Only medication supplied by your pharmacy may include a barcode on the dispensing label that can be scanned. Medication supplied from hospitals or brought from home won't have a barcode on the dispensing label. For these medicines, barcode scanning isn't possible and the medicine should be managed in Access Medication Management manually.
📌 Notes:
In order for barcodes to be held in the system, new data must be merged with existing entries and not rejected.
For carry forward stock to still be processed using barcode scanning, this entry must be merged with any new orders and not discontinued.
If medication has been received but data hasn't, the barcode won't be available. The resident must have a Pharmacy ID in their profile to receive data from their pharmacy.
Monthly check in
To use the barcode scanner during a monthly check in, follow these steps:
From the Home Screen, click Monthly Check In.
If a Monthly Check In has already been started the system alerts you to this, check to ensure that you're not duplicating work already commenced.
Click No to start a new Monthly Check In or Yes to continue with a current one.
Select the appropriate Trolley.
Scan the dispensing label of the medication with the barcode scanner.
Ensure all quantities are entered using a decimal point. For example, 28.0.
Click OK. The item checked in is displayed in the Monthly Check In Meds received list. If any errors have been made, the red cross can be used to remove the item and the process can be repeated.
Repeat steps 5 to 7 for all remaining medications and residents.
Click Save after each resident.
Click Finished.
Interim check in
To use the barcode scanner during an interim check in, follow these steps:
From the Home Screen, click Interim Check In.
Use the drop-down and select the Source from which the medication has been received.
Click OK.
Scan the dispensing label of the medication with the barcode scanner.
Ensure all quantities are entered using a decimal point. For example, 28.0.
Once you've entered the correct quantity, click OK.
Repeat steps 4 to 6 for all remaining items from this source. If you have additional medications to be received from a different source, in the top right, use the drop-down and select a different Source and repeat steps 2 to 7.
When you've completed the process for all medications received, in the bottom right, click Done.
Disposing of medication via drug disposal
To use the barcode scanner when disposing of medication via drug disposal, follow these steps:
From the Home Screen, click Drug Disposal.
The drug disposal process is a fully witnessed activity, as such you will be prompted to complete a Witness Logon.
The witness should complete the Username and Password sections and then click OK.
Scan the dispensing label of the medication with the barcode scanner.
Check the Disposal Date and Time.
Enter a Method.
Enter a Reason.
Enter the Quantity to dispose of.
Type an appropriate Comment.
Review and complete all fields.
When you're satisfied that all data is correct, click Save. The disposed medication appears in Disposed Meds summary at the bottom of the screen.
Repeat steps 4-11 for all remaining medications and residents.
Administering medication via medication round
From the Home Screen, click Medication round.
Use the drop-down and select the round time.
From the Resident Selection screen, click the resident to complete medicine administration for.
On the left, review and understand the residents profile, such as Diagnosis, Allergies, Information and Medication Orders.
Identify and prepare the medication in line with your local policies and procedures.
Once you've prepared your medication for administration, scan the dispensing label of the medication. A green tick appears as confirmation.
Repeat step 5 for all scheduled and PRN items required.
After the medication has been taken, refused or withheld, click Next. The Review/Recording Screen appears.
Review all information to record any exceptions. On the right, use the drop-down and select the exception.
Once all information has been recorded accurately, click Record All. The system prompts for final confirmation of the residents Med Round.
If you're satisfied, click OK. Once confirmed, this record can only be edited by a system administrator. The system returns to the Resident Selection screen.