1. User Profile
1. User Profile
This menu will allow the user to add and modify users, user passwords, preferences and access rights pertaining to various functions of the BestRx program.
Navigate to Administration 1. User Profiles
A. Add/Update User
Accessing the User File
To access the User File screen, click on Administration 1. User Profile A. Add/Update User.
The User File requires you to first input a password to access. This is the same password you use to log into BestRx. Type the password and click the Authorize button. Alternatively you can click Cancel to exit this screen.
Once you have entered in your password, you will see the list of users for your pharmacy.
User File Password Enhancement
A minimum character length and password expiration can now be set up for user accounts in BestRx. You’ll have to select the gear button to apply the changes. Password limits are 8 minimum and maximum 24 characters.
Adding a New User
To add a new user, make sure the Add New User option is selected.
Minimum Requirements: User ID, first name, last name, password, and PIN.
Best Practice: Include initials, and for pharmacist users only, include NPI and DEA (if applicable).
Enter the User Name and User ID, then create and confirm a password.
For New Jersey pharmacies, or pharmacies using workflow electively, a PIN is also required. All other fields are optional unless mandated by state regulations.
Users may optionally enable biometric fingerprint authentication using a compatible device. The recommended device is the Digital Persona U.Are.U 4500.
Authorized users can generate and assign employee badges, which allow employees to log in to BestRx and authorize required actions.
User management features include activating or deactivating accounts, limiting access to BestRx or BestPOS, assigning user roles, and linking an Updox User ID when applicable.
Click Save (or press Enter) to save changes, or click Save & Exit to save and return to the previous screen.
Edit User File
To edit an existing user, first select the user by entering the full or partial User ID or Name, then press Enter to display the user details or a list of matching users.
You may also select a user by clicking anywhere on the user’s row. After making changes, click Save (or press Enter when Save is highlighted) to save the information, or click Save & Exit to save and return to the Rx Processing screen.
To delete a user, select the user using the same steps, then click Delete (or press Enter when Delete is highlighted). Confirm the deletion by clicking Yes when prompted.
To clear all displayed information without saving, click Cancel or press Enter when Cancel is highlighted.
User Types
Users can have different levels of control based on their User Type. This setting is independent from the User’s Access Rights.
Normal: Normal users have the ability to operate BestRx based on the access rights assigned to their user. They cannot manage other users or access rights.
Admin: Admin users have access to operate BestRx as well as manage users and access rights.
Super Admin: Super Admin users have access to operate BestRx, manage users and access rights, as well as other restricted features such as Scheduled Notifications and Employee Time Clocks.
Store Owner: Store Owners have all the access rights of a Super Admin, plus additional permissions for future features.
For security purposes, you will be prompted for the daily password when making this change. Contact BestRx to obtain the daily password and complete the update.
Allow BestRx Access: Controls access to BestRx. This can be set to deny BestRx access while still allowing POS access.
Allow POS Access: Controls access to BestPOS and can be set independently of BestRx access.
User Role: User roles are assigned based on custom roles configured in Access Rights and determine the user’s permissions.
Note: You can only limit access to either BestRx or POS, not both. Restricting access removes the username from logging in. If you want to completely disable a user you’d select Active User: No.
Normal users are only able to see the option to be a Normal user.
Admins and above can see all of the options, but require the daily password to be able to set themselves to a higher leveled User Type.
Please call BestRx’s support team for assistance if needing to set a higher level User Type that requires the daily password.
On the User File screen, users will see a lock icon next to any profile that ranks above them.
Fingerprint Authentication
BestRx allows each user to register a fingerprint for quick and convenient sign‑in or task approval.
Biometric authentication is simple to set up, provided a compatible fingerprint device is installed on the system. If you do not already have a compatible device, please contact us for information on supported, up‑to‑date equipment to ensure you purchase the correct hardware.
To enable biometric authentication, go to Administration 1. User Profiles A. Add/Update User.
Enter the administrative password, then select the user you want to enable this feature for.
Once the user is selected, click Register, as shown in the example below.
After clicking Register, the software will prompt the user for interaction. The user must place their finger on the device successfully four (4) times to complete registration and can register up to two fingers.
Continue placing your finger on the device until the prompt indicates the process is complete.
Once fingerprint authentication is enabled, the user’s file will display the registration status as shown above.
The user may register an additional finger using the same process.
When finished, click Save & Exit to leave the screen, or Save to continue working with another user’s profile.
The user can now use their fingerprint in BestRx on any PC with a connected biometric scanner for verification.
Generating/Managing Employee Badges
Authorized users can print employee badges used to log in to BestRx and authorize actions that require user authentication.
To generate a badge, go to Administration User Profiles A. Add/Update Users. Because this area is restricted, you’ll be prompted to enter your password depending on the access rights of the logged in user.
From the User File screen, select the user from the list to open their profile. The employee badge options are located in the lower‑right corner of the screen.
Badges are available in two formats: QR code or barcode. When choosing a badge type, keep the following in mind:
The QR code option is recommended because it is more secure, but it requires a 2D scanner.
If you do not have a 2D scanner, you can use the barcode option; however, it is less secure than a QR code.
After selecting the badge type, click the corresponding field to preview it.
From the preview window, you can adjust the badge size using the Width and Height fields at the top. Once finalized, badges can be printed or saved as a PDF.
As we mentioned earlier, only authorized users can generate employee badges. If a non-authorized user attempts to print a badge, the following error message will be displayed:
Only a Store Owner user can change the access rights for printing employee badges.
To adjust access, the store owner will need to update the minimum level required to print employee badges. This setting can be found on the store owner’s user profile, in the lower left corner, as pictured below.
Using the Minimum Level for Printing dropdown, the owner can select from the following options:
Admin: Allows Admin users to print badges for themselves, other Admins, and Normal users.
Super Admin: Allows Super Admin users to print badges for themselves, other Super Admins, Admins, and Normal users.
Store Owner: Allows only the store owner to print badges for other users.
A Title field is available below the user’s email address. If selected, the title (for example, Manager or Employee) will print on the employee badge.
Badges can also be deleted when no longer needed, such as when an employee leaves the pharmacy. Click Delete Badge in the lower‑right corner to remove it. Once deleted, the badge can no longer be used to access BestRx.
All login/authorization screens have been updated to include a QR code badge scan icon as well, as pictured below.
Allow User Login with badge setting
Pharmacy Setup Misc. (Page 1) Allow User Login with Badge
When set to Yes, this option enables users to log in using an employee badge.
User Email Collection Enhancement
To support upcoming initiatives such as enhanced authentication, single sign-on (SSO), and other security and identity management features, BestRx now includes improvements to user email address collection and maintenance. An email address is now required when creating a new user account. Existing users who do not have an email address on file will receive a reminder prompt when logging in. The prompt will appear a maximum of once per day until an email address is provided.
B. Change Password
To access the Change Password screen, click on Administration 1. User Profile B. Change Password.
The User ID and User Name fields are automatically populated for the current user. To change the password, enter the current password, then enter and re‑enter the new password in the appropriate fields. When finished, click Change Password or press Enter when the button is highlighted.
You can clear all fields by clicking Cancel or pressing Enter when Cancel is highlighted.
If the current user has permission to add or update users, they can change any user’s password from the User File screen. To do this, open the user in Edit mode, enter the new password in the New Password and Re-type New Password fields, then click Save or Save & Exit.
C. User Preferences
This screen allows the user to tailor how the software behaves just for their individual user account. These will apply per account only and will have to be changed for every account you'd like to make changes for.
To access the User Preferences screen, click on Administration 1. User Profile C. User Preferences.
Mouse Over – Turn MouseOver on or off. This controls tooltips on the Profile screen and other areas where hovering displays help text.
Mini Profile – Enable or disable the Mini Profile. When enabled, it displays recent prescriptions while searching for or entering medications during Rx processing.
Default Zero for Refills – Sets the Refill field on the Rx Processing screen to default to zero.
Transmit Claims Without Prompting – Allows claims to be transmitted automatically without prompting the user to confirm which prescriptions to send.
Action on Response Screen – Select how the system behaves after receiving a claim response:
Display the claim response and prompt for label/update selection
If approved, print the label and continue to the next process
Same as above, but continue even if the claim is rejected
Print Duplicates – If Action option 2 or 3 is selected, choose whether duplicate prescription labels should be printed.
Auto-select Previous Patient – Pressing Enter selects the previous patient when the Patient field is active and a name is displayed below it.
Auto-select Previous Prescriber – Pressing Enter selects the previous prescriber when the Prescriber field is active and a name is displayed below it.
Auto-select When 1 Match Found for Search – Automatically selects a record when only one search result is returned.
Mouse action for additional Info on Rx Profile screen
This section applies to the Patient Rx Profile screen. Choose whether additional information for the Rx Number, Drug, Days, and Prescriber appears when hovering over a value or when right‑clicking it. If set to Hover, the Mouse Over option must be enabled, as described above.
Click Save or press Enter when Save is highlighted to save your changes. Click Save & Exit or press Enter when Save & Exit is highlighted to save and return to the Rx Processing screen.
To clear all fields on the screen, click Cancel or press Enter when Cancel is highlighted.
D. Access Rights Management
To access the Access Rights Management screen, go to Administration 1. User Profile D. Access Rights Management.
If the current user has permission to add or update users on the User File screen, they can modify access rights for any user.
To access Access Rights Management, enter your BestRx login password and click Authorize. Click Cancel to exit without making changes.
To update a user’s access rights, enter a full or partial User ID or name and press Enter to view matching users. Select a user by clicking their row to display their access rights.
Use your mouse to update access for files, profiles, reports, and other areas. Refer to the manual section headers for page‑specific details. Click Save to apply changes, Save & Exit to save and return, or Cancel to clear all fields without saving
User Roles Custom
A New User Role can be created by entering a role name and description, then selecting whether it applies to BestRx and BestPOS access. Once created, select the role to adjust and assign its access rights.
BestRx Access Rights
Rx Processing
This section will allow you to change the following rights:
Reverse Prescriptions | Full Access | No Access |
Reverse Rxs Older than Pharmacy/Insurance Setup Value | Full Access | No Access |
Delete Prescriptions | Full Access | No Access |
Transfer Prescriptions | Full Access | No Access |
Confirm Allergies | Full Access | No Access |
Confirm Major Drug Interactions | Full Access | No Access |
Confirm Moderate Drug Interactions | Full Access | No Access |
Confirm Minor Drug Interactions | Full Access | No Access |
Change Drugs on Refills | Full Access | No Access |
Change Strength/Dose on Refills | Full Access | No Access |
Change Therapeutic Class on Refills | Full Access | No Access |
Change Drugs on Rx Edits | Full Access | No Access |
Change Strength/Dose on Rx Edits | Full Access | No Access |
Change Therapeutic Class on Rx Edits | Full Access | No Access |
Change Prescribed Drug | Full Access | No Access |
Allow different Strength/Dose for Prescribed Drug and Dispensed Drug | Full Access | No Access |
Allow different Therapeutic Class for Prescribed Drug and Dispensed Drug | Full Access | No Access |
Change Refills Authorized | Full Access | No Access |
Change Rx Status to “Transmitted” or “Paid” for Unbilled Rxs | Full Access | No Access |
Print Label | Full Access | No Access |
Display All Financial Values for Rxs | Full Access | No Access |
Display Acq/Profit Info On Claim Response Screen | Full Access | No Access |
Display Acq/Profit Info On Patient’s Rx Profile Screen | Full Access | No Access |
Allow to Dispense Specialty Drug (KloudScript) | Full Access | No Access |
Rx Documents | Full Access | No Access |
Advanced Features
This section will allow you to change the following rights:
Add/Remove Rxs from Med-Sync Regimen | Full Access | No Access |
Process Rxs for Med-Sync Patients | Full Access | No Access |
Process Med-Sync Prescriptions | Full Access | No Access |
Override COB Coupon Warning | Full Access | No Access |
File Menu
This section will allow you to change the following rights:
Prescriber | Full Access | Read-Only Access | No Access |
Prescriber Group | Full Access | Read-Only Access | No Access |
Patient | Full Access | Read-Only Access | No Access |
Patient Group | Full Access | Read-Only Access | No Access |
Drug | Full Access | Read-Only Access | No Access |
Drug Group | Full Access | Read-Only Access | No Access |
Insurance Plan | Full Access | Read-Only Access | No Access |
Insurance Plan Group | Full Access | Read-Only Access | No Access |
Sig Code | Full Access | Read-Only Access | No Access |