Order Mode

AccuShelf can integrate with electronic health record (EHR) systems, creating a one-directional or bi-directional interface for patients’ vaccine orders.  

 

One-directional EHR Interface

In a one-directional interface, users can create an order for the patient through the patient’s chart in the EHR, and that order is sent directly to the AccuShelf. 

 

Bi-directional EHR Interface

Some EHR systems have the capability of creating a bi-directional interface with the AccuShelf system. A bi-directional interface has the same capability as a one-directional interface, but with the added capability to send vaccine information back to the EHR system after the Dispense is complete. This information can include the vaccine NDC code, lot, and expiration. 

 

The Select Order screen

The Select Order screen lists the open orders available on the AccuShelf.  Users can select the order from the list, or search a longer list by entering the patient’s first name, last name, or medical record number (MRN). Alternatively, they can select the calendar icon to search via date of birth.  

In addition to selecting an order, users have the option of continuing without a patient by selecting the Continue without Patient button or dispensing via Patient Mode by selecting the Patients tab.  The patients tab will present the user with a list of all patients, and they can proceed with the Patient Mode Dispense workflow as described above.

 

Orders are sent directly to the AccuShelf from the EHR, but if a recently placed order is not appearing in the Orders list, users can press the Refresh button to display the newest orders. 

 

 

Open Orders

Open orders will display as selectable rows. Included on the row are the following details:

  • First Name
  • Last Name
  • MRN
  • Date of birth
  • Program
  • List of the ordered vaccines
  • Status: the vaccine’s inventory status
    1. Checkmark: the vaccine is in stock
    2. X: the vaccine is out of stock
    3. ?: unknown if the vaccine is in stock or out of stock  
  • Cancel button: allows users to cancel an open order

All vaccines ordered for a patient will be grouped together, and all will be dispensed at the same time once the order is selected. 

 

Out of stock orders

The open order will appear grey and cannot be selected if all vaccines on the order are out of stock. The order will be filled-in and selectable once the vaccine(s) on the order are received and back in stock on AccuShelf.  The user can also press the Cancel button to cancel the order. 

 

 

Partial Orders

Partial orders are created when there are 2 or more vaccines in on order, with at least 1 vaccine in stock and 1 vaccine out of stock.   The partial order can still be dispensed, but it will only dispense the in stock vaccine(s).  Once the dispense is completed, the order will remain on the Select Order screen as out-of-stock and no longer selectable. As described above, the user can Receive the out-of-stock vaccine into the AccuShelf inventory and dispense the order or use the Cancel button to close the order.

 

No Program orders

Some EHR systems do not send the program information with the order.  In this scenario the order will appear differently on the Select Order screen:

  • The Inventory will be listed as “Unassigned”
  • The status for each vaccine on the order will have a “?” icon (the user cannot determine stock status without a program)

 

Select program screen

Users are prompted to select the order’s program once the order is selected. 

The user is brought to the program selection screen, listing out all available programs.  Select a program to move forward to the Confirm Doses screen

 

Confirm Order Screen

The Confirm Order screen lists all vaccines on the order. The vaccine cards list the next to expire lot and expiration, amongst other vaccine details.

The user must confirm they have the correct vaccines prior to completing the dispense, and they can do so in 2 ways:

  • Scan to confirm: The user can scan the vial/pre-filled syringe/package barcode that matches the lot and expiration listed on the vaccine card
    1. The user must scan the 2D barcode in order to check for the lot/expiration match
    2. A prompt will appear onscreen warning the user that they did not scan the next to expire vaccine if they select other than what is listed
    3. Once the scan is confirmed, the checkmark will be filled-in green
    4. If the barcode is damaged and cannot be read, the user can manually confirm the vaccine
  • Manual confirm: The user can press the checkmark at the bottom of the vaccine card to confirm the correct vaccine with the matching lot and expiration is in hand
    1. Once the user presses the checkmark it will be filled-in green

 

In stock versus out-of-stock on the Confirm Order screen

In stock vaccines: 

  • Appear filled-in
  • Are selectable
  • Can be confirmed via scan or manual selection
  • Can be removed from the Dispense (via the X button)

Out-of-stock vaccines:

  • Appear greyed-out
  • Are not selectable
  • Cannot be removed from the dispense or confirmed in any way

 

Adjust with the X button

Users can remove vaccines from being dispensed on the Confirm Doses screen by pressing the red X button in the upper right portion of the vaccine card.  Pressing the red x will remove the vaccine card from the screen and it will not be dispensed to the patient.  

To note: Pressing the x on the vaccine card will remove the vaccine from the Dispense list, but it will not remove it from the order. The order will remain open on the Select Order screen with the removed vaccine listed.