Knowledge base » Visit forms » 17.0 Creating a new protocol from scratch - Part 1
17.0 Creating a new protocol from scratch - Part 1
Part 1 contains:
1.a Creating a new protocol
1.b Configuring a cycle type
1.c Medication Library
1.d Unlisted Medications
1.a Creating a new protocol
To create a new protocol from scratch, go to System Administration, then click Protocol Administration, then click ‘Add new protocol’
The New Protocol page will open with fields for setting up the parameters of the protocol.
1. Protocol: Enter a name for the protocol. Suggested format is Disease/Protocol Name/Drug names in brackets. If personalising for one doctor, add the doctor’s surname in capitals.
2. Abbreviated name: Enter an abbreviated protocol name. When a protocol is prescribed for a patient this will show next to their name on Manage Appointments list.
3. Protocol Notes: Enter important or useful clinical notes into ‘Protocol Notes'. You cannot save this page until this field is completed. It’s a good idea to list the main treatment medications and their doses and days of administration in this summary.
4. Source last updated: Enter the date the protocol was last reviewed by the source.
5. Source Review Date: Enter the date the protocol will next be reviewed by the source e.g. NSW Cancer Institute.
6. Protocol Source: Select the protocol source from the drop-down list
7. Cycle frequency (interval): The frequency of the Protocol should be entered and the days/weeks etc chosen from the drop-down list
8. Protocol Identifier: Protocol Identifier is where the Protocol ID is entered. Please use either the eviQ ID and version number if applicable, or the system defined by your organisation
9. Protocol Version: Protocol version number should be entered here.
10. Protocol Document: The Protocol Document is a pdf of supporting information attached to the protocol as a reference for users. Click on this field and the documents file on your computer will open. Click on the document you wish to upload.
11. Document preview: To view the attached pdf, click ‘Preview Document’
12. Clinical Trial/Study: Check this box if the protocol is part of a clinical trial or study. A drop-down list will then display the trials at your site for selection
13. Add new cycle: When all required fields have been entered click on the ‘Save’ button. You will see that under protocol cycles a grid will appear with a button that creates a new cycle type. Click this button to open and configure a cycle.
1.b Configuring a cycle type
Once the cycle has opened, name the cycle type and enter how many cycles of this type are required, or enter ‘N/A (continuous) if this applies.
1.c Medication Library
The medication search list in protocol authoring is a TYPEAHEAD list linked to MIMS. Just wait a few seconds to give the search list time to cache on first time use in a session.
The MIMS search is medication 'Begins with...' You can refine the list by choosing a route from the ‘Route’ drop-down list at the top of the page
Make sure you select the right container for your drug and whether it is an infusion or other. PBS listings aid in choosing the most appropriate drug.
IMPORTANT - if you make a mistake and need to delete a medication from this top list, it will delete from all steps below it. Make sure you save the page after delete because the X icon hides the unwanted med but the SAVE button commits the change you have made (even though it comes up with an are you sure you want to delete alert box, you still have to hit the Save button after).
Tick ‘Primary Therapy’ to distinguish the main / chemo meds from supportive meds. This will be used for reporting purposes such as on the Treatment Variance Report to track changes from recommended on those treatment drugs.
If the drug has been capped centrally in Pharmacy Orders > Medication Safety Rules, the cap level can be edited in the Medications list on the protocol.
1.d Unlisted Medications
Unlisted medications are those drugs that can’t be found in MIMS. The Unlisted medications can be added to by clicking on ‘Maintain Unlisted Medications’ on the far right of the screen.
Once saved to that page, return to the main Add medication page and they will be available in the typeahead search along with the MIMS drugs.
Unlisted Meds can also be accessed from Pharmacy Orders under the Pharmacy Admin tab.
Enter the details of the medication to add:
Entered medications will be accessible by a typeahead search after being added to your Unlisted Meds list
1.a Creating a new protocol
1.b Configuring a cycle type
1.c Medication Library
1.d Unlisted Medications
1.a Creating a new protocol
To create a new protocol from scratch, go to System Administration, then click Protocol Administration, then click ‘Add new protocol’
The New Protocol page will open with fields for setting up the parameters of the protocol.
1. Protocol: Enter a name for the protocol. Suggested format is Disease/Protocol Name/Drug names in brackets. If personalising for one doctor, add the doctor’s surname in capitals.
2. Abbreviated name: Enter an abbreviated protocol name. When a protocol is prescribed for a patient this will show next to their name on Manage Appointments list.
3. Protocol Notes: Enter important or useful clinical notes into ‘Protocol Notes'. You cannot save this page until this field is completed. It’s a good idea to list the main treatment medications and their doses and days of administration in this summary.
4. Source last updated: Enter the date the protocol was last reviewed by the source.
5. Source Review Date: Enter the date the protocol will next be reviewed by the source e.g. NSW Cancer Institute.
6. Protocol Source: Select the protocol source from the drop-down list
7. Cycle frequency (interval): The frequency of the Protocol should be entered and the days/weeks etc chosen from the drop-down list
8. Protocol Identifier: Protocol Identifier is where the Protocol ID is entered. Please use either the eviQ ID and version number if applicable, or the system defined by your organisation
9. Protocol Version: Protocol version number should be entered here.
10. Protocol Document: The Protocol Document is a pdf of supporting information attached to the protocol as a reference for users. Click on this field and the documents file on your computer will open. Click on the document you wish to upload.
11. Document preview: To view the attached pdf, click ‘Preview Document’
12. Clinical Trial/Study: Check this box if the protocol is part of a clinical trial or study. A drop-down list will then display the trials at your site for selection
13. Add new cycle: When all required fields have been entered click on the ‘Save’ button. You will see that under protocol cycles a grid will appear with a button that creates a new cycle type. Click this button to open and configure a cycle.
1.b Configuring a cycle type
Once the cycle has opened, name the cycle type and enter how many cycles of this type are required, or enter ‘N/A (continuous) if this applies.
1.c Medication Library
The medication search list in protocol authoring is a TYPEAHEAD list linked to MIMS. Just wait a few seconds to give the search list time to cache on first time use in a session.
The MIMS search is medication 'Begins with...' You can refine the list by choosing a route from the ‘Route’ drop-down list at the top of the page
Make sure you select the right container for your drug and whether it is an infusion or other. PBS listings aid in choosing the most appropriate drug.
IMPORTANT - if you make a mistake and need to delete a medication from this top list, it will delete from all steps below it. Make sure you save the page after delete because the X icon hides the unwanted med but the SAVE button commits the change you have made (even though it comes up with an are you sure you want to delete alert box, you still have to hit the Save button after).
Tick ‘Primary Therapy’ to distinguish the main / chemo meds from supportive meds. This will be used for reporting purposes such as on the Treatment Variance Report to track changes from recommended on those treatment drugs.
If the drug has been capped centrally in Pharmacy Orders > Medication Safety Rules, the cap level can be edited in the Medications list on the protocol.
1.d Unlisted Medications
Unlisted medications are those drugs that can’t be found in MIMS. The Unlisted medications can be added to by clicking on ‘Maintain Unlisted Medications’ on the far right of the screen.
Once saved to that page, return to the main Add medication page and they will be available in the typeahead search along with the MIMS drugs.
Unlisted Meds can also be accessed from Pharmacy Orders under the Pharmacy Admin tab.
Enter the details of the medication to add:
Entered medications will be accessible by a typeahead search after being added to your Unlisted Meds list
