Task Analysis

Introduction

I would like to create an instructional manual for the Enterprise prescription system used at the VG's pharmacies.  This manual will be used to explain and show how to complete the whole task of filling a prescription from start to finish.  The task analysis is needed to provide an outline or the instructional manual and how it will be completed.

Description of task

      1) Greeting Patient
            a) Greeting - positive attitude - eye contact
            b) Questions to ask - birthdate - allergies
            c) Giving them an accurate estimation of time when the script will be done
                     i) Knowing which patients need to get done faster - serious illness vs. non-emergency
                     ii) Knowing how to keep patients as happy as possible

                     iii) Putting scripts in order - most important closest to computer
      2) Data Entry
            a) Finding patient in computer - adding patients
            b) Starting prescription filling
                     i) Scan prescription
                     ii) Input time promised

                     iii) How to re-scan if necessary
            c) Selecting Prescriber -  what to do if prescriber isn't in system
            d) Selecting drug - when brand is ok - check if in stock
            e) Inputting date, sig (instructions), quantity, amount of refills, DAW code, Origin Code, submit to insurance

            f) Scanning accurancy - scan prescription label - stock bottle
      3) Insurance rejections
            a) Refill too soon
                    i) Check for dosage increase
                    ii) Put on file
                    iii) Write note for patient
            b) Prior Authorization
                    i) Call prescriber -  either do prior authorization or change med/dosage

                    ii) Put script on file - tell patient
      4) Communicating with prescribers
             a) NPI look-up website in favorites on home page
             b) DEA, Address must call office for these
                    i) DEA is needed on all Controlled medications (C IV - N)

             c) E-scribing and Faxes - where to find them and how to print

      5) Invoices/Inventory
             a) Search by NDC
             b) Adjustments
                    i) Re-order points
                    ii) Quantity on hand

                    iii)Ordering place
             c) Creating orders
             d) Accepting Order - fill on arrival
             e) Where to file
                   i) Controls
                   ii) Regular drugs

                   iii) Credit Returns

      6) Medications with special instruction
             a) Accutane - iPlegde
             b) Narcotics - Pharmacist locked - inventory done monthly
             c) Plan B - age restrictions
             d) OTC pseudos - logged with patient information
             e) Specific drugs from specific carriers
                    i) Xanax, z-paks, Cipro - Harvard
                    ii) Flonase, Fosamax - Auburn
      7) Verification
            a) Go in order of importance (selected in data entry)
            b) Check over all data
                    i) Patient - name - date of birth
                    ii) Drug - NDC - Scanned presctiption
                    iii) Data - date written - sig - quantity - refills - DAW - Origin Code
                    iv) Dosage
             c) Check DURs - interactions
             d) Verify - print receipt
             e) Bag prescription bottle - staple receipt for scanning at register
       8) Working Register
             a) Ask name - say name back
             b) Locate prescription
             c) Ask if there are any questions/concerns
                     i) If so, try to answer
                     ii) May need pharmacist
             d) Scan the prescription receipt
             e) Ask for signature for verifying the pick-up
                     i) Moves script from "ready" to "sold"
                     ii) Saves signature to patient profile
                     iii) Can be used if there is a discrepency with patient later
        9) HIPAA
             a) What can be said to who
             b) Need signature for understanding of HIPAA
             c) Phone conversations - be sure it is the patient not relative