Using Workflow

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Using Workflow

After you have set up the Workflow for your pharmacy, you can move through the different stages to complete each script's Workflow process. Workflow is completely customizable and can be set up in a variety of ways. Below are some general instructions on using Workflow.



How Do I Find a Workflow Stage?

oNormal Stages

oAutomatic Stages

oService Stages

What are some Common Workflow Stages?

How Do I Complete the Tasks Within a Stage?

How Can I Know when a Script has Entered a Workflow Stage?

How Do I "Flag" a Script?

Where Can I See what has Already Happened to a Script?

How Do I Add/Remove Columns in a Stage?



How Do I Find a Workflow Stage?

When you create Workflow stages, they can be given a Type of "Normal," "Automatic," or "Service."


Normal Stages

When you create Normal Workflow stages, they will appear under the Workflow menu item. Click on this menu item to open the Workflow menu. Then click on the stage you need to view (e.g., Drug Verification).


Automatic Stages

Automatic stages will open whenever their requirements are met. For example, if you have an Automatic stage with a "Script Entry" requirement, as soon as a script is filled the user will be taken to the Workflow stage to complete the next step in the process.


Automatic stages will complete their tasks whether or not the Required box is checked in the Workflow Setup screen.


Service Stages

Service stages require a service to be running in the background and can be used for non-visual tasks that run automatically. For example, if you have a service set up to run Workflow tasks, you can create an auto refill stage so that scripts can be filled automatically in the right circumstances. (If you are interested in this type of service, please contact our support staff.)



What are some Common Workflow Stages?

The list below contains some of the most common Workflow stages. You may want to set up a stage for each of the following tasks.


oReturn to Stock

oScripts Waiting to be Filled

oAuto-Submit Claims

oClaim Verification

oMedi-Span Hardstop/Screening Override

oFlagged Scripts

oLeave Workflow


The support team can help you get started on Workflow and can create stages to meet your needs. Please contact us if you would like help setting up your Workflow stages.



How Do I Complete the Tasks Within a Stage?

There should be Tasks to be completed in each stage before a script moves out of the stage and on to the next step in the Workflow process. You can customize a stage's Tasks however you see fit. Here are some examples of common Tasks:


You can create a Verification stage for reviewing a script's medication. When creating the stage, you can add certain Tasks. In our example, we will include a "Drug Verification" and "Drug Count" Task. When you open the stage, a list of scripts should appear. All of these scripts are ready for the assigned Tasks.


Task buttons will appear at the top of the script list. When you highlight a script, these buttons will become available. (You can also right-click on a script to select one of these task options.)


The Task buttons will be ordered based on the Sequence that you entered for each Task in the Workflow Setup screen (e.g., a task with a Sequence of "1" will be listed before a task with a Sequence of "2"). Note: Tasks marked as "Required" will always be placed before non-required tasks, regardless of their Sequence number.


When you click on the Drug Counting button, you will be taken to a separate screen where you can enter the correct quantity. Then you can click on the Submit button to finish the Task.


When you click on the Drug Verification button, you will be taken to another screen to enter the correct NDC number. Once you have verified the drug's NDC, click on the Submit button.


When all of the Tasks have been completed, the script will be removed from the Stage and moved on to the next part of the Workflow process.



How Can I Know when a Script has Entered a Workflow Stage?

When you open any Workflow stage, you should see a button at the bottom of the screen labeled "Stage Options." If you click on this button, you will see a checkbox for the option "Send an alert when items enter this stage." If this box is checked, a small pop-up will appear at the bottom of the screen whenever a script or order is sent to this Workflow stage. (These pop-up messages will be seen by everyone in your pharmacy.)



How Do I "Flag" a Script?

If necessary, you can add a Workflow Task called "Flag" to any of your Workflow stages. "Flagging" a script means that you are manually routing the script out of the normal Workflow process. For example, if there is an exception with a script (insurance rejection, need to call the doctor, etc.) you can flag the script to follow up with it later. (There is also an "Undo Flag Item" Task.)


You can also flag a script from within any Workflow stage by right-clicking on the script and choosing the Flag Item option.


To use flagging, you can set up a "Flagged Script stage." This stage would have a Flag Requirement (so that scripts would only enter the stage if they had been flagged in another Workflow stage). You would need to add a Task to this stage called Undo Flag Item. Users could then look through the "Flagged Scripts stage" to view any scripts that had been flagged during the Workflow process. Users could then handle any issues with a flagged script and, when it is ready, click on the Undo Flag button to remove the script from the flagged list.



Where Can I See what has Already Happened to a Script?

When you are viewing scripts in a Workflow stage, you can right-click on any script and select the View Events option. This will open the "Workflow Event History" window, showing a log of the events that have occurred with this script.


You also have the option to void a Workflow Event in the script's history. For more information on this, see the Viewing Workflow History section.



How Do I Add/Remove Columns in a Stage?

For each order or script that appears inside a Workflow stage, various columns of information will be displayed to show details about that item. For example, a Workflow stage may show the Patient and Drug information for the scripts within it.


You can add or remove columns from a Workflow stage by clicking on the Modify Columns option inside the stage. This will open a drop-down menu with additional column options. Mark the checkboxes next to any columns that you want to include for this stage (Acquisition Cost, Doctor, etc.). The column selections you make will apply to all users in your pharmacy.


To sort items in a stage, you can click on the column headers to sort by that column, either ascending or descending. However, please note that this sorting function will only apply to items in the stage that do not have a due date. Items with due dates will appear at the top of the list, with the oldest due dates shown first.


See Also

Workflow Setup