Formulations
Formulations provide more functionality than once off Drafts. Using formulations allows you to track the use of a formula, add pricing, defaults, custom devices and documentation. Formulation steps can be added to describe standard operating procedures at any point of compounding a medicine.
Finding a formulation
- Go to the âSettingsâ page.
- Click on the âFormulationsâ button.
- To find your desired formulation you may either:
- Find the formulation in the list. This can be simplified by adding filters.
- Click on the âTypeâ tab near the search bar to filter the formulation list by either Batch Stock, ingredient, or all.
- Batch stock formulations are used to create stock on hand for multiple patients.
- Ingredient formulations are used to create ingredients for other formulations. Typically in the form of dilutions.
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To create an ingredient formulation see How to create an Aliquot/Dilution Ingredient tutorial.
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- Click on the âMore Filtersâ tab near the search bar to apply other filters to the list.
- Click on the âArchivedâ drop-down menu and click âShow Archivedâ to display archived formulations in the list.
- Click on the âContents Tagged Withâ drop-down menu and include either ingredients with a specific Tag or ingredients without a specific Tag to the search.
- The system will apply the rule to any formulation including an ingredient with the specific tag.
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See Editing an Ingredient tutorial for more information.
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- Begin typing the name of the formulation into the search bar and select the desired formulation from the list.
Creating a new formulation
- Go to the âSettingsâ page.
- Click on the âFormulationsâ button.
- Click on the âNew Formulationâ button.
- Under âDosage Formâ select the appropriate option for the new formulation to apply a set of defaults to the formulation.
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See Dosage Forms tutorial for more information and a list of default settings for each dosage form.
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- Set the expiry days, final units and wastage percent as desired.
- Add ingredients to the formulation as necessary.
- Under âScheduleâ, select the appropriate Schedule for the formulation.
- Under 'Labels', select the desired standardised label to be added to the final product.
- Under 'Collections', add the formulation to any existing collection for easy identification when creating drafts.
- After all edits are made click on the âCreateâ button to create the new formulation.
Adding Ingredients to a formulation
- Under âingredientâ, search for an ingredient to be added by name.
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Ingredients in a formulation can be either an active, excipient or base ingredient. The default role is selected when adding an ingredient into the system. See Ingredients tutorial.
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- When a new ingredient is added its role (active, excipient or base) is shown next to it.
- The role of an ingredient can be changed by clicking on the more_vert icon for that ingredient and selecting another role. This will change how it acts within the calculation system.
- For each ingredient ensure the required details are added depending on the role.
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When adding a new active ingredient, ensure the strength is included in the units specific to each ingredient. See ingredients tutorial.
- When adding a new excipient, adjust the percentage of the excipient in the final formulation as desired.
- When adding a new base, the system will adjust the percentage of the base in the final formula to reach 100%.
- If a base has already been added to the formulation, adding a new ingredient pre-set as a base will appear as an excipient in the formula. To alter the role of an ingredient, change the role by clicking on the more_vert icon.
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Hint: to enter via weight in grams instead, click on the slider next to âEnter via weight in gramsâ.
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- Click on the info icon to display the calculations being used and to see the stock on hand displayed as (open stock / total stock on hand).
- Calculations are performed automatically using adjustment factors, liquid densities, and packing statistics, specific to the batch selected as required for each dosage form.
- To see the batch currently selected for the formulation click on the launch icon.
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The quantity, supplier, batch number, expiry date and other important batch information can be found on this page. See Ingredient Batch tutorial
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- To see a list of all batches with remaining stock, click on the launch icon then on the ingredients name to go to the ingredient page.
- A list of all batches with stock on hand will appear under âRecent Batchesâ.
- To change the order of which batch should be primarily allocated during compounding, click on the âAllocationâ tab under âStock Managementâ.
- Set the batch allocation function as desired to either:
- Use the batch that is first to expire.
- Use the oldest batch first.
- Use the batch with the least quantity first.
- Reorder the list of ingredients as desired by dragging the menu icon to move the ingredient to the desired location.
Editing a formulation
- Go to the âSettingsâ page.
- Click on the âFormulationsâ button.
- Find the desired formulation and click on the name to begin editing.
- Under âScheduleâ, select the appropriate Schedule for the formulation.
- Under 'Labels', select the desired standardised label to be added to the final product.
- Under 'Collections', add the formulation to any existing collection for easy identification when creating drafts.
Default directions for use
- Under âDefault directions for useâ, type in default patient instructions.
- This will appear on the final product label when using this formulation. This may be edited later in the process as well.
Pricing
- Under âPricingâ a list of all default prices will be displayed for the formulation.
- To add a new default price, select â+ Add Priceâ.
- Add a quantity for the final product.
- The product units are based on the dosage form selected.
- Select an appropriate price for the quantity specified.
- Click âDoneâ to add or edit the price on the formulation.
- To delete a default price, click on the close button.
- To edit a default price, click on the price and make a change.
Risk Management
- Under âRisk Managementâ a list of all risk management steps for the formulation will be displayed.
- To add a new risk management step, click on â+ Add Stepâ.
- Select the desired risk management step:
- Pre-dispense Checklist
- Pre-dispense checklists allow a set of tasks to be assigned to a user before a script is dispensed.
- Under âNameâ set the desired name of the checklist.
- If required, click â+ Add Descriptionâ and type in a description of the checklist to be viewed by the user when using the checklist.
- Add tasks to the checklist by typing the task under âChecklistâ.
- Check the box for âRequired to continueâ to require all checklist tasks be completed before continuing.
- Click on the âDoneâ button when finished.
- Pre-dispense Alert
- Pre-dispense alerts allow a set of notes to be shown to a user before a script is dispensed under 'Risk Assessment'.
- Under âNameâ set the desired name of the alert.
- Add a description of the alert to be viewed by the user before dispensing.
- Select an 'Importance' for the alert by clicking on the drop-down menu
- Click on the âDoneâ button when finished.
- Risk Assessment Survey
- Risk assessment surveys allow a set of questions to be asked to a user before a script is dispensed under 'Risk Assessment'.
- Under âNameâ set the desired name of the risk assessment survey.
- Add a description of the risk assessment survey to be viewed by the user before dispensing.
- Select the desired
risk assessment survey
from the drop-down menu.
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Only risk assessment surveys created under the âDispense Risk Assessmentâ section will appear here.
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Alternatively, if you have not created a survey yet you can click on Create a Survey. This will take you to the âCreate Surveyâ page.
- Select the appropriate
conditionality
for the step. - Click on the âDoneâ button when finished.
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See Adding a Risk Assessment Survey as a Formulation Step for more information on how to add risk assessment steps to your formulation.
- Checklist
- Checklists allow a set of tasks to be assigned to a user whilst compounding the preparation.
- Under âNameâ set the desired name of the checklist.
- If required, click â+ Add Descriptionâ and type in a description of the checklist to be viewed by the user when using the checklist.
- Add tasks to the checklist by typing the task under âChecklistâ.
- Check the box for âRequired to continueâ to require all checklist tasks be completed before continuing.
- Click on the âDoneâ button when finished.
- When created, the checklist will appear at the top of the ingredient list and be displayed to the user whenever the preparation begins to be compounded.
- To display the checklist at different points to the user, drag the checklist by the menu icon to the desired step in the preparation.
- Information
- 'Information' allows instructions to be given to a user preparing a compound at different points in the process.
- Under âNameâ set the desired name of the 'Information' step.
- Under âDescriptionâ type in the desired instructions for the user.
- Click on the âDoneâ button when finished.
- When created, the 'Information' step will appear at the top of the ingredient list and be displayed to the user whenever the preparation begins to be compounded.
- To display the information at different points to the user, drag the information step by the menu icon to the desired step in the preparation.
- Photo
- Photo directs users preparing a compound to take a photo at different points in the process.
- Under âNameâ set the desired name of the photo.
- Under âDescriptionâ type in the desired instructions for the user.
- Check the box for âRequired to continueâ to require a photo be taken when prompted before continuing.
- Click on the âDoneâ button when finished.
- When created, the photo will appear at the top of the ingredient list and be displayed to the user whenever the preparation begins to be compounded.
- To display the task at different points to the user, drag the task by the menu icon to the desired step in the preparation.
- Timer
- The âTimerâ directs users preparing a compound to wait at different points in the process before continuing.
- Under âNameâ set the desired name of the Timer.
- If required, click â+ Add Descriptionâ and type in a description of the Timer to be viewed by the user when using the Timer.
- Set the desired length of the timer in seconds under âSeconds Durationâ.
- Check the box for âRequired to continueâ to require the Timer be followed, when prompted, before continuing.
- Click on the âDoneâ button when finished.
- When created, the Timer will appear at the top of the ingredient list and be displayed to the user whenever the preparation begins to be compounded.
- To display the Timer at different points to the user, drag the Timer by the menu icon to the desired step in the preparation.
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Weigh
- The âWeighâ step directs users preparing a compound to weigh an item before continuing.
- Under âNameâ set the desired name of the âWeighâ step.
- Add a description to be viewed by the user when weighing such as the desired item to be weighed or necessary weight.
- Check the box for âRequired to continueâ to require the weight be recorded when prompted before continuing.
- Click on the âDoneâ button when finished.
- When created, the âWeighâ step will appear at the top of the ingredient list and be displayed to the user whenever the preparation begins to be compounded.
- To display the Weigh step at different points to the user, drag the âWeighâ by the menu icon to the desired step in the preparation.
- Write
- The âWriteâ step directs users preparing a compound to write a note which can be viewed by other staff viewing the preparation.
- Under âNameâ set the desired name of the âWriteâ.
- Add a description to be viewed by the user when writing.
- Check the box for âRequired to continueâ to require a note be recorded in the âWriteâ step when prompted before continuing.
- Click on the âDoneâ button when finished.
- When created, the âWriteâ will appear at the top of the ingredient list and be displayed to the user whenever the preparation begins to be compounded.
- To display the âWriteâ prompt at different points to the user, drag the Weigh by the menu icon to the desired step in the preparation.
- Stopwatch
- The 'Stopwatchâ step directs users to start and stop a stopwatch which can be used to time tasks.
- Under âNameâ set the desired name of the 'Stopwatchâ.
- Add a description to be viewed by the user when using the 'Stopwatchâ.
- Check the box for âRequired to continueâ to require the 'Stopwatchâ be completed before continuing.
- Click on the âDoneâ button when finished.
- When created, the 'Stopwatchâ will appear at the top of the ingredient list and be displayed to the user whenever the preparation is opened.
- To display the 'Stopwatchâ prompt at different points to the user, drag the stopwatch by the menu icon to the desired step in the preparation.
- Count
- The 'Count' step directs users to establish an average weight per unit and then weigh a sample of units to count the number of units within the sample.
- Under âNameâ set the desired name of the 'Count'.
- Add a description to be viewed by the user when using the 'Count'.
- Check the box for 'Conditionality' to require the 'Count' be completed before continuing.
- Under 'Theoretical weight' specify if the theoretical weight per unit or average weight per unit will be used.
- If the average weight per unit has been selected, specify the *'Number of units' required to establish the average weight per unit.
- Under 'Rounding' select how the weight will be rounded.
- Click on the âDoneâ button when finished.
- When created, the 'Count' will appear at the top of the ingredient list and be displayed to the user whenever the preparation is opened.
- To display the 'Count' prompt at different points to the user, drag the stopwatch by the menu icon to the desired step in the preparation.
- Pre-dispense Checklist
Master Steps
Master formulation steps allow you to risk management steps across multiple formulations.
- To add 'Master Steps', click on â+ Add Stepâ under 'Risk Management'.
- Select 'Master Steps'.
- A list of existing 'Master Steps' is shown. Search for a step through the list or by searching by name in the search bar.
- To add an existing step to the current formulation, click on the add_circle_outline icon.
- To add a new step to the list, click on the 'Add a new step'.
- Select a risk management step from the list and add it to the list.
- When finished with the 'Master Formulation Steps' click on the 'Done' button.
Compound Name
- The compound name for the new formulation will automatically be generated as a list of active ingredients and their strengths in the order they have been added.
- To prevent changes to the compound name as ingredients are added and removed, click on the lock_open icon to lock changes.
- A custom name can also be typed under âCompound Nameâ if desired.
- The formulation will always appear as the compound name chosen.
Saving a new formulation
- Once all the information and ingredients for the new formulation have been added click on the âCreateâ button to save the new formulation.
- Once a new formulation has been created it can be found in the formulations page and be edited.
Viewing activity
- Under 'Activity', type notes into the text field provided and click enter to add.
- A complete list of current âNotesâ will be displayed to everyone.
- Changes made to the formulation will also be recorded here.
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For more information see the âGeneral features of all notesâ tutorial.
Adding documentation
- Once a formulation has been created, documents can be added to the formulation page.
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See General features of all documents for more information.
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Adding devices
- Under âDevicesâ a list of devices linked to the dosage form selected are displayed.
- Click on the âInheritâ drop-down menu to toggle between âinheritâ from dosage form and âCustomise for formulationâ.
- When choosing a custom device, click on the âAdd Deviceâ button and add a device from the list.
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See Consumables tutorial for more information on how to add a new device.
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Signing off a formulation
- To sign off on a formulation click on the âMore actionsâ drop-down menu and select âSign offâ.
- Signing off on a formulation will result in.
- The date and user at the time it was signed it off being recorded.
- The ability to edit the formulas dosage form, final units, expiry days, wastage percent and ingredients list to become restricted.
- When a new draft is created using the formula any changes to the ingredient list are highlighted to the user as a deviation from the standard formula.
Converting a formulation to batch stock
- A formulation be converted to stock if the formulation is used to generate a product with stock on hand for multiple patients.
- Click on the âMore actionsâ drop-down menu and select âConvert to batch stockâ.
- Confirm you wish to Sign off and convert this formulation to a batch stock.
- On the following prompt, enter the desired quantity of stock to be created initially, or cancel if you do not wish to create an initial batch right away.
- The stock page for the formulation will automatically come up to provide a summary of the stock.
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See Editing a Batch Stock lot tutorial for more information.
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Capsule Overfill
Numerous elements impact the final volume of your packing, including, powder particle size, powder interactions, mixing method (such as mortar and pestle grinding), and static charges. Setting an overfill percentage will add extra base ingredient to the formulation at the amount specified. This setting may be useful for capsule formulations where capsules are not completely full when tampered due to unmeasured errors in the formulation. Hence, the overfill can be used to make up the final volume.
To set the capsule overfill function:
- find the base ingredient within the formulation and click on the more_vert icon. Within the menu, select 'Set Overflow Percentage'.
- Specify the desired overfill percentage if known or select the 'Calculate' button.
- Fill in the available sections using the 'Actual weight of base' as the measured weight after adding excess base to your preparation when compounding until the capsule are full and using this weight to determine the future overfill percentage.