Script Batching

[April 2011]

Process for collating Prescription Batches to send to Ministry of Health

IRD require the Ministry of Health to store each pharmacy’s prescription batch for three years.  To help us meet our requirements, we need you to collate your prescription batches correctly.

Note: Each claim period must be batched separately, with a unique batch record form, and must replicate your electronic claim file and claiming cycle.

If you submit claims weekly electronically, your prescription batch must be bundled weekly with a unique batch record form, and if you submit claims fortnightly electronically, your prescription batch must be bundled fortnightly, with a unique batch record form.

Weekly Claim Periods                                                                        Fortnightly Claim Periods

1 – 7 day of the calendar month                                                          1- 15 day of the calendar month

8 – 15 day of the calendar month                                                        16 – last day of the calendar month

16 – 23 day of the calendar month

24 – last day of the calendar month

Step 1 Collate prescriptions in order of date of dispensing; each dispensing date must be secured tightly into separate bundles.

Step 2 Collate the date of dispensing bundles into one claim period batch (refer Note above) this will depend upon your electronic claiming cycle.

Step 3 Complete a Ministry of Health Batch Record Form. Batch record forms can be downloaded from MoH website or through your PMS system. Batch record forms must be completed with all the below information.

• Service Providers Number (claimant number)

• Service Providers Name (pharmacy name)

• Period from ( start date of the claim period) refer step 1

• Period to (end date of the claim period) refer step 1

• Service Provider Stamp (this information is generated for you within your software system)

• Signature

• Date

Step 4 Attach the batch record form to the front (the first dispensing date) of the claim period batch and tightly secure the entire prescription batch together, ready for distribution to the Ministry of Health.

Step 5 More than one prescription batch may be distributed to the Ministry of Health at once but each claim period must be able to be identified separately at the Ministry of Health archives.

Important Note: If batches are received at the archives that do not meet the guidelines above, they may be sent back for you to rectify. Certified repeat copy prescriptions are not required to be printed and sent in with batches.