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Prescription Job Aids
Pharmacy Technology Solutions — October, 2013
Audit History Folder – @ A Glance
Audit History provides the history of each prescription.
Rx # - Displays the Rx number of the fill or refill
Doctor Name- Name of the prescriber associated with this prescription
Audit - The date the action was last performed on this prescription and the user who performed the action
SIG - The dispensing directions for this prescription
Auth Rx - The authorization number for this prescription record
Price TP Bill - The cost to the customer and the name of the third party plan billed (if applicable)
Fill Date - The date prescription was filled
DIN MFR - The DIN for the prescribed drug and the manufacturer code of this drug
Status - The status of the prescription (e.g., Complete, Hold, Cancelled)
QA Qty QD REM - The amounts shown are the total quantity authorized (QA), the quantity filled (Qty), the total
quantity dispensed to date (QD), and the number of repeats remaining on this prescription (REM)
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Batch Processing
The following steps are to be used for existing groups:
1.
From the Workbench, press or click the Refill button.
2.
Type the Group name and Cycle to schedule, if using.
3.
Press or click the Schedule button.
4.
Complete the Batch Preferences for this group.
5.
Ensure the Skip Evaluation field is checked.
• This ensures that any interventions are skipped
during the processing (i.e., drug-drug interactions,
allergy interactions)
• If they are not skipped, the batch processing will be
stopped
6.
Press or click the OK button.
Continued on next page
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Batch Processing (cont’d)
7.
Highlight all prescriptions that should
not be part of this batch (i.e. OTC’s,
creams).
8.
Press or click the Remove button.
- Ensure that these are fixed afterwards
so they do not keep appearing
9.
Update the time and date you wish to
process the batch.
10. Press or click the OK button.
All the prescriptions will appear in the
Pending tab with the scheduled date
and time with the background
checkbox selected.
Continued on next page
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Batch Processing (cont’d)
Statuses Defined
INCOMPLETE – Green Dollar Value
From the batch profile, decide whether the value should be charged or waived. Change the green value, then
submit the prescriptions.
INCOMPLETE – No message
Wait until everything else in the batch is resolved, then highlight all and submit.
INCOMPLETE – Pending message in black
Detail the prescription. Resolve the issue. Re-highlight the prescription and submit. These can be identified
because they will still have the pending message even if the issue has already been resolved.
REJECTED – If the rejection code is known
Enter in the appropriate intervention code and submit the prescription. This may come back as incomplete with
a green dollar value. Resolve the issue as stated above and submit the prescription.
REJECTED – if the rejection code is not known
Detail the prescription. Add the appropriate intervention code in the third party tab. Press the OK button.
Prescription will re-appear in the batch profile, highlight and submit. This may come back as incomplete with a
green dollar value. Resolve the issue as stated above and submit the prescription.
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Scheduling Prescriptions
Schedule individual prescriptions to be filled automatically on a certain date and time. This can be helpful for
narcotic repeats.
1. Search for and open the patient record.
2. Press or click the Profile tab and highlight the
prescription to be scheduled.
3. Press or click the Rx button.
4. Press or click the Schedule button.
5. Select the date and time the prescription should be
automatically processed on.
6. Press or click the OK button.
The prescription will sit in the Pending tab with
the background checkbox selected. On the
scheduled date and time, the prescription will be
automatically filled.
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How to Merge a Patient or Doctor
Merging is used to combine two records for the same
person. This is used to eliminate duplicate doctor or patient
files.
1. Press or click the More button.
2. Press or click the Housekeeping button.
3. Press or click the Merge button.
4. Press or click the Doctor or Patient button in order to
merge two records together.
5. Search for and select the Target record as the one to
keep.
6. Search for and select the Remove record as the one to
be removed.
7. Ensure to check these are the correct patient or doctor
records to be merged.
8. Press or click the OK button.
9. Press or click the Yes button to continue with the merge.
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How to Edit SIG Codes
Entering personalized SIG codes in can help make filling prescriptions faster and easier.
To add a SIG Code:
1. Press or click the More button.
2. Press or click the List Maint button.
3. Start to type ‘SIG Code’ in the blank field at the top of
the List Maintenance window and press the Enter key.
4. Press or click the Add button.
5. Type in a Code, Description, and Language for the SIG
Code.
- The SIG description must be typed out in long form
6. Press or click the OK button.
To remove a SIG Code:
1. Follow steps 1-3 from above.
2. Highlight the SIG to be removed.
3. Press or click the Remove button.
4. Press or click the OK button.
Removing a SIG code that was used in previous prescriptions will
result in that SIG no longer expanding to it’s original description
on subsequent refills.
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Drugs and Mixtures: Adding Third Party Qtys and Pseudo DINs
Entering third party quantities and pseudo DINs in the drug file will save time when filling prescriptions if there are any
quantity conversions, i.e., filling a pack of birth control as 28 tablets, but the third party needs to see a quantity of 1.
1. Search for and open the correct drug record.
2. Press or click the Alternatives tab.
3. Press or click the TP Rules button.
4. Press or click the Add button.
5. Select the Third Party, TP Plan, and Pack Size.
6. Enter the PIN (pseudo DIN), Rx Qty and TP Qty
• Rx Qty is the quantity the pharmacy dispenses
• TP Qty is the quantity the third party requires to
see when dispensing
7. Press or click the OK button.
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Using a Medication Dosage Calendar for a Prescription
A Medication Dosage Calendar charts a patient’s active medications on a weekly calendar indicating morning,
afternoon, evening and bedtime dosages.
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Fill a prescription until Rx Detail opens.
Press or click the magnifying glass icon beside the
Label copy.
Press or click the expand button by the Dosages
information section.
Enter the Dosage by Days for each day and time.
Press or click the OK button in the Dosage by Days.
Press or click the OK button in the Administration
Details window to get back to return to Rx Detail.
Press or click the Fill button to finishing processing
the prescription.
Press or click the More button.
Press or click the Reports button.
Press or click the Next button on the Medication
Dosage Calendar report.
Type in the prescription number in the Rx(s) field.
Press or click the Preview button.
Press or click the Print button to print the
Medication Dosage Calendar for this patient.
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Manually Changing Prescription Pricing in Rx Detail
The Pricing Details window allows users to manually change pricing information for a specific prescription. The price
changes will only affect the particular prescription the changes were made for.
1. In Rx Detail for the prescription, press or click the
magnifying glass icon in the Price field to open
the Pricing Details window.
2. Edit the required fields.
- It is possible to change the Cost Before
Markup, Mixing Charge, Markup, and
Professional Fee
3. Select the Save Price Changes checkbox.
- The price fields will become grayed out and the
information is retained for subsequent refills
4. Press or click the OK button to return to Rx Detail
to continue filling the prescription.
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Using the Adaptation Form
- Pharmacists can now make changes to a prescription using their professional judgment
- This is done by sending the change to the doctor using an Adaptation Form
1. From the Workbench or patient profile, highlight the
prescription(s) that have been adapted.
2. Press or click the Rx button.
3. Press or click the Services button.
4. Press or click the Adaptation button.
5. Fill in the mandatory fields of Report Name, Reason,
Prescriber, Service Type, and the Pharmacist’s initials.
6. Type the adapted prescription details below the Info From
the Pharmacist dropdown for each prescription being
adapted.
7. For multiple prescriptions, click the arrow at the bottom of
the window and add the adapted prescription details for
each prescription.
8. Press or click the Print or Fax button.
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