Pharmacy status codes, and orders placed at the pharmacy directly

What the pharmacy's status codes mean

Each pharmacy reports orders under its own status codes. The portal shows the pharmacy's label. For Stryker:

A status the portal does not know is treated as still open. If you see a bare code (like "pro") instead of a label, the pharmacy's list of statuses has not been loaded yet; contact support.

Where to see it: **Admin → Settings → Pharmacies → (pick the pharmacy) → "Order statuses, what pharmacy's statuses mean." The table shows Pharmacy status, Code and Means**. The defaults come from the pharmacy's own list. "set by your clinic" marks a changed one. This table is set up by Prescripta (it is greyed out for clinics); contact support to change one.

Orders sent by the portal keep following tracking and shipping e-mails; only orders the portal found in the pharmacy's history are closed as Delivered this way. This check runs every morning, every hour, and with Sync now.

Orders placed at the pharmacy directly (the morning pull)

Sometimes an order is placed at the pharmacy by phone, fax or the pharmacy's own website, not through the portal. The portal still catches it.

Every morning the portal asks each connected pharmacy for every order created since yesterday (further back, up to 7 days, if a morning was missed). For each order:

1. If the portal placed it itself, it is skipped.
2. If the pharmacy cancelled it or could not fill it, it is skipped.
3. The portal looks for the patient: last name + date of birth first (suffixes like Jr/Sr/II and punctuation ignored; the first name breaks ties; archived patients are not used), then the e-mail on the pharmacy order, then the phone.
4. Patient found: the order is recorded on that patient as Ordered, dated the day the pharmacy created it. If the patient had an open, not-yet-sent reorder, that reorder becomes this order. The reorder alerts close and the reorder date counts from the pharmacy's date.
   • If the patient had no saved medication, the pharmacy's lines become the saved medication.
   • If the saved medication is different from what the pharmacy filled, nothing is changed; the patient is flagged Rx differs at pharmacy for a provider to decide (see below).
5. Nobody found: the order goes on Pharmacy → Found at the pharmacy for a person to add or link. Those rows are tried again on every pull, in case the patient has been added or fixed since.

The dashboard card Placed at the pharmacy, recorded (7 days) lists orders recorded this way in the last 7 days (who, what, when). There is nothing to do on it. Dismiss (needs Update order status) takes a row off the card for everyone; the order stays on the patient.

Orders found in the pharmacy's history (the history refresh)

The morning pull only sees orders from the last day. To catch older fills, the portal also refreshes every current patient's pharmacy history (patients who are not archived, not cancelled, and have a membership). The morning run starts the pass and the hourly checks continue it. Each patient is re-checked about once a week. Only the clinic's default pharmacy, and only when it is connected.

For each patient:

• The newest three pharmacy orders are kept on the patient for everyone to see (the same list as Verify last order).
• A patient with no saved medication gets it from the newest order.
• If the newest order is not already in the portal, it is recorded as Ordered so the reorder date counts from it, but not if: the membership type has reorders off; the pharmacy cancelled it; it is older than about 4 months; it is older than the newest order the portal sent; or it has no prescription lines.
• If the pharmacy reports it finished and it is more than 7 days old, it is recorded as Delivered (closed, history only).

Verify last order (on the spot)

**Patient page (Medication order card) or reorder pane → Verify last order at *pharmacy* (becomes Re-check at *pharmacy* after the first check). Everyone who can see the patient can click it. It asks the pharmacy right now, matched by last name + date of birth, and keeps the last three orders on the patient ("last checked MM/DD/YYYY h:mm AM, kept on the patient"). The table shows Ordered (date and pharmacy order number), Medication, Sig, Status** and a button:

• Use as medication (newest order) / Use this order (older ones), needs Set a patient's medication. Sets every line of that order as the patient's saved medication, matched to the catalog where possible. Lines not in the catalog are kept as the pharmacy wrote them ("… not in the catalog, review").

"No orders found at pharmacy for this patient (name + DOB must match what the pharmacy has)" means the pharmacy has nobody with that last name and birth date.

Rx differs at pharmacy (provider review)

When a pharmacy order was placed outside the portal and filled something different from the patient's saved medication, the patient page shows a red box on the Medication order card:

Order #… at the pharmacy (MM/DD/YYYY) filled a different prescription than what is saved here. It was placed at the pharmacy directly and has been recorded; the reorder date now counts from it. The saved medication was not changed.

It lists each difference, for example "drug: days supply 28 → 84", "quantity … → …", "directions differ", "filled by the pharmacy but not in the saved medication", "saved but not on the pharmacy's order", and "Pharmacy filled: …". The patient also shows on the dashboard as "Rx differs at pharmacy."

Buttons (need Set a patient's medication):

• Use the pharmacy's prescription: the saved medication for that pharmacy becomes what the pharmacy filled (with reorder dates counted from that order). Lines for other pharmacies are kept.
• Keep what is saved: closes the review; nothing changes.

Questions people ask

Q: What does "pro" mean on a pharmacy order?

A: It is Stryker's code for Completed Order. If you see the code instead of the words, the pharmacy's status list has not been loaded yet; contact support.

Q: A patient shows "Ordered" for an order placed months ago.

A: The history refresh records the newest pharmacy order the portal never had, so the reorder date counts from the real fill. If the pharmacy reports it finished and it is over a week old, it is recorded as Delivered (history only). Cancelled or unfillable orders are never recorded.

Q: Do I have to click Verify last order on every patient?

A: No. The portal refreshes every current patient's pharmacy history automatically, about weekly. Verify is only for an instant check.

Q: The pharmacy filled a different dose than we saved. Did the portal change our saved medication?

A: No. It flags Rx differs at pharmacy for a provider to choose Use the pharmacy's prescription or Keep what is saved.

Q: An order was placed at the pharmacy but the patient still shows "due".

A: The morning pull records it the next morning. Or click Verify last order now and Use as medication if needed; if the order is newer than anything the portal has, the history refresh records it on its next pass. You can also mark the open reorder Ordered from its order form (by-hand pharmacy) or set the date by hand.

Q: Why would a pharmacy order not be recorded?

A: The pharmacy cancelled it or could not fill it; the membership type has reorders off; or it was too old (about 4 months) or older than the last order the portal sent.