July 2012

Pharmacy Data Management/Drug Databases

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Course Objectives• Examine the need for complete and accurate support files in an

information system. Determine the benefits from efficient functioning and the risks associated with errors. Defend the notion that time spent configuring the drug file properly will save time and effort in other uses of the medical information system.

• Explain national standards as they relate to medications and drug files: consider ISMP recommendations for Sound Alike/Look Alike medications and abbreviations forbidden by national standards bodies such as The Joint Commission or ISMP and recommend an implementation plan.

• Recognize how an order is constructed in the system (schedule, dosage form, etc.) and the interrelationship between supporting files. Defend the reasons for the way inpatient and outpatient pharmacy quick orders are built and used.

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Technology:A Double-Edged Sword

• As pharmacy computer systems have evolved they have automated more functions and relieved the pharmacist of much mental work:• Allergy and drug interaction checks• Improved legibility of paperwork• Better record keeping• Electronic prescription transmission

• Over time people become dependent on the technology and use their clinical skills less or users with fewer clinical skills assume roles because the technology “has their back”:• Missing interactions because the computer didn’t throw a flag• Technicians assigned more complex duties using the computer

• But if the programs are not set up properly errors can result.

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Making Technology Trustworthy

• Garbage In Garbage Out• The key here is training:

• It’s important that whoever sets up and/or maintains the system is clinically and technically qualified.

• It’s important that whoever operates the system is also aware of the performance of the system and can detect errors such as missed allergies or unmatched drugs.

• It’s also important that the organization develops and implements a functional feedback mechanism so that system managers are made aware of errors found by users.

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Pharmacy Data Management

• A set of programs that configure elements used in medication orders and prescriptions:• Controls how medications are managed throughout

the entire health operation• Impacts all disciplines:

• Clerks• Technicians• Providers• Nurses• Pharmacy

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Menu Options Dosages ...Drug Enter/EditDrug Interaction Management ...Electrolyte File (IV)Lookup into Dispense Drug FileMedication Instruction File Add/EditMedication Route File Enter/EditOrderable Item Management ...Orderable Item ReportFormulary Information ReportDrug Text Enter/EditDrug Text File ReportPharmacy System Parameters EditStandard Schedule EditSynonym Enter/Edit Controlled Substances/PKI Reports…

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Drug Enter/Edit

• Some Important Fields to Populate• DEA Special Handling• VA Drug Class Code• Synonym(s) • Order Units• Dispense Units• Dispense Units per Order Unit• Dispense Unit NCPDP Code• NDC• Pricing

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Drug Enter/Edit

• Other data options inclusive with drug entry• Dosages

• Make sure they are appropriate

• Enter Package use:• Inpatient• Outpatient• Non-VA

• IV ADDITIVES or IV SOLUTIONS• Orderable item

• Schedule• Synonym(s)

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IV Additives and Solutions

• Select drug through DRUG ENTER/EDIT.• Walk through questions until this prompt:

MARK THIS DRUG AND EDIT IT FOR:Choose “I”

AN IV ITEM? Yes// (Yes)Edit Additives or Solutions:

Select one of the following: A ADDITIVES S SOLUTIONS

• Details are in the “PDM IV Additive and Solutions” PowerPoint.

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Importance of the Orderable Item

• Is what the provider sees or “orders” in EHR• Synonyms – help provider find the drug• Multiple dispense drugs typically linked to one Orderable

Item (OI):• OI = Lisinopril Tab

• Dosage form set by matching to the NDF and can’t be edited

• All Lisinopril strengths link to this OI• Is what the quick-order is built upon

• If the OI changes, the QO must be updated• What prints on the cgMAR for Inpatient

• Ambiguous orders for drugs with LPDs

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ISMP Patient Safety Guidelines

• Flagging High Risk/High Alert medications• Barring use of error-prone abbreviations• Tall Man lettering

• Uses strategically placed capital letters (Tall) to differentiate between confusing drug names

• Drug generic name, Orderable item name, Quick order display name, IV additive and IV solution print names all need to conform to guidelines

• HOWEVER, it is recommended to keep the dispense drug name in ALL CAPS at this time due to RPMS enhancements being made to accommodate these changes

• Drugs and orderable items using Tall-Man convention need a synonym in ALL CAPS

• http://ismp.org/Tools/tallmanletters.pdf

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Drug Enter/Edit

• Exercise – Enter a new drug:• Pharmacy Data Management:

• Drug Enter/Edit

• Tall-Man Naming Convention• Refer to script