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MAQS Users'
Guide
Getting
started:
Once
installed, click on the MAQS icon and the following main menu will
come up. You will have a five page document print out the first time
you open the program. The reason for this is that none of the
templates has been reviewed.
Once you
have reviewed and specified each template you will only get out a
list of tasks to do, and documents to review for the period since
you last started the program. Note: it pays when first reviewing
templates to stagger your review times, otherwise all your
procedures will need to be reviewed on the same day.
Users section:This section is where staff can view current documents.
Access to this part of the programme is not password protected, but
modifications cannot be made to documents here.
New documents can be partially written, and then they will come
up for review by an authorised person.
For
example, a new staff member may need to familiarise themselves
with SOP on how to answer the phone. The staff member accesses this
section, selects the relevant SOP, and reads it to apply it
to your particular situation.
The
only documents that can be viewed here are ones that have
already been reviewed. Staff should be encouraged to write
SOP's for the jobs they are responsible for as they will have the
greatest insight into what instruction would be needed to complete
set tasks. Once they have written the SOP's, they will be
queued for authorisation.
Admin
section: In this section, you can
Add/Modify staff, and Review/Modify/Authorize documents. Upon
initial start up, you will need to enter staff members assign them
with particular access as appropriate.  Adding/Authorizing staff :
Click on the Admin button in the lower left hand corner.
This will bring up the following screen : 
Click on Personnel to access
the following : 
To add a staff member, click
on the new staff member button, or to edit a staff member, double
click on their name. The following screen will appear
: 
Fields are as follows :
Name: Self
explanatory Position:
You can either select from the drop down list, or type in a
new position. If you add a new position, it will appear on the
drop down list next time you use this function. Authorize to review
Documents: If this option is checked, you will be prompted
to enter a password that will give the staff member access to
authorizing screens. Admin :
Check this if you wish the staff member to be able to add/edit other
staff members access. After entering , close the
window to update information. This completes the staff
adminstration process. Reviewing
Documents To begin reviewing
documents,from the review/modify documents window, select a document
by highlighting it and double click. The following screen will
appear: 
Fields are as follows
: Document:
Add/alter the name of any document to make it relevant for
your pharmacy. Review frequency:
This is the number of days to elapse befor you need to
review the master document. When first reviewing documents, it would
pay to set the review periods at infrequent intervals, to avoid
having a large amount of documents due for review on the same
day. To do frequency:
This will only need to be altered for procedures and staff
training,as this field determines the items to appear on
your "to do " list. Author:
Specify in this area the author of the Master document. They are all
pre-set with Jeff Ross as author when you receive the MAQS program,
and so will need to be changed for your pharmacy. Responsibility of:
Select from the drop-down list the name of the staff member
who is responsible for this document Type: Policy, Procedure, Job
Description, or Status: Defaults to New-not
reviewed, once you have
clicked on the Finish review button, will change to current. If
the procedure or policy is not relevant to your pharmacy, select the
"no longer used" option. Comments: The comments field
(found at the top of the window, below the status section )prints
out on your to do list, so anything you want your staff to see when
doing this task should be entered here.
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