This is an overview of the processes for the CAPA lite system.
Getting your RX on to CAPA:
You can fax any prescription to your dedicated CAPA fax number.
If the transmission is successful, the image will appear on CAPA within a couple of minutes in the "Ready to Enter" section of the Prescriptions menu.
Capture image of prescription
Typically, you would download the EPS prescription and print off the tokens. CAPA requires you to send an image of the EPS tokens on to the system.
There are two methods of capturing the image and sending it on to CAPA either via Fax or by scanning.
CAPA displays the fax number or email address that you need to send the image of the prescription to.
An easy way to scan and send a prescription on to CAPA is to use an app called “CamScanner” on your phone.
Tips
Try filing away the prescription after faxing to ensure you don't accidentally fax the same prescription twice
If you experience problems sending a fax, you can use any image scanner to generate the image of a prescription, and then email individual or multiple documents to your dedicated CAPA email address.
Entering the details of the prescriptions
The prescription entry process is split into two stages: Patient Name and Item Entry
Enter the care home details, the name of the patient, the date and the number of items on the prescription.
If you can't locate the patient, click here for more information https://capa.zendesk.com/hc/en-us/articles/360000369340-FAQ-What-if-I-can-t-find-the-patient-during-prescription-data-entry-
Entering the details of the medicines
During the entry of the medication you can select from the repeat drug list of medicines which are a list of items already dispensed for the patient. To do this, double click on the list which appears at the drug entry stage.
If you need to enter the medicine, type the first five letters of the medicine name. You can input the strength to narrow the search (e.g. Para 500). In addition, if the item is a dressing with a specific order number, you can type this as well.
For dosages simply type the dosage as written on the prescription you can also make up your own short codes.
Tips
A printable list of CAPA short codes are available in the FAQ section of the user guides https://capa.zendesk.com/hc/en-us/articles/360001542439-FAQ-Are-the-CAPA-shortcodes-available-to-print-
Completing your checks
CAPA checks the details of the prescriptions you have inputted against the patient’s “Repeat med” file (their e-MAR chart). If there are any changes or differences between the prescription and what the patient is currently taking, then a check is created and these are viewed by clicking on “ready to check” on the prescription menu. If there is no difference no checks are created.
These checks are categorised by the allocation of the prescription for dispensing either interim or monthly dispensing. To view a check, Double click on a item to load the checking screen.
The checking screen
The screen shows the prescription on the right hand side, you can also access the patients record by clicking the “…” next to the patient name.
The screen shows the proposed change to the patients record From and To. Please note that you are also able to see the items current administration schedule (if applicable).
You are then prompted to check particular things. These can be viewed under Recommendations.
The recommendations vary depending on the type of change:
For dosage changes you are firstly requested to consider if you want to change the care home administration schedule on the care home’s e-MAR system. – The check will prompt the following request, "do you wish to change the repeat med record or stick with the existing?" If there is actually no change to the administration schedule but the dosage wording has changed for example "Take one a day" has changed to "Take one daily" then you can simply select "stick with current dosage and times" and that is the end of the check.
For New Drugs or dosage changes that you want to change the schedule you are requested to answer the following:
When will the dosage change take place? ( for new drugs immediately, for dosage changes the next day.)
(Setting a dosage change to take place immediately may result in the item re-prompting for administration on the care home's e-MAR as a result of the dosage being changed)
Enter a dosage so that the drug prompts on the e-MAR
Select the appropriate dosage
Now select approve, decline or leave a note in the dedicated box and press verification needed (You can view the verification marked checks again).
We recommend that checks for Drug interactions, allergy queries, increasing or decreasing dosages and the stopping and starting of medication on the repeat med record are reviewed by a pharmacist.
Separate checks awaiting review by a pharmacist by using the verification needed status and the note functionality.
Dispensing process
You can see which items you need to dispense as interim or monthly from the Dispensing Menu.
The CAPA method of dispensing is:
To produce a picking label so that you know what stock if required for each patient.
To get a picking label either tick the items that you want to dispense or press,select all.
Now press,Dispense selected items.
Now place the picking label in a basked and go and get the stock.
You then scan the picking label bar code to display to the relevant dispensing batch.
To produce a label, you will need to scan the manufacturer’s pack.
If you have picked the correct stock and the barcode is recognised, CAPA will produce an dispensing label.
If the barcode is not recognised but you have the correct product, you can right click on the item in the batch and produce a label without barcode scanning
As soon as a label is produced, place this label on the pack the appropriate pack.
Repeat the process for all the items to produce instruction labels for the medicines listed.
If you do not have stock for an item, do not produce a label.
Once you have labelled everything that you can selectComplete Batch.
If there are items that you have not labelled, the system will ask if you want these items to be sent to Owings. Select yes.
You can see your list of owings by selecting the Search function for the CAPA tool bar and selecting the the owings tile.
To produce a label for an item from the owing menu, simply scan the manufacturer’s barcode, or highlight the item and select print (package in the normal way).
Check, Pack and Deliver:
To get to the check and package screen either scan the picking label bar code or the dispensing label.
Now scan the dispensing Label bar code.
If the dispensing label was produced by bar code validation of the manufacturer’s pack, then the item is deemed as Ready to be packed.
Place the item in a bag ready for delivery.
If the dispensing labelwas producedmanually or if the quantity required was not a whole pack, then there is a prompt for you to check the item.
Check that you have got the right item and quantity
To proceed either scan the manufacturer’s pack or select No bar code.
Repeat for all the labelled items
Please note that CAPA will display any items that are Remaining to be packaged for the patient in black on the right hand side of the screen under the remaining section.
If there are owing's, you can produce a patient owing label at this stage.
Once all items have been put in a bag, select Package to get a bag label with a bar code on it.
The last stage is to scan out the packages for delivery. It is at this stage that the information is sent to the care homes, so this is a very important stage.
Scan the bar codes on the package labels.
Press Print, if you require a delivery sheet label then input the quantity required if not input 0.
Tips
Require a solution for scanning lots of prescriptions to CAPA? We have a customised scanner called “Primo” which scans up to 100 prescriptions straight on to CAPA. If you would like to discuss our "Primo" device please contact the Sales team on 01172001474.
This document is printable however we will be updating this documentation with version releases therefore printing this document may result in the process information not being up to date with the current version.