Overview
LTC Cycle Fill in BestRx helps pharmacies simplify the process of managing medication refills for multiple long-term care patients. It organizes prescriptions into cycles, so all medications for a patient are refilled and delivered together on the same day each month. This feature ensures patients consistently receive their medications on time, improving overall care for nursing home residents.
Before Proceeding
Configure LTC Cycle Fill Settings, set the cycle framework in LTC Cycle Manager, and add the patient to an LTC Facility in the Patient File.
Adding A Patient to LTC Facility File
To include a patient in cycle fill, they must be assigned to an LTC Facility. If not, ensure the facility is added in the LTC Facility File.
Navigate to Rx Processing ➡️ Patient (F3) ➡️ LTC Facility
Rx Processing- Adding A Patient to Cycle Fill
In Rx Processing, next to “Include on MAR,” there is an “Edit Info” button. Click on that button, and it will state “Cycle.” From here, you can:
Select a pre-existing cycle name and click the “+” button to create an entirely new cycle and set the start date and duration. This will be the first initial cycle you see when creating a cycle framework in LTC Cycle Manager.
Selecting “General” will place the Rx into a general cycle, viewable in “Process Cycle Fill Rxs.”
As you create more cycles, you can assign Rxs to specific ones (Ex. The Facility Cycle (10/24/2024; 40 days).
Once selected, make sure to click ‘Save’ on the Rx processing screen.
Set Cycle Process (General)
If you assign a prescription to the general cycle, you can view and configure its cycle details in “Process Cycle Fill Rxs.” Since the Cycle Date and Cycle Period will initially be blank, simply click on the row to open the general cycle fill.
From there, select the Rx and click “Set Cycle Process Info” to either create a new cycle period or add the Rx to an existing cycle.
Process Cycle Fill Prescriptions - Adding Patients to A Cycle
It’s recommended to start by adding patients to a Cycle Fill in Rx Processing. This helps you become familiar with the feature before managing multiple patients and Rxs in 'Process Cycle Fill Prescriptions.'
Here, you can "Create New Cycle" by selecting a cycle framework from the LTC Cycle Manager . You also have the option to display past cycles, either from all dates or within a specific date range.
To access Process Cycle Fill Prescriptions, click on LTC ➡️ 9. Process Cycle Fill Prescriptions
Selecting a Cycle Name from the list is mandatory. Afterward, choose the Cycle Start Date and set the number of Days in Cycle, which will determine the cycle's end date.
After selecting the cycle and setting the parameters, choose the cycle for placing and processing prescriptions. Click on the cycle to display the next screen.
Add Patients in Selected Cycle
Click here to add your first patient to the cycle fill. Then select the patient's name, and you can look up and add multiple patients.
Select Prescriptions to Add to the Cycle for Patient
Here, you can choose the prescriptions to be included in the cycle.
Cycle Fill: When selecting prescriptions, you have the following options:
The Next Fill (aka Refill): The next refill for this prescription will be added to the cycle fill.
Current Fill: The current selected fill will be added to the cycle fill.
Cancel: Cancels the prompt entirely.
The following filters are available at the bottom of the prompt:
Show Inactive Rx: Displays inactive prescriptions that are not currently appearing.
Show Most Recent Fill Only: Displays only the most recent fills for that patient.
Show Sig Directions: Displays the sig directions for each prescription.
The Next Fill (aka Refill)
The Next Fill (aka Refill) Settings
When selecting an Rx to be on the next refill cycle, you will be prompted with the following options:
Refill Date to Assign: Set the date when the refill should be processed.
Cycle Date: Determine the refill date based on the cycle.
Actual Refill Due Date: Based on the refill due date from the Rx processing screen.
“X” Days before Refill Due Date: Input the number of days before the refill is due. This can be set by the pharmacy.
Assign specific date: Assign a specific date for the refill due date.
Also Add Rxs to Queue for Cycle Fill : Pull Rxs for the patient within the custom queue.
Options: (‘Yes, ’No')
Queue Name: Select from any existing queue, remind the pharmacy to set a custom queue for the LTC facility.
Finally click “Add to Cycle” to save changes.
The Current Cycle Fill
By selecting the current fill or looking at an already existing cycle you will see the following options on the screen.
Process Cycle Fill Filters
Dates to Show: Displays all prescriptions in the cycle fill. Select "All Dates" for a complete view, choose a specific date to show prescriptions up to that date, or enter a date range (e.g., 08-01-2024 to 09-01-2024) to view prescriptions within that period.
Facility: Displays the facility you are processing prescriptions for All Facilities, Non-Nursing Home Patients, or a specific LTC Facility.
Group Rxs by: Displays patients and their Rxs by Patient or Facility.
Status: Select which Rxs appear based on workflow status for All Statuses, Pending Refill & Hold, Pending Refill, Hold, Refill Created, Rejected by Insurance, or Paid & Transmitted.
Include Inactive Patients: Will include inactive patients in the LTC facility if selected for ‘Yes’ or exclude for ‘No’.
Inactive Rx’s: will include inactive Rxs in the patient profile if selected for ‘Yes’ or exclude for ‘No’.
Needs Refill Request: Displays the Rxs that need a refill request.
Refresh Button: Once you select your filters if you don’t see anything appear click the refresh to update the screen.
Process Cycle Fill Settings
Add Patient: Add a patient’s prescriptions to the current cycle.
Refill Request: If a prescription needs a refill request, select the prescriptions and click “Refill Request.” Options presented will include F: Fax Refill Request via Fax Modem, P: Print a Hard Copy of the Refill Request, B: Box Fax and Print Refill Request., or C: Cancel.
Process Now: Ideally for cash-only prescriptions. Note that if you select 3 Rxs for different patients and try to save, then save and transmit, it will not work due to NCPDP guidelines. It needs to be 3 Rxs for the same patient to save and transmit.
Auto-Process: For insurance-based Rxs. It will not split bill at the current moment at the time of this article but this may change.
Print Labels: Prints labels for the selected prescriptions options include
Fill Date to Print on Labels: Actual Fill Date, Special Fill Date, or Cycle Date.
Days Supply to Print on Labels: Actual Days Supply of Rx, Number of Days in Month, Custom Days Supply Value, Number of Days in Cycle.
Also Print Patient Profiles: No, do not print, Print before patient’s labels printed, or Print after patient’s labels.
More: Additional options
Verify Prescriptions: Allows selected Rxs to be verified by opening a verification screen E- Verify Data Entry, F- Verify before Fill, D- Verify before Dispense, or
C- Cancel.
Add to Next Cycle: Allows selected Rx to be added into the next refill cycle and gives the same additional options as the Next Fill (aka refill)
Remove from Cycle: Removes selected prescription from the current cycle fill.
Update Fill Date: Allows the pharmacy to input a new fill date for the prescriptions selected.
Print Profiles: Allows the pharmacy to print a patient profile options include
Fill Date to Print on Profiles: Actual Fill Date (Recommended) , Special Fill Date which allows a custom fill date, or Cycle Date.
Days Supply to Print on Profiles: Actual Days Supply of Rx , Number of Days in Month, Custom Days Supply Value which you can input a custom DS supply, or
Number of days in Cycle which inputs the default days within the cycle.
Remove Patient from Cycle Fill
In “Process Cycle Fill Prescriptions,” you can remove a patient or individual Rxs from the Cycle Fill. Just select the desired Rx, click “More,” and choose “Remove From Cycle.”
Delete a Cycle Period
In “Process Cycle Fill Prescriptions,” you can delete an entire cycle period only after all patients have been removed from it. If BestRx prevents you from deleting, check the filters to ensure all patients and their Rxs are visible for removal. Once all patients are removed, the “Delete Cycle Period” option will appear.
