Automatic Replenishment…[PSGWMGR]

Introduction
Overview / Automatic Replenishment (AR)/Ward Stock (WS) is a method of drug distribution and inventory management within a hospital. Drug products can be automatically inventoried and delivered (AR) to an area of use (AOU) or requested on demand (WS). An area of use is the place where commonly stocked items are stored. The area is potentially composed of wards, clinics, and specialties.
Index / Supervisor's Menu ... [PSGW WARD STOCK MAINT] **> Locked with PSGWMGR

Set Up AR/WS (Build Files) ... [PSGW SETUP]
Enter/Edit Inventory Types [PSGW INV TYPE EDIT]
Item Location Codes - Enter/Edit [PSGW ITEM LOC EDIT]
Create the Area of Use [PSGW AREA OF USE EDIT]
Stock Items - Enter/Edit [PSGW EDIT AOU STOCK]
Expiration Date - Enter/Edit [PSGW EXPIRATION ENTER/EDIT]
Ward (For Item) Conversion [PSGW WARD CONVERSION]
Add/Delete Ward (for Item) [PSGW ADD/DEL WARD]
Transfer AOU Stock Entries [PSGW TRANSFER ENTRIES] **>Locked with the PSGW TRAN
Inactivate AOU [PSGW AOU INACTIVATION]
Inactivate AOU Stock Item [PSGW INACTIVATE AOU STOCK ITEM]
AOU Inventory Group - Enter/Edit [PSGW AOU INV GROUP EDIT]
Print Set Up Lists ... [PSGW PRINT SETUP LISTS]
Print Inventory Types (80 column) [PSGW INV TYPE]
List Location Codes (80 column) [PSGW ITEM LOC PRINT]
Show AOU/Ward/Service (132 column) [PSGW SHOW AREA OF USE]
Print AR/WS Stock Item Data (132 column) [PSGW STOCK ITEM DATA]
List Stock Items (132 column) [PSGW PRINT AOU STOCK]
Inventory Group List (80 column) [PSGW AOU INV GROUP PRINT]
Edit 'Person Doing Inventory' [PSGW EDIT INVENTORY USER]
Sort AOUs in Group [PSGW AOU INV GROUP SORT]
Site Parameters [PSGW SITE] **>Locked with PSGW PARAM
Prepare AMIS Data ... [PSGW PREPARE AMIS DATA]
Print AMIS Worksheet (80 column) [PSGW PRINT AMIS WORKSHEET]
Enter AMIS Data for All Drugs/All AOUs [PSGW ENTER AMIS DATA/ALL DRUGS]
Data for AMIS Stats - Print (132 column) [PSGW PRINT DATA FOR AMIS STATS]
AMIS Data Enter/Edit (Single Drug) [PSGW ENTER/EDIT AMIS DATA]
Identify AOU Returns & AMIS Count [PSGW AOU RETURNS & AMIS COUNT]
Identify AOU INPATIENT SITE [PSGW INPUT AOU INP SITE]
Show AOU Status for AMIS (80 column) [PSGW AOU RET/AMIS CT PRINT]
Management Reports ... [PSGW MGT REPORTS]
AR/WS AMIS Report ... [PSGW AMIS]
Incomplete AMIS Data [PSGW CLEAR AMIS EXCEPTIONS]
Print AMIS Report (132 column) [PSGW PRINT AMIS REPORT]
Recalculate AMIS [PSGW RECALCULATE AMIS]
Cost Report Per AOU (80 column) [PSGW COST PER AOU]
Single Item Cost Report (80 column) [PSGW SINGLE ITEM COST]
High Cost Report (80 column) [PSGW HIGH COST]
High Volume Report (80 column) [PSGW HIGH VOLUME]
Duplicate Entry Report (132 column) [PSGW DUPLICATE REPORT]
Standard Cost Report (132 column) [PSGW STANDARD COST REPORT]
Obsolete Data Purge ... [PSGW PURGE] **> Locked with PSGW PURGE
AMIS Data Purge [PSGW PURGE AMIS]
Purge Dispensing Data [PSGW PURGE FILES]
Field Name / Field Definition & Descriptions / Recommended Action
Set Up AR/WS (Build Files) [PSGW SETUP]
Enter/Edit Inventory Types [PSGW INV TYPE EDIT] / This contains the name of an inventory type, i.e. injections, external, internal, oral liquid or oral solid. This will be used to group items in each Area of Use. / The local facility determines what the “type” names are.
Examples (but limited to):
EXTERNAL
I.V. ADMIXTURE SOLUTIONS
I.V. CONTRAST MEDIA
I.V. PIGGYBACK SOLUTIONS
I.V.ADMINISTRATION SETS
INHALANT
INHALER
INJECTABLE
INJECTABLE ANTIBIOTICS
IRRIGANT
IRRIGATION SOLUTIONS
MISCELLANEOUS STOCK ITEMS
OPHTHALMIC, OTIC
ORAL LIQUIDS
ORAL SOLIDS
REFRIGERATED
SCHEDULE II NARCOTICS
SCHEDULE II NON-NARCOTICS
SCHEDULE III NARCOTICS
SCHEDULE III NON-NARCOTICS
SCHEDULE IV NON-NARCOTICS
SCHEDULE V NARCOTICS
DIAGNOSTIC
EXTERNAL
INJECTION
IRRIGATION
IV BULK FLUID
MISCELLANEOUS
UNIT-DOSE
WARD STOCK
Item Location Codes - Enter/Edit [PSGW ITEM LOC EDIT] / You may enter a new AOU ITEM LOCATION, if you wish. Answer must be 1-3 characters in length, this is a free text field that is set up site specifically
This contains a code that represents a portion of an item's location address in an Area of Use. This code is associated with an expansion for clarity. / Example:
Select AOU ITEM LOCATION ITEM ADDRESS CODE: REFREFRIGERATED AREA
ITEM ADDRESS CODE: REF//
CODE EXPANSION: REFRIGERATED AREA//
Create the Area of Use [PSGW AREA OF USE EDIT] / AREA OF USE (AOU):
Enter a new PHARMACY AOU STOCK, if you wish, answer must be 2-30 characters in length. This is the name of the Area Of Use. The AOU may represent a single ward or a combination of wards and their percentages of the total use. Areas of Use may also represent an area of the hospital with no affiliated wards, i.e. cardiac cath lab or dental clinic.
INPATIENT SITE:
Enter the INPATIENT SITE that will receive credit for the AMIS statistics for this AOU.
RETURNS CREDITED TO: AUTOMATIC REPLENISHMENT//
For returns purposes, identify the "usual" method of drug distribution for this Area of Use.
Choose from:
A AUTOMATIC REPLENISHMENT
W WARD STOCK - ON DEMAND
COUNT ON AMIS?: YES//
Some AOUs are created for internal Inpatient Pharmacy inventory purposes and should not be included in AMIS counts. "COUNT ON AMIS?" will be checked when quantity dispensed is entered to determine if the data should be added to the AR/WS Stats File. If answered "NO", then NO data is collected for AMIS calculation for this AOU.
Choose from:
0 YES
1 NO
ASK EXPIRATION DATE?: NO//
If this field is set to '1' or 'Yes' for the Area of Use, the user will be prompted for Expiration Dates when on-demands or quantities dispense (for inventories) are entered. If this field is set to '0' or 'No',
Expiration Dates can only be entered through the supervisor option 'Expiration Date Enter/Edit'.
Choose from:
0 NO
1 YES
CRASH CART FLAG: YES//
This field will be set to '1' (for 'yes') if this area of use is a crash cart. This flag will be used as a screen to list only crash carts for the option 'Update Crash Cart Locations'.
Choose from:
0 NO
1 YES
CRASH CART LOCATION:
This field is meant to be used to record the location of an area of use that is a crash cart. This field will be printed on the Expiration Date report and will be updated in the option 'Update Crash Cart Locations'. Only areas of use that have the field CRASH CART FLAG set to '1' (for 'yes') will be selectable in the update option.
Select WARD/LOCATION (FOR PERCENTAGE):
You may enter a new WARD/LOCATION (FOR PERCENTAGE), if you wish. This points to File 44 - the Hospital Location File. It contains the name of the ward(s) or location(s) that are served partially or totally by this Area of Use. If the Area of Use is NOT composed of any wards or locations, enter "^"<RETURN> at the WARD/LOCATION (FOR PERCENTAGE) prompt.
WARD/LOCATION % OF USE:
This ward/location uses a percentage of the items in this AOU. Enter that percentage here. This is primarily used for report purposes.
Select SERVICE:
You may enter a new SERVICE, if you wish. This points to File 42.4 - the Specialty file. It contains the service (or services) served partially or totally by this ward/location.
Select WARD/LOCATION (FOR PERCENTAGE):
You may select several locations, when complete, enter out of this prompt. / Allows the user to initially define the Areas of Use, and the wards and services within the area.
These will be the areas created in which you will have your stock located. This is site specific and can be whatever best fits your site.
For example, you may have 2 ”physical” wards or clinic assigned to one AOU, if there is one location both use to for their ward stock.
Stock Items - Enter/Edit [PSGW EDIT AOU STOCK] / These are areas that were created under ' Create the Area of Use'. Answer with PHARMACY AOU STOCK AREA OF USE (AOU), or WARD (FOR ITEM), or ON-DEMAND REQUEST DATE/TIME.
Enter a new ITEM, Do not select INACTIVE or NON-PHARMACY items. NOTE: Items containing significant data cannot be modified.
ITEM STOCK LEVEL:
This contains the quantity that is the required stock level for the item in the Area of Use.
ITEM LOCATION:
This is the location address of the item in the Area of Use. It can consist of up to 3 levels, each separated by a comma.
For example, "MR,CA,S3" or "CUR,CB,D1".
This information is used to sort items on inventory sheets and other printouts.
STOCK LEVEL: 1//
This contains the quantity that is the required stock level for the item in the Area of Use.
REORDER LEVEL:
This field contains the on-hand level that must be reached before an item will have replacements dispensed.
MINIMUM QUANTITY TO DISPENSE:
This field contains the minimum quantity that will be dispensed of an item.
Select TYPE:
You may enter a new TYPE OF INVENTORY, if you wish. This points to the types defined in File 58.16 -AOU Inventory Type File. Inventory types are used to group related items in an Area of Use.
Select WARD (FOR ITEM):
You may enter a new WARD (FOR ITEM), if you wish. This contains the pointer to File 42 - Ward Location File. Names of the ward or wards using this item will be entered. This is the link between the AR/WS package and the Unit Dose package for determining ward stocked items. / Provides access to enter or edit items stocked in an Area of Use. This is how the list of items an AOU stocks is created or changed.
Selecting the type may be important for staff to determine where items may be stocked. You can also run reports by specific types.
The Ward entered here are the MAS/HIS ward names. If the ward is marked for the drug item, it will appear as Ward Stock on the Unit Dose pick list. The pick list will show a quantity of “0” (zero) to be filled.
Expiration Date - Enter/Edit [PSGW EXPIRATION ENTER/EDIT] / This option will allow the entry of expiration dates for the items in an AOU.
Select ITEM:
EXPIRATION DATE:
Ward (For Item) Conversion [PSGW WARD CONVERSION] / This routine will allow you to do a mass conversion of all active items in an active AOU from an old Ward designation to a new Ward designation. You may select a single AOU, several AOUs, or ALL, or an Inventory group. / This option will enable a user to change the WARD (FOR ITEM) designation from the old ward to a new ward for all Items in all AOUs or a single AOU. This can be used, for example, when a ward is closed down for construction. A background job can be queued for a later time to do the conversion and a MailMan message will be sent to the person who queued the job when it has run to completion.
Add/Delete Ward (for Item) [PSGW ADD/DEL WARD] / You may select a single AOU, several AOUs, or ALL, or an Inventory group. / This option will allow a user to add or delete a Ward (for Item) assignment for all stock items in one or more active AOUs.
Transfer AOU Stock Entries [PSGW TRANSFER ENTRIES]
**Locked with the PSGW TRAN / This option will copy the stock entries from one AOU into AOUs you select. Inactive or duplicate items will not be transferred. Choosing to copy stock items into multiple AOUs will allow you to choose up to 10 AOUs at one time.
Do you wish to copy stock items INTO:
(1) ONE Area of Use, or
(2) multiple Areas of Use
Select "1" or "2":
Do you wish to transfer:
(1) Drug (item) name only, or
(2) Drug name, stock level, and location, or
(3) Drug name, stock level, location, and type.
Select "1", "2", or "3": / You can add an item to one area, or do multiple areas at a time.
Most times you will use number 3, but this is site specific.
Inactivate AOU [PSGW AOU INACTIVATION] / This option will allow the user to inactivate an AOU. An Inactive Date may be in the future.
Inactivate AOU Stock Item [PSGW INACTIVATE AOU STOCK ITEM] / Use this option to inactivate an item that is currently on an AOU's stock list. Items should not be deleted, but simply made inactive.
You may inactivate a Stock Item for a single AOU,
or enter "^ALL" to inactivate the Item in ALL AOUs.
AOU Inventory Group - Enter/Edit [PSGW AOU INV GROUP EDIT] / Answer with AOU INVENTORY GROUP NAME, or AREA OF USE (AOU), or NARCOTIC AREA OF USE (NAOU) / This option supports entering and editing inventory groups. These groups define a cluster of AOUs and for each AOU, an inventory type which may be multiple. This lets a pharmacy define a list of standard AOUs and inventory types that can be selected easily when doing inventory.
Print Set Up Lists ...[PSGW PRINT SETUP LISTS]
Print Inventory Types (80 column) [PSGW INV TYPE] / Print the file of Inventory Types used to classify Area of Use items.
List Location Codes (80 column) [PSGW ITEM LOC PRINT] / Produces report of codes used to define the location of items in Areas of Use or in the pharmacy.
Show AOU/Ward/Service (132 column) [PSGW SHOW AREA OF USE] / This option allows the user to see the AOUs/wards/services created in the "Create the Area of Use" option.