• NCPDP #: Enter the pharmacy's seven (7) digit National Council for Prescription Drug Programs (NCPDP) number. This identifier is used for insurance billing, claim routing, ePrescribing services, and third-party integrations.

• NPI #: Enter the pharmacy's eleven (11) digit National Provider Identifier (NPI) number. This identifier is used on pharmacy claims and healthcare transactions.

• Medicaid Provider #: Enter the pharmacy's Medicaid Provider number assigned by the applicable state Medicaid program.

• DEA #: Enter the pharmacy's Drug Enforcement Administration (DEA) number. This identifier is required for pharmacies dispensing controlled substances.

• State License / DPS #: Enter the pharmacy's State License or Department of Public Safety (DPS) number.

• IIS Facility ID: Enter the Immunization Information System (IIS) Facility ID used when submitting immunization information to state immunization registries.

California Pharmacies: The pharmacy's state license number must be preceded by PHY. For example, if the pharmacy's state license number is 12345, enter PHY12345.

• NY Medicaid Pin #: Enter the pharmacy's New York Medicaid-issued PIN number. (New York pharmacies only.)

• NY Magnetic Serial #: Enter the pharmacy's New York-issued magnetic serial number. (New York pharmacies only.)

• NY Magnetic Supplier / ETIN #: Enter the pharmacy's New York Magnetic Supplier number or Electronic Transmitter Identification Number (ETIN). (New York pharmacies only.)

• Next NY Medicaid Invoice #: Displays or tracks the next Medicaid invoice number used for New York Medicaid processing. (New York pharmacies only.)

• Federal Tax I.D. Number #: Enter the pharmacy's Federal Tax Identification Number.

• Last Price Update: Displays the date of the most recent pricing database update. This field is informational only and cannot be modified.

• Pharmacy Service Type: Select the pharmacy service type from the drop-down list. This value identifies the pharmacy classification used in NCPDP transactions and third-party communications.

• Remark: Enter any internal notes, comments, or administrative information associated with the pharmacy record.

• Label Number: Displays the label design number currently in use by the pharmacy. This should not be changed unless specifically directed, as it modifies the label design that prints for every prescription.

• Printer Margins: Select how the software should obtain printer margins. "Get Actual Printer Margins" is recommended over defaults, as it pulls margin information directly from the pharmacy's printer for better accuracy.

• Label Printer Type: Allows changing the printer type used for labels, but is locked by default due to potentially adverse effects on label output. Please contact BestRx to change this option. Supported types include Laser or Thermal, Dot-Matrix Graphic, and Dot-Matrix Direct.

  • Dot-Matrix Graphic Options:

    • Dot-Matrix Label Height: Indicate the height of the label; 100 units equal one (1) inch.

    • Dot-Matrix Label Width: Indicate the width of the label; 100 units equal one (1) inch.

  • Dot-Matrix Direct Options:

    • Dot-Matrix Label Printer Type: Indicate the type for the dot matrix printer. Typical codes are 8 for Epson type printers and 12 for IBM type printers.

    • Dot-Matrix Label Left Margin: Indicate a margin shift when printing on a dot matrix printer. 100 units equal one (1) inch.

• Remember Label Count for Rx: Indicate if prescriptions should remember the adjusted label count on future edits, allowing for a quick reprint of multiple labels.

  Support Note: Occasionally, high label counts (e.g., 50 or 100) have been accidentally saved and carried over to future refills. Reviewing this setting is a common troubleshooting step when investigating excessive label prints.

• Print / Prompt for Drug Education Message: Indicate the option for prompting or printing of drug education messages using the drop-down box. Options include Print for All Rxs, Print for New Rxs, Prompt for All Rxs, Prompt for New Rxs, or Don't Print during Rx Processing.

• Default Drug Education Message Type: Determines whether the software prints the Long Counseling or Short Counseling version of the drug education message by default. Long Counseling is standard for most pharmacies to support compliance and complete patient education.

• Print / Prompt for Medication Guide: Indicate the option for prompting or printing of medication guides using the drop-down box. Options include Print for All Rxs, Print for New Rxs, Prompt for All Rxs, Prompt for New Rxs, or Don't Print during Rx Processing.

• Print / Prompt for Drug Ed & Med Guides during: Indicate when the software should print or prompt for Drug Education and Medication Guides. Options include Label Print, Verify Data Entry (PV1), Verify before Fill, or Verify before Dispense.

• Print Amount Due on Drug Education Message: Indicate if the total amount due should print on the education message.

• Print Ins Plan Code on Drug Education Message: Indicate if the insurance plan code should print on the drug education message. This is useful for pharmacies tracking billing information on multi-plan patients.

• Drug Education Message Languages on Label: Select if additional languages should be available as options when printing Label-style Drug Education messages. Supported languages include English, Spanish, Russian, Chinese, Vietnamese, and Korean.

• Print Generic Drug Education Message: Indicate if the software should print a generic drug education message when a medication-specific message does not exist in the system.

• Compound Information with Label: Indicate if the compound information leaflet should print with labels. Options include Print Automatically, Prompt, or Don't Print.

• Compound Information with Refill Request: Indicate if the compound information leaflet should print with refill requests. Options include Print Automatically, Prompt, or Don't Print.

• Print CarePoints Message: Indicate whether CarePoints advertising messages should print with labels.

• Print CarePoints MedGuide (only available if Print CarePoints Message is set to Yes): Indicate how CarePoints MedGuides should print, if at all. Options include When Available, Only for New Rx When Available, or Never.

• Today's Message: Enter the message to appear on the login screen or Label (if selected to be shown on the label). Example: "Have a blessed day!"

• Print/Prompt Medication Instructions During: Indicate when medication instructions should print or prompt during the Rx workflow. Options include None, Label Print, Save Rx, or POS.

• Action for Likely to Benefit Notice (M3P): Controls how BestRx handles the M3P (Medicare Prescription Payment Plan) Likely to Benefit Notice. Options include Prompt to Print, Print Automatically, or Do Not Print/Prompt.

  Recent Update: The M3P Likely to Benefit Notice has been updated to include Korean, Chinese, and Vietnamese languages.

• Print/Prompt Likely to Benefit Notice During: Determines when during the workflow the M3P notice triggers. Options typically include Label Printed or Rx is Saved.

• Action for CMS-10147 Form: Controls the print behavior for the CMS-10147 (Medicare Prescription Drug Coverage and Your Rights) form. Options include Always Print or Do Not Print. Recommended to set to Always Print for pharmacies serving Medicare Part D patients to ensure regulatory compliance.

• Allow Print RTS Label from Rx Profile: Determines whether Return to Stock (RTS) labels can be printed directly from the Rx Profile screen.

• Print Control Substance Fact Sheet (NY State only): Indicate if the controlled substance fact sheet should print automatically for All or New Controlled prescriptions, by prompt for All or New Controlled prescriptions, or Don't Print.

• Previous Records to Show: Sets how many previously searched records (such as patients) BestRx retains for quick access after they've been searched during the current session. Setting this to 0 disables the recent record history from displaying. The list is cleared when the program closes and only rebuilds after searching new records in the current session.

  Support Note: If patient search history appears blank on the Rx Processing screen, verify this value is set greater than 0 under File → Pharmacy Setup → Search.

• Auto-Search for records after the user stops typing: Indicate the delay after typing stops before the program automatically searches for records. The longer the delay, the longer it will take for records to appear. Longer delays were historically used on older computers but have mostly been resolved with the introduction of newer hardware.

• Auto-Search for Patient after typing: Indicate after how many characters the automatic search should occur. A higher number was historically used for older computers but resulted in narrower searches. This has been mostly resolved with newer hardware.

• Search Patient Quick Code and Record #: Indicate if the program should search through Patient Quick Codes and Record Numbers when searching for records in the Patient field.

• Search Patient Address and City: Enables or disables searching for patients by matching characters in the Address or City field.

  Support Note: A dev request from Davison Pharmacy noted that this setting sometimes returns unwanted matches when the search characters happen to appear in a patient's address. Pharmacies preferring Name-only matching can set this to No.

• Show Patient City: Indicate if the program should display the patient's city in search results. Useful for identifying the correct record when multiple patients share the same or similar names.

• Show LTC Facility Name with Patient Search: Displays the associated LTC (Long-Term Care) Facility Name alongside the patient in the search results. Recommended for LTC and combo (retail + LTC) pharmacies to quickly distinguish facility patients from retail patients.

• Search Sig Record #: Indicate if the program should search through Sig Code Record Numbers when searching for records in the Sig search box.

• Highlight Last Filled Drug: Indicate if the program should highlight the last filled drug in the mini profiles in orange. This helps identify recurring medications quickly during refills and reduces the chance of selecting the wrong strength or NDC.

• Show Med Code with Drug Search: Displays the internal Med Code alongside each drug in the search results. Useful for pharmacies that reference internal medication codes when filling or ordering.

• Print size for Single Refill Requests: Indicate the print size for single refill requests. BestRx can print Quarter Page or Full Page. Pharmacies that print only one refill request at a time often prefer Quarter Page to conserve paper.

• Fax / Print Multiple Refill Requests on: Indicate how the system should print multiple refill requests. Requests can be printed on Same Pages (up to 4 grouped in a quarter-page layout) or Separate Pages (one per page).

• Refill Request Print Unit of Measure: Indicate if the software should print the Unit of Measure (e.g., mL, EA, GM) on refill request printouts. When enabled, the unit of measure also applies to telephone Rx printouts.

  Support Note: This setting is a common resolution for prescriber-facing documentation and audit issues where the printout shows only a raw quantity value without a unit of measure.

• Log Workflow Step When Refill Request is Printed: When set to Yes, a workflow entry is added to the Rx's history each time a refill request is printed. Useful for pharmacies auditing outbound refill request activity from within Rx Workflow History.

• Print Multiple Telephone Rx's on: Indicate how the system should print multiple telephone Rxs. These can be printed on Same Pages or Separate Pages.

• Print date/time on Telephone Rx's: Indicate if the date and time should be printed on the telephoned Rx form. Useful for audit trails and record-keeping.

• Print Barcode on Telephone Rx's: Indicate if a barcode should be printed on the telephoned Rx form. This allows staff to scan the telephone Rx directly into the Rx workflow instead of manually entering it. Most pharmacies keep this set to Yes for scanning efficiency.

• Print Telephone Rx's on Rx Processing: Indicate if the software should Print Telephone Rx forms Automatically, Prompt to Print, or Don't Print when working from the Rx Processing screen.

  Support Note: This setting does not control the telephone Rx image display on the right side of the Rx Processing screen — that display behavior is currently limited to ERx and fax images. Requests to have telephoned Rxs display in the same right-side pane have been submitted as dev requests.

• Show Auto-Generated Telephone Rx's on Rx Processing: Controls whether the software automatically generates a telephone Rx image for prescriptions entered as telephoned. When enabled, the system creates a stored telephone Rx image tied to the prescription that can later be accessed (e.g., via F11 on Rx Processing).

  Support Note: This setting is also the mechanism that allows the system to regenerate a telephone Rx image if the original was deleted. If a telephoned Rx image is missing, verifying this setting is enabled is a standard troubleshooting step.

• Prompt for Telephoned Rx Remark: When set to Yes, the software prompts for a Telephoned Rx Remark each time a new telephone Rx is entered. The remark captures information such as the caller's name and callback number for verification and audit purposes.

• Prompt for Workflow Entry: Enables the pharmacy to enforce a workflow process that identifies the person performing each step of a prescription process (intake, processing/entry, fulfillment, and dispensing). Currently required by law in the state of New Jersey, and useful for other pharmacies wanting audit tracking on Rx workflow steps.

  Support Note: Even when this is enabled, if the previous Rx did not capture an intake or fulfillment user, the Workflow Details prompt may still appear blank when using Default Intake / Fulfillment User from Last Rx. This is expected behavior.

• Enable Keyboard for Positive ID Workflow: Allows users to complete Positive ID workflow steps using the keyboard as an authorization method (in addition to biometric or badge scan). Applies primarily to states like Ohio, where Positive ID logging is required.

• Default Intake User from Last Rx: Indicate if the software should use the same Intake User from the previous prescription when processing a new prescription. Reduces manual entry in high-volume workflows.

• Default Fulfillment User from Last Rx: Indicate if the software should use the same Fulfillment User from the previous prescription when processing a new prescription.

• Focus on Date/Time fields in Workflow panel: Indicate if the program should focus on the Date/Time fields in the Workflow panel when processing a new prescription, allowing quick date/time entry without extra clicks.

• Button Focus on RxProc Screen: Indicate whether the default focus button on the Rx Processing screen should be Save & Print Label or Save Only.

• Button Focus on Claim Resp Screen: Indicate whether the default focus button on the Claim Response screen should be Print Label or the OK Button.

• Dispense Unbilled / Rejected / Hold Rxs: Indicate whether BestPOS should allow dispensing of prescriptions that are Unbilled, Rejected, or on Hold. Options include Don't Allow, Prompt After Rejection, or Allow. Don't Allow is recommended to prevent accidentally dispensing prescriptions that have not been fully processed through insurance.

• Dispense Inactive Rxs: Indicate whether BestPOS should allow dispensing of prescriptions marked as Inactive. Options include Allow or Don't Allow.

• Consider Cash Rx "Adjudicated" After: Select how the software should treat the adjudication of Cash prescriptions. Options include Rx is Entered into System or Label is Printed. This value affects when cash Rxs appear in reports, queues, and downstream workflow statuses.

• Indicate Rx is Filled After: Select when the program should indicate the Rx is ready to be filled: Manually Indicated, Label is Printed, or Verified Before Fill. This option is locked to Verify Before Fill if VbF is required prior to Verify Before Dispense (configured below).

• Indicate Rx is ready to Dispense After: Select when the program should indicate the Rx is ready to dispense: Approved by Insurance, Verified Before Fill, or Verified Before Dispense, Label Print, or Add to Will Call.

  Support Note: For pharmacies using Cloud Delivery, this setting controls when Rxs become visible in the delivery queue. If set to Verify Before Dispense, the Rx will not appear in the delivery queue until VBD is completed and the next ERx pull runs (approximately every 5 minutes).

• Indicate Rx was Dispensed After: Select when the program should indicate the Rx was dispensed: Signed for OR Rung up in POS, or Verified Before Dispense.

  Support Note: For pharmacies using Cloud Delivery, this setting directly affects Controlled Substance reporting. If drivers do not sync deliveries the same day, the dispense date will not exist when Control Reporting runs the next morning, and the Rx will not auto-report. Affected pharmacies can use the Control Report (Admin → 5. Control Report) to mass report missed dispenses.

• Action for Signatures when Rx is Returned in BestPOS: Indicate how the software should behave after the Rx is returned through BestPOS. Options include Prompt to Delete or Do Not Delete.

• Deduct Inventory from Drug QOH After: Select when the software should deduct inventory from the drug's Quantity on Hand (QOH). Options include: Rx is Entered into System (immediate), Add to Will Call, Approved by Insurance, Dispensed, Label Print, Rx is Entered into System, Verify before Dispense, Verify before Fill, or Verify Data entry.

  Support Note: Changing this setting after an Rx is entered will not retroactively affect the inventory record for that Rx. The change only applies to Rxs entered after the setting is updated.

  Recent Update (Version 6.6.0423.0 – April 23, 2026): Changes to this setting are now logged in the Admin Activity Log, allowing pharmacies and support to track when this setting was modified.

Rx Verification – General

• Cancel Verification after Rx Edit: When set to Yes, any completed verification (PV1, VBF, or VBD) is automatically canceled when the Rx is edited after verification, requiring re-verification of the changes. When No, the Rx retains its verified status even after edits.

  Support Note: After a reverse and rebill, the workflow status may still change back to "Approved by Insurance" or "Label Printed" even when both this and Cancel Verification after Reversal are set to No. This is expected workflow status behavior even though the verification technically isn't canceled.

• Cancel Verification after Reversal: When set to Yes, any completed verification is automatically canceled when the Rx is reversed, requiring re-verification.

• Allow Inactive Rx's to be Verified: Determines whether inactive prescriptions can still be verified. When Yes, pharmacies can complete verification on Rxs marked as inactive (useful for pharmacies that reactivate old Rxs at pickup or for audit purposes).

Verify Data Entry (PV1)

The earliest verification step — Pre-Verification — allows a pharmacist or technician to confirm prescription data before submitting a claim or printing a label. PV1 helps reduce switch fees, incorrect claims, and wasted labels.

Support Note: PV1 is optional and not commonly used — most pharmacies rely only on Verify Before Fill and Verify Before Dispense. PV1 was originally added for medical billing integration.

• Display Option on Top Menu: Controls whether the Verify Data Entry (PV1) option appears on the top toolbar/menu for quick access.

• Allow for Unbilled / Hold Rxs: Allows the software to permit or block PV1 verification on prescriptions that are Unbilled or on Hold.

• Allow for non-matched NDC's: Prevents PV1 from being completed when the scanned NDC does not match the NDC entered during Rx entry (when set to No). Set to Yes to allow non-matched NDCs.

• Require Password: Indicate if the program should require a password before allowing PV1 verification, ensuring identity accountability.

• Require prior to Claim Transmit (coming soon): Will require PV1 to be completed before a claim is transmitted to insurance. Once released, this option will help pharmacies reduce claim errors before they reach the switch.

• Require prior to Label Print: Indicate if PV1 must be completed before a label can print.

• Require prior to "Verify before Fill": Indicate if PV1 must be completed before Verify Before Fill can occur.

• Require prior to "Verify before Dispense": Indicate if PV1 must be completed before Verify Before Dispense can occur.

• Require prior to Dispensing Rx: Indicate if PV1 must be completed before the Rx can be dispensed in BestPOS.

• Default Reject Queue: Sets the workflow queue where prescriptions are placed when they fail PV1.

Verify Before Fill (VBF)

The pre-fill validation checkpoint — a technician or pharmacist verifies all prescription data and drug selection before the medication is physically handled. VBF helps improve accuracy and reduce fill errors.

• Display Option on Top Menu: Controls whether the Verify Before Fill option appears on the top toolbar/menu.

• Allow for Unbilled / Hold Rxs: Allows the software to permit or block VBF verification on prescriptions that are Unbilled or on Hold.

• Allow for non-matched NDC's: Prevents VBF from being completed when the scanned NDC does not match the NDC entered during Rx entry (when set to No). Set to Yes to allow non-matched NDCs.

• Require Password: Indicate if the program should require a password before allowing VBF verification.

• Require prior to "Verify before Dispense": Indicate if VBF must be completed before Verify Before Dispense can occur. If Yes, the Indicate Rx is filled After option is automatically changed and locked to Verify Before Fill.

• Require prior to Dispensing Rx: Indicate if VBF must be completed before the Rx can be dispensed at BestPOS.

• Default Reject Queue: Determines the workflow queue that rejected VBF Rxs are placed into.

Support Note: VBF and VBD settings are configured separately, even though many fields look identical. The gear icon on the Verify screen allows configuration of which fields require additional verification and reordering of verification fields.

Verify Before Dispense (VBD)

The final pharmacist verification checkpoint before a prescription is handed to the patient. VBD ensures all fields, NDCs, and prescription details are accurate before dispensing.

• Display Option on Top Menu: Controls whether the Verify Before Dispense option appears on the top toolbar/menu.

• Allow for Unbilled / Hold Rxs: Allows the software to permit or block VBD verification on prescriptions that are Unbilled or on Hold.

• Allow for non-matched NDC's: Prevents VBD from being completed when the scanned NDC does not match the NDC entered during Rx entry (when set to No). If No, the pharmacist will be prompted to Reverse & Rebill for therapeutically equivalent alternatives.

• Require Password: Indicate if the program should require a password before allowing VBD verification, providing identity accountability at the final verification stage.

• Require prior to Dispensing Rx: Indicate if VBD must be completed before the Rx can be dispensed at BestPOS.

  Support Note: For pharmacies using Cloud Delivery, requiring VBD delays Rxs from showing in the delivery queue until VBD is completed. The delivery queue only refreshes based on the ERx pull cycle (~5 minutes).

• Default Reject Queue: Determines the workflow queue where rejected VBD Rxs are placed for review.

Recent Update: VBD now supports a Reverse & Rebill prompt when a scanned NDC does not match the Rx but is therapeutically equivalent. This automatically reverses the claim, updates the NDC, rebills insurance, and reprints the label. VBD also supports IOU tracking the same way VBF does.

General Refill Settings

• Refill Due Date Based On: Indicate whether the system should calculate the refill due date based on Dispense Date or Fill Date. This value affects when Rxs appear in the Refill Queue and Refill Reminder Report.

• Indicate Refills Due: Choose how the system should indicate refills are due. Options include a number of days early or a specified prescription completion percentage.

  Support Note: Modifying this value (e.g., from 6 to 5 days) recalculates due dates and can push scripts out of the current day's Refill Queue, causing them to appear "not processing" through Auto Process.

• Indicate Control Refills Due: Choose how the system should indicate controlled substance refills are due. Options include a number of days early or a specified prescription completion percentage. Controlled substances often use a separate value (e.g., 5 Days Early) to comply with stricter refill-too-soon insurance rules.

• Same Price for Brand Cash Refills: Indicate if the system should use the same price from the previous fill for brand cash refills.

  Support Note: This setting only applies to plans marked as Cash in the Insurance Plan File. If a pharmacy's custom cash plan is not marked as Cash, the setting will not work as intended.

• Same Price for Generic Cash Refills: Indicate if the system should use the same price from the previous fill for generic cash refills. Same requirement as brand cash refills — plan must be marked as Cash in the Insurance Plan File.

• Allow C3-C5 past 5 Refills (if partial exists): Determines whether Schedule 3–5 controlled substance prescriptions can allow additional fills beyond the DEA 5-refill/6-month limit if a partial fill has been performed. Regulatory-driven; typically set to No.

• Allow C2 Partial Refills: When Yes, allows partial fills on Schedule 2 controlled substances (LTC/hospice/terminally ill workflows). Some states have specific requirements around this.