This guide provides step-by-step instructions for replacing an existing order on a resident's eMAR with a new incoming order message in your pharmacy inbox.
Why should I map incoming pharmacy orders to existing orders?
The main purpose of mapping new orders to existing orders is to prevent the creation of duplicates. This action also ensures that the most recent order in the pharmacy's system matches your ALIS eMAR. Once the orders are mapped, the previous existing order is replaced by the order sent by the pharmacy.
Identify Potential Duplicates Setting
In your Medications Settings, you have the ability to enable the "Identify Potential Duplicates" setting that identifies any existing orders on a resident's ALIS eMAR that match (or contain like data) an incoming order in the pharmacy inbox.
Enabling this setting can benefit your team by reducing the risk of duplicating orders in the event that you have manually created an order on a resident's Manage Orders page prior to receiving an order from the pharmacy. Identifying potential duplicates can also support your team when undergoing a pharmacy transition by streamlining the process of replacing a previous pharmacy's orders with the new pharmacy's incoming orders.
For assistance with enabling this setting, contact your Account Manager or our ALIS Customer Success Team.
You can also follow the below steps to enable this setting:
- Go to Settings > Medications > Medications tab.
- Scroll down to the Specialty Settings section.
- Move the toggle to Enabled for the Identify Potential Duplicates setting.
Map a Pharmacy Message - Identify Potential Duplicates
The below steps outline how to map a pharmacy message to an existing order when the "Identify Potential Duplicates" setting is enabled.
Review and Resolve Duplicate
- Navigate to your Pharmacy Inbox > Incoming Orders tab to view unprocessed orders.
- Locate the order message you need to map, and click the Process button. This takes you to the Process New Medication Order page where you will be prompted to "Review Potential Duplicates."
- The Incoming Order section shows the order sent from the pharmacy.
- The Potential Duplicates section shows the existing order currently on the resident's MAR.
- In the righthand panel, you must "Resolve Duplicate" and indicate the actions you want to take. Click Yes below the question "Is the incoming order a duplicate?" to begin mapping the new, incoming order to the existing order.
- When you click yes, the question "What would you like to do?" appears. Select Map to Existing Schedule.
- Then choose the existing order name on the dropdown menu presented.
- Click Next: PRN (for Routine orders, it will display as "Next: Routine").
Process the Mapped Order
This takes you to the next page in which you need to finalize the mapping by processing the order. The top of this page highlights the existing order you selected to map the new order to. If this is order name is incorrect, clicking the Reset button allows you to choose an alternate order to map.
The center of this page automatically pulls in the Rx Data, which is the new or updated order information sent from the pharmacy. It is critical that you review this order in full and make any updates as needed.
Note that if you had manually updated any fields such as Medication Tags, Administration Instructions, Vitals entry, Min. Intervals between Admins, etc. to the previous existing order, these details will not be reflected in this new or updated order sent from the pharmacy. Therefore, you will need to readd those details before clicking Process Order at the bottom of this page.
Once the order is processed, it will no longer appear in your Pharmacy Inbox. The resident's MAR will reflect the new version of the order, it will be directly linked to your pharmacy, and you will have successfully prevented the creation of duplicate orders.
Map a Pharmacy Message - Manual Mapping
The below steps outline how to map a pharmacy message to an existing order manually, without the specialty setting enabled.
- Navigate to your Pharmacy Inbox > Incoming Orders tab to view unprocessed orders.
- Locate the order message you need to map, and click the Process button. This takes you to the Process New Medication Order page.
- Below the blue page header, move the toggle from New Schedule to Map to Existing Schedule. This action makes the righthand dropdown menu options available for selection. Options presented in this menu are the resident's existing orders of that same medication type (Routine or PRN) currently on their MAR.
- Select the matching order name from the dropdown menu to map these orders. A panel on the right side of the screen titled Existing Order will appear, and this panel displays the details of the order we need to replace.
- In the righthand panel, we recommend toggling to Existing Order and clicking the Use Data button so that any information already added to that existing order can be saved along with the order taking its place.
Understanding this side-by-side view is crucial to the manual mapping process.
- Keep in mind that the main, or center part of your screen shows the incoming pharmacy-linked order. When you "Map to Existing Schedule," the center screen order message is what is used to replace the order shown on the righthand panel.
- Even when you Use Data from the existing order, it is important to review the pharmacy-linked order message so that the MAR reflects all necessary information and contains the correct Pass Meds schedule.
When you have confirmed the information on the center screen order message is updated appropriately, scroll to the bottom right side of the page and click the green Process Order button.
Once the order is processed, it will no longer appear in your Pharmacy Inbox. The resident's MAR will reflect the updated version of the order, it will be directly linked to your pharmacy, and you will have successfully prevented the creation of duplicate orders.
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