Canada: Manage Drug Shortages with Preferred and Alternate Fill Options

Drug shortages have become a reality in hospital pharmacies, and KitCheck allows you to manage shortages within the application through the use of alternate fills. You can designate an alternate fill option to substitute for your preferred fill option in a kit master. This makes managing item shortages easier in KitCheck. Alternate fill options are identified by the"black four square" icon.

Manage Kit Master and Edit Segment

Navigate to the appropriate kit master by selecting Manage Kit Masters from the Inventory drop-down menu. Select the kit master you want to edit and the specific segment you want to edit by clicking on the segment name.

Add a Preferred Fill Option

The Edit Segment screen displays. If you have not already designated a Preferred Fill Option for this segment, click Edit. 

Once Edit is selected, the Edit Preferred Fill Option screen displays. Select which formulary item you want to be the preferred option for this segment. To do this, search for the item in the Add Formulary Items field. Once the item has been located, decide if you want to add the specific formulary item or all formulary items associated with generic product. You can add as many formulary items to the segment as are applicable from your pharmacy. You can also rename the segment, adjust the quantity, and edit billing codes for the segment. 

The item will now populate in the Formulary Items in Fill Option section. When you're done adding items click Save. The Edit Segment window now displays the Preferred Fill Option. 

Add an Alternate Fill Option

Once the Preferred Fill Option has been set, you will be able to enter an Alternate Fill Option. This alternate option can be used if the preferred fill is unavailable (e.g. if the particular drug is on shortage or backordered). Click Add Fill Option. 

The Add Alternate Fill Option screen displays. Input the quantity and billing code, if applicable, for the alternate fill option. Search for the appropriate item(s) in the Add Formulary Items field, and select if you want to add the specific formulary item or all formulary items associated with generic product with the alternate fill. When finished, click Save. 

Both fill options will now be displayed on the segment details screen. Use the Done button to save the information. 

On the Manage Kit Masters screen theicon will now display designating that an item has an alternate fill. 

Once a shortage is over, remove the alternate fill option by clicking Delete. 

Scanning Trays with Alternate Fill Option

When a tray is scanned, the application looks for the preferred fill. If the preferred fill is not found, the application will automatically search for the alternate fill option. If either of these requirements are met, you will see the This Kit is complete screen. You will see the "black four square" icon and message on the Scan is Complete screen when an alternate fill has been utilized. 

On the Scan Details screen, theicon displays next to the segment where an alternate fill option has been utilized. When a charge sheet is printed, theicon displays next to the segment where an alternate fill option has been used.