Help Center Membership Management: Ordering and the pharmacy The order form
The order form
The order form is a pop-up window. It is the one place where a prescription order is filled in, wherever you start from.
How to open it
| From | Click | Shown when |
|---|---|---|
| Patient page → Medication order card, no open order | Order (or Order (one-off)) | You have Stage a prescription… or Send a staged prescription… |
| Patient page or reorder pane, open order with nothing prepared | Order | same |
| Patient page or reorder pane, prescription already prepared | Open order | same |
| Pharmacy page → any row → Open → in the pane | Order / Open order | same |
| Dashboard reorder pane (click a row's reorder chip) | Order / Open order | same; in the pane, Order with no open order shows only for Active memberships |
The window title is New order (nothing prepared yet) or Review order (a prescription is already prepared). Under it is the pharmacy name and, when there is one, "· reorder due MM/DD/YYYY".
To close it: the ✕ in the corner, Cancel, the Esc key, or a click on the dark area outside the window. None of these save anything. While the form is working ("Working…"), it cannot be closed.
Patient block
Shows Name, Date of birth (a red missing pill if there is none), Phone and Home address ("none on file" if blank). Under it: the membership type and an edit patient details link, which closes the form and opens the patient page. You cannot edit the patient inside the form.
Order block
Pharmacy drop-down
Only shown when the clinic has more than one pharmacy (or more than one account at a pharmacy, for example "Stryker, Dr. Jones" for a second prescriber). Each choice shows the name, plus:
- (default): the clinic's default pharmacy
- - by hand: no electronic connection; orders are placed by phone/portal and then marked ordered
- - switched off: Prescripta has switched this pharmacy off for your clinic
Which one is picked first: the pharmacy already on the order → the patient's usual pharmacy (from the saved medication) → the clinic default. Changing the pharmacy reloads that pharmacy's catalog, shipping lists and defaults, and refills the lines from the patient's lines for that pharmacy. The drop-down is greyed out once the order has been sent to or accepted by the pharmacy.
Pharmacies and their connections are set up by Prescripta; contact support to add or change one.
Copy from last order
A row **"Copy from last pharmacy order:" with up to three buttons, one per recent pharmacy order, each showing "MM/DD/YYYY · drug + drug." Hover to see every line. Click one to replace all the lines on the form with that order's lines (matched to the catalog when the names match). Shown only when the portal already holds this patient's pharmacy history (from the automatic history refresh or Verify last order**).
Prescription lines
Each line is a box titled Prescription 1, Prescription 2… with:
| Field | What to enter |
|---|---|
| Product | Pick from the pharmacy's catalog (", pick from the catalog, or type the drug below, "). Picking fills drug, strength, form, quantity and units, and keeps any directions, days' supply and refills you already typed. |
| Drug | The drug name. Typing here un-links the line from the catalog (a custom line). |
| Strength | e.g. "12 mg/0.5 mL" |
| Form | e.g. "Injection, vial" |
| Quantity | Two boxes: the amount and the units |
| Days' supply | 1 to 365. This drives the next reorder date under the prescription rule. |
| Refills | 0 to 11 |
| Directions (sig) | What the patient does, e.g. "Inject 50 units subcutaneously once weekly" |
- Remove (top right of a line), only when there is more than one line.
- + Add another prescription: adds a blank line.
- **+ drug (not due until MM/DD/YYYY)**: one button per saved line that has its own reorder date and is not due yet. Click to add it to this order anyway.
How the lines are filled when the form opens: a prescription already prepared on this order → else the patient's saved lines for this pharmacy that are due → else the membership type's default product at this pharmacy → else one blank line.
The catalog lists what can be ordered (drug, strength, vial, quantity). It has no prices. The catalog is kept by Prescripta per pharmacy.
Delivery
| Field | Choices | Notes |
|---|---|---|
| Ship to | The clinic / Patient's home | Under it, the address that will be used: the clinic's ship-to address, or "Practice address on file at pharmacy", or the patient's home address ("no home address on file" if blank). |
| Who pays | The clinic / The patient | |
| Shipping | Pharmacy default, or a shipping service from the pharmacy's list (with price when the pharmacy gives one) | If the list has not been loaded for this pharmacy, a number box appears instead ("pharmacy default"). |
| Handling (cold pack) | None, or a handling service from the list | Same as above. |
| Memo to pharmacy (optional) | Free text, up to 120 characters |
The starting values come from the pharmacy's setup (set by Prescripta).
Footer
Save as first name's medication for future reorders
A tick box, ticked by default. When ticked, the lines on this order become the patient's saved medication, used for every future reorder, the moment you Stage, Process, Fax or open the Rx PDF.
What it changes:
- Lines on this order are saved as they are on the form. A line that was already saved (same product) is updated and keeps its own reorder date.
- Saved lines that are not due yet stay saved. If the patient has a second line with its own reorder date that is later than your notice window (for example a 60-day line while you only reorder the 30-day line), it is left as it is, with its dates.
- A line that was due but you took off this order is dropped from the saved medication. The portal treats that as your choice.
Untick the box when this order is a one-time change and you do not want the saved medication touched at all.
Problems to fix
A list in the footer. The form checks:
- Date of birth is missing
- Patient needs a first and last name
- Patient's home address is missing, add it or ship to the clinic (only when Ship to = Patient's home)
- Add at least one prescription
- Prescription 2 has no drug (for each empty line when there are several)
When you save, the portal checks more and records anything wrong on the order as "to fix" items (the server's list), for example:
- Pharmacy is switched off for this clinic, contact support
- Pharmacy has no API connection yet, place this order by hand, then mark it Ordered
- No medication: set the patient's medication or a default product for "type" at pharmacy
- Refills must be 0-11
- The pharmacy's practice ID / location are not set
- Pharmacy requires the prescriber's NPI, first and last name on every order
- Patient shipping address is incomplete
- Already sent, waiting for the pharmacy / Already accepted by the pharmacy / Order has already been placed / Order is closed
Pharmacy setup items (practice, location, prescriber) are set by Prescripta; contact support.
Live order warning
Shown to people who can send, when the pharmacy is connected and switched on:
Live order. Process order sends this prescription to pharmacy for real, it is filled and shipped. Check the lines, ship-to and who pays before clicking; use Stage to save it for review instead.
If the pharmacy is switched off, people who can send see instead: "Pharmacy is switched off for this clinic, contact support. You can stage; processing is unavailable until it is back on."
The buttons
Every button below first saves (stages) the order exactly as it is on screen. So clicking Rx PDF or Preview also saves the order as Pending provider approval.
| Button | Who sees it | Greyed out when | What happens |
|---|---|---|---|
| Stage (or Re-stage when reviewing) | Stage a prescription… | working, no drug on any line, pharmacy options still loading | Saves the order. A fresh cycle moves to Pending Provider Approval and a "pending approval" alert is raised. Nothing is sent. Message: "Order saved for pharmacy, pending provider approval." or "… pending provider approval, 2 items to fix before it can be processed." For nurses this is the main (green) button. If no cycle is open yet, staging opens one first. |
| Process order | Send a staged prescription…, pharmacy connected | working; any problem in the list; pharmacy switched off | A confirm box: "Send this order to pharmacy now? This is your authorization of the prescription(s)." Then it saves, checks again, moves the order to Ready to Order (your authorization), and sends it. Message: "Sent to pharmacy. The order will show Ordered once the pharmacy accepts it." If the server still finds a problem: "Cannot process yet: …" |
| Mark as ordered (instead of Process, for a "by hand" pharmacy) | same | working; any problem | Confirm: "Mark this order as placed with pharmacy?" Then the order becomes Ordered with the note "Placed with pharmacy outside the portal." Use it after you have placed the order by phone, fax or the pharmacy's website. Message: "Marked as ordered with pharmacy." |
| Fax to pharmacy | Send a staged prescription…, the fax add-on, and a fax number for this pharmacy | working; no drug | Confirm: "Fax this prescription to pharmacy (number) now? Your signature on file is stamped on it, this is your authorization." Needs the prescriber's name, NPI and signature on file (and DEA number for a controlled substance), the patient's date of birth, and a working fax service. Message: "Faxing to pharmacy. The order shows Ordered once the fax service accepts it; delivery is checked hourly." Hover the button: if no signature is on file it says "Upload the prescriber signature in Settings → Pharmacies first." |
| Rx PDF | Stage a prescription…, when a drug is filled in | working | Saves, then downloads the prescription as a PDF ("rx-….pdf") to print and sign by hand, or to see what a fax would carry. |
| Preview | Send a staged prescription…, for an existing order, at a pharmacy connected through LifeFile (Stryker's ordering system) | working; any problem | Saves, then shows "Exactly what pharmacy will receive", the full electronic order, in a fold-out box. Nothing is sent. |
| Cancel | everyone | working | Closes the form without saving. |
Questions people ask
Q: I clicked Stage. Was anything sent to the pharmacy?
A: No. Stage only saves the prescription and puts it under Pending provider approval. Only Process order, Send selected, Fax to pharmacy or Mark as ordered send or record an order.
Q: I don't see the Process order button.
A: You do not have Send a staged prescription to the pharmacy. By default only owners and admins have it. Click Stage and an owner or admin will send it.
Q: Process order is greyed out.
A: Look at the problem list in the footer (for example a missing date of birth, or a missing home address when shipping to the patient). Fix it on the patient page or change Ship to, then try again. It is also greyed out when the pharmacy is switched off for your clinic.
Q: It says "Cannot process yet: … requires the prescriber's NPI…"
A: The pharmacy needs the prescriber on every order. Prescriber details are set up by Prescripta; contact support.
Q: It says "Provider authorization is required for this step."
A: You can send but you are missing Provider authorization of a reorder. Ask the owner to add it in Owner → Roles, or have an admin send it.
Q: The Pharmacy drop-down is missing.
A: Your clinic has only one pharmacy account. The form uses it automatically.
Q: The Fax to pharmacy button is not there.
A: It needs the fax add-on, the send permission, and a fax number for that pharmacy. Fax numbers and fax lines are set up by Prescripta.
Q: Why did opening the Rx PDF put the order in Pending provider approval?
A: Every action button saves the order as it is on screen first, so the PDF shows exactly what is saved.
Q: I changed the dose on the form. Will next month's reorder use the new dose?
A: Yes, if Save as … medication for future reorders was ticked. Untick it for a one-time change.
Q: The catalog does not have the exact product.
A: Type the drug, strength, form and quantity in the boxes yourself. It is saved as a custom line. Ask support to add the product to the pharmacy's catalog.
Q: Where are the prices?
A: The catalog has none on purpose. Your price depends on your pharmacy account.