Humanscale MedLink User Manual
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Humanscale MedLink User Manual

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MEDLINK PRO USER MANUAL

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Summary of Contents for Humanscale MedLink

  • Page 1 Humanscale MEDLINK PRO USER MANUAL...

  • Page 2: Table Of Contents

    HUMANSCALE MEDLINK MEDICATION DISTRIBUTION SYSTEM This user manual contains information on the installation and operation of Humanscale’s MedLink medication distribution system and associated MedLink Pro control software. Read all instructions completely before using MedLink. TABLE OF CONTENTS Introduction Operating Instructions About Humanscale Healthcare 5.1 Login...

  • Page 3: Introduction

    Humanscale Healthcare designs and manufactures ergonomic products for easier use of today’s technology and creates a safer and more comfortable and efficient environment for the caregiver. As part of the Humanscale Corporation, a world leader in ergonomic design, Humanscale Healthcare brings to the healthcare market a unique understanding of the importance of ergonomics in the workplace.

  • Page 4: Introduction To Medlink

    POINT-OF-CARE TECHNOLOGY CART At the core of MedLink is T7 — part of the revolutionary TouchPoint line of mobile technology cards. Built with the caregiver’s workflow in mind, T7 addresses the challenges faced by existing medical cards by offering optimal ergonomic positioning with minimal (and often automatic) adjustments.

  • Page 5: Setting Up Medlink

    Override Keys: are used to unlock and gain access to the drawers in the event of a system or power failure. The keys are not used during normal operation and should be held by a manager or supervisor to prevent unauthorized use. The below image shows the various MedLink components.

  • Page 6: Unpacking And Assembly

    The MedLink cassettes will be located in the housing. Remove the cassettes from the housing and remove and discard any protective packaging. 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.

  • Page 7: Installing Dividers

    MedLink software. During normal operation cassettes may be electronically ejected through the MedLink software. When the cassette is ejected, the cassette handle will pop out. Pulling the handle outwards will allow the cassettes to be removed from the housing.

  • Page 8: Inserting Drawers

    2.6 INSERTING DRAWERS Once a Cassette is configured with the required shelf layout, drawers may be inserted. Through electronic software labelling each drawer can be assigned to an individual patient, or as a storage drawer for non patient-specific supplies. When inserting drawers, they must be tilted backwards slightly to ensure the tabs at the rear of the drawer clear the underside of the shelf.

  • Page 9: Initial Software Configuration

    3.1 ENABLING MEDLINK LITE The following steps ensure the T7 cart is configured to allow the MedLink Lite software to control the drawer system, rather than being configured for use with the more advanced PC-based MedLink Pro software.
  • Page 10 If the toggle control is gray (off), MedLink Pro is disabled, meaning MedLink Lite is already enabled and you can exit from the settings screens by touching the “gear” icon in the header again. If the toggle control is green (on), touch the control to switch it to gray and disable MedLink Pro. This will enable MedLink Lite.

  • Page 11: Medlink Pro Configuration

    The server application and database should only be installed by an authorized service technician. The following steps explain how to configure MedLink to point to the correct server. Load the MedLink application. You will be presented with the login screen. Click on the menu icon in the title bar to access the Setup screen.
  • Page 12 Fig 2 MedLink is now set up to connect to the right server. You should only need to go through this process once during the initial installation or if a different PC or drawer system is used on the cart.

  • Page 13: Medlink Configuration Menu

    To access the MedLink Configuration menu, you must login to the software using an account with administrator privileges. Fig 1 Once logged in, click on the menu icon in the title bar. Fig 3 This will display the MedLink Configuration menu. Below is a brief description of the purpose of each section. Further chapters detail specific options.
  • Page 14 Fig 4 Departments • Associates patients and Carts into same organizational units. • A user can be in multiple Departments. • A Cabinet can only be in one Department. Users • Defines a user and login information User Groups • Permissions that apply to a user in the assigned group •...

  • Page 15: Departments

    4 . 3 De pa r t me n t s 4.3.1 DEPARTMENT LIST Fig 5 Displays list of Department • Select “Remove” to remove that department. • Select “Edit” to edit that department’s information. • Select “Add Department” to create departments.

  • Page 16: Add/Edit Departments

    4.3.2 ADD / EDIT DEPARTMENTS Fig 6 Name: • The name that will be displayed in program. 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 17: Users

    4 .4 Us e r s 4.4.1 USERS LIST Fig 7 Displays list of users • Can filter or search list using the given fields. • Select “Remove” to remove a user. • Select “Edit” to edit that user. • “User Groups”...

  • Page 18: Add/Edit Users

    4.4.2 ADD / EDIT USERS Fig 8 Personal Information • Users name with optional Title and Suffix. Login Settings • Username, Password and Expiration are required. • The Password Requirements are configured in Global Settings. The requirements will be displayed here. •...

  • Page 19: User Groups

    4 . 5 Us e r G r ou p s 4.5.1 USER GROUPS LIST Fig 9 Displays list of User Groups • Select “Remove” to remove the User Group. Users should be removed from the Group before removing the group itself as they will not be able to login if they are only in this group.

  • Page 20: Add/Edit User Groups

    4.5.2 ADD / EDIT USER GROUPS Fig 10 • Group NameActive Directory User Group Name: Connects a MedLink Group to an Active Directory Group. Can only be part of one MedLink Group. • Inactivity timeout: Amount of time before the program will auto-logout the user when there is no activity within the program or drawer interaction.
  • Page 21 • Timeout reminder before logoff: Amount of time the program will show a “Logoff” warning message before auto-logoff. This time is within the Inactivity timeout, therefore it must be less than the inactivity timeout time. Workflow Permissions • Allow Users to assign/reassign patient drawers: Check this setting to allow users to assign patient drawers.

  • Page 22: Rooms

    4 .6 Rooms Fig 11 The Rooms list is only available if there is an HL7 feed. Rooms may be assigned to a department. 4 .7 C a r t s Fig 12 Search: will search for Computer Names and Cart Names. •...

  • Page 23: Add/Edit Carts

    4.7.1 ADD/EDIT CARTS Fig 13 • Computer Name: Name of the computer in the cart. • Descriptive Location: The location where the cart will be used. • Assigned Department: The department where the cart is assigned. • Pharmacy Cabinet: Is this a Pharmacy cabinet? Pharmacy has special rights for assigning, filling and emptying patient drawers.

  • Page 24: Global Settings

    4 .8 Gl o ba l Se t t i ng s Fig 14 • Hospital Name: Hospital name to be displayed in reports. • Environment: Hospital specific term. Workflow Settings • Location Bar Code Enter/scan the bar code to be used for Location Scanning. •...
  • Page 25 Path for the Active Directory Server. • Enable Single Sign On With this setting enabled and Active Directory Setup, the user will be automatically logged in when opening MedLink. • Enable HL7 Integration With HL7 integration enabled and configured patient, Room, Groups and Department information will be imported.

  • Page 26: Patient Labels

    4 . 9 Pa t i e n t L a b e l s Fig 15 Drawer Labels • 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 Drawer Patient Labels •...

  • Page 27: Operating Instructions

    The cassettes are represented on the left and right of the screen, just as they are positioned on the left and right of the cart. If you have a single MedLink Housing installed, you will see 2 cassettes, with the lower 2 cassette locations grayed out.

  • Page 28: Title Bar Buttons

    Select a drawer It is important to understand how bar codes are used to control access to the MedLink drawer system. With HL7 enabled, MedLink uses each patient’s hospital-issued barcoded wristband to control access to their drawer. When a patient is assigned to a drawer, scanning their wristband will automatically open that drawer.
  • Page 29 The system of requiring bar code scans to perform certain tasks is central to the secure and accountable nature of the MedLink system. More details instructions for assigning and opening drawers is given in the following sections.

  • Page 30: Drawer States

    Removed state (empty drawer slot) 5.4 ELECTRONIC LOCKING SYSTEM During normal operation, rawers 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.

  • Page 31: Mechanical Override Key Lock System

    In normal usage, a typical workflow will involve a nurse receiving medication from the hospital pharmacy or retrieving it from an Automated Dispensing Cabinet. The nurse would use MedLink to securely store each patient’s medication in its own drawer for subsequent administration.

  • Page 32: Assigning A Drawer To A Patient

    5.6.1 ASSIGNING A DRAWER TO A PATIENT Ensure you are near to your Automated Dispensing Cabinet or in your medication store room and have access to the MedLink location bar code. Upon logging in to the software, you will be presented with the home screen.
  • Page 33 Fig 3 The selected drawer will highlight in blue and the center prompt area will change, giving you the choice of assigned this drawer to a patient, or as a storage drawer. Click the Patient button. Fig 16 The selected drawer will open slightly on the physical drawer system and the screen will change to show the drawer is unlocked, with the auto close relock timer counting down.
  • Page 34 Fig 17 Pull open the drawer and remove from the cassette completely if you prefer. If HL7 is enabled, the screen will now display a list of patients within the hospital thatcan be selected and assigned to the drawer. • By default, the list shows only patients from the current user’s department.
  • Page 35 Fig 19 Fill the drawer with that patient’s medication and return the drawer to the cassette as prompted, ensuring it locks into place. Fig 20 You will be returned to the home screen, and the selected drawer will now show the details of the patient you chose. The assigning and filling process is now complete.

  • Page 36: Refilling A Patient Drawer

    5.6.2 REFILLING A PATIENT DRAWER To open and refill a drawer that is already assigned to a patient, first scan the location bar code to confirm you are in a designated location for filling drawers, then click on the drawer to unlock it. Alternately, selecting the drawer without scanning the location bar code displays the following screen with additional patient details in the center area.
  • Page 37 Click on an available drawer you wish to assign. The selected drawer will highlight blue and the center area of the screen will change to display action buttons. Fig 23 Click on the Storage button. The drawer will unlock and the screen will change to show the auto close timer. If there is no further input at this stage, the drawer will relock and the process will be cancelled.
  • Page 38 You will be prompted to fill the drawer and return it to the cassette. Fig 27 On returning the drawer to the cassette, the screen will revert to the home screen and the chosen drawer will now display as a storage drawer with the label you entered.h.

  • Page 39: Unassigning And Reassigning Drawers

    5.6.4 UNASSIGNING AND REASSIGNING DRAWERS Begin by following the prompt on the home screen to scan a location bar code. Ë654183.Î Click on the drawer you want to reassign. Fig 29 You are prompted to choose whether you want to reassign the drawer to another patient, as a storage drawer, or simply unassign it completely.
  • Page 40 The drawer will unlock and the auto close timer will appear. Pull the drawer to open it and remove it from the cassette. Fig 32 Empty the drawer of its contents and return it to the cassette as prompted. Fig 34...
  • Page 41 The display will return to the home screen and your chosen drawer will now be displayed as unassigned. Fig 35...

  • Page 42: Opening Drawers To Administer Medication

    NOTE: Some aspects of this process are configurable 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 43 If a drawer assigned to that patient is detected on the cart, the drawer will automatically unlock. The screen will display the auto close timer. If no further action is taken as this point, the drawer will relock, securing the medication. Fig 36 Pull the drawer out and remove it completely if you wish.
  • Page 44 As long as a patient drawer is open, the on screen prompt will remain, advising the user 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 drawers.

  • Page 45: Opening Storage Drawers

    5.7.3 CONFIGURABLE DRAWER BEHAVIOR As indicated 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 46: Opening Drawers Without Scanning Bar Codes

    • If User Rights for Location Scanning and Override are disabled: the drawer will enter the Reassign process with no other interaction. • Double Left Click: will unlock the drawer with no other interaction. • Right Click: takes the user to the Reassign process. If User Rights for Location Scanning and Override are enabled: the user will need to Scan a location barcode or use the Override process.
  • Page 47 Fig 40 If the system is configured to use the Witness override process, you will be prompted to enter the login credentials of a colleague to witness that you are opening a drawer without the security of scanning a bar code. Fig 41 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.
  • Page 48 Fig 42 Once the credentials have been accepted or the PAN/MRN entered, on the next screen enter the reason you cannot scan the appropriate bar code. This information is also recorded in the reporting database so that override events can be reviewed with a view to reducing their occurrence.

  • Page 49: Swapping Drawers

    5.9 SWAPPING DRAWERS At times, it may be necessary to rearrange drawers within cassettes. This action requires multiple drawers to be opened at once, which is inherently a safety issue. For this reason, the following process is a configurable user permission that may be restricted to certain user groups.
  • Page 50 Fig 47 The first drawer selected will remain highlighted and you will be promoted to choose a second drawer to swap with. Click on another drawer of matching size. Fig 48 The second drawer will also highlight and both drawers will be unlocked. Fig 49 Remove one drawer at a time.
  • Page 51 Fig 50 Fig 51 With both drawers removed, swap the position of the drawers and return them to the cassettes. The graphics will update on screen and the system and will continue to display the prompt until both drawers are returned. Fig 52...

  • Page 52: 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 53: 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 Cabinet” setting for your PC or laptop. This setting is located in the Carts section of the MedLink Configuration menu.

  • Page 54: Generating A Report

    6 R e p or t i ng 6.1 GENERATING A REPORT The reporting function is accessed from the MedLink Configuration menu screen and depending on how the system is configured you may need administrator credentials in order to access the function.

  • Page 55: Viewing And Saving A Report

    6.2 VIEWING AND SAVING A REPORT Fig 55 • 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”...

  • Page 56: Help And Troubleshooting

    7.1 HELP AND TROUBLESHOOTING At any time, clicking on the question mark icon in the title bar will access the help screen. Fig 3 The help screen displays Support and Contact information with links to documentation. Help also displays the Software and Firmware versions.

  • Page 57: Legal Notice

    8.1 LEGAL NOTICES MedLink is not a clinical decision support system and must not be used as such. MedLink is not intended for use in the diagnosis of disease or other conditions, or in the cure, mitigation, treatment, or prevention of disease. It does not replace existing medication administration protocols, including any Positive Patient Identification procedures to ensure the correct medication is being administered to the correct patient in the prescribed dosage and delivery method.

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