Pharmacy → Found at the pharmacy

Where: Pharmacy → Found at the pharmacy tab. Who can see it: people with View settings (owner, admin, provider by default). Buttons that change things need Change settings; Add / link, the tick boxes and Add selected also need Add / edit manual patients, review Zenoti matches (owner, admin by default).

What it is: pharmacy orders that did not match any patient in the portal. Usually a patient who gets medicine from the pharmacy but was never entered in the portal, or whose name or birth date is spelled differently.

The top

• Heading Orders placed at the pharmacy and a short explanation.
• Last check: date and time, then ", N orders seen, N placed here, N recorded, N flagged for review, N unmatched, N errors". Any errors are listed under it.
• Check the pharmacy now (Change settings), runs the pharmacy pull right away. Message: "Checking the pharmacy for orders since yesterday, results land on the dashboard in a minute or two."
• Refresh (Change settings), reloads the list.

The list: "Could not be matched to a patient (N)"

• Filter by name, e-mail or order #: narrows the rows. When you arrive from Shipping → Find at pharmacy, it may already be filled in.
• One pharmacy order, one record. A pharmacy order number can be on only one patient. Linking a row to a patient who already has that order changes nothing (the existing order is used); linking it to a different patient is refused with the message "already recorded on …". Patients who share an e-mail address or phone (a household) are told apart by date of birth: a patient whose date of birth is on file and differs from the pharmacy's is shown with a Different date of birth mark, is never linked automatically, and asks you to confirm before you link by hand.
• Clear list (Change settings), confirm "Clear every row on this list?" Removes every row. Nothing at the pharmacy changes.

The list keeps the newest 50 rows. "Nothing waiting, every pharmacy order found its patient." when empty.

Delete (one row)

Confirm: "Delete pharmacy order #… from this list? Nothing at the pharmacy changes." The row is gone for good, the pull will not add it back.

Add / link (one row)

Click Add / link. The pane opens under the row and says "Asking the pharmacy for order #…" while the portal fetches the order again (up to about a minute; "The pharmacy did not answer in time, try again" if it does not answer).

It then shows:

• At the pharmacy: name, DOB, sex, e-mail, phones, address and "Ship to".
• Prescription(s): each line with strength, quantity, days and directions.

If some patients look close, "Patients the pharmacy's details point at": a table of up to 8 patients with Patient (opens in a new tab; archived pill when archived), Membership, Matched on (pills: last name, first name, date of birth, e-mail, phone, date of birth, e-mail and phone are the strong ones, shown green) and Link to this patient. The tip says: "A different first name or a misspelling is common, check what matched before linking."

• Link to this patient: confirm "Record pharmacy order #… on name? The order and its prescription go onto their record and set the reorder date." The order is recorded exactly as the morning pull would have done (including the Rx differs check). The row leaves the list. Message: "Order #… recorded on name."
• Add as a new patient instead: switches to the add form.

Add as a new patient (opens straight away when nobody looks close): "Pre-filled from the pharmacy, correct anything that is wrong."

• Full name (required), Date of birth, Sex (F, M, Unknown), E-mail, Phone, Street address, Apt / suite, City, State, ZIP. The address is saved only when street, city, state and ZIP are all filled.
• Membership: starts at No membership, patient record only, or pick a membership type.
• Membership start: only when a type is picked; starts at the pharmacy's order date.
• Add patient and record the order: creates the patient, saves the prescription lines as their medication, and records the order as placed (which sets the reorder date for a member). Message: "name added with N prescription lines; order #… recorded."
• Back to matches: when there were matches.

When the patient is added or linked, any shipping e-mail that was waiting for this row or this patient's e-mail is attached to the patient's order (tracking added, order marked Shipped), and that row leaves the Shipping list too.

Add selected (several rows at once)

Tick rows (or the box in the header for all). A bar appears above the rows: "N selected", Add new patients as, Add selected (N) and Clear selection. Before you tick anything the bar says "Tick rows (or the box in the header for all) to add several at once."

Add new patients as choices:

• No membership, patient record only (the starting choice), kept as patients: prescription saved, order recorded, shipping and faxes work. Not counted as members; no reorders or follow-ups.
• Membership from the prescription (type rules): the clinic's membership-type rules decide from the drug name (if no rule matches: "Other", or the first type).
• **Membership: *type***: one type for all.

Click Add selected (N). The confirm box repeats your choice and explains: "A patient the pharmacy's details match (date of birth, e-mail or phone) gets the order linked instead; everyone added keeps the pharmacy's details, the prescription is saved and the order recorded." No editing happens in bulk, the pharmacy's details are used as they are.

For each row: the portal fetches the order; if a patient matches by the pull's own rule, or strongly by date of birth, e-mail or phone, the order is linked to them; otherwise a new patient is added. The button shows Adding…. When done: "3 added as No membership, 2 linked to existing patients, 1 not done (#…: reason)." with a View them on Members link. If it takes more than about two minutes: "Still working, refresh in a minute." Rows that fail stay on the list with the reason, such as "no patient name on the pharmacy order" or "order no longer at the pharmacy".

Just like the one-row Add / link, Add selected also attaches any shipping e-mail that was waiting for each patient it adds or links (tracking added, order marked Shipped). Those rows leave the Shipping list too.

Questions people ask

Q: What is this list for?

A: Pharmacy orders the portal could not match to anyone. Add the person as a patient, or link the order to the patient it belongs to.

Q: I used Add selected, what membership do the new patients get?

A: Whatever you picked in Add new patients as. It starts at No membership, patient record only.

Q: A patient was added as a member by mistake.

A: Open the patient → patient details → Membership type → No membership. If a reorder cycle is open, delete or finish it first.

Q: The same person is already in the portal. Why didn't it match?

A: The pharmacy's last name or date of birth is different (a misspelling, a maiden name, a typo in the date), and the e-mail and phone did not match either. Use Add / link and pick them under "Patients the pharmacy's details point at", or fix the patient's details and wait for the next pull, which retries every row.

Q: Does Delete or Clear list change anything at the pharmacy?

A: No. It only removes rows from this list.

Q: The dashboard card number didn't drop after I added everyone.

A: The "Pharmacy orders, no patient" card counts the rows on this list, so it drops as soon as a row is added, linked or deleted. Refresh the dashboard.

Q: The Add / link button is missing.

A: You need both Change settings and Add / edit manual patients, review Zenoti matches.