Glossary

Terms are listed A to Z.

Active (membership): A membership that is paid up to date. Also used for the clinic's simple view of a membership (Active / Paused / Canceled), which decides whether reorders and follow-ups run.

Add-on: A feature that is not in every plan, such as Multiple pharmacies or Fax. Included in higher plans or switched on by Prescripta.

AI brief (AI morning brief): A short written summary at the top of the Dashboard: memberships, money due, what needs attention. Written from counts only. Rewritten every morning and when numbers change.

AI read (fax): The AI's summary of a received fax: category, summary, to-do, urgency, patient name and date of birth, sender. Advice only.

Alert: A notice on the Alerts page that something needs doing (overdue reorder, reorder coming due, pending provider approval, payment failed, not reached on follow-up). Clears itself when the item is done. Cannot be dismissed by hand.

Anchor date / start date (follow-ups): The date the follow-up step schedule counts from. Normally the membership start date. A provider can move it on the patient page ("Move the date the schedule counts from"); then the patient shows on Follow-up schedule moved, review.

Anchor (reorders): The setting After an order is placed, next reorder is counted from: the due date (keeps the schedule fixed) or the date it was ordered. Used with the interval rule.

Archive / Archived: Hides a patient from every list, alert and count without deleting them. The EMR keeps updating the record. Unarchive brings them back. Archived patients show only with Show archived.

Audit log: The record of every action in your clinic. Admin → Audit log. Cannot be changed or deleted.

Authenticator: An app on your phone (Google Authenticator, Microsoft Authenticator, Authy and others) that gives a 6-digit code needed to sign in.

Auto-prepare / Auto-prepared: When on (Admin → Settings → Pharmacies), the portal fills in a patient's prescription by itself when their reorder comes due and puts it under Pending provider approval, marked "auto". It never sends. Dashboard card: Auto-prepared, pending approval.

Autopay / Next autopay date / Autopay amount: The patient's recurring membership charge, the date of the next one, and how much. Comes from the EMR, or is kept by the portal for memberships it bills itself.

Base / Plus / Pro: The three plans. See "Plans and features".

Billing-only membership type: A membership type with reorders turned off. The patient is a member, but the portal tracks no medication reorders for them.

Canceled / Cancelled: A membership that has ended. Not counted in current memberships.

Catalog: The list of medications the clinic can order from a pharmacy (drug, strength, form, quantity). Kept by Prescripta.

Check now: Asks the fax company for a sent fax's status right away.

Clinic: One practice using the portal. Each clinic has its own patients, settings, plan and users. Also called a tenant.

Current memberships: All memberships that are not cancelled or expired (active, past due, suspended, payment failed, frozen, not started).

Cycle (reorder cycle): One round of a patient's medication reorder: it opens when the reorder date is near, goes through preparing, approval and ordering, and ends when the order is placed (and later delivered). Then the next cycle starts from the next reorder date.

Daily summary: The one e-mail per day with counts only, no patient details. Settings → Notifications.

Delivered / Received: The last order status: the medication arrived. Marked by staff (Pharmacy → Shipping), or automatically for finished orders found in pharmacy history.

Demo clinic: A practice clinic with fictional patients and stand-in pharmacy, fax and EMR.

Due (reorder coming due): A reorder whose date is within the clinic's reorder notice.

Duplicates: Two patient records that seem to be the same person. Found on Members → duplicates, and fixed with Merge.

EMR: Electronic Medical Record: the clinic's main patient system, such as Zenoti or OptiMantra. The portal reads patients and memberships from it.

EMR disagrees, review: Staff changed a membership's status or type by hand, and the EMR has since reported something different. Choose Keep or Use EMR.

Feature: Something the portal can do that is switched on by plan, such as Fax or EMR sync.

Follow-up: A nurse's check-in call with a patient. Logged as Answered, No answer, Left voicemail or Texted. Only Answered counts as reached.

Follow-up step schedule: A list of steps counted from the anchor date, for example a 28-day check-in, a 56-day check-in and a lab draw at 84 days, which can repeat. Settings → Schedules. A step can apply to all or only some membership types.

Found at the pharmacy: Pharmacy tab listing orders the morning pharmacy pull found at the pharmacy for people the portal could not match. Use Add / link to add or link the patient.

Frozen: The EMR has paused collections on a membership.

Handled (fax): A received fax someone has dealt with and marked Mark handled. Hidden from the Inbox unless show handled is ticked.

Hourly check: The automatic update at 5 past each hour, 6:05 AM to 11:05 PM Eastern.

Inbox (fax): The list of received faxes.

Lead days (Reorder lead time): How many days before a prescription's supply runs out the reorder date is set (default 5). Used when the reorder date comes from the prescription. Example: an 84-day supply ordered 08/14/2026 is due for reorder 11/01/2026.

Link patient (fax): Connects a fax to a patient so it shows on their Faxes card.

Mark as ordered: On the order form when the pharmacy has no online connection: records that you placed the order yourself (by phone, fax or the pharmacy's site).

Member / Membership: A patient who holds a membership (a paid program such as Semaglutide or Hormone). One patient can hold more than one membership.

Membership type: The kind of membership (for example Semaglutide, Tirzepatide, Hormone). Each type has its own switches: reorders on or off, follow-ups on or off, auto-prepare, reorder interval, amount.

Merge: Combines two duplicate patient records into one. You pick which record to keep and which details win. Needs Merge duplicate patient records.

Morning run: The big daily update at 8:50 AM Eastern: EMR sync, pharmacy pull, history refresh, sweep, daily summary, AI brief.

Non-member / No membership: A patient in the portal with no membership ("No membership, patient record only"). Kept as a patient (prescriptions, pharmacy, shipping and faxes work) but not counted as a member, and gets no reorders or follow-ups. Shown on Members under Non-members.

Not reached on follow-up: A follow-up call that did not reach the patient. Raises an alert until the patient is reached or the date is moved.

Notice days (Reorder notice): How many days before the reorder date a reorder opens, shows as coming due, raises an alert, and (with auto-prepare) is prepared. Default 7. Settings → Schedules → Reorder notice (days before due), also under the Auto-prepare checkbox.

One-off order: An order for a patient who is not on reorder tracking (no membership, a billing-only type, or a membership that is not active). Patient page → Order (one-off). Same order steps, but no reorder date, never overdue, no reorder alerts.

Ordered: The order was placed with the pharmacy. This is the step that clears reorder alerts and sets the next reorder date.

Ordered, not shipped / Ordered, shipped: Two Dashboard cards for orders placed with the pharmacy and not yet marked delivered, one row per order. Ordered, not shipped: no tracking number yet. Ordered, shipped: has a tracking number (with a Tracking link to the carrier). An order moves from the first to the second when the pharmacy's shipping e-mail arrives, and leaves when someone clicks Delivered or Remove.

Overdue: The reorder date has passed and nothing has been ordered.

Past due: The EMR shows the membership active, but the collection date passed without a payment.

Payment failed: The latest membership charge did not go through.

Pending provider approval: A prescription has been prepared and is waiting for a provider to approve it. Order status Pending Provider Approval.

Permission: One thing a role is allowed to do, such as View alerts. Set by the owner in Admin → Roles.

Pharmacy history: A patient's latest orders at the pharmacy (up to three), kept on their page. Refreshed automatically about weekly, or now with Verify last order.

Pharmacy pull: The morning check for orders placed at the pharmacy outside the portal.

Placed at the pharmacy, recorded (7 days): Dashboard card: orders placed at the pharmacy directly in the last 7 days that the portal matched to a patient and already recorded. Nothing to do unless the prescription differs.

Plan: Your subscription level: Base, Plus or Pro.

Prepare / Stage / Staged: Filling in a prescription for the pharmacy and saving it for review, without sending. Stage on the order form; Prepare selected on the Pharmacy page.

Prescriber: The provider whose name, NPI number and signature go on prescriptions. Set by Prescripta in Settings → Pharmacies.

Prescripta support: Prescripta's help team. When they are inside your clinic, the Audit log tags their actions Prescripta support.

Process order: The order form button that sends the prescription to the pharmacy for real. Needs Send a staged prescription to the pharmacy. It is filled and shipped.

Prospects (Seen in EMR, no membership): People your EMR reported (a booking or check-out) who have no membership. A sign-up opportunity.

Ready to Order: Order status after a provider approves, before it is placed.

Re-confirm window (sign-in window): How long one sign-in lasts before you must sign in again (60 minutes unless the clinic changes it, under Settings → Sign-in & sessions → Re-confirm identity for admin changes after). Five minutes before it ends a yellow banner offers Sign in again; when it ends, the portal signs you out to the sign-in screen. Unsaved Settings edits are kept for 20 minutes.

Re-run alert sweep: Runs the sweep now. Admin → Settings → Data.

Read again: Asks the AI to read a received fax again when its first read failed. Limited per day.

Regenerate (AI brief): Asks the AI to rewrite the Dashboard brief now. Limited per day by plan.

Rejected by pharmacy: The pharmacy refused an order. Open the order to see why and resend.

Reorder: Ordering a patient's medication again before they run out.

Reorder date (next reorder date): The date the next reorder is due. Comes from the prescription (days supply minus lead days), the autopay date, or a fixed interval, depending on Settings → Schedules → Next reorder date comes from. Can be changed by hand on the patient page.

Reorder interval: The number of days between reorders when no prescription or autopay date decides it (default 28).

Role: A set of permissions: owner, admin, provider, nurse, staff.

Rx: Short for prescription.

Rx differs (Rx differs at pharmacy, review): The pharmacy filled a prescription that is different from the medication saved in the portal. A provider decides which is right. Nothing changes automatically.

Rx PDF: The prescription as a PDF, to print and sign or to see what a fax will carry. On the order form.

Saved medication: The patient's standing prescription in the portal, used for every reorder.

Sent (fax): The list of faxes sent from the portal.

Shipped: Order status: the pharmacy shipped it. Usually set when a shipping e-mail with a tracking number arrives.

Shipping e-mail: An e-mail from the pharmacy with a tracking number, forwarded to the portal's special address. The portal attaches the tracking number to the patient's order.

Suspended (membership): The EMR suspended the membership, usually after repeated failed payments.

Suspended / paused (clinic): The clinic's subscription ended; staff cannot sign in until it is reactivated on prescripta.com.

Sweep: The portal's tidy-up step that opens reorder cycles, flags overdue, raises and clears alerts, moves follow-up dates and auto-prepares prescriptions. Runs every morning and hour.

Sync / Sync now: Getting the latest patients and memberships from the EMR. Automatic every morning; Sync now (Settings → EMR connection) does it on demand.

Tenant / Tenant manager: A tenant is one clinic. The tenant manager is Prescripta's own screen for setting up clinics, pharmacies and fax lines. Clinics do not see it.

Tracking number: The shipping company's number for a package.

Trust this browser: A choice on the code screen that lets the same browser sign in with just the password for a number of days.

Upcoming Reorder: The first order status: a reorder cycle has opened and nothing has been prepared yet.

Urgency (fax): The AI's guess at how fast a fax needs action: urgent, soon or routine.

Verify last order: Button on the patient page that checks the patient's order history at the pharmacy right now.