Decoding MedSMART: Your top 20 questions answered

Dealing with user access and management is crucial for seamless operation.

Users can log in using:

• Badges
• Fingerprints
• Username/password

How can user permissions and roles be assigned?

Each user is assigned a specific role, which can be directly imported from the hospital's active directory. The roles grant or deny permissions for performing transactions at the cabinet.

How does MedSMART handle multiple users trying to access simultaneously?

To avoid queues in front of the automated dispensing cabinet, users can use the web application SMARTCenter to access remotely from a ward PC.

Drugs for specific patients can be reserved via the NurseConnect feature. When users log into MedSMART, they can directly dispense the reserved drugs.

Efficient inventory management is a key pillar of MedSMART's capabilities.

Every drug in the cabinet has set minimum and maximum stock levels. Once a drug hits the minimum level, it's automatically included in the restocking list. This list can be sent to the hospital's ERP system to kick off the pharmacy's replenishment process. The system also helps the user by guiding them to the correct compartment when restocking the cabinet.

Is it possible to assign specific settings or safety requirements for different product groups?

Product or medication groups can be defined, allowing specific settings such as security checks or access based on user roles.

How does MedSMART handle expiry management and lot numbers?

The system keeps tabs on expiry dates and the cabinet operates on the FEFO principle (First Expired, First Out) when dispensing drugs. It gives warnings for drugs approaching expiry and allows expired ones to be reliably removed. Lot numbers can also be tracked and documented in reports.

Can users customize the refill order for drugs?

Yes, users can set the refill order by scanning drugs. Alternatively, MedSMART recommends grouping drugs in the same storage location to reduce the need to open the same drawer or door multiple times.

Is it possible to view the overall inventory of all MedSMARTs and show stock from one cabinet in another?

Yes. The SMARTCenter web app lets users instantly see the total inventory across all cabinets. Users can also check if a particular drug is available in another cabinet from the one where they are working.

Are temperature-controlled MedSMARTs available?

Cabinets have temperature sensors for monitoring, but there's no active temperature control. For refrigerated drugs, external locks can be used to integrate refrigerators into the cabinet system and manage access to them.

MedSMART ensures precise medication handling. It helps with administering drugs, control expiry dates, managing patient-brought medications and handling generic drugs, all with a focus on patient safety.

Usually, drugs are administered one patient at a time to enhance safety and avoid errors in therapy preparation. But in dispensing mode without prescriptions, users can take drugs without specifying a particular patient and dispense them for multiple patients simultaneously.

If users open a bottle of liquid like syrup, can the expiry date be adjusted (e.g., to approximately four weeks after opening)?

Yes, users can enter the expiry date when they open a container like a bottle to administer a drug. This ensures accurate tracking and management of the medication's shelf life.

Can MedSMART manage medications brought in by the patient?

Yes. Although most drugs are available for multiple patients, certain medications can be marked as “patient’s own meds” and are exclusively dispensed by the cabinet for that particular patient.

How does the system handle generic drugs? Does it automatically recommend opting for a generic version if it's available?

Generic or equivalent drugs can be specified. If a prescribed drug is not available but an equivalent exists, the system automatically recommends taking the equivalent. Pharmacists handle these definitions.

Can information, warnings or questions to be answered be assigned to a drug and displayed during 'take', 'return' or 'refill' transactions?

Yes, the system's Clinical Data Messenger (CDM) function lets users assign information, warnings and questions to drugs. These details are shown during 'take', 'return' or 'refill' transactions. Users can also enter relevant information, such as when a physician modifies a prescription.

Is there an option to enable a verification process or implement two-person verification for critical drugs?

Yes, there's a witness function that requires another user to confirm or verify a transaction. This confirmation is documented in reports for accountability.

Is there an alert system for prescribed medications that haven't been loaded into the system?

If prescribed drugs aren't loaded into MedSMART, a warning will be displayed. Users can then assign the drug to the cabinet and load it during the regular refill process.

Can the system display a photo of the medication package during dispensing and loading?

Yes, users can link pictures of medication packages to the drug database, helping them choose the correct medication.

Can MedSMART send alarms (via SMS or email) when specific parameters like temperature, humidity or stock levels deviate from standard values?

Yes, important information and alarms are prominently shown on the SMARTCenter web application dashboard. Moreover, they can be sent via email or SMS to designated users, or integrated into the healthcare institution’s warning guidance system.

In the ever-evolving healthcare landscape, documentation and reporting are paramount. MedSMART seamlessly documents narcotics transactions, generates insightful reports and offers a robust reporting system for various aspects of the automated dispensing process.