How the reorder date is worked out

The clinic picks one rule for the whole clinic in Admin → Settings → Schedules → "Next reorder date comes from". People with Change settings can change it. The three choices are:

Other settings on the same screen:

• Reorder lead time (days before the supply runs out): only shown for the prescription rule. Starts at 5. 0 to 30.
• Default reorder interval (days), before the first order / when no days supply or autopay date is known: starts at 28.
• Reorder notice (days before due): the notice window. Starts at 7. 1 to 30. The same number is also on Admin → Settings → Pharmacies, right under Auto-prepare prescriptions, as "Reorders come due [ ] days before the reorder date." It is one setting; changing it in either place changes both.
• After an order is placed, next reorder is counted from: the due date (keeps the schedule fixed) or the date it was ordered. This is used by the interval rule.

Before the first order

When a patient is first seen, the portal does not know when they last got medicine. It assumes the first fill was on the membership start date and steps forward by the patient's reorder interval until it reaches today or later. Example: start date 07/01/2026, interval 28 days, today 08/10/2026 → 07/01, 07/29, 08/26/2026. Under the prescription rule this interval date is used only until the first order is placed (or until the pharmacy's history shows a real order, see "Orders found in the pharmacy's history").

Prescription rule

When an order becomes Ordered, the next reorder date is:

order date + days' supply − lead days

• The order date is the day it was placed. For an order found at the pharmacy, it is the day the pharmacy created it, not the day the portal noticed.
• The days' supply comes from the order's prescription line. If the line has none, the patient's saved line is used. If neither has one, the interval is used instead.
• The result is never less than 1 day after the order date.

Example (one prescription): an 84-day supply ordered on 08/14/2026, lead time 5 days. 84 − 5 = 79 days. 08/14/2026 + 79 days = 11/01/2026. With a 7-day notice window the cycle opens on 10/25/2026. With Auto-prepare on, the prescription is prepared that same morning and waits under Pending provider approval. Nothing is sent until someone with send permission processes it.

Several prescriptions, each with its own date ("per-line clocks"). Under the prescription rule, each saved medication line keeps its own reorder date. When an order is placed, every saved line that was on the order gets a new date (that line's days' supply − lead days). Lines that were not on the order keep their date. The patient's Next reorder is the earliest of the line dates.

Example, lead time 5, notice 7 days:

• The patient's Next reorder shows 09/06/2026 (the earliest).
• On 08/30/2026 a cycle opens. The new order contains only line B, because only line B is due.
• On the order form, line A is offered as an extra button: + Semaglutide … (not due until 11/01/2026). Click it to add it to this order anyway.
• If a line's own date comes into the window while a prepared (not yet sent) order is open, the hourly check adds that line to the open order automatically.
• On the patient page each line shows a small due MM/DD/YYYY pill. People with Set a patient's medication see set own date / change date next to each line, with Save, Clear and Cancel. Clear makes the line follow the membership date again.
• If no line has its own date yet (nothing has been ordered since the lines were saved), every line is due, and all lines go on one order.

The patient page explains where the date comes from, next to Next reorder: "set by hand", "follows the autopay date", "from the prescription, 84-day supply, last ordered 08/14/2026", or "every 28 days".

Autopay rule ("when they pay, we order")

• The reorder date is the patient's next autopay date from the EMR.
• When an order is marked Ordered: if the EMR already shows an autopay date after this order's due date, that date is used. If not, the portal estimates (due date + interval) and the next EMR sync replaces it with the real autopay date.
• For patients added by hand (or memberships the portal bills itself), the portal moves the autopay date forward by itself once it passes (monthly, or every interval). The reorder date follows it only when nothing is open and no date was set by hand.

Interval rule

When an order is marked Ordered, the next reorder date is the interval (the patient's Reorder every … days) after either the order's due date or the date it was ordered, whichever the clinic picked under After an order is placed, next reorder is counted from. "The due date" keeps the schedule from drifting when an order goes out early or late.

Example: interval 28 days, due date 09/01/2026, ordered 09/03/2026. Counted from the due date → 09/29/2026. Counted from the date ordered → 10/01/2026.

Setting the date by hand

Patient page → Membership card → Adjust next reorder date. Pick a date, add an optional reason, click Update date. Needs Adjust next reorder date.

• A date set by hand wins over every rule until the next order is marked Ordered. Then the rule takes over again.
• The patient page shows "Adjusted manually MM/DD/YYYY h:mm AM, reason."
• If a reorder is open and not yet Ordered, its due date moves too. If the new date is more than the notice window away, the open cycle closes and its alert closes until it is due again.

One patient's interval

Patient page → Reorder every [ ] days → Save (7 to 180 days). Needs Change reorder / follow-up intervals. This is the interval used before the first order, under the interval rule, and when an order has no days' supply.

Questions people ask

Q: Why does the next reorder date say "from the prescription" instead of "every 28 days"?

A: Your clinic uses the prescription rule and an order has been placed. The date is the last order's date + its days' supply − the lead days. The 28-day interval is only used before the first order, or when an order has no days' supply.

Q: An 84-day supply was ordered on 08/14. Why is the reorder on 11/01 and not 11/06?

A: 08/14 + 84 days is 11/06, the day the medicine runs out. The portal reorders 5 lead days earlier (the starting lead time), so 11/01. Change the lead time under Admin → Settings → Schedules.

Q: Why did a reorder show up today when the patient's last order was weeks ago?

A: The cycle opens a set number of days (the notice window) before the reorder date. For the example above it opens on 10/25. Nothing is sent until a provider approves and an authorized user processes it.

Q: I changed the lead time / notice window. Do existing dates change?

A: The lead time is used the next time an order is marked Ordered; dates already set stay until then. The notice window takes effect at the next check (hourly), because it decides when cycles open and what counts as "due soon."

Q: The patient has two medicines but only one is on the new order.

A: Each line has its own date under the prescription rule. Only the due one is added. Click the "+ … (not due until …)" button on the order form to add the other one anyway.

Q: I set the date by hand, but after the order it changed again.

A: That is on purpose. A date set by hand lasts only until the next order is marked Ordered.

Q: The date is wrong for a patient whose last fill was at the pharmacy, not through the portal.

A: The portal reads the pharmacy's history (see "Orders found in the pharmacy's history"). If that order is newer than anything the portal has, it is recorded and the date counts from it. You can also use Verify last order at … on the patient page for an instant check, or set the date by hand.