[Reviewed 21 Feb 2022]
Compound Pro Training Manual
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Contents
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Before creating stockcards for ingredients, you will need to add your suppliers to the RxOne database first.
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To create a supplier, select ‘New’ and fill in the supplier details. Complete as many details as you have (you can always go back and enter/update more details later if needed) Select ‘Ok’ to save the changes.
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Every ingredient and consumable device (e.g. empty capsules, cream pots) needs to have its own stockcard before a formulation can be created.
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Tick ‘CompoundPro Ingredient’ box in the ‘Options’ tab .A CompoundPro tab will be created for that stockcard.
Click ‘Re-Order’ box in ‘Options’ tab. This means that the item will come up for re-ordering when you use it, or need more of the product.
Enter supplier information by right clicking mouse on the Supplier section and select ‘Add Supplier and Partcode’. Partcodes are codes that some manufacturers use to identify their products.
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For each compounding ingredient stockcard, you need to set the appropriate ingredient ‘type’. From the stockcard ‘CompoundPro’ tab, select the appropriate ingredient type.
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Excipient: Tick the box if this is an excipient. An excipient is a substance formulated alongside the active ingredient of a medication, and is included for the purpose of long-term stabilisation, enhancing the therapeutic effect, or bulking up solid formulations.
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There are four ways to mark an ingredient as Liquid in RxOne stockcards.
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Device Measure: Enter how much your device can hold. For example, for an empty capsule enter 1, for a 50g jar enter 50.
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Enter the short code on the ‘Drug Info’ tab if needed. The purpose of the short code is to help you easily locate the desired stockcard during dispensing, during stockcard search and when adding ingredients to the formulation template.
The short code can be alphanumeric with up to 10 characters.
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Full Pack Statistics - Full pack statistics are required for all stockcards going into capsules. Select the appropriate capsule size from the ‘Size’ column and enter the measure in mg.
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If you have existing ingredient batches sitting on the shelf that haven’t been entered into RxOne, you can do so by creating new batches and entering their batch information.
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Print Batch Label: – The Batch label is designed to be printed after the batch is created. It contains all the information you have entered above, except Packaged Date and Quantity, so you can label the batch container accordingly. The Batch label also contains a unique barcode that is used during the ingredients accuracy check and weighing process.
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The ‘Formulation Editor’ located under ‘CompoundPro’ > ‘Tools’ menu allows you to edit the formulation details for the formulation currently showing on the screen.
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This is where you can edit formulation name, formulation expiry days, number of containers, mark the formulation as inactive vs. active, sterile/non-sterile etc. Changing the formulation name also update the formulation stockcard name at the same time.
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Custom pricing is a simpler form of pricing. When Custom pricing is ticked in the formulation screen, the system will use the preset prices for specific final quantities of that formulation (i.e. the pricing isn't calculated from each ingredient in the formulation).
Click ‘Add’ and enter the quantity and its pricing.
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This is where you can link procedures to the formulation on the screen. Click ‘Add’ and select the Procedure from the drop down and enter the procedure order.
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This is where you can link SOP to the formulation on the screen. Click ‘Add’ and search the SOP to link to the formulation.
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The forms setting is located on th ‘CompoundPro’ screen under ‘Tools’ > ‘Form Maintenance’. Setting up various forms will save you time creating formulation templates.
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Preparation Time – Enter the estimated labour time needed to prepare such a form. Preparation time will be used to calculate the labour cost and patient price in the pricing formula section of the CompundPro Utility.
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Pricing Options give you the flexibility to customise your pricing. You can construct multiple pricing formulae each with different levels of material markups and labour rates. For example you can have 'Standard', 'Discount', 'Doctor Discount' each with its own customised pricing formula.
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This pricing option can be used when dispensing pharmacy batches. It is crucial to use the Cost price when making pharmacy batches, as this avoids additional mark-up being applied to the pharmacy batch, which in turn affects the cost per unit of pharmacy batches. This ensures that when dispensing pharmacy batches to patients, the patient scripts will have the correct script cost e.g.
Pharmacy Batch A : Prepare 1000 capsules as batch stock, use cost price $1000, batch cost per unit is $1/cap
Pharmacy Batch B: Prepare 1000 capsules as batch stock, use markup price $2000, batch cost per unit is $2/cap
If you dispense 30 capsules to Patient using the Batch A, the cost of Patient’s script is $30, charge Patient $45, profit is $15
If you dispense 30 capsules to Patient using the Batch B, the cost of Patient’s script is $60, charge Patient $45, profit is -$15
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Follow the usual dispensing steps and once the focus is on 'Drug', press Ctrl + Zto bring up the CompoundPro Formulation screen. Alternatively select 'Options' then 'CompoundPro Mixture' from the top menu.
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Once the template is saved you may select ‘Cancel’ and repeat the same process to create more templates.
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You can make changes to an existing template and save it as a NEW template.
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The next prompt will ask you to enter the name of the new template. Enter name for the new template and click OK.
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A base ingredient used in Pessaries/Suppositories needs to have displacement factor and Blank Base Weight value set.
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Total weight = 0.34g + 1.623g + 0.02g = 1.983g which matches the blank weight for one pessary.
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RxOne uses the name of the active ingredient and form names to make up a description to appear on the label. It will use a 'short name' if short names are available.
Tick 'Use name of the Standard Formulation' if you wish to use the template name as your label drug name.
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Once a formulation template is created and saved, a formulation stockcard will be created with the same name as the formulation template. Its pack size will be the final units set for the template.
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To set this, go to ‘Drug info’ tab of formulation stockcard, double click on PRIVATE indication. This will open ‘Modify Indication’ window where you can set Private Price.
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Dispense a new script under a patient’s name (or your pharmacy’s name if you are dispensing a pharmacy batch). Once the focus is on the drug name use Ctrl + Z to bring up the formulation screen.
Search the template by typing the template’s name or its short code. Typing ‘*’ and pressing enter will display all saved templates. Once the template is loaded on the screen, change the final units to the quantity you are compounding.
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When dispensing a script you need to make sure the right batch is used for each ingredient. To ensure that your batch stock on hand adjusts each time you dispense, you must assign the correct batch to the ingredient. It is very important that you set this up correctly for auditing and legal requirements, allowing you to report accurately on batch usage.
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If any ingredients are showing pink on the screen, you must stop and select the correct batch. The system should alert you with an automatic pop- up of the batch details screen, but if you bypass this in error, you can re-assign the batch by going up to ‘View’, then ‘View Batch Details for selected Drug’. See below for more information on how to change batch details.
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A ‘Batch Details’ screen will pop up if an ingredient has either no batch, has multiple batches, the batch is expired or when the stock on hand of the chosen batch is less than the amount you need to make up the final units. This screen will not prompt if the ingredient selected only has one batch and there is no issue with that batch.
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To view the ‘Batch Details’ screen again for each ingredient, select ‘View’ from top Menu, ‘View Batch Details for Selected Drug’ or use the keyboard shortcut Ctrl + B.
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The option to display the expired batches can be controlled in the CompoundPro Options.
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CompoundPro has a ‘Check Ingredient Barcodes’ function to help ensure you have selected the right ingredient during compounding process.
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If the scanning is incorrect a warning message will display on the screen.
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A prompt will also come up asking for Staff ID when the weight is outside the range.
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Focus on the ‘Bal. Weight’ field and type in the weight used for each ingredient on screen. Same colour indicators are used to indicate whether the weight is under, good or over the amount required.
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RxOne allows compounders and pharmacists to sign off compounding scripts electronically. This will be recorded in the background and trackable through different reports (see CompoundPro Reports section). The staff member’s name will also be printed on the Compounding Worksheet (see Compounding Worksheet section).
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Once a compounder completes making up the product, he/she can sign off the script by selecting ‘Tools’ on top menu of Formulation screen, click ‘Enter Compounder Staff ID’ or use quick key F3. A prompt will appear asking for staff ID.
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The pharmacist who checks the final product(s) can sign off compounding scripts by right mouse clicking on the script and selecting ‘Show Sign Off Screen’ (F6).
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Once a compounding script is signed off, it will be showed as ‘Signed Off’ in green on the top left corner of the Formulation screen. No more changes are allowed. If you try to change anything on the Formulation screen, a prompt will come up.
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To turn on this function, select ‘Options’ on top menu of Formulation screen, tick ‘Prompt for Time when Compounder entered (Global)’.
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Once compounding staff have electronically signed a script off as compounded, a prompt will appear for he/she to enter the total time spent compounding. This information will be saved in the background and is trackable via reports
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Worksheets can be printed by using the 'Print' or 'Print Preview' button in Compounding screen. Use 'Options' to customise your worksheet.
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Example of a worksheet: the worksheet will automatically include the actual amount of each ingredient weighed by compounder, name of the staff member who processed the script and selected the formulation, name of compounder and name of pharmacist who checked final product (see section ‘Sign off Compounding scripts electronically’)
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Set up a new patient called ‘Pharmacy Batches’ or similar in your system, then dispense compounding scripts to this ‘Pharmacy Batches’ patient as you would normally to a real patient.
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Any scripts marked as ‘Batch Stock’ does not appear on the POS because batch stock is for inhouse production and does not usually get sold to customers directly.
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Follow the usual dispensing steps, dispense the script using the formulation stockcard instead of going to the formulation screen. Formulation stockcards are highlighted green on the drug search screen.
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Click 'View', 'View Batch Details' to bring up the 'Batch Details' screen manually.
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Dispense a repeat of a compounding script as per normal. When in ‘Repeating Script’ screen, you will see the word ‘Mixture’ – this indicates the original script was a Compounding script. To use ready-made Pharmacy batches for this repeat script, select ‘Edit’, ‘Change To Ready Prepared Stock’.
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This will then change from ‘Mixture’ to ‘Drug’, and the Batch Details screen will prompt for you to select the batch to dispense from (if there are multiple opened pharmacy batches available). You can now also view the formulation stockcard by clicking the ‘Drug Information’ button, or select ‘View’ from the top menu, ‘View Batch Details’ to bring up the ‘Batch Details’ screen.
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A Pharmacy batch can be used as an ingredient for a formulation. Select the pharmacy batch as if it was a raw material on the formulation screen.
A Formulation Drug will be highlighted green on the drug selection screen to distinguish between a formulation and raw materials.
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RxOne applies the pricing for private scripts in the following hierarchy
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Stockcard private price override. (See Formulation Stockcard section)
Private price calculated using private dispensing fee and mark-up in Options.
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RxOne allows you to have scales integrated so the ‘Bal. Weight’ of each ingredient will be populated automatically on the screen.
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On the formulation screen, select the correct balance type in ‘Current Balance’ dropdown box.
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Unticking ‘Allow changes to CompoundPro scripts/formulas’ will prevent staff from editing the formulation template, and only weighing and printing the worksheet are allowed.
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Enter the name for the procedure you are creating, number the steps and enter each step’s descriptions. Select ‘Save’ when procedure is completed. Please note, the procedure can be either formulation specific or generic such as an equipment cleaning procedure.
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From RxOne Editor screen, select Link Formulation to Procedure.
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You can see the procedure added under ‘Mixture Steps’ tab when the template is selected. Procedures are printed as part of the worksheet (see Compounding Worksheet section).
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RxOne allows you to add PDF documents to formulations. From RxOne Main Menu, select ‘Tools’, ‘Utilities’, ‘Other Utilities’, ‘RxOne Editor’ (or type ‘RxOne Editor’ in the search box). Scroll down the list to select ‘SOPS’.
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Click ‘Update SOP’ to select file from your computer to attach that file to the SOP created, and click ‘Save’.
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To edit an old SOP, select the SOP you want to update from SOP’s screen, then click ‘Update SOP’ to attach updated file. Then select the SOP to replace in ‘SOP is replaced by’ field, then Save.
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From ‘RxOne Editor’, scroll down the list and select ‘Link Formulation To SOP’.
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Linked SOPs will be showed under ‘Mixture SOPS’ tab in formulation screen. Double click on an SOP to open and view.
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You can find different reports related to Compounding scripts and stockcards under RxOne Main Menu, ‘Tools’, ‘CompoundPro’, or you can type them into the search bar.
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You can generate reports on stock due to expire based on different criteria such as Stock Type, Product Group, CompoundPro stockcards, Number of days before expiry, etc. You can print the report or save as file on your computer.
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Use this report for all scripts dispensed in a certain period. Set the criteria for report then click OK. You can print the report or save it as file on your computer.
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This report shows all batch details and quantities used of each compounding ingredients. Set the period and criteria for the report then click OK. You can print the report or save as file on your computer.
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RxOne records all the changes made to CompoundPro ingredients and formulations. Select criteria and period for report, then click OK. You can print the report or save as file on your computer.
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This report is similar to the Production report. However, it reports on the names of staff who create the formulations, compounders and product checkers instead of patients’ names. You can print the report or save as file on your computer.
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This report uses the ingredient costs and sell prices of final products to calculate the profit for your compounding scripts. Select the criteria and period you want to report on. You can print the report or save as file on your computer.
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