Medication Safety Database
Version 3.0
User Guide
11/15/2013
Adapted from materials developed by Health Services Advisory Group and Steven Chen, RPh, University of California.
Contents
Administrator Instructions ................................................................................................................................ 1
Logging into the database.................................................................................................................................. 1
Changing your password .................................................................................................................................... 3
Maintaining user accounts ................................................................................................................................. 3
Levels of access .............................................................................................................................................. 5
Deleting an MRP/Interventions record.............................................................................................................. 5
Database use .................................................................................................................................................. 5
User Instructions ............................................................................................................................................... 6
Logging into the database.................................................................................................................................. 6
Main Menu options............................................................................................................................................ 8
Enter or View Patient Data ................................................................................................................................ 9
Entering new patients .................................................................................................................................... 9
Moving to clinical data screens or back to Main Menu ............................................................................... 10
Viewing or editing existing records.............................................................................................................. 11
Viewing a patient data report ...................................................................................................................... 12
Exiting the Patient Data form if you are viewing or editing an existing record ........................................... 13
Entering clinical data .................................................................................................................................... 13
Moving to other patient data screens or back to Main Menu .................................................................... 14
Deleting an MRP/Interventions record........................................................................................................ 18
Moving to other patient data screens or back to Main Menu .................................................................... 18
Go To Report Menu ......................................................................................................................................... 20
Summary Report – Patient tallies by primary insurance company name ................................................... 21
MRP Patient Summary Report – Patient listing for MRPs ........................................................................... 21
Export Data and Open Data Exchange Site ...................................................................................................... 22
Change Password ............................................................................................................................................. 23
Support ............................................................................................................................................................ 23
Administrator Instructions
Logging into the database
Locate the Medication Safety Database icon on the desktop and select it.
On the opening screen, review the disclaimer and select I Agree.
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To log into the database the first time, enter “admin” for both the User ID and the Password.
As the administrator, you will need to change your password using the Change Password button on the
Main Menu.
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Changing your password
Select the Change Password button on the Main Menu to open the Change Password form, then enter a
new password.
Maintaining user accounts
Assigning users
You will need to assign User accounts; only an Administrator can do this.
From the Main Menu, select Maintain User Accounts to open the User Maintenance form.
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User Maintenance form
On the User Maintenance form, you must assign a level of access to each new user—Admin - Full,
User, or Reports Only. Leave the Password field blank; the User will be prompted to create a password
the first time he or she tries to use the database. If a user is locked out (Status=Locked), delete the
user’s password and reset the Status to Inactive. You can also delete the current password if a user has
forgotten it; the user will be prompted to enter a new password the next time he or she logs into the
database.
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Levels of access
Admin - Full access
Administrators can enter information into the database and modify all of the menus. They can also
assign new accounts and delete MRP events in the clinical data forms (discussed in the Entering clinical
data section).
User access
Users can enter information into the database, export data, and run all reports, but cannot access the
Maintain Users Accounts function or delete MRP records.
Reports Only access
Accounts identified as Reports Only have limited access; they can export data and run the summary
reports but are not able to enter or view information on the data entry forms.
Deleting an MRP/Interventions record
Only administrators have the ability to delete a Medication Related Problems and Interventions record.
To do this, go to the record you wish to delete and select the Delete Current MRP Record button.
Database use
See User Instructions section for detailed information.
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User Instructions
Logging into the database
Locate the Medication Safety Database icon on the desktop and select it.
On the opening screen, review the disclaimer and select I Agree.
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After your account has been set up by your administrator, enter your User ID at the first login and leave
the password field blank. Select Login.
You will get the following message as a prompt to set up a password:
Select OK to open the Change Password form and create a new password.
After your initial login, you can change your password at any time using the command button on the
Main Menu (see Change Password section under Main Menu options).
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Main Menu options
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


Enter or View Patient Data
Go To Report Menu
Export Data and Open Data Exchange Site
Change Password
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Enter or View Patient Data
To add patients or search for patient records previously added, select Enter or View Patient
Data from the Main Menu.
Entering new patients
Once the Enter or View Patient Data button is selected from the main menu, a blank
patient entry form will appear. Begin entering data, starting with the patient MRN.
If you enter an MRN that already exists in the database, you will get an error message.
If you have previously entered demographic information for this patient, select OK to close
the message box and use the Find Existing Patient Record dropdown list to locate the
existing record. If you made a data entry error, select OK and re-type the correct patient
MRN.
Enter demographic data
Begin by entering the patient MRN and date of birth (DOB). You need to enter the MRN
two times when you enter the demographic data for the first time. After you save the
patient data, you will not be able to change the MRN. There are several required fields
indicated with an asterisk. You will be prompted to enter data if any of the required fields
are left blank when you select one of the Save commands. The required fields are:
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
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
MRN (must be entered twice)
DOB (Date of Birth)
Last Name
Clinic Site
You may enter optional demographic information as it is available. Please note that the
PSPC PoF check box is available if your clinic is participating in the Patient Safety and
Clinical Pharmacy Services Collaborative (PSPC). If the patient is in a PSPC population of
focus, then click on the PSPC PoF check box. If your clinic is not participating in the
PSPC, or the patient is not in a PSPC PoF, then leave the box unchecked.
Enter insurance data
You can enter primary insurance information if it is available at the time of entry. If the
primary insurance changes during the six month data collection period, enter the new
insurance information and the date that the insurance changed.
If you would like to include secondary insurance, click the Add or View Secondary
Insurance button. The following data entry screen will appear. Close the secondary
insurance form using the Close button before navigating to other forms.
Enter Chronic Conditions data
You can enter chronic conditions information if it is available at the time of entry. You can
select any of the provided chronic conditions, or select the other option and add any
chronic condition that is not provided.
Moving to clinical data screens or back to Main Menu
After entering the patient data, you can select one of two buttons to exit the form.


Select Save and Enter Clinical Data to go to additional clinical data entry forms.
Select Save and Close to return to the Main Menu.
If you are missing data for any of the required fields, you will be prompted to enter the
missing data if you select one of the Save buttons. If you do not have the information
available, you will need to click the Exit Record Without Saving button.
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Viewing or editing existing records
You can edit demographic data or add clinical data for existing records by using the Find
Existing Patient Record dropdown list. To list all patients sorted by last name, click on the
arrow button on the right side of the box. You can enter the first letters of the last name to
advance through the list.
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Viewing a patient data report
Click on the Save and View Patient Data Report button to save the current data and view a
summary report of patient data.
The patient report is for your own use and is not part of the data collection protocol.
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Exiting the Patient Data form if you are viewing or editing an existing record
Once you have finished viewing or editing an existing record, you can choose to exit the
Patient Data form by selecting one of three different buttons. To reach the clinical data
tabs, click the Save and Enter Clinical Data button. To save changes and exit, click on the
Save and Close button. To exit out of the Patient Data form without saving any changes,
click the Exit Record Without Saving button. Please note that this selection may not undo
changes made in an existing patient record. Access refreshes the data tables when you
move between the main demographic form and the secondary insurance form. If you have
navigated between these two forms, prior changes will be saved.
Entering clinical data
Clinical Pharmacist Services tab
The first clinical data entry screen is the Clinical Pharmacist Services tab. Enter data for
patient encounters on this form. When entering the first encounter record, the data entry
form will be blank. Note that some of the fields on this form are initially disabled (gray
labels and gray text boxes). These fields will become available depending on the type of
patient service selected.
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After there is at least one pharmacist service record, the most recent service date will be
displayed. Use the Add New Record button to enter new service data or use the Select
Different Service Date dropdown list to view a different service date.
Moving to other patient data screens or back to Main Menu
After completing data entry for the pharmacist services, you can enter other clinical data by
selecting the Medication Related Problems and Interventions tab, the Utilization tab, or the
Notes tab. Access will automatically store the data you have entered in each of these tabs as
you navigate between them. You can also return to the Patient Demographics form or exit
the data entry forms and return to the Main Menu by selecting the corresponding buttons.
Note that there are three required fields for clinical pharmacist services. If you move to a
different form or search for a different service date, you will be prompted to complete the
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required fields for the current service record. If you do not have the information available,
you will need to select the Cancel option and re-enter the data record when you have all of
the required information.
Medication Related Problems and Interventions tab
The MRP and Interventions data entry form captures information on patients who are
screened for medication related problems or who have experienced an MRP. The tab will
open to a blank record if the patient does not have any prior data. Otherwise, the record
with the most recent Date of Service will be displayed. Note that some of the fields on this
form are initially disabled (gray labels and gray text boxes). Depending on the selected
MRP and other information, these fields will become available as you enter patient data.
For the Medication Related Problem (MRP) field, select from the 28 possible problems
listed in the dropdown list. You will need to use the scroll bar on the right side to see the
full list of MRPs.
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If the MRP is 5 through 18 (an ADE or pADE), the pADE or ADE field is also required.
Select the ADE/pADE classification using the dropdown list. If the problem was a potential
adverse drug event (pADE), you can select a severity rating.
ADE or pADE
pADE Severity Rating
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You can record information about the primary and secondary drugs involved in the MRP.
There is a dropdown list for the drug class; generic and brand names must be entered with
free text.
You can select up to three interventions and recommendations used to address the problem
using dropdown lists. Note that the intervention can be primary, secondary, or tertiary. If
you select Other, you can enter free text to describe the intervention or recommendation.
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Deleting an MRP/Interventions record
Only administrators have the ability to delete a Medication Related Problems and
Interventions record. To do this, go to the record you wish to delete and select the Delete
Current MRP Record button.
Moving to other patient data screens or back to Main Menu
After completing data entry for medication related problems and interventions, you can
enter other clinical data by selecting the Utilization tab or the Notes tab. You can also
return to the Patient Demographics form or exit the data entry forms and return to the Main
Menu by selecting the corresponding buttons. Note that there are three required fields on
this tab – Date of Service, Medication Related Problem, and pADE or ADE (if applicable).
If you move to a different form or search for a record with a different date of service, you
will be prompted to complete the required fields for the current MRP/intervention record. If
you do not have the information available, you will need to select the Cancel option and reenter the data record when you have all of the required information.
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Utilization tab
Use the Utilization tab to record information on hospitalizations, ED visits, urgent care, or
other utilization. This data is optional but will be reported on the patient summary report.
Notes tab
Use the Notes tab to record any additional free text information. This data is optional but
will be reported on the patient summary report.
Exiting the clinical data entry forms
When you have finished entering clinical data for a specific patient, select one of the two
buttons at the bottom.


Save and Return to Main Menu will take you to the Main Menu where you can exit
the database, export data, or run a summary report.
Save and Return to Patient Demographics Form will take you to the demographic
form for the same patient. You can view the patient data report or enter or view data
for a different patient.
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Go To Report Menu
To run one of the summary data reports, select Go To Report Menu from the Main Menu.
You need to enter a date range for both reports. The Summary Report will show patient
counts for all clinics that share data in your database. The MRP Patient Summary Report
shows patient-level data. You need to select a single clinic site for this report.
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Summary Report – Patient tallies by primary insurance company name
This report shows the total number of patients in your database, the number with
pharmacist services during the date range specified, and the number with a medicationrelated problem reported during the date range specified. It also shows the total number of
pharmacist services provided during the date range specified and a count of all potential
adverse drug events, adverse drug events, and other MRPs.
MRP Patient Summary Report – Patient listing for MRPs
This report lists all medication-related problems reported during the specified date range.
It includes patient MRN, service date, whether the MRP was a pADE or ADE, and the
primary drug class and generic name, if provided.
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Export Data and Open Data Exchange Site
Click on this button on the Main Menu to run the monthly data export and to upload the
exported data. You do not need to select a date range when exporting data.
You will be prompted to select the location to save the data export.
The data will be saved in a csv file in the selected location and a window will open at the
login screen for the web-based data exchange site. Log into your account and follow the
instructions to upload the data file.
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Change Password
You can change your password at any time using the Change Password button on the Main
Menu.
Support
If you have questions, please e-mail Medsafety@acumentra.org.
This material was prepared by Acumentra Health, Oregon’s Medicare Quality Improvement Organization, under contract
with the Centers for Medicare & Medicaid Services (CMS), an agency of the U.S. Department of Health and Human
Services. The contents presented do not necessarily reflect CMS policy. 10SOW-OR-ADE-SIP-13-04 11/15/13
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