Pharmacy onboarding process for a new care home to CAPA.
To make the transition for the home as smooth and safe as possible When the implementation has started, Care home follow the key steps below.
Nominations: Please nominate all residents and begin interim service 28 days prior to the Go-Live (first cycle on Atlas eMAR) start date unless otherwise agreed with the home. Interim supply should be made through the normal PMR system and paper MAR charts supplied if requested by the home. The home will be asked to supply you with an up-to-date resident list to complete nominations, if you have not received this, please contact the home, and supply your NHS email for the list to be sent to if required.
The home will be asked to add all resident details to the system, NAME, D-O-B, GP surgery, NHS NUMBER, allergies and conditions, they will be asked to place a blanket order for all the residents medication for the first cycle to ensure all meds are set up on the Atlas device and to supply a copy of the order to you to work against for the first cycle, if you do not receive this please contact the home to request.
All prescriptions for the monthly order should be collected/downloaded and emailed on to CAPA once received.
The first dispensing cycle will include double data entry including completing the clinical check and set up on the Atlas system for all the medication for each resident. Please ensure that enough time is allocated to complete this task prior to dispensing.
When completing the checks and set up for the medication it is imperative that the dose is entered and matched with the prepopulated dosages in the Atlas system, please do not select “Use as directed” and enter the clinical dosage in the additional dosage box as doing so will mean that the medication will not be set up correctly on the Atlas system at the home and no medication rounds will be set up. The additional dosage box should only be used to record any relevant dosage instructions written on the prescription by the prescriber i: e Covertly or apply to trunk. If you are unable to find the corresponding dosage required, please contact the support desk who can request this be added for you.
All medication for the first cycle should be set with an immediate start date if prompted for a therapy start date. The medication data needs to be live and visible on the Atlas system for the home prior to the first cycle start date for them to book in the medication and make any changes to the set up on the Atlas device. Selecting the monthly cycle start date will hold the data and the barcode details and not release it for the medication until the cycle start date. Following the first cycle dispensing the start date for any new drugs and therapy changes should be confirmed with the home prior to dispensing.
Once the medication is dispensed ensure that all items have the final check by scanning the dispensing label created and clicking the “Package” button and completed. Any items not scanned and packaged will not have the barcode activated so the home will be unable to book the medication in or use the barcodes to scan to administer.
You should check If any items have not marked as packaged, you can do this by going to the Unpackaged items tab on the main CAPA search page.
The home should be kept up to date with the progress of dispensing and informed of any missing prescriptions and out of stock items at the earliest opportunity to allow time to request prescriptions from the GP’s if required.
All packages should be scanned out for delivery as the final task, this will alert the home that the medication is on its way and update the information on the “book in meds” screen on the Atlas device.
We request that the first cycle delivery is sent out to the home 6 days prior to the Go-Live date, this is to allow the home time to book in the medication on the new system, identify any missing items, request prescriptions and to go through each of the medications and make any changes to the set up or times, this helps to ensure a smooth Go-Live day for the home.
With the first delivery, you will need to send a supply of barcoded Resident name labels, if you require help with how to print these please contact our help desk.