Nucleus Detailed Reference Guide

Transcription

1 Nucleus Detailed Reference Guide

2 Table of Contents Nucleus Overview Nucleus Login Screen 5 Nucleus Home Screen 6 Clearing Failed Doors 7 Practice Management Accessing Patient Screen 9 Adding a New Patient Editing a Patient 14 Removing a Patient 15 Accessing Patient History 16 Accessing Item Formulary 17 Formulary Item Types 18 Formulary Item Information 19 Editing OS-Owned Items Creating Practice-Owned Items Editing Practice-Owned Items 30 Duplicating Items 31 Viewing Procedures 32 Accessing User Roles 33 Editing User Roles Adding User Roles 36 Removing User Roles 37 User Role Descriptions Viewing the User List Editing Users Adding Users Activating/Deactivating Users Inventory Management Viewing a Purchase Order Adding Items to a PO Editing Items on a PO 60 Submitting a PO Pre-Approving a PO Final Approving a PO Request an Annex Transfer Send an Annex Transfer Receive an Annex Transfer 72 Restock Items 73 Manual Restock of Items 74 Restock a Purchase Order Restocking non-bin Items 78 Restocking Bin Items 79 Adjust Quantity During Restock Closing Out PO Items Audit Items Audit Items by Door Audit Item Favorites 92 Move Items (Audit Screen) 93 Transfers 94 Transfer In Items Transfer Out Items Cancel Pending Transfers Position Assignment 103 Position Assignment-Item Details 104

3 Table of Contents Inventory Management Continued Position Assignment-Item Access 105 Item Access Descriptions Position Assignment-Linked Items 108 Position Assignment-Remove/Unload 109 Position Assignment-Assign Items Position Assignment-Bin Info Position Assignment-Move Items Clinic Charge Clinic Charge-Return Support Reset Printer Reports 126 Return Waste Return Items Return a Multiple NDC Bin Item 130 Viewing Return History 131 Add Waste to Items Dispense Dispense-Patient Screen Manually Dispense Items Add Label Notes 146 Print Additional Labels 147 Reopen a Position 148 Dispense Multiple NDC s from a Bin 149 Dispense Continued Expiration Date/Lot Number Tracking 150 Failed Door During Dispense 151 Dispense Procedure Codes Dispense from Patient History Dispense from Kits Scheduling Dispenses 160 Dispensing from Schedule Edit a Scheduled Dispense Change a Scheduled Dispense Date Delete a Scheduled Dispense 170 View Expired Scheduled Dispenses View Partial Scheduled Dispenses 173 Dispense Med Orders Med Order Not Found 182 Non-Med Order Items Future Med Order Dispensing Nucleus Portal Overview Nucleus Portal Access 187 Nucleus Portal Login Screen 188 Nucleus Portal Home Screen 189 Nucleus Portal Practice Mgmt Procedure Codes Adding Procedure Codes Editing Procedure Codes 195 Removing Procedure Codes 196

4 Table of Contents Nucleus Portal Practice Mgmt Cont d Kits 197 Kits Manager 198 Create New Kits Editing Kits 211 Removing Kits 212 Lists Edit Lists 216 Add List Items 217 Nucleus Portal Inventory Mgmt Global Edit Manage Positions Purchase Orders 226 Pending Transfers Reports 229 Reports List 230 Running a Report Choosing Report Parameters 234 Types of Report Parameters 235 Saving Report Parameters Access Saved Report Parameters Scheduling Reports Viewing Scheduled Reports List 242 Viewing Scheduled Report History Scheduling Dispenses

5 Nucleus Login Screen The Nucleus Login Screen allows for inputting User ID and Password. The Nucleus Station Name will be displayed under the Password box. Note: The login screen also features a wide variety of information shown highlighted above. This includes Contact Form, Nucleus Functionality Information, Quick Links to Item Information, Reporting Guides, Healthcare News & Updates, and Recall Information. Announcements and alerts will be displayed in the banner (see arrow). Page 5 For further assistance, contact

6 Nucleus Home Screen Upon logging into Nucleus, all users will arrive at the home screen. If one of the doors on the Nucleus cabinet is opened with a key or did not close properly, a Doors Failed button will appear on the home screen. Users must select this button and clear the failed door before being able to dispense, return, audit, restock, or use other Nucleus functionality. Continue to the next page to review clearing a failed door. Page 6 For further assistance, contact

7 Clearing Failed Doors Once the Failed Doors button is selected on the Nucleus Home Screen, users will be able to clear the failed door. Multiple failed doors can occur and the quantity of failed doors will be listed as shown below. Select the green box labeled Clear Failed Door(s) and then open/close any door(s) Nucleus unlocks. After clearing all failed doors, users will be brought back to the home screen. Page 7 For further assistance, contact

8 Practice Management Functions

9 Accessing Patient Screen To access the patient screen: I. Login to Nucleus II. Select Practice Mgmt III. Select Patients To search for patients, use the bottom two search boxes. Searches can be performed by last name, first name or by patient ID. Select Query to complete the search. Once the patient list is populated, click on a patient to select them and either choose to Add, Edit, Remove, or view patient History. Continue to the next pages to see how to add, edit, remove, or view patient history. Page 9 For further assistance, contact

10 Adding a New Patient To add a new patient, click the Add button as seen on the previous screen. To save a new patient, the required fields must be filled out. These include First Name, Last Name, and Gender. Below the patient name are four information tabs: Admission, Allergy, Diagnosis, and Insurance. Select each tab to enter additional non-required information. Page 10 For further assistance, contact

11 Adding a New Patient Allergy information can be added on this tab. If more allergies are needed, please refer to Editing Lists portion of the Nucleus Reference Guide. Select an allergy on the right side of the screen and use the arrows to move the allergy to the patient. Use Other Allergy for additional information. Page 11 For further assistance, contact

12 Adding a New Patient Diagnosis Code information can be added on this tab. If more diagnosis codes are needed, please refer to Editing Lists portion of the Nucleus Reference Guide. Select a diagnosis code on the right side of the screen and use the arrows to move the diagnosis codes to the patient. Page 12 For further assistance, contact

13 Adding a New Patient Insurance information can be added on this tab. Once all needed information is added to a patient, click Save to finish. If more patients need to be created, use the Add button to save and start a new patient. Note: When creating a new patient, be aware that users will be notified if a duplicate patient is created. Patient ID s cannot be the same. Page 13 For further assistance, contact

14 Editing a Patient Search for a patient, select the patient, and choose Edit. Follow the same steps of adding a patient to change any information. Page 14 For further assistance, contact

15 Removing a Patient Search for a patient, select the patient, and choose Remove. This will remove the selected patient and the patient history associated to it. Page 15 For further assistance, contact

16 Accessing Patient History Search for a patient, select the patient, and choose History. This will give up to 100 previous transactions for patients. To view more transactions, use the Return feature listed in the Nucleus Reference Guide. In the patient history screen, users are able to highlight multiple items and either Re- Dispense, Return, or Waste the items. Users can also re-print a label or receipt for those items. Page 16 For further assistance, contact

17 Accessing Item Formulary To access the item formulary screen: I. Login to Nucleus II. Select Practice Mgmt III. Select Formulary - Items Search for items by any of the search fields located at the bottom of the screen. Filter results between Bin Items, Assigned Items, Practice Owned Items, Item Favorites, or show all items by selecting the different options to the right of the search fields. Page 17 For further assistance, contact

18 Formulary Item Types Items on the formulary screen may contain the following identifiers: I. Discontinued Items no longer sold by Oncology Supply II. Gold Starred Items These are items designated as favorites III. Snowflake Items These are refrigerated items IV. [Bin] Items These items contain all available NDC s for the particular item Page 18 For further assistance, contact

19 Formulary Item Information Item Favorites: Items designated as Favorites will be notated with a gold star on the Items Formulary and Assignment screens as well as other screens throughout the Nucleus application. Audit Favorites: Items designated as Audit Favorites will have the ability to be quickly audited. Choose a small number of regularly audited items or high value items as Audit Favorites. Alternate J-Code: The Alt J-Code is used to override the listed J-Code, or add one if no J-Code is assigned. This function may be used for items that have multiple J-Codes as well, or when a J-Code changes. Both codes will be listed on reports, under its designated column. Billing reports and Charge Interfaces use alternate J-Codes first, if one is entered. This will give you flexibility if a more advantageous billing code is available. Report Sequence Number: The Report Sequence Number is used to prioritize or group items on the Super Bill report. Any number can be used to sequence items starting with 1. For example, if you sequence all chemo items with the number 1 they will appear first on the report, followed by any other sequenced items and then those without sequencing. Alternate Billable Units: Alt Billable Units are used the same way as the Alt J-Code, to override the Billing Unit field. This can be used for items that have multiple codes with different Billing Units, or if a Billing Unit changes. Note: A J-Code requires a Billing Unit, and a Billing Unit requires a J-Code, so if any alternate s are entered you will be required to enter both. Bundle Codes: When Bundle Codes are active, the label will print one item description with the total dose of the bundled items. An example would be to bundle Paclitaxel 100mg and 300mg for total dispense amount of 400mg. The label will print out 400mg as a total and not each amount individually. Page 19 For further assistance, contact

20 Editing OS-Owned Items Items created and maintained by Oncology Supply have the ability to be edited. To edit an item maintained by Oncology Supply, search for the item and select Edit. Note: All Oncology Supply maintained items show Yes in the Oncology Owned column. Page 20 For further assistance, contact

21 Editing OS-Owned Items The only things editable for Oncology Supply Owned Items are: Display Name, Alt J- Code, Alt Billable Units, Bundle Codes, Groups, Settings, and Charting. Note: All items can also be designated as Favorites or Audit Favorites. Page 21 For further assistance, contact

22 Editing OS-Owned Items The Settings tab offers the ability to add/remove different settings to items. These settings allow for billing to be required, bundling of items, reasons for clinic charge/ discrepancies, Lot # or Expiration Date tracking. Page 22 For further assistance, contact

23 Editing OS-Owned Items The Groups tab allows for items to be added to certain product groups. Every item must have at least one product group. Page 23 For further assistance, contact

24 Editing OS-Owned Items The Charting tab allows items to automatically print labels, enable required notes for items, print attending physicians/infusion notes/required notes on labels or receipts, and to add custom infusion notes. Auto Print Labels: This function can be turned on per item and will automatically print a label once the dispense is completed. Enable Required Notes: This function will display a message each time the selected item is dispensed, requiring the user to answer before the dispense can be completed. Infusion Notes: Any notes placed in these fields will automatically appear on the labels or receipts. Page 24 For further assistance, contact

25 Creating a Practice-Owned Item Begin creating new Practice-Owned Items by: I. Login to Nucleus II. Select Practice Mgmt III. Select Formulary - Items - New All new items must have the required fields filled out. On the ID tab, name, alternate name, and item type must be configured. Page 25 For further assistance, contact

26 Creating a Practice-Owned Item On the Units/Vendor tab, the following must be configured: Inventory Unit Dispense Unit Purchase Unit Vendor Item # Dispense Type Note: Oncology Supply uses a five-digit numerical Item # for all items. When creating a new item, please use something other than a five-digit number. Duplicate Item # s will not be allowed. Page 26 For further assistance, contact

27 Creating a Practice-Owned Item Any desired settings can be configured on this screen. Page 27 For further assistance, contact

28 Creating a Practice-Owned Item At least one product group must be selected. Page 28 For further assistance, contact

29 Creating a Practice-Owned Item Any configurations for printing labels, adding required notes, or infusion notes can be entered here. Once all needed information is added to the new item, click Save to finish. If more items need to be created, use the Add button to save and start a new item. Page 29 For further assistance, contact

30 Editing Practice-Owned Items Items created by a practice can be edited. These items can be fully edited unlike the Oncology Supply-owned items. Note: Dispense units and Inventory units cannot be changed if the item is assigned to a position. Page 30 For further assistance, contact

31 Duplicating Items A quicker way to create a practice-owned item is to search for a similar item, select it, then click Duplicate. This will carry over all information (including dispense units, inventory units, NDC, billing units, and J-Code) to a new editable item. Once all needed information is added to the new item, click Save to finish. Page 31 For further assistance, contact

32 Viewing Procedures To view all listed Procedure Codes: I. Login to Nucleus II. Select Practice Mgmt III. Select Formulary - Procedures Procedure codes can be added through the Nucleus Portal. Learn how to create procedures by clicking here. Page 32 For further assistance, contact

33 Accessing User Roles To view User Roles: I. Login to Nucleus II. Select Practice Mgmt III. Select Roles Roles can be edited, added, or removed. Page 33 For further assistance, contact

34 Editing User Roles To edit an existing role, select the role on the left side of screen and select/deselect the permissions on the right side of screen. Nucleus will save any changes automatically. Page 34 For further assistance, contact

35 Editing User Roles To edit the name or description of an existing role, select the role on the left side of screen and choose Edit. Page 35 For further assistance, contact

36 Adding User Roles To add a new role, select Add on the right side of screen. Enter a Role Name and Role Description then choose save. After saving the role, select the desired permissions. Page 36 For further assistance, contact

37 Removing User Roles To remove an existing role, select the role on the left side of screen and then choose Remove. Note: If a role is currently assigned to a user, it will not be available to remove until it is disassociated with the assigned user. Users will see a error message if it occurs. Page 37 For further assistance, contact

38 User Role Descriptions User Role Description Category Cancel Annex Transfer Request Discrepancy Resolve Allows a user to override an Annex Transfer Request. Depending upon practice policies and procedures, the discrepancy resolution access right may be assigned to nurse managers only or to specific nurses or to all nurses. However, even if a user has the right to resolve a discrepancy, the user cannot resolve a discrepancy he or she created unless an administrator assigns the permission to resolve one's own discrepancy. And, in some cases, this procedure may require a user with witness authorization to witness the resolution of a discrepancy. Inventory Management Inventory Management Discrepancy Resolve Own Dispense Exit Application Formulary Management Audit Restock Kit Management The user will have the ability to resolve their own discrepancies as well as discrepancies created by other users. However, in some cases, this procedure may require a user with witness authorization to witness the resolution of a discrepancy. User can schedule dispense from web portal and station. User can dispense the items from station. Also with this permission user can select kits to dispense from station. Allows the user to exit the Nucleus application by selecting the exit application button on the SUPPORT screen. User can create "Facility Owned" Items and Procedures, change vendors, and any other functionality at the formulary level in their Practice. Allows users the ability to open the cabinet doors and perform a physical count of the actual inventory without setting off "failed door" alerts. User can restock inventory with either PO or restock. User can create, edit, or delete Kits and assign kits to stations. Inventory Management Dispense Support Practice Management Inventory Management Inventory Management Practice Management List Management User can manage the "lists and notes". Practice Management Manage Item Access Manage Properties Allows the user configuration access for each item. Examples include tracking discrepancies, receipts and waste. Allows the user to set limits on such items as maximum password age, auto logout and patient history window. Inventory Management Practice Management Manage Replenish Allows the user to configure settings for the P.O. Refill and related functions. Practice Management Page 38 For further assistance, contact

39 User Role Descriptions User Role Description Category Patient Create Patient Delete Patient Edit Position Management Create a Patient in the Patient Management screen (Patient List) IMPORTANT NOTE: If a User can Dispense then they can create a Patient with minimum information in the "quick add" during dispense. Delete Patient from the Patient Management Screen (Patient List). Edit Patient in the Patient Management Screen (Patient List). Change Min/Max, assign Items to position, and anything else included in User ability to manage inventory at the position. Practice Management Practice Management Practice Management Inventory Management Practice Management Menu Allows the user to access the PRACTICE MANAGEMENT screen on the HOME screen. The Practice Management menu provides access to many of the system's advanced functionalities such as station setup, patients, roles and users. Practice Management Purchase Order - Approve & Delete Purchase Order - Modification Purchase Order - Schedule Return Role Management Station Setup Allows user the ability to approve or delete a Purchase Order, but not to change or add any items. Allows user to add, edit and remove line items in an open purchase order Important Note: This permission does not allow the User to approve a Purchase Order. Allows user the ability to setup a schedule or edit an existing schedule for auto ordering. Allows a user to return an item to a single position for a specific patient. However, for narcotics or other specific medications, a witness might be required to watch the return. An administrator assigns these permissions to designated users. A user with the Role Management permission is given the ability to administrate role construction including permission configurations. Allows the User to create or edit the configuration for Station level. Inventory Management Inventory Management Inventory Management Dispense Practice Management Practice Management User Management Create, Edit, Delete User and assign Roles and assign Users to Clinics. Practice Management Waste Specific permissions provide that the inventory is kept secure during the waste procedure. The patient Waste permission authorizes a user to waste items. That is, a user would be granted the right to dispose of medication that has expired or the seal of which has been broken and, therefore, makes it ineligible to be returned to the cabinet. However, for narcotics or other specific medications, a witness might be required to watch the waste disposal procedure. Dispense Page 39 For further assistance, contact

40 Viewing the User List To view the User List: I. Login to Nucleus II. Select Practice Management III. Select Users Page 40 For further assistance, contact

41 Viewing the User List The user list will automatically populate all users alphabetically. To search through the results, use the Last Name, First Name, or ID search fields. Also, users can be filtered using the buttons on the right side of screen: All, By Role, View Inactive/ Active. In the user list, users can be edited, created, and deactivated/activated. Page 41 For further assistance, contact

42 Editing Users To edit a user, select a user and choose Edit. Once in the Edit User screen, users can have their name and login changed. Also, the user password can be reset. Note: addresses may be entered for users. This will allow notifications to be sent when a purchase order is ready for approval, as long as the user has final approver role access. Page 42 For further assistance, contact

43 Editing Users Edit user roles by selecting the Roles tab in the Edit User screen. Users can have multiple roles. Page 43 For further assistance, contact

44 Editing Users Edit user station assignments in the Station Assignment tab. Users can have multiple stations assigned. Finish editing users by choosing Save. Page 44 For further assistance, contact

45 Adding Users Add new users by selecting New on the User List screen. Page 45 For further assistance, contact

46 Adding Users Enter all required fields listed, add user roles, and assign the user to a Nucleus station. Finish adding a user by clicking Save. Page 46 For further assistance, contact

47 Activating/Deactivating Users Deactivate user logins that are no longer in use by selecting a user and choosing Deactivate. Note: Deactivated users can be reactivated if needed. Page 47 For further assistance, contact

48 Activating/Deactivating Users Activate a deactivated user by selecting View Inactive in the User List screen. Page 48 For further assistance, contact

49 Activating/Deactivating Users Select the deleted user and choose Activate. Page 49 For further assistance, contact

50 Inventory Management Functions

51 Viewing a Purchase Order To view a Purchase Order: I. Login to Nucleus II. Select Inventory Mgmt III. Select Purchase Order Page 51 For further assistance, contact

52 Viewing a Purchase Order Each Purchase Order contains valuable information to help you quickly and efficiently manage inventory purchases. Displayed will be the Par Levels (Min/Max) and the current Quantity on Hand (QOH). The Purchase Order Qty and the Inventory Order Qty will also be displayed. The Last Modified By will display if the system generated the order or the name of the last person that modified or approved it. Page 52 For further assistance, contact

53 Viewing a Purchase Order Purchase orders may be edited or submitted on either the Station or Portal. Nucleus continuously evaluates items each time anything is performed that changes the quantity on hand, i.e. dispense, returns, assignment, audit, transfers or changing par levels. If an item falls below minimum par level, it will be added to the purchase order if auto order has been set. Individual items can have auto order turned on or off as needed. Nucleus may be customized to submit orders at a scheduled time, or allow for manual approval. Purchase orders may be edited up until they are submitted. This includes adding or removing items, changes to purchase quantities and adding overstock amounts (orders above max par level). Purchase orders may be approved and sent to Oncology Supply at any time. *Please contact customer service for shipping Even if auto ordering is turned off, items may be manually added to a purchase order and submitted via the Station or Portal. Each order submitted through the Nucleus system is individually reviewed by Oncology Supply Customer Service. Page 53 For further assistance, contact

54 Adding Items to a Purchase Order In the Purchase Order screen, select Add Order Line to view assigned items that can be added to the purchase order. Page 54 For further assistance, contact

55 Adding Items to a Purchase Order Select an item and choose Add/Edit Quantity to bring up the calculator for inputting desired quantities. Page 55 For further assistance, contact

56 Adding Items to a Purchase Order Items that are not assigned to the Nucleus cabinet can also be added to a purchase order Select Show All Items to view these. Unassigned items are shown in gray. Page 56 For further assistance, contact

57 Adding Items to a Purchase Order Once an item is selected and the user chooses Add/Edit Quantity, the Purchase Order calculator will appear. Enter the amount in the Overstock Purchase box. (This will allow for a one-time additional purchase without changing the Par Levels or affecting future purchases) Page 57 For further assistance, contact

58 Adding Items to a Purchase Order After entering an Overstock or one-time purchase order quantity, a Nucleus prompt will alert users with the following message: Page 58 For further assistance, contact

59 Adding Items to a Purchase Order Continue adding more items until complete. Items added to the purchase order will show the pending quantities under both the Purchase Order Qty and Inventory Order Qty columns. To access the Purchase Order Summary again, select the Back button. Page 59 For further assistance, contact

60 Editing Items on a Purchase Order While viewing an open Purchase Order, users can make changes to the order amounts. Select the blue box under the Purchase Order Qty column to open a item calculator where users can increase or decrease amounts. If users need to open a door to view the actual item, select the item and choose Check Position. To remove any order line, select the item and choose Remove Order Line. Note: If an auto-order enabled item is removed and then dispensed, returned, audited, restocked, or clinic charged before approving the purchase order; this item will reappear on the purchase order. Page 60 For further assistance, contact

61 Submitting a Purchase Order To submit a purchase order, users must hit Approve while viewing the purchase order. Page 61 For further assistance, contact

62 Submitting a Purchase Order Once the user selects approve, Nucleus will show two prompts: Page 62 For further assistance, contact

63 Pre-Approving a Purchase Order Nucleus has the ability to create a pre-approval process for all stations. This allows for any user(s) to be designated as a Final Approver over all purchase orders. Users can pre-approve purchase orders and only the final approver can approve the order before submission to Oncology Supply. To pre-approve a purchase order, select Pre-Approve while viewing the order. Page 63 For further assistance, contact

64 Pre-Approving a Purchase Order Once the user selects pre-approve, Nucleus will show two prompts: Page 64 For further assistance, contact

65 Final Approving a Purchase Order To final approve a Purchase Order: I. Login to Nucleus II. Select Inventory Mgmt III. Select Purchase Order Note: When a final approver user logs into Nucleus, any purchase orders that have been pre-approved will give the alert as seen above. Page 65 For further assistance, contact

66 Final Approving a Purchase Order Final approver users can review the purchase and select Approve to send the order to Oncology Supply. If the order needs to be adjusted, select Check Out to modify the purchase order. Page 66 For further assistance, contact

67 Request an Annex Transfer Nucleus allows for locations to be treated as a hub, or Annex for transferring items. Any items available at the Annex will display a Y under the At Annex column. To request items from the Annex: I. Access the Purchase Order II. Add an item III. Select an item IV. Click Annex Transfer Page 67 For further assistance, contact

68 Request an Annex Transfer In the Annex Selection screen, users will see all available Annex stations. Choose the correct station and input the item quantity needed under the Transfer Qty column. Then select Submit to finish the Annex Transfer request. All items must be requested individually. Note: If the Annex does not have enough quantity for the item, Nucleus will not allow the Annex Transfer request to be processed. Page 68 For further assistance, contact

69 Send an Annex Transfer Stations that receive an Annex Transfer request will need to send the items to the corresponding stations. To access the Pending Annex Transfer list: I. Login to Nucleus II. Select Transfers, then Pending Annex Transfers Page 69 For further assistance, contact

70 Send an Annex Transfer All requested Annex transfers will be displayed in the Pending Annex Transfers screen. The quantity requested, along with the item name and receiving station will be listed. Select the item(s) and choose Transfer to send the item(s). To cancel any pending annex transfers, select the item(s) and choose Cancel Transfer. Page 70 For further assistance, contact

71 Send an Annex Transfer Once the item(s) is selected, a transfer item calculator will be displayed. In the bottom corner of the calculator, users can view the original Amount Requested. Finish the Annex Transfer by entering the amount and choosing OK. Page 71 For further assistance, contact

72 Receiving an Annex Transfer To receive an Annex Transfer: I. Login to Nucleus II. Select Transfers III. Select Transfer In Select the item(s) that are being received and choose Transfer In to complete the Annex Transfer. Refer to the Transfer In Item section of the guide. Click here to access. Page 72 For further assistance, contact

73 Restock Items To access the restock screen: I. Login to Nucleus II. Select Inventory Mgmt III. Select Restock Page 73 For further assistance, contact

74 Manual Restock of Items Items can be restocked manually by selecting individual items or multiple items and selecting Continue. Alternatively, all items can be restocked by selecting Restock All. Page 74 For further assistance, contact

75 Restock a Purchase Order In the restock screen, select Show PO to view all purchase orders. Page 75 For further assistance, contact

76 Restock a Purchase Order Select the purchase order that is to be restocked and choose View PO. Page 76 For further assistance, contact

77 Restock a Purchase Order While viewing the purchase order, select Restock All or highlight items to be restocked and select Restock. Items will be restocked in order of doors, for example items in door 1 will be restocked before items in door 4. Page 77 For further assistance, contact

78 Restocking Non-Bin Items When restocking regular items, a calculator will appear. Input the amount that is to be restocked and if desired, any Expiration Date or Lot Number information. Items that are restocked through a purchase order will show what the pending quantity or pending overstock quantity should be. The current Door/Position of the item along with the current Maximum Par Level will appear on the left side of the calculator. In regular items, the Quantity-on-Hand will be listed beside the NDC. Page 78 For further assistance, contact

79 Restocking Bin Items When restocking Bin items, a calculator will appear. Input the amount that is to be restocked and if desired, any Expiration Date or Lot Number information. Bin items will list all available NDC numbers as seen below. Items that are restocked through a purchase order will show what the pending quantity or pending overstock quantity should be. The current Door/Position of the item along with the current Maximum Par Level, and Total Quantity-on-Hand will also appear on the left side of the calculator. In Bin items, the Individual Quantity-on-Hand will also be listed beside each NDC. Page 79 For further assistance, contact

80 Adjust Quantity During Restock If a user notices an incorrect quantity-on-hand for an item during restock, they can quickly adjust it by selecting Adjust. Page 80 For further assistance, contact

81 Adjust Quantity During Restock This adjust count screen will now allow for the user to change the current quantity-on-hand. Note: Just like changing counts during an audit, this will create a discrepancy. Page 81 For further assistance, contact

82 Closing Out Purchase Order Items If an order was changed or an item is not to be delivered, the item needs to be removed from the purchase order. Follow the same steps as restocking a purchase order to access this screen. Instead of restocking the missing item, click the blue box under column Mark Closed to remove the item line. Page 82 For further assistance, contact

83 Closing Out Purchase Order Items Make sure the amount entered is equal to the pending quantity amount. Select OK to finish. Page 83 For further assistance, contact

84 Closing Out Purchase Order Items Items that are not closed out will interfere with future purchase orders as Nucleus will see those items as still in transit. These purchase orders will show as a Partial Restock. Page 84 For further assistance, contact

85 Audit Items To view the Audit screen: I. Login to Nucleus II. Select Inventory Mgmt III. Select Audit Page 85 For further assistance, contact

86 Audit Items Users can select individual or multiple items to audit. Select the item(s) and choose Audit. Page 86 For further assistance, contact

87 Audit Items During an audit, the Item Quantity on Hand will be shown, along with any Expiration Date or Lot Number. Change the shown quantity on hand to the correct quantity to make changes. If Required Notes are activated, these will need to be selected or filled out before Nucleus allows a quantity change. Page 87 For further assistance, contact

88 Audit Items Before the quantity change is completed, Nucleus will prompt users before finishing the audit, as seen below. Note: Any changes made during an audit will appear on the Discrepancies report. Page 88 For further assistance, contact

89 Audit Items by Door Items can be filtered down by door before an audit. Choose Audit by Position to see available doors. Page 89 For further assistance, contact

90 Audit Items by Door Select the desired door that is to be audited. Page 90 For further assistance, contact

91 Audit Items by Door Choose Audit All to audit all items in a selected door. Note: All items will be filtered to only the door that was chosen. Page 91 For further assistance, contact

92 Audit Item Favorites To audit only items labeled as audit favorites, select Audit Favorites then click audit all. Page 92 For further assistance, contact

93 Move Items (Audit Screen) Items can be moved to another positon screen in both the Audit screen and the Assignment screen. Select and item and choose Move. Page 93 For further assistance, contact

94 Transfers Items can be transfers to other stations, from other stations, and can be cancelled. To access the Transfer screen: I. Login to Nucleus II. Select Inventory Mgmt III. Select Transfers Page 94 For further assistance, contact

95 Transfer In Items Once users have selected Transfer In, as seen on the last page, select the item(s) that are to be transferred in and choose Transfer In. Note: Items not currently assigned to a position in Nucleus will need to be assigned before completing the transfer. See Assigning Items in the reference guide. Page 95 For further assistance, contact

96 Transfer In Items Nucleus will display an item calculator when transferring in items. The display will show the quantity that was transferred and any expiration or lot number. Users can change the amount transferred in to something different if there is a discrepancy. Note: Any changes made to the quantity will result in a discrepancy. Page 96 For further assistance, contact

97 Transfer Out Items To transfers items to another station, choose Transfer To. Before selecting which items are to be transferred, users must select which Nucleus station will receive the items. Note: Items cannot by transferred to multiple stations at the same time. Page 97 For further assistance, contact

98 Transfer Out Items Once a station is selected, users can now choose the item or items that are to be transferred out. Each item will display whether or not the item is currently assigned to the receiving station.. Note: Any items transferred that are not assigned to the receiving station will need to be assigned before receiving in the items. Page 98 For further assistance, contact

99 Transfer Out Items Use the item calculator to enter the quantity that is to be transferred. Page 99 For further assistance, contact

100 Cancel Pending Transfers Select Cancel Transfer from the Transfers screen to cancel any outgoing transfers. Note: Transfers can only be cancelled from the station that transferred out the item. Page 100 For further assistance, contact

101 Cancel Pending Transfers On the Cancel Pending Transfer screen, all outgoing transfers will be displayed. Select the transfer that is to be cancelled, and choose Cancel Transfer. Page 101 For further assistance, contact

102 Cancel Pending Transfers Nucleus will prompt users with a screen to verify the quantity that was sent and where the user would like the item quantity returned to. Select OK to finish the cancellation. Select Stop or Cancel to quit the cancellation. Page 102 For further assistance, contact

103 Position Assignment To access the Position Assignment screen: I. Login to Nucleus II. Select Inventory Mgmt III. Select Assignment The Position Assignment screen gives users the ability to complete a wide variety of functions. These include: Assigning New Items, Removing Items, Moving Items, Restocking Items, Unloading Items, Changing Item Details, and Changing Item Access. Selecting Show Item ID will change the Alternate Name of all items into the current Item Number and NDC. Page 103 For further assistance, contact

104 Position Assignment Item Details All items displayed on the left side of the screen are what the Nucleus currently has assigned. Selecting any of these items will allow users to see the Item Details. Item Details will provide Par Level Information, Current Quantity, Expiration Date, Lot Number, NDC, and Dispense Type. Page 104 For further assistance, contact

105 Position Assignment Item Access After selecting an assigned item, users can select Item Access to view item permissions. These permissions are the same as shown in the Formulary portion of the reference guide. These settings allow for auto re-order to be enabled, billing to be required, bundling of items, reasons for clinic charge/discrepancies, Lot # or Expiration Date tracking. Page 105 For further assistance, contact

106 Item Access Descriptions Refer below for all Item Access options and descriptions. Item Access Option Auto-Reorder Bundle Items Clinic Charge Reason Clinic Charge Require Both Custom Report Filter Expiration Date Tracking Lot Number Tracking Reason for Discrepancy Reason for Discrepancy Require Both Description Items selected for auto-reorder will automatically be placed on a purchase order when the item quantity is below the maximum par level. Items selected for bundling will print labels with one item description with the total dose of the bundled items. An example would be to bundle Paclitaxel 100mg and 300mg for total dispense amount of 400mg. The label will print out 400mg as a total and not each amount individually. Any clinic charges performed for this item will require users to input a reason. Any clinic charges performed for this item will require users to input a reason and a note. The Report Sequence Number is used to prioritize or group items on the Super Bill report. Enable a new window to be displayed before completion of dispense for inputting expiration dates. Enable a new window to be displayed before completion of dispense for inputting lot numbers. Any audits for this item that change the item quantity will require users to input a reason. Any audits for this item that change the item quantity will require users to input a reason and a note. Reason for Return Require users to input a reason before returning the item. Reason for Waste Require users to input a reason before wasting the item. Page 106 For further assistance, contact

107 Item Access Descriptions Item Access Option Receipt for Narcotic Dispense Description Require Nucleus to print a receipt for the item during a narcotic dispense. Receipt for Non- Narcotic Dispense Require Nucleus to print a receipt for the item during a non-narcotic dispense. Receipt for Restock Require Nucleus to print a receipt for the item during restock. Receipt for Return Require Nucleus to print a receipt for the item during a return. Receipt for Waste Require Nucleus to print a receipt for the item during a waste. Require Expiration Date at Restock Track Discrepancies Require users to input an expiration date for the item before finishing a restock. Tracks all discrepancies created for the item. Page 107 For further assistance, contact

108 Position Assignment Linked Items After selecting an assigned Bin item, users can select Linked Items to view every NDC listed in the Bin item. Here, users can marked a certain NDC as Preferred for ordering. Note: Each linked item can contain a separate Quantity, Lot Number, and Expiration Date. Page 108 For further assistance, contact

109 Position Assignment Remove/Unload Items selected can be removed fully from the Nucleus cabinet by selecting Remove. However if the item contains any quantity, it must first be Unloaded. Unloading items will remove any quantity on hand and create a discrepancy like audit. Before finishing the unload, users are asked to confirm the unload, as seen below. Page 109 For further assistance, contact

110 Position Assignment Assign Items To assign a new item into the Nucleus station, first select a door from the Doors box and use the text field below the right side of the screen to search for an item. (1) Select an open position on the left side. (2) Search for an item under the right side of the screen. (3) Select the item after searching for it. (4) Choose Assign to assign the new item.(5) Page 110 For further assistance, contact

111 Position Assignment Assign Items Before users can complete the assignment, the new item must have a minimum and maximum par level. These levels are used for automatic ordering. Automatic ordering can be turned off for any item (see Position Assignment Item Access) Note: Items cannot contain the same number for both the minimum and maximum. Select OK to finish the new item assignment. Page 111 For further assistance, contact

112 Position Assignment Assign Items The newly assigned item will now move to the left side of the screen. Page 112 For further assistance, contact

113 Position Assignment Bin Info Before assigning a Bin item, users can view what NDC numbers the Bin item contains. Search for and select a Bin item, then chose Bin Info to view the NDCs. Page 113 For further assistance, contact

114 Position Assignment Bin Info The Bin Info box will show all NDC s, Item Names, and Item ID s. Page 114 For further assistance, contact

115 Position Assignment Move Items Users can move items to other doors or positions in the Assignment screen. Select an item from the left side and select Move. Page 115 For further assistance, contact

116 Position Assignment Move Items In the Move screen, select the door and position and choose Accept to finish moving the item. Page 116 For further assistance, contact

117 Clinic Charge To access the Clinic Charge screen: I. Login to Nucleus II. Select Inventory Mgmt III. Select Clinic Charge Clinic Charge is an alternative way of keeping track of items that should be charged to the clinic or house account. Clinic charges can also be returned. All items assigned will be available for clinic charges. Item quantity, item position, NDC, and item name will be shown. Page 117 For further assistance, contact

118 Clinic Charge To complete a clinic charge, select the blue box under the column QTY for the item. Page 118 For further assistance, contact

119 Clinic Charge An item calculator will appear. Use the calculator to enter any notes/reasons for the clinic charge along with the amount to be charged. Select OK to enter the quantity. Page 119 For further assistance, contact

120 Clinic Charge After inputting the clinic charge amount, users will be brought to the Clinic Charge Summary screen. Nucleus will open any doors that are needed to remove the items. Choose Finish to complete the transaction. Page 120 For further assistance, contact

121 Clinic Charge Return Items clinic charged can be returned. To view available items for return, choose History on the clinic charge page. Page 121 For further assistance, contact

122 Clinic Charge Return Select an item or multiple items and choose Return. Page 122 For further assistance, contact

123 Clinic Charge Return Enter the amount needing to be returned and any notes/reasons. Choose Return to complete the transaction. Page 123 For further assistance, contact

124 Support Reset Printer To view the Reset Printer support page: I. Login to Nucleus II. Select Support If the Nucleus label printer is having issues, use the Reset Printer button to send a soft reset to the printer. Page 124 For further assistance, contact

125 Support Reset Printer If a user desires to change their password: I. Login to Nucleus II. Select Reset Password Page 125 For further assistance, contact

126 Reports To view the reports list: I. Login to Nucleus II. Select Reports Note: To view reporting functionality, refer to the Reports portion of the Nucleus Portal Guide beginning on page 229. Page 126 For further assistance, contact

127 Return To view the reports list: I. Login to Nucleus II. Select Return Page 127 For further assistance, contact

128 Return Use the search fields to search for items/patients. Users can use one or a combination of multiple search fields. Select an item or multiple items, then choose Return to begin the return process. Note: Multiple items cannot be returned for multiple patients at the same time. Page 128 For further assistance, contact

129 Return Use the return calculator to finish the return. Enter any notes/reasons if required. If the service date needs to be adjusted, use the Service Date option. Note: The Amount Taken box will always show the entire amount that was originally dispensed. This includes any waste. For a full return, make sure the amount taken equals the amount being returned. Select Return to finish. Page 129 For further assistance, contact

130 Return a Multiple NDC Bin Item If a Bin item using multiple NDC s was originally dispensed and is needing to be returned, all applicable NDC s must be returned separately. Return the item as previously shown and choose the NDC until all item quantities have been returned. Page 130 For further assistance, contact

131 Viewing Return History In the return item search screen, use the (+) and (-) buttons to see more information. This allows users to view all transactional information for the item. Page 131 For further assistance, contact

132 Waste If a previously dispensed item needs to have waste adjusted to it, access the waste screen: I. Login to Nucleus II. Select Waste Page 132 For further assistance, contact

133 Waste Use the search fields to find the correct item. Select the item and choose Waste to begin. Page 133 For further assistance, contact

134 Waste Use the waste calculator to enter the amount of the dispense that needs waste. Note: This is for reporting purposes only. The waste function does not deduct actual inventory. Example of using the waste function is, a patient received 100mg of Abraxane with zero waste. The patient should have received 90mg of Abraxane and 10mg of waste. This would notate the waste receiving on billing reports. Page 134 For further assistance, contact

135 Dispense To access the dispense screen: I. Login to Nucleus II. Select Dispense Page 135 For further assistance, contact

136 Dispense Patient Screen Before selecting items to dispense, users must first search for and select a patient. Patients can be searched by last name, first name or patient ID. Select the correct patient and choose Continue. Page 136 For further assistance, contact

137 Dispense Patient Screen If a patient is not in the patient list, users can quickly add a new patient by selecting Add. Page 137 For further assistance, contact

138 Dispense Manually Dispense Items Once a patient is selected, users will access the Item List screen. During the entire dispense process, users can verify the correct patient by viewing the large box at the top of the screen. Search for items by using the text fields at the bottom of the screen or use the scroll bar. Add all item(s) needed for dispense by selecting the blue box next to the item name. Page 138 For further assistance, contact

139 Dispense Manually Dispense Items Selecting an item will display the dispense calculator. Enter the amount needed for the dispense and choose OK. Page 139 For further assistance, contact

140 Dispense Manually Dispense Items If the amount needed for dispense is larger than any one vial of a Bin item can create, Nucleus will notify the user with a prompt. The dispense can continue, but will need to mix NDC s in order to create the correct dose amount. Page 140 For further assistance, contact

141 Dispense Manually Dispense Items If the amount needed for dispense is larger than the current quantity on hand for the item, Nucleus will prompt the user that it exceeds available quantity. This item will not be able to be fully dispensed unless it is restocked. However, users can schedule a future dispense for the item. Refer to scheduling dispenses. Page 141 For further assistance, contact

142 Dispense Manually Dispense Items Once item(s) are selected for dispense, the items will be displayed in bold font along with a green quantity box showing the amount to be dispensed. To change an amount, select the green quantity box to reopen the dispense calculator and make change. Once finished, select Continue. Page 142 For further assistance, contact

143 Dispense Manually Dispense Items After continuing forward from the item list, users will access the Review Items screen. Users will be able to change the service date, enter an attending physician, or change item quantities. Page 143 For further assistance, contact

144 Dispense Manually Dispense Items After continuing forward from the item list, users will access the Review Items screen. Users will be able to change the service date, enter an attending physician, or change item quantities. To remove an item, click on the item name and choose Remove. Select Dispense to finish. Note: This is the last chance for items to be changed. Make sure everything is correct before finishing the dispense. Note: Any allergies attached to the patient demographics will be listed at the bottom. Page 144 For further assistance, contact

145 Dispense Manually Dispense Items In the Summary screen, Nucleus will open any doors that contained dispensed items. These doors will open in chronological order, ending with any virtual doors. To complete a virtual door dispense, click the Virtual Door Complete button. Select Finish to complete the dispense and return to the patient selection screen. Note: Select each item to see calculations for from and to. This information will provide how much of an item should be removed from the cabinet and administered to the patient or be wasted. Individual item units can be selected as well. Page 145 For further assistance, contact

146 Dispense Add Label Notes To add specific label notes to an item, select Label Notes. Label notes can be entered manually through the three free text fields, or chosen through a pre-populated drop down list. To customize the pre-populated list, refer to Creating Lists portion of the Reference Guide. Click here to access. Note: Label notes are subject to a 32-character limit per line. Select OK to finish creating the label note. Page 146 For further assistance, contact

147 Dispense Print Additional Labels To print an extra label or to print a label containing the custom notes shown on the previous page, select the Label checkbox next to the item. Then click Print Labels to print. Note: Any item can have a label printed for it. Also, multiple items can be selected and printed together. Page 147 For further assistance, contact

148 Dispense Reopen Position Nucleus will unlock a door and upon closing it, will lock it back. If a user accidentally closes the door and needs to reopen it, select the item needed and choose Reopen Position. This can be used as much as needed. Page 148 For further assistance, contact

149 Dispense Multiple NDC s from Bin Bin items containing quantity of multiple NDC s will require an extra step before completing the dispense. Once Nucleus opens the door, the user must select which NDC is being dispensed. Only NDC s containing quantity will be displayed and the user will need to click the correct one. If multiple NDC s are to be used, users can select as many as needed. See below. Note: Nucleus will automatically calculate the quantity, but users can manually type it in using the text fields and calculator. Page 149 For further assistance, contact

150 Dispense Exp Date/Lot # Tracking If Expiration Date and Lot Number tracking are enabled for an item, users must input this information before finishing a dispense. Page 150 For further assistance, contact

151 Dispense Failed Door If a door is failed prior to dispense or during a dispense, all items in that door will be unavailable until the failed door is cleared. Refer to the Clearing Failed Doors portion of the Guide. Click here to access. Page 151 For further assistance, contact

152 Dispense Procedure Codes Procedure Codes can be dispensed just like normal items. Search for procedure codes in the Item List screen during a dispense. Select the blue box next to the procedure code to add the quantity. Page 152 For further assistance, contact

153 Dispense Procedure Codes The dispense calculator will appear for the procedure code. Add the quantity needed and select OK. Users can add additional items or continue further to finish the dispense. Page 153 For further assistance, contact

154 Dispense Procedure Codes Once the dispense is finished, users must mark the procedure finished by selecting the Procedure Complete button in the Summary screen. Note: Just like with items, procedure codes can have additional label notes added and have manually printed labels. Page 154 For further assistance, contact

155 Dispense from Patient History To quickly re-dispense item(s) from patient history, select a patient and choose History. Page 155 For further assistance, contact

156 Dispense from Patient History Select an item and choose Re-Dispense to carry over the previously dispensed item(s) and dose(s). Use the search fields at the bottom of the screen to filter any items in the patient s history. Finish the dispense as normal. Note: Items can also be returned or wasted. Labels and receipts can also be reprinted. If an item is no longer assigned to the Nucleus, it will not be able to be re-dispensed. Page 156 For further assistance, contact

157 Dispense from Kits Nucleus allows users to create Kits for dispensing. Kits are customizable item lists that can be chosen for quick dispensing. Refer to the Portal Reference Guide on creating Kits. Click here to access. Follow these steps to dispense Kits. After selecting a patient for dispense, select the Show Kits button. Page 157 For further assistance, contact

158 Dispense from Kits In the Kit List screen, use the search field to search for the correct Kit. To verify the items listed for this Kit, select the (+) button next to the Kit name to see more information. Page 158 For further assistance, contact

159 Dispense from Kits Choose the correct Kit and select Finished to add all items and doses to the patient dispense. Finish the dispense as normal. Page 159 For further assistance, contact

160 Scheduling Dispenses Nucleus has a built-in scheduler that allows for users to schedule future dispenses from the station and/or the Portal. To schedule dispenses from the Nucleus Portal refer to pages Note: Scheduling dispenses gives the added benefit of utilizing the Scheduled Order Refill report. This report forecasts upcoming dispenses and recommends what should be ordered. Page 160 For further assistance, contact

161 Dispensing from Schedule To access the Scheduled Dispenses screen: I. Login to Nucleus II. Select Dispense III. Select From Schedule Page 161 For further assistance, contact

162 Dispensing from Schedule All scheduled dispenses will be displayed in chronological order. Schedules will contain patient name, patient ID, gender, date of birth, give date, and, if applicable, recurring series start/end dates. Once a patient is selected, users can view the scheduled items and quantities in the bottom portion of the screen. Select Continue after choosing the correct patient. Note: Patients can be filtered using the search fields in the middle of the screen. Once a patient has been selected, users can filter the scheduled items using the search fields at the bottom of the screen. Page 162 For further assistance, contact

163 Dispensing from Schedule After selecting a patient and choosing continue, users will arrive at the review items screen. Any items scheduled for the patient will automatically carry over. Doses that were pre-configured will populate. If needed, changes can now be made to the dose, service date, or attending physician. Select Dispense to finish the scheduled dispense. Page 163 For further assistance, contact

164 Editing a Scheduled Dispense In the Scheduled Dispense screen, select the scheduled dispense and choose Edit. Page 164 For further assistance, contact

165 Editing a Scheduled Dispense Changes can be made to a single scheduled dispense, or, if applicable, can be made to all recurring schedules for the patient simultaneously. Select which option is needed when editing recurring dispenses. Page 165 For further assistance, contact

166 Editing a Scheduled Dispense After choosing to edit the scheduled dispense, users will be presented with the item list. Any items that were scheduled to be dispensed will be shown in bold text and the quantity box will be green. Click on the green box to bring up the item calculator to change the quantity. Choose any blue box next to the item to add that item to the scheduled dispense. Select Finish or Cancel to return to the Scheduled Dispense screen. Page 166 For further assistance, contact

167 Changing a Scheduled Dispense Date If a previously scheduled dispense date needs to be changed, select the scheduled dispense and choose Change Give Date. Page 167 For further assistance, contact

168 Changing a Scheduled Dispense Date As previously seen when editing a scheduled dispense, changing the give date can be done for a single event, or, if applicable, multiple recurring dispenses. Page 168 For further assistance, contact

169 Changing a Scheduled Dispense Date As previously seen when editing a scheduled dispense, changing the give date can be done for a single event, or, if applicable, multiple recurring dispenses. Click next to the dispense date field to open the dispense calendar to change dates. Select Schedule upon completion. Page 169 For further assistance, contact

170 Deleting a Scheduled Dispense Delete any scheduled dispense by selecting the scheduled dispense and choosing Delete. Note: Recurring dispenses can be deleted all at once if desired. Page 170 For further assistance, contact

171 Viewing Expired Scheduled Dispenses If a scheduled dispense is not completing by the designated Give Date, Nucleus will move it into an Expired section of the Scheduled Dispenses screen. To view these items, select View Expired. Page 171 For further assistance, contact

172 Viewing Expired Scheduled Dispenses Expired scheduled dispenses can have the give date changed or be deleted. Page 172 For further assistance, contact

173 Viewing Partial Scheduled Dispenses Partially dispensed scheduled items can be viewed on the Scheduled Dispenses screen. These will display a Partial status. Items will show Scheduled Quantity, Amount Dispensed from Scheduled Quantity, and Total Amount Dispensed Today. Page 173 For further assistance, contact

174 Dispense Med Orders Nucleus has the ability to interface with most EMR vendors. With EMR integration, patient orders can pull automatically over to Nucleus. To dispense using these med orders, follow these steps: I. Login to Nucleus II. Select Dispense, choose a patient, and select Continue Page 174 For further assistance, contact

175 Dispense Med Orders The patient s orders will now appear at the top of the screen. Along with the item names, Dose, Total Dispensed, and Administration Instructions will appear. To configure items, select an item from the MAR list to automatically populate results. Depending upon practice preference, MAR items can be matched to Nucleus items by Drug Name or J-Code. If J-Codes do not match, users can add Bundle Codes to items for better matching. Refer to the Formulary section of the guide. Click here to access. Page 175 For further assistance, contact

176 Dispense Med Orders Selecting an item from the MAR will display any items matched. Select the item(s) that are to be used for the dispense. Note: If no items are matched, use the search fields at the bottom of the screen. Page 176 For further assistance, contact

177 Dispense Med Orders Once the item is selected for dispense configuration, the dispense calculator will appear. Nucleus will automatically configure the item per MAR dose. Example: 442mg of Avastin is needed. Instead of two vials of 400mg Avastin, the user decides to take (1) 400mg and (2) 100mg vials. Use the Clear button to remove the configured dose, and manually enter 400mg. That will leave 142mg remaining on the MAR. Choose OK and continue to the next page to choose the 100mg Avastin vials. Page 177 For further assistance, contact

178 Dispense Med Orders Example Continued: Now that the 400mg vial is selected, the user needs to select the 100mg Avastin. Page 178 For further assistance, contact

179 Dispense Med Orders Example Continued: Nucleus will configure the remaining 42mg to the 100mg vial of Avastin. Note that the highlighted box will show users the remaining amount needed and the currently configured amount. Choose OK to finish. Page 179 For further assistance, contact

180 Dispense Med Orders Example Continued: Now that the entire 442mg dose amount is configured, Nucleus shows a check mark under column Order Configured. Note that the Dose and Dispense Total match. Continue configuring the remaining MAR items and then select Continue. Note: Orders do not need to be fully configured to continue a dispense. The MAR will still be accessible if pre-meds or other items need to be dispensed first. Page 180 For further assistance, contact

181 Dispense Med Orders Just like with a manual dispense, users will arrive at the Review Items screen. Use this time to double-check the dispense. Note that the Order Qty column will display what dose the MAR shows, while the Nucleus Qty will display what Nucleus is to dispense. Select Dispense to finish or the Back button to add additional items. Page 181 For further assistance, contact

182 Med Orders Not Found If in a scenario where the med order does not carry over from the EMR or is not approved, Nucleus will be unable to find the order. Users can select OK to continue with a manual dispense or choose Cancel to return to the patient screen. Note: If the MAR shows approved in the EMR but Nucleus is still unable to find it, contact the Nucleus Help for further assistance. Page 182 For further assistance, contact

183 Non-Med Order Items Additional items that are not on the MAR can be added to a Med Order dispense. Select the Non Med Order Item button to add Non-Med Order Items. Page 183 For further assistance, contact

184 Non-Med Order Items An item list will be displayed where the user can search for and add the Non-Med Order Item. Add the item by selecting the blue box and configure the dose. To return to the Med Order screen, select Med Order Item. To continue to the review screen, select Continue. Page 184 For further assistance, contact

185 Future Med Order Dispensing Med Orders approved for future dates can be dispensed in Nucleus. I. Login to Nucleus II. Select Dispense III. Select Med Order Options Page 185 For further assistance, contact

186 Future Med Order Dispensing Users can now select which future date Nucleus is to find Med Orders for. Note that if multiple dispenses for the future date are to occur, select Remember These Values to save the future date. Continue dispensing Med Orders as normal. Once all future Med Orders are processed, use this screen to Reset back to the present day. Note: During the dispense in the Review Items screen, make sure the Service Date reflects the future Med Order date for correct billing. Page 186 For further assistance, contact

187 Nucleus Portal Access The Nucleus Portal is a web-based companion for the Nucleus application. In the Nucleus Portal, users can schedule dispenses, use reports, assign items to Nucleus stations, create purchase orders, and edit formulary items. This portion of the reference guide will focus on these functionalities. To access the Nucleus Portal: I. Open Internet Explorer II. Access nucleus2.oncologysupply.com III. Login with current Nucleus ID, Password, and Practice Domain Number Note: If a domain number is unknown, contact Nucleus Help Page 187 For further assistance, contact

188 Nucleus Portal Login Screen Similar to the Nucleus Login Screen, the Nucleus Portal Login Screen features different information. This includes Contact Form, Nucleus Functionality Information, Quick Links to Item Information, Reporting Guides, Healthcare News & Updates, and Recall Information. Page 188 For further assistance, contact

189 Nucleus Portal Home Screen Upon logging into the Nucleus Portal, all users will arrive at the home screen. Through the Nucleus Portal, users can access Practice Mgmt, Inventory Mgmt, Reports, and Schedule Dispenses. Page 189 For further assistance, contact

190 Nucleus Portal Practice Mgmt The Nucleus Portal Practice Mgmt screen is similar to the Nucleus Application. Here, users can access Patients, Formulary, Roles, Users, and Lists. Patients, Formulary, Roles, and Users are all used the same way as the Nucleus Application. Refer to those sections of the Reference Guide for more information. Page 190 For further assistance, contact

191 Procedure Codes Only in the Nucleus Portal can add additional Procedure Codes to Nucleus stations. Procedure Codes can be dispensed for patients along with other items through the Dispense process. To access Procedure Codes: I. Login to Nucleus Portal II. Select Practice Mgmt III. Select Formulary IV. Select Procedures Page 191 For further assistance, contact

192 Procedure Codes Once in the Procedure Manager screen, users can view procedure names and codes, along with Editing, Adding, and Removing procedure codes. Page 192 For further assistance, contact

193 Adding Procedure Codes To add a procedure code, choose Add from the Procedure Manager screen. Here, users will need to enter a Procedure Name and Procedure Code. Options for printing a receipt, marking the procedure as billable are available. Users may also add cost, notes, or report sequence numbers to the procedures. Enter the desired information and click Next to continue adding the procedure code. Page 193 For further assistance, contact

194 Adding Procedure Codes The last step of creating a procedure code is to assign which stations will be able to use it. Select the station(s) by selecting the check box next to the station name. Choose Save to finish or Add Another to continue creating more codes. Page 194 For further assistance, contact

195 Editing Procedure Codes Select a procedure code and choose Edit. Edit the information and choose Save to finish. Page 195 For further assistance, contact

196 Removing Procedure Codes Select a procedure code and choose Edit. Edit the information and choose Save to finish. Page 196 For further assistance, contact

197 Kits Kits are item lists that can be created for dispenses. Kits can only be created and edited in the Nucleus Portal. To access the Kits Manager: I. Login to Nucleus Portal II. Select Practice Mgmt III. Select Formulary IV. Select Kits Page 197 For further assistance, contact

198 Kits Manager In the Kits Manager, users can view all created Kits. Selecting a Kit will give the option to Edit or Remove it. Select Add to create a new Kit. Page 198 For further assistance, contact

199 Create New Kits Select Add from the Kits Manager to create a new Kit. Page 199 For further assistance, contact

200 Create New Kits Create a Kit Name and add any notes for the Kit description. Choose Next/Save to continue. Page 200 For further assistance, contact

201 Create New Kits In the Item Assignments tab, choose Add Item to begin adding items to the Kit. Page 201 For further assistance, contact

202 Create New Kits A Select Item screen will now appear. Use the search fields to filter down item results and choose the blue box next to the item to configure it for the Kit. Page 202 For further assistance, contact

203 Create New Kits Next, an item calculator will be displayed. Users can choose to enter a standard quantity to be used for the Kit, or for the item to always be configured at time of dispense. Select OK to save the quantity. Page 203 For further assistance, contact

204 Create New Kits Next, an item calculator will be displayed. Users can choose to enter a standard quantity to be used for the Kit, or for the item to always be configured at time of dispense. Select OK to save the quantity. Page 204 For further assistance, contact

205 Create New Kits Once the item quantity is configured, users will be brought back to the select items screen. Continue adding any additional items. Previously configured items will be displayed in green with the dose shown. If the item dose is to be configured at dispense, the item quantity will show as zero. To add procedure codes to the Kit, select Show Procedures. Page 205 For further assistance, contact

206 Create New Kits Use the Select Procedures screen to search for and select any procedure codes. Click the blue box next to the procedure to add quantity. Page 206 For further assistance, contact

207 Create New Kits Using the procedure item calculator, users can input a set quantity amount or select the procedure to be configured at dispense. Enter the needed information and choose OK to save. Page 207 For further assistance, contact

208 Create New Kits After adding the procedure, users will be brought back to the Select Procedures screen. Continue adding additional procedures if needed. Select Show Items to return to the select items screen or choose Show Kit to finish the Kit. Page 208 For further assistance, contact

209 Create New Kits After adding all items or procedure codes needed for the Kit, users can now review all of Kit items. If the Kit is correct, the next step is to configure which Nucleus stations have access to the Kit. Select Next to continue to station assignment. Page 209 For further assistance, contact

210 Create New Kits In the Station Assignment tab, choose the Nucleus station(s) for the Kit to be accessed in. Once complete, select Save to finish adding the Kit. Page 210 For further assistance, contact

211 Editing Kits In the Kits Manager screen, select a Kit and choose Edit. Kit Name, Items, and Station Assignment may be edited. Page 211 For further assistance, contact

212 Removing Kits In the Kits Manager screen, select a Kit and choose Remove. Note: Kits cannot be removed if they are currently assigned to a Nucleus station. Page 212 For further assistance, contact

213 Lists In the Nucleus Portal, users can manage lists. These are lists for the following items: Allergy, Clinic Charge Reason, Diagnosis Code, Discrepancy Notes, Dispense Label, Physicians, Return Reason, and Waste Reason. To access Nucleus Portal lists: I. Login to Nucleus Portal II. Select Practice Mgmt III. Select Lists Page 213 For further assistance, contact

214 Lists In the List Manager, users can Edit, Add, or Remove lists. Page 214 For further assistance, contact

215 Lists Select a list to view what it contains. Choose Edit to rename the list description or Add to add new items to the selected list. Page 215 For further assistance, contact

216 Edit Lists Edit the list description by selecting the list and choosing Edit. Enter the new description and choose OK to save. Page 216 For further assistance, contact

217 Add List Items Selecting a list and choosing Add will allow users to add items to the pre-existing lists. Select OK to save. Page 217 For further assistance, contact

218 Nucleus Portal Inventory Mgmt Through the Nucleus Portal, users can view and manage inventory from all Nucleus stations under the practice domain. To access the Inventory Management screen: I. Login to Nucleus Portal II. Select Inventory Mgmt Page 218 For further assistance, contact

219 Nucleus Portal Inventory Mgmt In the Inventory Management screen, users can choose to Global Edit, Manage Positions, View/Approve Purchase Orders, View Pending Transfers, and View the Purchase Order Approval Queue (if applicable). Page 219 For further assistance, contact

220 Global Edit Global Edit is a Nucleus feature that allows users to view and edit all items assigned across all Nucleus stations under a single Nucleus practice. In the Inventory Management screen, select a Nucleus practice (shown with a green house icon) and then select Global Edit. Page 220 For further assistance, contact

221 Global Edit Once in the Global Edit screen, users can view all items assigned to the Nucleus stations of the selected Nucleus practice. Items are listed by name and give a Total QOH across all Nucleus stations. Use the (+) or (-) buttons located next to the item name to view more/less information. When viewing the information, users can see individual item quantities for each Nucleus station along with NDC, Expiration Date, Min/Max Levels, and if the item reorders automatically. Select the individual item and choose Edit to edit the item. Page 221 For further assistance, contact

222 Global Edit Each item can now have Min/Max Levels, Auto Reorder, and Favorite item options edited. Choose OK to save changes and return to the Global Edit item list. Page 222 For further assistance, contact

223 Global Edit Each item can now have Min/Max Levels, Auto Reorder, and Favorite item options edited. Choose OK to save changes and return to the Global Edit item list. Page 223 For further assistance, contact

224 Nucleus Portal Manage Positions In the Nucleus Portal, users can Manage Positions of the Nucleus stations. This allows users to use the features shown in the Position Management section of the Reference Guide. In the Inventory Management screen, select a Nucleus station and choose Manage Positions. Page 224 For further assistance, contact

225 Nucleus Portal Manage Positions Once in the Position Assignment screen, users will see the similarity of the Position Assignment screen from the Nucleus application. Note: Moving Items, Restocking, Unloading, and Check Position is only available on the Nucleus application. Page 225 For further assistance, contact

226 Nucleus Portal Purchase Orders From the Inventory Management section of the Nucleus Portal, users can view, edit, and approve all Purchase Orders from each Nucleus Station. In the Inventory Management screen, select a Nucleus station and choose Purchase Order. Page 226 For further assistance, contact

227 Nucleus Portal Pending Transfers From the Inventory Management section of the Nucleus Portal, users can view all Pending Transfers for the entire Nucleus domain. In the Inventory Management screen, select Pending Transfers. Page 227 For further assistance, contact

228 Nucleus Portal Pending Transfers Once in the Pending Transfers screen, users will see each item listed individually. Along with item name, quantity, transferring station, receiving station, and cost will be displayed. Note: Click on each column header to sort the list. If Annex Transfers are enabled, use the View Annex Transfer button to access an Annex Transfer list. Page 228 For further assistance, contact

229 Nucleus Portal Reports Reports can be executed at the Nucleus Application or Portal, to access reports: I. Login to Nucleus Portal II. Select Reports Note: Additional Reports information can be found in the Nucleus Reporting Brochure. This brochure is located on the Nucleus Login Screen under Reports. Page 229 For further assistance, contact

230 Reports List Once the user has selected Reports, the Reports List will be shown. Lists are compiled into sections. These sections are: Custom Financial Reports, Custom Non-Financial Reports, Financial Reports, and Non-Financial Reports. Note: All reports will be listed with a short description of what the report consists of. Page 230 For further assistance, contact

231 Running a Report Use the Filter by Report Name text field to filter reports or scroll through to find a report. Select a report and choose Continue. Page 231 For further assistance, contact

232 Running a Report Once the report is selected, users can either change the parameters (listed on the left-side of the screen refer to the Changing Report Parameters section of the Reference Guide ) or choose Run to run the report. Page 232 For further assistance, contact

233 Running a Report After the report finishes loading, users can view the report or download it. Use the arrow buttons to scroll between pages in the report viewer. Reports are available for download in three different formats: PDF, Excel, or CSV. Click on the PDF, Excel, or CSV icon to begin the download. Choose either Open or Save at the bottom of the screen to finish the download. Page 233 For further assistance, contact

234 Choosing Report Parameters Depending on which report was chosen, a number of different parameters can be customized before running the report. To access parameter options, click the parameter name to expand and collapse options. Page 234 For further assistance, contact

235 Types of Report Parameters Report Parameter Name Dispense Type Group By Location Order Number Paging Patient Physician PO Refill Product Product Type Service Date Transaction Date Transaction Type Transfer Status User Vendor Description Search specific item dispense types: Auto Calculate Waste at Dispense, Return to Position, Under the Hood, Whole Dispense Change the grouping of inventory items. By Door, By Station, By Clinic, etc. Change which Nucleus Station(s) are being reported against Search for a certain Nucleus Purchase Order number Change billing reports to print each patient on a separate page or condensed across multiple pages Search for specific patients by name or patient ID Search for specific physicians by name or physician ID Choose to search for Auto Order and/or Non-Auto Order items Search for specific items by name or item ID Search for specific items by product type. Medication, Supply, White Bag, etc. Change service date to another option: Custom Date Range, Equal to Day, Earlier Than Date, Later Than Date, Month to Date, Year to Date, Last Month, Last Week, This Week, Yesterday, Last 12 Hours, Today, Tomorrow, Next 2 Days, Next 3 Days, Next 5 Days, Next 7 Days, This Month, Next Month, Ignore Change transaction date to another option: Custom Date Range, Equal to Day, Earlier Than Date, Later Than Date, Month to Date, Year to Date, Last Month, Last Week, This Week, Yesterday, Last 12 Hours, Today, Tomorrow, Next 2 Days, Next 3 Days, Next 5 Days, Next 7 Days, This Month, Next Month, Ignore Change transaction type to another option: Adjust Count, Audit, Clinic Charge, Dispense, Door Recovery, Failed Door, Move, Position Assignment, Procedure, Procedure Return, Restock, Restock Through Overstock, Restock Through PO, Scheduled Dispense, Transfer, Unload, Waste(After), Waste at Dispense Search for specific transfer statuses: Complete, In Progress, Cancelled Search for a specific user by name or user ID Choose which Vendors to search by: Oncology Supply, Non-Oncology Supply, etc. Page 235 For further assistance, contact

236 Saving Report Parameters If reports with certain customized parameters are constantly being ran, save these parameters by choosing Save Parameter Set. This will allow users to continually reports with parameters without having to re-customize the report. Continue to the next page to view finding saved Parameter Reports. Page 236 For further assistance, contact

237 Saving Report Parameters Each saved parameter set will need a Name and/or a Description. For example as seen below, a user can save a weekly activity report for a few select items. Click OK to save the parameter set. Page 237 For further assistance, contact

238 Accessing Saved Report Parameters All reports with saved parameters will be accessible from the Reports List page. Choose Parameter Sets to view all reports with saved parameters. Page 238 For further assistance, contact

239 Accessing Saved Report Parameters Once in the Parameter Set Details screen, all saved parameter sets will be displayed. Select an item to view details, edit, or delete the saved parameter set. Choose Continue to run the report. Page 239 For further assistance, contact

240 Scheduling Reports Similar to the benefits of saving report parameters, Nucleus also includes the ability to schedule any report. Once a report has been chosen and the parameters set accordingly, choose Save Schedule to bring the up the scheduler. Page 240 For further assistance, contact

241 Scheduling Reports Scheduled reports require a Name, Address, and Time Zone. Reports can be scheduled for daily, weekly, or monthly execution. Once the user has finished selecting the correct scheduled times, choose OK to save the schedule. Nucleus will send the user an for access upon report execution. Note: If the scheduler is too small, use the Maximize icon in the top right to expand the view. Page 241 For further assistance, contact

242 Viewing Scheduled Reports List To edit, remove, view details or view the history of a scheduled report, access the scheduled reports page by choosing Scheduled Reports on the Reports List screen. Page 242 For further assistance, contact

243 Viewing Scheduled Report History Select a scheduled report and choose History. Page 243 For further assistance, contact

244 Viewing Scheduled Report History Select one of the reports from the Scheduled Report History and choose View to access a prior report. Note: Users must be logged into the Nucleus Portal to view report history. Page 244 For further assistance, contact

245 Scheduling Dispenses Scheduled Dispenses can be created from the Nucleus Application or Portal. To view all station s scheduled patients: I. Login to Nucleus Portal II. Select Scheduled Dispenses III. Select a Nucleus Station Page 245 For further assistance, contact

246 Scheduling Dispenses In the Schedule Dispense screen, users can view scheduled dispense calendar. The amount of patients for each day will be shown once a user selects a Nucleus Station. Clicking on the patient row will take users the scheduled dispense screen. Page 246 For further assistance, contact

247 Scheduling Dispenses In the Scheduled Dispenses screen, users can edit the schedule, change the give date, or delete the schedule. Scheduled dispenses cannot be dispensed from the Nucleus Portal and must be dispensed from the Nucleus Station. Refer to the Dispensing from Schedule portion of the Reference Guide. Click Here to access. Page 247 For further assistance, contact

248 Scheduling Dispenses In the Schedule Dispense screen, users can choose a station to schedule dispenses for. Select the station and choose Patient List to continue. Page 248 For further assistance, contact

249 Scheduling Dispenses Once in the Patient List, select a patient and choose Continue. Page 249 For further assistance, contact

250 Scheduling Dispenses Add an item by selecting the blue box next to the item name. Page 250 For further assistance, contact

251 Scheduling Dispenses Users can either choose to have the item dose configured at dispense or manually enter a dose during scheduling. Click OK to save the configuration and choose Continue after adding any additional items. Page 251 For further assistance, contact

252 Scheduling Dispenses Once the user reviews the scheduled items and doses, choose Schedule to configure the scheduled date(s). Page 252 For further assistance, contact

253 Scheduling Dispenses Non-recurring dispenses can be scheduled for a certain day. Use the Calendar to select the day and choose Schedule to save. Page 253 For further assistance, contact

254 Scheduling Dispenses If the user needs to make a recurring scheduled dispense, click the Recurring checkbox. Use the calendar to pick the starting date and the two text fields for how often the dispense will reoccur. Choose Schedule to save. Page 254 For further assistance, contact