Overview
With PIMSY Inventory Management, medicines provided by your practice and/or those your clients may bring with them can be entered and tracked per client. This feature allows for dosing and/or inpatient dispensing. In Inventory Management, a Material (medicine) is connected to a Container, which is connected to a Client.
Note: a material or container can only be deleted if they have never been connected. If they are connected, simply remove the Active check box on either the material or container page and Save. To view inactive materials or containers, filter for active: NO.
Required Permissions and Prerequisites
- This article is in reference to our Desktop application
- Please assign the Create, Modify, View, and Delete permissions for the following rule(s):
- Container / Inventory / Dosing Log
Step-by-Step Instructions
Step 1: Set up Pick List Management
Navigate to the Pick List Management by going to:
Administration > Pick List Management
Next, search for Unit in the search box.
Create the Units of Measure to be assigned to your Materials (medicines) for inventory, such as fluid ounce, mg, or capsule in a blank row of the Units of Measure. These will be displayed when assigning the materials. Click Save when finished.
Additionally, you will need to set up the Container Types. You may do this by replacing unit with container in the search bar and repeating the steps above, for the Container Type.
Once this has been completed, go to Utilities and click Refresh Pick Lists.
Step 2: Navigating to Inventory Management
To find Inventory Management, navigate to the top menu and go to:
Administration > Inventory Management
Next, select either of the following options:
- Material Management (medicines)
- Container Management (medicine containers)
- Container Manual Count (manual count of container contents)
- Supplier Management (medicine suppliers)
MATERIAL MANAGEMENT
Step 3: Create, View, or Modify Materials
Material Management is where you can create a new medication, or select an existing medication already set up by your PIMSY administrator.
To create a new material, enter all pertinent information in the right side panel and then click Save. To enter another consecutive material, click the New button and enter all pertinent information. Save once more to add the material to the system.
If you want the system to send alerts when a quantity is close to depletion, you can enter the amount in the Alert Volume field. It will send alerts to the user group assigned in the Alert User Group dropdown.
To view or modify an previously existing material, click on the appropriate material on the left side panel, followed by changing the necessary information. Click Save when complete.
Refresh your pick lists, by going to Utilities and selecting Refresh Pick List before moving to the next step.
CONTAINER MANAGEMENT
Step 4: Fill Out Required Fields
In Container Management, the Material (medicine) is accounted for by being assigned to a container (bottle, box, etc.). This allows you to track of how much material is used from each specific container.
Creating a new container follows the same process as material management, with some additional options such as:
- Entering the location of the container via the Location / Room dropdown.
- Assigning materials to a container via the Assign Material button. Select the material in the pop up window, followed by Select Material. The next prompt will require a starting volume for that specific container.
- Assigning a parent container, if needed, via the Assign a Parent Container button.
You can create an empty container by saving before you Assign Material. Once you assign material, you must enter an amount of contents in that Container.
When you go back to the material, there should be a container listed in the bottom section. (if the Material window is still open, close and reopen to see the newly connected container for that material)
CONTAINER MANAGEMENT
Step 5: Making Edits
To make changes to an existing container, select that container, make necessary changes, and click Save. If you need to manually edit the container volume, click on the Update button.
Edit the Amount Used and add Remarks (required), documenting why the manual adjustment was made on this Material.
CONTAINER MANAGEMENT
Step 6: Print Container Labels
Back in the container window you can print the barcode label associated with this container. See below for setting up the barcode for a material in the eMAR section of PIMSY.
Click on Labels to print a label with the barcode.
Select the print icon to print the label.
CONTAINER MANAGEMENT
Step 7: Setting up an eMar Barcode for Materials
To set up the Barcode, go to:
Clients > eMAR
Select a client and click on the Edit button.
If you have a barcode scanner, you can scan the barcode on an existing material container. If you have preassigned a container to the eMAR record, the system will automatically pop up the Usage Log screen when you dose the medication and save the status as Administered / Taken on Site or Take Home Given.
Alternatively, you can place the cursor in the Scan Barcode Here field and scan or type the container number to bring up the Usage Log.
The next tab over from the Usage Log is the Count Log which contains a list of the manual counts only. The Usage Log records all system counts. You can compare the number of drugs manually counted to the amounts the system has recorded.
If you click on the Pre Assign Med Container button, you can assign a container to be included in eMAR’s with that specific material (drug). The count of the container will be reduced by the quantity given.
The Recurrence button is for setting up multiple doses/time/days, etc. for that material.
CONTAINER MANUAL COUNT
Step 8: Fill Out Required Fields
Enter Count Volume, add Remarks if needed and save. Go back to the container for that material to see the update. Only Count Volume and Remarks can be entered or changed here.
Back in the container window for that material, if it is still open, click off that material and back onto it to refresh and see your changes.
Manual Count Profile Rules – there are several profile settings for containers, one of which is the ability to enter manual counts. Your PIMSY Administrator will assign access to users appropriately so you may not see all information in the Inventory Management section.