Manage Kit Masters

Use the Manage Kit Masters screen to:

• Create a new kit master
• Manage shortages
• Edit kit master settings
• Clone a kit master
• Manage kit master segments
• Associate items to a kit

To access the Manage Kit master screen:

1. Hover over the Inventory drop-down.
2. Select Manage Kit Masters.

Create a New Kit Master

To create a new kit master:

1. Click New Kit Master. 
2. Name your kit master. 
3. Select an option from the Kit Master Type drop-down. These are pre-loaded types. 
4. Select settings under Options. 
   1. Expiring Soon - Put the number of days that you would like advance notice when a kit has an item that is due to expire. 
   2. Sharing - Select the check box if you want to allow this kit master to be used by other hospitals if you have more than one hospital in your network.
   3. Refrigeration - Select the check box to enable the refrigeration expiration dates associated with items in this kit. 
   4. Dispatching - Select the check boxes to set dispatch requirements, like the kit must have a Complete scan or a sanitization check to be dispatched.
   5. Kit Creation - Select the check box to prevent clones of this kit master. 
   6. Scanning - Select the check boxes to enable settings for the Cart and Location associated with this kit when you scan. 
   7. Custom Message on Charge Sheets - You can include regulatory language or any other custom text to be printed on the bottom of charge sheets for the kit master.

Manage Shortages

To specify an additional quantity or quantity range to use when a segment is on shortage, select Add Shortage Range from the Edit Fill Option screen. By default, the range is set with a minimum value of 0 and a maximum value of whatever the Fill Option quantity is set to (ex: for a Fill Option of 5, the default shortage range will be set to 0-5, meaning any amount of items between 0 and 5 will satisfy the segment).

To edit the range, drag either end of the slider to update values. For example, editing the range to have a minimum value of 1 and a maximum value of 3 will allow 1, 2, or 3 items to satisfy the segment.

To specify a single number instead of a range for the shortage amount, drag both ends of the slider onto the same number (ex: in the case of a shortage, require exactly 4 items).

Update a Segment's Shortage Management Status

To update the shortage status of a segment, select the Shortage Management check box. The text will then update the let you know if the segment is currently on shortage or not. When a segment is on shortage, each fill option's shortage quantities will be respected instead of the original quantity. To set a shortage quantity, see below to Add a Shortage Quantity.

Edit Kit Master Settings

You can edit existing kit masters from the Manage Kit Masters screen. 

1. From the Manage Kit Masters screen, select the kit master you want to edit. You can also select from the Kit Master drop-down. 
2. Click Edit Settings. 
3. In the Edit Kit Master screen, make necessary changes. 
4. Click Update to save your changes.

Clone a Kit Master

You can clone duplicate a kit master. This can save time if you need to create a new kit with only a few differences to an existing kit. 

To clone a kit master:

1. From the Manage Kit Masters screen, select the kit master you want to clone. You can also select from the Kit Master drop-down. 
2. Click Clone Kit Master. 
3.  Enter a name for the cloned kit master. 
4. Click Clone Kit Master to save your newly cloned kit master. 

Manage Kit Master Segments

Segments are the groupings of items within a kit. Think of a segment as a single pocket in a kit or tray in which you place one or more clinically equivalent items. Each segment can have one or more NDCs and a quantity. 

You can add a segment to a kit master or edit an existing segment. 

Edit a Segment to a Kit Master

1. From the Manage Kit Masters screen, select the kit master with the segment you want to edit. You can also select from the Kit Master drop-down. 
2. Select the specific segment. 
3. In the Edit Segment screen, you can:
   1. Edit the segment name
   2. Manage shortages
   3. Select or edit the preferred fill option
   4. Add a fill option
   5. Delete the segment 
4. Click Done to save your changes. 

Add a New Segment

To add a new segment, select the kit master you want to add it to and click New Segment. The New Segment screen displays and you can input the name of the segment, quantity, and billing code if applicable. If the preferred fill items have already been added to your formulary, these can be added as well. 

Delete a Segment

To do this, click Edit. To delete a segment, click Delete Segment.

Once Edit is selected, the Edit Preferred Fill Option screen will open. Select which formulary item you want to be the preferred option for this segment. Search for the appropriate item(s) in the Add Formulary Items field, and select to associate the specific formulary item or all formulary items with the alternate fill. 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. 

Use CSV Import to Add New Segments

Segments can be added to a Kit Master by adding all necessary information to the KitCheck CSV Template and importing this template for the Kit Master.

To download the CSV Template, navigate to the Manage Kit Masters page for the kit master and click Import Segments.

Selecting Import Segments will display the modal below. Click download our csv template to trigger the KitCheck CSV Template download. 

This template contains the following columns:

• Segment Name: Providing a name for each segment in the csv is required.
• Primary NDC: Providing the NDC for the Primary Fill for each segment is required. The NDC should be entered exactly as it appears on the packaging.
• Quantity: The quantity for the Primary Fill is required.
• Allow Clinical Equivalent for Primary (Yes/No): Specify if a Clinical Equivalent medication is allowed to be used for the Primary Fill. If this is left blank it will default to 'No'.
• Primary Billing Code: Entering the Billing Code for the Primary Fill is optional.
• Alternate NDC: Including an Alternate Fill NDC is optional.
• Alternate Quantity: If the segment includes an NDC for an Alternate Fill, the Quantity is required. If the segment does not include an NDC for an Alternate Fill, this field should be left blank.
• Allow Clinical Equivalent for Alternate (Yes/No): Specify if a Clinical Equivalent medication is allowed to be used for the Alternate Fill. If this is left blank and there is an Alternate Fill for the segment, it will default to 'No'.
•  Alternate Billing Code: Entering the Billing Code for the Alternate Fill is optional.

If the csv import contains an item or items that are not in the formulary, an error message will display. To successfully import this csv with that item, it must first be added to the formulary.

Export Kit Master Segments

Segment information for a Kit Master can be exported to a CSV by clicking Download CSV from the Manage Kit Masters screen for a kit master.

The export will contain columns with the following information:

• Segment Name 
• Primary NDC 
• Allow Clinical Equivalent for 
• Primary (Yes/No) 
• Primary Billing Code (if provided) 
• Alternate NDC (if provided) 
• Alternate Quantity (if provided) 
• Allow Clinical Equivalent for Alternate (Yes/No) (if provided) 
• Alternate Billing Code (if provided)

If a segment contains multiple alternate fills, the last alternate fill listed is what will populate into this export. This export can be used to import segments for another kit master.

Prevent new Kits from being created for a Kit Master

KitCheck Manager users have the ability to prevent new Kits from being created for a specific Kit Master.

This setting can be turned on by navigating to the Edit Kit Master screen for a Kit Master. Click the Inventory drop-down and select Manage Kit Masters.  

Checking this box for a Kit Master will prevent users from selecting this Kit Master from the scrolling list of Kit Masters to print a Kit Tag. The Kit Master will remain on the scrolling list, however it will display as greyed out. When you hover over the greyed out Kit Master name, you will be provided with an informational message: "New Kits for this Kit Master cannot be created". 

This feature provides the option to prevent additional Kits from being created for a Kit Master, but continues to allow existing Kits in the field for this Kit Master to function as expected. Therefore, you will continue to have the ability to Replace Kit Tags for existing Kits with this Kit Master.

Set your Kit Master so the Kit's Location and/or Cart assignment does not clear upon Scan in Pharmacy

A Kit Master can be set so that all of the Kits created for that Kit Master do not clear their assigned Location and/or their assigned Cart.

If Kits should never have their location cleared, enable the Scanning Kit does not clear Location option.

If Kits should never have their assigned Cart cleared, enable the Scanning Kit does not clear Cart option. 

Delete a Kit Master

To delete a kit master, email help@kitcheck.com with your deletion request or call KitCheck Support (786-548-2432 ext.2).