Pyxis XMTR2BTN Users Manual

JITRBUD Main

User Guide

Version 5.0

Part Number 108741-01

JITRBUD

User Guide



Main

Version 5.0

JITRBUD Main User Guide

Changes in equipment, software, or procedures may occur
periodically; information describing these changes will be included
in future editions of the manual and periodic change-page releases.

July 2002

RBUD Main

JIT

User Guide

Part # 108741-01

JIT

RBUD is a registered trademark

of Pyxis Corporation. The Pyxis

logo is a registered trademark

of Pyxis Corporation.

© 2002

Pyxis Corporation

3750 Torrey View Court

San Diego, CA 92130

1-800-367-9947

Fax: [phone]

www.pyxis.com

All rights reserved.

Printed in the

United States of America.

Because of the inherent delays involved in producing documentation,
information in this document is subject to change without notice and
does not represent a commitment on the part of Pyxis Corporation to
provide additional services or enhancements.

Unless otherwise noted, all names of companies, products, street
addresses, and persons contained herein are part of a completely
fictitious model or models, and are designed solely to document and
illustrate the use of the JIT

RBUD product.

Warning : This equipment generates, uses, and can radiate
radio frequency energy and if not installed and used in
accordance with the instruction manual, may cause
interference with radio communications. It has been tested and
found to comply with the limits for a Class “A” digital device
pursuant to Subpart B of Part 15 of the FCC Rules, which are
designed to provide reasonable protection against such
interference when equipment is operated in a commercial
environment. Operation of this equipment in a residential area
may cause interference, in which case the user, at their own
expense, will be required to take whatever measures may be
required to correct the interference.

This device complies with Part 15 of the FCC Rules and with
RSS-210 of Industry Canada. Operation is subject to the
following two conditions:

1.This device may not cause harmful interference, and

2.This device must accept any interference received, including
interference that may cause undesired operation.

Changes or modifications not expressly approved by the party
responsible for compliance could void the user’s authority to
operate this equipment.

ii JITRBUD Main User Guide

Contents

Preface...... ............ ............ ............ ............ ............ vii

Welcome ......................................................................................... vii

How this Guide is Organized....................................................... viii

Manual Overview............................................................................ viii

User Guide Conventions ................................................................ ix

Text.................................................................................................... ix

Icons .................................................................................................. ix

User Guide Terminology................................................................. x

Chapter 1

System Overview.................................................1-1

Benefits and Features.................................................................... 1-2

System Components ...................................................................... 1-3

RBUD Stations........................................................................ 1-3

JIT

UPPLYCENTER Console ..............................................................1-3

S

The Network Information ............................................................ 1-3

Comprehensive Reporting............................................................ 1-4

Chapter 2

Station Basics......................................................2-1

Station Basics .................................................................................2-2

Using the Touch-Screen...............................................................2-2

Using the Keyboard .....................................................................2-2

JITRBUD Main User Guide iii

Contents

Using the JITRBUD Transmitters ................................................2-3

Using Window and Screen Features............................................ 2-3

Command Buttons ....................................................................2-3

Scroll Bars.................................................................................2-3

Lists........................................................................................... 2-4

Drop-down Lists ....................................................................... 2-4

Check Boxes ............................................................................. 2-4

Search Boxes............................................................................. 2-4

Confirmation Screens ...............................................................2-4

Logging In ...................................................................................... 2-5

Logging In Using ID and Password............................................. 2-5

Logging Out ...................................................................................2-6

To log out..................................................................................2-6

Changing Your Password.............................................................2-7

Main Menu..................................................................................... 2-8

Main Menu Functions .................................................................. 2-9

Using Additional Tools................................................................ 2-11

Station Communication .............................................................. 2-12

Verifying Communication ......................................................... 2-12

Device Status.............................................................................. 2-13

Methods Status........................................................................... 2-15

Sessions Status ...........................................................................2-16

Protocol Status ...........................................................................2-17

Receiving Status......................................................................... 2-19

Transmitting Status .................................................................... 2-20

Chapter 3

Patient Care Functions .......................................3-1

Take-Return...................................................................................3-2

Searching for Patients .................................................................. 3-2

Sorting Lists .................................................................................3-3

Taking Items ................................................................................3-4

Taking Items with Multiple Patient Selection Feature ............. 3-4

Quick Take................................................................................ 3-5

Taking Items in No Patient Mode.............................................3-6

Taking Items with Lot/Serial Number Tracking.......................3-7

Using the Procedure Date Feature ............................................... 3-9

Patient Lists................................................................................ 3-10

Global Patient List (Global).................................................... 3-10

Local Patient List (Local) ....................................................... 3-10

My Patient List (My List).......................................................3-10

Adding Patients to My List..................................................... 3-11

Deleting Patients from My List .............................................. 3-12

Finding Items ............................................................................. 3-13

Global Find Item..................................................................... 3-14

Returning Items.......................................................................... 3-16

Returning Items in No Patient Mode...................................... 3-17

iv JITRBUD Main User Guide

Emergency Access ..................................................................... 3-18

Patients ......................................................................................... 3-20

Searching for Patients ................................................................ 3-20

Adding Patients.......................................................................... 3-21

Editing Patients .......................................................................... 3-23

Reconcile ADT ..........................................................................3-24

Request Item ................................................................................ 3-26

Requesting Items........................................................................3-26

Chapter 4

Inventory Management Functions .....................4-1

Inventory ........................................................................................4-2

Searching for Items ......................................................................4-3

Verifying Quantity ....................................................................... 4-4

Editing Items in Inventory ...........................................................4-6

Outdating Expired Items in Inventory .........................................4-8

Load-Unload ................................................................................4-10

Searching for Items ....................................................................4-10

Loading Items ............................................................................4-11

Loading Empty Bins ............................................................... 4-12

Loading Pending Bins............................................................. 4-14

Unloading Items......................................................................... 4-16

Moving Items to a New Location .............................................. 4-17

Item Alias .....................................................................................4-19

Searching for Items ....................................................................4-19

Creating an Item Alias ...............................................................4-20

Editing an Alias.......................................................................... 4-21

Deleting an Alias........................................................................ 4-22

Refill.............................................................................................. 4-23

Refilling Items............................................................................ 4-24

Spot Refill............................................................................... 4-25

Outdating Expired Items in Refill.............................................. 4-27

Refill By Request Order.............................................................. 4-30

Contents

Chapter 5

Station Management Functions .........................5-1

Users ............................................................................................... 5-2

Searching for Users...................................................................... 5-2

Creating Users..............................................................................5-3

Editing Users................................................................................5-9

Deleting Users............................................................................5-14

Creating User Templates............................................................ 5-15

Creating Users From Templates ................................................ 5-22

Editing User Templates.............................................................. 5-23

Deleting User Templates............................................................ 5-24

Station Options ............................................................................ 5-25

JITRBUD Main User Guide v

Contents

Setting Station Options .............................................................. 5-25

Hardware Setup........................................................................... 5-31

Adding JIT

Editing Cabinet Information ......................................................5-35

Clearing the Hardware Setup Table...........................................5-36

Deleting Devices ........................................................................5-37

Appendix A

RBUD Cabinets (Locations) .................................... 5-33

Troubleshooting ................................................. A-1

Transmitters Not Communicating to Receiver ........................... A-2

Patients Not Showing Up At A Station....................................... A-2

Station Screen Is Black ............................................................... A-3

Keyboard Is Unresponsive.......................................................... A-3

Touch Screen Is Unresponsive.................................................... A-4

Supply Is Not Listed In Find Item .............................................. A-4

Wrong Supply Removed ............................................................ A-5

ID Is Not Working ..................................................................... A-5

Brain Transplant.......................................................................... A-6

Appendix B

Safety and Maintenance..................................... B-1

General Safety Tips ..................................................................... B-2

Safe Computing ............................................................................ B-3

Regulatory Compliance ............................................................... B-3

Electrical Guidelines................................................................... B-4

Power Requirements .................................................................... B-5

Appendix C

Specifications ..................................................... C-1

Appendix D

Glossary .............................................................. D-1

Index ..............................................................Index-1

vi JITRBUD Main User Guide

Welcome

Thank you for choosing the JITRBUD system.

Preface

The JIT
Console and JIT
JIT

This document covers using the JIT
S
documents.

The JITRBUD Main User Guide does not cover service and repair procedures.
Instead, it focuses on the daily use, minor maintenance, and troubleshooting of the
system. For information about the JIT
document, please call the Pyxis Worldwide Service Center at 1-800-727-6102.

RBUD system consists of two primary components: the SUPPLYCENTER

RBUD Stations. There are two types of JITRBUD Stations: the

RBUD Main Station and the SUPPLYSTATION 30 with the JITRBUD option.

RBUD Main Station. The user guides for the

UPPLYCENTER Console and the SUPPLYSTATION 30 are provided as separate

RBUD Station that is not covered in this

JITRBUD Main User Guide vii

Preface

How this Guide is Org anized

This manual is designed to help you quickly gain experience and confidence using
the JIT
levels of need and interests. Refer to the following for more information:

Manual Overview

This manual contains the following:

• Chapter 1, System Overview - Introduces the JITrBUD system, its purpose,

• Chapter 2, Station Basics - Provides general information about the JITrBUD

• Chapter 3, Patient Care Functions - Contains information and procedures

• Chapter 4, Inventory Management Functions - Provides information and

RBUD Main Station. The chapters and appendixes are directed to varying

and components.

Main and explains how to use menus and screens.

for using the patient care functions at the JIT

RBUD Main: Removing Items,

Returning Items, and Discarding Items.

procedures for performing inventory management functions at the JIT

RBUD

Main, including loading and unloading items, taking inventory, and refilling

stock.

• Chapter 5, Station Management Functions - Explains how to use the

RBUD Main to manage the supply system at your facility, including

JIT

defining user and Station access privileges, adding items alias’s to your

system and assigning them to the Stations; and how to run reports at the

Station.

• Appendix A, Troubleshooting - Describes troubleshooting techniques for the

RBUD Main, such as what to do if the Station is down or a if a patient is

JIT

not appearing at the Station.

• Appendix B, Safety and Maintenance - Provides important safety and
maintenance information.

• Appendix C, Specifications - Describes JIT

RBUD system equipment,

dimensions and components.

• Appendix D, Glossary - Definitions of terms used in this guide as they apply
to the JIT

RBUD system.

viii JITRBUD Main User Guide

Preface

User Guide Conventions

This guide uses the following conventions.

Text

• The name of a document title, field, screen, or tab is formatted in italics.

• The name of a button, command, option, or icon is formatted in

bold.

Note

Caution

Warn in g

• The name of a key on the keyboard is formatted in

SMALL CAPS.

Icons

This document uses the following symbols:

Note text contains supplementary information or emphasizes a point
or procedure.

Caution indicates a potentially hazardous situation which, if not
avoided, could result in minor or moderate injury. Caution is also
used to alert against unsafe practices that could result in
unpredictable results or data loss.

Warning indicates a potentially hazardous situation which, if not
avoided, could result in death or serious injury.

JITRBUD Main User Guide ix

Preface

User Guide Terminology

Familiarity with the following terms will help you to understand and use the
information and procedures in this guide. Appendix D provides a glossary of
additional terms.

• Station — The device that stores and tracks supplies. Each Station has an
internal computer that tracks access and item usage information and
communicates with the S
Main unit and any attached auxiliaries.

UPPLYCENTER Console — The central repository for all information is the

• S

UPPLYCENTER Console (also referred to as the Central Console). This

S
computer directs Stations in a facility. The S
communicates and receives data and updates activity information to all of the
Stations. The S

UPPLYCENTER Console also maintains all patient and activity

information used to generate reports.

• ProCar Computer — The ProCar computer is responsible for interface
communications, including the ADT, billing, and Material Management
Information Systems (MMIS). The interface communications software is
developed, configured, and installed by Pyxis during the Station system
installation. Pyxis considers this communication hardware and software
interface proprietary.

• Auxiliary Unit — A unit that can be added to a Station for additional
capacity. An auxiliary unit does not have an internal computer; the Station
controls access to the auxiliary unit.

UPPLYCENTER Console. Station may refer to the

UPPLYCENTER Console

• Users — Nurses or other personnel in the facility that use the Stations.

• Item — A supply that is stored, dispensed, and managed by the system. Item
is used to refer to the name of the supply assigned to a bin.

• Bin — A specific location of an item. Each item is assigned to a Station and to
a unique bin within the Station.

x JITRBUD Main User Guide

Chapter

1

System Overview

The JITRBUD system automates the distribution and management of hospital
supplies. The system tracks items when they are removed from the JIT
Main and used for a patient. All transaction information including the name of the
patient, and the description and quantity of supplies removed, is automatically
recorded at the Station and sent to the Console for accounting, restocking, and
billing purposes.

RBUD

The JIT

• Control costs and capture lost charges by creating an electronic transaction

• Increase nursing and central supply productivity by reducing or eliminating

• Improve response time by utilizing existing storage solutions and providing

• Optimize inventory levels using real-time usage information.

JITRBUD Main User Guide 1-1

RBUD system is used to perform the following:

record for supplies managed by the JITRBUD Main.

time-consuming and labor-intensive tasks in these areas.

information when stock is needed.

Benefits and Features

Benefits and Features

• Open storage system - immediate access to all patient supplies

• Utilizes existing supply storage hardware

• Transmitters have wireless push-to-take buttons that use RF technology

• Expiration date tracking for flagged supplies

• No Patient Mode - eliminates patient selection for appropriate supply areas

• Patient reconciliation - ability to reconcile a temporary patient and all the
associated charges to be reconciled with a permanent patient at the
SUPPLYCENTER Console and Station

• Refill by Request - when restock report is flagged to notify Station, the
associated order appears at the Station with all the items expected to be
refilled.

• Ability to interface and send refill orders from vendors to the Station.

• Ability to create item aliases at the Station

• Ability to create user templates

1-2 JITRBUD Main User Guide

System Components

System Components

There is no one-size-fits-all implementation of the JITRBUD system; the
installation of equipment is configured specifically for your needs and the way
you do business. After working with you to evaluate various options, Pyxis
implements the required components necessary to meet your specific needs.

JITRBUD Stations

There are two types of Stations that utilize JITRBUD transmitters: the JITRBUD
Main and the S

UPPLYSTATION System 30 with JITRBUD option:

•The JIT

RBUD Main is an open-shelf system that integrates JITRBUD

transmitters with existing supply storage cabinets, shelves and bins at a
hospital facility.

•The S

The JIT

UPPLYSTATION 30 with JITRBUD option integrates JITRBUD

transmitters with S
capacity. For more information about the S
option, see the S

RBUD transmitters have push-to-take buttons that use radio frequency

UPPLYSTATION System 30 cabinets to expand system

UPPLYSTATION 30 with JITRBUD

UPPLYSTATION System 30 User Guide (version 6.0+).

(RF) to send transaction information from the storage location to the Station
computer. Supply inventory information is tracked at the Station and sent to the
Console to automate supply distribution and management.

SUPPLYCENTER Console

The SUPPLYCENTER Console is the computer that controls all Stations in your
facility. Each Station reports to the S
accessed and whenever a transaction is completed. The S
is also used to manage users, patients, and inventory throughout the facility. It is
interfaced to the Hospital Information System (HIS) through the ProCar for
updating patient census information and to the Materials Management
Information System (MMIS) for the transfer of usage data.

UPPLYCENTER Console every time an item is

UPPLYCENTER Console

The Network Information

The ProCar is also part of the SUPPLYCENTER Console communications hub.
Since Pyxis systems use information from the hospital and materials management
information systems, there must be a way to translate all the information into the
format used by Pyxis systems. This translation is the job of the Pyxis ProCar
computer which serves as a connection, or interface, between Pyxis systems and
hospital and MMIS.

Additionally, the following Station interface options are available:

1. Admission, Discharge and Transfer (ADT)

2. Automated Billing

3. Materials Management Information System (MMIS)

4. Direct Vendor Interfaces

JITRBUD Main User Guide 1-3

System Components

Comprehensi ve Reporting

Given the possibility of dozens of Stations spread throughout a variety of patient
care areas, the need for comprehensive and accurate reporting is critical to
Materials and System Managers.

UPPLYCENTER Console keeps up to forty five days of transactional data and

The S
six months of data summary, including supply removal, refilling, inventory
verification, discarding, and returning items from all Stations. This data can be
sorted and printed into a variety of reports and kept as a permanent record of
supply usage. Reports on every aspect of the Station—including door or bin
accesses, inventory, patient ADT, and status—by Station and system-wide are
available from the S
this information for reference, safekeeping, or creating spreadsheets, you can
easily archive the S
import the data into several popular database and spreadsheet programs.

UPPLYCENTER Console. If you want to electronically store

UPPLYCENTER Console’s transaction data to diskette and

1-4 JITRBUD Main User Guide

Station Basics

This section describes the following information:

• Using the Touch Screen

• Using the Keyboard

Chapter

2

• Using the JIT

• Using Window and Screen Features

• Logging in and out of the Station

• Changing Your Password

• Using the Main Menu

• Using Additional Tools

• Viewing Communication status

The examples used throughout this guide show screens with full
access privileges and most Station options turned on. The screens

Note

JITRBUD Main User Guide 2-1

you see on your system may vary depending on your access
privileges and Station Option settings.

RBUD Transmitters

Station Basics

Station Basics

This section gives an overview of the Station user interface. There are three ways
to make selections and enter information at the Station:

• Touch-screen

• Keyboard

• Take/Return Remote Transmitters

Using th e Touch-Screen

The Station has a touch-screen. Rather than typing commands, simply touch your
selection on the screen. For example, to select a patient, scroll through the list
using the up and down arrows to the right of the list until the patient’s name
appears, then touch the patient’s name. The patient is highlighted when selected.

Using the Keyboard

Some information, such as your password, is entered using the keyboard. If you
make a mistake, simply press the

BACKSPACE key to erase keystrokes.

To select an item from a list, type the first few letters of the name to display all
items that match your entry. Continue entering letters until the correct item is
listed.

The following table lists keyboard keys to perform various functions.

Keys Function

UP ARROW

DOWN ARROW

BACKSPACE

DEL

HOME

END

ENTER

Scrolls up a line in a list.

Scrolls down a line in a list.

Deleted previous character in a field.

Deletes one character forward in a field.

Takes you to the top item in a list.

Takes you to the bottom item in a list.

Accepts entries and clears open dialog boxes.

2-2 JITRBUD Main User Guide

Station Basics

Using the JITRBUD Transmitters

JITRBUDs are battery powered transmitters that use radio frequency (RF) to send
transaction data to the Station. Press the
the JIT

RBUDs to adjust the inventory count when you remove and return items at

Take and Return buttons on the front of

the Station.

JIT

RBUD transmitters emit an audible tone to confirm the successful receipt of

transaction information. The tone emitted for Take and Return transactions are
different so you can distinguish whether you pressed the appropriate button.

Using Window and Screen Features

The features described in the following section will help you navigate through the
Station screens.

Command Buttons

Command buttons let you accept and cancel changes and execute a selected
option.

Button Description

Done

Done

Cancel

Close

Continue

OK

Next

—Press this button to accept entries, save changes, and
complete an activity. On some screens this button also closes the
screen.

Cancel

—On some screens, pressing this button cancels entries

and the current operation.

Close

—Press this button to close the screen.

Continue

OK

Next

—Press this button to move forward in the process.

—Press this button to accept entries and settings.

—Press this button to go to the next item.

Scroll Bars

1. Touch the up- and down-arrows. The arrows in the scroll bar are used to move
through lists.

– or –

Use the up- and down-arrows on the computer keyboard and scroll one item at
a time.

JITRBUD Main User Guide 2-3

Station Basics

Lists

• Select the desired item. The item will be highlighted.

• To select multiple items in a list, press and hold down the C

TRL key and

highlight each item.

Drop-down Lists

Select the top arrow to display a list of options.

Check Boxes

A check box is used to select multiple options. You can select one, a few, or all
options listed. When the option is selected, the box contains a check mark

. To

clear the selection, touch the box again.

Search Boxes

Search boxes are used to find patients or items in a list. The patient search box
provides a way to search for the patient name, Room, or ID. The Item search
feature provides a way to search for the Item name or ID.

Confirmation Screens

A confirmation screen may appear after selecting an option.

• Press

• Press

Yes to verify the action.
No to cancel the action.

2-4 JITRBUD Main User Guide

Logging In

Logging In

Only authorized users can access the Station. The system administrator can assign
each Station one of the following modes of access:

• User ID only (not recommended by Pyxis)

• User ID and password

You must log in before you can access the system. Logging in verifies your
identity and allows the system to track your transactions. You must always log in
before performing any activity at the Station.

When you log out, or after the system has been inactive for the pre-determined
time-out interval, the screen reverts to the Login screen until the next user logs in.

Logging In Using ID and Password

Logging in with a user ID and password protects the security of a Station. Use the
touch screen and keyboard to log in to the Station.

To log in using ID and Password

Note

1. Press the

Login icon.

The Login window appears.

2. Type your User ID and press

TAB or ENTER.

The cursor moves to the Password field.

3. Type your Password and press

OK or ENTER.

The screen that appears depends on your security privileges and the
preferences selected on the My Settings window at the Station. The default
screen is the Main Menu. To change the default screen, modify your user
preferences.

For more information about setting user preferences, refer to
Chapter 5, My Settings.

JITRBUD Main User Guide 2-5

Logging Out

Logging Out

You must log out of the system when you leave the Station. As a safeguard
determined by the System Manager, the system will automatically revert to the
Login screen if the Station is inactive for a predetermined period of time even if
you have not logged out. However, you should never leave the Station without
logging out to ensure transactions are not performed by other users using your
login ID.

To log out

1. Press the Exit icon to log out when you are finished using the Station.

The Login screen appears and the Station is ready for the next user to login.

If you have initiated an activity that requires a response, you will
be prompted to complete the activity.

Note

2-6 JITRBUD Main User Guide

Changing Your Password

Changing Your Password

The first time you access the Station, you will use the password assigned to you
by the System Manager. If your user ID on the S
Expire Initial Password, you will be prompted to change your password the first
time you log in. You can also change your password at any time as a safety
measure, or when you are notified that your password is about to expire.

To change your password

UPPLYCENTER Console is set to

1. From the Main Menu, press the

Users icon.

The Users screen appears.

2. Select your name and press

Edit.

The User window appears.

3. Enter a new password in the Password and Confirm Password fields.

4. Press

5. Press

JITRBUD Main User Guide 2-7

OK.
Exit to log out of the Station.

Main Menu

Main Menu

After you successfully login at the Station, the Main Menu appears unless you are
assigned a different Start screen on the Preference tab on the User window. The
Main Menu allows you to access all the functions available with your user access
privilege level.

• Patient Care—Provides access to the Take/Return, Patients, and Request
Item features at the Station. Instructions for these functions are included in
Chapter 3, Patient Care Functions.

• Inventory Management—Provides access to the Inventory, Load/Unload,
Item Alias, Refill, and Refill by Request Order features at the Station.
Instructions for these functions are included in Chapter 4, Inventory
Management Functions.

• Station Management—Provides access to the Users, Options, Hardware and
Setup features at the Station. Instructions for these functions are included in
Chapter 5, Station Management Functions.

2-8 JITRBUD Main User Guide

Main Menu Functions

Description Graphic

Use the Take-Return feature to take or
return items for patient care.

Use the Patients feature to add, edit, and
delete patients, and reconcile ADT. Only
temporary patients can be created at the
Station.

Use the Request Item feature to inform the
SUPPLYCENTER
needed at the Station. The message sent to
the

SUPPLYCENTER
Item name, Item ID, User name, User ID
and a text message. Upon sending the
message, the materials management is
alerted.

Console that a supply is

Console contains the

Main Menu

Use the Inventory feature to maintain
current counts of items at the Station.

Use the Load feature to assign an item to a
location in the Station.

Use the Unload feature to remove an item
from a location in the Station.

Use the Item Alias feature to create an
alternate name for an item. The alias can
be added, edited, or deleted. The item
alias appears on the item list.

Use the Refill feature to replenish items at
the Station. You can refill items at Below
Par, At Refill, At Critical Low, or do a
Spot Refill.

JITRBUD Main User Guide 2-9

Main Menu

Description Graphic

Use the Refill by Request Order feature to
replenish the Station in one simple step.
Replenishment information is received
electronically from the
Console or outside vendors and transmits
data directly to the Station with an
associated PO number.

Use the Users feature to create a user or a
user template. You can also edit user
settings, delete a user, or extend an ID
Expiration.

Use the Options feature to customize the
Station for specific needs and purposes.
Included are General Station Information,
Options, Time Options, Printing Options,
and Station Communication Settings.

SUPPLYCENTER

Use the Hardware Setup feature to add,
edit, or delete a cabinet or device. For
additional assistance or information call
the Pyxis Worldwide Service Center at:
1-800-727-6102.

2-10 JITRBUD Main User Guide

Using Additional Tools

Using Additional Tools

Select the Pyxis icon to display the toolbar.You can access the tools when you are
logged in or out of the Station.

1. Press the Pyxis icon in the upper left corner of the screen.

The Tools drop-down menu appears.

2. Press the icon to select one of the following Station tools:

• Help - provides a Help Menu to display the online Help file

• Quick Reference Guide - provides a Quick Reference Guide for the
Station functions.

• Tutorial - provides a tutorial that includes the basic steps of the major
tasks you will perform at the Station. You can not run the tutorial while
you are logged on to the Station.

• COMM - displays the status of communication between the Station and
the Console.

3. Press the close X button in the upper right corner of the Tools menu to exit.

JITRBUD Main User Guide 2-11

Station Communication

Station Communication

Communication Status at the Station shows diagnostic information about the
communication link between the Station and the S
Comm Status window can be accessed from the toolbar menu after logging in or
from the Login screen.

There are 5 different types of communication methods:

• XT - Network

• FA - Direct Serial (9600 baud)

• RS - RS 485 (2400 baud, also NS 9600 baud)

• MO - Modem

• DA - Direct Access

Verifying Communication

To verify communication

UPPLYCENTER Console. The

1. Press the tools menu icon.

The tools menu appears.

2. Press the

The Device Status screen appears.

Communication icon.

2-12 JITRBUD Main User Guide

Statio n C o m m u ni c a t i o n

Device Status

Device Status is the most commonly used comm status screen, showing the status
of the communication links between the Console and the various devices--i.e.,
Stations, ProCars, etc. Devices list in rows, with columns for the name, the polling
status and polling period, the time when last polled, how late the next poll is, the
time when the Console and device last communicated successfully, the poll fail
count, the number of messages in the memory message queue, the number of
messages in the overflow message queue on disk, and the finish status.

The only devices you will see on the Station’s communication status is the
Console. The Device Status screen is used to check the communications between
the Station and the Console. This is the first and most important screen to review
if a communication failure is suspected. For information about the Device Status
screen, refer to the following table.

Message Description

Device any piece of equipment that communicates directly with the

Console, such as the Station or ProCar computer

Method method type used

Poll indicates if the device is set up to be polled: Y for Yes, N for

No. (The Station should be
Usually, the Console polls the Station.)

p.fail the Console polls the Station, so value will always be 00:00

p.data the Console polls the Station, so value will always be 00:00

p. no data the Console polls the Station, so value will always be 00:00

last try data and time the device was last polled by the Console

JITRBUD Main User Guide 2-13

N

unless the Station is polling.

Station Communication

Message Description

last link date and time the device was last successfully linked with the

FC (Failure Count) the number of times the Console and Station

rq msg messages received at the Station from other units

xq msg (Disk Message) number of messages that the Station has

status finish status code. The code shows what the last status was

Console

have failed to link

temporarily stored in the database for transmission to the
Console. This number is normally zero, but it may increment
if overall traffic is heavy and memory becomes depleted or if
the Stations are off-line. When memory becomes available,
the xq msg should quickly drop to zero as the messages are
again queued in memory.

between Station and Console.

2-14 JITRBUD Main User Guide

Statio n C o m m u ni c a t i o n

Methods Status

Methods Status shows how each method has been set up and which session is
active in the event the method supports multiple sessions. Each method has a row.
The columns show the method number, method, primary channel (comm port),
secondary channel (for serial port expander), maximum sessions allowed, and the
number of the current active session. In all the Comm Status screens, pressing a
tab (e.g., Methods) refreshes the screen. For information about the Methods Status
screen, refer to the following table.

Message Description

num method number - number referenced from the Protocol and

type method type

channel 1 primary communication channel

channel 2 secondary communication channel

max session maximum number of sessions allowed

cur session current number of active sessions

RX Not Used - no blinking on screen

TX Not Used - no blinking on screen

RTS Not Used - no blinking on screen

CD Not Used - no blinking on screen

Session Status screens.

JITRBUD Main User Guide 2-15

Station Communication

Sessions Status

Session Status shows the stage in the session for each device currently in a comm
session with the Console. A session is the whole comm process from start to
finish. There is a row for each session for each method. The columns for each
session include the method number and method, stage in the session, and name of
the device with which the Console is communicating in that session. For
information about the Session Status screen, refer to the following table.

Message Description

num session number

method number and type of method being used

status current stage in the session for this device (idle, poll, protocol,

device name of the linked device

transmission, end)

2-16 JITRBUD Main User Guide

Statio n C o m m u ni c a t i o n

Protocol Status

Protocol Status shows the stage in the protocol for each device currently in
protocol with the Console. There is a row for each protocol session (the number of
sessions per method depends on the method). The columns for each session
include the name of the device polled, the name of the device that is polling, the
mode or stage in the protocol, method number in the methods.cfg, the 1st few
characters of the message, the packet sequence (i.e., the number of messages
sent), the retry counter value (fails at 7), a try again status flag of T or F, and finish
status. Network protocol has its own, unique status data layout. For information
about the Protocol Status screen, refer to the following tables.

Message Description

Network

remote type of device

TX num messages transmitting

RX num messages receiving

mode
(Network)

send messages sent

receive messages received

JITRBUD Main User Guide 2-17

current step in the protocol

Station Communication

Message Description

Serial

XID The name of the device polled.

RID The name of the poller, usually the Console.

mode The current step in the protocol.

method The method used which corresponds to the method number in

MP The first few characters of the message being sent.

PSEQ Packet sequence, the number of messages transmitted during

C1 The first retry counter which increment when a message

C2 The second retry counter which increment when a message

R Indicates the direction of transmission: ‘T” indicates

FS Finish status. The result of the last poll.

the method status screen.

the session.

packet is received with an apparent error. The packet is
retransmitted until it is error-free or fails seven times, after
which the transmission is aborted.

packet is received with an apparent error. The packet is
retransmitted until it is error-free or fails seven times, after
which the transmission is aborted.

communications to the polled device not yet reversed). “F”
indicates communications from the device.

2-18 JITRBUD Main User Guide

Statio n C o m m u ni c a t i o n

Receiving Status

The Receiving Status screen displays the messages received from a Console, other
Stations, or a Procar. The receiving status screen contains the following:

• Devices choice list - Displays the devices communicating

• Refresh button - Refreshes the display

• Show first ___ messages box - Displays the designated number of messages
received.

JITRBUD Main User Guide 2-19

Station Communication

Transmitting Status

The Transmitting Status screen displays outgoing messages to a Console, other
Stations, or a PROcar. The transmitting status screen contains the following:

• Devices choice list—displays the devices communicating

• Refresh button—refreshes the display

• Show first ___ messages box—displays the designated number of messages
transmitted.

2-20 JITRBUD Main User Guide

Chapter

3

Patient Care Functions

This chapter provides the following Patient Care features accessed from the
Patient Care section of the Main Menu:

• Take/Return—take or return items for patient care.

• Patients—add, edit, and delete patients and reconcile ADT. Only temporary
patients are created at the Station.

• Request Items—inform the SUPPLYCENTER Console that a supply is needed
at the Station.

The appropriate use of the Patient Care features is determined by your hospital’s
policies and procedures. Your user Rights determine the icons that appear on the
Main Menu.

JITRBUD Main User Guide 3-1

Take-Return

Note

Take-Return

Use the Take-Return feature to remove supplies from the system. The Take­Return process records transactional data and sends information to the

UPPLYCENTER Console.

S

Use the Emergency Access feature to quickly take items from the
Station without selecting a patient. The Emergency Access feature is
available only when the Emergency Access option is selected in
Station Options.

Searching for Patients

To search for a patient

1. From the Main Menu, press the

The Patient’s window appears.

2. Press the

Patient Search button.

The Search For window appears.

Take-Return icon.

3. Type the first letters of the name or ID you are searching for. If necessary,
press the

Search button or the ENTER key.

The name appears in the Patients window.

If you type the entire name, the name appears in the window. If
you type in the first few letters of the name, a list of names

Note

3-2 JITRBUD Main User Guide

appears to select the appropriate patient.

Take-Return

4. To display the entire list again, delete the text in the Search For window and

Search.

press

The complete list appears.

Sorting Lists

To sort a list

1. From the Main Menu, press the

Take-Return icon.

The Patient’s window appears. The patients appear as you have specified on
the preference tab in the My Settings window.

2. To sort the Patient’s Name, ID, Nurse Unit, or Room and Bed, press the
information bar at the top of the column.

An arrow appears as the system sorts each column in order, as shown in the
following illustration.

JITRBUD Main User Guide 3-3

Take-Return

Note

Taking Items

The Station Options menu includes the Multiple Patient Selection and No Patient
Mode options. The selected options determine the Take-Return process at the

Station.

Use the Emergency Access feature to quickly take items from the
Station without selecting a patient. The Emergency Access feature is
available only when the Emergency Access option is selected in
Station Options.

Taking Items with Multiple Patient Selection Feature

To take items with Multiple Patient Selection feature

Note

1. From the Main Menu, press the

Take-Return icon.

2. Select the patient by touching the screen. To take the same item for multiple
patients, press and hold down the

CTRL key and select multiple patients.

Use the Patient Search feature to quickly find patients. For more
information, Searching for Patients on page 3-2.

3. Press

4. Press the

Select Items.

Take button on the remote transmitter once for each item removed.

All is displayed in the Vend For field when you are taking items

for multiple patients. At this point, you can take an item for only

Note

3-4 JITRBUD Main User Guide

one of the patients by selecting the desired patient name from the

Vend For list.

Take-Return

5. To adjust the Take Count, select the item and press the Up or Down arrow
buttons.

6. Press

Done to return to the Main Menu, or Exit to log out of the Station.

Quick Take

To take items (Multiple Patient Selection option deselected)

1. From the Main Menu, press the

2. Select a patient.

3. Press the

Take button on the remote transmitter once for each item removed.

Take-Return icon.

4. To adjust the Take Count using the touch screen, select the item and press the

Up and Down arrow buttons.

5. Press

JITRBUD Main User Guide 3-5

Done to return to the Main Menu, or Exit to log out of the Station.

Take-Return

Taking Items in No Patient Mode

The No Patient Mode feature does not require you to select a patient in order to
perform Take and Return transactions. Use the No Patient Mode feature if you do
not want to associate supplies with patient records for billing purposes. The No
Patient Mode feature is available in Station Options.

To take items in No Patient Mode

1. From the Main Menu, press the

2. Press the

Take button on the remote transmitter once for each item removed.

Take-Return icon.

3. To adjust the Take Count using the touch screen, select the item and press the

Up and Down arrow buttons.

4. Press

Done to return to the Main Menu, or Exit to log out of the Station.

3-6 JITRBUD Main User Guide

Take-Return

Taking Items with Lot/Serial Number Tracking

To track an item with a lot and/or serial number, the item must be flagged at the

UPPLYCENTER Console and the Lot/Serial Number option must be selected in

S
Station Options.

To take items with lot/serial number tracking

Note

1. From the Main Menu, press the

Take-Return icon.

2. Select a patient.

Use the Patient Search feature to quickly find patients. For more
information, Searching for Patients on page 3-2.

3. Press

4. Press the

Select Items.

Take button on the remote transmitter.

The Enter Lot and Serial number window appears.

5. Type the Lot and/or Serial numbers.

6. Press

JITRBUD Main User Guide 3-7

OK.

Take-Return

7. To adjust the Take Count using the touch screen, select the item and press the

Up and Down arrow buttons.

8. Press

Done to return to the Main Menu, or Exit to log out of the Station.

3-8 JITRBUD Main User Guide

Note

Take-Return

Using the Procedure Date Feature

The Procedure Date feature is designed for the Supply application in an O.R.
setting. It allows users to remove items for a patient and select a procedure date
(typically for the purpose of delaying the charge until the patient’s procedure
date).

The system logs the actual time the item is removed to ensure inventory and
activity reports are accurate. The procedure date is also noted.

The Procar computer must be set up properly for the Procedure Date
feature to function correctly.

To Take Items using the Procedure Date feature

Note

1. From the Main Menu, press the

Take-Return icon.

2. Select a patient.

Use the Patient Search feature to quickly find patients. For more
information, Searching for Patients on page 3-2.

3. Press

4. Press the

5. Press the arrow next to the

Select Items.

Take button on the remote transmitter once for each item removed.

Procedure Date field.

The Procedure Date calendar appears.

6. Select a procedure date for the selected items on the

7. Press

JITRBUD Main User Guide 3-9

Done to return to the Main Menu, or Exit to log out of the Station.

Procedure Date calendar.

Take-Return

Note

Patient Lists

There are three patient list tabs at the bottom of the Patients screen: My List,
Local, and Global.

Global Patient List (Global)

The Global patient list tab allows you to select all patients from the hospital’s
ADT. When the Global patient list is active, it appears as a tab on the Patient List
screen under Take-Return and Discard.

The Global patient list is a Station option and can be turned on and
off in the Station Options window. For more information, see Station
Options on page 5-25.

Local Patient List (Local)

The Local patient list tab includes patients whose nursing unit is assigned to a
specific Station’s area (for example, CCU or ER only).

Note

My Patient List (My List)

The My List tab is a customized patient list that each user can use to include or
delete patients under their care.

When you take an item for a patient, the patient is automatically
added to your patient list (My List).

3-10 JITRBUD Main User Guide

Adding Patients to My List

To add a patient

Take-Return

Note

Note

1. From the Main Menu, press the

Take-Return icon.

The Patients window appears.

The Global tab contains a list of patients from all Stations for
purposes of transaction activity. The Global, Local, and My List
tabs are present at the Patient List screen for the Take/Return,
and Discard functions if privileges are assigned and options are
turned on

2. Select the Local

in Station Options.

or Global tab.

3. Select the patient to add to the My List tab. To select multiple patients, press
and hold down the

CTRL key while you highlight the patients.

The Multiple Patient Selection option must be selected in Station
Options to select multiple patients.

4. Press

Add To My List.

The patients appear under the My List Patients tab.

5. Press

JITRBUD Main User Guide 3-11

Close to return to the Main Menu, or Exit to log out of the Station.

Take-Return

Deleting Patients from My List

To delete a patient

Note

1. From the Main Menu, press the

Take-Return icon.

The Patients window appears.

2. Select the My List tab.

3. Select the patient to delete from the My List tab. To select multiple patients,
press and hold down the CTRL key while you highlight the patients.

The Multiple Patient Selection option must be selected in Station
Options to select multiple patients.

4. Press

Delete From My List.

The patients are deleted from the My List tab.

5. Press

3-12 JITRBUD Main User Guide

Close to return to the Main Menu, or Exit to log out of the Station.

Finding Items

To find an item at the Station

Take-Return

1. From the Main Menu, press the

Take-Return icon.

The Patients window appears.

2. Select a patient.

3. Press

4. Press

Select Items.
Find Item.

The Search For window appears.

5. Type the first few letters of the item name or ID.

6. If necessary, press the

Search button.

The item appears on the Find Item screen.

7. To display the entire list again, delete the text in the Search For window and

Search.

press

The complete list appears.

JITRBUD Main User Guide 3-13

Take-Return

Global Find Item

The Global Find feature is used to locate an item that is in another Station if the
item is Out of Stock or not stored at your Station.

The Global Item Find feature must be selected in Station Options to
locate items in other Stations.

Note

To find an item at another Station

1. From the Main Menu, press the

The Patients window appears.

2. Select a patient.

3. Press

4. Press

Select Items.
Find Item.

The Search For window appears.

Take-Return icon.

5. Select the

All Stations check box.

6. Enter the item Name or ID.

7. Press

Search.

The item appears in the Find Item screen. The system identifies the location of
the item at all Stations.

3-14 JITRBUD Main User Guide

Take-Return

8. Press Done to return to the Main Menu, or Exit to log out of the Station.

9. Go to the identified Station to take the item.

JITRBUD Main User Guide 3-15

Take-Return

Returning Items

Use the Return feature to return an unused item to inventory and credit the
associated patient billing record.

To return items

Note

1. From the Main Menu, press the

Take-Return icon.

2. Select a patient.

Use the Patient Search feature to quickly find patients. For more
information, Searching for Patients on page 3-2.

3. Press

4. Press the

Select Items.

Return button on the remote transmitter once for each item returned.

5. To adjust the Return Count using the touch screen, select the item and press

Up and Down arrow buttons.

the

6. Press

3-16 JITRBUD Main User Guide

Done to return to the Main Menu, or Exit to log out of the Station.

Returning Items in No Patient Mode

To return items in No Patient Mode

Take-Return

1. From the Main Menu, press the

2. Press the

Return button on the remote transmitter once for each item returned.

Take-Return icon.

3. To adjust the Return Count using the touch screen, select the item and press

Up and Down arrow buttons.

the

4. Press

Done to return to the Main Menu, or Exit to log out of the Station.

JITRBUD Main User Guide 3-17

Take-Return

Emergency Access

Use the Emergency Access feature to quickly take or return items without
selecting a patient. The Emergency Access option must be selected in Station
Options to enable the Emergency Access feature.

The Emergency Access feature is not available if the No Patient
Mode feature is selected.

Note

To gain emergency access from Take-Return

1. From the Main Menu, press the

The Patients screen appears.

2. Press

Emergency Access.

Take-Return icon.

3. Press the

Take or Return button on the remote transmitter to indicate the item

quantity you are taking or returning.

The Return Count or Take C oun t appears in the lower left portion
of the window to indicate the quantity returned or taken.

Note

3-18 JITRBUD Main User Guide

Take-Return

Note

An emergency access patient is created for the emergency access
transaction. The emergency access patient is listed in the Vend
For field. You must reconcile the emergency access patient with
the real patient at a later time.

4. To adjust the Take Count or Return Count using the touch screen, select the
item and press the

5. Press

Done to return to the Main Menu, or Exit to log out of the Station.

Up and Down arrow buttons.

JITRBUD Main User Guide 3-19

Patients

Patients

Use the Patients feature to view, add, edit, or reconcile patients. You must have
patient management rights to use the Patients feature.

Unlike patients added through ADT, all patients added at the Station
are temporary patients.

Note

Searching for Patients

To search for a patient

1. From the Main Menu, press the

Patients icon.

The Patients window appears.

2. Type the first letters of the patient name.

The Search For window appears.

3. If necessary, press the

Search button or the ENTER key.

The patient appears in the Patients window.

If you type the entire patient name, the patient appears in the
patients window. If you type the first few letters of the patient

Note

name, a list of patients appears to select the appropriate patient.

You can add patients to the Patient List if they are not found in
the search.

3-20 JITRBUD Main User Guide

Patients

4. To display the entire patient list again, delete the text in the Search For
window and press

Search.

The patient list appears.

Adding Patients

To add a patient

1. From the Main Menu, press the

Patients icon.

The Patients window appears.

2. Press

Add Patient.

The Add Patient window appears with the Patients Information tab selected.

3. Enter the Patient’s Name and ID (Optional - Room Number, Medical Record
Number, Discharge Date, and Bed Number).

The Patient ID auto fills in with date and time created along with
the Discharge Date. To delete the predetermined ID, highlight

Note

and press the

DELETE key. You can then add a new patient ID if

available. Nursing unit defaults to the Nursing Unit that the
Station is assigned to.

4. Check the Private check box if you do not want the patient information listed
on the Global patient list.

5. Select the Clinical Information tab.

JITRBUD Main User Guide 3-21

Patients

6. (Optional) Enter the Attending Physician, Admitting Physician, and any
Comments if needed.

7. Press

OK to save the new patient information.

Note

8. Press

Close to return to the Main Menu, or Exit to log out of the Station.

You can also add a patient in the Take/Return screen.

3-22 JITRBUD Main User Guide

Editing Patients

To edit a patient

Patients

1. From the Main Menu, press the

Patients icon.

The Patients window appears.

2. Select a patient.

3. Press

Edit.

The Edit Patient window appears with the Patients Information tab selected.

4. Edit the Patient’s Name, Nursing Unit, Room Number, Medical Record
Number, Discharge Date, and Bed Number.

5. Select the Private check box if this patient’s information is not to be viewed
on the Global patient list.

6. Select the Clinical Information tab.

7. (Optional) Edit the Attending Physician, Admitting Physician, and any
Comments if necessary.

8. Press

9. Press

OK to save the new patients information.
Close to return to the Main Menu, or Exit to log out of the Station.

JITRBUD Main User Guide 3-23

Patients

Reconcile ADT

Use the Reconcile ADT feature to match temporary patient records with
permanent patient records. The temporary patient transaction information is
transferred to the permanent patient record.

The Reconcile ADT feature is necessary when a user takes an item for a patient
that is not in the system (for example, when the patient record has not come across
the ADT interface into Pyxis). The user can create a temporary patient record or
use the Emergency Access feature. The Emergency Access feature automatically
creates an Emergency Access Patient (EAP) record. Without the Reconcile ADT
feature, the process of reconciling temporary patient activity to the permanent
patient record must be completed outside of the Pyxis system.

The Procar manages the billing of the reconciled patients.

Note

You must have patient management rights to reconcile a temporary patient record
with a permanent patient record.

Note

The Reconcile ADT feature is also available at the SUPPLYCENTER
Console.

To reconcile ADT

1. From the Main Menu, press the

Patients icon.

2. Select a temporary patient.

3. Press

Reconcile ADT.

The Reconcile Patients window appears.

3-24 JITRBUD Main User Guide

Patients

4. Press the Change button next to the Permanent Patient Room-Bed field to
access the list of permanent patients.

5. Select the permanent patient to reconcile.

6. Press

7. Press

Continue.

Reconcile.

A confirmation window appears.

8. Press

Yes to reconcile the patient records or press No to cancel the transaction.

If you select Yes, the temporary patient is deleted and all the temporary
history is transferred to the permanent patient.

9. Press

JITRBUD Main User Guide 3-25

Close to return to the Main Menu, or Exit to log out of the Station.

Request Item

Request Item

Use the Request Item feature to send a message to the SUPPLYCENTER Console
when a supply is needed at the Station. The message sent to the S
Console contains the Item name, Item ID, User name, User ID and a free format
message. A message is printed in the Attention window and a report is printed at

UPPLYCENTER Console.

the S

Requesting Items

To request items

UPPLYCENTER

1. From the Main Menu, press the

The Request Item window appears.

2. Press

Select Item.

Request Item icon.

The Item List window appears.

To quickly select the items, use the Search For box, the PAGE UP

PAGE DOWN keys, or the UP and DOWN arrows to scroll through

and

Note

the list until the name appears.

3. Select the item and press

Request Item.

The selected item appears in the Item Name field.

3-26 JITRBUD Main User Guide

Request Item

4. Enter the quantity needed in the Quantity field and enter any additional notes
(optional) in the Text Message field.

5. Press

Send Request to complete the transaction.

The message is sent to the S

UPPLYCENTER Console.

JITRBUD Main User Guide 3-27

Request Item

3-28 JITRBUD Main User Guide

Chapter

4

Inventory Management

Functions

This chapter provides the following Inventory Management functions accessed
from the Inventory Management section of the Main Menu. The functions you
have access to depend on the privileges that have been assigned to you.

• Inventory—maintain current and accurate counts of items at the Station.

• Load-Unload—assign an item to a specific location in a Station. The Unload
function removes items from the Station.

• Item Alias—create an alternate name for an item. The item alias can be
added, edited, or deleted.

• Refill—replenish items at the Station. You can refill items at Below Par, At
Refill, At Critical, or do a Spot Refill.

• Refill by Request Order—replenish items at a Station that are associated
with a PO# generated from the S

UPPLYCENTER Console or Vendor.

JITRBUD Main User Guide 4-1

Inventory

All Station items are tracked by bin location. The bin is a location of a single
supply. A bin will be in one of three states:

• Loaded—supplies have been assigned to and physically placed in the bin

• Unloaded—supplies have not been assigned to or physically placed in the bin.

• Pending—supplies have been assigned to but not yet physically placed in the
bin.

Inventory

Inventory is the process of verifying the current supply of items in one or more
bins. The Inventory feature uses the standard count verification process for each
bin. The edit function provided in Inventory allows the User to update Par, Refill
Point, Critical Low, and Current fields for the bin. Flags for the Expiring Item,
Standard Stock and Chargeable Item can also be set. The Expiration date for an
expiring item can be set and any items that are expired can be outdated.

4-2 JITRBUD Main User Guide

Searching for Items

To search for an item

Inventory

1. From the Main Menu, press the

The Inventory window appears.

2. Press

Search For.

The Search For window appears.

Inventory icon.

Note

3. Type the first letters of the item name and press

Search.

The item appears in the Inventory window.

If you type the entire item name, the item appears in the
inventory window. If you type in the first few letters of the item
name, a list of items appears to select the appropriate item.

4. To display the entire item list again, delete the text in the Search For window
and press

Search.

The item list appears.

JITRBUD Main User Guide 4-3

Inventory

Verifying Quantity

To verify quantity

Note

1. From the Main Menu, press the

Inventory icon.

The Inventory screen appears.

Notice the tabs at the bottom of the screen. The Loaded tab lists
all loaded items in the Station. The Below Par tab lists only
items that are at or below Par levels. The At Refill tab lists only
items at Refill level. The At Critical tab lists all items at or below
Critical levels.

2. Select the item to verify by pressing the

RBUD transmitter.

JIT

Take or Return button on the

An X appears in the Verify column to indicate the item has been selected for
inventory.

3. Count the quantity of the item.

4. If you need to edit the item information, press Edit. If not, repeat Steps 2-3 for
each Inventory item.

4-4 JITRBUD Main User Guide

5. Edit the quantity in the Current field. Press OK.

Inventory

6. Press

Done to return to the Main Menu, or Exit to log out of the Station.

JITRBUD Main User Guide 4-5

Inventory

Editing Items in Inventory

To edit an item in Inventory

Note

1. From the Main Menu, press the

Inventory icon.

The Inventory screen appears.

Notice the tabs at the bottom of the screen. The Loaded tab lists
all loaded items in the Station. The Below Par tab lists only
items that are at or below Par levels. The At Refill tab lists only
items at Refill level. The At Critical tab lists all items at or below
Critical levels.

2. Select the item on the screen, or press the

RBUD transmitter.

JIT

3. Press

4-6 JITRBUD Main User Guide

Edit.

Take or Return button on the

4. Edit the item information as necessary.

Inventory

• Press the

• Press the

• Press the

5. Press

6. Press

Expiring Item button if item has an expiration date. Select the

Expiration date

OK.
Done to return to the Main Menu, or Exit to log out of the Station.

for the item.
Standard Stock button to label the item as standard stock.
Chargeable button to allow the item to be charged to patients.

JITRBUD Main User Guide 4-7

Inventory

Note

Outdating Expired Items in Inventory

The Outdate feature is used to outdate an item and remove it from inventory due
to expiration. Items that are configured with an expiration date will be tracked by
the system and a calendar icon will appear on the Inventory list when the item is
expired, or will expire within the specified Item outdated warning days. When an
item that has a calendar icon is selected for Inventory, an expiration warning
message will appear.

The Expiring Item option and Expiration Date is assigned to an item
in the Edit Bin window.

The Item outdated warning days is the number of days before an
item is set to expire that the system is configured to display the
calendar icon. The Item outdated warning days is configured in
Station Options on the Time Options tab. For more information, see
Station Options on page 5-25.

You can also outdate an item that is not configured with an expiration date.
However, if an item is not configured with an expiration date in the system, the
calendar icon will not appear for the item and the system will not warn users to
check the expiration date of the item.

To outdate an e x pi red item in Inventory

1. From the Main Menu, press the

Inventory icon.

2. Select the item on the screen, or press the

RBUD transmitter.

JIT

3. Press

4. Press

Edit.
Outdate.

The Outdate Item screen appears.

Take or Return button on the

4-8 JITRBUD Main User Guide

Inventory

5. Enter the amount of the item to outdate in the Amount to Expire field.

Note

6. Press

OK.

7. Select the expiration date for the item in the bin that will expire next from the
Expiration date calendar.

The expiration date calendar is not available if the item is not
flagged as an expiring item.

The pull-down menu displays a calendar to select an appropriate date.

8. Press

9. Press

OK.
Done to return to the Main Menu, or Exit to log out of the Station.

10. Dispose of the outdated item(s) according to the policies and procedures at
your facility.

JITRBUD Main User Guide 4-9

Load-Unload

Load-Unload

Use the Load-Unload feature to load or unload the inventory of items in bins. You
can load empty bins, load pending items, edit bin settings, outdate any expired
items and unload loaded bins. You can also move the items to a new location in
the Station or to a new location at a different Station.

Load is used to assign an item to a specific location, or bin, in the Station. Unload
is used to remove items from the Station. The unload process removes an existing
item at the Station to make the bin available for a different item.

Searching for Items

To search for an item

1. From the Main Menu, press the

2. Press

3. Press

Load Items or Unload Items.
Search For.

Load-Unload icon.

The Search For window appears.

4. Type the first letters of the item name and press

Search.

If you type the entire item name, the item appears in the window.
If you type in the first few letters of the item name, a list of items

Note

appears to select the appropriate item.

5. To display the entire item list again, delete the text in the Search For window
and press

Search.

The item list appears.

4-10 JITRBUD Main User Guide

Load-Unload

Loading Items

Load is the process of initially supplying a Station with an item. In order to load
an item at a Station, the item must be entered in the system at the S
Console. You can load items to empty bins from the item list or you can load
pending items sent by the S

UPPLYCENTER Console to the Station for a designated

location.

When the pending item is loaded, it disappears from the Pending list (the

UPPLYCENTER Console inventory screen also updates the status of the item from

S
pending to loaded).

UPPLYCENTER

JITRBUD Main User Guide 4-11

Load-Unload

Loading Empty Bins

To load an empty bin

1. From the Main Menu, press the

2. Press

Load Items.

3. Select the Empty tab.

Load-Unload icon.

4. Select an empty location by pressing the

RBUD transmitter.

JIT

5. Press

Load.

Take or Return button on the

The Item List appears.

6. Select the item from the item list and press

The Load Item window appears.

Add To Bin.

4-12 JITRBUD Main User Guide

Load-Unload

7. Enter the maximum quantity in the Par field and press the TAB key on the
keyboard.

Note

The Refill Point (50% of Par), Critical Low (10% of Par), Current

(equal to Par) and Phys Max (equal to Par) fields will fill

automatically based on the

Par level. The quantities can be

changed if needed.

8. Press the

9. Press the

10. Press the

Expiration date

11. Press

Standard Stock button to label the item as standard stock.
Chargeable button to allow the item to be charged to patients.
Expiring Item button if item has an expiration date. Select the

of item from the calendar.

OK.

The item is listed on the Loaded tab.

12. Press

Close and Main Menu to return to the Main Menu, or Exit to log out of the

Station.

JITRBUD Main User Guide 4-13

Load-Unload

Loading Pending Bins

To load a pending bin

1. From the Main Menu, press the

2. Press

Load Items.

3. Select the Pending tab.

Load-Unload icon.

4. Select the item from the item list and press

The Load Item window appears.

5. Edit the item information if necessary.

Load.

4-14 JITRBUD Main User Guide

Load-Unload

• Press the Standard Stock button to label the item as standard stock.

• Press the

• Press the

6. Press

Expiration date

OK.

Chargeable button to allow the item to be charged to patients.
Expiring Item button if item has an expiration date. Select the

of item from the calendar.

The item is listed on the Loaded tab.

7. Press

Close and Main Menu to return to the Main Menu, or Exit to log out of the

Station.

JITRBUD Main User Guide 4-15

Load-Unload

Unloading Items

Unload is the process of physically removing the entire supply of an item from a
location. After an item is unloaded, the bin is available for another item.

If an item is loaded in multiple bins, the Station will provide a prompt to select the
location you want to unload. When the item is unloaded, the item is no longer
assigned at that location on the S

To unload an item

UPPLYCENTER Console Inventory screen.

1. From the Main Menu, press the

2. Press

Unload Items.

3. Select the Loaded Items tab.

Load-Unload icon.

4. Select the item to unload by pressing the

RBUD transmitter.

JIT

5. Press

Unload.

Take or Return button on the

A confirmation screen appears.

6. Press

Yes.

The item is removed from the bin location.

7. Press

Close and Main Menu to return to the Main Menu, or Exit to log out of the

Station.

4-16 JITRBUD Main User Guide

Load-Unload

Moving Items to a New Location

To move an item from one location to another, perform an Unload transaction to
remove the item from its current location and then perform a Load transaction to
move the item to its new location.

To move items to a new location

1. From the Main Menu, press the

2. Press

Unload Items.

3. Select the Loaded Items tab.

Load-Unload icon.

4. Select the item to move by pressing the

RBUD transmitter.

JIT

5. Press

Unload.

Take or Return button on the

A confirmation screen appears.

6. Press

Yes.

The item is removed from the bin location.

7. Press

Close.

8. Press Load Items.

9. Select the Empty tab.

10. Select a new location for the item by pressing the

RBUD transmitter.

JIT

11. Press

12. Select the item to move and press

JITRBUD Main User Guide 4-17

Load.

Add to Bin.

Take or Return button on the

Load-Unload

13. Enter the maximum quantity in the Par field and press the TAB key on the
keyboard.

Note

The Refill Point (50% of Par), Critical Low (10% of Par), Current

(equal to Par) and Phys Max (equal to Par) fields will fill

automatically based on the

Par level. The quantities can be

changed if needed.

14. Press the

15. Press the

16. Press the

Expiration date

17. Press

Standard Stock button to label the item as standard stock.
Chargeable button to allow the item to be charged to patients.
Expiring Item button if item has an expiration date. Select the

of item from the calendar.

OK.

The item is listed on the Loaded tab.

18. Press

Close and Main Menu to return to the Main Menu, or Exit to log out of the

Station.

4-18 JITRBUD Main User Guide

Item Alias

An Alias is an alternate name for an item that is created by a user.

Searching for Items

To search for an item

Item Alias

1. From the Main Menu, press the

Item Alias icon.

The Item Alias window appears.

2. Press

Search For.

The Search For window appears.

3. Type the first letters of the item name and press

Search.

.

If you type the entire item name, the item appears in the Item
Alias window. If you type in the first few letters of the item

Note

name, a list of items appears to select the appropriate item.

4. To display the entire item list again, delete the text in the Search For window
and press

Search.

The item list appears.

JITRBUD Main User Guide 4-19

Item Alias

Creating an Item Alias

To create an item alias

1. From the Main Menu, press the

Item Alias icon.

The Item Alias screen appears.

2. Select the item for which you are creating an alias.

3. Press

Add Alias.

The Item window appears.

4. Enter the Alias name for the item.

5. Press

OK.

The Alias name is added to the item list.

6. Press

Close to return to the Main Menu, or Exit to log out of the Station.

You can create up to 25 aliases per item.

Note

4-20 JITRBUD Main User Guide

Editing an Alias

To edit an alias

Item Alias

1. From the Main Menu, press the

2. Highlight the item alias to edit.

3. Press

Edit Alias.

Item Alias icon.

4. Edit the Alias name.

5. Press

OK.

The change will be reflected in the item list.

6. Press

Close to return to the Main Menu, or Exit to log out of the Station.

JITRBUD Main User Guide 4-21

Item Alias

Deleting an Alias

To Delete an Alias

1. From the Main Menu, press the

2. Highlight the item alias to delete.

3. Press

Delete Alias.

A confirmation window appears.

Item Alias icon.

4. Press

Yes.

The item alias no longer appears on the item list.

5. Press

Close to return to the Main Menu, or Exit to log out of the Station.

4-22 JITRBUD Main User Guide

Note

Refill

Refill

Use the Refill feature to restock items in the JITrBUD system. The Refill screen
has four tabs that list items that are Below Par, At Refill or At Critical.

The default tab that is selected on the Refill screen is set in the
Station Options window on the General Configuration tab.

After you select the appropriate tab, you can select items to refill on the screen.
The Refill Amount and Current Amount appears for the selected item. The Refill
Amount and Current Amount can be adjusted using the keyboard. Complete the
refill process by pressing the

UPPLYCENTER Console and a refill receipt is printed at the Station (if configured

S
to print a receipt for refill).

The calendar icon appears in front of Expiring Items that will expire within the
time period specified in the Item outdated warning days field on the Time Options
tab in Station Options.

Done button. A message is sent to the

JITRBUD Main User Guide 4-23

Refill

Refilling Items

To Refill Items

1. From the Main Menu, press the

Refill icon.

The Refill screen appears.

2. Select the appropriate tab at the bottom of the screen.

3. Select the item to refill using the touch screen, or by pressing the

Return button on the JITRBUD transmitter.

The Refill Item screen appears.

Take or

4-24 JITRBUD Main User Guide

4. Edit the Refill Amount and Current Amount if necessary.

Refill

5. Press

OK.

6. Place the items in the bin.

7. Select the next item to refill and repeat steps 3-6 until you are finished
refilling items.

8. Press

Done to return to the Main Menu, or Exit to log out of the Station.

Spot Refill

To spot refill

1. From the Main Menu, press the

The Refill screen appears.

2. Select the Spot Refill tab at the bottom of the screen.

Items are not listed on the Spot Refill list.

Refill icon.

3. Select the item to refill by pressing the

Take or Return button on the JITRBUD

transmitter.

The Refill Item screen appears.

JITRBUD Main User Guide 4-25

Refill

4. Adjust the Refill Amount and Current Amount if necessary.

5. Press

OK.

6. Place the items in the bin.

7. Press

Done to return to the Main Menu, or Exit to log out of the Station.

4-26 JITRBUD Main User Guide

Note

Refill

Outdating Expired Items in Refill

Use the Outdate and Expiration feature to outdate an item and remove it from the
Station due to expiration. Items that are flagged as Expiring Items are tracked by
the system. When an expiring item is expired, or will expire within the specified

Item outdated warning days, a calendar icon appears next to the item name on the
Refill list. If an item with a calendar icon is selected for refill, an expiration

warning message appears.

The Expiring Item option and Expiration Date is configured using

Edit button in Inventory.

the

The Item outdated warning days is the number of days before an
item is set to expire that the system is configured to display the
calendar icon. The Item outdated warning days is configured in

Station Options on the Time Options tab. For more information, see
Station Options on page 5-25.

You can outdate an item that is not configured with an expiration date. However,
if an item is not configured with an expiration date in the system, the calendar
icon will not appear for the item and the system will not warn users to check the
expiration date for the item.

To outdate expired items

1. From the Main Menu, press the

Refill icon.

2. Select the expired item to outdate using the touch screen, or by pressing the

Take or Return button on the JITRBUD transmitter.

The Please Check the expiration date window appears.

3. Press

Outdate.

The Outdate Item window appears.

JITRBUD Main User Guide 4-27

Refill

4. Enter the quantity of expired items in the Amount to Expire field.

5. Press

OK.

The Please Check the expiration date window appears.

6. Select the new expiration date for the remaining items using the calendar.

7. Press

OK.

8. Physically remove the expired items from the bin and press

9. Press

Done to return to the Main Menu, or Exit to log out of the Station.

OK.

4-28 JITRBUD Main User Guide

To outdate items not configured with Expiring Item feature

Refill

1. From the Main Menu, press the

Refill icon.

2. Select the item to outdate using the touch screen, or by pressing the

Return button on the JITRBUD transmitter.

The Refill Item window appears.

3. Press

4. Press

Cancel to return to the Refill screen.
Outdate and Expiration.

The Outdate and Expire Item window appears.

5. Press

Outdate.

The Outdate Item window appears.

Take or

6. Enter the quantity of expired items in the Amount to Expire field.

7. Press

OK.

The Outdate and Expire Item screen appears.

8. Press

9. Press

JITRBUD Main User Guide 4-29

OK.
Done to return to the Main Menu, or Exit to log out of the Station.

Refill By Request Order

Refill By Request Order

Use the Refill by Request Order feature to restock the Station with items
identified by a purchase order or report number. The Refill by Request Order
feature enables refill technicians to replenish the Station in one simple step, by
receiving replenishment information electronically from the S
Console or outside vendor and transmitting the data directly to the Station.

UPPLYCENTER

Note

To view a refill request order, select the
Menu. A list of outstanding refills sent from the S

Refill by Request Order icon on the Main

UPPLYCENTER Console or

outside vendor is displayed with an associated PO or Report ID. Select the refill
order number and press the

Continue button. A list of all items in the order appears

with the Location, Current amount, and the Refill amount.

To send a Refill Report ID from the SUPPLYCENTER Console to the
Station, select the Notify Station of restock check box when printing
a Restock List or Pick List report.

You can select individual items on the Refill Order list screen, or you can press the

Refill All button to refill all items in the refill order. The bin lights identify the

location of the items on the Refill Order List. A receipt will print for each line
item refilled at the Station, if the print option is selected in Station Options.

4-30 JITRBUD Main User Guide

To Refill By Request Order

Refill By Request Order

Note

1. From the Main Menu, press the

Refill by Request Order icon.

The Refill by Request Order screen lists the refill orders for the Station.

If Notify Station of restock check box was selected at the

UPPLYCENTER Console, the Console Restock Report will have

S
same number as Refill Number at the Station.

.

2. Select the refill order and press

The Refill Order List screen appears.

Continue.

JITRBUD Main User Guide 4-31

Refill By Request Order

• To change the Refill Count, double tap the Refill field on the screen and

enter the correct quantity using the keyboard.

• To change the Current Count, double tap the Current field on the screen

and enter the correct quantity on the keyboard.

3. To refill individual items, select an item using the touch screen, or by pressing

Take or Return button on the JITRBUD transmitter. To select multiple

the
items using the touch screen, press and hold down the C

the bin(s)

.

TRL key. Press Refill

Note

- or -

To refill all items on the Refill Order List, press

Select All.

The selected items are removed from the Refill Order List.

4. Physically refill the items.

5. Press

6. Press

Close.
Close to return to the Main Menu, or Exit to log out of the Station.

The refill order is not complete until all items are refilled or the
refill amount for the items is changed to zero.

If you do not complete the refill order, the refill order will
remain at the Station until it is removed by the system
maintenance program. For more information about the
maintenance program, see the S

UPPLYCENTER Console User

Guide.

4-32 JITRBUD Main User Guide

Chapter

5

Station Management Functions

This chapter provides the following Station Management functions accessed from
the Station Management section of the Main Menu. The functions you have access
to depend upon the privileges that have been assigned to you.

• User—create a user with or without a template. Rights, privileges, and door
access are assigned at this screen.

• Options—customize each Station for specific needs and purposes. Included
are General Station Information, Options, Time Options, Printing Options,
and Station Communication Settings.

• Hardware Setup—add, edit, or delete a device at the Station.

JITRBUD Main User Guide 5-1

Users

Users

Use the Users feature to add users to the system. You can also add users to the
system at the S

Searching for Users

To search for a User

UPPLYCENTER Console.

1. From the Main Menu, press the

Users icon.

The Users window appears.

2. Type the first letters of the user name.

The Search For window appears.

3. If necessary, press the

Search button or ENTER key.

The User appears in the Users window.

If you type the entire user name, the user appears in the Users
window. If you type in the first few letters of the user name, a list

Note

of users appears to select the appropriate user.

4. To display the entire user list again, delete the text in the Search For window
and press

Search.

The user list appears.

5-2 JITRBUD Main User Guide

Creating Users

To create a user

Users

1. From the Main Menu, press the

The Users screen appears.

2. Press

Add.

Users icon.

The Create User window appears.

3. Select the

4. Press

Don’t use template button.

Next.

The General window appears.

JITRBUD Main User Guide 5-3

Users

5. Enter the user’s information:

• Name—name of the user.

• User ID—ID of the user.

• ID expiration—expiration date of the User ID.

• Password—password for the user.

• Confirm password—confirmation of the password for the user.

• Password expiration—expiration date of the user password (configured

at the S

6. Press

UPPLYCENTER Console).

Next.

The Area window appears.

5-4 JITRBUD Main User Guide