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WinRxBatchScan

WinRxBatchScan is a software package interfaced with Applied Robotics WinRx which facilitates batch scanning and electronic storage of documents, and helps ensure against data deficiencies that lead to audit repercussions. This software was developed in response to the BC College of Pharmacists bylaw amendments to remove requirements for paper records.

Batch Scanning Process Summary

  • Barcodes are printed on WinRx labels and forms. 
  • Barcode stickers from prescription labels are placed onto hard copies (there can be multiple barcodes attached to the same page).
  • Pages and forms with barcodes on them are loaded into the scanner and batch scanned as a PDF.
  • The WinRxBatchScan program checks for new PDFs to process and imports the records into WinRx and copies the PDF pages to the WinRx PDF folder.

Requirements

  • WinRx installed.
  • Scanner installed.
  • Scanner must be capable of batch scanning, 300 dpi resolution and saving output in PDF format to a specified folder location.
  • PDF viewer installed (e.g. Adobe Acrobat)
  • Backup system

Pricing


WinRxBatchScan is $60/month (CAD plus applicable taxes) invoiced annually which includes software, install and setup, program updates and support. For sites that have already purchased the regular WinRx scanning module there will be a three month discount on the first invoice.

Backups

Since the PDF documents will be stored on your local hard drive you will need to set up a backup system to ensure all your files are backed up in compliance with the College's bylaw changes regarding electronic storage of records.

There are different options available for this such as cloud-based backup systems, removable hard drives and Network Attached Storage. You may want to combine one or more of these systems to add an extra level of redundancy. You should consult with your computer tech about setting up a backup system that works best for you.

A Network Attached Storage (NAS) device is a standalone storage unit that is connected to your local network. This type of system is typically faster than cloud-based backups, but the data is stored on site so it is still potentially vulnerable to theft or disaster. Here is one example of a NAS device that is designed to be somewhat disaster-proof (ioSafe).

If you choose to go with a cloud-based backup system you will need to ensure that the data stays within Canada and is compliant with the Canadian PIPED Act and/or Provincial Privacy Laws. For more information on this and a list of some of these backup providers have a look at the articles here and here.

 


The WinRxBatchScan Program


WinRxBatchScan will be installed on the WinRx server computer and stay running in the background. It can also be added to the Windows startup folder so that it will run automatically after restarting the comptuer.

  • WinRxBatchScan will check the specified "Batch Scan Input Folder" at the specified interval for new files to process. 
  • When it processes a file it separates the pages and reads each page for barcodes. 
  • Any pages where no barcodes are detected will be copied to the specified Scan Review folder. 
  • The files in the review folder can be manually processed using the WinAudit program (see below). 


Other than the initial setup of WinRxBatchScan you shouldn't need to do anything with the program as it is otherwise automated. There are some additional features in the program which are mainly used for troubleshooting, and you can view the logs and scans of what has been processed.




Types Of WinRx Label Barcodes

Prescription Barcode

This barcode number starts with the letter “R” followed by the prescription number and location code. A document with this barcode on it will be attached to the matching prescription record in WinRx. To view the document in WinRx, edit the prescription and click the “view written rx” button.

 

Signature Barcode

This barcode is printed on the accountability/compliance/signature label on all new and refill prescriptions. A document with this barcode on it will be attached to the refill/transaction record of the prescription. To view in WinRx, edit the prescription and hit F3 to view transactions. Select the transaction and click the “signature log” button.


Narcotic Barcode

This label/barcode will print when you fill a narcotic prescription. To view in WinRx, edit the prescription and hit F3 to view transactions. Select the transaction and click the “narcotic log” button.

Consult Barcode

This barcode number starts with the letter “C” followed by the transaction number. To view in WinRx, edit the prescription and hit F3 to view transactions. Select the transaction and click the "consult log” button. The consult label/barcode is optional and not needed if using the signature label for consult check.


Hold Barcode

This barcode will print when you enter a logged/derferred prescription. It can be viewed in WinRx when you edit the prescription and click “documents".


Short Barcode

This barcode will print when you print a short order label. It can be viewed in WinRx when you edit the prescription and click “documents".


User Defined Barcodes

In the patient profile and the edit prescription screens you can click the "barcode" button and enter a 4 character document type (letters only, no numbers) to print a user defined barcode. Processed pages from these barcodes can be viewed by clicking the "documents" button and will appear under the document type that was entered. The barcode printer and label type must be set in WinRx in Browse > System > F2.


Multi Page Barcodes


Select the "multi page" option to if you wish to attach a multi page document in the batch scan. When this option is checked it will print two barcodes, one starting with "FP" for first page, and "LP" for last page. Stick the FP barcode to the first page and
LP barcode to the last page and when it is processed it will be saved as one multi page PDF. Please note, it is important that these pages are fed into the scanner in the correct order (i.e. first page is scanned first) otherwise it won't work properly.




New/Refill Report

The New/Refill report will generate barcodes for each prescription transaction in the given date range. These work the same way as the Signature Barcodes (see above).



Types Of WinRx Form Barcodes
Prescription Form Barcodes

Some prescription forms in WinRx will print with a barcode. These include:

  • Adaptation Form (ADAP)
  • Consent For Injection Form (INOC)
  • Smoking Cessation Form (SMOK)
  • Compounding Worksheet (CMPD)
  • Travel Declaration Form (TRAV)



Patient Form Barcodes


Some patient forms in WinRx will print with a barcode. These include:

  • Med Review BPMH (REVU)
  • Frequent Dispensing Form (FREQ)


Viewing Documents

When these forms are processed with WinRxBatchScan they can be vewed by clicking the "documents" button in the edit prescription screen or patient profile.





The WinAudit Program

Reports

After all thescans are processed for the day you can open the WinAudit shortcut on your desktop. Sign in using your WinRx user name and password. Select your date range and options and click “Run Reports”. The report will show which prescriptions and transactions have not been scanned into WinRx yet.






Process Scan Errors


  • In WinAudit click on "Process Scan Errors".
  • Any pages where no barcodes could be read will appear here. This could be because of a scanning or printing issue that caused the barcode to be distorted on not readable.
  • Click on the items in the list to view the scanned pages.
  • For pages that are not applicable click on "Remove file from error list".
  • For pages that need to be linked manually, enter the barcode and click "record new addition".
    • The same page can be linked to multiple barcodes. 
    • Once all barcodes for the file are added click "Remove file from error list".





Batch Scanning System Overview




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