/policies/,/policies/administrative/,/policies/administrative/uwhc/,/policies/administrative/uwhc/department-specific/,/policies/administrative/uwhc/department-specific/health-link/,/policies/administrative/uwhc/department-specific/health-link/health-link-procedures/,

/policies/administrative/uwhc/department-specific/health-link/health-link-procedures/hl-006-pro.policy

201609251

page

100

UWHC,UWMF,

Health Link,

Policies,Administrative,UWHC,Department Specific,Health Link,Health Link Procedures

Master File Maintenance Willow Procedure (HL-006-PRO)

Master File Maintenance Willow Procedure (HL-006-PRO) - Policies, Administrative, UWHC, Department Specific, Health Link, Health Link Procedures

HL-006-PRO


Administrative Departmental Procedure
This department-specific procedure applies to the operations and staff of the Information Services
Department of the University of Wisconsin Hospitals and Clinics Authority as integrated effective July 1,
2015.

Procedure Title: Master File Maintenance Willow
Procedure Number: HL-006-PRO
Effective Date: 8/2/2016
Chapter: NA
Version: Revision

I. PURPOSE
This procedure defines the steps for maintenance of Health Link medication-related master files,
including who can request, approve, and implement changes to it, and how those changes are
made.


II. DEFINITIONS (optional)
NA


III. POLICY ELEMENTS
This procedure supports the following policy:

Master File Maintenance Willow Policy (HL-006-POL)


IV. PROCEDURE

1. All requests for changes to the master files are submitted to the Health Link Meds
Management team for review and approval, via Service Now or the pharmacy department’s
eForm request process.
2. The changes are triaged by a Meds Management project team member and, if necessary, the
request is brought to the appropriate pharmacy or multidisciplinary committee for review and
approval. Involving and following the procedures of the appropriate committees is the
responsibility of the Meds Management team coordinator, under the supervision of the
project manager.
3. Changes to designated UW Health medication product preparation or storage locations
require approval from one or more of the following, as determined by each committee’s
charter and scope:
• Drug Products Preparation & Supply Committee
• Pharmacy & Therapeutics Committee
4. Once the change is approved, a Service Now ticket is submitted for documentation (if not
already submitted).

5. The change is implemented in the appropriate development environment by the Health Link
Meds Management Team, then tested and approved following the change management
process for minor/routine changes.
6. Once the change has been tested, it is moved to the PRD (live) environment by the Meds
Management team member, then tested and documented following the change management
policy requirements.
7. If a request is not approved, a member of the Health Link Meds Management Team provides
the reason to the requestor.


V. FORMS (optional)
NA


VI. REFERENCES (optional)
NA


VII. COORDINATION

Sr. Management Sponsor: UW Health CIO
Author: Pharmacy Manager
Reviewer(s): Health Link Technical Leaders

Approval Committee: Health Link Technical Leaders

SIGNED BY:
UW Health CIO


REVISION DETAIL:

Effective Date Next Review Summary of Changes Change Authors
8/2/2016 8/2/2017 Annual review/revision. J. Temple, S. Pivovar, E. Bakkum
1/8/2015 1/8/2018
Annual review. Minor
updates to content.
J. Temple, S. Pivovar, J. Leonard
7/24/2012 7/24/2015 Pharmacy manager
7/13/2009 7/13/2010 Original release. Pharmacy manager