Check In Orders with Barcode Scanning

This article discusses how you can scan the barcodes on your orders to verify that they are ready to stock on your med cart. This feature is not required in order to scan barcodes on Pass Meds.

This first requires set-up with ALIS Onboarding, and it is necessary to have an active pharmacy connection with ALIS. The first steps will involve sending us example order barcodes and acquiring the right scanner for your needs. Please contact us for more information about this!

It is necessary to process your orders in the Pharmacies page before checking in (scanning in) the orders.

More information on Processing orders: 

Processing Order Messages

Mapping Pharmacy Messages

Start Scanning

1. Access the Check in Orders page from the Medications menu.
2. From here, you can click Start Scanning!
3. Once you are on the Check-in Orders page with a timestamp at the top, you will find a relatively blank page where you should start scanning. Scan each barcode for each order you have received within the delivery.
   • With each scan, you will have a row of information about the order including the resident name, room number, whether the order is for routine or PRN administration, and whether the order is currently active in ALIS. As you work on scanning, they will be grouped conveniently by resident name.
   • You can also type the numbers of a barcode if you aren't able to scan it. To do this, click Manually Enter Barcode and type the RX #. 
   • Possible Scan Results:
     • Keep: This medication has been processed in Pharmacies and is good to add to the Med Cart.
     • Unprocessed: The order details have been received in ALIS, but you need to Process the order on the Pharmacies page. Navigate to Pharmacies to do this, and then when you come back to your Check-in screen, click the checkbox to the left of the order and click the Resync button at the top left of the table of orders. This should update the Scan Result to Keep.
     • Not Found: The order details have not been received in ALIS. It will be necessary to find out why the order details were not sent to ALIS by contacting the pharmacy. It won't be possible to check in this order until it is received and processed in ALIS. If this is done, you can Resync the order and the status should update to Keep.
     • Needs Review: This status tells us that the order is possibly discontinued or the resident has moved out. These will all display in the Action Needed tab on the Next Step.
   • Use the checkboxes to the left of the orders to use the Delete or Resync buttons at the top of the table if needed.
4. Once you have scanned or entered all the orders you need, click Next Step. This page is called Reconcile Orders, and contains three tabs to review:
   1. Action Needed: This tab will show you orders that have possibly been discontinued, or the resident has moved out. All action you can take for these is done outside of ALIS. You may need to contact the pharmacy or prescriber to ask questions or send the medication back to the pharmacy.
   2. Orders Checked In: Orders that are processed in the pharmacies page (and thus added to the eMAR) and scanned in the current batch of barcode scans. These are removed from the 'Orders Not Checked In' list.
   3. Orders Not Checked In: Order messages sent from the pharmacy to ALIS that have been Processed in the Pharmacies page, but have not been verified with a barcode scan. These orders are active in the eMAR, but are possibly not stocked on the med carts. 
   4. Notice the +Add Observation button. This can be used to communicate internally about this process, and especially to alert others if orders in the delivery are incorrect, or must be sent back to the pharmacy.
5. Click Next Step, and the Check-In is complete! You can print details and Upload Delivery Manifest, which you can find later in the View Past Check-ins section.

Review Previous Orders

Back on the main Check In Orders page, notice that you can look at previous check-ins organized into two tables:

1.  The Continue a Check-in section shows you orders that have been scanned but not yet processed to be active in the ALIS eMAR. Once you click 'Start Scanning', a row will be created here in case you need to complete the process later.
2. The View Past Check-ins section will allow you to see a history of all orders that have been checked-in using barcode scanning. Notice the date range filter at the top right of this section, which will only show the previous month by default. If you need to see orders that were checked-in further in the past, you can update the dates.

Related Articles:

• Barcode Scanning Reference Guide
• Barcode Scanning in Pass Meds

For more assistance with ALIS Barcode Scanning,

Contact our ALIS Customer Success Team:

888.404.ALIS (2547) or support@go-alis.com