Introduction Database Details Advantages of an ...

WASHINGTON STATE UNIVERSITY | COLLEGE OF PHARMACY

Microsoft Access® as a Tool to Increase Productivity and Teaching Opportunities in the Pharmacy Practice of Drug Information Anne P. Kim, PharmD, MPH, MIT* | Ross J. Bindler, PharmD* | Danial E. Baker, PharmD, FASHP, FASCP* *Washington

State University; College of Pharmacy – Drug Information Center

Introduction

Figure 1. Drug Information General Request Form

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Figure 2. Pill Identification Request Form

Technology advancements provide healthcare professionals opportunities to develop improved ways to manage workflow and creative ways to impart knowledge.

For Pharmacists: An electronic database allows for optimal teamwork since more than one person can view records and document updates on requests. In the absence of the original responder, another person can efficiently complete a pending request.

At the Washington State University Drug Information Center (DIC), student pharmacists have the opportunity to respond to questions from a large target audience, including physicians, pharmacists, nurses, and patients.

Figure 4. Example Scenario

These requests arrive via phone, email, fax, and mail from various locations, including institutions outside the United States.

Advantages of an Electronic Database • Requests, responses, and references are searchable. • Frequently asked questions can be quickly answered by referencing previous responses (new data, if available, can be added to the new record). • Previously entered requests/responses can be viewed, accessed, and/or completed by multiple users. • Pending requests can be viewed in a report with direct links to records of interest.

Issue #1: Hard-copy documentation of records are not easily accessible by multiple persons to input data or to update records. Issue #2: Hard-copy documentation of records cannot be easily searched or analyzed for data of interest.

Database Details Figure 3. Search Form

With basic coding skills, a Microsoft Access® database was created to manage all drug information requests. The database allows anyone with access to a secure shared network to view or edit records; but upon approval by a pharmacist preceptor, records are locked so they cannot be altered. Authorized individuals can make back-end edits as required. Key Information Maintained by Database: • Individual who received the request • Date/Time of Request (and Contact Mode) • Requestor Contact Information/Area of Practice • Request (Drugs of Concern) • Response and References • Individual who approved the response • Date/Time of Review (Approval) • Individual who provided the response • Date/Time of Response (and Contact Mode)

Productive Utility

For Preceptors: In addition to teamwork, preceptors can give students prompt feedback on individual, active requests and on overall progress in responding to drug information requests. Students receive prompt feedback upon review of their progress within a case or over the course of the entire rotation. Patterns and trends of requests and frequency of similar questions can be analyzed more efficiently with electronic records than with hard-copy records. For Pharmacy Managers: The patterns and trends of requests and the frequency of similar questions can be analyzed more efficiently with electronic records than with hardcopy records. Based on frequently asked questions, there may be opportunity to proactively educate and train staff in certain areas of drug information.

Conclusion: It is inevitable that pharmacists in every practice setting receive questions from healthcare providers. +

Yellow Fields = double-click to auto-populate current date and time

Many community and institutional pharmacies employ multiple pharmacists per site. Having an electronic record of incoming requests and outgoing responses can help manage workflow and increase productivity.

WASHINGTON STATE UNIVERSITY | COLLEGE OF PHARMACY | DRUG INFORMATION CENTER