9. Process Cycle Fill Rxs

Owned by Anthony Campana
Last updated: Sept 24, 2024 by jorge.mandujano
1 min read

Overview

LTC Cycle Fill in BestRx helps pharmacies simplify the process of managing medication refills for multiple long-term care patients. It organizes prescriptions into cycles, so all medications for a patient are refilled and delivered together on the same day each month. This feature ensures patients consistently receive their medications on time, improving overall care for nursing home residents.

Before Proceeding

Configure LTC Cycle Fill Settings, set the cycle framework in LTC Cycle Manager, and add the patient to an LTC Facility in the Patient File.

Adding A Patient to LTC Facility File

To include a patient in cycle fill, they must be assigned to an LTC Facility. If not, ensure the facility is added in the LTC Facility File.

Navigate to Rx Processing Patient (F3) LTC Facility

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Rx Processing- Adding A Patient to Cycle Fill

In Rx Processing, next to “Include on MAR,” there is an “Edit Info” button. Click on that button, and it will state “Cycle.” From here, you can:

  • Select a pre-existing cycle name and click the “+” button to create an entirely new cycle and set the start date and duration. This will be the first initial cycle you see when creating a cycle framework in LTC Cycle Manager.

  • Selecting “General” will place the Rx into a general cycle, viewable in “Process Cycle Fill Rxs.”

  • As you create more cycles, you can assign Rxs to specific ones (Ex. The Facility Cycle (10/24/2024; 40 days).

Once selected, make sure to click ‘Save’ on the Rx processing screen.

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Set Cycle Process (General)

If you assign a prescription to the general cycle, you can view and configure its cycle details in “Process Cycle Fill Rxs.” Since the Cycle Date and Cycle Period will initially be blank, simply click on the row to open the general cycle fill.

From there, select the Rx and click “Set Cycle Process Info” to either create a new cycle period or add the Rx to an existing cycle.

Process Cycle Fill Prescriptions - Adding Patients to A Cycle

It’s recommended to start by adding patients to a Cycle Fill in Rx Processing. This helps you become familiar with the feature before managing multiple patients and Rxs in 'Process Cycle Fill Prescriptions.'

Here, you can "Create New Cycle" by selecting a cycle framework from the LTC Cycle Manager . You also have the option to display past cycles, either from all dates or within a specific date range.

To access Process Cycle Fill Prescriptions, click on LTC 9. Process Cycle Fill Prescriptions

Selecting a Cycle Name from the list is mandatory. Afterward, choose the Cycle Start Date and set the number of Days in Cycle, which will determine the cycle's end date.

After selecting the cycle and setting the parameters, choose the cycle for placing and processing prescriptions. Click on the cycle to display the next screen.

Add Patients in Selected Cycle

Click here to add your first patient to the cycle fill. Then select the patient's name, and you can look up and add multiple patients.

Select Prescriptions to Add to the Cycle for Patient

Here, you can choose the prescriptions to be included in the cycle.

Cycle Fill: When selecting prescriptions, you have the following options:

  • The Next Fill (aka Refill): The next refill for this prescription will be added to the cycle fill.

  • Current Fill: The current selected fill will be added to the cycle fill.

  • Cancel: Cancels the prompt entirely.

The following filters are available at the bottom of the prompt:

  • Show Inactive Rx: Displays inactive prescriptions that are not currently appearing.

  • Show Most Recent Fill Only: Displays only the most recent fills for that patient.

  • Show Sig Directions: Displays the sig directions for each prescription.

The Next Fill (aka Refill)

The Next Fill (aka Refill) Settings

When selecting an Rx to be on the next refill cycle, you will be prompted with the following options:

Refill Date to Assign: Set the date when the refill should be processed.

  • Cycle Date: Determine the refill date based on the cycle.

  • Actual Refill Due Date: Based on the refill due date from the Rx processing screen.

  • “X” Days before Refill Due Date: Input the number of days before the refill is due. This can be set by the pharmacy.

  • Assign specific date: Assign a specific date for the refill due date.

Also Add Rxs to Queue for Cycle Fill : Pull Rxs for the patient within the custom queue.

  • Options: (‘Yes, ’No')

Queue Name: Select from any existing queue, remind the pharmacy to set a custom queue for the LTC facility.

Finally click “Add to Cycle” to save changes.

The Current Cycle Fill

By selecting the current fill or looking at an already existing cycle you will see the following options on the screen.

Process Cycle Fill Filters

Process Cycle Fill Settings

Remove Patient from Cycle Fill

In “Process Cycle Fill Prescriptions,” you can remove a patient or individual Rxs from the Cycle Fill. Just select the desired Rx, click “More,” and choose “Remove From Cycle.”

Delete a Cycle Period

In “Process Cycle Fill Prescriptions,” you can delete an entire cycle period only after all patients have been removed from it. If BestRx prevents you from deleting, check the filters to ensure all patients and their Rxs are visible for removal. Once all patients are removed, the “Delete Cycle Period” option will appear.

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