GSL IntelliVault Training Manual Download Page 2

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Contents

Login .................................................................................................................................................... 8

Stock Receive ....................................................................................................................................... 9

Prescription Fill (Tech Fill, Pharmacist Verify) ..................................................................................... 12

Prescription Fill (Pharmacist-only) ...................................................................................................... 14

Coupling Controlled Substances that have not gone through the IntelliVault Fill process ................... 14

Legend Rx Coupling (IntelliSys) ........................................................................................................... 15

Legend Rx Coupling (WillCall Client) ................................................................................................... 16

Retrieve WillCall Client ...................................................................................................................... 18

AutoSign (Signature Capture) WillCall Client ...................................................................................... 19

Drive-thru Signature Capture (optional feature) WillCall Client .......................................................... 19

Bank Teller Dispensing (optional feature) WillCall Client .................................................................... 19

Recall ................................................................................................................................................. 21

Mark as Recalled for Return to Vendor ........................................................................................... 21

Remove for Recall for Return to Vendor ......................................................................................... 21

Return to Stock

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3 Scenarios ............................................................................................................. 23

Controlled Drug Return to Stock for stock product ......................................................................... 23

Controlled Drug Return to Stock for Discontinued Rx (Once pulled for dispense) ............................ 23

Controlled Drug Return to Stock for Discontinued Rx (Discontinued during RPh Verify) .................. 23

Return items to stock that were not filled through IntelliSys .............................................................. 24

Physical Inventory .............................................................................................................................. 25

Inventory Adjustment ...............................................................................

Error! Bookmark not defined.

Broken or Dropped Medication .................................................................

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Inventory Adjustment Reason Codes .....................................................

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Consolidate Stock .....................................................................................

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Reporting

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Reports and History ...............................................................

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History ..................................................................................................

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Reports .................................................................................................

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Admin

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Task Manager, Users and Roles ...................................................

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Task Manager .......................................................................................

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Users .....................................................................................................

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Appendix C ...............................................................................................

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User Permissions to Manage User Roles ....................................................

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Settings .................................................................................................

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Summary of Contents for IntelliVault

Page 1: ...TRAINING MANUAL 24 Hour Support 866 477 2682 ...

Page 2: ...rn to Stock for stock product 23 Controlled Drug Return to Stock for Discontinued Rx Once pulled for dispense 23 Controlled Drug Return to Stock for Discontinued Rx Discontinued during RPh Verify 23 Return items to stock that were not filled through IntelliSys 24 Physical Inventory 25 Inventory Adjustment Error Bookmark not defined Broken or Dropped Medication Error Bookmark not defined Inventory ...

Page 3: ...ment Error Bookmark not defined FAQ Error Bookmark not defined A Why is an LED for an IntelliVault cell blinking Error Bookmark not defined B What do I do if I have an Unknown Contents Stock SmartBasket Error Bookmark not defined C How do I take ownership of a SmartBasket Error Bookmark not defined D How do I fix a Mis coupling Error Error Bookmark not defined E How do I return a prescription to s...

Page 4: ...n of Stock and Prescriptions to IntelliVault Error Bookmark not defined Initial Stock Receive Legacy Conversion Error Bookmark not defined Return to Stock Controlled Rxs that are in IntelliCab prior to Conversion Error Bookmark not defined Perpetual Log Binder Error Bookmark not defined IntelliVault Daily Checklist Error Bookmark not defined NDC Conversion Table Error Bookmark not defined SUPPORT ...

Page 5: ...terference including interference that may cause undesired operation of the device French Selon FCC 15 19 a 3 et a 4 Cet appareil est conforme à la partie 15 des règles de la FCC Son fonctionnement est soumis aux deux conditions suivantes 1 Cet appareil ne doit pas causer d interférences nuisibles et 2 cet appareil doit accepter toute interférence reçue y compris les interférences pouvant entraîne...

Page 6: ... 2020 GSL Solutions Inc IntelliVault Training Guide v 509 5 20201116 6 Couple stock bottles to a SmartBasket then cover with a lid and store it anywhere it fits in IntelliVault ...

Page 7: ... 2020 GSL Solutions Inc IntelliVault Training Guide v 509 5 20201116 7 ...

Page 8: ...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 ...

Page 9: ... 222 from CSOS and attach to Supplier invoice B RPh IntelliVault Receiving 1 Items need to be sorted by NDC Expiration and Lot 2 Inventory Receive 3 Select New Order or Past Order 4 If New Order enter DEA 222 Form number and press OK Note for schedule 3 5 drugs enter PO number in the DEA 222 Form field 5 Enter Invoice Number and press OK 6 Select Begin Processing 7 Place empty SmartBasket on Intel...

Page 10: ... on the SmartBasket Refrigerated Items Using a SmartBasket enter information as above then place a card with the stock information in the SmartBasket as a point to For fills enter each Rx and decrement the QTY on a card such as the AF 579 Controlled Substance Register form Store the item in the refrigerator The refrigerator key may be stored in the SmartBasket 14 Second user logs in to verify stoc...

Page 11: ...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 ...

Page 12: ... 2 Fill Fill 3 Scan Rx label barcode Note To cancel the pull press Cancel Pull Note DoD Only If NDC is unavailable in dispensable inventory IntelliSys will fill with an alternative NDC of the same drug strength and form of delivery Note For partial fills either change the quantity in the pharmacy management system or perform an Inventory Adjustment Document the reason with the Rx number etc 4 Foll...

Page 13: ...ust login and perform the back count as well as make any necessary Error Reference source not found s 6 Remove stock basket from IntelliPad and shelve in IntelliVault Successful shelving is indicated by a quick blink of a green LED and an audible chirp Note If the LED is blinking yellow the basket above the LED needs attention It may be pulled from the drawer without an alarm 1 Place the SmartBask...

Page 14: ...or enter manually twice 4 Double count the Rx and press OK Basket widget will turn green Note To cancel the fill press Cancel Fill the basket will be converted to stock Shelve the basket in IntelliVault The Perpetual Log will display the prescription as Return to Stock and not as Cancelled Fill Note Press More to remove item from basket if needed 5 RPh places lid on SmartBasket and shelves in Will...

Page 15: ...Sys 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 Place a lid on the SmartBasket 6 Shelve into WillCall IntelliCab B Oversize Fridge Location 1 In IntelliSys Client navigate to Fill Rx Entry Note Be sure to log off and close WillCall Client before opening IntelliSys 2 Press Allow Rx Scan Without Basket or Refri...

Page 16: ...e 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 In WillCall Client navigate to F1 Tab Note Be sure to log off and close IntelliSys before opening WillCall Client 2 Press Allow Rx Scan Without Basket 3 Scan each Rx label once 4 Press Container Browser to open 5 Select location and double c...

Page 17: ...dentifier i e DOB to validate that you have the correct patient You will only be required to enter this 2nd patient identifier for the 1st prescription coupled to the location So if you are coupling 5 Rxs to a single location you will only be required to confirm the 1st Rx You will also be prompted to confirm the patient if you must select the patient from the patient drop down box on F1 i e when ...

Page 18: ...or Other location Retrieve all Rxs for patient from that location 2 Scan each Rx to Confirm Pull MedGuide Printer 1 Retrieve all MedGuides for patient from printer 2 Scan the barcode on the MedGuide banner page to Confirm Pull 3 In the event that scanning is not available to manually confirm that the MedGuide was dispensed type in the confirmation code that appears on the the Medguide banner page ...

Page 19: ...ns The user can choose to process the prescriptions in a number of different ways by selecting the appropriate check box for each individual item Delivered signed Check this box when the recipient has signed for the item Note Once the patient has signed and pressed OK on the signature pad AutoSign will check this box automatically Delivered not signed Check this box if a patient received and item ...

Page 20: ...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 Retrieve prescriptions from will call 10 MedGuides will begin printing automatically 11 The signature pad if available will populate for the patient s interaction 12 Once you have handed o...

Page 21: ... for Return to Vendor Note This process requires two persons 1 Navigate to Return tab 2 Initiate Return to Vendor or Remove for Recall function 3 Select Isolation Vault Choose Dropped Expired Broken Note Choose Filter if desired NDC Lot Exp input info then press Add 4 Press Search 5 Select item s or press All 6 Choose Destroy Locally or Destroy with Vendor 7 Enter demographics of 2nd person or Ven...

Page 22: ...ntries in PMS 9 Note Remove for Recall review task is added to the Error Reference source not found Press Start on the tile Finish when completed If the medication is to be returned to the vendor 1 Vendor takes possession of the SmartBasket 2 Vendor goes to Return Double Count 3 Vendor places SmartBasket on IntelliPad and enters Qty 4 Enter 222 and Provider name 5 Press Submit 6 Return to Vendor r...

Page 23: ...ropriate size drawer Note There is a default 5 minute timer from the time a CII is pulled from IntelliCab to the time it needs to be placed into IntelliVault Note Make simultaneous adjustments in PMS if applicable Controlled Drug Return to Stock for Discontinued Rx Once pulled for dispense 1 Navigate to Inventory Receive 2 Press Return to Stock 3 Place empty SmartBasket on IntelliPad 4 Scan barcod...

Page 24: ...d through Central Fill or Automation 1 Open GSL WillCall Client not GSL IntelliSys Note you must close the IntelliSys Client before opening the GSL WCC Client Note Since the Rx has not been marked as a controlled substance in IntelliSys anyone may pull it for return to stock 2 Navigate to RTS Return to Stock screen 3 Press Aged Non Dispensable sub tab 4 Type in patient name 5 Press F12 or Pull 6 A...

Page 25: ...ents a Place SmartBasket on IntelliPad b Navigate to Inventory Take Ownership c Press Reset Basket must have user permission Follow steps for appropriate action Note For Error Reference source not found refer to Error Reference source not found d Stock Receive or Prescription Fill Tech Fill Pharmacist Verify 10 Enter Remaining Stock Quantity and press OK or Enter Note User has 3 attempts to enter ...

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