Drug Enter/Edit Fields and Definitions

IntroductionThe Drug Enter/Edit option is used to add products to the Drug File. The option combines capabilities from many other pharmacy packages into one place. This allows the Pharmacy Informaticist the capability of editing most pharmacy product parameters in one option. Additions and edits can have profound implications on Pharmacy, CPRS, and BCMA packages. No one should use the option without training. The fields required to enter a product can change based on the type of product and the previous fields entered. This document shows all fields. Before creating a product the Informaticist must know at a minimum a few basic elements. Before creating any new drug file entry, validate that the entry does not already exist. An older entry may have “ZZ” as leading character or spelled differently in other ways so also look using the VA CLASS.

Proposed product name Proposed VA Drug Class Dosage Form NDC and price if applicable Normal dosages DEA code

Keys necessary to effectively manage Drug Enter/Edit

KEY NAME DESCRIPTIONPSDMGR This key locks the supervisor portion of the Controlled Substances package. This key should be given to

the Pharmacy Package Coordinator or his/her designees. Also, any pharmacist who is allowed to build, enter, or edit CS files should be given this key.

PSAMGR The PSAMGR key is required to manually change drug balances and enter credit memo data.The PSAMGR key restricts access to the Balance Adjustments [PSA BALANCE ADJUSTMENTS], Credit Resolution [PSA CREDIT RESOLUTION], and Transfer Drugs Between Pharmacies [PSA TRANSFER options

PSJU RPH Allows users to verify and to edit active inpatient orders

PSJI MGR Locks the PSJI MGR option. Should be given to the inpatient coordinator. Allows access to the supervisor functions necessary to run the IV Medications package

PSNMGR This key will lock the following options: Allow Unmatched Drugs To Be Classed (PSNSCTCL), Re-Supply Items (PSNXACL), and Formulary Report (PSNFRMLY)

PSGWMGR This key locks the "Supervisors'" portion of the AR/WS package. The key should be given to the Inpatient Pharmacy Package Coordinator or his/her designee. Also, any Pharmacist who is allowed to build, enter, or edit AR/WS files should be given the key. The lock also controls printing of the preparation and printing of the AMIS report

PSJU MGR To be given to the Unit Dose package coordinator and/or Inpatient supervisor. Allows user to edit basic background files needed to run the Unit Dose package, and to run various management reports

PSXCMOPMGR This key controls access to the Consolidated Mail Outpatient Pharmacy site Manager's and should be assigned at the Chief of Pharmacy's discretion.

Index

To go immediately to the section of Drug Enter/Edit you are dealing with click on the heading within the indexDRUG GENERIC NAME Do you want to edit the

dosages? N//FORMULARY STATUS: AVERAGE DRUG COST PER

UNIT:DRUG NUMBER: xxx// STRENGTH: Select OI-DRUG TEXT

ENTRY:Select ELECTROLYTE:

DRUG VA CLASSIFICATION:

Select DISPENSE UNITS PER DOSE:

INACTIVE DATE: Select SYNONYM:

DRUG FSN: Do you want to edit Local Possible Dosages? N//

DAY (nD) or DOSE (nL) LIMIT:

DRUG INFORMATION:

DRUG NATIONAL DRUG CLASS:

Are you adding a new LOCAL POSSIBLE DOSAGE (the 1ST for this DRUG)? No//

MED ROUTE: Edit? NO//

DRUG LOCAL NON-FORMULARY:

PACKAGE: SCHEDULE TYPE: INACTIVATION DATE:

DRUG INACTIVE DATE: Select LOCAL POSSIBLE DOSAGE:

SCHEDULE: CONCENTRATION:

DRUG MESSAGE: STRENGTH: PATIENT INSTRUCTIONS: MESSAGE: KEEP REFRIGERATED//

DRUG RESTRICTION: DISPENSE UNITS PER DOSE:

Select SYNONYM: ADDITIVE FREQUENCY:

GENERIC NAME: PACKAGE: AN Unit Dose ITEM? No// Y (Yes)

Edit Additives or Solutions:

VA CLASSIFICATION: DOSE UNIT: CORRESPONDING OUTPATIENT DRUG:

Enter response: S

DEA, SPECIAL HDLG: NUMERIC DOSE ATC MNEMONIC: IV SOLUTIONS PRINT NAME:

DAW CODE: BCMA UNITS PER DOSE: Select WARD GROUP FOR ATC CANISTER:

PRINT NAME:

NATIONAL FORMULARY INDICATOR:

MARK THIS DRUG AND EDIT IT FOR:

ATC CANISTER: PRINT NAME {2}:

LOCAL NON-FORMULARY:

AN Outpatient Pharmacy ITEM? No//

CANISTER NUMBER GENERIC DRUG:

VISN NON-FORMULARY: CORRESPONDING INPATIENT DRUG:

AN IV ITEM? Yes// (Yes) VOLUME:

Select DRUG TEXT ENTRY: MAXIMUM DOSE PER DAY:

Edit Additives or Solutions:

Select ELECTROLYTES:

Select FORMULARY ALTERNATIVE:

LOCAL NON-FORMULARY:

Enter response: Select SYNONYM:

Select SYNONYM: NORMAL AMOUNT TO ORDER:

Select IV ADDITIVES PRINTNAME:

DRUG INFORMATION:

INTENDED USE: SOURCE OF SUPPLY: PRINT NAME: YYYYYYY// AVERAGE DRUG COST:NDC CODE: CURRENT INVENTORY: GENERIC DRUG: YYYYYYY

INJ 1G//INACTIVATION DATE:

MESSAGE: ACTION PROFILE MESSAGE (OP):

USED IN IV FLUID ORDER ENTRY:

USED IN IV FLUID ORDER ENTERY: YES//

RESTRICTION: MESSAGE: DRUG UNIT: PREMIX:FSN: QUANTITY DISPENSE NUMBER OF DAYS FOR IV INPATIENT PHARMACY

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MESSAGE: ORDER: LOCATION:NDC: OP EXTERNAL DISPENSE: USUAL IV SCHEDULE: AR/WS AMIS CATEGORY:INACTIVE DATE: Do you wish to mark to

transmit to CMOP?ADMINISTRATION TIMES: Select ITEM NUMBER:

SERVICE CODE: QUANTITY DISPENSE MESSAGE:

Select QUICK CODE: SELECT SYNONYM

WARNING LABEL: Do you wish to overwrite your local name?

QUICK CODE: INTENDED USE

ORDER UNIT: Do you wish to mark/unmark as a LAB MONITOR or CLOZAPINEDRUG?

STRENGTH: 1 GM// NDC CODE

PRICE PER ORDER UNIT: Enter response: L LAB MONITOR, CLOZAPINE

USUAL INFUSION RATE: VSN

DISPENSE UNIT: Select LAB TEST MONITOR

OTHER PRINT INFO: A Controlled Substances ITEM?

DISPENSE UNITS PER ORDER UNIT:

SPECIMEN TYPE: USUAL IV SCHEDULE: A Non-VA Med ITEM?

NCPDP DISPENSE UNIT: EACH//

MONITOR MAX DAYS: ADMINISTRATION TIMES:

NDCPD QUANTITY MULTIPLIER: 1//

Match to another Orderable Item with same Dosage Form? NO//

USUAL IV SOLUTION:

PRICE PER DISPENSE UNIT:

Create a new Orderable Item to match? YES//

MED ROUTE:

Do you wish to match/rematch to NATIONAL DRUG file? Yes//

Orderable Item Name: Select QUICK CODE:

FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTION

DRUG GENERIC NAMEHELP-PROMPT: Answer must be 1-40 characters in length. GENERIC NAME cannot be edited if entry marked for CMOP.

DESCRIPTION: This is the generic name of the drug. In addition, if this entry is marked for CMOP transmission, the generic name cannot be edited unless it is Unmarked for CMOP transmission first.

Enter the name of the medication / product. There is a field limit of 40 characters. Names are usually in all caps. The “DRUG GENERIC NAME” is equivalent to the “VA Print NAME” in NDF.

You should review similar entries in your drug file and/or National Drug File (NDF) before entering to keep the format consistent. If the product is new try looking up the product using the “Inquire to National Files” option. This will give you the VA print name, VA generic, VA class and NDC that maybe useful later.

Many sites “ZZ” products that are no longer to be used for various reasons. Once a drug entry has been used in a medication order, deleting that entry will cause a “hole”, So the drug entry remains in the Drug File, but “ZZ-ing”

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONgives the general understanding that it should not be used. ZZ-ing means editing the drug name by adding ZZ as the first two characters of the product name.

Tallman lettering may be used, but consideration must be given to difficulties in sorting the drug list, if used.

DRUG NUMBER: xxx//This is the internal entry number (IEN) of the product. The number is auto generated sequentially and should not be edited. This number may be used in BCMA for dispense drug identification. For running reports with FileMan, the IEN can be used to specify the precise dispense drug. Note that the dispense drugs with multiple strengths do not have sequential IENs unless they were entered sequentially.

DRUG VA CLASSIFICATION:HELP-PROMPT: Enter the VA Classification.DESCRIPTION: This is the VA classification for this drug.

The best way to determine a class is to look at similar products in the local or NDF. If the product is found in NDF use the NDF class. Once a product is matched to NDF this field can no longer be edited.

This field is populated when the product is matched with the NDF, but may be manually populated if the product is not yet in the NDF. An entry is required in order for Drug–Allergy & Drug-Drug Interaction checks to work.

DRUG FSN:HELP-PROMPT: Answer must be 5-20 characters in length. DESCRIPTION: This is the federal stock number of this drug

FSN = Federal Stock Number. This field is no longer used. Sites occasionally use this field as a way to mark certain products with a code. Since this field is not used there is no harm. These codes can be useful in local reports.

DRUG NATIONAL DRUG CLASS:This field will not appear at all facilities. It will be populated once a product is matched to NDF.

DRUG LOCAL NON-FORMULARY:HELP-PROMPT: Enter a '1' if this is not to appear on the formulary list. Choose from:1 N/F

DESCRIPTION: This is used to designate the drug as non-formulary.

Leave this field blank if the product is formulary locally. Enter 1 (NF) if the product is non-formulary.

Users may also want to review the VA National Formulary for additional information. The Inquire To National Files lookup also has a field titled “National Formulary Indicator”; this field is correct for medications but should not be used for supplies. The NDF is updated monthly. Therefore if there has been a recent formulary change the indicator maybe lagging in the local file.

DRUG INACTIVE DATE:HELP-PROMPT: Examples of Valid Dates: JAN 20 1957 or 20 JAN 57 or 1/20/57 or 012057 T (for TODAY), T+1 (for TOMORROW), T+2, T+7, etc.T-1 (for YESTERDAY), T-3W (for 3 WEEKS AGO), etc.

Marking product as inactive, will remove it from selection in CPRS and back door pharmacy. However active prescriptions can still be refilled, but not renewed, depending on the facility site parameters. In most case these prescriptions will need to be edited. Inactive dispense drugs are not available for selection

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTION If the year is omitted, the computer uses CURRENT YEAR. Two digit year assumes no more than 20 years in the future, or 80 years in the past. You may omit the precise day, as: JAN, 1957 Enter the date the drug became inactive.

DESCRIPTION: This is the date the drug is inactive.

for Inpatient orders, nor is it available for BCMA administration.

Facilities may change the inactive date to make products available when needed, or set the inactive date for a future date.

DRUG MESSAGE:HELP-PROMPT: ANSWER MUST BE 1-68 CHARACTERS IN LENGTH

DESCRIPTION: The message displays whenever the DISPENSE drug is displayed or selected in VISTA for outpatient orders only. In CPRS, it is displayed in the “information” box to the provider after the dosage is selected. This is purely a passive informational free text field.

Messages for pending orders appear to pharmacists on Outpatient orders only. Messages always display for pharmacists when creating new back door orders, both inpatient & outpatient. In CPRS, it is displayed in the “information” box to the provider after the dosage is selected.

It is commonly used to provide information to pharmacists and /or providers- To warn about restrictions on the drug, e.g. RESTRICTED TO PSYCHIATRY- To provide other drug information - HIGH RISK IN PREGNANT WOMEN; AVAILABLE – 30 gm TUBE

DRUG RESTRICTION:HELP-PROMPT: ENTER THE LITERAL "RESTRICTED TO"

DESCRIPTION: This is used to mark a drug “restricted”.

This field has no other effect.

GENERIC NAME:See above. The product GENERIC name is displayed again

for validation. When you reach this point in the process the entry is added to the drug file. Before this point you can back out, though at this point the entry is not complete.

VA CLASSIFICATION:See above VA Class is displayed again for validation

DEA, SPECIAL HDLG:This field is used to show the DEA Special Handling.

HELP-PROMPT: THE SPECIAL HANDLING CODE IS A 2 TO 6 POSTION FIELD. IF APPLICABLE, A SCHEDULE CODE MUST APPEAR IN THE FIRST POSITION. FOR EXAMPLE, A SCHEDULE 3 NARCOTIC WILL BE CODED '3A', A SCHEDULE 3 NON-NARCOTIC WILL BE CODED '3C' AND A SCHEDULE 2 DEPRESSANT WILL BE CODED '2L'.

THE CODES ARE:

0 MANUFACTURED IN PHARMACY1 SCHEDULE 1 ITEM2 SCHEDULE 2 ITEM3 SCHEDULE 3 ITEM4 SCHEDULE 4 ITEM5 SCHEDULE 5 ITEM6 LEGEND ITEM9 OVER-THE-COUNTERL DEPRESSANTS AND STIMULANTS

The DEA, Special Handling codes are very important codes used to control the system in various ways. Enter ??, to see all your possible choices. The answer must be 1-6 characters in length.

A brief explanation of some of the more commonly used codes are listed below:

Adding W to after the number corresponding with the schedule will disallow renewals. For example, if the site wanted to stop renewal of a class III drug XYZ, enter 3W to prevent any prescription renewal order entry.

Adding F after the number corresponding to the schedule will disallow refills. This also removes the refill box from the CPRS order.

Adding S (Supply) to an entry will set the product as a “supply” item, which is not subject to Copay.

Code E is used to mark OTC items, such as

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONA NARCOTICS AND ALCOHOLSP DATED DRUGSI INVESTIGATIONAL DRUGSM BULK COMPOUND ITEMSC CONTROLLED SUBSTANCES - NON NARCOTICR RESTRICTED ITEMSS SUPPLY ITEMSB ALLOW REFILL (SCH. 3, 4, 5 ONLY)W NOT RENEWABLEF NON REFILLABLEE ELECTRONICALLY BILLABLEN NUTRITIONAL SUPPLEMENTU SENSITIVE DRUG

DESCRIPTION: DEA CODE TABLE

CODE ALLOW RENEWS ALLOW REFILLS 1 NO NO 2 NO NO 2A NO NO 3 YES YES 3A YES NO 3AB YES YES 4 YES YES 4A YES NO 4AB YES YES 5 YES YES 5A YES NO 5AB YES YES

insulin supplies, which are covered on some insurance. E marks the product as “ e-billable”.

Code U is used to marked drugs with sensitive indication (eg:HIV drugs or sickle cell) to prevent the item from transmitting to insurances via e-billing, due to privacy requirements without consent by patient.

Additional local codes may be added, to the list of DEA Special HDLG codes however, if the national list is updated, the local code(s) will be overridden.

DAW CODE:HELP-PROMPT: Dispensed As Written code. This information is used for NCPDP electronic claim transmission to third party payers (insurance companies).

Answer with BPS NCPDP DAW CODE Choose from: 0 NO PRODUCT SELECTION INDICATED 1 SUBSTITUTION NOT ALLOWED BY PRESCRIBER 2 SUBSTITUTION ALLOWED-PATIENT REQUESTED PRODUCT DISPENSED 3 SUBSTITUTION ALLOWED-PHARMACIST SELECTED PRODUCT DISPENSED 4 SUBSTITUTION ALLOWED-GENERIC DRUG NOT IN STOCK 5 SUBSTITUTION ALLOWED-BRAND DRUG DISPENSED AS A GENERIC 6 OVERRIDE 7 SUBSTITUTION NOT ALLOWED-BRAND DRUG MANDATED BY LAW 8 SUBSTITUTION ALLOWED-GENERIC DRUG NOT AVAILABLE IN MARKETPLACE 9 OTHER

DESCRIPTION: Dispensed As Written code.

DAW or “Dispense As Written” is a set of codes used for e-billing. This field is almost never used. However #7 SUBSTITUTION NOT ALLOWED-BRAND DRUG MANDATED BY LAW, is occasionally used. It is used on products where VHA Pharmacy Benefits Management (PBM) has determined that no substitution is allowed. Currently only one product remains in this category Synthroid; warfarin was removed December, 2009.

Entering #7 allows the VA to get a higher reimbursement for these medications.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONThis information is used for NCPDP electronic claim transmission to third party payers (insurance companies).

NATIONAL FORMULARY INDICATOR:Display only: If matched to national drug file the system will display Y or N.

Until the product is matched to NDF the field will display the term “Not Matched To NDF. After it is matched the field will by either Y Or N. This field is useful as a reference

LOCAL NON-FORMULARY:Display only: If matched to national drug file the system will display Y or N.

This field redisplays the first response. The formulary status should reflect the national formulary status. Local site may place restrictions on the use of the product.

VISN NON-FORMULARY:HELP-PROMPT: Enter a '1' if this item is not to appear on the VISN formulary. Choose from: 1 V-N/FDESCRIPTION: Enter a '1' if this item is not to appear on the VISN formulary.

This field is no longer used as there are no longer VISN formularies.

Select DRUG TEXT ENTRY:HELP-PROMPT: You may enter a new DRUG TEXT ENTRY, if you wish. This field is used to associate a drug entry with text entries in the DRUG TEXT file (#51.7). This is used to screen out inactive entries.

DESCRIPTION: You may enter a new DRUG TEXT ENTRY, if you wish .This field points to various drug text entries located in the DRUG TEXT file (#51.7).

This field allows you to link a product to a previously entered drug text via the title of the drug text. The content of the drug text must be entered using the option “Drug Text Enter/Edit”.

Drug Texts titles will be displayed in CPRS as hyperlink. The hyperlink can then be opened to view more detail. However, the content of the text is less than 68 characters that text will display instead of the title.

Drug Text displays in VISTA (Pharmacy) as <DIN> “note”. If DIN is typed at the action prompt of the order, the Drug Text content will display.

Typing “??” at the prompt will display the local choices available at your facility.

Drug Text is another aid to provide information to the pharmacist and provider by giving them short messages.

Select FORMULARY ALTERNATIVE:HELP-PROMPT: You may enter a new FORMULARY ALTERNATIVE, if you wish ENTER A FORMULARY DRUG AS AN ALTERNATIVE TO THIS N0N-FORMULARY DRUG. Alternative must be formulary and active.

Answer with DRUG NUMBER, or GENERIC NAME, or VA PRODUCT NAME, or NATIONAL DRUG CLASS, or NDC, or APPLICATION PACKAGES' USE, or ATC MNEMONIC, or DRUG TEXT ENTRY, or SYNONYM

Do you want the entire DRUG List?

DESCRIPTION: You may enter a new FORMULARY ALTERNATIVE, if you wish.

If a formulary alternative has been entered, the provider will be shown the formulary product. However, the provider can go on to order the non-formulary product. This functionality only works for drugs marked as nonformulary in the “LOCAL NON-FORMULARY” field.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONThis is a formulary alternative for this non-formulary drug. Any formulary alternatives entered are shown to non-pharmacists whenever they attempt to order this non-formulary drug.

Select SYNONYM:HELP-PROMPT: You may enter a new SYNONYM, if you wishANSWER MUST BE 1-40 CHARACTERS IN LENGTH

DESCRIPTION: You may enter a new SYNONYM, if you wish. This field is used as a quick code for look ups or to locate NDCs so the drug's inventory can be incremented when orders are received.

Entries in this field will be restricted.These restrictions will: - sites should prohibit any entry that is all numeric and less than 6 characters. - Convert any entry which matches the NDC-Expiration Date provided by the Robot Rx software. The input transform will strip the leading “3” and the expiration date from the bar coded NDC.

- Scanning of NDC-expiration bar codes will truncate to the NDC for proper scanning by BCMA- Trade names may be entered to aid the pharmacists in entry of med orders via Pharmacy backdoor.

Additional SYNONYMS are automatically added from Drug Accountability when the prime vendor orders are uploaded, processed & verified.

INTENDED USE:HELP-PROMPT: Enter the intended use of the synonym. Choose from: 0 TRADE NAME 1 QUICK CODE D DRUG ACCOUNTABILITY C CONTROLLED SUBSTANCESDESCRIPTION: If you designate a synonym as a quick code, then it will not appear on the formulary listing for distribution in the hospital. If it is designated as a trade name, then it will appear on the listing. This field does not affect the ability to look-up a drug by quick code or trade name.

If the intended use is for Controlled Substances or Drug Accountability, the synonym is used to locate NDCs so the drug's inventory can be incremented when orders are received.

Quick codes used with pharmacy back door entry to bring up the product. Abbreviations may be entered, e.g., D125, D25 (for digoxin 0.125mg and digoxin 0.25mg).

Scanned bar codes may be considered as Quick codes also

Drug accountability codes are populated from the upload, process & verification of prime vendor orders.

Controlled substance should be marked using the Controlled Substance package.

NDC CODE:HELP-PROMPT: ANSWER MUST BE 5-20 CHARACTERS IN LENGTH

DESCRIPTION: This field will contain the national drug code

NDC codes must be kept current for use with ePharmacy (e-billing).

MESSAGE:See Drug Message Above

RESTRICTION:See Above

FSN:See Above

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTION

NDC:HELP-PROMPT: Answer with dashes in correct NDC format (e.g., 4-4-2, 5-3-2, 5-4-1, 5-4-2, or 6-4-2).

DESCRIPTION: This is the National Drug Code for this drug.

Entry of the product NDC may help in matching the product to the NDF.

INACTIVE DATE:See Above

SERVICE CODE:HELP-PROMPT: If you are planning to match to a NDF entry later or have no plan of using the external billing function, you may skip the Service code entry.

DESCRIPTION: The Charge Description Master (CDM) Change Control board assigns value for this field. The value should be a number between 6000001-6999999.WARNING LABEL SOURCE is ‘NEW’

WARNING LABEL:HELP-PROMPT:

DESCRIPTION: The following WARNING LABEL may continue to be used for a limited time for some external interfaces.

Current Warning labels for XXXXXXLabels will print in the order in which they appear for local and CMOP fills:

Warning labels (auxiliary labels) will populate after matching with NDF, if site is set to the warning label source is ‘NEW”.

A site may override the warning labels or the order in which it appears. However, once this is done, future NDF update will NOT update the warning labels – locally re-edits are required.

Warning labels are supported by First Data Bank – the first 5 warning print as auxiliary labels. If the product is a controlled substance only the first 4 labels will print. All other labels will print at the top of the PMI section as text.

Would you like to edit this list of warnings? N//

HELP-PROMPT:

DESCRIPTION:

ORDER UNIT:HELP-PROMPT: Enter the order unit for this drug. Answer with ORDER UNIT ABBREVIATION, or EXPANSION Do you want the entire 34-Entry ORDER UNIT List? y (Yes)Choose from: AM AMPUL BG BAG BR BAR BT BOTTLE BX BOX CC CUBIC CENTIMETER CK CAKE CN CAN CO CONTAINER CS CASE CT CARTON DI DISPENSER DR DRUM EA EACH GAL GALLON GL GLASS GM GRAM

The order unit is descriptive field that is not used in any calculation. It is frequently used when pricing information is displayed to give context to what is being purchased. For example 100 BT $100.00. Use the unit that best describes what is being purchased from the wholesaler.

*Order Unit, Price Per Order Unit (PPOU), Dispense Unit, and Dispense Units Per Order Unit (DUOU) should be viewed as interconnected fields. The values entered in these fields will affect each other. However all are used to calculate the price of a unit in VistA. If the price is wrong in VistA one of these units must be updated.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTION GR GRAIN JR JAR KG KILOGRAM LB POUND MG MILLIGRAM ML MILLILITER OZ OUNCE PG PACKAGE PK PACKET PR PAIR PT PINT QT QUART RL ROLL SE SET TR TRAY TU TUBE VI VIAL

DESCRIPTION:

PRICE PER ORDER UNIT:HELP-PROMPT: Type a Dollar Amount between 0 and 99999, 2 Decimal Digits

DESCRIPTION: This is the price per order unit for this drug.

This field is always the price of the product. It’s should always be the price received from the prime vendor (McKesson) or other sources.

DISPENSE UNIT:HELP-PROMPT: ANSWER MUST BE 1-10 CHARACTERS IN LENGTH

DESCRIPTION: This is the dispense unit for this drug

Dispense unit is set when a product is matched to NDF. It is possible to edit this field after it is matched to NDF. However this should be done with caution. The NDF dispense unit will always be used by CMOP. Any edits here will only show at the local system. Therefore if there is an inconsistency between the NDF and Local dispense units there could be discrepancies in the quantity filled locally and at CMOP.

This is especially a problem with liquids and solids. For example if the NDF unit is ML and the local unit is BT. A patient may get 1 bottle locally and 1 ml at CMOP. Some sites have made edits to make NDF dispense units more clear for example EA to POUCH.

DISPENSE UNITS PER ORDER UNIT:HELP-PROMPT: Type a number between 1 and 99999, 4 Decimal Digits

DESCRIPTION: This is the dispense units per order unit for this drug

In most cases the dispense units is easy to calculate for tablets and capsules and the dispense unit per order unit (DUOU) is simply the bottle size. However many products have inner and outer packages. In these cases the when there is a case the DUOU may have to be calculated.

Remember the goal is to get a correct unit price in VistA. The unit price in VistA is primarily an outpatient price. The additive price in the IV package is not updated by any changes made in the drug file (#50).

Drug Accountability (DA) also plays a role prices can be updated by the DA package based on how the NDC is entered into the synonym fields.

Examples:Simvastatin 80mg tab with a dispense unit of

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONTAB and a bottle size of 100. The DUOU = 100

IV Cefazolin 2GM in a package of 10. With a dispense unit of VI. The DUOU = 10.

Adult diapers in a case of 12 X 12 with a dispense unit of EA. DUOU = 144.

Case of Maalox 48x150ML bottle with a dispense unit of BTL 150ML is 48

NCPDP DISPENSE UNIT: EACH//HELP-PROMPT: Enter EA for EACH, GM for GRAMS or ML for MILLILITERS. Choose from: EA EACH GM GRAMS ML MILLILITERS

DESCRIPTION: The NCPDP QUANTITY MULTIPLIER field and this field are used to determine metric quantity for electronic 3rd Party billing purposes.

This field indicates the NCPDP standard billing Unit of Measure (EA - EACH; GM - GRAMS; ML - MILLILITERS)

The NCPDP QUANTITY MULTIPLIER field and this field are used to determine metric quantity for electronic 3rd Party billing purposes.

This field indicates the NCPDP standard billing Unit of Measure (EA - EACH; GM - GRAMS; ML - MILLILITERS)

NDCPD QUANTITY MULTIPLIER: 1//DESCRIPTION: Type a Number between 0.001 and 99999.999, 3 Decimal Digits

The value in the NCPDP QUANTITY MULTIPLIER field is multiplied by theVISTA dispensed quantity of the drug for ePharmacy prescriptions, resulting in the NCPDP quantity that should be electronically billed to a Third Party Insurance Company.

Most products with a NCPDP DISPENSE UNIT of EA (EACH) should have the NCPDP QUANTITY MULTIPLIER field set to 1 (one) because the VA dispensed quantity is the same quantity that should be billed to the Third Party Insurance Companies. HOWEVER some exceptions require a value differentThan 1 (one). See examples below:

Drug: ORTHO TRI-CYCLEN TAB,28 Quantity Dispensed: 3 CYCLES

The Quantity Dispensed above indicates how many 28-day cycles are being dispensed (3). However, the Third Party Insurance Companies need to know how many TABLETS are being dispensed. Therefore, the correct value for the NCPDP QUANTITY MULTIPLIER would be 28. The correct quantity

The value in the NCPDP QUANTITY MULTIPLIER field is multiplied by theVISTA dispensed quantity of the drug for ePharmacy prescriptions, resulting in the NCPDP quantity that should be electronically billed to a Third Party Insurance Company.

Most products with a NCPDP DISPENSE UNIT of EA (EACH) should have the NCPDP QUANTITY MULTIPLIER field set to 1 (one) because the VA dispensed quantity is the same quantity that should be billed to the Third Party Insurance Companies. HOWEVER some exceptions require a value differentThan 1 (one). See examples below:

Drug: ORTHO TRI-CYCLEN TAB,28 Quantity Dispensed: 3 CYCLES

The Quantity Dispensed above indicates how many 28-day cycles are being dispensed (3). However, the Third Party Insurance Companies need to know how many TABLETS are being dispensed. Therefore, the correct value for the NCPDP QUANTITY MULTIPLIER would be 28. The correct quantity

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTION

PRICE PER DISPENSE UNIT:The price per dispense unit is calculated based on the ORDER UNIT, PRICE PER ORDER UNIT, DISPENSE UNIT & DISPENSE UNIT PER ORDER UNIT. This is NOT an editable field.

Do you wish to match/rematch to NATIONAL DRUG file? Yes//

HELP-PROMPT:

DESCRIPTION:This drug has already been matched and classified with the National Drug file. In addition, if the dosage form changes as a result of rematching, you will have to match/rematch to Orderable Item. This drug has also been marked to transmit to CMOP. If you choose to rematch it, the drug will be marked NOT TO TRANSMIT to CMOP.

If the item has not yet been matched to the NDF, the default of ‘Yes’ will be presented.

If the item has been matched, the default of “No” will be presented.It will also display a reminder of the item you are editing, along with the strength, if applicable, POSSIBLE DOSAGES & LOCAL POSSIBLE DOSAGE

SYSTEM DISPLAYS POSSIBLE MATCH

SYSTEM DISPLAYS POSSIBLE DOSAGES

Do you want to edit the dosages? N//HELP-PROMPT: Enter either 'Y' or 'N'

DESCRIPTION: Changing the strength will update all possible dosages for this Drug.

The default for possible dosages are 1x and 2x the base unit. In many situations the default possible dosages will be inappropriate. As a patient safety measure, the NDF managers have the ability to stop the automatic creation of new possible dosages. The NDF managers can change the default to only create the 1x dosage or they can turn off the creation of a possible dosage as well as restrict the possible dose default at the inpatient level, outpatient level, or both. If one of these two messages are displayed at the time of possible dosage creation then the NDF manager has taken action on the selected product. The local ADPAC many either manually create possible dosage or local possible dosages as required.

This drug has been set within the National Drug File to auto create only one possible dosage.

This drug has been set within the National Drug File to not auto create possible dosages.

If this drug will be used for inpatient orders keep in my that application packages have not yet been defined. The field for setting BCMA units per dose will not be offered. Be sure to return to dose set up after completing the entry.

STRENGTH:HELP-PROMPT:

DESCRIPTION:

Current strength will display

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTION

Select DISPENSE UNITS PER DOSE:HELP-PROMPT: Enter either 'Y' or 'N'

DESCRIPTION:

Do you want to edit Local Possible Dosages? N//

HELP-PROMPT: You may enter a new LOCAL POSSIBLE DOSAGE, if you wishAnswer must be 1-60 characters in length.

DESCRIPTION: This field represents the Dosage selections that will display in CPRS for this drug when the Pharmacy Orderable Item that this drug is matched to is selected. These dosages will be presented for selection only if there are no Possible Dosages available for the Pharmacy type of order being entered. Local Possible Dosages should be created when a drug does not have any Possible Dosages. The Possible Dosages can only be created when the VA Product File match of the drug meet specified criteria

Possible dosage set up determines what the choices are seen in CPRS by the provider on medication order entry.

POSSIBLE DOSAGES are AUTOMATICALLY set up for 1 & 2 units if product exists as a single strength, e.g. 10 mg tab. (1 unit = 10mg, 2 units = 20mg)

Combination products, e.g., Multivitamins, requires the set up of LOCAL possible dosages, but the software automatically sets up 1 & 2 units, in this case 1 TAB and 2 TABS. With combination dosages, it could be good idea to include the dosage, not just use “1 tablet” , “2 tablets”, particularly for inpatient use – the dose is clear to the nurse on BCMA.

Caution – watch out for possible supra-therapeutic doses, an example being Insulin – 1 ML unit = 100 units, 2ML unit = 200 units.

For injectable products, the POSSIBLE DOSAGES are only autopopulated for Inpatient use. Outpatient dosages need to be entered as LOCAL POSSIBLE DOSAGE.

All other dosage forms – topical, ophthalmics, patches, etc – requires setup of LOCAL possible dosages.Some “dosage” to consider for topical - small amount, thin layer, cream, ointment, 1 application (for inpatients)– more descriptive

Are you adding a new LOCAL POSSIBLE DOSAGE (the 1ST for this DRUG)? No//

HELP-PROMPT:

DESCRIPTION:

Confirmation is requested – enter “Y” or “YES” to confirm.

PACKAGE:HELP-PROMPT:

DESCRIPTION:

Identify which package the dosage is to be set up for:I for inpatientO for outpatient

Select LOCAL POSSIBLE DOSAGE:HELP-PROMPT:You may enter a new LOCAL POSSIBLE DOSAGE, if you wish. Answer must be 1-60 characters in length

This field represents the Dosage selections that will display in CPRS for this drug when the Pharmacy Orderable Item that this drug is matched to is selected. These dosages will be presented for selection only if there are no Possible Dosages available for the Pharmacy type of order being entered.

DESCRIPTION:Free text dosages that are associated with

May either enter new Local Possible Dosage data in addition to or after rejection of the Possible Dosage updates during the NDF match:

Local Possible Dosages should be created when a drug does not have any Possible Dosages. The Possible Dosages can only be created when the VA Product File match of the drug meet specified criteria.

Local Possible Dosages value will only be displayed inCPRS when no Possible Dosages can be found for drug tiedto the selected Orderable Item and identified

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONdrugs that doNOT meet ALL of the following criteria for Possible Dosages1) The drug must be matched to a VA PRODUCT file(#50.68) entry in National Drug File.2) The match in National Drug File must be an active single-ingredient product3) The strength of the product must be numeric.4) The Dosage Form/Unit Combination of the product must be marked as convertible in the DOSAGE FORM file (#50.606).

for use bythe selected application (Inpatient Medication orOutpatient Pharmacy).

When Local Possible Dosages are used in place of Possible Dosages, the Default Quantity (QTY) value will not be auto-calculated.

If a drug file entry is to be only selectable for NON-VA MED records and does not have a POSSIBLE DOSAGE, a LOCAL POSSIBLE DOSAGE must be created. When a CPRS user is creating a NON-VA MED record and there are no POSSIBLE or LOCAL POSSIBLE DOSAGES to select, there will be no link between the record and a dispense drug; appropriate order checks will not be triggered.

STRENGTH:HELP-PROMPT:This field is a numeric value representing the single dose of medication supplied by this product

DESCRIPTION:This field value reflects the dose strength value of VA Product in National Drug File after matching. If the field value does not match strength of VA Product, an "Edit Strength? N//" prompt will be available.

Changing the default Strength will update all POSSIBLE Dosages set up for this dispense drug.

DISPENSE UNITS PER DOSE:HELP-PROMPT:You may enter a new POSSIBLE DOSAGES, if you wish.This numeric entry shall be used with the strength to compute the dose. Only drugs that meet the specified criteria based on the VA Product File match can have Possible Dosages

DESCRIPTION: Answer with POSSIBLE DOSAGES DISPENSE UNITS PER DOSE:You may enter a new POSSIBLE DOSAGES, if you wish Type a Number between 0 and 99999999, 4 Decimal Digits

The Dose Unit and Numeric Dose subfields of the Local Possible Dosage multiple in DRUG file (#50) are used to breakdown a free text Local Possible Dosage in order to perform dosage checks when that Local Possible Dosage is selected for an eligible drug within an order.

PACKAGE:HELP-PROMPT: Enter an 'I' for Inpatient, 'O' for Outpatient, 'IO' or 'OI' for both. Choose from: I Inpatient O Outpatient IO Both OI Both

DESCRIPTION: This field will allow a dose to be marked for Inpatient Medications and/or Outpatient Pharmacy package use.

DOSE UNIT:HELP-PROMPT: Enter the Dose Unit to be used with the Numeric Dose for the dosage check on this Local Possible Dosage. Inactive Dose Units will not be selectable.Answer with DOSE UNITS NAME, or FIRST

Example – MGDue to MOCHA dosing it very important that local possible dosages have a dose unit and a numeric unit. Hints

Assign dose unit and numeric dose

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONDATABANK DOSE UNIT, or SYNONYM Do you want the entire DOSE UNITS List?

DESCRIPTION: This is the Dose Unit for this Local Possible Dosage. If this Local Possible Dosage is used for a medication order, the dosage check will be performed using this Dose Unit, along with the Numeric Dose associated with this Local Possible Dosage.

on all local possible dosages (LPD). If the LPD is a range assign the value

based on the lowest or highest value of the ranged base on local ADPAC decision. Normally the highest value would be used.

For patches use the number of patches and not the metric unit. For example for nicotine the LPD might say 21mg but the dose unit and metric unit will be 1 patch.

NUMERIC DOSEHELP-PROMPT: Type a Number between .00001 and 99999999999999, 5 Decimal Digits, to be used with the Dose Unit for the dosage check on this Local Possible Dosage.

DESCRIPTION: This is the Numeric Dose for this Local Possible Dosage. If this Local Possible Dosage is used for a medication order, the dosage check will be performed using this Numeric Dose, along with the Dose Unit associated with this Local Possible Dosage.

BCMA UNITS PER DOSE:HELP-PROMPT:DESCRIPTION: Type a Number between 1 and 9999, 0 Decimal Digits. If there is a number entered, it will be used as a default for the Units Per Dose field within the Unit Dose order.

Upon editing the dispense drug, this field will become available – it is not available on initial drug entry. BCMA unit – can be edited to help pharmacist finishing UD orders; default is 1, fractions (1/2) are not allowed.The number entered in this field will determine how many scans are needed in BCMA to validate a medication administration.

MARK THIS DRUG AND EDIT IT FOR:

O - Outpatient

U - Unit Dose

I - IV

W - Ward Stock

D - Drug Accountability

C - Controlled Substances

X - Non-VA Med

A - ALL

HELP-PROMPT: Enter your choice(s) separated by commas :

DESCRIPTION:This field is used to select the drug item for one or multiple applications. As one or more than one choicesare selected, the user will be prompted to modify different usage parameters for each application.

Example: O,U,I, X individually or A to mark for allHowever, generally, W, D, C is best entered using the Ward Stock, Drug Accountability or Controlled Substance packages.

AN Outpatient Pharmacy ITEM? No//HELP-PROMPT:

DESCRIPTION:Enter 'YES' (or 'Y') to mark this drug as an Outpatient Pharmacy item.Enter 'NO' (or 'N') to not mark (or unmark) this drug.

Enter Yes to confirm marking this product to make it available for outpatient order entry.

CORRESPONDING INPATIENT DRUG:HELP-PROMPT: Answer with DRUG NUMBER, or GENERIC NAME, or VA PRODUCT NAME, or NATIONAL DRUG CLASS, or NDC, or APPLICATION PACKAGES'

This is used to link a specific inpatient medication, if there are separate drug file entries for the same drug/dosage (both bulk/OP dispense drug and Unit Dose dispense

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONUSE, or ATC MNEMONIC, or DRUG TEXT ENTRY, or SYNONYMDo you want the entire xxxxx-Entry DRUG List? N (No)

DESCRIPTION: This field will be used when transferring orders from Outpatient Pharmacy to Inpatient Medications. Only drugs marked for Inpatient Medications can be selected.

drug). This is often the case for controlled substances for accountability and inventory purposes.

This links the correct med when the med order is transferred from OP to IP, for example with Admission orders entered in CPRS by “transferring ” and OP to IP order.

Enter the appropriate corresponding InpatientMedications drug. Only drugs marked forUnit Dose or IV are selectable.

MAXIMUM DOSE PER DAY:HELP-PROMPT: TYPE A NUMBER BETWEEN 0 AND 999

DESCRIPTION: This field is used as a standard maximum dosage.

The maximum dose actually refers to maximum number of tablets per day so each dispense drug will have a different /corresponding number depending on the strength. This only applies to OP orders.

The provider can still order a quantity that exceeds this in CPRS but the pharmacist cannot finish an order over the designated maximum dose.Pharmacist will see the following message if the quantity exceeds xx per day at Finish:

Select Item(s): Next Screen// FN FinishGreater than Maximum dose of xx per dayDo You Want to Edit Days Supply and Quantity Fields? Yes//

LOCAL NON-FORMULARY:HELP-PROMPT: Choose from: 1 N/F

DESCRIPTION: This is used to designate the drug as non-formulary.

This only formulary field that shows up for providers and pharmacist. In general the local formulary status should match the national formulary status. There are many exceptions. The most common being that not all strengths or size of a formulary product must be marked formulary locally. For example a facility may wish to only stock strength of a product be formulary for cost and ordering convenience. This is acceptable. However if a site marks a national formulary product NF locally they must keep the needs of the patient in mind and it should not be a solely cost driven factor.

NORMAL AMOUNT TO ORDER:HELP-PROMPT: Type a whole Number between 0 and 999, 0 Decimal Digits.

DESCRIPTION: This is the normal amount to order for this drug.

This field is used in conjunction with the drug accountability software. This field is not normally used.

SOURCE OF SUPPLY:HELP-PROMPT: A TWO OR THREE POSITION CODE IDENTIFIES THE SOURCE OF SUPPLY AND WHETHERTHE DRUG IS STOCKED BY THE STATION SUPPLY DIVISION. THE FIRST POSITION OF THE CODE IDENTIFIES SOURCE OF SUPPLY. THE CODES ARE:

0 BULK COMPOUND ITEMS * 1 VA SERVICING SUPPLY DEPOT 2 OPEN MARKET 3 GSA STORES DEPOT 4 VA DECENTRALIZED

This field is not normally used. It is used in conjunction with the drug accountability system. Some sites have entered a value in this field to help designate products that are not normally order though the prime vendor.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONCONTRACTS 5 FEDERAL PRISON INDUSTRIES, INC. 6 FEDERAL SUPPLY SCHEDULES 7 VA SUPPLY DEPOT, HINES 8 VA SUPPLY DEPOT, SOMERVILLE 9 APPROPRIATE MARKETING DIVISION 10 VA SUPPLY DEPOT, BELLTHE SECOND POSITION OF THE CODE INDICATES WHETHER THE ITEM IS OR IS NOT AVAILABLE FROM SUPPLY WAREHOUSE STOCK. THE CODES ARE:

P POSTED STOCK U UNPOSTED M BULK COMPOUND* USE CODE 0 ONLY WITH SECOND POSITION M.

DESCRIPTION: This field is used to indicate the source of the supply for this medication/supply.

CURRENT INVENTORY:HELP-PROMPT:

DESCRIPTION: This field contains the current number of the drug in stock

This field is auto-generated. It can be reset to zero or another number in drug accountability. Typically this number is very inaccurate. Most sites are multi-divisional and this will be the inventory for all sites. This makes the number meaningless for a particular site. However it is useful if you are trying to account for usage tracking within VistA itself. However if you are doing this you would reset the count and use “Drug Transaction History” within Drug Accountability.

ACTION PROFILE MESSAGE (OP):HELP-PROMPT: Answer must be 1-120 characters in length.

DESCRIPTION: This message will be printed on the Outpatient action profile along with the other information for each prescription for this drug.

This field is no longer used. Before CPRS paper copies of patient profiles were generated before a clinic. This message would print on this document and sites could enter a brief comment for the provider.

MESSAGE:HELP-PROMPT: Answer must be 1-68 characters in length.

DESCRIPTION: Message displayed whenever drug is selected for RX.

This is another opportunity to edit the DRUG MESSAGE above. This is purely a passive informational free text field, displayed for outpatient orders for the pharmacist is VistA and by the “information” icon for the provider in CPRS.

QUANTITY DISPENSE MESSAGE:HELP-PROMPT: Answer must be 1-68 characters in length.

DESCRIPTION: This is a free text description used by pharmacy personnel to indicate which quantities for the drug/item are stocked by the Outpatient Pharmacy system for this facility.

This displays in the order dialog box in CPRSUnder the comments box for the provider & in VISTA Pharmacy order under the quantity ordered.

Example: <<Quantity dispensed: multiple of 30>>

OP EXTERNAL DISPENSE:HELP-PROMPT: Choose from: 1 YES 0 NO

Mark “yes” if the product is to be dispensed from an external device in the Outpatient Pharmacy.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONDESCRIPTION: Indicates if this drug may be dispensed to an external interface dispensing machine.

Do you wish to mark to transmit to CMOP?

HELP-PROMPT: Enter Yes or NoDESCRIPTION: Indicates if this drug may be dispensed from the Consolidated Mail Outpatient Pharmacy System.

A drug or supply item can only be dispensed from CMOP if the local file 50 entry has been matched to the national drug file. Additionally, the local entry must be matched to same national drug entry that the CMOP drug/supply item is matched to, if not the CMOP ID on the local and CMOP side will not match and fills will be rejected by CMOP.

Sites may wish to unmark a drug/supply item for CMOP dispensing when CMOP has a sustained outage for that drug/supply item. Otherwise, fills for those prescriptions will be rejected daily and the site must manually reprint labels for local filling. When unmarked, these fills will be included when staff pulls from suspense for local fills. ADPACs should be aware that when unmarking a drug/supply item for CMOP dispensing fills already suspended for CMOP will still be transmitted and rejected the next day and need to be manually printed. On subsequent days these fills will not transmit and be included when pulling local files from suspense

QUANTITY DISPENSE MESSAGE:HELP-PROMPT:

DESCRIPTION:

Repeat from above.

Do you wish to overwrite your local name?

HELP-PROMPT: Enter Yes or No

DESCRIPTION:

Whether the answer is Y or N, the VA Print Name will print on the label if an item is matched to NDF & marked for CMOP

If the answer is Yes, the local GENERIC NAME will be overwritten with the VA Print Name on the Pharmacy patient profile. If the answer is No, the profile will display the local generic name.

Recommend using Yes except for supply items – the advantage is to have a standard/local med name available to identify supplies in the local stock.

Do you wish to mark/unmark as a LAB MONITOR or CLOZAPINE DRUG?

HELP-PROMPT: Enter Yes or No

DESCRIPTION: Outpatient Pharmacy designated Dispense Drug entries may be marked or unmarked as a LAB MONITOR or CLOZAPINE DRUG. This will allow lab values to print on the Outpatient Action Profile for the designated drug and provide lab monitor checks for Clozapine drugs during the medication order entry process.

If you answer "yes", you will have the opportunity to edit LAB MONITOR or CLOZAPINE fields.

<>NOTE: this dialog is only engaged when a drug is marked for OUTPATIENT use. Drugs marked only for inpatient use will miss this dialog. If you chose to create separate inpatient entries for clozapine, they must also be marked for outpatient use to go through this dialog. After completing the lab set up you can unmark the clozapine entry for outpatient use<>You cannot mark both items, if the drug is marked as a Lab Monitor, you must unmark it before you can mark as a clozapine drug. If it is marked as a Lab Monitor and you try and mark it for clozapine, you will see the following:

This drug is marked for Lab Monitor purposes.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONSelect one of the following:

L LAB MONITOR C CLOZAPINEEnter response: C CLOZAPINE** You are NOW editing CLOZAPINE fields. **

Prescription of Clozapine requires identification of two laboratory tests, WBC and Absolute Neutrophil Count (ANC).

Select Laboratory Test Type:

You must unmark it as a Lab Monitor before you can mark it as a Clozapine drug.

Mark/Unmark for Lab Monitor or Clozapine:

Select one of the following:

L LAB MONITOR C CLOZAPINE

To unmark for clozapine enter Yes to the “Do you wish to mark/unmark as a LAB MONITOR or CLOZAPINE DRUG?”Enter Yes or No: YESMark/Unmark for Lab Monitor or Clozapine:

Select one of the following:

L LAB MONITOR C CLOZAPINE

Enter response: CLOZAPINE** You are NOW editing CLOZAPINE fields. **

Are you sure you want to unmark clozapineas a Clozapine drug? N// YES

DRUG is now unmarked as a Clozapine drug

Enter response: L LAB MONITOR, CLOZAPINE

Select one of the following: L LAB MONITOR C CLOZAPINEEnter response: L LAB MONITOR

If a prescription is for a drug marked for lab monitoring, the most recent lab result will be printed on the Action Profile [PSO ACTION PROFILE]

Select LAB TEST MONITORHELP-PROMPT: Answer with LABORATORY TEST NAME, or LOCATION (DATA NAME), or PRINT NAME

DESCRIPTION: Same as above

More than one test can be identified. Go back through to select lab monitor after first is entered

SPECIMEN TYPE:HELP-PROMPT: Answer with the topography fieldnumber or name.

DESCRIPTION: Same as above

See description

MONITOR MAX DAYS:HELP-PROMPT: Type a Number between 0 and 999,Decimal Digits

DESCRIPTION: This is the number of days during which the results of the lab test are of interest when dispensing this drug.

See description

** You are NOW in the ORDERABLE ITEM matching for the dispense drug. **

If no other applications are selected, it will prompt to match with the Orderable Item

Match to another Orderable Item with same Dosage Form? NO//

HELP-PROMPT: See recommended actions

DESCRIPTION: Same as above

The Orderable Item (OI) is what the providers see inCPRS. When matched to the NDF, an OI is found. If the dosage form changes as a result of re-matching in the NDF, you will have to match/rematch to Orderable Item.

Create a new Orderable Item to match? HELP-PROMPT: See recommended actions The default OI can be accepted or a different

one entered.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTION

YES//DESCRIPTION: Same as above

The advantage of creating a separate OI for each dispense drug is to have the dosage clear, particularly with unit dose orders, for example Bactrim SS and Bactrim DS, or with transdermal patches or ophthalmic products. The disadvantage is that they cannot use multiple dispense drugs to make up a dose for inpatient orders. In addition, have to rematch if NDF is updated or Rx cannot be renewed.

Orderable Item Name:HELP-PROMPT: This response can be free text.

DESCRIPTION: This is the dispense drug withoutDosage.

Is this OK? YES//HELP-PROMPT: It will match orderable item namewith dispense drug entry, and ask if this is OK? Ifyes, accept yes default. If no it will go back to the Orderable Item Name.

DESCRIPTION: Same as above

FORMULARY STATUS:HELP-PROMPT:

DESCRIPTION: This field will designate the formulary status of the orderable item. The non-formulary status will be displayed to the provider next to the selectable list of orderable item(s) during CPRS order entry (List Manager and GUI). This field is not editable. It is controlled by the software. AnOrderable Item will only be marked as non-formulary if there are no active Dispense Drugs matched to the item that are formulary drugs.

See description.

Select OI-DRUG TEXT ENTRY:ELP-PROMPT: You may enter a new OI-DRUG TEXT ENTRY, if you wish. This is a pointer to the DRUG TEXT File (#51.7).

DESCRIPTION: This file contains information suchas drug restrictions, guidelines and protocols to help assure that medications are being used according to formulary specifications. This information will be seen in CPRS and Pharmacy, when a medication order is placed for the Pharmacy Orderable Item.New entries to the DRUG TEXT File (#51.7) must bemade through the Drug Text Enter/Edit [PSS EDITTEXT] option

More than one drug text can be entered for an orderable item.

If the text of the entry is kept under (68?) characters and there is only one entry for the OI, this will show instead of the “Display Restrictions/Guidelines”. It can be used to relay other forms of data or alerts, I.e. WARNING: Sound-alike or Look-alike drug name. VERIFY CORRECT DRUG!

INACTIVE DATE:HELP-PROMPT: Enter the date this orderable item became inactive.

If inactive, the drug will not be available to be ordered in CPRS. The dispense drug will still be available from Pharmacy back door, if active.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONDESCRIPTION: Inactivating orderable items to manage access

from CPRS is problematic. Management is better handled by setting restrictions on the orderable item from Order Menu Management

DAY (nD) or DOSE (nL) LIMIT:HELP-PROMPT: Type a whole number between 0 and 99, 0 decimal digits, followed by either a "D" (for NUMBER OF DAYS) or an "L" (for DOSE LIMIT).

DESCRIPTION: If the number entered here isfollowed by a "D", that NUMBER OF DAYS will beadded to the START DATE to calculate the STOPDATE. If the number entered is followed by an "L", the number is used as the NUMBER OF DOSES to calculate the STOP DATE.

This affects inpatients orders - If found when this drug is ordered, this is used to calculate a DEFAULT value for the STOP DATE prompt of the order.

This is best used for setting up auto-stop for NARCOTICS / controlled subs and ANTIBIOTICS.

MED ROUTE:HELP-PROMPT: Enter the most common MED ROUTE associated with this medication. ONLY MED ROUTES MARKED FOR USE BY ALL PACKAGES ARE SELECTABLE.

DESCRIPTION: If a MED ROUTE is entered here, that med route is used as a DEFAULT value during order entry when this drug is selected.

Recommended that a default med route be entered.

This is the DEFAULT value during CPRS order entry when this drug is selected. ORAL is now a selectable route.** recent patch discussion**

SCHEDULE TYPE:HELP-PROMPT:

DESCRIPTION:If a SCHEDULE TYPE is entered here, it is used as a DEFAULT value in order entry when this drug is selected. Choose from: OC ON CALL O ONE TIME P PRN R FILL ON REQUEST

For IP orders –Default is CONTINUOUS, if there is no entry.Multidose products; inhalers, eye drops; that will be selectable for inpatient orders should set this field as “R”.

SCHEDULE:HELP-PROMPT: Enter the most commonSCHEDULE associated with this medication.

DESCRIPTION: If a Schedule is entered here, it will be used as a default value in Computerized Patient Record System (CPRS) at the Schedule prompt for medication orders. When the order is placed in CPRS, the default will display only if the value meets the criteria for the package for which the order is being placed, Inpatient Medications or Outpatient Pharmacy.

Default schedule for order entryThis field will accept entries from both the STANDARD SCHEDULE file and the MEDICATION INSTRUCTION file. If the OI contains dispense drugs selectable for both inpatient and outpatient use; only use entries from your STANDARD SCHEDULES file.

PATIENT INSTRUCTIONS:HELP-PROMPT: Answer must be 1-240 characters in length.

DESCRIPTION: The text in this field shall bepresented as a default for the Patient Instructionsprompt in the Outpatient Pharmacy

Appears on OP med orders in CPRS, as auto-selected – however provider may “uncheck”.

Useful in including indications for OP prescriptions

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONpackage when entering orders, if the Dispense Drug selected is matched to this Pharmacy Orderable Item. This text will also be presented during the Outpatient Medication order entry process through CPRS, and the CPRS user can then determine whether or not these Instructions should be part of the order. For all words entered in this field, the software will check for expansions for each word in the Medication Instruction (#51) file, and expand the word accordingly.

Select SYNONYM:HELP-PROMPT: Answer must be 1-30 characters inlength.

DESCRIPTION: Synonym for item

This is the Orderable Item SYNONYM, not the same as that which was entered in the first level. This is what the provider will see in CPRS.

Are you adding “xxx” as a new SYNONYM (the 1ST for this PHARMACY ORDERABLE ITEM)? No// y

May enter multiple synonym

Select SYNONYM:Are you adding “xxx” as a new SYNONYM (the 2ND for this PHARMACY ORDERABLE ITEM)? No//

** You are NOW editing UNIT DOSE fields. **

AN Unit Dose ITEM? No// Y (Yes)HELP-PROMPT: Enter 'YES' (or 'Y') to mark this drug as an Unit Dose item. Enter 'NO' (or 'N') to not mark (or unmark) this drug.

DESCRIPTION:Determines if the medication can be used in the unit dose entry process.

Enter Yes to confirm marking this product to make it available for inpatient , aka, Unit Dose order entry.

CORRESPONDING OUTPATIENT DRUG:

HELP-PROMPT:

DESCRIPTION: This field will be used when transferring orders from Inpatient Pharmacy to Outpatient Medications. Only drugs marked for Outpatient Medications can be selected

This is used to link a specific outpatient medication, if there are separate drug file entries for the same drug/dosage (both bulk/OP dispense drug and Unit Dose dispense drug). This is often the case for controlled substances for accountability and inventory purposes.

This links the correct med when the med order is transferred from IP to OP. (note: the transfer will not execute if the corresponding drugs are not members of the same Pharmacy Orderable Item) This occurs when discharge orders are needed or if the patient is going on Authorized Absence (“pass”).

Enter the appropriate corresponding OutpatientMedications drug.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTION

ATC MNEMONIC:HELP-PROMPT:The mnemonic entered here must match the mnemonic entered into the ATC for this drug EXACTLY, and cannot be numbers only. This is the link between the Unit Dose package and the ATC dispensing machine. The data here is sent to the ATC, and therefore MUST match the mnemonic entered for this same drug in the ATC. If the mnemonic entered here does not match a mnemonic within the ATC, any pick list with thismnemonic sent to the ATC will not complete.

DESCRIPTION: This is the link between the Unit Dose package and the ATC dispensing machine. The data here is sent to the ATC, and therefore MUST match the mnemonic entered for this same drug in the ATC. If the mnemonic entered here does not match a mnemonic within the ATC, any pick list with the mnemonic sent to the ATC will not complete.

This field is the link between VISTA and the unit dose packaging machine (ATC, OSPAC, AutoMed). The mnemonic entered here must match the mnemonic entered into the ATC for this drug EXACTLY, and cannot be numbers only.

ATC is the original unit dose packager available.For a packager that is not the ATC, additional code tweaking may be required for the interface.

For multi-divisional sites, with multiple packages, the same mnemonic may be used, though they may be on different machines.

The packages are usually viewed as “printer” devices. The ward group setup will determine which machine is used to package the particular med.

Select WARD GROUP FOR ATC CANISTER:

HELP-PROMPT:You may enter a new ATC CANISTER, if you wish. This is a ward group that has pick lists for this drug to be sent to the ATC dispensing machine.Enter a Pharmacy ward group for which pick lists will be sent to the ATC.

DESCRIPTION:

The drug must be marked for the particular ward group in order for it to be packaged for the pick list fill.ONLY PHARMACY WARD GROUPS ARE SELECTABLE.

Each ward group that that requires packaging must be set up.

ATC CANISTER:HELP-PROMPT:This should be the number of the canister from the Baxter ATC dispensing machine that contains this drug. If no number is entered here, the Unit Dose package will assume that this drug is NOT currently in the ATC.

DESCRIPTION:

CANISTER NUMBERHELP-PROMPT:

DESCRIPTION:

The canister number will be prompted, but with the newer machines, the canister number in the drug file is not important, but a number must be entered. It may be the same number for all the drug.

** You are NOW editing IV fields. **

AN IV ITEM? Yes// (Yes)Enter Yes to confirm marking this product to make it available for IV order entry.

Edit Additives or Solutions:HELP-PROMPT:Select one of the following: A ADDITIVES S SOLUTIONS

DESCRIPTION: Additives will be added to a solution in the Pharmacy and IV packages.

If the editing the Dispense drug, prompt is for “editing”.This is informational at this point enter the response at the next prompt.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONIf this is not set up for a medication it cannot be used and a IV label cannot be generated for this medication.

Enter response:ADDITIVES Enter response at this prompt

Choose whether this drug is an Additive or Solution.

Select IV ADDITIVES PRINT NAME:HELP-PROMPT: Enter the full name you want to be printed on the IV label. The name must be 3 to 30 characters and is not numeric or starting with punctuation.

DESCRIPTION: This is not auto populated and you will need to enter this correctly

The PRINT NAME is what is printed on the IV label. No Make sure it is correct and does not have any errors. For example: CEFAZOLIN would be the print name.

The exact PRINT NAME must be entered on a new entry. However, it is editable if needed.

PRINT NAME: YYYYYYY//HELP-PROMPT: This is the name that will be printed on the label. The name must be 3-30 characters, not numeric or starting with punctuation.DESCRIPTION: This is the print name of the additive.

The selected PRINT NAME is echoed back. It is editable.

GENERIC DRUG: YYYYYYY INJ 1G//HELP-PROMPT: Drug Number, Generic name, VA Product name, National Drug Class, NDC, Application packages use, ATC Mnemonic, or drug text entry, or synonym may be entered.

DESCRIPTION: Inactive drugs are not selectable

Only one Dispense Drug can be associated with each IV Print Name. If there are multiple dosages in the drug file, only one may be associate to be used for IV order entry. This field has a critical impact on BCMA. It is probably a good idea to set field to drugs loaded in POC cabinets [Pyxis, Omnicell]

USED IN IV FLUID ORDER ENTRY:HELP-PROMPT: Choose from:1 YES2 NO3DESCRIPTION: Allows pharmacy to limit the addtives available in IV fluid order entry. Only addtives marked as “yes” to USED IN IV FLUID ORDER ENTRY may be selected in IV Fluid order entry through OE/RR.

Enter YES to make it available for IV Fluid order entry.

OE/RR is CPRS.

DRUG UNIT:HELP-PROMPT: Enter a unit that this drug will be dispensed in most frequently. Choose from:1 ML2 LITER3 MCG4 MG5 GM6 UNITS7 IU8 MEQ9 MM10 MU11 THOUU12 MG-PE13 NANOGRAM14 MMOL

DESCRIPTION: When enering or editing an additive, the use will be forced to enter the

Enter the correct unit for this medication. Refer to standard drug unit file.

Select the Drug Unit. This may be variable at your site.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONstrength using this unit

NUMBER OF DAYS FOR IV ORDER:HELP-PROMPT: Type a whole number between 1 and 31.

DESCRIPTION: The number entered here will be used to calculate the stop DATE for the IV order that uses this drug. For example: If you entered this drug in the IV order, the stop DATE default will be the [Start date of the order + ‘NUMBER OF DAYS FOR IV ORDER’]. Note: the IV PACKAGE will take the lesser of the “LVP’S GOOD FOR HOW MANY DAYS’ site parameter and all additives ‘NUMBER OF DAYS FOR IV ORDER’ field to calculate the stop date.

This can be used to set the expiration for an IV order for this drug by the number of days. If there is no entry here, other expiration parameters are checked. IF there is an entry, it will take the lesser of the number of days.

USUAL IV SCHEDULE:HELP-PROMPT: Answer must be 1-32 characters in length.

DESCRIPTION: Enter the schedule that is used most frequently for this drug. If this drug is used when entereing IVPBs, this field will be shown as the default answer to the ‘SCHEDULE:’ prompt during order entry.

A default or “usual” schedule may be entered. Usual schedules can guide pharmacist and provider on the schedule for a medication and should be filled out.

These schedules can be found in the standard schedule.

ADMINISTRATION TIMES:HELP-PROMPT: Answer must be 2-119 characters in lengths.

DESCRIPTION: Enter the admin. Times that this drug is given most frequently. This field will be shown as default for the ‘ADMIN TIMES: ‘ prompt during order entry of IVPB’s.

If there is a default schedule, the default administration times associated with that schedule will display. This should be left blank and does not need to be populated.

Select QUICK CODE:HELP-PROMPT: You may enter a new QUICK CODE, if you wish. Answer must be 1-10 characters in length.

DESCRIPTION: Use of a quick code in the order entry process will automatically enter that predefined information for that order. As alwys, order review and edit will be allowed for that order prior to the action prompt.

Quick codes can be used in processing new IV medications orders to speed up the processing time. The quick code contains the additive, solution, administration schedule, infusion rate, etc. Pharmacists can use the quick code and have all the fields automatically populate to save time. Multiple quick codes may be set up.

Consider standardizing the nomenclature setup for ease of identification at your site:Example: CEFAZ1.8 = Cefazolin 1 gm Q8H CEFAZ2.8 = Cefazolin 2 gm Q8H

QUICK CODE:HELP-PROMPT: Quick code is echoed back to inform you that you can now edit the fields of the quick code.

DESCRIPTION:

Quick code is echoed back. Return to edit the quick code. You will want to ensure all fields are correct to utilize the quick code.

The following prompts refer to the individual quick code.

STRENGTH: 1 GM//HELP-PROMPT: Enter the dosage you want.

DESCRIPTION: Dosage field

Set the dosage for the quick code.

USUAL INFUSION RATE:HELP-PROMPT: Enter a number or free text field that is the usual infusion rate.

Set the infusion rate. For IVPB, a rate of “30” means to infuse over 30 minutes.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONDESCRIPTION: Enter the infustion rate for this quick code. When this quick code is entered, this field will be treated exactly like the user had entered it.EXAMPLE: Enter ‘125’ if you want the usually infusion rate to ‘125 ml/hr’. If you want the usual infusion rate to be TITRATE with one label per day, enter ‘TITRATE@1’.Note: If an administration time(s) is defined, the number of labels will reflect the administration time(s) for the IVPB type orders. For example: One administration time of 12:00 is specified. The infusion rate is entere as 125@3. Only 1 label will print.

OTHER PRINT INFO:HELP-PROMPT: Answer must be 1-60 characters in length.

DESCRIPTION: This field is optional. Any info that is entered here will be the “OTHER PRINT INFO’ of the IV ORDER.

Information entered here may be printed on the Other Print Info line of the IV label. This field has a 60 character limit.

Any extra information you want printed on the IV label – example – DO NOT REFRIGERATE or the TRADE name of the medication for additional clarification.

USUAL IV SCHEDULE:HELP-PROMPT: Answer must be 1-22 characters in length

DESCRIPTION: Remember this schedule is for the quick order you are working on. Type in the schedule you would like.

A default or “usual” schedule should be entered.

ADMINISTRATION TIMES:HELP-PROMPT: This will be the administration time for the quick order.

DESCRIPTION: This will default to the administration time of the schedule

The default administration times associated with that schedule will display

USUAL IV SOLUTION:HELP-PROMPT: Enter only active IV solutions

DESCRIPTION: This is the IV solution that the additive will be mixed in.

Enter the default IV base solution.

MED ROUTE:HELP-PROMPT: Enter how this medication will be administered to the patient.Answer with MEDICATION ROUTES NAME, or ABBREVIATION, or ACTIVITY DATE AND TIME.

DESCRIPTION: This is the typical medication route for this quick code.

Enter the default IV route.

You can choose from the standard medication route file.

Select QUICK CODE:HELP-PROMPT: See above- this gives you the opportunity to create more.

DESCRIPTION: This would be the start for your second quick code entry for this medication.

Enter more quick codes if needed. Question mark(s) will display quick codes already set up.

AVERAGE DRUG COST PER UNIT:HELP-PROMPT: Type a Number between 0 and 9999999, 9 decimal digits.

DESCRIPTION: Enter the average cost per unit for this drug. When an IV label is printed, the IV package will count the

To ensure your cost reflect your inventory this will need to be manually calculated & entered to reflect your cost. Make sure you review your drug accountability records and compare to get the correct costs for usage and budgeting.Cl

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONnumber of units that was dispensed and multiply it by this field to get the Total Cost Dispensed for this drug.

Select ELECTROLYTE:HELP-PROMPT: You may enter a new Electroylte if you wish.

DESCRIPTION: This field should contain the electrolytes that make up this additive. If the additive drug is SODIUM CHLORIDE, it would be made up of two electrolytes which would be SODIUM and CHLORIDE. This field is used during hyperal label generation ONLY. The IV PACKAGE will breakdown each additive into individual electrolytes and add to together electrolytes that are the same, therby giving total SODIUM and CHLORIDE IN THE HYPERAL ORDER. If no electrolytesa re entered here the IV PACKAGE will print the additive without breaking it down into electrolytes.

You may leave this blank if the medication is not an electrolyte.

Select SYNONYM:HELP-PROMPT: You may enter a new SYNONYM, if you wish. Answer must be 1-10 characters in length.

DESCRIPTION: You may enter a synonym for this drug. At any ‘Select IV ADDITIVES: ‘ prompt, you will be able to enter the synonym for this drug, rather than the complete name.

You should add a synonym to help identify the product in other packages.

DRUG INFORMATION:HELP-PROMPT:Enter yes to go into the editor. Enter No if you do not wish to edit at this time.

DESCRIPTION: This is to add special information that pertains to this medication, such as mixing instructions, protect from light, infusion information, etc.

Add for new products that may have special needs.

Edit? NO//hHELP-PROMPT: Enter yes to go into the editor. Enter No if you do not wish to edit at this time

DESCRIPTION: See above.

See instructions above

INACTIVATION DATE:HELP-PROMPT: Enter a valid date if you are going to no longer use this product.

DESCRIPTION:Valid dates: JAN 20 1957 or 20 JAN 1957 OR 1/20/57 OR 012/57, T (for today), T+1 (for tomorrow), T+2, T+7, etc. T-1 (for yesterday), T-3W (for 3 weeks ago), etc. If the year is omitted, the computer uses the current year.

Only enter if the product is no longer being used

CONCENTRATION:HELP-PROMPT:Type a number between 0 and 99999 (no more that 2 decimal digits, and no trailing 0’s are allowed)

DESCRIPTION:this field will represent the Dug unit filed ratio to MLs. This field along with electrolytes, will be used during

Enter if an electrolyte only.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONhyperal label generation only. This filed makes it possible to figure ou the esact volume of the hyperal order and also the true strength of each electrolyte. For example: If your additive drug is Sodium Chloride and Sodium Chloride is dispensed in MEqs. You migh enter 2 for this field. This will represent 2Meq/ml. During order entry, if the stenght of this additive is 40meqs the total volume of the order will increase by 20ml (40/2)

MESSAGE: KEEP REFRIGERATED//HELP-PROMPT:Answer must be 1-30 characters in length

DESCRIPTION:Enter message pertaining to selected additive, i.e. additive may cause harmful reactions, additive is about to expire, etc.

Enter any special instructions for the additive to see in other packages

ADDITIVE FREQUENCY:HELP-PROMPT:Choose from 1 1BAG/DAY or A All Bags

DESCRIPTION:This field will be used to provide a default value for the Additive Frequency filed in Computerized Patient Record System (CPRS) when continuous IV orders with additives are entered.

Enter ALL BAGS

Edit Additives or Solutions:Select one of the following: A ADDITIVES S SOLUTIONS

May edit if needed

Enter response: SS Solutions If product is a solution you will need to fill

these next fields.

IV SOLUTIONS PRINT NAME:HELP- PROMPT: You can select from a list or enter a new IV Solutions if you wish. Answere must be 3-30 characters in length.

DESCRIPTION:

You will need to match the IV solutions print name here.

PRINT NAME:HELP- PROMPT: Will be the name for the solution print name.

DESCRIPTION: This field should contain the print name of the solution. The name that is entered here will be printed on the IV label, manufacturing list, ward list, etc. The volume should not be part of the print name, since the volume of the IV order will be printed next to the print name.

Make sure this is the correct nomenclature you want for printing.

PRINT NAME {2}:HELP- PROMPT: Answer must be 3-24 characters in length.

DESCRIPTION: An additional print name can be added for each primary solution. This field should only be used when the primary solution is a premix.

Only enter if the primary solution is a premix

GENERIC DRUG:HELP- PROMPT: Answer with DRUG NUMBER, or GENERIC NAME, or VA PRODUCT NAME, or NATIONAL DRUG CLASS, or NDC, or APPLICATION PACKAGES' USE, or ATC MNEMONIC, or DRUG TEXT ENTRY, or SYNONYM

The Generic name should be entered.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONDESCRIPTION: Generic name.

VOLUME:HELP- PROMPT: Enter a number from 0.01-9999

DESCRIPTION: The number entered here will represent the volume of this solution. When entering an IV order, this volume will be stuffed into the volume field for that IV order.

Enter the volume here.

Select ELECTROLYTES:HELP- PROMPT: You may choose from a list of populated electrolytes.

DESCRIPTION: You may enter a new Electrolytes, if you wish. This field should contain the electrolytes that make up this solution. If the solution drug is AMINSYN 8.5% w/elect, it would be made up of several electrolytes which might be Sodium, Potassium, Chloride, Magnesium, Phosphate an dAcetate. This filed is used during hyperal label generation only, The IV package will break down each solution into individual electrolytes and add together electrolytes that are the same. Thereby giving total Sodium, Potassium, Chloride, etc. in the hyperal order. If no electrolytes are entered here the IV package will print the solution without breaking it down into electrolytes.

Enter only if there are electrolytes in the components of the IV solution for utilization in the Hyperal labels.

Select SYNONYM:HELP- PROMPT: Characters must be 1-10 in length.

DESCRIPTION: You may enter a new SYNONYM, if you wish. Answer must be 1-10 characters in length.

Enter any synonym to help find the product easily in CPRS or pharmacy order entry.

DRUG INFORMATION:HELP- PROMPT:Enter yes if you wish to go into the editor. Enter No if you do not wish to edit at this time.

DESCRIPTION: Only if you have information that is specific for this solution.

Only enter if you have special instructions for the solution

AVERAGE DRUG COST:HELP- PROMPT: Enter the cost Per ml.

DESCRIPTION: This is the average drug cost per ml for this IV solution.

Enter cost information for future AMIS and/or other cost reports.

INACTIVATION DATE:HELP- PROMPT: Valid dates: JAN 20 1957 or 20 JAN 1957 OR 1/20/57 OR 012/57, T (for today), T+1 (for tomorrow), T+2, T+7, etc. T-1 (for yesterday), T-3W (for 3 weeks ago), etc. If the year is omitted, the computer uses the current year.

DESCRIPTION: This filed is used to inactivate a drug. An IV drug should never be deleted from a file sinch some IV orders may still be using it. Enter the date the drug should be inactivated. On the date of inactivation arrives, the drug will no longer be a valid choice for IV solutions.

Enter if you no longer are using this solution.

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTION

USED IN IV FLUID ORDER ENTERY: YES//

HELP- PROMPT: Enter yes if product is to be used in the IV fluid order entry.

DESCRIPTION:Allows Pharmacy to limit the solutions avilable in IV fluid order entry. Soluiton shaving data in the PRINT NAME {2} filed are assumed to be multi-ingredient drugs, and are not selectable.

Enter yes if you want the product to be selectable in CPRS order entry.

PREMIX:HELP- PROMPT: Choose from: 1 Yes 0 No

DESCRIPTION: This field is used to identify an IV Solution as a PreMIX IV. This indication will be used to identify which entries will have order checks performed against them.

If the solution is a premix you should enter the information in this field.

** You are NOW editing WARD STOCK fields. **

** You are NOW editing WARD STOCK fields. **

INPATIENT PHARMACY LOCATION:

HELP-PROMPT: Enter from 1 to 3 location codes, each separated by commas that define the location of this item in the inpatient pharmacy storage.

DESCRIPTION: This will be used to sort Automatic Replenishment reports for easier location of items.

Does not need to be marked for WARD STOCK to be available for Auto Replenishement, Ward Stock. Alternately, Supervisor's Menu [PSGW WARD STOCK MAINT] can be used to add the item into the Auto Replenishment/Ward Stock Package

AR/WS AMIS CATEGORY:HELP-PROMPT: Enter the category that this drug is to be classified as for AMIS statistics in Automatic Replenishment/Ward Stock.Choose from: 0 Field 03 or 04 - Doses by Type 1 Field 06 or 07 - Units of Issue 2 Field 17 - Fluids and Admin Sets 3 Field 22 - Blood Products

DESCRIPTION:

If no longer want to mark for Ward Stock, type at sign “@” to remove:

AR/WS AMIS CATEGORY: Field 03 or 04 - Doses by Type // @ SURE YOU WANT TO DELETE? y (Yes)

** You are NOW editing DRUG ACCOUNTABILITY fields. **

** You are NOW editing DRUG ACCOUNTABILITY fields. **

Select ITEM NUMBER:

HELP-PROMPT:You may enter a new IFCAP ITEM NUMBER, if you wish. This field contains any or all items in the ITEM MASTER file that relate to this drug. This relationship will enable automated receiving from the IFCAP Inventory module.

DESCRIPTION:This field facilitates the sharing of procurement information via the Integrated Funds Distribution, Control Point Activity, Accounting and Procurement (IFCAP) package that automates certain functions in Acquisition and Materiel Management, Fiscal Service, and in all of the services that request supplies and services on Veterans Affairs (VA) Form 90-2237.

It is unnecessary to populate this field from this prompt.

SELECT SYNONYMHELP-PROMPT:Entries in this field will be restricted. These restrictions will:- Prohibit any entry that is all numeric and

Alternate names like trade names, or quick code can be entered into this field to help looking up the line item. This field is also used to enter NDC number to identify the item from

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTIONless than 6 characters.- Convert any entry which matches the NDC-Expiration Date provided by the Robot Rx software. The input transform will strip the leading "3" and the expiration date from the barcoded NDC.

DESCRIPTION:This field is used as a quick code for look ups or to locate NDCs so the drug's inventory can be incremented when Orders are received.

BCMA. NDC number will automatically populate in this field when McKesson invoices are uploaded and processed into the Drug Accountability package.

INTENDED USEHELP-PROMPT:If you designate a synonym as a quick code, then it will not appear on the formulary listing for distribution in the hospital. If it is designated as a trade name, then it will appear on the listing. This field does not affect the ability to look-up a drug by quick code or trade name.

If the intended use is for Controlled Substances or Drug Accountability, the synonym is used to locate NDCs so the drug's inventory can be incremented when orders are received.

Choose from:0 TRADE NAME1 QUICK CODED DRUG ACCOUNTABILITY C CONTROLLED SUBSTANCES

DESCRIPTION:This field is used for tracking of drug distribution and procurement in pharmacy locations

NDC CODEThis fields has been previously described in this document

VSNHELP-PROMPT:Enter the vendor's stock number corresponding to the NDC

DESCRIPTION: Self-explanatory

This field is primarily auto-populated by the drug accountably software. It is not necessary to populate this field when doing initial drug entry. This field is usually the prime vendor stock number. Many sites do enter the VSN to assist the purchasing person. If the VSN is filled in and the invoice is processed the drug accountability software will find a direct match. This reduces the workload and potential for error for the purchasing person.

** You are NOW Marking/Unmarking for CONTROLLED SUBS. **

** You are NOW Marking/ Unmarking for CONTROLLED SUBS. **

A Controlled Substances ITEM?

HELP-PROMPT: Enter 'YES' (or 'Y') to mark this drug as a Controlled Substances item. Enter 'NO' (or 'N') to not mark (or unmark) this drug.

DESCRIPTION: Self-explanatoryClic

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FIELD NAME FIELD DEFINITION DESCRIPTIONS RECOMMENDED ACTION

A Non-VA Med ITEM?HELP-PROMPT:Enter 'YES' (or 'Y') to mark this drug as a Non-VA Med item. Enter 'NO' (or 'N') to not mark (or unmark) this drug.

DESCRIPTION: Self-explanatory

Marking the drug as a non-VA med allows it to be available for CPRS order entry as a drug the patient obtains from a non-VA source.

For Rx products it is recommended that all strengths of the drug be marked to give providers a better opportunity to enter a more complete order.

For herbal product is recommend that you use non-strength specific entries and other generic entries such as MULTIVITAMIN/MINERALS HERBAL CAP/TAB. To reduce the number of entries required. Synonyms can be added for herbal trade names.