Consent File

This menu is used to add/remove/edit patient consents in the system. Currently the menu hosts only the Consent File. In the future this might be expanded to add more features.

The consent file enables the pharmacy to create consents for patients to approve during the checkout process. Currently the software allows for three different consent types: Custom, Auto Refill, and Healthhix RHIO.

• Custom - This allows for custom consents to be created for whatever purpose the pharmacy finds necessary. These will store the consent and signature (if selected), but have no further interaction in the system and are only meant for record keeping purposes.

• Auto Refill - Auto Refill consent type will allow the patient to accept/decline the consent, which will in turn modify their enrollment status for the Auto Refill flag, but only if the current Auto Refill value is BLANK in their patient file (otherwise they're already enrolled and no interaction is necessary). To learn more about the process, see the Auto Refill Help article.

  • Some insurance companies now require mandatory capture of auto-refill consent from the patient, every 12 months when patients have auto-refill set to “Yes”. We have made changes to the consent functionality so it will ask the patient this auto-refill consent every 11 months and set the auto-refill configuration based on the patient's input.

  • We have also added a setting in the consent file “If Denied, Ask Consent After”. This can be used when the pharmacy staff wants to confirm the patient for auto-refill with a defined time.

• Healthhix RHIO - This consent exists to allow patients to agree/disagree to their patient data being shared with the third party company Heatlhhix RHIO. To find out the benefits of giving consent to Healthhix RHIO, please see their web page on the subject.

Adding a New Consent Form

To add a new consent, click on Add New Consent.

From here, type the Consent Name, select the Consent Type, select the values for Capture Signature for Accept and Capture Signature for Reject options, and finally enter the Consent Description. Lastly, you can enable/disable the consent by using the Active flag for the consent.

When finished, click the "Save" button to save the information or click the "Save & Exit" button to save the information and go to the previous layer.

Editing an Existing Consent Form

To edit an existing consent, simply click on the consent you'd like to edit from the main list.

When editing an existing consent, make sure the Edit Consent option is selected towards the top of the screen. Enter in the appropriate information to be edited and click the "Save" button to save the information or click the "Save & Exit" button to save the information and go to the previous layer.

To delete a consent, make sure the Edit Consent option towards the top of the screen is selected. Click the "Delete" button and click "Yes" when the system asks “Are you sure you want to delete this record?”

The user may also clear all the data displayed on the screen by clicking the "Cancel" button or by pressing the "Enter" key when the "Cancel" button is highlighted.

New Jersey Auto Refill Consent

Due to regulations in New Jersey, the consent file behaves slightly differently with Auto-Consent.

To set up patient consent for auto-refill, navigate to Misc → Interface Setups → Patient Consent → Consent File. Then, select Create New Consent, if Auto Refill Consent is not present in the center grid.
The pharmacy has five options to select in case the patient declines consent. The five options are: Asking again after 3 months. Asking again after 6 months. Asking again after 12 months. Asking after a custom interval set by the pharmacy. Don’t ask again.
For prescriptions where auto-refill consent was denied, the Auto-Refill date will not be populated. If the patient consents to auto-refills for a prescription, the consent is saved for 6 months from the time it was accepted, and the Rx will refill automatically. If patient consent is older than 11 months, the Rx will not be added, and the auto-refill date will be cleared from the prescription.

Manual Auto-Refill Consent

BestRx supports collecting Auto-Refill consent manually for pharmacies that do not use a signature pad to dispense prescriptions.

California Pharmacy Auto-Refill Consent

Since auto-refill consent is on a per-prescription basis, the ability to add consent has been added to the Rx Profile screen for each Rx. To access this option, right click on the number corresponding to the Rx, and select Request Consent.
A window will appear with fields to fill out. Consent Type: Auto-Refill will be selected by default. Consent Date: The date consent was given. Consent Time: The time consent was given. Accepted By: The User ID of the staff member who accepted the consent response. Consent Method: Indicates whether consent was accepted in-person or by phone. Response: Select whether consent was authorized or declined.
A record of consent, including signatures if applicable, can be found in Dispense/Delivery → Reports → Auto Refill Signature Log.

Non-California Pharmacy Auto-Refill Consent

Open the patient file and click on the three dots next to Last Consent Date.
A window will appear with fields to fill out. Consent Type: Auto-Refill will be selected by default. Consent Date: The date consent was given. Consent Time: The time consent was given. Accepted By: The User ID of the staff member who accepted the consent response. Consent Method: Indicates whether consent was accepted in-person or by phone. Response: Select whether consent was authorized or declined.
In addition, this can be done from the Rx Profile screen instead. Click on the three dots next to the Patient Name, and select Request Auto-Refill Consent from the prompt that appears.
A window will appear with fields to fill out. Consent Type: Auto-Refill will be selected by default. Consent Date: The date consent was given. Consent Time: The time consent was given. Accepted By: The User ID of the staff member who accepted the consent response. Consent Method: Indicates whether consent was accepted in-person or by phone. Response: Select whether consent was authorized or declined.
A log for consent can be found in Dispense/Delivery → Reports → Consent Signature Log.