Patient Safety Checks

Safeguard against dispensing vaccines to patients with information that may not be

compatible. Available on AcccuVax ES Model.

 

AccuVax® Vaccine Management System is pleased to introduce our latest feature , Patient

Safety Checks . This exclusive feature for AccuVax ES incorporates automated safety checks,

giving providers peace of mind that the right vaccines dispense for each patient.

 

Upon feature activation, Patient Safety Checks appear at the AccuVax ES at the time of dispense

when there is a conflict with the patient's information and:

  •  Vaccine’s licensed minimum/maximum age or gender
  •  Vaccine’s minimum dose interval
  •  Dose series count maximum
  •  Duplicate vaccines
  •  Missing suggested schedule vaccines

 

New Tools Included in AccuVax ES Patient Safety Checks

AccuVax ES Cautions

Visual caution messaging when a drug

may not be compatible with the patient

When a patient is missing vaccines

typically given at their age range,

cautions provide an option to dispense

the missing vaccine(s)

 

MyAccuVax.com

Monitor Patient Safety Checks

occurrences and outcomes

Manage suggested vaccine

schedule by disease and age

range

 

 

Value of Patient Safety Checks

Patient Safety Checks improve practices' adherence to routine and seasonal vaccine schedules.

Compliance with vaccines' licensed age and gender, interval times, and dose counts is made

simple with automated checks at dispense time. A complete audit trail is accessible at the

MyAccuVax portal, showing each user interaction with all cautions.

 

Overview of Patient Safety Checks

When one or more doses in a dispense contain conflicting attributes with the patient's

information, AccuVax ES Patient Safety Checks appear. The user at the AccuVax selects how to

proceed, and all actions are accessible for review in the Patient Safety Report(s) in the

MyAccuVax Portal.

 

Types

Graphical user interface, application, chat or text message Description automatically generatedAccuVax ES displays the following caution

types:

  •  Age
  •  Gender
  •  Too Close
  •  Too Many
  •  Duplicate
  •  Schedule
  •  Multiple

 

Age Cautions

Age cautions appear at the AccuVax

when a patient's date of birth is out of

the range with a vaccine's licensed age

guidelines.

 

For example, when:

  •  Hib vaccine ActHIB® has a licensed minimum age of 6 years
  •  A patient is 5 years old and is assigned to a dispense of ActHIB®

 

These conditions will result in an Age Caution when attempting to dispense ActHIB®.

 

These types of age cautions are possible:

  •  Maximum Age Exceeded : A vaccine has a licensed maximum age that is less than the age of the patient
  •  Minimum Age Not Met : A vaccine has a licensed minimum age that is more than the age of the patient

 

When either type of age check is displayed, these options display:

  •  Do Not Dispense : This option removes the vaccine from the dispense.
  •  Override Caution: This option prompts input for the reasoning of overriding the caution.

 

 

 

 

 

 

 

 

 









 

 

 

 

 

 

 

 

 

 

 

 

Once completed, this overrides the caution and dispenses the vaccine, even though its

licensed use is outside the range of the patient's age. The reason is required.

 

Gender Cautions

Gender Cautions appear when a patient's gender is different from the vaccine's licensed

guidelines.

 

When a Gender Check is displayed, the user has these options:

  •  Do Not Dispense : This option removes the vaccine from the dispense.
  •  Override Caution: This option prompts input for the reasoning of overriding the caution. Once completed, this overrides the caution and dispenses the vaccine even though its licensed gender use is not that of the patient's.

 

Too Close Cautions

Too Close Cautions are shown when less than the minimum interval dosing time has elapsed

between doses for a vaccine.

 

For example, when:

  •  Hepatitis A has a minimum dose interval of 6 months
  •  A patient received a dose of Hepatitis A at an AccuVax less than 6 months ago from today
  •  The same patient has a dispense including a dose of Hepatitis A
  •  

These conditions will result in a Too Close Caution when attempting to dispense Hepatitis A.

 

When a Too Close Caution is displayed, these options display:

  •  Do Not Dispense : This option removes the vaccine from the dispense.
  • Override Caution: This option prompts input for the reasoning of overriding the caution.
  • Once completed, this overrides the caution and dispenses the vaccine, even though the time elapsed since the last dispense is less than the minimum internal for dosing

 

Too Many Cautions

Too Many Cautions are shown when a patient has a previous dispense(s) at an AccuVax

reaching the maximum dose count for the vaccine.

 

For example, when:

  •  DTaP has a maximum dose count of 5
  •  A patient has previously been administered 5 doses of DTaP at an AccuVax
  •  Today their dispense includes 1 dose of DTaP

 

These conditions will result in a Too Many Caution when attempting to dispense the 6th dose of

DTaP since DTaP has a maximum dose of 5.

 

When a Too Many Caution is displayed, these options display:

  •  Do Not Dispense : This option removes the vaccine from the dispense.
  •  Override Caution: This option prompts input for the reasoning of overriding the caution.

Once completed, this overrides the caution and dispenses the vaccine, even though the time elapsed since the last dispense is less than the minimum internal for dosing.

 

Duplicate Cautions

Duplicate Cautions display when a

patient has vaccines within the current

dispense that are the same vaccine or

have crossover within the same vaccine

disease group.

 

For example, when a patient dispense

contains:

  •  One dose of Daptacel® (DTaP)
  •  One dose of Kinrix® (DTaP + IPV) and one dose of Daptacel® (DTaP)

 

These conditions will result in a Duplicate Caution since both doses include DTaP.

 

When a Duplicate Caution is displayed, these options display:

  •  Do Not Dispense : This option removes the vaccine from the dispense.
  •  Override Caution: This option prompts input for the reasoning of overriding the caution.

 

Once completed, this overrides the caution and dispenses the vaccine, even though

there are vaccine/disease group duplicates.

 

Schedule Cautions

Schedule Cautions display when a patient is missing a dose of a vaccine routinely suggested for

their age.

 

For example, when:

  •  A patient 15 months old
  •  The patient has a dispense of DTaP
  •  The Suggested Schedule recommends DTaP and Hib at 15 months to 19 months of age

 

Schedule cautions trigger based off of Suggested Patient Schedules. The Pediatric and Adult

Suggested Schedules are pre-populated with the CDC's suggested schedules and are configurable in the MyAccuVax portal.

 

When a Schedule Caution is

displayed, these options display:

  •  Override and Add : This

option adds the vaccine that

is missing from the dispense

but is part of the suggested

schedule if it is in stock at the

AccuVax

  •  Do Not Add: This option

continues the dispense, even

though the patient's age is

within the range of a disease

group on the Suggested

patient Schedule.

 

Multiple Cautions

If a dispense is associated with multiple types of cautions, a Multiple badge is shown on the

vaccine. To review Multiple cautions:

 

1. Select Review Cautions

2. Select the desired action on each subsequent caution message until all cautions are

cleared.

Note: To scroll through the cautions without acting upon each message, tap the circles above

the buttons, or by swipe the screen with your finger.

 

Patient Safety Checks and Cautions Report

All dispenses at the AccuVax ES triggering safety-related cautions appear in the Safety Checks

and Cautions Report . This report is accessible to view for a specific location, or across all

locations.

 

How to Access the Safety Checks and Cautions Report

View Report for a Specific Location

Log into the MyAccuVax portal and follow these steps to view the Safety Checks and Cautions

Report for a location’s dispenses:

1. Select a Location from the location picker on the left side of the screen.

2. Select Patients from the top navigation menu

3. Select the Safety Tab

 

View Report for All Locations

Log into the MyAccuVax portal and follow these steps to view the Safety Checks and Cautions

Report for all of your locations’ dispenses ( Note: Your account must have the Enterprise feature

enabled to view this report ) :

1. Select All from the location picker on the left side of the screen.

2. Select Patients from the top navigation menu

3. Select the Safety Tab

Safety Checks and Cautions Report Contents

 

 

All location and account-wide Safety Checks and Cautions Reports contain the same content,

including:

  •  Date : Date and time of when the safety check was shown on the AccuVax ES
  •  MRN : Medical Record Number of the patient associated with the dispense that

triggered the caution

  •  Patient : First and last name of the patient associated with the dispense
  •  DOB : Patient’s date of birth
  •  Vaccine/Dosage : Vaccine, brand, and dosage of the dispense that triggered the caution
  •  User : User logged into the AccuVax ES when the caution was displayed
  •  Caution : Type of caution shown to the user
  •  Action Taken : Action taken by the user logged into the AccuVax ES when the caution displayed

 

Safety Checks and Cautions Report Details

 

Selecting View Details from the Safety Report

displays information about the Caution as follows:

 

Patient Information

  •  Patient First & Last Name
  •  Patient MID
  •  Patient DOB

 

Caution Info

  •  Caution Type
  •  Caution Details: More information about why the caution was triggered
  •  Action Taken
  •  Notes : Notes entered by the user logged in at the AccuVax during the caution

 

Dispense Details

  •  Dispense Time
  •  User
  •  Vaccine (Brand)
  •  Dosage (if applicable)
  •  Lot/Exp (if applicable)
  •  Program
  •  AccuVax Name

 

How to Filter the Safety Checks and Cautions Report

To filter the report results, choose from the following features.

 

 

Search Field

Type a patient’s first name, last name, or

MRN into the search field to filter the

report’s results to contain the content

entered..

 

Date Picker

Select a start and end date to view report

results from a specified timeframe you

choose.

 

Advanced Filters

Select + Filters from the filter section to

open the advanced filter options, which

include:

  •  MRN
  •  Patient Name
  •  User
  •  Caution Types
  •  Interaction Results

 

How to Print and Export the Safety Checks and Cautions

Report

 

Select the Print button above the report content to create a printed version of

the currently displayed report.

 

Select the Export button above the report content to create a comma-separated

values (CSV) export. The export will include the details of the transactions.

 

Suggested Patient Schedules

With the Patient Safety feature, your account is associated with a default Pediatric and Adult

suggested schedule. You also have access to view these schedules and configure them to match

your practice’s vaccine schedule. The default is based on the ACIP schedule.

 

This is used to provide schedule cautions previously mentioned.

 

How to View Suggested Patient Schedules

Log into the MyAccuVax portal and follow these steps to view your account’s Suggested

Schedules:

 

1. Select the Settings icon in the upper right of the portal screen

2. Select the Patients icon

 

The first tab displayed will be the Pediatric Schedule in View mode. The second tab displays the

Suggested Adult Schedule when selected.

 

How to Interpret Suggested Schedules

Suggested Schedules have Disease Groups as rows, and Age Ranges as columns. When a

Disease Group is selected (with a checkmark) for an Age Range on the suggested schedule, it

indicates rules are in effect on the AccuVax ES.

 

When the disease schedule rule is activated, if a patient is receiving dispense and:

  •  Their age range falls on or after the Start Date and before the End Date of the Age

Range activated for the Disease Group

  •  They have not received a dispense of the dose containing the Disease Group within the Age Range at an AccuVax

The AccuVax displays a caution and suggests adding a vaccine fulfilling the Disease Group

category for the Age Range on the schedule if it is in inventory.

 

How to Edit a Suggested Schedule

After logging in and selecting Patients from the Settings Menu, stay on the Pediatric Schedule

tab (or select the Adult Schedule tab next to it). Then:

1. Select the Edit Schedule button.

2. Select which Disease Groups to associate with each Age Range by checking or

unchecking the cells in the schedule. As you move your cursor over each cell, a tooltip

will appear to confirm which cell you are selecting/deselecting.

3. When the schedule appears as desired, select the Submit button.

 

How to Add an Age Column to a Suggested Schedule

After logging in and selecting Patients from the Settings Menu, stay on the Pediatric Schedule

tab (or select the Adult Schedule tab next to it), then:

1. Select the Add Age Column to Schedule button

2. Select the Starting Age from the dropdown. Patients must be at least Starting Age to be

able to receive a schedule caution.

3. Select the Ending Age from the dropdown.

  •  Ending age is not part of the Disease Group caution associated with the age range when active on the Suggested Schedule.
    1.  All ages from the Starting Age leading up to (but not including) the Ending Age are part of the Age Range in the Age Column.
    2.  For example: In an Age Range of 2 - 4 months, when a patient reaches 4 months of age, the caution is no longer be active.
  •  Ending Age is usually the same as the Starting Age of the next Age Column on the schedule.

 

Months calculate as follows:

  • Months calculate as follows:
    1.  1 month = one calendar month (e.g., Dec 1st - Jan 1st = 1 month; Feb 3rd

to March 3rd = 1 month)

  •  If the day of birth does not exist (because the anniversary month has

fewer than 31 days), the last day of the anniversary month is used.

 

  •  For example : If a Patient was born on 12/31/2019 and a Disease Group

becomes recommended starting at four months, the first eligible date a

caution would trigger for the Patient would be 4/30/2020.

4. Select the Confirm button to add the Age Column to the Suggested

Schedule.

 

How to Edit or Delete an Age Column for a Suggested Schedule

Age Columns for Age Ranges be edited on the Suggested Schedule. After logging in and

selecting Patients from the Settings Menu, stay on the Pediatric Schedule tab (or select the

Adult Schedule tab next to it), then: select the Edit link from the column to edit.

To Edit the Column: Select the updates for the Starting and Ending Ages, and select Confirm.

 

To Delete the Column: Select the Delete Age Columns and Vaccines button

 

 

Enabling Patient Safety Checks

 

The Patient Safety Checks feature is available to all AccuVax ES users. To enable at your account please

contact your local sales manager to complete these:

1. An executed Business Associates Agreement (BAA)

2. An executed TruMed Service Agreement Rev 2.0 – 01.08.2020 or execute the AccuVax Patient

Safety Checks Hold Harmless Addendum

3. Contact the TruMed Support team to turn on the feature

 

Once the these steps are completed, the patient safety checks will be available on AccuVax ES units at

all of your locations.

 

For any questions please contact support at 844-878-6331 option 2, or at support@trumedsystems.com