Dispensing eScripts
- Colin.Campbell
[Adapted from RxOne help - August 2021]
Overview
All pharmacies on RxOne have the HIE adapter installed and can scan eScripts. The HIE adapter facilitated the registration of patients for LTC (to the EAR system).
The Medical Practice needs to have eScripts installed and should contact their software provider to organise this. Once a prescriber is running eScripts, paper prescriptions will come in the door with the patient as usual. The patient can still choose their pharmacy. ie. Doctors cannot establish a relationship with a single pharmacy. Patients still have the choice as to which pharmacy they use.
To dispense an ePrescription, scan (or type in the numbers) the barcode. The data will populate each field as you go. Pharmacists must check the details and change if required as they dispense the prescription.
When you are finished dispensing the script, the details will be sent back to the doctor along with any extra details the pharmacist wants to send. Any extra details to the doctor can be added while dispensing on the new script screen "Tab eScript => eNote to Doctor" field". This is to pass an additional message onto the doctor that is relevant to that drug.
eScripts doesn't fix a doctor’s mistakes, however it does allow the doctor to easily and quickly correct mistakes in his file. So the next prescription issued by the doctor should contain correct details.
The information is held secure so no one else has access to it.
For more information about the HIE Adapter and troubleshooting see:
HIE Status / LTC Registrations
Processing eScripts in more detail
To dispense an ePrescription:
Select ‘New Script’ then scan the barcode (or type in the numbers) into the ‘Patient Search’ box.
The message ‘Getting eScript information’ will pop up.
Once the information has been obtained. Existing Patient details will display, or the patient screen will load the details for the new patients.
Check and correct patient details if necessary, then click on ‘Script’ as normal to dispense.
All details provided by the doctor will be filled in (doctor name,drug, instructions and quantity).
Confirm the details and correct if necessary. You can add in any extra information. Select ‘Finish’ to finish the script. If there are one drug on the e-script, it will then load the information for the next drug on the script.
You can press F12 on your keyboard to show matching drugs. E.g. if the brand prescribed by the doctor is not the brand that’s funded. Press F12 and RxOne will show you all matching drugs.
Any extra notes from the doctor (e.g. endorsement) will displayed at the bottom of the screen under eNote from doctor (orange colour).
If the drug card does not have a generic name and it finds a match, it will display the Trade Name.
Set eScript barcode option - use this if the eScript barcode doesn't scan properly. After finishing the script or before finishing the script, click on File, Edit and click on set eScript barcode, this will then send the script info to the doctor.
If any drugs on the e-script are not required by the patient at the time of dispensing (e.g. the patient only wants 3 out of the 5 drugs prescribed) but they want it to be put on hold then put those scripts on hold as usual when they come up on the screen by ticking ‘Held’ on status panel. This will sent a pending status to the eScript portal. When it gets dispensed (unheld), that flag will clear.
If a patient does not want a drug on the eScript and they do not want you to put those items on hold: Then click on ‘Cancel’ on the script with that drug. This will send a flag to the eScript portal to say that item is still ‘active’ i.e. it has not been dispensed and not on hold (pending).
You’ll still need to annotate the paper prescription as usual.
Once the script is finished, any changed details will be sent back to the doctor so they can update their records.
Legal Considerations
Note that if the original prescription has been created using an approved electronic system (i.e. NZePS) and includes a barcode generated by that system and the prescribers usual signature, then the faxed copy may be accepted for claiming purposes providing that the barcode is scanned (or the number entered manually if required) to ensure that the prescription is protected from unauthorised alteration or multiple use.
Practically, this means that if the eScript is successfully scanned and downloaded from the script broker at the time that it is dispensed, then you do not need to obtain the original prescription from the prescriber. Please note that as of December 2017, this only applies to non-controlled drug prescriptions.
For further information, please see the Pharmacy Procedures Manual. As of December 2017 the current version is v7.1, available here:
FAQs
How do notifications of scripts get routed to GP's for telephone scripts?
If the doctor has an HFI and a HPI assigned to them then the first time an eScript is scanned for that doctor it will be sent to him/her then from there on any phoned script for that doctor is sent.
When you do a phone or eScript with a Doctor and their HFI is not in the system (or accidentally deleted), it will be loaded again once you do an eScript from that doctor.
Troubleshooting -
'Set eScript barcode’ option – use this if the eScript barcode doesn’t scan properly. After finishing the script or before finishing the script, click on File, click on Set eScript barcode, this will then send the script info to the doctor.
Also any eScript that the barcode didn't scan correctly, go to the patient where this happened and then go to 'Print Duplicate' and select 'Send eScript to HealthSoft'
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From the Health IT Board (Oct 2011)
New Zealand ePrescription Service (NZePS)
Sector update
25 July 2011
NZePS background
Electronic prescriptions have long been identified as a goal to improve efficiency and safety in the health system. Previously part of the ePharmacy Action Zone in the Health Information Strategy for New Zealand, this is now a priority in the National Health IT Plan.
Over the past few years, progress has focused on developing the standards necessary to enable the smooth transfer of medicines information between GP and pharmacy systems. One example of this is the New Zealand Universal List of Medicines (NZULM), approved by the Health Information Standards Organisation (HISO), which had its first general release in July 2011.
The IT Health Board has commissioned a trial of the New Zealand ePrescription Service (NZePS) as a first step towards national roll-out. Key stakeholders from across the health and disability sector agreed there would be clear benefits from the NZePS, and confirmed their support for the service.
The NZePS:
allows a script to be electronically sent by a prescriber’s system to a ‘transaction broker’;
provides the patient with a signed, barcoded paper prescription script (which meets the requirements of current legislation);
allows a pharmacist to electronically download a prescription from the ‘transaction broker’, populate their system with the details, verify the request and dispense against it (typically
when the patient presents with the paper script);
sends status updates to the prescriber, if requested, when the prescription is picked up;
sends the prescribing and dispensing transactions to a regional clinical data repository as appropriate;
allows pharmacy-generated prescriptions to be electronically sent to a prescriber’s system, where this is required;
allows a prescriber to cancel a prescription
ePS project forms part of an umbrella programme known as the National eMedicines Programme. Patients First has been contracted by the IT Health Board to run the NZePS project.
The NZePS broker operational database is required to only store prescriptions for 12 months, after which time they can be archived away. Work is being undertaking on NZePS to archive prescriptions in line with the requirement to optimize the system for performance and durability. Prior to this all prescriptions have remained accessible via the NZePS APIs and endpoints. NB: The Data Feeder Service (DFS) is unaffected by this activity.
What currently happens?
Currently when a prescription that was created more than 12 months ago is requested via an HIE103 (request for view) message, the actual prescription will be returned regardless of creation date.
What will happen after the archival process is commenced?
Any prescription created more than 12 months ago that is requested via an HIE103 message will now return a BUS002 Error (indicating that the prescription does not exist ). Any other requests will continue to return the BUS004 error (expired prescription) for this prescription. The only exception is the HIE011 (Unlock) message type which will continue to return a BUS003 (not locked) error message as it did before.
No systems should in theory be requesting prescriptions over 12 months old
More information
For further information about the NZePS community trial, please contact André Bredenkamp, project manager, email Andre.Bredenkamp@gpnz.org.nz
For further information about the umbrella National eMedicines Programme, please contact Shayne Hunter, programme lead, email shayne.hunter@huttvalleydhb.org.nz
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[OLD Notes from Sep 02]
Requirements for e-Scripts.
Internet connection. The faster the connection the quicker the e-Scripts will arrive. Jet-Stream (privided by Telecom) is highly recommended.
e-Script inside the e-mail (meaning that sent by the doctor) to be encrypted if added security is required.
Doctors software able to send script as a attachment or within the email body to the Pharmacy.
Microsoft Outlook installed at Pharmacy for receiving email's.
Up to date Anti virus software (such as NOD32 or MSE Anti-Virus).
Network fire wall software to protect pharmacy's local network. Or use a standalone machine for email use.
To use e-Scripts.
Within the RxOne program, navigate to Tools, Utilities, Script Utilities, e-Scripts.
This utility will import e-Scripts into itself as they arrive, with sender details down the right hand side. (e-mails will be grouped by doctor name).
To change the frequency that e-mails are checked: Go to Settings menu. This is also where you can put your Outlook profile name if you know it (otherwise it will ask you to select the profile name each time you first open the e-Scripts utility).
When a new e-Script arrives, you will be prompted on screen, and given the option to print it out immediately or not.