TruMed Systems Solutions

The multi-dose handling guide will help teach and troubleshoot workflows covering Load, Dispense, and Reload of multi-dose vials.  

Load

Loading a new multi-dose vial

Follow the usual Load steps to add a new multi-dose vial to inventory:

1. Select the Load option from the home screen
2. Select the program that the multi-dose vial belongs to
3. Scan the multi-dose vial or package
   1. NOTE: scanning the 2D barcode will include the item name, lot and expiration, scanning the 1D barcode will only include the item name.
4. Confirm the item details
5. Place the vial in the open load tray

Loading a partial multi-dose vial 

Pierced, partially used multi-dose vials can be loaded in AccuVax. Users are provided this option during the load process after capturing the multi-dose lot and expiration. Follow the steps below to load a partial multi-dose vial:

1. On the “Is this correct” screen a user can select the “Load partial vial” button, which prompts them to add the doses remaining and vial pierce date.  

1. Users enter the doses remaining and vial pierce date.

1. NOTE: AccuVax will track the multi-dose vial’s beyond use date based off when the vial was pierced.  
2. Once the details are captured the user can load the partial multi-dose vial, and AccuVax will track the inputted details going forward.

Dispense

Similar to Load, users follow the usual steps to Dispense a multi-dose vial:

1. Select Dispense
2. Select the program where the Multi-dose vial is stored
3. Note: if the AccuVax is configured in Patient or Order mode, the user will have to select a patient or order respectively before selecting a program.
4. Select the Multi-dose item
5. Confirm the Dispense
   1. NOTE: AccuVax will track the multi-dose vial’s beyond use date based off when the vial was pierced.  AccuVax will always dispense the next to expire vial, and will expire a pierced vial if it has met its beyond use date.

Reload

How to Reload a Multi-Dose Vial

The multi-dose workflow is used when drawing, returning, and tracking doses in multi-dose vials such as IPOL (polio vaccine).

1. After a multi-dose vial is dispensed from the system, a rectangular box will appear in the middle of the home screen as well as the screensaver.
   1. The box will include details of the item that was dispensed:
      1. Item name: the item name will be listed atop the box
      2. A timer counting down from X minutes: the timer is unique to the dispensed multi-dose item based on the manufacturer’s guideline (for example, IPOL has a 30-minute countdown timer). Users will receive text and/or email alerts as the timer nears zero. NOTE: When the timer hits zero the multi-dose vial will be marked as spoiled and the user will be unable to reload.
      3. Clinician name: The clinician’s name is listed in the box so that other users can see who has the vial; this way the other users can track the clinician down to see the status of the vial instead of dispensing and piercing an additional dose.

1. After you have drawn up the dose and are ready to return the vial to inventory, you can begin the multi-dose vial reload process the following ways:
   1. Via the multi-dose box: Pressing the box on the home screen brings the user to the Confirm Doses screen.
   2. Via the “Reload” section: On the Reload screen, press the “Multi-dose Return” button in the upper right. Press the button and choose the dispensed multi-dose vial that is meant to be reloaded. The user will arrive at the Confirm Doses screen.

1. The Confirm Doses screen shows the following details:
   1. Administered Doses: How many doses were administered while the multi-dose vial was dispensed and in use.
      1. Note: If a patient was selected, the user cannot go past 1 dose.
   2. Doses Remaining: How many doses are remaining in the vial; this number adjusts based on how many doses were administered and can be manually adjusted as needed.
   3. Spoiled Doses: Users can spoil doses that were drawn up and wasted.

1. Once all adjustments have been made, select “Return Multi-Dose Vial” and place the vial back in the tray when it opens. The vial will be added back into inventory with the remaining doses tracked.
   1. If the dose has been drawn into a syringe, select the “I’ve drawn a dose into a syringe” radio button and then the “Reload to Drawer” button. The system will prompt to reload the drawn syringe into the drawer, and then to reload the multi-dose vial into the tray section.  

How to Reload a drawn up multi-dose syringe

1. There are 2 means of reloading a drawn up multi-dose syringe:
   1. Via the Confirm Doses screen on vial reload: Select the “I’ve drawn a dose into a syringe” radio button at the bottom of the screen and then the “Reload to Drawer” button. The system will prompt to reload the drawn syringe into the drawer, and then to reload the multi-dose vial into the tray section afterward.  

1. Via the Reload screen: If the user has already reloaded the multi-dose vial then they can navigate to the Reload section.  
   1. In the reload section, locate the dispense card that includes the matching patient/dispense information.  
   2. Select the card and press the “Reload to Drawer” button to reload the drawn syringe to the drawer.