Pharmacies

What it controls: where prescriptions are ordered, whether the portal prepares reorder prescriptions automatically, the default medication for each membership type, and the address for forwarding pharmacy shipping e-mails.

Click path: Admin → Settings → Pharmacies. The pill in the title bar shows how many pharmacies or accounts are set up.

Who:

• Set up by Prescripta (greyed out for clinic logins): which pharmacies, names, platform, contact notes, fax number, shipping e-mail format, connection, prescriber, order statuses, catalog. The blue box says: Set up by Prescripta. Which pharmacies you order from, their connections, prescribers, statuses and catalogs are configured by Prescripta support with each pharmacy. You can see them here; contact support (Account → Support) for any change. Auto-prepare and the default product per membership type stay yours.
• The clinic's (owner and admin, Change settings): Auto-prepare prescriptions, Reorders come due N days before, Default product per membership type, the Shipping e-mails forwarding address, and (with Set a patient's medication too) Seed medications from order history.

The intro line: Where prescriptions are ordered. Each pharmacy has its own connection, prescriber, default products and catalog. Staff pick the pharmacy when they order; a patient's saved medication remembers which one.

Save with Save pharmacy settings at the bottom of the card (it saves the whole page).

Auto-prepare prescriptions

A box at the top of the card with a bold tick box: Auto-prepare prescriptions. Off for a new clinic.

What it does when on: when a reorder comes due, the portal prepares (stages) the prescription by itself and puts it under Pending provider approval. It uses the patient's saved medication, or else the last order found at the pharmacy. It never sends. A provider reviews it and an authorized user sends it.

Which patients: only membership types with Auto-reorder ticked (Membership types & rules), and not patients where auto-reorder is switched off on their patient page.

Turning it on also ticks Auto-reorder for every type that has Reorders on. Untick the types you want to keep manual (Membership types & rules). Turning it off does not untick them; it just stops all automatic preparing.

The text under the tick box changes:

• On: When a reorder comes due (N days before the reorder date), the morning run stages the prescription itself and puts it under Pending provider approval, from the patient's saved medication, else the last order found at the pharmacy. It never sends; …
• Off: Off, nothing is prepared automatically; staff open each due reorder and stage it by hand. Turning this on also ticks Auto-reorder for every type that has reorders; untick the types you want to leave manual.

When it takes effect: after Save, on the next automatic check: the morning run, or any hourly check (the on-screen text mentions the morning run; hourly checks also prepare due reorders).

Prepared prescriptions show on the dashboard card Auto-prepared, pending approval and carry a small "auto" marker.

Reorders come due N days before the reorder date

Right under the tick box: Reorders come due [ N ] days before the reorder date, with the note - the reorder opens, shows as due and (with Auto-prepare on) is prepared that many days ahead. Same setting as "Reorder notice" under Schedules.

• Allowed: 1 to 30 days. A number outside that is pulled back into range as you type.
• This is the same setting as Schedules → Reorder notice.

Choosing a pharmacy

Pharmacy

A drop-down of your clinic's pharmacies and pharmacy accounts. Pick one to see and edit its card below. After each name you may see:

• (default): used when a patient or membership type names no pharmacy.
• - switched off: Prescripta has switched this pharmacy off for your clinic. Contact support.
• - by hand: this pharmacy has no electronic ordering. Staff place orders by phone, fax or the pharmacy's website and mark them Ordered.

Buttons next to the drop-down (Prescripta only)

• + Add pharmacy or account: opens a box with Pharmacy (from the directory) (a list of pharmacies Prescripta supports; ", another account" means your clinic already has one there; or - not in the directory (own catalog), ), Name staff see on buttons, and Add. A pharmacy that gives every prescriber a separate account (like Stryker on LifeFile) gets one entry per prescriber, named after them (for example "Stryker, Dr. Jones").
• Make default: makes the chosen pharmacy the default.
• Remove: removes the chosen pharmacy (only when there is more than one). It asks first: Remove {name} from this clinic's pharmacies? Patients whose medication points at it fall back to the default pharmacy. Orders already sent keep their history.

Plan note

A grey line explains your plan:

• One pharmacy is included in the base plan. The "Multiple pharmacies" add-on (Owner → Features) allows more, each with its own connection and catalog.
• or One pharmacy configured. … / N pharmacies. The default is used when a patient or membership type names none.

Two accounts at the same pharmacy (for two prescribers) count as one pharmacy for your plan.

Pharmacy details (set up by Prescripta)

A grey line under the platform says one of:

• This pharmacy is switched off for your clinic, contact support.
• No API, staging works; orders are placed by hand and marked Ordered.
• Electronic ordering is on as soon as the connection below works. Who may stage and who may send is set under Roles ("Stage a prescription" / "Send a staged prescription").

Connection (LifeFile pharmacies; set up by Prescripta)

A fold-out section Connection. For clinic logins it says: The pharmacy's API credentials are held securely and set up for you, they never appear in this screen. Contact support to change them.

Test connection & load pharmacy lists (Prescripta only): signs in to the pharmacy with the stored details and loads its lists of locations, shipping and handling services, and order statuses. Nothing is ordered. The message is Connected to {name}: N location(s), N shipping / N handling service(s), N statuses loaded. or {name} connection failed: ….

After a test, everyone with access to Settings sees a result box:

• Connected or Not connected, and - checked {date and time}.
• The pharmacy account it signed in to.
• API secret issued {date}, expires after 30 days; rotated automatically. The portal renews the pharmacy login on the 1st and 15th of each month by itself.
• Privileges: …: what the pharmacy allows this account to do.
• A red warning This API user cannot create orders (no orders.create privilege), ask the pharmacy to add it before sending. if the account cannot place orders.
• Any errors in red.

The connection fields (greyed for clinic logins):

Order statuses (set up by Prescripta)

A fold-out Order statuses, what {pharmacy}'s statuses mean, shown once the pharmacy's status list has been loaded by a connection test.

The pharmacy reports each order under one of its own statuses. The portal needs to know which mean finished and which mean cancelled:

The defaults come from the pharmacy's own list. For Stryker: new Order Received and fut Processing = Still open; pro Completed Order and rec Reconciled = Finished; del Canceled Order and unf Unfillable Order = Cancelled.

Prescriber on electronic orders (set up by Prescripta)

A fold-out Prescriber on electronic orders (required by LifeFile). A red pill not set, orders will be rejected shows when the NPI, first name or last name is missing.

• First name, Last name, NPI (10 digits): LifeFile rejects an order without them. Every order carries them.
• Faxed / printed prescriptions: practice block and signature on file (fold-out, ✓ when a signature is on file): Practice name on the Rx, Practice phone, Practice fax, and Prescriber signature (PNG, transparent background, ≤ 60 KB), stamped on faxed prescriptions, with Remove. A file over 60 KB is refused with Please use a PNG under 60 KB. The signature stays inside the portal and only appears on the prescription itself.
• Controlled-substance details (DEA, license, prescriber address) (fold-out): DEA, License state, License number, Phone, Email, Address, City, State, ZIP. Needed for controlled substances only. A controlled-substance fax also needs the DEA number.

Seed medications from {pharmacy} order history

A fold-out shown for LifeFile pharmacies to people with both Set a patient's medication and Change settings.

What it does: looks up every current patient with reorders on and no saved medication at this pharmacy (by last name and date of birth), takes their most recent order there, and saves it as their refill medication, matched to the catalog and marked "copied from pharmacy history". A medication already saved is never touched. Nothing is ordered.

How to use: click Seed medications from order history. It asks: Look up every patient without a saved medication at {pharmacy} and save their last order as their medication? Saved medications are never replaced. Click OK. You see Looking up patients at the pharmacy in the background, this takes a few minutes for the whole clinic. Progress appears here as it runs. Needs a working pharmacy connection and a recent sign-in.

Progress box:

• Running… (with a Refresh button), Paused at the time limit, or Last run finished, with start and finish times.
• Counts: N patients without a medication · N checked · N seeded · N no order found · N order found but no catalog match · N missing DOB/last name · N lookup errors.
• When some were seeded: Review them: Members → "Medication copied from pharmacy history" (a link).

If it paused at the time limit, the button reads Continue seeding, and a Start over button appears.

The page re-reads the progress by itself about 20 seconds, 1 minute and 2½ minutes after you start. Reload the page for the latest numbers after that.

Note: since 10/22/2026 the portal also refreshes every current patient's pharmacy history automatically (started by the morning run, finished by the hourly checks), and a patient with no saved medication gets one from that history. This button is for doing it all at once now.

Default product per membership type (the clinic's own)

A fold-out Default product per membership type. Used when a patient has no medication of their own. A patient's own medication (set on the patient page) always wins. Only types with reorders turned on are listed.

Each pharmacy has its own list of defaults. Choose the pharmacy at the top first.

Who: owner and admin (Change settings). This part stays editable for clinic logins.

When it takes effect: after Save, the next time a reorder is prepared (by hand or automatically) for a patient with no saved medication.

Catalog: what we can order from {pharmacy}

A fold-out showing (N orderable · N total).

• For a pharmacy linked to the directory: Kept by Prescripta in the pharmacy directory, the same list for every clinic that orders from {pharmacy}, so it stays current without anyone here editing it. No prices are kept (they differ by pharmacy and account). Ask support if a product is missing.
• For Stryker without a directory link: Seeded from Stryker's product list. Prices are not kept here … Lyophilized items are bulk-only and are not offered for individual patients. …
• For other pharmacies: Add the products this pharmacy can fill. Items marked "Bulk only" are hidden from patient ordering.

For clinic logins the only button is Show the list / Hide the list. The list has these columns:

Prescripta also sees Edit catalog, + Add product, Upload a product list (xlsx / csv / pdf) and, for Stryker, Load Stryker sheet (which asks before replacing the catalog with the built-in Stryker list and losing edits).

Upload a product list (Prescripta only) replaces the whole catalog from an Excel, CSV or PDF file. It finds the header row, matches columns by their headings (each can be re-pointed by hand; Product (full description) is required), shows a preview of the first 8 products, warns how many current products would be removed, and asks to confirm with a summary. Prices in the file are ignored. A product already in the catalog with the same description keeps its LifeFile ID and directions. Patients whose saved medication points at a removed product keep it, but it no longer appears in the order form. The new catalog is saved when Save pharmacy settings is clicked.

Shipping e-mails (forwarding address)

Shown when your plan includes pharmacy ordering and shipping e-mail forwarding is available.

What it is: some pharmacies e-mail the patient when an order ships (and copy the clinic). Set up a rule in the clinic's mailbox that forwards those messages to the address shown here. The portal reads the tracking number, finds the patient by the e-mail address the pharmacy wrote to, and marks their order Shipped.

Important: forward as attachment, so the original "To:" line survives. Pick the e-mail format on each pharmacy card (Shipping e-mails from this pharmacy, set up by Prescripta).

• Forward shipping e-mails to: the address, in a read-only box. Click it to select it.
• If there is none yet: No forwarding address yet.
• Create forwarding address / New forwarding address (owner/admin, Change settings, needs a recent sign-in). A new address asks first: Create a new forwarding address? The old one stops working and the mailbox rule must be updated. The new address is shown as Forwarding address: ship-…@…. The change is immediate; no Save needed.
• When some e-mails could not be matched: N shipping e-mails need a look, see Pharmacy → Shipping.

Below the card (with pharmacy ordering on) is also: Orders found at the pharmacy and shipping e-mails that need a look are on the Pharmacy page (Found at the pharmacy / Shipping tabs).

Questions people ask

Q: Can our clinic add a pharmacy or change its connection?

A: No. Pharmacies (which ones, connection, practice and location, prescriber, order statuses, catalog) are set up by Prescripta, because they are arranged with the pharmacy and a wrong change stops ordering. Contact support through Account → Support.

Q: What can our clinic change here?

A: Auto-prepare prescriptions, the Reorders come due N days before number, the Default product per membership type, the shipping e-mail forwarding address, and Seed medications from order history.

Q: Turning on Auto-prepare, will it send prescriptions to the pharmacy?

A: Never. It only prepares them under Pending provider approval. A provider reviews, and someone with Send a staged prescription to the pharmacy sends.

Q: I turned on Auto-prepare and now every type has Auto-reorder ticked.

A: That is by design. Untick Auto-reorder under Membership types & rules for types you want to keep manual, then Save.

Q: The Auto-prepare number said "4 days" and I couldn't change it.

A: It is now a box right under the tick box (Reorders come due N days before the reorder date). It is the same as Schedules → Reorder notice.

Q: We have a second prescriber. How is that set up at Stryker?

A: LifeFile (Stryker's ordering system) gives each prescriber their own account. Prescripta adds a second Stryker account to your clinic, named after the prescriber (for example "Stryker, Dr. Jones"). Staff pick it on the order form. Both use the same catalog and count as one pharmacy for your plan.

Q: The prescriber section says "not set, orders will be rejected".

A: The prescriber's NPI, first or last name is missing. Contact support to have it added; LifeFile refuses orders without it.

Q: What do the pharmacy status codes mean (e.g. "pro")?

A: They are the pharmacy's own codes. For Stryker: new Order Received · fut Processing · pro Completed Order · del Canceled Order · rec Reconciled · unf Unfillable Order. If you see a bare code elsewhere, the pharmacy's status list has not been loaded yet; ask support to run a connection test.

Q: Why are there no prices in the catalog?

A: A clinic's price depends on its pharmacy and its account, so the catalog only lists what can be ordered.

Q: A product is missing from the catalog.

A: Contact support. Prescripta keeps one master catalog per pharmacy for every clinic that orders from it.

Q: A patient's reorder used the wrong product.

A: The patient's own saved medication (patient page) always wins. If they have none, the Default product per membership type for that pharmacy is used. Set the patient's medication, or fix the default product here.

Q: The default product table doesn't list one of our types.

A: Only types with Reorders on are listed. Turn on Reorders for that type first.

Q: Seeding says "order found but no catalog match".

A: The patient's last order at the pharmacy is a product that isn't in the catalog (or is turned off), so it could not be saved as their medication. Set their medication by hand, or ask support to add the product.

Q: Seeding stopped with "Paused at the time limit".

A: Click Continue seeding. It picks up where it stopped.

Q: Shipping e-mails aren't updating orders.

A: Check that (1) the mailbox rule forwards as attachment to the exact address shown, (2) the pharmacy's Shipping e-mails from this pharmacy format is set (ask support), and (3) the patient's e-mail in the portal matches the one the pharmacy wrote to. Unmatched e-mails are listed on Pharmacy → Shipping.

Q: I made a new forwarding address and now nothing arrives.

A: The old address stopped working the moment you made the new one. Update the clinic mailbox rule to the new address.

Q: I don't see the Test connection button.

A: Only Prescripta can test the pharmacy connection. Contact support if you think the connection is broken.