MIMS-NE to NZULM Bulk Conversion

nzulm overview the new zealand universal list of medicines (nzulm) is the standard source of commonly used information about medicines in new zealand it is the primary naming and coding database for medicines in the new zealand health sector it was first officially released for use in 2011 and is free to use it is a dictionary oftrusted, standardised information covering the official, standardised name of a medicine the official code number of a medicine (or part thereof) whether a medicine is approved for use in new zealand what restrictions, if any, apply whether it is subsidised and the level of subsidy any conditions that apply it also includes products listed in pharmac’s hospital medicines list medicines supplied under section 29 of the medicines act some commonly available natural remedies source https //info nzulm org nz https //info nzulm org nz/ nzulm in profile/hcc intrahealth will regularly compile and release a nzulm jaffa file to support the new formulary system in the same way we do for mims intrahealth also regularly compiles a mims ne to nzulm cross reference jaffa file to help practices move smoothly from mims ne to nzulm the cross reference jaffa file is created based on the mapping table provided by mims new zealand nzulm is required in order to use eprescribing in new zealand this bulk conversion process is a prerequisite to using eprescribing document objective this document will guide you through converting past prescriptions from mims ne to nzulm in bulk requirements review documentation before starting the conversion, we recommend that you read “nzulm key features”, found here https //portal document360 io/v1/docs/nz nzulm key features , as well as this document right through backup it is recommended a database backup be performed before starting the conversion process profile version minimum profile version is profile 8 4 52 12+ recommended version is the latest general release, found on our portal https //help intrahealth com/en/support/solutions/folders/6000238483 environment and resources it is recommended all other unnecessary running programs be closed, especially if you have a large sized database if you are using an sql database and there are multiple sql instances running, it is recommended to leave open only the database to be converted disable sleep mode on the workstation in windows settings it is recommended you initiate the conversion from the profile client that is located on the same machine as the ihserver to avoid possible network disconnections mims ne to nzulm conversion process overview converting existing prescriptions from mims ne to nzulm includes the following steps obtain a series of jaffa files and save them locally, ready for import import these jaffa files set scripts and instructions preferences as appropriate preview the conversion perform the conversion where required and applicable, add manual cross references and convert these prescriptions details of each steps are provided below required jaffa files you will need to obtain the latest mims ne jaffa files, nzulm jaffa file, and the cross reference jaffa file, as described below download and extract the latest mims ne jaffa files, if you have not already done so the link to the files is provided by mims directly to subscribers every month download the latest nzulm jaffa file from intrahealth solutions portal https //help intrahealth com/en/support/solutions/folders/6000238275 and extract it locally download the latest cross reference jaffa file from intrahealth solution portal https //help intrahealth com/en/support/solutions/folders/6000239220 and extract it locally jaffa files import you should now have a set of files as shown in the example below, which you will need to import one at a time, following the standard jaffa file import procedure, provided below note if you already have the latest mims ne then you do not need to import the first two files if unsure, go to organisation/preferences/scripts and instructions your default rx system at this stage will be mims ne check if your validity period is the current month go to organisation/import and export/import jaffa file select the first extracted jaffa file press open in the jaffa file import window, press start note during the nzulm jaffa file import, errors such as those shown below will be listed and can be ignored they simply indicate that the medication names are too long and are truncated to 253 characters scripts and instructions preferences now that the nzulm formulary has been imported, you will need to select it in the preferences and set appropriate settings global preference set nzulm as the default formulary for all users login as a system administrator go to organisation/preferences/scripts and instructions in the default rx system field, select nz universal list of medicines from the dropdown list individual/role based preferences warning settings may need to be reviewed and – if appropriate – updated by each individual user (if your site uses individual based settings) or for the role, by a system administrator (if your site uses role based settings) follow the procedure below to ensure that warnings come up when medications interact or when the patient has adverse reactions recorded note contact us if your organisation uses role based settings and you need assistance in adapting the procedure below log in as the user who needs to set warnings preferences go to organisation/preferences/scripts and instructions in the drug interactions field, ensure that the nzf interaction option is selected in the adverse reactions field, ensure that the yes option is selected check the show alert dialog with script warnings checkbox check the warn with alerts on ordering checkbox conversion preview go to control centre/bulk updating/usual medications , prescriptions , instruction templates , adverse reactions (mims ne to nzulm) to see the mapping between mims ne and nzulm it is important to understand what is displayed in this view before starting the bulk conversion to nzulm count column shows how many times the selected item has been used mims ne rx description shows the mims ne description of the item nzulm rx description shows the nzulm item to which the mims ne item has been mapped and by which it will be replaced on completion of the conversion note only brands will show here, even if medications were prescribed generically the generic prescriptions will still display as generic in usual scripts , and prior scripts , after the conversion if the nzulm rx description column is empty, then there is no mapping for the selected item, which means that it will not be converted there are several reasons why a mims ne item may not be mapped to an nzulm item the medication is expired in the mims ne formulary the medication is not available in the nzulm formulary the mapping is not available in the mapping table provided from mims new zealand multiple mappings are found in the mapping table it is a group or chemical added in adverse reactions there is no group or chemical level mapping in the mapping table provided note sometimes the mapping is not provided simply because the medication name in the two formularies is slightly different in these cases, the mapping can be added manually, and the prescription converted see add manual cross references https //portal document360 io/v1/docs/nz mime me to nzulm bulk conversion#add manual cross references section for more information inclusions and exclusions the bulk conversion converts medications linked to mims ne found in usual scripts , prior scripts and adverse reactions instruction templates are also converted discontinued prescriptions are not converted ad hoc prescriptions are not linked to any formulary and will not be converted adverse reactions descriptions for adverse reactions will not be updated however, after converting from mims ne to nzulm, profile can still check adverse reactions for allergy warnings currently, there is no generic concept of preparations or packages available to be added in adverse reactions prescriptions by package if a medication was prescribed by package, both the package as well as the preparation on which it is based will be listed if the mapping to either the preparation or the package is missing, neither will convert you will need to manually add the missing cross reference https //portal document360 io/v1/docs/nz mime me to nzulm bulk conversion#add manual cross references and press process to convert them workflow note it is expected that this process will take anywhere from 1 hour to 8 hours for most organisations press process all on the toolbar a confirmation dialog box is displayed press yes the processing all window will display a progress bar once finished, a completion dialog box will show this indicates a successful conversion press ok press refresh converted prescriptions will no longer display manual cross referencing as previously mentioned, for some medications the cross reference mapping will not be available but can be added manually, as appropriate these manually mapped prescriptions can then be converted individually note manual cross referencing may require clinical input select the relevant medication line and press cross reference on the toolbar the formulary – nz universal list of medicines window will open with the mims ne medication name automatically entered in the field adjust the search as necessary, then select the appropriate preparation or package that matches the mims ne medication and press ok the cross mapped prescription will now show in the nzulm rx description column press to convert this prescription hot tip editing the text of the medication to search could be as simple as removing a letter (e g an additional ‘s’) or changing the dosage and/or quantity information, as the difference between mims ne and nzulm is sometimes subtle additional information ‘prescribe by brand’ flag the nzulm formulary has flags for medications that must be prescribed by brand if these medications were prescribed generically using mims ne, they will not be converted to nzulm for example for these medications, it is recommended to discontinue the old prescription and prescribe a new branded medication from the nzulm formulary medication name display on conclusion of the conversion, the nzulm medication name will display in the scripts view of the medical record or case, in the scripts panel of encounters as well as in the rx info for that order however, in the encounter action link , the mims ne medication name will still be displayed related documentation your users are now ready to use the prescribing module using nzulm, following their usual workflows please refer to “ key features of nzulm https //portal document360 io/v1/docs/nz nzulm key features ” for more information attachments