Does the Y2K problem apply to you?
Your system may be headed for a fall
Almost everyone has heard the worrisome reports regarding the year 2000 computer problem. Systems that are not Y2K compatible - that is, most of the systems in the United States and all over the world - could begin experiencing major malfunctions of hardware and software on Jan. 1, 2000.
What about your technology? Are you safe? Unfortunately, the answer for you and your pharmacy software is not a simple one, particularly because your pharmacy may fall victim to the Y2K issue well before the witching hour of midnight on Dec. 31, 1999.
Chuck Reed, president and founder of CHROMIS, a Richmond, VA-based development and consulting service for health care system developers and president of the American Society for Automation in Pharmacy, explains: "The problem arises from a long-standing computer programming practice of using only two digits to represent a year," he tells Home Infusion Therapy Management. "For example, 05/18/98 is read as May 18, 1998, with the '19' in the year assumed."
Reed notes that under this system, "00" could be interpreted as the year 1900. "As a result, nearly all computer systems may fail to function or may produce errors after Dec. 31, 1999, except for the most recent software and hardware versions," he says.
Reed adds that because of prescription end dates, some pharmacies may have problems well before Dec. 31, 1999.
"I am aware of systems in Virginia that began having problems on January 1998 because the state of Virginia allows 24 months for refills," he says. "It turned out that the most recent version of the vendor's software had corrected the problem, but the pharmacies had not received it yet."
Other dates that could cause trouble for various pharmacies include the expiration date of the third-party coverage and the "discard after" date of the medication.
A report by the Gartner Group, a Stamford, CT-based technology advisory firm, notes that seven out of eight health care organizations risk year 2000-related systems failures due to a lack of responsiveness. Reed notes that pharmacies fall within that category.
"I know of one vendor with over 1,000 installed sites that has gotten less than 50 written requests from users for year 2000 compliance letters," says Reed. "Most of those were larger institutions with dedicated year 2000 project teams. It's a little frightening. Are the other 950 pharmacies even aware of the problem? Most pharmacists are placing far too much reliance on their system vendors. Pharmacists need to take the responsibility."
The problem is a far-reaching one. You have to check not just your hardware, but also system software and application software. Reed notes that the latter of the three presents the greatest problems.
"Most vendors have done a creditable job of making the necessary changes in their software and claim to have completed their year 2000 work," says Reed. "The bigger challenge is distributing that software to the pharmacies, and many pharmacies cannot load the latest versions due to hardware limitations."
He adds that even if your pharmacy doesn't have hardware limitations, it's still up to your pharmacist to take the time to load the software. While it's up to pharmacists to ensure all hardware and software is Y2K compatible, there's no need to go it alone.
"Many vendors sold the hardware and software as a bundled system and most are willing to help the pharmacist through the hardware problem if the pharmacist initiates the call," he says.
However, if the hardware and software were purchased separately, your vendor may not be able to help and you're dealing with a much stickier problem.
Check software made before 1997
The system vendor is unlikely to be of much assistance in that case," says Reed. "Generally speaking, you can put operating systems into the hardware limitations category as well. Old operating systems are usually in place due to hardware limitations."
Reed offers the following rule of thumb: Equipment purchased before 1997 and in some cases, equipment purchased as late as 1997 will likely need upgrading to handle all year 2000 compatibility issues properly.
Reed notes that there are some simple tests that should provide insight into how susceptible your computers are to the Y2K crisis.
"What most people suggest is to take some time when the pharmacy is closed and set the computer's clock forward to Dec. 31, 1999, at 11:58 p.m. and watch it to see if the computer properly handles the time change," says Reed. "This might be a better test to confirm that you have a problem rather than confirm that you don't. If it doesn't click over properly you know you have a problem. If it does click over properly, I'm still not sure you're out of the woods."
He notes that if the computer passes the boot-up test, try filling some orders for patients who have existing profiles and make sure clinical interactions, time comparisons, and other key functions are working.
To check your hardware, visit your manufacturer's Web site. Armed with the exact model of computer (this can usually be found near the serial number), most manufacturers' Web sites allow you to download BIOS changes and provide instructions on how to update the computer.
Steve Vitoff, a consultant with Cap Gemini America, a Dallas-based Y2K solutions company, notes that two other Web sites will also prove helpful. Visit the site of the Year 2000 Information Center at www.year2000.com, as well as the Information Technology Association of America at www.year2000.unt.edu for information about diagnostic tools and self-tests.
Reed notes that checking your main computer isn't enough and you must also check all computers that are connected to the system.
"Many older PCs are deployed as workstations in pharmacies today, and you wouldn't want to be without an important workstation," he says.
On the bright side, Reed notes that fixing the problem does not require expertise in hardware and software.
"Fixing the problem isn't difficult, just time-consuming," he says.
With that in mind, you won't want to put off troubleshooting.
New hardware may be required
"Pharmacies should communicate with their vendor to get clear guidelines on which version of the vendor's software is year 2000 compatible," according to Reed. "You may need to purchase new hardware to load the release if new features that have been added to the release require more storage and/or computing power."
The longer you wait to address the problem, the longer it may take you to fix the problem.
"If new hardware does need to be purchased, that adds to the time, and then plans need to be made on who installs it," says Reed. "Vendors are going to be inundated with procrastinators, and they may not be able to provide the level of service the pharmacy would like."
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