“Use of Technology to Improve Accuracy and Efficiency of On-Site Inspections”

1. “Use of Technology to Improve Accuracy and Efficiency of On-Site Inspections” Clelia Sanders, RPh Steve Hart, RPh Mark Parker

2. Kentucky Board of Pharmacy • SansWrite™ Automated Inspections • Client (On-site Inspections) • Middleware (Data Synchronization) • Web Portal (Public and Private) • TurnKey Inspection System • Tablet PC • Portable Printer and Carrying Case • Wireless Internet • Development and Integration • Inspection Templates • Pharmacy and Pharmacist Management • Pharmacy and Pharmacist Renewals through ky.gov CLEAR 2008 Annual Conference Anchorage, Alaska

3. Lessons Learned • There’s a difference between using technology in an office setting and using technology in the field • The wrong technology can cause an Inspector to be inefficient, or less efficient than she is with paper forms • The success of any technology project is based on the end-users’ and developers’ ability to communicate effectively CLEAR 2008 Annual Conference Anchorage, Alaska

4. Keys to On-site Inspections • The technology should reduce typing • The technology should assist the inspector • The majority of data entry should be repetitious • Data entry screens should be designed with the Inspector in mind • Printouts should be designed with the Licensee (person reading the report) in mind • It’s likely the data entry screens and printouts will be laid out differently CLEAR 2008 Annual Conference Anchorage, Alaska

5. Storing and Using Data • Web based and synchronized technology solutions allow information to be stored in a centralized database • Private and public portals provide access to licensee and inspection data via the Internet • Special consideration should be given to sensitive data (encryption) • Integrated information systems allow multiple applications to share the same centralized data CLEAR 2008 Annual Conference Anchorage, Alaska

6. Choosing Hardware • Portable vs. Mobile – depends on the type of inspection (or user) • Battery Life • Pen Input • Warranty • Purchase hardware technology last! CLEAR 2008 Annual Conference Anchorage, Alaska

7. Where to Begin • Organize current forms, policy manuals, regulations, etc. • Make a list of existing applications, databases, spreadsheets, etc. • Create and maintain a “glossary of terms”, including acronyms • Automate the most repetitious functions or processes first CLEAR 2008 Annual Conference Anchorage, Alaska

8. SC Board of Pharmacy Resources • ReLAES (Regulatory Licensing and Enforcement System) • Mi-Co (Mi-Forms) www.mi-corporation.com • Current Inspection Forms • Inspectors and IT Personnel • Notebook Computers with Phone Cards • Bluetooth Printers CLEAR 2008 Annual Conference Anchorage, Alaska

9. ReLAES • Built Form in ReLAES with Drop-down boxes for convenience • Need Violations to crossover to Inspection Section (Must have previous inspection) • Scan Forms into Document section • Appropriate Security Clearance to access information via LPN Portal • Automatically Expire old inspection and give new inspection due date CLEAR 2008 Annual Conference Anchorage, Alaska

10. Mi Forms • Build templates for Permit Types (Examples: Retail; Retail/Non-Sterile; Retail/Non-Sterile/Sterile Compounding) • Determine Information on Cover Sheet and typed fields or manual with pen • Determine Information to be pulled from ReLAES (Didactic Information/Pharmacist) • What will be stored in Mi-Forms Server for retrieval • Licensure Renewal CLEAR 2008 Annual Conference Anchorage, Alaska

11. Current Inspection Forms • Retail • Institutional • Sterile Compounding • Non-Sterile Compounding • Nuclear Pharmacy • Non-Dispensing Drug Outlet • Medical Gases/DME CLEAR 2008 Annual Conference Anchorage, Alaska

12. Inspectors and IT Personnel • Inspectors compile list of items for drop down boxes for each statute • Inspectors determine combination of inspection forms • IT and Inspector build forms in Mi-Forms and ReLAES • IT determines how to pull/download information between two systems CLEAR 2008 Annual Conference Anchorage, Alaska

13. Notebook Computers and Phone Cards • Notebook Computers and software programs must be compatible and price is determined by contracts • Notebook needs Bluetooth capability • Need Phone Card/Access which is accessible in most areas of state • The lighter the better for travel • Notebook used for all Board of Pharmacy Business (e-mail; inspections; research, etc) CLEAR 2008 Annual Conference Anchorage, Alaska

14. Bluetooth Printer • Bluetooth Printer compatible with Notebook Computer • Capable of Printing Permits and Inspection Reports onsite • Rechargeable to allow for easier travel and limited access to outlets in facilities • Best to have Color Printer to allow for multiple uses (Reports; Violations; Forms) CLEAR 2008 Annual Conference Anchorage, Alaska

15. What Else? • Had to Clean-up some of Information in ReLAES due to differences in original data entry • Differences in Pharmacists and IT Personnel importance of specific data • Obtaining the security level through Administration to complete all functions • Testing each type of Inspection type for all information crossing between two systems • Rearranging and adding information to allow printing of permits on site CLEAR 2008 Annual Conference Anchorage, Alaska

16. PROS Less Paper Ability to see previous inspection info onsite Printing New Permits onsite & save postage Use of computer for multiple functions and reducing trips to office CONS Cost of Initial Start-up Unable to get connect at some sites Unable to get connect at some sites Less personal communication with staff Pros and Cons CLEAR 2008 Annual Conference Anchorage, Alaska

17. Speaker Contact Information Clelia Sanders, RPh Synergy Business Park Kingstree Building 110 Centerview Dr. Columbia, SC 29210 (803) 260-9818 sandersc@llr.sc.gov Steve Hart, RPh Kentucky Board of Pharmacy Spindletop Administrative Building Suite 302 2624 Research Park Drive Lexington, KY 40511 (859) 246-2820 steve.hart@ky.gov Mark Parker SansWrite by MAP Software, Inc. 6824 Ashfield Drive Cincinnati, OH 45242 (513) 771-4042 ext. 201 mark.parker@sanswrite.com CLEAR 2008 Annual Conference Anchorage, Alaska