Webster-pak Cold Seal Dispensing Procedures Manual Product Code: s155
Webster-pak Cold Seal Dispensing Manual Introduction... 2 Essential components for packing Webster-pak Cold Seal... 3 Getting Started... 5 Patient Profile... 5 Medication Not Suitable for Packing... 6 Dispensing the Prescriptions... 6 Complying With PBS/Medicare Requirements... 6 Complying with other Guidelines... 7 Packing and Sealing the Webster-pak Cold Seal... 7 Having the Prescriptions When Needed... 10 Re-Ordering Medication... 11 What about Dosage Changes?... 11 What If The Customer Needs More Than One Pack?... 11 For More Information... 12 Webstercare, Webster-pak, Webstersystem, W-Device, MedsPro and Unit Dose 7 are Registered Trademarks of Manrex Pty Ltd t/as Webstercare. Blu-lok, QA Sig box Device and Virtual Pill Count (VPC) are Trademarks of Manrex Pty Ltd t/as Webstercare 1
Introduction The Webster-pak Cold Seal is a multi dose pack designed to assist people to correctly take their medication as prescribed. The Webster-pak Cold Seal is a completely disposable system, once used; the entire pack can be discarded. This eliminates concern about losing folders. Webster-pak Cold Seal is very quick and easy to use and is also ideal for situations like hospital discharge, short term medication such as antibiotics, and children going to school. It is also greatly benefits respite customers. Benefits that can be achieved through using Webster-pak Cold Seal include: Encouraging a safe and responsible attitude towards use of medication Maximising the likelihood of the right medication being taken at the right time Allowing for easy monitoring of medication use by a relative or carer Using a disposable Webster-pak eliminates the risk of losing stock for pharmacies, and removes the added responsibility for the customer (they do not have to worry about returning the folder to the pharmacy) Supply of a Webster-pak is totally consistent with the concept of quality use of medicines, for both residential care and home care customers. The Webster-pak makes medication monitoring and medication review a practical and cost effective option for pharmacists servicing community customers. With Webster-pak Cold Seal the medication profile can be printed onto specially designed labels or alternatively hand written if preferred. These labels can be printed by either ink jet or laser printers. The unique Cold Seal Card is self adhesive, and provides a safe and secure seal which is tamper evident. Once the pack is complete, the pack itself will serve as an effective complete medication profile as well as a dose administration aid. In the event of an emergency all the information is at hand for the doctor, ambulance officer or hospital staff. 2
Essential components for packing Webster-pak Cold Seal The following materials will be needed prior to starting. Some purchases for example Blisters, Cards, and labels will be on going while other items are generally a one-off purchase, such as the pressure roller and platen. Cold Seal Cards The fully disposable cards are pre-foiled (foil is attached to the card), so all that you need to do is remove the backing from the card and seal. The Cold Seal cards can be purchased with a pre-inserted blister in each (Large Concertina Blister size only). Alternatively Card Only Cold Seal Cards can be purchased which allow any sized blister in the Webster-pak/Unit Dose 7 range to be inserted into the card. Cold Seal Card with pre-inserted Large Concertina Blister (product code: 756 pack of 250) Cold Seal card only (product code: 758 pack of 100) Blisters Webster-pak Cold Seal uses the existing Webster-pak/Unit Dose 7 blisters. Where possible we recommend it is best to use the smallest blister to assist in the easy removal of the pills. Small Concertina Blister (product code: 780 pack of 500) Medium Concertina Blister (product code: 787 pack of 500) Large Concertina Blister (product code: 782 pack of 500) King Concertina Blister (product code: 790 pack of 250) 3
Pressure Roller The pressure roller (product code 553) is a recommended piece of sealing equipment which helps to reinforce the seal. Cold Seal Pressure Roller (product code: 553 sold individually) Labels The Webster-pak Cold Seal labels (product code 760) come in packs of 250. They are printed direct from Webstercare s Medication Management Software (MMS) and can be printed by either ink jet or laser printers. Tailored dosage times can be printed to suit your customer s requirements. Tailor the dosage times to meet individual requirements Start on the day of the week that suits you You can even add indications Cold Seal printed laser Header Card (product code: 760 pack of 250 labels) 4
Platen The Blu-lok platen (product code 660) is used to hold the blister and Cold Seal card whilst packing the medication. It has cut-out holes matching the Webster-pak blisters. It is the standard platen which is currently used with most other Webster-pak systems. Blu-lok Platen (product code: 660 sold individually) Webstercare Medication Management Software Software for the Webster-pak Cold Seal is available in all versions of the Webstercare Medication Management Software. Getting Started It is most important that before you start to package medication into a Webster-pak you have complete and accurate information. To record this, use the Doctor Order/ Patient Medication Profile Form (Product Code 284). Exact dosage times and complete profiles of all medication must be recorded and maintained. It is essential to check this information with the doctor or carer from written documentation supplied by the doctor. It is essential to cross check this information against the prescriptions. You may find discrepancies that will need to be discussed and resolved before commencing. At this time it is opportune to check for any potential drug/drug or drug/disease allergies, interactions or dosage discrepancies and take appropriate action. Patient Profile The pharmacist prepares accurate information on all medication and dosages. Doctor Order/Patient Medication Profile Forms are completed from prescriptions. If prescription details are different from other medication records, the pharmacist verifies this information with the doctor, (unless the information was completed by the doctor). 5
The Doctor Order/ Patient Medication Profile Form should be retained and used at all times as your master copy record for each individual s medication profile. This is kept up to date at all times and used for your final check against each finished pack. These profiles are best kept in a ring binder or similar, preferably protected in a plastic sleeve. All medication should be listed on the Doctor Order/Patient Medication Profile Form, not only those items which are going to be packed into the Webster-pak, but also any other items, such as: liquids, eye drops, ointments, patches, sprays, and 'when necessary medication eg. analgesics or sedatives. Medication Not Suitable for Packing Solid dose medication unsuitable for repackaging can be dispensed in their original containers. The header label, where Also On or Non-packed medication is printed, is a reference for when non-packed medication should be administered. This gives a complete record of all the medicines a person is taking. Some examples of medicines that may be unsuitable for repackaging include: effervescent tablets, dispersible tablets, buccal tablets, hygroscopic preparations and solid dose cytotoxic preparations as well as liquids etc. Dispensing the Prescriptions Dispense all the prescriptions for each individual customer in your normal pharmacy dispensing program. If you already use Webstersystem double ply labels we recommend you label everything you dispense for Webster-pak, with these labels. Double ply labels make re-ordering much easier. If you are not using Webstersystem labels, use your dispensing labels as you would normally. Complying With PBS/Medicare Requirements Medications are dispensed via the PBS in the usual way. Once the dispensing is complete, a record of the dispensed medication for each customer must be maintained. This can be done through the use of the MedsPro Virtual Pill Count (VPC) system. A record of your customer s medications is retained in the software. If at any time a customer requests their medications, you have a record of their balance held of their behalf and you can supply at short notice. Alternatively, Integrity bags can be used to store each customer s medications with the identification similar to this medication is the property of. Non-packed medication will be dispensed and labelled as normal and supplied as normal eg. Liquids, eye drops, ointments, PRNs. 6
Complying with other Guidelines Professional guidelines such as QCPP and PSA should be taken into consideration. Any directives from state pharmacy boards must also be followed. Packing and Sealing the Webster-pak Cold Seal The Webster-pak Cold Seal is a quick and convenient way for pharmacies to prepare Webster-paks. The first step for the Webster-pak Cold Seal is to print the medication profile onto the Cold Seal Labels using the Webstercare Medication Management Software. Please refer to the instructions supplied with the software order. The front of the Cold Seal Label On the front of the label you can print the customer s name, photo and other nonpacked medication to be administered. Pharmacy name and contact details can also printed. Front of the Cold Seal printed Header Card The back of the Cold Seal Label You can print your customer s complete medication profile onto the Cold Seal Label. Printed on the header card you will see: Customer s Name, Doctor, Date and a reference. The drug name, strength, dosage and description will also be printed. Back of the Cold Seal printed Header Card 7
1. Peel Place blister in the Blu-lok platen, and peel off protective sheet on the blister side. 2. Pack Add medication and check for accuracy before sealing the pack. Make sure the profile of the medication on the back label corresponds with the appropriate blister. IMPORTANT: You are packing the blister sheet from the right side across to the left. Breakfast is on the right, bedtime on the left. It is back to front in packing. 8
3. Seal Peel off white protective sheet on the foil side and fold the card to seal the blister. Reinforce the seal by applying pressure with a pressure roller. 4. Label Place labels on the front and back of the pack. 9
The Final Check The minimum checking process recommended should be at least a double check: 1. The pack is checked before sealing by the packing technician, by checking the contents of each blister against the back of the header card. Sign the Tech QA sig box on the front of the header card to confirm the pack has been checked. 2. The pack is then passed over to the pharmacist. The original dispensed packs are always available to verify the identity of the medications packed. 3. The pharmacist then does a final audit of the pack against the master patient profile. The pack is then signed in the QA signature box by the pharmacist. Having the Prescriptions When Needed To comply with the PBS regulations you must ensure that prescriptions are available at the time of dispensing. It is unacceptable and illegal for there to be owing prescriptions unless in the case of an emergency order from the doctor. The Webster-pak makes it far easier for you to get prescriptions when you need them because you know exactly how much medication is on hand at any time. Depending on the normal response time and visiting patterns of the doctors, you need to order prescriptions in advance of them being required. This is very simple with the Webster-pak. You can tell at any time how much of any medication is left in any original pack or bottle. Once this gets down to say for example between 1 and 2 weeks supply, you may need a new prescription. 10
Re-Ordering Medication This is done on the blue Weekly Pharmacy Order Sheet. During the packing process, if the packing technician notices that a medication has run out, or will need to be dispensed for the following weeks pack, the medication order is completed either in writing, or if you are using the Webstersystem double ply labels, you can peel off the top copy and attach this to the order sheet. A letter can be sent (when required) directly to the customer s doctor so they can supply repeats. This ensures you always have medication on hand. You can judge the re-order time depending on your own local circumstances and the prescription writing habits of the doctors. What about Dosage Changes? In a community setting a complete new pack may be supplied each time there is a change. The previous pack used must be returned to the pharmacy. What If The Customer Needs More Than One Pack? There are a few occasions where a second pack may be required; A customer may have too many medications to fit into one blister compartment There are too many medications in the one compartment making it hard to check the pack A customer may have more than four dosage times per day Once a second pack is prepared, attach them together with a split ring eg. shower curtain ring or similar device. The Webster-pak Cold Seal enables you to record card of in the bottom right hand corner. 11
For More Information Your success with Webster-pak depends on you understanding the procedures involved. Please feel free to contact us at any time if you need further assistance or advice on Free Call 1800 244 358 or email info@webstercare.com.au 12