Clinic Event Management System v5.1 Instruction Manual Nursing Module

Transcription

1 Clinic Event Management System v5.1 Instruction Manual 2014 Nursing Module The Regional Municipality of Niagara, 2014

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3 Table of Contents LOGIN... 1 MAIN MENU... 1 CLIENT QUEUE... 6 CLIENT QUESTIONNAIRE MEDICATION GIVEN AGE AND SOFTWARE FUNCTIONS INVENTORY FUNCTIONS LOG OUT CHARGE NURSE CLIENT SEARCH SCREEN... 27

4 Nurse Training Manual v5.1 LOGIN Log on to Clinic Event Management System using User Name and Password Password will be given to you Complete a password change the first time you login to the software. If this is your first login to the system after a password reset you will be prompted to change your password NOTE: Passwords are Case sensitive Choose a password that meets your corporate requirements Ensure you do not write password on manual or post-it note (keep confidential) MAIN MENU Input Inventory using Nurse Inventory for [Your Name] box. Nursing Manual v5.1 1

5 Nurse Training Manual v5.1 Nurse Inventory: Physically take vials from clinic inventory Click Receive in Nurse Inventory box The screen below will appear. If you have any partial vials click Partial All partial vials in clinic inventory will appear Nursing Manual v5.1 2

6 Nurse Training Manual v5.1 Click SELECT beside the partial that matches the Label you have and the bar will turn green NOTE: All partial vials will have a label on them as unique identifiers Click SUBMIT and inventory will appear in Nurse Inventory box. Nursing Manual v5.1 3

7 Nurse Training Manual v5.1 For full vials, select Full. The lot # and expiry date of the product in the clinic inventory will appear Click SELECT beside the vial you have (on right of list) Input the Number of Full Containers Enter # of full containers The selected Product will turn green Click SUBMIT button Nursing Manual v5.1 4

8 Nurse Training Manual v5.1 The full vials will then appear in the Nursing Inventory box in the Full Products list NOTE: If you do not have any partials, you need to click Open to open a new vial before administering vaccination to first client Select Open in the Nurse Inventory box. You will receive a confirmation message for your vial opening If correct, click Yes Nursing Manual v5.1 5

9 CLIENT QUEUE Nurse Training Manual v5.1 Clients in the process of getting their vaccine: The client will be sent to you from the waiting room Ask the client their nam Under Waiting for Nurse Review list click on Review beside the name of your client (see below) Medication Selections screen will appear for your review NOTE: For information purposes, Client Queue dashboard provide the Total Number of Client Processed, Average Processing Time and Average Waiting Time Dashboard on processing times If need to put a client back into waiting queue A client selection verification message will appear to ensure that the client selected from the Waiting for Nurse Review corresponds to the client now In Progress with Nurse. Nursing Manual v5.1 6

10 Nurse Training Manual v5.1 Confirm the client s details before proceeding by clicking Yes or return them to the waiting room by clicking No. If you have passed the client selection verification screen (or have it disabled i.e. it does not appear) and still need to return a client to the Waiting status click Send Client Back to Queue on the Medication Selection Screen. Nursing Manual v5.1 7

11 Nurse Training Manual v5.1 Medication Selection: In a multi antigen clinic, the medication selection screen is essential for identifying the medication the client has asked to receive In a clinic with a single vaccine product available this screen will have defaulted to selecting the single vaccine. Medication History will display the past vaccines administered to the client The clerk should have input this information into the client history BUT upon your investigation, if you find there is missing history, press MEDICATION HISTORY and input the clients history Nursing Manual v5.1 8

12 Add History: Nurse Training Manual v5.1 Ensure the Category of vaccine is correct Input the Dose # (NOTE: Dose is defaulted to 1) Using the drop down menu select the Setting (Physician, Hospital, Nursing Home, Walk-in Clinic, Other PHU, Other) Using the drop-down menu select the Region (NOTE: the region is defaulted to your PHU) Input the Date of administration Click SUBMIT Medications Withheld: In the case that the vaccine is not to be administered you are able to click on MEDICATIONS WITHHELD Contraindicated Deferred Ineligible Refusal Nursing Manual v5.1 9

13 Nurse Training Manual v5.1 Medications Withheld Category & Sub Category Category Contraindicated Deferred Ineligible Refusal Sub Category Medical Allergy Cost Related No Consent Temporary Medical Condition Medical Supply Issue Age Walkout Nursing Manual v5.1 10

14 Nurse Training Manual v5.1 CLIENT QUESTIONNAIRE Review the questionnaire Any questions requiring your attention will be highlighted You are able to change Yes to No and visa versa, as well as adding comments in the Nurse Comment section If you have further comments, feel free to use the box at the bottom. Please read Clerk Comments if present Note: Any changes will be noted in a change log for audit ability purposes. Check Health History Reviewed box (the program will not allow you to move to the next page unless this is checked) Click SUBMIT This will take you to the Medication Given Screen Yes Nursing Manual v5.1 11

15 MEDICATION GIVEN Nurse Training Manual v5.1 Patients name and age are displayed on top of screen Read the consent and check the box after client agrees to vaccine Walking Well or High Risk will be selected based on Medical Questionnaire answers If the vaccine is not highlighted (i.e. if you have more than one in your inventory) click SELECT and it will highlight green. If you only have one vaccine in your inventory it will already be highlighted green Click SELECT for the Dosage, Amount and Location (which will then turn green) Physically administer the vaccination Click SUBMIT If you forget to click on any required information, you will not be permitted to submit your record. A message will appear on the bottom of your screen Name & Age If you forget any of the required information, a message will appear to tell you what you ve missed If you forget to choose dosage and location you will get a pop up message that states you must choose an option (see below) Nursing Manual v5.1 12

16 Nurse Training Manual v5.1 If you do not have any more vaccine in your Nurse Inventory box, there will be no product to select under the Which Medication? list Within the Nurse Inventory for [Your Name], you must Open a vial in your Full inventory You will then have to go back to Client Queue screen, under In Progress with Nurse find client and click Medication Given This will bring you back to Medication Given screen After clicking SUBMIT, the client s Proof of Immunization will be automatically printed and client is to pick it up in the recovery area. New for this year, the Nurse administering the vaccine will be listed on the Proof of Immunization. **Inform your Client to pick up their Proof of Immunization** You will be sent automatically to the Client Queue Screen for your next client Nursing Manual v5.1 13

17 AGE AND SOFTWARE FUNCTIONS Nurse Training Manual v5.1 Age and Dose: If the age of the client is less than 6 months, a message will come up that you are not allowed to give the vaccine Will not allow you to pick dosage, amount, and location. PLEASE NOTE: Dose and Site will correspond with age AGE 6 Months to 2 Years 2 3 Years 3 Years and Older LOCATION Left Thigh Right Thigh Right Inferior Thigh Right Superior Thigh Left Inferior Thigh Left Superior Thigh Right Deltoid Left Deltoid Right Inferior Deltoid Right Superior Deltoid Right Medial Deltoid Right Lateral Deltoid Left Inferior Deltoid Left Superior Deltoid Left Medial Deltoid Left Lateral Deltoid Left Deltoid Right Deltoid Right Inferior Deltoid Right Superior Deltoid Right Medial Deltoid Right Lateral Deltoid Left Inferior Deltoid Left Superior Deltoid Left Medial Deltoid Left Lateral Deltoid Left Deltoid Right Deltoid Right Inferior Deltoid Right Superior Deltoid Right Medial Deltoid Right Lateral Deltoid Left Inferior Deltoid Left Superior Deltoid Left Medial Deltoid Left Lateral Deltoid DOSAGE Nursing Manual v5.1 14

18 INVENTORY FUNCTIONS Nurse Training Manual v5.1 Inventory Getting Low Warning: Upon completing a client, if the capacity of an open vial is.5ml or less a warning message will prompt action regarding the vial Select Continue to continue using the vial for further clients or Waste It to proceed to waste the insufficient amount left in the vial. Inventory Getting Low: When inventory has 2ml remaining (or 4 adult doses of 0.5ml), the Nurse Inventory for [Your Name] box will turn yellow reminding you that you only have 4 doses left and will need to Open a new vial soon Inventory Very Low: When Inventory has 1 dose left (or 0.5 ml) the Nurse Inventory for [Your Name] box will turn red Nursing Manual v5.1 15

19 Finished with a Vial: Nurse Training Manual v5.1 When you are done with a vial, you must click Finished on the far right hand side You will then be asked to confirm Click Yes You will then need to open the next vial in your inventory by clicking Open No Vaccine Open Warning Message: If you try to view the Client Queue screen to select a client but have no vaccine open ready to deliver you will receive this error message. Nursing Manual v5.1 16

20 Nurse Training Manual v5.1 Open a New Vial: You will then need to open the next vial in your inventory by clicking Open You will be asked to confirm Click Yes The vial you have opened will then move in your inventory box to the Partial section Nursing Manual v5.1 17

21 Waste (Accidental losses): Nurse Training Manual v5.1 If you have waste (i.e. a dose gets contaminated, or out too long, etc.) click Waste In the Nurse Inventory for [Your Name] box Type in a Reason for Waste in the box provided Click Submit Return Inventory: At the end of the clinic if there are any partial vials left in your inventory, physically label the vials using the label number beside the product name Click Return Click All Click Return All Physically return the vials to the Clinic Inventory Blue Bag Nursing Manual v5.1 18

22 LOG OUT Nurse Training Manual v5.1 On the Main Menu click Log Out Nursing Manual v5.1 19

23 CHARGE NURSE Nurse Training Manual v5.1 Change a Charge Nurse: In Main Menu under Current Clinic, click Set Charge Nurse Using the pull down, click on the nurse that you would like to be the charge nurse Click SUBMIT Nursing Manual v5.1 20

24 Entering Vaccine in Central Lot Numbers List: Nurse Training Manual v5.1 NOTE: This may NOT need to be completed by the charge nurse if it was already completed by the administrator prior to the clinic In Main Menu under Current Clinic, click Central Lot Number List From the drop down list select the Product Type Type in the Lot Number Type in (or select from the calendar) the Expiry Date Click Insert Nursing Manual v5.1 21

25 Nurse Training Manual v5.1 Data entered will validate against the software s vaccine dataset. If the values do NOT match you will receive this message: Select No and physically verify the data entered is correct. If corrections are not required click Insert on the Central Lot Number Screen and click Yes on the warning message to continue. Receiving Inventory: An inventory receipt will be in the blue bag of physical clinic inventory The clinic Charge Nurse must input all inventory for the clinic In the Clinic Inventory for Event, click Receive Click on Full circle Nursing Manual v5.1 22

26 Nurse Training Manual v5.1 Receiving Full Inventory with Bar Code Scanner: Scan vaccine vial with bar code scanner (product type, lot number and expiry date will be recorded by the system) PECS will highlight the Inventory type and increment the quantity to 1 Scan further vials of the same type of vaccine Click SUBMIT A verification message will appear Repeat this process for any other vaccine product types If the barcode scanning is not available, not setup or not being used in your clinic then select vaccine to receive with the drop down menu Nursing Manual v5.1 23

27 Nurse Training Manual v5.1 Receiving Full Inventory with the Drop Down Menu: Click Select for the corresponding vaccine on your inventory receipt from the inventory list (product type will be highlighted) Select your lot # and expiry date from the drop down box Enter quantity of containers to be received Click Submit Receiving Partial Vials: Within the Clinic Inventory for [Event], click Receive Nursing Manual v5.1 24

28 Nurse Training Manual v5.1 For partial vial, click Partial The partial vials will appear in list. OPTIONAL If you have a bar code scanner enabled scan the product to shortlist the partials list to just the product type in hand. Click Select for the corresponding partial and click SUBMIT Nursing Manual v5.1 25

29 Return Clinic Inventory: Nurse Training Manual v5.1 Ensure all laptop screens are down (i.e. all injection nurses have returned all of their inventory) Click Return in the Clinic Inventory for [Event] box Click All Click Return All Nursing Manual v5.1 26

30 CLIENT SEARCH SCREEN Nurse Training Manual v5.1 Client Search Screen: On the Main Menu, under Manual Client Entry click on Client Search Type in the information to search for the client Nursing Manual v5.1 27

31 Nurse Training Manual v5.1 A list of clients will appear based on the requested search criteria If you would like to change a record then click Edit next to the clients name Please see the Manual Entry section of the Clerical Module Instruction Manual for instruction on how to enter data manually Nursing Manual v5.1 28