Switch Bulk Bottles

(Topic Last Updated On: 05/05/2010)

The Switch Bulk Bottles menu item on the Inventory menu launches the Switch Bulk Bottles screen, which is used to switch from one liquid bulk bottle to another in the system. When this screen is launched it will display information for the bulk bottle currently open on your workstation for the Drug and Dose Type selected, including the bottle's current volume. Users can then measure the amount physically remaining, record this value, then select a new bottle. The system will record a 'Bottle Difference' for the old bottle and transfer the measured amount to the new bottle selected. This will also close the old bottle and open the new one.

Field Descriptions

Select Bulk

This field will always display Bulk and is disabled at all times. Users cannot modify the data in this field, it is for internal system use only.

Drug Type

This field displays the Drug Type for bottles listed in the grid. Available selections include all Drug Types dispensed at your facility.

Dose Type

This field displays the Dose Type for bottles listed in the grid. Available selections include all Dose Types dispensed at your facility.

Lot Number

This field displays the lot number for the currently open bottle on your workstation for the Drug and Dose Type selected.

Bottle Number

This field displays the bottle number for the currently open bottle on your workstation for the Drug and Dose Type selected.

Current Bottle Volume (Computer)

This field displays the current volume in mgs of the currently open bottle on your workstation for the Drug and Dose Type selected, according to Methasoft. This number is calculated based on the amount of the bottle when it was first added to the system, minus all dosing or inventory transactions recorded for that bottle.

Actual Bottle Volume (Measured)

This field is for users to enter the physically measured amount of mgs remaining in the bottle. Generally this measurement is taken using a volumetric flask, graduated cylinder, or by weighing the remaining volume.

Enter Comments

This field is optional, and provides room for additional staff documentation as needed when switching bottles.

Grid Columns

Opened By

This column displays the 'Employee ID' (User ID) of the user who last opened each bottle. You will not see any data in this field on this screen, because it does not display bottles that are open on another workstation.

Bulk Barcode

This column displays the bulk barcode ID of the bottle. Bulk barcode ID numbers are generated automatically and are unique for each bulk bottle added in the system.

Command Buttons

Pump Setup

Pressing this button opens the Pump Setup window, for priming, emptying, cleaning, and/or calibrating automated dispensing pumps.

Switch Bottles

Once the Actual Bottle Volume has been entered and a new bottle selected, pressing this button will complete the Switch Bulk Bottles transaction.

Procedures

How to Switch Bulk Bottles
1.) Measure the amount of mgs remaining in the bottle you are switching from. 2.) Enter the amount you measured in the 'Actual Bottle Volume (Measured)(mgs)' field. 3.) Select the bottle you are switching to by clicking on the new bottle in the grid. 4.) Click on the Switch Bottles button. A confirmation message will appear confirming the bottles have been switched and the new bottle is opened and ready to use. 5.) Click on Ok on the confirmation message to close the message and this screen.

Considerations

Bottle Differences

The main reason this screen exists in the system is to record 'Bottle Differences' for liquid medication. Bottle differences occur because new bottles shipped from the manufacturers are not precisely measured. For example, liquid methadone bottles from Roxane are entered as new bottles into Methasoft containing 9,460 mgs each. However, the physical volume of each bottle varies slightly from this amount. Generally bottles are shipped with slightly more medication than on the label, but occasionally bottles come with less. There has been a lot of debate over what the acceptable range is for bottle differences. Each facility is responsible for finding this information out from their local, state and federal authorities, as no consistent answer to this question has been discovered. In our experience of installing and supporting Methasoft, we've consistently observed a common range of 50 - 250 mgs over per bottle. Thus it is recommended that you monitor bottle differences regularly not only as bottles are switched, but also periodically using the Inventory Daily Bulk Activity Summary report. Outside factors such as dispensing errors, or a pump that's calibrated incorrectly, can result in erroneous bottle difference amounts. Only your dispensing staff will be able to determine what the normal bottle difference range is for your facility.

Alternative Method for Recording Bottle Differences

Some facilities opt to not use this screen at all. Instead they measure each new bottle at the time it is opened, then measure the amount and reconcile the bottle accordingly in the system. This method requires using the Reconcile Bulk Inventory screen and a little more work, but it also makes it more likely that bottle differences are being recorded accurately and are not due to dispensing errors, inventory transaction errors, or malfunctioning pumps.

Using this Screen for Tablet Medication

There is nothing wrong with switching dry medication types using this screen. In the case of dry medication, the Current Bottle Volume (Computer) should always match the Actual Bottle Volume (Measured), since dry medication is rarely shipped with an incorrect volume.