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Related Manuals for Humanscale MedLink Pro
Summary of Contents for Humanscale MedLink Pro
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Page 1: User Manual
MedLink User Manual H E A L T H C A R E... -
Page 2: Humanscale Medlink™ Medication Distribution System
Humanscale® MedLink™ Medication Distribution System This manual contains information on the installation and operation of Humanscale’s MedLink™ medication distribution system and associated control software. Read all instructions completely before using MedLink™. -
Page 3: Table Of Contents
MedLink™ Medication 4.10 Reports ® Distribution System 4.10.1 Generating A Report INTRODUCTION 4.10.2 Viewing and Saving A Report About Humanscale Healthcare 4.11 Manage Licenses Contact Information 4.12 ADT Notifications Introduction to MedLink™ OPERATING INSTRUCTIONS About the T7™ Point-Of-Care Login Technology Cart Home Screen SETTING UP MEDLINK™... -
Page 4: Introduction
At Humanscale Healthcare, we believe better design leads to better care. As a division of Humanscale, the premier designer and manufacturer of ergonomic products, we use our ergonomic expertise to create next-generation medication administration carts, mobile workstations, wall mounts, seating and accessories for healthcare environments. -
Page 5: Introduction To Medlink
INTRODUCTION TO MEDLINK™ The MedLink™ Mobile Technology Cart is a point-of-care solution that ensures safe, accurate medication administration. MedLink™ is specifically designed to reduce human error, keep patients safe, and create a closed-loop medication system. Improving Patient Safety MedLink™ creates a closed-loop medication delivery system. Each drawer is electronically labeled in the MedLink™ system and assigned to a specific patient. -
Page 6: Setting Up Medlink
Setting up MedLink™ ABOUT THE MEDLINK™ DRAWER SYSTEM • Housing: is permanently attached to the T7 cart. The housing is modular and there may be a second housing fitted under the first to create a high capacity medication cart. • Cassettes: are removable from the housing and are interchangeable from cart to cart. -
Page 7: Unpacking And Assembly
If you have purchased a MedLink™ Drawer system to retrofit to an existing T7™ cart the MedLink™ housing must be installed on the T7™ cart by a Humanscale representative or an authorized service technician. MedLink™ Drawers, shelves and dividers are shipped in a separate box. Before continuing you should locate the proper Drawer and shelf components. -
Page 8: Installing Drawer Dividers
INSTALLING DRAWER DIVIDERS Dividers can be used to subdivide a small or medium Drawer into smaller compartments. This may be useful if you want to separate medication by type or by time of day when it is due to be administered. Dividers are simply slotted into the Drawers using the alignment ribs on the inside of the Drawers. -
Page 9: Drawer Configurations
DRAWER CONFIGURATIONS Tool-less removal of shelves, allowing rapid drawer reconfiguration based upon changing workflow requirements. With the five drawer sizes there are more than 12 different drawer kit configurations available. Image 5 - Drawer Configurations INSERTING AND REMOVING CASSETTES Image 6 - Operating Cassettes To insert a Cassette once it is configured: Slide the Cassette into an available location on the housing and push it fully into place. -
Page 10: Initial Software Configuration
There are multiple software packages available to control the MedLink™ Medication Drawer System. Hospitals can choose the most suitable option for their workflow. Before deploying any of the software solutions below in your facility, you should consult with a Humanscale MedLink™ Specialist to configure the system based on your needs. MedLink™ Lite The MedLink™... -
Page 11: Enabling Medlink™ Lite
ENABLING MEDLINK™ The following steps ensure the T7™ cart is configured to allow the MedLink™ software to control the Drawer system, rather than being configured for use with the less advanced cart-based MedLink™ Lite software. From any screen on the interface, touch the “gear” icon in the header to enter the Settings screen. Figure A Scroll to the bottom of the Settings list and touch Administrative Login. - Page 12 On the Admin Settings screen, find the “Enable MedLink™ Pro” option. Disabling MedLink™ Pro enables MedLink™ Lite, and vice versa. If the toggle control is green (on), MedLink™ Pro is already enabled and you can exit from the process. Figure D Figure E If the toggle control is gray (off), touch the control to switch it to green and enable MedLink™...
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Page 13: Medlink™ Pro Configuration
MEDLINK™ PRO CONFIGURATION SERVER SETUP Before using MedLink™ Pro, you must point the application to the server where the MedLink™ Pro server application and database is installed. The server application and database should only be installed by an authorized service technician. The following steps explain how to configure MedLink™... -
Page 14: Medlink™ Pro Configuration Menu
MEDLINK™ PRO CONFIGURATION MENU The MedLink™ Pro Configuration menu has all the settings that control the function of the MedLink™ Pro software. Before deploying the system in your facility, you should work through all the options and configure the system in the way that best meets the requirements of your workflows and organizational needs. - Page 15 This displays the MedLink™ Configuration menu. Below is a brief description of the purpose of each section. Further chapters detail specific options. Figure 5 – Settings Screen Departments • Associates Patients and Carts into the same organizational units. • A user can be in multiple Departments. •...
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Page 16: Departments
DEPARTMENTS 4.3.1 DEPARTMENT LIST Figure 6 – Settings / Departments Displays a list of Departments. • Select “Remove” to remove a department. • Select “Edit” to edit that department’s information. Select “Add Department” to create departments. • Return to Table of Contents... -
Page 17: Add/Edit Departments
4.3.2 ADD/EDIT DEPARTMENTS Figure 7 – Settings / Departments / Edit Department Name: • The name that will be displayed in MedLink™. Description: • Description of the department. Only displayed in Department List page. Active Directory Group Name: • Active Directory Groups must be prefixed with “MedLink™_Dept_” •... -
Page 18: Users
USERS 4.4.1 USERS LIST Figure 8 – Settings / Users Displays the list of users Can filter or search list using the given fields. • Select “Remove” to remove a user. Select “Edit” to edit a user. • • “User Groups” button is a shortcut to User Groups. •... -
Page 19: Add/Edit Users
4.4.2 ADD/EDIT USERS Figure 9 – Settings / Users / Edit Users Screen Personal Information • User’s name with optional Title and Suffix Login Settings • Username, Password and Expiration are required. • The Password Requirements are configured in Global Settings. The requirements are displayed here. •... -
Page 20: User Groups List
USER GROUPS 4.5.1 USER GROUPS LIST Figure 10 – Settings / User Groups Screen Displays list of User Groups • Select “Remove” to remove the User Group. NOTE: Users should be removed from the Group before removing the group itself as they will not be able to login if they are in only this group. -
Page 21: Add / Edit User Groups
4.5.2 ADD/EDIT USERS GROUPS Figure 11 – Settings / User Groups / Edit User Groups Screen • Group Name Active Directory User Group Name - Connects a MedLink™ Group to an Active Directory Group. A user can be part of only one MedLink™ Group. •... - Page 22 Administrator Permissions Workflow Permissions • Allow Adding/Editing of Users - Check this setting to • Allows you to assign/reassign Patient Drawers - allow users to add or edit other users. Check this setting to allow users to assign Patient Drawers. •...
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Page 23: Rooms
ROOMS The Rooms list is available only if there is an HL7 feed. Rooms may be assigned to a Department. This allows the Patient List to be correctly filtered by Department when assigning a drawer to a patient manually. Figure 12 – Settings / Rooms CARTS Figure 13 –... -
Page 24: Add/Edit Carts
4.7.1 ADD/EDIT CARTS Figure 14 – Settings / Carts / Edit Carts Screen • Computer Name - Name of the computer in the cart. The system automatically displays the name of the computer that was given in the OS on each computer. •... -
Page 25: Global Settings
GLOBAL SETTINGS Figure 15 – Global Settings Screen • Hospital Name - Hospital name to be displayed in reports. • Environment – Used to label specific installations. (Optional) Return to Table of Contents... - Page 26 Integration Settings Workflow Settings • Enable Active Directory Integration - Check • Location Barcode - Enter/scan the barcode to be this setting to enable Active Directory. With active used for Location Scanning. directory enabled and configured, the login will use •...
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Page 27: Patient Labels
PATIENT LABELS 4.9.1 DRAWER LABELS Figure 16 – Settings / Patient Labels Screen • Custom Label 1 - Specifies what information to display in the first label under the Name. • Custom Label 2 - Specifies what information to display in the second label under the Name. Figure 17 - Patient Drawer Return to Table of Contents... -
Page 28: Drawer Patient Labels
4.9.2 DRAWER PATIENT LABELS Figure 18 - Prompt Window Patient Information • Patient Name Format - Specifies the name format for display. Options are: Last First (Default) Last First Middle First Last First Middle Last • Custom Label 1 - Specifies what information will be shown. In this image, Label 1 is PAN. •... -
Page 29: Reports
4.10 REPORTS 4.10.1 GENERATING A REPORT The Create Report screen allows you to generate a custom report by defining the parameters as described below. Once the required options are selected, click the Create button to generate the report. Figure 19 -Generating Report •... -
Page 30: Viewing And Saving A Report
4.10.2 VIEWING AND SAVING A REPORT • The top of the page shows the selections made to generate the report • The top header of the report viewer has options to print, export, and various viewing options. • The “Export CSV” button generates a text file with the data formatted for use within Excel. This gives you more flexibility in organizing the data to meet your needs. -
Page 31: Manage Licenses
4.11 MANAGE LICENSES On the Manage Licenses page users with Administrator privileges can view, activate, sort and remove licenses. Figure 21 - Manage Licenses 4.12 ADT NOTIFICATIONS The system detects when a Patient has been Discharged or Transferred. When an ADT event is detected the GUI indicates the change in status of the Patient via a Drawer label icon. -
Page 32: Operating Instructions
Operating Instructions LOGIN Depending on how you configured the system, you may login using one of the following methods: Enter a username and password and click the Login button. Scan your ID barcode badge. The system will check your credentials and log you in automatically. There is no need to click the Login button. -
Page 33: Title Bar Buttons
5.2.1 TITLE BAR BUTTONS The title bar of the application has the typical controls that are found on many Windows applications, as well as buttons to access the MedLink Configuration Menu and Help page. Figure 25 – Header Icons • Leads to the Configuration menu. -
Page 34: Understanding On-Screen Prompts And Barcode Scanning
Typically, this should be next to an Automated Dispensing Cabinet or in a medication store room. Location barcode stickers are supplied by Humanscale with the MedLink™ system and should be located based on your workflow. Scanning the Location barcode is equivalent to scanning a Patient’s wristband in the sense that it lets the system know you are in an appropriate area for accessing MedLink™... -
Page 35: Drawer States
DRAWER STATES A Drawer may be in one of four states: locked, selected, unlocked, or open. • Locked means the Drawer is fully closed within the Cassette and cannot be opened until the locking mechanism is release through a software input, or the Cassette is removed, and the mechanical override is used. Figure 28 - Patient Drawer Locked •... -
Page 36: Electronic Locking System
ELECTRONIC LOCKING SYSTEM During normal operation, Drawers are electronically unlocked through the MedLink software: When the Drawer is unlocked it will open slightly. Pull the Drawer forward to access the contents. Tabs at the rear of the Drawer prevent the Drawer from accidentally sliding all the way out. The Drawer can be fully removed by tilting it backward in the same way as when inserting the Drawer and continuing to pull the Drawer forward. -
Page 37: Mechanical Override Key Lock System
MECHANICAL OVERRIDE KEY LOCK SYSTEM In case of loss of power or communication between MedLink hardware and MedLink software there is a mechanical over- ride option to gain access to the cassettes / drawers. First, insert the override key into the override lock on the front of the housing. Turn the key anti-clockwise. This will eject the Cassette handles from the housing. -
Page 38: Autoscan - Barcode-Assisted Drawer Assignment
5.6.1 AUTOSCAN (BARCODE-ASSISTED DRAWER ASSIGNMENT) This process streamlines the Drawer Assignment process, particularly when filling Drawers with medication just dispensed from an ADC. The process uses the Patient barcode (typically printed on the medication pack dispensed by the ADC) as a starting point. By scanning a barcode printed from the ADC the system can Assign a Drawer to that Patient. -
Page 39: Assigning A Drawer To A Patient Manually
Scan the Patient-specific barcode on the label printed by the Automated Dispensing Cabinet. If the patient is recognized in the ADT feed, and an unassigned drawer is available, a drawer will automatically be assigned to the Patient and will open automatically to be filled. - Page 40 Figure 31 – Home Screen, Barcode is Scanned Select an Unassigned drawer. The selected drawer will highlight in blue and the center prompt area will change, giving you the choice of assigning this drawer to a patient, or as a storage drawer. Figure 33 –...
- Page 41 Select your chosen patient and then click the Assign button. Clicking Cancel will exit the reassign process and will leave the drawer assigned as it was previously. Figure 34 - Patient List Fill the drawer with that patient’s medication and return the drawer to the cassette as prompted, ensuring it locks into place. You will be returned to the home screen, and the selected drawer will now show the details of the patient you chose.
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Page 42: Assigning A Drawer As Storage
ASSIGNING A DRAWER AS STORAGE A Drawer should be assigned a storage Drawer when it will be used for storing non-medication items. A storage Drawer is less secure than a Patient Drawer and once assigned, does not require a barcode scan to open. Assigning a Drawer as a storage Drawer follows a similar process as assigning a Drawer to a Patient manually. - Page 43 The drawer will show and the count down time will be displayed. If you pull the drawer out, you will be prompted to fill the Drawer and return it to the Cassette. Figure 45 – Filling Storage Drawer On returning the Drawer to the Cassette, the screen reverts to the Home screen and the chosen Drawer now displays as a storage Drawer with the label you entered.
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Page 44: Unassigning And Reassigning Drawers
UNASSIGNING AND REASSIGNING DRAWERS Begin by following the prompt on the Home screen to scan a Location barcode. Click on the Drawer you want to reassign. You are prompted to choose whether you want to open or reassign the Drawer. The options of More… button will be discussed in details later in this document at 5.14 Managing Drawers. - Page 45 The Drawer unlocks and the auto close timer will appear. Pull the Drawer to open it and remove it from the Cassette. Figure 48 - Drawer is Unlocked Empty the Drawer of its contents and return it to the Cassette as prompted. Figure 49 –...
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Page 46: Opening Drawers To Administer Medication
NOTE: Some aspects of this process are configurable (e.g., user, departmental and user group permissions), so the system behavior may not be exactly as described here. Consult a Humanscale MedLink specialist to ensure the system is configured for your specific needs. - Page 47 If a Drawer assigned to that Patient is detected on the cart, the Drawer automatically unlocks. The screen will display the auto close timer. If no further action is taken at this point the Drawer will relock, securing the medication. Figure 51 - Patient Drawer Unlocked Pull the Drawer out and remove it completely if you wish.
- Page 48 With a Patient Drawer open, you may also open storage Drawers to access supplies and consumables needed to administer the medication. Simply click on a storage Drawer to unlock it. Figure 53 -Storage drawer is Unlocked If a Patient Drawer is open, the on-screen prompt will remain, advising you to return the Patient Drawer to continue. This ensures that only one Patient Drawer may be opened at a time, thereby preventing the possibility of medication getting mixed between Patient Drawer.
- Page 49 When the Patient Drawer is returned to the Cassette, the process has ended, and you will be returned to the Home screen. Figure 46 – Home screen When you scan a Patient barcode, if a matching Drawer is not detected on that Cart, a notification displays on screen informing you that there is no match.
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Page 50: Opening Storage Drawers
When you scan a Patient barcode, if a matching Drawer is not detected on the Cart you’re using, but a matching Drawer is detected as being Assigned to a Drawer on a different Cart within the same Department, a notification displays on screen informing you that your Patient has a Drawer Assigned on another Cart. The notification includes the name of the Cart which contains the Patient’s Drawer. -
Page 51: Configurable Drawer Behavior
5.11 CONFIGURABLE DRAWER BEHAVIOR As shown in the above step by step instructions, the MedLink system can be configured to behave differently depending on your organizational and workflow requirements. The following section details the standard and configurable behavior for each type of Drawer. -
Page 52: Opening Drawers Without Scanning Barcodes
5.12 OPENING DRAWERS WITHOUT SCANNING BARCODES When Location Scanning and Override processes are enabled, there is a choice to scan the “Location barcode” or use an administrative login to “Override” the Location scan for the open action. The override may optionally be followed by a prompt to enter a “Reason”... - Page 53 • If the system is configured to use the PAN/MRN override process, you will be prompted to enter the ID number associated with the Patient’s Drawer you are trying to open. NOTE: if the override process is set to PAN/MRN, it applies only to Patient Drawers where Patient data is sourced from an HL7 feed.
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Page 54: 5.13 Managing Drawers
5.13 MANAGING DRAWERS The Drawer selected screen can have a primary page and a secondary page, with the less often used functionality available on the secondary page. Primary Screen Includes • Open – this continues the existing Open process • Reassign –... - Page 55 Click on the “Move Drawer” button. NOTE: If you are logged in as a user without the move Drawer permission enabled you will not see the move Drawer button. Figure 63 - Drawer Selected Secondary Screen If you have not already done so, you will be prompted to scan a Location barcode. The Drawer swapping process should only be carried out in a designated area such as a medication store room, therefore scanning the Location barcode is needed.
- Page 56 Remove one Drawer at a time. The graphics update on screen to show the Drawer being removed. With both Drawers removed, move the position of the Drawers, and return them to the Cassettes. The graphics update on screen and the system continues to display the prompt until both Drawers are returned.
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Page 57: Add Extra Drawer
5.13.2 ADD EXTRA DRAWER This process is initiated from the secondary page in the Drawer Selected options. It allows you to assign multiple Drawers to a single Patient. This functionality streamlines the process and bypasses having to reselect the Patient from the Patient List screen. - Page 58 Click on the drawer that you would like to add. Only the selected Drawer unlocks. Figure 69 – Open Extra Drawer The display changes to prompt you to open the Drawer and insert any medication. The display indicates the Patient details (the same Patient whose Drawer was originally selected to start this process).
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Page 59: Move Drawer Content
5.13.3 MOVE DRAWER CONTENT This process is initiated from the new secondary page in the Drawer Selected options. Its purpose is to allow the content of a Drawer to be moved to another Drawer. This may be useful if a nurse is running out of space to store a Patient’s medication and wishes to move the medication to a larger sized Drawer. - Page 60 You are prompted to select the drawer where you would like to move the content of the first selected drawer to. Click on a different size drawer. Both Drawers will unlocks. Figure 74 – Both Drawers are Unlocked Open both Drawers. The display changes to prompt you to open the content of the Drawers and close them. Figure 75 –...
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Page 61: Temporary Patient Drawer Assignment
5.13.4 TEMPORARY PATIENT ASSIGNMENT The Temporary Patient Drawer Assignment process is triggered during the AutoScan (Barcode-Assisted Drawer Assignment) process when the scanned Patient barcode is not found in the ADT feed. The system is unable to fully link a Patient to a Drawer, so this process allows a Drawer to be temporarily Assigned to the Patient using their barcode - and importantly, allowing Scan to Open functionality for that Drawer –... - Page 62 The drawer will open to fill the medication. Once it is closed the Home Screen will be displayed. The Temporary Patent drawer is marked with a question mark icon on the drawer label. The Temporary Patient can be used as regular Patient or Storage drawer. Figure 78 –...
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Page 63: Ejecting A Cassette
NOTE: The ability to eject a Cassette is a configurable user permission. If you cannot eject a Cassette following this process, consult your system administrator or Humanscale MedLink specialist. Click the icon on top of the Cassette to eject that Cassette. -
Page 64: Pharmacy Mode
Pharmacy Mode If your workflow involves transporting Cassettes to a central pharmacy for refilling away from the department, you will need to configure a cart in the pharmacy to use to fill medication into the Drawers. To do this, enable the “Pharmacy Mode” setting for your PC or laptop. This setting is in the Carts section of the MedLink Configuration menu. -
Page 65: Help And Troubleshooting
Help and Troubleshooting At any time, clicking on the question mark icon in the title bar opens the help screen. The help screen displays Support and Contact information with links to documentation. Help also displays the Software and Firmware versions. This information may be used when troubleshooting an issue. -
Page 66: Legal Notices
MedLink™ Drawers, the medication must be in its original packaging or contained within separate closed packaging. All rights reserved. © 2016, 2018, 2019 Humanscale Corporation. The “Humanscale” word mark and logo are registered trademarks in the United States and certain other countries and are owned by Humanscale Corporation. The “Humanscale MedLink™...
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