Pharmacy AR/WS Setup

Main Menu

• PSGWMGR (Automatic Replenishment)

Security Keys

• PSGWMGR -> Gatekeeper for ward stock menu
• PSGW PARAM -> Needed for first time set-up of Site Parameters
• PSGW TRAN -> Let's you copy one AOU's stock items to another. Good time saver!

Site Parameters Set-up

Before you set-up the site, you have to decide the answer to these questions in advance.

• MERGE INV. SHEET AND PICK LIST: Answer yes if you ONLY refill ward stock items from the floor without inventorying them first. Answer no if you inventory and then based on that inventory decide what to fill.
• PRINT RETURN COLUMNS?: Answer yes if you have regular returns from wards

Select Pharmacy Menus Option: automatic Replenishment


          Production Menu ...
          Supervisor's Menu ...

Select Automatic Replenishment Option: supervisor's Menu


          Set Up AR/WS (Build Files) ...
          Prepare AMIS Data ...
          Management Reports ...

Select Supervisor's Menu Option: set Up AR/WS (Build Files)


          Enter/Edit Inventory Types
          Item Location Codes - Enter/Edit
          Create the Area of Use
          Stock Items - Enter/Edit
          Expiration Date - Enter/Edit
          Ward (For Item) Conversion
          Add/Delete Ward (for Item)
          Transfer AOU Stock Entries
          Inactivate AOU
          Inactivate AOU Stock Item
          AOU Inventory Group - Enter/Edit
          Print Set Up Lists ...
          Edit 'Person Doing Inventory'
          Sort AOUs in Group
          Site Parameters

Select Set Up AR/WS (Build Files) Option: 

Select Set Up AR/WS (Build Files) Option: SITE Parameters

Select INPATIENT SITE NAME: '''INTRACARE SOUTH'''
  Are you adding 'INTRACARE SOUTH' as a new INPATIENT SITE (the 1ST)? No// Y
  (Yes)
MERGE INV. SHEET AND PICK LIST: '''YES'''  YES
PRINT RETURN COLUMNS?: '''NO'''  NO
BEGIN COLLECTING AMIS DATA NOW?: NO// '''<enter>'''  NO ''(Must be NO when first setting up package)
IS SITE SELECTABLE FOR AR/WS?: '''Y'''  YES

Inventory Types

You have to set up at least the inventory type of ALL. The rest is up to you.

Select Set Up AR/WS (Build Files) Option: ENTer/Edit Inventory Types

Select AOU INVENTORY TYPE NAME: ALL
  Are you adding 'ALL' as a new AOU INVENTORY TYPE (the 1ST)? No// Y  (Yes)
NAME: ALL// 
TYPE DESCRIPTION:
  THERE ARE NO LINES!
  Edit? NO// 

Select AOU INVENTORY TYPE NAME: ORAL MEDS
  Are you adding 'ORAL MEDS' as a new AOU INVENTORY TYPE (the 2ND)? No// Y
  (Yes)
NAME: ORAL MEDS// 
TYPE DESCRIPTION:
  THERE ARE NO LINES!
  Edit? NO// 

Select AOU INVENTORY TYPE NAME: INJECTIBLES
  Are you adding 'INJECTIBLES' as a new AOU INVENTORY TYPE (the 3RD)? No// Y
  (Yes)
NAME: INJECTIBLES// 
TYPE DESCRIPTION:
  THERE ARE NO LINES!
  Edit? NO// 

Item Location Codes

I didn't need to use that option since I didn't have any complex cabinets to describe where my medications would be located at.

Create the Area of Use

This is where you make a location for each of places you have ward stock. In the example below, I create a location for the adult unit. I am not sure about the "RETURNS CREDITED TO" answer.

Select Set Up AR/WS (Build Files) Option: create the Area of Use

Select PHARMACY AOU STOCK AREA OF USE (AOU): ADULT
  Are you adding 'ADULT' as a new PHARMACY AOU STOCK (the 1ST)? No// Y  (Yes)
AREA OF USE (AOU): ADULT// 
INPATIENT SITE:    INTRACARE SOUTH
RETURNS CREDITED TO: ?
     Enter "A" or "W".
     Choose from: 
       A        AUTOMATIC REPLENISHMENT
       W        WARD STOCK - ON DEMAND
RETURNS CREDITED TO: A  AUTOMATIC REPLENISHMENT
COUNT ON AMIS?: ?
     Enter "yes" or "no".
     Choose from: 
       0        YES
       1        NO
COUNT ON AMIS?: ??
        Some AOUs are created for internal Inpatient Pharmacy inventory
        purposes and should not be included in AMIS counts.  "COUNT ON AMIS?"
        will be checked when quantity dispensed is entered to determine
        if the data should be added to the AR/WS Stats File.  If answered
        "NO", then NO data is collected for AMIS calculation for this AOU.
   
     Choose from: 
       0        YES
       1        NO
COUNT ON AMIS?: 0  YES
ASK EXPIRATION DATE?: N  NO
CRASH CART FLAG: N  NO
Select WARD/LOCATION (FOR PERCENTAGE): GENERAL/ADULT 3L 300-313 S    
  Are you adding 'GENERAL/ADULT 3L 300-313 S' as 
    a new WARD/LOCATION (FOR PERCENTAGE) (the 1ST for this PHARMACY AOU STOCK)? 
No// Y  (Yes)
  WARD/LOCATION % OF USE: 100
  Select SERVICE: 
Select WARD/LOCATION (FOR PERCENTAGE): 

Create Inventory Groups

Inventory groups group Areas of Use together. You can group by shift (Morning Cabinets), floor (2nd Floor), etc. It's not strictly necessary in real life, but the package requires Inventory Groups.

Select AOU INVENTORY GROUP NAME: 2ND FLOOR
  Are you adding '2ND FLOOR' as a new AOU INVENTORY GROUP (the 2ND)? No// Y
  (Yes)
NAME: 2ND FLOOR// 
GROUP DESCRIPTION:
  THERE ARE NO LINES!
  Edit? NO// 
Select AREA OF USE (AOU): ADOLESCENT    
  Are you adding 'ADOLESCENT' as a new AREA OF USE (AOU)? No// Y  (Yes)
  Select INVENTORY TYPE: ALL  
  Select INVENTORY TYPE: 
Select AREA OF USE (AOU): CHILDREN'S    
  Are you adding 'CHILDREN'S' as a new AREA OF USE (AOU)? No// Y  (Yes)
  Select INVENTORY TYPE: ALL  
  Select INVENTORY TYPE: 
Select AREA OF USE (AOU): 

Add Stock

Time for the main course. Pharmacies typically have a 'treasure map' which they use to identify where items are and how many of them to store. You should have an accurate (and I mean accurate) one at hand. Use the menu option Stock Items - Enter/Edit to add the items. This is typically very time consuming.

Select Set Up AR/WS (Build Files) Option: stock Items - Enter/Edit

Select PHARMACY AOU STOCK AREA OF USE (AOU): ADULT    
Select ITEM: water
     1   WATER EYE WASH SOLTION 118ML           OP500           
     2   WATER STERILE 10ML VIAL           PH000           
CHOOSE 1-2: 2  WATER STERILE 10ML VIAL         PH000           
  Are you adding 'WATER STERILE 10ML VIAL' as a new ITEM? No// y  (Yes)
   ITEM STOCK LEVEL: 10
   ITEM LOCATION: 1,1 
STOCK LEVEL: 10// 
REORDER LEVEL: 
MINIMUM QUANTITY TO DISPENSE: 
Select TYPE: injECTIBLES  
Select TYPE: 
LOCATION: 1,1// 
Select WARD (FOR ITEM): GENERAL/ADULT 3L 300-313 S    
Select WARD (FOR ITEM):