E-Orders

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E-Orders

With ProPharm One+, you can receive electronic orders from prescribing doctors. These E-Orders are handled through Surescripts®. You can create a Workflow stage to view and process electronic orders.

 

Topics

How Do I Create an E-Order Workflow Stage?

How Do I Match an Order to a Patient Before Processing It?

How Do I Process an Order?

How Do I Make Changes to an Order when Processing It?

How Does ProPharm Match the Drug in the Order to the Drug in My Records?

How Do I Process Rx Cancel Messages from Doctors?

 

 

How Do I Create an E-Order Workflow Stage?

When an order is sent to your pharmacy through Surescripts, it can be processed and filled as a script. But first, you will need to create a space for these orders to be stored. To do this, you can set up a Workflow stage. All of the E-Orders can be housed in this stage and then processed.

 

To create an E-Order stage:

 

1.Click on the System menu item.

2.Select Workflow Setup. The Workflow Setup screen will open.

3.Click on the New Stage button.

4.Enter a Name for the stage. (e.g., "Scripts Waiting" or "Rx Orders.") You can also enter a Description.

5.In the Workflow field, start typing to begin a search for a particular Workflow system. Choose an option from the search list.

6.In the Type field, select "Normal."

7.In the Sequence field, you can choose a sequence number. Stages with higher numbers will appear farther down on the Workflow menu.

8.To use this stage in your system, mark the Active checkbox.

9.Click Save.

10.Click on the Requirements tab.

11.Click Add New.

12.In the Entry Requirement field, click on the drop-down arrow and select the "Rx Order Received" option. This means that any orders that are received will go to this stage.

13.Click Save.

14.Click on the Tasks tab.

15.Click Add New.

16.In the Task field, click on the drop-down arrow and select "Rx Order Fixup." (This will allow you to link incoming orders with the correct patient.)

17.Click Save.

18.Click on the Add New button again.

19.In the Task field, click on the drop-down arrow and select "Process Rx Order."

20.Click Save.

21.Click on the Add New button again.

22.In the Task field, click on the drop-down arrow and select "Archive Order."

23.Click Save.

24.Click on the Add New button one more time.

25.In the Task field, click on the drop-down arrow and select "Rx Order Void."

26.Click Save.

 

Incoming orders will be housed in this stage. From here you can match an order to the correct patient and then process it. (Or, if necessary, you can void the order or mark it as archived.)

 

 

How Do I Match an Order to a Patient Before Processing It?

From your E-Order stage, you should have the option to "fix up" an order. This will allow you to link an order with the correct patient in your own records. Follow the instructions below to link orders.

 

1.Click on the Workflow menu item.

2.Select the E-Order stage. (This will have whatever name you gave it in the Workflow Setup screen; "Scripts Waiting," "Rx Orders," etc.)

3.You should see a list of orders waiting to be processed. If any of the incoming orders have been automatically matched to a patient in your records, a checkmark will appear under the Fixup Rx Order column. If there is no checkmark in this column, you will need to "fix up" the order to match it with a patient.

4.Highlight an order and click on the Fixup Rx Order button.

 

ProPharm will try to automatically link patients on incoming orders to patients in your records. It does this by looking for a patient that matches the Order Patient's First Name, Last Name, Gender, and Date of Birth. If a patient is only a PARTIAL match with patients in your records, any possible matches will be shown in the "Fixup" window. You can choose the correct patient here.

 

5.The order's information will be displayed along with patients in your records who might be a match. Click on the patient you want to link this order to. (If none of the listed patients are correct, you can click on the Create New Patient button. This will add a patient based on the order's information.)

6.After you have highlighted the correct patient in the list, click on the Select Patient button. The Rx Order will now be matched to this patient's record in your system.  Now the order should be ready to be processed.

 

 

How Do I Process an Order?

From the E-Order stage, you can process orders, entering them as new scripts.

 

1.In the E-Order stage, highlight an order and click on the Process Rx Order button.

2.The Script Filling screen will open, displaying the order's information. From here, you can create a new script based on the order that was received.

3.Some of the order's information will be pre-filled into the appropriate fields. A "card" will display on the right side of the screen with the order's details.

4.Enter the script information as you would with any other new script.

5.Enter your initials as a Pharmacist or Tech.

6.Click on the Save button.

 

 

How Do I Make Changes to an Order when Processing It?

When you begin processing an E-Order, you may find that changes are required. For example, you may need to substitute a generic drug option. To request changes to the order, follow the instructions below.

 

1.When you choose the Process Rx Order option, the Script Filling screen will open. The order's information will be displayed in the Rx Order window on the right side of the screen.

2.In the Rx Order window, click on the Rx Change option. The "Rx Order Change" window will open.

3.The original drug associated with the order will be displayed in the Drug field. If necessary, you can start typing to begin a search for a different drug. (You can also click on the plus symbol icon to create a new drug record.)

4.You can edit the Directions, Quantity, or number of Refills if necessary.

5.Click on the drop-down arrow in the Change Code field to choose the correct option (Out of Stock, Generic Substitution, etc.). The Note field will change according to the option you select, but you can enter a custom note if necessary.

 

If you need to manually change an order without sending an approval request, you can click on the Switch to Manual button. In manual mode, you can enter a Drug and a Note, then save your manual entry. (This may be useful in situations where the pharmacist is in contact with the doctor and it is decided that a different drug should be prescribed than the one listed on the electronic order. A request will not be submitted but the change will be logged.)

 

6.When you have made the necessary changes to the order, you can click on the Send button. The change request will then be submitted to the prescriber. (The original order will be removed from Workflow and voided.)

 

If you return to this order later, the Rx Change option will be replaced by a View Change Request option. You can click on this option to view the changes that were requested. You can also cancel the change request from this window.

 

 

How Does ProPharm Match the Drug in the Order to the Drug in My Records?

When you are filling E-Orders, ProPharm will try to match the drug on the incoming order to a particular drug in your records. If a match can be made, the Prescribed field in the Script Filling screen will be filled automatically when you begin filling the new order. If ProPharm CANNOT match the order's drug to a drug in your records, you will have to enter the drug information manually in the Script Filling screen.

 

ProPharm uses the following method when attempting to match E-Order drugs:

 

1.ProPharm looks at the “DrugProductCode” that comes in the order message. (This should be the NDC number.)

2.ProPharm then takes that text and removes everything but the numbers.

3.If only 9 digits of the NDC are received, ProPharm will look at your database for an NDC that matches up to those 9 digits (and will add the last 2 digits from that drug).

4.ProPharm will look at the Medi-Span database to find the GPI for the selected NDC.

5.ProPharm will look for a Drug Type in your database that has this GPI number AND is marked as "Active."

6.If exactly ONE match is found, that drug will be used.

7.If MULTIPLE matches are found, but the GPI is generic and only ONE of the matches is generic, that drug will be used.

 

With this system, there are a few cases where it may seem like ProPharm should be finding a match but it is not able to do so. For example:

oThe ProPharm database may have two Active Drug Types that share a GPI.

oThe drug may have the correct NDC but an incorrect GPI.

 

 

How Do I Process Rx Cancel Messages from Doctors?

Some doctors may send a message to let the pharmacy know that a script has been canceled. You can set up a Workflow stage to process these Rx Cancel messages. To set up this stage:

 

1.Click on the System menu item.

2.Select Workflow Setup. The Workflow Setup screen will open.

3.Click on the New Stage button.

4.Enter a Name for the stage (e.g., "Rx Cancel"). You can also enter a Description.

5.In the Workflow field, start typing to begin a search for a particular Workflow system. Choose an option from the search list.

6.In the Type field, select "Normal."

7.Click Save.

8.Click on the Requirements tab.

9.Click Add New.

10.In the Entry Requirement field, click on the drop-down arrow and select the "Rx Cancel Received" option.

11.Click on the Tasks tab.

12.Click Add New.

13.In the Task field, click on the drop-down arrow and select the "Rx Cancel Processing" option.

14.Click Save. Now any Rx Cancel messages that are received will be placed in this queue and you will be able to process those messages.

15.Refresh your browser to let your Workflow changes take effect. Then click on the Workflow menu item and select your new stage from the list.

16.From within the new Workflow stage, click on the Stage Options button in the bottom, right-hand corner of the screen.

17.Mark the checkbox to Send an alert when items enter this stage.

 

This last step is required so that users will be notified of Rx Cancel messages when they are received.

 

When Rx Cancel messages appear in the queue, an alert message will appear. You can then open this Workflow stage and click on the Rx Cancel Processing button. This will open the processing window. From here you can choose a response ("Approved," "Prescription Not Found." etc. ).

 

See Also

Filling Scripts

Rx Order Log