Bar coding workflow

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Scan bar codes to verify client and order information and record medication administration events.

Basic workflow involving myAvatar Order Entry, RxConnect, and Avatar eMAR:

In myAvatar Order Entry, create an order using the Client Profile/Physicians Orders form and send it to RxConnect.
In RxConnect, verify and save the order. This creates a pharmacy Rx # for the order.
In RxConnect, print the label, which includes a bar code.
In myAvatar eMAR, acknowledge the order and return to the eMAR main screen.
Scan the bar code. Respond to any warnings and continue with administering the order as appropriate.

eMAR can scan client ID bar codes or bracelets produced by the facility as long as the client ID is prefixed with the PID: prefix (colon included). The PID: prefix allows eMAR to recognize that what is being scanned is a client ID. When eMAR detects a PID: on the bar code, it basically places the string that follows the PID: into the Client field on the eMAR main form and attempts to validate the client ID and display the client's orders.

When a medication bar code value is scanned, eMAR attempts to locate an order for the scanned medication for the current date within the time frame set in the Allow Administration Events For _ of Minutes registry setting. If more than one order or administration time is found, the user is presented with a list of orders to choose from.

The following table lists the typical bar coding workflow from the eMAR main form through the Administration Event window.

Field	Action taken
Client field	Filter settings are ignored when scanning a valid Client ID.
Medication ID field (main eMAR form)	NDCs, UPCs, or HRIs on medication packages can be scanned into this field. eMAR performs the following bar code validation checks from either the eMAR main screen or the Administration Event window, depending on where the bar code is scanned: If the Placer Order # in the scanned bar code matches an Order Entry order, the order displays on the eMAR main screen. If a match is not made, a warning message displays. The user can enter override text to proceed to the Administration Event window. If the Rx Filler Order # on the bar code matches the Rx Filler Order # on an Order Entry order, the Administration Event window displays. If no match is made, a warning message displays. The user can enter override text to proceed to the Administration Event window. For an IV barcode, a warning message will display if the Sequence # is not the sequence number expected for the order. When the Use Override Code - IV Barcode Labels registry setting is set to 'Y', the Override Code field displays on warning messages for the Filler Order # and Sequence #. The IV Barcode Label Override Reason Code dictionary has an extended attribute to make the Override Text field required.
Medication ID field (Administration Event window)	If the Medication ID was scanned or entered in the eMAR main form, the bar code value is automatically displayed here. If the Medication ID was not scanned or entered in the eMAR main form, it can be scanned or manually entered on the Administration Event window. When handling orders from RxConnect, eMAR compares the CGID codes provided by the RxConnect pharmacy fill record, or the CGID code associated with the Order Entry (OE) Order Code when pharmacy records are not available. This comparison is done to ensure that the medication being administered is the same as the ordered medication, If the Medication ID is not available because the item is not bar coded, not labeled with an NDC / UPC / HRI, or the bar code is not readable, use the N/A field to indicate there is no Medication ID. For IV bar codes, the Medication ID field displays the value "IV-Barcode."
Quantity / Unit fields	When the Enable Medication and Quantity Checking registry setting is enabled, eMAR compares the quantity / unit values for the scanned medication with the corresponding values as indicated in the pharmacy fill record or the Order Entry order. If a mismatch is detected, a warning displays on the Administration Event window requiring the practitioner to provide an override code in the Warning Override field in order to continue with the administration. Override codes are set up in the user-defined Medication/Quantity Checking Override Code dictionary. When the Require Override Text With This Override Code extended attribute of the Medication/Quantity Checking Override Code dictionary is used, the warning override text is required.
Administered By Witnessed By	If a user ID is scanned and the Administered By field is already populated, the scanned value is placed in the Witnessed By field. If a user ID is scanned and both the Administered By and Witnessed By fields contain values, both fields are cleared and the scanned user ID is used in the Administered By field.
Administration Event column	This field defaults to the value from the Default Administration Event Code registry setting, if used.
Accept administration information entered (Administration Event Details)	Select this check box and click Ok to accept the administration and result information for all orders in the grid. For IV orders, the Quantity and Unit fields both default to 1.