ScriptCheck multi-patient flow

This functionality is only available to customers using the Electronic Prescription Service in England and Wales.

In this article:

  • Workflow
  • Build a picklist
  • The picklist
  • Basket check
  • Verification to complete a basket check
  • Reset a picklist
  • Stock unavailable (Owings)
  • FAQs

The script must already have been downloaded from the Spine, processed, token printed and be in the ScriptCheck Manager queue (marked as ScriptCheck), plus have a retained clinical check or has been clinically checked by a pharmacist before this workflow can start.

Workflow

Use this efficient workflow when your pharmacy has become familiar with the single patient flow and has sufficient basket space allocated to dispense and check multiple baskets in one go using the scanning app. Useful for repeat dispensing.

Implementation considerations to be in place for this workflow

  • tokens are scanned in batches to create a picklist
  • pick stock for multiple patients using the printed picklist
  • dispensing labels printed as each pack’s barcode is scanned
  • affix the correct dispensing label to each pack, then place in the specified numbered basket
  • complete the accuracy check – scan the basket label, then each dispensing label and pack barcode in that basket
  • once check confirmed, the bag label then prints

Not the right workflow for your pharmacy? Look at the other ScriptCheck workflows available.

ScriptCheck multi-patient flow PDF

Build a picklist

A member of the pharmacy team uses the scanning app to create a picklist using a batch of clinically checked tokens.

  1. Click the ScriptCheck app shortcut on your desktop.
  2. Login to the scanning app.
    How to login
    • An image showing the ScriptCheck scanning app login screen.
      If you enter your username/password incorrectly four times in a row, you’ll be locked out of the app for 5 minutes.

      Tip: Use the Show/hide icon to the right of the password to view your password entry.

      Warning: Both ProScript Connect and the scanning app must be open together to ensure the latest data can be transferred between them.

  3. On the Pending Picklists screen, all current picklists are displayed with their status.
    An image showing the Pending Picklists screen.
  4. To create a new picklist, click Scan Scripts.
    An image of the ScriptCheck scanning app, with the Scan Scripts button highligted (left-hand side menu).
  5. Scan each token from the batch of prescriptions. As each token is scanned in, it appears on the Picklist Builder screen.An image of the Pending patients window, where tokens that are scanned are displayed.

    If the scanned tokens are appearing in the Patients Pending column (on the left-hand side) – either click Add All, or select individual tokens as required, to move the tokens to the Picklist Builder column (on the right-hands side).

  6. Once all tokens have been scanned in for this picklist, click Create Picklist. A confirmation screen is displayed. Click Yes. 
  7. Click Exit Picklist Builder. 
  8. On the Pending Picklist screen, the picklist is created with the status New. 

    Tip: You can hover over the Patient icon to view the list of patients in this Picklist (see image below) or the Picklist Preview icon for the list of medication required for this Picklist.

    An image of the Pending patients window, where tokens that are scanned are displayed.

  9. On the Pending Picklist screen, to print the picklist on A4 paper, click the 3 vertical dots against the required picklist, then click Print Picklist.
    An image showing the Print Picklist option.

Keep the tokens and the printed picklist together.

The picklist

The picklist is a consolidated list of the packs required to fulfil the batch of tokens. It will list the number of full packs first, followed by any units needed from splitting packs.

An example of a printed picklist with its unique QR code:

An image showing an example of a printed picklist.

  1. Collect the packs for the picklist from your stock shelves and tick off as collected.

    If during the stock gathering it is established that an owing needs to be created, the owed item will need to be dispensed locally from Proscript Connect to create the owing, and the picklist re-set. For details on how to do this see this article on Owings Scenarios.

  2. Scan the QR code on the picklist. This automatically prints the basket labels, and the Patients in Progress screen is displayed with the details of the items on each script.
    Any items to be dispensed locally are displayed in red.
    An image of the patients in progress screen, with detailed scripts for each patient.
    Any patient notes are displayed against the patient. Click on the note to view the full details. Patient notes are viewable throughout the picklist workflow.
  3. Place the labels on the baskets.
  4. From the collected picklist packs, scan a pack, on the screen is displayed a preview of the token for the patient that the pack belongs to and the number of the basket into which it should be placed.

    Tip: The prescription preview shows the product of choice dispensed in ProScript Connect. Any items that have been dispensed locally will be greyed out. Any items endorsed as Not Dispensed, will be marked as ND in the endorsement column.

  5. The drug label for the pack is printed. Attach the label to the pack, taking care not to cover the pack barcode, then place in the appropriate basket.

    Tip: Notice a code prints on the drug label. This is used for the final accuracy check.

  6. Repeat steps 4 and 5 for each item that has been picked.
  7. Once a patient’s basket has been completed, it is marked as completed on screen.
  8. Keep scanning each pack until all the remaining picklist items have been allocated to a basket.
  9. Once the entire picklist has been scanned and all items are labelled and in their appropriate baskets, on screen, the patients have now moved to the Assembled Patients section. The message on screen is Picklist Assembled.

You may come across either a warning or a notification message that you need assistance on: take a look at our messages content for more information

Basket check

The picklist is now assembled, ready for a member of the pharmacy team to use the scanning app to start the basket check to ensure all items have been correctly labelled and are in the correct basket.

  1. On the Picklist Assembled screen, click Click to start basket check. 

    A message on screen asks you to start scanning a basket:
    An image showing the please scan a basket wording.
  2. Scan a basket label.
  3. For each pack in that basket:
    1. Scan the QR code on the drug label.
    2. Scan the barcode on the pack.
    3. Place the item in the pharmacy bag.
    4. When the basket is complete, on screen, click F10 to confirm.
    5. The patient bag label is printed, and the bag can be sealed.
      If you move onto the next basket before confirming the last basket, a warning message is displayed. Click Cancel to go back and complete the last basket. If you click Confirm the current basket check is lost.
  4. Repeat this process for each basket.
    When all the baskets have been checked, you’ll get a message on screen, Picklist Completed. The completed picklist is removed from the Pending Picklists screen.

    If a basket contains items to be verified, a warning message is displayed on screen, indicating verification is required to complete this basket by a qualified member of staff.

    An image of a Script Preview with a verification warning across the top.

Verification to complete a basket check

If verification is required to complete a basket check, this can only be done by a pharmacist with Accredited Access. Reasons a verification may be required include a split pack, or an unknown barcode has just been mapped.

On the Pending Picklist screen, under the Status column, baskets that require verification by a pharmacist are marked as Verification Required.

  1. Select the required picklist and click the three vertical dots against the picklist, then select Verification.
    An image showing the Verification option within the ScriptCheck scanning app.
  2. The basket awaiting verification is displayed. Once the information has been verified, click Verify. 
  3. A confirmation message is displayed.
  4. Click Confirm. The verified basket has now been removed from the Pending Picklist screen and the items can be packaged and the bag label is printed.
  5. Click Exit Picklist.
    The system returns to the updated Pending Picklist screen. This basket is now complete and is removed from the Pending Picklist screen.

Reset a picklist

If, for any reason you need to cancel the scanning process and reset a picklist, this can be done. It is not a reversible action and can only be done by a user with Administrator Access to the app.

  1. On the Pending Picklists screen, select the three-dots against the required picklist to be reset.
  2. Click Reset Pick List. 
  3. A warning message is displayed.
  4. To reset the picklist, click Confirm (F10). 
  5. The picklist reverts to the status New and can be started again at any time.

Stock unavailable (Owings)

Owings can’t be created for items in the ScriptCheck queue. Owings are only permitted for items dispensed locally. Therefore, the required item needs to be dispensed now for an owing, which removes the item from the ScriptCheck queue. In the following steps, the selected item is dispensed locally to create the owing.

Processing an Owing
  1. Process the prescription as ScriptCheck. Before completion of the script, select F2 – Create Owing. 
  2. The Create Owing message is displayed advising that an Owing cannot be created.
    An image showing the owing cannot be created pop-up message.
  3. To continue, click Cancel. 
  4. On the PMR screen, click Dispense Locally, then click F2 – Create Owing. 
  5. Complete the Edit Owing screen as required.
  6. To complete the prescription and create the Owing, click F8 – Last Item. 
    If an Owing has been created during the processing of a script using Dispense Locally, the item cannot then be marked as a ScriptCheck item prior to completing the prescription. The Send Item to ScriptCheck message is displayed. Click OK to continue processing locally.
    An image showing the Send item to ScriptCheck pop-up message.

Owings can also be created from Reprints.

If during stock gathering it is established that an owing needs to be created, the owed item will need to be dispensed locally to create the owing, and the picklist reset. For details on how to do this, see the article on Owings scenarios.

FAQs

Need some assistance with this workflow?  We have collated some frequently asked questions.

Clinically checking

How does a pharmacist clinically check items in ScriptCheck Manager?

From the ScriptCheck Manager screen, the pharmacist can filter the scripts required to be checked.

ScriptCheck clinically checking items 

How does the ScriptCheck clinical check retention logic work?

ScriptCheck will retain a clinical check, valid for 6 months, for individual patients and prescriptions. However, if any of the parameters change or the 6 months has expired, the next time a prescription containing those items is dispensed, it will not retain the clinical check. This will require a pharmacist to perform a clinical check once more.

At any time, you can access an explanation of how the clinical check retention works by simply clicking the info icon  to the right of the blue bar on the ScriptCheck Manager screen.

I have received a warning message on screen, that the token has not been clinically checked. What do I do?

On the warning message screen, click OK. The token must be clinically checked by a pharmacist before it can be processed through the scanning app.

Scanning app settings

How do I set up a new user for the scanning app?

Only users with Accredited Access to the scanning app can setup and amend scanning app users, including password resets.

Create or amend a new user

What does it mean if ‘verification is required’?

Verification means that the situation requires a pharmacist to manually check that the items dispensed are the correct packs, going to the correct patient with the correct labels on them.  For example, for a split pack, a basket check has been skipped, or items are owed.

When I scan in tokens, the tokens are appearing in the Pending Patients column (left-hand side) instead of the Picklist Builder (right-hand side). How can I change this setting?

An Accredited User is required to amend any app setting.

  1. To access the ScriptCheck app settings, within the app, in the left-hand pane, click Settings.
  2. On the app settings screen, click the Picklist tab.
  3. Select Scan to Pick Mode – opt out.
  4. To switch on and make the scanned tokens appear in the Picklist Builder column by default, tick the box to the left of the ? icon.
  5. To save the changes, click the save icon.
I want to change the maximum number of baskets/patients that can be processed in one picklist. How can I change the setting?

An Accredited User is required to amend any app setting.

  1. To access the ScriptCheck app settings, within the app, in the left-hand pane, click Settings.
  2. On the app settings screen, click the Picklist tab
  3. Select Number of Baskets/Patients/Locations
  4. Depending upon the physical space available to safely process and dispense within your pharmacy, move the slider across to change to the maximum number of basket/patient/locations per picklist.
  5. To save the changes, click the save icon.
How do I change the number of print lines on the picklist?

An Accredited User is required to amend any app setting.

  1. To access the ScriptCheck app settings, within the app, in the left-hand pane, click Settings.
  2. On the app settings screen, click the Picklist tab
  3. Select A4 Picklist Line Count.
  4. Adjust number as required.
  5. To save the changes, click the save icon.

Need any help with any with the other scanning app settings? We have content on all the app settings.

Generic and branded packs

When the pack barcode is scanned, the scanning app is checking that the pack matches the selected product of choice when the item was dispensed in ProScript Connect.

Are generic choices and pack picks interchangeable?

Yes. Generic choices and pack picks are interchangeable, for example if Amlodipine 10mg tablets by Teva are chosen in ProScript Connect, but Amlodipine 10mg tablets by Accord are picked and scanned, this will be a match.

Are generic and branded packs interchangeable?

No. Generic and branded packs are NOT interchangeable for example, if Amlodipine 10mg tablets by Teva are chosen in ProScript Connect, but Istin 10mg tablets are picked and scanned, this will NOT be a match. An alert would then be displayed, ‘Scanned product not required for this picklist’.

Barcode unknown

If an unknown barcode warning message has been displayed, what do I do?

If an unknown barcode warning message has been displayed for an item on the picklist, a pharmacist is required to map this unknown barcode to the Custom Barcodes product list. Then once this has been done, the new barcode will need to be verified by the pharmacist as part of the basket accuracy check.

Product Manager – mapping a barcode

 

KB5001814