Refill requests

What it is

A form your patients fill in to ask for a refill, on a page Prescripta hosts for your clinic, or inside your own website. Every request lands in the portal on the Refill requests list, on the dashboard card Refill requests to match, and (if you switch it on) in an e-mail and a task. Nothing is written to a patient's record by itself: someone on your team opens the request, checks the name and date of birth against the suggested patient, and matches it, the patient's page opens with the order form and the request on it, or declines it. The patient is never charged, nothing is ordered, and no medication is added, until a person does it.

Who can see it

Everyone whose role has See, match and decline refill requests (Admin → Owner → Roles). It is on for every role to start. Matching opens the order form, which still follows the ordering permissions. Only owners and admins (anyone with Change settings) set the form up (Admin → Settings → Refill requests).

The form patients see

• A page with your clinic's name, logo and colors (Account → Branding), your introduction, the fields you chose, your own

questions, a confirmation tick box and a Send request button. Afterwards: a thank-you message (your wording).

• Full name and date of birth are always asked, they are what the portal uses to find the patient.
• The other fields are yours to switch Off, Optional or Required: phone, e-mail, medication(s) (typed, or picked

from your pharmacy catalog), preferred pharmacy (only shows when you have more than one), shipping address, and an "Anything changed?" note. Then your own questions, in your order, short or long answers, Yes / No, pick one, or tick all that apply ("Are you having side effects?", "How much do you have left?").

• The patient gets "Request sent" on screen. No e-mail goes to the patient today.
• Spam: a hidden box bots fill in is checked, and one connection can send only a few requests in five minutes. There are

no file uploads.

Where the form lives (two ways, use either or both)

1. Hosted page: an address like https://membership.prescripta.com/r/abc123def456 shown under Admin → Settings →

Refill requests. Link to it from your website, a text message or an e-mail. No login.

1. Embed on your own website: copy the two-line snippet from the same place into your site where the form should sit

(WordPress, Squarespace, Wix "custom code", any HTML page). The same form appears inside your page and grows to fit. Both go to the same list. Make a new link gives a fresh address; the old one stops at once (update your website's snippet if you use it).

The Refill requests page (dashboard card → Refill requests, or /refills)

• To match (the working list) · Matched · Declined. Nothing is deleted.
• Columns: Received · Name given · Date of birth · Medications (how many) · Answers (how many),

on Matched the last column is the patient, on Declined the reason. Every column sorts. Find searches names.

• Click anywhere on a row to open the request.

The request panel

• Everything the patient typed: name, date of birth, phone (click to call), e-mail, the medication(s), preferred pharmacy,

shipping address, note, and every answer to your questions. Whether it came from the hosted page or your website.

• Match to a patient: suggested patients whose name matches (first + last, either order), with **matches name + date of

birth when the date agrees and a date of birth differs flag when it does not; one row per person. Under each suggested patient, every medication the patient asked for is compared with that patient's saved medications: same as saved, dose differs (saved …) when the request names a strength the saved line does not, or not on file. Search** finds anyone else.

• Match asks you to confirm, then opens the patient's page with the order form: the request's lines sit at the top

of the form ("The patient's refill request") so you can check them against the prescription lines. Nothing from the request is put on the order by itself.

• Match and prepare the order shows only when every medication asked for is the same as a saved one (and you may

prepare orders). It prepares the order from the patient's own saved lines, the saved pharmacy, strength, quantity and directions, with "Patient refill request" in the memo, and the order lands on Pending provider approval like any prepared order. Nothing is sent to the pharmacy; a provider still approves. The patient's page opens with a note; the request shows "order prepared" and the history says so.

• Decline: type a reason (not our patient, duplicate, no refills left…) → the request moves to Declined. Nothing is sent

to the patient.

• Back to To match: on a matched or declined request, if it was handled wrongly.
• History: received, e-mailed, task made, matched, declined, reopened, with the time.

On the dashboard and in e-mail

• Refill requests to match (Prescriptions row), hidden at zero like the other work cards; Settings → Dashboard cards.
• The daily counts e-mail carries the same count (counts only, never names).

Questions people ask

Q: A patient filled in the form but nothing shows up.

A: Open Admin → Settings → Refill requests: is The refill request form is on ticked and saved? When it is off the page says "This form is not available". Also check the Declined tab, someone may have declined it.

Q: Can the form add the medication to the order for us?

A: Only when it is the same as what is already saved on the patient: then Match and prepare the order prepares it from the patient's saved lines, pending provider approval. Anything new or different goes through the order form, where a person picks the lines, patients mis-spell medications, ask for the wrong one, or are not patients at all.

Q: The suggested patient is wrong.

A: Use Search under the suggestions and match the right person, or Decline. A match can be undone with Back to To match.

Q: Can patients upload a photo of their label?

A: No. The form takes text only, so nothing unexpected reaches the portal.

Q: Does the patient get an e-mail?

A: Not yet, they see "Request sent" on screen. An e-mail receipt is planned.

Q: Someone keeps sending junk through the form.

A: Decline them (they stay on Declined), and if it goes on, Make a new link under Settings → Refill requests and update your website. The form also refuses more than a handful of requests from one connection in five minutes.

Q: Can we have a different form per location?

A: One form per clinic today (one address, one set of fields). A clinic with several portal clinics has one each.