Parata HOA Software v2.2.2 Operation · text and logo.....9–37 9.12 Enabling dispense quantity editing.....9–39. 120-0497 Rev 01 1–1 Chapter 1 Overview Parata HOA Software™

Operation

Parata HOA Software v2.2.2120-0497 Rev 01

Parata Systems, LLC 106 Roche Dr. Durham, NC 27703 www.parata.com

The information in this document is proprietaryand confidential to Parata Systems, LLC. Contentmay be changed at any time and without notice.

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Copyright

Parata HOA Software v2.2.2 Operation

© 2014 Parata Systems, LLC. All rights reserved.

Text, layout and some photos copyright Parata Systems, LLC.

Drawings, schematics and some photos copyright JV Medi Co., Ltd.

No part of this documentation or the associated product may be reproduced, processed, duplicated or published in any form by photocopying, microfilming, reprinting or other process, in particular electronic means, without the written agreement of the owner.

TrademarksAccuCount, AccuMed, APM, Automated Will Call, AutoScript III, Baker Cassette, Baker Cell, Baker Universal, Baker Universal 2010, FlexCheck, onePac, Parata, Parata and design, Parata Consulting, Parata Front Runners Club, Parata Express, Parata Express+, Parata PASS 500, Parata PASS 208, Parata PASS Pack, Parata Check PASS, Parata First PASS, Parata PASS Safe Loader, Parata PASS Ware, Parata Max, Max, Max+, Mini, Circle of Pharmacy Care, Circle of Pharmacy Care Fill Serve Adhere and design, Next-Generation Pharmacist, Next Generation Pharmacist logo, Peak Pharmacy Performance, P3 Peak Pharmacy Performance and design, Parata Performance Services, and Parata Puts You Out In Front are trademarks or registered trademarks of Parata Systems LLC in the United States and/or other countries.

PACMED and PACVISION are trademarks of McKesson Automation Inc. in the US. PACMED and PACVISION are trademarks or registered trademarks of McKesson Automation Canada Corporation in Canada.

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Microsoft and Windows are registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

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United States Government RightsUse, duplication or disclosure by the U.S. government is subject to the restrictions set forth in the Parata Systems, LLC Agreement and as provided in DFARS 227.7202-1(a), 227.7202-3(a) and 227.7202-4 (1998 ed., revised June 21, 2005), DFARS 252.227-7013(b)(3) and (c) (NOV 1995, revised January 23, 2006), FAR 12.212(a) (1995), FAR 52.227-19, or FAR 52.227-14 (ALT III), as applicable. Unpublished rights are reserved under the copyright laws of the United States.

DisclaimerThe information contained herein is considered accurate at the time of publication. The respective owners reserve the right to make changes to the documentation or associated product at anytime without notice.

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Contents

Chapter 1 – Overview

1.1 Scope of this document..................................................................1–2

Chapter 2 – Accessing Parata HOA Software

2.1 Launching the Parata HOA Software application..........................2–1

2.2 Logging into Parata HOA Software .................................................2–2

2.3 Exiting the Parata HOA Software application ................................2–3

Chapter 3 – Parata HOA Software Navigation

3.1 Navigation screen overview............................................................3–2

3.2 Using the Navigation screen...........................................................3–3

Chapter 4 – Performing patient enrollment

4.1 Patient enrollment procedure ........................................................4–1

4.2 Changing a patient’s group after batch submission.....................4–4


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Chapter 5 – Performing patient sync

5.1 Patient Sync screen overview.........................................................5–2

5.2 Using the patient information pane ...............................................5–4

5.3 Patient sync procedure ...................................................................5–6

Chapter 6 – HOA Management

6.1 Using the patient prescription list ..................................................6–3

6.2 Choosing the best selector to assign HOA.....................................6–7

6.3 Editing time-based HOA with the linear time selector ..................6–8

6.4 Editing period-based HOA with the radial period selector............6–9

6.5 Editing HOA with non-default periods or multiple-pill doses ..... 6–10

6.6 Editing complex HOA with the grid selector................................ 6–14

6.7 Creating a reminder PASS pack .................................................. 6–22

Chapter 7 – Batch and Delivery

7.1 Batch screen overview....................................................................7–2

7.2 Deliver screen overview..................................................................7–3

Chapter 8 – Using the Patient List

8.1 Patient List screen overview...........................................................8–2

8.2 Searching for a patient ...................................................................8–5

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Contents

Chapter 9 – Parata HOA Software Settings

9.1 Settings screen overview................................................................9–2

9.2 Defining patient groups ..................................................................9–3

9.3 Creating, modifying, and disabling user accounts ........................9–8

9.4 Creating patient preference types .............................................. 9–15

9.5 Creating sync task categories and tasks.................................... 9–20

9.6 Modifying your pharmacy information ........................................ 9–26

9.7 Defining packaging configuration ............................................... 9–28

9.8 Modifying time settings and selectors ........................................ 9–32

9.9 Modifying the default daily periods............................................. 9–34

9.10 Modifying sync process lead time relative to group delivery dates ............................................................................. 9–36

9.11 Modifying the Prescription Order Form and Delivery Report text and logo............................................................................... 9–37

9.12 Enabling dispense quantity editing........................................... 9–39

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Chapter 1Overview

Parata HOA Software™ is a tool for supporting patient adherence that you use in conjunction with Parata PASS Ware™, Parata® PASS™, Parata Max®, and Parata Mini® systems.

Once a patient enrolls in your adherence program, Parata HOA Software provides tools to manage medications that you have already synchronized and to join the patient to a group. The patient’s group, in turn, helps you schedule prescription filling and manage simultaneous delivery of all of the patient’s medications.

When you are ready to process a patient’s prescriptions, Parata HOA Software provides you with a graphical interface to associate prescriptions with hours of administration (HOA). After you assign and validate the HOA for the patient’s non-PRN oral solids, you submit all treatments as a batch. The batch is immediately sent to Parata software, where the prescriptions are eventually filled as follows:

• PASS Pack™ strip packaging by a Parata PASS 500™ or Parata PASS 208™ system

• Vial filling by a Parata Max or a Parata Mini unit

• Manual filling by pharmacy staff of non-packageable prescriptions

Additionally, to help further ensure adherence, Parata HOA Software allows you to assign HOA to non-packageable drugs such as liquids, creams, or inhalers. For these treatments, your PASS unit prints an empty reminder pack at each administration time, in the same strip with all of the other strip-packaged oral solids.


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1.1 Scope of this document

This Operation only covers the concepts and operations for the Parata HOA Software client application.

Ideally, Parata HOA Software users are also familiar with the basic operations of PASS automation, PASS Ware, and Max/Mini software. Refer to these publications for detailed information about those applications:

• Parata PASS with Parata PASS Ware v2.x Operator’s Guide

• Parata Max Operator Guide

• Parata Mini Operator Guide

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Chapter 2Accessing Parata HOA Software

This chapter describes how to launch the application, log in and access a specific function, log out, and finally close the application.

2.1 Launching the Parata HOA Software application

You can use either the desktop icon or the Windows® Start menu option to launch the application’s login screen.

To launch Parata HOA Software

1. Press Windows key + D to minimize all open windows.

2. Perform one of these actions:

• From the Windows® Start menu, select All Program > Parata Systems > HOA > HOA Client.

• Double-click the HOA Client icon on the Desktop.

End of procedure.


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2.2 Logging into Parata HOA Software

When you launch the Parata HOA Software application, you are presented with a login screen.

To log into Parata HOA Software

1. In the USER NAME field, enter your user account ID.

NOTE The USER NAME field is case-sensitive.

2. Press Tab or click the PASSWORD field and enter your password.

NOTE The PASSWORD field is case-sensitive.

3. Press Enter or click the SIGN IN button.

The Parata HOA Software Navigation screen appears (see “Parata HOA Software Navigation”on page 3-1).

NOTE If you enter your user account ID or password incorrectly, Parata HOA Software displays an “Invalid Username Or Password” message. Clear the incorrect field(s) and retry.

End of procedure.

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Chapter 2 – Accessing Parata HOA Software

2.3 Exiting the Parata HOA Software application

Parata recommends that you exit the Parata HOA Software application when you are done with all operations and administration for the day.

To exit Parata HOA Software

1. From any screen in Parata HOA Software, click the close button ( ) in the upper-right cornerof the window.

Alternately, if you are on the login screen, click QUIT.

The application closes.

End of procedure.

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Chapter 3Parata HOA Software Navigation

Use the main Parata HOA Software Navigation screen to choose the stage of patient processing on which you want to work.

Follow the procedures in chapter 2 to access the Navigation screen.


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3.1 Navigation screen overview

When you log in to Parata HOA Software, the Navigation screen appears, displaying the four main workflow stages.

• Enroll — Set a patient as a PASS patient; and assign the patient to a group and,thereby, assign a cycle length.

• Sync — Coordinate with proscribers to synchronize prescription start dates and toensure that dispense quantities and refill counts align with the cycle length of thepatient’s group.

• Batch — Submit batches in bulk to PASS Ware.

• Deliver — Review batches that are ready for delivery and set them to Deliveredworkflow status when done.

The Navigation screen also gives you access to Parata HOA Software Settings via the

gear icon ( ) in the header.

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Chapter 3 – Parata HOA Software Navigation

3.2 Using the Navigation screen

Item Description

A LOGOUT button Click to log out the current user and return to the Login screen (see “Logging into Parata HOA Software” on page 2-2).

B ENROLL button Click to go to the Patient List, which is automatically filtered to show only active, non-PASS patients (see chapter 4, “Performing patient enrollment”).

C SYNC button Click to go to the Patient List, which is automatically filtered to show only active, PASS patients that are ready to perform sync (see chapter 5, “Performing patient sync”).

D BATCH button Click to go to the Patient List, which is automatically filtered to show only active, PASS patients whose prescriptions are verified and ready to be submitted to PASS Ware (see chapter 7, “Batch and Delivery”).

E DELIVER button Click to go to the Patient List, which is automatically filtered to show only active, PASS patients whose prescriptions are ready to be delivered (see chapter 7, “Batch and Delivery”).


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F Settings button Click to go to Parata HOA Software Settings, with the Groups tab selected (see chapter 9, “Parata HOA Software Settings”).

Item Description

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Chapter 4Performing patient enrollment

Before you can package a patient’s prescriptions in PASS Packs, the patient must be enrolled in your adherence program.

In Parata HOA Software, enrollment means that you designate the patient as a PASS patient and you assign him or her to a group.

4.1 Patient enrollment procedure

Before you can assign HOA to a patient’s prescriptions, the patient must be enrolled in Parata HOA Software and assigned to a group. Otherwise, all of the patient’s fills will be sent to Max or Mini automation, or to manual fill.


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To enroll a patient in Parata HOA Software

1. Launch the Parata HOA Software application and log in as described in chapter 2.

2. On the Navigation screen, click ENROLL.

The Patient List appears, filtered by active, non-PASS patients by default.

3. If necessary, click a column header to sort the patient list (e.g., by patient name or by numberof prescriptions). You can also use the Patient Query pane to search for a specific patient byname or date of birth (search by delivery date will not work, as the patient is not yet assignedto a group).

See chapter 8 for more information about using the Patient List.

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4. Click on the patient’s row.

The Enroll a patient dialog appears.

5. Click on a group row.

You are returned to the Patient List with the patient now designated as a PASS patient.


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6. Repeat steps 3 through 5 to continue to enroll patients, or click the BACK button to return tothe Navigation screen.

NOTE Until you have submitted a patient’s prescriptions to PASS Ware, you can click thepatient’s row to change his or her group (e.g., if you make a mistake during enrollment).

End of procedure.

4.2 Changing a patient’s group after batch submission

This section describes how to change a patient’s group, should you ever need to do so after batch submission (e.g., to switch them from in-store pick-up to delivery). This process is best managed by using a transition group, which is a temporary, ad-hoc group that you create to manage the strip packaging for the days between the patient’s original start date and the new group’s start date.

To change a patient’s group


2. On the navigation screen, click SETUP.

The Settings screen appears with the Groups tab in focus.

3. Create a new group with these characteristics:

• The start date is the same as the old group’s start date.

• The schedule length is equal to the number of days between the patient’s old group startdate and the patient’s new group start date.

For example, if the next start date for the patient’s old group is 08/20 and the start date for the new group’s is 08/25, then set the transition group’s start date to 08/20 and schedule length to 5 days (i.e., 08/20 to 08/24, inclusive).

See “Defining patient groups” on page 9-3 for details on how to create the temporary transition group.

4. Click the BACK button to return to the Navigation screen.

5. Click ENROLL or SYNC to go to the Patient List.

6. Search for the patient using the Patient Query pane.


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7. When you have found the patient and clicked on his or her row, the Patient Sync screenappears.

8. Click the Settings button on the Patient tab ( ) to open the Patient Information Settings

dialog.

9. Use the GROUP drop-down list to assign the patient to the temporary transition group, and thenclick SAVE.

10. Back on the Patient Sync screen, click ADHERENCE.

The HOA Management screen appears, with all of the patient’s prescriptions reset.

11. Assign HOA to the patient’s prescriptions as described in chapter 6.

NOTE You will have to perform a partial fill either using your pharmacy host system or usingthe HOA Information sub-pane to change the dispense quantity (if enabled; see “Enabling dispense quantity editing” on page 9-39).

12. Submit the batch as described in chapter 7.

13. When the patient’s new group start date enters Sync, change the patient from the transitiongroup to the new group and continue to process their prescriptions as normal.

In this example, the patient would immediately enter Sync because the transition groupschedule length is equal to the (default) Number of days before the group’s start date thatthe Sync process should begin value.

NOTE After you have moved the patient out of the transition group, you can make thatgroup inactive if you do not want it to clutter up your group list. See “To make a group inactive” on page 9-7 for more information.

End of procedure.

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Chapter 5Performing patient sync

Once patients are enrolled in Parata HOA Software, you should synchronize their prescription start dates and adjust the dispense quantities so that refills occur on the start date every delivery cycle (monthly or fixed-day schedule length). While you are not required to sync a patient’s prescriptions to do PASS Pack packaging, not doing so means that you will have to perform two partial fills each refill (and probably use the grid picker) to provide HOA every delivery cycle.

Typically, synchronizing the start date means performing a partial vial fill on the first pick-up—the day the prescriptions are provided—and then having prescribers reissue the prescriptions so that they begin on the next start date for the patient’s assigned group. Finally, the last fill of a prescription’s refills often requires you to have a final prescription reissue, to complement the initial partial fill of that prescription (i.e., make up the difference). All of this activity happens outside of Parata HOA Software using fax, phone calls, pharmacy host system, and (if applicable) Max/Mini automation operations.

As a simple example, a patient comes in with a new, one-a-day prescription with three refills to add to their existing synchronized prescriptions. Their next delivery date (i.e., start date) isn’t for another 10 days, so you issue a partial fill for the first 10 pills, contact the prescriber to get the prescription reissued to the patient’s start date, then perform normal refilling each delivery cycle thereafter. When the prescription reaches the last fill for that treatment, you use the complex grid picker to finalize the last partial fill for the remaining 20 pills in the entire prescription.

The Patient Sync screen provides you with tools to communicate with prescribers to make necessary changes to prescriptions. It also provides tools that help you monitor all of a patient’s conditions (see “Creating sync task categories and tasks” on page 9-20) or other info (see “Creating patient preference types” on page 9-15).


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5.1 Patient Sync screen overview

Item Description

A PATIENT LIST button Click to return to the Patient List, with the same filter(s) and sorting that you used before you clicked a patient row to get to the Patient Sync screen.

B ADHERENCE button Click to go to the HOA Management screen for the selected patient.

C Information bar Displays the patient’s name, patient’s phone number, and the user ID of the user that is currently logged into Parata HOA Software.

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D Patient Interview pane Displays the General prompts that you have created for every patient,and displays condition-specific prompts that you have assigned to the patient.

Click to collapse (hide) all prompts.

Click to expand (show) all prompts.

Click to collapse (hide) a particular prompt.

Click to expand (show) a particular prompt that you have collapsed.

Click the button at the top of the tasks pane to display the history of all responses to all prompts.

Click the button next to a particular prompt to display the history of all responses to that prompt.

Check to designate that a prompt has been answered (i.e., task is complete).

Uncheck to set the prompt as unanswered (i.e., task is incomplete) and provide another answer or additional information for this sync session.

E Patient informationpane

Displays patient contact information, adherence details, preferences, prescriptions, and condition selector. See “Using the patient information pane” on page 5-4 for more information.

Item Description


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5.2 Using the patient information pane

The patient information pane provides you with all details about the patient and his or her prescriptions and defined conditions (task categories).

Item Description

A Patient tab Displays patient contact information, date of birth, group details, packaging details, and preferences.

B Prescription OrderReport Viewer button

Click to display the Prescription Order Report Viewer, which provides a form to send to prescribers to facilitate prescription start date and refill adjustments to achieve correct dispense quantity each delivery period.

C Patient InformationSettings button

Click to display the Patient Information Settings dialog, which allows you to set group, packaging, and customized preferences for the patient.

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D Scripts tab Displays the patients prescriptions and their sync status as color codes and ACTION field values:

• Orange — New Rx Required: Last month’s prescription was the lastdispense for that RxNumber, either because the prescription willreach its expiration date before the end of the dispense period orbecause it was the last refill authorized. A prescription renewal(i.e., a new RxNumber) must be sent from the pharmacy host system.

• Yellow — New Rx Required Next Period: The prescription received thisperiod is the last dispense for this RxNumber. A prescription renewalwill be required next period. A refill is required this period.

NOTE: This information is provided to help the pharmacy staffsynchronize the start dates for multiple prescriptions.

• Light Blue — Need Refill: A refill is required this period from thepharmacy host system.

• Green — Ready: This prescription’s dispense is ready to be used forthis dispense period. It will stay green until the patient’s next startdate is reached.

• Dark Gray — Cancelled: The prescription has been cancelled by thepharmacy host system.

Additionally, dispenses that were delivered last period are colored with a light gray background and the color-code bar displays DELIVERED.

Conversely, current dispenses have white backgrounds.

E Patient History button Click to display the Patient History dialog, which shows all workflow interactions for the patient since his or her information was originally received by Parata HOA Software from the pharmacy host system.

F All Scripts Historybutton

Click to display the All Scripts History dialog, which shows all pharmacy host system transaction information for all of the patient’s prescriptions.

G Conditions tab Displays the conditions (task categories) that you have defined in Settings (see “Creating sync task categories and tasks” on page 9-20).

H Patient Conditionsbutton

Click to display the Patient Conditions dialog, which allows you to select the conditions (task categories) that you want to monitor for the patient. Select one or more conditions (task categories) to enable the applicable prompts in the Patient Interview pane.

Item Description


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5.3 Patient sync procedure

NOTE This procedure describes initial patient information collection and prescription synchronization. On subsequent delivery cycles you will only need to perform a patient interview to monitor conditions and perform sync on new prescriptions added since the last delivery date.

To sync a patient’s prescriptions and begin condition monitoring


2. On the Navigation screen, click SYNC.

The Patient List appears, filtered by active, PASS patients in the Sync workflow state.

3. If the start date of the patient’s group is further in the future than the Number of days beforethe group’s start date that the Sync process should begin value on the Settings screenWorkflow tab, click the Pre-Sync check box and then click SEARCH.

See “Modifying sync process lead time relative to group delivery dates” on page 9-36 for moreinformation.

4. If necessary, click a column header to sort the patient list (e.g., by patient name or by numberof prescriptions). You can also use the Patient Query pane to search for a specific patient byname or date of birth (search by delivery date will not work, as the patient is not yet assignedto a group).


5. Click on the patient’s row.

The Patient Sync screen appears.

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6. If you are performing initial enrollment for a patient, perform these steps:

a. Click the Patient Information settings button ( ) on the Patient tab.

The Patient Information Settings dialog appears.

b. If necessary, click the Edit button ( ) to change the START TIME value.

NOTE The delivery time for the patient’s group ideally should be before the START TIME.Otherwise an additional day of packs is added to the end of his or her PASS Pack strip for all doses that occur before START TIME (e.g., breakfast dose but lunch delivery means the final breakfast dose will be in a pack for the day after the last day of the cycle).

c. Enter the appropriate values in the custom patient preferences field(s).

See “Creating patient preference types” on page 9-15 for more information.


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d. If applicable, select a packaging configuration from the PACKAGING drop-down.

See “Defining packaging configuration” on page 9-28 for more information.

NOTE Do not select an inactive packaging configuration.

e. When you have completed all updates or changes, click SAVE.

f. Click the Conditions tab.

g. Click the Patient Conditions button ( ).

The Patient Conditions dialog appears.

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h. Select the applicable conditions (task categories) that you want to monitor for the patient;and then click SAVE.

The prompts associated with the selected condition(s) appear in the Patient Interviewpane.

7. Click the Scripts tab and review the patient’s prescriptions to see what you must ask theprescriber(s) to do to align the prescriptions.

8. Click the Prescription Order Report Viewer button ( ) to generate one or more Prescription

Order Forms to send to the patient’s prescriber(s).

NOTE The patient’s treatments are grouped by provider and, as such, each provider with anactive prescription for the patient has its own form with full header and footer.

9. Fill out the checkboxes and blanks on the Prescription Order Form(s) as applicable tosynchronize the patient’s prescriptions, and then email or fax it to the patient’s prescribers.

10. If applicable, use the prompts in the Patient Interview pane to collect information about thepatient’s conditions.

11. Click the ADHERENCE button to proceed to HOA Management screen, on which you will issuepartial fills so that you can give the patient his or her dosages for today through the day beforehis or her group’s next start date. See chapter 6.

End of procedure.

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Chapter 6HOA Management

When you click the ADHERENCE button on the Patient Sync screen, the HOA Management screen appears for that patient.

Item Description

A PATIENT SYNC button Click to return to the Patient Sync screen for this patient.

B PATIENT LIST button Click to return to the Patient List, with the same filter(s) and sorting that you used before you clicked a patient row to get to the HOA Management screen.


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C Patient Informationpane

Displays the full details for a patient and his or her prescription(s).

Click to access the Patient Information Settings dialog, if you did not complete it on the Patient Sync screen or if you need to

D Dose View pane Displays how the patient’s prescription(s) will be distributed into doses based on each prescription’s HOA. You can navigate between each day in the batch using the following buttons:

Click to go to the previous day’s pouch view, if any.

Click to go to the next day’s pouch view, if any.

E Patient details Displays the patient’s full name, address, phone number, and date of birth (DOB).

F Batch information Displays this information about the patient:

PASS PATIENT — Indicates whether or not this patient is enrolled in Parata HOA Software.

GROUP NAME — The group name that you have assigned to the patient, if any.

SCHEDULE LENGTH — Either the number of days in the delivery cycle of the group or “MONTHLY” if a monthly delivery cycle.

START DATE — Administration start date.

START TIME — Administration start time.

G Patient prescription list See “Using the patient prescription list” on page 6-3 for details aboutusing the controls on this list.

H PASS unit drop-down list Allows you to select the PASS unit in your facility to which the patient’sbatch will be sent when it is processed.

Click to select a PASS unit to which to send this patient’s batch.

NOTE: This function is currently restricted to a pre-configured unit named Pass 500.

I REFRESH button Click to refresh the prescription list (e.g., when a new prescription has been sent from the host for the selected patient or when another pharmacy staff member has assigned HOA to one of the patient’s prescription).

NOTE: You should avoid having multiple people work on the same patient at the same time.

Item Description

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6.1 Using the patient prescription list

The patient prescription list is where you will do most, if not all, of your day-to-day work managing prescriptions:

J RESET button Click to allow changes to the batch after you have submitted it (i.e., unlock the batch for editing).

K SUBMIT button Click to save all changes that you have made to the HOA for the patient’s prescription(s) and immediately submit the batch of verified prescriptions for that patient to PASS Ware.

The application automatically returns to the Patient List screen.

Item Description

A EDIT column Click to expand the HOA Information sub-pane for the prescription to which it is adjacent.

NOTE: The HOA Information sub-pane allows you to provide more-complex HOA than can be provided using the HOA column (E below). See “Editing HOA with non-default periods or multiple-pill doses” on page 6-10 for more information.

B Rx column Displays the prescription ID number.

C DRUG NAME column Displays the name of the drug as sent by the host system.

Item Description


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D QTY column Displays the number of doses of the drug that have been assigned to HOA.

NOTE: The HOA column selector button (E below) will not change to green until the total quantity of doses for the prescription has been assigned HOA.

NOTE: When a prescription is renewed, its previous prescription remains visible in the prescription list for one cycle with a 0/0 quantity, which allows you to reference the HOA of the previous prescription while reassigning HOA to the renewal.

E HOA column

(text status)

The first HOA sub-column displays the status of the HOA settings for the prescription:

• New — You have not yet provided HOA information for the prescription.

• InProcess — You have performed all HOA operations—HOAassignment, verification, and submission—and the patientsprescriptions are at the PASS unit, ready to be processed byPASS Ware.

• Changed — The prescription was changed from the host system.

• Cancelled — The prescription was cancelled from the host system.

Item Description

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HOA column

(dose selector and visual status)

The next HOA sub-column consists of buttons which serve two purposes:

• Allow you to quickly edit simple HOA information for the prescriptionusing either the radial period selector or the linear time selector,based on your system configuration.

• Show the status of the prescription’s HOA information:

Indicates that HOA assignment is not completed.

NOTE: A prescription without complete HOA may not be verified (F below).

Indicates that you used the linear time selector, the radial period selector, or dose editor controls to assign daily HOA for the prescription. If the prescription does not change, every future refill will reuse the same HOA.

Indicates that you used the grid selector to assign complex HOA for the prescription. You will have to re-assign the HOA for this prescription every refill, either manually or by applying a saved complex template.

NOTE: After you have assigned daily (i.e., not complex) HOA to a prescription for the first full cycle, you should not have to assign it again for the remainder of the full-refill, daily-schedule cycles. However, if the prescription RX Fill Number or SIG is changed by the host system then you must reassign HOA. Finally, if the prescription’s last dispense quantity is not equal to the schedule length (e.g., a partial fill to conclude a finite number of synchronized refills) then you will have to assign the final-fill HOA using the complex grid selector.

HOA column

(time)

The next HOA sub-column displays the period or time of day for the dosage, if there is only one dose a day. If there are two or more doses a day, it displays “Multiple.” If you used the grid selector to assign HOA, it displays nothing.

Item Description


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HOA column

(food toggle; not shown)

The next HOA sub-column consists of buttons which allow you to click to toggle whether or not the prescription must be taken with food:

(Food YES) Indicates that the prescription must be taken with food.

(Food NO) Indicates that the prescription must not be taken with food.

NOTE: This toggle is not visible unless the radial period selector is enabled for the client (see “Modifying time settings and selectors” on page 9-32 and “Editing period-based HOA with the radial period selector” on page 6-9).

HOA column

(packaging toggle)

The next HOA sub-column consists of buttons which allow you to click to toggle whether the prescription will be packaged into PASS Packs or vials.

(Strip) Indicates that the prescription will be packaged by a PASS unit into PASS Packs.

(Vial) Indicates that the prescription will be packaged into vials by a Max or Mini unit, or by a manual-fill process.

HOA column

(reminder toggle)

The next HOA sub-column consists of buttons which allow you to click to toggle whether a prescription’s PASS Pack is a reminder PASS pack or contains pills.

(Reminder OFF) Indicates that the prescription’s pills will be packaged by a PASS unit into PASS Packs as normal.

(Reminder ON) Indicates that reminder PASS packs will be printed by the PASS unit for each prescription dose, though the drug will be filled manually.

F VERIFIED column Check the checkbox for this prescription when a pharmacist has verified the prescription’s HOA information.

The dose selector and all toggles turn gray and become disabled.

Item Description

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6.2 Choosing the best selector to assign HOA

Use this table to determine which process to follow to assign HOA to a prescription, based on the prescription’s dose schedule or delivery method and the selector that is enabled for your Parata HOA Software system:

Dose schedule or delivery method selector Procedure

Identical, single-pill doses every day Linear time “Editing time-based HOA with the linear time selector” on page 6-8

Identical, single-pill doses every day and all dosage periods are default periods

Radial period “Editing period-based HOA with the radial period selector” on page 6-9

Identical single-pill doses every day but not all dosage periods are default periods

OR

Identical multiple-pill doses every day, whether by time or by period

Either “Editing HOA with non-default periods or multiple-pill doses” on page 6-10

Dosage varies day-to-day Either “Editing complex HOA with the grid selector” on page 6-14

Prescription can not be packaged by automation (e.g., liquid, cream, inhaler)

Either “Creating a reminder PASS pack” on page 6-22

TABLE 6-1. Procedure to use based on the dose schedule and the enabled selector


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6.3 Editing time-based HOA with the linear time selector

Time-based HOA refers to exact times of administration of doses of a prescription. Time-based HOA selections do not reflect whether or not the prescription must be taken with food (see “Editing period-based HOA with the radial period selector” on page 6-9 for information about HOA selections that indicate a drug must be taken with food).

If the quick-access linear time selector is enabled for your Parata HOA Software system, you can set a prescription’s HOA to specific times without using the HOA Information sub-pane that appears when you click a prescription row’s Edit ( ) button.

NOTE This selector only allows you to enter a one-pill dose per administration time.

For example, you can quickly select the HOA for a SIG that reads “take one pill, every twelve hours” using the prescription row’s linear time selector:

To edit HOA using the linear time selector

1. If necessary (e.g., first-time patient), click the vial packaging button to toggle it to PASS Packpackaging.

2. Click the red visual status button and click each HOA, as appropriate to the unrecognized SIG.

NOTE If you mis-click an administration time, perform one of these actions:

• Click-and-drag the incorrect time indicator to the time that you intended.

• Click the incorrect time indicator to remove it, then click to add a new indicator.

When you have selected enough HOA to assign the total quantity across the days supply, the visual status button changes to green.

3. Click anywhere else on screen to save your changes.

The linear time selector disappears.

End of procedure.

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6.4 Editing period-based HOA with the radial period selector

Period-based HOA refers to common times of administration that reflect whether or not the prescription must be taken with food:

NOTE You can edit these defaults in Parata HOA Software settings; see “Modifying the default daily periods” on page 9-34.

If the quick-access radial period selector is enabled for your Parata HOA Software system, you can set a prescription’s HOA to common periods without using the HOA Information sub-pane that appears when you click a prescription row’s Edit ( ) button.

NOTE This selector only allows you to enter a one-pill dose per administration period.

For example, you can quickly select the HOA for a SIG that reads “take once a day with food” using the prescription row’s radial period selector:

With Food AM/PM Time 24-hr. Time Without Food AM/PM Time 24-hr. Time

Breakfast 8:00 AM 08:00 WakeUp 6:00 AM 06:00

Lunch 12:00 PM noon

12:00 Morning 10:00 AM 10:00

Afternoon Snack

3:00 PM 15:00 Afternoon 4:00 PM 16:00

Dinner 6:00 PM 18:00 Evening 8:00 PM 20:00

Bedtime Snack 9:00 PM 21:00 Bedtime 10:00 PM 22:00

TABLE 6-2. Default HOA periods


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To edit HOA using the radial period selector


2. Click the food button to toggle it to the appropriate SIG requirement (i.e., with or without food).

3. Click the red visual status button and click each HOA in the SIG.

NOTE If you mis-click an administration period, click the incorrect period indicator toremove it, then click to add a new indicator.

When you have selected enough HOA to assign the total quantity across the days supply, the visual status button changes to green.

4. Click anywhere else on the screen to save your changes.

The radial period selector disappears.

End of procedure.

6.5 Editing HOA with non-default periods or multiple-pill doses

Some HOA requires you to add doses that must be administered outside of the default periods shown in TABLE 6-2, “Default HOA periods,” on page 6-9. Also, some HOA requires multiple pills per dose, which you cannot enter using either the linear time or radial period selectors.

For example, you can enter the HOA for a SIG that reads “take one pill, every twelve hours, with food” using the HOA Information sub-pane:

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To edit HOA with non-default periods or multiple-pill doses


2. If visible, click the food button to toggle it to the appropriate SIG requirement (i.e., with orwithout food).

3. Click the Edit ( ) button on the prescription’s row.

The HOA Information sub-pane expands below the prescription row.

4. If you know that you have saved an HOA template that matches (or is close to matching) theSIG requirements, perform one of these actions:

a. Click the SELECT TEMPLATE button in the SIG / Template area.

b. On the SELECT A TEMPLATE screen, find and click the desired HOA template and thenclick SELECT.

c. If you need to adjust the HOA information to match the SIG requirements exactly, continueto step 5; otherwise, skip to step 11.

NOTE If you chose the wrong HOA template or you want to clear HOA assignment completely for any reason, click the grid removal button in the SIG / Template area, and then click Yes on the confirmation message.


• The linear time selector is enabled: Proceed to step 6.

• The radial period selector is enabled: Click the plus sign for each applicable default HOAperiod in the dose schedule, to set number of doses.If you require additional doses during non-default periods, proceed to step 6; otherwise,skip to step 10.

6. Click the Add Dose button.


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7. In the pop-up dialog that appears, enter a time of day and then click SAVE.

The added dosage time appears below the default times of day.

CAUTION If the radial period selector is enabled for your Parata HOA Software system, do not add a custom dose time that is identical to a default period.Instead, use the provided default periods, as instructed in step 5.See TABLE 6-2, “Default HOA periods,” on page 6-9 for the exact times that are associated with the default periods.

8. Click the plus sign button for the added dosage time to set the number of doses.

9. Repeat step 5 through step 8 for any other new times of day that the dose schedule requires.

When you have assigned enough HOA to cover the total quantity across the days supply, thevisual status button changes to green.

10. If you want to specify the template name by which the period-based HOA will be saved, performone of these actions:

a. In the SIG / Template area, click the SELECT TEMPLATE button.

The SELECT A TEMPLATE dialog box appears.

b. Click CREATE BASIC TEMPLATE.

The ENTER A NEW TEMPLATE dialog box appears.

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c. Type the name of the new HOA mapping template, and then press Enter or click SAVE.

The SIG/ Template area of the HOA Information sub-pane shows the new template name.

11. Click the Edit ( ) button on the prescription’s row to save the HOA and collapse the HOAInformation sub-pane.

NOTE If you did not save the HOA information as a named template then Parata HOASoftware will automatically save it as a template named after the dosages and periods or times (e.g., 1 at Breakfast, 08:00 PM).

End of procedure.


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6.6 Editing complex HOA with the grid selector

Complex HOA refers to hours of administration that are irregular from day to day (e.g., taken every other day) or to prescription dosages that increase or decrease over time (i.e., dose titration). You enter such dose schedules using the Parata HOA Software grid selector, accessed from the HOA Information sub-pane.

For example, you can enter the HOA for a SIG that reads “take twice a day for two weeks then once a day for two weeks” using the grid selector:

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The complex HOA grid selector is available whether the radial period selector or the linear time selector is enabled for your Parata HOA Software system.

• If the radial time selector is enabled, the default with-food or without-food periodsappear at the bottom of the grid selector. See “To edit complex HOA using the gridselector when the radial period selector is enabled” on page 6-18.

• If the linear time selector is enabled, you must manually add every dose time that isneeded across the days supply. See “To edit complex HOA using the grid selectorwhen the linear time selector is enabled” on page 6-15.

To edit complex HOA using the grid selector when the linear time selector is enabled




3. If you know that you have saved an HOA template that matches (or is close to matching) thedose schedule, perform one of these actions:



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The SIG / Template area shows the selected template.

c. If you need to adjust the HOA information to match the dose schedule exactly, continue tostep 4; otherwise, skip to step 14.


4. Click the grid button in the SIG/ Template area.

The HOA grid selector appears.

NOTE Maximize the grid selector window so that you can see all grid days.

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5. Click the first day on which the prescription is to be administered (typically DAY 1).

6. Click the ADD DOSE button.

7. In the pop-up dialog that appears, enter a time of day and then click SAVE.

The added dosage time appears below the grid of days.

8. Click the plus sign button for the added dosage time to set the number of doses.

9. Repeat step 6 through step 8 for any other dosage times required for that day.

10. Depending upon the dose schedule, perform one of these actions:

• Press the Tab key or the Right Arrow key to advance to the next day (e.g., DAY 2).

• Click the next day in the dose schedule (e.g., DAY 3).

If you moved focus to the next day in the grid, the previous days doses are automatically copied. If you moved focus to a day on the grid after a blank day, no doses are copied.

11. Continue to add dosage times and doses as required by the dose schedule, until you haveassigned the prescription’s total quantity across its days supply.

12. In the TEMPLATE NAME field, enter a name for the template.


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13. Click SAVE AS to save the named HOA mapping template.

You are returned to the HOA Information sub-pane and the visual status indicator changes toblue.


End of procedure.

To edit complex HOA using the grid selector when the radial period selector is enabled


2. Click the food button to toggle it to the appropriate SIG requirement (i.e., with or without food).



4. If you know that you have saved an HOA template that matches (or is close to matching) thedose schedule, perform one of these actions:


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The SIG / Template area shows the selected template.

c. If you need to adjust the HOA information to match the dose schedule exactly, continue tostep 5; otherwise, skip to step 13.


5. Click the grid button in the SIG/ Template area.

The HOA grid selector appears, showing the applicable default periods.

NOTE Drag and maximize the grid selector window so that you can see all grid days and thedefault with-food or without-food HOA periods.


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6. Click the first day on which the prescription is to be administered (typically DAY 1).

7. Click the plus sign button for each applicable period, to set the number of doses.

8. If you need to add a dosage time for a non-default period, perform one of these actions:

a. Click the ADD DOSE button.

b. In the pop-up dialog that appears, enter a time of day and then click SAVE.

The added dosage time appears below the grid of days.

c. Click the plus sign button for the added dosage time to set the number of doses.

d. Repeat step 8.a through step 8.c for any other times of day required to cover non-defaultperiods.

CAUTION Do not add a custom dose time that is identical to a default period.Instead, use the provided default periods, as instructed in step 7.See TABLE 6-2, “Default HOA periods,” on page 6-9 for the exact times that are associated with the default periods.

9. Depending upon the dose schedule, perform one of these actions:

• Press the Tab key or the Right Arrow key to advance to the next day (e.g., DAY 2).The previous day’s doses are copied to the next day.

• Click the next day in the dose schedule (e.g., DAY 3).No doses are copied.

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10. Continue to add doses as required by the dose schedule, until you have assigned theprescription’s total quantity across its days supply.

11. In the TEMPLATE NAME field, enter a name for the template.

12. Click SAVE to save the named HOA mapping template.

You are returned to the HOA Information sub-pane and the visual status indicator changes toblue.


End of procedure.


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6.7 Creating a reminder PASS pack

Reminder PASS packs provide times of administration for doses of a prescription that cannot be packaged by automation. As a PASS patient uses PASS Pack strip packaging to take pill doses, reminder PASS packs prompt the patient to take non-pill doses as necessary throughout a dose schedule.

To create a reminder PASS pack


2. Click the reminder toggle button.

The CREATE A REMINDER BAG dialog appears.

3. Check the Create a reminder bag for non-packable medications checkbox.

The REMINDER BAG TEXT and TOTAL DOSES fields become editable.

4. Leave the REMINDER BAG TEXT field set to the same text as the SIG; or edit it to guide thepatient as to how to administer the prescription.

This information will be printed on the reminder PASS pack, along with the normal drug andHOA information.

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e. Enter the TOTAL DOSES for the prescription.

5. When you are finished click SAVE.

6. Back in the patient prescription list, select the hours of administration using the appropriateselector for the dose schedule.

NOTE See “Choosing the best selector to assign HOA” on page 6-7.

When you have selected enough HOA to assign the total doses across the days supply, thevisual status button changes to green.

7. Click anywhere else on screen to save your changes.

End of procedure.

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Chapter 7Batch and Delivery

Once you have assigned and verified HOA for a given group (delivery period), you can use the Batch view of the Patient List to submit packaging instructions to PASS Ware in bulk, rather than having to do so on a per-patient basis.

Similarly, once batches are submitted, you can use the Deliver view of the Patient List to prepare for a delivery route and to indicate the patients to whom you have delivered prescriptions. The Deliver view also gives you the ability to generate a report of pending deliveries, including the patient first name, last name, phone number, group, delivery date, and group notes.


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7.1 Batch screen overview

When you click BATCH on the Navigation screen, the Patient List appears, filtered by patients in the Batch workflow state.

NOTE All other control on this screen work as described in chapter 8, “Using the Patient List.”

Item Description

A BACK button Click to return to the Navigation screen.

B BATCH column Check the box(es) to select the patient(s) to be submitted in bulk to PASS Ware.

C SELECT ALL button Click to check all BATCH checkboxes for all of the patient rows in the filtered Patient List.

D SUBMIT BATCH button Click to send all of the selected patients’ batches of verified prescriptions to PASS Ware.

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Chapter 7 – Batch and Delivery

7.2 Deliver screen overview

When you click DELIVER on the Navigation screen, the Patient List appears, filtered by patients in the Delivery workflow state.

NOTE All other control on this screen work as described in chapter 8, “Using the Patient List.”

Item Description

A BACK button Click to return to the Navigation screen.

B DELIVERED column Check the box(es) to indicate the patients whose prescriptions have been delivered.

C REPORT button Click to generate a report of pending deliveries: patient first name, last name, phone number, group, delivery date, and group notes.

NOTE: Pending deliveries are those which have been submitted as batches but have not been set to Delivered, either manually (B, above) or automatically (24 hours after the start date and time).

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Chapter 8Using the Patient List

Typically, Parata HOA Software Navigation filters the patient list to suit the workflow stage that you are currently processing.

This chapter describes how to use the Patient List screen to locate specific patients, so that you can adjust their preferences, sync elements, or HOA outside of normal, cyclical processing.


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8.1 Patient List screen overview

When you select any of the Navigation screen main buttons, the Patient List screen appears, displaying the patient list with filters as appropriate to the main button’s workflow stage (Enroll shown in the example).

Item Description

A BACK button Click to go to the Parata HOA Software Navigation screen (see chapter 3).

B Parata HOA SoftwareSettings button

Click to go to the Parata HOA Software Settings screen with the Groups tab selected (see chapter 9).

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C Patient details table(patient info)

Displays the results of a query, with this information for each row:

PASS — A checkmark indicates that one or more of the patient’s prescriptions can be filled by a PASS unit.

PATIENT NAME — The name of the patient, last name first.

DATE OF BIRTH — The patient’s date of birth.

SCRIPTS — The total number of prescriptions that are associated with the patient.

D Patient details table(adherence info)

TASK — The workflow stage to which you have processed the patient and his or her prescriptions.

NEXT DELIVERY — The date on which the patient’s prescriptions must be ready for delivery or patient pick up.

DAYS TO DELIVERY — The number of full, 24-hour days until the next delivery date, calculated at midnight each day. As such, this value is one day less than the difference between today’s date the next delivery date, if you run a query after noon.

GROUP — The group to which you have assigned the patient; or blank if the patient is new; or “UNASSIGNED” if the patient is a PASS Patient but has not been assigned to a group, for whatever reason.

E Patient Query panesearch controls

Allows you to search for patients. You can use any or all Patient Query pane search controls in conjunction with one another.

Last Name — Search by patient last name, using either partial or full spelling.

First Name — Search by patient first name, using either partial or full spelling.

DATE OF BIRTH — Search for patients by exact date of birth.

DELIVERY DATE — Search for patients by a future delivery date.

GROUP — Search for patients in a specific group, selected from a drop-down list.

Item Description


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F Patient Query panefilter controls

Allows you to restrict patient query results to specific types of patients. The way that filters interact is described for each control.

Pre-Sync, Sync, Batch, Delivery — Filter results to patients in the selected workflow stage(s) only. You may check more than one stage; and if you uncheck all of them, you disable workflow stage filters.

PASS Patients — Filter results to patients that are designated as in the adherence program. This filter works in conjunction with the other search filters.

Non-PASS Patients — Filter results to patients that are not in the adherence program yet (or at all). This filter works in conjunction with the other search filters.

Active Patients Only — Filter results to patients that are designated as ACTIVE in their Patient Information Settings. Uncheck to display all patients ever sent by the pharmacy host system. This filter works in conjunction with the other search filters.

G Patient Query panebuttons

DEFAULT — Clear all search terms and clear filters except for those that apply to the particular Patient List view that you were viewing before you applied search terms or additional filters:

• Enroll view — Non-PASS Patients, Active Patients Only

• Sync view — Sync, PASS Patients, Active Patients Only

• Batch view — Batch, PASS Patients, Active Patients Only

• Deliver view — Delivery, PASS Patients, Active Patients Only

SEARCH — Execute the search using the selected patient query search elements and filters.

H Patient details tablenavigation bar

Allows you to navigates between screens of patient query results:

Click to go to the first page of the patient query results, if you are not viewing the first page of results.

Click to go to previous page of patient query results; or click to go to the last page of results, if you are viewing the first page.

Click to go to next page of patient query results; or click to go to the first page of results, if you are viewing the last page.

Click to go to last page of patient query results, if you are not viewing the last page of results.

NOTE: If there are not enough patients displayed in the patient list to require multiple screens, these buttons are greyed out (disabled).

Item Description

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8.2 Searching for a patient

When the Parata HOA Software patient details table is heavily populated, it can be cumbersome to use the patient details table navigation bar to search through the whole database of patients. The Patient Query pane allows you use search parameters to filter the patient list down to a more navigable size.

This section describes how to use the Search By options in the Patient Query pane.

To search by patient name

1. Click the First Name or Last Name field below the Search By drop-down list, and then enter apatient’s last name, first name, or both.

NOTE You can also search by a patient’s partial name. For example, a search for first name“Sam” could return a patient list that contains:Jones, SamSmith, SamuelClark, SamanthaDoe, Lasam

2. If desired, enter additional search elements and enable filters.

3. Click the Search button.

End of procedure.

To search by date of birth


• Click the DATE OF BIRTH field and enter a date in mm/dd/yyyy format and then proceedto step 3.

• OR click the calendar button ( ) next to the Select a date prompt. The date pickerappears.


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2. Use the left and right arrows to select the month and year; and then click the date.

The chosen date replaces the Select a date prompt.



The patient list displays all patients with the selected date of birth.

End of procedure.

To search by future delivery date


• Click the DELIVERY DATE field and enter a date in mm/dd/yyyy format and then proceedto step 3.

• OR click the calendar button ( ) next to the Select a date prompt. The date pickerappears.


The chosen date replaces the Select a date prompt.



The patient list displays all patients with the selected date of birth.

End of procedure.

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To search by group

1. Click the GROUP drop-down list.

A list of active groups appears.

2. Select a group from the list.



To clear a search filter and display the full patient list

1. If necessary, uncheck the Active Patients Only checkbox.

2. Click the DEFAULT button.

The patient list displays all patients in the system.

End of procedure.

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Chapter 9Parata HOA Software Settings

Use the Parata HOA Software Settings screen to configure the application for your pharmacy and for your working preferences.

To access the Settings screen

1. On the Navigation screen or any patient list screen, click the Settings button.

The Settings screen appears.


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9.1 Settings screen overview

Item Description

A BACK button Click to return to the Patient List.

B Settings tabs Click to switch to other Settings options.

C Control pane Displays the Settings options that apply to the selected Settings tab.

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9.2 Defining patient groups

Patient groups allow you to specify PASS pack start dates and times and set delivery periods as either as fixed-duration cycles or monthly cycles:

• A 28-day, fixed-period schedule length allows you to regularly deliver on a specificday of the week, with the drawback that the delivery date moves forward month tomonth by one to three days (except non-leap-year Februaries).

• A 30-day, fixed-period schedule length allows you to easily align delivery period withthe most-commonly authorized prescription quantity, with the drawback that thedelivery date is never consistently on the same day of the week or date of the month.

• Monthly schedule lengths allow you to regularly deliver on a specific date eachmonth, with the drawback that it can be tricker to sync prescriptions’ authorizedquantity with dispense quantity and you will often have to complete a finalprescription refill using the grid selector.

• You can also create alternate schedule lengths for special cases, for example, a 7-dayschedule length for a weekly delivery group or an arbitrary schedule length totransition a patient between groups (see “Changing a patient’s group after batchsubmission” on page 4-4).

You must assign every adherence patient to a group. You cannot assign HOA to prescriptions for patients that are not assigned to a group.


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To create a patient group

NOTE At any point in the procedure, if you click Cancel to return to the groups list or if you click the Back navigation button to return to the Patient List or the Navigation screen, a confirmation dialog appears to ask what you would like to do with the changed information.

1. Access the Settings screen as described in “To access the Settings screen” on page 9-1.

2. On the Groups tab, click the Add Group button in the footer.

The groups list changes to display the add new group interface.

3. Enter a unique, meaningful Group Name.

NOTE Suggestions for group names include:

• Named by delivery region and delivery cycle

• Named by the type of patients handled during a given delivery period(e.g., one group for nursing home deliveries, another for home deliveries, etc.)

• Named by regular, weekly, in-store pick-up days (as in the example above)

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4. Depending on the desired delivery period, perform one of these actions:

• Click the Monthly checkbox, which disables the Schedule Length combo box.

• OR, in the Schedule Length combo box, enter or select the number of days in the deliveryperiod.

NOTE If you check Monthly, a warning appears that states that the start day must be between 1 and 28, if today’s day of the month is the 29th or later. A start date’s day value cannot be 29 or later because February does not consistently have days 29, 30, or 31.


• Click the Initial Start Date field and enter a date in mm/dd/yyyy format and then proceedto step 7.

• OR click the calendar button ( ) next to the field. The date picker appears.


The chosen date replaces today’s date in the Initial Start Date field.

7. Optionally, enter a description or other useful information in the Notes field.

8. Click DONE to return to the groups list.

End of procedure.


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To edit an existing group



2. Click the row of the group that you want to edit.

NOTE You can sort the groups list by each column, to help you find the one that you want toedit.

The groups list changes to display the edit interface in the control pane.

3. Edit the fields as desired.

NOTE You cannot edit the MONTHLY checkbox, the SCHEDULE LENGTH combo box, or theINITIAL START DATE field if the group has patient’s assigned to it.


End of procedure.

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To make a group inactive


1. Use the Patient List and the Patient Information Settings dialog to ensure that no patients areassigned to the group.

NOTE You cannot deactivate a group that has patients in it.

2. Follow steps 1 and 2 in the “To edit an existing group” above.

3. Uncheck the Active checkbox.


The group will no longer appear on the Group drop-down list on the Patient InformationSettings dialog.

End of procedure.


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9.3 Creating, modifying, and disabling user accounts

Your Parata HOA Software system is setup initially with all user accounts that you request be created. By logging in with the hidden Administrator account, you can add new users as necessary. Further, you can modify any user’s information as the Administrator; or users can modify their own information when they are logged in.

To preserve legacy data in the Parata HOA Software database, you cannot delete a user. You can, however, make a user inactive so that their ID can no longer log into Parata HOA Software.

To add a new user

NOTE At any point in the procedure, if you click Cancel or click the Back navigation button to return to the users list, the Patient List, or the Navigation screen, a confirmation dialog appears to ask what you would like to do with the changed information.

1. Log in with the Administrator user ID (see chapter 2).


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3. Click the Users tab.

The users list appears in the control pane.

4. Click the Add User button in the footer.

The add user interface appears in the Controls pane.


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NOTE Enter the same password in both the NEW PASSWORD and REENTER PASSWORDfields. The two field values must be identical, or you will receive an error message and the DONE button will remain disabled.

6. Click DONE.

NOTE If you entered a User Name that is already in the system, Parata HOA Softwareprompts you to choose a different user name.

Parata HOA Software prompts you to re-enter the Administrator password (not the password for the new user!).

7. Enter the Administrator password again and then click SAVE.

You are returned to the Users list.

End of procedure.

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To modify a user’s name or password


1. Log in with the user ID that you want to modify (see chapter 2).





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4. Click the row for the user that you want to change.

The user’s information appears in the control pane.


NOTE If you are changing the user’s password, enter the password in both the NEWPASSWORD and REENTER PASSWORD fields. The two field values must be identical, or you will receive an error message and the DONE button will remain disabled.

6. Click DONE.

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7. If you changed your password, Parata HOA Software prompts you to confirm it. Enter your newpassword again and then click SAVE.

You are returned to the users list.

End of procedure.

To make a user inactive


1. Log in with the Administrator user ID (see chapter 2).



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4. Click on the row of the user that you want to deactivate.

The user’s information appears in the control pane.

5. Uncheck the ACTIVE checkbox.

6. Click DONE.

Parata HOA Software prompts you to re-enter the Administrator password (not the passwordfor the new user!).

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7. Enter the Administrator password again and then click SAVE.

You are returned to the users list.

End of procedure.

9.4 Creating patient preference types

Patient preference types are custom fields that you can create to capture any information that you want available during sync and HOA assignment.

You enter the values for the patient preference types on the Patient Information dialog, accessible from the Sync or HOA Management screens.


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To create a patient preference type

NOTE At any point in the procedure, if you click Cancel to return to the preference types list or if you click the Back navigation button to return to the Patient List or the Navigation screen, a confirmation dialog appears to ask what you would like to do with the changed information.


2. Click the Preference Types tab.

The preference types list appears in the control pane.

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3. Click the Add Preference button in the footer.

The preference types list changes to display the add new interface.

4. In the NAME field, enter the field label that you want this preference type to have on thePatient Information Settings dialog.

5. Optionally, enter a DESCRIPTION for the preference type (useful when reviewing thepreference type list).

6. Click DONE to return to the preference types list.

End of procedure.


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To edit an existing preference type



2. Click the Preference Types tab.

The preference types list appears in the control pane.

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3. Click the row of the preference type that you want to edit.

NOTE You can sort the preference types list by each column, to help you find the one thatyou want to edit.

The preference type list changes to display the edit interface in the control pane.



End of procedure.


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To make a preference type inactive


1. Follow steps 1 through 3 in the “To edit an existing preference type” on page 9-18.

2. Uncheck the Active checkbox.


The preference type will no longer appear on the Patient Information Settings dialog.

End of procedure.

9.5 Creating sync task categories and tasks

Sync task categories and tasks allow you to define questions or prompts (tasks) in groups based on patient conditions or other interviewing needs (categories).

Then, during sync, you can assign a task category or task categories to each patient, and thereby be prompted to ask the question(s) or collect the information in the Patient Interview pane of the Patient Sync screen.

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To create a task category and add tasks to it

NOTE At any point in the procedure, if you click Cancel to return to the task category list or if you click the Back navigation button to return to the Patient List or the Navigation screen, a confirmation dialog appears to ask what you would like to do with the changed information.


2. Click the Sync Tasks tab.

The task category list appears in the control pane.


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3. Click the Add Task Category button in the footer.

The task category list changes to display the add new interface.

4. In the NAME field, enter a meaningful task category name.

NOTE Suggestions for task category names include:

• Named by a condition (e.g., CHD, COPD, Diabetes)

• Named by the nature of the information set (e.g., “Personal Details”, “Diet”)

5. Optionally, enter a DESCRIPTION for the task category (useful when reviewing the taskcategory list).

6. Click DONE to return to the task category list.

7. Click the row of the task category that you just created to return to the add new interface.

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8. Click the Add Prompt button in the footer.

The Prompts list changes to display a blank, active prompt row.

9. In the blank prompt row, enter the prompt that you want to add to this task category.

10. Repeat steps 8 and 9 until you have added all of the prompts that you want to add to this taskcategory.

NOTE You can use the up and down arrows on the Prompts header to rearrange the orderof the prompts in the list and, subsequently, in the Patient Interview pane on the Patient Sync screen.


End of procedure.


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To edit an existing task category and its tasks



2. Click the Sync Tasks tab.

The task category list appears in the control pane.

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3. Click the row of the task category type that you want to edit.

NOTE You can sort the task category list by each column, to help you find the one that youwant to edit.

The task category list changes to display the edit interface in the control pane.

4. Edit the NAME and DESCRIPTION fields, add new prompts, modify existing prompts, and/orrearrange prompt order as desired.


End of procedure.

To make a task category or one of its prompts inactive


1. Follow steps 1 through 3 in the “To edit an existing task category and its tasks” on page 9-24.

2. To make the entire task category inactive, uncheck the Active checkbox.


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3. To make a prompt inactive, uncheck the checkbox on its row under the Active column.


The task category (or its now-inactive prompt[s]) will no longer appear in the Patient Interviewpane on the Patient Sync screen.

End of procedure.

9.6 Modifying your pharmacy information

The pharmacy information that you enter into the Settings screen Pharmacies tab appears on these Prescription Order Report Viewer reports:

• Prescription Order Form

• Delivery Report

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To modify your pharmacy information

NOTE At any point in the procedure, if you click Cancel or click the Back navigation button to return to the Patient List or the Navigation screen, a confirmation dialog appears to ask what you would like to do with the changed information.


2. Click the Pharmacies tab.

The Pharmacy information fields appear in the control pane.


4. Click DONE to exit Settings.

End of procedure.


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9.7 Defining packaging configuration

In order for PASS Ware to apply a particular packaging to a patient’s strip packaging, the packaging type must be defined in Parata HOA Software and must be selected on the patient’s Patient Information Settings dialog.

To create a packaging configuration



2. Click the Packaging tab.

The packaging configurations list appears in the control pane.

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3. Click the Add Packaging button in the footer.

The packaging configurations list changes to display a blank, active row.

4. In the blank row, enter the name of the added packaging configuration that is configured inPASS Ware.

5. Repeat step 4 until you have defined all packaging configurations that you use in PASS Ware.


End of procedure.


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To edit an existing packing configuration



2. Click the Packaging tab.

The packaging configurations list appears in the control pane.

3. Click the row of the packaging configuration that you want to edit.

4. Edit the field under the Packaging Configuration Type column as desired.


End of procedure.

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To make a packaging configuration inactive


1. Follow steps 1 through 2 in the “To edit an existing packing configuration” on page 9-30.

2. Uncheck the checkbox under the Active column for the packaging configuration’s row.


The packaging configuration will no longer appear on the Patient Information Settings dialog.

End of procedure.


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9.8 Modifying time settings and selectors

The time settings and dose selectors (radial period or linear time) can be configured on the Settings screen’s Time Settings tab.

Item Description

A TIME FORMATdrop-down

Select one of these time formats to use throughout Parata HOA Software:

• AMPM — Use a 12-hour clock with AM and PM.

• Military — Use a 24-hour clock.

B DOSE SELECTORdrop-down

Select one of these dose selectors to use on prescription rows on the HOA Management screen:

• Radial — Use the radial period selector (see “Editing period-basedHOA with the radial period selector” on page 6-9).

• Linear — Use the linear time selector (see “Editing time-based HOAwith the linear time selector” on page 6-8).

C LEFTMOST TIME andRIGHTMOST TIME fields

Click the appropriate edit button ( ) to change the time range for the

linear time selector.

For example, you might decide to change the selector to have a leftmost time of 8 AM and a rightmost time of 10 PM, if none of your adherence patients need to have doses administered during the night.

D TICK INTERVALdrop-down

Select the time (in minutes) between each line on the linear time selector: 5, 10, 15, 20, 30, 60, or 120 minutes.

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To modify the time settings and dose selector



2. Click the Time Settings tab.

The time settings options appear in the control pane.

3. Edit the drop-down lists and fields as desired.


End of procedure.


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9.9 Modifying the default daily periods

The daily periods on the radial period selector correspond to actual times of day, in order to distinguish periods of administration that coincide with meals (for “take with food” SIGs) and those that coincide with times of day that are not typically meal times (for “take on empty stomach” SIGs). See “Editing period-based HOA with the radial period selector” on page 6-9 for more information about the default daily periods.

If you need to customize these periods to suit your pharmacy workflow or your customer’s preferences, use the Daily Periods tab on the Settings screen.

To modify the default daily period names, times, and descriptions

NOTE At any point in the procedure, if you click Cancel to return to the daily periods lists or if you click the Back navigation button to return to the Patient List or the Navigation screen, a confirmation dialog appears to ask what you would like to do with the changed information.


2. Click the Daily Periods tab.

The daily periods lists appears in the control pane.

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3. Click a daily period row that you want to modify.

The Daily Period editing interface appears.

4. Edit the NAME and DESCRIPTION fields as desired.

5. Click the DOSE TIME edit button ( ) to choose a different time from the linear time picker

for this daily period.

6. Click DONE to return to the daily periods lists.

End of procedure.


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9.10 Modifying sync process lead time relative to group delivery dates

A patient appears on the Sync screen a specified number of days prior to their start date. You control this specified number of days on the Workflow tab on the Settings screen.

To modify the time settings and dose selector



2. Click the Workflow tab.

The workflow option appears in the control pane.

3. Edit the field as desired.


End of procedure.

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9.11 Modifying the Prescription Order Form and Delivery Report text and logo

You can customize the form fields and logo image on the Prescription Order Form using the Reporting tab on the Settings screen.

The default field values are sufficient for most prescription synchronization requests, but you might prefer different verbiage or you might need to adjust the verbiage to suit your pharmacy’s particular workflow.

To modify the Prescription Order Form and Delivery Report text and logo



2. Click the Reporting tab.

The reporting options appear in the control pane.


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3. Edit the field values as desired:

• Footer — the text that appears at the bottom of each page of a report; applies to bothreports

• Discontinuing and reissue — the text that appears when you want the prescribers to resetall prescriptions; applies only to Prescription Order Form

• Synchronize on a date — the text that appears when you want the prescribers to edit theprescription start dates; applies only to Prescription Order Form

• Expired prescriptions — the text that appears when a prescription must be renewed;applies only to Prescription Order Form

• Logo image file name — the graphic that appears at the top of each report, next to thepharmacy information; applies to both reports

NOTE The logo image file must be placed in the D:\Program Files\Parata Systems\HOA folder for Parata HOA Software to find it.


End of procedure.

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9.12 Enabling dispense quantity editing

You may allow users to edit the Dispense Quantity field in the HOA Information sub-pane, instead of only being able to edit dispense quantity at the host system.

To allow editing dispense quantity

1. Login to Parata HOA Software as Administrator.


3. Click the Admin tab.

The administration settings tab appears

4. Check the Allow Editing Dispense Quantity checkbox.


End of procedure.

Documents

Parata HOA Software v2.2.2 Operation · text and logo.....9–37 9.12 Enabling dispense quantity editing.....9–39. 120-0497 Rev 01 1–1 Chapter 1 Overview Parata HOA Software™