RxOne ePrescribing /eScript manual

Imported from ePrescribing Manual (08/04/2021)

Contents

Receive Script Barcode From Patient And Create Basket at Point-of-Sale

There is a button on the Sales screen called ‘Receive Script’. This is for staff members to place script orders from your walk-in patients. Please note this step is optional, scanning the barcode directly into the dispense system will also download the barcode.

This will open the ‘Add Script to Queue’ screen.

ePes Status

The green colour means the Prescription Delivery Service is online and downloading the script will work. If this is red it means either the Prescription Delivery Service is temporarily offline or your Medisecure adapter is not working or your internet is down. You cannot scan any new escript barcode from any customer while the ePes system is offline. You will need to try again later or contact RxOne technical support.

Add Scripts with Barcode

Select ‘Add eScript’ button will open a screen for you to scan the barcode. This can be barcode from own repeat, outside repeat, new eScript, both paper and paperless scripts.

Continue scanning barcodes until you have finished adding all the barcodes. Click ‘Cancel’ to exit the ‘Add eScript’ screen once scanning is finished.

Add Scripts without Barcode

For paper scripts without a barcode, use the button ‘Add Paper Rx with No Barcode’.

The added scripts are displayed on the screen.

If the barcode is already added to a basket the program will not let you add the same barcode twice.

Please note: You are not allowed to scan scripts from different patients into the same basket. A basket will need to be created for each patient.

Search own repeat without barcode

Existing repeats can also be added to the same basket by clicking the ‘Add Repeat Rx’ button, this will give you a list of repeat available for the patient which you can select them to add to the basket.

Priority – You can set the priority of the basket if necessary, the default is ‘Normal’.

Script Type – You can set the type of basket. The default is ‘Standard Script’.

Comment – Any additional comments can be added in the comment section, this message will get passed to the dispensary staff with the basket.

Print Basket details

After the basket is created, two tickets will be printed automatically from the POS docket machine.

One is for patient to take away, one is for the staff to hand to the pharmacist.

You can switch off the printings from the Point of Sale ‘Options’ menu if you do not wish to use them.

Dispense a script

A script can be dispensed using the basket created from Point-of-Sale or by scanning the barcode directly into the dispense program.

ePes Status on Dispense screen

The Dispense program displays the ePes status. If the status is green it means ePes is active. If the ePes is red that means the ePes service is temporarily offline.

Dispense script using the basket

All generated baskets appear in the dispense program on the ‘Dispensing Requests Waiting’ tab.

This tab turns yellow when there are scripts in the queue.

Script status – There are different statuses for a script

• To be dispensed – This means the script is available to be dispensed.

• Being dispensed – This means the script is being dispensed on another machine, so different staff members do not dispense the same script. A warning will come up if you attempt to do so.

• Awaiting sign off – This means the script has been dispensed and is awaiting pharmacist sign off.

Dispense Selected eScript basket

To dispense a basket, highlight the script item on the screen and click ‘Dispense Selected eScript basket’. This will dispense all scripts in the same basket.

View Script Details – This shows you the prescribed detail prior to dispensing. Information will show on a web browser.

Assign New Basket – Use this button to group the selected scripts together and generate a new basket number so scripts will be processed together. Note. You cannot group different people’s scripts into the same basket.

Remove Selected Scripts – This is to remove the basket from the screen if the patient no longer needs the script.

Sign off selected scripts – All finished scripts have the status ‘Awaiting Sign Off’. To sign off, highlight the script and click ‘Sign off selected scripts’ to open the sign off screen.

Dispense script without using the basket

Scan the eScript barcode directly into the dispense screen. You will be taken to the patient history screen, click ‘Dispense Basket’ to proceed with the dispensing.

Note: the button will always say ‘Dispense Basket’ for both scripts added using the basket system and those that are directly scanned into the Dispense program.

Add item to the basket from Patient History screen

You can also add more repeats from the patient history screen to the same basket you are currently dispensing.

To do so highlight the script from the history screen and select ‘Add Repeat’, then select ‘Dispense Basket’ to continue dispensing the basket.

Scripts already in the basket will have an ‘O’ (stands for ‘online’) next to it, so you know this script is already in the basket. A warning will show if you tries to add the script to the basket if it is already in a basket.

Checking the script against the doctor’s prescribed details using Dr Info tab

The original prescribed details can be found under the ‘Dr Info’ > ‘Original Script’ tab while dispensing. This will help you double check what is being dispensed with what was prescribed. Use the scroll bar to scroll down and see more prescribed details.

Checking scripts against the previous pharmacy dispensed details

For a repeat prescription the previous repeat detail from the previous pharmacy is displayed under the ‘Dr Info’ tab ‘Last Dispensing’ tab. This allows you to check what was dispensed by the last pharmacy.

View Doctor’s note/annotation

During the dispensing you may notice the ‘Options’ tab turns yellow. This means there is an annotation to be viewed. Double click into the Doctor’s Note highlighted in yellow to see the message.

Add an annotation to a script

The dispenser may also want to add their annotation to the script during or after the dispensing. This ‘Annotation’ refers to ‘Medical annotation’. This is clinical information related to this script.

Please note: the annotation entered by the dispenser will be sent with the eScript and will be seen by the next dispensing pharmacy.

To add the annotation during dispensing, use the ‘Edit’ menu and select ‘Add Annotation Note’, alternatively you can add the annotation after the script is finished using the ‘Print Duplicate’ screen by selecting ‘Add Annotation’.

An annotation added by the dispenser appears on the audit log under ‘Annotation’. Double click will show the content of the annotation.

Add a non-clinical note to script

The ‘non-clinical note’ is an internal pharmacy note. This information is not sent with the eScript transmission. Non-clinical notes can be entered the same way you enter annotations, using the ‘Add non-clinical note’ option.

Brand substitution allowed / not allowed

A doctor may indicate if brand substitution is allowed or not allowed. This will be reflected on your screen during the dispensing process.

Electronic Address for the Script

Every eScript has an ‘electronic address’ attached to it. This is either the patient’s email address or the mobile number the prescriber used to send the original script to the patient.

This electronic address is reflected on the RxOne dispense screen under the ‘Options’ tab.

If the script was emailed to the patient, the ‘Contact Method’ will show as ‘Email’.

The patient’s email address will show under ‘Email To Use’.

If the script was texted to the patient, the ‘Contact Method’ will be ‘SMS’ with the mobile number showing under ‘Mobile To Use’.

Please note: the electronic address of the script may be different to the one in the patient’s profile as a patient may nominate the script to be sent to a different email / mobile number.

Override the default electronic address

You can override the electronic address specified by the doctor by selecting a different contact method and selecting a different email or mobile number.

If the email address or the mobile number is not listed please select ‘Patient Details’, navigate to ‘Patient Additional Info’ and enter the new contact with the mobile number or the email address. Click ‘EXIT’ on the same screen to save the changes before returning to the script screen to finish.

It is a good idea to ask shop staff to confirm with patient their preferred communication when receive scripts from the patients.

The electronic address controls how and where the repeat token will be sent to the patient. So please ensure you double check the electronic address before finishing the script.

If there is no electronic address specified by both doctor and the dispenser, then the contact method of ‘Paper Token’ will be used. This means the repeat token will be printed on a piece of paper using Evidence of Prescription (see below for details). Use ‘Paper Token’ contact method for patient who wishes to carry their repeat token using paper instead of email or SMS.

Evidence of Prescription

Print the Evidence of Prescription

The patient may request the pharmacy provides an ‘Evidence of Prescription’ be printed.

To do so you will need to leave the contact method as ‘Paper Token’.

Evidence of Prescription can be re-printed using the ‘Print Duplicate’ screen.

Please note: Evidence of Prescription only prints when the script has repeats left or the script is a deferred script. An ‘Evidence of Prescription’ printout is only a proof of prescription; it is not to be treated as a legal script.

Sample of an Evidence of Prescription printout

Repeat token is only issued after script has been signed off

Please note, for paperless script repeat token will only get sent to the patient once the script has been sign off.

Any paperless script not yet signed off will have a (V) next to the script number, and the sign off column will be blank. As soon as the sign off is finished, the (V) will disappears and repeat token will be automatically sent to your patient via their preferred contact method.

Resend Repeat Token via Email or SMS (via Medisecure)

A Patient may request you to email or text them the repeat token again because the patient has lost the barcode.

To email the Evidence of Dispensing, highlight the script and right click to bring up the ‘Print Duplicate’ screen and select ‘Resend eScript Token’. The token will be resent to patient in the form of a URL using their preferred contact method.

Resend Repeat Token via Send Evidence Of Prescription (via RxOne)

The repeat token will be delivered to patient via their preferred contact method. However, the RxOne standard text message charge will apply. Email contact method will not incur any charge.

Please note, you cannot resend the repeat token to patient until the script has been signed off. This is because the transmission to Medisecure only happens after the sign off is done. Resending the repeat token prior to sign off means patient will receive the token however the URL link will display ‘Prescription information is not available’.

You will also get a warning by RxOne when this happens.

Dispensing a S8 eScript

The process for dispensing an S8 script is the same as a S4 script with additional check on patient DOB and repeat interval.

Checking the patient’s date of birth

When downloading a S8 eScript, the program compares the DOB of the patient stored in the doctor’s record to the DOB stored in the RxOne patient profile.

If the two DOB are different, you will get a message on the screen asking you to please check the DOB again.

Correcting the DOB on the s8 details screen will update the DOB on the patient profile automatically.

Checking the minimum repeat interval

If the doctor has specified a minimum repeat interval for an s8 drug this will be populated on the S8 detail screen automatically. This is also specified on the Dr Info tab.

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Sign off script

Staff Group

Please note only staff members who have either ‘Pharmacist’ or ‘Pharmacist Manager’ can do the final checking and sign scripts off. Please go to ‘Modify Staff’ and make sure all pharmacists have at least one of the 2 staff groups set correctly.

Sign off screen

To sign off a script, right click on the script and select ‘Show Sign Off Screen’ or use keyboard F6.

You will be asked to enter the sign off pharmacist’s ID.

You can also use the sign off button on the basket with state ‘Awaiting sign off’.

The sign off screen contains 3 columns. The first column from the left is the script dispensed in RxOne

The second column is the original prescribed information

The third column is the previous script dispensed (whether that is from your own pharmacy or from a different pharmacy).

Use the screen to double check the accuracy of the dispensed script and use the scroll bar to scroll down and see additional details if needed.

The sign off pharmacist may want to enter some comments on the sign off screen, this can be done using the section ‘Annotation for sign off pharmacist’. This will be saved under the script audit together with other annotations.

Accept the sign off

When a pharmacist is ready to sign off, click the button ‘Sign off script’. The screen will disappear automatically, and the ID of the pharmacist used to login to the sign off screen will be recorded as the sign off pharmacist.

Reject the sign off

Click ‘Reject as error’ if you do not wish to accept the sign off. You will need to select one of the 3 following reasons on the next screen as to why the script is to be rejected

• Script returned to dispensary i.e. dispenser made an error (enter the reason if you can).

• Clinical Intervention required i.e. clinical interaction and doctor contact is required (reason must be provided).

• Sign off later (if you wish to sign this off at later stage).

After the sign off is done, the repeat token will be sent to patient immediately via their preferred contact method.

Sign Off Status

Dispense program displays the Sign Off column showing you the sign off status on the daily script log.

Accepted – Pharmacist who accepted the sign off their name will show on the sign off column.

Accepted automatically by checking pharmacist of the day – (A) will show on the sign off column to indicate the sign off was set using the checking pharmacist of the day automatically. This only applies to paper script not paperless script.

Rejected due to clinical intervention required – (CI) will show on the sign off column.

Rejected due to redo required – (RD) will show on the sign off column.

Blank - Scripts have not been signed off will show blank on the sign off column.

P- This means the script is a paper script.

Auto Sign Off Pharmacist (for paper script only)

There is an option in RxOne Dispense Option called ‘Auto set sign off pharmacist to charge pharmacist for paper script’. This means you can nominate a pharmacist to be the sign off pharmacist for today’s script, and all paper script will have that pharmacist name as the sign off pharmacist. This gets reset every morning when RxOne is opened.

Sign off pharmacist can be changed during the day using the ‘Set Checking Pharmacist’ option in dispense.

Please note this is only ideal for pharmacies where there is only one pharmacist at one time, and please note this is for paper script only. Paperless script still requires manual sign off using the sign off screen.

Reconcile Owing script with eScript barcode

Occasionally the doctor may need to do an owing script over the phone, and he/she will provide you the barcode a few days later. To reconcile the owing script with the eScript barcode go to the Script screen and select ‘File’ > ‘Add eScript Barcode’ and scan in the original script barcode and click ‘OK’.

The escript will be downloaded from the Prescription Delivery Service and the barcode will be attached to the owing script. ‘Rx Owing’ checkbox will be automatically unticked after the script has been reconciled.

The word ‘Reconcilled’ will be created in the script audit log.

eScript PBS online claiming

All paperless eScripts require a valid staff member HPI-I in order to be paid by PBS. Therefore please make sure all pharmacists have their APHRA number and HPI-I correctly entered in the ‘Staff Utilities’ > ‘Modify Staff’ section.

If a script was dispensed by a technician who does not have an HPI-I this means the script will not be claimed until the script has been signed off by a pharmacist with an HPI-I.