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4. Patient File

4. Patient File

 

 

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Patient File

This article explains how to add, edit, copy, and delete patient records, along with a detailed overview of all patient fields and related features.

To access the Patient file press the F3 key, click on the Patient button towards the left of the screen or click on File 4. Patient File.

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On the Patient File screen, select Add New Patient at the top, then enter the required information, including Last Name, First Name, DOB, and Gender. To save the record, click Save or press Enter when the Save button is highlighted. To save the information and return to the Rx Processing screen, click Save & Exit or press Enter when the option is highlighted.

When entering a ZIP code for the first time, the system automatically stores it if it does not exist and will autofill the City and State fields in future entries.

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Editing an Existing Patient

From the Rx Processing screen, enter the patient’s name in the Patient field, then access the patient record by pressing F3, clicking the Patient button on the left side of the screen, or navigating to File 3. Patient’s File. Once in the Patient File screen, ensure the Edit Patient option is selected at the top before making any changes. Update the necessary information and click Save, or press Enter when Save is highlighted, to apply the changes. To save the updates and return to the Rx Processing screen, click Save & Exit or press Enter when it is highlighted. If the Display Patient option is selected, the record will be view-only and cannot be edited.

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Copying a Patient

Ideal for family members who share similar information or reside in the same household.

If a patient has information that is similar to another patient, the Copy function can be used to streamline data entry. To use this feature, first click the Edit Patient button and display the existing patient whose information will be copied. Then click the Copy button. The system will automatically retain the following information: Family, Address, City, State, ZIP, Charge Account, Phone, Label Language, Discount Type, Discount %, Price Code, Family Fax, and Family Email ID. Afterward, enter the remaining required details. To save the information, click the Save button or press the Enter key when the Save button is highlighted. Alternatively, click the Save & Exit button or press Enter when it is highlighted to save the information and proceed directly to the Rx Processing screen.

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Deleting a Patient

A patient record can only be deleted if it has not been used to fill a prescription in the system. To delete a patient, ensure the Edit Patient option at the top of the screen is selected, enter the patient’s name, and press Enter. Then click Delete and select Yes when prompted to confirm. To clear all data displayed on the screen, click Cancel or press Enter when the Cancel button is highlighted.

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Patient Fields

  • Name: Enter the patient’s full name. If a 2D barcode scanner is available, you can use the Scan ID button to scan a compatible driver’s license.

  • Address & Contact Information: Enter the patient’s address and contact details. The system will attempt to validate the address and prompt you to choose between the entered or suggested version. When adding new patients, the system also checks for existing families at the same address and allows you to link the patient via a pop-up.

Notification Message Settings (Bell Icon):

  • These settings mirror the notification options available on the patient profile and the main prescription screen. They can be customized for each patient by turning individual notifications on or off as needed. To apply changes, select Save Settings, then click Save & Exit on the patient profile.

  • Verify: Sends a text or email to verify the patient’s contact information.

  • Clear All Settings: Removes all saved notification settings.

  • Apply Patient Default: Applies the default outbound messaging settings for patients.

  • Send Email/SMS: Send a message to the patient (requires General Message to be enabled for email/SMS).

  • General Settings: Toggle patient notifications on or off, including Refill Reminder, Ready for Pickup/Delivery/Shipping, Birthday Greeting, Welcome Message, General Message, New Erx Message, and Clinical+ Message.

  • Save Settings / Cancel: Select Save Settings to apply changes or Cancel to exit without saving.

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Family:

  • Assign the patient to a family using a first and last name (e.g., John Doe and Jane Doe under DOE, JOHN or DOE, JANE). For more information: 1. Enter Charge Account Transaction

  • Charge Account: Select whether the patient’s family uses a charge account (e.g. Yes or No).

  • DOB (Required): Enter the patient’s date of birth.

  • Gender (Required): Select the patient’s gender (e.g. Male, Female, or Non-Binary.

  • Label Language: Choose the prescription label language (default: English).

  • Dispense Using: Select the preferred packaging type (default: Safety Caps): Safety Caps, Easy Caps, Bubble Packs, Multi‑Med Packs, Weekly Multi‑Med, OPUS Package, Dispill, Unit Dose, Scriptalk, or Pouch.

  • Dispense By: Indicate delivery method (pickup, delivery, or mail).

  • Delivery Driver: Assign a driver for regular deliveries, if applicable.

  • Delivery Group: Select the patient’s delivery group, if applicable.

  • Patient ID Qual: Enter identification details (commonly government ID). These may auto-populate if integrated with Amerisource Elevate. (e.g. 01 - Social Security Number, 02 - Driver’s License Number, 03 - U.S. Military ID, 04 - Non-SSN-based patient identifier assigned by health plan, 05 - SSN-based patient identifier assigned by health plan, 06 - Medicaid ID, 07 - State Issued ID, 08 - Passport ID, 09 - Medicare HIC #, 10 - Employer Assigned ID, 11 - Payer/PBM Assigned ID, 12 - Alien Number (Gov’t Permanent Residence # ), 13 - Government Student Visa Number, 14 - Indian Tribal ID, 1J - Facility ID Number, EA - Medical Record Identification Number (EHR), UI - Unique System ID, or 99 - Other.

  • Patient ID: Enter in the patient's ID. Most commonly used for government IDs. This field auto populates in the background if the pharmacy is signed up with Amerisource's Elevate program.

  • Social Security #: Enter the patient’s Social Security number, if required. Viewing this information is restricted to users with admin privileges and appropriate access rights.

LTC Facility (Nursing Home):

  • Choose the nursing home this patient belongs to, if any. For more information on creating one1. LTC Facility File.

  • The Edit LTC Info button displays additional Nursing Home settings as seen below:

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  • Patient Code: A code assigned by the LTC facility; typically not required for printing on MARs.

  • Admission Date: The date the patient was admitted to the LTC facility.

  • Readmission Date: The date the patient was readmitted, if applicable.

  • Discharge Date: The date the patient was discharged from the LTC facility.

  • Height / Weight: Patient biometric information.

  • Floor / Room / Bed: Identifies the patient’s location within the facility.

  • Attending / Alternate Physician: Defaults from the LTC facility file.

  • Allergies: Enter allergies not available in the dropdown list; all entered and selected allergies appear on the MAR.

  • Diagnosis: Enter patient diagnoses (similar to Allergies field).

  • Diet: Enter dietary instructions for MAR printing.

  • Standing Order: Record any standing orders for the patient.

  • MISC: Physician Orders: Add, edit, or delete physician orders, including discontinue dates.

Allergies (optional):

  • Select … Edit Patient Allergies to manage patient allergies. In the pop-up window, search and select allergies to add them. To remove an entry, check it and click Remove, or click Remove All to delete all entries. Click Done to save changes.

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Diagnosis Code (optional):

  • Select …Edit Diagnosis Code to manage diagnosis codes. In the pop-up window, search and select codes to add them. The search and selection process works the same as the allergy function.

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Patient Groups:

  • Displays and allows to add/remove any and all groups the patient record belongs to.

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  • Email ID (Optional): Enter the patient’s email address, if applicable.

  • Location Code: Select or enter the appropriate location code (default: 1–Home).

  • 340B Patient: Indicate whether the patient qualifies as a 340B patient.

  • Patient Status: Set the patient’s status (e.g., Active, Inactive, or Deceased).

  • Residence Code (Optional): Enter the patient’s residence code, if applicable.

  • Deceased Date: Enter the date if the patient is deceased.

Auto Refill Settings

  • Refill Remind: Select whether or not the patient wants to be reminded of a refill using the dropdown list.

  • Auto Refill: Indicate if you'd like this patient's prescription refills to be automatically added to the queue as per the Auto Refill feature.

Med-Sync Setting

MedSync

  • Med-Sync: Indicate if this patient is on a synchronization schedule for their medications.

  • Next Sync Date: This field displays the next active sync date. To view more options, click the "..." button.

Specialty…

Patient Specialty Programs fields

  • PegIntron

    • Patient Type: Naive to Therapy, Retreatment, Partial Relapse

    • Patient Genotype

  • Sprycel

    • Interested in “My Sprycel Support”: Yes or No

    • “My Sprycel” info shared with patient: Yes or No

  • Xeljanz

    • Regimen: Episodic or Prophylactic

Vital Signs..

Will allow the pharmacy to input vital sign measurements for a patient (e.g. blood pressure, blood glucose, temperature, clinical values) You can add measurements, update by selecting, or delete.

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External Meds..

  • Patient History Button:

    will allow you to add medication and date range to keep an itemized record, as well as document some other changes as displayed below.

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More…

button allows entry of data less commonly used

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  • Family Fax (optional): Enter the family’s fax number, if applicable.

  • Marital Status (optional): Select the patient’s marital status from the dropdown.

  • Smoker: Select whether the patient is a smoker. Default is No.

  • Pregnant: Select whether the patient is pregnant.

  • Preferred First Name (optional): Enter a preferred name if requested.

  • Family e-mail ID (optional): Enter the family email, if applicable.

  • Discount % (optional): Enter the patient’s eligible discount percentage.

  • Price Code (optional): Enter the patient’s price code. 0 indicates no price code.

  • Quick Code (optional): Enter a quick code for fast patient selection during Rx entry.

  • Loyalty#: Enter the patient’s loyalty number.

Animals (Pets for Insurance purposes)

  • Species: Select species (e.g., human or animal) for insurance billing.

  • Animal Name: Enter the pet’s name.

  • Animal Owner: Enter the owner’s name.

  • Opt-in for Loyalty: Indicate if the patient is eligible for POS loyalty programs.

  • Last Flu Shot: Enter the date of the last flu shot.

  • Medicare ID: Enter the Medicare ID.

  • Medicaid ID: Enter the Medicaid ID.

  • Meducation Font Size: Select print size: Regular, XS, Small, Medium, Large, or XL.

  • Copay Voucher Override: Select Yes or No (PowerLine claims only).

  • Asembia Patient: Indicate if the patient uses the Asembia platform.

  • Race: Enter the patient’s race.

  • Ethnicity: Enter the patient’s ethnicity.

  • Comorbidity Status: Select or enter any existing conditions (e.g., asthma, diabetes, heart condition, immunocompromised, etc.).

Print Label

Prints a patient address for mail label

Charge Account Linking

The Edit A/R Link button will let you specify an existing family/organization’s charge account to link the patient to, or add a new account. Once the patient is linked to the account, the account will be listed under the Charge Account setting. This allows the patient to be part of a family, but billed under a different family or organization.

For more information: 1. Enter Charge Account Transaction

1. Enter Charge Account Transaction

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Insurance Plans

10. Insurance Plan File

Insurance Plans Screen: Used to enter all patient insurance plans. Each plan should be entered in a separate section. If additional plans are needed, select Add Plan (Ctrl + A).

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  • Plan (1, 2, etc.): Enter a partial or full plan code, record number, or use the search icon to select an insurance plan.

  • BIN/PCN: Read-only fields; not editable.

  • Primary Plan: Select Yes if this is the primary plan; otherwise select No.

  • Card ID: Enter the patient’s card ID number.

  • Person Code (optional): Enter the person code, if applicable.

  • Relationship: Select the patient’s relationship to the cardholder. Default is Cardholder.

  • Group # (optional): Enter the group number.

  • Card Holder Name: Enter the cardholder’s name. Defaults to the patient’s name.

  • Secondary Plan: Select when billing Coordination of Benefits. The plan must first be added as another plan (e.g., Plan 2, Plan 3).

  • Eligibility Clarification (optional): Enter the dependent eligibility code (0–Not Specified, 1–No Override, 2–Override, 3–Full-Time Student, 4–Disabled Dependent, 5–Dependent Parent, 6–Significant Other).

  • Remark: Enter notes displayed on the Rx processing screen and split bill screen.

  • Deactivate: Marks the plan as inactive and removes it from active use.

  • Reset/Clear: Removes all entered information from the section.

Insurance Plan Creation with Insurance Card Scanning

A new Add Plan (Scan Card) option has been added to the Patient Insurance Plans tab, located next to the existing Add Plan button. This enhancement lets users create or assign an insurance plan by scanning a patient's insurance card with a supported imaging device or scanner. When scanned, BestRx automatically captures the key insurance details, including the BIN, PCN, Card ID, and Group number.

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More Options Button Menu

More Options: Expands an additional panel with optional and less frequently used fields.

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  • Plan ID: Enter the plan ID.

  • Facility ID: Enter the facility ID.

  • OP ID Qual: Enter the other payer ID qualifier (default: 03; NY/NJ use 99).

  • OP ID: Enter the other payer ID (defaults to the primary BIN; refer to payer guides for NY/NJ).

  • Mcd Managed Plan: Select Yes or No to indicate if this is a Medicaid managed plan.

  • Medicaid State: Enter if required by the Medicaid agency.

  • Medicaid ID: Enter if required by the Medicaid agency.

  • Mcd Agency #: Enter if required by the Medicaid agency.

  • Provider Assignment (Prvdr Asgmt): Select Yes or No to indicate if the prescription is provider assigned (blank by default).

  • Medigap ID: Enter the Medigap ID, if applicable.

  • Home Plan: Enter the home plan, if applicable.

  • Location Code: Enter the patient location code.

  • Pharmacy Service Type: Enter the service type (e.g., 01 – Community/Retail, 02 – Compound Pharmacy, 03 – Home Infusion Therapy).

  • Copay % (Brand): Enter the brand medication copay percentage.

  • Copay % (Generic): Enter the generic medication copay percentage.

  • DOB: Enter the patient’s date of birth.

  • Gender: Select or enter the patient’s gender (e.g., male, female, non-binary).

  • Plan Start Date: Enter the plan start date, if applicable (otherwise leave default).

  • Plan Exp Date: Enter the plan expiration date, if applicable.

Plan Finder

Plan Finder (Eligibility Check): Run an eligibility check by selecting Plan Finder in the Patient File (F3) and choosing Insurance Plans.

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Plan Finder: Select Commercial, enter the patient’s full SSN or last 4 digits, then click Find Plans to search for insurance information.

Print Response: Print the Plan Finder results if requested by the patient or required by insurance.

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When finished entering plan information, click Save Plans or press Enter when the button is highlighted to save your changes.

If Reset is selected, all unsaved changes revert to the original information; this can be done per plan using the reset buttons on the right or for all plans using the bottom reset option. Selecting Clear removes all entered data for a plan, either individually or for all plans using Clear Data. The Deactivate option (next to More Options) allows you to deactivate an individual plan. Selecting Delete permanently removes the plan details and they cannot be restored using Reset. Use Back to Main to return to the Patient Info screen.

Workman's Comp

For More Information: https://bestrxps.atlassian.net/wiki/spaces/BRXCS/pages/edit-v2/2587492361

After adding an insurance plan in the Patient File, navigate to the Worker’s Comp tab and select Create New Worker’s Comp Record. This will allow you to begin entering a new worker’s compensation record for the patient.

To add a new worker’s compensation record, click the corresponding button. To edit an existing record, select it from the list. Whether creating a new record or editing an existing one, BestRx will display a pop-up window where all relevant information can be entered or updated.

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The Employer Name field is used to enter the name of the patient’s employer. For the Employer ID, if the employer is new, enter a new ID and complete the remaining fields on the page. If the employer already exists, enter the Employer ID and press Enter to search and populate the existing information.

The Claim Reference ID/Injury Description field should include a short description of the patient’s injury or a reference ID associated with the claim. The Injury Date field is used to record the date on which the patient sustained the injury.

The Contact Name field should include the name of the individual responsible for handling the claim on behalf of the employer. The Contact Address Fields should be completed with the appropriate address information if required, and the Contact Phone Number should be entered if applicable.

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  • Contact Name: Enter the name of the claim contact.

  • Contact Address: Enter address details, if required.

  • Contact Phone Number: Enter a phone number, if applicable.

  • Employer ID:

    • Enter a new ID for a new employer and complete the remaining fields.

    • Enter an existing ID and press Enter to search.

  • Carrier ID: Enter the carrier ID, if required.

Use these fields if the claim is paid to another entity:

  • Billing Entity Type: Specify how payment is handled.

  • Pay To ID Qualifier: Select the payee ID type.

  • Pay To ID: Enter the payee ID.

  • Pay To Name: Enter the payee name.

  • Pay To Address: Enter the payee address.

  • Insurance Plan Code: Select the insurance plan for claim submission.

  • Active: Indicate whether the record is active.

  • Save Employer: Click to save, or press Enter when highlighted.

  • Reset: Reverts unsaved changes.

  • Delete Employer: Permanently deletes the employer record (confirmation required).

  • Clear Data: Clears all entered fields.

  • Back to Main: Returns to the Patient Info screen.

Remarks

The Remarks screen allows you to store and manage patient notes. You can enter various types of remarks, including short remarks, long remarks, family remarks, HIPAA information remarks, and pharmacist initials (RPH Initials). You can also select Add Remark to create a General, Delivery, or Allergy remark.

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After entering the necessary information, save your changes by clicking Back to Main, or press F8 and select Save & Exit from the bottom-left corner of the Patient Info screen.

Remark Prompting

Remarks entered in the patient file will automatically appear when selecting the patient in the Rx Processing screen. From the prompt, you can:

  • Add new remarks

  • Print existing remarks

  • Close the prompt

  • Enable or disable Auto-Display Remarks for all patients

To manually open the remarks prompt, select the R button.

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