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BestRx recently went through a major revision and offers two layouts entirely based on the mathematical ratio of your computer monitor. Due to this, it's entirely possible for BestRx to look completely different on two monitors at one pharmacy. Please see the changelog for an explanation and contact us if you have any further questions.
The BestRx program (16:9 ratio layout) is broken down into five main parts of the window, and twelve commonly used sub-areas.
The main BestRx processing screen
The TOP ROW (1) tinted blue is reserved for the program menus that you might have noticed in other software. This menu hosts almost the entirety of the software functions; it's a good idea to see what each drop-down does and familiarize yourself with the location of each function. Some menus are inaccessible unless you have purchased the specific modules for the software. The bar below is the new notification bar (11), and will display shortcuts based on the Dashboard configuration.
The left column tinted green hosts the most common FILE MENU shortcut buttons. These can also be found in the "File" section of the program menu with the exception of the Refill Request button. They provide the fastest access to the (2)- Prescriber File, the (3)- Patient File, the (4)- Drug File, the (5)- Insurance File, the (6)- Patient Profile and (7)- Refill Request. We also have a Calendar function located at number (13) that displays information about upcoming appointments, MedSync regimens, and others.
The row tinted yellow just underneath the program menu is for the various TABS (8) you'll come across that pertain the the prescription you are working on. These are Rx Processing, DUR Codes, Reverse RX, Drug Education, Eligibility, COB, Compound, Claim Response, Fills for Rx, Transfer Rx, Documents.
The central majority of the screen is taken up by the PROCESSING SCREEN (9) tinted red in this example. This is where you'll be inputting and choosing most of the information that pertains to the prescription. The bottom of the processing screen (10) shown tinted purple is the primary functions of the Processing Screen.
Last but not least, the right side is reserved for the new Dashboard functionality as well as ERx message display (12). This dashboard will provide relevant stats for things such as E-Rx message, pending Rx's in queues, refill requests, etc. Clicking on a dashboard tile will also take you to the relevant screen for that dashboard item.
If working with an electronic prescription, we will display the pertinent info on the right side of the screen. This info will always be visible when filling a new prescription from an E-Rx message. The info will also display when editing or refilling prescriptions that originated from an E-Rx message. This change will enable a pharmacist to much more easily verify data from an E-Rx message while working with a prescription while further eliminating the need for printing out these messages.
For pharmacies that scan their Rx Images, we will display the Rx Image for a prescription on the right-side of the screen whenever that prescription is pulled up.
Rx Processing
Main Prescription Screen
NEW RX PROCESSING
Rx #:When the focus is in the Rx # field make sure the New Rx button is selected. If not, simply type ‘N’ when the focus is in the Rx # field. The program will automatically move to a new Rx number. Press the "Enter" key to go to the Patient field.
If user wants to manually enter a prescription number other than the displayed RX Number, then simply enter the desired RX Number and press "Enter" key. If the entered RX Number is higher than the default RX Number, the system will display the warning message regarding skipping numbers. At this time, please simply answer the question displayed on the screen. If skipping numbers requires a password, please call BestRx for assistance as the required password changes daily.
Fill Date: This is the fill date for the prescription. It is automatically selected for the current day. You can change the date if necessary when filling a new prescription.
Original Fill Date: This indicates when the prescription was originally filled. On new prescriptions, this will be the same as the Fill Date.
Last Fill Date: This indicates the date of the last fill (if any) for this prescription chain.
Patient: Here the user has two options. They can search for an existing patient or they can click the Patient icon to the left of the screen (or press the ‘F3’ key) to add a new patient (when adding a new patient, make sure the Patient field is empty). The user can search for an existing patient in several ways:
Last Name (ex. GRIFFIN)
partial Last Name (ex. GRIF)
Last Name, First Name (ex. GRIFFIN, PETER)
Last Name, partial First Name (ex. GRIFFIN, PET)
partial Last Name, First Name (ex. GRIF, PETER)
partial Last Name, partial First Name (ex. GRIF, PET)
, First Name (ex. ,PETER) The comma before the First Name must be entered.
, partial First Name (ex. , PET)
When your search criteria is entered click on the search button directly next to the Patient field or simply press the ‘Enter’ key.
You can also search using the patient’s Insurance card ID, phone number or Quick Code.
If only one match is found then the patient’s name and information will automatically appear on the screen. If there is more than one match the system will bring up a list like the one shown below.
Patient Search Result Example
Here the last name 'Wayne' was searched. To select a patient you can either click anywhere on the patient’s row or enter in the line number in the box below the list if seeing multiple results. When the line number is entered, press the ‘Enter’ key to select that patient.
If a criteria search has more than 15 matches there will be more than one page/screen of names listed. To go to the next page of names simply press the ‘Page Down’ key. Press the ‘Page Up’ key to go to the previous page.
The Address, Date of Birth, Age, Card ID, Group and Phone Number fields are for display only. These can be modified by going into the Patient File (F3). To the right of the Phone Number field is a Bell button that controls the Notification Message Settings for the patient.
The Q Icon allows the user to add the patient to a custom patient delivery queue for events such as consultations, appointments, etc.
The Message Icon will allow the user to initiate a secure, HIPAA compliant message through the use of Akario Backline (add-on requires additional sign up; more info in article).
The C2 magnifying glass icon will allow to integrate with the PDMP registry for a direct integration; this function allows the user to completely avoid having to open up a separate window in the browser which will improve accuracy and save time. If integration for your state is available and you have not yet registered, the software will display the following and allow you to click the link to begin registration:
Ins Plan: When a patient is selected, his/her primary insurance plan will automatically appear in the Ins. Plan field. To switch to a different insurance plan click on the arrow next to the Ins. Plan field to display a drop-down box containing all the insurance plans applicable to the patient, then select the appropriate insurance plan. You can also press the right or left arrow keys to scroll through the patient’s insurance plans or simply type the first letter of the insurance plan you would like to select.
The Insurance Name and Telephone Number are for display only and can be modified by going into the Insurance Plan File (F5).
The Card ID, Perrson Code and Group fields display if anything is chosen for the insurance and the fields are populated.
The Balance field displays if the patient (must select the patient as outlined below) has an outstanding Account Receivables (House Charge) balance.
The Remark field is the same as the Short Remark and can be edited by clicking the "R" button or by going into the Patient File (F3)'s Remark section.
Prescriber: After the patient’s information is entered, the system will display the name of the prescriber the patient used for his/her most recent prescription. If the prescriber is the same press the "Enter" key.
If you are not using the most recent prescriber, you have two options. You can search for an existing prescriber or you can click the Prescriber icon to the left of the screen (or press the ‘F2’ key) to add a new prescriber (when adding a new prescriber, make sure the Prescriber field is empty). You can then search for an existing prescriber in the same manner as searching for an existing patient as described previously.
When adding or editing a prescriber’s information, make sure to click the Save & Exit button before you exit the prescriber’s screen.
The Message Icon will allow the user to initiate a secure, HIPAA compliant message through the use of Akario Backline (add-on requires additional sign up; more info in article).
The DEA, State Lic, Type, Phone, NPI and MMIS fields are for display only and can be modified by going into the Prescriber File (F2).
Ref Physician: In a case where the prescription is in result of a referral and the insurance requests the primary referring physician's information, you'll need to enter that physician's name in this field. You can search for an existing prescriber in the manner same as searching for the Prescriber as outlined above. This is most common when a general practitioner refers a patient to a specialist, the general practitioner would be considered the referring physician.
Drug:After the prescriber’s information is entered, by default the system will automatically bring up a mini profile of the last 13 prescriptions the patient has received.
The user can now search for the specific drug being prescribed to the patient. They can search in the same manner as described before when searching for a patient or prescriber. For example, the user can type in ‘TYL’ and the system will bring up the list of all the drugs that begin with TYL in the drug file. The user can also make their search more specific. For example, the user can type in ‘TYL,30’ and the system will bring up the list of all the drugs that begin with TYL and have the strength/number 30 in the drug name.
The user can also search the Drug by entering the NDC number or Drug Quick Code. Once the drug is selected and entered drug is the BRAND, the system will display the generic drugs for that are linked to the BRAND drug. At this time, simply select the drug to be dispensed from the displayed list otherwise simply hit "Enter" key. Please see the explanation in Drug File screen on how to link the BRAND and GENERIC DRUG.
Once the Drug to be dispensed is selected (Brand or Generic), the system will check for the Drug Allergies and Interactions for the patient. If any of the warnings are displayed on the screen, please make an appropriate decision before filling the current prescription. The system will not stop the user from filling the prescription.
The NDC, Manufacturer (MFG), Control Class, Package, Package AWP, Package Acquisition and Last Update (price) fields are for display only and can be modified by going into the Drug File (F4).
Ordered Qty: Once the prescribed drug is selected, the user will enter in the ordered/prescribed quantity. The system will default (if any) to the quantity that is entered in to the Min Qty field for the selected drug in the drug master file.
Qty Filled: Upon entering the quantity in the Ordered filled, the system will default the same quantity for the filled and the focus will move to the DAW field. If user wants to change the Qty filled, the simply press up arrow to move to the previous field.
When either of these is entered the Cost, Fee, Co-pay, Discount, Tax, Total and Price Code will automatically appear. If any information has to be changed, enter in the appropriate information in the appropriate field and the rest of the fields will change to the proper numbers.
If the quantity entered is lower than quantity on hand and the software flag is set to warn the user, BestRx will present options on how to proceed. The options will be to 1 - Enter a new Quantity, 2 - Select another Drug, and 3 - Continue filling the prescription. If the user chooses option 2 - Select another Drug, the software will present closest equivalent options to the medication originally entered.
The Other price segment is available to add any cost beyond what's listed above. It allows the user to add Delivery, Shipping, Postage, Administrative, Compound Preparation and/or Incentive Fees to the prescription. Simply click on the "+" and select the qualifier and cost applicable.
DAW (Dispense As Written): Here the user will enter in the DAW code. To select a code either type in the appropriate number, scroll through the list using the right and left arrow keys or use the drop-down box next to the DAW field. Use the drop-down box to see what the code stands for.
Price Code: Cash prescriptions: The price code that will come up automatically depends on the patient, drug and insurance plan. This is how the Price code is selected.
First, if there is a price code for the selected patient in the patient’s file, the system will choose that price code. If there is no price code for the selected patient, the system will check the selected drug. If there is no price code for the selected drug in the drug file, the system will use the price code for the selected insurance plan.
For Non-Cash Prescriptions: The insurance plan file will have a price code for a brand, generic, and OTC (over-the-counter) drug. The system will automatically select the appropriate price code depending on the selected drug.
Please see the Price Code screen for detail on how to setup the Price code to calculate the appropriate fee.
Refills: Enter the number of refills authorized for this prescription. The user can set up a default to zero if no data is entered in this field. (please see User Preferences)
Rx Acq: This field will automatically display and capture the exact Rx Acquisition at the time of fill. This field is helpful to determine what the acquisition cost was when the prescription was being filled, as these costs can change often. This field should NOT be modified unless it is to correct a price error.
Sig: Enter in the directions on how to take this medication. The Sig section is separated into two fields; you can enter in sig code(s) in the single sig line separated by spaces or enter in the complete instructions manually in the multi-line freehand sig field (big box). The user can not enter the SIG code (quick code) in the big box. This big box is used only to enter the free text. There is not need to hit the "Enter" key to go to the next line. The system will automatically wrap the word to the next line.
Days: Enter in the number of days that this particular subscription will last. If the entered sig code is programmed with an appropriate daily supply then system will calculate the days supply. We've also added a way to adjust Billing Day Supply; this allows you to bill a prescription for a Days Supply that is lower than the actual Days Supply. This is useful for billing things like insulin pens when you don't want to break the pack because the insurance allows a 30 day max for example. To set the Billing Days Supply, click on the "+" button next to the Days Supply on the RxProcessing screen.
RPh & Tech: Enter the Registered Pharmacist and/or Technician initials for the person entering the prescription.
RX Serial #: If the prescription is a control drug and there is a control triplicate number on the prescription, enter this number here otherwise simply hit the Enter key. The state of New York only accepts electronic prescriptions (with some minor exceptions) by law; in the case of NY pharmacies, the number will automatically populate according to data in the electronic prescription. Aside from the above, here's some other codes commonly used with other purposes (these codes can be modified to send 12 digits instead to comply to insurance requirements):
99999999 - Oral prescriptions and products dispensed pursuant to a non-patient specific order
DDDDDDDD - Prescriptions dispensed as Medically Necessary during a Declared State of Emergency (excluding controlled substances)
EEEEEEEE - Prescriptions submitted electronically (computer to computer)
NNNNNNNN - Prescriptions for carve-out drugs for nursing home patients (excluding controlled substances)
SSSSSSSS - Fiscal orders for supplies
TTTTTTTT - Transfer prescriptions (traditional, intra-chain, file buys)
ZZZZZZZZ - Prescriptions written by out-of-state prescribers or by prescribers
Rx Status: The Rx status field will automatically show the status of the prescription on the screen. The status can show up as several different things:
Paid-Cash — the prescription was paid for in cash
Unbilled — the prescription has not yet been transmitted
Hold — the prescription is on hold and will be filled on a later date
Transmitted — the prescription has been captured/approved by the insurance company but has not yet been reconciled
Paid-By Ins — the prescription has been accepted and reconciled
Rejected — the prescription has been rejected
The "Q" button: This refers to the queueing system in the software more explained in the Workflow articles.
Written Date: Enter in the date the prescription was written. For the new prescription, the system will default the written date same as fill date. If written date is different, the simply enter the date here.
Basis of Cost: This field directs how to calculate cost for the medication. The default value is 01 - AWP; however in certain situations this can be changed. Click the drop down menu to see all available qualifiers; 00 - Default, 01 - AWP, 02 - Local Wholesaler, 03 - Direct Price, 04 - EAC, 05 - Acquisition Cost, 06 - MAC, 07 - U&C, 08 - 340B, 09 - Other, 10 - ASP, 11 - AMP, 12- WAC, 13 - Special Patient Pricing. It is very important to understand while these can be changed, they do not guarantee a higher or special reimbursement and have to be used only when required.
U&C Charges: Usual and customary (U&C) prices reflect the costs of the drugs to the consumer at the retail level. The U&C rate is often referred to as the “cash price” for patients. It is meant to display what the average cost to the patient would be without insurance. The percentage markup is calculated based on the AWP, and can be adjusted on the Misc Page 1 of the Pharmacy Setup.
Lot #: This field will display the Lot number for the selected medication if available.
Lot Exp Date: This field displays the lot expiration date if available.
Refill Exp Date: This will display the expiration date for the current refill. The dates can be adjusted in both the Drug File (F4) and the Insurance Plan File (F5).
Auto Refill Indicator & Date: This field will display if correctly utilized the date on which the prescription will enter the Refill Queue automatically. For more information refer to the Auto Refill help article.
Print MAR (nursing home only): Indicate if this prescription is to be printed on an MAR (medication administration record) form to provide to a nursing home or facility. If "Yes" is selected, a popup box will appear asking for some details like form code and dispense times. This information can also be edited at any time by clicking the "Edit NH Info" button.
Diagnosis Code: Enter or select the diagnosis code to be transmitted with this prescription. To enter more than one code, click the "More" button.
PriorAuth. Type: Select the appropriate Prior Auth Type from the drop-down list (ex: 1-Prior Authorization, 4-exemption from Copay).
For NY Medicaid, the ‘Prior Auth Type’ will usually be ‘1’.
For third parties, the ‘Prior Auth Type’ will usually be ‘1’.
PA Request: This button will bring up the ability to Fax and/or Print a Prior Authorization form. This also offers to send a PA through the service Cover My Meds. This service will send PA forms on behalf of the pharmacy to the appropriate parties. See the CoverMyMeds setup article for more information.
PriorAuth. #: Enter in the appropriate Prior Auth #.
For NY Medicaid, the ‘Prior Auth#’ will usually be the 8-digit authorization number followed by 3 zeros (‘000’).
For third parties the ‘Prior Auth #’ will usually be 5 zeros (‘00000’) followed by the 6-digit authorization number.
Workflow Status: The status indicates the workflow status for the prescription, and is automatically tracked and recorded by the software. This cannot be modified, and is locked for audit purposes.
Entered into System - The prescription has been entered into BestRx.This status displays when the prescription has been entered and saved into BestRx.
Ready for Pickup - The prescription is ready to be picked up.
Ready for Delivery - The prescription is ready to be delivered.
Picked Up - The prescription has been picked up.This status normally occurs when a patient picks up the prescription in person, and BestPOS or E-Signature software captures either a signature, or a paper signature remark.
Out for Delivery - The prescription is currently out for delivery.This status automatically triggers when a prescription is sent to the mobile delivery device, or to a delivery service.
Delivered - The prescription has been delivered successfully. This status updates when delivery signatures or delivery tickets are imported into BestRx after successful delivery.
Unable to Deliver - The driver was unable to deliver the prescription.
Transferred - The prescription has been marked as transferred to another pharmacy.
Ready for Shipping - The prescription is ready to be shipped.
Shipped - The prescription has been shipped.
Shipping Receipt Confirmed - A shipping receipt has been confirmed, and the prescription is on its way.
Intake Complete - Prescription Intake process has been completed.This status is automatic and triggered upon completion of the prescription entry, or when a prescription is placed into the Intake status manually by utilizing the Intake function.
PA Request Pending - A prior authorization (PA) request is currently pending for this prescription.
PA Request Sent - A prior authorization (PA) request has been sent for this prescription.
PA Request Received - A prior authorization (PA) request has been received by the intended party.
Approved by Insurance - The prescription has been approved by the insurance company.
Rejected by Insurance - The prescription has been rejected by the insurance company.
Label Printed - A prescription label has been printed.
Verified before Fill - The prescription has been verified before filling.
Filled - The prescription has physically been filled.
Verified before Dispense - The prescription has been verified before dispensing.
Reversed from Insurance - The prescription has been reversed from the insurance company.
Returned to Stock - The prescription inventory has been returned to stock.This status occurs when a prescription is placed on hold, or deleted from the system.
Returned by Patient - The prescription was returned by the patient.This status occurs when BestPOS informs BestRx that a prescription has been returned.
Queued - The prescription has been queued.
Dispense By: This field will display how the prescription is to be dispensed. This can be manually changed or can be automatically adjusted based on the selection from the Patient Screen (F3). Available options are Pickup, Delivery or Mail.
Delivery Driver: This field indicates the delivery driver for this prescription. The driver does not have to be selected on the main screen for the prescription to be utilized for delivery, but will have to be selected when the prescriptions are being sent to the delivery device. To Add or Edit delivery drivers, refer to the Delivery Driver File article.
OtherCoverageCd: This is used when billing more than one insurance company for one prescription. Click on the arrow next to the field to see a drop-down list of the codes. The most common codes are 02 and 03. But the user must select the appropriate code based on the outcome of the primary payer.
Rx Origin: Indicates the origin of the prescription. The prescription could be Written and physically handed to the pharmacy, Telephoned in by the doctor, it could be send Electronically through the internet, could have been Faxed by the doctor or Transferred from another Pharmacy.
Submission Clarification code: Select the appropriate override code from the drop-down box. If you do not know the appropriate code, contact the third party insurance company.
ADJ: This signifies an adjustment transaction; this field should never be populated unless through a function of the program such as Rebilling, or when specifically asked for.
Lbls: Indicate how many labels you'd like to print for this prescription. 1 is the default value.
Make Rx Inactive: If you'd like to inactivate this prescription simply check this box and save the Rx. It will appear gray in the patient's profile. To reactivate, simply pull the prescription up in Edit mode, uncheck this box and save the prescription. When you make a prescription inactive, you will be prompted to enter remarks as to why the prescription was made inactive. Entering the remarks is optional.
More: This function offers the ability to enter additional prescription information.
Rx Remark: Enter in any remark you may have for this particular prescription.
RX (F11): This button opens the Image Scanning Interface. If the RX letters are gray, there is no image attached to the Rx. If the RX letters are blue, there is an image attached to the Rx.
Notification Settings (Bell next to Patient Phone Field): This button will display a Notification Settings dialogue box that will allow you to control the various ways BestRx can notify patients.
Audit Trail / Workflow process: This outlines the Audit Trail / Workflow update process; this is required in the State of New Jersey and can be flagged by pharmacies outside of the state.
Dashboard: The dashboard is a new feature that allows quick and easy access to some of the more common/frequent menus of BestRx.
REFILL REQUEST PROMPT POP-UP
BestRx will now ask if you'd like to send a refill request when processing the final refill for a prescription. This way you can proactively receive authorization for a new prescription before the patient comes in for their next refill. This setting can be customized based on the control class of the drug. This can be done directly from the prompt screen by clicking "Options" or by going to Pharmacy Setup Misc (page 2) and changing the Show Refill Request prompt for option. When sending a refill request via e-prescribing, you can now change the prescriber if the new prescription will come from a different prescriber than the one that wrote the original prescription.
Refill Request Prompt
Refill Request Prompt Options
Claim Transmission
Claim Transmission Screen
Unlimited claims for the same patient and fill date can now be transmitted all "at once", even if they are for different insurance plans. Previously you were only able to send 1 or 4 claims at a time, depending on the insurance plan. We have now implemented logic that allows you to send an unlimited number of claims at once with just one click. To comply with NCPDP standards, the claims are still separated in the background into batches containing no more than 4 claims per transaction, but from the user's perspective you only have to transmit once.
You can select whatever prescription(s) you'd like to submit, then click to "Transmit Selected" to their respective insurances. Alternatively you can also "Transmit All Plans" if available.
When claims are submitting, the Status will automatically change to display what is happening with the prescription. After the prescriptions have been transmitted, you will have the ability to view the individual responses, one by one, for the prescriptions. If a prescription rejects for the same exact reason like a Card ID for example, prescriptions in the transmit queue that utilize that same insurance/Card ID will not be processed due to the fact they will most certainly reject for the same reason, thus saving the pharmacy money on transmission fees.
Additional RX Info
The Additional RX Info pop-up is used when the insurance company requires additional information not typical the claim to be submitted with the prescription. For most claims these options are seldom or never used and should only be used when required as they can cause unnecessary and unexpected rejections.
Additional Prescription Information Pop-up
Level of Service: This field indicates if a special of level of service was required for this prescription. The available choices are 1- Patient Consultation, 2 - Home Delivery, 3 - Emergency, 4 - 24 hour service, 5 - Patient Consulation regarding generic product selection or 6 - In-home service.
340B Rx: This indicator is used to mark the prescription as under the 340B program.
Pharmacist's NPI: This field is for display only, and it refers to the NPI number entered in the User file for the person logged in, pending they're a pharmacist.
Intermediary Authorization Type: This field is used to identify the type of intermediary, if one exists, to authorize this transaction.
Intermediary Authorization #: This field is used to enter the intermediary authorization number, if one exists, to authorize this transaction.
Special Packaging Indicator: This field is used to indicate if the product being prescribed has special packaging.
Route of Administration: This field is used to indicate the route of administration for the product being prescribed.
Originally Prescribed Product ID Qualifier, ID and Qty: If the product used in the prescription is a substitute, these fields can be used to indicate what the originally prescribed product was.
Patient Assignment Indicator:
Generic Equivalent Product ID Qualifier & ID: These two fields are used to indicate what the generic equivalent product is.
Delay Reason Code: If the prescription is being delayed by other means, this field is used to select a code related to and explaining the delay.
Horizon Graveyard Code: When utilizing the Horizon service, enter the appropriate code if/when required.
Procedure Modifier: The procedure modifier code is utilized when clarifying the prescription; multiple codes can be used by using a comma to separate them. The modifier itself is one of the HCPCS codes.
Clinical Measurement Information Pop-up
The Clinical Measurement Information screen stores information about any vital clinical measurements taken like Blood Pressure, Weight, Cholesterol etc.
Coupon Info Pop-up
The Coupon Info section allows the pharmacy to enter a coupon and attach it to the prescription based on a Coupon Type of Price Discount, Free Product or Other. The Coupon Number and Coupon Amount can be entered in their appropriate fields.
Additional Documentation Information Pop-up
Additional Documentation Information stores and transmits information for Medicare specific equipment requests, like Hospital Beds, Motorized Wheelchairs, Oxygen and the like.
Rx Pickup Information Pop-up
The Rx Pickup Information stores a detailed record of Date, Time, RPh and Customer / Customer Info for the person who picked up the prescription from the pharmacy. It also offers the option to Scan ID if you own a compatible 2D scanner capable of processing government license/ID information.
Image Scanning
The scanning feature of BestRx is an additional feature that must first be purchased and activated. After the feature has been unlocked, we will help the pharmacy with configuration and setting up their scanner to work with the feature. Manual/prompt scanning is a method of scanning individual scripts at either time of entry or at a later time from the Rx Processing screen.
Image Scanning Prompt
The screen is divided into two sections with a transparency and control bar in the middle.
The LEFT side of the screen displays the Scanner Settings Gear, the scanned image with the ability to switch pages with the Next Page / Prev Page buttons on the bottom left. This works for scanners that possess the Duplex scanning ability. You also have the ability to Mark Up and Edit Scans (on scanned images only), Rotate, Print, Download, Delete, Zoom In and Zoom Out when viewing a scanned image.
The MIDDLE control bar gives the ability to change overlay Transparency so you can see the Rx Processing screen, Scan the image again/for the first time, Capture an image/document by utilizing an attached camera, and Close out of the feature.
The RIGHT side of the screen will display some of the more important details about the prescription. This section is mainly for reference to ensure the physical prescription is attached to the correct prescription record in BestRx and for quick, at a glance prescription verification..
Scanning capabilities from Verify before Fill/Dispense Screens
This feature will allow pharmacy to scan Rx image from Verify screens. We have now added Rx Image (f11) link at the bottom of the Verify Screens which will open default Rx Image Scan screen to perform a scan.
Notification Message Settings
The Notification Message settings popup can be accessed by clicking the Bell icon next to the patient's phone number on the main RX Processing Screen.
Notification Message Settings Pop-up
These settings will allow per patient control of the Messaging Interface.
Cell Phone: Enter and/or verify the patient's Cell Phone number.
E-mail ID: Enter and/or verify the patient's Email.
Apply Default Settings button: This button will take whatever default settings have been set in the Setup portion of the interface and apply them to the selected patient.
Send Refill Reminder: Indicate if you'd like reminders to be sent in an Email, SMS, neither, or both.
Send Rx Ready for Pickup: Indicate if you'd like a ready for pickup message to be sent in an Email, SMS, neither, or both.
Send Birthday Greeting Message: Indicate if you'd like a birthday message to be sent in an Email, SMS, neither, or both.
Send Welcome Message: Indicate if you'd like a welcome message to be sent in an Email, SMS, neither, or both.
Audit Trail / Workflow
Audit TrailThe Audit Trail / Workflow Update feature was first introduced into the BestRx software due to a law change in the State of New Jersey that requires manual input of the four steps of the prescription process (intake/acceptance, process/entry, fill, and dispensing). The feature has since been enabled as a toggle for pharmacies outside of New Jersey that wish to utilize the feature. That flag and other options can be controlled on the Workflow settings page of the Pharmacy Setup file.
Right after entering and saving the prescription, the user will be greeted by a pop-up dialogue box as shown below.
Enter Audit Trail Details Pop-up
This dialogue box covers the three steps accessible through BestRx. The first two must be saved before the prescription will be processed as they cover the intake and entry of the RX. The step that indicates the fill can be updated later, as no law requires a prescription to be filled right after it's entered. The Update Workflow Information page will assist in updating the statuses that have not been updated in this dialogue box.
You'll also notice that the Workflow Status is missing; as BestRx itself does not cover the dispensing of prescriptions as that is handled by either the E-Signature program or the BestPOS program. If not using either of those to dispense your medication, you can still use the Update Workflow Information page to update the Workflow Status accordingly.
Workflow History
Rx Processing -> Workflow Status Location
On The Rx Processing Screen in the lower right, there is a box displaying the Workflow Status of a prescription. This is the most recent update to Workflow History of a prescription and will provide a snap shot of where the prescription is and what needs to happen before dispense. Next to this field is a small button titled "H". When clicked this will launch the Workflow History Pop-up for that prescription, reference the screenshots above and below.
Rx Processing -> Workflow Status -> 'H' -> Workflow History Pop-up
In the Workflow History Pop-up it will display all that prescription fill's workflow steps and statuses. Accompanying this will be the dates, times, users, and optionally you can view the source of the workflow events as well. With some integrations additional information is offered; for example if a prescription is sent via a shipping provider, tracking information will be available on this screen for reference, or to check the status of the delivery as well. For pharmacies taking signatures of any kind, electronic or using delivery tickets, the patients signatures will be displayed on the right if captured. Under normal circumstances a smaller window will display as shown in the example below:
Workflow Statuses and Steps
In order to understand how prescriptions will move in your pharmacy's workflow configuration, it is pertinent to familiarize yourself with the potential statuses and steps prescriptions can go through in the BestRx Software, many of which work together in concert.
Workflow Statuses/Steps
Intake: Describes the event of Intake itself, can be from any origin code, but marks when the initial/original fill was taken and entered into the system, after intake of course that is the next status that typically is display in WorkFlow.
Refill Request Sent: This step is typically displayed in workflow history after a request has been sent.
Entered into System: a prescription regardless of how its being filled or its origin, will have to go through an intake step, log an intake event, and when saved will display this workflow status afterwards.
Approved by Insurance: A step as well as a status, this is typically displayed after a claim has been adjudicated.
Rejected by Insurance: A step as well as a status, this is typically displayed when a claim was rejected by insurance.
Prior Auth Request is Sent: An step that displays after a PA request is sent, although not a status, this can be targeted with a workflow trigger in order to pool like prescriptions into a queue.
On Hold: This status displays whenever a prescription has been placed on hold.
Reversed from Insurance: An step that is typically displayed after an adjudicated claim was successfully reversed from insurance.
Verify before Fill: A status as well as an step, and occurs after Verify before Fill has been completed; however this is only logged once per fill in WF history, if a prescription gets verified again the event will be updated with the new event date and time.
Fill Prescription: This step displays in WF history next to the event causing the prescription to be filled, I.e. verify before spill is the pharmacy’s event that indicates a prescription is filled, after verify before fill the WF history will show FILL PRESCRIPTION right next to the verify event.
Label Printed: Typically this is not a status, as it usually indicates a change in WF statuses via config or workflow triggers, however this entry displays each time a label is printed within workflow history.
Verify before Dispense: A status as well as an step, and occurs after Verify before Dispense has been completed; however this is only logged once per fill in WF history, if a prescription gets verified again the event will be updated with the new event date and time.
Rx is Ready to Dispense: This indicates the Workflow Pre-requisites the pharmacy has configured for prior to dispense have been met, and that the prescription can be dispensed now.
Ready for Pickup: This status is displayed typically when conditions have been met to make it ready to dispense, based on a pharmacy’s workflow configuration. This can also be the result of being added to Will Call.
Ready for Delivery: This is displayed for delivery prescriptions when conditions have been met to make it ready to dispense, based on a pharmacy’s workflow configuration.
Shipment Order Created: when using a shipping provider to mail prescriptions, this step is recorded when the order containing this prescription has been created.
Ready for Shipping: This indicates a shipping order has been created, but an rx has not been sent to carrier yet.
Shipped: Delivery prescription has been sent to carrier for shipping, tracking info will display for some integrations.
Out for Delivery: Typically, this status displays when a prescription has been relayed to a delivery device, or delivery provider and the delivery is in progress, this WF status can also be manually assigned.
Patient Counseled: this step is displayed if a pharmacy using electronic signature capture is also configured to show patient counseling screen, the patient will be prompted to accept counseling and if affirmed and the pharmacist dispensing the medication enters their Pin in the prompt, this workflow step is recorded with the date and time prior to dispense and the pharmacists user name.
Picked Up: Workflow status as well as step, this displays when a dispense event indicating pickup has occurred.
Delivered: This status completes the dispense of a delivery prescription and is usually displayed after a signature has been captured from a delivery device, delivery provider, or as a result of a scanned signed delivery ticket.
Shipment Delivered: when using a shipping provider to mail prescriptions, this step is recorded when the delivery of the shipment occurred, this should correspond to the delivery date provided when tracking information is referenced.
Rx is Dispensed: This step displays in WF history next to the event causing the prescription to be dispensed, it can display the source of the dispense event; i.e. what software, screen, user initiated this entry.
Shipment Delivery Confirmed: when using a shipping provider to mail prescriptions, this step is recorded after delivery of shipment has already occurred, this confirmation comes with the imported patient signature captured by the delivery provider.
Returned by Patient: This is a Status as well as a step, it displays when a POS transaction has been returned, or if the signature for dispense of an Rx was deleted.
Unable to Deliver: Usually a status from a delivery or shipping provider, however it can also be assigned manually after an Rx is unable to be delivered.
Added to Will Call: Workflow step that indicates a prescription was added to Will Call Queue, this can in effect bypass required verification or other steps and immediately make the prescription: Ready for Dispense.
Rx is Transferred: This Status displays when a prescription has been transferred.
Rx is Un-transferred: This step indicates a previously transferred prescription was taken back by the pharmacy and the transfer was reversed.
DUR
DUR Codes Screen
Once the claim is transmitted and rejected by the 3rd party carrier for any DUR (Drug Utilization Review) reason, the system will capture and store the DUR reject code. If a user tries to transmit the prescription with the DUR reject, the system will display this DUR screen. You will then need to enter the appropriate Professional Service code and Result of Service code. At present time the last 3 fields on the screen (Level of Effort, Co-Agent ID Qualifier and Co-Agent Id) are not typically used for regular claims.
Upon entering the data you must click on the ‘Save DURs’ to save the data.
To clear any entered information, click the "Clear DURs" button.
If you'd like to delete the DURs displayed on this screen, click the "Delete DURs" button.
Reason for Service Code (Conflict Code): This will automatically be selected when the user transmits a claim.
Professional Service Code (Intervention Code): Enter in the appropriate professional service code or select it using the dropdown box.
Result of Service Code (Outcome Code): Enter in the appropriate result of service code or select it using the dropdown box.
Level of Effort: Enter in the appropriate Level of Effort using the dropdown box, if required by the payor.
Co-Agent ID Qualifier: Enter in the appropriate qualifier number or select it using the dropdown box, if required by the payor.
Co-Agent ID: Enter in the appropriate Co-Agent ID, if required by the payor.
REMINDER: Save the DURs when finished by either clicking the ‘Save DURs’ button or by pressing the "Enter" key when the ‘Save DURs’ button is highlighted.
Reverse Rx
Claim Reversal Screen
If you have a prescription displayed in Edit mode on the Rx Processing tab, the info for the Rx will be displayed and the focus will be on the Reverse Claim button. Hit Enter to reverse the claim.
If you do NOT have a prescription displayed on the Rx Processing tab but you know the Rx # you want to reverse, enter the Rx# and hit Enter. In the date field, hit Enter to automatically get the last fill date of that Rx#. Verify the information of the Rx and hit Enter to reverse the claim.
There is a chance the insurance company rejects your reversal. It can be for the lack of COB information, communication error, issue on the insurance company's end. In a case where you cannot reverse the claim through BestRx, you will have to contact the insurance company to have them reverse the claim on their end, either to leave the prescription reversed or to re-bill it later on..
In order to clear out the status of a manually reversed prescription, go back To Rx Processing screen; change the status to "Unbilled" and make sure the "Copay" field is 0.00. Transmit your prescription again, hopefully for a paid claim.
Drug Education
Drug Education Screen
The drug information screen will list information about the drug which is in the drug field of the Rx Processing screen. For generics, the brand drug may have to be used to get the drug information message.
The screen offers four separate tabs each with different messages, as long as brief information line in the top section informing the user which RX# and Drug they're working with.
Long Counseling - This is the long version of a counseling message you might be familiar with from your labels. These messages are provided in English, Spanish, or other languages depending on your service options. You can print the message with the buttons to the bottom left of the screen. The print defaults to your default report printer.
Short Counseling - This is the short version of the counseling message for your medication. You can print this message with the same buttons as the long message.
Auxiliary Warnings - This tab displays the default auxiliary warning messages provided by the database company as well as custom warning messages if applicable. This page cannot be printed.
Medication Guide - These guides are provided directly by the Food & Drug Administration (FDA) and also cannot be manipulated. The database for these drugs is rather small, and you may find a lot of the medication in your system does not have one of these guides available. If you come across a drug that does, hover your mouse by the middle bottom part of the window to print or manipulate the view of the guide.
Eligibility
Eligibility Screen
The Eligibility Verification can tell the user whether a patient is eligible or not for a certain insurance plan. If the patient’s information is already on the Rx Processing screen the system will automatically enter some of the information in the corresponding fields. If not, you may enter in the information manually.
To run a patient eligibility query, you have to select one of the following plans; E1_COMM_RH for Commercial plan queries through Relay Health (Blue Cross, Caremark, etc), E1_MEDD_RH for government queries through Relay Health (Medicaid/Medicare, etc), or E1_EMDEON for all queries through Emdeon/Change Healthcare (only if using them as your switch vendor instead of RH). All E1 checks require the use of the patient's social security number in place of Cardholder ID. The full number or last four digits must be used without any dashes. When running Eligibility for an E1 plan, make sure the group field is blank.
When the required information is entered, click the ‘Transmit’ button or press the "Enter" key when the ‘Transmit’ button is highlighted to transmit the eligibility verification.
Not ALL Insurance companies support the Eligibility Verification. Please check with the Insurance company if the Eligibility Verification does not work.
COB
Coordination of Benefits Screen
The COB screen is used when the you want to bill one prescription to two (or more) different insurance companies. When dual billing is setup correctly, this information will be filled out automatically; otherwise the information on this screen needs to be input manually. To set up COB you will first have to make the proper selection in the patient's insurance plans section. Insurance plan settings themselves will vary depending on what the insurance needs. It is entirely possible to enter in information manually, however it's not recommended as it can cause in an improperly billed COB claim.
Coordination of Benefits is often very dynamic, and differs from one insurance to another. Because of this, there is not one unified standard in which these options should be submitted. If you run into problems dual-billing, please contact us for assistance and we'll be glad to help you submit the claim correctly. From there, as long as the insurance company does not change their configuration, the claims will bill the same.
Compound
Compound Details Screen as attached to the current Prescription
This screen is used when a user would like to submit a compound prescription to the insurance company with multiple ingredients. As of the NCPDP D.0 change, this information is required in order to process compound prescriptions successfully. Drug information attached to the compound will also calculate properly if a prescription is entered in for a different quantity, i.e. if a compound is built for a quantity of 90, but a quantity of 120 is required for a prescription; the software will automatically adjust quantities of each individual ingredient in order to retain correct compound ratios.
Information on this screen can be entered manually, however it is most efficient to use compound information from your created compound drugs since this screen directly mimics the compound screen from the drug file. To do this, you can either select to use the compound information on the pop-up screen after selecting your medication:
Or you can click the "Get Details from Drug File" button on the bottom left of the screen to copy details from the drug file of selected compound.
In order to modify any of the ingredients on this screen, make sure you are selecting the ingredient first. The same goes for removing an ingredient; make sure the ingredient is selected and click "Delete Compound Info".
If you wish to delete the entire segment, click "Delete Compound Info" with nothing selected.
If you'd like to print the details, simply click "Print Compound Info".
Claim Response
Claim Response Screen
Enter in the Rx# and press the "Enter" key to display the claim response (unless already editing a prescription, in which case the screen will be automatically populated). If there is only one response, it will be displayed. If there is more than one response, a selection grid will pop up and you will need to choose which response you want to display by clicking anywhere on the line of the claim response. To go back to the list of responses, click the "Display All" button. To scroll through responses, use the "Newer/Older" buttons. To print the response, click the "Print" button. BestRx also has the ability to display claim data for previously sent claims; simply select the claim response, and click the "View Claim Data" button.
DIR Fees
View Claim Data
To View the Last Claim File for the specific transmission, pull up that transmission first by clicking on Display Claim Response; select the transmission you wish to view (if more than one), then click the View Claim Data button.
View Claim Data Pop-up
The View Claim Data function allows the user to view the raw data that was transmitted to the insurance company for the selected claim. This information is accompanied by their respective field numbers, and can assist the user on finding out what fields require information specified by insurance. A full description of codes used within BestRx can be found in the NCPDP Tranmission Codes article.
You can change between the segments simply by clicking them on the left side of the screen to view the information sent inside them.
DIR Fees
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Fills for Rx
Fills for Rx Screen
The Fills for Rx screen will show the user how many times a certain prescription was refilled and on which dates. To bring this up either bring up the prescription in Edit mode on the Rx Processing screen then click on the ‘Fills for Rx’ tab or just enter in the Rx number in the Rx# field and press the ‘Enter’ key.
This screen is also used to select the Rx (for edit) other than the most recent fill. If the user wants to select the original prescription for edit, then select the appropriate line number from the displayed list for editing; the original prescription will always display at the bottom of the list. NOTE: If you're currently in the middle of a Refill and need to look up the previous prescription in the chain, by clicking the script in the list you will discard the current fill you're working on. Be sure to save the prescription first, then look up the other fill.
You can also print the displayed list by clicking the "Print" button in the bottom left.
Transfer Rx
Transfer To Another Pharmacy Screen
The Transfer Rx screen offers the user options to mark a prescription as transferred. This screen has no function to electronically transfer the prescription to any pharmacy unless both pharmacies are under same ownership, and is only used as a way to symbolically mark the prescription in your system as transferred, unless as aforementioned.
To mark a prescription as transferred to another pharmacy: bring up the prescription in Edit mode on the Rx Processing screen then click on the ‘Transfer Rx to Another Pharmacy’ tab. Fill out the remaining information and click on the ‘Transfer Remaining Refills’ button to transfer the prescription to the other pharmacy. For New York (NY) and Florida (FL) clients, the software will display an additional option to 'Transfer One Refill'; this is by state law, and is designed in case the pharmacy cannot fill that script, but the patient will come back for the next refill. You can also "Transfer & Print" if you wish to keep a printed record of the transfer. In order for the prescription to be transferred, there have to be remaining refills on the prescription. You cannot otherwise mark the prescription as transferred.
To mark a prescription as transferred from another pharmacy: bring up the prescription in Edit mode on the Rx Processing screen then click on the ‘Transfer Rx from Another Pharmacy’ tab. Fill out the remaining information and click on the ‘Save Info’ button to transfer the prescription to the other pharmacy. You can also "Save & Print" if you wish to keep a printed record of the transfer.
Transfer From Another Pharmacy Screen
To reverse a transfer on a prescription, bring up the prescription in Edit mode on the Rx Processing screen then click on the ‘Reverse Transfer’ button.
To view information on a prescription that has already been transferred to another pharmacy, bring up the prescription in Edit mode on the Rx Processing screen and click on the ‘Transfer Rx to Another Pharmacy’ tab. OR enter the Rx number on the ‘Transfer Rx to Another Pharmacy’ tab and then click on the ‘View Transfer Info’ button.
ELECTRONIC TRANSFERS OF PRESCRIPTIONS
As mentioned, this is only allowed when both pharmacies are under same ownership. While this may change, it is currently limited for liability reasons and cannot be changed, no exceptions. When the prescription is transmitted by a partner pharmacy, the store it's intended for will receive the prescription in their Electronic Mailbox such as any other ERx message.
Documents
The Documents screen will display all the documents that have been created/attached to the particular prescription; this tab will only appear if a prescription is pulled up on the screen. This feature currently supports any document that can be scanned with your BestRx compatible scanner, captured with a camera, or from compatible imported items.
Prescription Documents Screen
To add a document, click the "Add Document" button..
Name the document you're adding with any remarks; alternatively choose if you'd like to scan both sides, multiple pages, and/or in color.
SCAN
The scan will begin promptly afterward clicking the Scan button, and the image will display in the right section of the page when it's finished if scanning the document.
CAPTURE
Any document or photograph can be captured into the software by utilizing a camera attached to the computer, as long as the computer recognizes and is able to capture the image from your camera. Click the Capture button to start image capture.
You can change the camera using the Device Name drop down box if the image is not displaying or capturing from a different device; you can also change the Resolution of the image with the appropriate drop down box of its own. In order to change or adjust any additional camera options, click the Settings Gear.
IMPORT
You can also import eligible documents from your computer into the BestRx system by clicking "Import Saved Documents".
The supported file formats are listed as shown above; PDF, GIF, BMP, JPG, JPEG, PNG, TIF, TIFF, and TXT are all supported. Select your documents by pressing the "Add Documents" button for each document you wish to import. When done, simply click "Finish Importing" and to get back to the previous menu click "Back to Scan".
You can view, Print, Download, Fax or Delete any of the added documents simply by clicking the desired document from the list and selecting the appropriate function in the button segment below the preview pane.
FAXING (Internet Faxing customers only)
Fax control appears in every document tab; it may be disabled until a document in the left pane is selected. The feature may also be accessed from the dashboard or the notification bar, if configured as such.
Clicking the button opens another window where you will have the opportunity to enter the Receiver's information, include a coversheet, add additional documents from outside of BestRx, and finally an option to scan any document on the fly to include with the fax. Before sending the fax, you are also able to preview it prior to sending by selecting "Preview & Send". Otherwise, you may press "Send" when ready.
The documents feature is duplex compatible just like the regular scanning features for prescription, and additional pages can be scrolled through using the "<" and ">" buttons. You can also zoom in and out on the document using the corresponding (+) and (-) icons.
The Options button will display options for your scanner device.
To go back to the Processing screen, click the "To Rx Processing" button.
Intake
To access the Intake Queue, click on Intake header in the notification bar below the file menu on the main screen or through its button located on the Dashboard if configured as such.
The intake queue can serve as a function that gathers all incoming scripts into the pharmacy, allowing the staff to partially enter and scan prescriptions into the system without requirement to process these scripts immediately.
To add a new intake, simply click the "New Rx Intake" radio button in the top left corner; to edit or process an intake created earlier, simply click it from the list.
When creating an intake, you specify the following:
Patient Name - Enter the patient for this intake; this can be changed later when processing the prescription if needed.
Insurance Plan - Select the insurance plan for this intake; this can be changed later when processing the prescription if needed.
Prescriber Name - Enter the prescriber for this intake; this can be changed later when processing the prescription if needed.
Drug - Enter the drug for this intake; this can be changed later when processing the prescription if needed.
Defer Date - Enter the defer date, but only if filling the prescription on a later date. Otherwise this is optional.
Remarks - Enter any and all remarks you may have.
After entering the above information, you can choose to:
"Save" and move onto the next Intake record to be added
"Save & Exit" to save and leave this screen
"Save & Process" to save and immediately process the intake prescription
"Delete" to delete an intake
"Cancel" to clear the screen
"Scan" to scan a hard copy and attach to the intake
"Options" to adjust scanner options
"Exit" to completely exit this screen
Verify before Fill
The Verify feature has been implemented in order to double check prescription and optionally drug information before physically filling the prescribed medication. With the label printed and ready to be filled, you can either enter the RX in question or scan the barcode if applicable. If you need to verify an older prescription but no longer have a barcode, simply enter it in this format (without quotes) "RX+7_digit_RX#+YYMMDD"; the software will appropriately pull up the older prescription. If the prescription number is less than 7 digits, simply add enough zeros to the beginning of the RX number to adjust. This menu can be accessed from the Notification Bar or through its button located on the Dashboard if configured as such.
The Verify Before Fill screen
If you wish to scan the medication against the NDC used during fill, please select the "Also verify NDC on Drug package" option. You'll be prompted to scan the medication after inputting and verifying the RX info.
When performing a "Verify before Fill" prescription verification, if the NDC you are trying to dispense does not match the NDC on the prescription, but the two drugs are therapeutically equivalent, the program will prompt the user and ask if they would like to Reverse & Rebill the prescription using the newer NDC. If the user chooses "Yes", the program will display a popup window that will allow them to reverse the prescription, replace the drug with the newer NDC, rebill the prescription, and reprint the label all from one screen, with the entire process taking just a few seconds.
The screen will display some fields in YELLOW color; these fields are going to require extra verification. In order for the user to verify that field, simply click on the field and the field will turn GREEN. The prescription cannot be verified until all YELLOW fields have been clicked and turned GREEN. The purpose of this functionality is to try to perform a more thorough verification of the prescription. Refill prescriptions will automatically carry over verified fields, unless changes happened to the prescription, which will require re-verification.
By default, the fields that require extra verification are Patient Name, Drug Name, Qty Filled and Sig Directions; however, this is customizable by clicking the GEAR in the upper right hand corner, launching the option box as shown below.
From this settings screen you can indicate not only which fields require extra verification by clicking the corresponding "Yes" and "No" fields, but you can also add or remove fields that will be displayed on the verification screen with the "Add" and "Remove" links on the left hand side; this screen also allows the users to sort the fields as they choose using the UP and DOWN arrows. The changes will immediately display on the right and allow you to see them live. The Verification settings for Verify before Fill and Dispense do not share, and can be customized separately from each other. The program also allows the option to change which fills require additional verification by adjusting the "Fills that require additional field verification" drop-down box option.
After you have gone over the information on the screen and verified that it is correct, click on the "Verify Rx" button and enter your password to verify the prescription.
Scanning capabilities from Verify before Fill/Dispense Screens
This feature will allow pharmacy to scan Rx image from Verify screens. We have now added Rx Image (f11) link at the bottom of the Verify Screens which will open default Rx Image Scan screen to perform a scan.
Verify Rxs using Shortcut Key (Spacebar)
Verify each field using Spacebar so pharmacist/techs can complete Rx verifications in a continuous flow without touching mouse.
There is a check box on Verify screens needs to be checked in order to use Spacebar to Verify Rx fields, This setting will be saved once it is first time used so it doesn’t need to be checked every time.
Verify before Dispense
The Verify before Dispense function works in the same manner as the Verify before Fill function does. It is used to verify the prescription before dispensing it to the patient. With the prescription ready, simply enter the Rx number or scan the barcode into the field. If you need to verify an older prescription but no longer have a barcode, simply enter it in this format (without quotes) "RX+7_digit_RX#+YYMMDD"; the software will appropriately pull up the older prescription. If the prescription number is less than 7 digits, simply add enough zeros to the beginning of the RX number to adjust. This menu can be accessed from the Notification Bar or through its button located on the Dashboard if configured as such.
The Verify Before Dispense screen
The screen will display some fields in YELLOW color; these fields are going to require extra verification. In order for the user to verify that field, simply click on the field and the field will turn GREEN. The prescription cannot be verified until all YELLOW fields have been clicked and turned GREEN. The purpose of this functionality is to try to perform a more thorough verification of the prescription. Refill prescriptions will automatically carry over verified fields, unless changes happened to the prescription, which will require re-verification.
By default, the fields that require extra verification are Patient Name, Drug Name, Qty Filled and Sig Directions; however, this is customizable by clicking the GEAR in the upper right hand corner, launching the option box as shown below.
From this settings screen you can indicate not only which fields require extra verification by clicking the corresponding "Yes" and "No" fields, but you can also add or remove fields that will be displayed on the verification screen with the "Add" and "Remove" links on the left hand side; this screen also allows the users to sort the fields as they choose using the UP and DOWN arrows. The changes will immediately display on the right and allow you to see them live. The Verification settings for Verify before Fill and Dispense do not share, and can be customized separately from each other.
When you've successfully verified the prescription, click the "Verify Rx" button and enter your password.
Scanning capabilities from Verify before Fill/Dispense Screens
This feature will allow pharmacy to scan Rx image from Verify screens. We have now added Rx Image (f11) link at the bottom of the Verify Screens which will open default Rx Image Scan screen to perform a scan.
Verify Rxs using Shortcut Key (Spacebar)
Verify each field using Spacebar so pharmacist/techs can complete Rx verifications in a continuous flow without touching mouse.
There is a check box on Verify screens needs to be checked in order to use Spacebar to Verify Rx fields, This setting will be saved once it is first time used so it doesn’t need to be checked every time.
E-Rx
To view messages received through E-Rx, click on E-Rx header in the notification bar below the file menu on the main screen. This menu can be accessed from the Notification Bar or through its button located on the Dashboard if configured as such.
This is the main mailbox screen for the E-Rx module. Messages received by the pharmacy will display here, and will be sorted according to options selected by the user. You can choose to display All Messages, New Messages or Pending Messages for a varying length of time. The mailbox can be sorted by Date Sent, Message Type, Prescriber Name (Sender), Patient Name or Drug Description in a Descending or Ascending order. You can choose to display 20, 50, 100 or 250 messages per page, and move around these pages with the "<< Prev Page" and "Next Page >>" buttons.
The ERx function supports receipt of Controlled Messages as of software update 2.7.0721. For a full explanation of how this change affects workflow, please refer to the ERx for Control Substances article.
If you need to search for a specific message, click the "Search (F11)" button in the bottom left section of the screen. The search box will pop-up and allow you to narrow the search by Patient Name or DOB, Prescriber Name, and/or Drug Name. When the appropriate fields have been filled out, click "Search". If at any point you'd like to close the pop-up and get back to the mailbox screen simply hit "Esc" on your keyboard or click the "Cancel" button.
To work with a prescription simply check the box to the left of it. You have the option to fill the RX by clicking the "Fill Rxs" button, change message statuses with the "Change Status" button, print the message using the "Print" button. NOTE: Control prescriptions have to be filled using the "Fill RXs" button and cannot be printed then filled manually, otherwise will cause issues when reporting to the state agency.
The mailbox can be refreshed to display new messages at any time by clicking the "Refresh" button.
When you're done working with messages in the mailbox and you'd like to get back to the previous screen, hit "Esc" on your keyboard or click the "Exit" button.
Patient Refill Requests
To access the Refill Request Queue screen, click on Patient Refill Requests header in the notification bar below the file menu on the main screen or on its button located on the Dashboard if configured as such.
The Refill Request Queue displays prescriptions that showed up in your IVR and WebRefill queues for a specific date range.
To print the report page, click the "Print" button or press the "Enter" key when the "Print" button is highlighted.
The report can be sorted any time by simply clicking the column name above the records you'd like to sort by.
CMM PA Messages
The CoverMyMeds Message inbox is easily accessible from the main screen of BestRx by clicking the header "CMM PA Messages" or on its button located on the Dashboard if configured as such. This screen displays all messages in the CoverMyMeds Prior Authorization feature in one convenient location.
This report screen is primarily informative, and the only interaction the user has beside seeing the Prior Authorization messages is to change their status. The message statues can be changed to Keep New, Mark as Read, and alternatively the user can Cancel out of the menu entirely.
E-MAR Messages
To access the current E-MAR Queue, click on E-MAR Messages header in the notification bar below the file menu on the main screen or on its button located on the Dashboard if configured as such.
This report displays all E-MARs queued for your pharmacy. The report can be filtered down by "All", "New", "Pending", "Accepted", and "Rejected" messages for date ranges starting with the last 7 days ranging up to all dates. From here you can also Print, Export, View/Update Requests, and even Fill Rxs in queue.
The report can be sorted any time by simply clicking the column name above the records you'd like to sort by.
To print the report page, click the "Print" button or press the "Enter" key when the "Print" button is highlighted.
If you'd like to export the report to a file, click the "Export" button or press the "Enter" key when the "Export" button is highlighted. NOTE: Export to Excel only works on full versions of Microsoft Excel/Office. It does NOT work with the Office Starter 2010 and other starter/third party versions. If using any one of these, export to a Comma Separated Values (CSV) instead.
The user may also clear all the data displayed on the screen by clicking the "Clear" button or by pressing the "Enter" key when the "Clear" button is highlighted.
Rx Queue
The Queues drop-down menu offers a quick ability to access the built-in and custom queues in the BestRx system. These will automatically populate this list for user convenience whenever a queue is added or removed through the Manage Custom Queues menu. This menu can be accessed from the Notification Bar or through its button located on the Dashboard if configured as such.
Chat Messages
This function launches the Akario Backline website, where you will be able to read incoming messages if using the Backline functionality to communicate securely with patients and prescribers. For more on the feature, please see this article. This menu can be accessed from the Notification Bar or through its button located on the Dashboard if configured as such.
2-way Messaging
Initiating Akario Chat
Initiating a Chat/Discussion through Akario Backline is very simple. After the interface has been set up, the software will add the functionality in a few locations.
One way to initiate chat is to click on the icons displayed below.
The same can also be done from the Patient File Screen and the Prescriber File Screen by using the "Send Secure Message".
Patient File Screen
Akario Message Box
COMMUNICATION EXAMPLES
The two screenshots below display an example of the E-Mail format and Text message format respectively.
Email Format
Text Message Format
CHECKING UNREAD CHAT MESSAGES
When the recipient responds, the pharmacy will see the number of chat messages on the notification bar and on the dashboard of BestRx. They can click on either of it to resume the chat/conversation. To be HIPAA compliant, the functionality cannot be implemented into BestRx at this time and has to be done through the Akario website.
2-way Messaging
Enter topic text here.
Unbilled
The Unbilled button from the notification bar simply opens the Unbilled Prescription log that can normally be found under the Reports / Billing drop down menus, and runs it for the current date when opened. This menu can be accessed from the Notification Bar or through its button located on the Dashboard if configured as such.
Pat Queue
The Pat Queue drop-down menu offers a quick ability to access the built-in and custom patient queues in the BestRx system. These will automatically populate this list for user convenience whenever a queue is added or removed through the Manage Patient Custom Queues menu. This menu can be accessed from the Notification Bar or through its button located on the Dashboard if configured as such.
MTM
To access the MTM Opportunities screen, either click on the MTM link on the notification bar or the dashboard (depending on which has been configured on the system).
This screen currently displays opportunities from the OutcomesMTM, Mirixa, ClinicalAlertsPlus™, and SMP services. The screen allows to change between services by simply clicking the appropriate tab in the top portion of the screen; it also enables the user to filter the opportunities by using the Status To Display filter in the upper right corner..
The OutcomesMTM service is less interactive and only allows for viewing of opportunities and gives the user links to the service's website to act on these opportunities.
The Mirixa side of the feature is more fully integrated with the service and allows for more direct, albeit very simple, interaction with the service. If your pharmacy is not enrolled, click the tab in the upper right side of the screen and then click the button on the left to begin enrollment. Otherwise click the button on the right to enter your Mirixa credentials. For more information on the configuration, see the main article for MTM/ClinicalAlertsPlus™ Interface Setup options.
The ClinicalAlertsPlus™ side of the feature is also more fully integrated with the service and allows for more direct, albeit very simple, interaction with the service. If your pharmacy is not enrolled, click the tab in the upper right side of the screen and then click the button on the left to begin enrollment. Before enrollment, ensure you have identified the right person from your pharmacy to complete the enrollment process, as you must be authorized to agree to terms of service on behalf of your pharmacy. Usually this is the owner, head pharmacist, or other decision maker. Otherwise click the button on the right to enter your ClinicalAlertsPlus™ credentials. For more information on the configuration, see the main article for MTM/ClinicalAlertsPlus™ Interface Setup options. For more information, visit the CoverMyMeds.
The SMP (Script Management Partners) side of the feature allows for synchronization of immunization information with the SMP service. If your pharmacy is not enrolled, please either email or call SMP directly at 888-790-0767. Otherwise if you're already signed up, please call BestRx for assistance in the rest of the setup. For a basic explanation of the feature, please visit the Immunizations article.
Dashboard / ERx display
The dashboard is a feature of BestRx that allows for a convenient way to access certain features of the program, as well as display ERx message details and scanned prescription images. This feature will only work on specific ratio widescreen monitors; the most common required resolutions for this feature to work are 1920x1080 and 1600x900. If you're unsure what resolution your monitor uses, please call us for assistance.
Main Dashboard
ERx Message Display
RX Scan Display
The dashboard itself has limited configuration options at this time, but can be configured at any time by clicking the GEAR button in the top right of the header bar. Some of the buttons on the dashboard cannot be configured, however the dashboard does allow placement of the custom queues. The ERx message display will automatically trigger while entering ERx messages into the system, and the scanned RX display will show if there are images attached to the prescription.
DASHBOARD SETTINGS
As more features get built out that will allow to be placed on the dashboard, these options will be extended and you may see additional options in this menu. You can Add and Remove the menus from the dashboard by selecting the option and choosing the appropriate action.
Most options can be modified to have their display option changed between Dashboard Only, Notification Bar Only, or Both Dashboard & Notification Bar. Simply click on the Display status corresponding to the feature you want to modify. If the option does not exist, the program will display a message that the item can only be displayed on the Dashboard.
Select which option you'd prefer and hit OK. That will modify the Display function for that menu.
Immunizations
RXSMP
BestRx is proud to have partnered with RX SMP to provide our mutual clients a way to submit their immunizations directly through our Pharmacy Management Software. RX SMP currently offers two service levels, Free and Paid, both supported in BestRx. In order to first get set-up, pharmacy needs to contact SMP directly at info@rxsmp.com or 888-790-0767.
The free tier requires a pharmacy signing up to submit ALL prescription information to RX SMP, and also accept that opportunities in a form of a pop-up will display within the system, and cannot be turned off.
The paid, $35/mo tier only reports immunization records, and will NOT display any opportunities or pop-ups from RX SMP.
Regardless of service level, please refer to the instructions below for more information regarding the feature.
IMMUNIZATION DURING NEW PRESCRIPTION PROCESSING
When filling a prescription for an NDC that is classified as an immunization, BestRx will prompt the user to enter immunization administration info as shown below.
Enter in the appropriate information, and click "Save" to save immunization information to the script. After the prescription has been filled, BestRx will report the RX to SMP. If editing a prescription, simply click the syringe icon next to the NDC number to enter or edit this information.
The software also allows for a completely separate, more manual entry of immunization information by going to Misc > 13. Immunization Administration Info.
This screen will allow you to first select a prescription before allowing you to add immunization information, but functionally works in the same way as adding it from the prescription screen.
VIEWING IMMUNIZATION STATUS (paid version only)
The software gives users an option to view and/or act on their immunization submissions directly from within BestRx.
The MTM Opportunity screen, albeit mainly for MTM opportunities, gives access to the SMP immunization statues as well, as displayed below. It can be accessed by clicking MTM from the notification bar and/or the dashboard, depending on configuration.
The screen will display the status of the pharmacy's immunization submissions, and give the pharmacy an idea if any of these submissions need to be acted on. Any prescription that requires attention will also be displayed in the Pending Tasks tab on the left of the screen, as shown below.
In order for the pharmacy to edit and change statuses of these tasks, simply click "Change Status" or "Complete Tasks" with desired prescriptions selected.
VIEWING IMMUNIZATION STATUS and OPPORTUNITIES (advertisement version only)
The software gives users an option to view and/or act on opportunities for immunization in four different locations of BestRx, as well as display currently submitted immunizations and their status.
The MTM Opportunity screen, albeit mainly for MTM opportunities, gives access to the SMP opportunities as well as displayed below. It can be accessed by clicking MTM from the notification bar and/or the dashboard, depending on configuration.
This screen will display all opportunities, whether or not they have been completed, and allow the user to View Details by clicking the appropriate button. Just below the opportunities, the software will display all submitted immunization prescriptions and their status. Any prescription that requires attention will also be displayed in the Pending Tasks tab on the left of the screen, as shown below.
In order for the pharmacy to edit and change statuses of these tasks, simply click "Change Status" or "Complete Tasks" with desired prescriptions selected.
Opportunities will also pop up and allowed to be acted upon during Point-of-Sale transactions through BestPOS during the tender process as shown below.
Opportunities will also pop up and allowed to be acted upon directly from the BestRx RX Profile screen, after selecting a patient.
These can also be viewed further by clicking the "More Info" button, which will pop-up and display the screen below.
The detail page will display immunization history for that patient and the details of current opportunities. The "Opt Out" and "CDC Info" buttons will open links provided by SMP in the default web browser.
It is also possible to create an order for an opportunity prescription immunization by clicking "Order Rx". When starting an order, the software will first ask to select a prescriber for whom this order is to be sent.
Select the appropriate prescriber, and click "Create Rx Order"; the order will be created in a PDF file format and will be available for immediate printing as shown below.
If the pharmacy is also subscribing to the Document Management feature of BestRx, the orders will also be added into the individual patient's document files inside of BestRx.
Calendar
To access the Calendar, click on the Calendar button on the main processing screen.
The Calendar function will display all pertinent instances of appointments, synchronizations, and anything else in BestRx that is attached to a schedule and has been programmed into the software. The feature is currently in its very early stages, and should be considered a placeholder function for when work on the fully featured calendar is done.