General: 

  • Overview of what AS is, what inventory management is, and importance of it
  • Dropdown menu by clicking on the AccuShelf name 
    • Provides serial number, support contact, and internet connection 
    • Restart and power button found in bottom left-hand corner 
      • Restarts the AccuShelf application. Can take 5-10 mins to come back up 

Users: 

  • Select “Add User” 
  • Enter the user’s information
  • Capture fingerprint by selecting “Fingerprint Login” and accepting Confidentiality Form
    • Captured four separate times by lifting and replacing
  • Select level of access
    • Administrator
      • Confirm their email is correct for alerts and portal access
    • Loading Clinician
    • Keep both unselected if Clinician
  • Ability to add existing user from other health centers
    • Select “Add User” button
    • “Grant Access” to existing user
    • Select on the user’s name by manually selecting or searching

 

Load: 

  • Describe how to receive without an invoice and select the correct Program 
    • Continuing with an invoice is for 340B
  • Describe and show example of 1D vs. 2D barcodes
  • Show how to scan in a box of vaccines/medications using 2D barcode 
    • 2D captures the Lot/Exp for all vaccines and most medications
      • Cover other barcodes to ensure a correct scan
    • Vaccines have the 2D as another option for scanning 
  • Ability to capture multiple boxes at a time if they are in the same Program
    • Remove an item from the list by selecting the box to the left of the item
    • Using the dropdown menu in the bottom left of the screen, select “Remove Items”
    • Use the “Select” button and confirm the removal of items
  • Select item row to view the item detail card 
    • Ensure to change quantity and unit of measure when loading partial bottles and boxes
    • Enter correct Lot/Exp when not captured by the barcode
      • Red exclamation mark will show up on the row 
  • If item does not have a barcode, Custom Barcodes can be found on the AccuSite Knowledge Base
  • If an item is not recognized, AccuShelf will walk the user through steps to create the item
  • Items can be selected manually using the “Select Item Manually” button on the screen 
    • Use the search bar or “Lookup” features to find the item

 

 

 

Dispense: 

Inventory Mode-without patient names added to the unit

  • Select “Dispense” and scan the items
    • If the item is in multiple programs, select the correct one when prompted
  • Confirm the chosen items to be dispensed

Patient Mode-patient names added to the unit, medication history will be available

  • Describe the different ways of searching patients 
    • Name & MRN through search box 
    • DOB by selecting the calendar icon next to search box 
  • Select the patient from the patient list 
    • Ability to manually add the patient if they are not yet added 
    • Choose the correct Program if it is in multiple inventories 
  • Scan the items 
  • Confirm chosen items 

Order Mode-vaccines will be grouped together and will be dispensed at the same time an order is selected

  • Select the correct order/patient 
    • Order contains pt. full name, MRN, DOB, list of ordered vaccines, & vaccine status 
      • √= vaccine is in stock 
      • X= vaccine is out of stock 
      • ?= unknown if vaccine is in or out of stock 
      • Cancel button allows users to cancel an open order  
    • Not ALL EHR systems will send program info, if not listed, user will have to manually select the program once the order is selected  
  • Scan the items to be dispensed 
    • If a product is out of stock, the vaccine card will not be highlighted 
  • Confirm chosen items 

General information for all modes

  • Dependent on 2-way EMR integration, NDC and Lot/Exp (for vaccines and medications) will go over to the EMR for patient. Ensure they understand if something is removed without a patient, the information will not go over. Please check with your EMR vendor if unsure
  • If the item does not have a barcode, manually search by “Show Full Inventory” 
  • 340B requires Payor and Provider to be recorded (if enabled) 
  • A card containing a timer for return will appear for multi-dose vials 

 

Patient Safety Cautions: for vaccines only and based on CDC guidelines 

  • Select “review cautions” to address the warnings 
  • If user chooses to “override” the caution, a note must be entered 
  • User can choose to “not” dispense the vaccine 
  • Types of cautions: age, gender, too close, too many, duplicate, schedule, multiple

 

 

 

 

Return: 

  • Scan item to return 
    • Able to select the card and check manually as well 
    • Option to “Waste” for Single Dose         
  • Enter the amount being returned

 

Multi-Dose Vials

  • Select the Timecard of the Multi-dose vial 
    • Able to “Waste” one dose, entire vial, and store drawn syringe 
  • After all counts are verified, return multi-dose vial 
    • Card will turn from green to yellow to red as the vial becomes closer to expiring 
    • The last dose administered of a multi-dose vial must still be returned 

 

 

Inventory: 

View 

  • Expired, expiring soon, recalled, and low inventory all tracked 
    • Categorizes by programs 
    • Viewable by selecting the program card 
  • To “Remove” inventory, select on the desired program, and item card(s). Then select “Remove”
  • To view detailed item information, select the 3 dots on the upper left of the item card
    • Shows NDC, Lot/Exp, units of use, etc.

Reconcile

  • If the screen were to time out while reconciling inventory, the task can be continued through this tab

Manage

Transfer 

    • To send an item to another site, select “Transfer”
    • Enter the current sites name where “Site_Transfer” is located
    • Select the destination for transfer and scan the items to be sent
      • If found in multiple inventories, select the correct inventory
    • Enter any transfer notes included and “Submit” the transfer

Move 

    • Allows users to change the storage environment of Covid-19 and Monkeypox vaccines
    • Scan the Covid vaccine 
    • Select where the vaccine will be stored
    • Enter the quantity being moved
    • Confirm the move by selecting “Next”

Activity

  • All recent activity is tracked through the “Activity” section 
  • Shows what was dispensed, user, Lot/Exp., date, and timestamp 

 

 

 

 

Temperature: 

  • Displayed on the main screen 
  • Displays green when in range and red when out of range 
  • Temperature will be captured twice a day if it is TM 
    • If not captured, it will be taken automatically 
    • Displays 24-hour Min. and Max. 
    • Displays Current temperature 

Good To Know: 

  • If scanner does not work properly, unplug, and plug back in 
  • Remember to log out  
    • Unit will log then out automatically after 60 seconds of inactivity 
  • Reference the AccuShelf User Guide available on the AccuSite portal to troubleshoot user actions or for questions on the workflow