Checkout

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Checkout

From the Checkout screen, you can handle the sale of scripts and other items. You can also receive patient signatures to verify purchases. The options available in this screen will depend on your Point of Sale configuration. Follow the instructions below to complete the script pickup process.

 

In most cases, you will need to set up a signature pad before using the Checkout screen. This is a fairly simple process and sig pads can be set up in a number of ways. Please see the Setting Up a Signature Pad section for details.

 

 

Topics

How Do I Choose a Register?

How Do I Complete a Sale?

How Do I Add Miscellaneous Items?

How Do I Return Scripts?

How Do I Return Over-the-Counter Items?

How Do I Process Reconciliations?

Can I View the Ticket for the Last Sale?

How Do I Set Up a Signature Pad?

Requiring Signatures

How Do I Capture Extra ID Information for Controlled Substance Scripts?

Why Do I Need to Mark Scripts as "Picked Up" by Completing the Checkout Process?

 

 

How Do I Choose a Register?

Registers can be set up under the Point of Sale menu. When you first open the Checkout screen, whatever register was last used on this machine will be selected. If the register is currently closed, you will see an option to open it (or to click on the drop-down arrow and select a different register from the list).

 

Before you begin working with this register, you will need to enter the amount of money currently in the register into the Total Cash in Drawer field. You can then click Open Register. If the amount matches the previous count for this drawer, the register will open. If there is a discrepancy between your count and the last count, the Open Register button will change to read Confirm Variance and Open. You can choose to continue despite the discrepancy in the count.

 

If your register is already marked as "Open" when you enter the Checkout screen, you can proceed with the pickup process. If you need to change your register, you can click on the gear icon at the bottom of the screen. This will open the Register Settings screen.

 

Once you have an open register, you can begin the checkout process.

 

 

How Do I Complete a Sale?

1.Click on the Checkout menu item. The Checkout screen will open.

2.To begin a transaction, you can do one of the following things.

a.Scan a script barcode

b.Go to the Patient field and search the correct patient. (This will not attach the patient to this sale, but will show you the patient's scripts and allow you to select them.)

 

As in the Script Filling screen, you can also type "rx" followed by the script number to search for a specific script. This will show scripts from the patient's profile, with the chosen script at the top of the list.

 

c.Click on the Add Item button to add a miscellaneous sales item. (For more information, see the Adding Miscellaneous Items section.)

 

3.When you are viewing a patient's scripts, the scripts will be shown in the Available Items section. You can click on individual scripts to move them to the Transaction section. (Scripts that are ready to be picked up will have an arrow icon. If an item is currently in a Workflow stage and not ready to be picked up, this arrow will not be shown.)

4.When you have selected all the items that are being picked up, you can click on one of the payment methods listed at the bottom of the screen (Credit Card, Cash, etc.).

 

Payment Types can be set up under the Point of Sale menu, in the Payment Types screen. In our example below, we will use a cash payment. For more information about credit cards and other types of payments, please review the Payment Types chapter.

 

5.Click on the payment type (in this case, the "Cash" option). The transaction window will appear, allowing you to enter the Amount being paid.

 

If the payment is being made using a Charge Account, the patient's specified Charge Account should be highlighted in the payment window. If the patient is attached to multiple Charge Accounts, you can click on the correct account in the list and use that account to complete the payment.

 

6.You can manually enter the correct amount or click on one of the denominations listed in the transaction window. When you have entered the correct amount, click Add Payment. (If you click on the green button that shows the exact amount of the transaction, you will not need to click Add Payment, but will proceed automatically with that amount selected.)

7.A green payment line item will appear in the Transaction list along with the item that is being purchased. If any change is due, this amount will be shown in the bottom right-hand corner of the screen.

8.You can now click on the Complete Transaction button. (This will occur automatically if you enter a payment of the exact amount for the sale.)

9.If no signature is required for this transaction, the sale will be completed. If a signature is required, follow the instructions below.

 

There is a setting in the Options screen that determines whether your pharmacy will require signatures only for scripts or for all sales. There is also an option in the Register Maintenance screen that allows you to choose whether signatures will be used on a specific register or not.

 

 

The first time you run this process using a signature pad, a pop-up window will appear, allowing you to select one of the available signature pads. This will only happen the first time the pad is used. If you need to change the signature pad later, you can click on the gear icon at the bottom of the screen. This will open the Register Settings screen. From there, you can click Select Sigpad to choose the correct option.

 

10.A pop-up window may appear (depending on your Option settings), asking if the person picking up the scripts is the same as the patient. Choose Yes or No.

a.If the patient is picking up the script(s):

i.An "Awaiting Signature" window will appear on the pharmacist's screen. Instructions will appear on the signature pad for the patient.

ii.If your pharmacy requires the patient to enter their Date of Birth (or ID Number), a number pad will appear on the patient's screen. They can enter their information and click Submit. If the patient's information is correct, a "verified" message will appear on the pharmacist's screen. (If the patient's information is incorrect, the pharmacist will be notified with a pop-up message. The pharmacist can then verify the patient's identity manually or have the patient try again.)

iii.If the medication contains Pseudoephedrine, a PSE message may be shown. (See the Pseudoephedrine Tracking chapter for more information.) The patient can click Ok.

iv.A pop-up window may be shown, notifying the patient that he/she can ask for a copy of the HIPAA Policy. Let the patient click on the I understand button.

v.A pop-up window will ask if the customer has any questions for the pharmacist. The customer can select the "Yes" or "No" option. (If the customer chooses "Yes," a notification will appear on the pharmacist's screen after the customer has signed.)

vi.If your pharmacy has specific Privacy Policy Signature Text set up in the Options screen, that text will be displayed to the patient now.

vii.A summary of the scripts being picked up will be shown. The patient can click Confirm.

viii.A space will appear for the patient to sign. After they have entered their signature, they can choose to Accept the signature or Clear it and try again.

 

Some of these message may not appear, depending on your settings, whether you are selling scripts or over-the-counter items, etc.

 

b.If someone other than the patient is picking up the script(s):

i.A pop-window will display on the pharmacist's screen, asking you to enter the customer's information (Name, Relationship to the Patient, ID Number, Issuing Jurisdiction for the ID, etc.). Enter the needed information and click Save.

ii.An "Awaiting Signature" window will appear on the pharmacist's screen. Instructions will appear on the signature pad for the customer.

iii.If the medication contains Pseudoephedrine, a PSE message may be shown. (See the Pseudoephedrine Tracking chapter for more information.) The patient can click Ok.

iv.A pop-up window may be shown, notifying the customer that he/she can ask for a copy of the HIPAA Policy. Let the customer click on the I understand button.

v.A pop-up window will ask if the customer has any questions for the pharmacist. The customer can select the "Yes" or "No" option. (If the customer chooses "Yes," a notification will appear on the pharmacist's screen after the customer has signed.)

vi.If your pharmacy has specific Privacy Policy Signature Text set up in the Options screen, that text will be displayed to the customer now.

vii.A summary of the scripts being picked up will be shown. The patient can click Confirm.

viii.A space will appear for the customer to sign. After they have entered their signature, they can choose to Accept the signature or Clear it and try again.

 

11.The signature will appear on the pharmacist's screen. If the signature is acceptable, click on the Accept Signature button. (Otherwise, you can choose Cancel and start again.)

 

When a sale is completed, if the register you are using has a cash drawer, the drawer will open automatically. A receipt may also print, depending on your register settings. There is also an option to manually open the cash drawer. You can access this option by clicking on the gear symbol at the bottom of the Checkout screen and then clicking the Open Cash Drawer button. This will open the drawer as a "no sale" operation.

 

 

How Do I Add Miscellaneous Items?

During the checkout process, you can also add over-the-counter drugs and other items that are not attached to scripts. (Non-prescription items can be added in the Non-Prescribed Inventory screen.) To add miscellaneous items, follow the instructions below.

 

1.Open the Checkout screen.

2.Click on the Add Item button to enter a miscellaneous item.

3.A window will open for entering the item's information.

4.You can search your records for a sales item in the Item field or you can scan a barcode to select the item. (You can also skip the Item field and just enter a Description instead. In this case you will need to enter the price manually.)

 

For an item to be available in the Item search box, it will need to be entered in the Non-Prescribed Inventory screen or in Drug maintenance and marked as "Sold In Point of Sale."

 

5.Enter a Quantity.

6.The Price Per Item field should be calculated automatically if you searched for an item or scanned its barcode. (If you skipped the Item field and simply entered a Description, you will need to enter the price manually.) If necessary, you can mark the Override checkbox to override the calculated Price Per Item. You can then enter a price manually. If you do this, the payment will appear on the Checkout screen as a "Price Override."

7.Enter the Price Per Item. (NOTE: The price will be calculated for you if you searched for an item or scanned its barcode. If you skipped the Item field and simply entered a Description, enter the price manually.)

 

The subtotal will be shown, along with the tax amount and the total price. If you choose to add more Quantity, the price will be adjusted accordingly.

 

8.Click on the Add button.

9.The item will be added to the Transaction section.

 

If you manually entered an item in the Description field, rather than selecting a Non-Prescribed Inventory item, you can choose to unmark the Tax checkbox. This will allow you to sell the item without tax. (If you select a record in the Item field, you cannot choose this option.)

 

 

How Do I Return Scripts?

You can also use the Checkout screen to handle scripts that are being returned by the patient. To process a script return:

 

1.Click on the Checkout menu item.

2.In the Patient field, search for the correct patient. Any scripts that are currently available for the patient will be shown in the Available Items list.

3.Click on the Returns button. Any scripts from the last 30 days that are available for return will be added to the Available Items list.

4.Click on the script that is being returned to move it to the Transaction side of the screen. A green Return box will appear at the bottom left corner of the screen.

5.Select a method of payment (which, in this case, will be the way you are returning money to the patient).

6.After you have entered the needed information, the refund amount will appear on the Transaction side of the screen.

7.You can then click Complete Transaction to process the return. The chosen script will be marked as returned (returning it to the state it was in before it was picked up).

 

When a script is returned, it is placed back in the status that it was in prior to being picked up. You will still need to handle the script from this point in order to DC the script, adjust inventory, etc.

 

 

How Do I Return Over-the-Counter Items?

You can use the Checkout screen to handle returns of over-the-counter items. Follow the instructions below to process a return.

 

1.Open the Checkout screen.

2.Click on the Add Item button.

3.You can use the Item field to search for the item being returned or you can scan the barcode to select the item. (You can also skip the Item field and just enter a Description instead. In this case you will need to enter the price manually.)

4.After you have selected the correct item, its pricing information should be displayed, showing you the amount that needs to be returned to the customer.

5.Click on the Return button. The item being returned will appear on the Transaction side of the screen. A green Return box will appear at the bottom left corner of the screen.

6.Select a method of payment (which, in this case, will be the way you are returning money to the patient).

7.After you have entered the needed information, the refund amount will appear on the Transaction side of the screen.

8.Click on the Complete Transaction button to process the return.

 

 

How Do I Process Reconciliations?

To view any scripts that need to be reconciled, you can click on the Reconcile button. This will allow you to see scripts that were filled in the last 30 days that have a Patient Due amount that does not match the last paid amount on the script. (For example, if the patient owes more than has been paid already for the script, you can use the Reconcile feature to add another payment.)

 

NOTE: The Reconcile button will only be shown when no patient has been selected. When a patient is selected, scripts for that specific patient will be shown, along with any of their scripts that need to be reconciled.

 

When you click on the Reconcile button, a pop-up window will appear, showing a list of patients with reconciliation scripts. You will see each patient's name and the number of scripts for that patient. Click on the correct patient to view his or her scripts. (Reconciliation records will be shown in a darker shade of blue than other scripts in the list. The previous method of payment that was used on the script will also be shown.)

 

You can then process payments on the script as you would with other items.

 

NOTE: Rather than viewing all the scripts that need to be reconciled from the past 30 days, you can also select a patient in the Patient field to view all of the scripts (including those that need to be reconciled) on that patient's account.

 

If you search for a specific patient in the Patient field, all of the patient's reconciliation records will be shown, not just those from the past 30 days.

 

 

Can I View the Ticket for the Last Sale?

If you need to review the last sale that was made in the Checkout screen, you can click on the Last Ticket button. The "Transaction Details" window will open, showing you information about the item that was sold, the price, the patient, the user who processed the sale, etc. You can print a receipt from this window if necessary.

 

 

How Do I Set Up a Signature Pad?

ProPharm One+ makes it easy for your customers to sign for their scripts. You can use a touchscreen computer monitor, tablet, or other device as a signature pad. There are several ways a new pad can be set up in your pharmacy. Review the options below to determine what will work best for your pharmacy.

 

NOTE: Both Google Chrome and Microsoft Edge are supported by ProPharm and can be used on your signature pad tablet.

 

 

Using a Tablet

You can use a tablet or other touchscreen device within your pharmacy as long as you have a Wi-Fi connection (or some way of being connected to ProPharm). If the tablet is on your network, you will be able to access the signature pad functionality through your web browser. (ProPharm supports the use of both Google Chrome and Microsoft Edge.)

 

This is the recommended method. Due to HIPAA concerns, you may want to use a tablet (or other device) rather than your own computer. This will ensure that the patient who is signing for scripts cannot access the rest of ProPharm and cannot view any other patient's information.

 

1.On the tablet, open the web browser and enter your pharmacy's URL (e.g., "pharmacy.propharmone.com") but do NOT log in.

2.Without logging into ProPharm, add the following text to the end of the URL: /sig.html

3.Press Enter.

4.A pop-up window will appear, asking you to name your signature pad. Enter the desired name and click OK.

5.Leave the browser open. When a customer needs to sign for their scripts, the signature line will appear on the tablet.

 

Using a Separate Monitor

You can also open a browser on a touchscreen computer monitor and use that as your signature pad. In that case, you can just move the correct browser tab over to the monitor and let the customer sign their name directly on that monitor.

 

Note: This must be a touchscreen monitor.

 

This method is not recommended, as the customer could potentially gain access to other parts of ProPharm.

 

1.On the monitor, open the web browser and enter your pharmacy's URL (e.g., "pharmacy.propharmone.com") but do NOT log in.

2.Without logging into ProPharm, add the following text to the end of the URL: /sig.html

3.Press Enter.

4.A pop-up window will appear, asking you to name your signature pad. Enter the desired name and click OK.

5.Leave the browser open. When a customer needs to sign for their scripts, the signature line will appear on the monitor.

 

Using a Separate Browser Tab

Some monitors can be turned to face the opposite direction. In this case, you may choose to open a separate tab on your browser to use as the signature pad. Then, when it is time for the customer to sign, you can click on the tab and turn your monitor to face the customer.

 

Note: This must be a touchscreen monitor.

 

This method is not recommended, as the customer could potentially gain access to other parts of ProPharm.

 

1.On your web browser, open a separate tab from the one that is running ProPharm.

2.On the new tab, enter your pharmacy's URL (e.g., "pharmacy.propharmone.com") but do NOT log in.

3.Without logging into ProPharm, add the following text to the end of the URL: /sig.html

4.Press Enter.

5.A pop-up window will appear, asking you to name your signature pad. Enter the desired name and click OK.

6.When a customer needs to sign for their scripts, open this tab and flip the monitor to face the customer.

 

 

NOTE: Any time ProPharm is updated, be sure to refresh the browser on whatever device you are using as a signature pad.

 

 

Cookies stored by your browser will allow ProPharm to save your signature pad settings. If you are using Google Chrome, be sure that you are not using "Guest" mode as this will not allow cookies to be used.

 

 

Requiring Signatures

You can choose the specific situations in which your pharmacy will require signatures. You can also choose whether a specific register will use signatures or not.

 

In the Options screen, there is a Require Signature at this Pharmacy for setting. In this field, you can choose one of the following options:

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

oAll 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.

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

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

 

You can also choose whether a specific register will use signatures at all. There is an option in the Register Maintenance screen titled Use Signatures. If you do not want to require patients to sign for items being sold from a particular register, you can uncheck this option.

 

 

How Do I Capture Extra ID Information for Controlled Substance Scripts?

In the Options screen, there is an option to Capture Extra Identification Information at Checkout for Controlled Substance Scripts. If this option is selected, whenever you are checking out a patient's controlled scripts, a pop-up window will appear asking you to capture the customer's ID information. (This information will be included on the Fill Signature Log report.)

 

When you attempt to complete a transaction for a Controlled script, the "Verify ID" window will appear. There are two basic ways to verify the customer's identification:

 

oVerify ID with Text

On the left side of the window, you can type in the customer's information. If the person picking up the script is the patient, mark the checkbox at the top of the window. Otherwise, uncheck this box. (The fields that must be filled out versus fields that are auto-filled will be determined by this checkbox.) Make sure the customer's name is entered correctly, as well as the relationship with the patient. In the Type of ID field, click on the drop-down arrow and select the appropriate choice (e.g., Driver's License). Enter the ID Number.

 

In the Issuing Jurisdiction field, select the state or province that issued the ID. (Please note that there are options for U.S. states and territories, Canadian provinces, and for Mexico. If you need to enter identification from another nation that is not included in this list, please select "Other." You can then specify the correct location in the Note field.)

 

If necessary, you can mark the checkbox to Confirm you personally know the person picking up the script. This will allow you to visually confirm the customer's identity rather than entering the ID Number, etc. In order to select this option, you must enter your User Initials. This information will be logged on the Fill Signature Log report.

 

When you are ready, click on the Verify with Text button.

 

oVerify ID with Picture

Rather than verifying the patient's identification using text, you can choose to take a picture of the patient's ID and use that image as the verification. To use this method, click on the Add Picture button. You can then either point your web cam at the ID and take a new picture or you can upload an existing image. (You can add multiple pictures if necessary.)

 

When you are ready, click on the Verify with Picture button.

 

Please note that whatever verification information you enter (text or picture) will be saved to be used again the next time you are verifying this patient's ID.

 

 

Why Do I Need to Mark Scripts as "Picked Up" by Completing the Checkout Process?

Completing the script pickup process in the Checkout screen is important for several reasons. It allows ProPharm to keep track of the life of a script and keeps the Workflow stages from being overly crowded with old scripts.

 

Some reasons for marking scripts as picked up:

oPMP Requirements: Marking scripts as "picked up" helps with PMP reporting and in some states it is required to accurately report when patients were given their medication.

oReturn to Stock: When using a "Return to Stock" Workflow stage, having scripts marked as "picked up" will be important. ProPharm can only tell what is on the shelf to be returned if the system is aware of what has been picked up.

oWorkflow Speed: If each script you have filled remains in Workflow, your Workflow processes will slow down.

oWarnings when Refilling: If scripts remain on a patient's profile and are not marked as "picked up," warnings will appear when you try to refill similar scripts.

oPatient Profile Graph: The bar in the Patient Profile screen that shows the life of the script can only work correctly if the script is marked as complete at some point.

 

See Also

Maintenance

Charge Accounts

Point of Sale Settings

Using Credit/Debit Cards at Checkout