Modified 11.05.2013
Electronic Prescribing of Controlled Substances (EPCS)
QS/1 is pleased to announce that its Pharmacy Management Systems are now certified for the electronic prescribing of controlled substances (EPCS). To attain this certification, NRx, PrimeCare and RxCare Plus were enhanced to comply with the Federal DEA mandates required for the processing of controlled substances. As of June 3, 2013, QS/1 completed the certification process with SureScripts and ComplySmart (an outside auditor).
Time Stamp
Added a Coordinated Universal Time (UTC) stamp to all electronic prescription data records. The use of the UTC stamp ensures that the receiver of a message knows the time regardless of the time zone. The format of the data/time fields in the XML schema is CCYY-MM-DDTHH:MM:SS.FZ. For example, 2010-01-01T16:09:04.5Z, where 16:09:04.5Z would be 16 hours, 09 minutes, 04 seconds, 5 fractional seconds and Z to denote UTC time. The fractional seconds are optional. For simple data fields that do not include the time portion, the format is CCYY-MM-DD.
Store Options for Controlled Substance Processing
Added screens to support the pharmacist's verification of the prescriber's electronic signature. Digital e-Prescription signatures are required only for controlled substances. Functions include:
Added the option, Controlled Substance Processing, to Store Control/Store Level Options/Rx Filling. Default = unchecked (N). If Controlled Substance Processing is Y/Checked, the following must be set in Store Control/Security Access/Security Options:
Password Expiration Days: Must be 90 days or less.
Maximum Login Attempts: Must be five (5) or less.
Minimum Password Length: Must be eight (8) or more.
Require Special Characters: Check this field.
Require Upper/Lower Case: Check this field.
NOTE: The same password may not be reused within six (6) changes of the password.
If the above requirements are not met at login the system displays an error message with the following information:
Password must be a minimum of 8 characters.
Password must include 1 special character.
Password must include upper/lower case characters.
Reusing a password used in last six password setups is not allowed.
When a new e-Prescription or refill response with a digital signature is selected, the Prescriber's Service Level on the Prescriber Record/Electronic Rx screen is verified. If the level is Controlled Substance (EPCS) = unchecked (N), a warning screen displays. Options are:
Void: Click Void and the system prompts for User ID and Password. The e-Prescription Status is saved as Void-EPCS Auth.
Accept: Click Accept and the e-Prescription Status is saved as Accepted-EPCS Auth. Fill the prescription as usual.
Cancel: Click Cancel and the warning screen closes and the previous screen displays.
When the pharmacy receives a new controlled drug e-Prescription it displays in the Mail scan. If the pharmacy is not authorized for e-Prescription processing (QS1AUTH = N) and the Store Option Controlled Substance Processing = Y, the e-Prescription Status is Voided: Not set up for EPCS and the record is voided. If new e-Prescriptions from the prescriber are checked, the Tickler message is Voided-EPCS Not Authed.
NOTE: Refill Responses are processed with the same messages as above.
NOTE: Once an e-Prescription Record is voided it may not be undone.
When Tickler File Options are set up, if QS1AUTH = Y and the Store Option Controlled Substance Processing = N, the e-Prescription Status is Voided-Not Setup for EPCS and the record is voided. If new e-Prescriptions from the prescriber is checked, the Tickler message is Voided-EPCS Request-Not Setup. In each situation, an e-Prescription Verification warning screen displays. Click OK on the warning screen and the next Tickler Record to be processed displays.
NOTE: Refill Responses are processed with the same message as above.
NOTE: Once an e-Prescription Record is voided it may not be undone.
Added a new status field to the e-Prescription Record. This screen displays in two places, 1) when the e-Prescription is selected for filling and 2) from the Rx Record after it has been filled.
An e-Prescribing option, Require Reassign for Approved Refill Response, was added to Store Control/Store Level Options/Rx Filling Options and Defaults. This option restricts adding refills to an electronic refill response. Changes include:
Renaming Electronic Information Options to Electronic Prescribing Options.
Adding Require Reassign for Approved Refill Response. The default = unchecked. When this field is changed from unchecked to checked, the field, Update Refills on Reassign for Approved Refill Response, is automatically updated to checked.
When a prescription is accessed from the Refill Response Mail queue and the message status is Approved or Approved with Changes, the message, Rx must be Discontinued & Reassigned for Approved Refill Response, displays at the bottom of the Rx Summary screen.
NOTE:
If using the option, Require Reassign for Approved Refill Response, it
is recommended to also use the existing option, Update Refill on Reassign
for Approved Refill Response.
Pharmacist/Technician
Security Options
Added an Employee Security Option, e-Prescription Access, to Pharmacist/Technician Security Rights under Prescription Access. Options are:
Deactivate/Delete: Default = checked (Y). The system prompts for User Name and Password to allow an employee with the authorization to deactivate/delete the prescription. If unchecked, the warning message 'Not authorized to Deactivate/Delete an e-Prescription' displays if employee attempts this function.
Reactivate e-Prescription: Default = unchecked (N). If unchecked, the warning message 'Not authorized to reactivate an e-Prescription' displays if employee attempts this function. If unchecked, the system prompts for User Name and Password to allow an employee with the authorization to reactivate the prescription.
Void e-Prescription: Default = unchecked (N). If unchecked, the warning message 'Not authorized to void an e-Prescription' displays if employee attempts this function. If unchecked, the system prompts for User Name and Password to allow an employee with the authorization to void the prescription.
Added the status of electronic signature verification for new and refill responses to the New Electronic Prescription Information screen. If the signature is not verified, a warning screen displays with the options to Accept, Cancel or Void:
Accept: Click Accept and the system prompts for User ID and Password. When employee is verified as a pharmacist, the system saves the Employee ID and e-Prescription Status as Accepted-Signature Verified. Fill/refill the prescription as usual.
Cancel: If Cancel is selected, the warning screen closes and the previous screen displays. Any changes to the e-Prescription Record are recorded in the e-Prescription Security Journal File.
Void: Click Void
and the system prompts for User ID and Password. When the employee
security access is verified, the system saves the e-Prescription
Status as Voided-Unverified Signature.
e-Prescriptions
in the Mail Scan
Added the ability to void a New Rx or Refill Response e-Prescription from the Mail scan. This functionality is used for duplicate prescriptions or prescriptions with unverified signatures. When void is selected, the change is recorded in the e-Prescription Security Journal File.
Added the ability to transfer an e-Prescription to another store from the Mail scan. The employee must have security access to transfer the prescription. Prescriptions transferred from the scan include New/Refill and Processed. e-Prescriptions can also be transferred from the Prescription Record (Rx Summary/Transfer Information screen). When a prescription is selected for transfer, a warning screen prompts for User ID and Password. When the transfer is selected, both the Transfer Record and the e-Prescription Record are saved to the Rx Summary screen. Transfer information is also saved in the e-Prescription Security Journal File. During the transfer process, the electronic prescription information for the Rx displays on the right side of the screen.
Added transfer functionality to discontinued/reassigned prescriptions that have an e-Prescription linked to them.
Added a Drug Class
check when a new/refill e-Prescription is processed and an alternate
drug is selected. If the alternate drug is a controlled drug, the
system automatically checks the prescriber's Service Level and the
Store Control/Store Level Option for Controlled Substance Processing.
The message 'Not Authorized for EPCS Processing' displays if either
option is unchecked (N).
e-Prescription
Data File
Moved all e-Prescription data into one file which does not contain any other type of record. Due to EPCS regulations, this file is maintained for a minimum period of two years.
Tickler File
Expanded the Tickler File size to accommodate increased amount of electronic prescription data.
e-Prescription Security Journal File
Added an e-Prescription Security Journal File: This journal records the data as it is received from the prescriber and logs when the prescription is accepted, processed, voided or transferred. The e-Prescription Security Journal File Control Options are File and Description, in addition to Log File?, Updates?, Log New?, and All Fields?.
Added an e-Prescription Security Journal Report to the Prescription Reports menu.
Added the e-Prescription File to File Maintenance Copy, Clear and Reload and the Purge and Compression options. Due to EPCS regulations, you cannot purge this file prior to two years from the current date. An employee must have administrator rights to override the two-year limitation.
Added the e-Prescription Security Journal File to File Maintenance Copy, Clear and Reload and the Purge and Compression options. Due to EPCS regulations, you cannot purge this file prior to two years from the current date. An employee must have administrator rights to override the two-year limitation.
Rx/Transaction Change Log
Added authorization for electronic prescribing of Controlled Substances to track prescriptions and transactions via the Rx/Transaction Change Log. This ensures that all e-Prescribing data is protected. Due to EPCS regulations, the Rx Audit File cannot be purged prior to two years of the current date during File Maintenance. Employees with Administrator = Y and Security Access = Y can bypass the two year restriction for purging the files. If the restriction is bypassed, the system displays a warning message to check with the State for the mandated time frame for keeping the file.
Access Store Control/Store Level Options. Click Rx Filling on the vertical icon bar. Under Electronic Prescribing Options, check Controlled Substance Processing. Click Save.
Click System on the vertical icon bar and check Rx/Transaction Change Audit Trail. Click Save.
Added Print Options, Export and Export Path, to the Rx/Transaction Change Log.
Security
Access Flags for Rx/Transaction Records
Added/modified Security Access flags to control editing of Prescription and Transaction Records:
The option Allow Brand Drug Change on Refill was moved from Store Control/Store Level Options/Rx Filling Options and Defaults to Store Control/Security Access/Manage Employees under Pharmacist/Technician Security A sub-heading, Edit Profile/Refill Prescriptions, was added to Prescription Access Security Options. There are two categories under this heading - All Classes and Class 2-5 Rx's.
Rights/Prescription Access and renamed Update Brand Drug.
All Classes: This setting applies to all prescriptions whether profiled or filled. Options for All Classes include: Update Brand Drug, Update Generic Drug and Update Pricing Plan. The default setting for Update Brand Drug for new Pharmacist Employee Records = Checked. The default setting for new Technician Employee Records = Unchecked. The default setting for Update Generic and Update Price Plan for new Pharmacist or Technician Employee Records = Unchecked.
Class 2-5 Rx's: This setting applies to Class 2-5 prescriptions whether profiled or filled. Options for Class 2-5 Rx's include: Update Refills Authorized/Remaining (formerly Update Refills Authorized on C2-C5 under Prescription Access), Update Qty Authorized, Update Qty Dispensed and Update Qty Remaining. The default setting for all options for new Pharmacist Employee Records = Checked. The default setting for all options for new Technician Employee Records = Unchecked.
If any option in Edit Profile/Refill Prescriptions is Unchecked and a change is made and Save is selected, a Login Required screen displays. If the employee does not have the security access to make the change, the edit is not saved and the system returns to the Prescription Record.
The Login Required screen View Details link displays fields in two columns. The original fields are on the left and the changed fields display in red on the right. For Prescription Records for all drug classes, the following fields can be changed:
Primary Price Plan
Usual and Customary Price Plan
Secondary Price Plan
Tertiary Price Plan
Brand Drug (Drug Dispensed if Generic is not linked)
Generic Drug
For Prescriptions Dispensed for C2-C5 Drugs: Refills Authorized, Qty Authorized, Qty Dispensed, Qty Remaining and Refill Remaining
A Controlled Substance Prescription Change Detail screen shows the Original Value and New Value.
A sub-heading, Update, was added to Transaction Access Security Options. There are four options under this heading:
Update Original/Refill/Last Date
Update RPh/Tech
Update Qty Dispensed
Update Remaining Fields
The default setting for these four options is checked if Transaction Access = Checked. If Transaction Access = Unchecked, then the four options are unchecked. If Update Checked Out is checked, it overrides the options above.
For Transaction Records for all drug classes, the following fields can be changed:
Pharmacist Initials
Technician Initials
Quantity Dispensed
Fills Remaining
Original Rx Date
Refill Date
Last Fill Date
NOTE: The drug cannot be changed on the Transaction Record.
Prescriber Record/Electronic Rx Screen
The following fields were added or modified on the Prescriber Record/Electronic Rx screen. This is to prevent electronic refill requests being sent to prescribers who do not accept them. These fields are available in Batch Record Updates.
Service Levels/New Rx: Sent from the prescriber to the pharmacy as a new prescription. Default = checked (Y).
Service Levels/Refill Request: Sent from the pharmacy to the prescriber to request a refill. Default = checked (Y).
Service Levels/Controlled Substance (EPCS): Authorization for the prescriber to send electronic Rx information. Default = unchecked (N).
e-Prescription Transaction Types
Implemented changes for NCPDP 10.6 and Surescripts 10.6. These updates include implementation changes for the following e-Prescription Transaction types:
New prescription from the prescriber to the pharmacy
Message from the pharmacy to the prescriber requesting additional refills
Response from the prescriber to the request from the pharmacy for additional refills
Status message to relay acceptance of a transaction back to the sender
Error message to indicate the request was terminated
Verification message sent if sender asked for verification that recipient did receive the message
Prescriber Record
Added Qualifiers to the Prescriber Record drop-down list for the Level One Identifier under Electronic Rx Processing Info. The qualifiers are: C = Clinic, M = Mailbox, D = Prescriber and N = Local Network. If a new value is added to the ECL, the value can be manually entered in the drop-down list.
Electronic
Prescription Flags
There are three options for handling the Do Not Fill/Profile Flag for new electronic prescriptions:
The prescriber has indicated that this electronic prescription should be put on hold until requested by the patient. Please select the patient and follow the prompts to profile the prescription:
When Profile Electronic Prescription is selected, click Next and the Patient Record displays. Click New Rx and the new order screen displays. However, the Fill option is disabled and the message, This Rx must be profiled, displays as the Price Plan Error Message.
The prescriber has indicated that this electronic prescription should be checked for interactions with other medications for the patient, but never filled. Select the patient and follow the prompts to either profile the prescription or add to the medication list on the patient chart. After the patient is selected from the scan or added to the system, three options display:
When Add to Medication List is selected, the window, Add Drug to Additional Medication List, displays with electronic prescription information in another window.
If the option to delete the electronic prescription is selected, a warning screen displays with the note that interaction checking will not take place:
When Delete Electronic Prescription is selected, the system flags the prescription for deletion in the New Prescription Mail Scan.
New Electronic Prescription Information Window
Added a side window, New Electronic Prescription Information, to display when processing a new prescription or refill response. This window displays Patient Information, Provider Information (Pharmacy) and Provider Information (Prescriber). Message information populated on this screen includes:
When an electronic Refill (Response) or NewRx is selected in the Electronic Claims Log, the system automatically displays the Refill Response or NewRx scan:
EPCS Export Option
Added an EPCS Export option to Management Reports and Employee Security. The report option displays only if the Store Control/Store Level Option Controlled Substance Processing = Y (checked). The input files for this export are the Prescription, Transaction, Patient and Prescriber Records.
End of EPCS Enhancements ________________________________________________________________________________________________________________________
Prescription Processing/Refill Request
Updated the Refill Request window to check a patient's profile for prescriptions with equivalent drugs using the GCN Sequence Number. If any are found, the list of equivalents displays. The user has the option to select a prescription from the list displayed or continue with the refill request. This prevents sending a refill request for an existing prescription.
Prescription Processing/Quantity per Dram
Changed the Quantity per Dram field on the Drug Record/Inventory screen to display up to eight (xxxx.xxxx) characters to support more precise measurements. From the Drug Record/Inventory screen, click Drug per Vial to display a list of vial sizes currently available in stock. Bottle sizes not in stock are greyed out. Click Calculate and the Calculate Quantity Per Dram wizard displays. Follow the instructions to find the calculated quantity per dram for the drug.
This field is part of the feature, Suggested Prescription Bottle Size/Packaging List, which is used primarily for pills dispensed via pill dispensing systems because it maximizes bottle usage by suggesting the appropriate size bottle for the medication dispensed.
After calculating the Quantity per Dram, access the Store Level Options/Rx Filling Options. Click Create next to Prescription Packaging List and populate with the amount just calculated for the Quantity per Dram field.
Prescription Processing/Refill Due Date
Added the option to view, edit and recalculate the refill due date. The Date Due field displays on the Rx Summary/General Information screen. Click Recalc to recalculate the due date based on the last filled date + days supply.
Added the Date Refill Due to the Transaction/General Information screen under Filling Information. This field is a display only field. These same changes are available in Transaction Batch Record Updates function under System Utilities.
Prescription Processing/High Dollar Alerts
Added an alert to warn the pharmacy when a new prescription is above a certain dollar amount, or if there is an increase from the previous fill above a certain dollar amount. Added the option, High Dollar Alert in Tickler/Workflow, to Store Level Options/Pricing. There are two new options directly below this option, Alert if First Fill Greater than Amount and Alert if Increase Greater than Previous Amount. These two options are greyed out if the High Dollar Alert is not checked.
Functionality for the Alert if First Fill Greater than Amount option:
This dollar amount is only checked for the original fill. If the patient amount is above the dollar amount entered in Pricing Options, an alert is entered in Workflow or Tickler. If Workflow is used, the alert is entered as a Workflow Message and sent to Error Resolution. If the pharmacy does not use Workflow, a Tickler Message is entered.
If the prescription is a cash prescription, the total amount is checked. If it is a third party prescription, the co-pay amount is checked.
This option does not apply to subsequent fills.
Functionality for the Alert if Increase Greater than Previous Amount option:
This dollar amount is only checked for refills. If the difference between the patient dollar amount increases more than the dollar amount entered in Pricing Options as compared to the patient amount from the previous fill, an alert is entered in Workflow or Tickler. If Workflow is used, the alert is entered as a Workflow Message and sent to Error Resolution. If the pharmacy does not use Workflow, a Tickler Message is entered.
If the prescription is a cash prescription, the total amount is checked. If it is a third party prescription, the co-pay amount is checked.
If the prescription has been discontinued and reassigned, the system checks the amount from the last fill of the discontinued prescription.
If the total amount
for a batch increases above the dollar amount entered for this option,
the alert displays. This logic applies if the number of prescriptions
for a patient are the same from month to month. For example, if the
batch had five prescriptions one month and six the next month, the
alert does not display. The amount of the last batch and the number
of prescriptions in the batch are saved on the Patient Record but
are not visible to the pharmacy.
Patient Record/Assign Spouse and Dependents
Added the ability to assign spouse and dependents to a Patient Record. This option is available only in conjunction with ShipRx, QS/1's Shipping Management Module. Access the Patient Record and click the View drop-down. Click Dependents List. Updated report sort, select and print options to include PD-Patient Spouse ID in the Patient Demographics File. This list is for informational purposes only.
Updated the Invoice/Delivery Ticket to print the batch barcode in the header area of the ticket. Added the following to each detail line: patient name, safety caps information, drug name, NDC, quantity dispensed and drug group. This option is available only in conjunction with ShipRx.
Updated the Workflow Label/Dispense queue to print a routing slip for the batch/order when prescriptions are processed from the queue. If NDC checking is set to YES, the routing slip prints before the NDC check. The following information prints on the slip: ROUTING SLIP in the top right corner, Payments Pending and Total Amount Due.
Updated the Batch Details window to display a section for the routing slip in the bottom right corner. Invoice information only displays after the batch has been completed, charges have been processed and the Point-of-Sale transaction has been created.
The Printer Selection window includes Routing Slip with a check box and the selection of a default printer. These Routing Slip options are available only in conjunction with ShipRx.
Added the ability to default the Delivery Method in Store Options/Store Level Options/System Options. When a new patient is added to the system, the Delivery Method on the Patient Record/Additional Information screen defaults to the option selected in Store Options. However, the method on the Patient Record can be changed. This option is store specific.
Default Shipping Method and Priority
Added the ability to default the Shipping Method and Priority for standard and refrigerated orders. This eliminates the need to manually enter this information for each order and having to correct prescriptions filled via InstantFill.
Added a new section, Delivery Options & Defaults to Store Options/Store Level Options/Rx Filling Options and Defaults. Renamed the field, Show Delivery Options On New/Refill to Show Options on New/Refill. Moved the field from Rx Filling Options to this new section. Added three new options under Show Options on New/Refill:
Standard Method/Priority: A drop-down list displays all shipping methods, followed by a drop-down list of all priorities.
Refrigerated Method/Priority: A drop-down list displays all shipping methods, followed by a drop-down list of all priorities.
Expedited Method/Priority: A drop-down list displays all shipping methods, followed by a drop-down list of all priorities.
Updated
prescription processing to populate the shipping method and priority from
the store defaults. If the drug is marked as refrigerated, the refrigerated
default is used. Otherwise, the standard default is used. The defaults
are populated when a new prescription is entered or an existing prescription
is accessed for refill.
Added the option, Mark Complete, to the Prescription Intake Scan toolbar. Select a record on the scan, click Mark Complete when processed and the prescription is removed from the queue. The scan displays a # in the select area if a record is marked for deletion. If marked for deletion, it cannot be selected.
Automatically Override DUR Messages
Added the option to automatically override DUR messages before the message is sent to QS/1 for future refills. Features include:
A new Price Plan option, Repeat DUR Info for Refills. Default = Unchecked (No). If the Price Plan is Retail or Cash, the option does not display.
Check this option and the system duplicates the Patient Outcome Records from the previous prescription and sends this information with the claim refill for that Price Plan. If Outcome Records have been deactivated, they will not be duplicated. A warning message displays when a refill is sent and the option is activated.
Repeat DUR Info for Refills is a Batch Record Update option for Price Plans.
A new Patient Outcome Record option, Exclude DUR Info for Refills. Default = Unchecked (No). Check this option and claim refill information is not submitted regardless of the Price Plan option, Repeat DUR Info for Refills. This flag overrides the Price Plan option.
Workflow
Queues/Column Additions for Batch Processing
Changes to improve and simplify batch processing in Workflow:
Added columns to Workflow queues. The columns include the drug group, number of prescriptions in the batch, number of uncompleted prescriptions in the batch, the date entered*, routing slip printed indicator (for sorting)* and batch priority.
*Available only in conjunction with ShipRx.
Added a scan batch Workflow view which displays batches, not the individual prescriptions in the batch. The batch barcode can be scanned to select a batch. The batch views have their own characteristics (colors, columns, etc.) and can be customized for each step (Label/Dispensing, QA, Status, etc.). The dashboard view has the option to display batch counts or counts of individual prescriptions.
Added the option to not display batches or individual prescriptions in Label/Dispensing until all prescriptions in a batch are ready for Label/Dispensing. Added the option to only display batches that are ready for the step displayed in the Workflow scan. This applies to the batch view as well as individual prescription views.
Added the ability to manage a batch from the Workflow scan. Highlight the batch in the Workflow scan and select the Manage Batch function. This opens the batch to allow removing a prescription, splitting the batch, changing the due date/time or changing the priority.
If credit card pre-authorizations are being utilized, changed the system to allow batches to be split after a batch reaches Label/Dispensing, QA or Delivery/Will Call. This requires reversing the pre-authorization and creating a new pre-authorization for the prescriptions staying in the batch and continuing through the process.
Added ability to automatically split batches when necessary. In general, patients in a cardholder (head of household) group should all be in the same batch. However, if any of the following conditions occur, the batch should be split in order to prevent errors or violate rights: a member or spouse PHI flag is on, separate address flag is on, separate credit card is on, refrigerated drugs and different shipping priority.
If
delivery addresses do not have a name associated with the address, the
following rules should apply. When the shipping address is printed, the
head of household name should print if prescriptions for the head of household
are in the batch. If no prescriptions are for the head of household, the
spouse's name should print if prescriptions for the spouse are in the
batch. If no prescriptions for the head of household or spouse are in
the batch, the name of the first "of age" dependent in the batch
should print for the address. If only minor dependents are in the batch,
print the head of household name.
Changes to improve processing multiple bottle/package prescriptions in Workflow:
Added a function,
Label Options,
in Label/Dispensing to print multiple labels. When selected, a window
displays the option to enter the number of labels, split the quantity
between labels and enter a Workflow Record for each label. When labels
flow through Workflow, each bottle/package should be scanned in QA
and Delivery/Will Call. The batch is not completed until all individual
bottles/packages are scanned. This information is stored with the
prescription for future fills.
Changes
to improve error handling in Workflow:
Added an option, Process InstantFills, to process pended prescriptions in Error Resolution. When the processing of InstantFill prescriptions is complete, any pended prescriptions that have a date and time due that is the same, or prior to the current date and time due are submitted. This includes InstantFill prescriptions that do not have a date and time due.
Added the option to edit the due date/time, Workflow message, InstantFill indicator and call doctor indicator when a prescription is in the Error Resolution queue.
Added a default message
to Store
Control/Store Level Options/Workflow and Tickler Notes
for credit card pre-authorization and authorization errors.
Changes to improve labeling, routing slip printing and dispensing functions in Workflow:
Created a Routing Slip Table which identifies dispensing stations and printers based on the drug group, alternate drug group or shelf location. To access, click File/Printer Selection/Routing Slip Printing from the main menu. When prescriptions are entered in a batch, the batch is evaluated and the routing slip station is updated on the Batch and Workflow Records. The batch always ends up with the first dispensing station listed for all the drugs in the batch. When all prescriptions in the batch are adjudicated and the batch is released to Label/Dispensing, the routing slip is directed to print to the printer at the appropriate dispensing station.
Added Dispensing Station to Workflow options for selection and to Batch Records. The Dispensing Station is a column in Workflow scans.
Added an option,
Auto Print
Routing Slip, to Store Control/Store Level Options/Workflow
Queue Setup. Check this field to automatically print the Routing Slip
at the appropriate dispensing station when the batch is ready for
Label/Dispensing. The Routing Slip is then scanned into Workflow and
all labels for the prescriptions in the batch are selected for printing.
Workflow Delivery/Will Call Queue/Print Monograph, Nutrilink and MedGuide
Updated Store Control/Store Level Options/Pricing to include an option, Delay Printing Drug Materials until Workflow Delivery/Will Call, under Payment Options. Added an option, Print Drug Materials, under Delivery/Will Call in Store Control/Store Level Options/Workflow Queue Setup.
If the option to delay drug material printing is checked, the label prints in Verification or Label/Dispensing, but not the Monograph, Nutrilink or MedGuide for all prescriptions. If the option, Print Drug Materials is not checked, and the system is authorized for ShipRx, the prescription delivery method is pre-pay and the ShipRx option for Delay Printing Drug Materials until Workflow Delivery/Will Call is checked, the label prints, but the Monograph, Nutrilink or MedGuides do not print for NRx Delivery prescriptions only. Drug material for other prescriptions continues to print.
If the Monograph is
embedded as part of the label (Routine 317 or 519), Monographs are not
skipped and cannot be delayed. The Nutrilink and MedGuide will be delayed.
MedGuides are only affected when using the LDM web service interface.
Updated the workflow delivery process to determine if the Monograph, Nutrilink or MedGuide should be printed when processing items for delivery. If card pre-authorizations are not required (payroll deduction or other payment types not related to a credit card), drug information prints immediately when the prescription is processed from the Delivery/Will Call queue.
Drug information prints
for compound prescriptions when Print
PEM is checked for each drug on the template.
Customized the Workflow Verify New Orders, Label/Dispensing, Quality Assurance Check, Delivery/Will Call and Error Resolution queues to display up to 20 records per screen. The text of each line in the display can be color coded based on a user-defined custom color setup. All records without an assigned color choice display with black text.
If preferences are not defined, the column defaults for the queues are:
Verify New Orders: Patient, Drug, Rx Number, Batch, Date Entered, Date/Time Due, Entered by, Note
Label/Dispensing: Patient, Drug, Rx Number, Batch, Date Entered, Date/Time Due, Verified By, Note
Quality Assurance Check: Patient, Drug, Rx Number, Vials (ADS Only), Automation Status (ADS Only), Batch, Date Entered, Date/Time Due, Labeled By, Note
Delivery/Will Call: Patient, Location/Bag Number, Drug, Rx Number, Vials (ADS Only), Automation Status (ADS Only), Batch, Date Entered, Date/Time Due, QA Check, Note
Error Resolution: Patient, Drug, Rx Number, Batch, Date Entered, Date/Time Due, Last Action, Note
To change the default settings, use the Select Columns window.
Added a drop-down menu, Change Options, on the right side of the screen that displays the following options:
Customize Color Scheme: Displays a window with the option to select row colors based on time due or status.
Edit Columns: Displays the Select Columns window to the right of the Workflow queue. The columns currently selected for display are bold. Options include:
Apply: Applies changes to the currently shown instance of the queue. Changes applied are for the currently logged in User ID only.
Close: Closes the column selection window.
Restore Default Settings: Restores the column selections to the defaults defined above. Changes are not applied until Apply is selected.
Update Filters/Sort Options: Closes the Workflow queue and displays Workflow Sort/Select options for re-selection.
Prescription Intake: Displays only if the currently logged in user is authorized for Prescription Intake. When selected, the queue closes and the prescriptions ready to enter display.
Updated the intake queue to support sorting by delivery method. Delivery Method is listed in the drop-down selection list in the Find function.
Verify New Orders: Displays only if the currently logged in user is authorized for Verify New Orders. When selected, the queue closes and orders ready for verification display.
Label/Dispensing: Displays only if the currently logged in user is authorized for Label/Dispensing. When selected, the queue closes and orders ready for labeling/dispensing display.
Quality Assurance: Displays only if the currently logged in user is authorized for Quality Assurance. When selected, the queue closes and orders ready for the quality assurance check display.
Delivery/Will Call: Displays only if the currently logged in user is authorized for Delivery/Will Call. When selected, the queue closes and orders ready for delivery display.
Error Resolution: Displays only if the currently logged in user is authorized for Error Resolution. When selected, the queue closes and orders ready to be corrected display.
Added a system prompt to save queue preferences.
Added the option to reorder columns, re-size columns and select which columns display. When the system has been inactive for approximately 5-10 seconds, the Customization Tips window displays with the message 'Do you want to customize the workflow queue specifically for your User ID? Select a topic below to learn more.' Topics are:
How can I add or remove columns?
How do I move a column?
How do I change a column's size?
How do I change my color preferences?
Added a window to display the color selections available. Color selections are per queue, per user ID, with up to 100 color selections available for each queue. Color selections can be set by Time Due or Status.
Updated new prescription entry screens to include the patient birth date. Formats 1 and 2 display the birth date to the right of the patient name. Format 3 displays the birth date to the right of the patient age.
Updated the Prescription Record to display the patient birth date beside the patient name in the form caption.
Perform Corrections in Workflow Quality Assurance and Label/Dispensing
Added Control Options to Store Level Options/Workflow Queue Setup to display additional information in Quality Assurance and Label/Dispensing steps in Workflow. Click Control Options next to Label/Dispensing and Quality Assurance to display options for each queue. The options selected display on the Rx Summary screen during the QA or Label/Dispensing step of Workflow. Functions include:
If the option, Display Patient Notes is selected, the Patient Notes window displays immediately during QA and Label/Dispensing if notes are attached to the patient.
The NDC Verification continues to display. If NDC check is turned off, the Verify Prescription area only displays if one of the Control Options is selected.
The patient safety cap alert only displays if the patient does not prefer safety caps.
The DUR Alert displays in bold if it has not been viewed. If the alert has been viewed, DUR Viewed displays.
SIG Translation in Workflow Quality Assurance
When processing prescriptions for Spanish patients, added a link on the SIG in Workflow Quality Assurance to display the English translation.
Discontinued/Reassigned Prescriptions in Workflow Verify New Orders
Added a field, Include Discontinued/Reassigned Rxs in Verify New Orders, to the Workflow Queue Setup screen. The default = unchecked (No). When checked, any prescription that is discontinued or reassigned will flow to Verify New Orders. Any prescription that is adopted and entered into the system through the transfer function will also flow to Verify New Orders.
Added the ability to sort by, and specify a date range, for prescription status.
Created a default Store Level Option for Pharmacy at a Glance (PAAG). When PAAG is opened from NRx, the counts default to view only the currently logged-in store in a Host/Remote system.
Added support for the ScriptChek label, which has 90% more printing space than a typical pharmacy label. This label eliminates the need to purchase pre-printed labels. If you supply QS/1 with your logo in a PCL format, then QS/1 Label Support creates the label with your store headers and the 4x6 card headings. Features of the new label include:
Use text blocks which vary from the typical straight line formatting. Instead of printing straight across the label at a specified 'lines per vertical inch' measurement, the left portion of the label can be printed in one format and the right portion in a different format.
Rotate fields to print vertically.
Justify lines to the left, right or center.
Reprint information that could only be printed once on previous labels. This includes patient messages, drug messages, patient counseling messages, store messages, compound ingredients, patient allergies, etc.
Print specific areas on the label with a gray background to highlight those fields. Insert a box outlining the text for more emphasis.
Print watermarks.
Use a HIPAA flag to print test patient information instead of actual patient information if the customer needs a sample label.
Use a containment block which can be inserted anywhere on the label. It is typically used for the warning section (yellow highlighted area).
Print a section called 'Active Prescriptions' which lists all current prescriptions for the patient.
Print a QR bar code
to direct a customer to a web site, a refill site or drug monograph
site.
Added
fields to support E1 Medicare eligibility checking. These fields are returned
in the 504-F4 form Messaging field and include the LIS/LICS
level, effective and termination dates and the Medicare
plan type. This information displays on the Patient
Insurance Record and the ECS
eligibility response.
Added an option, Create Label Printing Log, to Store Control/Label Options/Printing Options. The following information is logged when a label is printed or reprinted:
Date Printed
Time Printed
Rx Number
Date Dispensed - The date filled if there is a transaction or the date printed by Label Routine 44 or 166.
Drug Dispensed
RPh Initials
Technician Initials
Printer Number
Label Type
Label count
Transaction Sequence
Number
If the prescription
requires more than one label to print, only one entry of the label printing
is entered in the log. The log is available in customized reports and
data export.
Price Plan Classification Code
Added
a payment type field, Classification
Code, to the Price
Plan/Additional Information screen. This field populates
on PMP reports generated through third party billing forms.
Accounts
Receivable Charges/Credits
Added the ability to specify when to apply sales tax as part of the charge/credit function. There are two new fields, Prompt for Sales Tax Charge and Prompt for Sales Tax Credit on the A/R Options, General Information screen. The default entry for each field is unchecked. When checked, a prompt displays after the amount field is entered during the 'add other transaction' function. The prompts are Apply Sales Tax Credit? and Apply Sales Tax Charge?. Select No and a tax amount is not added; select Yes and a tax amount is calculated and added to the transaction.
Added
the ability to enter an HME transaction number as a prescription number.
When the number is entered, the system searches the Prescription File
for the number. If it is not found there, the HME Transaction File is
searched. If the number is not located, RX/HME Record Not Found displays.
If the number is found, the item description, quantity, amount, discount,
tax and price from the HME Transaction File is populated for the A/R Charges/Credits
option.
Updated
the printer selection box on Printer Configuration to display the maximum
number of printers available. The current limit of 51 printers is increased
to 90 (three system printers and 87 network printers).
QS/1 has interfaced with RxTran to print Sigs in different languages for patients with limited English proficiency. For more information, review the RxTran topic or contact QS/1 Customer Support at 800.845.7558. NOTE: If your pharmacy uses Spanish Sigs as the primary language today, you will NOT be able to use the RxTran translation service. The languages currently supported by RxTran include:
Arabic
Bengali
Chinese Simplified
Chinese Traditional
French
Greek
German
Haitian Creole
Hindi
Italian
Korean
Polish
Portuguese
Russian
Spanish
Tagalog
Vietnamese
To better support multiple languages for Sigs, QS/1 now offers Architext Warning Labels in multiple languages. These language selections are located on the Patient Record/Additional Information screen. Languages supported by Architext are:
A - Arabic
B - Bengali
C - Creole French
E - English
F - French (Canadian)
G - French (European)
H - Hindi
I - Italian
J - Japanese
K - Korean
M - Chinese Simplified
P - Polish
Q - Portuguese
R - Russian
S - Spanish
T - Chinese Traditional
V
- Vietnamese (US)
HIPAA Privacy and Security Rules (HITECH Act)
HIPAA standards require that customers are offered the choice to opt in or opt out regarding the use of their PHI. QS/1 added two options, PHI Participation and Marketing Participation, to the Patient Record/Additional Info screen:
Opt in Data Collection (PHI): If checked, customer information is used in data polling participation. Default = Y (checked). This option refers to PHI not used for treatment payment or operations, and the patient does not receive marketing communication. The pharmacy does financially profit from rebates from the distribution of the PHI. Current rebate services are Freedom Data, IMS, Roche and Wolters Kluwer. Reconciliation services are not included in this service.
Opt in Marketing (PHI): If checked, customer receives marketing communications (mail, email, fax or phone) through the use of their PHI by a third party or the pharmacy. The pharmacy or third party receives financial compensation. Default = N (unchecked). This option is greyed out if the QS1AUTH option, Pharmacy First Formulary, is N. If the Opt in Marketing (PHI) is changed from unchecked to checked, a Verification screen displays:
Both
these options are available in Batch File Updates and as Report Select,
Sort and Print Options.
Inventory/Drug Reorder Quantity
Added the ability to control inventory ordering for different categories of drugs. If a drug has a low turnover, or is very expensive, this function allow pharmacies to order the drug only when necessary. The current method for ordering inventory is to select drugs that have a minimum inventory level set on the Drug Inventory screen. This new method is used to assign certain drugs a minimum inventory level of zero. A flag is set so the Automatic Drug Reorder program will select these drugs if the total on-hand quantity drops below zero.
Added On-Demand Ordering and Committed Qty fields on the Drug Inventory Record. When the On-Demand Ordering field is checked, the Automatic Drug Reorder program looks at the Quantity On-Hand and Committed Quantity fields to determine order. If the Quantity On-Hand field is less than zero and/or there is a Committed Qty, inventory is ordered to bring the Quantity On-Hand back to zero and the Committed Qty to zero.
Added Commit Inventory for Insufficient Supply field to Store Options/Inventory Options. This option is used to automatically set the drug for ordering during InstantFill or when pending a prescription in Workflow/Tickler if there is an insufficient quantity on-hand to fill the prescription. The Store Option/Inventory Option is also used in the Automatic Drug Reorder program to consider the committed quantity on the Drug Inventory screen when ordering.
Added logic to the Automatic Drug Reorder program to use the On-Demand Ordering and Committed Qty fields on the Drug Inventory Record. A new default Select Option, [Inventory].On-Demand Orders, allows drugs with a zero Minimum Inventory Level to be reordered.
Added logic
to the Automatic Drug Receiving, Receive Wholesaler Reports to update
the Committed Qty field on the Drug Inventory Record when inventory
is received from the wholesaler.
Added a Payment Priority List under Payment Options on the Store Control/Store Level Options/Pricing screen. Click Edit next to Payment Priority List and the default list displays the current payment categories. By default, the list includes FSA/HRA Cards, Payroll Deductions, Checks, Credit Cards and Accounts Receivable. If a priority list has not been determined for a patient, this list is used when payments are applied to orders.
The Payment Method Priority List is accessed and displayed on the Payment Authorization screen on the Patient Record. Functionality includes:
The grid at the top of the screen can be toggled between the Priority Payment Methods and the Credit Card List. The screen defaults to the payment method and when toggling between credit cards and payment methods, the toolbar option changes to Add Card or Add Priority, respectively. Both screens have the delete function.
When the Payment Method Priority List displays, the Head of Household option displays at the bottom of the grid. Columns for the priority list include: Pay Type, Description, Pay ID, Max/Chk Amt, Last Used, Last Amt and Last Change.
For Credit Cards and FSA/HRA cards, the Description is credit card type. The Pay ID is the masked card number and the Max/Chk Amy is the maximum amount the patient wants charged to the cards.
For the Payroll Deduction Type, the patient name displays in the Description, the payroll ID displays in the Pay ID and the maximum amount/order displays in the Max/Chk Amt.
For the A/R Type, the patient name displays in the Description and the Pay ID and Max/Chk Amt columns are blank.
The Last Used column displays the last date the payment method was actually used for a payment. The Last $ column displays the last amount charged to the payment method. NOTE: For checks, the Last $ is the total amount posted against the check. The Last Change column displays the date of the last change to the payment method. A date entered, and last modified by, are stored with each payment method but do not display on the grid.
The Add Priority icon on the Payment Method Priority List displays payment options when clicked. When a new method is added, it is inserted according to the default list in Store Options. Payroll Deduction and A/R Types are only listed once. Adding FSA/HRA and credit cards displays a credit card scan of the patient or head of household.
Adding a check displays
a New
Check window with the fields Check Number, Check
Amount and Amount Used. A check with an amount that has not been completely
spent cannot be deleted.
Added Method of Payment Priorities to customized reports and exports.
Added Payroll Deduction fields to Patient Data API call.
Added an API call for the Patient Payment Priority List.
Assign RetrieveRx Bag Colors by Workstation
Added the ability to assign bag colors in RetrieveRx by workstation instead of employee. Updates include:
Added a menu option, Set Workstation Bag Color, to the File/Preferences menu. If the system is not authorized for RetrieveRx this option does not display.
Created a new window to view/edit Workstation Will Call Bag Identification. If using the two-color version, a color/speed drop down displays for selection. If using the multi-color version, a drop down for the color of both LEDs displays. A power usage meter displays how much battery power is used by each color combination.
The system automatically checks the following areas for workstations settings before using employee settings:
Assign Location
Prescription Status
Workflow Return to Stock
Workflow Queues
Patient
Record/Use Head of Household Option
Added the option, Use Head of Household, to the Delivery Addresses window to allow members of a household to use the head of household address. If checked, this includes the head of household delivery addresses and the main head of household address. If a Patient Record does not have a head of household identified, this option does not display. When a new address is created and Use Head of Household is checked, the new address is added to the head of household list. Other functionality includes:
An option for head of household members to allow the head of household access to their prescription profile. The Patient Record/Additional Info screen displays the new field, Allow HoH Access, under Patient Preferences. If the patient does not have a head of household listed on the screen, this option is greyed out.
An option to set the age limit for dependents in Store Control/Store Level Options/System Options. This option is primarily for use in splitting batches if a dependent does not allow the head of household, or head of household spouse, the ability to view their prescription profile. If multiple patients are in a single batch with the dependent, the prescriptions for the dependent are placed in their own batch so they are separated for invoices, routing slips and shipping. If the dependent is over the age limit, but allows access to the head of household, continue to combine batches with others in the household.
Linked head of household
to view patient dependent list. When a head of household is connected
to a patient, the patient displays on the dependent list. Likewise,
when a patient is added to a dependent list, the head of household
populates on the Patient Record.
IVR
Outbound Text/Email by Patient Name
Added the ability to send outbound IVR text and email messages by patient name. Each text and email has its own template ID number and requires a new IVR script. Contact QS/1 IVR Support at 800.845.7558, ext 1421, to request the script. When the updated script is loaded, populate the Call Out Version field on the Store Control/Store Level Options/Doctor Fax/IVR screen with 1.3.0.34 or higher. New options in Store Control/Store Level Options/Doctor Fax/IVR includes:
Added a Call Out Version text box. If the value in this field is 1.3.0.34 or higher the new call types display.
Added Use Email/Text Business Days with a check box and a combo box listing days of the week
Added Use Email/Text Business Hours with a check box and text boxes for the times (from and to)
Added a Use Email/Text Web site with a check box and a text box for up to 30 characters
Added a Ship Ground and Ship Next Day combo box with the following call types: Phone Only, Text Only, Email Only and Patient Contact Method
The Shipping Priority of the batch determines which Store Level Option applies after a tracking number is received
If a Phone call type is created the existing IVR hierarchy is used
If a Text or Email call type is created, and the Patient Record does not define a cell phone number or email address, a call will not be performed
Ship Ground and Ship Next Day IVR Outbound call messages are created automatically when the batch receives a tracking number
The Call Out Queue - Call Messages list displays the new types
Added the option to select a patient name when adding a call to the Call Out Queue and reworded the headings on the screen to support the patient name lookup
Business days will be abbreviated and business hours will be abbreviated to hours only
High cost is sent as $xxx (whole number)
Type your drop-down
text here.
