the medication is to be destroyed locally: 1. 2. 3. 4. 5. 6. 7. 8. 9. Second local person takes possession of the SmartBasket Second local person goes to Return > Double Count Second local person places SmartBasket on IntelliPad and enters Qty Enter 222 #, Provider name and tracking number if shipping to vendor Press Submit Return to Vendor or Remove for Recall report is generated Print 2 copies: one copy goes to the vendor if the medication is shipped; one stays on site.
Return to Stock – 3 Scenarios Controlled Drug Return to Stock for stock product (Performed in WillCall Client) User must be authorized to pull controlled substances 1. Open GSL WillCall Client (not GSL IntelliSys) Note: you must close the IntelliSys Client before opening the GSL WCC Client 2. Navigate to RTS (Return to Stock) screen 3. Press IntelliVault sub-tab 4. Select Rx(s) to RTS 5. Press F12 or Pull 6.
12. 13. 14. 15.
Physical Inventory 1. Print PMS Inventory Report 2. Print IntelliSys Inventory Summary report 3. Inventory > Inventory 4. Select Inventory Type (e.g. Full, Custom, Last Touched) Note: Last Touched is stock inventory that was received, filled, changed, or RTS’d (from will call cabinet). Use the Date Picker to select contiguous dates. Days are always midnight to 11:59:59, so inventory from the current day will be from midnight to the current time of day. 5. Select Filter (e.g. NDC) Press Add, press Search 6.
