1. EMIS Web Dispensing Overview from a Users perspective
Kay Lawrence – dispensary manager, Comberton surgery
Helen Kirkham – Emis consultant trainer

2. Agenda Hints and Tips using Dispensing during FS
Dispensing Upgrade Preparation
Overview of Dispensing functionality
Go Live
Bar Code Scanning Considerations
Summary

3. FS - Hints and Tips RBAC Activities
B0570 Perform Pharmacy Activities
B0572 Manage Pharmacy Activities
B8029 Manage detailed records
(Configure dispensing staff as global viewers)
Register Dummy Patients (Dispensing and Non-Dispensing)
TH777 Registering dummy patients
To ensure the practices can ensure that the functionality available fits their business needs and workflows.
Register Dummy Patients – so users/dispensers are able to familiarise themselves with both the medication and dispensing functionality
B If dispensers require access to inactive patients e.g. left the practice - need to ensure they have this associated with their smartcards

4. FS - Hints and Tips cont’d
Is each medication being prescribed consistently? E.g. dipyridamole / persantin
Full Stock Control
Perform NPDT of Stock from your legacy system
Review and check import of stock items are correct, e.g. stock level, batch numbers, expiry dates
TH827 EMIS Web Non Patient Data Transfer from EMIS LV
TH828 EMIS Web Non Patient Data Transfer from EMIS PC
During FS practices that use full stock control must ensure they perform an NPDT of their stock from their legacy system – any issues with the NPDT must be reported to EMIS Support
Check details of various items following import of stock, such as stock levels, batch numbers, expiry dates
Wholesaler order codes – TC waiting confirmation from support/development

5. FS – Hints and Tips cont’d
EMIS Web Drug Database
Mapped to DM&D
Medication such as inhalers, nasal sprays, ear drops may have different forms, for example Inhalers in LV/PCS will have the form of “inhaler”, Web had “dose”.
Amend stock of these medications following upgrade – preparing a list of these in advance of the upgrade.
NPDT dispensing queue (Stock Control only)
Perform NPDT of dispensing queue from your legacy system
Note: Dispensers must still continue to dispense medication as normal in your legacy system
Perform dispense/owe workflows in EMIS Web
Practices need to be aware that following the upgrade the EMIS Web drug database is mapped to dm&d and medication such as inhalers, nasal sprays, ear drops may have different form’s. Practices will need to amend their stock of these medications to enable them to dispense. E.g. Inhalers in LV and PCS will have the form of “inhaler” whereas Web will be “Doses”. Preparing a list of these in advance is useful.
Recommend to practices using stock control to ensure all medication is being prescribed in the same way –some doctors may prescribe by generic and other by brand. If it is identified this is happening it is recommended this is raised/discussed with the GPs.
A practice is able to perform Non patient data transfer of the dispensing queue during FS, allowing you to then perform your dispensing activities in EMIS Web for these patients – allowing your dispensers to familiarise themselves with the dispensing workflows.
Note: the NPDT of the queue is just a copy of the patients and their items from your legacy system at the time of the NPDT, the dispensers must still continue to dispense the medication as normal in your legacy system.
Note all NPDT of stock and dispensing queue is cleared down 6 working days before EMIS Web upgrade

6. FS - Hints and Tips cont’d
No stock control
Create a dummy stock
Add medication to dummy patients and perform dispense/owe workflows
A practice is able to perform Non patient data transfer of the dispensing queue during FS, allowing you to then perform your dispensing activities in EMIS Web for these patients – allowing your dispensers to familiarise themselves with the dispensing workflows.
Note: the NPDT of the queue is just a copy of the patients and their items from your legacy system at the time of the NPDT, the dispensers must still continue to dispense the medication as normal in your legacy system.
Note all NPDT of stock and dispensing queue is cleared down 6 working days before EMIS Web upgrade

7. FS - Hints and Tips cont’d
Wholesalers
Create a ‘dummy’ wholesaler
Add items to an order
Check ordered items into stock
Manually amend stock levels
Do not add and use Phoenix or AAH during FS

8. Upgrade Preparation QF961 Site Readiness Checklist
Lose access to dispensing 6 working days before upgrade
NPDT test dispensing is cleared down by support
Ensure all dispensary staff have received training prior to this
Ensure any label printer/bar code scanner settings applied in FS have been noted in preparation for re-configuring
Re-configure dispensing
Perform final NPDT of stock – day before upgrade (Full stock control)
Allow enough time!
Verify imported data correct
Create dummy stock if appropriate
Setup Wholesaler account/s
Wholesaler Orders – check if there are any orders outstanding and print out, add manually to Web if needed following the upgrade.
Third Party Product suppliers informed e.g. Dispense-IT
Emis floorwalker will have details of wholesaler account passwords on the day – all the practice needs is the account numbers

9. Upgrade Preparation cont’d
UG167 EMIS Web Pre-Go Live system configuration guide
Dispensing configuration (Organisation)
General (Dispensary settings)
Locations and Stock
Wholesaler configuration
NPDT Stock
Dispensing configuration (Local)
General (Bar code scanning sounds)
Printing (Labels)
Details regarding dispensing configuration preparations can be found in UG167 EMIS Web Pre-Go Live system configuration guide.

10. Upgrade Preparation cont’d
EMIS Web Drug Database
Mapped to DM&D
Medication such as inhalers, nasal sprays, ear drops may have different forms, e.g. Inhalers in LV/PCS will have the form “inhaler”, Web has “dose”
Amend stock of these medications following upgrade – preparing a list of these in advance of the upgrade.
Already discussed this as part of hints and tips of using dispensing during FS but just to reiterate - EMIS Web Drug Database – you need to be aware that EMIS Web drug database is mapped to dm&d and medication such as inhalers, nasal sprays, ear drops may have different form’s. Dispensers will need to amend their stock details of these medications to enable them to dispense. E.g. Inhalers in LV and PCS will have the form of “inhaler” whereas Web will be “doses”, preparing a list of these prior to update will be beneficial to the practice so these items can be quickly amended following the upgrade.

11. Pheonix EDOS Place details regarding the issues currently highlighted.
TC waiting confirmation from support investigations with Pheonix regarding this – will provide updated details for inclusion as soon as we have these
Demonstration of Dispensing module before moving on to Go Live slide.

12. EMIS Web Go LIVE Hints and Tips
Ensure dispensers set their default dispensing location.
LV and PCS wholesaler order codes may not import as part of the NPDT of stock – these details will be blank. (TC to check any work arounds)
Unable to find manufacturer
Hint and tip look for some under THE in the drop down list.

13. EMIS Web Go LIVE Hints and Tips
Manufacturer details from LV/PCS may not match details in Web (NPDT)
TC raised query slide to be updated once confirmation received. ( E.g if Sanofi-Aventis in LV / PCS will be either Sanofi or Aventis pharma in web so will not map)

14. Bar Code Scanning considerations
Reduces dispensing errors
Importing Stock from LV or PCS
Scanning and adding pack descriptions ensure pack description matches the existing stock
Imported Re-order codes ????
Add if no manufacturer details
Ensure matches pack details
Ensure stock matches pack device type on the script
Scanning and adding pack descriptions – Kay to discuss and Helen to demonstrate using examples
Imported re-order codes ?? If included following query raised need to demonstrate using demo and examples
Stock to mirror pack type of script – Kay to discuss, Helen demonstrate. Eg pre-filled pens / devices

15. Bar Code Scanning considerations
Not importing stock from LV/PCS
Option 1
Go live with dummy stock
2/3 weeks – Add stock by bar code scanning
Manufacturer matches pack description
Device name matches pack description
Branded items – stock must match script e.g. if script is for rosuvastatin, stock must be on as rosuvastatin not crestor
Do not set EMIS re-order settings for items you may have to purchase minimum quantities in a month.
Option 1 – Kay to discuss and Helen demonstrate

16. Bar Code Scanning considerations
Option 2
Add stock in LV prior to go live – perform an NPDT of stock prior to upgrade
Option 3
Close dispensary day before go live and add stock using bar code scanner
Not recommended options!

17. Dispensing documentation
UG122 EMIS Web Dispensing User Guide
TH902 EMIS Web Dispensing Configuration
Common Room/ Role Based Sections

18. Summary Hints and Tips using Dispensing during FS
Dispensing Upgrade Preparation
Overview of Dispensing functionality
Go Live
Bar Code Scanning considerations

19. EMIS Web Dispensing
Any Questions