Help Center Membership Management: Ordering and the pharmacy Prescriptions, ordering and the Pharmacy page: overview and words used
Prescriptions, ordering and the Pharmacy page: overview and words used
This part of the Help Center explains how Membership Management (by Prescripta) gets a patient's medication from "it will run out soon" to "the box arrived at the door." It covers:
- the whole life of an order, step by step
- how the reorder date is worked out
- the order form pop-up and every button on it
- the Pharmacy page and its five tabs
- pharmacy status codes, orders placed at the pharmacy directly, and the "Rx differs" review
- shipping e-mails, tracking numbers and marking orders Delivered
Words used on this page
| Word | What it means |
|---|---|
| Prescription (Rx) | The written order from a provider for a medicine. In the portal one prescription is one line: a drug, its strength, form, quantity, directions, days' supply and refills. |
| Order | One trip to the pharmacy. One order can carry several prescription lines for the same patient. |
| Reorder | Ordering the same medicine again before the patient runs out. |
| Reorder date | The day the portal thinks the next order should go out. Shown as Next reorder on the patient page. |
| Reorder cycle | One round of "the reorder is coming up → it is ordered → it is delivered." Each cycle is one order. |
| Notice window ("Reorder notice") | How many days before the reorder date a cycle opens and shows as due. Set by the clinic (the starting value is 7 days). |
| Lead days ("Reorder lead time") | How many days before the medicine runs out the reorder date is set. The starting value is 5 days. |
| Days' supply | How many days the medicine in one fill should last (for example 28 or 84). |
| Stage / prepare | Fill in and check the exact prescription the pharmacy will get, and save it for approval. Staging never sends anything. |
| Process / Send | Actually send the prescription to the pharmacy. This is a provider's authorization. |
| Autopay | The patient's automatic membership payment in the EMR (the clinic's electronic medical record or billing system). |
| EMR | Electronic medical record, the clinic's main patient system (for example Zenoti or OptiMantra). |
| Tracking number | The number the shipping company (UPS, FedEx, USPS) gives a package so you can follow it on their website. |
| Carrier | The shipping company. |
| Auto-prepare | A clinic setting. When it is on, the portal stages due reorders by itself so a provider only has to review them. It never sends. |
| One-off order | An order for a patient who is not on reorder tracking. It does not start a reorder date. |
Who can do what (starting settings)
The owner can change any of these in Owner → Roles. The labels below are the exact words on that screen.
| What you want to do | Permission label in Owner → Roles | Starts on for |
|---|---|---|
| Open the Pharmacy page, open the order form, Stage / Re-stage, Rx PDF, delete a staged prescription, turn auto-reorder on or off for one patient | Stage a prescription for the pharmacy (prepare, not send) | owner, admin, provider, nurse |
| Process order, Send selected, Fax to pharmacy, Mark as ordered, Preview | Send a staged prescription to the pharmacy | owner, admin |
| Count as the provider's authorization when an order leaves "Pending provider approval" | Provider authorization of a reorder | owner, admin, provider |
| Cancel order / Delete a reorder | Cancel an order | owner, admin |
| Delivered, Mark delivered, Remove, Add tracking number, Dismiss on the "Placed at the pharmacy" card | Update order status (Ordered / Shipped / Delivered) | owner, admin, provider, nurse |
| Set or change a patient's saved medication, Use as medication, Use the pharmacy's prescription / Keep what is saved, per-line reorder dates | Set a patient's medication | owner, admin, provider |
| Adjust next reorder date | Adjust next reorder date | owner, admin, provider, nurse |
| Reorder every … days on the patient page | Change reorder / follow-up intervals | owner, admin, provider |
| See the Found at the pharmacy list | View settings | owner, admin, provider |
| Check the pharmacy now, Refresh, Delete, Clear list on Found at the pharmacy; Delete rows and Find at pharmacy on Shipping; create a shipping forwarding address | Change settings | owner, admin |
| Add / link a patient from Found at the pharmacy, Add selected, Find at pharmacy | Change settings and Add / edit manual patients, review Zenoti matches | owner, admin |
Important: sending an order is two permissions at once. The person clicking Process order or Send selected needs Send a staged prescription to the pharmacy and Provider authorization of a reorder. Admins and owners have both from the start. A provider has the authorization but not the send permission by default, so a provider can stage and review but an owner or admin sends, unless the owner gives providers the send permission too. If someone has send but not authorization, they see Provider authorization is required for this step.
The whole Pharmacy area also needs the pharmacy feature in the clinic's plan. If your plan does not include it, the Pharmacy link is not in the top menu. Plans are managed on prescripta.com.