Frequently Asked Questions




MEDBOARD FAQs


What is MedBoard?

MedBoard is a HIPAA-compliant, Web-based medication tracking system. Using handheld barcode scanners, with MedBoard hospital pharmacies are able to record order preparation and delivery activities quickly and efficiently. This information is transmitted wirelessly to a secure Web site that displays the real-time status of orders throughout an organization.

How can the MedBoard Medication Tracking System help me?

MedBoard will help your facility:
  1. Improve Productivity – Use the customization features to prioritize order preparation, pharmacist check and delivery dynamically.
  2. Reduce Waste – Easily identify time-sensitive orders that have not been checked or delivered within a specific time frame.
  3. Reduce Diversion – Quickly identify orders that have been prepared but not delivered, including identification of the last to handle the order.
  4. Enhance Communication – Reduce the time spent fielding calls from nursing and tracking down order status. Nurses can view the status for all deliveries to their unit simply by logging on to the secure Web site.
  5. Demonstrate Performance – Use the built-in reports to quantify delivery times by order type, nursing unit, employee and more.

Which orders are tracked in the MedBoard System?

Generally, all orders that are not tracked in the automated dispensing system are tracked using MedBoard, many of which are the more expensive medications. These doses include:
  1. First fills
  2. Stat orders
  3. Compounded items
  4. Irregular size items

What is the typical workflow with the MedBoard System?

The chart below details a typical workflow:



How does information get from the scanner to the Web site?

  1. The barcode scanner can transmit the data over the facility’s wireless network.
  2. The barcode scanner can be placed in a dock and transmit the data using the computer’s network connection.
  3. A wired/tethered scanner that is connected to a computer can transmit the data using the computer’s network connection.

How is the information displayed once the scanner transmits the data?

The main page of the application displays all orders that meet certain criteria. These criteria are user-defined. For example, the pharmacy may wish to view all in-process orders, whereas 3 South may only view orders for that unit. The following fields are displayed on the main page:
  1. Category: Displays whether the order is Overdue, Approaching Overdue, In Progress, Delivered, Canceled, or Returned.
  2. Priority: This is a customizable field. Standard priorities are Stat, Now, and Routine.
  3. Nursing Unit: This is a customizable field, and is configured during setup.
  4. Drug: This is taken from the pharmacy system.
  5. Location: This is a customizable field, and is configured during setup. It displays the last known location for the order.
  6. Status: This is a customizable field. Standard priorities are:
    • Awaiting preparation
    • Prepared, awaiting pharmacist check
    • Checked, awaiting delivery
    • Delivery in progress
    • Delivered

How can nurses use the MedBoard System?

If you decide to give the nursing staff access to MedBoard, they will see only orders for their floor. Note: Patient names can be removed from the nursing view, in order to ensure HIPAA compliance.

What do I need to get started?

All you need is a Web browser (Internet Explorer 6.0+ is preferred) and handheld scanners with Windows CE Software, Version 5.0 or higher.

What is the implementation process?

We recommend that MedBoard be implemented as an Internet application; however we also support intranet installations. In most cases, MedBoard may be implemented in just a few weeks. The typical implementation will follow these steps:
  1. Definition: During this phase, a Technical Support representative will work with you to define the customizable elements of the MedBoard System, including:
    • Users and permissions
    • Order priorities and associated alarm features
    • Nursing units
    • Delivery locations
    • Status fields
    • Identifying changes to priorities
    • High priority rules/alerts
    If MedBoard will integrate with your hospital information systems, the interface requirements are defined at this stage.
  2. Build: During this phase, developers configure your handheld devices and customize the account to include your rules, lists, users, and more. We also provide you with laminated copies of barcodes for units, locations, etc.
  3. Integration: If you elect to integrate MedBoard with your employee directory, pharmacy system, or ADT system, we begin establishing the interface at this stage. We will work with your IT department to configure the VPN connection between your facility and our servers.
  4. Testing: At this stage, we work with your pharmacy and IT departments to ensure that the system and interfaces are working appropriately.
  5. Training: We provide in-depth Web training sessions for the administrators of the MedBoard System. Periodic Web training sessions are provided for all staff at all facilities.
  6. Rollout: We provide you with materials for internal promotion and getting started to support your rollout plans.

What do we need for an intranet installation?

A Windows server capable of running Ruby on Rails, Mongrel, and PostgreSQL, and the ability for Baxa to access the server via a VPN connection.

How does MedBoard work with an HL7 interface?

After an order is entered, information about the order is automatically communicated to the MedBoard application via the HL7 interface. Without the HL7 interface, this same step requires the user scan the medication order into the MedBoard Application.

The HL7 interface provides accurate and real-time order tracking because the information entry into MedBoard is immediate. The clock starts ticking once MedBoard acquires the information via the HL7 interface. Therefore, the time MedBoard reports from order entry to delivery is accurate. If the orders must be scanned into the application first, the time MedBoard reports from order entry to delivery doesn’t include the time from when the order label printed to the time it was scanned into the MedBoard Application. However, once the order is scanned into MedBoard, the application reports the accurate timing to process that medication order.

What are the benefits of using an HL7 interface with MedBoard?

Once the order is entered into the pharmacy information system, an HL7 interface allows the user to immediately and seamlessly track medication orders through the preparation process.
  • The HL7 interface does not depend on human interaction to get medication orders into the MedBoard application.
  • Information is acquired immediately – allowing MedBoard to accurately report pharmacy service levels, such as preparation times and delivery times.

How do I know your Internet version is secure and HIPAA compliant?

All system access is through password-protected user accounts. Through technical, administrative and policy safeguards we are able to ensure the security of your data. Here are a few examples:
  1. A VPN is established between the facility and the MedBoard servers to ensure private communication.
  2. Data transmission uses 128 bit SSL encryption
  3. Continuous monitoring
  4. Intrusion detection
  5. Virus alerts
  6. Custom patching
  7. Security audits
  8. Periodic backups
  9. Criminal and financial background checks
  10. Commitment to ISO 17799


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