Options

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Options

The Options setup screen allows you to make changes to your pharmacy's settings. The changes made in this screen can affect various aspects of your system, so please proceed with caution. To locate the Options setup screen, click on the System menu item and select Options.

 

Options

Claims

oWhen Submitting Claims send Usual and Customary as the Gross Amount Due

oClaim Handler

 

Counsel

oOnly Display New Scripts in Counsel

 

Filling

oThe Label Contains Patient Education Information

oAuto Populate Doctor Information (Doctor, Authorizing Doctor, Clinic) based on Last Doctor Information Used

oAuto Populate Initials in Script Filling

oShow Allergy Pop-Up on Filling Screen

oAllow Dispensing of Any Amount of Remaining Quantity on Controlled Scripts

oAllow Nurses to Prescribe

oRequire Tech Initials

oPercentage of Time before Refill is Allowed

oRefill Remaining Style

oCutoff Amount when considering a Script's Total Profit

oDefault Origin for Script

oHow Default Insurance is Chosen when Filling a Script

oNon-Controlled Expiration Days/Months

oNarcotic Expiration Days/Months

oControlled Expiration Days/Months

oExpand Sigs on Rx Orders

 

OpenEdge: These are values that are received from OpenEdge (if the pharmacy contracts with OpenEdge to do Credit Card processing).

 

Password Security

oRequire User Passwords to have Lower-Case Letters

oRequire User Passwords to have Upper-Case Letters

oRequire User Passwords to have a Special Character

oRequire User Passwords to have a Numeric Digit

oMinimum Length for a User Password

oNumber of Times to Block Password Reuse

 

Patient ID

oThe Start of the Patient ID Number used for Scanning a Patient Barcode or Magnetic Strip

oThe Length of the Patient ID Number

oThe Length of the Entire Code that contains the ID Number

 

Point of Sale

oVerify Patient with ID Number or Birthday

oCheck if the Patient has Received HIPAA info in the Past Year during Checkout

oAllow a Pickup Signature to be Saved as a HIPAA Signature

oThe Amount of OTC Pseudoephedrine a Patient can have in a Month (in grams)

oThe Amount of OTC Pseudoephedrine a Patient can have in a Day (in grams)

oPrevent Sale when Over Patient Pseudoephedrine Limit

oPseudoephedrine Message on SigPad

oAlways Ask for Signature when Selling Pseudoephedrine

oRequire Signature at this Pharmacy for:

oAsk if Person Picking Up is Patient; Uncheck to Always Assume Patient is Picking Up

oSend Charge Messages for Items with No Amount

oStop Checkouts Containing Patients from Multiple Households

oCapture Extra Identification Information at Checkout for Controlled Substance Scripts

oPrivacy Policy Signature Text

oUse Second Count for Closing a Point of Sale Register

 

Third-Party Credentials

oAPI Key that is used by CoverMyMeds for Authentication

oUser Name that is used by CoverMyMeds for Authentication

oPassword that is used by CoverMyMeds for Authentication

oUser Name that is used by Appriss PMP Gateway for Authentication

oPassword that is used by Appriss PMP Gateway for Authentication

 

Workflow

oRequire Script Verify Task Sections to be Checked before Approval

oRequire Quality Control Task Sections to be Checked before Approval

oThe Password to Override Screening Interactions

oAuto Logoff Minutes

oAway from Keyboard Timer

oDisplay ID Number on Patient Card instead of Account Number

 

 

Claims:

 

When Submitting Claims send Usual and Customary as the Gross Amount Due

If this option is checked, any time a claim is submitted to an insurance provider, the Gross Amount Due will be sent as the Usual & Customary amount. This may be useful if all of the pharmacy's patients are receiving a discount. In this scenario, the customers would be paying a lower amount than what would be considered the customary amount for each medication. This option would ensure that the amount submitted to the insurance provider was not the lower, discounted price, but the Usual & Customary amount.

 

 

Claim Handler

In this field, you can select the claim processor that will be used for your system. Click on the drop-down arrow and select one of the following options:

eRx (If you will be using this processor, you will need to contact our support staff to receive a unique Username and Password.)

 

Relay Health

 

Kalos Tester (used only for testing purposes)

 

 

Counsel:

 

Only Display New Scripts in Counsel

If this option is checked, when a user selects a patient in the Counsel screen, only that patient's new scripts (original fills) will be shown. No refills will be included in the list.

 

 

Filling:

 

The Label Contains Patient Education Information

If this box is checked, the Print Patient Education option on the Print Label window will be checked by default.

 

 

Auto Populate Doctor Information (Doctor, Authorizing Doctor, Clinic) based on Last Doctor Information Used

If this option is selected, when you beginning filling a script, the doctor's information will default to the doctor information from the most recent script. The Doctor, Authorizing Doctor, and Clinic fields will be set to the information that was last used. You can manually change these fields if necessary.

 

 

Auto Populate Initials in Script Filling

This option refers to pharmacist and tech initials in the Script Filling screen. If you mark the "Auto Populate" checkbox, the user's initials will automatically be entered into the authorization fields in the filling screen. (These initials can be set in the User maintenance screen.)

 

 

Show Allergy Pop-Up on Filling Screen

With this option, you can choose when the allergy pop-up window will be displayed in the Script Filling screen. Choose one of the following options:

Always: Whenever you begin filling a script, the patient's allergy information will be displayed.

 

If allergy or medical condition is missing: The allergy pop-up window will only appear if no allergy/medical condition information has been entered for the patient yet.

 

Never: If this option is selected, the allergy window will never pop up automatically in the Script Filling screen.

 

 

Allow Dispensing of Any Amount of Remaining Quantity on Controlled Scripts

This option applies to Controlled scripts. If this option is checked, users will be allowed to dispense as much of the script's remaining quantity as they want, regardless of the Original Qty entered. (NOTE: Users can never dispense more than the full prescribed amount for the script.) So for a new Controlled script, the user could enter all the prescribed quantity for the first fill, not just the Original Quantity. On a refill of a Controlled script, users could enter as much of the remaining quantity as needed, without being limited to the Refill Qty listed for that fill.

 

If this option is not checked, users will only be allowed to dispense the Original Qty on new Controlled scripts (and the Refill Qty assigned to refills).

 

 

Allow Nurses to Prescribe

If a prescriber is listed as a Nurse, he or she will typically be required to have an Authorizing Doctor. However, if you mark the Allow Nurses to Prescribe checkbox, you can fill scripts prescribed by a nurse without entering an Authorizing Doctor.

 

If the "Prescribing Allowed" option is not selected in the Doctor maintenance screen, an Authorizing Doctor will still be required. This is true of both Nurses and Doctors.

 

 

Require Tech Initials

If you mark this checkbox, you will be required to enter the technician's initials when filling scripts.

 

 

Percentage of Time before Refill is Allowed

In this field, you can enter the percentage of the Day Supply that should be completed before a script is refilled. For example, if you enter "80," the number of days after a script has been filled must reach 80% of the script's Day Supply before the script should be refilled. If a user attempts to refill a script before this percentage is reached, a confirmation window will appear with a warning that the script is being refilled too soon.

 

ProPharm will use the Admin date along with this setting to determine when the patient is eligible to receive more medication. If the percentage setting is 80% then the patient may receive the first refill while he or she still has 20% of the medication. At this point, ProPharm will set the Admin date for the next fill to be the day after the estimated end date for the last fill. So if the original fill ends early, this will help keep the NEXT fill on the right time frame. This will prevent customers from receiving fills earlier and earlier as refills are dispensed.

 

 

Refill Remaining Style

This option allows you to choose how "Refills Remaining" information will be displayed throughout ProPharm.

 

For example, if you have a script with a Refill Quantity of 30 and there are currently 45 pills left, you can display this information in one of the following ways:

 

oDecimal Value: This option will show the number of refills remaining using decimals. (In our example, this would show "1.5 Refills Remaining" for the script.)

oPlus Indicator: This option will use a plus symbol after the nearest whole number of refills remaining. (In the example above, this would be displayed as "1+ Refills Remaining" for the script.)

oRound Up: With this option, any partial fills will be rounded up in the number of refills remaining. (In our example, this would show "2 Refills Remaining" for the script.)

 

This style will be used for Refills Remaining information shown throughout ProPharm, in the Patient Profile, on Labels, etc.

 

 

Cutoff Amount when considering a Script's Total Profit

When a script is being filled for a loss, its profit will be shown in the Verify Claim window highlighted in red. You can set a specific amount in the "Cutoff" option field. Any profit lower than this amount will be shown in yellow in the Claim Verify window. This will serve as a warning that the profit has fallen below a desirable amount.

 

 

Default Origin for Script

You can choose a default origin from the drop-down list. This origin (Written, Electronic, etc.) will be automatically selected when you are filling scripts.

 

If you do not want to have an origin selected automatically, choose the Select an Item option. If this option is selected, users in the Script Filling screen will be forced to choose an Origin before filling the script.

 

 

How Default Insurance is Chosen when Filling a Script

With this setting, you can choose how the Insurance field in the Script Filling screen is pre-filled for a patient. When you start filling a script for a patient, an insurance option will already be entered into the filling screen. You can choose one of the following options:

Default Insurance: If you have added an insurance to a patient's record and marked it as the "default," then this option will mean that the default insurance is entered automatically when you start filling a script for that patient.

Last Used by Patient: If you choose this option, whatever insurance you picked when filling the last script for this patient will be chosen again.

Last Used for Script: This option is based on the script itself, not on the patient. If this option is selected, the last insurance used for this script will be selected by default.

Private Pay: If you select this option, "Private Pay" will be entered into the Insurance field until you choose another option.

 

 

Non-Controlled Expiration Days/Months

This field applies to the Expiration date field that appears in the Script Filling screen. You can enter a number of days or months in this field and, by default, a Non-Controlled script's Expiration Date will be that many days/months from the Written Date.

If you enter a number between 1-24, ProPharm will interpret this to be a number of months. (For example, you can make the default Expiration Date one year after the Written Date by entering "12" in this field.)

If you enter a number over 24, ProPharm will interpret this as a number of days. (For example, you can set the Expiration Date to default to 60 days after the Written Date.)

 

This default will only be used for Non-Controlled scripts.

 

 

Narcotic Expiration Days/Months

This field applies to the Expiration date field that appears in the Script Filling screen. You can enter a number of days or months in this field and, by default, a Narcotic script's Expiration Date will be that many days/months from the Written Date.

If you enter a number between 1-12, ProPharm will interpret this to be a number of months. (For example, you can make the default Expiration Date one year after the Written Date by entering "12" in this field.)

If you enter a number over 12, ProPharm will interpret this as a number of days. (For example, you can set the Expiration Date to default to 60 days after the Written Date.)

 

This default will only be used for Narcotic (Schedule II) scripts.

 

 

Controlled Expiration Days/Months

This field applies to the Expiration date field that appears in the Script Filling screen. You can enter a number of days or months in this field and, by default, a Controlled script's Expiration Date will be that many days/months from the Written Date.

If you enter a number between 1-24, ProPharm will interpret this to be a number of months. (For example, you can make the default Expiration Date one year after the Written Date by entering "12" in this field.)

If you enter a number over 24, ProPharm will interpret this as a number of days. (For example, you can set the Expiration Date to default to 60 days after the Written Date.)

 

This default will only be used for Controlled (Schedule III-V) scripts.

 

 

Expand Sigs on Rx Orders

If you select this option, the full, expanded SIG will appear in the Script Filling screen when you are processing an order.

 

 

Password Security:

 

These settings allow you to determine what requirements will be enforced when users choose a password. You can use these settings to customize the password requirements for your pharmacy system.

 

 

Require User Passwords to have Lower-Case Letters

Mark this checkbox if all passwords should have at least one lower-case letter.

 

 

Require User Passwords to have Upper-Case Letters

Mark this checkbox if all passwords should have at least one upper-case letter.

 

 

Require User Passwords to have a Special Character

Mark this checkbox if all passwords should have at least one special character (*, !, @, etc.).

 

 

Require User Passwords to have a Numeric Digit

Mark this checkbox if all passwords should have at least one number.

 

 

Minimum Length for a User Password

In this field, enter the number of digits that should be the minimum length for a password.

 

 

Number of Times to Block Password Reuse

This field allows you to limit how soon a user's password can be used again. For example, if you enter "3" in this field, users who were resetting their passwords would not be allowed to use any of the past three passwords they had used.

 

 

Patient ID:

 

For the following options, please bear in mind that ProPharm will strip out any characters that are not alphanumeric. When setting these options, you may want to first scan the code that you wish to use for patients into Notepad. Then you can go through the output and remove all characters that are not numbers or letters. You can then count the number of characters that are remaining and use that information when setting up the following options.

 

 

The Start of the Patient ID Number used for Scanning a Patient Barcode or Magnetic Strip

Some pharmacies may use barcode scanners or magnetic strips to read patient ID cards. If you are using ID cards, you will need to enter the formatting information for the codes on these IDs. Then you will be able to scan any patient's card to run a search for that patient.

 

In this field, enter the number of characters within the code that will be the starting point for the Patient ID.

 

Example:

Code = A12345B

Starting Number = 2

(The Patient ID begins with the second character)

 

The Patient ID number can be found in the Patient Maintenance screen. The field is titled "ID Number" and can be found under the Record Info tab. However, when a user scans the patient's card, the Account Number for that patient will be displayed in the search field.

 

 

The Length of the Patient ID Number

This field also applies to the code used in patient ID cards. Enter the length of the patient ID that is included in the code, leaving out any characters that come before or after the Patient ID.

 

Example:

Code = A12345B

Length = 5

 

The Patient ID number can be found in the Patient Maintenance screen. The field is titled "ID Number" and can be found under the Record Info tab. However, when a user scans the patient's card, the Account Number for that patient will be displayed in the search field.

 

 

The Length of the Entire Code that contains the ID Number

This option also applies to the code used in patient ID cards. Enter the length of the ENTIRE code in this field, including the Patient ID and any other characters that are used.

 

Example:

Code = A12345B

Length = 7

 

The Patient ID number can be found in the Patient Maintenance screen. The field is titled "ID Number" and can be found under the Record Info tab. However, when a user scans the patient's card, the Account Number for that patient will be displayed in the search field.

 

 

Point of Sale:

 

Verify Patient with ID Number or Birthday

When this option is selected, patients will be required to enter their Date of Birth or ID Number on the signature pad when they are picking up their scripts. In situations where there are multiple patients with the same name, this will allow you to make sure that the person picking up the scripts is the same patient that you have selected from your records.

 

NOTE: You can find the patient's Date of Birth and ID Number in the Patient maintenance screen under the Record Info tab.

 

 

Check if the Patient has Received HIPAA info in the Past Year during Checkout

This option affects the Checkout screen. If you mark this checkbox, ProPharm will check to see whether the patient signing for the script has been offered HIPAA information within the past year. If not, a pop-up window will appear reminding the patient that he or she can ask the pharmacist for this information.

 

If this option is UNCHECKED, ProPharm will not offer the HIPAA information reminder.

 

 

Allow a Pickup Signature to be Saved as a HIPAA Signature

This option applies to Privacy Policy signatures. If you do not wish to use a separate process to have patients sign the HIPAA policy, you can mark this checkbox. When this option is being used, if the patient has not signed the privacy policy, they will receive a pop-up on the signature pad reminding them that they can request this information. When the patient signs for their scripts, ProPharm will consider the privacy policy to have been signed.

 

 

The Amount of OTC Pseudoephedrine a Patient can have in a Month (in grams)

In this field, enter a specific number of grams. This is the amount of PSE that a patient should be allowed in one month. If a patient is purchasing Pseudoephedrine over-the-counter and they have exceeded their monthly limit, a warning message will appear.

 

The user may still be able to complete the sale, depending on the Prevent Sale when Over Patient Pseudoephedrine Limit setting.

 

 

The Amount of OTC Pseudoephedrine a Patient can have in a Day (in grams)

In this field, enter the amount of PSE that a patient should be allowed in a single day.  If a patient is purchasing Pseudoephedrine over-the-counter and they have exceeded their daily limit, a warning message will appear.

 

The user may still be able to complete the sale, depending on the Prevent Sale when Over Patient Pseudoephedrine Limit setting.

 

 

Prevent Sale when Over Patient Pseudoephedrine Limit

If this option is selected, users will NOT be able to complete transactions in the Checkout screen for Pseudoephedrine medications if the patient is over the PSE limit.

 

 

Pseudoephedrine Message on SigPad?

In this field, you can enter the message that will be displayed on the signature pad when patients purchase Pseudoephedrine. This text will be shown to patients before they sign for their purchases.

 

 

Always Ask for Signature when Selling Pseudoephedrine

If you want to require a signature when selling Pseudoephedrine in the Checkout screen, you can mark this checkbox. (The "Require Signature" option outlined below allows you to require signatures in certain situations. However, with this checkbox you can ensure that customers will always be asked for a signature in a PSE sale.

 

 

Require Signature at this Pharmacy for:

You can choose which types of transactions will require customers to sign for their items in the Checkout screen. Click on the drop-down arrow in this field and choose one of the following:

a.Always - If you choose this option, every transaction will require a signature.

b.All Pickup - This option will require a signature when customers are picking up items (whether scripts or Over-the-Counter items), but not when processing returns.

c.All Rx - If you choose this option, scripts being picked up (or returned) will require a signature but Over-the-Counter items will not.

d.Rx Pickup - This option will require a signature whenever a script is being picked up, but not when an item is being returned.

 

 

Ask if Person Picking Up is Patient; Uncheck to Always Assume Patient is Picking Up

If this option is selected, a pop-up window will appear in the Checkout screen asking if the person picking up the medication is the patient. If this option is not selected, ProPharm will assume the person picking up the medication is the patient and will not ask the user to identify the customer.

 

 

Send Charge Messages for Items with No Amount

This option ensures that all items on an order (including items with an amount of $0) will be sent as DFT messages. If this option is unchecked, only items with positive or negative amounts will be sent, either as charges or credits. If the option is checked, items with no remaining balance (e.g., cases where insurance covered the entire cost) will also be sent as "charge" messages.

 

 

Stop Checkouts Containing Patients from Multiple Households

If this option is selected, users will not be allowed to process a transaction in the Checkout screen for scripts from multiple patients unless those patients share a household group.

 

 

Capture Extra Identification Information at Checkout for Controlled Substance Scripts

If this option is selected, whenever you are processing a Controlled Substance script in the Checkout screen, a pop-up window will appear asking you to enter ID information for the customer. (Please note that if both this option and the Ask if Person Picking Up is Patient option are selected, this pop-up window will be used.)

 

 

Privacy Policy Signature Text

If you want specific text to be displayed to customers when they are signing for their scripts, enter it here. This text will display on the signature pad before customers sign for their purchase.

 

 

Use Second Count for Closing a Point of Sale Register

If this option is checked, the Second Count screen will be available under the Point of Sale menu.

 

 

Third-Party Credentials:

 

API Key that is used by CoverMyMeds for Authentication

If you have set up an account with CoverMyMeds, ProPharm One+ can help you submit Prior Authorization requests more quickly. Once an account has been set up for your pharmacy, you will need to enter the correct API Key in this field. (Please contact our support staff to request the correct API Key.)

 

 

User Name that is used by CoverMyMeds for Authentication

Once a CoverMyMeds account has been set up for your pharmacy, you will need to enter the correct User Name in this field.

 

 

Password that is used by CoverMyMeds for Authentication

Once a CoverMyMeds account has been set up for your pharmacy, you will need to enter the correct Password in this field.

 

 

User Name that is used by Appriss PMP Gateway for Authentication

This User Name (which should be received from Appriss) can be used to access the PMP Gateway functionality within ProPharm. If a User Name is entered here, pharmacists will be able to view information from PMP Gateway through a Workflow stage or by clicking on the Controlled Substance History button in the Pharmacist Script Verification screen.

 

 

Password that is used by Appriss PMP Gateway for Authentication

This Password (which should be received from Appriss) can be used to access the PMP Gateway functionality within ProPharm.

 

 

Workflow:

 

Require Script Verify Task Sections to be Checked before Approval

You can set up a Script Verification Workflow stage for users to check a script's information before approving the script. In the Verification process, there are multiple sections of the script which need to be reviewed. A checkmark can be added for each line to show that it has been verified. If you mark the option to "Require Script Verify Task Sections to be Checked before Approval," each of these checks will be required before you can verify the script.

 

 

Require Quality Control Task Sections to be Checked before Approval

You can set up a Quality Control Workflow stage for pharmacists to check a script's information before approving it. In the QC process, there are multiple lines of the script which need to be reviewed. A checkmark can be added for each line to show that it has been verified. If you mark the option to "Require Quality Control Task Sections to be Checked before Approval," each of these checks will be required before you can approve the script.

 

 

The Password to Override Screening Interactions

Some pharmacies may choose to create a "hard stop" for any time when the user is filling a script and runs into certain types of Medi-Span interactions. This can be done by setting up a Workflow stage to require an override whenever these interactions are encountered. To bypass this type of "hard stop," authorized personnel can enter the appropriate password. Enter your pharmacy's override password in this option field.

 

 

Auto Logoff Minutes

In this field, you can enter the number of minutes that should pass without any activity before the user is automatically logged out of ProPharm. If you enter a number in this field, users will be logged out after that many minutes of inactivity. If no time is entered here, users will be logged out after 24 hours by default.

 

In order to update the length of the session cookie, you will need to restart the application on the Web Server. This will set the session cookie to the time limit that is designated in the Auto Logoff Minutes field.

 

 

Away from Keyboard Timer

You can enter a number of seconds in this field. If a user is inactive for that number of seconds, ProPharm will automatically navigate to the Home Screen.

 

 

Display ID Number on Patient Card instead of Account Number

This option is related to the patient "card" that displays in places such as the Script Filling screen and Patient Counsel screen. If this option is selected, the patient's ID Number will be displayed on this card rather than the Account Number.

 

See Also

Copay