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THE SMART CHOICE IN PHARMACY SOFTWAREIndependent | Chain | Institutional/Nursing Home | Mail Order/Central Fill

RxAXIS™ Retail Pharmacy Management System

Handbook

Version 8.5

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Copyright © 2010 by Health Business Systems, Inc. All rights reserved.

No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into a foreign language without the written consent of HBS. If disclosed in writing or other tangible or electronic form, the information must be conspicuously labeled at the time of delivery as “Proprietary Information” or “Confidential Information.”

Any request can be made by contacting HBS at:

HBS, the HBS logo, RxAXIS, RxAXIS Pharmacy Management System, RxAXIS Retail Pharmacy Management System, RxAXIS Institutional Pharmacy Management System, and Nursing Home System are trademarks of Health Business Systems, Inc.

Microsoft® and Windows® are registered trademarks of Microsoft Corporation.

All other trademarked products mentioned in this manual are assumed to be trademarks of their respective companies.

Health Business Systems, Inc.An SXC Company738 Louis DriveWarminster, PA 18974-2829U.S.A.T: 267-280-5100

800-444-1427F: 267-280-5101W: www.HBSRx.comE: [email protected]

SXC Health Solutions, Inc.2441 Warrenville RoadSuite 610Lisle, IL 60532-3642U.S.A.T: 630-577-3100

800-282-3232F: 630-577-3101

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Obtaining Customer Support

The following information lists HBS Customer Service Hours and describes how to obtain customer support from HBS Customer Service.

HBS Pharmacy Services, an SXC Company

Normal Hours Extended Hours

Monday Through Friday8:00 a.m. to 5:00 p.m. Eastern Time7:00 a.m. to 4:00 p.m. Central Time6:00 a.m. to 3:00 p.m. Mountain Time5:00 a.m. to 2:00 p.m. Pacific Time

Monday Through Friday5:00 p.m. to 8:00 p.m. Eastern Time4:00 p.m. to 7:00 p.m. Central Time3:00 p.m. to 6:00 p.m. Mountain Time2:00 p.m. to 5:00 p.m. Pacific Time

Saturday8:30 a.m. to 5:00 p.m. Eastern Time7:30 a.m. to 4:00 p.m. Central Time6:30 a.m. to 3:00 p.m. Mountain Time5:30 a.m. to 2:00 p.m. Pacific Time

Emergency Support Hours

Monday Through Friday8:00 p.m. to 10:00 p.m. Eastern Time7:00 p.m. to 9:00 p.m. Central Time6:00 p.m. to 8:00 p.m. Mountain Time5:00 p.m. to 7:00 p.m. Pacific Time

Saturday5:00 p.m. to 10:00 p.m. Eastern Time4:00 p.m. to 9:00 p.m. Central Time3:00 p.m. to 8:00 p.m. Mountain Time2:00 p.m. to 7:00 p.m. Pacific Time

Sunday9:00 a.m. to 10:00 p.m. Eastern Time8:00 a.m. to 9:00 p.m. Central Time7:00 a.m. to 8:00 p.m. Mountain Time6:00 a.m. to 7:00 p.m. Pacific Time

738 Louis DriveWarminster, PA 18974

Toll Free: 800-444-1427Phone: 267-280-5100Fax: 267-280-5102Web: www.HBSRx.comE-mail: [email protected]

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Health Business Systems, Inc. Handbook

Obtaining Customer Support During Normal and Extended Hours

1. Call Health Business Systems at 800-444-1427 or 267-280-5100.

2. Choose from one of the following menu options:

• Press 1 for Software Support, then choose one of the following additional menu options:

Press 1 for Third-party Rejections.

Press 2 for Retail Support.

Press 3 for Nursing Home Support.

Press 4 for Mail Order Support.

• Press 2 for Technical Services (Hardware), then choose one of the following additional menu options:

Press 1 for Technical Services.

Press 2 for IVR Support.

Press 3 for POS Support.

• Press 3 for Sales.

• Press 4 for Accounting.

• Press 0 for Operator.

• Press * for the Spell by Name directory.

Obtaining Customer Support During Emergency Support HoursCall HBS only when your system is down. This means that you are unable to fill any prescriptions, print any labels, or process any claims.

1. Call Health Business Systems at 800-444-1427 or 267-280-5100.

2. Press 1 for customer service, and choose either of these options:

If this is not an emergency, press 1. A Software Support representative will return your call on the next normal business day.

Note: During normal business hours, press 0 at any time to reach an operator. During extended hours, an operator is not available.

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RxAXIS Retail Pharmacy Management System Customer Support

To report an emergency, press 2. When prompted, leave a message. Please remember to provide a call-back number, and give a detailed description of the problem. A customer service representative will return your call as soon as possible.

Using the Client Support Web Portal to Obtain Customer SupportThe HBS Client Support Web Portal enables you to enter Customer Service Requests into a Web-based electronic form, and transmit a Service Request that is immediately entered into your service record in the HBS service order system. The system notifies the HBS Customer Service Representative assigned to your account that you have entered a service request, and a corresponding Service Order is generated.

After you log in to the Web portal, you can also view current service orders for your account and the status of each one.

To use this system, you will need to know your HBS account number. This number appears on the top of each monthly statement.

To log in to the HBS Client Support Web Portal, complete the following procedure:

1. Access the HBSRx Web site at www.HBSRx.com.

2. Click the Client Support login button at the top right corner of the HBSRx home page. The login page is displayed.

3. In the User Name field, enter your account number.

4. In the Password field, enter the following password: a1372, then press Enter. The Request Service page is displayed.

5. Click Request Service. The Add Service Order form is displayed.

6. In the Contact field, select the name of the person that you want HBS Customer Service to contact.

7. In the Brief Description field, type a one-line brief description.

8. Optionally, in the Priority field, you can select an appropriate Priority.

9. If your request is related to an active Service Order, and you know the Service Order Number, type the Service Order Number in the Reference field.

Note: During extended or emergency support hours, if you need an immediate response, do not leave messages in individual voicemail boxes of HBS Customer Service rep-resentatives. Messages left in individual voicemail boxes typically will not be reviewed until the following day. Instead follow the instructions in the preceding section.

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10. In the Work Requested field, type detailed information about your request.

11. Click Add to submit your Service Order request.

12. To view the Service Orders for your Pharmacy, click the Service Order tab.

Obtaining Information from the HBS Client Info Center (CIC)You can access the HBS Client Info Center (CIC) from the HBSRx Web site at www.HBSRx.com. The CIC provides you with access to some of the following types of HBS documents and publications:

• Tips and Tricks

• Industry News

• Release Notes

• Recorded Webinars

• User Manuals

To access the CIC, complete the following procedure:

1. Access the HBSRx Web site at www.HBSRx.com.

2. Click the Client Access login button at the top right corner of the HBSRx home page. The login page is displayed. If this is your first time accessing the new CIC, you will need to create a user name and password for yourself. Follow the instructions on the Welcome page, and click Create an account.

3. Complete the registration form and choose a unique User Name and Password for yourself. Be sure to include your e-mail address. Then, click the Register button.

4. After you click the Register button, you will receive a confirmation e-mail. After you have registered, it takes 24 hours to activate your account.

5. If you are already registered, in the User Name field, type your selected User Name.

6. In the Password field, type your selected password, then press Enter. The HBS Client Info Center Home Page is displayed.

7. Click the category of documents that you want to view. For example, click Tips & Tricks to view recent Pharmacy Mail about getting the most benefit from your RxAXIS Retail Pharmacy Management System. A list of available articles is displayed. You can open, view, download, and save the various articles that are available. In some categories, certain documents include hypertext links to open a PDF file of a User Guide or other document.

www.HBSRx.com

message URL www.HBSRx.com

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1 Entering Patient Information 1-1Adding a Patient ............................................................................................1-1Updating Patient Information .........................................................................1-12

Searching for a Patient Record ..................................................................1-12Viewing and Changing Patient Information .................................................1-13

Accessing Other Screens ..............................................................................1-16

2 Filling a New Prescription 2-1Choosing a Dispense As Written Option .......................................................2-8Entering Prescription Instructions ..................................................................2-9New Rx Screen Commands ..........................................................................2-10

3 Refilling a Prescription 3-1Correcting Refill Limitation Problems.............................................................3-3Refill Screen Commands ...............................................................................3-4

4 Viewing a Patient’s Rx History 4-1Refilling a Prescription ...................................................................................4-3Copying a Prescription...................................................................................4-3Discontinuing or Reinstating a Prescription ...................................................4-4Patient Rx History Screen Commands ..........................................................4-4

5 Viewing Rx Information 5-1Searching for a Prescription ..........................................................................5-2Changing the Drug.........................................................................................5-3Rx Inquiry Screen Commands.......................................................................5-3

6 Correcting and Retransmitting Claims 6-1Claim Response Review Screen ...................................................................6-1Making Corrections........................................................................................6-3Retransmitting Claims....................................................................................6-13

TABLE OF CONTENTS

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7 Automatic Refill 7-1Queueing Prescriptions by Rx Number .........................................................7-1Queueing Prescriptions that are Due for a Refill ...........................................7-2Queueing Refills from PATIENT RX HISTORY...................................................7-5Processing Queued Refills ............................................................................7-6

Refill Queue Screen Fields ...................................................................7-6Sorting Rx Records ..............................................................................7-7Updating Rx Prices ...............................................................................7-8Refill Queue Screen Commands ...........................................................7-8

8 Entering Drug Information 8-1Drug Inquiry Screen Commands ...................................................................8-16

9 Entering Doctor Information 9-1Adding a Doctor .............................................................................................9-1Searching for a Doctor...................................................................................9-5Doctor Inquiry Screen Commands.................................................................9-6

10 Transferring or Merging Rx Information 10-1

11 Cash Pricing 11-1Calculating Prices and Quantities..................................................................11-1Cash Pricing Screen Fields ...........................................................................11-3

12 Will Call Prescriptions 12-1Searching for a Prescription in Will/Call Lookup............................................12-3Deleting Prescription Records .......................................................................12-4

13 Electronic Signature Capture 13-1Guidelines for Capturing Signatures..............................................................13-1Using the Signature Capture Device .............................................................13-2

Device Modes ...........................................................................................13-2Capturing a Patient’s Signature ..................................................................13-2

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RxAXIS Retail Pharmacy Management System Table of Contents

Resetting the Device .................................................................................13-9Viewing Captured Signature Information .......................................................13-9

Index i

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Chapter 1

Entering Patient InformationThe PATIENT INQUIRY screen is used to add a patient to the system and to enter details such as the patient’s name, sex, address, phone number, birth date, allergies, and insurance coverage. It is also used to access a patient record, view information, and change information.

Adding a PatientThe following information explains how to complete these procedures:

• Add a new patient.

• Add one or more charge accounts for the patient.

• Add patient comments.

To Add a Patient

1. From the RX MENU, choose P - Patient Inquiry. The PATIENT INQUIRY screen opens and the Last Name field becomes active.

2. Type the patient’s last name and press Enter. The First Name field is displayed.

3. Type the patient’s first name. The Home field is displayed.

4. If this is a nursing home patient, type a Home code. Or, to select a Home code from a list, press F1. The Address field is displayed.

5. Type the patient’s street address and press Enter, or press Enter without typing an address.

Note: You can optionally type only part of the first name or press Enter without typ-ing a name.

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• If there is no patient on file with the same name that you entered previously, a blank data-entry form opens, and the name that you typed is redisplayed in the NEW PATIENT NAME window. Continue to enter information as described in Step 6.

• If one or more patients on file have the same name, the PATIENT SEARCH window lists each name and address. If the list is more than one page long, press Enter to scroll forward one page at a time.

Check the new patient’s address carefully against those in the list. If there is no duplicate address, type N on the command line and press Enter. A blank form opens, and the name that you typed previously is redisplayed in the NEW PATIENT NAME window.

6. Examine the name displayed in the NEW PATIENT NAME window. If anything was typed incorrectly, press Esc and return to Step 1. Otherwise, press Enter to leave the Last Name and First Name fields unchanged.

7. Type a middle initial in the Middle Initial field. Or, press Enter without typing an initial. The FAMILY SEARCH window opens.

8. The FAMILY SEARCH window lists all families on file that share that last name, along with their addresses. Check the new patient’s address against each one.

• To link the patient to a specific family, type the line number of a listed family member and press Enter. The patient is given the address of the family, and you will not be prompted to enter any additional address information.

• To make the patient his or her own family, type N and press Enter. You will be prompted to enter address information in Step 11.

The PATIENT INFORMATION window opens.

9. Complete the following PATIENT INFORMATION window fields. After you complete the last one, the window closes and the Sex field becomes active.

Note: If the wrong name is listed, you typed the name incorrectly. Press Esc and return to Step 1.

Table 1-1: Fields in the Patient Information Window

Field DescriptionP# Specifies a pharmacy-assigned patient identification number such as a

nursing home medical record number. Type up to 11 digits.

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RxAXIS Retail Pharmacy Management System Entering Patient Information

SS# Specifies the patient’s social security number. Type 9 digits as a continu-ous string, with no hyphens or spaces.

Medicare D Opens the MEDICARE D window. Complete the following information:

1. Medicare Id - Used if Medicare Patient, Y/N is set to Y. Specifies the patient’s Medicare identification number. Type up to 15 digits.

2. Medicare Patient, Y/N - Indicates that the patient is covered by Medicare if this field is set to Y.

Pat. Id Qual Opens the PATIENT ID/QUAL window. Complete the following informa-tion:

1. Pat. Id Qual - Specifies the type of identification code typed into the Pat. Id field. In the selection list provided, choose one of the following categories:

2. Pat. Id - Specifies the identification code Type up to 20 characters as a continuous string.

Email Address Opens the E-MAIL ADDRESS window. Type up to 5 e-mail addresses for the patient.

Prc Table Opens the PRICE TABLE window, which is used to choose cash pricing tables for the patient other than the system default pricing table. Com-plete one or more of the following fields:

Price Table Default - Specifies a default cash pricing table.

Price Table Brand - Specifies a pricing table for brand-name drugs. This setting overrides Price Table Default for brand-name drugs.

Price Table Generic - Specifies a pricing table for generic drugs. This setting overrides Price Table Default for generics.

Price Table OTC - Specifies a pricing table for over-the-counter (OTC) drugs. This setting overrides Price Table Default for OTCs.

Table 1-1: Fields in the Patient Information Window (Continued)

Field Description

Not SpecifiedSS#

Drv Lic#US Military ID

PassportOther

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Tax Exempt Indicates whether the patient is exempt from paying tax on prescrip-tions. Type Y if the patient is exempt from paying tax, or leave the field blank.

340B Indicates whether the patient is eligible for discounts on outpatient drugs according to Section 340B of the Public Health Service Act. Type Y if the patient is eligible for discounts, or leave the field blank.

High Prf Pat Used to protect patient and Rx information for a high-profile patient, such as a celebrity. Set this field to Y to password-protect RX MENUscreens that are used to access and change information about the patient. Leave the field blank to not use password protection.

Deceased Indicates whether the patient is deceased. Type Y if the patient is deceased, or leave the field blank.

Abuser Indicates whether there has been a history of drug abuse. Type Y if there has been a history of abuse, or type N.

Release Pat Data Indicates whether you have permission to release patient data. Type Y if you have permission, or type N.

Auto Refill Due Specifies whether to include the patient in the Auto Refill from Refill Due option. Type Y if you want the system to queue prescriptions that are due for a refill for this patient when you choose the following com-mand path from the RX MENU: AF - Automatic Refill > AD - Auto Refill from Refill Due.

IVR Reminder Opens the IVR REMINDER window. Set the following options:

Call For Refill Due (Y/N) - If this option is set to Y or is left blank, the IVR system calls the patient to remind him or her that an Rx is due for a refill.

Call For Will Call (Y/N) - If this option is set to Y or is left blank, the IVR system calls the patient to remind him or her that they need to pick up an Rx.


Field Description

Note: By default, the password is today’s date typed backwards in the format yyddmm.

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HIPAA Opens the HIPAA PRIVACY POLICY window, which displays a history of HIPAA privacy policy form signatures. On the command line, type the number of an unused line and press Enter. When prompted, complete the following fields:Signed/Refused - Specifies whether the patient accepted the policy. Choose Signed or Refused.On Date - Specifies the date on which the patient signed or refused.Reason Refused - Becomes active if Signed/Refused is set to Refused. Choose a reason for the refusal to sign from a list.Relation - Specifies the relationship of the person who is signing to the patient. Choose Self, Spouse, Parent, Child, Guardian, Attorney, or Other from a list.Signature Type - Indicates whether the signature was captured elec-tronically or manually.

Weight Specifies the patient’s weight in pounds.

Height Specifies the patient’s height in feet and inches. Type the number of feet, press Enter, and type the number of inches.

Do Not Fill Rx’s, Y/N

Stops prescriptions from being dispensed to the patient if this field is set to Y. Leave the field blank to allow processing of retail prescriptions.

Patient Doctors Opens the PATIENT DOCTORS window, which is used to choose a pri-mary and a secondary physician. Type 1 or 2, press Enter, type a doc-tor’s last name, and press Enter. Make a selection in the DOCTOR SEARCH window.


Field Description

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Medicine On Time Opens the MEDICINE ON TIME window, which is used to turn on drug packaging and charting options. Complete the following information:

1. Medicine on Time, Y/N - Specifies whether or not MOT is to be used for the patient:• If this field is set to Y, a retail patient is included in MOT. Otherwise,

a retail patient is not included.• If this field is set to N, a nursing home patient is not included in

MOT. Otherwise, settings in the nursing system determine this.

2. Chart Only, Y/N - Creates charts but does not package drugs if this field is set to Y. Creates charts and packages drugs if this field is set to N.

Pregnancy Indic. (325-2c), Y/N

Specifies whether the patient is pregnant. Type Y if she is pregnant, or leave the field blank.

Smoker Code (334-1C), Y/N

Specifies whether the patient smokes. Type Y if the patient smokes, or leave the field blank.

Other Payer ID Opens the OTHER PAYER ID window, which is used when the patient has both primary and secondary insurance coverage. Specifies identification codes that enable the secondary insurance provider to identify the pri-mary insurance provider in each claim.

Type up to three lines of information. Each line contains the following codes:

Primary Bill Code - Specifies the primary insurance code.

Secondary Bill Code - Specifies the secondary insurance code.

Other Payer ID - Specifies an identification number that the secondary insurance provider has assigned to the primary.

History By Store, Y/N

If this field is set to Y, the PATIENT RX HISTORY screen displays only Rx’s filled in the current store. If this field is set to N, PATIENT RX HIS-TORY displays Rx’s filled in every store.

Elig for Cycle Fill Used for a nursing home patient. Includes the patient in Cycle Fill if this field is set to Y or is left blank. Excludes the patient if this field is set to N.


Field Description

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10. In the Sex field, type M for male or F for female.

• If the new patient is his or her own family, the Address field becomes active and the HOME ADDRESS window opens. Complete the information described in the next step.

• If the new patient has been linked to a family, the Bd (birthdate) field becomes active. Continue as described in Step 12.

11. In the HOME ADDRESS window, type the patient’s home address, home telephone number, and work telephone number. When finished, from the command line, press Enter to close the window and continue. The Bd field becomes active.

12. In the Bd field, type the patient’s birth date in the format MMDDCCYY. The PT field becomes active and the PATIENT TYPES window opens.

Elig for Automed Used for a nursing home patient. Packages the patient’s prescriptions using the Automed™ dispensing system if this field is set to Y.

Med Sheet Used for a nursing home patient. Opens the MED SHEETS window, which enables you to choose med sheet printing options. Complete the following information:Med Sheet Group - Specifies an optional 2-character group number.Print Sheets, Y/N - If this field is set to Y or is left blank, med sheets are printed for the patient. If it is set to N, Med sheets are not printed.Profile All Rx’s, Y/N - If this field is set to Y or is left blank, the system prints med sheets but does not dispense drugs for the patient.

Language For a nursing home patient. Specifies a language for the prescription instructions and patient education leaflets.

If this field is left blank or is set to E, information is printed in English. If it is set to S, information is printed in Spanish or whatever foreign language that your store supports.

Konsult P# Used for a nursing home patient. Specifies an identification number for the patient that is used in the Konsult™ pharmacy consultant software package. Using this number, you can export patient data to the Kon-sult™ application.


Field Description

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13. To assign a patient category such as veteran, diabetic, cancer patient, senior citizen, or child, select a user-defined Patient Type code. Or, press Esc to continue without assigning a code. The PATIENT DISCOUNT window opens.

14. In the PATIENT DISCOUNT window, complete the following fields.

Press Enter to close PATIENT DISCOUNT. The SC field becomes active.

15. In the SC field, type Y to use safety caps (or snap caps) in Rx dispensing containers for the patient. Type N to use standard caps. The LG field becomes active.

16. In the LG field, type E or leave the field blank to print prescription and drug information in English. Type S to print information in Spanish or whatever foreign language your pharmacy supports. The Tel field becomes active, and the ADDITIONAL TEL# window opens.

17. In the ADDITIONAL TEL# window, optionally type one or more additional phone numbers and a fax number that can be used to reach the patient. When finished, press Enter from the command line to close the window. The Allg field becomes active, and the ALLERGY HISTORY window opens.

18. In the ALLERGY HISTORY window, specify each known allergy by selecting a drug or a drug class. To do this, use the following method:

• Type the number of an unused line from the command line. That line becomes active.

Disc Type Used to set one of the following discount options:Blank - Give no discounts.Legend Only - Discount prescription drugs only.Over the Counter - Discount over-the-counter (OTC) items only.Both - Discount prescription drugs and OTCs.

Legend % Sets a 2-digit discount percentage amount for legend drugs. OTC % Sets a 2-digit discount percentage amount for OTCs.

Note: A system parameter determines whether SC refers to safety caps or snap caps. For more information, see the RxAXIS Retail Pharmacy Management System User Guide.

Note: The LG field is displayed only for retail patients. For nursing home patients, type the language code in the NURSING HOME section of the PATIENT INFORMA-TION window.

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• Type a drug name and press Enter. You can optionally type part of the drug name. The ALLER-CHEK™ DRUGS window opens, displaying a list of drugs sharing the name that you typed.

• Select a drug. Or, press Esc to open the ALLER-CHEK™ CLASSES window, and select a listed drug class that is related to the drug name that you typed. The window closes.

• To add another allergy, repeat these steps. When finished, press Enter to close ALLERGY HISTORY. The Cvg field becomes active.

19. If the patient has health insurance coverage, complete the fields listed in Table 1-2. Otherwise, press Enter to pass each field. After you complete the last insurance coverage field, which is ExtDt, the command line becomes active.

Note: The cursor might not stop at every coverage field. The system follows different data-entry rules for each insurance provider.

Table 1-2: Patient Insurance Coverage Fields

Field DescriptionCvg Specifies the type of insurance coverage. Type a code, or press F1 to select a code

from a list. The last code selected becomes the patient’s primary coverage code.

Plan Specifies a plan code for the insurance. If this code is not used, leave the field blank.

Grp Specifies a group number for the insurance. If this code is not used, leave the field blank.

Id Specifies an identification number assigned to the patient by the insurance provider.

L# Specifies the line number on which the patient’s name is listed on the insurance card.

Note: To manually add an insurance code, type E3 on the command line.

Note: When several family members share the same coverage, the prescription card lists all of their names. The primary beneficiary (the cardholder) is normally listed at the top.

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20. If you want to add a patient charge account, type AR on the command line. The AR INFORMATION window opens. Complete the prompts that are displayed, as described in the procedure To Add One or More Charge Accounts for the Patient on page 1-11.

21. If you want to add comments about the patient, type the PC command. The PATIENT COMMENTS window opens. Enter one or more 50-character lines of text, as described in the procedure To Add Patient Comments on page 1-12.

22. Review the information that you entered. To change a field, use the following method:

• Type the line number of the field on the command line and press Enter. The cursor moves to that line.

• Press Enter to move the cursor to the field that you want to change. Type or select different information.

• After making the change, continue to press Enter until the cursor returns to the command line.

C/H Opens the CARDHOLDER NAME window, which is used to enter the first and last names of the insurance cardholder, who is the primary beneficiary.

Elig Specifies individual or family coverage. Type one of the following codes:I Individual single coverageF Family coverageF18 Family coverage up to age 18N No family coverage

Cpy Specifies the patient’s copayment amount.

ExDt Specifies the expiration date of the insurance card.

Table 1-2: Patient Insurance Coverage Fields (Continued)

Field Description

Note: If the patient is the cardholder, press Enter instead of typing a name. The system automatically inserts the patient’s name.

Note: When a family member withdraws from the family insurance coverage, leave that insurance code in his or her profile, but type N into this field.

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To Add One or More Charge Accounts for the Patient1. From the command line of the PATIENT INQUIRY screen, type AR and press Enter. The AR

INFORMATION window opens, and the following prompt is displayed:

Assign an A/R Acct for this Patient?

2. Type Y and press Enter. The fields listed in Table 1-3 are displayed. Complete each field. The cursor moves to the command line after you complete the last one.

3. To add another charge account for the patient, type AN and press Enter. The following message is displayed:

Add New Account, Are you sure?

4. Type Y and press Enter to add the account. Complete each field in the AR INFORMATION window, as described in Step 2.

5. When finished, press Enter to close the AR INFORMATION window. The cursor returns to the PATIENT INQUIRY screen command line.

Table 1-3: Fields in the AR Information Window

Field DescriptionName Specifies the name of the customer.

Address Specifies the street address of the customer.

Address 2, Address 3 Continues the street address of the customer.

City Specifies the city of the customer.

State Specifies the state code of the customer.

Zip Specifies the ZIP code of the customer.

Cr Limit Specifies the credit limit of the customer in dollars. Leave this field blank if there is no limit.

Bill Cycle Assigns an A/R billing cycle to the patient. Type a single letter.

Phone Specifies the patient’s primary home phone number.

Note: By grouping different customers under different Bill Cycle codes, you can print statements and reports for each group at a different time of the month.

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To Add Patient Comments1. From the command line of the PATIENT INQUIRY screen, type PC and press Enter. The

PATIENT COMMENTS window opens.

• If no comments were entered previously, a blank text entry line is displayed.

• If comments were entered previously, they are displayed on one or more numbered lines. To add comments, type A on the command line and press Enter. A blank text entry line is displayed.

2. Type up to 50 characters on the text entry line.

3. To type another line of text, press Enter. Or To complete text entry, press Enter twice. The cursor moves to the command line.

Updating Patient InformationWith the powerful search features of the RxAXIS System, you can quickly search for any patient record. Using command line options, which are listed at the bottom of the screen, you can view and change information.

Searching for a Patient RecordUse the following procedure to search for a patient record:

1. From the RX MENU, choose P - Patient Inquiry. The PATIENT INQUIRY screen opens, and the Last Name prompt is displayed.

2. Enter one of the following types of information:

• Type the patient’s full last name. When prompted, also type the patient’s first name. You can optionally type part of the first name or press Enter without typing a first name.

2nd Phone Specifies an alternate home phone number.

Table 1-3: Fields in the AR Information Window (Continued)

Field Description

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• Type the system-assigned patient number. This number is displayed in the first field on Line 1 of the PATIENT INQUIRY screen.

• Type T/ followed by the patient’s 10-digit telephone number. For example, type T/6175558237.

• Type S/ followed by the patient’s 9-digit social security number.

• Type P/ followed by the patient’s medical record number.

• Type B/ followed by the patient’s birth date. Type the date in the format mmddccyy.

You should observe one of the following results:

• If you typed a unique piece of information, such as a social security number, the patient’s record is displayed in the PATIENT INQUIRY screen.

• The PATIENT SEARCH window opens, listing one or more patients. If a single patient is listed, you can optionally press Enter to choose him or her. Otherwise, choose a patient by typing a line number. The patient record is displayed in the PATIENT INQUIRY screen.

Viewing and Changing Patient InformationTable 1-4 lists commands that are used to view and change patient information. As explained in the command descriptions, some commands open special windows, which display additional fields.

Note: The medical record number is an optional identification number for nursing home patients. It should not be confused with the system-assigned patient number. You can specify the medical record number in the P# field of the PATIENT INFORMATION window of PATIENT INQUIRY.

Table 1-4: Commands to View and Change Patient Information

Command Description1-6 Change Lines 1-6 Used to change information in any field on Line 1 through

Line 6.

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ADR Enter Address Opens the HOME ADDRESS window, which is used to specify a home address and phone number. The address is displayed on Line 2 of the screen.

ADR2 Enter Shipping Address Opens the SHIPPING ADDRESS window, which is used to specify a shipping address and phone number.

AQ AR Account Detail Opens the ACCOUNT INQUIRY window, which is used in either of the following ways:• Add comments about the charge account. To do this, type

CMT on the command line of the window.• View a history of charge account activity. To do this,

press Enter to view all activity, or type a starting date and press Enter.

AR AR Customer Inquiry Opens the AR INFORMATION window, which is used in any of the following ways:• Add a charge account. You can add more than one

account.• View and update account details such as the billing

address, up to two phone numbers, the credit limit, and a billing cycle code.

• Add comments about the charge account.• Give the account a Frozen or On Hold status.• Delete an account.

D3 Display Third Party Opens a list of the insurance codes that have been added to the patient record. Select a code to view and update the insurance information on Line 5 and 6 of the screen.

Table 1-4: Commands to View and Change Patient Information (Continued)

Command Description

Note: If the patient has more than one account, you are prompted to select an account.

Note: If the patient has more than one account, you are prompted to select an account before AR INFORMATIONopens.

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DG, DX Patient Disease History Opens the DISEASE HISTORY window, which enables you to view and add diagnoses as ICD9 codes.

DLV Delivery Opens the DELIVERY OPTIONS window, which is used to specify the delivery method, the delivery route, and special delivery instructions.

DOC Documentation Window Opens the DOCUMENTATION window, which enables you to view, add, change, and delete notes about the patient or his or her prescriptions. You can also assign a subject category to each note.

E3 Enter Third Party Used to add new insurance coverage information. Activates the Cvg field on Line 5 of the PATIENT INQUIRY screen. Type or select an insurance code.

HC HIPAA Comments Opens the HIPAA COMMENTS window, which is used to add comments about any HIPAA policy-related issue.

HIP HIPAA Window Opens the HIPAA PRIVACY POLICY window, which is used to view and update the HIPAA information privacy policy signature history of the patient. You can also use this screen to manually enter information about a paper-based signature.

PC Patient Comments Opens the PATIENT COMMENTS window, which is used to view, add, and delete comments about the patient.

PE Display Patient Education

Displays or prints a non-IMM patient education form or an IMM monograph for each active prescription in the patient’s history.

P# Patient Information Window

Opens the PATIENT INFORMATION window, which enables you to view, add, and change the information that is listed in Table 1-1 on page 1-2.

TAR TAR Lookup For patients covered by California Medicaid. Opens the TREATMENT AUTHORIZATION REQUEST window, which is used to add, update, print, and delete Treatment Authoriza-tion Request (TAR) forms for the patient.

WC Workman’s Comp Enables entry of workers’ compensation insurance informa-tion.

Table 1-4: Commands to View and Change Patient Information (Continued)

Command Description

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Accessing Other ScreensSome PATIENT INQUIRY command line options enable you to access other RxAXIS System screens. These commands make it unnecessary to return to the menu system and search for the same patient, prescription, or drug in the other screen.

Example 1. From the PATIENT INQUIRY screen command line, type H to transfer to the PATIENT RX HISTORY screen, which lists all active prescriptions dispensed to the patient. Refill a specific prescription by typing R followed by the line number.

Example 2. From the PATIENT INQUIRY screen command line, type F to view all family members in the FAMILY COVERAGE screen.

Table 1-5: Commands to Access Other Screens

Command DescriptionF Family Coverage Opens the FAMILY MEMBERS AND COVERAGES screen, which

is used to view and edit the insurance information of family members who share the same coverage. If a patient is cov-ered by two or more plans, you can also prioritize the plans in this screen.

H Display Rx History–Active

Opens the PATIENT RX HISTORY screen, which displays infor-mation about each active prescription in the patient’s history. Does not list discontinued or deleted prescriptions.

HA Display Rx History–All Opens the PATIENT RX HISTORY–ALL screen, which displays information about each active, discontinued, and deleted pre-scription in the patient’s history.

N Enter New Rx Opens the NEW RX screen, which is used to dispense a new prescription.

P Patient Inquiry (Active) Clears the PATIENT INQUIRY screen, enabling you to choose another patient. The Last Name prompt is displayed.

PA Patient Inquiry (All) Opens the PATIENT INQUIRY (ALL) screen, which displays information about active, inactive, and deleted patients.

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R Enter Refill Opens the REFILL screen, enabling you to refill a prescrip-tion. You are prompted to type an Rx number.

T Display Family Rx History Opens the FAMILY RX HISTORY screen, which displays infor-mation about each active prescription in the history of the patient’s family.

WC Workmens Comp Enables entry of workers’ compensation insurance informa-tion.

X Rx Inquiry Used to access the RX INQUIRY screen to view and change information about a specific prescription or an electronic claim associated with the prescription. You are prompted to type an Rx number.

Table 1-5: Commands to Access Other Screens (Continued)

Command Description

Note: If you do not know the Rx number, search for the Rx in the PATIENT RX HISTORY screen.

Note: If you do not know the Rx number, search for the Rx in the PATIENT RX HISTORY screen.

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Chapter 2

Filling a New PrescriptionThe NEW RX screen is used to fill a new prescription using any of the following methods, which are explained next:

• Copy a prescription in the patient’s recent Rx history and dispense the same drug.

• Copy a prescription and choose a different drug.

• Enter new prescription information.

To Fill a New Prescription

1. From the RX MENU, choose N - New Rx.

2. When prompted, type the patient’s last and first names. The PATIENT SEARCH window opens.

3. Search for the name and address of the patient. If the list of patients is more than one page long, press Enter to scroll forward one page at a time.

4. Type the line number of the patient. The patient details are displayed in the NEW RX screen, and the MINI PROFILE window opens.

5. The MINI PROFILE window lists the six most recently dispensed prescriptions. Make one of the following choices:

• If there is a similar prescription in the list, copy it to create a new prescription. Use either of the following procedures:

To Copy a Prescription and Dispense the Same Drug on this page

To Copy a Prescription and Dispense a Different Drug on page 2-2

Note: These procedures assume that the Mini Profile feature of the RxAXIS System is turned on. This feature adds the option to copy a prescription in the patient’s recent Rx history.

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• If there is no similar prescription in the list, press Enter to close the MINI PROFILE window. The Drg field becomes active. Follow the standard prompts to enter new prescription information. For procedures, see To Enter New Prescription Information on page 2-3.

To Copy a Prescription and Dispense the Same Drug1. From the command line of the MINI PROFILE window, type N followed by the line number of

the prescription to copy. The new prescription is displayed on the screen. At the bottom of the screen, the following prompt is displayed:

Change Drug, Y/N

2. If you want to dispense the same drug, type N and press Enter. The Rfl field becomes active.

3. Specify the number of refills. The Dr field becomes active.

4. Choose a doctor.

5. If a price change has occurred, the Prc field becomes active, and a new price is displayed. Press Enter to accept the new price, or type a different price.

6. Type authorized RPh and Tch initials. The DAW selection window opens.

7. Choose a DAW code. The cursor returns to the command line.

8. Continue to fill the prescription. For procedures, see Step 5 through Step 11 of To Enter New Prescription Information on page 2-3.

To Copy a Prescription and Dispense a Different Drug1. From the command line of the MINI PROFILE window, type N followed by the line number of

the prescription to copy. The new prescription is displayed on the screen. At the bottom of the screen, the following prompt is displayed:

Change Drug, Y/N

2. If you want to choose a different drug, type Y and press Enter. The Drg field becomes active.

3. Choose a drug. The QtyW field becomes active.

Note: For an explanation of each DAW option, see Choosing a Dispense As Writ-ten Option on page 2-8.

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RxAXIS Retail Pharmacy Management System Filling a New Prescription

4. Specify the quantity written. The Rfl field becomes active.

5. Specify the number of refills. The Dr field becomes active.

6. Choose a doctor. To use the default doctor, which is displayed at the bottom of the screen, press Enter.

7. Type authorized RPh and Tch initials. The DAW selection window opens.

8. Choose a DAW code. The Instr field becomes active.

9. Enter the prescription instructions. For procedures, see Entering Prescription Instructions on page 2-9. The cursor returns to the command line.

10. Continue to fill the prescription as described in the next procedure: To Enter New Prescription Information. Complete Step 5 through Step 11.

To Enter New Prescription Information1. In the Drug field, type the full drug name, or part of the name.

Or Complete the information using one of the following methods:

• Type a few characters of the drug name followed by a comma and the drug strength, such as CORT,1 for Cortisone 1% cream.

• Type the system-assigned drug number.

• Type the National Drug Code (NDC), which follows the pattern #####–####–##. Include the dashes. Leading zeros are not required.


• If there is a single match for a drug number or name that you typed, the drug record is displayed in DRUG INQUIRY.

• If there are two or more matches for a drug name, the DRUG SEARCH window lists all of them. Type the line number of a drug to view the drug record in DRUG INQUIRY.

• If there are no matches for the drug name, the system assumes that this is a new drug, and it automatically opens the QUICK DRUG ENTRY window. Enter the basic product information, or press Esc to return to the Drug Name field and choose a different drug.

Note: For an explanation of each DAW code, see Choosing a Dispense As Writ-ten Option on page 2-8.

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2. If there is a potential adverse drug interaction with a previously filled drug, a DRUG INTERACTIONS window displays one or more numbered warning messages. Type M# to view a detailed explanation of each message. Make one of the following choices:

• Press Esc to cancel filling this drug. Then select an alternate one.

• Press Enter to continue filling the drug. In the DOCUMENTATION window, specify the reason for dispensing the drug, and type authorized RPh and Tch initials.

3. You might see one or more of the following Medi-Span™ warnings:Allergy Alert Indicates that the patient is allergic to the drug or one of its compo-

nents.• If you want to choose another drug, press Esc. The Drug prompt is

redisplayed, as in Step 1.• If you want to continue to dispense the drug, press Enter. The

DOCUMENTATION UPDATE window opens. Specify the reason for filling this prescription.

Drug Check Indicates that one or more active prescriptions for the same drug are on file. These prescriptions are listed.

Duplicate Therapy Indicates that another medication in the patient’s active prescription history serves the same purpose or produces the same effect. This warning helps to prevent harmful duplications in therapy, such as mul-tiple blood-thinning products.• If you want to choose another drug, press Esc. The Drug prompt is

redisplayed, as in Step 1.• If you want to continue to dispense the drug, press Enter. The

DOCUMENTATION UPDATE window opens. Specify the reason for filling this prescription.

MAC Warning Indicates that the patient’s insurance provider has set a Maximum Allowable Cost (MAC) for the drug. The system limits the Rx price to the MAC cost unless you set the DAW parameter to 1.

Drug-Disease Monitoring™

Lists one or more diseases that are associated with the drug. To add one of the diseases to the DISEASE HISTORY profile of the patient, type the line number.

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4. The cursor moves to the beginning of Line 8 of the NEW RX screen. Complete the following information. After you complete the last field, the cursor returns to the command line.QtyW Specifies the quantity written in the prescription. The QtyD field is automatically

set to the same amount.

QtyD Specifies the actual quantity that is to be dispensed. This field is automatically set to the QtyW amount, but you can manually change the information.

Ph Specifies how the prescription was sent to the pharmacy. When this field becomes active, a selection list opens. Make one of the following choices:

Written - Brought in a hard copy prescription.Phoned-In - Sent an Rx by phone.Electronic - Sent an E-prescription.Faxed - Sent an Rx by fax.UnspecifiedOne of the following codes is displayed in the Ph field, depending on which option you chose: N for Written, P for Phoned-In, E for Electronic, F for Faxed, or U for Unspecified.

Dt Specifies the dispense date. Today’s date is inserted automatically. However, you can manually change the date.

Days Specifies the days supply. To calculate this number, divide QtyD by the quantity to be consumed each day as specified in the prescription instructions.

Rfl Specifies the number of refills allowed. If there are no refills, type 0, or press Enter to leave the field blank.

Note: Depending on how your system is configured, the Days field might remain inactive until you type the prescription instructions. Then the system automatically calculates Days.

Note: To print May Refill (PRN Dispense) on the label, type 99.

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5. If you want to specify a different lot number, drug expiration date, and Rx expiration date for the drug, type Q on the command line and press Enter. The Lot#/Exp Dates window opens. Complete the lot number and expiration date information.

6. If you want to view, add, or change additional information, use any of the commands listed in Table 2-4. These commands include PC (enter patient comments), D3 (view and select a different third-party code), E3 (add a new third-party code), and DG (enter a diagnosis).

Dr Used to choose a doctor in one of these ways:• If the patient has a default doctor, his or her name is displayed near the bottom

of the screen. Press Enter to choose the default doctor.

• Type the doctor’s full last name and press Enter. The DOCTOR SEARCH win-dow opens, listing one or more doctors with that name. If the list is more than one page long, press Enter to scroll forward one page. Type the line number of a doctor.

• Type the system-assigned doctor number, type D/ followed by the doctor’s DEA number, or type S/ followed by the doctor’s state Medicaid number.

Bill Specifies an insurance bill code. The system automatically inserts the default insurance code of the patient. You can manually change the code, however. If this is a cash Rx, leave the Bill field blank.

Rlt Specifies the relationship between the patient and the cardholder. Type M to mean member if the patient is the cardholder. Otherwise, type H for husband, W for wife, S for son, D for daughter, or O for other.

Prc Specifies the retail price. The system automatically calculates this amount. You can manually change the price, however.

Cpy Specifies the portion of the retail price that the patient is expected to pay.

[2nd Bill] This field is not labeled, but it is displayed to the right of the Cpy field. Specifies an optional secondary insurance code.

RPh Used to type authorized pharmacist initials.

Tch Used to type authorized technician initials.

DAW Used to choose a Dispense As Written option. For more information, see Choos-ing a Dispense As Written Option.

Ins Used to type Signature codes that specify the prescription instructions. For proce-dures, see Entering Prescription Instructions on page 2-9.

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7. Type L to fill the prescription, print a label, and submit an electronic claim. The DATE WRITTEN window opens.

8. The DATE WRITTEN window enables you to specify the date on which the doctor wrote the prescription. By default, Date Written is set to today’s date.

• Respond Y to the Is This Date Correct (Y/N) prompt to accept this date.

• Respond N to change the date.

9. If the system is configured to process up to four claims at a time, the following prompt is displayed:

Any more prescriptions for this patient?.

Type Y if there are more Rx’s. Type type N if there are no more Rx’s. The DELIVERY OPTIONS window opens.

10. Choose one of the following delivery options:

If the patient has a charge account, the Charge Rx? prompt is displayed.

11. Type Y to charge the patient’s bill. Otherwise, type N. If you type Y, and the patient has two or more charge accounts, you are prompted to select an account. You should observe one of the following results:

• If you specified previously that there are more prescriptions, the screen clears and the Drg prompt is redisplayed. Return to Step 1.

• If there are no more prescriptions, electronic claims submission (ECS) begins.

On Hold Give the Rx an On Hold status, and do not fill.

Wait The patient is waiting in the store.

Pickup The patient will pick up the Rx.

Delivery The Rx is to be delivered to the patient.

Mail / UPS The Rx is to be mailed to the patient.

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Choosing a Dispense As Written OptionThe DAW field is used to choose a Dispense As Written option. The DAW setting specifies whether to substitute a generic drug for a brand name drug. When this field becomes active, a selection list opens. Make one of the choices listed in the following table:

Table 2-1: Dispense As Written (DAW) Options

Option Description0 No DAW Specifies that the physician did not write Dispense As Written in

the prescription. The pharmacy has permission to dispense a generic drug.

1 Physician DAW Specifies that the physician wrote Dispense As Written in the pre-scription. Do not substitute a generic drug for a brand name drug. If the insurance provider covers the brand name, the patient is not required to pay the price difference between the brand name and the generic drug.

2 Patient DAW Specifies that the patient chose the brand name drug. If the insurance covers only a generic drug, the patient must pay the price difference.

3 RPh DAW Specifies that the pharmacist chose to dispense the brand name.

4 No Generic Available Specifies that there is no known generic drug.

5 Brand Dispensed Specifies that the price of a brand name drug is lower than that of a generic drug. The brand name, therefore, is to be dispensed.

6 Branded Generic Specifies that a generic drug is being sold as if it were a brand name.

7 Substitution Not Allowed

Specifies that federal or state regulations do not permit generic drug substitution.

8 Generic Not Available Specifies that a generic drug exists, but it is currently unavailable from its distributor.

Note: Pressing Enter selects 0 No DAW.

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Entering Prescription InstructionsIn the Instr field, type the instructions using a combination of Sig codes and plain text separated by the forward slash (/) character. Table 2-2 shows the most commonly used codes.

The Sig code is also used in the DRUG INQUIRY screen. Each drug is assigned a Sig Def code, which specifies the dosage form. This code is usually T (take one tablet), C (take one capsule), L(take one teaspoonful), or A (apply cream, ointment, or lotion). See page 8-2 for a complete list of codes. Both T and 1T mean Take one tablet. The same rule applies to C, L, and other codes.

If the Calculate Days Supply feature of the RxAXIS System is turned on, the Sig Def code is automatically inserted into the beginning of the prescription instructions to mean Take one tablet, Take one capsule, and so on. Therefore, you do not need to manually type that code in the Instr field.

If the doctor wrote take one tablet four times daily and the Sig Def for the drug is T, type QID(four times daily) for the coded instructions. However, if the doctor wrote take two tablets four times daily, type 2QID.

Table 2-2: Commonly Used Sig Codes

0T Take 1/2 tablet.1T Take one tablet.+T Take 1 or 2 tablets.1C Take one capsule.1F Chew one tablet.1G Instill one drop.1D Dissolve one tablet.1I Inhale one puff.1L Take one teaspoonful.+L Take 1-2 teaspoonfuls.1M Use one spray.1N Use one drop.1P Apply one patch.1S Insert one suppository.1V Insert one applicator

vaginally.

A ApplyB,U UseJ InjectP PlaceR Rinse mouthW WashX Insert

AD In the right earAS In the left earAU In both earsOD In the right eyeOS In the left eyeOU In both eyesPO By mouthSL Under the tongue

AMPM In the morning and the evening

AC Before mealsBID Twice dailyHS At bedtimePC After mealsPRN When necessaryQD DailyQ6-8 Every six to eight

hoursQ12 Every twelve hoursQID Four times a dayTID Three times a dayUD As directedX5 For five days

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Type a comma as the first character to eliminate Take one tablet or Take one capsule completely. Use the forward slash character (/) to separate individual Sig codes. Type free text anywhere, but use a forward slash to separate the text from codes that are on either side of it.

New Rx Screen CommandsThe following commands can be used in the NEW RX screen to add, change, and view information about the prescription:

Table 2-3: Examples of Prescription Instructions

Sig Def Doctor’s Instructions Coded Instructions F Chew 1 tablet before meals in the morning

and evening.AC/AMPM

L Take 2 teaspoonfuls 3 times a day after meals for 10 days.

2TID/PC/X10

T Take 1 tablet daily for stomach ulcers. QD/FOR STOMACH ULCERS

A Use as directed on package. ,UD/ON PACKAGE

Table 2-4: Commands in the New Rx Screen


Line 11.

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AQ AR Account Detail Opens the ACCOUNT INQUIRY window, which is used in either of the following ways:• Add comments about the charge account. To do this, type

CMT on the command line of the window.• View a history of charge account activity. To do this,



account.• View and update account details such as the billing

address, up to two phone numbers, the credit limit, and a billing cycle code.


CM Caution Messages Opens the WARNING LABEL DATABASE window, which is used to choose warning messages for the Rx. This command becomes inactive if you system is configured to print warn-ing labels automatically.

CMP Compound Ingredients Used in prescriptions for compound drugs. Opens the COM-POUND DRUG MAINTENANCE window of DRUG INQUIRY, which enables you to view, add, and change information about drug ingredients.

Table 2-4: Commands in the New Rx Screen (Continued)

Command Description



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CMT Enter Rx Comment Used to add comments about the prescription. The com-ments are displayed on the screen below the prescription instructions.

D Drug Inquiry Displays information about the drug from the main window of DRUG INQUIRY, including the system-assigned Drug num-ber, NDC number, Strength, Form, Units, AWP, and AqC.

D3 Display Third Party Opens a list of insurance codes that the patient has used.Select a code to use different insurance for the Rx or to view and update the insurance information.

DG, DX Diagnosis/ICD9 Code Opens the DISEASE HISTORY window, which enables you to view and add diagnoses as ICD9 codes.

DLV Delivery Opens the DELIVERY OPTIONS window, which is used to specify the delivery method, the delivery route, and special delivery instructions.

DOC Documentation Window

Opens the DOCUMENTATION UPDATE window, which enables you to add notes about the patient.

DW Enter Date Written Opens the DATE WRITTEN window, which is used to specify the date on which the doctor wrote the prescription. By default, DATE WRITTEN is set to today’s date.

E3 Enter Third Party Adds insurance coverage information for the patient.

HOA Hours of Administration

Used for nursing home patients. Opens the HOA window, which is used to specify hours of administration.


Command Description

Note: The last third party entered becomes the patient’s primary insurance provider. Use the FAMILY MEMBERS AND COVERAGES screen to change the priority of a third-party code.

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INF Extra Claim Information Opens the EXTRA CLAIM INFORMATION window to set DUR Reason for Service, DUR Professional Service, DUR Result of Service, DUR Level of Effort, and other parameters before sending a claim. Do this if you expect to receive a rejection to the claim, and you know both the prob-lem and the solution ahead of time.

INV Inventory Window Opens the INVENTORY window, which is used to view and change drug inventory details such as the quantities on hand and on order, the minimum and maximum acceptable stock levels, and the restocking quantity. Type V on the command line of the window to view vendor details.

L Print Label Bills the Rx, prints a label, and prompts you to choose the next prescription that is to be filled for the same patient.

LO Print Labels Prints one or more Rx labels without billing the prescrip-tion. You are prompted to specify the number of labels.

M Doctor Inquiry Opens the DOCTOR INQUIRY screen, enabling you to add, view, and modify information about a doctor.

N Enter New Rx Bills the Rx and clears the screen, enabling you to enter new prescription information for the same patient.

PA Prior Authorization Opens the PRIOR AUTHORIZATION window, which is used to enter prior authorization codes issued by an insurance pro-vider.

PC Patient Comments Opens the PATIENT COMMENTS window, which enables you to add, change, and delete comments about the patient.

PE Patient Education Prints an IMM monograph or non-IMM patient education form for the prescribed drug.


Command Description

Note: The EXTRA CLAIM INFORMATION window can also be opened from within the RX INQUIRY screen.

Note: To print multiple copies of a label, type a number directly after the letter L.

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PF Partial Fill Opens the PARTIAL FILL window, which is used to specify a drug quantity or days supply that is less that the quantity written. You are prompted to add a Units Owed problem to the Problem Queue.

PO Profile Only Profiles the prescription, which gives it an On Hold status.The system assigns a number to the prescription and changes QtyD (quantity dispensed) to zero. The PATIENT RX HIS-TORY screen lists the prescription with the message Profiled Rx.

To dispense the drug, unprofile it by typing UP on the com-mand line of the PATIENT RX HISTORY or RX INQUIRY screen.The system automatically completes QtyD and changes Dtto the current date.

Q Lot Expiration Opens the LOT #/EXP DATES window, which enables you to specify a drug lot number, a drug expiration date, and an Rx expiration date for the prescription.

R Enter Refill Bills the prescription and opens the REFILL screen, enabling you to dispense a refill prescription. You are prompted to type an Rx number.

RM Rx Remark Activates the RMK text entry field, which is used to add a remark about the prescription. This information is displayed below the Instr field each time that you view the Rx.

S Print Label & Send ECS Transmits an electronic claim and prints a label.

SIG Sig Maintenance Used to add or change a Sig code without having to leave the NEW RX screen.

SL Spanish Label Prints the Rx instructions and the patient education form or IMM monograph in Spanish or whatever alternate language your system prints.

T Print Label & Total Receipt

Similar to L. Also prints a label showing the total charge for the last group of prescriptions filled.

WC Workmens Comp Enables entry of workers’ compensation insurance informa-tion.


Command Description

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WL Warning Label Opens the WARNING LABEL DATABASE window, which is used to choose warning messages for the Rx. This command becomes inactive if you system is configured to print warn-ing labels automatically.


Command Description

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Chapter 3

Refilling a PrescriptionThe REFILL screen is used to refill a prescription when you know the Rx#. If you do not know the Rx#, you can search for the prescription in the PATIENT RX HISTORY screen and then refill it. For procedures, see Chapter 4, “Viewing a Patient’s Rx History.”

Use the following procedure to refill a prescription in the REFILL screen:

To Refill a Prescription1. From the RX MENU, choose R - Refill. The Enter Rx# prompt is displayed.

2. Type the Rx#. If any comments about the patient are on file, they are displayed in the PATIENT COMMENTS window.

3. After reading the comments, press Enter to close PATIENT COMMENTS.

If the Delivery System is turned on, the DELIVERY OPTIONS window opens.

4. Choose one of the following delivery options:

Note: You might encounter one of the following refill limitation messages:• Refill Too Soon• Profiled Rx–Cannot Refill• No Refills Left.

For procedures to resolve these problems, see Correcting Refill Limitation Problems on page 3-3.

On Hold Give the Rx an On Hold status, and do not fill.

Wait The patient is waiting in the store.

Pickup The patient will pick up the Rx.

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5. When prompted, type authorized RPh and Tch initials. The cursor moves to the command line.

6. If you want to choose a different drug, type 13 and press Enter. The Drug field on Line 13 becomes active, and the GENERIC SUBSTITUTION window opens. This window lists all other drugs that have the same GPI code as the drug in the original prescription. Choose a different drug. When prompted, choose a DAW code. The cursor returns to the command line.

7. If you want to specify a different lot number, drug expiration date, and Rx expiration date for the drug, type Q on the command line and press Enter. The Lot#/Exp Dates window opens. Complete the lot number and expiration date information.

8. Before billing the Rx, you can optionally use additional command options listed in Table 3-2 to view, add, and change patient and prescription information.

9. Type L to fill the prescription, print a label, and submit an electronic claim.If the system is configured to process up to four claims at a time, the following prompt is displayed:

Any more prescriptions for this patient?

Type Y if there are more Rx’s. Type type N if there are no more Rx’s. If the patient has a charge account, the Charge Rx? prompt is displayed.

10. Type Y to charge the patient’s bill. Otherwise, type N. If you type Y, and the patient has two or more charge accounts, you are prompted to select an account. You should observe one of the following results:

• If you specified previously that there are more prescriptions, the screen clears and the Enter Rx# prompt is displayed again, as described in Step 1.

• If there are no more prescriptions, electronic claims submission (ECS) begins.

Delivery The Rx is to be delivered to the patient.

Mail / UPS The Rx is to be mailed to the patient.

Note: In the dispense history section of the RX INQUIRY screen, which begins on Line 12, an asterisk is displayed to the left of the NDC number for each refill in which the drug was changed.

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RxAXIS Retail Pharmacy Management System Refilling a Prescription

Correcting Refill Limitation ProblemsOne of the following refill limitation messages might be displayed after you respond to the Enter Rx# prompt:

• Refill Too Soon indicates that not enough time has elapsed since the last fill or refill, according to the drug utilization rules of the third party.

• Profiled Rx–Cannot Refill indicates that the prescription was entered but profiled.

• No Refills Left indicates that the prescription is too old, the prescription is nonrefillable, or all refills have been used up.

The following table explains how to respond to each type of message:

Table 3-1: Refill Limitation Messages

Message How to RespondRefill Too Soon Make one of the following choices:

• To stop refilling the prescription, press Esc. The Rx is added to the Problem Queue, and the REFILL screen closes.

• To continue refilling the prescription, type C on the command line. When prompted, type authorized RPh and Tch initials.

Profiled Rx–Cannot Refill

On the command line of the NO REFILLS window, type UP to unprofile the Rx and dispense it as new prescription.

No Refills Left To stop refilling the Rx, press Esc. To continue refilling the Rx, contact the doctor to obtain refill authorization.• To print a doctor label, type DL on the command line of the window.• To fax a REFILL AUTHORIZATION REQUEST, type FX.• To send an ELECTRONIC REFILL REQUEST, type ERF.

After receiving authorization, from the command line of the NO REFILLSwindow, type either of the following commands:• NR - Copies the Rx to create a new prescription. For procedures to use

this option, see To Copy a Prescription and Dispense the Same Drug on page 2-2.

• IR - Increases the number of refills permitted. Continue to refill the Rx.

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Refill Screen CommandsThe following commands can be used in the REFILL screen to add, change, and view information about the prescription:

Table 3-2: Commands in the Refill Screen

Command Description1-13 Change Lines 1-13 Used to change information in any field on Line 1 through Line 13.

AQ AR History Inquiry Opens the ACCOUNT INQUIRY window, which is used in either of the following ways:• Add comments about the charge account. To do this, type CMT

on the command line of the window.• View a history of charge account activity. To do this, press

Enter to view all activity, or type a starting date and press Enter.

AR AR Account Inquiry Opens the AR INFORMATION window, which is used in any of the following ways:• Add a charge account. You can add more than one account.• View and update account details such as the billing address, up

to two phone numbers, the credit limit, and a billing cycle code.• Add comments about the charge account.• Give the account a Frozen or On Hold status.• Delete an account.

CMP Compound Ingredients

Used in prescriptions for compound drugs. Opens the COMPOUND DRUG MAINTENANCE window of DRUG INQUIRY, which enables you to view, add, and change information about drug ingredients.


Note: If the patient has more than one account, you are prompted to select an account before AR INFORMATION opens.

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CMT Enter Comment Used to add comments about the prescription. The comments are displayed on the screen below the prescription instructions.

D3 Display Third Party Opens a list of the insurance codes that have been added to the patient record. Select a code to use different insurance for the Rx or to view and update the insurance information.

DG, DX

Rx Diagnosis Opens the DISEASE HISTORY window, which enables you to view and add diagnoses as ICD9 codes.

DLV Delivery Method Opens the DELIVERY OPTIONS window, which is used to specify the delivery method, the delivery route, and special delivery instruc-tions.

DOC Documentation Window

Opens the DOCUMENTATION UPDATE window, which enables you to view, add, change, and delete notes about the patient, the prescrip-tion, or the drug.

DW Enter Date Written Used to specify the date on which the doctor wrote the prescription. By default, DATE WRITTEN is set to today’s date.


FX Fax Doctor Opens the DOCTOR FAX LIST window, which displays the fax num-ber(s) on file for the doctor who wrote the prescription. Type F1 or F2 to fax a REFILL AUTHORIZATION REQUEST to the doctor.

Table 3-2: Commands in the Refill Screen (Continued)

Command Description

Note: The last third party entered becomes the patient’s primary insurance provider. Use the FAMILY MEMBERS AND COVERAGESscreen to change the priority of a third-party code.

Note: If two numbers have already been entered, an F3 command option is displayed. Type F3 to send a fax using some other num-ber. This alternate number will not be saved.

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INF Extra Claim Information

Opens the EXTRA CLAIM INFORMATION window, which enables you to set DUR Reason for Service, DUR Professional Service, DUR Result of Service, DUR Level of Effort, and other param-eters before sending a claim. Do this if you expect to receive a rejection to the claim, and you know both the problem and the solution ahead of time.

INV Inventory Window Opens the INVENTORY window, which is used to view and change drug inventory details such as the quantities on hand and on order, the minimum and maximum acceptable stock levels, and the restocking quantity. Type V on the command line of the window to view vendor details.

L Print Label Bills the Rx, prints a label, and prompts you to choose the next pre-scription that is to be refilled for the same patient.

LO Print Labels Prints one or more Rx labels. You are prompted to specify the number of copies.

NR New Rx–Discontinue Previous Rx

Copies the prescription and discontinues the original.

PA Prior Authorization Opens the PRIOR AUTHORIZATION window, which is used to enter prior authorization codes issued by an insurance provider.

PC Patient Comments Opens the PATIENT COMMENTS window, which enables you to add, change, and delete comments about the patient.

PE Patient Education Prints an IMM monograph or non-IMM patient education form.

PF Partial Fill Opens the PARTIAL FILL window, which is used to specify a drug quantity or days supply that is less that the quantity written. You are prompted to add a Units Owed problem to the Problem Queue.


Command Description

Note: The EXTRA CLAIM INFORMATION window can also be opened from within the RX INQUIRY screen.

Note: To print multiple copies of a label, type a number directly after the letter L.

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Q Lot Expiration Opens the LOT #/EXP DATES window, which enables you to spec-ify a drug lot number, a drug expiration date, and an Rx expiration date for the prescription refill.

R Enter Refill Bills the prescription that is displayed and prompts you to choose another prescription to refill for the same patient.

RM Rx Remark Activates the RMK text entry field, which is used to add a remark about the prescription. This information is displayed below the Instr field each time that you view the Rx.

WC Workmens Comp Enables entry of workers’ compensation insurance information.

WL Warning Label Opens the WARNING LABEL DATABASE window, which is used to choose warning messages for the Rx. This command becomes inactive if you system is configured to print warning labels auto-matically.


Command Description

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01-03-HBS-113-09-0001-E 4-1 03-30-2010

Chapter 4

Viewing a Patient’s Rx HistoryThe following RxAXIS System screens are used to view patient dispense activity in reverse chronological order:

• The PATIENT RX HISTORY–ALL screen shows all of a patient’s prescriptions—including ones that were discontinued or deleted.

• The PATIENT RX HISTORY screen displays only the patient’s active prescriptions.

Both screens share the same display format and commands, and you can switch from one screen to the other. From the PATIENT RX HISTORY screen, type the HA command to open PATIENT RX HISTORY–ALL. From the PATIENT RX HISTORY–ALL screen, type the H command to open PATIENT RX HISTORY.

You can use PATIENT RX HISTORY to search for a prescription when you do not know the Rx number. You can also perform the following additional tasks:

• Refill a prescription. See Refilling a Prescription on page 4-3.

• Copy a prescription to create a new one. See Copying a Prescription on page 4-3.

• Discontinue a prescription. See Discontinuing or Reinstating a Prescription on page 4-4.

• Queue multiple prescriptions for automatic refilling. See To Process Refills on page 7-1 of Chapter 7, “Automatic Refill.”

• Unprofile a prescription.

• Print labels.

• Print IMM monographs or non-IMM Patient Education forms.

• View Problem Queue information.

• Open other screens without having to search for the same patient or prescription. These screens include PATIENT INQUIRY, NEW RX, REFILL, RX INQUIRY, and FAMILY RX HISTORY.

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To View a Patient’s Rx History1. From the RX MENU, choose H - Patient Rx History. At the Last Name and First Name

prompts, type the patient’s name. Then choose a patient in the PATIENT SEARCH window.

2. The PATIENT RX HISTORY screen lists all active prescriptions filled for the patient. If the list goes beyond one screen, press Enter to scroll to the next page. Table 4-1 lists each field that is displayed on the screen.

Table 4-1: Fields in the Patient Rx History Screen

Field DescriptionRx# Indicates the prescription number.

Last Fill Indicates the last Rx dispense date.

Drug Name Indicates the first 16 characters of the drug name.

N/R Displays one of the following codes to indicate the prescription status:N The pharmacy dispensed a new prescription. No refills are allowed.N## The pharmacy dispensed a new prescription. Up to ## refills are

allowed.R The pharmacy refilled a prescription. No more refills are allowed.R## The pharmacy refilled a prescription. Up to ## more refills are allowed.TR The prescription was transferred out. The date of transfer is displayed to

the right of the code.DC This code is displayed only in the RX HISTORY–ALL screen. It indicates

that the prescription was discontinued. The discontinue date is displayed to the right of the DC code.

Qty Indicates the quantity dispensed.

Price Indicates the price.

Doctor Indicates the last name of the physician who wrote the prescription.

Bill Indicates the third party to which the Rx was billed.

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RxAXIS Retail Pharmacy Management System Viewing a Patient’s Rx History

3. From the command line, type any of the commands listed in Table 4-2. The information that follows explains how to use these commands:

Refilling a PrescriptionTo refill a prescription that is listed in PATIENT RX HISTORY, use the following procedure:

To Refill a Prescription From Patient Rx History1. From the command line, type R followed by the line number of a listed prescription. The

REFILL screen opens.

2. When prompted, type authorized RPh and Tch initials. The cursor returns to the command line.

3. You can optionally choose a different drug or edit the prescription information. For procedures to make these changes and to complete the refill process, see To Refill a Prescription on page 3-1. Continue on Step 6 of that procedure.

Copying a PrescriptionTo copy a prescription and discontinue the original from the PATIENT RX HISTORY screen, use the following procedure:

To Copy a Prescription from Patient Rx History1. From the command line of the PATIENT RX HISTORY screen, type N followed by the line

number of a listed prescription that you want to copy. The system opens a copy of the Rx in the NEW RX screen. The following prompt is displayed:

Change Drug, Y/N

R# Refills a specific prescription.

N# Copies a specific prescription and discontinues the original.

DC# Discontinues a specific prescription.

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2. Make one of the following choices:

• If you want to dispense the same drug, type N. The Rfl field becomes active. Continue to fill the Rx. For procedures, see To Copy a Prescription and Dispense the Same Drug on page 2-2 of Chapter 2, “Filling a New Prescription.” Continue on Step 3 of that procedure.

• If you want to dispense a different drug, type Y. The Drg field becomes active. Continue to fill the Rx. For procedures, see To Copy a Prescription and Dispense a Different Drug on page 2-2 of Chapter 2, “Filling a New Prescription.” Continue on Step 3 of that procedure.

Discontinuing or Reinstating a PrescriptionDiscontinuing a prescription removes it from view in all screens except PATIENT RX HISTORY–ALL. To discontinue a prescription, type DC# on the PATIENT RX HISTORY command line, where #is the line number of that prescription. In the N/R field, the system displays DC followed by the discontinue date. To reinstate the prescription, open PATIENT RX HISTORY–ALL and type DC#.

Patient Rx History Screen CommandsThe following commands can be used in the PATIENT RX HISTORY screen:

Table 4-2: Commands in the Patient Rx History Screen

Command DescriptionAF Automated Refill Typing AF# sends a specific prescription to the AUTOMATIC

REFILL queue. Typing AF bills all of the patient’s prescrip-tions that were sent to the AUTOMATIC REFILL queue.

CLN Display Clinic Code Opens a window that shows any Clinic codes assigned to the listed prescriptions. The window covers the three rightmost columns of PATIENT RX HISTORY.

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DC# Discontinue Rx Discontinues a specific prescription. The N/R field displays DC: followed by the discontinue date.

DCA Discontinue All Rx Discontinues all listed prescriptions.

DLV# Delivery Opens the DELIVERY OPTIONS window, which is used to spec-ify the delivery method, the delivery route, and special deliv-ery instructions.

DT Enter Start Date Lists only Rx’s filled on or before a specific date. You are prompted to type the date.

H Display Rx History–Active

Used in the PATIENT RX HISTORY–ALL screen. Opens the PATIENT RX HISTORY screen.

HA Display Rx History–All Used in the PATIENT RX HISTORY screen. Opens the PATIENT RX HISTORY–ALL screen.

I Display Instructions Opens a window showing the Sig codes in the Instr (Instruc-tions) field of each listed prescription. This window covers the four rightmost columns of PATIENT RX HISTORY.

L# Print Label Prints an Rx label for a specific prescription.

N Enter New Rx Opens the NEW RX screen, enabling you to enter a new pre-scription.

N# DC & Assign New Rx# Copies a specific prescription to create a new Rx, discontinu-ing the original. Opens the copy in the NEW RX screen.

P Patient Inquiry Opens the PATIENT INQUIRY screen record of the same patient.

PC Patient Comments Opens the PATIENT COMMENTS window, which enables you to view, add, change, and delete comments about the patient.

PD ECS Paid Window Opens a window that displays the following additional infor-mation about each listed Rx: Amount Paid and Copay. This window covers the four rightmost columns of PATIENT RX HISTORY.

Table 4-2: Commands in the Patient Rx History Screen (Continued)

Command Description

Note: To reinstate the prescription, type DC# on the com-mand line of the PATIENT RX HISTORY–ALL screen.

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PE# Print Patient Education

Prints an IMM monograph or non-IMM patient education form for the drug in a specific Rx.

PQ# Send to Problem Queue

Sends a specific prescription to the Problem Queue. You are prompted to choose a problem category.

PQD# Problem Queue Details Opens the PROBLEM QUEUE DETAILS window, which displays any problem information about a specific Rx that is in the Problem Queue. If there is no problem information, the win-dow displays the message No Problem Queue Items for This Rx Fill.

R Enter Refill Opens the REFILL screen, enabling you to refill an Rx. You are prompted to type an Rx number.

R# Refill Rx Used to refill a specific prescription.

T, T# Display Family Rx History

Opens the FAMILY RX HISTORY screen, which displays the combined prescription history of all family members. Search for prescriptions using one of the following methods:• Type T# to view all prescriptions for a specific drug in the

prescription history of the family.• Type T to choose a specific drug and view all prescriptions

for it that are in the family history.• Type T. When prompted to choose a drug, press Enter to

view all prescriptions in the family history.

TAR# TAR Window Used if a prescription has a Treatment Authorization Request (TAR) form. Opens a window that displays the TAR number, the TAR expiration date, and the number of units remaining in a specific Rx.

UP# Unprofile Rx Unprofiles a specific prescription, enabling you to dispense it. The system automatically restores the contents of the QtyDfield, and it changes Dt to the current date.


Command Description

Note: Profiling is an option supported in the NEW RX screen through the PO command.

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X# Rx Inquiry Opens the RX INQUIRY screen, enabling you to view, add, and change prescription and claim information. Use one of the fol-lowing methods:• Type X to choose any prescription by typing the Rx#.• Type X# to open the Rx record of a specific prescription

listed in PATIENT RX HISTORY.

% Refill Due/Utilization Opens a window that displays the following additional infor-mation about each listed prescription:• % Utilized - Specifies the percentage of the last fill or

refill that the patient has consumed.• Rfl Due - Specifies the refill due date.


Command Description

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01-03-HBS-113-09-0001-E 5-1 03-30-2010

Chapter 5

Viewing Rx InformationThe RX INQUIRY screen displays detailed information about a prescription and all of its refills. Using command options, you can perform any of the following tasks:

• Correct and retransmit rejected claims. For procedures, see Chapter 6, “Correcting and Retransmitting Claims.”

• Change the drug that is to be dispensed in a refill. For procedures, see Changing the Drug on page 5-3.

• Send a claim to the REFILL QUEUE or CLAIM QUEUE REVIEW screen.

• Enter prior authorization information that is missing.

• Copy the prescription to create a new one.

• Discontinue the prescription.

• Add comments about the patient, diagnosis information, and documentation about actions that require special authorization.

• Print standard and auxiliary labels, IMM monographs and non-IMM patient education forms, and delivery tickets.

• View inventory information such as the quantity on hand.

• View Problem Queue information.

• Open another screen without having to search again for the same patient, prescription, doctor, or drug. These screens include PATIENT INQUIRY, NEW RX, REFILL, PATIENT RX HISTORY, FAMILY RX HISTORY, FAMILY MEMBERS AND COVERAGES, DRUG INQUIRY, and DOCTOR INQUIRY.

The RX INQUIRY screen displays information in the following sections:

• The upper section of the screen shows patient details.

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• The middle section shows the original prescription information.

• The lower section, which begins on Line 12, shows the refill history. This section is used to change refill information and to choose a different drug. An asterisk displayed to the left of the NDC number on any refill line indicates that there was a drug substitution.

The following information explains how to complete these procedures:

• Search for a prescription.

• Change the drug that is to be dispensed for a specific refill.

Table 5-1 on page 5-3 explains how to perform other tasks using commands.

Searching for a PrescriptionUse the following procedure to search for a prescription record in the RX INQUIRY screen:

To Search for a Prescription1. From the RX MENU, choose X - Rx Inquiry. The Enter Rx# prompt is displayed.

2. Type the Rx number. The RX INQUIRY screen opens, displaying the prescription record. Depending upon how you system is configured, either of the following windows might also be displayed:

• PATIENT COMMENTS

• DOCTOR COMMENTS

3. After reading the information in each window, press Enter to close it. The cursor moves to the command line.

Note: If you do not know the Rx#, you can search for the prescription in the PATIENT RX HISTORY screen. Then type the X# command. See Chapter 4, “Viewing a Patient’s Rx History.”

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RxAXIS Retail Pharmacy Management System Viewing Rx Information

Changing the DrugUse the following procedure to change the drug in any refill of a prescription.

To Change the Drug in a Specific Refill1. On the command line of RX INQUIRY, type DRG followed by the refill line number and press

Enter. The REFILL DRUG window opens. This window displays information about the chosen fill number of the Rx, including the fill date, the drug name, and the NDC number.

2. Type C to close this window and continue changing the drug. The GENERIC SUBSTITUTION window opens. It lists each drug with the same GPI code as the drug in the original fill of the Rx.

3. Type the line number of a different drug and press Enter to choose that drug.

4. When prompted, choose a DAW code. The cursor returns to the command line.

Rx Inquiry Screen CommandsThe following commands can be used in the RX INQUIRY screen:

Note: The # symbol indicates that you can optionally choose a specific refill of the Rx by typing the refill line number after the command. If you omit the line number, you select only the original fill of the prescription.

Table 5-1: Commands in the Rx Inquiry Screen


Line 15.

AL Print Auxiliary Labels Opens the AUXILIARY LABEL window, enabling you to cre-ate, retrieve, or print an auxiliary label.

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AQ AR Account Detail Opens the ACCOUNT INQUIRY window, which is used in either of the following ways:• Add comments about the charge account. To do this,

type CMT on the command line of the window.• View a history of charge account activity. To do this,



account. For procedures, see To Add One or More Charge Accounts for the Patient on page 1-11 of Chapter 1, “Entering Patient Information.”

• View and update account details such as the billing address, up to two phone numbers, the credit limit, and a billing cycle code.


BD# Display Bill Dates Opens the RX INSURANCE INFORMATION window, which displays the dates and amounts of bills sent to insurance providers and payments received from insurance provid-ers.

Table 5-1: Commands in the Rx Inquiry Screen (Continued)

Command Description



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CM Caution Messages Opens the WARNING LABEL DATABASE window, which is used to choose warning messages for the Rx. This com-mand becomes inactive if you system is configured to print warning labels automatically.

CMP Compound Ingredients Used in prescriptions for compound drugs. Opens the COMPOUND DRUG MAINTENANCE window of DRUG INQUIRY, which enables you to view, add, and change information about drug ingredients.

CMT# Enter Rx Comments Used to add comments about the prescription. The com-ments are displayed on the screen below the prescription instructions.

D Drug Inquiry Opens the DRUG INQUIRY screen, enabling you to view information about the prescribed drug.

D3 Display Third Party Opens a list of the insurance codes that have been added to the patient record. Select a code to use different insur-ance for the Rx or to view and update the insurance infor-mation.

DB# Display Bin# Displays the Bank Identification Number of the insur-ance provider. This information is specified in the E.C.S. PLAN MAINTENANCE screen.

DC Discontinue Rx Discontinues the prescription. When prompted, type a Discontinue Date. To later remove the Discontinue Date, type the DC command again and use the Space key to blank it out.

DG, DX Rx Diagnosis Adds a diagnosis and/or ICD9 code to the prescription.

DL# Doctor Label Used to print a label showing information about the last fill or refill of the prescription. You can fax the label to the doctor to request refill authorization.

DLV Delivery Opens the DELIVERY OPTIONS window, which is used to specify the delivery method, the delivery route, and spe-cial delivery instructions.


Command Description

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DOC Documentation Window Opens the DOCUMENTATION UPDATE window, which enables you to view, add, change, and delete notes about the patient.

DP# Display Price Breakdown Opens the DP OPTION window, which displays the follow-ing monetary amounts: acquisition cost, ECS cost, billed amount, copayment, sales tax, ECS paid (primary), and ECS paid (secondary).

DRG# Display Refill Drug Typing DRG causes the drug name to be displayed in the rightmost column of each line in the Refill Information section of the screen. This information replaces the Days, Cst, and NDC# columns.

Typing DRG# opens the REFILL DRUG window, which is used to change the drug for a specific refill. For proce-dures, see Changing the Drug.

DW Date Written Opens the DATE WRITTEN window, which is used to spec-ify the date on which the doctor wrote the prescription. By default, DATE WRITTEN is set to today’s date.


ECS# Send ECS Claim Used to retransmit a rejected claim or send a claim rever-sal. For procedures, see Retransmitting Claims on page 6-13 of Chapter 6.

ERF E-Refill Via Surescripts Used to send an electronic refill request to a doctor. You are prompted to choose a doctor.

F Family Coverage Opens the FAMILY MEMBERS AND COVERAGES screen, which is used to view and edit the insurance information of family members who share the same coverage. If a patient is covered by two or more plans, you can also pri-oritize the plans in this screen.


Command Description

Note: The last third party entered becomes the patient’s primary insurance provider. Use the FAMILY MEMBERS AND COVERAGES screen to change the priority of a third-party code.

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FX Fax Doctor Opens the DOCTOR FAX LIST window, which displays the fax number(s) on file for the doctor who wrote the pre-scription. Type F1 or F2 to fax a REFILL AUTHORIZATION REQUEST to the doctor.

H Display Rx History–Active Opens the PATIENT RX HISTORY screen, which lists the patient’s active prescription history.

HA Display Rx History–All Opens the PATIENT RX HISTORY–ALL screen, which lists all of the patient’s prescriptions—active, discontinued, and deleted ones.

HIP HIPAA Window Opens the HIPAA PRIVACY POLICY window, which is used to view and update the HIPAA information privacy pol-icy signature history of the patient. You can also use this screen to manually enter information about a paper-based signature.

ILG Show Inventory Log Opens the INVENTORY LOG window, which displays a his-tory of changes to the drug inventory level as you dis-pensed drugs and received shipments.

INF Extra Claim Information Opens the EXTRA CLAIM INFORMATION window, which enables you to set DUR Reason for Service, DUR Pro-fessional Service, DUR Result of Service, DUR Level of Effort, and other parameters before sending a claim. Do this if you expect to receive a rejection to the claim, and you know both the problem and the solution ahead of time.


Command Description

Note: If two numbers have already been entered, an F3command option is displayed. Type F3 to send a fax using some other number. This alternate number will not be saved.

Note: The EXTRA CLAIM INFORMATION window can also be opened from within the REFILL screen.

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L# Print Label Used to refill a prescription. Bills the Rx, prints a label, and prompts you to choose the next prescription that is to be refilled for the same patient.

LO# Print Label Only Prints one or more Rx labels only. You are prompted to specify the number of labels.

M Doctor Inquiry Opens the DOCTOR INQUIRY screen, which enables you to view, add, and change information about the prescribing doctor. Press Esc to close DOCTOR INQUIRY and return to the same RX INQUIRY record.

N Enter New Rx Used to enter a new Rx. Opens the MINI PROFILE window, enabling you to optionally copy an existing prescription to create a new one.

NH Nursing Home Rx Window

For nursing home patients. Opens the NURSING HOME OPTIONS window, which is used to set patient-specific dis-pensing, charting, and treatment options.

NR New Rx - DC Previous Rx Copies the prescription to create a new Rx and discontin-ues the original.

P Patient Inquiry Opens the PATIENT INQUIRY screen to display information about the patient in the Rx.

PA# Prior Authorization Opens the PRIOR AUTHORIZATION window, which is used to enter prior authorization codes issued by an insurance provider.

PC Patient Comments Opens the PATIENT COMMENTS window, enabling you to view, add, change, and delete comments about the patient.

PD# Display ECS Paid Status Opens the PAID INFORMATION window, which displays the following information:


Command Description

Rx Date or Rfl DateECS CostPaid AmtReconciliation Status

Date PaidDate PostedBilling Method

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PD/2# Display OI Paid Status Similar to PD#, but displays information about a second-ary insurance payment.

PE# Patient Education Prints an IMM monograph or non-IMM patient education form for the prescribed drug.

PF# Partial Fill Opens the PARTIAL FILL window, which is used to specify a drug quantity or days supply that is less that the quan-tity written. You are prompted to add a Units Owed prob-lem to the Problem Queue.

PQ# Send to Problem Queue Sends the prescription fill or refill to the Problem Queue. You are prompted to choose a problem category.

PQD# Problem Queue Details Opens the PROBLEM QUEUE DETAILS window, which dis-plays any problem information about the fill or refill that is in the Problem Queue. If there is no problem informa-tion, the window displays the message No Problem Queue Items for This Rx Fill.

Q# Lot Expiration Opens the LOT #/EXP DATES window, which enables you to specify a drug lot number, a drug expiration date, and an Rx expiration date for the prescription fill or refill.

R Refill Rx Opens the REFILL screen, enabling you to refill the pre-scription.

RB# Rx Rebill Rebills a prescription fill or refill.

RQ# Requeue Claim Requeues a specific fill or refill for electronic claim trans-mission.

TAR TAR Lookup Used if a prescription has a Treatment Authorization Request (TAR) form. Opens a window that displays the TAR number, the TAR expiration date, and the number of units remaining in a specific fill or refill.

TK Print Delivery Tickets Prints delivery tickets for this prescription and for all other prescriptions that were filled today but not included in any previous printout of delivery tickets.


Command Description

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UD# Undelete Refill Undeletes the prescription. (When a third party rejects an electronic claim, the system might automatically delete the prescription, depending on how system parameters are set.)

UP Unprofile Rx Used when a prescription was profiled—entered into the system but put on hold. Unprofiles the prescription. The system completes the QtyD field and changes Date to the current date.

WC Workmens Comp Enables entry of workers’ compensation insurance infor-mation.

WLC# Add to Will Call Adds the prescription fill or refill to Will Call.

X Rx Inquiry Clears the RX INQUIRY screen, enabling you to search for another Rx. The Enter Rx # prompt is redisplayed.


Command Description

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Chapter 6

Correcting and Retransmitting Claims

The CLAIM RESPONSE REVIEW screen displays status information about prescriptions that were processed electronically—including Rx’s already paid, Rx’s that were rejected or reversed, and Rx’s that could not be transmitted. Use the CLAIM RESPONSE REVIEW screen and the RX INQUIRYscreen to correct and retransmit an electronic claim, as described in the following procedure:

To Correct and Retransmit an Electronic Claim1. From the RX MENU, choose EC - ECS Status Display. The CLAIM RESPONSE REVIEW

screen opens.

2. On the command line, type X followed by the line number of a rejected claim that you want to correct, then press Enter. The prescription is displayed in the RX INQUIRY screen.

3. Make corrections to the prescription and claim information. For procedures, see Making Corrections on page 6-3.

4. Retransmit the electronic claim immediately, or requeue the claim for transmission. For procedures, see Retransmitting Claims on page 6-13.

Claim Response Review ScreenThe CLAIM RESPONSE REVIEW screen displays each processed claim as a line item that includes the following information:

Table 6-1: Fields in the Claim Response Review Screen

Field DescriptionPlan Indicates the third-party code in the claim.

Rx# Indicates the system-assigned prescription number.

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You can use any of the following commands in the CLAIM RESPONSE REVIEW screen:

Rsp Indicates the status of the claim. Displays one of the following codes: A The claim was reversed. N The claim was never transmitted. P The claim was paid. R The claim was transmitted but rejected.

Status Indicates the status of the claim. Displays one of the following text messages. This information corresponds to the Rsp code.• Claim Reversed• Never Transmitted• Claim Paid• Claim Rejected

Table 6-2: Commands in the Claim Response Review Screen

Command DescriptionD# Display Claim Detail Displays ECS status information about a specific prescription,

including the amount paid or the cause of a claim rejection. Type D followed by the line number of the prescription, and press Enter. One of the following windows opens:• CLAIM REVERSAL INFO

• NEVER TRANSMITTED BILLING

• PAID CLAIM INFO

• REJECTED BILLING INFO

N Display Patient Name Inserts a new column, which displays the patient’s name. Press Enter to hide this column.

QC Switch to QC Screen Opens the CLAIM QUEUE REVIEW screen, which lists all claims that are queued for electronic transmission.

Table 6-1: Fields in the Claim Response Review Screen (Continued)

Field Description

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RxAXIS Retail Pharmacy Management System Correcting and Retransmitting Claims

Making CorrectionsUse the following procedure to make corrections to a rejected claim:

To make corrections to a claim1. As described in the previous procedure, To Correct and Retransmit an Electronic Claim,

open the CLAIM RESPONSE REVIEW screen. Select a prescription to open the Rx record in the RX INQUIRY screen.

2. If the prescription has been deleted, you are prompted to undelete it with the UD command.

3. If you need to make changes to the Patient Information, Original Rx Information, or Refill Information section of the screen, use the # (Change Lines) command.

4. If you need to enter missing prior authorization information, type PA (or PA# for a refill) on the command line. The PRIOR AUTHORIZATION window opens. Complete the required information.

5. If you need to add missing claim information, use the following method:

• Type ECS (for a new prescription) or ECS12 (for the most recent refill) on the command line and press Enter. If the Charge Rx prompt is displayed, type N and press Enter. A selection window opens.

• Type E and press Enter to select the Capture Additional Information option. The EXTRA CLAIM INFORMATION window opens. Complete the information described in the following steps.

X# Rx Inquiry Opens a specific Rx record in the RX INQUIRY screen.

Table 6-2: Commands in the Claim Response Review Screen (Continued)

Command Description

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6. Complete some or all of the fields listed in Table 6-3.

Note: You can select codes in options 10, 11, and 12 using either of the following methods:

• Choose option 10, 11, or 12. You are automatically prompted five times to select a code in that option.

• Choose option 9. You are prompted to select one code in each of the following options: 9, 10, 11, and 12. You are then prompted four more times to complete options 9 through 12.

Each of your selections is saved. To stop code selection at any time, press Esc.

Table 6-3: Extra Claim Information Window Fields

Field Description1 Patient Location

(307-C7)Used for a nursing home patient. Specifies the type of home where the patient is staying. Select one of the following codes:

2 Elig Clarification (309-C9)

Specifies the relationship between the patient and the cardholder. Select one of the following codes:

Not Specified AB Home [a private resi-

dence] 02 Inter-Care 03 Nursing Home 04 Long Time / Extended

Care

05 Rest Home 06 Boarding Home 07 Skilled Care Facility 08 Sub-Acute Care Facility

Not Specified 1 No Override 2 Override 3 Full Time Student

4 Disabled Dependent 5 Dependent Parent 6 Significant Other

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3 Rx Clarification (420-DK)

Specifies why the pharmacy is filling the prescription. Select one of the following codes:

4 Other Cvg Code (308-C8)

Specifies whether or not another third party has already covered part of the claim. Select one of the following codes:

5 Level of Serv (418-DI) Specifies charges for additional services that were provided. Select one of the following codes:

Table 6-3: Extra Claim Information Window Fields (Continued)

Field Description

Not Specified 01 No Override 02 Override 03 Vacation Supply 04 Lost Prescription

05 Therapy Change 06 Start Dose 07 Medically Necessary 08 Process Cmpnd for

Appr Ingr

Not Specified 1 No Other Coverage 2 Other Cvg Exists—

Collected 3 Other Cvg Exists—Not

Covered 4 Other Cvg Exists—Not

Collected

5 Managed Care Plan Denial

6 Other Cvg Denied—Not Participating

7 Other Cvg Exists—Not In Effect

8 Claim is Billing for Copay

Not Specified 01 Patient Consultation 02 Home Delivery 03 Emergency

04 24-Hour Service 05 Patient Consultation

Reg: GNRC 06 In-Home Service

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6 Basis of Cost (423-DN)

Specifies the cost basis for the drug price. Select one of the follow-ing codes:

7 U/D Indicator (429-DT)

Used for a nursing home patient. Specifies whether the drug is unit-dose and how the unit-dose drug was packaged. Select option 2 if the manufacturer packaged the drug. Select option 3 if the pharmacy packaged the drug.

8 Rx Origin Code (419-DJ)

Specifies whether the doctor wrote, phoned in, faxed, or e-mailed the prescription. Select one of the following codes:


Field Description

00 Not Specified 01 AWP 02 Local Wholesaler 03 Direct

04 EAC 05 Acquisition 06 MAC 07 Usual and Customary

0 Not Specified 1 Not Unit Dose 2 Manufacturer Unit Dose

3 Pharmacy Unit Dose 4 Custom Packaging

0 Not Specified 1 Written 2 Telephone

3 Electronic 4 Facsimile

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9 DUR Reason for Service (439-E4)

Specifies why a claim was rejected. You are prompted five times to select one of the following codes:


10 DUR Professional Service (440-E5)

Specifies what steps the pharmacy took to resolve the problem. You are prompted five times to select one of the following codes:



Field Description

Not Specified A Drug AD Additional Drug

Needed AN Prescription Authenti-

cation AR Adverse Drug Reaction CH Call Help Desk CS Patient Complaint/

Symptom

DA Drug Allergy DC Drug Disease (Inferred) DD Drug-Drug Interaction DF Drug Food Interaction DI Drug Incompatibility DL Drug Lab Conflict DM Apparent Drug Misuse

Not Specified 00 No Intervention AS Patient Assessment CC Coordination of Care FE Formulary Enforcement GP Generic Product Selec-

tion MO Physician Interface MR Medication Review

PO Patient Interaction PE Patient Education / In-

struction PH Patient Medication His-

tory PM Patient Monitoring PR Patient Referral PT Perform Laboratory

Test RO Pharmacist Review

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11 DUR Result of Service (441-E6)

Specifies the end result of the claim correction process. You are prompted five times to select one of the following codes:


12 DUR Level of Effort (474-8E)

Specifies the amount of time that was required to resolve the prob-lem. You are prompted five times to select one of the following codes: Not Specified 11 Level 1 ( 0 - 5 minutes ) 12 Level 2 ( 6 - 15 minutes ) 13 Level 3 ( 16 - 30 minutes ) 14 Level 4 ( 31 - 60 minutes ) 15 Level 5 ( more than one hour )



Field Description

Not Specified 00 No Intervention 1A Filled As Is, False Posi-

tive 1B Filled Prescription As Is 1C Filled With Different

Dose 1D Filled With Different

Direct. 1E Filled With Different

Drug 1F Filled With Different

Quantity

1G Filled With Prescriber Approv

1H Brand to Generic Change

1J Rx to OTC Change 2A Prescription Not Filled 2B Not Filled Direct. Clari-

fied 3A Recommendation

Accepted 3B Recommendation Not

Accepted

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7. You can optionally enter additional information using the following commands:

8. When finished, press Enter to close EXTRA CLAIM INFORMATION.

COB Opens the EXTRA CLAIM INFORMATION (COB) window. See Table 6-4 for more information.

DX Opens the EXTRA CLAIM INFORMATION (DIAGNOSIS) window, which is used to enter up to five diagnosis codes. See Table 6-5 on page 6-11 for more information.

DUR Opens the EXTRA CLAIM INFORMATION (DUR) window, which is used to identify up to five co-existing agents that contributed to the Drug Utilization Review event. See Table 6-6 on page 6-12 for more information.

OAC Opens the EXTRA CLAIM INFORMATION (OTHER AMT CLAIMED) window, which is used to specify up to three additional expenses. See Table 6-7 on page 6-12 for more information.

SR Opens the SECONDARY RELATIONSHIP window, which is used to enter a secondcode that identifies the relationship of the patient to the cardholder.

ER Opens the PROCEDURE MODIFIED CODE window, which enables entry of up to four Modified Code (459-ER) codes. This option is used in Medicare claims for DME supplies. It can be used to indicate that the DME product is being rented, or that a DME product is for a specific area of the body. Contact the third party for more information about what codes can be entered.

EE Opens the ENHANCED EDITS window, which is used to enter the following informa-tion about a prescription that is used with DME supplies:

Assoc Prescription/Service Date (457-EP) - Specifies the date on which the durable medical equipment specified in the Orig Prescribed Product/Service Code field was issued to the patient.Orig Prescribed Product/Service Code (445-EA) - Specifies a code that identifies the equipment.

Note: The RxAXIS System automatically fills in COB window fields using Rx, patient, and third party details that are on file. In most cases, it is unnecessary to add or change anything in this window.

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Table 6-4: Extra Claim Information (COB) Window Fields

Field DescriptionOther Payer Coverage Type (338-5C)

When the balance of an Rx is to be billed to a secondary third party, this field specifies the type of third party that has already paid a portion of the claim. Select one of the following insurance types:

Add up to three COB segments per prescription. Type N on the command line of the COB window to add a new segment or to toggle between seg-ments.

Other Payer ID Qualifier (339-6C)

Used when the balance of an Rx is to be billed to a secondary third party. Specifies the type of identification number being passed in the Other Payer Coverage Type field. Select one of the following identification code types:

Other Payer ID (340-7C)

Specifies the identification number of the primary third party billed for this claim. This number is assigned by the secondary insurer.

Other Payer Date (343-E8)

Specifies the date on which the primary third party paid the claim. The RxAXIS System automatically inserts this date.

Other Payer Amt Paid Qual (342-HC)

Specifies what the dollar amount paid by the primary third party represents. Select one of these expense categories:

Usually, 08 is used to specify the total dollars received from the other third party.

Not specified01 Primary

02 Secondary03 Tertiary

04 Coupon99 Composite

Not specified01 National Payor ID02 Health Industry Number

(HIN)03 Bank ID Number (BIN)

04 Nat. Ass. of Ins. Comm. (NAIC)

09 Coupon99 Other

Not Specified01 Delivery02 Shipping

03 Postage04 Administrative05 Incentive

06 Cognitive service07 Drug benefit08 Sum of all reim-

bursement

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Other Payer Amt Paid (431-DV)

Specifies the total dollar amount paid by the primary third party.

Other Payer Reject Code (472-6E)

Used if the claim was rejected by the primary third party. Specifies up to five 2-digit rejection codes from the rejection response message. Type each code.

Table 6-5: Diagnosis (DX) Window Fields

Field DescriptionDx Code Qual (429-WE)

Specifies the type of diagnosis code that is to be transmitted. Select up to five of the following code types per prescription. If no code is specified, the system automatically transmits IDC9.

Diagnosis Code (424-D0)

Used to type a diagnosis code that corresponds to the code type specified in Dx Code Qual. Type up to five codes per prescription.

Table 6-4: Extra Claim Information (COB) Window Fields (Continued)

Field Description

00 Not specified01 ICD902 ICD1003 NCCI

04 SNOMED05 CDT06 Medi-Span DX

code

07 DSMIV99 Other

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Table 6-6: Extra Claim Information (DUR) Window Fields

Field DescriptionDUR CoAgent ID Qual (475-J9)

Specifies the type of agent code that is to be sent. Select up to five of the following code types per prescription:

DUR CoAgent ID (476-H6)

Specifies the agent code. Type up to five codes per prescription.

Table 6-7: Extra Claim Information (Other Amt Claimed) Fields

Field DescriptionOther Amt Claim Submitted Qual (479-H8)

Specifies one of the following expense categories:

You can enter up to three expense codes per prescription.

Other Amt Claim Submitted (480-H9)

Specifies an expense amount.

Incentive Amount Submitted (483-E3)

Specifies an extra amount that the pharmacy is requesting from the insurance provider for a specific claim.

Not Specified01 UPC02 HRI03 NDC04 UPN05 DOD07 CPT408 CPT509 HCPCS11 NAPPI

12 EAN13 DIN14 Medi-Span GPI15 First Data Bank

GCN16 Medical Econom-

ics GPO17 Medi-Span DDID18 First Data Bank

Smart Key

19 Medical Econom-ics GM

20 ICD921 ICD1022 Medi-Span Diag-

nosis Code23 NCCI24 SNOMED

Not Specified01 Delivery Cost02 Shipping Cost

03 Postage Cost04 Administrative Cost99 Other

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Retransmitting ClaimsThe following procedures explain how to perform these tasks:

• Retransmit one corrected claim immediately.

• Requeue multiple corrected claims, and retransmit them all using a single command.

To Retransmit One Claim at a Time1. After correcting a claim, on the command line of RX INQUIRY, type ECS for a new

prescription or ECS12 for a refill. A selection list of billing options opens.

2. Type 1 and press Enter to select the 1. Retransmit Claim (Primary Insurance) option. The claim is retransmitted.

To Retransmit Multiple Claims for a Patient1. Correct a claim, as described in the procedure To make corrections to a claim, on

page 6-3.

2. Type RQ on the command line of RX INQUIRY. The following prompt is displayed:Requeue Claim Y/N?

Professional Service Fee Submitted (477-BE)

Used when billing for vaccinations or other immunizations that are administered within the pharmacy. Specifies a dollar amount, which is usually set by the third party. Contact the third party for more information about when to use the field and what amount to enter.

Note: RxAXIS includes up to four claims per patient in an electronic transmission.

Note: Depending on how your system is configured, this window might use either numbers or letters as selection commands. This procedure assumes that num-bers are used.

Table 6-7: Extra Claim Information (Other Amt Claimed) Fields (Continued)

Field Description

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3. Type Y and press Enter. The following prompt is displayed:Send Additional Info?


• If you need to add any additional claim information, type Y and press Enter. The EXTRA CLAIM INFORMATION window opens. Add the required information, as described in the procedure To Correct and Retransmit an Electronic Claim on page 6-1. The claim is requeued for electronic transmission, and the cursor returns to the RX INQUIRY command line.

• If you want to continue without making any additional changes to the Rx, type N and press Enter. The claim is requeued for electronic transmission, and the cursor returns to the RX INQUIRY command line.

5. Type NQ to open the RX INQUIRY record of the next rejected claim for the same patient that is in the CLAIM QUEUE REVIEW screen. Make corrections, then repeat Step 2 through Step 4. Repeat this process for each additional claim that needs to be transmitted.

6. On the command line of the RX INQUIRY screen, type QC to open the CLAIM QUEUE REVIEW screen.

7. Type S followed by the line number of one of the corrected prescriptions for the patient, and press Enter. The All Scripts For This Patient? prompt is displayed.

8. Type Y and press Enter. The system retransmits all queued claims for the patient.

Note: By default, the screen displays only claims transmitted from your window and workstation. To view claims sent from other windows and workstations, type All on the command line.

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Chapter 7

Automatic RefillThe Automatic Refill feature of the RxAXIS System is used to process refills using any of the methods described in the following procedure:

To Process Refills1. Send prescriptions to the REFILL queue. Use any of the following methods:

• In the AUTOMATIC REFILL screen, enter multiple Rx numbers to queue the refills. For procedures, see Queueing Prescriptions by Rx Number on this page.

• From the RX MENU, choose AF - Automatic Refill > AD - Auto Refill from Refill Due to queue all prescriptions that are due for a refill between two specific dates. For procedures, see Queueing Prescriptions that are Due for a Refill on page 7-2.

• In the PATIENT RX HISTORY screen, use the AF# command to queue multiple refills.

• In the RX INQUIRY screen, use the AF command to queue a refill.

2. Open the REFILL QUEUE screen to process the queued refills.

Queueing Prescriptions by Rx NumberTo quickly process refills by Rx number, use the following procedure:

1. From the RX MENU, choose AF - Automatic Refill > AF - Automatic Refill. The AUTOMATIC REFILL window opens, and Rx Number prompt is displayed.

2. Type an Rx#. Information about the drug and patient are displayed in the window. Review this information. If you typed the wrong Rx#, press Esc to start over and type a different number.

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3. Press Enter to queue the refill. You should observe one of the following results:

• If the prescription can be refilled, the message *** Refill Queued *** is displayed on the screen. The AUTOMATIC REFILL window is cleared.

• If the prescription cannot be refilled, the REFILL ERRORS window opens, displaying one or more of the following warning messages:

Rx Over 1 Year OldNo Quantity Left

No Refills Left.

Type DL to print a doctor label, or type FX to fax a REFILL AUTHORIZATION REQUEST to the doctor. Then press Enter to cancel this refill attempt. The message Refill Not Queued is displayed.

4. You are prompted to type another Rx number. For each additional refill, repeat Step 2 and Step 3.

5. When finished queueing refills, press Esc. The following prompt is displayed:Enter “R” to Refill Now

6. Type R to create bills, print labels, and send electronic claims for the queued prescriptions. Or, press Enter to leave the prescriptions queued but unprocessed. The ENTER INITIALS window opens.

7. Type authorized RPh and Tch initials. Press Enter to close the window and begin electronic claims transmission.

Queueing Prescriptions that are Due for a RefillUsing the options and procedures described next, you can queue refillable prescriptions for patients that are included in the Auto Refill Due feature of the RxAXIS System.

You select prescriptions by making the following choices

• Include all patients, choose a specific patient, or include all prescriptions for a specific drug.

Note: You can activate this feature for any patient by setting the Auto Refill Due parame-ter to Y in the PATIENT INFORMATION window of PATIENT INQUIRY.

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RxAXIS Retail Pharmacy Management System Automatic Refill

• Include prescriptions that are eligible for a refill or prescriptions that are due for a refill.

• Specify a starting date and an ending date. All prescriptions that are eligible to be refilled or are due for a refill between those dates are included.

• Optionally include maintenance drugs only.

The following procedures explain how to queue refills for all patients, for a specific patient, or for a specific drug.

To Queue Refills for All Patients1. From the RX MENU, choose AF - Automatic Refill > AD - Auto Refill from Refill Due.

The following menu options are displayed:

2. Choose By Allowed Date or By Actual Date. The following options are displayed:

3. Choose A - Auto Refill All Patients. The AUTO REFILL FROM REFILL DUE window opens. The Starting Allowed Date (or Starting Actual Date) prompt is displayed.

4. Type the earliest date on which prescriptions should be eligible (or due) for a refill. Press Enter to choose today’s date. The Ending Allowed Date (or Ending Actual Date) prompt is displayed.

5. Specify the latest date on which prescriptions should be eligible (or due) for a refill. Press Enter to choose today’s date. The Maintenance Drugs Only, Y/N prompt is displayed.

6. Type Y to include only maintenance drugs. Type N to queue all drugs. The prescriptions are sent to the REFILL QUEUE.

A By Allowed Date Includes prescriptions that are eligible to be refilled within a date range that you specify.

B By Actual Date Includes prescriptions that need to be refilled within a date range that you specify.

A Auto Refill All Patients Includes all patients with prescriptions that can be queued for refilling.

B Auto Refill Single Patient Includes all prescriptions for a specific patient that can be queued for refilling.

C Auto Refill Single Drug Includes all prescriptions for a specific drug that can be queued for refilling.

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To Queue Refills for a Specific Patient1. From the RX MENU, choose AF - Automatic Refill > AD - Auto Refill from Refill Due.



3. Choose B - Auto Refill Single Patient. When prompted, choose a patient. The AUTO REFILL FROM REFILL DUE window opens. The Starting Allowed Date (or Starting Actual Date) prompt is displayed.


5. Specify the latest date on which prescriptions should be eligible (or due) for a refill. Press Enter to choose today’s date. The Maintenance Drugs Only, Y/N prompt is displayed.

6. Type Y to include only maintenance drugs. Type N to queue all drugs. The prescriptions are sent to the REFILL QUEUE.






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To Queue Refills for a Specific Drug1. From the RX MENU, choose AF - Automatic Refill > AD - Auto Refill from Refill Due.



3. Choose C - Auto Refill Single Drug. When prompted, choose a drug. The AUTO REFILL FROM REFILL DUE window opens. The Starting Allowed Date (or Starting Actual Date) prompt is displayed.


5. Specify the latest date on which prescriptions should be eligible for a refill (or due for a refill). Press Enter to choose today’s date. The CREATING REFILL QUEUE window opens, displaying the number of Rx’s that were selected.

6. Press Enter to send all of the queued prescriptions to the REFILL QUEUE.

Queueing Refills from PATIENT RX HISTORYIn the PATIENT RX HISTORY screen, send a prescription to the REFILL queue by typing AFfollowed by the line number of a prescription. If the prescription cannot be refilled, the system responds with a warning message. Otherwise, it displays *** Refill Queued ***.






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Type AF to create bills, print labels, and transmit electronic claims for all of the queued prescriptions for the patient. Omitting this step leaves the refills waiting in the REFILL queue, where you can process them later.

Processing Queued RefillsThe REFILL QUEUE screen displays all prescriptions that are queued for refilling. To access this screen, use the following procedure:

1. From the RX MENU, choose RFQ - Refill Queue. The SELECT HOMES window opens. This window is used to select nursing home patients.

2. Press Enter to close SELECT HOMES. The REFILL QUEUE screen opens.

Refill Queue Screen FieldsEach line item in the REFILL QUEUE screen shows the following information:

Table 7-1: Fields in the Refill Queue Screen

Field DescriptionSource Indicates how the prescription was queued. Displays one of the following codes:

A The prescription was manually queued for refill from RX INQUIRY or PATIENT RX HISTORY using the AF or AF# command.

I A refill request was phoned in using the IVR system.R The prescription was automatically queued for refill.

Date/Time Indicates the date on which the refill was queued.

Time Indicates the time of day at which the refill was queued.

Patient Code Displays one of the following codes:

Patient Name Indicates the patient name.

frz A/R Freezehld A/R Hold

pc Patient Commentsdf Do Not Fill Rx

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Sorting Rx RecordsTo choose a method of sorting the Rx records, use the following procedure:

1. Type S and press Enter. A selection window opens.

Home Used for a nursing home patient. Indicates the Home code.

Rx Number Indicates the system-assigned prescription number. If there is a problem, one of the following exception codes is displayed to the left of the Rx Number:

Delivery Code Indicates whether the prescription is to be delivered. Displays one of the follow-ing codes:

Drug Name Indicates the name of the drug.

Table 7-1: Fields in the Refill Queue Screen (Continued)

Field Description

@ The drug was deleted.c The cash drug price has changed

since the last fill.d The prescription has been dis-

continued.e The Rx expired.i The drug is inactive.l There are third-party limita-

tions for the drug.m The drug is multisource.

n There is a drug message in the Rx.

p Only a partial quantity can be refilled.

pc There are patient comments for this patient.

t There are third-party limitations on the refill.

x There are no refills left.? The prescription is to be trans-

fered.

Note: To view a definition of each exception code, type K.

dlv Deliveryh On Hold

ml Mail Orderp/u Pick Up

w Waiting

Note: To view a definition of each delivery code on the screen, type K on the command line.

01-03-HBS-113-09-0001-E 7-8 03-30-2010


2. Using the Up and Down arrow keys, move the selection highlight to one of the following options:

3. Press Enter. The records are sorted.

Updating Rx PricesIf the price of a cash Rx has changed since the last refill, the code c is displayed to the left of the Rx number. To update the price, use the following procedure:

1. Move the selection highlight to the line item of the refill and press Enter. A window opens, displaying the old and new prices. The Enter the New Price prompt is displayed.


• Type N to use the new price calculated by the system.

• Type O to use the old price.

• Type a different price.

Refill Queue Screen CommandsYou can use any of the following commands in the REFILL QUEUE screen.

By Date Sorts by queueing date in ascending order.

By Patient Sorts by patient name.

By Home Sorts by Home code.

Note: To use the C, D, N, P, R, U, V, and X commands, you must first move the selection highlight to a specific line using the Up and Down arrow keys.

Table 7-2: Commands in the Refill Queue Screen

Command DescriptionA Refill All Lines Processes all listed prescriptions that can be refilled.

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C Patient Comments Opens the PATIENT COMMENTS window, enabling you to view, add, change, and delete comments about the patient in the selected Rx.

D Delete Highlighted Line Removes the selected prescription from the REFILL QUEUE.

K Problem Keys Displays a definition of each Patient Code, Rx Code, and Delivery Code that is used in the REFILL QUEUE screen.

N Display Drug Message Displays any message that is automatically displayed in the NEW RX or REFILL screen when you choose this prescribed drug. Drug messages are added in DRUG INQUIRY.

P Refill All Rx’s Processes the selected prescription and all others that are listed for the same patient.

R Refill Highlighted Line Processes the selected prescription.

S Sort Opens a selection list, enabling you to choose a record sorting method. You can sort records by queueing date, by patient name, or by Home code.

U Urgency/Delivery Code Enables selection of one of the following delivery options: Pick Up, Mail, and Delivery.

V View Details Displays additional information about the selected Rx.

X X-Mode Opens the selected Rx record in the RX INQUIRY screen.

Table 7-2: Commands in the Refill Queue Screen (Continued)

Command Description

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01-03-HBS-113-09-0001-E 8-1 03-30-2010

Chapter 8

Entering Drug InformationThe DRUG INQUIRY screen is used to add a drug and to view and update existing drug information.

To Add a Drug

1. From the RX MENU, choose D - Drug Inquiry. The DRUG SEARCH window opens.

2. Add the new drug using either of the following methods:

• If the same medication exists in a different strength or brand name, type that drug name and strength when prompted. In the search results window, select a product. On the command line of the DRUG INQUIRY screen, type Copy. The cursor jumps to the Drug Name field on Line 1. Change Drug Name and Strength to create a new, unique drug. Then continue on Step 5.

• If there are no similar drugs, type the full drug name in the DRUG NAME field. Type the strength of the product in the Strength field. A blank data-entry screen is displayed with the cursor positioned at the top.

3. Press Enter to bypass the Drug Name and Strength fields, which contain the information that you typed previously. If HBS Web Server is turned on, then the following prompt is displayed:

Pull Drug From HBS, Y/N


• If you want to download information about the drug from the HBS Web Server database, type Y and press Enter. To confirm your decision, respond Y to the Are You Sure, Y/N prompt. The system completes some of the DRUG INQUIRY screen fields automatically. However, you usually still need to manually complete some drug information.

Note: Begin the name of a compound drug with “C-”.

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• If you do not want to download information, type N and press Enter.

5. In the Form field, type a code up to 4 letters long to identify the form in which the drug is manufactured: tablet, capsule, liquid, cream or ointment, spray, suppository, etc.

6. In the Sig Def field, type the appropriate default Sig (signature) code for the prescription instructions. Sig Def combines with numerical values and other codes typed into the Instr (Instructions) field of the NEW RX screen to generate the instructions. Type one of the following codes:

7. On Line 4 through Line 8, complete the following additional fields. When you complete the StF field, the Indicators field becomes active, and the INDICATORS window opens.

Note: A T or L in the Sig Def field is interpreted as 1T (take one tablet) or 1L (take one teaspoonful), respectively.

Units Opens the UNITS window, which is used to specify the number of units per package. Complete the following fields:

AWP Units - Used when pricing is based upon the average wholesale price. Specifies the number of units per package.

Acq Units - Used when pricing is based upon the acquisition cost. Specifies the number of units per package.

For drugs with a decimal quantity, you should round off these amounts to the next higher whole number.

Metric Specifies the exact quantity per package (not rounded).

A ApplyB UseC Take capsuleD Dissolve tabletF Chew tabletG Instill

I Inhale puffJ InjectL Take teaspoonfulM Use sprayP Apply patchR Rinse mouth

S Insert suppositoryT Take tabletV Insert vaginallyW WashX InsertY Dissolve (powder)

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RxAXIS Retail Pharmacy Management System Entering Drug Information

8. In the INDICATORS window, complete the fields shown in Table 8-1. Completing the last field closes the INDICATORS window, then the LABEL INFO window opens.

NDC# Opens the NDC window, which is used to enter and update the National Drug Code (NDC). Each brand, form, strength, and package size of the same medication has a unique NDC. This code follows the pattern ##### – #### – ##. The trailing digits indicate the package size.

Type hyphens manually. If necessary, add leading zeros to comply with the 5-4-2 digit format.

UPC# Specifies the Universal Product Code (UPC) on the medicine package. The UPC code is based on the NDC.

Ident Used to type a description of the drug up to 10 characters long. You can print this text on the prescription label.

StF Specifies the state formulary number.

Table 8-1: Fields in the Indicators Window

Field DescriptionNarc Specifies the federal narcotic code. Type one of the following codes:

0,6 Legend drug2 Class II controlled substance (narcotic)3 Class III controlled substance4 Class IV controlled substance5 Class V controlled substance7 Over-the-counter (OTC)9 Durable medical equipment (DME)

UD Add-On Used for unit-dose drugs dispensed to nursing homes. Specifies whether the pharmacy should charge an additional amount per dose. Type an additional amount per dose, or leave the field blank.

UD Drug Used for unit-dose drugs dispensed to nursing homes. Specifies whether the drug is unit-dose. Type Y or leave the field blank.

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Treatment Used for drugs dispensed to nursing homes. Specifies whether this is a Treatment drug for all homes. Type Y or leave this field blank.

If you leave the field blank, you can still specify treatment drugs on a per-home basis using the B - Home Drug File Maintenance option of the NURSING HOME MAINTENANCE menu of the nursing home system.

Aux Code This code can serve different purposes, depending upon the drug type and the state regulations. For more information, see the RxAXIS Retail Pharmacy Management System User Guide.

Comp Group Opens the COMPENSABILITY GROUP window, which is used to specify a drug category for which third parties might provide compensation. Select one of the following categories:

DESI Cov Specifies whether the drug is on the DESI drug list. (Drugs on that list are not covered by Medicaid.) Type N for Not Covered if the drug is on the DESI list. Otherwise, leave this field blank.

C/V/K Specifies whether special authorization is required to dispense the drug. If authorization is required, type one of the following codes. Otherwise, leave the field blank.C A claim reference number is required.V A visit code is required.K Both a claim reference number and a prior approval number are

required.

Table 8-1: Fields in the Indicators Window (Continued)

Field Description

Blank No categories apply

N Non-Compens-able

1 Injectable2 State Restricted3 Anorexics4 Birth Control

5 Fertility6 Diaphragm7 Insulin8 Syringe9 VitaminA-J User-defined

categories

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Inactive Specifies whether the drug is inactive. Type Y or leave the field blank. Typing Y prevents the drug from being listed in the DRUG SEARCH win-dow of the NEW RX screen.

M/C Exmp Specifies whether the drug is exempt from Medicaid copayments. Type Y if the drug is exempt, or leave the field blank.

P/E Automatically prints patient education leaflets for the drug if this field is set to Y.

Refill, Y/N Specifies whether the drug can be refilled. Type N to prevent refills for this drug. Leave the field blank to enable refills.

Mnt/Drg, Y/N Specifies that this is a maintenance drug if this field is set to Y. Mainte-nance drugs are included in the Refill Reminder and Auto Refill from Refill Due functions.

DAW Opens the DAW CODE window, which is used to assign a default Dis-pense As Written (DAW) code to the drug. Select one of the follow-ing codes: 0 No DAW. The physician did not write Dispense as Written. 1 Physician DAW. The physician wrote Dispense as Written. 2 Patient DAW. The patient chose the brand name. 3 RPh DAW. The pharmacist chose the brand name. 4 No Generic Available. There is no known generic drug. 5 Brand Dispensed. The brand name price is less than that of the

generic. The brand name, therefore, is to be dispensed. 6 Branded Generic. A generic drug is being sold as if it were a

brand name. 7 Substitution not Allowed. Federal or state regulations do not

permit substitution. 8 Generic Not Available. A generic drug exists, but it is currently

unavailable from its distributor. 9 Extra Documents Required. Other conditions apply.


Field Description

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STC Specifies whether the drug is included in the Share the Care program. Type Y if the drug is included. Otherwise, type N or leave the field blank.

Qty/Day Limit Opens the QTY/DAY LIMIT window, which enables you to set dispense quantity limits using the following fields. Leave the fields blank to remove limitations.

Minimum Qty - Specifies the minimum quantity per Rx that can be dis-pensed.

Maximum Qty - Specifies the maximum quantity per Rx that can be dispensed.

Maximum Day - Specifies the length of time, in days, that an Rx for this drug remains valid.

Code 1, Y/N Used for California Medicaid. Specifies whether this is a Code 1 drug. Type Y or N.

Interfaces Opens the INTERFACES window, which is used to make a specific pack-aging system process this drug.

To use the Medicine On Time packaging system, choose 4. Medicine on Time, Y/N. The MEDICINE ON TIME window opens. Complete the fol-lowing information:

Send Rx to MOT. Type N to exclude prescriptions filled for this drug from Medicine on Time.

Size Factor. Specifies the number of pills to fit into each bubble. Type a number from 1 to 6. You can leave the field blank to select 1. To pass an item as a bulk item (not to be packaged), type 7 into this field.

TAR, Y/N Specifies that a Treatment Authorization Request (TAR) form is needed for this drug if this field is set to Y. Specifies that the TAR form is not needed if this field is set to N or is left blank.

340B, Y/N Specifies whether the drug is covered under the Public Health Service (PHS) Section 340B Drug Pricing Program. Type Y or N.


Field Description

Note: This program sets price limits for low-income patients.

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Prod/Srv Specifies the type of drug identification code that is to be transmitted in claims. Select one of the following codes:

UM Opens the UM CODES window, enabling you to specify the unit of mea-surement or package type. Select one of the following codes:

KDC # Specifies the Knowledge Base Drug Code, which identifies the drug’s chemical class. This code, which is based on the NDC number, is used by the Drug-Drug Interactions Database. The system automatically com-pletes this field.

Days Supply Used to automatically insert a days supply into the Days field of each Rx for this drug. Leave this field blank when not using this feature.

Pat Auto Includes this drug in the Auto Refill from Refill Due feature if this field is set to Y.

Bypass QA Used in the Workflow system. Specifies whether to bypass the QA STA-TION scan. Type Y or N.


Field Description

00 Not specified01 UPC02 HRI03 NDC04 UPN

05 DOD06 DUR/PPS07 CPT408 CPT509 HCPCS

10 PPAC11 NAPPI12 EAN13 DIN

Note: The system defaults to 03 NDC if the code type is not specified.

EA EachMCG MicrogramsMG MilligramsGM GramsKG Kilograms

ML MillilitersL LitersCS CasesSYR SyringesMIN Mini-bags

DAY DaysCAS CassettesBAG BagsSIX Six-packsCAN Cans

Note: You might need to use this option when using a packaging sys-tem to dispense the drug.

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9. In the LABEL INFO window, complete the fields shown in Table 8-2. Completing the last field closes the LABEL INFO window, and the PRICING window opens.

Keep NDC, Y/N Specifies whether to treat the NDC number of this drug as a valid one even if it is a custom number.

Type Y to cause HBS Web Server to bypass the normal validation func-tion for the NDC number of this drug. Type N or leave the field blank to use the normal validation function.

Any invalid number that is detected is added to the Invalid NDC# List under Master Menu > J - Price Updates/Invalid NDC’s > Print Invalid NDC’s.

Pref. Drug, Y/N Used when the drug is linked to other brand-name or generic drugs in the BRAND/GENERIC window. Specifies whether this is a preferred drug.

Type Y to always insert this drug at the top of any selection list of alter-nate drugs that might be displayed in the NEW RX and REFILL screens—even if BRAND/GENERIC window settings do not actually assign the highest priority to this drug.

Table 8-2: Fields in the Label Info Window

Field DescriptionLot # Specifies the lot number of the drug. A FIELD PARAMETERS option,

when activated, causes the Lot# to be printed on the prescription label.

Expiration Date Specifies the drug expiration date. Do not dispense the drug after this date.

Expiration Code Specifies the lot expiration code, which determines the life span of the lo t in days .You can crea te expi ra t ion codes under B - Fi le Maintenance > I - Label Expire Code Maint.

Default Instr Used to enter default prescription instructions by typing Sig codes sepa-rated by slashes. These instructions are automatically inserted into the Instr field of each new Rx for this drug.


Field Description

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10. In the PRICING window, complete the fields shown in Table 8-3. Completing the last field closes the PRICING window, and the BRAND/GENERIC window opens.

Label Form Used if different information is entered into the Form field (on Line 3of the screen) and the Label Form field. Prints only Label Form on the printed label.

Note: Unless the field descriptions state otherwise, you should type all prices in the format nnnn, using the two rightmost digits for cents.

Table 8-3: Fields in the Pricing Window

Field DescriptionAWP Specifies the average wholesale price of the drug. This information

comes from Medi-Span. HBS updates this field on a weekly basis.

Updated Indicates the date on which AWP was last updated.

New AWP Specifies a new AWP that is scheduled to become effective.

Effective Specifies the starting date on which New AWP is to become effective.

AqC Specifies the actual cost of acquisition incurred by the pharmacy. AqCis included in reports and purchase orders.

[AqC] Updated Indicates the date on which AqC was last updated.

AAWP Specifies the average AWP of all generics of this drug.

HCFA Specifies the Health Care Financing Administration (HCFA) cost basis for the drug. Use this field for Medicaid, Medicare, and State Chil-dren’s Health Insurance services, which are sponsored by HCFA.

WAC Specifies the official acquisition cost set by the wholesaler.

Table 8-2: Fields in the Label Info Window (Continued)

Field Description

Note: In addition to typing the information, you can optionally import acquisition costs through a wholesaler-provided diskette.

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MC/AqC Specifies an alternate wholesaler acquisition cost, which is used for managed care providers.

PPO/AqC Specifies an alternate wholesaler acquisition cost, which is used for preferred provider organizations (PPOs).

Contract Used if the drug price is based on a vendor contract. Specifies the con-tract price per unit package.

MAC, Y/N Specifies whether this is a Maximum Allowable Cost (MAC) drug.• If a third party has set a maximum allowable price per unit for the

drug, type Y, press Enter, and then type the price limit. When typ-ing the price, include 4 digits for cents.

• If there is no price limit, leave this option blank.

Cost Basis Used to change the cost basis for the drug price to AqC or AWP.

PRC / [Units] Specifies the drug price based on the Units quantity.

Fee Specifies the dispensing fee. This amount, when added to the cost, equals the amount billed to the patient.

The Fee amount overrides cash pricing table rules. It also affects U&C(usual and customary) price limits set for individual third parties under System Maintenance >> Third Party Information.

Tax Specifies whether the drug is subject to sales tax. Type N if the drug is not subject to sales tax. Otherwise, leave the field blank.

Mark Up Used to increase or decrease the AWP by a user-specified percentage amount. Type a 2-digit number to indicate a percentage increase to the AWP. Insert a hyphen after the number to indicate a percentage price decrease.

Price Table Specifies the number of a cash pricing table for the drug. By default, 001 is displayed in this field. If necessary, type a different number in the format nnn.

Table 8-3: Fields in the Pricing Window (Continued)

Field Description

Note: You can optionally mark the drug as MAC without typing a price limit.

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11. In the BRAND/GENERIC window, complete the fields shown in Table 8-4. Completing the last field closes the BRAND/GENERIC window, and the MANUFACTURER window opens.

Unit Pack Specifies whether the drug is dispensed in unit packages.

Leave this field blank if the drug is not unit packed, or type one of the following codes:8 Birth control pills, unit packed. Type the number of packages to

dispense in the QtyW field of the NEW RX screen.9 Inhaler, unit packed. Type the number of packages to dispense in

the QtyW field of the NEW RX screen.

Bucket Pricing Opens the BUCKET PRICING window, which enables you to set prices for specific quantities of the drug. You do this by entering quantity-price combinations, which are also called buckets.

Type quantities in ascending order. Press Enter to add each new bucket. Press Enter twice to save your work and close the window.

Update AWP, Y/N Automatically applies AWP updates to this drug if this field is left blank. Turns off updates if this field is set to N.

Update ACQ, Y/N Automatically applies AqC updates to this drug if this field is left blank. Turns off updates if this field is set to N.

Table 8-4: Fields in the Brand/Generic Window

Field DescriptionGeneric Specifies whether the drug is generic. Type Y or leave the field blank.

Table 8-3: Fields in the Pricing Window (Continued)

Field Description

Note: A unit package contains multiple doses. The package, how-ever, cannot be subdivided. Common unit packages include a tube of cream or ointment, a bottle of eye drops, and an inhaler.

Note: Special pricing overrides cash pricing tables. It also affects U&C (usual and customary) price limits.

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Gen Avail Used for non-generic drugs. Specifies whether a generic is available.

Select one of the following options:Blank - Does not apply. The drug is generic.Y - Generic Available - The drug is available in at least one generic version.S - Single Source Brand - The product is available in only one brand.M - Multisource Brand - The product is available in a brand name and a generic. Selecting this option prevents you from choosing a DAW code of 0 when dispensing the brand name.

Generic Link Used to specify a generic alternate for this drug. The generic drug name is displayed in the NEW RX screen, giving you the opportunity to make a sub-stitution (if the prescription permits it).

Type the drug number of the generic or leave the field blank.

Brand Link For generics. Enables you to price the generic in terms of a percentage of the brand name. To use this feature, enter the following information:• Type the brand drug number into Brand Link.• Type a percentage value into the Gen Mkup field of the cash pricing

table for the drug under System Maintenance >> Pricing Menu > 1 - Pricing Tables.

Leave Brand Link blank when not using this feature.

Generic Name For brand drugs. Specifies a generic name for the product. In drug alpha searches, the system searches for the product using this name, and it dis-plays the same name in the DRUG SEARCH window.

Table 8-4: Fields in the Brand/Generic Window (Continued)

Field Description

Note: To have multiple generic choices appear when filling an Rx, link the first generic drug to the brand drug. Then link the second generic drug to the first generic drug, link the third generic drug to the second generic drug, and so on.

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12. In the MANUFACTURER window, complete the fields shown in Table 8-5. When the last field is completed, the command line of the screen becomes active.

13. If you need to enter third-party-specific pricing, coverage, and dispensing rules for this drug, type 20 on the command line and press Enter. The THIRD PARTY OPTIONS window opens, and the Third Party prompt is displayed. Complete the following steps.

14. At the Third Party prompt, type a third-party code. If no special rules have been previously set for this third party and drug, the system displays the following message: No Plans On File for This Drug & Third Party. The Plan Code prompt is displayed.

15. Press Enter to include all plans offered by the third party, or type a specific plan code. The Group Number prompt is displayed.

Table 8-5: Fields in the Manufacturer Window

Field DescriptionManu# Specifies a pharmacy-assigned identification number for the drug manu-

facturer.

If the drug is manufactured by one company but distributed by another, type the first five digits of the actual manufacturer.

Mfg Cash Disc Specifies a percentage discount from the pharmacy to cash-paying patients for this manufacturer and drug only. Type a percentage amount, or leave the field blank. For example, type 3 to set a 3% discount.

Mfg T/P Disc. Specifies a percentage discount from the pharmacy to third parties for this manufacturer and drug only. Type a percentage amount, or leave the field blank.

Note: To choose all third parties, plans, and groups, press Enter at the Third Partyprompt.

Note: In some states, the name of the manufacturer must be printed on the label. The system uses this number to search for the manufacturer name. If Manu# is left blank, the system automatically uses the first five digits of the NDC# of the drug to search for the manufacturer name.

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16. Press Enter to include all groups, or type a specific group number. A list of fields is displayed in the window. These fields are defined in Table 8-6.

17. Type or select different information in any field for which an option or setting is third-party-specific. Leaving the field blank makes the option inactive. Press Enter to move from one field to the next. After you complete the last field, the command line of the window becomes active.

18. Press Esc to save your work and clear the window. The Third Party prompt is redisplayed.

19. Choose another third party, or press Esc to close the THIRD PARTY OPTIONS window. The command line becomes active.

Table 8-6: Fields in the Third Party Options Window

Field DescriptionMAC Price Specifies the maximum allowable cost per unit, in dollars and cents,

that the third party accepts. Type an amount, including 4 digits for cents.

State Code Used if the third party requires a special formulary code. Type the code.

Alt State Code Specifies an alternate formulary code.

Min Qty Specifies the minimum dispensing quantity that the third party cov-ers for this drug.

Max Qty Specifies the maximum dispensing quantity that the third party cov-ers.

Min Age Specifies the minimum patient age that the third party covers for this drug.

Max Age Specifies the maximum patient age that the third party covers.

TNC Specifies that the third party does not cover the drug if this field is set to N. Leave this field blank if the third party covers the drug.

NH/TNC Used for the nursing home system. Specifies that the third party does not cover the drug for patients in Skilled Nursing or Intermediate Care homes if this field is set to N. Leave this field blank if the third party covers the drug.

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Prior Auth Specifies that the pharmacy needs prior authorization from the third party to dispense the drug if this field is set to Y.

If you type Y, the PRIOR AUTHORIZATION/CLAIM REF NO. window opens when you create a new Rx for this drug, and you are prompted to enter prior authorization information.

Prc/Unit Specifies the default price per unit that the pharmacy has set for the third party.

Refills, Y/N Specifies that the third party does not cover prescription refills for this drug if this field is set to N. Specifies that the third party does cover refills if this field is set to Y.

Max Refills Specifies a maximum number of refills that the third party covers per Rx for this drug.

Max Days Specifies a maximum days supply per fill or refill that the third party covers for this drug.

Copay, Y/N Specifies that the third party does not require a copayment from the patient if this field is set to N. Specifies that a copayment is required if this field is left blank.

Copay Amount Specifies the copayment amount.

Prc Table Specifies the number of a pricing table for this third party and drug. Before setting this option, you must first create the pricing table under System Maintenance >> Pricing Menu.

T/P Except This field is not used.

Drug DAW Enables selection of a default DAW code for this third party and drug.

Table 8-6: Fields in the Third Party Options Window (Continued)

Field Description

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Drug Inquiry Screen CommandsThe following commands can be used in the DRUG INQUIRY screen:

Prod/Srv ID Qual Specifies the type of drug identification code that is to be transmitted in claims. Select one of the following codes:

ECS Y/N Specifies that the pharmacy cannot send a claim electronically to the third party if this field is set to N.

Metric Qty Overrides the Metric field of DRUG INQUIRY for this third party. Specifies the exact quantity per package. Each electronic claim sent to the third party will include this quantity information. When typing the quantity, include 3 digits for the decimal place.

Table 8-7: Commands in the Drug Inquiry Screen

Command DescriptionCAU Maintain Cautions Used when automatic printing of caution messages is

turned off. Enables manual selection of caution messages.

Table 8-6: Fields in the Third Party Options Window (Continued)

Field Description

00 Not specified01 UPC02 HRI03 NDC04 UPN

05 DOD06 DUR/PPS07 CPT408 CPT509 HCPCS

10 PPAC11 NAPPI12 EAN13 DIN

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CHAIN Update a Field, All Stores

Used in the HBS Chain Host System. Updates a specific DRUG INQUIRY field in all stores. Select one of the follow-ing fields:

COPY Copy a Drug Copies the drug record to create a new one.

D Drug Inquiry - Alpha Opens the DRUG SEARCH window, enabling you to search for a drug by name.

D# Drug Inquiry - Number Opens the DRUG SEARCH window, enabling you to search for a drug by system-assigned drug number.

DM Drug Message Opens the DRUG MESSAGE window, enabling you to type a message that is displayed on the screen when this drug is filled or refilled.

IMG Image Information Used to view a picture of the pill, tube, or bottle of medi-cine. If a picture is unavailable, a text description is dis-played.

INAC Make Drug Inactive/Active

Toggles the status of the drug to either Active or Inactive.

MF Medicare Formulary Maint

Used to set Medicare and per-diem billing rules for nursing homes that dispense this drug.

N Get Next Drug - Alpha Opens the record of the drug name that is next alphabeti-cally in the drug database.

REQ Request Internet Update

Opens the REQUEST INTERNET UPDATE window, which is used to select specific drug fields that are to be updated by HBS Web Server automatically. Type the keyboard short-cut of each field that is to be included.

Table 8-7: Commands in the Drug Inquiry Screen (Continued)

Command Description

A Lot #B Expiration DateC Special PricingD Pricing TableE Mark Up / Down

F Mfg Cash DiscountG Mfg T/P DiscountH Manufacturer #I Inactive Flag

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STV Maintain Sensitivities Becomes active when the Aller-Chek™ feature is turned off under System Maintenance >> Optional Modules. Used to enter drug sensitivity information.

W# Clear a Window Closes a specific window that is displayed but is no longer active. Type W followed by the line number of the option that opens the window. For example, typing W11 closes the PRICING window.

W, WIPE Clear All Windows Closes all windows.

X Return to Prior X-Mode Used after transferring from RX INQUIRY to DRUG INQUIRY. Returns to the same RX INQUIRY record.

Table 8-7: Commands in the Drug Inquiry Screen (Continued)

Command Description

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Chapter 9

Entering Doctor InformationThe DOCTOR INQUIRY screen is used to view, add, and update information about a doctor. This information includes the following items:

• Business addresses, phone and fax numbers, and e-mail addresses

• License and identification numbers

• Specialty codes

• Comments about the doctor

• Eligibility to serve Medicaid patients

• A scanned image of the doctor’s signature

Adding a DoctorUse the following procedure to add a doctor:

1. From the RX MENU, choose M - Doctor Inquiry. The DOCTOR INQUIRY screen opens, and the Last Name field becomes active.

2. Type the doctor’s last name or part of the name, then press Enter. You should observe one of the following results:

• If there are no matches for that name in the database, the Search field becomes active.

• The DOCTOR SEARCH window opens and lists matches for that doctor name that are in the database. Check the new doctor information against the name, address, DEA number, and telephone number of each doctor in the DOCTOR SEARCH window. If there is no duplication, type N to add the new doctor. The Search field of the DOCTOR INQUIRY screen becomes active.

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3. In the Search field, optionally type a keyboard shortcut up to seven digits long for the doctor. Or, press Enter without typing a shortcut. The First Name field becomes active.

4. Type a first name and press Enter. The Address 1 field becomes active.

5. Complete the following additional fields. After you complete the last one, the command line becomes active, and a system-assigned doctor number is displayed in the top left corner of the screen.

Note: If the list is more than one page long, press Enter to scroll forward one page at a time.

Note: In the NEW RX, REFILL, or RX INQUIRY screen, type the Search code into the Dr(Doctor) field to choose him or her.

Address 1 Specifies the street address of the doctor’s primary office.

Address 2 Used to continue the street address of the same office. You can also use this field to type a suite number or apartment number.

City, State, ZIP Specifies the name of the city or town.

State Specifies the state.

ZIP Specifies the ZIP code.

County Specifies the county.

License Revoked Specifies that the doctor’s license was revoked if this field is set to Y.

Phone # Opens the DOCTOR PHONE SETTING window, which is used to enter the following information:

Phone #1 - Specifies the primary phone number of the office.

Phone #2 - Specifies an alternate phone number for the same office.

Cell - Specifies a cell phone number that can be used to contact the doc-tor.

Beeper - Specifies a beeper number that can be used to contact the doc-tor.

Note: If the doctor has a second office, use the ADR2 command to enter the contact information.

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RxAXIS Retail Pharmacy Management System Entering Doctor Information

Fax# Opens the DOCTOR FAX SETTING window, which is used to enter the fol-lowing information:

Fax# - Specifies the fax number of the doctor’s primary office.

Dial 1 for This Call, Y/N - Specifies that you should enter 1 before the fax number, if this field is set to Y.

Will Doctor Accept Fax, Y/N - Specifies that the doctor responds to refill authorization requests and other messages sent by fax, if this field is set to Y.

If the doctor does not respond to fax transmissions, type N. The system will stop all attempts to fax messages to the doctor using the FAX QUEUE.

DEA# Specifies the Drug Enforcement Administration number of the doctor or hospital.

DEA Suffix Specifies a unique 6-digit code that some hospitals assign to each doctor. This number is appended to the DEA# of the hospital.

State Medicaid# Specifies the physician’s state Medicaid number.

Med Restricted Specifies that the doctor is not permitted to write prescriptions for Med-icaid patients, if this field is set to Y. Type N or leave this field blank if the doctor is permitted to write the prescriptions.

State License# Enables entry of a state-issued identification number for the doctor. This field is optional, because the information is unnecessary in most cases.

Doctor Specialty Opens the DOCTOR SPECIALTY CODE window, which is used to add one or more codes that indicate the doctor’s areas of specialization.

To add a specialty code, type A and make a selection from a list of spe-cialty categories such as Family Practice or Internal Medicine. Type A again to add more codes. Press Esc to close the DOCTOR SPECIALTY CODE window.

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6. If the doctor has a second office, type ADR2 on the command line to open the DOCTOR ADDRESS 2 window. Enter the address, phone number, and fax number information. If the doctor uses a different DEA number or DEA suffix at this office, type the information on Line 8 and 9.

7. Some third parties assign each doctor an identification number. To enter each third-party-specific number, type TP at the DOCTOR INQUIRY command line. The DOCTOR 3RD PARTY CODES window opens.

8. Type A on the window command line to select a blank, unused line. Complete the following fields on the line:

Medicaid Code Certain state Medicaid organizations assign each doctor an identifica-tion number. In such instances, type the 1- to 3-digit code in this field. For New York Medicaid, type one of the following codes:

UPIN Enables entry of a Universal Physician Identification Number (UPIN). This code is a unique 6-character identifier for each doctor issued by the Health Care Financing Administration (HCFA).

E-Mail Address Opens the E-MAIL ADDRESS window, which enables entry of up to five e-mail addresses.

NPI Specifies the doctor’s National Provider Identification number.

Doctor Practice Opens the DOCTOR PRACTICE window, which enables selection of a clinic.

Signature on File Indicates that the doctor’s handwritten signature was scanned if this field is set to Y. To view the signature, type SC. If the signature is on file, it is displayed on the screen. Otherwise, the message Signature Not Avail-able is displayed.

Plan Specifies a third-party code.

ID# Specifies an identification number that the third party issued to the doctor.

01 Regular doctor02 Dentist03 Other09 Regular pediatrician11 Out-of-state doctor

12 Out-of-state dentist26 Podiatrist29 Nurse practitioner99 House doctor

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Add any number of additional third party codes in the same way. When finished, press Esc to close the DOCTOR 3RD PARTY CODES window.

9. If you want to add comments about the doctor, type CMT on the command line. The DOCTOR COMMENTS window opens.

10. Type one or more lines of text, pressing Enter to create each new line. When finished typing, press Enter twice. To close the DOCTOR COMMENTS window, press the Esc key.

11. To add another doctor, type M on the command line. The DOCTOR INQUIRY screen clears, and the Last Name field becomes active. Repeat this procedure.

12. When finished, press Esc to close the DOCTOR INQUIRY screen.

Searching for a DoctorIf you want to view and update doctor information, use the following procedure to search for the doctor:

1. From the RX MENU, select M - Doctor Inquiry. The DOCTOR INQUIRY screen opens, and the Last Name. field becomes active.

2. Type one of the following pieces of information:

• The doctor’s last name or part of the name

• The doctor’s system-assigned number, which is displayed in the top left-hand corner of the DOCTOR INQUIRY screen

• The characters S/ followed by the doctor’s state Medicaid number

• The characters D/ followed by the doctor’s DEA number

• The doctor’s Search code

Restrict Specifies that the doctor has been restricted by the third party, if this field is set to Y. Choosing this doctor and third party will cause the following message to be displayed: Doctor is Restricted For Bill Code <third-party code>. Enter C to Continue.

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• If you typed an identification number or a Search code, which is used by only one doctor, the DOCTOR INQUIRY record of that doctor is displayed, and the command line becomes active.

• The DOCTOR SEARCH window opens, listing all doctors that match the search criteria. If the list is more than one page long, press Enter to scroll forward one page at a time. Type the number of a doctor. The DOCTOR INQUIRY record of that doctor is displayed, and the command line becomes active.

3. To update the information, use any of the other commands listed in Table 9-1.

4. To search for another doctor, type M on the command line. The DOCTOR INQUIRY screen clears, and the Last Name field becomes active. Repeat this procedure.

5. When finished, press Esc to close the DOCTOR INQUIRY screen.

Doctor Inquiry Screen CommandsThe following commands can be used in the DOCTOR INQUIRY screen:

Table 9-1: Commands in the Doctor Inquiry Screen

Command Description1-17 Change Lines 1-17 Used to change information on a specific line.

ADR2 Doctor Address 2 Used to enter the address, phone number, and fax number of a second office.

CMT Doctor Comments Enables you to view, add, change, and delete comments about the doctor.

HOM Valid Homes for This Doctor

Opens the VALID HOMES FOR THIS DOCTOR window, which enables you to specify nursing homes that the doctor serves.

SC View Signature Enables viewing of a scanned image of the doctor’s hand-written signature.

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SS SS Doctor’s Link Maintenance

Opens the SS DOCTOR’S LINK MAINTENANCE window, which is used to link the HBS doctor record to a Sure-scripts™ E-prescribing record for the same doctor.

TP Doctor 3rd Party Codes Enables entry of identification numbers that specific third parties have assigned to the doctor.

VQ View Queues Opens the VIEW QUEUES window, which shows how many Rx’s from this doctor are in any of the following RxAXIS queues: REFILL QUEUE, FAX QUEUE, PROBLEM QUEUE, and PENDING RX QUEUE.

Table 9-1: Commands in the Doctor Inquiry Screen (Continued)

Command Description

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01-03-HBS-113-09-0001-E 10-1 03-30-2010

Chapter 10

Transferring or Merging Rx Information

The Patient Rx Merge option is used to transfer some or all prescriptions from one patient name to another, as described in the following procedure.

To Transfer Prescriptions from One Patient to Another1. From the RX MENU, choose O - Additional Options > PM - Patient Rx Merge. The

PATIENT MERGE screen opens.

2. When prompted, type the last and first names of the Transfer From patient. Then make a selection in the PATIENT SEARCH window. Choose the Transfer To patient in the same way.

3. Type one of the following commands:

4. After the transfer is complete, the PATIENT MERGE screen clears. Begin another transfer, or press Esc to exit.

PM Clears the PATIENT MERGE screen.

ALL Transfers all prescriptions from the Transfer From patient to the Transfer Topatient. The following prompt is displayed: Delete ‘From’ Patient Y/N?.

Type Y to delete the Transfer From patient from the database. Otherwise, type N.

SEL Used to selectively transfer up to 30 prescriptions at a time. Opens a list of type-in fields. Type the Rx number of each prescription. Press Enter twice to complete data entry. A command line is displayed.

Check the Rx numbers. Use the # command to make any necessary changes. Type Mto complete the merge process.

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01-03-HBS-113-09-0001-E 11-1 03-30-2010

Chapter 11

Cash PricingThe CASH PRICING screen is used to perform either of the following types of price calculations:

• Choose a drug and a drug quantity. Specify a third-party code or cash pricing. The RxAXIS System calculates the cost and the retail price.

• Choose a drug and a retail price. Specify a third-party code or cash pricing. The RxAXIS System calculates the drug quantity and the cost.

If you perform two or more quantity-price calculations, the details of each calculation are displayed along with a running total of the drug prices.

Calculating Prices and QuantitiesUse the following procedure to calculate the price of a drug quantity or to calculate the drug quantity corresponding to a specific price:

To Calculate a Drug Price or a Drug Quantity1. From the RX MENU, choose PR - Cash Pricing. The CASH PRICING screen opens. See

Table 11-1, “Fields in the Cash Pricing Screen,” on page 11-3 for an explanation of each field in this screen.

Note: If cash pricing is specified, the price is based on the cash pricing table assigned to the drug. You can choose a drug-specific pricing table in the Prc Table field of the PRICING window in DRUG INQUIRY.

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2. In the Drug Name field, choose a drug. The system automatically completes the Frm and Unt fields.

3. If the price calculation is for a nursing home patient, type a nursing home code in the Home field. Otherwise, press Enter to leave the field blank. If you type a Home code, the FS field becomes inactive.

4. If you want to price the drug for a specific third party, type a third-party code in the Cvg field. The Qty field becomes active. Or If you want to calculate the cash price, type Space in the Cvg field. The FS field becomes active. Type a cash pricing table number, or type Space to choose the default pricing table. The Qty field becomes active.


• Type the quantity in the Qty field. The system completes the Aq Cst, Cost, and Retail fields.

• Press Enter to leave Qty blank. The Retail field becomes active. Type a drug price, including two digits for cents. The system automatically calculates the quantity corresponding to that price. It also completes Aq Cst and Cost.

You should observe the following results:

• If this is a brand-name drug, the system lists pricing for a generic alternate on the very next line.

• At the bottom of the Retail column, the total of all non-cash price calculations that you performed is displayed. This total does not include the prices of generic alternates displayed for brand name drugs.

• The command line becomes active.

6. To perform another calculation, press Enter. The Drug Name field becomes active. Repeat this procedure.

7. When finished, press Esc to close the screen.

Note: In the Home, Cvg, or FS field, if you press Enter, the same information that you typed in the previous calculation is inserted.

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RxAXIS Retail Pharmacy Management System Cash Pricing

Cash Pricing Screen FieldsThe following fields are displayed in the CASH PRICING screen:

Table 11-1: Fields in the Cash Pricing Screen

Field DescriptionDrug Name Used to choose a drug. Type the drug name, press Enter to open the DRUG SEARCH

window, and select a drug.

Str Indicates the drug strength. This information is inserted automatically.

Frm Specifies the form in which the drug is manufactured. This information is inserted automatically.

Unt Specifies the number of units per package.

Home Used for nursing home patients only. Specifies a nursing home code.

Cvg Specifies a third-party code. Type a code or type Space to use cash pricing. Typing a third-party code makes the FS field inactive.

FS Used for cash pricing. Specifies a cash pricing table. Leave this field blank to use the default cash pricing table of the system.

Qty Specifies the quantity to be dispensed. Use this field in either of the following ways:

• Type the quantity and press Enter. The RxAXIS System completes the Aq Cst, Cost, and Retail fields.

• Press Enter to leave Qty blank. The Retail field becomes active. Type a price. The system automatically calculates the quantity corresponding to that price. It also completes the Aq Cst and Cost fields.

Aq Cst Specifies the true acquisition cost to the pharmacy. The AqC field in the PRICINGwindow of DRUG INQUIRY is used to set this value.

Cost Specifies the cost to the pharmacy based on whatever default cash pricing table is assigned to this drug.

Note: Typing a Home code makes the FS field inactive. Any pricing tables assigned to the nursing home override retail pricing tables.

Note: FS becomes inactive when you complete the Home or Cvg field.

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Retail Used in either of the following ways:• Automatically displays a price if the Qty field is completed.• Enables entry of a price if the Qty field is left blank.

Total Displayed at the bottom of the Retail column. Shows a running total of all brand name drugs that you chose. This total does not include cash prices or the prices of generic alternates.

Table 11-1: Fields in the Cash Pricing Screen (Continued)

Field Description

01-03-HBS-113-09-0001-E 12-1 03-30-2010

Chapter 12

Will Call PrescriptionsThe WILL/CALL LOOKUP screen lists all prescriptions waiting to be picked up. As each prescription is billed, it is added to WILL/CALL LOOKUP. When each prescription is picked up, it is removed from the screen. At any time, you can manually delete WILL/CALL LOOKUP records from the screen and optionally return the drugs to stock.

To open the WILL/CALL LOOKUP screen, choose O - Additional Options > WLC - Will Callfrom the RX MENU. Table 12-1 explains each menu option.

Note: WILL/CALL LOOKUP is used by Electronic Signature Capture and the Point-of-Sale (POS) System.

Table 12-1: Options in the Will/Call Lookup Screen

Menu Option Description1. Search Will Call by Drug Enables you to search by drug name for prescription fills and

refills that were queued in WILL/CALL LOOKUP. You can view either of the following selection lists:• All prescriptions sorted by drug name and queueing date• Prescriptions for a specific drug

2. Search Will Call by Patient Enables you to search by patient name for prescription fills and refills that were queued in WILL/CALL LOOKUP. You can view either of the following selection lists:• All prescriptions sorted by patient name and queueing date• Prescriptions for a specific patient sorted by queueing date

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3. Search Will Call by Date Enables you to search by queueing date for prescription fills and refills in WILL/CALL LOOKUP. You can view either of the following selection lists:• All prescriptions sorted by queueing date• Prescriptions queued between two specific dates, sorted by

queueing date

4. Search Will Call by Rx# Enables you to search by Rx number for prescription fills and refills in WILL/CALL LOOKUP. You can view either of the fol-lowing selection lists:• All prescription fills and refills sorted by Rx number• All fills and refills for a specific prescription sorted by

queueing date

5. Delete From Will Call Used to perform any of the following deletion actions:• Delete all prescriptions in WILL/CALL LOOKUP for a spe-

cific patient.• Delete a specific Rx number.• Delete all prescriptions queued between two dates.• Delete all prescriptions in WILL/CALL LOOKUP.

6. Add to Will Call By Rx Used to add a specific prescription to WILL/CALL LOOKUP. You are prompted to type an Rx number.

7. Print Outstanding Will Call Letters

Used to create, edit, and print letters that ask patients to pick up their unclaimed prescriptions.

8. Print Will Call Letter for Single Rx

Used to create, edit, and print a letter that asks a specific patient to pick up a specific unclaimed prescription. You are prompted to type an Rx number.

9. Enter Will Call Store # Used to view the WILL/CALL LOOKUP screen of another store in the pharmacy network. You are prompted to type a store number.

Table 12-1: Options in the Will/Call Lookup Screen (Continued)

Menu Option Description

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RxAXIS Retail Pharmacy Management System Will Call Prescriptions

Searching for a Prescription in Will/Call LookupYou can search for a prescription by drug name, by patient name, by queueing date range, or by Rx number. The procedure is similar for each method. The following procedure shows how to search by drug name.

To Search for a Prescription by Drug Name1. From the main menu of the WILL/CALL LOOKUP screen, choose 1. Search Will Call By

Drug. The following options are displayed:


• If you want to choose a specific drug, type 1 and press Enter. When prompted, type or select a drug name. You can optionally type only part of the name. If any prescriptions for that drug name are queued in WILL/CALL LOOKUP, they are displayed, and the command line becomes active.

• If you want to view a list of all prescriptions in WILL/CALL LOOKUP sorted by drug name, type 2 and press Enter. The list is displayed, and the command line becomes active.

3. Search for the prescription in the list. If the list exceeds one page, type M to scroll forward. To return to the first page, type R.

4. To delete a prescription record, type D followed by the line number of the prescription and press Enter. You should observe the following results:

• The following prompt is displayed: Delete Rx# <Rx number> From Will Call? Are You Sure? Type Y and press Enter to continue. You are prompted once again to confirm your deletion decision. Type Y and press Enter.

• The Return to Stock? prompt is displayed. Type Y to update the on-hand drug quantity that is in the Inventory Management System. Otherwise, type N. The prescription is removed from WILL/CALL LOOKUP.

• The Profile Rx? prompt is displayed. If you want to profile the Rx, type Y and press Enter. Otherwise, type N and press Enter.

1. Selected Drugs Displays prescriptions for all drugs in WILL/CALL LOOKUP that share a specific name.

2. All Drugs Displays all prescriptions in WILL/CALL LOOKUP, sorting them by drug name.

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• If a claim was transmitted, the following prompt is displayed: Send Reversal? Enter Y/N. To reverse the claim, type Y. Otherwise, type N or press Esc.

• The command line becomes active.

5. To search for another prescription in the same list, return to Step 3.

6. To perform another search by drug name, press Esc and return to Step 2.

7. When finished, press Esc until the RX MENU is displayed.

Deleting Prescription RecordsChoose 5. Delete From Will Call from the main menu of the WILL/CALL LOOKUP screen to perform any of the following deletion actions:

• Delete all prescriptions for a specific patient.

• Delete a prescription with a specific Rx number.

• Delete all prescriptions queued between two dates.

• Delete all prescriptions in WILL/CALL LOOKUP.

To Delete All Prescriptions for a Specific Patient1. From the WILL/CALL LOOKUP screen, choose 5. Delete from Will Call. In the submenu,

choose A - Delete Patient From Will Call. The Last Name prompt is displayed.

2. Type or select a patient name. The following prompt is displayed:

Delete All Records For This Patient? Are You Sure, Y/N.

3. Type Y and press Enter. You are prompted once again to confirm your deletion decision.

4. Type Y and press Enter. The records are removed from WILL/CALL LOOKUP, and the main menu of the WILL/CALL LOOKUP screen is redisplayed.

To Delete a Prescription with a Specific Rx Number1. From the WILL/CALL LOOKUP screen, choose 5. Delete from Will Call. In the submenu,

choose B - Delete Rx From Will Call from the submenu. The Enter Rx # prompt is displayed.

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RxAXIS Retail Pharmacy Management System Will Call Prescriptions

2. Type an Rx#. You should observe the following results:

• The following prompt is displayed: Delete This Rx From Will Call? Are You Sure? Type Y and press Enter to continue. You are prompted once again to confirm your deletion decision. Type Y and press Enter.

• The Return to Stock? prompt is displayed. Type Y to update the on-hand drug quantity that is in the Inventory Management System. Otherwise, type N. The prescription is removed from WILL/CALL LOOKUP.

• The Profile Rx? prompt is displayed. If you want to profile the Rx, type Y and press Enter. Otherwise, type N and press Enter.

• The prescription is removed from WILL/CALL LOOKUP, and the main menu of the WILL/CALL LOOKUP screen is redisplayed.

To Delete All Prescriptions Queued Between Two Dates1. From the WILL/CALL LOOKUP screen, choose 5. Delete from Will Call. In the submenu,

choose C - Delete Date Range From Will Call. The Enter Starting Date prompt is displayed.

2. Type the earliest date on which the prescriptions were queued in WILL/CALL LOOKUP. The Ending Date prompt is displayed.

3. Type the latest date on which the prescriptions were queued. The following options are displayed:

• Current Store - Includes only the current store in the deletion process.

• All Stores - Includes all stores in the deletion process.

4. Choose Current Store or All Stores. The following prompt is displayed

Delete All Records For This Date Range? Are You Sure?

5. Type Y and press Enter to continue. You are prompted once again to confirm your deletion decision.

6. Type Y and press Enter to continue. The records are removed from WILL/CALL LOOKUP, and the main menu of the WILL/CALL LOOKUP screen is redisplayed.

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To Delete All Records from Will/Call Lookup1. From the WILL/CALL LOOKUP screen, choose 5. Delete from Will Call. In the submenu,

choose D - Delete Entire Will Call File. The following options are displayed:

• Current Store - Includes only the current store in the deletion process.

• All Stores - Includes all stores in the deletion process.

2. Choose Current Store or All Stores. The following prompt is displayed:

Delete All Records From Will Call File? Are You Sure?

3. Type Y and press Enter to continue. You are prompted once again to confirm your deletion decision.

4. Type Y and press Enter. The main menu of the WILL/CALL LOOKUP screen is redisplayed.

Note: Use this option carefully. You cannot undo the deletion.

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Chapter 13

Electronic Signature CaptureThe HIPAA (Health Insurance Portability and Accountability Act) requires that each pharmacy have a patient information privacy policy. Patients must acknowledge, with their signature, that they have read and accepted this policy.

Using an electronic device, the pharmacy captures these acknowledgment signatures as well as the third-party signatures of patients picking up prescriptions. The signatures are stored on the hard drive of the computer and backed up each night.

The following information shows how the device works. It also explains how to perform the following tasks:

• Capture signatures.

• View signature information already entered.

• Reset the device if it is unable to scan a barcode and does not reset automatically.

Guidelines for Capturing SignaturesThe following guidelines govern who can sign the HIPAA privacy policy for someone else:

• Patients over the age of 18 must sign for themselves—even if parents had previously signed for them before they reached the age of 18. The system will automatically prompt for a signature.

• Parents can sign for children under the age of 18.

• A guardian or someone who has power of attorney can sign for anyone.

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Using the Signature Capture DeviceThe signature capture device can operate in any of three different modes, which are described next.

Device ModesWhen not being used, the signature capture device normally remains in one of these states:

Capturing a Patient’s SignatureThe following procedure explains how to capture a patient’s signature when the default operating mode of the device is ASK.

The screens and options displayed on the device differ slightly with the mode selected and the RxAXIS System configuration settings. (See the User Guide for a complete explanation of the configuration options.) The information and procedures that follow describe what is displayed in the most common configuration.

SCAN Mode The device is waiting for someone to scan in a barcode from a patient’s receipt.

PAD Mode A numeric keypad is displayed on the screen of the device, enabling manual entry of an Rx number.

ASK Mode Two selectable buttons are displayed on the device: one to activate the SCANmode and one to activate the PAD mode. Choose either mode to capture a signa-ture.

Note: RxAXIS System parameters determine which one of these is the Normal operating mode. See the User Guide for a detailed description of configuration options.

Note: The RxAXIS System can optionally allow a family member or guardian to pick up prescriptions for the patient. Not all pharmacies use this feature. The following pro-cedure, however, shows how this feature is used.

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RxAXIS Retail Pharmacy Management System Electronic Signature Capture

To Capture a Patient’s Signature1. From the main menu of the signature capture device, choose either of the following options:

Figure 13-1: Scanning options in the ASK mode

• If you want to type an Rx number on a keypad, press the Pad button. The PAD mode is activated, and a numeric keypad is displayed. Type the Rx number and press Enter. The RELATIONSHIP screen is displayed.

Health Business Systems

01-03-HBS-113-09-0001-E 13-4 03-30-2010


Figure 13-2: Typing an Rx number in the PAD mode

• If you want to scan a barcode, press the Scan button. When prompted, scan the barcode using a scanner. If the scan is successful, the RELATIONSHIP screen is displayed.

2. Specify the relationship of the person picking up the prescription to the patient. Press Guardian if the person is a legal guardian of the patient. Press P.O.A. if the person has power of attorney over the patient. If the prescriptions are for more than one patient, you will be prompted for each individual patient.

Note: There is a button in the bottom left-hand corner of this screen and some of the other screens that follow. This button is used to cancel signature capture.

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Figure 13-3: Specifying the relationship of the signer to the patient


• If the patient, parent, or guardian has not yet signed the HIPAA PRIVACY POLICY SIGNATURE form, that form is displayed. Ask him or her to sign the form and press Accept. The patient, parent, or guardian can optionally refuse to sign by pressing Refuse.

What is your relationship to:

William Johnson

4 Rx’s

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Figure 13-4: Completing the HIPAA Privacy Policy Signature form

• If the form has already been signed, the next screen displays Safety Caps and Counseling preferences.

3. For each patient that is listed, toggle the Safety Caps button to Yes if he or she needs safety caps. Toggle the Counseling button to Yes if he or she needs counseling. Press Next to view the next screen.

I have received a copy of the Notice of Privacy Practices of HBS Pharmacy dated April 14, 2003 and am signing below on behalf of the following patients.

Refuse AcceptClear

X

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Figure 13-5: Setting Safety Caps and Counseling options

4. Depending on how your system is configured, the screen might list all prescriptions that are ready to be picked up by patients in the same family or by patients using the same phone number. It lists each patient and Rx number on a separate line. Toggle the Pickup button to No if the customer is not picking up that prescription. When finished, press Next. The THIRD PARTY SIGNATURE form is displayed.

Note: A PATIENT INQUIRY screen parameter determines the initial toggle state of the Safety Caps button for each patient. An RxAXIS System parameter determines the initial state of the Counseling button. See the User Guide for more details.

Next

Patient

William

David

Elizabeth

Safety Caps Counseling

4 Rx’s

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Figure 13-6: Choosing prescriptions that are to be picked up

5. Ask the patient to sign the THIRD PARTY SIGNATURE form and press Accept. The signature capture screen clears, and the Pad and Scan option buttons are redisplayed as described in Step 1.

Figure 13-7: Completing the Third Party Signature form

Next

PickupPatient

William

David

Elizabeth

Rx #

01245321

01321543

01245330

01332259

Date

3-25-03

3-26-03

3-25-03

3-26-03

4 Rx’s

AcceptClear

Your signature below certifies that you received a service of item(s) dispensed on the dates previously listed and that the information is correct for the person(s) for whom the prescriptions were written.

X

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Resetting the DeviceSelecting D - Signature Capture Manager Mode from the HIPAA MAINTENANCE menu of the RxAXIS System causes your laser printer to print a special PAD Mode barcode on regular paper. Keep this page near the signature capture device. If a barcode on a patient’s receipt cannot be scanned, and the device does not reset immediately, scan the PAD Mode barcode. The device will then reset to the PAD mode, enabling you to type an Rx number.

Viewing Captured Signature InformationThe device sends the captured information directly to the RxAXIS System, where it is archived. In the PATIENT INQUIRY or RX INQUIRY screen, open the HIPAA PRIVACY POLICY window to view and update HIPAA policy signature information for a patient. In the RX INQUIRY screen, open the SIGNATURE CAPTURE window to view third-party signature information for a prescription fill or refill.

To View the HIPAA Privacy Policy Signature Information for a Patient1. Open the HIPAA PRIVACY POLICY window using either of the following methods:

• On the command line of the PATIENT INQUIRY screen, type P# and press Enter. The PATIENT INFORMATION window opens. Type 13 and press Enter to select the HIPAA option.

• On the command line of the PATIENT INQUIRY or RX INQUIRY screen, type HIP and press Enter.

The window displays a record for each signature event that is on file. In each record, the Signed/Refused field displays Signed, Refused, or Ineligible.

Note: The signature confirms that the patient has received the prescriptions. All signa-tures are stored in the hard drive of the computer. Type SC on the command line of the RX INQUIRY screen to view a signature.

Note: If the list is more than one page long, type M and press Enter to scroll forward one page at a time.

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2. If you want to view a signature, type S followed by the line number of a record, and press Enter.

3. If you want to change information about a signature record, type the line number of the record on the command line and press Enter. Type or select different information in any field on the line that needs to be changed. When you complete the last field, the command line becomes active again.

4. If you want to delete a record, type D on the command line, type the line number of the record, and press Enter.

5. When finished, press Esc to close the window.

To View the Third Party Signature Information for a Prescription1. On the command line of the RX INQUIRY screen, type SC to view information about the

original fill. Or, type SC followed by a refill line number to view information about a specific refill. The SIGNATURE CAPTURE window opens, showing details such as Pick-up Date, Pick-up Time, Relationship, and Signed, Y/N.

2. Type S on the command line of the window to open a list of options. These options include Display Signature, Print Signature, and Delete Signature.

3. When finished viewing information, press Enter to close the window.

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AAdding a Patient..............................................1-1Adding New Information

adding a doctor ............................................9-1adding a drug ...............................................8-1adding a patient............................................1-1

Allergy Information, Entering .........................1-8Automatic Refill

processing queued refills .............................7-6queueing prescriptions by Rx number..........7-1queueing prescriptions from Rx History ......7-5queueing Refill Due prescriptions................7-2

Auxiliary Label, Printing.................................5-3

BBirthdate, Entering ..........................................1-7Brand/Generic Window of Drug Inquiry.......8-11

CCash Pricing Screen ......................................11-1Charge Account

adding........................................................1-11billing a prescription to ........................ 2-7, 3-2

Claimcorrecting.....................................................6-3Extra Claim Information..6-4, 6-10, 6-11, 6-12Paid Claim Info window..............................6-2retransmitting..................................... 5-6, 6-13transmitting.......................................... 2-7, 3-2viewing the status of ....................................6-1

Claim Response Review Screen ......................6-1Copying a Drug...............................................8-1Copying a Prescription ............................ 2-2, 3-3

DDispense as Written (DAW) Code ...2-2, 2-6, 8-5

Doctoradding......................................................... 9-1DEA # ......................................................... 9-3Doctor Comments window ......................... 5-2doctor fax number....................................... 9-3Doctor Inquiry screen ................................. 9-1doctor label, printing................................... 3-3entering comments about ............................ 9-5ID numbers by third party........................... 9-4search code ................................................. 9-2specialty...................................................... 9-3

Doctor Comments Window............................ 9-5Doctor Inquiry Screen .................................... 9-1Doctor Label, Printing.................................... 3-3Drug

acquisition cost (AqC) ................................ 8-9adding a drug ....................................... 2-3, 8-1assigning a pricing table to........................ 8-10average wholesale price (AWP).................. 8-9bucket pricing ........................................... 8-11Code 1 drug ................................................ 8-6compound drug name.................................. 8-1copying ....................................................... 8-1default Dispense as Written (DAW) code ... 8-5drug information from HBS Web Server .... 8-1Drug Inquiry screen .................................... 8-1drug manufacturer..................................... 8-13federal narcotic code................................... 8-3form............................................................ 8-2generic alternates ...................................... 8-12interactions ................................................. 2-4maintenance drug........................................ 8-5Maximum Allowable Cost (MAC)............ 8-10National Drug Code (NDC) ........................ 8-3pricing and coverage rules by third party .. 8-13Sig Def code ............................................... 8-2TAR form for.............................................. 8-6unit packed ............................................... 8-11

INDEX

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units.............................................................8-2Universal Product Code (UPC)....................8-3

Drug Inquiry Screen........................................8-1Brand/Generic window..............................8-11Indicators window .......................................8-3Label Info window.......................................8-8Manufacturer window................................8-13Pricing window............................................8-9

Drug Interaction Messages ..............................2-4

EElectronic Signature Capture

capturing a signature..................................13-2signature capture device.............................13-2signing for another person .........................13-1Third Party Signature form ........................13-9viewing a signature history ........................13-9

Extra Claim Information .....6-4, 6-10, 6-11, 6-12

FFaxing a Refill Authorization Request .... 3-3, 5-7Filling a New Prescription...............................2-1

HHBS Web Server.............................................8-1HIPAA Information Privacy Policy...............13-1HIPAA Signature

capturing a signature..................................13-2HIPAA information privacy policy............13-1signing for another person .........................13-1viewing a signature history ..........................1-5

Home Address Information, Completing.........1-7

IIMM Monograph, Printing ............................1-15Increasing the Number of Refills.....................3-3Indicators Window of Drug Inquiry ................8-3Insurance Coverage Codes, Entering...............1-9

LLabel Info Window of Drug Inquiry............... 8-8Labels

auxiliary label, printing............................... 5-3doctor label, printing................................... 3-3standard label, printing ........................ 2-7, 3-2

MManufacturer Window of Drug Inquiry........ 8-13Mini Profile Window ..................................... 2-1

NNew Doctor, Adding ...................................... 9-1New Drug, Adding ......................................... 8-1New Prescription

creating by copying an Rx ............2-2, 3-3, 4-3creating by entering new information.......... 2-3

New Rx Screen............................................... 2-1No Refills Left Message................................. 3-3

PPatient

adding a patient........................................... 1-1charge account, adding.............................. 1-11searching for ............................................. 1-12

Patient Comments window............................. 5-2Patient Education Form, Printing ................. 1-15Patient Information

allergy information, entering....................... 1-8birth date, entering ...................................... 1-7discount options, setting.............................. 1-8insurance coverage codes, entering ...... 1-9, 5-6patient comments, adding ........................... 5-2Patient Information window........................ 1-2patient language.......................................... 1-8Patient Type code, assigning....................... 1-8safety caps or snap caps, choosing ..... 1-8, 13-6updating patient information ..................... 1-12

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RxAXIS Retail Pharmacy Management System Index

Patient Inquiry Screen .....................................1-1accessing .....................................................1-1commands to access other screens .............1-16commands to update information...............1-13

Patient Merge Screen ....................................10-1Patient Rx History

viewing active prescriptions ........................4-1viewing discontinued prescriptions..............4-1

Patient Rx History Screen ...............................4-1Patient Type Code, Assigning .........................1-8Prescription

copying................................................ 2-2, 3-3discontinued prescription, viewing ..............4-1discontinuing a prescription .........................4-4filling a new prescription .............................2-1profiling.....................................................2-14refilling................................................ 3-1, 4-3reinstating a prescription..............................4-4searching for ................................................5-2unprofiling.................................................2-14

Prescription InformationDate Written ...............................2-12, 3-5, 5-6Dispense As Written (DAW) code....... 2-2, 2-8drug interaction messages ............................2-4instructions ..................................................2-9insurance code .............................................2-6number of refills ..........................................2-5quantity dispensed (QtyD) ...........................2-5quantity written (QtyW)...............................2-5transferring to another patient ....................10-1viewing........................................................5-1

Priceacquisition cost (AqC) .................................8-9average wholesale price (AWP)...................8-9pricing rules for specific quantities ............8-11setting the drug price by third party ...........11-1

Pricing Tableassigning to a drug.....................................8-10

assigning to a patient................................... 1-3assigning to a third party........................... 8-15

Pricing Window of Drug Inquiry.................... 8-9Printing

auxiliary label ............................................. 5-3IMM monograph or non-IMM patient

education form ......................1-15, 2-13, 3-6standard label................................2-7, 3-2, 5-8

Profiled Rx - Cannot Refill Message .............. 3-3Profiling a Prescription................................. 2-14

RRefill Authorization Request ................... 3-3, 5-7Refill Limitation Message

No Refills Left ............................................ 3-3Profiled Rx - Cannot Refill ......................... 3-3Refill Too Soon .......................................... 3-3

Refill Screen................................................... 3-1Refill Too Soon Message ............................... 3-3Refilling a Prescription................................... 3-1Refills, Increasing the Number of................... 3-3Retransmitting a Claim................................. 6-13Returning Unclaimed Rx’s to Stock ............. 12-1Rx Inquiry Screen ................................... 5-1, 6-3

SScreens

Cash Pricing.............................................. 11-1Doctor Inquiry ............................................ 9-1Drug Inquiry ............................................... 8-1New Rx....................................................... 2-1Patient Inquiry ............................................ 1-1Patient Merge............................................ 10-1Patient Rx History....................................... 4-1Refill........................................................... 3-1Rx Inquiry............................................ 5-1, 6-3Will/Call Lookup...................................... 12-1

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Sig Codes ........................................................2-9Sig Def Code...................................................8-2Signature Capture Device

description of .............................................13-2operating modes.........................................13-2resetting .....................................................13-9

TThird Party Code

adding................................................ 1-9, 2-12changing in an Rx .......................2-12, 3-5, 5-5

Third Party Signaturecapturing....................................................13-9signature form............................................13-9viewing captured signature information...13-10

Transferring Prescription Information ...........10-1

UUnclaimed Prescriptions ...............................12-1Unprofiling a Prescription .............................2-14

WWill/Call Lookup Screen...............................12-1

deleting prescriptions.................................12-4searching for prescriptions.........................12-3