Humanscale MedLink Pro User manual

HEALT H CAR E
MedLinkTM Pro
User Manual

Humanscale® MedLink™ Medication
Distribution System
This manual contains information on the installation and operation
of Humanscale’s MedLink™ medication distribution system and
associated control software. Read all instructions completely before
using MedLink™.
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Table of Contents
4.10 Reports 29
4.10.1 Generating A Report 29
4.10.2 Viewing and Saving A Report 30
4.11 Manage Licenses 31
4.12 ADT Notifications 31
OPERATING INSTRUCTIONS
5.1 Login 32
5.2 Home Screen 32
5.2.1 Title Bar Buttons 33
5.2.2 User Name Button 33
5.2.3 Understanding On-Screen Prompts
and Barcode Scanning 34
5.3 Drawer States 35
5.4 Electronic Locking System 36
5.5 Mechanical Override Key Lock System 37
5.6 Assigning and Filling drawers 37
5.6.1 AutoScan - Barcode-Assisted
Drawer Assignment 38
5.6.2 Assigning a Drawer to a Patient
Manually 39
5.7 Assigning a Drawer as Storage 42
5.8 Unassigning and Reassigning Drawers 44
5.9 Opening Drawers to Administer Medication 46
5.9.1 Opening Patient Drawers 46
5.10 Opening Storage Drawers 50
5.11 Configurable Drawer Behavior 51
5.12 Opening Drawers Without Scanning Barcodes 52
5.13 Managing Drawers 54
5.13.1 Move Drawers 54
5.13.2 Add Extra Drawer 57
5.13.3 Move Drawer Content 59
5.13.4 Temporary Patient Drawer Assignment 61
5.13.5 Ejecting a Cassette 63
PHARMACY MODE 64
HELP AND TROUBLESHOOTING 65
LEGAL NOTICES 66
Humanscale®MedLink™ Medication
Distribution System 2
INTRODUCTION
1 About Humanscale Healthcare 4
1.1 Contact Information 4
1.2 Introduction to MedLink™ 5
1.3 About the T7™ Point-Of-Care
Technology Cart 5
SETTING UP MEDLINK™
2 About the MedLink™ Drawer System 6
2.1 Unpacking and Assembly 7
2.2 Installing Shelves into Cassettes 7
2.3 Installing Drawer Dividers 8
2.4 Inserting Drawers 8
2.5 Drawer Configurations 9
2.6 Inserting and Removing Cassettes 9
INITIAL SOFTWARE CONFIGURATION
3 Enabling MedLink™ Lite 11
4 MedLink™ Pro Configuration 13
4.1 Server Setup 13
4.2 MedLink™ Pro Configuration Menu 14
4.3 Departments 16
4.3.1 Department List 16
4.3.2 Add / Edit Departments 17
4.4 Users 18
4.4.1 Users List 18
4.4.2 Add / Edit Users 19
4.5 User Groups 20
4.5.1 User Groups List 20
4.5.2 Add / Edit User Groups 21
4.6 Rooms 23
4.7 Carts 23
4.7.1 Add/Edit Carts 24
4.8 Global Settings 25
4.9 Patient Labels 27
4.9.1 Drawer Labels 27
4.9.2 Drawer Patient Labels 28
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1 ABOUT HUMANSCALE HEALTHCARE
At Humanscale Healthcare, we believe better design leads to better care.
As a division of Humanscale, the premier designer and manufacturer of ergonomic products, we use our ergonomic expertise to
create next-generation medication administration carts, mobile workstations, wall mounts, seating and accessories for healthcare
environments.
Our design-led approach frees caregivers to focus on what matters—patient care. Our solutions streamline everyday workflows and
encourage effortless interaction with patients. We help caregivers prioritize their patients and offer better care.
Humanscale Healthcare’s products include the ViewPoint™ series of technology wall stations, HealthPoint technology cabinets and
the TouchPoint™ line of mobile technology carts.
For more information about Humanscale Healthcare, please visit www.humanscalehealthcare.com or call 1-800-400-0625.
1.1 CONTACT INFORMATION
Humanscale
5675 DTC Boulevard
Suite 100
Greenwood Village, CO 80111
1-800-400-0625
North America Customer Support: [e-mail]
International Customer Support: [e-mail]
Website: www.humanscale.com
Introduction
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1.2 INTRODUCTION TO MEDLINK™
The MedLink™ Mobile Technology Cart is a point-of-care solution that ensures safe, accurate medication administration.
MedLink™ is specifically designed to reduce human error, keep patients safe, and create a closed-loop medication system.
Improving Patient Safety
MedLink™ creates a closed-loop medication delivery system. Each drawer is electronically labeled in the MedLink™ system
and assigned to a specific patient. The individual, patient specific drawers are loaded with medication at the pharmacy, ADC, or
nursing station. When medication needs to be administered, only when that patient’s wristband is scanned, the drawer unlocks
automatically.
Increasing Accountability
Every event is recorded—log-ins, bar code scans, overrides and drawer opening/closing—introducing a new level of
accountability and visibility into the medication workflow.
Streamlining Workflows
MedLink™ offers significant efficiency gains for any healthcare organization. It streamlines the medication transportation
workflow and reduces medication errors. MedLink™’s intelligent automation optimizes medication administration, so caregivers
can focus on what truly matters—patient care.
1.3 ABOUT THE T7™ POINT-OF-CARE TECHNOLOGY CART
At the core of MedLink™ is T7TM—part of the revolutionary TouchPoint line of mobile technology carts. Built with the
caregiver’s workflow in mind, T7TM addresses the challenges faced by existing medical carts by offering optimal ergonomic
positioning with minimal (and often automatic) adjustments.
To reduce the risk of injuries and change the way caregivers interact with point-of-care technology, the T7TM provides simple,
quick adjustments that encourage you to work in safe postures. Its compact footprint makes the T7TM easy to maneuver and
prevents parts from sticking out and breaking. Accommodating PCs, tablets, and laptops, the T7TM facilitates mobile computing
in healthcare environments.
Graphic 1 - MedLink Workflow
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2 ABOUT THE MEDLINK™ DRAWER SYSTEM
• Housing: is permanently attached to the T7TM cart. The housing is modular and there may be a second
housing fitted under the first to create a high capacity medication cart.
• Cassettes: are removable from the housing and are interchangeable from cart to cart.
• Drawers: are where medication is placed and fit into the cassettes. There are 5 sizes of drawers: small,
medium, large, XL and XXL.
• Shelves: are used to compartmentalize cassettes depending on the required drawer layout.
• Dividers: can be placed into the drawers to create multiple compartments within a single drawer.
• Override Keys: are used to unlock and gain access to the drawers in the event of a system or power failure.
The keys are not used during normal operation and should be held by a manager or supervisor to prevent
unauthorized use.
Setting up MedLink™
M1 - MedLink Standard
Configuration
M2 - MedLink High-Capacity
Configuration
Drawers and DividersHousing with Override Key Back of the Cassette with
Communication Connection
and Override Lock
Cassette with Shelves
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2.1 UNPACKING AND ASSEMBLY
If you have purchased a new T7™ cart with MedLink™, the cart will arrive with the MedLink™ housing pre-installed on the cart.
The MedLink™ Cassettes will be in the housing. Remove the Cassettes from the housing and remove and discard any protective
packaging.
If you have purchased a MedLink™ Drawer system to retrofit to an existing T7™ cart the MedLink™ housing must be installed on
the T7™ cart by a Humanscale representative or an authorized service technician.
MedLink™ Drawers, shelves and dividers are shipped in a separate box. Before continuing you should locate the proper Drawer
and shelf components.
2.2 INSTALLING SHELVES INTO CASSETTES
Before inserting Drawers into a Cassette, you must first insert shelves to configure your required Drawer layout. Cassettes maybe
reconfigured at any time if the layout requirements change.
1. To insert a shelf, hold the Cassette in place on a flat surface with one hand. With the other hand, insert the shelf so that
the slots on sides of the shelf slide over the locating pins on the inside side walls of the Cassette.
2. Ensure the rear snap features are aligned with the locating holes on the inside rear wall of the Cassette.
3. When the slot and snap features are aligned with the locating features inside the Cassette, push the shelf firmly into the
Cassette. The shelf should click into place.
4. The shelf can be removed by reversing this process. Pull the shelf firmly outwards, ensuring you are pulling outwards
parallel to the shelf. The rear locating features will disengage, and you can slide the locking slot clear of the pin.
Image 2 - Installing Shelves
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2.3 INSTALLING DRAWER DIVIDERS
Dividers can be used to subdivide a small or medium Drawer into smaller compartments. This may be useful if you want to
separate medication by type or by time of day when it is due to be administered. Dividers are simply slotted into the Drawers
using the alignment ribs on the inside of the Drawers. The cutouts positioned upwards allows packaged syringes to be laid flat
on top of the dividers. Note that Dividers should not be used to store more than one patient’s medication in a single drawer. Each
Drawer can only be linked to one Patient for safety purposes.
2.4 INSERTING DRAWERS
1. When inserting Drawers, they must be tilted backwards slightly to ensure the tabs at the rear of the
Drawer clear the underside of the shelf.
2. Once the back of the Drawer is inserted, tilt the Drawer back to a horizontal angle and push it all the way in.
3. When the Drawer is fully inserted, you should hear a click. This is the locking mechanism engaging.
Image 4 - Inserting / Removing Drawer
Image 3 -
Installing Divider
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2.5 DRAWER CONFIGURATIONS
Tool-less removal of shelves, allowing rapid drawer reconfiguration based upon changing workflow requirements. With the five
drawer sizes there are more than 12 different drawer kit configurations available.
2.6 INSERTING AND REMOVING CASSETTES
To insert a Cassette once it is configured:
1. Slide the Cassette into an available location on the housing and push it fully into place.
2. Push the Cassette handle into the housing until it locks into place.
3. The Cassette is now installed and should be controllable via the MedLink software.
To remove a Cassette, during normal operation it may be electronically ejected through the MedLink software.
1. When the Cassette is ejected, the Cassette handle will pop out.
2. Pulling the handle outwards will allow the Cassettes to be removed from the housing.
Image 5 - Drawer Configurations
Image 6 - Operating Cassettes
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There are multiple software packages available to control the MedLink™ Medication Drawer System. Hospitals can choose the most
suitable option for their workflow. Before deploying any of the software solutions below in your facility, you should consult with a
Humanscale MedLink™ Specialist to configure the system based on your needs.
MedLink™ Lite
The MedLink™ Lite control software is built into the T7™ cart touch screen user interface. MedLink™ Lite is a stand-alone solution to
electronically label and operate drawers on carts.
MedLink™ Pro
MedLink™ Pro is an advanced network software application with many configurable user permissions, workflow options and
customizable preferences.
• MedLink™ Pro Standard Workflow allows the user to electronically label drawers using the computer’s keyboard
as an input
• MedLink™ Pro Advanced Workflow enables HL7 integration and utilizes the ADT feed to link real time hospital
patient information to individual drawers, eliminating the need for manual data entry.
o HL7 is a healthcare specific communications protocol for how different kinds of devices from different
manufacturers can exchange information.
o ADT Feed contains admission, discharge, and transfer (ADT) messages about Patients in a healthcare
facility. Messages are sent via the HL7 protocol.
Initial Software Configuration
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3 ENABLING MEDLINK™
The following steps ensure the T7™ cart is configured to allow the MedLink™ software to control the Drawer system, rather than
being configured for use with the less advanced cart-based MedLink™ Lite software.
1. From any screen on the interface, touch the “gear” icon in the header to enter the Settings screen.
2. Scroll to the bottom of the Settings list and touch Administrative Login.
3. Enter the Administrator PIN code. On new T7™ carts, the default PIN code is set to 1234. You should change the PIN to a
unique code that is only known to supervisors, managers, and technical support staff within your facility. Instructions for this
can be found within the T7™ User Guide.
Figure A
Figure B
Figure C
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4. On the Admin Settings screen, find the “Enable MedLink™ Pro” option. Disabling MedLink™ Pro enables
MedLink™ Lite, and vice versa.
If the toggle control is green (on), MedLink™ Pro is already enabled and you can exit from the process.
5. If the toggle control is gray (off), touch the control to switch it to green and enable MedLink™ Pro.
When switching this control on or off you will be prompted to confirm the change. The cart will reboot with the new
setting configured.
Once fully booted with MedLink™ Pro enabled, the system is ready for use with the MedLink™ Pro software
installed on your PC or laptop.
Figure D
Figure F
Figure E
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4.1 SERVER SETUP
Before using MedLink™ Pro, you must point the application to the server where the MedLink™ Pro server application and database is
installed. The server application and database should only be installed by an authorized service technician. The following steps explain
how to configure MedLink™ to point to the correct server.
NOTE: You must have administrator privileges to perform this task.
1. Load the MedLink™ Pro application and the login screen opens.
2. Click on the menu icon in the title bar to access the Setup screen.
3. In the Setup screen, enter the server address where the MedLink™ server application and database are installed. Server
address may be obtained from hospital IT personnel or authorized service technician.
The COM port field will be automatically entered if the MedLink™ Drawer system is connected properly.
MedLink™ Pro is now set up to connect to the right server. You should only need to go through this process once during the
first installation or if a different PC or Drawer system is used on the cart.
4 MEDLINK™ PRO CONFIGURATION
Figure 1 – Login
Screen at initial setup
Figure 2 – Login
Setup Screen
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4.2 MEDLINK™ PRO CONFIGURATION MENU
The MedLink™ Pro Configuration menu has all the settings that control the function of the MedLink™ Pro software. Before
deploying the system in your facility, you should work through all the options and configure the system in the way that best meets
the requirements of your workflows and organizational needs.
NOTE: You must have administrator privileges to perform this task.
1. Log in typing in the required credentials. After the initial setup the Login screen will display the name of the cart for easy
identification.
2. Click on the menu icon in the title bar.
Figure 3 – Login
Screen
Figure 4 – Home Screen
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This displays the MedLink™ Configuration menu. Below is a brief description of the purpose of each section. Further chapters
detail specific options.
Departments
• Associates Patients and Carts into the same organizational units.
• A user can be in multiple Departments.
• A Cart can be in only one Department.
Users
• Defines a user and login information.
User Groups
• Permissions that apply to a user in the assigned group
• A user can be assigned to only one User Group
Rooms
• Rooms are created from the HL7 feed.
• Rooms are associated with Departments.
Carts
• Associates Cabinets with Departments and a PC.
Global Settings
• Settings that apply to all Users and all Cart.
Patient Labels
• Configures displayed information on Drawer fronts and current Drawer selection header.
Reports
• Used to create reports.
• Reports can be exported in CSV format.
Figure 5 – Settings Screen
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4.3 DEPARTMENTS
4.3.1 DEPARTMENT LIST
Displays a list of Departments.
• Select “Remove” to remove a department.
• Select “Edit” to edit that department’s information.
• Select “Add Department” to create departments.
Figure 6 – Settings / Departments
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Name:
• The name that will be displayed in MedLink™.
Description:
• Description of the department. Only displayed in Department List page.
Active Directory Group Name:
• Active Directory Groups must be prefixed with “MedLink™_Dept_”
• Each User can be in multiple departments.
Open all Storage Drawers:
• Defines when storage Drawers will automatically open.
• Options are to open:
o On Click Only
o On Login and On Click
o With Patient Drawer and On
Relock Drawer after:
• Defines how long the Drawer will sit in the “Unlocked” state before auto-closing. Allow users to exit
without replacing a Drawer:
• If a Drawer is unlocked and removed and this option is not checked, you will not be able to continue without
replacing the Drawer.
• This option shows and hides the Cancel button on various screens.
4.3.2 ADD/EDIT DEPARTMENTS
Figure 7 – Settings / Departments / Edit Department
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4.4 USERS
4.4.1 USERS LIST
Displays the list of users
Can filter or search list using the given fields.
• Select “Remove” to remove a user.
• Select “Edit” to edit a user.
•“User Groups” button is a shortcut to User Groups.
• Select “Ad d Us er ” to add a new user.
Figure 8 – Settings / Users
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4.4.2 ADD/EDIT USERS
Personal Information
• User’s name with optional Title and Suffix
Login Settings
• Username, Password and Expiration are required.
• The Password Requirements are configured in Global Settings. The requirements are displayed here.
• Expires is for the users account, not their password.
• If a user is NOT set to “Never Expire,” they are considered to be a “Temporary” user.
• Deactivate deactivates this user’s account and they will not be able to login.
User Group and Department Settings
• User Group - Assigns this user to the selected User Group.
• Departments - Assigns this user to the selected departments.
o Select “Add” in the left list to assign a user to that department.
o The list under “Departments for:” on the right displays a list of assigned departments.
o To remove you from an assigned department, select “Remove” in the list on the right for that department.
Figure 9 – Settings / Users / Edit Users Screen
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4.5 USER GROUPS
4.5.1 USER GROUPS LIST
Displays list of User Groups
• Select “Remove” to remove the User Group.
NOTE: Users should be removed from the Group before removing the group itself as
they will not be able to login if they are in only this group.
• Select “Edit” to edit the User Group rights.
• Select “Add Group” to create a new User Group.
Figure 10 – Settings / User Groups Screen
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