CLEAR 2008 Annual Conference Anchorage, Alaska “Use of Technology to Improve Accuracy and Efficiency of On-Site Inspections” Clelia Sanders, RPh Steve Hart, RPh Mark Parker

Kentucky Board of Pharmacy SansWrite™ Automated Inspections –Client (On-site Inspections) –Middleware (Data Synchronization) –Web Portal (Public and Private) TurnKey Inspection System –Tablet PC –Portable Printer and Carrying Case –Wireless Internet Development and Integration –Inspection Templates –Pharmacy and Pharmacist Management –Pharmacy and Pharmacist Renewals through ky.gov CLEAR 2008 Annual Conference Anchorage, Alaska

CLEAR 2008 Annual Conference Anchorage, Alaska Lessons Learned There’s a difference between using technology in an office setting and using technology in the field The wrong technology can cause an Inspector to be inefficient, or less efficient than she is with paper forms The success of any technology project is based on the end-users’ and developers’ ability to communicate effectively

Keys to On-site Inspections The technology should reduce typing The technology should assist the inspector The majority of data entry should be repetitious Data entry screens should be designed with the Inspector in mind Printouts should be designed with the Licensee (person reading the report) in mind It’s likely the data entry screens and printouts will be laid out differently CLEAR 2008 Annual Conference Anchorage, Alaska

Storing and Using Data Web based and synchronized technology solutions allow information to be stored in a centralized database Private and public portals provide access to licensee and inspection data via the Internet Special consideration should be given to sensitive data (encryption) Integrated information systems allow multiple applications to share the same centralized data CLEAR 2008 Annual Conference Anchorage, Alaska

Choosing Hardware Portable vs. Mobile – depends on the type of inspection (or user) Battery Life Pen Input Warranty Purchase hardware technology last! CLEAR 2008 Annual Conference Anchorage, Alaska

Where to Begin Organize current forms, policy manuals, regulations, etc. Make a list of existing applications, databases, spreadsheets, etc. Create and maintain a “glossary of terms”, including acronyms Automate the most repetitious functions or processes first CLEAR 2008 Annual Conference Anchorage, Alaska

CLEAR 2008 Annual Conference Anchorage, Alaska SC Board of Pharmacy Resources ReLAES (Regulatory Licensing and Enforcement System) Mi-Co (Mi-Forms) Current Inspection Forms Inspectors and IT Personnel Notebook Computers with Phone Cards Bluetooth Printers

CLEAR 2008 Annual Conference Anchorage, Alaska ReLAES Built Form in ReLAES with Drop-down boxes for convenience Need Violations to crossover to Inspection Section (Must have previous inspection) Scan Forms into Document section Appropriate Security Clearance to access information via LPN Portal Automatically Expire old inspection and give new inspection due date

CLEAR 2008 Annual Conference Anchorage, Alaska Mi Forms Build templates for Permit Types (Examples: Retail; Retail/Non-Sterile; Retail/Non- Sterile/Sterile Compounding) Determine Information on Cover Sheet and typed fields or manual with pen Determine Information to be pulled from ReLAES (Didactic Information/Pharmacist) What will be stored in Mi-Forms Server for retrieval Licensure Renewal

CLEAR 2008 Annual Conference Anchorage, Alaska Current Inspection Forms Retail Institutional Sterile Compounding Non-Sterile Compounding Nuclear Pharmacy Non-Dispensing Drug Outlet Medical Gases/DME

CLEAR 2008 Annual Conference Anchorage, Alaska Inspectors and IT Personnel Inspectors compile list of items for drop down boxes for each statute Inspectors determine combination of inspection forms IT and Inspector build forms in Mi-Forms and ReLAES IT determines how to pull/download information between two systems

CLEAR 2008 Annual Conference Anchorage, Alaska Notebook Computers and Phone Cards Notebook Computers and software programs must be compatible and price is determined by contracts Notebook needs Bluetooth capability Need Phone Card/Access which is accessible in most areas of state The lighter the better for travel Notebook used for all Board of Pharmacy Business ( ; inspections; research, etc)

CLEAR 2008 Annual Conference Anchorage, Alaska Bluetooth Printer Bluetooth Printer compatible with Notebook Computer Capable of Printing Permits and Inspection Reports onsite Rechargeable to allow for easier travel and limited access to outlets in facilities Best to have Color Printer to allow for multiple uses (Reports; Violations; Forms)

CLEAR 2008 Annual Conference Anchorage, Alaska What Else? Had to Clean-up some of Information in ReLAES due to differences in original data entry Differences in Pharmacists and IT Personnel importance of specific data Obtaining the security level through Administration to complete all functions Testing each type of Inspection type for all information crossing between two systems Rearranging and adding information to allow printing of permits on site

CLEAR 2008 Annual Conference Anchorage, Alaska Pros and Cons PROS Less Paper Ability to see previous inspection info onsite Printing New Permits onsite & save postage Use of computer for multiple functions and reducing trips to office CONS Cost of Initial Start-up Unable to get connect at some sites Less personal communication with staff

CLEAR 2008 Annual Conference Anchorage, Alaska Speaker Contact Information Clelia Sanders, RPh Synergy Business Park Kingstree Building 110 Centerview Dr. Columbia, SC (803) Steve Hart, RPh Kentucky Board of Pharmacy Spindletop Administrative Building Suite Research Park Drive Lexington, KY (859) Mark Parker SansWrite by MAP Software, Inc Ashfield Drive Cincinnati, OH (513) ext. 201