EncaptureMD Documentation & FAQ

How do I make/modify a Medication Set?

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Medication sets (referred to as "med sets") function lika a formulary or approved list of predefined medication templates.

Med sets can be shared between apps. The same app can have a different med set in different locations. The desire for unique med sets for applications and/or locations should be weighed against the effort to maintain multiple predefined lists of templates.

EncaptureMD may provide default med sets with certain applications. These default sets can be modified to meet specific customer needs/requirements.

  • Contact an EncaptureMD employee to enable medication manager.
  • Individual user access may be granted by a Site Admin or an EncaptureMD employee .

Add A New Med Set

  1. Click Meds in the left side panel
  2. Click + Medication Set
  3. Select the default application for the new med set
  4. Name the med set (the Variable Name will fill in by default)
  5. Add desired comment (optional)

Assignment

This step may be completed at any point once the med set is created.

  1. The Assignment tab allows med sets to be linked to multiple applications and locations.
  2. Click in the Medication Set Used selection field to choose the desired med set for the application in this lab location.
  3. In the screenshot below, the "Stress Medications" med set is used in for two applications (Echo and Custom Nuclear Cardiology) in two different lab locations (ALL/ALLAPPS and EP/EP Lab Overflow)
  4. A red outline around the Medication Set Used selection field indicates that the application in this lab location has a defined med set that is not selected.

Configuration

Building the list of medications within a med set begins with Configuration which is located within the Setup tab.

Note that some configuration items shown below are required while others are optional.

Medication Units

  1. The Medication Units section is used to set the units to be used in the Single Dose and Continuous Infusion (abbreviated CI) templates.
  2. Checking boxes in the columns labeled Include in Single Dose and Include in CI make these units available within either or both of the template types.
  3. In the example below, note that inches and puffs are used only for Single Dose templates while the remaining units displayed are used for both.

Units available here for assignment are stored in the Unit Manager. To request a new unit, contact EncaptureMD support.

Lists and Display Options

  1. Single Dose Route (required for single dose)
  2. Continuous Route (required for continuous infusion)
  3. Given Over time periods (required for continuous infusion/optional for single dose)
  4. Dilution Fluid(required for continuous infusion)
  5. Output (optional)
  6. Other Input list (optional)
  7. Drug Class (required for all medication definitions)
    1. Classes may be imported and exported between billing sets.
  8. Display options - this configures how information is displayed in summary tables in the report. It is usually set as shown.

Lists 4-9 are choices within med templates which display for users as options when documenting medications. New values are added by clicking the + button at the top of a column. To remove, click the trash can to the right.

Attempting to remove an item that is used in a template within the med set will display a warning for the user with the message: "Warning deleteMedPreference failed" letting the user know that deleting an item used within a template is not permitted.

Medication Definitions

The goals of this part of the manager is to:

  1. Click the +Medication Definition button to create a list of medications that are used in an app including trade and generic names and NDC number if required.  
  2. Set the label that sets how the med appears in the app. Choices are listed below.
  3. Classify those meds. The class list can be edited in Configuration.
  4. Clicking on the medication row opens up an editor for that row.
  5. Right click a row to hide a medication
  6. Import or export medications between medication sets.

Assignment

Med sets can be shared between locations and labs within EncaptureMD. This allows an app in multiple locations to share the same set or to have a different set. It also allows two or more different apps to share a single med set.

To add a med set to a location/lab, select it from the med set used drop downs. The red badge in Assignment shows apps that should have med sets assigned but do not.

Error - No med set assigned

If this message appears, use the Assignment tool to assign a med set OR create a med set and assign it.

Medication Sets and Templates

Overview

  1. List of existing med sets - Clicking the list on the left will load the billing set and associated templates on the right.
  2. Single dose templates list
  3. Single dose input form
  4. Continuous infusion templates list
  5. Continuous infusion input form

Medication Set

  1. Click +Medication Set to create a new med set from scratch.
  2. Click Import to import a med set from another source.
  3. Collapse/expand  this list horizontally
  4. Filter or collapse/expand vertically.
  5. For a new med set, associate with an app and give it a name. If the app desired is not in the list, it is not installed in your account. Contact support to have it installed. There may be fees associated with this.
  6. Right click on the billing set in the list (not the app name, but the element indented) to
    1. Edit - opens (5) and name can be changed - uncommon.
    2. Copy - can then be pasted into another billing set
    3. Export - can be sent to a file and moved to another server

Both single dose and continuous infusion medications are configured as templates. The med admin can choose to include or exclude any medication parameter as desired. For example:

Adenosine can be administered in different doses and via different administration routes. Build multiple single dose templates that specifies

  • Drug
  • Dose units
  • Route

In the Single Dose example below, there are 3 adenosine templates one for each administration route - IA, IC and IV.  The user need only specify the dose once the template is chosen.

There may be some overlap between single dose,  continuous infusion and other input methods of fluid/drug documentation. The administrator can build the list however desired, but basic guidelines are

  • A single dose drug is any pill, IM or discrete IV injection, puff inhaler, etc that is given once even if it is given over a short period of time.
  • A continuous infusion is mostly IV medications or fluids given over time at a specific rate using a pump
  • An Other input is a best used when a fluid or medication is given where the overall dose accuracy is less relevant. Examples include the use of cooling fluid in ablation catheters, PO or NG fluid intake and other general entries.

It is important to name the template so it is specific enough for the end user to understand its use. If it includes the dose, then include the dose in the title. If it includes the route, include the route in the title.

Including the dose is the most useful when a medication is typically given in one or two doses. Beyond that, let the end user fill it out when the template is chosen.

Single Dose

  1. To add a new single dose template, click the +Single Dose Template button.
  2. A new window will open asking for the medication used, dose, given over and route information.
  3. Once this information is entered, click the Generate Name button to create a template name or type it manually.
  4. Right click on the list to hide a template
  5. To see hidden templates, click Show Hidden.
  6. To edit an existing template, double click on the row and a new window will open similar to (2).

Continuous Infusion

  1. To add a new continuous infusion template, click the +Continuous Infusion Template button.
  2. A new window will open asking for the medication used, dose, given over and route information.  Until a medication is chosen, the default fluids template will show. If a fluid is the medication (e.g. Normal Saline), this will not change, but if the medication is a true med, the template will change so more detail can be added.
  3. Once this information is entered, click the Generate Name button to create a template name or type it manually.
  4. Right click on the list to hide a template
  5. To see hidden templates, click Show Hidden.
  6. To edit an existing template, double click on the row and a new window will open similar to (2).

Continuous infusion med template requires a dose and rate, a drug and dilution amount and dilution fluid and a route.

If the drug is based on patient weight, check that box. If it requires a dilution, check that box and add the dilution information.

Previous Article How do I create 'Easy Add' buttons for inventory?
Next Article Introduction to the sheath/catheter manager

EncaptureMD Administrator Manual

Introduction to the Admin Manager 1
Accounts 8
Users, Groups and Jobs Define Privileges 7
Patient Record Management 4
Billing/Order Manager 3
Referring MD 4
Inventory 2
Medication manager 1
Sheath/Catheter Manager 1
Scheduler Setup 3
Vital Signs 0
Lab Results 0

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