General: 

  • Overview of what AS, what inventory management is, and the importance of inventory tracking 
  • Dropdown menu by clicking on the AccuShelf name 
    1. Provides Serial Number, Support contact, and internet/portal connection 

Dispense: 

Inventory Mode-without patient names added to the unit

  • Select Dispense and scan the items
    • If the item is in multiple inventories, 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 
    • Able 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 are 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 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