Bi-directional interface to material management. Interface for sending the stock from the material management system to Cypro

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Bi-directional interface to material manage

ment systems

In the Cypro drug manager and the integrated inventory management, information of active

substances needs for preparation and material management data is stored, e.g. name of active substances, starches, trade name, batch names, stability of batches, stability of application ready solutions, characteristic data of active substances and trade names or batch stock amounts.

Cypro can receive stock data from a external material management system using an existing

bi-directional interface.

First stock data of articles from the material management system is sent to Cypro. In return Cypro can send back used quantities in mg or parts of vials, manually or automatically.

Data exchange from the material management and Cypro takes place with a configurable text file.

Interface for sending the stock from the ma

terial management system to Cypro

The material management system can send stock to Cypro. This will be automatically entered in the Cypro drug manager.

For inserting stock and batch data, Cypro needs the following information: Needed Data Format in

Text-File

Format in

Cypro- Database

Trade name Varchar (70) Varchar (70) optional

Article number Varchar (20) Varchar (20) obligatory

Drug Code for trade

name Varchar (15) Varchar (15) A drug code number to clearly identify drugs with starch and package, equi valent to the German DIN

optional

Starch Varchar (16) Numeric (15,4) optional

Unit of starch Varchar (60) Varchar (60) optional

Batch name Varchar (20) Varchar (20) obligatory

Stock in single units of

a package Varchar (9) Integer obligatory

Stability Varchar (8) Date Value can be sent in format

ddmmyyyy or yyyymmdd obligatory

Price of single unit Varchar (16) Numeric (15,2) optional

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The „Varchar”-datatype in Cypro is the same as the „Varchar2”-datatype in Oracle, „Numeric (precision, scale)” in Cypro is equivalent to „Number (precision, scale)” in Oracle, „Integer” in

Cypro is equivalent to „Number (10)” in Oracle.

Numbers in the text-file must be written with maximum of 4 places after the comma and a point as decimal separator. The starch or the stock can either be right- or left-aligned.

The fields can either be written with fixed length (filled with configurable filling signs) or with vari able length (separated with configurable field separators). The column „Format in Text-File” in the table above shows the maximum length of the fields. If fields with fixed width are used then the width can be reduced.

Cypro don't stores completely new trade names, which are not already inserted in the Cypro drug manager, with active substance, starch, stability, etc. . Only batch and stock data of existing trade names in Cypro will be stored in the Cypro drug manager using this interface. Cypro needs for the correct preparation additional information like stability of application ready solutions in dependency of additional drugs, carrier solution, container material, storage conditions or medicament's char acteristic data as additions or densities. As these information are not contained in material man agement systems, Cypro can't use data of articles that are not already existing in the Cypro drug manager.

To clearly identify the trade names, Cypro uses the article number. Cypro assumes an article num ber is present only once in the system (inserting of double article number in the Cypro drug man ager is however permitted). If this should not be the case the stock, which is sent, cannot be auto matically inserted in Cypro. Cypro indicates an „Error list” and the pharmacists must insert the shown article manually.

If the article number is not unique then also the drug code should be sent, as Cypro then uses both information to identify the right trade name. Cypro never uses the name of the trade name it self for identifying a data record. Additional data as named above can also be sent. Cypro uses this data for the pharmacist only for viewing, if a product is not already stored in the Cypro drug manager and must be inserted manually.

Please consider that the drug code in the table above is unique for the combination of active sub stance, starch, trade name and package size.

Double reading of the stock using the interface file is no problem as already read batches will be updated in the Cypro drug manager and not not inserted again.

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Interface for sending the stock from the material management system to Cypro

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Examples for sending stock data to Cypro

In the following exemplary stock data as they are being expected by Cypro is shown. All data is transmitted, also the optional data. The starch and package size are left-aligned, stock amount and price of single unit are right-aligned. As date format, „ddmmyyyy” is used.

Numbers are written with a point as decimal separator.

The following fields are transmitted:

Data Field length Value

Trade name 30 Ribofluor Ribosepharm

Article number 20 AF5000

Drug Code for trade name 7 6333547

Starch 16 5000

Unit of starch 4 mg

Batch name 20 NC01

Stock in single units of a package 9 17

Stability 8 1072009

Price of single unit 16 19,21

The data are expected line by line with <CR> or <CR><LF> as line separator. Please consider that the value in column „Field length” can be modified in the Cypro options

Interface for sending the stock from the material management system to Cypro

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Interface for sending used quantities from

Cypro to the material management system

Cypro does not only note used quantities for each preparation, but also booking amounts for the material-management. The quantity of a vial, which can be booked, never exceeds the vial starch, entered in the drug manager, thus is independent of bottle over filling.

Through it's mass orientated preparation type Cypro considers during preparation an over and under filling of the vials. But it can never be booked more, than in the vial is to be.

Residues, which are rejected during preparation, are assigned to this preparation automatically. Manually rejected remainder vials are totally assigned to the last preparation, in which the vial was used. The booking amount of these remainders is totally added for the booking amount of the preparation.

Prepared drugs can be booked in mg or in parts of vials, infusion containers and pumps will be booked in pieces.

The booked quantities can be sent automatically on a specified time or can be sent by manually executing a „Send data”-command. To exclude specified prescriptions (e.g. for clinical trials) these one can be marked in Cypro's therapy manager. These prescription can then booked manually by using a printable booking report.

Using Cypro's interface the data exchange takes place with a configurable text file.

Configuring the booking file

For sending booked amounts Cypro uses the from Baxter-ATC-Host for SAP-MM used interface. The data exchanged takes place with a text file with the following data fields:

Field name Field length Real datatype Description

Patient-ID 12 - 30 Varchar(30) Patient-ID from HIS

Name, First name 20 - 62 2 concatenated

fields with Varchar (30)

Patient name and patient first name, separated by a comma

Birth day 8 Date Format is ddmmyyyy or yyyymmdd

Article number 1 - 20 Varchar (20) Article number of the trade name

Booked amount 16 Numeric (15,4) Booked amount

Fill field unlimited size Varchar Not used

Cost centre number 10 - 20 Varchar (20) Cost centre number

Interface for sending used quantities from Cypro to the material management system

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Field name Field length Real datatype Description

Date of booking 8 Date Current date in format ddmmyyyy

or yyyymmdd

Preparation date 8 Date Format is ddmmyyyy or yyyymmdd

As this is a text file all data is shown as varchar datatype. In column „Real datatype” the datatype

in the Cypro database is shown. The „Varchar”-datatype in Cypro is the same as the „Varchar2

”-datatype in Oracle, „Numeric (precision, scale)” in Cypro is equivalent to „Number (precision,

scale)” in Oracle.

The booked amount must be written with maximum of 4 places after the comma and a point as

decimal separator. It can either be right- or left-aligned. The patient ID and the cost centre num

ber can contain alphanumerical signs not only numbers.

The fields can either be written with fixed length (filled with configurable filling signs) or with vari able length (separated with configurable field separators). The column „Field length” in the table above shows the length range of the fields. If fields with fixed width are used then the width can be reduced.

The rows in blue colour contains obligatory data and must be included in the interface file. The rows with white colour includes optional data and can therefore excluded from the text file. Fields that are part of the Baxter-ATC-Host interface and are not used by Cypro are signed with „Fill field”.

All data is grouped by patient (patient-ID, name, first name, birthday), cost centre number, article number and date of booking.

All numeric fields can be right- or left-aligned. The patient ID and the cost centre number can

contain alphanumerical signs, not only numbers.

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Examples for sending booking data

In the following exemplary booking data as they are being sent by Cypro is shown. All data, except of the „Fill fields” is transmitted, also the optional data. The booking amount is right-aligned. As date format, „ddmmyyyy” is used.

Numbers are written with a point as decimal separator.

The following fields are transmitted:

Data Field length Value

Patient-ID 12 12345

Name, First name 20 Test, Peter

Birth day 8 17121958

Article number 18 300686

Booked amount 16 835.2641

Cost centre number 10 9314400

Date of booking 8 13082007

Preparation date 8 18072007

The data are expected line by line with <CR> or <CR><LF> as line separator. Please consider that the value in column „Field length” can be modified. It's used for sending data with fixed field length.

For variable field length with „I” as field separator, Cypro expects the following in the inter face-file:

12345|Test, Peter|17121958|300686|835.2641|9314400|13082007|18072007|

For fixed field length with „X” as fill sign, Cypro sends the following in the interface-file:

12345XXXXXXX|Test, PeterXXXXX|17121958|300686XXXXXXXXXXXX|XXXXXXXX 835.2641|9314400XXX|13082007|18072007|

Bi-directional interface to material management. Interface for sending the stock from the material management system to Cypro