19.1.12 PrimeCare Enhancements

11.05.2013

Electronic Prescriptions for Controlled Substances (EPCS)

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.

Prescriber Digital Signatures

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 an option, Controlled Substance Processing, to Store Control/Store Level Options/Rx Filling. Default = unchecked (N).

  

• 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 checked. 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 Main scan. If the pharmacy is not authorized for e-Prescription processing (QS1AUTH flag = N) and the Store Option Controlled Substance Processing = Y, the e-Prescription Status is Voided-EPCS Not Authed 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 the new e-Prescription 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.

  

Prescription Status

• 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.

Employee Security

• Added an Employee Security Option, e-Prescription Access, to Pharmacist/Technician Security Rights under Prescription Access. Options are:

  

• • Deactivate/Delete: 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 the employee is verified as a pharmacist, the system saves the Employee ID and e-Prescription Status as Accepted-Signature Verified. A confirmation screen displays. 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. A confirmation screen displays.

Mail Scan/e-Prescriptions

• 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.

  Mail Scan - New Prescription screen

  

  Mail Scan - Refill Response screen

  

   

Transfer Prescriptions

• 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. Then the outgoing transfer information screen displays. 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.

Drug Class Check

• 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).

Files/Security Journals

Moved all e-Prescription data into one file which does not contain any other type of record. This file is maintained for a minimum period of two years.

Expanded the Tickler File size to accommodate increased amount of electronic prescription data.

• Added an e-Prescription Security Journal File. Any changes made to e-Prescription Records are recorded in this file. 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. Two years of data is maintained during purge and compression. 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. Two years of data is maintained during purge and compression. An employee must have administrator rights to override the two-year limitation.

• Added the ability to track and log the following auditable events:

• • Attempted access to the system with an invalid password. The following login error displays:
    
    Login process failed for the following reason(s):
    Primary User password is incorrect.
    Primary login reserved for pharmacist accounts.

  • Attempted access to the system with an invalid user ID. The following login error displays:
    
    Login process failed for the following reason(s):
    Primary user account not found.
    Primary login reserved for pharmacist accounts.

  • Attempted modifications/erasures to files. The following errors display:
    
    XXXXRPH Access Denied for Void
    XXXXRPH Access Denied for Update

Security Access

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. 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.

  

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 Rights/Prescription Access and renamed Update Brand Drug.

• 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.

  

• • 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 = 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.

Password Setup

• QS/1 Pharmacy Management Systems Store Control Options for processing Schedule II, III, IV and V controlled substances should include the following for EPCS compliance:
  

If using the Controlled Substance Reporting option (Store Level Options), the following requirements in Security Options must be set:

1. • Password Expiration Days - Must be set to Maximum of 90 days.

   • Maximum Login Attempts - Must be set to minimum of 5 days.

   • Minimum Password Length - Must be set to minimum of 8.

   • Require Special Character - Must be selected.

   • Require Upper/Lower Case - Must be selected.
     
     If requirements are not met, the following errors display:
     

   • Password must be a minimum of __

   • Password must include 1 special Character

   • Password must include upper/lower case characters.

   • Reusing a password in last six password setups is not allowed.
     

Prescription Error Message

• Added a prescription error message, Class 3 Older than 6 Months, if a prescription is for a C3-5 and is six months past the First Fill Date.

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.

  

Reassigns

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.

Prescriber Record/Service Levels

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).

Surescripts

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 doctor 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/Qualifiers

• 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.

  

New 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 screens 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 should be checked for interactions with other medications for the patient, but never filled. Please selected 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.

Added a side window, New Electronic Prescription Information, to the Patient Record. This window displays Patient Information, Provider Information (Pharmacy) and Provider Information (Prescriber). Message information populated on this screen includes:

• New prescription from the doctor to the pharmacy
• Pharmacy to the prescriber requesting additional refills
• Response from prescriber to the pharmacy request for refills
• Acceptance of a transaction back to the sender
• Error message when request is terminated

When an electronic Refill (Response) or NewRx is selected in the Electronic Claims Log, the system automatically displays the Refill Response or NewRx scan:

Added an EPCS 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

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Prescription Processing

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.

Added a field, Date Due to the Prescription Record. Click the Recalc button beside the field to recalculate the date a prescription is due. Example: The Last fill date is 04/25/13, and the Date Due on the prescription is 05/23/13. The Last Fill Date is changed to 4/30/13 (click Save). Click Recalc, and the Date Due is changed to 5/28/13. This calculation is based on the last filled date, plus the days supply.

Added a display only field, Date Refill Due, to the Filling Information on the Transaction Record. Renamed Refill Date to Date Filled and Last Fill Time to Trans Time.

Customized Workflow Queues

Customized 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.

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.

Perform Corrections in Workflow Quality Assurance and Label/Dispensing

Added Display 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.

Prescription Status

Added the ability to sort by, and specify a date range, for prescription status. Prescriptions will no longer sort by prescription number.

Pharmacy at a Glance

Created a default Store Level Option for Pharmacy at a Glance (PAAG). When PAAG is opened from PrimeCare, the counts default to view only the currently logged-in store in a Host/Remote system.  

ScriptChek Labels

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:

• User of 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 a patient.

• Print a QR bar code to direct a customer to a web site, a refill site or drug monograph site.

Medicare Eligibility

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.

Label Print Options

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.

Network Printer Display

Updated the printer selection box on Printer Configuration to display the maximum number of printer available. The current limit of 51 printers is increased to 91 (three system printers, 87 network printers and one local printer).

RxTran

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)

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.

Rx Intake

Added a button, Complete, to the Rx Intake Scan. Click Complete to remove the prescription from the queue. A # then displays to indicate that the record has been marked for deletion.

Delivery Method

Added a new link, Default Delivery Method, to Store Control/Store Level Options/System/Patient Options/Patient Defaults. When a new patient is added to the system, the delivery method on the Patient Record/Additional Info defaults to the option selected here.

Cardinal Inventory Manager (CIM)

PrimeCare customers may now enroll in a data collection program with Cardinal called Cardinal Inventory Manager (CIM). This program enables data to be collected by Cardinal Health to assist with the management of inventory when using Fill Lists. Customers that choose to participate must first contact Cardinal. Once they have signed you up, Cardinal contacts QS/1 so that your system may authorized for the Inventory Management Interface that is required for this program. The QS/1 Training department will then contact you to assist with the setup within PrimeCare.

Store Control

Added an option, Inventory Management Interface (IMI), to Store Level Options/Inventory. Select this field once authorized for CIM. Quality Assurance Check in Workflow is automatically turned on at this point.

Facility

Make sure the field, Store, under the Operations section of the Facility Record has the correct store selected if using the IMI interface. Once a Store is selected, the Quality Assurance option is turned on and cannot be turned off if the IMI interface is being used.

Reports

Added Select, Sort, and Print Options to Customized Reports for the Rx Data Collection Queue and Inventory.

File Maintenance

Added a file, Rx Data Collection, to File Maintenance for the following functions:

• Copy, Clear, Reload

• Key Build

• File Verification

• Compression

Fill Lists Options - Decrement Inventory

Decrement Inventory is turned on for each Facility with a Store selected if the IMI interface is in use. This includes the Create Fill List process, Fill List Transfers, and the prescription filling process for previously created Fill Lists.

Create Fill List

Only facilities assigned to the current store display when creating Fill Lists if the IMI interface is being used.

Fill List Export

Inventory is later decremented during the Fill List Export once the prescription has passed the Quality Assurance Check and following has been met:

• The system is authorized for IMI

• The Store Option to use IMI is set

• The Export Print Option is set to P

• The Quantity Dispensed is not zero

• The Fill List Record has not previously been queued for data collection
  

The Inventory On Hand log is updated with the export date, time and type from the Fill List Record. The title of the log is changed to Fill List Export For (Rx Number).

During a Fill List Export, only the facilities assigned to the current store display in the Facility Scan if IMI is turned on. All your facilities display if you are not a host/remote setup.

Added a Print Option, Production, to the Fill List Export. Type P for Production or T for Test.

Edit Fill List

The Edit Fill List is decremented after the following has been met:

• The system is authorized for IMI

• The Store Option to use IMI is set

• The Fill List Record has already been previously queued for data collection

If the drug is floor stock, the Inventory File is not updated.

Quality Assurance

Inventory is decremented and the Fill List Record is updated as exported when the following has been met:

• The system is authorized for IMI

• The Store Option to use IMI is set

• The quantity dispensed is not zero

• The Fill List Record has already been previously queued for data collection

Inventory

Updated certain processes in the system to save the Transaction and Fill List information to the Inventory Record when a Quantity On-Hand change is made. If the Transaction and/or Fill List is not relevant to that system function, these fields should be set to blank or zero.

PrimeCare Customers that use SystemOne

Updated certain processes in SystemOne to initialize the Transaction and Fill List information to zero on the Inventory Record when a Quantity On-Hand change is made.

Data Collection

Added a menu option, Scan Data Collection File, to the System Utilities menu. Click this option and the Data Collection Scan displays. Items may be searched by Date or Rx Number.

Head of Household Address

Added an option, Use Head of Household, to the Delivery Address window accessed from the Patient Record. If selected, 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,

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 Extension, 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 include:

• Call Out Version - Type the version number being used for your call types. The new call types display with version number 1.3.0.34 or higher. The field should only be populated for stores using text and email IVR Call Outs.

• Use Email/Text Business Days - Select this option to enter the days of the week to use for text and email. Select a range of days from two drop-down lists.

• Use Email/Text Business Hours - Select this option to enter the business hours to use for text and email. Select a range of times from two drop-down lists.

• Use Email/Text Website - Select this option to enter a website. Enter an address of up to 30 characters in the text field.

• Ship Ground - Select a ground shipping preference.

  Ground Shipping Preferences:

  • Phone Only
    

  • Text Only

  • Email Only

  •  Patient Contact Method

• Ship Next Day - Select a Ship Next Day preference.

  Ship Next Day Preferences:

  • Phone Only
    

  • Text Only

  • Email Only

  •  Patient Contact Method

• Shipping Priority - This option is used to determine which Store Level Option applies after a tracking number is received and the type of call type that is created.

  Shipping Priorities:

  • If the shipping priority is ground and phone only is selected, IVR calls with a call type of Phone is created.
  • If the shipping priority is ground and text only is selected, IVR calls with a call type of Text is created.
  • If the shipping priority is ground and email only is selected, IVR calls with a call type of Email is created.
  • If the shipping priority is ground and patient contact method is selected, the patient contact method determines which type of IVR call is created.
  • If the shipping priority is next day and phone only is selected, IVR calls with a call type of Phone is created.
  • If the shipping priority is next day and text only is selected, IVR calls with a call type of Text is created.
  • If the shipping priority is next day and email only is selected, IVR calls with a call type of Email is created.
  • If the shipping priority is next day and patient contact method is selected, the patient contact method determines which type of IVR call is created.
  • If no options are selected, the default option for Patient Contact Method is used.

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 have a cell phone or email address entered, a call is not performed.

Ship Ground and Ship Next Day IVR outbound call messages are created automatically when the batch receives a tracking number.

Added new types to the Call Message column in the Call Out Queue.

Added the ability to select a patient name when adding a call to the Call Out Queue.

Business days and business hours will be abbreviated.

High Cost will be sent as $xxx (whole number).

Method of Payment Priorities

Store Control

Added a Payment Priority List to Store Level Options/Pricing. Click Edit to display a window with payment categories.

Patient Record

Added a Payment Method Priorities grid to the Payment Authorization screen of the Patient Record. Click Add Card on the horizontal toolbar to access. The screen can toggle between the payment priorities and the Credit Card List. Default = Payment Method Priorities. The grid includes information about the type of pay, the patient, maximum amount the patient wants charged, date last used, last amount spent and the date last changed.

To add priority to a line item, click Add Priority and select from either A/R, Check, Credit Card/FSA or Payroll Deduction. Examples

Reports

Added the method of payment priorities to customized reports and exports.

API

Added payroll deduction fields to the patient data API call.

Batch Processing

Workflow Scan

Added more column choices for batch in the Change Options/Edit Columns button:

• Batch Priority

• Batch Remaining Rx's

• Batch Total Rx's

• Drug Group

• Entered Date/Time

• Routing Slip Printed

Added new options, Display Batch View and Auto Select Items in Batch, to the Change Options button. This gives the ability to display all prescriptions in a batch.

Added an option, Display Ready Batches Only, to the Change Options button. This option keeps batches or individual prescriptions from displaying in Labeling/Dispensing until all prescriptions in a batch are ready for that step.

Added a icon, Manage Batch, to the horizontal toolbar. Click Manage Batch to access the batch in order to remove a prescription, split a batch, change the due date/time or change priority.

Added the ability to allow batches to be split when using credit card pre-authorizations after the batch has reached Label/Dispensing, QA, or Delivery.

Updated the system to automatically split batches in the following cases:

• A family member or spouse PHI flag is on

• Separate Address flag is selected

• Separate credit card is selected

• Refrigerated Drugs

• Different Shipping Priority

Added an option, Label Options, to the Print icon on the horizontal toolbar when in NDC Verification, Label/Dispensing and the prescription (Label/Dispensing).

Added an option, InstantFill, to the Workflow Note window. Select this option to flag a prescription for fill when the due date and time arrive. Added an icon Process InstantFills, to the horizontal toolbar in Error Resolution.

Added an icon, Edit Item, in Error Resolution. Items such as Date Due, Time Due, workflow message, InstantFill indicator, Call Doctor indicator, etc. may be edited.

Added a message, Credit Card Auth Error, to Store Control/Store Level Options/Workflow and Tickler Notes. The message displays when a workflow item is sent to Error Resolution because of a credit card pre-authorization error.

Miscellaneous

Added the ability to submit a credit transaction for a credit card or FSA card outside of a batch.

IVR, Website and Interface Development

Modified the web interface to accept new commands for displaying and modifying data. If the web api calls are inaccessbile, check the QS1AUTH flag called "Internet Web Server Connector" authorization flag to ensure it is turned on.

Data Collection and PHI

Added an option, Opt in Data Collection (PHI), to the Patient Record/Additional Info screen. Default = checked. Patients are automatically enrolled in this program if the field is checked. This option is used for the following data polling companies:

• Freedom Data

• IMS

• Roche

• Wolters Kluwer

Data not having to do with treatment, payment information or operations is collected. The pharmacy receives a rebate for the collection and patients do not receive marketing materials if enrolled.

Added an option, Opt in Marketing (PHI), to the Patient Record/Additional Info screen. Default = unchecked. If the pharmacy is enrolled in data collection with Pharmacy First and the patient opts into this program, select this field. Once the field is selected, the system displays a User Login window stating, Patient signature has been received for participation. The user must then sign in with a Pharmacist ID and Password and click OK. Patients in this program do receive marketing materials via mail, email, phone and or fax from the data collection company or the pharmacy.

Added an option, Opt out PHI Participation, to Batch Record Updates for the Patient File.

Added Select Options, Data Collect PHI and Marketing (PHI) to reports.

High Dollar Alert for Mail Order Pharmacies

Added the following options to Store Level Options/Pricing to give the system ability to alert the pharmacy when they have items in the Tickler or Workflow Queue that may be above a certain dollar amount or if there is an increase from the previous fill above a certain amount. The pharmacy may then contact the patient and confirm they still want the prescription even though the cost is above a certain amount. This capability has been added for stores with mail order business.

• High Dollar Alert in Tickler/Workflow - Select this option to use the alert capability. Must be selected in order for the two options below to be available.

• Alert if First Fill Greater than Amount - This option only applies to the first fill of the prescription.  If the prescription amount exceeds the amount entered here, the system sends an alert to the Tickler File or the Workflow Record (if the pharmacy uses Workflow). If using Workflow, the system sends the alert as a Workflow message and the item is sent to Error Resolution. If not using Workflow, a tickler messages is entered. If the prescription is a cash item, the total amount is checked. However, only the copay is checked if the item is a third party prescription.

• Alert if Increase Greater than Previous Amount - This option applies to refills. If the difference between the patient dollar amount and the amount entered here increases in comparison to the patient amount on the previous fill, the system sends an alert to the Tickler File or the Workflow Record (if the pharmacy uses Workflow). If using Workflow, the system sends the alert as a Workflow message and the item is sent to Error Resolution. If not using Workflow, a tickler messages is entered. If the prescription is a cash item, the total amount is checked. However, only the copay is checked if the item is a third party prescription. If the prescription has been discontinued and reassigned, the system checks the previous amount from the last fill of the discontinued prescription.
  
  Batch prescriptions are checked. If the total amount for a batch increases above the dollar amount entered for this option, the system sends an alert. Batches that have a different number of prescriptions in them than previous batches are not checked.

• Added a workflow and tickler message, High Dollar Alert, that displays at the bottom of the Rx Summary. New prescriptions display HIGH Dollar Alert - Patient Amount is $xxx.xx. Refills display HIGH Dollar Alert - Previous Amount was $xxx.xx.

Shipping Method and Priority

Store Level Options

Added a new section, Delivery Options & Defaults, to Store Control/Store Level Options/Rx Filling. An existing option, Show Delivery Options On New/Refill was moved to the section and three new drop-down list options were added:

• Standard Method/Priority

• Refrigerated Method/Priority

• Expedited Method/Priority

Rx Processing

Updated the system to update the shipping method and priority from Store Control. If the drug is flagged as refrigerated, the refrigerated default is used. Otherwise, the standard default is used. The defaults should be populated when a new prescription is entered, or an existing prescription is refilled.

RetrieveRx/Set Workstation Bag Color

Added a menu option, Set Workstation Bar Color, to File/Preferences. A Workstation Will Call Bag Identification window displays:

Two-color Version - Options include settings for six color/speed combinations.
Multicolor Version - Options include settings for Color LED1/LED2 and Power Usage.

The system defaults to the above workstation settings before Security Access when performing tasks in the following areas of the system:

•  Assign Locations

• Build XML Packet for RetrieveRx Interface (the actual interface)

• Prescription Status

• Workflow Return to Stock

• Workflow Queues
  

Fill Lists

Updated the system to check the Date Option setting in Fill List Options/Transaction Options instead using the discontinue date.

Discontinued and Reassigned Prescriptions in Verify New Orders

Added an option, Include Discontinued/Reassigned Rxs in Verify New Orders, to Facility/Workflow Options and Store Control/Store Level Options/Workflow Queue Setup. The field in the Facility will override the one in Store Control. Default = unchecked. When using this option, any prescription that is discontinued and reassigned flows to the Verify New Orders step or workflow. This applies to adopted data that is entered into the system via the transfer function as well.

Prescription Intake Queue

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. 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. 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.

  

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 selected, 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.

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