Statement of Objectives - Pharmacy will call system.pdf

SPECIFICATIONS FOR

GSL IntelliCab Pharmacy Will Call System

Specifications Required

• GSL IntelliSys Management Operating System - 2.0

• IntelliCab: Four-Drawer Will-Call Storage Cabinet

• Signature Capture Pad

• IntelliPad

• Signature Capture Pad

• Bar Code Scanner

• GSL Auto Notification Setup Fee

• Notification

• GSL IntelliCab/IntelliVaultTraining

• Installation-East

• GSL Support and Maintenance (1st Year)

• Will employ the use of RFID technology for current will call requirements and future capabilities.

• The technology solution cannot rely on batteries as the main or back up power source for bags or containers.

• Will Call System must be lockable.

• Will Call System must store prescriptions in a HIPAA compliant manner

• Storage cabinets must be ergonomically designed.

• Must meet security requirements for controlled drug prescription storage.

• Must be space efficient and specifically require less space and provide more storage locations then hanging back solutions, open shelving solutions (whether automated or non automated).

• Must be able to be freestanding from any rack or shelving structure. Must be able to install in a variety of configurations (straight line, back to back, right angle, common aisle, space between cabinets to accommodate permanent structures, isolated cabinet for special purposes such as drive through, remote dispensing for discharge)

• Must utilize containers (i.e. baskets) that can replace current baskets utilized in pharmacy workflow.

IT and Interface System Characteristics

• Must operate on Windows Server 2012 or higher.

• Must be able to operate on the customers’ existing workstations and used the customers’ existing bar code scanners if desired.

• Must provide backup servers and addition backup methods for the Will Call System database.

• Must provide built in UPS for the Will Call System.

• Must have interface to the customers pharmacy management system and the capabilities for bidirectional interface if desired.

• Must meet information security requirements (RMF, ATO, other) and have a current SOC2 certificate.

• Must not store any patient data off site.

• Must be able to provide 7 X 24 hour remote access support for troubleshooting and for periodic updates in a secure and approved manner.

• Must be able to integrate with customer’s existing point of sale system, signature capture system.

• Must be able to integrate with the customer’s existing pharmacy management system “patient lookup” operations in such a manner that this will automatically direct the staff member to the proper will call location.

• Must have demonstrated capabilities to automatically send compliance data to outside drug reporting agencies.

• Must be able to send text and voice messages automatically for prescription ready for pick up.

Must be able to support this function in “real time” for prescriptions dropped off and the patient is waiting in close proximity to the pharmacy. Must be able to set time parameters for first notification as well as second and third reminders if desired.

• Must be able to integrate with customer’s LDAP single user sign up credentials.

Operational Characteristics

• Must ensure that no two patients are accidently bundled together.

• Must ensure that dispensing errors do not occur by selection the wrong patient from the will call storage system.

• Must use a “blind” second patient identifier for accuracy for patient look up. Alternatively must be able to scan patients ID cards if used by the customer’s pharmacy.

• Must decrease retrieval time from Will Call.

• Must allow for simultaneous multi user operations in the will call storage system.

• Must manage return to stock aging and automatically direct the user to the correct storage location(s) for performing return to stock function.

• Must be able to remove the prescriptions from the Will Call database without any additional scanning or user interaction.

• Must have the ability to send return to stock data to the customer’s pharmacy management system and or inventory system.

• Must have the ability to move a return to stock prescription and automatically convert the status to “stock” to be used for the next fill of the same medication (controlled drug storage system) while maintaining quantity, expiration date and lot number for said prescription.

• Must be able to differentiate return stock for legend drugs and controlled or high value drugs and support this activity with proper authorized roles and permissions.

• Must be able to restrict any users access to the Will Call System and prevent removal of any other prescription(s) from the will call system without further scanning by the user to do so.

• Must have permissions that restrict users from certain functions

• Must utilize the concept of roles that allow administrators and managers to assign permissions for users

• Must have the ability to hold a prescription in will call that cannot be dispensed (expiration date, physician’s hold, other).

• Must have the capability to require mandatory pharmacy handling or consult for “high alert” medications that are dispensed from the Will Call System.

• Must have the capabilities directing user to the proper workflow container in workflow if the container has not be placed in the Will Call Storage system.

• Must have real time alarms on the Will Call Storage system for unauthorized entry, expired time for cabinet to be opened, wrong pull.

• Must not allow user to move to another assignment in the Will Call System without first completing a pending or started assignment.

• Must be able to provide integrated signature capture devices that allow for signature capture for walk in and drive through patient pick up without any additional scanning of the prescription as they are dispensed.

• Must be able to provide the location of any drug within the Will Call System.

• Must record all instances of user activities for tracking and audit purposes.

• Must have the ability to automatically print required medication guides at time of pick up without any additional user interaction.

• Must track medication guide and ensure that patient signs for receipt of medication guide.

• Must utilize containers that can optionally be tracked by the Will Call System in workflow with known status and location in workflow prior to being stored in the Will Call System without any additional barcode scanning or user interaction.

• Must utilize containers that can operate in a central fill pharmacy, be conveyed, transported, and immediately placed in the Will Call System without any additional scanning or user interaction and detect that each container arrived at the proper downstream dispensing pharmacy.

• Must be able to utilized customer’s existing refrigeration storage and “oversized prescription” storage areas in the same database and under the same control as the Will Call System cabinets.

• Must be able to provide real time reports for physical inventory of the Will Call System.

Additional Requirements for Stock Storage Common Platform

• Must have the ability to interface with “stock storage” cabinets on a common operating system and RFID platform provided by the vendor.

• Must use a standard container for will call and stock storage in such a manner that return to stock containers from will call can be immediately placed in the stock storage cabinet without removing the contents from the container, and be immediately available for the next fill of that drug. The system maintains complete history of drug, quantity, expiration date, and lot number for proper filling on the next use.

• Stock Storage cabinets must be compliant for storing controlled drugs.

• Stock Storage cabinet system must perform receiving, dispensing, and will call storage for controlled drugs.

• Prescriptions filled from the stock storage system can immediately be placed in the common will call storage system without any additional user interaction.

• Stock Storage system must maintain complete chain of custody of controlled drugs from receipt to dispensing utilizing real time RFID tracking and real time alarms.

• Stock Storage system must maintain accurate and real time perpetual log for purposes of regulatory and compliance reporting thereby replacing any manual or virtual logging of activities.

• Stock Storage system must be able to control roles and assignments thereby allowing different staff members to perform receiving, stocking, filling, Pharmacist check based on customers best practices and workflow and provide “hard halts” if workflow steps or chain of custody is violated.

• Stock Storage system must support the customer’s physical inventory requirements.