Pyxis Troubleshooting Guide

 

• Pyxis World Wide Service: 1-800-727-6102
• Follow prompts
• Hospital site ID: (Insert here)
• Pyxis System Manager: (Your Name here) pager number: (Insert here)
• Pharmacy Extension: (Insert here)

 

Failed Drawers/Pockets

• Recover Drawer icon will appear on the lower left of the touch screen.
• Touch the recover icon.
• Select the failed drawer/pocket.
• Drawer/pocket will open, follow screen prompts.
• (Screen will instruct you to tap on cubie lid- tap in the front, center, where the lid latch is located).

• Ensure that packaging is not protruding above the pocket.
• (This is the most common reason for failures).
• Upon successful recovery, drawer/pocket will open again for inventory.
• RN/LPN will need witness for inventory function of controlled drugs.
• If “maintenance required” message appears, call pharmacy, or page system manager.
  
  

Tips for Using the System:

General:

Scrolling through patient/medication lists:

User may scroll using either the touch screen, or keyboard arrows. The keyboard responds better for long lists. Or use the keyboard to type the first few letters of the name/medication.

Generic/Brand:

Pyxis defaults to the medication’s generic name- touch the “Brand” radio button on the lower left of the screen to switch to brand name.

If screen seems unresponsive:

·         Sometimes the hospital network traffic is very heavy and will slow the system down. Wait a moment: Pyxis may “catch up” on transactions, and normal function may return

·         If screen actually freezes, call pharmacy, or page Pyxis system manager.

·         Open/close drawers gently. This goes a long way toward avoiding drawer failures or other system problems.
Wait for screen to tell you to close pocket/close drawer. This actually will make the system respond faster.

Incorrect dose removed:

·         Verify that you have removed correct dose: If you accidentally take only one package and need 2, but have already closed the pocket:

·         Return the dose that Pyxis thinks you removed: In this instance you will only have a partial dose to physically return: Include a brief explanatory note with the return before placing in return bin).

·         Remove correct dose.

Cubie Pockets:

·         Open/Close drawer gently! Do not yank open, or slam shut. These drawers have sensitive hardware, and need a little TLC.

·         If cubie does not open in a few seconds, run hand LIGHTLY over cubie lids.

·         (If you know the specific cubie location, tap on the cubie lid, or insert nail into edge to release lid.) Usually a cubie resists opening because a med package is jammed in the lid. Ensure that packaging will not jam again before closing lid.

Returns:

·         Pyxis will prompt you to place returned items in the return bin. ( Drawer 1 will open).

·         If the returned medication is too large to fit into the return bin, Place in Pharmacy “Out” bucket on top of Pyxis.

·         Exception: Returned narcotic (PCA, or other oversized packages)

·         Call pharmacy for pickup: Place in external lock drawer and record on green narcotic sheet.

• If the medication happens to be stocked in Drawer 1, do not return to stock when the drawer opens. Always return to the bin, or to the “Out” bucket.
  
  

Remote Location:

• In some areas, certain medications are stocked outside of the Pyxis cabinet, but are still tied to the system (non-locked refrigerators, emergency med drawers). These areas are called Remote Locations, and will still be designated on the Pyxis screen as a drawer.
• These items must be charged through Pyxis to avoid blind stock outs.
• (i.e. - Pyxis thinks there is inventory, but the item is physically stocked out).
  
  

If patient name does not appear:

• Patient not registered.
• Call registration
• Admit/transfer has not crossed to Pyxis from HBOC.
• Wait a few minutes; try again. If more than one report is received in pharmacy, Information Systems will be contacted by pharmacy to determine the cause of the communication problem. Communication problem between Pharmacy Pyxis console and Pyxis station. Pharmacy will check console for pt name, then contact Pyxis Service Center if necessary.
  
  

If patient medications do not appear:

• Order has not been processed by pharmacy.
• Call pharmacist on unit, (Monday-Friday 8-1600), or pharmacy.
• (ICU-Intermediate: 9-727-0034/ Medical/Rehab: 9-727-0037)
• Re-fax the order (usually the quickest way to expedite missing orders)
• If patient medications appear, but are “grayed out” on the screen:
• The order has been processed, but the medication is not physically loaded into Pyxis. Notify unit pharmacist/pharmacy. Pharmacy will send a 1^st dose.
• The pocket containing the medication is failed.
• Follow drawer/pocket recovery procedure.
  
  

Lexi-Comp Drug Reference:

• Touch the Pyxis Icon at top left of standby screen (no need to log on)
• Touch Lexi-Comp
• If screen freezes, press control-alt-delete on the keyboard to exit. Report problem to pharmacy.
  
  

Pharmacy technician- specific information

If station user cannot recover drawer/pocket:

• Attempt recovery again.
  
  

If unsuccessful:

• For mini-drawer/matrix, open back panel and check for any obstruction.
• For Carousel, select drawer, then touch Unlock drawer: check for obstruction/protruding packaging.
  
  

Cubie Pockets:

• Sometimes the pocket will release, and then a pocket read error message will appear. If this happens, return cubie to pharmacy and notify system manager.
• (Ensure that medication dose is sent by pharmacy).
• You will need to insert another cubie in the vacated space.

Instructions to insert new cubie:

• System Menu
• Drawer configuration
• Select Drawer
• Edit
• Insert new cubie (open space will show brown on screen, and will change to white when cubie is inserted).
• Configuration complete
• Close drawer.
• Reload medication, either in the new cubie, or in another location.
  
  

Unresponsive Touch Screen:

• Verify that screen is frozen (Wait a few moments to see if station will time out and return to standby screen. Sometimes the traffic on the network is very heavy, and the screen will be “slow”. Restart the computer through the software, if possible.
• If there is no other option, perform a hard boot (turn switch off at back of main cabinet-top right). Once station shuts down, wait 3 minutes before powering up Wait for station to complete the reboot process.
• THEN: Perform a restart through the software. This helps to repair any files that may have been damaged during the hard boot.
• NOTE: The only reason for a hard boot should be a frozen screen. If other restart/shutdown needs arise, a proper shutdown should always be initiated through the software.
  
  

**HARD BOOT SHOULD BE PERFORMED ONLY BY PHARMACY**

Printer not working:

• Load paper if needed.
• Verify that paper is not jammed (press paper advance button to the right of the printer).
• Verify that printer is turned on (black lever in the “down” position).
• Perform a station restart and test printer again.

If unresolved, notify system manager.

Refill Function:

• The refill screen defaults to meds at or below minimum.
  For multiple drawers: if one, or more, of the drawers does not show on the screen:
• Touch “All Meds” (lower left)
• Choose correct med and drawer

o        Refill

• CAUTION: Take extra care to choose the correct med!

• Usually this occurs with multiple single-dose mini-drawers.
• Likely causes:

o        Settings are incorrect at either the Pyxis console, or at CII safe.

o        Notify system manager

OR

·         One of the drawers in the series has an inventory that is above the set minimum for that drawer:

o        This can happen when dispenses occur just before a refill.

o        Once the first drawer in a series is full, Pyxis will return to that drawer to dispense.

o        When refilling/loading, always double check the refill/load report against the screen: This is your final verification that you have loaded the correct medication in the correct pocket. Refer to the formulary number: unique identifier for formulary item.