Page Description

Use the Medications administration page to add medications or edit existing medications in Copia. Medications consist of fields for the medication name, class name, alias names, a common setting to denote common medications, and an active setting. The list of class names available will come from the list of class names that currently exist on medications in the database, but a new class name can be added for a medication by clicking the Add class button. Medications can also be synched with Harvest LIS from the Medications administration page. The medication name, class name, common field, and aliases are all synched with Harvest LIS. When saving a medication, the medication name must be unique for all medications in the database. If the medication name is not unique, then the user will not be allowed to save the medication.

Medications can also be added to orders on the Order Patient Samples page. In order to do so, a new layout template cell, Medication Search, must be added to the Order Patient Samples layout template. When added to the Order Patient Samples layout template, the Medication Search cell will appear as a multi-select search-as-you-type object. Users can use the object to select multiple medications for the order. The object can filter the medications to select from based upon the medication class, common medications, active medications, medications that have been used on other orders for the patient within the last X number of days, and medications can also be filtered by their name or alias names. The Medication Search object also has an option on the layout template to display the object in a pop-up. When this option is selected, the Medication Search object will appear as a button on the Order Patient Samples page, and clicking the button will open a pop-up that contains the normal Medication Search object, which will allow the user to specify the medications on the order.

Medications can also be imported into Copia via the Import Configuration administration page. See the Admin:Import Configuration page for more information. To do so, select Medications from the Import Type drop-down and click on the Browse button to specify a file to import from. The file must have a file extension of .med and should be tab delimited and in the same format as the Harvest LIS medications import file. The order of the columns in that format is recordKey, active, medication name, class name, and common. When importing medications, the user can select whether to add new medications and leave existing medications unchanged, or to add new medications and update existing medications. When updating existing medications, the medication name is used to find the existing medication that should be updated.

Note that in order to view this page, or edit medications, the user must have a new right enabled called "View/Edit Medications" that can be added to the user's role via the Roles administration page.

For more help, click one of the following links:

• Accessing this Page
• Viewing the Medications List
• Adding or Editing Medication Details
• Adding or Editing Aliases
• Adding or Editing Last Dose Information
• Harvest LIS Synchronization for this Medication

Accessing this Page

• Click the Administration menu button, click the Other Setup button, and then click the Medications submenu link. You must have the necessary security permissions to access the Administration menu button.

When you click the Administration menu button, Copia opens the main Administration menu, which contains administrative menu buttons, including the Other Setup menu. To return to the main menu for Copia, click the Lab Tasks menu button.

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1. The Medications administration page contains a list of up to ten or more medications. If the list is longer than one page, use the Page links, located below the list of medications, to navigate through the list. If there are more page links than can fit on the page at once, Copia displays the Page field. Enter a number in this field and press the Enter key on the keyboard to immediately open the selected page.
2. Select the Show active only checkbox at the top of the page to only view active medications. See the "Adding or Editing Medication Details" section below.
3. Select the Only show entries without class information checkbox to only show medications without a class.
4. Enter text into the Medication name field to filter the medications list by the name of the specific medication. This is a search-as-you-type field and the table will update automatically.
5. Enter text into the Medication class field to filter the medications list by the class of the specific medication. This is a search-as-you-type field and the table will update automatically.
6. Select the Missing sync info for checkbox and select a host from the search-as-you-type field. Select a host from the field to display records that are not synced with the selected host. The list will include all active hosts in the system.
7. If you cannot find the desired medication, click the Add button to add a medication to the list. See the "Adding or Editing Medication Details" section below.
8. Click the Refresh button to manually refresh the page so that the medications list reverts back to its default medications.
9. Click the Update Selected button to update a selected medication. Note that the Select checkbox in the Select column must be selected in order to update the medication. When the Update Selected button is clicked, the Update Selected Medications pop-up is displayed. Use this pop-up to bulk change the active state and class of the selected medication(s).
   • Select the Active checkbox to change the active state of a medication.
   • Select the Class checkbox, followed by clicking in to or entering text in to the provided field. Click the Add Class button to add the entered class via the New Class pop-up. Enter the class name in to the New Medication Class Name followed by clicking the OK button to add the new medication class name. Click the Cancel button to close the pop-up without making any changes.
   • Click the Save button to save any changes made to the medication(s), or click the Cancel button to close the pop-up, returning to the Medications administration page.
10. Click the name of the medication in the table in order to view that medication's details on the Medication Details page. Edit medication details on this page. Click the Save button to save any changes made to the medication, or click the < Back to List button to return to the Medications administration page without saving any changes to the medication.

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Adding or Editing Medication Details

1. Click the Add button on the Medications administration page to add a medication in Copia.
2. Enter the name of the medication in the Name field. This field is required.
3. Select the Common checkbox to specify that the medication is a common medication. Select the Active checkbox to make the medication active in the Copia system.
4. Click inside the Class field to search for a class of medication, for example, "Pain Relievers," "Vitamin," etc. This is a search-as-you-type field. If no class exists, a "No matching records found" message appears. The list of class names that are available will come from the list of class names that currently exist on medications already in the database, but a new class name can be added for a medication by clicking the Add Class button. Click the Add Class button to open the New Class pop-up to add a new class in the New Medication Class Name field. Click the OK button to add the new class, or click the Cancel button to close the pop-up without adding a new class.
5. Click the Metabolites button to define metabolites for any medication record via the Metabolites pop-up. Click the Add button to link metabolites to the medication via the Add Metabolite pop-up. Enter a name for the new metabolite in the available field, followed by clicking the Add button, or close the pop-up without adding a metabolite by clicking the Cancel button. Once added, the new metabolite will appear in the table on the pop-up. It displays the name of the metabolite and the ability to delete the metabolite. Click the OK button to return to the Medication Details page. When a new metabolite has been added to the medication, the Metabolites button displays with green, italic text. Metabolites data is intended to be used during generation of reports using external custom report (SSRS) generation.
6. Click the Save button to save changes made on the Medication Details page, or click the < Back to List button to return to the Medications administration page without saving any changes.

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Adding or Editing Aliases

1. Click the Add button on the Medications administration page to add an alias medication in Copia.
2. Click the Add Alias button to add an alias on the Medication Details page. Click the Add Alias button to open the New Alias pop-up to add a new alias in the New Medication Alias Name field. Click the OK button to add the new alias, or click the Cancel button to close the pop-up without adding a new alias.
3. The aliases table displays the newly-added aliases in Copia. The table displays the alias name, the ability to switch with a medication name, and the option to delete the alias from the Copia system. Click the Switch button in the "Switch With Medication Name" column to switch the alias name with the medication name that is located in the Medication Details section. Note that in order to switch the names, a name must be entered into the Name field. Click the Delete button to remove the alias from the table. If no aliases are available, a "No matching records found" message will appear. Click the blue linked alias name to edit the alias in the Edit Alias pop-up. Click the OK button to save the changes, or click the Cancel button to close the pop-up.
4. The Aliases section contains a list of up to ten or more aliases. If the list is longer than one page, use the Page links, located below the list of aliases, to navigate through the list. If there are more page links than can fit on the page at once, Copia displays the Page field. Enter a number in this field and press the Enter key on the keyboard to immediately open the selected page.
5. Click the Save button to save changes made on the Medication Details page, or click the < Back to List button to return to the Medications administration page without saving any changes.

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Adding or Editing Last Dose Information

1. Click the Date and Time drop-down to select a time frame for last doses for medications. Select either "Date and Time," "Date," or "Time" from the drop-down.
2. Select either the Enable or Require checkboxes for the date/time drop-down options, Dose, and Frequency options.
3. Click the Save button to save changes made on the Medication Details page, or click the < Back to List button to return to the Medications administration page without saving any changes.

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Harvest LIS Synchronization for this Medication

1. Click the Add button on the Medications administration page to synch Harvest LIS with the newly-created medication.
2. Click the Unsynch Selected button to unsynch selected items in the section. A host must be selected for this button to be enabled. Click the Synch Selected button to synch selected items in the section. A host must be selected for this button to be enabled. Clicking either of these buttons will display the Synch Options pop-up with the two buttons on the pop-up. Click the Close button to close the pop-up.
3. Click the Show active hosts only checkbox to have Copia only display active hosts in the Harvest LIS Synchronization for this Medication section.
4. Click the Select checkbox in the "Select" column to have Copia synch that specific host with Harvest LIS. By selecting the host, Copia Automatically synchronizes with the selected hosts. Select the Do Not Synch (Synch 2) checkbox to mark what hosts should NOT be synched with Harvest LIS. The table displays the host name, version number, whether the host is active or not, select option, and the do not synch option. The Medication name, Class name, and Common fields, as well as aliases, are all synched with Harvest LIS. When saving a medication, the medication name must be unique for all medications in the database. If the medication name is not unique then the user will not be allowed to save the medication.
5. Click the Save button to save changes made on the Medication Details page, or click the < Back to List button to return to the Medications administration page without saving any changes.

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