MyQLink 3.0 User Guide

USER GUIDE
Table of Contents
Contents
Table of Contents .................................................................................................................................................................... 2
Introduction ............................................................................................................................................................................ 5
Who Should Read This? ...................................................................................................................................................... 5
System Administrator’s Role ............................................................................................................................................... 5
Customer Portal .................................................................................................................................................................. 5
Accessing the myQLink Website ............................................................................................................................................. 6 2
Logging in ............................................................................................................................................................................ 6
Forgot my Password............................................................................................................................................................ 6
Site Selection ....................................................................................................................................................................... 7
Sync Status .......................................................................................................................................................................... 7
Sync Status for Multi-Site Customers ............................................................................................................................. 7
Sync Status for Single-Site Customers ............................................................................................................................ 8
myQLink General Navigation .................................................................................................................................................. 9
Home ................................................................................................................................................................................... 9
Chat ..................................................................................................................................................................................... 9
Customer Portal .................................................................................................................................................................. 9
My Profile ............................................................................................................................................................................ 9
Logoff .................................................................................................................................................................................. 9
Cabinets Menu ...................................................................................................................................................................... 10
Cabinet List........................................................................................................................................................................ 10
Consolidated Cabinet ........................................................................................................................................................ 13
Cabinet Transactions......................................................................................................................................................... 14
Bin Transactions ................................................................................................................................................................ 17
Max/Mins/QOH................................................................................................................................................................. 18
Employees Menu .................................................................................................................................................................. 19
Employees ......................................................................................................................................................................... 19
Employee Transactions ..................................................................................................................................................... 22
Doctors .............................................................................................................................................................................. 23
Departments ..................................................................................................................................................................... 24
Zone Restriction ................................................................................................................................................................ 25
Access Templates .............................................................................................................................................................. 26
Patients Menu ....................................................................................................................................................................... 28
Patients ............................................................................................................................................................................. 28
2021 —All Rights Reserved. May not be reprinted or distributed without permission
View Patient Med Orders (use in Profile Mode) ........................................................................................................... 29
Patient Transactions ......................................................................................................................................................... 30
Patient Reconciliation ....................................................................................................................................................... 31
Items Menu ........................................................................................................................................................................... 32
Items ................................................................................................................................................................................. 32
Item Transactions.............................................................................................................................................................. 38
Resolve Discrepancy ......................................................................................................................................................... 39
Auto Resolve for Container Items ................................................................................................................................. 41
Bin Locations (see Bins)..................................................................................................................................................... 42
Max/Min/QOH (see Bins) .................................................................................................................................................. 42
Alternate ID ....................................................................................................................................................................... 43
Med Equivalent ................................................................................................................................................................. 44
Med Combo ...................................................................................................................................................................... 45
Purchasing Menu .................................................................................................................................................................. 45
Purchase Orders ................................................................................................................................................................ 46
Create New PO .................................................................................................................................................................. 47
Suppliers............................................................................................................................................................................ 48
Reports .................................................................................................................................................................................. 50
Run Report ........................................................................................................................................................................ 50
Auto Report Setup ............................................................................................................................................................ 51
System Settings ..................................................................................................................................................................... 52
Company ........................................................................................................................................................................... 52
Settings.............................................................................................................................................................................. 53
Controllers......................................................................................................................................................................... 57
Discrepancy Reasons......................................................................................................................................................... 58
Waste Reasons .................................................................................................................................................................. 59
Class .................................................................................................................................................................................. 60
Category ............................................................................................................................................................................ 61
Manufacturer .................................................................................................................................................................... 62
Forms ................................................................................................................................................................................ 63
Unit of Measure (UOM) .................................................................................................................................................... 64
Print Bin Labels.................................................................................................................................................................. 65
Report Parameters ............................................................................................................................................................ 66
Report Setup ..................................................................................................................................................................... 67
User Security ..................................................................................................................................................................... 68
Security Levels............................................................................................................................................................... 68
Adding Administrator Level Employee.......................................................................................................................... 69
Adding Read/Only Level Employee ............................................................................................................................... 69
Adding Supplier Level Employee ................................................................................................................................... 69
Adding Security Administrator Level Employee ........................................................................................................... 69
Notifications .................................................................................................................................................................. 70
Multi-Site Access ........................................................................................................................................................... 71
Transaction Types ................................................................................................................................................................. 72
Introduction
BD Pyxis™ MedBank helps maximize the efficiency of your practice through inventory management
technology that automates pharmacy and supply management. Our Solutions consist of automated
dispensing systems, wireless access devices, and the cloud-based myQLink software application,
which together help improve the overall performance of the supply chain.
Who Should Read This?

Practice Owners, Practice Managers, Pharmacists, System Administrator(s), Nurses, and Pharmacy
Technicians who maintain the Solution and possess System Administrator privileges.
System Administrator’s Role

System Administrator responsibilities and tasks may include:
• Implementation of the Cabinet stocking locations and data upload
• Site point-of-contact for controlled substance policy and system utilization
• Add, edit, or delete, supplies, medications, Employees, and suppliers
• Change inventory minimum, maximum and reorder levels, as well as, critical restock levels
• Change unit cost and maintain current inventory pricing
• Manage item restrictions and Cabinet zones (doors and/or drawers)
• Generate order and restock lists for performing Scheduled Exchanges
Customer Portal
The Customer Portal is a compilation of learning resources and training tools, with a reference library,
sign-up access to video tutorials. It is designed for System Administrators to maximize their use of the
Cabinet through skill development, continued education, and technical solutions.
Please visit and sign up for e-mail alerts at portal.medbank.com

Accessing the myQLink Website
Logging in
Open any Internet browser and type www.myQLink.biz

in the URL. Press ENTER
Quick tip: Add this URL to your Favorites, pin to task bar
or start, add a shortcut to your desktop for easy access.
Enter your User ID and Password provided during the

implementation. Click Log In or press Enter on your
keyboard. See User Security for more details.
Your myQLink User ID will be in the format

UserID@practice_location. This is NOT the
same login used at the Cabinet.
Forgot my Password
In the event a password is forgotten, select
“Forgot your password” below the login
credentials.
This will bring you to a screen requesting your

email to send the password reset link. Enter
your email and select Email Link.
When you follow the link provided in the email

and enter your User ID and Temporary ID, you
will be requested to reset your password
before moving on.
You will have 3 attempts to login before the

system will lock you out for failed attempts.
If you are locked out, reset your password
through the link on the login screen, see your
system administrator to reset your password or
contact Customer Support.
After successful log in, to change your email

and/or password, see My Profile.
Site Selection
(for Multi-Site Customers only)
If you are given permission

to access multiple
designated sites, you will be
asked to select the
database site name for
which you want to access.
This is also the location where an administrator can setup an employee to gain Multi-Site access
to selected sights. See Multi-Site Access for more detail.
This page can be accessed anywhere within the site by selecting the myQLink logo on the top
left of the page.
Sync Status
The sync status indicates the communication between the Cabinet and myQLink. Proper
communication between the two is necessary to transfer data and information. If communication is
jeopardized, by lost internet connection for example, data will stay in a pending state until
communication (internet) is restored.
Sync Status for Multi-Site Customers

The sync status for sites
you have access to
can be found after
logging in before
selecting a database.
This is where you can
see the status at a
glance.
To view more detail,

select the status icon.
The site status is also available on the home page once logged into the singe site. See Sync Status for
Single-Site Customers.
A red arrow indicates that the cabinet or cabinets are not connected or syncing data. This
could mean there is an internet connectivity issue or settings have been changed to prevent
data synchronization. Contact your IT professional for assistance.
A yellow diamond indicates partial connectivity across multiple cabinets. This will only show
when using the Multi-Sync feature.
Reach out to your IT professional to resolve any internet connectivity issues if seeing the either of the
above statuses. 8
A green up arrow means the cabinet is currently syncing properly.
The system has a feature to alert select employees if there is an issue with syncing of information.
Learn more by visiting the User Security section of this guide.
Sync Status for Single-Site Customers

Single site customers will land on the Home page after logging in.
The sync status for your site can be found after logging in on the Home page.
To view more detail,

select the “View
Monitor” link.
A red circle indicates that the cabinet or cabinets are not connected or syncing data. This
could mean there is an internet connectivity issue or settings have been changed to prevent
data synchronization.
A yellow circle indicates partial connectivity across multiple cabinets. This will only show when
using the Multi-Sync feature.
Reach out to your IT professional to resolve any internet connectivity issues if seeing the either of the
above statuses.
A green circle means the cabinet is currently syncing properly.
The system has a feature to alert select employees of an issue. Learn more by visiting the User Security
section of the guide.
myQLink General Navigation
Home
After logging in to the site, you land on the Home Page. Here, you
have exposure to the main menu and the header icons.
Chat
Need to reach support? Start a chat with them by clicking the chat
icon. Support team members are available to chat during regular
business hours.
Customer Portal
The Customer Portal is here to assist you in finding answers to
common questions, updates, resources, and access to downloads
for your Cubex LLC products. Click on the link to open a new browser
tab and discover the information it holds.
www.cubex.biz/customerportal
My Profile
Select the Profile icon to make personal profile updates for the site.
Here, you can update your registration information (contact, address,
phone, etc.), change your email address, and/or change your
password.
Logoff
While the site will automatically log you off after a set period of inactivity, it is always advised to logoff
of the myQLink site when you are not actively using it. Use this icon to terminate your session and
return to the login page.
Cabinets Menu
The Cabinet menu is where you manage your Cabinets, Bin locations, Max and Mins, view Quantities
on Hand, and Cabinet or Bin transactions.
Cabinet List
Select Cabinets from the drop-
down menu to view a list of
cabinets registered to your site.
From this page, you can add a new

cabinet or edit existing cabinet
setting within your site.
By selecting a cabinet from the list, you will view or

edit the details belonging to that cabinet
Cabinet ID The Cabinet number within your System.

This is a pre-assigned number at the time it was added
and cannot be edited.
Cabinet Name This is the name of the Cabinet for

more descriptive identification
If the Cabinet name is changed, it must also

be changed in the Cabinet computer or
myQLink will not communicate to the Cabinet
and transactions will not be logged!
Type Determines whether the cabinet is a regular

Cabinet set up or a Consolidated Cabinet set up. (See
Consolidated Cabinet section of the guide for more
details.)
Preselect Zones Indicates if the zones are Pre-Select or

Touch to Take Mode. See Solution User Guide for more
details.
Enabled Flag should always be checked for use.
Last Issue States the date of the last issue from this
Cabinet.
Cabinet Logout Password Sets the password entered
after selecting the cube icon on the Cabinet
software to return to the desktop.
Cabinet Location Indicates the location where the

cabinet is physically located within the facility.
Issue Label Type Select the label template type to

offer an Issue print option to the Zebra printer for
select items.
Notes: Shows what version software the cabinet is

on.
These settings are needed when Profile Mode is

enabled
Enable Cabinet Profile When checked, the cabinet

will work in Profile Mode. Must also be set on the
Cabinet software.
Disable All Overrides When checked, this Cabinet,

whether the interface is up or down, won’t allow
Profile Overrides.
Override, Limited Items Allowed This is the main flag

that must be set if the interface fails to allow regular
employees, who don’t normally have override
access, to get to meds patients may need for first
dose.
Use these settings to order by cabinet versus by

supplier.
Supplier If this Cabinet is used for one supplier only, indicate this by selecting the Supplier from the list.
If you use multiple suppliers, leave blank.
Auto PO Check to receive Automatic Purchase Orders from this Cabinet by Cabinet instead of
Supplier.
Auto PO Method options are to generate PO for items in this cabinet At or Below Minimum or Below
Max.
PO Time when the PO will generate for this cabinet. Format must be: hh:mm:ss AM/PM.
Day Select a day you want to receive the PO for items in this cabinet.
Use these optional settings to set the Temperature
Alarm for the QLock. This is optional and generally
used to override the Cabinet settings.
This Override range will override whatever range is set

in the Software Application in the Fridge Admin page.
It is defaulted to be blank – no override will occur
unless it is set.
When you are done editing, or creating a new

cabinet, select Save. 12
To cancel and return to the cabinet list, select
Back to List.
Consolidated Cabinet
The Consolidated Cabinet setting can be used for Cabinet(s) that have the same item(s) assigned to
multiple bin locations within. When a PO is generated, the system takes into account the
consolidated bins and distributes the order across the consolidated bins based on bin capacity.
The Max for the bin becomes the bin capacity - the limit of items that can be stocked in that bin. The
bin capacity across the item’s multiple bins will add up to its Multi Max. The sum of the mins across the
item’s multiple bins create a Multi Min, which becomes the PO trigger. The difference in Multi Max
and Multi Min must be equal to or greater than the Order Quantity. See Items for supplier order
details.
For more information on how to view/adjust an item’s individual bin max/mins, see Max/Min/QOH
Item A Bin 1 Bin 2 Bin 3 Multi Max Multi Min

Bin Max (=Bin Capacity) 4 4 2 10
Bin Min 1 1 1 3
Order Point 0 1 2
Cabinet Transactions
Transactions are defaulted to be in
chronological order (new to old) but 14
may be sorted otherwise by Date,
Cabinet, Bin, Transaction Type, Item
description, or by Employee.
Select Cabinet Transactions

from the drop-down menu to view a list of transactions
by selected cabinet and the details of those
transactions.
The Cabinet Transaction list is defaulted to show all

transactions for all cabinets. To specify a specific
cabinet to view, use the cabinet selecting drop-down
to narrow the list. Use the date drop-downs to filter for a
specific date range.
To view more specific details of a single transaction,

select the Details link for the transaction you want
more details on.
To return to the transaction list, select Back to List.
An alternative path to view Cabinet transactions is to

select Cabinets from the Cabinet drop-down. Find
the cabinet you want to transactions for and select
Details for that cabinet. Once you see the Cabinet
details, select Transactions. This will take you to the
same Transaction page as in the method above but
already sorted by the selected cabinet.
Bin Locations
Bin locations are designated areas for items
assigned from the Cabinet. Bins have a unique
number and settings for associated items.
Select Bin Locations from the Cabinets drop-

down menu to view a list of bin locations for
a selected cabinet.
From the Bin Location List page, you can Edit

or view more Details for assigned items.
By selecting a bin from the list, you can view

or edit the details belonging to that cabinet.
Editable Bin fields are:

Restock When this is checked, the bin will reorder
through the Automatic Purchase Order process.
Pack Quantity Indicates the amount of Order Units in an

Issued Pack. (For Pack use, see the Items Section in this
guide).
Bin Capacity
For Consolidated Cabinets: the bin capacity is made
equal to the desired Max value for each individual bin.
This is because, on creating the Purchase Order, this
forces the Purchase Order to distribute the total items
being re-ordered across the bins, only filling each bin to
the Bin capacity. The Bin Capacity essentially becomes
the individual bin Max.
For Non-Consolidated Cabinets: The Bin Capacity can

be set to any amount at or above the item’s max. This
gives the ability to order and restock the bin above the
given Max.
Maximum Is the maximum quantity to stock into the bin. This is the amount up to which the POs will
order. This can be an equal or lower number than Bin Capacity level.
Minimum Is the minimum level of items in stock before PO is generated (if designated as At/Below
Minimum PO Method).
The Max and Min Levels MUST be in increments
of the Order Quantity to order correctly (The
only exception is for Consolidated Cabinets).
Min + (x order quantity) = Max
E-mail if Bin at Critical* When checked, myQLink will

send an e-mail every 60 minutes until the item is
restocked to the maximum quantity. To set up the e-
mail recipient, select Suppliers from the Purchasing
drop-down).
16
E-mail address must be added to the Supplier
under Critical E-mail for this to take effect.
Critical Level This is set to a level for items that must not
be allowed to run out of stock. This number is inactive
until Critical e-mail is set up in supplier attributes. This is
only active when the Email if Bin at Critical setting is
checked.
Soonest Expiration Date Shows the soonest expiring

date for the items in that bin when Simple Expiration
Date is enabled.
Bin Transactions
Transactions are defaulted to be in
chronological order (new to old) but
may be sorted otherwise by Date,
Cabinet, Bin, Transaction Type, Item
Description, or by Employee.
Select Bin Transactions from the Cabinets

drop-down menu to view a list of
transactions by selected bin and the
details of those transactions.
The Bin Transaction list is defaulted to show all transactions

for all bins. To specify a specific bin to view, use the bin
selecting drop-down to narrow the list.
To view more specific details of a single transaction,

select the Details link for the transaction you want more
details on.
To return to the transaction list, select Back to List.
An alternative path to view bin transactions is to select Bins

from the Cabinet drop-down. Find the bin you want to
transactions for and select Details for that bin. Once you
see the bin details, select Transactions. This will take you to
the same Transaction page as in the method above but
already sorted by the selected bin.
Max/Mins/QOH
This is where Bin details can be viewed and
modified in bulk. 18
Select Max/Min/QOH from the Cabinets

drop-down.
You will come to a list of the bins that are

assigned to your cabinets. Further filter by
Cabinet using the Select Cabinet drop-
down or sort by Bin and Item
Description. Use the search field to view a
specific bin.
Select Edit to make your bulk changes.
On the edit page, you will be able to

modify the following:
• Bin Capacity
• Restock
• Critically low email
• Pack Quantity
• Max
• Critically low level
• Minimum
Select Save to keep the changes.
To edit an individual bin, select Bins Locations from the Cabinet drop-down. Select Edit on the row of
the item to modify.
Employees Menu
The employee menu is where you will manage the sites Employees, Doctors, Departments; manage
access or restrictions to the cabinet; and view employee transactions.
Employees
The View Employees field reveals the
list of employees with access to the
cabinets, their individual attributes
permissions and/or templates. Here,
employees can be added, deleted
(not recommended), or modified.
To view the Employee list, select Employees from the

Employee drop-down.
From the Employee list screen, you can add a new

employee, view details or modify an existing employee.
Deleting an employee that has prior activity is not
recommended.
Prepared with the employee’s name, employee number,

Cabinet User ID & Password, select Add New.
Enter the required details: Employee ID, First & Last Name, User
ID, and the Password or PIN number the employee will use at
the Cabinet to access items.
Active Check the Active box to activate the new employee’s

login (Defaulted to be active).
Department Select the employee’s department from the

drop-down. Setup your departments under the Employee
drop-down.
E-mail Enter the employee’s email.
Expiration Date for Employee Access This date setting can be

used for temporary employees. After the entered date has
passed, the employee will automatically be inactivated from
the system.
Administrator When checked, this will give the employee the
Admin button on the cabinet to Assign/De-Assign, Set up
Zones, change Max and Min levels, change Software settings,
etc. This will also give this employee the Restock and Cycle
Count button (exception is if an Access Privilege is assigned to
this employee which will override this).
Attending Doctor When checked, this Employee will appear

on the Doctor Selection Screen during the issuing/return
process (if this feature is enabled in Software options at the
Cabinet). 20
Bypass Witness Allows the employee to bypass the witness

feature for an item requiring a witness to complete the
transaction.
Rx Check Authorized (For use with CRx Station or QFill Stations

only) Allows the employee to perform the second check
during the verification process prior to item transport.
Discrepancy Review Only Allows the employee to view and

review discrepancies at the Cabinet, provide a documented
reason for the discrepancy but not resolve it.
Discrepancy Resolution Allowed Allows the employee to fully

resolve discrepancies at the Cabinet.
Witness Permissions
Controlled Substance Witness allows the employee to be a
recorded witness of a controlled substance transaction and
witness a Discrepancy Resolution.
Issue Permissions
Allows the employee to Issue items belonging to checked item
type.
Cycle Count Permissions

Allows the employee to Cycle Count items belonging to
checked item type.
Stock Permissions
Allows the employee to restock items belonging to checked
item type.
Med Profile Permissions

Override, All Items When checked, this feature allows an
employee to add any items, on the spot, to an existing Patient
Profile in Profile Mode.
Override, Except Limited Items When checked, this feature

allows an employee to add items, on the spot, to an existing
Patient Profile in Profile Mode. This permission will NOT allow the
employee to add items that have been set up to “Limit
Overrides” in Item Attributes.
Profile Override Witness

Allows the Employee to be the recorded witness to Overrides to
a patient Med Profile.
The controlled substance range can be customized in

Settings, ranging anywhere from schedule 1-12.
Access Templates (optional)

Use the drop-down to select an Access Template. Once
selected, the Access Template will override any Standard
Permission set above. Each template will layer on top of the
other forming a Matrix of permissions. Access Templates are
available from the Employee drop-down
When complete, select Create, or Save if editing.

Employee Transactions 22
To view a list of transactions
sorted or filtered by
employee, select Employee
Transactions from the
Employee drop-down.
The Employee Transaction list will show

chronological list of transactions that can
be sorted by date, cabinet, bin,
transaction type, item description or
employee number.
To filter by a particular employee, use

the Select Employee drop-down.
Select Details to view more details of a

particular transaction.
Doctors
The Doctors are used
when a Patient Profile
is created and when in
Oncology Mode.
Once a Doctor is created, it can be viewed and
selected within the Patient’s Profile in myQLink.
To create the Doctors, select Doctors from the Employee

drop-down.
From the Doctors listing page, you will be able to view a

detailed listing, be able to add, edit, or delete Doctors.
To add or edit a doctor, enter the required details.
Select Create, or Save if editing.

Departments
Setting up your departments will 24
allow you to assign an employee
to a department and choose to
have the department selected at
the time of a transaction.
Billing Interface Users: Many of our Third-Party

Partner Billing integrations require a Department or
Charge Area value be associated with each Billing
transaction record sent to them. A default
department can be setup to avoid the need to
select the department at the Cabinet.
Select Departments from the Employees drop-

down.
From the Departments list page, you will be able

to view a detailed listing, and add, edit or delete
departments.
Enter the required information and decide if you

want it visible for selection at the cabinet at the
time of a transaction.
Select Create or Save if editing.
Zone Restriction
Zone Restrictions are used to restrict employees from accessing designated zones (doors or drawers).
If restricted, the employee will not have visibility to the items assigned to the restricted zones.
Restrictions can be set by the individual employee of by entire department.
Select Zone Restrictions

from the Employee Drop-
down.
From the Zone Restriction List

page, you will see a list of
Employees and the Cabinet
zones.
Select Employee or
Department from the filter
drop-down to change the list.
Select View to see existing

restrictions.
Select the Employee or Department you

wish to modify by checking the box to the
left of the name. Select the zones to restrict
by check in the box associated with the
cabinet zone. Select Save to save changes.
Any time you save an Employee or Department’s

Zone Restrictions, it will override the previous
settings.
Creation of a Template will not affect “Zone Restriction.” Zone Restriction is higher than
Category and Schedule in the rights hierarchy, so they must have access to the zone in order
to have access to the Schedule or Category within that Zone. See Access Templates for more
details.
Access Templates 26
Access Templates are optional grouping templates that
allow the employee’s access to be defined in more
detail. In these Templates, drug schedules can be
separated, and items assigned with a Category can be
listed as accessible or restricted. These templates override
the Standard Permissions.
Select Access Templates from the Employees drop-

down.
The Access Template list page will allow you to sort,

search, add new, view details, edit, and delete.
To create a new Template, provide the required

details.
Complete the template using the check boxes. Employees with this template will be able to
perform any action checked for any drug schedule checked. (Drug schedule is set in the item
attributes. See the Items section for more detail).
Item Category Access:

When excluded, the employees assigned this template will be restricted to any Item Category
listed below. When included, the employee assigned this template will be allowed access to any
Item Category listed below.
The employee must have access to the schedule in the Matrix of the item that is listed in that Item
Category. Once the Template and Category allowances or restrictions are assigned, the template
can be assigned to the employee.
Item Categories are setup in Items & must be setup before assigning to a template.
When setting up the template, it is recommended to set them up by group or

hierarchy, but remember, you are only able to layer 5 templates per employee.
Instead of using categories for a few items, consider using the other available schedules to
allow or restrict access.
General Rules and Conditions for Access Templates
• If the Category is blank in the item attributes, only the schedules given can be accessed. (e.g.,
if you have access to a Schedule II and the item does not have a category attached, you will
have access to it. Conversely, if you have access to Schedule II, but an item has a category
attached to it, you will have access to all items EXCEPT the item with a category, UNLESS they
are given that category (“Inclusion”) in the Template.
• If a Category is present on a template, the employee MUST have the schedule allowed
(whether it is 6, 2, or 0, they must have access to it). Schedule is higher than Category in the
rights hierarchy, so they must have the Schedule rights in order to see an item with a
corresponding category assigned under it. Since Schedule is above Category, they have
access to the entire Schedule and the INCLUDED Categories under that Schedule, but if they
EXCLUDE a Category (“Exclusion”), then they still have access to everything in the Schedule
not excluded.
• Creation of a Template will not affect “Zone Restriction.” Zone Restriction is higher than
Category and Schedule in the rights hierarchy, so they must have access to the zone in order
to have access to the Schedule or Category within that Zone.
• If there is not a category in the item and no category listed in the template, the employee will
have access to all items granted by the above matrix.
Patients Menu
The Patients Menu is where you can manage your patients, view transactions by patient, and
reconcile patient records.
Patients
To view a list of patients, select Patients 28
for the Patients drop-down.
Animal Health
From the Patient List page, you can
edit, view details of a patient, or delete
(not recommended if there has been
any activity for that patient).
Human Health
Complete the required
information for the patient in
accordance with your facility’s
policy and procedure.
When finished entering the

patient information, select
Create, or Save if editing.
Required fields when adding

new patients (either on
myQLink or at the Cabinet)
can be customized. See the
Settings section for more
details.
View Patient Med Orders (use in Profile Mode)
Patient Med Orders can be added or modified by selecting a patient from the patient view list.
To view a Patient’s Med Order, Select Patient from the

Patient drop-down. Then select the details on the row
of the patient.
From the Patient Detail screen, select Patient Med

Orders.
The Patient Med Order List page provides a list of the

selected Patient’s orders which can be sorted and
filtered for easier viewing.
To add a new Med Order, select Add New.
To modify an existing order, select Edit on the row of the

order you wish to modify.
Fill in the required information.
Profile ID This is a unique identifier

specific to the patient sent from
practice management system.
Charge Code Extra field that can be

used for different purposes. Most
frequently the Profile ID also gets
populated here.
Occurrences Requested The maximum amount of times the

bin can be accessed on this order.
Total Quantity The total quantity available on this order.
Total Pharmacy Filled The amount sent from pharmacy as a

delivery. Not the amount of issues.
Start Date The date at which the order is first available.
End Date The date the order is no longer available.
Doctor ID Field used to populate the Doctor’s ID if

submitted.
Sig Contains the information entered in the Sig from the

practice management system.
Information and Notes Extra information regarding the order

is populated here. Example: Allergies.
Patient Transactions
sorted or filtered by patient,
select Patient Transactions
from the Patient drop-down. 30
The Patient Transaction list will

show chronological list of
transactions that can be sorted
by date, cabinet, bin, transaction
type, item description or
employee number.
To filter by date, use the Start Date drop-down

transaction.
An alternative path to view patient transactions is to

select Patients from the Patient drop-down. Find the
patient you want transactions for and select Details for
that patient. Once you see the patient details, select
Transactions. This will take you to the same Transaction
page as in the method above but already sorted by the
selected patient.
Patient Reconciliation
Patient Reconciliation is the
process of finding, matching, and
reconciling patients created in the
system. This is typically done with
patients with Temporary status.
To reconcile a patient to
match a different patient ID,
select Patient Reconciliation
from the Patients drop-down.
Select a patient to reconcile.
The selected patient will

appear in a header at the
top of the page. Select the
Permanent Patient to be
matched from the list below.
Once selected, the two

patients will appear side by
side for comparison.
When ready to reconcile the

two records, select Match.
The first patient will now be merged and share the

second Patient ID. Any Profile items and
transactions will be merged and, for reporting
purposes, will be seen as one patient.
The Temporary Patient Reconciliation process does not deactivate the Temporary Patient in
the Database.
Items Menu
The Items Menu helps manage item related topics. Topics include: Managing items within the
inventory, Item specific transactions, Resolving Discrepancies, Bin Location details, managing Max
and Min levels, viewing On Hand Quantities (QOH), setting up Alternate IDs, Med Equivalents and
Med Combos.
32
Items
Item is used to add or modify inventory
items and the item attributes, supplier
and ordering information, among
many other things.
Select Items from the Items drop-down.
The Item List page will allow you to Add, edit,

view details, or delete items in the inventory.
Fill out the information that describes the product to

issuing employees, restocking employees, and
purchasing agents.
Item ID Unique alpha or numeric sequence to be used as

a key identifier within the database. This number will be
the practice management number, if applicable.
Characters other than hyphen or space are not
permitted.
Description 1 Full Item description with units. Input the data as an employee would performing a
search with the most popular used name and strength/ size. This field is limited to 35 alpha numeric
characters.
, “ ‘ # % * characters are not permitted.
Description 2 This field is for a generic name, or if your practice calls the item by another name.
Alternate Description Alias for employees to cross reference. This will not be displayed on the Cabinet
issue list.
Active When checked allows the item to be a part of the inventory workflow.
Item Type Select Item Type from the drop-down list.
Medication or Supply. Medications are defaulted to schedule
6; Supplies are defaulted to 0.
Schedule Select the 1-12 drug class for a medication (supplies

will be defaulted to 0). In the US, non-controlled medications
are listed as 6; Supplies are listed as 0. All other schedules can
be used for unique items that need restriction or to be treated
separately from other items. Example: Keys, Prescription pads,
etc.
Item Class The employee may select the item class for this
item. Item classes are set up under Settings drop-down. This is
used in select reports.
Item Category Select the Category for this item using the
drop-down. Used for Employee Access Templates. Category
groups similarly treated items to allow or restrict access in bulk
using the templates. Leave defaulted, if there are no
restrictions on this item. Setup Item Categories in Categories
under Settings drop-down.
External Item This type of item will be stocked outside the cabinet but tracked through the system.
They will need different item ID#s. Must be checked for QBud items.
Refrigerated Item (Legacy flag for OmniCell Cabinet owners) In current settings, the fridge name will
show on issue if set in the Fridge Admin Screen. If not set, the bin number of the item’s location will
show on issue.
Rx Check Needed (CRx Station only) When enabled, a secondary check will be required for this item
prior to transport. Must be checked in both pharmacy and LTC databases.
Limit Overrides (Profile items only) When checked, this feature will NOT allow a “Override, Except
Limited Items” employee to add this item to a Patient Profile. Only “Override, All Items” delegated
employees can add this item to a Patient Profile.
Notes of Caution Similar to a “Looks Alike, Sounds Alike (LASA) warning, any text entered will show on
the screen when accessing the item.
Fractional form allows an item (medication) to
be issued in a partial amount (fractional)
instead of a whole number. A decimal point
will be provided. It also indicates how the
item is wasted.
Administration Form Select the form that the medication is administered in. Forms can be
customized in Settings. This may help differentiate similar medications.
Multi-Dose Item (medication) Use for fractional dosing of liquids, injectables, and tablets. A decimal
point is provided for the employee when dispensing the medication. This feature is recommended for 34
multi-dose vials and bottles. This item will be issued in whole or partial amounts and a separate waste
transaction must occur if any waste occurs.
Single Dose, Auto Waste Item For single use items, like pre-filled syringes. In this case, the whole
contents of the syringe will be recorded as issued, and the difference between the full content of the
syringe and the dose the employee entered will be record as a waste transaction at the time of issue.
If the employee needs to subsequently change the waste, they can return to the cabinet, look up
the transaction, and decrease or increase the waste up to the full amount issued.
1. How will this item be issued from the

inventory? This is your Issue Unit. This is
the unit or increment employees will
be issuing out the item and
decrementing inventory.
2. In what form will <issue unit> be

restocked back into inventory? This is
your restock unit. This unit will reflect
in your max and min settings and in
restocking.
#1 and #2 may be the same unit of measure.
3. How many <Issue Units> are in a <Restock Unit>? Used in calculating waste for a Single Dose,
Auto Waste Item and calculating how many issue units will be available after a restock.
4. What is the strength or unit conversion of the <issue unit>? This is used by the system in
calculating/converting the dose in select industries.
5. How is the Item ordered from the suppler? This is the Order Unit. This is the form in which you
order this item from the supplier.
6. How many <restock units> are in a <order unit>? This breaks the order unit down into restock
unit, so we can calculate the amount of issue unit there are in an order.
Can Return to Issue Location
Allows employees to return item back to
the original location it came from.
Return to Return Bin Only For items that cannot be returned to the original issue location but are
returned to a designated return bin (CUBIE or Matrix Drawer) within the Cabinet.
If neither of the return flags are checked, the system will assume the item will be returned to an
external location.
Issue Witness Two employees are

required to access the item.
Waste Witness During issue process, this

function will require two employees to
document a waste for this item.
Restock Witness Two employees are

required to restock the item.
Cycle Count Witness Two employees are

required to Cycle Count this item.
Countback Is the initial count of the bin before

the transaction. Once access is gained to the
bin, the employee will be prompted to verify
the beginning count, verifying the last
employee’s entered quantity. The bin quantity
will deduct the requested issue amount after
the count has been verified.
Blind Countback As with Countback mentioned above, but the beginning count will not appear on
the screen; the employee will be required to input a count into a blank text box.
Add Container Number on Restock For controlled
items that have a container number assigned by
the practice, the employee will be requested to
input the container number during the restock
process.
Show Container Number on Issue As mentioned above, this feature is used to track controlled item
containers. The employee is prompted to verify the container number during the Issue process.
36
Add Lot # on Restock Used to track medical

supplies and medications restocked in the
Cabinet. During the restock process the
employee will be prompted to enter the item’s
lot number.
Show Lot # on Issue As mentioned above, this function is used to track medical supplies and
medications issued to patients. The employee will be prompted to verify the item lot number during
the issue process.
Show NDC on Restock Allows entry of an NDC number during a restock of an item.
Show NDC on Issue Allows entry of an NDC number during an issue of an item in the event a bin
contains multiple NDCs.
Expiration Date on Restock Used to track

medication and supplies that expire to reduce or
eliminate monthly medication expiration date
check. The employee will be requested to input
item expiration date during the restock process
(Used alone for Simple Expiration Date tracking).
Expiration Date on Issue Used to track medication & supplies that may expire to ensure expired meds
& supplies are not in stock or issued to patients. The employee will be prompted to verify the
expiration date during the issue process.
Billable Item Identifies an item that would be billable
to the patient through third party interface, if
applicable.
Billing ID/J-Code HCPCS Level II J-Code Billing

Identifier or other Billing ID (available for other
industries).
Billing Unit of Measure Indicates billing units, e.g. mg,

ml, tab, etc.
Issue/Dose Units to Billing Units Conversion How many issue units are in a billing unit? Dictated by J-
Codes. Can also be used in other industries. This field accepts a decimal point when needed to
accomplish the conversion. Defaulted to 1.
Round Billing Quantity up to Nearest Whole Number Indicates decimal billing quantities need to be
rounded up to nearest integer (whole number) quantity.
Add Waste and Dose Amount Together in Billing Transaction When billing interface is active, it will
combine the waste and issue amount together.
Supplier Choice Indicates the supplier providing this

item. Defaulted to Supplier1.
Supplier 1, 2 and 3 Use the drop-down for list

selection and select a supplier. The supplier list may
be modified in the Purchasing Menu.
Supplier Item # Supplier order number or SKU from

supplier catalog. This number will show up on the
Automatic PO sent to the Supplier. If unknown, will
be defaulted to 99999999.
Order Quantity This is the packaging the order comes

in. How many restock units are in an order quantity?
Order Cost: This is the cost per order unit.
Minimum Order Allows for set minimum to auto order when minimum is reached.
Manufacturer Name Select the manufacturer for this item. The manufacturers may be setup in
Settings.
Manufacturer Item # Add the Manufacturer’s number in this field.
Manufacturer NDC Enter Manufacturer’s specific NDC for the item.

Item Transactions 38
sorted or filtered by item,
select Item Transactions from
the Items drop-down.
The Item Transaction list will show

chronological list of transactions
that can be sorted by date,
cabinet, bin, transaction type, item description
or employee number.
To filter by an Item, use the Select Item drop-

down.

transaction.
An alternative path to view Item transactions is to select

Items from the Items drop-down. Find the item you want
transactions for and select Details for that item. Once you
see the item details, select Transactions. This will take you
to the same Transaction list page as in the method above
but already sorted by the selected item.
Resolve Discrepancy
Resolving discrepancies is
a process of discovering,
adjusting, and fixing the
unresolved discrepancy.
Once resolved, the
System Administrator has
a permanent record in
the Resolved Discrepancy
Report. Your resolved discrepancy will
be archived in the System. This
section will outline the best practice
for resolving discrepancies.
During bin access, if a discrepancy is found, the original transaction is recorded intact with the initial
value, less the amount for the transaction, then a separate Discrepancy (DI) transaction is recorded
with the same time/Date stamp. This DI transaction lists the missing amount as a discrepancy
transaction, with a known Employee and patient (if applicable).
Once the discrepancy is detected, the shift supervisor or System Administrator should investigate the
discrepancy and provide a resolution. myQLink will provide the data: who, what, when, and where.
The System Administrator finds the why. They will need to ask the employee(s) who had prior access
to the bin and what happened. Most of the time, the patient’s chart will divulge how the
discrepancy occurred.
To view discrepancies, select Resolve Discrepancies from the Item drop-down.
The discrepancy listing page will display any unresolved discrepancies for the site’s designated
schedule range (customize this in Settings). This list can be set to age-off after a transaction has
been listed for a given period of time. This can also be customized in Settings.
Filter the list by Employee, Cabinet, or Schedule if needed. Use the search field to find a specific
transaction.
Select the Discrepancy row to resolve.

The discrepancy resolution screen
appears. Review the
discrepancy, and the prior or
subsequent transactions.
If the count in the bin was short of the

expected count, ask the prior
employee and verify on the patient’s
chart the amount of medication
administered. After the investigation
has been completed, a resolution
reason may be documented with a
witness. The System Administrator may 40
assign reasons (Customizable in
Settings) to resolve discrepancies.
In addition, the employee may

amplify the default reasons by
free texting in the written textbox.
The final step in the Discrepancy

Resolution is for the Resolver and
a Witness to log their Cabinet
User ID’s & passwords.
The Discrepancy transaction is

resolved by the Resolver and a
Witness. The item is now moved to the
resolved discrepancy list in myQLink.
Schedule 2 Witness Employee Attribute must be flagged in their employee attributes to witness
a resolved discrepancy.
Non-Cabinet Employees may be chosen and set up to resolve discrepancies. See the User
Security for more details.
If the Discrepancy was reviewed at the cabinet and a reason was given, it will appear in the notes
written section both at the Cabinet and in myQLink with the employee and witness name.
Auto Resolve for Container Items
The Auto Resolve Container Feature was initially created for the Veterinary market to help manage
small discrepancies (DI), such as hub loss, created on a container item.
What is a container item?

A container item is typically a controlled substance tracked by a unique container number. Typically,
the container number will be in the format of year followed by the container number, for example,
#16-001. Other variations can have a descriptor like #16-Fent-001 which would represent the first
container of Fentanyl received into stock in 2016.
Container numbers must be unique.
Settings reside within Settings and Cabinet Option “Auto Resolve Container Discrepancies”.
The Auto Resolve Container (ARC) feature allows a hospital to set an accepted percent for
discrepancies to be resolved by the system. When the net discrepancies are at or below this
acceptable amount (percentage), the discrepancies are “auto-resolved” by the system when the
container reaches a quantity of 0. The system will remove the discrepancy from the Unresolved
Discrepancy Report, C2 and record it on the Resolved Discrepancy Report, C3. The discrepancy
reason will record with a standard message: “Auto Resolve Container #x, Since Total Discrepancy is >
x% of Container size x [volume]”. This message is not editable and additional notes are not permitted.
The ARC feature is used for managing controlled substance discrepancies, so it is only looking for items
with the schedule number in your narcotic range (Example: USA Schedule 2-5). Item schedules are set
on the Items page.
Container numbers must be unique. The system performs calculations on the volume of a single
container. If you reuse container #s by stocking a container with a duplicate #, the system will not
know it is different and the calculations will be inaccurate.
The reports supporting this feature are the Trans, Controlled Subs by Container, C80. Resolved
Discrepancy Report, C3, and Unresolved Discrepancy Report, C2. These reports are your guide to what
is happening with your containers. Other reports do not support this feature.
42
Bin Locations (see Bins)
Bin locations can be found under the Item drop-down in addition to the Cabinet drop-down.
Max/Min/QOH (see Bins)

Max/Min/QOH can be found under the Item drop-down in addition to the Cabinet drop-down.
Alternate ID
Inventory items can
commonly be used for
different purposes within
a facility. These primary
items can be set up with
Alternate IDs and
descriptions to carry a
different purpose for
each, while still being
assigned to the same product. The
employee will have the option of
selecting this Alternate ID during an
Issue/Return/Waste transaction.
To view the Alternate ID List page, select Alternate ID from

the Item drop-down.
From the View Alternate ID page, you are able to add new
Alternate IDs, edit existing, view details or delete (not
recommended). The list can be sorted by Item ID, Alternate
ID, Item Description 1 or 2. Use the search to locate a
specific Alternate ID.
To set up a new Alternate ID, select an existing item in the

Database using the Item ID drop-down.
Fill in the new Alternate ID and Alternate Descriptions to identify

it to the end user. Descriptions can be up to 60 characters in
length.
Active Check if this Alternate ID is to be viewed and used by the end user. Uncheck to deactivate.
Billable Check the box if utilizing a 3rd Party Interface for charge capture against the specific
Alternate ID.
Billing ID/J-Code HCPCS Level II J-Code Billing Identifier or other Billing ID (for other industries).
Billing Unit of Measure Indicates billing units, e.g. mg, ml, tab, etc.
Issue/Dose Units to Billing Units Conversion How many issue units are in a billing unit? Dictated by J-
Codes. Can also be used in other industries.
Round Billing Quantity up to Nearest Integer Indicates decimal billing quantities need to be rounded
up to nearest whole number.
Add Waste and Dose amount together in Billing Transaction When billing interface is active, it will
combine the waste and issue amount together.
Med Equivalent
By setting Med Equivalents,
the system will be able to
issue an equivalent item if
the original item is not
available. For example: An
order for 500mg Amoxicillin
can be fulfilled by issuing
two 250mg Amoxicillin, an
item which has a different 44
Item ID.
To set up Med Equivalent Items,

select Med Equivalent from the
Item drop-down.
The Med Equivalent List page will

show you existing Med
Equivalents and where you can
add, modify, or delete.
Select an Original Item ID#.

Confirm the item then use the
Equivalent Item ID field to search
and select the equivalent item.
Set the number of equivalent

items equal to the original item.
Select Create or Save.
Med Combo
Setting Med Combos
allows an item to be linked
to an associated
medication or supply that
needs to be combined
with the first
medication. For
Example: Anytime a unit of
insulin is selected to
be issued from the system, an insulin
syringe will be listed to be issued
with it automatically.
See the Med Combo List page

by selecting Med Combo from
the Items drop-down.
From the List page, you are able to add, modify or delete
Med Combos; sort the list by Item ID, Item Description,
Combo Item ID# and Combo Item Description.
Select the Primary Item ID. Confirm the description. Use

the next field to select the Combo item. Set the number
of Combo items equal to the Original. Now, any time the
Original item is issued, the designated number of the
Combo item will be issued.
Check the box at the bottom for the Combo item to be

issued in multiples, based on the Primary item issue
amount. Example: If the employee issues out 1 unit, 1
Combo item will be issued; if 2 units are issued, 2 Combo
items will be issued, etc. This item’s amount will be
dynamic based on the issue amount.
Select Create or save, if editing.
Purchasing Menu
The Purchasing Menu manages the database Suppliers and Purchase Orders. Here, Automatic
Purchase Orders (Auto PO) can be customized, edited, or deleted and where manual Purchase
Orders can be run.
Purchase Orders
Purchase Orders (PO) are set to
run automatically on a selected
schedule and to order based on a
selected Max and Min levels.
To view or modify an existing

Purchase Order, select 46
Purchase Orders from the
Purchasing drop-down.
On the PO List screen, select a

PO to view from the drop-
down. Review the order
quantity.
To modify amounts, enter the quantity in the revise column and select Apply.
To Delete an item, use the row check box and then select Delete Item.
To delete the entire PO, select Delete PO.
Create New PO
Creating a New PO provides an
option to order outside of a
scheduled Auto PO. This is a
manual method for creating an
order for items based on Max and
Min levels.
To Create a New PO manually, select Create New PO from the Purchasing drop-down.
On the New Purchase Order page, select a cabinet to order for or leave as All to order for all
Cabinets.
Select the specific supplier to order from.
And then select the method to order. Options are “At or Below Minimum” or “Below Max”.
Select Go to generate a PO for review.
Confirm the quantity to order,

then select Generate PO.
Select Ok or Cancel to confirm

the submission of the PO to the
Supplier.
An Alternative path to create a new PO

is directly from the Edit PO page. Select
the Add New icon to reach the pages
above.
Suppliers
From the Suppliers page you will
be able to view a detailed
listing and add, edit, or delete
suppliers. Each supplier has
settings for the Auto PO
schedule and can be modified
here.
Select Suppliers from the Purchasing 48

drop-down.
From the Suppliers List page, you can

modify, view more details, or delete
Suppliers.
Add new supplier details by filling out

the required information.
Supplier ID (12-character limit)
Supplier Name (30-character limit)
Email Used to receive reports
Critically Low Email Used for an item that is setup for

Critical Level Reporting. To set up an item for Critical
reporting, set the item up in Bin Location. When the
Critical Level reporting is set up, the system will send an
e-mail every hour until the item has reached its Max
level. Critical level is defaulted to one and inactive until
enabled.
Default Supplier Item # is used when the

ID # is not known.
Generate Auto PO Allows a PO to automatically
generate for this supplier.
Use Order Quantity Orders in increments of the

Order Unit.
P.O. Email The Email where the Auto PO will be sent

after generating. For multiple addresses, separate
with a semi-colon (;) and NO spaces.
File Type Format of file to send (PDF, Word, Excel,

RTF).
Approvals Required requires approval of the PO prior to sending to the PO email recipient. The
approver must review the PO and select Apply before it can be sent to the PO email.
Approver Email approver’s email if Approvals are required.
Day Choice of what day to generate a PO for this supplier.
Time Choice of what time to generate the PO for this supplier on the designated days.
Delete Old POs When checked, the system will archive open Purchase Orders after the amount of
time entered in Days to Delete POs.
Days to Delete PO Period of time after which open POs will be archived.
Use Custom PO Report – Developed Custom Format (Legacy).
Custom PO File Name Defaulted to POReport.rpt. Used for Custom PO Reports (Legacy).
The Order Interface section will be filled out by your

Integration Specialist at the time of purchase.
Reports
From Reports, you will be able to manually run and view detailed reports or setup an automatic
report scheduled to be emailed. For more detailed information on each report, see the separate
Report Guide.
Run Report
Run a Report will show you a list of standard
reports available to run manually on the spot
with selected parameters.
50
Select Run Report from the Reports drop-
down or use the search field.
From the Reports List page, select a

Report Category of reports to view:
Admin, Consumption, Controlled Subs,
CR, Inventory, Multi-Site, Purchasing,
Transactions. Each category holds a
relevant set of reports.
Select the parameters for the report you

want to run. Parameters vary depending
on the report.
Select to Preview and Print (with later

option to export) or Email (must be setup
to receive reports).
As you view the report after Print and Preview, you will have an option to Download/Save in
several formats or print directly. Many reports are not meant to be viewed in Preview mode
(example: Excel formatted reports) and it is advised to save/download.
Auto Report Setup
You can select specific reports to be
automatically generated and sent to a
specified e-mail at regular intervals within
Automatic Reports.
Select Auto Report Setup from the Reports

drop-down.
The Reports List page will show all the reports

in the selected category. Here, you can view
or modify existing schedules.
To modify a schedule, select a report row or

Edit.
Select the Show Supplier button to and select

the report recipient(s) email.
Choose the file type you want to receive this

report in.
Setup the Frequency (daily, weekly, monthly),

Time (in HH:MM:SS AM/PM format), Day (blank
if monthly) and, if monthly, the Date (1-31)
The following parameters may vary:
Select a date range for the report to include

from the drop-down or enter a start and end
date.
Other parameters vary depending on the

report selected. Some parameters may
include, but are not limited to Patient, Cabinet,
Item, Class, PO#, Supplier, Department, etc.
Once the schedule has been set up test

the report and/or Save.
System Settings
The System Settings are used in viewing, modifying, and customizing your system.
Company
Provides basic information about your company.
Include shipping and billing addresses. Used, in
some cases, in headers and reports. Additionally,
the next available PO Number can be changed
here (this must be a numeric value and be greater
than the current PO). 52
Settings
Settings helps further customize your system.
Human Care Customizes the site for the human

health industry.
Oncology Site Along with Human Care setting, this

setting customizes the site for oncology specific
settings.
Oncology White Bag Enabled Allows for Patient specific bins for the oncology market.
When none of these settings are enabled, the site will default to animal health settings.
Allow Temp employees to be added at the Cabinet

When this option is enabled, Temp Employees may
be added at the cabinet by an employee that
holds Cabinet Admin rights.
Max days a Temp Employee can be assigned at

Cabinet The temporary status of a Temp Employee
can hold a for a particular time frame. The Temp
Employee will become inactive after the days set
has passed.
Require a Witness for all temp Employee adds at Cabinet When enabled, the Admin setting up the
Temp Employee at the Cabinet will need a witness to complete.
Also see - Require Witness for Temp Employee clones at the Cabinet that have Controlled Substance
Access in Controlled Substance Access Range.
Allow any Employee ID Password and info to be modified by Admin at Cabinet If enabled, any
employee will be able to change their ID and Password at the Cabinet.
Do not allow restricted Admins to add or modify items If an employee has access to myQLink with
Restricted Admin rights, they will not be able to add or edit items when this setting is enabled.
Controlled Subs Access Range Sets the range for
controlled substance legacy employee attributes.
When setting up an employee with controlled
substance access rights, this dictates to what
schedules they have access.
Controlled Subs Reporting Range Sets the schedule

range to report on when running Controlled
Substance reports.
CS Discrepancy Resolve Range Sets the range for 54

which schedule to resolve discrepancies.
Discrepancy Age Off Days Sets the time for how long discrepancies are visible.
Auto-Resolve Containers Allows the Auto resolution of containers. Must also have the Cabinet setting
enabled.
Discrepancy % below which Auto Container Resolution OK Sum of the discrepancies for a container
that will Auto resolve, if less than this percent when on-hand amount reached zero.
Require Witness for Temp Employee clones at the Cabinet that have Controlled Substance Access
When an Admin adds a Temp Employee that has controlled substance access, a witness will be
required.
Add waste and dose amount together in Billing

Transaction For single dose items only the system
will add the dose amount and waste amount
together and send the total value for the Billing
Output. Issue+Waste=Billing Output. This is a global
setting. Once flagged it will go through and
change the individual item flags and sync each
record to the cabinet as well.
Output Waste as separate Transaction on Billing Interface Waste will appear as a separate line item in
billing.
Do Not Output TEMP Patient Records in Billing Interface When enabled and the customer has a billing
interface the system will not release any billing transactions that have a TEMP patient. Once the
Temp patient is reconciled in MyQLink and no longer has a temp ID, the billing messages will then be
released with the proper Patient ID, so the PMS or Pharmacy billing software will properly process the
record with a valid Patient.
Output Return Bin as separate Transaction on Billing Interface Returns to a designated Return Bin will
be a separate transaction.
Patient Sex Must be Entered When Adding a new
patient to either the database or the Cabinet, this
field will be required.
Owner Name Must be Entered When Adding a

new patient to either the database or the
Cabinet, this field will be required (for animal
health industries only).
Patient Allergies must be Entered When Adding a

new patient to either the database or the
Cabinet, this field will be required.
Patient DOB must be Entered When Adding a new patient to either the database or the Cabinet, this
field will be required.
Patient Name Must be Entered When Adding a new patient to either the database or the Cabinet,
this field will be required.
Auto Deactivate Patients Used in conjunction with cabinet software setting (to set the days) to
deactivate patients after a period of inactivity.
Profile Default Advanced Order Days
Profile – Issue by Number of Doses Allows only the

prescribed number of doses to be given.
Quantity Text-to-Voice For use with QBuds.

Converts button presses on the QBud to audio
voice.
56
Expiration Date Lead Days for Alert
Auto PO Schedule by Cabinet Allows an Auto PO to

generate by abinet instead of by supplier (see
Purchasing for complete setup instructions).
Auto Assign Item ID When enabled, the database will automatically enter in the next ID in
incremental order.
Critical Override Allows Override, Except Limited items at the Cabinet(s). Can also be set by each
cabinet under the Cabinets drop-down.
Purchase by Order Qty Requires the PO to order

in increments of the order increment to reach
Max level or as close to Max using the order
quantity.
Use Order Qty
Controllers
Please contact Customer Service before making
modifications to this page to prevent loss of
connection
Discrepancy Reasons
From the discrepancy reason list page, you will be
able to view a detailed listing, add, modify, or
delete Discrepancy Reasons.
Discrepancies occur when an item inventory count

is incorrect.
58
Select Discrepancy Reason from the Settings
cog drop-down.
The Reason ID is generally used to number the

discrepancies 1, 2, 3, etc. Could also use an
abbreviation as an identifier.
The Reason box is used for the description of the discrepancy. For example, “Dropped
medication on floor,” “Count in bin was incorrect,” etc. This description will be what appears on
the Resolve Discrepancy page and on reports.
Waste Reasons
From the Waste Reason list page, you will be able
to view a detailed listing, be able to add, modify,
or delete Waste Reasons.
Waste is used when a product is taken out of the

Cabinet, but a portion or all must be wasted -
such as dropping a medication, the patient
unable to accept, or unused controlled drugs
that have to be wasted, as examples.
The Waste Reasons entered in myQLink will show

up on the Cabinet when using the Change
Dose/Waste Preselect feature.
Select Waste Reason from the Settings cog drop-down.
The Reason ID is generally used to number the waste reasons 1, 2, 3, etc. Could also use an
The Reason is a description of the waste. For example, “Patient unable to accept medication,”
“Controlled substance not used,” “Bottle dropped,” etc. The description is what will appear on
the cabinets screen.
Class
From the Item Class list page, you will be able to
view a detailed listing. You will be able to add,
modify and delete item classes. Classes can be
used for reporting purposes.
Select Class from the Settings cog drop-down.

60
The Class ID is generally used to number the
classes 1, 2, 3, etc. Could also use an
The Class Name is a description of the Class.
Category
From the Item Category list page, you will be
able to view a detailed listing. You will be able to
add, modify, and delete item categories.
Item Categories are sub-scheduled items used

when setting up Access Templates (see Access
Templates for more set up details). Categories
can be used to restrict or allow employees to that
item within a schedule they would normally have
access to. Categories created here will be
available to attach to an Item.
Select Category from the Settings cog drop-down.
The Category ID is generally used to number the categories 1, 2, 3, etc. Could also use an
The Category Name is a description of the Category.

Manufacturer
From the Manufacturer list page, you will be able
to view a detailed listing. You will be able to add,
modify, and delete manufacturers.
Manufacturers can be used as an aid to help

identify a product.
Select Manufacturer from the Settings Cog 62

drop-down.
The Manufacturer ID is generally used to

number the manufacturers 1, 2, 3, etc. Could
also use an abbreviation as an identifier.
Manufacturer Name is the name or description of the manufacturer.

Fill in the remaining detail as required.
Forms
From the Forms list page, you will be able to view
a detailed listing. You will be able to add, modify,
and delete forms.
Form types entered here are used in the Form of

Administration fields. This can be used as an aid to
help identify a product.
Select Forms from the Settings Cog drop-down.
The Form ID is generally used to number the

forms 1, 2, 3, etc. Could also use an
Form Name is the name or description of the form or the form itself.
Unit of Measure (UOM)
From the Unit of Measure (UOM) list page, you will
be able to view a detailed listing. You will be able
to add, modify, and delete forms.
UOM entered here are used in various fields

relating to an item. These units could represent units
of issue, units of restock, units of order, etc.
64
Select Units of Measure from the settings Cog
drop-down.
The UOM ID is generally used to number the

units 1, 2, 3, etc. Could also use an
UOM Name is the name or description of the unit of Measure or the unit itself.
Print Bin Labels
Bin labels used for identification are available to
print directly from myQLink to any printer using
Avery Clear Easy Peel Labels #5667 or equivalent.
Items must be assigned to the cabinet in

order to print their labels.
Select Print Bin Labels from the Settings Cog

drop-down.
Select the specific cabinet you want to print

bin labels for or leave defaulted to All.
Select the Style:

• Standard style prints Item Description 2 in order
of bin number.
• Cubex style prints Item Description 1 in
alphabetical order.
• Cubex by Bin style prints Item Description 1 in
the order of bin number.
Select Preview/Print to view the labels prior to

printing.
To print the labels, prepare the printer with the label

paper.
Select the Export icon located at the

top left of the window.
Choose the Word format then select Export.

Note: Other file types are not formatted to the
label type.
When the Word document opens, you can

save or modify the labels, then print as
normal.
Report Parameters
Report Parameters are used in select reports to
calculate or show a particular/custom set of data.
Contact Customer Support for assistance.
66
Report Setup
Report setup is the section to add, modify (not
recommended*) or delete reports available in
your standard report list. Each report has a
unique set up. Please contact Customer
Support for assistance in selecting the report to
add.
Reference the Report Guide for more

information on reports available.
*Reports setup incorrectly will not run properly.

User Security
This section will be where designated employees
will be set up to access myQLink. To add a
myQLink Administrator, the employee must have
myQLink Administrator rights themselves. An
employee may only add an employee with rights
equal-to or less-than their given permissions. 68
Security Levels
Administrator Rights This employee will have full
access to myQLink - add, edit, delete, run reports,
and view all.
Restricted Administrator Rights This employee has Administrator rights except for adding, editing, or
deleting controlled substance related fields, permissions, or parameters. This employee still will be
able to resolve discrepancies run reports and other Administrator functions (Also, in Settings -” Do not
Allow Restricted Admins to Add/Modify Items.”).
Read Only This employee will ONLY be able to view the information in the database but not edit or
delete data. Additional permissions to resolve discrepancies and add patients are available.
Supplier Account This user will have access view, edit, and delete items and inventory-related data
including the purchasing section.
Security Administrator This employee is permitted to setup and provide access for other employees to
multiple sites within their company tree. See Multi-Site Access for more details. This level will also
permit the management of employees accessing the cabinet.
Select User Security from the Gear icon drop-down.
The Security List page will show all the employees with access to myQLink, notifications setup,
and their security level.
To modify an Employee’s details, select an employee row or Edit.
To add any employee to access myQLink, select Add New from the Security List page. The User field
is the employee’s User ID when logging in and must be unique.
Adding Administrator Level Employee

Add the required employee information.
Select Administrator Level from the Level drop-down.

If the employee is a restricted level administrator,
check the restricted box. See Security Levels for
details.
Adding Read/Only Level Employee

Enter the required employee information.
Select Read/Only Level from the Level drop-

down.
Check the Add Patient box and/or Discrepancy

Resolver permission, if applicable. See Security
Levels for details.
Adding Supplier Level Employee

Select Supplier Account Level from the Level drop-down.
Select the associated supplier from the Supplier

drop-down. See Suppliers for more details. See
Security Levels for details.
Adding Security Administrator Level Employee

Select Security Administrator Level from the Level

drop-down. See Security Levels for details.
Notifications
Sync Notifications will alert you via Text and/or Email when your system has lost
connection for longer than just the regularly scheduled reboot. Check out the
Customer Portal for more details on this feature.
Temperature Notifications (for QLock customers)

The feature is designed to check in with the fridge temperature. If the
temperature recorded is lower or higher than the acceptable range, the system
will email and/or text a notification to the designated recipient(s). The system
will continue to notify the recipient every 1 hour until the temperature has
returned to within the acceptable limits. Once the temperature has reached 70
within the acceptable range, the system will again notify the designated
recipient(s) of that.
If you receive a text or email notification, it will read: “Cubex Alert – The QLock
attached to the [QLock Name/facility] is currently reading [temperature] for
more than [number of minutes]. Please check the temperature of [QLock
Name]. If you have any questions, please call Cubex for further information.
[Cubex support phone #s]”.
Notifications are setup in User Security. The phone number and email entered will be used for the
notifications.
Check the box(es) for the preferred method of communication for the selected notification(s).
Check out the Customer Portal for more details on this feature.
Multi-Site Access
Multi-Site Access allows designated employees access to more than one database associated with
the parent account. This is commonly used for employees to manage multiple sites.
To setup a multi-site level employee, you must have Multi-Site Super Admin rights. You will be able to
add, modify, or delete multi-site employee from here.
Select the Database

Security link to manage
users access to multiple
databases.
Select Add New.
Fil in the required

information.
Choose permission level

that is appropriate for this
employee.
Super Admin Level has full

permission.
Read Only Level only has

viewing permissions.
Restricted Admin Similarly to the user

security permission, this employee
has Administrator rights except for
adding, editing, or deleting controlled
substance related fields, permissions,
or parameters. This employee still will
be able to resolve discrepancies run
reports and other Administrator
functions.
(setting also available in Settings -” Do
not Allow Restricted Admins to
Add/Modify New Items.”).
Check the box next to the sites they

will have permission to access.
Select Save to confirm the add.

Transaction Types
Transaction
Type Transaction Description
B Item Issued Negative transaction for medication being issued to a patient.

Container Recorded during an Issue Transaction when a countback is
BC Countback performed on a container item from which the Issue transaction is
not occurring.
Discrepancy Recorded whenever a difference is found between what the
DI computer thinks is on- hand, and what the employee enters as on-
hand.
DS Destock Shows quantity destocked from a bin or button location when de- 72
assigning.
DW Destock Waste Recorded when Expired Medications are destocked from the
Cabinet.
EB External Issue Recorded for External Issue transactions.
Recorded every time a bin is accessed, or a button is pushed in the
P Cycle Count Cycle Count mode, regardless of whether a new count is made or
whether there is a discrepancy. If there is a discrepancy, a DI
transaction will follow.
A Purchase This shows every time an item is edited on a PO. Most significantly, if
PE Order line is a restock list still has un-stocked items on it, and the restock PO is
edited cancelled at the Cabinet, a PE transaction is recorded for each
item.
A new Purchase Recorded for each item ordered, but we do not show the quantity.
PO Order is The quantities should not be in the issue return field, since the item
created. has not yet been stocked.
Positive transaction. May be integer or decimal depending on the
R Item Return item type (Fractional or Single-dose).
RB Item returned to No change in inventory value.
Return Bin
RR RxCheck Recorded any time an RxCheck Rejection occurs on CUBIE or non-
Rejection CUBIE items.
RX RxCheck Records RxCheck transactions at the CRx station.

Restock, Positive transaction. Always an integer of Unit of Issue. May be as a
S Scheduled or result of assigning an item, a Supplemental Restock, or a Schedule
Supplemental Restock.
Recorded when an employee selects and item, but upon access to
SK Skip transaction that item (CUBIE lid open or door open), they decide to cancel the
transaction. Records the drug they were accessing and the
employee.
US Unstock Unstock transaction that occurs during the Transfer process.
Dose/Waste Records any changes entered in the Dose waste screen or for items
W correction that are single dose/auto waste.
transaction

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USER GUIDE

Who Should Read This?

System Administrator’s Role

Please visit and sign up for e-mail alerts at portal.medbank.com

Open any Internet browser and type www.myQLink.biz

Enter your User ID and Password provided during the

Your myQLink User ID will be in the format

This will bring you to a screen requesting your

When you follow the link provided in the email

You will have 3 attempts to login before the

After successful log in, to change your email

If you are given permission

Sync Status for Multi-Site Customers

To view more detail,

A green up arrow means the cabinet is currently syncing properly.

Sync Status for Single-Site Customers

To view more detail,

A green circle means the cabinet is currently syncing properly.

From this page, you can add a new

By selecting a cabinet from the list, you will view or

Cabinet ID The Cabinet number within your System.

Cabinet Name This is the name of the Cabinet for

If the Cabinet name is changed, it must also

Type Determines whether the cabinet is a regular

Preselect Zones Indicates if the zones are Pre-Select or

Enabled Flag should always be checked for use.

Cabinet Location Indicates the location where the

Issue Label Type Select the label template type to

Notes: Shows what version software the cabinet is

These settings are needed when Profile Mode is

Enable Cabinet Profile When checked, the cabinet

Disable All Overrides When checked, this Cabinet,

Override, Limited Items Allowed This is the main flag

Use these settings to order by cabinet versus by

This Override range will override whatever range is set

When you are done editing, or creating a new

Item A Bin 1 Bin 2 Bin 3 Multi Max Multi Min

Select Cabinet Transactions

The Cabinet Transaction list is defaulted to show all

To view more specific details of a single transaction,

To return to the transaction list, select Back to List.

An alternative path to view Cabinet transactions is to

Select Bin Locations from the Cabinets drop-

From the Bin Location List page, you can Edit

By selecting a bin from the list, you can view

Editable Bin fields are:

Pack Quantity Indicates the amount of Order Units in an

For Non-Consolidated Cabinets: The Bin Capacity can

E-mail if Bin at Critical* When checked, myQLink will

Soonest Expiration Date Shows the soonest expiring

Select Bin Transactions from the Cabinets

The Bin Transaction list is defaulted to show all transactions

To view more specific details of a single transaction,

To return to the transaction list, select Back to List.

An alternative path to view bin transactions is to select Bins

Select Max/Min/QOH from the Cabinets

You will come to a list of the bins that are

Select Edit to make your bulk changes.

On the edit page, you will be able to

Select Save to keep the changes.

To view the Employee list, select Employees from the

From the Employee list screen, you can add a new

Prepared with the employee’s name, employee number,

Active Check the Active box to activate the new employee’s