Change Bottle and Transfer In [Pump Meds]

Overview 

The Change Bottle window allows you to close and open MAT medications at the same time. This feature also lets you transfer the remaining medication from an in-use bottle to another bottle. These tools help you keep accurate medication counts and follow your site’s MAT Inventory rules.

The Transfer In feature moves medication from one bottle to another, allowing you to combine partial bottles and maintain an accurate inventory. Before transferring medications, review the rules below. These rules help ensure the system can complete the transfer safely.

• The donor and recipient bottles have the same NDC number, lot number, and expiration date, unless your MAT Inventory Settings allow transfers across different lot numbers.
• The total medication after the transfer is less than the bottle’s initial quantity, so the bottle does not overflow.
• When opening a bottle that meets these rules, the system will show a message that a bottle is available to be Transferred In.
• Your EMR can be configured with a Max Fill Quantity under MAT Location Settings.

Required Permissions: Users must have access to the queue. Doctors, Nurses, Records Admins, and Super Admins can dispense medications.

Change a Bottle and Transfer In While Dispensing

You can change a bottle and complete a transfer from the queue while dispensing medications. Use the arrows in the queue to begin the process. Click here to learn more about the queue.

To change a bottle and transfer in while dispensing, follow the steps below:

1. From the queue, select the arrows to open the Change Bottle window.
2. Weigh the closing medication and enter the bottle’s weight in grams in the Bottle Weight field
3. If needed, select Transfer remaining medication to new bottle to move the medication.
4. Choose the new bottle from the drop-down menu.

5. Transfers between different lot numbers are allowed depending on your MAT Inventory Settings configuration. 

   

   • Note: If your configuration does not allow cross-lot transfers, select a bottle with the same lot number to avoid errors.
6. Weigh the open bottle and enter its weight in grams.
7. Enter any internal comments in the Notes field and click Sign and Submit.
8.  Sign your name in the Signature box and click Submit. 
   
9. The system displays the newly opened bottle in the queue.

Change Bottle from MAT Orders

You can change the bottle from the MAT Orders window by selecting the arrows next to the medication. The steps match the process listed above.

Change Bottles in the Pump Tab

Super Admins and users with the Manage Pump feature can change bottles from the Pump tab. This workflow is commonly used during the Start of Day procedure.

Required Permissions: Super Admins or users with the Manage Pump feature can access the Pump tab.

1. Begin by clicking on the Pump tab in the header, then click on the Change Bottle tab. 
2. Weigh the Closing Medication in the old bottle and enter its weight in grams in the Bottle Weight field.  
   
3. Select the new bottle from the Open Medication drop-down.
4. Weigh the open bottle and enter its weight in grams in the Bottle Weight field.   
   
5. Click on the Transfer In checkbox to transfer medication from the closing bottle to the open bottle if applicable. 
   • Note: Transfers between different lot numbers are allowed depending on your MAT Inventory Settings configuration. If your configuration does not allow cross-lot transfers, select a bottle with the same lot number to avoid errors.
     
6. Click the Sign and Submit button.   
   
7. Sign your name in the Signature box and click Submit. 
   
   
8. The system will display a green message to confirm that the transaction has been completed successfully and will display the serial and lot numbers of both the bottle that was closed and the bottle that was opened.
9. You can transfer the partial medications into one bottle. Click here to review the transfer procedure.

Change Bottle Tips

• If no bottle is checked out, the only option available is Check Out Medication. 
• If a bottle is checked out, users have the option to both Check In and/or Check Out Medication. 
• If the user wants to check a medication in without checking out another bottle, they can uncheck the Check Out checkbox. 

Transfer In the Pump Tab

You can complete a Transfer In directly in the Pump tab when moving medication into an open bottle.

1. Go to Pump > Transfer In. The bottle status of the receiving the medication must be Open (In Use). 
   
2. From the Transfer From drop-down, select the bottle that will donate the medication. This is a required field. 
   
3. Click the Sign and Submit button. 
   
4. Sign your name in the Signature box and click Submit. 
   
5. Review the current medication quantity to confirm the transfer was successful.