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4.7.1

ADD/EDIT CARTS

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Computer Name -

Name of the computer in the cart. The system automatically displays the name of the computer that

was given in the OS on each computer.

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Cart Name -

By default this field displays the computer name. However, it is possible to choose another name that is

going to be displayed in the software to identify the cart.

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Assigned Department -

The department where the cart is assigned.

•

Enable Pharmacy Mode -

Pharmacy has special rights for assigning, filling and emptying Patient Drawers.

Figure 14 – Settings / Carts / Edit Carts Screen

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Summary of Contents for MedLink Pro

Page 1: ...H E A L T H C A R E MedLink TM Pro User Manual ...

Page 2: ... Distribution System This manual contains information on the installation and operation of Humanscale s MedLink medication distribution system and associated control software Read all instructions completely before using MedLink 2 ...

Page 3: ...3 3 Move Drawer Content 59 5 13 4 Temporary Patient Drawer Assignment 61 5 13 5 Ejecting a Cassette 63 PHARMACY MODE 64 HELP AND TROUBLESHOOTING 65 LEGAL NOTICES 66 Humanscale MedLink Medication Distribution System 2 INTRODUCTION 1 About Humanscale Healthcare 4 1 1 Contact Information 4 1 2 Introduction to MedLink 5 1 3 About the T7 Point Of Care Technology Cart 5 SETTING UP MEDLINK 2 About the Me...

Page 4: ...encourage effortless interaction with patients We help caregivers prioritize their patients and offer better care Humanscale Healthcare s products include the ViewPoint series of technology wall stations HealthPoint technology cabinets and the TouchPoint line of mobile technology carts For more information about Humanscale Healthcare please visit www humanscalehealthcare com or call 1 800 400 0625...

Page 5: ...ws MedLink offers significant efficiency gains for any healthcare organization It streamlines the medication transportation workflow and reduces medication errors MedLink s intelligent automation optimizes medication administration so caregivers can focus on what truly matters patient care 1 3 ABOUT THE T7 POINT OF CARE TECHNOLOGY CART At the core of MedLink is T7TM part of the revolutionary Touch...

Page 6: ...tmentalize cassettes depending on the required drawer layout Dividers can be placed into the drawers to create multiple compartments within a single drawer Override Keys are used to unlock and gain access to the drawers in the event of a system or power failure The keys are not used during normal operation and should be held by a manager or supervisor to prevent unauthorized use Setting up MedLink...

Page 7: ...sert shelves to configure your required Drawer layout Cassettes maybe reconfigured at any time if the layout requirements change 1 To insert a shelf hold the Cassette in place on a flat surface with one hand With the other hand insert the shelf so that the slots on sides of the shelf slide over the locating pins on the inside side walls of the Cassette 2 Ensure the rear snap features are aligned w...

Page 8: ...e that Dividers should not be used to store more than one patient s medication in a single drawer Each Drawer can only be linked to one Patient for safety purposes 2 4 INSERTING DRAWERS 1 When inserting Drawers they must be tilted backwards slightly to ensure the tabs at the rear of the Drawer clear the underside of the shelf 2 Once the back of the Drawer is inserted tilt the Drawer back to a hori...

Page 9: ...location on the housing and push it fully into place 2 Push the Cassette handle into the housing until it locks into place 3 The Cassette is now installed and should be controllable via the MedLink software To remove a Cassette during normal operation it may be electronically ejected through the MedLink software 1 When the Cassette is ejected the Cassette handle will pop out 2 Pulling the handle o...

Page 10: ... software application with many configurable user permissions workflow options and customizable preferences MedLink Pro Standard Workflow allows the user to electronically label drawers using the computer s keyboard as an input MedLink Pro Advanced Workflow enables HL7 integration and utilizes the ADT feed to link real time hospital patient information to individual drawers eliminating the need fo...

Page 11: ...e gear icon in the header to enter the Settings screen 2 Scroll to the bottom of the Settings list and touch Administrative Login 3 Enter the Administrator PIN code On new T7 carts the default PIN code is set to 1234 You should change the PIN to a unique code that is only known to supervisors managers and technical support staff within your facility Instructions for this can be found within the T7...

Page 12: ... 5 If the toggle control is gray off touch the control to switch it to green and enable MedLink Pro When switching this control on or off you will be prompted to confirm the change The cart will reboot with the new setting configured Once fully booted with MedLink Pro enabled the system is ready for use with the MedLink Pro software installed on your PC or laptop Figure D Figure F Figure E 12 Retu...

Page 13: ...menu icon in the title bar to access the Setup screen 3 In the Setup screen enter the server address where the MedLink server application and database are installed Server address may be obtained from hospital IT personnel or authorized service technician The COM port field will be automatically entered if the MedLink Drawer system is connected properly MedLink Pro is now set up to connect to the ...

Page 14: ...d configure the system in the way that best meets the requirements of your workflows and organizational needs NOTE You must have administrator privileges to perform this task 1 Log in typing in the required credentials After the initial setup the Login screen will display the name of the cart for easy identification 2 Click on the menu icon in the title bar Figure 3 Login Screen Figure 4 Home Scre...

Page 15: ...tion User Groups Permissions that apply to a user in the assigned group A user can be assigned to only one User Group Rooms Rooms are created from the HL7 feed Rooms are associated with Departments Carts Associates Cabinets with Departments and a PC Global Settings Settings that apply to all Users and all Cart Patient Labels Configures displayed information on Drawer fronts and current Drawer sele...

Page 16: ...ENT LIST Displays a list of Departments Select Remove to remove a department Select Edit to edit that department s information Select Add Department to create departments Figure 6 Settings Departments 16 Return to Table of Contents ...

Page 17: ...en Options are to open o On Click Only o On Login and On Click o With Patient Drawer and On Relock Drawer after Defines how long the Drawer will sit in the Unlocked state before auto closing Allow users to exit without replacing a Drawer If a Drawer is unlocked and removed and this option is not checked you will not be able to continue without replacing the Drawer This option shows and hides the C...

Page 18: ...users Can filter or search list using the given fields Select Remove to remove a user Select Edit to edit a user User Groups button is a shortcut to User Groups Select Add User to add a new user Figure 8 Settings Users 18 Return to Table of Contents ...

Page 19: ...orary user Deactivate deactivates this user s account and they will not be able to login User Group and Department Settings User Group Assigns this user to the selected User Group Departments Assigns this user to the selected departments o Select Add in the left list to assign a user to that department o The list under Departments for on the right displays a list of assigned departments o To remov...

Page 20: ...Group NOTE Users should be removed from the Group before removing the group itself as they will not be able to login if they are in only this group Select Edit to edit the User Group rights Select Add Group to create a new User Group Figure 10 Settings User Groups Screen 20 Return to Table of Contents ...

Page 21: ... activity within the program or Drawer interaction Setting the value to 0 zero will disable the auto logout Timeout reminder before logoff Amount of time the program will show a Logoff warning message before auto logoff Note This time is within the Inactivity timeout therefore it must be less than the inactivity timeout time 4 5 2 ADD EDIT USERS GROUPS Figure 11 Settings User Groups Edit User Grou...

Page 22: ...erride Allow User to open manually labeled Drawers without override Check this setting to allow manually labeled Patient Drawers to be opened and not require an Override NOTE Manually labeled Patient Drawers cannot be opened by scanning a Patient s wrist band Administrator Permissions Allow Adding Editing of Users Check this setting to allow users to add or edit other users Allow Adding Editing of...

Page 23: ...y filtered by Department when assigning a drawer to a patient manually 4 7 CARTS Select Search to search for Computer Names and Cart Names Select Remove to remove a cart Select Edit to edit the carts information and Assigned Department Select Add Cart to add a new cart Figure 12 Settings Rooms Figure 13 Settings Carts 23 Return to Table of Contents ...

Page 24: ...lt this field displays the computer name However it is possible to choose another name that is going to be displayed in the software to identify the cart Assigned Department The department where the cart is assigned Enable Pharmacy Mode Pharmacy has special rights for assigning filling and emptying Patient Drawers Figure 14 Settings Carts Edit Carts Screen 24 Return to Table of Contents ...

Page 25: ...4 8 GLOBAL SETTINGS Hospital Name Hospital name to be displayed in reports Environment Used to label specific installations Optional Figure 15 Global Settings Screen 25 Return to Table of Contents ...

Page 26: ...e Alpha and Numeric Characters Sets the password rule to require both alpha and numeric characters An Upper Case Letter Sets the password rule to require an upper case letter Integration Settings Enable Active Directory Integration Check this setting to enable Active Directory With active directory enabled and configured the login will use their windows login Active Directory Server Path for the A...

Page 27: ...Specifies what information to display in the first label under the Name Custom Label 2 Specifies what information to display in the second label under the Name Figure 16 Settings Patient Labels Screen Figure 17 Patient Drawer 27 Return to Table of Contents ...

Page 28: ...rst Middle Last Custom Label 1 Specifies what information will be shown In this image Label 1 is PAN Custom Label 2 Specifies what information will be shown In this image Label 2 is Gender Custom Label 3 Specifies what information will be shown In this image Label 3 is Date of Birth Figure 18 Prompt Window Patient Information 28 Return to Table of Contents ...

Page 29: ... by the selection or entry Date Range The date range is limited on some reports due to the possible size of the report If you want a single day set the start and end dates the same Show only Override actions If this option shows it will limit that report to only show Override actions if selected Highlight Override actions in Red If this option shows it highlights all Override actions in red on the...

Page 30: ... top header of the report viewer has options to print export and various viewing options The Export CSV button generates a text file with the data formatted for use within Excel This gives you more flexibility in organizing the data to meet your needs Figure 20 Viewing Reports 30 Return to Table of Contents ...

Page 31: ...atient has been Discharged or Transferred When an ADT event is detected the GUI indicates the change in status of the Patient via a Drawer label icon The software must be connected to an ADT feed through an HL7 interface Figure 21 Manage Licenses Figure 23 Patient has been Discharged Figure 24 Patient has been Transferred to a different Department 31 Return to Table of Contents ...

Page 32: ...ve Directory to allow the login screen to be bypassed entirely 5 2 HOME SCREEN Once your login credentials are accepted you will be presented with the home page The home page displays a graphical representa tion of the Drawer system itself The Cassettes are represented on the left and right of the screen just as they are positioned on the left and right of the cart If you have a single MedLink Hou...

Page 33: ...TONS The title bar of the application has the typical controls that are found on many Windows applications as well as buttons to access the MedLinkTM Configuration Menu and Help page 5 2 2 USER NAME BUTTON The center of the title bar displays the name of the cart and name of the currently logged in user This is also a button that allows you to log off and change your password Figure 26 User Name B...

Page 34: ... is dispensed or retrieved by a nurse Typically this should be next to an Automated Dispensing Cabinet or in a medication store room Location barcode stickers are supplied by Humanscale with the MedLink system and should be located based on your workflow Scanning the Location barcode is equivalent to scanning a Patient s wristband in the sense that it lets the system know you are in an appropriate...

Page 35: ...further action Unlocked means the Drawer locking mechanism has been triggered and the Drawer has been pushed out far enough that it can be removed From this position the auto close feature can close the Drawer and relock it if there is no further user input Removed means from the unlocked position physically pulling the Drawer out further At this point the auto close feature will no longer work an...

Page 36: ... slightly Pull the Drawer forward to access the contents Tabs at the rear of the Drawer prevent the Drawer from accidentally sliding all the way out 2 The Drawer can be fully removed by tilting it backward in the same way as when inserting the Drawer and continuing to pull the Drawer forward Image 7 Unlocking Drawers Electronically 36 Return to Table of Contents ...

Page 37: ...ERS In normal usage a typical workflow will involve a nurse receiving medication from the hospital pharmacy or retrieving it from an Automated Dispensing Cabinet The nurse would use MedLinkTM to securely store each Patient s medication in its own Drawer for subsequent administration This section details the step by step process for assigning a Drawer to either a Patient or as a storage Drawer and ...

Page 38: ...atient barcodes can be looked up This process can only be triggered after a Location Barcode has been scanned or Pharmacy Mode is enabled 1 Ensure you are near to your Automated Dispensing Cabinet or in your medication store room and have access to the MedLinkTM location bar code Upon logging in to the software you will be presented with the home screen 2 Scan the location bar code as prompted to ...

Page 39: ...onnected to an HL7 engine with an ADT feed so that Patient barcodes can be looked up This process can only be started after a Location Barcode has been scanned or Pharmacy Mode is enabled 1 Ensure you are near to your Automated Dispensing Cabinet or in your medication store room and have access to the MedLinkTM location bar code Upon logging in to the software you will be presented with the home s...

Page 40: ...s within the hospital that can be selected and assigned to the drawer o By default the list shows only patients from the current user s department o The list may be filtered using the drop down menu to include patients from all departments or patients from a different department o The list may be searched using the text box o If the patient is not found in the list or an HL7 feed is not enabled a ...

Page 41: ...ient s medication and return the drawer to the cassette as prompted ensuring it locks into place 9 You will be returned to the home screen and the selected drawer will now show the details of the patient you chose The assigning and filling process is now complete Figure 34 Patient List Figure 36 Home Screen with Assigned Patient Figure 35 Drawer is out to be filled 41 Return to Table of Contents ...

Page 42: ...barcode 2 Click on an available Drawer you wish to assign 3 The selected Drawer will highlight blue and the center area of the screen will change to display action buttons Click on the Storage button The Drawer unlocks and the screen changes to show the auto close timer If there is no further input at this stage the Drawer will relock and the process will be cancelled 4 The screen will change to a...

Page 43: ...o fill the Drawer and return it to the Cassette 6 On returning the Drawer to the Cassette the screen reverts to the Home screen and the chosen Drawer now displays as a storage Drawer with the label you entered Figure 45 Filling Storage Drawer Figure 46 Home screen with Storage Drawer 43 Return to Table of Contents ...

Page 44: ...cussed in details later in this document at 5 14 Managing Drawers Drawer Selected Screen Options Selecting Reassign the following options are available Patient Assigning drawer to another patient Storage Assigning drawer to Storage Unassign Unassigning drawer The three processes are similar but this example follows the unassign option Click the Unassign button to continue Figure 46 Home screen wit...

Page 45: ...the Cassette 5 Empty the Drawer of its contents and return it to the Cassette as prompted 6 The display returns to the Home screen and your chosen Drawer will now be displayed as unassigned Figure 49 Drawer is Open Figure 48 Drawer is Unlocked Figure 50 Drawer is Unassigned 45 Return to Table of Contents ...

Page 46: ... configurable e g user departmental and user group permissions so the system behavior may not be exactly as described here Consult a Humanscale MedLinkTM specialist to ensure the system is configured for your specific needs 5 9 1 OPENING PATIENT DRAWERS 1 Login to MedLinkTM and begin the process on the Home screen with all Drawers closed 2 When you are with the Patient and ready to administer medi...

Page 47: ...s taken at this point the Drawer will relock securing the medication 4 Pull the Drawer out and remove it completely if you wish The screen updates indicating the Drawer has been removed At this point you can go ahead with your normal medication administration process Figure 51 Patient Drawer Unlocked Figure 52 Patient Drawer is Open 47 Return to Table of Contents ...

Page 48: ... If a Patient Drawer is open the on screen prompt will remain advising you to return the Patient Drawer to continue This ensures that only one Patient Drawer may be opened at a time thereby preventing the possibility of medication getting mixed between Patient Drawer Figure 53 Storage drawer is Unlocked Figure 54 Patient and Storage Drawers are Open 48 Return to Table of Contents ...

Page 49: ...s not detected on that Cart a notification displays on screen informing you that there is no match The notification can be cancelled or you can continue to create a Temporary Patient Temporary Patient is discussed in detail later in this document at chapter 5 15 Temporary Patient Figure 46 Home screen Figure 55 Patient Is not detected on cart 49 Return to Table of Contents ...

Page 50: ...s within the same Department are detected as having a matching Drawer all Cart names are listed The notification will timeout back to the Home screen according the global inactivity timeout setting name 5 10 OPENING STORAGE DRAWERS Storage Drawers may be opened at any time without scanning a barcode By Single Left Clicking on the Drawer and then clicking the Open button By Double Left Clicking on ...

Page 51: ...tion Storage Drawer Behavior A left click gives the option to Open or Reassign that Drawer Selecting Open unlocks the Drawer with no other interaction Selecting Reassign takes you to the Reassign process If User Rights for Location Scanning and Override are enabled you will need to Scan a Location barcode or use the Override process to reassign the Drawer If User Rights for Location Scanning and O...

Page 52: ... access that Drawer begin by selecting a Drawer and clicking the Open button 2 On the following screen where you are prompted to scan a barcode to continue click the Cannot Scan Barcode button Depending how the system is configured you will be taken to the either the Witness override process or the PAN MRN override process If the system is configured to use the Witness override process you will be...

Page 53: ...e the Witness override process as they do not have an associated PAN or MRN 3 Once the credentials have been accepted or the PAN MRN entered on the next screen enter the reason you cannot scan the appropriate barcode This is also recorded in the reporting database so that override events can be reviewed with a view to reducing their occurrence 4 On clicking Continue the Drawer unlocks and you can ...

Page 54: ... used to move the contents of the current Drawer to a different Drawer and potentially a different size Drawer This process applies to both Patient Drawers and Storage Drawers 5 13 1 MOVE DRAWERS At times it may be necessary to rearrange Drawers within Cassettes This action requires multiple Drawers to be opened at once which is inherently a safety issue For this reason the following process is a ...

Page 55: ... a designated area such as a medication store room therefore scanning the Location barcode is needed 4 The first Drawer selected stays highlighted and you will be promoted to choose a second Drawer where you want to move the first drawer to 5 Click on another Drawer of matching size The second Drawer also highlights and both Drawers will be unlocked Figure 64 Select Another Drawer Figure 65 Both D...

Page 56: ...e Cassettes The graphics update on screen and the system continues to display the prompt until both Drawers are returned 7 Once both Drawers have been returned the display will return to the Home screen with the Drawers displayed in their new positions Figure 66 Both Drawers are Removed Figure 67 Both Drawers are Returned to the new position 56 Return to Table of Contents ...

Page 57: ...cess by selecting a Patient drawer that you would like to add extra drawer to and go to the secondary Drawer Selected Screen 2 On the secondary Drawer Selected Screen press Add Extra Drawer button At this point a Patient Drawer is already selected You are prompted to scan a Location Barcode to continue or enter the Override process 3 You are prompted to select the drawer that you would like to add...

Page 58: ...on The display indicates the Patient details the same Patient whose Drawer was originally selected to start this process 6 The display returns to the Home screen with the new Drawer front indicating it is now Assigned to the same Patient Figure 69 Open Extra Drawer Figure 70 Extra Drawer is Open Figure 71 Extra Drawer is Assigned 58 Return to Table of Contents ...

Page 59: ...r The Move Drawer Content process applies to Patient and Storage drawers as well 1 You initiate the process by selecting a Drawer that you would like to move the content of and go to the secondary Drawer Selected Screen 2 On the secondary Drawer Selected Screen press Move Drawer Content button If you selected a Patient Drawer you are prompted to scan a Location Barcode to continue or enter the Ove...

Page 60: ...ocks 4 Open both Drawers The display changes to prompt you to open the content of the Drawers and close them 5 After closing both Drawers the display returns to the Home screen displaying the Drawers at their new position Figure 74 Both Drawers are Unlocked Figure 75 Both Drawers are Open Figure 76 Home Screen with Drawer Content Moved 60 Return to Table of Contents ...

Page 61: ...is detected in the ADT feed 1 This process is initiated by scanning a Patient barcode who is not recognized in the ADT feed A warning screen is displayed and you are prompted to create a Temporary Patient Click Continue button 2 Fill out the Temporary Patient form and click Save button Note The scanned barcode is registered The system checks the barcode against the ADT feed and when Patient is rec...

Page 62: ...question mark icon on the drawer label The Temporary Patient can be used as regular Patient or Storage drawer 4 If Temporary Patient drawer is selected the prompt window will display a Temporary Patient question mark icon Figure 78 Home Screen with Temporary Patient Figure 79 Temporary Patient Drawer is Selected 62 Return to Table of Contents ...

Page 63: ... process consult your system administrator or Humanscale MedLinkTM specialist 1 Click the icon on top of the Cassette to eject that Cassette Note that all Drawers on the chosen Cassette must be locked first 2 The Cassette handle pops out of the housing allowing you to pull the Cassette out and remove it The screen updates to show the Cassette has been removed 5 13 5 EJECTING A CASSETTE Figure 80 H...

Page 64: ...rom Drawer without changing Drawer assignments Assign Fill Allows you to assign and fill Drawers without requiring barcode scanning Open Unassign All Allows you to select a Cassette all Drawers for that Cassette will be unlocked As you remove each unlocked Drawer to remove items from that Drawer the Drawer is automatically set to Unassigned In addition to these extra controls pharmacy carts do not...

Page 65: ...creen The help screen displays Support and Contact information with links to documentation Help also displays the Software and Firmware versions This information may be used when troubleshooting an issue Help and Troubleshooting Figure 83 Help Screen 65 Return to Table of Contents ...

Page 66: ... being administered to the correct Patient in the prescribed dosage and delivery method When placing medication into MedLink Drawers the medication must be in its original packaging or contained within separate closed packaging All rights reserved 2016 2018 2019 Humanscale Corporation The Humanscale word mark and logo are registered trademarks in the United States and certain other countries and a...

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