Medication Manager Set Up

This guide is to help configure the settings to use the Medication Manager tool. If you are interested in how to use the system to prescribe Medications or Vaccinations please see guide HERE.

Configuration

To use the medication manager, it is mandatory to configure the below areas which can be found within the System module. PLEASE NOTE you will need the Medical Administrator user role to see the Medical settings in System and a Medical PIN to access the Medication Manager module.

Medication stock access groups – You can have multiple stock groups to which you must assign the relevant teams. This allows you to have a separate stock list for 1st team and academy for example.
- Once a stock group has been added and assigned to a team, the Medication Manager link will appear under the medical banner of your navigation bar (you may need to log out and back in to see this)
Medication Descriptors – Describe the type of medication it is i.e. – general, prescription etc.
Medication Origins – Where was the drug manufactured
Medication Storage Location – List the different storage locations you use for your stock
Medication Collection Companies – List the companies you use to collect any expired stock you may have

Each Option must have at least 1 field within them.

Initial Stock Import

The quickest way to import your initial stock is to use the Import function.

To do this:

Go to the Medical area of the navigation bar and click Medication Manager > Find the import/export link on the top right

Download the excel template and complete the fields

Be aware there are certain fields you must complete for the import to succeed. You must complete the following:

You must add which stock group it belongs to (drop down list from the configuration process)
Add either the medication name or if it is a vaccination, add the name of the vaccine under the relevant columns.
Then add the type, dosage number, dosage unit, descriptor, storage, origin (all from a drop down list from the configuration process), stock quantity, expiry date of the drug and finally the Batch Number.
You have the option to add your alert criteria for each drug here also if you wish although this is not compulsory.

Once this template is complete, save it as an excel workbook, go back to the import medication stock page, upload the file from your desktop, preview the import and finally click save at the bottom.

Using the Medication Manager

Insert Stock

This allows you to manually update your medication stock without using the import
Simply complete the required fields and click add
You can also set the Low stock or Expiry alerts alerts for each drug here
PLEASE NOTE: Insert the stock into the correct Access Group by being in the correct Team (top right) at the time of adding the stock.

Stock List

The Stock list shows your current list of stock
Each file expands to show more detail
You can edit the drug details and/or set email alert
You can allocate any wasted stock from here

Used Stock

Allows you to view any used stock
The filter options allow reports on used stock from certain origins or types etc.
Expanding each file gives you the full details

Expired Drugs

Shows you a list of any drugs that have expired.

Collected Stock

Within the ‘Expired Stock’ tab, you have the option to mark stock as ‘Collected’ from one of your designated Collection companies
Simply use the toggle to select the drug(s) which have been collected and then click the ‘Mark as Collected’ button.
You can now see which expired drugs were collected vs the drugs which were not collected.