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Issues with pharmacy updates in Registration/Contacts

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Last Post by jryan 7 years ago

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smercier

(@smercier)

Posts: 11

Active Member

Topic starter

We are having an issue with staff updating patient pharmacies under Registration/Contacts. When the staff select Change, the pharmacy is changed for every patient in the system who has that pharmacy. In order to avoid this, the staff member must remove the pharmacy and add new. I am relatively new to Centricity wondering if this is in fact the way it is supposed to work, and if so, what is the work around? Thank you for any help or tips you can offer, how can an error this large be so easy to make?

Thank you in advance!

Posted : August 22, 2017 2:57 am

SLHV

(@slhv)

Posts: 478

Honorable Member

I've never noticed that before, nor have we received any user complaints that I'm aware of. Sure enough, that does actually edit the pharmacy record.

The correct process is to use new to attach a new/different pharmacy to a patient registration, then delete the old one.

Posted : August 22, 2017 3:15 am

SLHV

(@slhv)

Posts: 478

Honorable Member

I should add that you may wish to review assigned user security privileges. I believe this particular one would be in Administration under System > User and Resource Management > Users > Security > Security by Permission, then Main Menu > Administration > Pharmacies. We don't permit most of our users to edit existing pharmacies.

-dp

Posted : August 22, 2017 3:22 am

Scott Forest

(@sforest)

Posts: 527

Honorable Member

also, to ensure all the information is correct for the pharmacy, you should always import the pharmacy information from ESM, not by adding the information into CPS manually. GE has a very comprehensive list of every registered pharmacy in the country in ESM. I agree with SLHV though, sounds like your staff has too many privileges.

Posted : August 22, 2017 3:29 am

jryan

(@jryan)

Posts: 119

Estimable Member

We have this problem also and it wreaks havoc in eprescribing and even more so now that we have 9.10 because we have to fix broken prescriptions in a back end refill request table with support. When they change name we usually get a call that one of our main pharmacies is missing from the system and no longer available for erx. And if you don't put it back just the way it was, it doesn't pull forward in the rx in patients chart to go to the same place (pre 9.10 at least). This is a bug and it bypasses the security settings and allows people to change even though they don't have access to do so. If that same person went to go, setup, settings, registration and professional contacts (EMR) and tried to change, it wouldn't allow them. I've reported and filled out enhancement request but they have never fixed it. It does warn the person changing the contact that they are about to change a contact that is on other people's list but it isn't very clear and they change it anyways. Hope that helps some and maybe you can report and fill out request for enhancement also. I feel like they never look at it but they say that is only option.

Posted : August 22, 2017 3:32 am

BrianAPHN

(@brianaphn)

Posts: 106

Estimable Member

It appears the user has privileges to see the Modify button. If you modify, it changes the Main Pharmacy information. Therefore, it would change them all. This also means address, phone, NCPDP ID, etc. are probably not correct either for that Pharmacy name.

Posted : August 22, 2017 3:35 am

jessicaw

(@jessicaw)

Posts: 434

Prominent Member

I agree with the previous suggestions on checking your security permissions. Only administrative users should be able to Modify pharmacies. The correct workflow for updating a pharmacy in the patients registration is to delete the old and add the new.

Posted : August 22, 2017 3:42 am

smercier

(@smercier)

Posts: 11

Active Member

Topic starter

Thank you for your response!

I don't see a modify button, when I go into the Contacts tab under Registration, I see the following: Find Pt,, New, Change, Remove. The change button is the issue as it is not just changing the pharmacy for that one patient. And it makes sense that the staff would be selecting change to change a pharmacy in a patient chart. I can definitely see why this is happening. As someone mentioned, if you remove this privilege, the staff member can't make changes to anything in this area of registration.

Posted : August 22, 2017 4:34 am

smercier

(@smercier)

Posts: 11

Active Member

Topic starter

Thank you! So the Change button is meant to change all if I am understanding correctly? Which I am guessing would be used for change of address, number, etc for pharmacy. This you would want to change across the board, but would not want staff to have that option.

Posted : August 22, 2017 4:37 am

smercier

(@smercier)

Posts: 11

Active Member

Topic starter

Thank you! We are working on training and re-training in this area, but I was hoping there was something else. I will check in with our compliance person about the privileges, but I believe she said taking that away from someone, would take away other registration privileges that the staff do need. You are right, they never look at the alert. I think they don't realize the impact of the change, even with the alert. I will definitely report and fill out a request for enhancement form. Thank you for the information.

Posted : August 22, 2017 4:41 am

smercier

(@smercier)

Posts: 11

Active Member

Topic starter

I will definitely pass this along to everyone who needs to know. As I said, I am relatively new, so I don't know how it is done currently, but its nice to get this kind of information so we can ensure we are covering our bases.

Thank you for your help!

Posted : August 22, 2017 4:44 am

smercier

(@smercier)

Posts: 11

Active Member

Topic starter

Thank you! I will check on this. We do not want everyone to be able to make these types of changes at all, it is causing some issues for sure.

Posted : August 22, 2017 4:46 am

smercier

(@smercier)

Posts: 11

Active Member

Topic starter

Thank you! I was hoping it was a privilege or workflow issue, something we could easily remedy, but it doesn't look like it.

Posted : August 22, 2017 4:49 am

jryan

(@jryan)

Posts: 119

Estimable Member

The people making the changes ARE restricted from changing pharmacies in setup so we have correctly restricted them. However, this bug bypasses that security setting and allows them to do it anyways via changing a patient contact. They can't change a pharmacy if they go through setup but they can through registration and contacts and clicking on change. It doesn't matter if exported from esm, once in the EMR, they can bypass security and change. We have reported it more than once. We only have very few people who have registration access just to fix pharmacies on patient contact list since we have a PM interface demographics but it still happens after education and nothing we can do to prevent - just clean up after.

Posted : August 22, 2017 4:51 am

Scott Forest

(@sforest)

Posts: 527

Honorable Member

Actually the Modify button is in the pharmacy select screen, it will appear for anyone with that privilege. I would just go straight into admin and pull it from everyone.

Admin > System > User and Resource Management > Users > Security > Security by permission

then in the permission list

main menu > administration > pharmacies

look through all of the sub groups to see who or which groups have permissions, I took it away from everyone except IT and EHR administrators. Honestly, once the list is cleaned up you could probably take it away from everyone and just use the ESM console to import which is the recommended way to import a new pharmacy anyway.

Posted : August 22, 2017 4:59 am

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