MedSync
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MED-SYNC
Med-Sync is a feature which allows the pharmacy to easily automate the process of synchronizing up patient’s prescription refills for pickup on a single, scheduled date.
This reduces pharmacy visits, improves convenience, and boosts medication adherence.
Med-Sync achieves this by calculating short fills, links up multiple prescriptions for the same therapy, and recognizes when new prescriptions are required to continue the med-sync regimen.
Prescriptions can be synced from the patient profile or during initial prescription entry.
Setup
Settings for Med-Sync are located under File Pharmacy Setup Med-Sync
Med-Sync Settings
Auto-Prompt for Med-Sync: This setting determines how the software prompts for Med-Sync.
The options available are All Medications, Maintenance Medications Only, or Do not auto-prompt.
Refill Queue for Med-Sync RXs: Here, you select the default queue that Med-Sync will use for refills. You can choose the standard Refill Queue or create a new one by clicking “Add New Queue.” This is useful for pharmacies that want their custom queue to work in a unique way, like using Auto-Process with Night Tech or route prescriptions to a different queue after processing. For more details, check Manage Rx Custom Queues.
Indicate Ready for Refill: Determines how early prescriptions should be ready for refill.
Example: if the value is set to 3 days instead of dispensing on (e.g. 9/25 it would be dispensed on 9/22).
Remove Patient from Med-Sync: Specifies how many months of inactivity before automatically removing the patient from Med-Sync.
Example: This patient’s profile is set to prompt for all medications. If a medication is classified as maintenance, it will also trigger a prompt.
However, if “Do Not Prompt” is selected, the system will skip this window and proceed directly to the next processing step after entering the medication.
Med-Sync prescriptions can be added to the default Refill Queue, Med-Sync Queue, or a custom queue.
To use a custom queue, click ‘Add New Queue’ and configure settings such as Night Tech, add to this queue after removal, and auto-removal of Rxs after a set number of days.
How to synchronize prescriptions
After configuring the initial Med-Sync settings, you may access the patient profile to begin selecting prescriptions for synchronization.
After selecting the prescriptions, choose the Sync processing mode, then click "Process Rxs" or press Enter when the button is highlighted.
Synchronize Refills Settings
Next Sync Date: Initially automatically calculated based on the longest days supply of selected Rxs, but can be adjusted manually.
Sync interval: The sync interval is based on the shortest days supply, and once the Sync Date is reached and all medications are synchronized, pickups follow this interval for all medications (e.g. every 15 days).
Short Fill Eligible Rxs: Allows the system to create short fills (partial day supply) so prescriptions align with the sync date.
The software will then display a screen showing which medications will be synchronized you’ll notice the changes with a sync indicator 
Synchronize Refills Example
Within the Med-Sync window, you can select the synchronization regimen. BestRx will also auto-fill settings like the sync interval and provide the option to short fill eligible Rxs.
Synchronize Refills Indicators
Short Fill: Indicates the prescription can be partially filled to align with the Sync Fill date.
Note: Some medications have locked intervals and cannot be short filled. These will take priority during synchronization to ensure all prescriptions are aligned.
Pre-Sync Fill: The prescription is in a pre-sync phase and will be filled normally until it aligns with the Sync Fill date.
Prescriptions with shorter day supplies may be filled multiple times before syncing with others.
Sync Fill: The prescription will be synchronized and filled on the entered Sync Date without requiring short fills or pre-sync fills.
New Rx/New Prescription Required: A new prescription is needed because the current one has no remaining quantity. This ensures the medication stays aligned with the sync regimen.
QTY Remaining: Indicates the remaining quantity is low.
Additional fields may show related details, such as refill requirements or fill status.
Note: Med-Sync follows the settings configured in Pharmacy Setup. By default, the “Indicate Ready for Refill” setting is 3 days early.
The prescription with the longest days supply (Rx #100374) sets the initial Next Sync Date and acts as the Anchor (explained below). Once all prescriptions reach the Sync Fill Date, they’ll be filled based on the Sync Interval (e.g., every 30 days)
Based on its first fill date of 06/02/2025 and a 60-day supply, the software subtracts 3 days (per the Refill Indicator setting), making it available for fill on 07/29/2025 instead of 08/01/2025.
The software evaluates the day supply and quantity of each selected prescription to calculate the sync regimen and interval.
Example: Rx #100313 has a 30-day supply. With a 3-day Refill Indicator, the software short fills and pre-sync fills it until it aligns with the Sync Fill date of 07/29.
It displays the quantity remaining (150) based on total refills and quantity and shows how many pre-sync fills are needed to reach the sync date.
Example: Rx #100370 has a quantity of 30. It will be short filled, then continue with pre-sync fills until a new prescription is needed.
Each short fill reduces the remaining quantity, and the software calculates how much is needed to reach the Sync Fill date.
Based on the configuration, the software calculates a sync interval that best fits all selected prescriptions.
While this is usually set by the Anchor, it may adjust the interval for prescriptions with shorter day supplies.
Once the synchronization is calculated, you can click "Sync Prescriptions" if everything looks correct.
Med-Sync Process Queue
Prescriptions will appear in the selected dashboard shortcut if the Med-Sync default queue or Refill queue is used.
If no prescriptions appear, check the defer date queue or the assigned refill date. You can then click ‘Refill Rxs’ to process the synchronized prescriptions.
Remove Rx from Med-Sync
Prescriptions can be removed from the Med-Sync refills window by selecting a specific Rx# or clicking "Remove All Rxs from Med-Sync."
You’ll be prompted to remove just the prescriptions or both the prescriptions and their remarks.
Anchoring explained
Rxs can be manually set as the Anchor (regimen leader) by clicking “A” next to the Rx.
By default, the Anchor is chosen during synchronization based on the longest day supply.
You can change the anchor at any time, which will recalculate the next sync date and sync interval based on the newly selected Rx.
If the interval change is accepted, the software will display the following message: Some medications do not fit the new sync interval. The system will allow only a 15 days supply for all prescriptions. You can choose to include or exclude this refill using the available options as this prescription will not work with a 30 days interval.
New Rx Equivalent
If a prescription in the Med-Sync regimen requires a new script, the software will display a message (e.g., "New Rx Required" or prompt for a Refill Request) when processing. Once the prescription is filled either immediately or after obtaining the refill the system will prompt you to link it to the regimen, as shown in the example below.
If there are any issues with the script, the software will display the following prompt:
Select the appropriate option, and the regimen will adjust accordingly. You can always review and edit the regimen later if needed.
Synchronization Settings and Schedule
Once prescriptions are synchronized, certain areas of the software will update:
The Rx Processing and Patient Profile screens will display a Sync icon
The main processing screen will show the Next Sync Date in the bottom left for any synchronized prescription.
Clicking the sync icon opens the Med-Sync chart, where you can review or update the regimen.
The Patient Profile also displays Med-Sync details. Clicking the "..." opens the full Med-Sync regimen form.
Med-Sync Calendar
The calendar on the left side of the Rx Processing screen lets you review synchronized regimens and view scheduled tasks. It can also be accessed from the main processing screen.
To view details for a specific day, click "Med-Sync (Scheduled)" on the calendar.
The Med-Sync Calendar Report allows you to:
Search by sync date range to view prescriptions and patients
Filter by Patient or Rx Number for specific results
All synchronization activity can be reviewed through the calendar and Med-Sync report.
Med-Sync Remarks
Med-Sync Remarks can now be added directly from the main Med-Sync screen.
Once a remark is added, it appears below the list of Rxs on the Med-Sync screen, where it can be edited or deleted.
Med-Sync Remarks can also be accessed by clicking the "R" icon in the Med-Sync section of the patient file.
After clicking the "R" icon, you can view, add, or delete remarks from this section.
Med-Sync Label Variable
Next Sync Date Variable
Next Sync Date has been added in two different formats as a Label Variable.
When added to the label, the Next Sync Date will be printed in the chosen date format.