User manual for the new Pictograms Software (online version)

Latest update 30 May 2012

 

Table of contents

Introduction

Why Use this software or Uses for this Software

Installing and using this software

Using this software

Identification

Creating your account

Signing on to an existing account

Main Screen

Creating a New Patient

Patient Screen

Entering medication information

Using medication information

Account settings

Patient Access

 

 

Introduction

Why Use this software or Uses for this Software

This software enables the user to print personalized information on their patients’ medication(s) using pictograms.
Printed material may contain:
-    Labels for products
-    Information sheet on a specific medicine
-    Information sheet for a whole set of medications called a Calendar)

It may be used in the following situations:
-    When a patient does not  share a common language with the pharmacist:
o    A new immigrant in the country who is not fluent in the national language
o    A tourist visiting your country
o    A foreign pharmacist providing support during an emergency / humanitarian operation
And/or 
-    When a patient is illiterate (or has difficulties reading text).

Installing and using this software

This software will be available in two versions:
-    Online at www.fip.org/pictogramsoftware. This online version does not require additional programs or software for it installation, but the use of Internet Explorer is recommended (over other Internet browsers).
-    Offline: users will soon be able to upload and install the software directly to their computer, removing the need for an internet connection for its use.

Using this software

Identification

To use this software, identification is required.
Users may enter their identification information on the first screen, by clicking on User login.

 

Creating your account

If you have not yet created your account, you can create it by clicking on “register” (circled in red). 
 

To select the language you will work with in your software, click on “set language” and select your preferred language from the drop down menu.
Once the language is set, the forms accessed by the user will now appear in the selected language. However, patient information may be printed in another language which can be set using the patient screen discussed in the next section
Under the tab “Account information”, you be asked to  enter your email address and select a password, then re-enter both pieces of information for confirmation Next, click on the  second tab labeled Pharmacy Information and  provide your name (additional  information is optional).
After entering these three pieces of data (email, password and name), your registration may be completed by clicking “Create your account” on the right side.

Signing on to an existing account

To sign on, just enter the email address and password entered during the registration process.

 

Main Screen

Once logged-in, you will access this screen.
On this screen, you can:
-    Go to the account settings, Log-out or search for patients by clicking on the links written in blue on the uppermost portion of your browser
-    Search for a patient by entering their reference number into the REF#  field and clicking on the “search patients” box
-    Create new patient files by clicking on the “New patient” link written in blue located below the REF# box

 

Creating a New Patient


On the main screen, click the blue link labeled “New patient”  which will open the patient screen

 

Patient Screen

On this screen, you will have access to the reference number of the patient. For security and to protect patient privacy, the names of the patients will not be entered. However, this reference number may be used to access to an existing patient profile when needed.

The reference number is an automatically generated number by the system and will be included in most of the prints delivered by the software. 
This number can be used to access to a set of instructions previously entered in the software.

Using the patient screen, the user may select the patient’s language from the drop down menu as well at the pictogram set desired. This is the language that the patients printed material will be written in. Click “save” to keep these settings for this individual patient.


Entering medication information

To enter a medication into the patients profile click on the “Add medication to calendar” button.  This will open a New prescription window

Under the tab labeled Information, you must enter the Medication name. If desired, a picture of the medication may be uploaded and added next to the medication name.


An optional space has been provided for the user to type additional directions if needed.

Under the tab labeled Reason, users may select up to two reasons for the medication being prescribed, this is optional:
 


Under the tab labeled Route, you must select the dose per administration. The doses are classified by Route and only a SINGLE dose route may be selected for each medication. Additional route instructions may be typed into the free field at the bottom of this page:
 


Under frequency tab, users must select the administration times for the doses entered under the “route” tab (e.g. morning, noon, afternoon) One or more times may be selected. Spaces for additional administration information for each of the assigned times is available; filling in these fields is optional.


 

Under Precautions, users may add the following precautions to the medication profile: do not take with alcohol, keep out of reach of babies, keep out of reach of children.
Under Side Effects, users may select up to two major side effects associated with the medication.
Under Additional information, you may specify whether this medication must be taken with food or with water. Provided with all three of these fields is an optional text box that can be used for additional instructions.

Once you have selected all the required information, press the “save” button to retain your settings.
You will then be asked to review and confirm the pieces of information you have entered.
Once it is confirmed, you will go back to the Patient main screen, where the new medication is listed.


Using medication information

Now that we have medication(s) entered for the patient, let’s look at how they can be used.



From the patient screen, you can print 
-    For a specific medicine:
      o    The medication information sheet: This lists key information for a particular medication.
      o    The label for this medication by clicking on “Print label”
-    For all  medications: 
     o    The Prescription calendar, which is the complete summary of all of the entered  medications for the patient (see below)


 



Once printed, the pharmacist may write the name of the patient on the sheets as they only contain the patients unique reference number as an identifier. Additionally, the Prescription calendar may be used as an aid to explain how to take these medicines.


Account settings

When logged-in as a pharmacist, account settings may be modified as follows:
-    Under Account information: Change the email address and password of your profile
-    Under Pharmacy information: Change the contact details of the pharmacy and the name of the pharmacist
-    Under Language Settings, you can select the preferred language of the pharmacist (currently only English and French are available) and the default language of patients (currently only French and English are available).


Patient Access

If required, the patient can remotely access the advice given, by visiting the website, entering their assigned reference number into the REF# field on the login page and then clicking on the search button. This reference number may be found on the medication labels or instructions printed by their pharmacist.


Patients will be able to reprint the documents, but will be unable to modify any information.