The Pharmacy page

Where: the Pharmacy link in the top menu. Who: people with Stage a prescription for the pharmacy (prepare, not send) (owner, admin, provider, nurse by default), when the plan includes the pharmacy feature. Anyone else is sent back to the dashboard.

The top of the page

• Title: "Pharmacy, pharmacy name" when the clinic has one pharmacy, or just "Pharmacy" when it has several. On the right: "as of MM/DD/YYYY" (today in the clinic's time).
• Red banner for each connected pharmacy that Prescripta has switched off: "Pharmacy is switched off for this clinic, contact support. You can still stage prescriptions for it; sending is blocked until it is back on."
• Number boxes:

• Tabs: Due for reorder (N), Awaiting approval (N), Sent (N), Shipping, Found at the pharmacy. If the Due tab is empty but Awaiting approval has rows, the page opens on Awaiting approval.

The first three tabs share:

• a Search by name box (with Clear) that filters the rows shown,
• a table: Patient (link to the patient page), Membership, Reorder date (date plus a pill: Overdue, Due today or Due soon), Medication, Pharmacy (only with several pharmacies), Status (or Pharmacy status on Sent), and buttons,
• Open on every row, which opens the reorder pane right under the row (the same pane as on the dashboard: medication, pharmacy history, the open order and the Order / Open order button). Close folds it.
• "Nothing here." when the tab is empty.

The Medication column shows the prepared lines when there are any, else the saved medication (or the type default), else a red not set pill. "· from pharmacy history" means the medication was copied from the patient's last pharmacy order by the portal.

Only patients with an Active membership on a type that has reorders, who are not archived, appear on these three tabs.

Tab: Due for reorder

What it is: patients whose reorder date is inside the notice window (or already past) and who have no prescription prepared yet.

Text on screen: "Patients whose medication reorder is due within the notice window (or overdue) and has no prescription prepared yet. Preparing one fills in and validates the prescription from each patient's medication (or the type default) and puts it in Awaiting approval, nothing is sent. Types with auto-reorder on (Settings → Membership types) are prepared here automatically by the morning run."

• Status column: the open cycle's status (for example "upcoming reorder") or "no cycle yet" (the date is in the window but the next check has not opened the cycle yet).
• Stage for (only with several pharmacies): each patient's usual pharmacy (saved medication → type default → clinic default), or one named pharmacy for every ticked row.
• Tick boxes on each row, and one in the header to tick every row shown.
• Prepare selected (N) in the bar at the bottom ("N selected"). For each ticked patient the portal builds the prescription from their saved medication (or the type default), checks it, and moves it to Awaiting approval. One failure never stops the others. Message: "5 prescriptions now pending provider approval (1 need attention before sending)." and, if any failed, "N could not be prepared: …". The page then switches to Awaiting approval.

Tab: Awaiting approval

What it is: prescriptions that are prepared and saved, pending provider approval. Nothing has been sent.

Text: "Prescriptions pending provider approval. Review, then select the ones to send. Each send is logged as your authorization." (people who cannot send see "An owner or admin reviews and sends these."). "Rows marked auto were prepared by the auto-reorder sweep and have not been looked at by anyone yet, open the row to review; any edit clears the mark."

• Status column: green Ready to send or red Needs attention (N). Hover the red pill to read the problems. A blue auto pill means Auto-prepare made it.
• Show only auto-prepared awaiting review (N): a tick box that filters to auto rows. Shown only when there are some.
• Tick boxes: only rows that are Ready to send can be ticked. The header box ticks every ready row shown.
• Send selected (N): needs Send a staged prescription…. A confirm box: "Send 4 prescriptions to pharmacy now? This is your authorization of these refills." Each order is checked again, moved to Ready to Order and sent. Message: "Sent 4. Orders show Ordered once the pharmacy accepts them." plus any that were not sent with the reason. The page switches to Sent. People without the permission see "Only an owner or admin can send."
• ✕ on a row (needs Stage a prescription…), deletes the prepared prescription; the reorder stays open (see "Ending an order early").
• Open: to review or change the prescription, click Open, then Open order in the pane to get the order form.

Note: Send selected works only for pharmacies with an electronic connection. For a "by hand" pharmacy, open the row → Open order → Mark as ordered.

Tab: Sent

What it is: orders that were sent to the pharmacy. Text: "Sent to the pharmacy. Status updates hourly; accepted orders are marked Ordered automatically."

The Pharmacy status pill reads, for example, submitted, accepted #123456 · Completed Order, rejected or error:

• submitted (blue), sent, waiting for the pharmacy's answer. Usually a minute or less.
• accepted (green), the pharmacy took it; the order is Ordered. The number after # is the pharmacy's order number. The words after "·" are the pharmacy's own status, checked every hour.
• rejected / error (red), the pharmacy said no, or the request failed. Open the row to read the message. Fix the problem, Re-stage, then Process order again.

A patient stays on Sent while their order is with the pharmacy. After the order is marked Delivered, the row leaves Sent 7 days later by itself. Anyone who can change order status (or approve orders, like a provider) can take a row off sooner with Remove on that row, a box asks "Remove (name) from the Sent list? The order stays exactly as it is on the patient." Remove only hides the row; the order, its history and tracking do not change. Orders sent by fax are not listed on this tab; they show a Faxed to pharmacy chip on the dashboard and the patient page.

Auto-prepare

Where: Admin → Settings → Pharmacies → Auto-prepare prescriptions (tick box). Needs Change settings. This setting belongs to the clinic (it is not set up by Prescripta).

What it does: when a reorder comes due (the notice-window number of days before the reorder date), the morning run, and any hourly check after it, prepares the prescription by itself and puts it under Pending provider approval with an auto marker. It never sends.

• Turning it on also ticks Auto-reorder for every membership type that has reorders (Admin → Settings → Membership types, Auto-reorder column). Untick the types you want to leave manual.
• Per patient: Patient page → Medication order → "Auto-reorder: on/off" with Turn off for this patient / Turn on for this patient, and Follow type setting to go back to the type's choice. Needs Stage a prescription….
• It only prepares a cycle that is actually due, and only if nobody has already prepared or sent it.
• Where the prescription comes from: the patient's saved medication → the type's default product at that pharmacy → the patient's last placed order in the portal → the pharmacy's own history of this patient. When it has to copy from an order, the copy is saved as the patient's medication (marked from pharmacy history). A saved medication is never replaced.
• If none of those exist, nothing is prepared. The patient stays on Due for reorder with a yellow Auto-prepare: no Rx to copy pill. Hover it for: "No medication saved, no previous order in the portal and none found at pharmacy, set the patient's medication, then it prepares itself."
• Any edit by a person (Re-stage with changes, a different pharmacy) removes the auto marker.

Questions people ask (Pharmacy page)

Q: I don't see the Pharmacy link.

A: You need Stage a prescription for the pharmacy (prepare, not send), and your plan must include the pharmacy feature. Ask your owner, or check your plan on prescripta.com.

Q: A patient is overdue but not on Due for reorder.

A: Due for reorder only lists patients with no prescription prepared. Look on Awaiting approval or Sent. Also check the membership is Active, the type has reorders on, and the patient is not archived.

Q: The row shows "no cycle yet".

A: The reorder date is inside the window but the next check has not opened the cycle yet. It opens at the next hourly check. You can also prepare it now with Prepare selected.

Q: Why can't I tick a row on Awaiting approval?

A: It has problems to fix (red Needs attention). Hover the pill to read them, open the row and fix them.

Q: What does the blue "auto" pill mean?

A: Auto-prepare made this prescription and nobody has edited it yet. Open it and review it before sending.

Q: I clicked Send selected and it says some were "not sent".

A: Each order is checked again at send time. The reason is shown, for example a missing date of birth or "has no API connection yet" for a by-hand pharmacy.

Q: The order says "accepted" but the order status still says Ready to Order.

A: It should change to Ordered within a minute. Refresh the page. If it stays, contact support.

Q: The pharmacy rejected the order. What now?

A: Open the row, read the message, fix the cause (often patient details or the prescription), click Re-stage, then Process order again.

Q: Auto-prepare made an order with the wrong medicine.

A: It copied the saved medication or the last order. Open the row → Open order, fix the lines, keep Save as … medication ticked so next time is right, and Re-stage. Or delete it with ✕.

Q: I turned on Auto-prepare. When does it start?

A: At the next hourly check or the next morning run, for reorders that are already due.

Q: Nurses see the Found at the pharmacy tab empty.

A: That list needs View settings, which nurses do not have by default. The owner can add it in Owner → Roles.