Dispensary > Dispensary Location Codes

Key Info  
Purpose:

Configure the dispensary locations at your institution.
Related Module(s):

Dispensary
Accessed From:

Maintenance > Dispensary > Dispensary Location Codes

Window(s):

Dispensary Location Codes

Dispensary Levels

Inventory & Dispensary Location Links

Dependencies: Kit Types

Dispensary Location Codes Window

A dispensary location indicates where a kit is in the dispensary life cycle.

The Dispensary Location Codes window allows you to create and manage the list of dispensary locations at your institution.

A dispensary location indicates where a kit is in the dispensary workflow.

You can set up a variety of locations in the Dispensary module. There are four possible location types in the Dispensary module:

  • Dispensary: These are your institution’s main repositories that store kits. In most cases, you may choose to set up several dispensaries, each designed to contain only clean kits or dirty kits.

    • Examples: Many institutions have a main clean dispensary and a main dirty dispensary.

    Staff may perform any of the following at a dispensary:

    • Check out clean kits in response to dispensary requests.

    • Receive transferred kits that were cleaned at a sterilization location.

    • Check in dirty kits after provider appointments.

  • Sterilization: These are your institution’s cleaning locations that sterilize kits. Depending on your institution’s size, you may have multiple sterilization locations.

    • Examples: Many institutions have a main sterilizer for the larger clinics and smaller sterilizers for other clinics.

    Staff may perform any of the following at a sterilizer location:

    • Receive dirty kits transferred from dirty carts.

    • Check in dirty kits after provider appointments.

    • Receive dirty single-use sundries.

    • Clean dirty kits to meet sanitary requirements.

    • Dispose of single-use sundries.

    • Transfer clean kits to a clean dispensary.

  • Cart: These are small, mobile locations that transfer kits between larger locations.

    • Examples: Clean carts can be used to carry clean kits from the sterilizer to a clean dispensary. Dirty carts can be used to carry dirty kits from the clinic or dirty dispensary after an appointment to a sterilizer.

    Each cart and its contents may be given by a single barcode, making it easy to track the cart or transfer all cart contents to another location.

    Staff may perform any of the following at a cart location:

    • Check in dirty kits after provider appointments.

    • Transfer kits from the sterilizer to a clean dispensary or from a dirty dispensary to the sterilizer.

    • Transfer kits between locations as needed.

  • Other: These are customized locations that do not fit into another location category.

    • Example: Many institutions may use closets as a storage area for additional kits.

Field Description
Code

A text field that indicates the code that identifies the location.
Inactive

A check box that, when selected, indicates the field is inactive and not in use.
Description

A text field that describes the dispensary location.
Type

A drop-down list that indicates the type of dispensary location:

  • Dispensary: An actual dispensary area.
  • Sterilization: A sterilization room / unit.
  • Cart: A transport cart.
  • Other: A custom location.
Bar Code

A check box that, when selected, indicates that the location has an associated bar code. When selected, a field to track the bar code is enabled.

Note: This field is disabled if you select Dispensary from the Type drop-down list.

This bar code is used when transferring all kits from one location to another or tracking which locations kits were transferred to.
Task Procedure
Add Dispensary Location Codes
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.

Edit Dispensary Location Codes

  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.
Link Inventory and Dispensary Locations

  1. Click the Link to Inventory Location () icon to open the Inventory & Dispensary Location Links window.

    2. Note: Only Store type locations display in the Inventory Locations area and only Dispensary type locations display in the Dispensary Locations and Linked Dispensary Locations areas.

  2. Modify the linked locations as necessary.

Manage Dispensary Levels
  1. Select a listed entry and click the Kit Item Template () icon to display the Dispensary Levels window.
  2. Make any necessary changes and click the Modify Record () icon.
Delete Dispensary Location Codes
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.
Preview/Print Report
  1. (Optional) To preview the Dispensary Locations report, click the Preview Report () icon.
  2. To print the Dispensary Locations report, click the Print Report () icon.

    3. Note: The Dispensary Locations report uses the dispcode.rpt file.

Dispensary Levels Window

(Maintenance > Dispensary > Dispensary Location Codes)

The Dispensary Levels window allows you to create and manage dispensary levels, that define which kit types (and how many of each kit) are required at a specific location. It displays when you open the Dispensary Location Codes window, select a listed location and click the Dispensary Levels () icon.

Note: Only locations that have the Type field set to Dispensary can have levels set.

Field Description
Dispensary

A disabled field that indicates the selected dispensary.
Kit Type

A text field that indicates the kit type for this location.

The ellipsis is used to display the Kit Type Codes window and select a kit type.
Minimum Level

A text field that indicates the minimum number of kits required at the selected location.
Task Procedure
Add Dispensary Levels
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.

Edit Dispensary Levels

  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.
Delete Dispensary Levels
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.

Inventory & Dispensary Location Links Window

(Maintenance > Dispensary > Dispensary Location Codes)

The Inventory & Dispensary Location Links window allows you to link your dispensaries to your inventory store locations as part of the Dispensary / Inventory modules integration. It displays when you open the Dispensary Location Codes window, select a listed location and click the Link to Inventory Location () icon.

Once the correct inventory stores and dispensaries are linked, each time a sundry item is checked out via the Dispensary module, the product level decreases automatically in the linked inventory store. This allows Inventory users to then make orders to re-stock products as necessary.

Task Procedure
Link Inventory & Dispensary Locations

  1. Under Inventory Locations, select a listed location to review the available dispensaries and any linked dispensaries.

    2. Note: Inactive locations display in gray.

  2. Under Dispensary Locations, select a listed location and click the () button to move to the Linked Dispensary Locations area.

    3. Tip: You can also double-click a dispensary to move it.

    Note: Depending on your institution’s setup, an inventory store that provides stock to several dispensaries can be linked to multiple dispensaries. However, each dispensary can only be linked to a single inventory store.

    Example: The Clinic 1 inventory store can be linked to the Main and Clinic 1 dispensaries. However, the Clinic 1 dispensary cannot be linked to both the Clinic 1 and Ortho inventory stores.
Unlink Inventory & Dispensary Locations

  1. Under Inventory Locations, select a listed location to review the available dispensaries and any linked dispensaries.

    2. Note: Inactive locations display in gray.

  2. Under Linked Dispensary Locations, select a listed location and click the () button to move to the Dispensary Locations area.

    3. Tip: You can also double-click a dispensary to remove it.