Transcript Transitioning to EPIC

Transitioning to EPIC
The Role of the Pharmacy Buyer
Transitioning to EPIC
Learning Objectives
1) Describe the implementation
process of EPIC
2) Explain the effects of EPIC
on the day-to-day Pharmacy
Buyer routine
Implementation:
Where to start?
Find the EPIC Team for your location, be sure to get
included in the initial meetings so you know what is
going on and what the time line is.
• Implementation what does that mean?
– Who? Where? When? Why? How?
• Who : The implementation team –
– EPIC will supply people to help walk you through this process,
but remember they may not pharmacy back ground so be
patient but persistent with your questions and request.
• Where: Meetings monthly, weekly, daily
– The team should be meeting often to ensure things are moving
along, conference calls work well and if they are not discussing
medication purchasing type problems, kindly excuse yourself,
you don’t want to get lost is all the “what if” scenarios.
• When: Target dates – keep them focused
– Each facility will be given target dates, communication is key in making
sure that everyone is keeping on track. Things happen and if you get
behind be sure to relay that message to your pharmacist lead so that
your part doesn’t get skipped. Remember early is better if possible.
• Why: Are we making the transitions?
– EPIC is all about patient safety and ease of accessing information on a
global level. The process of implementation can be painful but
remember it is all about patient care.
• How: Can I as the buyer help to better patient care and saftey.
– Knowing what you purchase and how it is used is the biggest help to
your organization and your day, remember that you are the front line
when it comes to medication purchases, so being on top of the game is
very important. Be familiar with your most common items and NDC’s.
Getting Started…..
• Be sure to get a complete scan of your facility. This
includes all areas medication may be kept.
(Remembering in EPIC that contrast media / dietary /
hydration is all considered medications.)
• Be able to confirm how you are admixing medications.
What solutions are being used.
• WAS / IS lists – this is very important especially if you
are a 340B campus as it will ensure your accumulations
move with you and continue to accrue.
Epic Scan List:
• This is a list of medications that was scanned by the EPIC
team for every medication used / stored in your hospital NOT
just pharmacy. Contrast Media / hydrations / dietary are all
part of this.
• Get with the department Pharmacist lead to look at this list
with you to ensure that all medications are on it. Compare to
your current stock & existing common order sets.
• Run use / purchase reports on medications commonly
purchased.
• Verify that all the “odd” medications are accounted for IE
direct purchased or specialty medications.: things like OTC
medications or items that are “not” formulary but used.
Example slide – Scan list
Drug Order Sets
• Work with your Pharmacist lead to assure the items that
are being set up on the order sets are in fact products
you are purchasing.
• Make a list of all items that are on the order sets that are
not currently purchased.
• Help to ensure that the medications you are purchasing
or will be purchasing are qualified for the correct
accounts (340B/GPO/WAC)
• EPIC can get you a WAS/IS list to help ensure that
billing charges are correct.
Example slide – Admix list
EPIC WAS / IS lists
• Once you have your scanned list from EPIC and
you are in the review process it is very important
to look at purchase history to ensure what WAS
being ordered IS what will be ordered.
• If you find things are not so, the earlier in the
process you find these items the faster you can
get them or try to get them added pre go live.
• Things that happen after go live are very hard to
get fix, because again everything effects
everything else.
Example – WAS / IS list
EPIC – A buyers day…..
• Remember that everything is subject to change, be
ready to roll w/ it.
• If your organization has a Standard Medication protocol,
be sure to get a copy and look at the medications on it.
• Note that there are likely to be more NON-Formulary
medication request as the Doctors are doing the
ordering.
• 340B – if you are maintaining the NDC’s then the
process will be easy to monitor, if you get behind it can
take a lot of extra work and research to correct.
Remember everything effects everything else.
EPIC – A buyers day…
• NDC maintenance
– Who will do this?
• The buyer will assist in maintaining all the ndc’s for
the scanning data base. You are the one who will
see the change first. Remember NOT all barcodes
are scanable, you may have to create you own for
things like UD oral syringes/bulk UD tabs/caps.
– How often does it need to be done?
• Stay ahead of the game, this needs to be done as
soon as a new item is identified. If you are barcoding at the bedside this is a must.
Tools to Help:
• Dispense Prep
– This will help you to ensure that the NDC’s being
used to make the medication are being accounted for.
– This will let you accumulate on the correct medication
to maximize your purchasing.
– This will also help maintain your 340B accumulations
and keep the records and billing correct.
Tools to Help:
Remember Reporting is your friend!!!
Run purchase reports from your wholesaler to
confirm the medications purchased are listed
correctly in the system
If you are 340B campus set up weekly reports to
run automatically
Accumulations
Billing
Unmatched NDC’s in crosswalk / catalog
Direct purchases.
Questions ?????????