Workflow Setup

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Workflow Setup

Workflow is a customizable manager of work stages which guarantees that all necessary tasks are completed for a prescription. With Workflow, you can add stages to the filling process. Each stage will contain specific tasks to be completed before moving to the next stage. Because needs vary from pharmacy to pharmacy, ProPharm One+ gives you complete control over setting up your work stages.

 

For help getting started with Workflow, you can contact our support staff.

 

Topics

Creating a Workflow

Adding Stage Priority Levels

Common Workflow Stages

Setting Up a Workflow Stage

Adding Requirements for Entering a Stage

Adding Tasks to Complete Within a Stage

Editing an Existing Stage

Stage Requirement Groupings

 

 

Creating a Workflow

You can create a Workflow system and then add specific stages to that Workflow. Follow the instructions below to create a new Workflow system.

 

1.Click on the System menu item.

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

3.Click on the Create New Workflow option.

4.Enter a Name and a Description for your Workflow.

5.Make sure the Active checkbox is marked (or you will not be able to select this Workflow system when adding it to a Pharmacy).

6.Click Save.

 

 

Adding Stage Priority Levels

When you are setting up your Workflow system, you may want to add color coding to Workflow items depending on the amount of time before they are due. These color-coded priority levels will be useful when items are entered from the Message Processing screen with a specific due date and time.

 

To add priority levels to your Workflow system, follow the instructions below.

 

1.After you have created a Workflow system (in the Workflow Maintenance screen), click on the Stage Priority Levels tab.

2.Click on the Add Priority Level button. The "New Stage Priority Level" window will open.

3.In the Workflow field, search for the correct Workflow system.

4.In the Title field, enter the name of this priority level (e.g., "Customer Waiting" or "Within an Hour").

5.In the Time Frame Length field, enter a number of minutes. This is how much time is remaining before the item is due. Any items that are due within the selected time frame will be shown in the color that you choose in the Color field.

 

If you enter a positive number in this field, it will represent the number of minutes until the item is due (e.g., "60" equals one hour until the item is due). You can use a minus symbol to choose a time in the past (e.g., "-30" means the item was due thirty minutes ago).

 

6.Click on the Color field to choose a color for this priority level. A color selection window will open.

colorselector2

 

7.You can move the color slider to the right or the left to view color options at different points on the spectrum. You can then click within the color field to choose an exact color.

 

Rather than using the slider to choose a color, you also have the option enter specific values into the RGB fields. If you prefer to enter a HEX value or HSL values (rather than RGB), you can click on the arrow buttons at the bottom of the window to change which color system is used.

 

8.When you have set up the priority level, click Save. Workflow items that are due within the selected time frame will be shown in Workflow with the color you selected.

 

Please note that smaller time frames will override larger ones. For example, if you use yellow to represent items that are due within an hour, you can also use red to represent items that are due within thirty minutes.

 

 

Common Workflow Stages

Within a Workflow system, you can create individual stages. A stage holds a list of scripts. You can set up requirements to determine what type of scripts appear in your list.

 

You can contact our support staff for help setting up Workflow in a way that meets the needs of your pharmacy.

 

 

There is a list of common stages included below. 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.

 

 

Setting Up a Workflow Stage

You can create a custom Workflow stage by following the instructions below.

 

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. (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.

 

If you have not set up any Workflow systems, you can do that under System > Workflow Maintenance. After you have set up a Workflow system, that option will become available when searching for the Workflow name in the Workflow Setup screen.

 

6.In the Type field, select "Automatic," "Normal," or "Service."

a.An Automatic stage will open automatically when the requirements for beginning that stage have been met (e.g., an Auto-Submit Claims stage).

b.A Normal stage can be opened manually by the user to complete the necessary tasks.

c.Service stages require a service to be running in the background and can be used for non-visual tasks that run automatically. (If you are interested in this type of service, please contact our support staff.)

7.In the Sequence field, you can choose in what order stages should be completed in your Workflow. For Automatic stages, the Sequence will help determine which stage the user should enter first. (e.g., a stage with a Sequence number of "1" will generally be completed before a stage with a Sequence number of "2.") For Normal stages, the Sequence will simply determine how high up the stage appears on the Workflow menu.

 

The Sequence number will help to sort the order of Workflow stages, but stages marked as "Required For Checkout" will always be placed above non-required stages in the list. After that, stages will be ordered by their Sequence number.

 

8.You can make the stage Required For Checkout. If you want to allow scripts to be picked up before this stage is completed, you can unmark this checkbox.

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

10.After you have created the stage, you can add Requirements and Tasks.

 

 

Adding Requirements for Entering a Stage

You can add Requirements to your stage. These are things that must happen for the script to enter your Workflow stage.

 

Tasks and Requirements can be added from the "New Stage" window. However, you can also come back to the Workflow Setup screen later and edit an existing stage. If you open the Workflow Setup window, you can view an existing stage and quickly see all of the Tasks and Requirements attached to that stage. From there, you can add or remove Tasks and Requirements as needed.

 

1.After you have created a Workflow stage, click on the Requirements tab in the "New Stage" window.

2.Click Add New.

3.In the Entry Requirement field, click on the drop-down arrow and choose an option (e.g., Drug Count, Claim Submission). Scripts that meet this criteria will be shown in your stage.

4.The Grouping field can be used to combine different requirements.

a.Any requirements with the same Grouping number will be considered "and" requirements. For example, if you want a script to enter this stage when it is one day old AND has been through drug verification, you can enter two requirements (Drug Verification and 1 Day Old) and give them both a Grouping of "1."

b.Any requirements with a different Grouping number will be considered "or" requirements. For example, you could set a requirement for any script entering this stage to be a Hold Script OR a Controlled Script. If you give the Hold Script requirement a Grouping number of "1" and the Controlled Script requirement a Grouping number of "2," either one or the other will need to be true for a script to enter the stage.

 

A Grouping of "0" works differently than other numbers. In most cases, you will not want to create a "zero group." If you give a requirement a Grouping number of "0" it will act as a preliminary requirement (i.e., an "and" requirement for each of the existing groups).

 

5.If you want the script to enter the stage if the Entry Requirement has NOT been completed, mark the Not checkbox.

6.The Comparison fields can be used for special types of Workflow stages where a particular value in a script needs to meet a specific criteria.

a.In the Comparison Field drop-down, you can select a specific field (e.g., Fill NDC or GPI).

b.You can then choose a Comparison Type (Greater Than, Contains, etc.).

c.Finally, you can select the Comparison Value (the value in the field that is being compared).

 

For example, you could use the Comparison fields to create a stage that only included scripts with more than 3.6 grams of Pseudoephedrine. To do this, you would set Comparison Field to "Grams of Pseudoephedrine," set Comparison Type to "Greater Than," and set the Comparison Value to "3.6" grams.

 

7.When you have finished setting up the requirement, click Save.

 

 

Adding Tasks to Complete Within a Stage

Once a script has entered a stage, you can complete specific tasks before moving that script out of the stage.

 

Tasks and Requirements can be added from the "New Stage" window. However, you can also come back to the Workflow Setup screen later and edit an existing stage. If you open the Workflow Setup window, you can view an existing stage and quickly see all of the Tasks and Requirements attached to that stage. From there, you can add or remove Tasks and Requirements as needed.

 

1.After you have created a Workflow stage, click on the Tasks tab in the "New Stage" window.

2.Click Add New.

3.In the Task field, click on the drop-down arrow to select the needed task (e.g., Drug Verification).

4.The Sequence field will determine what order tasks are listed in within the stage. (e.g., You can create a Drug Verification task with the number "1" and a Drug Count task with the number "2." They will be shown in this order.)

 

NOTE: Tasks marked as "Required" will be placed above non-required Tasks, regardless of their Sequence number.

 

5.To make this task a requirement for leaving the Workflow stage, mark the Required checkbox. (NOTE: "Automatic" stages will complete the task whether or not this box is checked.)

6.When you have finished setting up a task, click Save.

 

 

Editing an Existing Stage

You can set up a new stage and enter Tasks and Requirements during the initial setup process. However, you can also edit existing stages from the Workflow Setup screen. To do this:

 

1.Click on the System menu item

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

3.You can use the Search Stage sidebar to locate the stage that needs to be edited. (Either type in the search field or scroll through the list of stages to make your selection.)

4.After you have selected a Workflow Stage, the stage's requirements and tasks will be shown on the screen.

5.To add a new requirement to the stage, navigate to the "Requirements to Enter Stage" section. The existing requirements may be grouped together as "and" requirements and "or" requirements.

i.And Requirements: To add a new "and" requirement (with the same Grouping number as existing requirements), click on the plus icon within the requirement group. Within that group, a new "and" requirement will appear. ("Script Entry" will be selected by default.) Click on this requirement to open a drop-down list and select the correct requirement option.

ii.Preliminary Requirements: If you need to add a requirement that acts as an "and" requirement for every Grouping, you can click on the Add Preliminary Requirement button. (This type of requirement will have a Grouping number of 0.) This requirement will need to be met as a prerequisite for entering the stage, regardless of what other requirements are entered. "Script Entry" will be selected by default. Click on this requirement to open a drop-down list and select the correct requirement option.

iii.Or Requirements: To enter an "or" requirement (with a different Grouping number than other requirements in the stage), click on the New Grouping button. A new Group will be created with a new requirement. "Script Entry" will be selected by default. Click on this requirement to open a drop-down list and select the correct requirement option.

 

iv.If you want scripts to only enter this stage if they do NOT meet the selected requirement, mark the Not checkbox.

 

v.When you are ready, click Save.

 

6.To add a new Task to the stage, navigate to the "Tasks in this Stage" section. Click on the New Task button. A new task will be added. ("Annotate" will be selected by default.)

 

i.Click on the new task to open a drop-down list. From here, you can search for the correct task option (Drug Verification, Drug Count, etc.).

 

ii.To make this task a requirement for leaving the Workflow stage, mark the Required checkbox. (NOTE: "Automatic" stages will complete the task whether or not this box is checked.)

 

iii.Click Save.

 

Tasks that are added with this method will be assigned a Sequence number based on the order in which they were entered.

 

7.Add as many tasks and requirements as are needed for this Workflow Stage.

 

 

Stage Requirement Groupings

As discussed above, you can enter certain things that will be required for a script to enter a Workflow stage. When you set up these requirements, you can give them specific Groups so that the requirements work in conjunction with each other. Requirements that have matching Grouping numbers will be "and" requirements. This means that all the requirements in that Group will need to be true before the script enters the stage. Requirements with different Grouping numbers will be "or" requirements. This means that if one requirement is met, the script can enter the stage, even if one of the other requirements is not met.

 

A Grouping of "0" works differently than other numbers. (For most simple Workflow stages, you will NOT want to create a "zero group.") If you give a requirement a Grouping number of "0" it will act as a preliminary requirement,  serving as an "and" requirement for each of the existing groups.

 

Example—Printing Stage:

If you were creating a Printing stage, you might want to set requirements like the ones discussed below:

 

oRequirement: Script Entry, Grouping: 0

 

oRequirement: Private Pay (status), Grouping: 1

 

oRequirement: Insurance (status), Grouping: 2

oRequirement: Claim Verification, Grouping: 2

 

oRequirement: Hold Script (status), Grouping: 3

 

A stage with these requirements will always require Script Entry to be completed before the script enters the stage. There are also requirements for Private Pay, Insurance, Claim Verification, and Hold Script status. However, all of these requirements do not need to be met for the script to enter the stage.

 

The "0" group is a constant and it works as an "and" requirement for all the other stages. If a script has gone through Script Entry AND is a Private Pay script, it will enter the stage. If a script has gone through Script Entry AND is a Hold Script, it will enter the stage. If a script has gone through Script Entry AND is linked to an Insurance AND has completed Claim Verification, it will enter the stage.

 

See Also

Using Workflow