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GSL SOLUTIONS, INC. WILL-CALL L INTELLICAB SYSTEM (GWIS)S U S E R S G U I D E The worlds only solution for tracking prescriptions that streamlines your pharmacy operation from end to end
... by just moving it. 2011 GSL SOLUTIONS, INC. 2414 SE 125th Ave., Vancouver, WA 98683 USA TEL: 360.896.5354 FAX: 360.397.0496 Document Number: GSL-ISUM-02.0-RETAIL October 2011 GSL Company Confidential Not to be disclosed to third parties without express written consent. FCC WARNING STATEMENT The IntelliCab and IntelliPad equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not professionally installed, may cause harmful interference to radio communications. FCC COMPLIANCE STATEMENT This device complies with Part 15 of the FCC Rules. Operation of this device is subject to the following conditions: this device may not cause harmful interference and this device must accept any interference received, including interference that may cause undesired operation. FCC Caution To assure continued compliance, any changes or modifications not expressly approved by the party responsible for compliance could void the user's authority to operate this equipment. CANADIAN DOC STATEMENT This digital apparatus does not exceed the Class B limits for radio noise for digital apparatus set out in the Radio Interference Regulations of the Canadian Department of Communications. Le present appareil numerique n.emet pas de bruits radioelectriques depassant les limites applicables aux appareils numeriques de las classe B prescrites dans le Reglement sur le brouillage radioelectrique edicte par les ministere des Communications du Canada. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 2 of 103 INTELLICAB SYSTEM USERS GUIDE TABLE OF CONTENTS CHAPTER 1. INTRODUCTION .................................................................................................................................. 8 1.1. USING THE INTELLICAB SYSTEM.............................................................................................. 8 1.1.1. SYSTEM OPERATIONS ................................................................................................................. 9 1.1.2. TERMS ......................................................................................................................................... 10 1.1.3. EQUIPMENT DESCRIPTION ...................................................................................................... 10 1.2. GSL INTELLISYS FEATURES ....................................................................................................... 11 1.2.1. ENTRY [F1] ................................................................................................................................... 11 1.2.2. VERIFY [F3] .................................................................................................................................. 11 1.2.3. SEARCH [F2] ................................................................................................................................ 11 1.2.4. RETURN TO STOCK [F4] ............................................................................................................ 11 1.2.5. INSPECT [F6] ............................................................................................................................... 11 1.2.6. HISTORY [F7] ............................................................................................................................... 11 1.2.7. REPORTS [F10] ........................................................................................................................... 11 1.2.8. ADMIN [Alt+A] .............................................................................................................................. 11 CHAPTER 2. BASIC SYSTEM OPERATION .................................................................................................... 12 2.1. STARTING INTELLISYS ON THE WORKSTATION ................................................................. 12 2.2. LOGGING IN/OUT OF THE SYSTEM ............................................................................................. 13 2.2.1 LOGGING IN AT THE BEGINNING OF SHIFT. ........................................................................... 13 2.2.2. ACCESSING (USING) THE SYSTEM .......................................................................................... 14 2.2.3. MULTIPLE SERVER LOG-IN ....................................................................................................... 14 INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 3 of 103 2.3. LOG OUT OF THE SYSTEM ......................................................................................................... 16 CHAPTER 3. ENTER PRESCRIPTIONS INTO THE SYSTEM - ENTRY [F1] ................................................. 17 3.1. USING THE ENTRY [F1] SCREEN ................................................................................................ 17 3.1.1. NORMAL COUPLING ................................................................................................................... 18 3.1.2. COUPLING PRESCRIPTION(S) IN THE REFRIGERATOR ........................................................ 19 3.1.3. COUPLING PRESCRIPTION(S) TO THE OVERSIZED AREA.................................................... 21 3.1.4. CUSTOM ITEM COUPLING ......................................................................................................... 21 3.2. SPECIAL ACTION ICONS .............................................................................................................. 23 3.2.1. NOTES .......................................................................................................................................... 24 3.2.2. REMOVE ITEMS FROM THE SYSTEM ....................................................................................... 25 3.2.3. RESET ITEMS FROM A SMARTBASKET ................................................................................... 25 3.2.4. REMOVE ITEMS FROM A SMARTBASKET ............................................................................... 25 3.2.5. CREATE A FOA/TOS FOR AN ITEM ........................................................................................... 26 3.2.6. DO NOT DISPENSE BEFORE DATE........................................................................................... 27 3.2.7. CREATION DATE ......................................................................................................................... 27 3.3. COUPLED PRESCRIPTION(S) AND SMARTBASKETS ............................................................... 28 3.3.1. FILE COUPLED PRESCRIPTIONS IN THE INTELLICAB.......................................................... 29 CHAPTER 4. RETRIEVE PRESCRIPTIONS - SEARCH [F2] ............................................................................. 30 4.1. THE RETRIEVAL PROCESS: PHOTO OVERVIEW ...................................................................... 30 4.2. LOCATE A PRESCRIPTION FOR RETRIEVAL ............................................................................. 30 4.3. PICK TO THE LIGHT ...................................................................................................................... 34 4.3.1. FOLLOW THE LIGHTS................................................................................................................. 34 4.3.2. SECOND PATIENT IDENTIFIER .................................................................................................. 34 4.3.3. MANDATORY CONSULT ............................................................................................................. 38 4.3.4. AUTHENTICATE........................................................................................................................... 40 4.3.5. RETRIEVE .................................................................................................................................... 40 INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 4 of 103 4.4. AUTOSIGN ...................................................................................................................................... 42 4.4.1. BASIC AUTOSIGN PROCEDURE ............................................................................................... 42 4.4.2. AUTOSIGN PROCESSING OPTIONS ......................................................................................... 43 4.5. OTHER FEATURES ........................................................................................................................ 44 CHAPTER 5. RETURN PRESCRIPTIONS TO STOCK (RTS) - [ F4 ].............................................................. 46 5.1. RTS PROCESS ............................................................................................................................... 46 5.2. RTS REPORTS ............................................................................................................................... 48 CHAPTER 6. INSPECT PRESCRIPTIONS - INSPECT [ F6 ] ............................................................................. 49 6.1. FINDING PRESCRIPTIONS USING THE INSPECT TAB .............................................................. 49 CHAPTER 7. IDENTIFY PRESCRIPTION STATUS - HISTORY [ F7 ] ............................................................. 54 7.1. NARROWING YOUR SEARCH ...................................................................................................... 55 CHAPTER 8. GENERATE A REPORT - REPORTS [ F10 ] ................................................................................ 57 8.1. REPORT TYPES. ........................................................................................................................... 57 8.2. REPORT BY PATIENT NAME. ...................................................................................................... 57 8.3. REPORT BY LOCATION. .............................................................................................................. 57 8.4. RX AGING REPORT. ..................................................................................................................... 57 8.5. REPORT BY DRUG. ...................................................................................................................... 57 8.6. VOLUME SUMMARY. .................................................................................................................... 57 8.7. VOLUME BY OPERATOR. ............................................................................................................ 57 8.8. HISTORY. ....................................................................................................................................... 57 8.9. PARTIALLY DELIVERED ORDERS. ............................................................................................. 57 8.10. HIPAA NOTICES........................................................................................................................... 57 8.11. TAG MISREADS. ......................................................................................................................... 58 8.12. CENTRAL FILL RECEIVE. .......................................................................................................... 58 8.13. CENTRAL FILL RETURN. ........................................................................................................... 58 8.14. INVENTORY. ................................................................................................................................ 58 8.15. STEPS TO GENERATE A REPORT............................................................................................. 58 8.16. VOLUME REPORTS. ................................................................................................................... 59 8.17. VOLUME BY OPERATOR. .......................................................................................................... 61 CHAPTER 9. THE SYSTEM ADMINISTRATOR .................................................................................................. 62 9.1. INITIAL SET UP AND ADMINISTRATOR FUNCTIONS ................................................................ 62 9.2. ACCESS LEVEL ............................................................................................................................. 62 9.2.1. ADMINISTRATOR ........................................................................................................................ 62 9.2.2. SUPERVISOR ............................................................................................................................... 62 INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 5 of 103 9.2.3. RPH ............................................................................................................................................... 62 9.2.4. OPERATOR .................................................................................................................................. 62 9.3. IDENTIFY NEW USER OR UPDATE AN EXISTING USER ........................................................... 63 9.3.1. ADD OR UPDATE USERS ........................................................................................................... 63 9.3.2. EDIT A USER ................................................................................................................................ 63 9.3.3. ENTER A NEW USER .................................................................................................................. 63 9.4. ADD SMARTBADGES .................................................................................................................... 64 9.5. RESET OR PLACE A DRAWER ON- OR OFF-LINE ..................................................................... 65 9.6. UPLOAD LOGS .............................................................................................................................. 66 CHAPTER 10. USER ALERTS ................................................................................................................................. 67 CHAPTER 11. TROUBLESHOOTING ................................................................................................................... 71 11.1. POWER ......................................................................................................................................... 71 11.2. INTELLICAB DRAWER REMOVAL ............................................................................................. 71 11.3. INTELLICAB DRAWER REPLACEMENT .................................................................................... 72 11.4. ALIGN THE DRAWERS ................................................................................................................ 73 11.5. STARTING THE FAIL-OVER SERVER ............................................................................................ 74 11.6. FIND PRESCRIPTIONS IF THE SYSTEM GOES DOWN .................................................................. 74 11.7. LOCATE FAILED RFID TAGS WITH AN ELECTRONIC CUBBY REPORT ....................................... 74 CHAPTER 12. SYSTEM BACKUP AND RECOVERY ........................................................................................ 76 12.1. DATABASE AND EVENTLOG BACKUP ..................................................................................... 76 12.2. STANDBY SERVER ...................................................................................................................... 76 12.3. PATIENT REPORT/PDF BACKUP ............................................................................................... 76 12.3.1. STEPS TO LOCATING AND USING THE PATIENT REPORT ................................................. 77 12.3.2. STEPS TO UPDATE THE SYSTEM ONCE ALL INTELLICABS ARE BACK ONLINE ............ 78 12.4. DEVICE FAILURE AND RECOVERY OPERATION ..................................................................... 80 12.4.1. INTELLIPAD AND COMPONENTS ............................................................................................ 80 12.4.2. INTELLIPAD FAILURE ............................................................................................................... 81 12.4.3. SCANNER FAILURE .................................................................................................................. 82 12.4.4. SCANNER FAILURE - ENTRY SCREEN ................................................................................... 82 12.4.5. SCANNER FAILURE - LOGIN SCREEN .................................................................................... 82 INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 6 of 103 12.4.6. SCANNER FAILURE - SEARCH SCREEN ................................................................................ 83 12.4.7. INTELLIDRAWER FAILURE ...................................................................................................... 83 12.4.8. SWAP BASKETS........................................................................................................................ 83 12.4.9. USE DRAWER IN OFFLINE MODE ........................................................................................... 84 CHAPTER 13. SUPPORT AND WARRANTY ...................................................................................................... 86 13.1. ABOUT GSL SOLUTIONS, INC ................................................................................................... 86 13.2. WARRANTY ................................................................................................................................ 86 13.3. HELP DESK .................................................................................................................................. 87 APPENDIX A: USER IDENTIFICATION AND ROLES......................................................................................... 88 APPENDIX B: INSTALLATION OF GSL WILL-CALL CLIENT APPLICATION (WCC) ............................... 90 B.1. INFORMATION NEEDED FOR INSTALLATION ....................................................................... 90 B.1.1. PREPARING TO INSTALL THE GSL WILL-CALL CLIENT ....................................................... 90 B.2. INSTALLATION PROCEDURES FOR THE GSL WILL-CALL CLIENT SOFTWARE................... 91 B.3. CONFIGURE THE WCC APPLICATION ON THE SERVER ......................................................... 94 B.4. OPTIONAL SCANNER AND INTELLIPAD CONFIGURATION ..................................................... 99 APPENDIX C: GSL SOLUTIONS WILL-CALL INTELLICAB SYSTEM OVERVIEW ............................101 INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 7 of 103 CHAPTER 1. INTRODUCTION Congratulations on your selection of the Will-Call IntelliCab System from GSL Solutions, Inc. Equipped with radio frequency identification, or RFID, the IntelliCab is an intelligent new system designed to provide user accountability as you identify, track, store, and accurately retrieve every prescription every time!
From the very first day of operation, your new IntelliCab System will make your will-call pharmacy operation more productive, more efficient, and much easier to manage on a day-to-day basis. When your system goes live, youll experience the benefits of the IntelliCab System firsthand as you streamline your pharmacy workflow, improve accuracy, reduce costs, and deliver outstanding customer service. The System combines standard RFID tags (affixed to our SmartBaskets) with GSLs proprietary RFID readers, our unique lockable electronic cabinet design, our three-dimensional storage drawers, and our real-time IntelliSys tracking software. The sleek, uncluttered design of the IntelliCab System creates a professional, HIPAA-compliant appearance. And the system is very easy to use. Once installed, your IntelliCab will virtually eliminate filing and retrieval errors, annoying waiting lines, rummaging through hanging bags or drawers, and dissatisfied customers. 1.1. USING THE INTELLICAB SYSTEM At its most basic level, the System has two primary user operations:
1) Filing prescriptions into the system, and 2) Retrieving prescriptions from the system. for tracking. Each of Filing Prescriptions: The filing process begins when prescriptions are linked the GSL workflow baskets, called SmartBaskets, has an RFID chip embedded in one end. One or more prescriptions for a single patient are then individually associated or linked to the basket(s). GSL refers to this process as coupling. During the coupling process, GSL makes use of the pharmacy management interface to verify that no two patients prescriptions are accidentally bundled within the same SmartBasket. This reduces the possibility of mis-bundling prescriptions. Once SmartBasket-prescription combinations have been coupled, they can be filed in any available IntelliCab location. Every cell in each of the IntelliCab drawers contains an RFID reader that automatically records the presence and location of the SmartBasket. This feature allows the user to file coupled SmartBaskets anywhere they fit within the IntelliCab. Retrieving Prescriptions: Prescriptions are intelligent Pick technology. The the Light to retrieved using GSLs IntelliCab employs a INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 8 of 103 combination of Lights, Sound and RFID technology to deliver real-time confirmation that the worker retrieved the correct prescription(s). 1.1.1. SYSTEM OPERATIONS User accountability is a key feature of the System. During System set-
up, each user is given a defined User Role and assigned a User SmartBadge. The User Role determines which system operations will be available to the particular user, and the SmartBadge confirms the users access for every operation. From linking prescriptions to opening drawers, user access and all system activity are recorded in real-time. Five basic user roles must be defined when the system is installed: the Operators, the Pharmacists (RPh), the Vault Tech, the Supervisors, and the Administrators. A checklist for entering users into the system is provided in Appendix A. 1.1.1.1. Operators. In general, all users can perform the following operations:
ENTRY [F1] is used to enter customer data and begin the filing linking/unlinking process of including process, associating with SmartBaskets. the SEARCH [F2] is used for will-call lookup and prescription retrieval. RETURN TO STOCK [F4] is used to locate items to be restocked. HISTORY [F7] is used to locate available information about single or multiple prescriptions, whether or not they have been delivered. REPORTS [F10] are used to Print reports or Save them to a file. 1.1.1.2. RPH. Reserved for the Pharmacist. The Pharmacist can override warnings, but does not have access to the Admin [Press Alt+A]
screen. 1.1.1.3. Supervisors perform the general operations, above, plus:
INSPECT [F6] locate prescriptions for verification (does not unlink). NOTE: The System software provides real-time tracking of prescriptions. All screens are dynamic, and refresh in real time, so users continuously receive accurate information. 1.1.1.4. Administrators have a unique set of functions they must perform to prepare the system for use and maintenance. The Administrator functions are included in Chapter 9. A separate function ADMIN [A + Alt] is available only to Administrative personnel and is used to configure the database, enter INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 9 of 103 SmartBadge and user I.D. information, set intervals for reports, etc. 1.1.2. TERMS The following terms are used throughout this Guide. Coupling Station The physical location of one of the networked PCs, which may include an RFID pad reader and a barcode scanner, where prescriptions are linked (coupled) to their basket I.D., identified in the database, and sealed for shelving. SmartCells The uniquely-identified locations, or cubbies, into which individual SmartBaskets are placed. FOA Fill On Arrival. Term used in retail. Interchangeable with TOS;
Temporarily Out of Stock or Partial Fill. Will-Call Client (WCC) The interface between the users and the IntelliSys server. Allows the users to access the database and IntelliCabs. AutoSign An add-on system to IntelliSys to electronically capture, store, and manage signatures. This feature may be configured as signature required for no safety caps, all prescriptions, for controlled substances, or for special handling drugs. 1.1.3. EQUIPMENT DESCRIPTION IntelliPad RFID pad reader, located on or under the counter at the coupling station. IntelliCab The cabinets that house 3 to 4 drawers using RFID technology to track prescriptions. Each drawer operates independently of each other. So in an event where a drawer has become unusable, the adjacent drawers can house the prescriptions until the drawer can be repaired. IntelliSys Server The primary computer containing GSLs software and the IntelliCab database; used for managing the IntelliCab System. The IntelliSys Server includes two customized servers a primary and a backup. SmartBaskets GSLs patented containers equipped with RFID tags and lids. Used as containers for all prescription information and materials throughout the filling, storing and retrieval process. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 10 of 103 SmartBadge An I.D. badge that uses the same RFID technology as the SmartBaskets to identify users to the IntelliCab drawers and the Will-
Call Client. 2D Scanner Multiple purpose scanner. Used primarily at customer pickup windows for its ability to read 2 dimensional barcodes on I.D. cards. Bluetooth scanner Wireless scanner used to remotely couple items into overstock and refrigerator locations. Signature Pad A USB powered device used in conjunction with AutoSign to capture a patients signature. 1.2. GSL INTELLISYS FEATURES Press the associated Function or Combo keys to access each of these features:
1.2.1. ENTRY [F1]to quickly enter customer information via a keyboard or barcode reader and begin the filing process. 1.2.2. VERIFY [F3]to ... 1.2.3. SEARCH [F2]to locate a patients prescriptions and associated items, such as notes, special orders, etc. IntelliSys allows for several ways to search the database. The preferred and most accurate way is to scan the patients I.D. card. Alternatively, prescriptions can be retrieved using only a few key strokes to identify the customers name, prescription I.D., etc. 1.2.4. RETURN TO STOCK [F4]to locate and retrieve items that need to be retrieved from Will Call and returned to stock. 1.2.5. INSPECT [F6] to locate a prescription, drug, or patient filed in the IntelliCab to verify content, patient, or quantity. After inspection, the SmartBasket does not require re-linking. (User must have supervisor access for this function to be visible). 1.2.6. HISTORY [F7]to locate available information about single or multiple prescription(s), whether or not they have been delivered. 1.2.7. REPORTS [F10]to print reports or save to file. Users can view and print reports by drug and quantity, patient name, location, aging status, or partial delivery status. 1.2.8. ADMIN [A + Alt]available only to Administrative personnel and can be used to configure the database, enter badge and user I.D. information, set intervals for reports, etc. This option is not visible to non-Administrative users. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 11 of 103 CHAPTER 2. BASIC SYSTEM OPERATION The System differentiates between logging in at the beginning of your shift and logging in during your shift to use the System. At the beginning of your shift, an RFID SmartBadge must be associated to the user and log-in credentials must be entered. During your shift, logging in is as simple as placing your associated badge on the RFID pad, by scanning the barcode on your badge, or typing the SmartBadges three-digit code. 2.1. STARTING INTELLISYS ON THE WORKSTATION If the software is not yet in use on the workstation, you must begin by double-clicking the GSL Solutions icon on the desktop. The software performs an automatic verification to ensure the system is using the most current version. If updates are available, automatic downloading begins and a progress box is displayed. A splash screen appears containing a series of check boxes. If any part of the initialization process is interrupted, the user should contact their IT department. Splash screen initialization includes:
a. Application server reachable. b. Establishing queue service to Location server. c. Establishing queue service to Application server. d. Heartbeat from Location server. e. Heartbeat from Application server. f. Getting configuration. Figure 1. Initialization screen. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 12 of 103 2.2. LOGGING IN/OUT OF THE SYSTEM. 2.2.1. LOGGING IN AT THE BEGINNING OF SHIFT. Users must log-in at the start of each shift. The duration of each shift is determined by the Administrator. To log-in, Users identify themselves by using the User SmartBadge associated with them for that day. Logging in can be accomplished by placing the SmartBadge on an IntelliPad, by scanning the SmartBadge I.D. barcode with a barcode scanner, or by typing in the SmartBadges three-digit code at the Log-in screen. TIP: You can log-in to the IntelliSys System using any available client workstation. Figure 2. Log-in screen. Place your I.D. badge on the RFID reader or barcode scanner to identify your badge to the system. You may also enter the three alphanumeric characters displayed on your GSL RFID badge (its friendly name). After you have identified your badge to the system enter your Log-in name and password. The Log-in name is not case sensitive. The password is case-sensitive. You only have to log-in once per day or per shift. After you have logged in, your badge is activated for the duration of your shift. If you manually enter the information, your log-in Name and Password must be entered accurately before you will be given access to the System. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 13 of 103 2.2.2. ACCESSING (USING) THE SYSTEM After completing the beginning of shift log-in; the user can access the System by:
a) Placing the associated I.D. badge on an RFID reader;
b) scanning the SmartBadge barcode with any available GSL scanner, or, c) typing the SmartBadge friendly name and providing username and password. 2.2.3. MULTIPLE SERVER LOG-IN Some installations of IntelliSys require independent servers for multiple local pharmacies. While each pharmacy site is accessible from any location, you must treat each log-in as unique for each location. For instance, if you log-into pharmacy A for the day and later need to access the database at pharmacy B, you must also log-in in for the day at pharmacy B. When logging into a system with multiple servers, you must first select the proper location and log-in as normal. To access the Log-in screen, press [F9] to log-out and then click the Switch Servers button. Figure 3. The server selection dialog box. Select the server you wish to log-in to and click the OK button. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 14 of 103 Figure 4. Multi Server Log-in Box. Note the Server identified in the bottom of the box by name and color. Each server will have a unique name and color associated with it. Click the Switch Server button on the bottom right to return to the server selection dialog box. When working in a multiple-site configuration, make sure to enter prescriptions into the correct pharmacy server. Figure 5. The Entry Screen [F1]. TIP: Each server location is identified at the top of the screen by name and a color. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 15 of 103 2.3. LOGGING OUT To log-out, press [F9] or click the symbol. TIP: GSL recommends users log-out whenever they leave the workstation for a period of time. This ensures the system only records transactions performed by active users. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 16 of 103 CHAPTER 3. ENTER PRESCRIPTIONS INTO THE SYSTEM ENTRY [ F1 ]
WORKING AREA Figure 6. ENTRY [F1] screen. The Working Area is used to provide all the necessary information about a given prescription or set of prescriptions. The right side provides current status of the prescription(s). Note: For installations where multiple local pharmacies can be accessed, you must first select and log-into the proper location before entering prescriptions into the system. (See section 2.2.3.) During the prescription entry process, the System software continuously displays the real-time status of items associated with a given patient, as shown in the two areas on the right side of the entry screen. In the Associated items area on the left side of the ENTRY [F1] screen, icon buttons are used to provide additional information or to modify a prescription entry. 3.1. USING THE ENTRY [F1] SCREEN The association between a SmartBasket and the prescription(s) it contains must be entered into the system at some time during the production process, before the prescription is filed. This process is known as coupling or linking. Types of Coupling:
Coupling prescriptions to a SmartBasket. Coupling prescriptions in the Refrigerator. Coupling prescriptions to the Oversized Area. Custom Item Coupling (Lost I.D. Card, Hard Copy Prescription, etc.). INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 17 of 103 Coupling Tip: The System requires coupling to be done in a series of predetermined sequences. First, it wants to see a SmartBasket on the IntelliPad. After the System successfully reads the SmartBasket, you can then scan the Rx number barcode. 3.1.1. NORMAL COUPLING 1. Use your badge to identify yourself and access the database (Log-in). 2. Press F1 to access the ENTRY screen. Note the three main areas of the screen (Figure 6). 3. Use the IntelliPad RFID reader to read the SmartBasket RFID tag. 4. Scan the prescription to enter the item number, patient name, etc., into the database. The SmartBasket I.D. is now coupled to the prescription(s); the Basket/Location is shown at the lower left of the screen, and the item is added to the list on the lower right of linked prescriptions ready for filing, under Current status of recent transactions. TIP: Be sure to wait to hear the confirming beeps before removing or filing the SmartBasket. If you dont hear a confirming beep but the screen acknowledges you have successfully coupled the prescription, check the volume setting on the workstations external speakers. Note: If you get out of sequence and scan a prescription barcode and no SmartBasket is present on the IntelliPad RFID reader, a warning is displayed on the screen. Plus, your scanner will alarm and beep until you acknowledge the error. Click the OK button to proceed. The No Baskets section of the screen must be kept empty. This section highlights prescriptions that have been entered into the system but have not yet been associated with a SmartBasket or Oversize bin. Any entries in the No Baskets section must be reconciled before proceeding. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 18 of 103 Figure 7. ENTRY [F1] screen: Scan rejected - no SmartBasket present. Click the OK button to proceed. 3.1.2. COUPLING PRESCRIPTION(S) IN THE REFRIGERATOR file refrigerator Note: You can the GSL Workstations or Coupling (with IntelliPad) stations. The filing process is slightly different depending on the type of scanner (tethered or wireless) associated with the workstation. items using any of 3.1.2.1. COUPLING STATION WITH WIRELESS SCANNER If using a GSL Coupling Station (with an IntelliPad), the user must a) Click on the Allow RX Scan Without Basket button located in the upper-right of the Entry [F1] screen (see Figure 8). b) Scan the barcode on the desired prescription(s) with the wireless Bluetooth scanner. c) Locate an empty bar-coded storage bin in the refrigerator. Scan the barcode on the empty bin and the user will hear a happy chirp indicating the linking occurred. Note: The Allow Rx Scan Without a Basket button will deactivate after each successful coupling attempt and must be reclicked to couple to another location. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 19 of 103 Figure 8. Entry screen close-up showing the Allow Rx Scan without Basket message. 3.1.2.2. COUPLING STATION WITH TETHERED SCANNER In this case, the user must bring the empty refrigerator basket to the workstation. The process is similar to 3.1.2.1:
a) The user must click on the Allow RX Scan Without Basket button located in the upper-right of the ENTRY [F1] screen (see Figure 8). b) Scan the prescription number barcode(s). c) Scan the barcode on the empty bin and the user will hear a happy chirp indicating the linking occurred. 3.1.2.3. WORKSTATION WITH TETHERED SCANNER Note: By definition Workstations do NOT have an associated IntelliPad. It is not necessary to click the Allow RX Scan Without Basket button. In fact the button wont be visible in the Workstation configurations. The process:
a) Go to the ENTRY [F1] screen. b) Scan the prescription number barcode(s) c) Scan the barcode on the empty bin and the user will hear a happy chirp indicating the linking occurred. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 20 of 103 3.1.3. COUPLING PRESCRIPTION(S) TO THE OVERSIZED AREA To file prescriptions in the oversized area, follow the steps listed above in section 3.1.2 COUPLING PRESCRIPTION(S) IN THE REFRIGERATOR. 3.1.4. CUSTOM ITEM COUPLING A custom item is any non-prescription item without a barcode. For example you can couple a lost I.D. card or a hard copy prescription, to be handed back to the patient, into a SmartBasket. 1. Press [F1] to access the ENTRY screen. 2. Place a basket on the IntelliPad. 3. Enter the patients social security number into the Rx or Name field. Note: entering the Patients social security number allows the items to be found in the Search [F2] tab by scanning the patients I.D. card. If the social security number is not known enter the patients last name; when the patient returns the item will have to be found manually. 4. Enter all known customer information in the Customer Data field and click OK. It is important to fill in as much demographic information as possible to enable the Second Patient Identifier feature to work. Figure 9. Customer data field. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 21 of 103 Note: If a patient has had items previously in IntelliSys their information will be saved in the database. Select your patient from the drop-down list and IntelliSys will fill in the fields for you. 5. Enter the items description into the Rx or Name field. Figure 10. Custom item description. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 22 of 103 TIP: When placing the prescription items in the SmartBasket, make sure products containing foil seals and wrappers are not placed at the back of the SmartBasket. Foil packaging can interrupt the successful reading of the RFID tag in the basket (Figures 11 and 12). Figures 11 and 12. Incorrect and Correct placement of items in SmartBasket. Foil packaging should not be placed at back of basket. 3.2. SPECIAL ACTION ICONS. Special action icons in the Associated items window are used to deliver information or manage the status associated with a prescription. For example, notes may be entered with a prescription. You can hover or hold the cursor over each icon to see its function:
Figure 13. ENTRY [F1] screen close-up Associated items. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 23 of 103 3.2.1. NOTES Notes. Hover over this icon to see any Notes already entered, or click to enter a new Note. Once a Note is entered, the Notes icon will be highlighted yellow. When the retrieval function is performed, a flashing alert above the patients name will indicate the notes below. Figure 14. Entry screen close-up Highlighted Notes icon. Hold the cursor over the highlighted Notes icon to see any notes entered regarding the prescription, including by whom and when the item was entered.
[Figures 15 -21. Icons and messages in the Associated items window.]
icon, To add a note to a prescription, click the Notes the information, and then close the box by clicking the x in the right corner or by moving the cursor outside the box. type in Figure 15. ENTRY [F1] screen close-up Notes Window. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 24 of 103 3.2.2. REMOVE ITEMS FROM THE SYSTEM Remove this item from the system. Use this option in case of an incorrect entry. Click this icon to completely redo the entry. This will disassociate the prescription from the SmartBasket and remove it from the system. This can also be done by clicking on the X all Items button above the window. Figure 16. Remove item from system. 3.2.3. RESET ITEMS FROM A SMARTBASKET to the start of Reset and remove this item from this SmartBasket. Click this icon to go back the prescription entry process without removing the items history. This should be used when single items need to be removed, rather than taking out all the contents of the container. The removed Figure 17. Reset and remove items. shown in the No Baskets section of the screen. To remove the item(s) from the No Baskets section, re-scan the Rx into the same or another container. items will be 3.2.4. REMOVE ITEMS FROM A SMARTBASKET Remove this item from this SmartBasket. This option lets the user move an item to a different SmartBasket, but it retains all of the pharmacists verification information. For several example, prescriptions single patient are being filled and the SmartBasket is full, select this option to move one or more of the materials to a different basket. The removed items will be shown in the No Baskets section of the screen. To remove the item(s) from the No Baskets section, re-scan the Rx into the same or another SmartBasket. Figure 18. Remove items from SmartBasket. if for a INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 25 of 103 3.2.5. CREATE A FOA/TOS FOR AN ITEM Create a FOA/TOS for this item. Click this option to keep track of partial fills or FOAs. When the prescription is the Fulfills Rx box should be checked. If it is not checked, more product will have to be provided when available. completely filled, Figure 19. Create a FOA/TOS for an item. Figure 20. Error message partial fill status. An error message at the top of the working area will alert the user to the partial fill status of the prescription (Figure 20). the prescription When is filled, the Associated items screen the prescription is complete. indicates Figure 21. Fulfills Rx shows prescription completed. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 26 of 103 3.2.6. DO NOT DISPENSE BEFORE DATE IntelliSys gives you the ability to change the date the item is available for pickup. A user attempting to dispense the items will receive a warning that the item is not due to be dispensed until a specific date and will not have access to the items prior to the entered date. To change the date click on the date in the Not Before column and enter a new date in the MM/DD/YYYY format, either by typing or by using the date picker, and press [Enter]. After the date has been changed it will be highlighted yellow to indicate the date has been modified. Figure 22.The yellow highlighted date indicates a modified date. Note: Supervisors and Pharmacists will still get a warning when attempting to pull an item before a Do Not DSP Before date but they may choose to override it. 3.2.7. CREATION DATE. You may also edit the creation date using the same methods as described for changing the do not dispense date. Changing this date will only affect when the item will be pulled for non-
compliance. You cannot enter a future date into this field. A date picker is also provided here for easier editing. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 27 of 103 3.3. COUPLED PRESCRIPTION(S) AND SMARTBASKETS Prescriptions entered into the Systems database and coupled or associated with a particular SmartBasket are then ready to be shelved (placed into the IntelliCabs). All coupled prescriptions, shelved or unshelved, are displayed on the lower right side of the Entry screen under the heading Verified (Figure 23). Figure 23. ENTRY [F1] screen close-up Prescriptions ready for delivery. Figure 24.Coupling Stations associate prescriptions with SmartBaskets for filing and retrieval. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 28 of 103 3.3.1. FILE COUPLED PRESCRIPTIONS IN THE INTELLICAB With multiple IntelliDrawers available, the users need to know which IntelliDrawer has the most available cubbies for each size SmartBasket. To find the most available, the user simply presses the round blue button on ANY IntelliDrawer and the GSL Logo will light up the most available of each size SmartBasket (small, medium, and large). Once an IntelliCab drawer is identified as having the most available space, the user must authenticate access to the IntelliCab by holding his/her SmartBadge up to the numeric pad on the IntelliDrawer. (Users must log-in at the start of the shift before they are allowed to access the IntelliDrawers. See Chapter 2, section 2.1.) When authenticated, the GSL Logo flashes to notify the user that access has been granted. the drawer and place Once authenticated, open the appropriate SmartBasket in any available cubby. The SmartBasket is placed into the cubby with the opening facing out. Once the SmartBasket is shelved, green indicator lights flash below the SmartBasket and a happy chirp notifies the user the SmartBasket has been shelved successfully. After the user shelves all available SmartBaskets of a particular size, or when there are no empty cubbies remaining, simply close the drawer. Repeat as necessary. 1. PRESS BUTTON FOR LOCATION 2. AUTHENTICATE TO OPEN 3. FILE ANYWHERE IT FITS Figure 25. Filing linked SmartBaskets into the IntelliCab. TIP: Be sure to wait until you see the lights below the baskets blink and hear the confirmation beeps before proceeding. This ensures any defective SmartBaskets, or a SmartBasket without a linked or verified prescription, can be quickly replaced or corrected. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 29 of 103 CHAPTER 4. RETRIEVE PRESCRIPTIONS - SEARCH [ F2 ]
4.1. THE RETRIEVAL PROCESS: PHOTO OVERVIEW 1. LOOK-UP, THEN PRESS [F12]
2. AUTHENTICATE 3. RETRIEVE 1. LOOK-UP, THEN PRESS [F12]
2. AUTHENTICATE 3. RETRIEVE Figure 26.The Prescription Retrieval Process Look-up, Get Pick Number, Follow the Lights. 4.2. LOCATE A PRESCRIPTION FOR RETRIEVAL Prescriptions can be located in several ways, depending on how the system is configured. Identification information used to search for a prescription may include entering several letters of the patients name, the customer I.D., SmartBasket number, Item number, etc. 1. Press or click on the SEARCH [F2], if it is not currently displayed. 2. Enter the information associated with the prescription you want to locate. You can place the cursor in any of the white boxes associated with a particular data field, such as Last Name, First Name, DOB, etc., and then enter the I.D. information. If only a partial name or other I.D. is INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 30 of 103 entered, all possible matches will be highlighted. The default search setting is by last name. Individual arrows show each separate location of items for this patient/customer. Figure 27. Search using two letters of the patient name. Once a single patient is located, users can hold the cursor over the Phone or DOB column to see and confirm the customers telephone number or date of birth if additional identification is required. (See inset above). Click on a column header to prioritize your search by that columns information. Data will be resorted in alphanumeric fashion. TIP: To see a detailed history of a particular item, right-click the mouse to open a pop-up window. Notes can be added to this box as needed. Close the window by clicking on the X in the upper right corner, or by moving the cursor anywhere outside the window. Using the mouse, left click on the correct selection. If the item cannot be retrieved, an X is shown instead of an arrow in the box next to the patient name. Hold the cursor over the X to see the explanation. Location and status of the prescription are shown to the right of the Search window: Items Selectable For Retrieval. Information provided includes shelving INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 31 of 103 status, FOA/TOS, verification, etc. The status window on the Search screen can display prescription status as well as notes regarding the order. NOTE: If you click on the arrow to search for the prescription and it cant be located, a Caution Screen will appear. Figure 28.Search results are displayed in the status window. Search can deliver a special results screen that displays the notes and other prescription information, along with information regarding where the items are located. This is especially helpful for oversized or hard to shelve items such as bottles of liquid, durable medical equipment, etc. (Figure 28). INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 32 of 103 Multiple items and containers or locations can be included in Search results
(Figure 29). Figure 29. Search Results for multiple locations. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 33 of 103 4.3. PICK TO THE LIGHT 4.3.1. FOLLOW THE LIGHTS. Once a patient is selected, press [F12] or click on the Pull button in the top right corner of the screen to initiate retrieval. Proceed to the IntelliCab which displays the light and number matching that on the workstation. 4.3.2. SECOND PATIENT IDENTIFIER. The Second Patient Identifier feature codifies Pharmacy Best Practice and Rules that requires the dispensing clerk to ask the patient for a second patient identifier such as Date of Birth, Telephone Number, Dr. Name, or Patient Street Address to ensure dispensing accuracy. The dispensing clerk enters this information into the Confirmation Status: Not Confirmed screen
(Figure 30) and presses the screen displays Confirmation Status: Confirmed (Figure 31), press [Enter] once more and the Pick screen (Figure 32) is displayed. The dispensing clerks name and pick assignment number will be displayed on the workstation screen. Proceed to the IntelliCab which displays the light and number matching that on the workstation.
[Enter]. When Figure 30. Second Patient Identifier: Confirmation Status screen. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 34 of 103 Figure 31. Second Patient Identifier: Confirmation Status Confirmed. If the person picking up for the patient does not know the secondary information, the RPh must become involved. The dispensing clerk clicks on the [Override] button on the bottom of the screen (Figure 30) and another log-in screen appears (Figure 33) and the RPh must log-
in in order to override. Note at the top of the screen (Figure 34) that the RPh now has control. At this point, if the RPh has enough information to discover if the person picking up the prescription is picking up for the correct patient, they may now press the [Confirm:
Perform Pull] button, or press [Enter] on the keyboard. Control then reverts back to the dispensing clerk who now receives a Pick screen (Figure 35). All overrides and actions are logged within the system in the prescriptions History. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 35 of 103 Figure 32. Second Patient Identifier: Standard Pick screen. Figure 33. Second Patient Identifier: Pharmacists Log-in screen. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 36 of 103 Figure 34. Second Patient Identifier: Pharmacist Controls Confirmation Status screen. Figure 35. Second Patient Identifier: Returned to Standard Pick screen. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 37 of 103 4.3.3. MANDATORY CONSULT. The Mandatory Consult feature involves drugs that need special handling by the RPh in order to ensure that the prescription is dispensed to the correct patient. The dispensing clerk attempts to perform the retrieval operation and receives a message that a RPh MUST become involved. (Figure 36) At this point the RPh needs to log-in and perform the Pull [F12], retrieval and deliver functions. Figure 36. Mandatory Consult. Special Handling Required. The RPh logs-in, receives the Second Patient Identifier screen and must enter the secondary identification or override. (Figures 37 and 38). The RPh clicks the [Confirm: Perform Pull] button on the screen, or press [Enter] on the keyboard. At this point they will receive the normal retrieval screen. (Figure 39). Note the message on screen saying to Proceed with Caution. Alert tones also occur, further indicating this is a special case. The RPh retrieves the Rx, consults, and then logs off [F9], allowing the dispensing clerk to proceed. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 38 of 103 Figure 37. Mandatory Consult. RPh must enter secondary identification or override. Figure 38. Mandatory Consult. RPh secondary identification is confirmed INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 39 of 103
. Figure 39. Mandatory Consult. Normal retrieval screen showing an Rx that is in a basket that has not been shelved. 4.3.4. AUTHENTICATE. After identifying the IntelliCab which displays the light and number matching that on the workstation, hold the SmartBadge up to the front panel on the IntelliCab to authenticate access to the cabinet. The SmartBadge should be held there until the identified number and light start blinking. 4.3.5. RETRIEVE. Once authenticated to access the IntelliCab, the user opens the drawer and locates the SmartBasket with the 3 green LED lights displayed BELOW the SmartBasket. The user removes the SmartBasket and returns to the workstation. A patient may have prescriptions in multiple SmartBaskets. If more than one SmartBasket is lit, remove ALL SmartBaskets as noted above. If more than one IntelliCab is displaying the users number and light, this process can be repeated as necessary. Once all SmartBaskets are retrieved, the workstation will return to the Search [F2] screen. 4.3.6. If the workstation displays Your Current Manual Pick List: the user proceeds to the location listed on the screen and retrieves the items. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 40 of 103 Figure 40. Search results may vary, depending on the system configuration. Oversized or unusual items can be located readily using flexible location identification during prescription linking. 4.3.7. When retrieving items from the Oversized or Refrigerated area, the user must return to the workstation and scan the Rx number. A warning screen will be displayed if the user forgets to confirm or cancel the manual pull of the item (see Figure 41). If this occurs, the user may click on the "confirm pull" button in the upper right side of the Search [F2] screen. Only use this method if the user can confirm they did dispense to the patient and forgot to scan the medication out of the system. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 41 of 103 Figure 41. Warning screen advises user to either Confirm or Cancel a manual pull operation. 4.4. AUTOSIGN. AutoSign is an add-on subsystem for IntelliSys. AutoSign enables the pharmacy to electronically capture a patients signature for an item(s) at pickup. The AutoSign feature may be configured as signature required for no safety caps, all prescriptions, for controlled substances, or for special handling drugs 4.4.1. BASIC AUTOSIGN PROCEDURE 1. Follow our normal selection and retrieval process for retrieving a patients prescriptions. When the last item is retrieved from the drawer or confirmed from the refrigerator/overstock area, the signature pad is automatically loaded with prescription and patient information and the pick screen changes to the AutoSign screen. 2. The patient signs the signature pad and pushes ok. 3. The user verifies the information is correct (drivers license number, phone number) accepts the signature and processes the items. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 42 of 103 Figure 42. AutoSign screen 4.4.2. AUTOSIGN PROCESSING OPTIONS. 4.4.2.1 The user can choose to process the prescriptions in a number of different ways by selecting the appropriate check box for each individual item. 4.4.2.2 Delivered-signed. Check this box when the recipient has signed for the item. Note: Once the patient has signed and pushed OK on the signature pad, AutoSign will check this box automatically. 4.4.2.3 Delivered-not signed. Check this box if a patient received and item(s) and did not sign for it. 4.4.2.4 Hold. Check this box if a prescription needs to be returned to the IntelliCab. Note: Items that have been marked as hold must be recoupled before they are filed back into the IntelliCab. 4.4.2.5 RTS. Check this box when a patient does not receive the item and it is returned to stock (non-compliance). 4.4.2.6 Destroy. Check this box when a patient does not receive an item and the item is not returned to stock. 4.4.2.7 Notes. A note may still be added to a prescription (similar to adding a note when coupling) for future reference. The note may INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 43 of 103 Real time snap shot of the signature padItems waiting to be processedReload button for Signature padThe process button completes the transaction be retrieved from the History [F7] tab. (See Chapter 7 for more information on the History [F7] tab). Once all the correct boxes have been chosen for each item simply click the process all items button to complete the process and return to the SEARCH [F2] screen. 4.5. OTHER FEATURES EASYOFF CAPS AUTHORIZATION To capture a signature for EasyOff caps, click on the History tab or press F7. Locate, highlight, and right click on the patients name. Then select Show Patient/Customer. Click the Capture button and have the patient sign on the signature pad and click OK. After the patient clicks OK, click the Accept Signature button on your Workstation. Figure 43. EasyOff Caps Authorization. After the patient has authorized EasyOff caps, IntelliSys will display a reminder when the prescriptions are coupled and retrieved. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 44 of 103 Figure 44. EasyOff caps reminder during coupling. Figure 45. EasyOff caps reminder during searching. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 45 of 103 CHAPTER 5. RETURN PRESCRIPTIONS TO STOCK (RTS) - [ F4 ]
The System streamlines the Return to Stock (RTS) process. IntelliSys tracks the age of a prescription, in real time, from the moment it was coupled. Depending on the systems configuration, the Return to Stock [F4] screen displays the currently defined pick list. Note that the Initial Creation date (ENTRY [F1] screen) may be modified to change when prescriptions are returned to stock (Figure 46). 5.1. RTS PROCESS Press [F4] or click the Return to Stock [F4] button to access the Return to Stock screen. 5.1.1. Highlight the prescriptions you want to pull for return. There are multiple ways to highlight the items you wish to pull for RTS. 5.1.1.1. Enter the number of days you wish to pull above the Age column. Figure 46. Return to Stock [F4] screen. Selected items ready to pull. Blue highlighted items are controlled substances. 5.1.1.2. [SHIFT] click. To use [SHIFT] click, click on the uppermost item you wish to RTS. Then scroll down and hold the shift key on the keyboard and click the last prescription you want to RTS. Every prescription between items clicked will automatically be highlighted. two the INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 46 of 103 5.1.1.3. Click on the Pull button located in the upper-right side of the SEARCH [F2] screen or push [F12]. Follow the usual Pick to the Light retrieval steps. After the items are retrieved from the IntelliCabs, follow normal DRX procedures. Figure 47. Return to Stock [F4] screen find everything in a specified age range. Note: only users identified as RPh or Administrators are allowed access to controlled substances for RTS. Figure 48. Return to Stock [F4] Controlled substances warning. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 47 of 103 5.2. RTS REPORTS can be output to a printer, saved as a PDF file, or exported to Microsoft Excel (see Figure 49). For more on reports see Chapter 7. Figure 49. REPORTS [F10] can be generated based on RTS. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 48 of 103 CHAPTER 6. INSPECT PRESCRIPTIONS - INSPECT [ F6 ]
The INSPECT [F6] function allows a user to retrieve and inspect the contents of a linked SmartBasket(s). After the SmartBasket is retrieved, it may either be unlinked or re-shelved without having to re-link the contents to the SmartBasket. Tip: This function can be very useful if you want to find all locations of prescriptions for drug recalls. Figure 50. INSPECT [F6] screen. NOTE: The INSPECT [F6] screen is only visible to users authorized by a supervisor. The setting must be selected in the system configurator located on the server (see your GSL site administrator). 6.1. FINDING PRESCRIPTIONS USING THE INSPECT TAB If access is granted by a supervisor, the INSPECT [F6] tab is visible on the top banner of the screen. Click or press [F6] to display the Inspect screen. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 49 of 103 Controlled Substance FilterSearch BarSearch Results Area Finding and selecting prescriptions in the Inspect tab works very similarly to the Search and RTS tabs. You may sort the database by clicking the header at the top of the columns, typing in the white boxes located above each column, or by using the search bar unique to the Inspect tab. A combination of search strings can be entered in the search bar. The following table lists all the possible searchable data. Field Searchable Data Identifiers Search Syntax DQ:
DRNF:
DRNL:
DRP:
DRS:
DRZ:
DM:
DN:
DP:
DS:
IAN:
ICN:
NN:
PA:
PC:
PCP:
PD:
PI:
PNF:
PNL:
PP:
PS:
PZ:
RX:
SID:
Database Category Dispense Quantity Doctor's First Name Doctor's Last Name Doctor's Phone Number Doctor's State (postal abbreviation) Doctor's Zip Code Drug Manufacturer Drug Name Drug Package Drug Strength Insurance Authorization Number Insurance Company Name NDC Number Patient Street Address Patient City Patient's Copay Patient DOB (MM/DD/YYYY) Patient I.D. number Patient First Name Patient Last Name Patient Phone Number Patient State (postal abbreviation) Patient Zip Code Prescription Number Sponsor's I.D. You can also distinguish between Controlled and Non-controlled substances by using the controlled substance filter. A shadowed check will include all items in the list. A checked box will list only Controlled substances. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 50 of 103 An unchecked box will list only Non-controlled items. Simply type the information you are searching for and click the Filter button on the right side of the screen. A table will appear with the results (Figure 51). Left mouse click on the first item to highlight; then right mouse click to see a text box of options. At this point you have two choices: Enable the item to pull for inspection, or Show Details for1. Container or 2.Patient name and prescription data. Figure 51. INSPECT [F6] screen right mouse click to enable pull for inspection. If an item is Enabled to pull for inspection, then follow the lights to the IntelliCab that displays the number and color displayed on the screen (same as the retrieval process). Once you retrieve the item for inspection, the prescription may be decoupled from the SmartBasket (see ENTRY [F1] screen) or re-shelved. If you want to return the prescription to the cabinet (in the original SmartBasket) you may simply return it to any open cubby in the same IntelliDrawer as long as the drawer remained open during inspection. If you closed the drawer after retrieval, the item must be Verified [F3] before returning it to the IntelliDrawer. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 51 of 103 Figure 52. INSPECT [F6] screen right mouse click to Show Detail for... patient. If you choose to Show Detail for then you must click on either the container button, patient name button or the prescription button. Clicking on the patient name button allows the user to see the prescription history, i.e., drug name and quantity. Clicking the container button allows the user to see the history of the container and its current location. Clicking on the prescription button displays the patients name, I.D., DOB, and phone number. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 52 of 103 Figure 53. INSPECT [F6] screen with container contents displayed. Figure 54. INSPECT [F6] screen with patient contents displayed. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 53 of 103 CHAPTER 7. IDENTIFY PRESCRIPTION STATUS - HISTORY [ F7 ]
The HISTORY [F7] screen can display detailed information about every item in the database. Users can choose to review the history of every prescription, or only those which have been delivered. Figure 55. History [F7] screen. Press F7 or click on the History [F7] button to access the History screen. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 54 of 103 Data Filter BarDatabaseHistoric Data 7.1. NARROWING YOUR SEARCH The History [F7] tab has a comprehensive filter bar to assist you in searching for data. 7.1.1. Start and End date. Use this to reduce the table to a manageable size by limiting the range of dates. 7.1.2. Most recent. Check this box to display only the most recent activity for each prescription in the database. If left unchecked each action for each prescription will be individualized and listed in the database area of the history screen. 7.1.3. Controlled Substance Filter This filter works identically to the INSPECT Controlled substance filter. A shadowed check will include all items in the list. A checked box will list only Controlled substances. An unchecked box will list only Non-controlled items. Operators 7.1.4. The Operators drop down box contains a list of all users. To include specific users check the box located next to their name. More than one user may be selected at a time. To select all users you may either check or uncheck all the boxes. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 55 of 103 7.1.5. States The States drop down box is a list of all the possible actions that may have been taken on a particular prescription. Check the box to select the appropriate action. 7.1.6. Filter The filter is used to filter specific elements from the database. The filter works exactly as the filter in the Inspect [F6] tab. See 6.1 for more information. Once a prescription is delivered, it will no longer show an association with a Basket. Notes can be added to specific prescriptions and recalled later from this screen by clicking on Add Notes. Figure 56. HISTORY [F7] screen view detailed information on prescription status and notes. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 56 of 103
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CHAPTER 8. GENERATE A REPORT - REPORTS [ F10 ]
8.1. 8.2. 8.3. 8.4. 8.5. 8.6. 8.7. 8.8. 8.9. Report Types. The System makes it possible to generate a wide variety of reports. Stored information can be sorted based on Patient Name, Location, Aging Status, Partially Delivered orders, etc. Report by Patient Name. This report provides the user with a list of all active locations sorted alphabetically by last name. The Patient Report should be printed each night at closing. In the event the IntelliSys system is down, the printed Patient Report may be used for manual search and retrieval of prescriptions until the system is back up. Report by Location. This report provides the user with a list of all active locations sorted by the location in numeric order. RX Aging Report. Provides the user with a list of all active locations sorted by age of prescription (date scanned into the system). Report by Drug. This report provides a list of drugs in the IntelliSys system. Volume Summary. Gives a count of total prescriptions processed. The report can be broken down monthly, daily, and hourly. This report is useful to generate work counts. Volume by Operator. This report is similar to volume summary, but it further breaks down the data to individual users. History. A simplified version of the History [F7] tab. The user is able to export the history report to a Microsoft Excel spreadsheet or print directly to a printer. Partially Delivered Orders. Provides the user with a list of active prescriptions which were partially delivered such as a Temporarily Out of Stock (TOS). 8.10. HIPAA Notices. Provides a list of HIPAA Notices delivered to patients and HIPAA Notices signed by patients. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 57 of 103 8.11. Tag Misreads. Gives a report of the general health of a drawer. GSL personnel may ask a user to look at this report if the pharmacy is having issues with a drawer. 8.12. Central Fill Receive. Provides information about prescriptions received from a central fill facility. 8.13. Central Fill Return. This report shows prescriptions returned to the central fill facility. Inventory. Provides information about current inventory in the GSL system. 8.14. 8.15. Steps to Generate a Report. Use your badge to identify yourself and access the database. Press the Reports tab or [F10] button to access the Reports screen. To print a report, select your print preferences from the menu bar, such as zoom, page width, etc., and then send your report to the printer or to a file (Figure 57). You can select a specific printer or print layout, page setup, or export the report to a Microsoft Excel spreadsheet or to an Acrobat PDF file. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 58 of 103 Figure 57. Print and Export buttons. 8.16. Volume Reports The Volume Reports are useful to generate an accurate count of specific activities throughout the pharmacy. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 59 of 103 Figure 58. Volume Summary Report. Use the StartDate and EndDate boxes to set the date range of the report (Figure 58). To further breakdown each month into daily totals, click the small + next to the corresponding month. Daily totals can also be broken down hourly by again clicking the small +. The small + across the top of the report will break the data down to each specific pharmacy, if multiple pharmacies are associated with the IntelliSys server. Site totals can be further broken down to specific workstations and coupling stations. To view data specific to a user(s), check their name in the Operators drop down box. The data contained along X axis is selectable in the States drop down box. For more info on the filter bar, see section 7.1 in the History [F7]
section. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 60 of 103 8.17. Volume by Operator The Volume by Operator report is similar to the Volume Summary report. Notice in Figure 59 the range of dates has been replaced with the users. This report is useful to observe data for all pharmacy employees. Clicking on totals by month/day/hour. to each user will break down the + next their Figure 59. Volume by Operator Report. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 61 of 103 CHAPTER 9. THE SYSTEM ADMINISTRATOR 9.1. INITIAL SET UP AND ADMINISTRATOR FUNCTIONS Once the System is installed and all components are working correctly, the software can be prepared for use. To begin, use the default supervisor log-in information provided by the installer, and go to the Admin screen [A + Alt]. The Admin [Alt + A] screen is used whenever the Administrator needs to:
1. Identify new users or update existing ones;
2. add SmartBadges;
3. reset, place drawer online, and offline;
4. access diagnostic logs for troubleshooting; and 5. automatically upload data logs to GSL support staff. Individuals who are allowed to access the software, open SmartDrawers, or add or remove prescriptions must have a SmartBadge. Each badge contains an RFID tag and a barcode which allows the SmartBadge to be read by scanners. The System is capable of monitoring an infinite number of users. However, the System is configured to allow only 4 simultaneous users to access drawers, file or retrieve prescriptions, perform RTS functions, etc. 9.2. ACCESS LEVEL 9.2.1. ADMINISTRATOR - Pharmacy staff member(s) responsible for maintaining the GSL System. The Administrator(s) have access to all GSL Will-call Client settings. 9.2.2. SUPERVISOR - Pharmacy staff member with privileges to override user warnings. The supervisor does not have access to user settings or the Administrator tab
[A+Alt]. 9.2.3. RPH - Usually reserved for the Pharmacist. The Pharmacist(s) can override user warnings,but, like the Supervisor, cannot access the Admin [A + Alt] screen. 9.2.4. OPERATOR - Operators are also known as technicians.This group has access only to basic system functions and cannot override any user warnings. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 62 of 103 IDENTIFY NEW USER OR UPDATE AN EXISTING USER 9.3. 9.3.1. To add or update users, follow the steps shown below:
Log-in to any workstation client (requires administrator privileges). Click once on the Admin [A + Alt] Tab. Click once on the Users sub tab. 9.3.2. To edit a user:
Type username or last name, first name to find the person you want to edit. Highlight the desired user and click to populate the editable fields. Edit desired field and click save. 9.3.3. To enter a new user:
Click on the Create New User Check Button (see Figure 64). Populate all fields per level of access. Click on Save to save the user. NOTE: NEVER DELETE OR EDIT THE ADMINISTRATOR ACCOUNT. Figure 60. Administrator [A + Alt] Add or Edit Users screen INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 63 of 103 ADD SMARTBADGES 9.4. 9.4.1. Before a SmartBadge can be used it must be added to the system. Follow these steps to add a SmartBadge to the system (see Figure 61):
Log-in to any workstation client (requires Administrator privileges). Click once on the Admin [A + Alt] tab. Click once on the User I.D. Badges sub-tab. Simply place the SmartBadge on the RFID Reader. You should hear the happy chirp the SmartBadge was successfully accepted. Alternatively, the SmartBadge can be scanned by a Barcode scanner if an IntelliPad is not present or operating. tone which indicates Note: The SmartBadge can only be added at a Workstation Client with an IntelliPad or Barcode scanner present. To identify each SmartBadge with a specific person for documentation purposes, manually enter the 3-letter Badge I.D. in the Employee I.D. Field. Once the individual users and SmartBadges are identified to the system, you can begin entering customer information and filing and retrieving prescriptions. Figure 61. Administrator Add SmartBadges screen. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 64 of 103 9.5. RESET OR PLACE A DRAWER ON OR OFFLINE Occasionally, a drawer may need to be restarted or taken offline for a number of reasons. Following are steps to perform this function (see Figure 62). Log-in to any workstation client (requires administrator privileges). Click once on the Admin [A + Alt] tab. Click once on the System Status sub-tab. Select the drawer either by drawer number or by number range of the drawer. To take the drawer offline, simply click on the tab Take Offline. To bring the drawer online, simply click on the tab Bring Online. To restart the drawer, simply click on the Restart tab. Figure 62. Administrator Drawer Status screen. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 65 of 103 9.6. UPLOAD LOGS GSL uses the logs to troubleshoot and debug IntelliSys remotely. The logs contain only the actions taken by the system and the users to help us better identify a problem. NO PATIENT DATA IS SENT WITH THE LOGS. To upload the log files a GSL representative will inform you which logs to include by checking the boxes at the top of the screen, and then click the Start UploadLogs button. The rest of the process is automated. Figure 63. Upload Logsfor remote troubleshooting. Note: All users have the ability to upload logs through the Admin [A + Alt]
tab. However, the Admin tab contains many other features that are not available to all users and will only appear for certain roles. For example, Operators are not allowed to create new users, so this feature will not appear on the workstations into which they are logged. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 66 of 103 CHAPTER 10. USER ALERTS ALERTS DISPLAYED ON SCREEN. On-screen alert messages inform users of situations that require some user intervention or corrective action. The following table lists the on-screen alert messages users are likely to encounter, along with an explanation of the cause of the alert, and the steps necessary to correct the problem. TABLE OF USER ALERTS 10.1.1 ALERT:
REASON:
SOLUTION:
10.1.2 ALERT:
REASON:
SOLUTION:
10.1.3 ALERT:
REASON:
SOLUTION:
Basket(s) with unknown contents present. Isolate basket(s) and then Go to Entry [F1] screen. Place basket on pad and press Reset Basket after inspecting. A SmartBasket was shelved without being linked to its contents. Press [F2] to open the Search window. Problem basket(s) will be highlighted in Pink. Click on highlighted Unknown Contents. All suspect baskets will be displayed at right. Press [F12] to perform a pull operation to remove the basket(s). Press [F1] to open the Entry screen, reset the basket, and then correctly link the basket with the contents. Unauthorized basket(s) removed from drawer. Call Supervisor, isolate basket(s). The wrong basket was removed and then A) was left in the cabinet, or B) was removed from the cabinet. Any unauthorized pull locks the system and requires a supervisor to clear the error. DO NOT REMOVE THE CONTENTS FROM THE BASKET. Contact the supervisor to override the error message and alarm. Supervisor: Log on, then click to acknowledge the alarm and clear the error message. Follow the steps outlined in Alert message 10.1.3 to complete this operation. Basket(s) requiring reverification present. The wrong basket was pulled and A) left in the cabinet, or B) the wrong basket was removed from the cabinet, or C) no basket was pulled, but the RFID tag on the basket is not operating. In case of a bad tag, the basket should be removed and the contents unlinked from that basket and linked to a new, good basket. The bad basket should be turned over to a supervisor. Any unauthorized pull requires a supervisor to clear the system. Determine which condition, A, B, or C, caused the error, and follow the appropriate steps. The wrong basket was pulled and then was put back in the cabinet:
Press INSPECT [F6] and system will highlight basket(s) in Peach color. Select the basket(s). Press [F12] or click Pull and remove the basket(s). Press VERIFY [F3]. Scan each basket and visually inspect contents to ensure match. Click on Yellow User Verifies button on bottom of screen to clear error condition. Put basket back in cabinet. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 67 of 103 The wrong basket was pulled and was not put back in the cabinet:
Press SEARCH reverification.
[F2] and visually determine which basket(s) need Locate the basket(s). Press VERIFY [F3]. Scan each basket and visually inspect contents to ensure match. Click on Yellow User Verifies button on bottom of screen to clear error condition. Re-shelve the baskets. The error resulted from a bad RFID tag on a basket. Press SEARCH reverification.
[F2] and visually determine which basket(s) need Locate the basket(s). Press VERIFY [F3]. Scan each basket and visually inspect contents to ensure match. Unlink the contents and give basket to Supervisor for replacement. Link contents to new basket. 10.1.4 ALERT:
REASON:
SOLUTION:
Re-shelve the basket. Too many items on RFID pad. Please remove all but one. The IntelliPad has detected more than one basket, or a basket plus an I.D. Badge. This error can occur if a badge is worn at the hip or is close to the pad reader. Check to make sure only one basket is on the pad, and that your I.D. badge is not close to it. 10.1.5 ALERT:
REASON:
SOLUTION:
Remove the extra basket or badge and proceed. Scan Rejected. An empty basket must be present on the IntelliPad before scanning Rx. No basket is present on the pad when an Rx is scanned. The scanner will beep continuously until corrected. Linking sequence is: basket on IntelliPad, scan barcode on Rx label. Click OK in the upper right of the ENTRY [F1] screen to turn off alarm. 10.1.6 ALERT:
REASON:
Place basket on RFID pad and re-scan Rx. For oversized or refrigerated items, click the Allow Rx scan without basket button on the right side button bar, and then scan the locations barcode. The system will return to normal operation after 60 seconds of inactivity. Basket may not contain items for more than one patient. During the linking process, Rxs for two different patients were scanned for a single basket. The scanner will beep continuously until corrected. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 68 of 103 SOLUTION:
Click OK in the upper right of the ENTRY [F1] screen to turn off alarm. Visually inspect the basket contents to make sure all prescriptions are for only one individual. Remove any Rxs intended for a different patient, and link them to a different basket. Please note: your Pick Number and color have changed since last time. Your Pick Number and Color are subject to change. If your number and color have changed since your last pull, this message alerts you to the change. 10.1.7 ALERT:
REASON:
SOLUTION:
Note the current Pick Color and Number for this operation. 10.1.8 ALERT:
REASON:
SOLUTION:
Pick Numbers are only valid for one transaction and are subject to change. Unauthenticated drawer access. A drawer was opened without first presenting a valid I.D. Badge for authentication. Close the drawer and authenticate. 10.1.9 ALERT:
REASON:
SOLUTION:
Reopen the drawer. A basket stopped responding while drawer was closed. Isolate basket [#] and hand to Supervisor. A basket previously stopped responding while drawer was closed. The alarm is suppressed until the drawer is opened. Alert message 10.1.2 will appear approximately 5 seconds after drawer is opened. Click the button bar at the top of the screen to clear the overall system alarm. Expect to see the following error message: Unauthorized basket(s) removed from drawer. Call Supervisor, isolate basket(s). Follow the steps outlined for Alert message 10.1.2, above. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 69 of 103 10.1.10 ALERT:
SYSTEM UPDATE NOTIFICATION. REASON:
SOLUTION:
Whenever this purple symbol appears in the bottom left corner of the status bar, it indicates an update has been performed and the client software needs to restart. The user should finish the current task, log-out by pressing [F9], and then log back in. 10.1.11 ALERT:
SIGNATURE PAD ERROR REASON:
This indicates that the signature pad did not recognize the current action. SOLUTION:
The user should finish the current task, log-out by pressing [F9], and then log back in. 10.1.12 ALERT:
DUPLICATE FRIENDLY NAME REASON:
A basket has the same 3-digit friendly name as another basket. To avoid confusion this basket should be removed from the system and taken out of circulation SOLUTION:
Click the button reading This basket will no longer be used, then remove the basket from circulation. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 70 of 103 CHAPTER 11. TROUBLESHOOTING. 11.1. POWER If cabinet power is not operating, check that the Uninterruptible Power Supply
(UPS) under the cabinets is powered on. The indicator lights at the front of the UPS will be solidly lit. If the lights are flashing or not lit, reset the power button. If the UPS still doesnt turn on, check that it is plugged in. If the UPS does not seem to be operable, you can plug the IntelliCabs directly into any 110v outlet. However, you will not have a battery backup should there be a power failure. 11.2. INTELLICAB DRAWER REMOVAL It is unlikely that IntelliCab users will ever need to remove or reinstall the cabinets IntelliDrawers. Never move or relocate an IntelliCab without first calling GSL customer service for proper moving instructions. Moving an IntelliCab may void your warranty with GSL Solutions. Should the need to remove and reinstall the drawers arise, follow the following steps. The tools needed to complete this task include:
Standard screwdriver Small level Step 1. To remove the drawers, start with the drawer on the left side of the cabinet, and pull the drawer out of the cabinet until it stops, then push it back in slightly. At the bottom rear of the drawer, be sure to unplug the network connection, unscrew the black thumbscrew, and remove the tension plate attached to the thumbscrew before proceeding (Figure 64). Figure 64. Ethernet cable plugged in and plate screwed on (a); Ethernet cable unplugged (b). INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 71 of 103 Step 2. Locate the rubber slide extension stop (Figure 65) on the top of the drawer and pull the slide extension stop forward to release the upper slide. Push the upper slide back into the cabinet, tilt the drawer upwards and slide it out of the cabinet. of the back Step 3. You must close the locking fork at the cabinet which corresponds to the drawer you removed before you can remove the next one (see Figure 66). Place the drawer out of the way, taking care not to damage the metal work, and repeat the process for each drawer in the cabinet. Once the cabinet is in position, the drawers can be easily replaced after leveling the unit. 11.3. INTELLICAB DRAWER REPLACEMENT Figure 65. Slide extension stop. Figure 66. Locking fork. The IntelliCab System is equipped with drawer locks featuring an anti-tilt mechanism to allow only one drawer to be opened at a time. Before replacing a drawer that has been removed, make sure the locking fork (located on the inside back wall of the cabinet see Figure 66) for the drawer to be replaced is open and can accept the drawer. Step 1. To replace the drawers, you must first engage the bottom slide. Pull the bottom slide out of the cabinet and insert a screwdriver through the two holes on the side of the slide to keep the slide extended outside the cabinet. Lift the drawer and insert the edges and ears on the bottom drawer slide (Figure 67) into the guides at the front of the lower slide, and push the drawer onto the lower slide until the drawer stop is engaged (Figure 68). a b Figure 67. Ears on bottom of drawer slide. Figure 68. Insert the ears on bottom drawer glide into roller guides (a); lift drawer to clear the stop, (b). INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 72 of 103 Step 2. Tilt the drawer up slightly to clear the stop, and insert the slide extensions into the space between the slide rollers, continuing until the slide is completely engaged. Step 3. Attach the upper slide. Pull the upper slide forward until all four rollers are in the slide U-channel and push the rubber slide into place until it locks. Slowly close the drawer after inserting. Step 4. Reconnect the network cable, insert the tension plate in place, and tighten the black thumbscrew (see Figure 64). Repeat the process for each of the drawers. 11.4. ALIGN THE DRAWERS Prior to using the cabinet, each of the drawers should be aligned to ensure smooth operation. Before aligning the drawers, make sure the cabinet has been leveled and that it does not rock from side to side or from front to back. Alignment screws are located on the underside of each drawer, at the front of the bottom slide (Figure 69). These can be used to raise or lower the drawer and move it from side to side. To align the drawers, start with the drawer on the left side of the cabinet. Using a 4mm Allen wrench, loosen the side screws (Figure 69 - A), and then raise or lower the drawer as needed by tightening or loosening the vertical alignment screw (Figure 69
- B). The front face of the drawer should be adjusted to allow approximately 0.15 inch of space at the top of the drawer when it is closed. Make sure the side alignment screws remain engaged in the U-channel while aligning the drawers. When the vertical alignment is complete, adjust the horizontal alignment by tightening or loosening the horizontal alignment screws. To adjust the drawer to the right, loosen the right screw and tighten the left; to move the drawer to the left, loosen the left screw and tighten the right. When the horizontal position is correct, with approximately 0.15 inch of space on the left edge between the cabinet frame and the drawer, tighten the horizontal adjustment screws just enough to ensure that the drawer is snugly locked into position. Repeat the process for the drawer on the far right, leaving a 0.15 inch space between the right edge of the drawer and the cabinet frame, and then adjust the middle drawer(s) so that all of the drawers are spaced evenly and freely slide in and out of the cabinet. Figure 69. Horizontal and vertical alignment screws. Note: IntelliCab drawer slides are tested at the factory prior to shipment and do not require any additional lubrication. The application of any type of lubricant to the slides by the customer may impair their operation and may void your warranty. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 73 of 103 11.5. STARTING THE FAIL-OVER SERVER. See section 12.2. 11.6. FIND PRESCRIPTIONS IF THE SYSTEM GOES DOWN. See section 12. 11.7 . LOCATE FAILED RFID TAGS WITH AN ELECTRONIC CUBBY REPORT. Note: This function is designed to help you find baskets that are not being read by the IntelliCab drawer, or a basket that may have been accidentally put into the IntelliDrawer backwards (with the RFID tag facing the front). The System will light cells it thinks are empty. When an RFID tag or SmartBasket is placed in the IntelliCab, the user receives audio and visual feedback that a RFID tag or SmartBasket was read correctly. However, in a few special circumstances the RFID tag may fail to read. For example, after opening and closing the IntelliDrawer, items within the SmartBasket may shift. If the SmartBasket contains Rx materials with any foil packaging, then the RFID tag may stop reading, or the RFID tag may be weak. If this occurs the user may not know the RFID or SmartBasket is now not reading within the IntelliDrawer. To verify all RFID tags or SmartBaskets are reading properly, the following steps should be followed:
Figure 70. Inspect Drawers [Alt + F6] for correct operation. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 74 of 103 Step 1. From the main menu click on the Inspect Drawer Tab or press
[ALT+F6]. Step 2. Click on the first drawer, while holding down the left mouse button, move the mouse down until all the drawers are highlighted then release the left mouse button. Step 3. Next, simply click on Pull or press [F12] to activate a pull operation. Step 4. The light will illuminate on each cabinet with your Pick Number and Color. Authenticate yourself at the first drawer; once your number/color blinks, proceed to open the drawer. Step 5. Once the drawer is opened, the green LED lights turn on and scroll row by row from the top to the bottom. In this mode, the lights indicate that the System believes each lit cell to be empty. Should a light flash on a cubby that has a SmartBasket located in it, the user should remove this SmartBasket. This indicates the SmartBasket may have been put in backwards or is bad and is no longer being read by the System. As mentioned above, this is most likely due to metal interference and improper loading during the coupling process. If an empty location does not light up, this could indicate a bad LED light strip beneath that cell. Step 6. Once you have verified and removed any bad SmartBaskets from the drawer, close the drawer and repeat the step for the next drawer until all drawers are verified. Step 7. If any SmartBaskets were removed, the user should place the basket on an RFID Reader and verify the basket is empty. If the SmartBasket does not read, remove all the contents of the basket and try reading again. Step 8. If the SmartBasket is reading once the contents are removed, simply couple the contents to the SmartBasket again, ensuring no foil packaging is placed near the back left side of the SmartBasket. Step 9. If the RFID tag still does not read, even when all the items have been removed, the SmartBasket should be isolated and removed from production. The contents of that basket should then be recoupled to a different SmartBasket. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 75 of 103 CHAPTER 12. SYSTEM BACKUP AND RECOVERY OVERVIEW The GSL System contains numerous methods and continuous operation with little-to-no down time of operation personnel. functions enabling At the system level, Hot Server Standby along with nightly database backups provides full system recovery options. At the IntelliCab component level, each IntelliDrawer operates as a separate functional unit. A failure of an IntelliDrawer does not affect the operation of adjacent or other IntelliDrawers. For those failures that are temporary in nature, such as a power failure, IntelliSys automatically creates a "PatientReport" every thirty minutes onto a remote server of choice, thus enabling patient lookup via paper. At the Software Client level, failure of local or attached devices such as an IntelliPad or barcode scanner are failed gracefully to other methods. If an IntelliPad fails, then the barcode scanner can be used. If the barcode scanner is also unavailable, then manual entry of information can occur. 12.1. DATABASE AND EVENT LOG BACKUP Each night at 2300 the system automatically creates a set of backup data in a Staging folder. This folder contains backups of all SQL Server databases and event log-information per DISA standards. Database backups will be saved in a rotating "last 7 days" mode, while System Event Log-information is maintained for a minimum of one year. With the information contained in the staging folder, customer provided backup utilities can safely copy this information into a central repository of backup data. 12.2. STANDBY SERVER GSL provides a Standby "Backup" server for customers purchasing Enterprise or Enterprise Plus IntelliSys. GSL has partnered with Doubletake Software, which enables real-time backup of all information from the Production Server to Standby. Upon fail-over, the Standby system will reconfigure itself as a complete "clone" of the production server, the original production server will be asked t o shutdown (if running) and the standby will reboot. Upon reboot , a complete and exact copy of all data and configuration is produced, resulting in a production system with few if any transactions lost. the 12.3. PATIENT REPORT/PDF BACKUP In case of complete system failure due to events such as power loss or network failure, the System produces an electronic Patient Report every INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 76 of 103 look -up thirty minutes. This report contains essential prescription information allowing for the discovery of Patient Name (and DOB), along with the physical location of those prescriptions within the IntelliDrawers, Oversize, and Refrigerator. It is recommended this report be placed onto a server or workstation located in a different facility than the computer room. GSL also recommends the server or PC utilize an Uninterruptible Power Supply (Battery) in case of total power failure. 12.3.1. STEPS TO LOCATING AND USING THE PATIENT REPORT. Figure 71. Using the Patient Report. Step 1. Locate the red medium-size basket labeled Customer Kit. (This basket is usually in the highest numbered Large cabinet in the bottom row). Step 2. Once inside the medium red basket, locate the patient backup report instructions which will provide the location of the patient backup report. Step 3. Once you locate the backup report, print and place near the IntelliCabs for all to use. Note: this report will be in alphabetical order by patient name. The report will also display the location of the SmartBasket and the number of Rxs contained within the IntelliCabs. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 77 of 103 Step 4. Identify the patient on the report, identify the IntelliCab, open the drawer and identify the location of the basket(s). Example: patient name is John Doe and the location identified is W0120. The user will go to the drawer labeled 100-219. Once opened, locate cubby number 120 (see Figures 72a and 72b). Figure 72a and 72b. Locating the drawer and cubby containing the Patient Report example from Step 4. Step 5. Once the SmartBasket is removed from the system, you will need to annotate the removal on the patient report by signing or initialing by the patients name. 12.3.2. STEPS TO UPDATE THE SYSTEM ONCE ALL INTELLICABS ARE BACK ONLINE. Step1. The IntelliSys application will display yellow alerts stating SmartBaskets are removed without authorization. Step 2. Click the [F2] function key. You will see a list of SmartBaskets that were removed from the system. These will be listed first. Step 3. Click on the first item; the item details will be displayed on the right side of the screen. Verify the item is checked or initialed on the patient report as being removed. Step 4. If the item was identified as being dispensed, simply click on the pull button or press [F12]. This will update the system to identify the Rx as being dispensed from the IntelliSys. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 78 of 103 Step 5. Repeat process for each item. If an item is displayed in IntelliSys as removed but is not on the patient report; the supervisor must investigate further to determine the status. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 79 of 103 12.4. DEVICE FAILURE AND RECOVERY OPERATION 12.4.1. INTELLIPAD AND COMPONENTS The GSL IntelliPad consists of several components:
1. RFID Reader a. Low voltage power supply b. Standard RJ 45 Ethernet cable 2. RFID Antenna 3. Coaxial Cable The RFID Reader to communicate to the IntelliSys application. This component is programmed at the factory with an IP address, MAC Address, used is and Subnet Mask. Figure 73. Front of RFID Reader with Ethernet cable. the device The front of the RFID Reader displays 2 LEDs: one Red and one Green. The Red LED indicates is connected to the network via the RJ 45 Ethernet cable. This LED consistently flashes when is the communicating the network. The Green LED indicates the RFID Reader is receiving power. This light should not flash (Figure 74). Reader RFID with Figure 74. RFID Reader with front LEDs. The RFID Antenna is a plastic black box with one coaxial connector on one end and is usually mounted underneath the countertop. The Antenna reads the GSL RFID tag placed near it and sends the information to the RFID Reader. There are no serviceable parts within the RFID Antenna. The Coaxial Cable is used to connect the RFID Reader with the RFID Antenna. This cable simply twists a quarter turn clockwise and locks in place at the RFID Antenna (There is only one place the cable will connect). The other end of the cable is connected the same way; however, there are several connectors on the RFID Reader. The Coaxial Cable is always connected to the connector furthest INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 80 of 103 from the power and Ethernet connection (Figure 75). The Coaxial Cable should be run in a way that it does not coil or hang freely under the counter. A zigzag pattern usually works best in reducing interference. IntelliPad troubleshooting When the and components, you should always check the two LEDs, the Coaxial Cable connections, the route of the cable, and for any metal objects near any of the components. Metal objects will cause interference and may reduce the ability of the IntelliPad to read. Also, IntelliPad has no the user-level serviceable parts. Figure 75. Coaxial Cable is attached to connector on left side. 12.4.2. INTELLIPAD FAILURE An IntelliPad offers very fast electronic reading of SmartBaskets or RFID Badges by simply placing the item on the counter over the reader. If an IntelliPad fails for any reason, including power fail, network fail or device failure, the System will alarm and indicate which IntelliPad has failed. During the failure, normal system functions can occur via use of the barcode scanner. Every SmartBasket and SmartBadge contains a barcode specifically for this purpose. 12.4.2.1. INTELLIPAD FAILURE ENTRY [F1] SCREEN With the IntelliPad unavailable, simply scan each prescription into the SmartBasket. After the last RX has been scanned, scan the barcode on front of the SmartBasket. If a barcode scanner is unavailable, manually type each RX into the RX/PatientName field and depress either [TAB] or [ENTER]. After the last RX is entered, click on the LOCATION field and then manually enter the 3 character SmartBasket I.D. into this field, then depress [ENTER]. In order to view basket contents on the ENTRY [F1] screen, use the barcode scanner and scan the barcode on the front of the SmartBasket. If a barcode scanner is unavailable; Click on the LOCATION field and then INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 81 of 103 enter the 3 character SmartBasket I.D. into this field, then depress
[ENTER]. In order to clear the entry screen and ready for the next operation, switch screens to the Search Screen, AND THEN back to the ENTRY [F1]
Screen. 12.4.2.2. INTELLIPAD FAILURE - LOGIN SCREEN If an IntelliPad is unavailable, use the barcode scanner to scan the SmartBadge. If a barcode scanner is unavailable, manually enter the 3-
character Badge I.D., followed by username and password. 12.4.3. SCANNER FAILURE A wireless Bluetooth scanners battery may not hold a charge after two to three years, in which case the battery will need to be replaced (contact GSL Solutions for service). However, the scanner will still operate while on the cradle. When a barcode scanner is unavailable, then manual data entry can be used. Note that if there are multiple wireless scanners at a site, they are programmed specific to their respective cradles. First make sure that the wireless scanner is matched with its paired cradle. 12.4.4. SCANNER FAILURE- ENTRY SCREEN If a barcode scanner is unavailable, manually type each Rx into the Rx/PatientName field and depress either [TAB] or [ENTER]. After the last Rx is entered, click on the LOCATION field and then manually enter the 3 character SmartBasket I.D. into this field, then press [ENTER]. To view basket contents on the ENTRY [F1] screen, use the barcode scanner and scan the barcode on the front of the SmartBasket. If a barcode scanner is unavailable, click on the LOCATION field and then enter the 3-character SmartBasket I.D. into this field, then press
[ENTER]. To clear the entry screen and prepare for the next operation, switch screens to the Search Screen, then back to the ENTRY [F1] Screen. 12.4.5. SCANNER FAILURE LOG-IN SCREEN If a barcode scanner is unavailable, manually enter the 3-character Badge I.D., followed by username and password. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 82 of 103 12.4.6. SCANNER FAILURE - SEARCH SCREEN If a barcode scanner is unavailable for patient lookup, click on the column headers such as PCode, LastName then manually enter the appropriat e patient information for lookup and search. 12.4.7. INTELLIDRAWER FAILURE Each IntelliDrawer operates as an independent unit and failure of any one (or more) drawers will not affect operation of other IntelliDraw ers. The System offers provisions to file and find prescriptions stored within drawers that are offline or failed, thus allowing degraded but normal operation to occur. If an IntelliDrawer fails to respond, a warning screen may appear. Figure 76. IntelliDrawer failed to respond. In the event an IntelliDrawer experiences failure, two choices of continued operation are available: Swap Baskets or Use Drawer in Offline Mode. 12.4.8. SWAP BASKETS. Swapping baskets to other operating drawers is standard practice when an IntelliDrawer fails. Step 1. Set IntelliDrawer to Offline. Using the Admin Tab, System Status Sub-Tab, locate the failed drawer, click Offline, then INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 83 of 103 click on the YES button, or press the [Y] key on the keyboard, to bring the drawer into an offline condition. Once offline, the drawer will not attempt to electronically scan for SmartBasket insertion or removal. Step 2. Using the INSPECT screen, highlight all the baskets contained in the drawer just taken offline. Step 3. Press [F12] to initiate an Inspect Pull of all baskets in the IntelliDrawer. Step 4. Click on Confirm Pull which will indicate to the System all baskets are now out of the drawer. Step 5. Re-file the SmartBaskets just removed into any other IntelliDrawers. Step 6. Place a note on the failed IntelliDrawer indicating a DoNotUse condition to prevent anyone from filing new SmartBaskets into this drawer. Step 7. Contact GSL and follow the instructions to troubleshoot the failure 24/7 Support Line: 866.477.2682 12.4.9. USE DRAWER IN OFFLINE MODE. IntelliDrawers may also be used in Offline mode. In this mode, SmartBaskets can be the drawer, and new SmartBaskets can be filed within the drawer. removed from Set IntelliDrawer to Offline. Using the Admin Tab and the System Status Sub-Tab, locate the failed drawer, click Offline, then click on the YES button, or press the [Y] key on the keyboard, to bring the drawer into an offline condition. Once offline, the drawer will not attempt to electronically scan for SmartBasket insertion or removal. 12.4.9.1. SEARCHING FOR PATIENT PRESCRIPTIONS IN OFFLINE INTELLIDRAWERS When searching for patient prescriptions in offline mode, perform normal lookup functions via the SEARCH [F2] Screen. When the pick is initiated, there will be no lights to guide or follow and the system will follow the same procedure as if an Oversize item was selected. Step 1. Lookup patient per normal methods and perform a pick operation. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 84 of 103 Step 2. Note the location(s) of the prescriptions on the screen. For those prescriptions located within an IntelliDrawer that is offline, the System will indicate this will be a manual pick operation. Step 3. Use the pick information and locate the SmartBasket within the drawer and remove. Step 4. Bring the SmartBaskets back and then use the barcode scanner to scan each basket to verify the proper basket was retrieved. 12.4.9.2. FILING SMARTBASKETS INTO OFFLINE INTELLIDRAWERS If multiple drawers are not working, or an entire IntelliCab is down, check the UPS (battery backup), and check the connections from the UPS to the IntelliCab. Filing SmartBaskets into offline IntelliDrawers can be performed using the wireless scanner provided with the system. GSL recommends you use a PC that is located close to the IntelliDrawers with an associated wireless scanner. For each SmartBasket to be filed, first scan the barcode located on the front of the basket. Then place the SmartBasket into a cell and scan the barcode for that location. Listen for the "happy chirp" tone to be emitted from the PC for each operation. When normal IntelliDrawer operation resumes, the system will check the location of all the SmartBaskets within the drawer and will automatically adjust for any discrepancies. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 85 of 103 CHAPTER 13. SUPPORT AND WARRANTY 13.1. ABOUT GSL SOLUTIONS, INC GSL Solutions, Inc. designs and produces a variety of storage and tracking products specifically designed for retail pharmacies will-call operations. Headquartered in Vancouver, Washington, the Companys Will-Call Storage and Retrieval System cabinets and associated hardware and software components improve safety and compliance, streamline workflow, and increase the efficiency of your pharmacy operations. 13.2. WARRANTY DISCLAIMER OF LIABILITY IMPLIED WARRANTIES AND LIMITATION OF GSL Solutions, Inc. warrants that the Will-Call Storage System delivered by GSL Solutions, Inc. will be of the kind and quality described in the order or contract and will be free of defects in workmanship or material. Should any failure to conform to this warranty appear within 1 (one) year of purchase, GSL Solutions, Inc. shall, on notification, correct such non-conformity, including non-
conformance with the specifications, at its option, either by repairing any defective part or parts, or by making available a repaired or replacement part. For military bases outside the United States, GSL Solutions, Inc.s obligation under this warranty shall not include any transportation charges or costs of installation. Any improper use, operation beyond capacity, substitution of parts not approved by GSL Solutions, Inc., or any alteration or repair by others in such manner that in GSL Solutions, Inc.s judgment affects the product materially and adversely shall void this warranty. GSL Solutions, Inc., makes no other warranty, expressed or implied, as to any matter whatsoever including, without limitations, the design or condition of the equipment, its merchantability or its fitness or capacity or durability for any particular purpose, the quality of the material or workmanship of the equipment or the conformity of the equipment to the provisions and specifications of any purchase order or orders relating thereto. GSL Solutions, Inc. shall have no liability for any claim, loss or damage caused or alleged to be caused directly, indirectly, incidentally or consequentially by the equipment or software, or by any inadequacy thereof or deficiency or defect therein, by any incident whatsoever in connection therewith, arising in strict liability, negligence or otherwise. Correction of non-conformities, in the manner and for the period of time provided above, shall constitute fulfillment of all liabilities of GSL Solutions, Inc. to its customer, whether based on contract, negligence or otherwise, with respect to, or arising out of, such equipment. Neither GSL Solutions, Inc. nor its customer shall be liable for special, indirect or consequential damages, or damages due to delay. The remedies set forth in this Section are exclusive, and are the limits of any liability of GSL Solutions, Inc., with respect to any contract or sale or INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 86 of 103 anything done in connection therewith, whether in contract, in tort, or under any warranty. 13.3. HELP DESK 24/7 Support Line: 866.477.2682 Email: support@gslcorp.com Corporate Address:
GSL Solutions, Inc. 2414 SE 125th Ave. Vancouver, WA 98683 INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 87 of 103 APPENDIX A: USER IDENTIFICATION AND ROLES GSL IntelliSys System Initial User Identification and Roles Site:
Date:
Updated:
Updated:
Updated:
Use this table for preparing the initial system configuration. Document staff and personnel access to the GSL IntelliSys System along with the various roles to which personnel may be assigned. GSL By:
Each person accessing the system must have credentials that are maintained within IntelliSys. This information is only used within IntelliSys and is not related to any other sets of information. Each of the following columns must have information defined according to the following parameters:
Login-Username Login-Password:
Recommend Last Name or FirstName.LastName or F.LastName. Recommend simple initial password and allow person to change during training. Note: Password complexity is site specific. Depending on Site Security policies, the passwords may be relatively simple or complex. First Name Last Name Role Information used only within IntelliSys. May be used in reports. Information used only within IntelliSys. May be used in reports. Consider shift operations when assigning roles. Recommend at least one person per shift have supervisor privileges so alarms can be acknowledged. ROLE DESCRIPTIONS Administrator RPh Supervisor Operator Vault Tech Access to all configurable settings within the Will-Call Client. Can add/disable system users, define security badges, place IntelliDrawers Online / Offline. Includes all functions within the RPh, Supervisor and Operator Roles. Essentially equivalent to Supervisor Role. Future use for Pharmacist verification of patient Rx (new prescriptions). Ability to acknowledge system alarms such as "Unauthorized Basket Removal."
Includes all functions available within the Operator Role. Can perform all normal operational functions within IntelliSys, such as Linking, Searching, Return to Stock (Non-Compliance), Put-away of prescriptions, and Retrieving Prescriptions. The Vault Tech role is a secondary role that can be given to any user. This role allows the pharmacy to define drugs that are controlled and gives the Vault Tech special access to controlled substances. Only the Vault Tech can perform non-compliance on drugs deemed to be controlled. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 88 of 103 LOGIN
PASSWORD LOGIN-
USERNAME GSL Example 1234 FIRST NAME LAST NAME ROLE Tericia Nelson Supervisor Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator Operator INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 89 of 103 APPENDIX B: INSTALLATION OF GSL WILL-CALL CLIENT APPLICATION
(WCC) B.1. INFORMATION NEEDED FOR INSTALLATION The following information is required for installation:
Name of the computer on which the WCC will be installed. Computer name or IP address of Server. WCC software location (e.g. CD or server share) Installation Specific Password (see internal documentation). The following software is required for installation:
Operating System:
o Windows 7 (32 bit and 64 bit) o Win XP SP2 o Windows VISTA SP1 o Windows 2003 o Windows 2000 Microsoft .Net Framework 2.0 SPI B.1.1. PREPARING TO INSTALL THE GSL WILL-CALL CLIENT B.1.1.1. Obtain the WCC software via CD or server share. The installation file is labeled ClickOnceClientSetup.msi B.1.1.2. Ensure the Installation account has Administrator rights and privileges. B.1.1.3. Launch the ClickOnceClientSetup.MSI installer. A security warning will pop up indicating the installer is unsigned. Click Run to proceed with installation:
INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 90 of 103 B.2. INSTALLATION PROCEDURES FOR THE GSL WILL-CALL CLIENT SOFTWARE B.2.1. The GSL Installation Wizard splash screen will appear following the security warning. Click Next to proceed. B.2.2. Choose the folder where you want to install the client. It is recommended you use the default folder settings. Click Next to proceed. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 91 of 103 B.2.3. Confirm you want to install the software. Click Next to proceed. B.2.4. The installation progress screen will appear. Please wait to supply configuration information. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 92 of 103 B.2.5. To complete the installation process, final configuration information. The next screen allows for multiple server targets. For each GSL IntelliSys System, please provide the server name or IP Address. For testing purposes, pressing the Ping button will confirm that access to the server is available. the user must supply B.2.6. Server information is supplied in two columns: Server Name and Server Friendly Name. Server Name refers to the IP Address or Computer Name of the IntelliSys Server. Server Friendly Name can be associated with the server and will be the name displayed at the top of the WCC Window in a multi-System deployment. B.2.7. When the information is complete, click OK. B.2.8. A password was created when the server was initially configured. This password must be used for the initial connection between the WCC applications and the server. On the Specify GSL Broker Account Password screen, please enter the password and password verification. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 93 of 103 B.2.9. The final next screen will appear to indicate the successful installation of the WCC application. CONFIGURE THE WCC APPLICATION ON THE SERVER B.3. B.3.1. SECURITY OF CONNECTION. Security established between the WCC application and IntelliSys server consists of:
Password-protected initial communication. Secure encrypted communication. WCC configuration on IntelliSys server. B.3.2. ACCESS THE INTELLISYS SYSTEM. B.3.2.1. B.3.2.2. B.3.2.3. Login to the IntelliSys server (with Administrator privileges). Launch the Configurator application. Click Start -> All Programs -> GSL Will-Call Serve -> GSL Will-Call Server Configurator. B.3.3. Select the Location Server configuration level located on the left panel. Click on Create Subcomponent. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 94 of 103 B.3.4. The next window allows configuration of the WCC Application. Click on the Will-Call Client check box. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 95 of 103 B.3.5.1. Note the phrase ClientComputer1 is highlighted. B.3.5.2. Replace the highlighted text with the name of the PC where the WCC uses AMEDWKESN01111. installed. example was The B.3.5.3. Highlight the entire name:
(e.g., AMEDWKESN01111_Will-CallClient_Service) and paste into the Friendly Name field. B.3.5.4. Click OK. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 96 of 103 B.3.5.5. Notice that a new node is now present under the node location Server and is called {MachineName}_Will-CallClient_Service. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 97 of 103 B.3.6. The next step is to create the Workstation and optional IntelliPad and scanner components. B.3.6.1. Click on the Workstation Button, then click OK. The Configurator window will appear with Component Details pane. B.3.6.2. De-select the FinalVerificationWork checkbox and click Apply. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 98 of 103 B.4. OPTIONAL SCANNER AND INTELLIPAD CONFIGURATION B.4.1. For each desired component, click on the MachineName}_Will-
CallClient_Service Node, then click on Create Subcomponent. B.4.2. To add a scanner, click on Scanner, then OK. Configure the settings for the Barcode scanner. Once the settings are complete, click on Apply. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 99 of 103 B.4.3. To add an IntelliPad, click on RfidPad, then OK. Enter the name of the IntelliPad (e.g., Coupling Station A). Enter the IP Address of the IntelliPad. Click on Apply. B.4.4. Test the client for access and Scanner/IntelliPad functions. INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 100 of 103 APPENDIX C: GSL SOLUTIONS WILL-CALL INTELLICAB SYSTEM OVERVIEW SYSTEM OVERVIEW INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 101 of 103 INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 102 of 103 INTELLICAB USER MANUAL GSL-ISUM-02.0-RETAIL October 2011 2011 GSL Solutions, Inc. Page 103 of 103
| frequency | equipment class | purpose | ||
|---|---|---|---|---|
| 1 | 2012-02-14 | 13.56 ~ 13.56 | DXX - Part 15 Low Power Communication Device Transmitter | Original Equipment |
| app s | Applicant Information | |||||
|---|---|---|---|---|---|---|
| 1 | Effective |
2012-02-14
|
||||
| 1 | Applicant's complete, legal business name |
GSL Solutions, Inc.
|
||||
| 1 | FCC Registration Number (FRN) |
0021353487
|
||||
| 1 | Physical Address |
2414 SE 125th Ave
|
||||
| 1 |
Vancouver, Washington 98683
|
|||||
| 1 |
United States
|
|||||
| app s | TCB Information | |||||
| 1 | TCB Application Email Address |
d******@nwemc.com
|
||||
| 1 | TCB Scope |
A1: Low Power Transmitters below 1 GHz (except Spread Spectrum), Unintentional Radiators, EAS (Part 11) & Consumer ISM devices
|
||||
| app s | FCC ID | |||||
| 1 | Grantee Code |
A6K
|
||||
| 1 | Equipment Product Code |
ICABR01
|
||||
| app s | Person at the applicant's address to receive grant or for contact | |||||
| 1 | Name |
S****** A**** G********
|
||||
| 1 | Title |
CTO
|
||||
| 1 | Telephone Number |
360 8********
|
||||
| 1 | Fax Number |
360 3********
|
||||
| 1 |
s******@gslcorp.com
|
|||||
| app s | Technical Contact | |||||
| n/a | ||||||
| app s | Non Technical Contact | |||||
| n/a | ||||||
| app s | Confidentiality (long or short term) | |||||
| 1 | Does this application include a request for confidentiality for any portion(s) of the data contained in this application pursuant to 47 CFR § 0.459 of the Commission Rules?: | Yes | ||||
| 1 | Long-Term Confidentiality Does this application include a request for confidentiality for any portion(s) of the data contained in this application pursuant to 47 CFR § 0.459 of the Commission Rules?: | No | ||||
| if no date is supplied, the release date will be set to 45 calendar days past the date of grant. | ||||||
| app s | Cognitive Radio & Software Defined Radio, Class, etc | |||||
| 1 | Is this application for software defined/cognitive radio authorization? | No | ||||
| 1 | Equipment Class | DXX - Part 15 Low Power Communication Device Transmitter | ||||
| 1 | Description of product as it is marketed: (NOTE: This text will appear below the equipment class on the grant) | INTCV01 | ||||
| 1 | Related OET KnowledgeDataBase Inquiry: Is there a KDB inquiry associated with this application? | No | ||||
| 1 | Modular Equipment Type | Does not apply | ||||
| 1 | Purpose / Application is for | Original Equipment | ||||
| 1 | Composite Equipment: Is the equipment in this application a composite device subject to an additional equipment authorization? | No | ||||
| 1 | Related Equipment: Is the equipment in this application part of a system that operates with, or is marketed with, another device that requires an equipment authorization? | No | ||||
| 1 | Is there an equipment authorization waiver associated with this application? | No | ||||
| 1 | If there is an equipment authorization waiver associated with this application, has the associated waiver been approved and all information uploaded? | No | ||||
| app s | Test Firm Name and Contact Information | |||||
| 1 | Firm Name |
Northwest EMC, Inc.
|
||||
| 1 | Name |
G**** K****
|
||||
| 1 | Telephone Number |
503-8********
|
||||
| 1 | Fax Number |
503-8********
|
||||
| 1 |
g******@nwemc.com
|
|||||
| Equipment Specifications | |||||||||||||||||||||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Line | Rule Parts | Grant Notes | Lower Frequency | Upper Frequency | Power Output | Tolerance | Emission Designator | Microprocessor Number | |||||||||||||||||||||||||||||||||
| 1 | 1 | 15C | 13.56000000 | 13.56000000 | |||||||||||||||||||||||||||||||||||||
some individual PII (Personally Identifiable Information) available on the public forms may be redacted, original source may include additional details
This product uses the FCC Data API but is not endorsed or certified by the FCC