Aug 15, 2017 Update Notes


 

*** ATTENTION CALIFORNIA ****
Subject: LICENSEES MUST SIGN UP FOR EMAIL FROM THE BOARD OF PHARMACY

Effective July 1, 2017, a new law requires pharmacists, pharmacy technicians,
intern pharmacists and designated representatives to register their email
address with the Board of Pharmacy within 60 days of obtaining a license or at
the time of license renewal. In addition, licensees must update their
information within 60 days of changing their email address.
Licensees may register online at the board’s website.
The board emails ‘subscriber alerts’ to licensees about important matters,
including:
Drug recalls.
Regulations that are released for public comment or are adopted.
New laws.
Posting of board and committee meeting agendas and meeting materials
online.
Summaries of board actions at meetings.
Announcements posted in What’s New on the board’s website.
Publication of The Script.
The board will remind licensees of the email requirements with each renewal
application. Email addresses will not be posted in the board’s online license
verification system.
The email requirements for licensees are authorized in Business and
Professions Code (BPC) section 4013, which was amended by SB 1193 (Hill,
Chapter 484, Statutes of 2016).

SOFTWARE CHANGES INCLUDED IN THIS UPDATE:

15 Aug 17 software changes 132 x 42

P.O.S. SOFTWARE CHANGES

1. A/R SEARCH – SHOW BILLING CYCLE
When searching for A/R customers, their billing cycle will show as:
Acct# Name Address City Cyc-<cycle#>

 

PHARMACY SYSTEM SOFTWARE CHANGES

1. PRE-PACK ZEBRA/THERMAL LABELS – LANDSCAPE MODE
Set the ‘P/L’ item to ‘L’ to specific a landscape mode. Otherwise, Portrait
is selected.

 

2. UTAH – USIIS CPT/CVX CODE LOOKUP
Menu option, ‘4. CPT and CVX codes’ will attempt to access the government
website to display the CPT and/or CVX codes associated with a particular
vaccine.

 

3. AUTO REFILL – NEW OPTIONS
Two new options have been added to Auto Refill:
Refill MediSpan Maintenance Drugs Only
With this option set to ‘Y’, only those items indicated in
MediSpans’ data base as ‘maintenance drugs’ will be filled.
Skip If Previous Dispensing Not Picked Up
With this option set to ‘Y’, an auto refill will NOT be done
if the previous dispensing has not been picked up.

 

4. PROGRAMMABLE BOARD AND CARE FORMS – SEPARATE CONTROLLED PRNs
Now, if ‘Separate Controlled Drugs at Schedule’ is set to ‘Y’, any PRN items
that are also Schedule 2 through 5 will print on the ‘Controlled’ pages and
NOT on the PRN pages.

 

5. REFILL REMINDER – SELECT MAINTENANCE ITEMS
The ability to select only those drug items that are marked ‘Maintenace’ has
been added.

 

6. DRUG USAGE BY DATE RANGE – LIST ‘BOTTOM’ ITEMS
By setting the ‘Print the top’ value to a negative number, the ‘bottom’ items
will be listed.

 

7. PARTIAL (INCOMPLETE) DISPENSING OF A NEW/REFILL
A partial dispensing of a script (new or refill) can now be done that will
transmit the partial amounts (quantities, prices, costs, and days supply) to
an online third party, indicating it is a partial fill (with ‘intended’
quantity and days supply) and whether it is the first or completion part of
the series.

It is anticipated that a fill will be split into only two parts (normally due
to lack of stock-on-hand). However, some third parties may be able to handle
more than one part before the completion.

At the end of the script pathway, add the ‘+’ character to the ‘Verify That
Everything is Correct’ field to prompt for ‘Partial Quantity Dispensed’. The
‘+’ character signals the program to transmit each part for an online claim
(or separate batch billing record). The older, ‘I’ partial method (which is
still functional) would only generate a billing for the FULL AMOUNT on the
FIRST partial record.

Software Options can be configured to PROMPT for PARTIAL QUANTITIES when a
drug is entered on a NEW script. On Page 3, set ‘Prompt for Partial Quantity’
to ‘D’ (for drug entry).

If the prompt for Partial Quantities is desired on REFILLs as well, set this
option to ‘Y’. The operator can leave the Partial Quantity <blank> if the
script is to be processed without a partial filling. Including the ‘+’ in the
‘Verify That Everthing is Correct’ field is permitted at the end of the path
even though a partial quantity is not entered while in the pathway.

This ability to enter the partial quantities while in the pathway is useful
for HOME IV where a weeks supply (or less) is given to the patient so that the
partial quantity is known (not a stock shortage).

NOTES:
NOT ALL THIRD PARTIES may be able to accept a claim for a partial quantity.

The SAME THIRD PARTY should be used to COMPLETE the partial dispensing as
was used to START the partial. The system will automatically selects this
third party, but it is still possible to override this selection.

A new field, ‘Refill #’ has been developed to store the actual refill number
for a partial dispensing. For example, if the first partial is refill number
’01’, following partial (including the ‘completion’) dispensings will also be
numbered refill ’01’. The next refill (if available) would then have refill
number ’02’ even though it would occupy the ’03’ dispensing number.

If ‘Re-Price’ is not set to ‘Y’, PROPORTIONAL prices, will be calculated.

After the first partial is entered, completion (or another partial) should
use the ‘F. Dispense Not-Filled/Part Rx’ function. If the ‘1. Refill
Script’ is selected, the program will prompt with:
The previous dispensing was PARTIALLY FILLED
Script xxxxxxx
For XX DRUG NAME
Entered YY Jun 17 Qty Owing XX
To Use it, Press F5 ,OR
Press ESC to Continue
The PREFERRED method is to press <F5> to COMPLETE the partial dispensing.
IF the <ESC> is pressed, the system will ABANDON completion of the partial and
continue processing the next refill (if available) or ‘Refill From Quantity
Owing’.

 

8. LASER LABELS – DR FAX PHONE
Now with ‘Variant’ set to ‘N’, the normal prefix to the Fax Phone Number,
‘Fax-‘ will NOT print.

9. MULTI-SITE ADDING THIRD PARTY PROFILES – INACTIVE STATE
Now, when third party profiles are added, that profile is set ACTIVE ONLY for
the site creating it. ALL OTHER sites will have the newly added profile set
INACTIVE.

10. ‘PARTIAL FILLS’ – BILL TOTAL – SET ‘UNBIL’LED
The ABOVE ITEM, ‘7.’, introduced billing each partially filled script to a
third party. This is probably the PREFERRED method, especially for ONLINE
billing, as it addresses the remaining quantity possibly not being given to
the patient. This method is initiated by adding a ‘+’ to the ‘Everything
Correct’ field at the end of script processing.

However, in the case of a BATCH BILLING, having multiple partial billings may
cause a third party problems. In this case, billing the third party at the
COMPLETION of partials may be preferred.

A way to effect this is to set an ‘Incomplete’ partially filled dispensing to
‘Bill Later’. Now, when selecting ‘I’ (for Incomplete – Bill total amount)
the operator has the option to set the billing to ‘Bill Later’. This may be
done by including a ‘B’ (for Bill later) along with ‘I’. Alternately, the
operator can set the ‘new’ ‘Bill Later’ option when the fields for partial
quantity and days supply are displayed.

In this way, the pharmacy can bill the third party at a later date when the
total amount is picked up by the patient. There are issues to be addressed
with billing the total amount on the first partial fill OR billing the total
amount when ALL parts of the dispensing is complete:

To list scripts that have been partially filled, LOG OF SCRIPTS can be used.
Use ‘d. Set Special’ then set ‘Partial Dispensing’ to ‘Y’ to get a list of ALL
scripts that have been partially dispensed. Set to ‘I’ to list only those
that have NOT been COMPLETELY dispensed. (FYI, these selections have been
available for more than TEN YEARS.)

If it is desired to list COMPLETED partially filled scripts, set this option
to ‘C’. This is useful when partials have been set to ‘BILL LATER’ and now a
list of all scripts that have been completely filled is needed for BILLING
purposes (and getting PAID). Using the ‘H. Set Insurance Code’ (for ‘UNBIL’)
can be useful.

11. ‘PARTIAL FILLS’ – AUTO BILLING COMPLETED PARTIAL FILLS (ONLINE)
The ‘THIRD PARTY PROCESSING’ utility, “I. Auto Charge ‘UNBIL’led claims” has
been enhanced to ONLINE bill those dispensings that have been ‘partials’ and
now have been completely filled. Those ‘partials’ that have not been
completely dispensed will not be billed.

12. ‘PARTIAL FILLS’ – RECALL SCRIPT HISTORY – INDICATIONS
When a script is recalled, the ‘HISTORY’ will show partial indications as
follows:
HISTORY
1 $5.00 ADPCS # 20 08 Jun 17 HYDROCODONE Part1
2 $6.00 ADPCS # 60 09 Jun 17 HYDROCODONE Part2C

A ‘Multi-Billed’ partial (using ‘+’ at the ‘Everything is Correct’ field) will
display as above with ‘Part’ followed by a number (‘1’ in the example).
The letter ‘C’ (complete) follows the part number when the entire quantity has
been dispensed.

NOTICE: Any partials MUST BE BILLED using the SAME THIRD PARTY as the first
partial dispensed. Processing is programmed to select the first Third Party
for following partials.

For a script using the ‘I’ (incomplete) option at the ‘Everything is Correct’
field, the HISTORY displays as follows:

1 $5.00 UNBIL # 20 01 Jun 17 HYDROCODONE BILLEDp1
2 Part2 Cmplt # 60 02 Jun 17 HYDROCODONE

NOTE that the first dispensing shows a billing code of ‘UNBIL’ indicating that
the ‘B’ (Bill later) option was added at the ‘Everything is Correct’ field (OR
‘BILL LATER’ was chosen at the ‘Partial Quantity Dispensed’ prompt.

‘BILLED’ at the end of the item shows that the entire quantity is BILLED.
‘p1’ indicates it is the first part of a partial dispensing.

On the ‘2’ line, ‘Part2’ indicates this is the 2nd part.
‘Cmplt’ indicates this is the dispensing completion.

REMEMBER that with this method, the FIRST dispensing has all of the
information for BILLING. Therefore, it is critical that this dispensing be
properly billed at the completion of all partials (if initially ‘UNBIL’led).
IF this first dispensing is billed to a Third Party, it is CRITICAL that
either the whole amount is dispensed (complete) OR, if incomplete, the first
dispensing is REVERSED and then rebilled with only the part that was
dispensed.

13. SCRIPT PICKUP – DRIVER’S LICENSE SCAN
The ability to scan information from a scannable driver’s license has been
added. This function requires a special scanner. Pressing the <F6> key at the
pickup info screen will perform this function.

 

14. EDIT SCRIPT – DISPENSING TIME ADDED
The ability to edit a dispensing’s time has been added to ‘2. Edit Dispensing
Record’, ‘1. Dispensing Date’.

Some program features use this time field for laboratory reports (Drug Special
Case = ‘LAB’). This enhancement allows an operator to make corrections to
this item.

‘OLD’ (80×24) SOFTWARE CHANGES

15 Aug 17 software changes (80×24)

P.O.S. SOFTWARE CHANGES

1. A/R SEARCH – SHOW BILLING CYCLE
When searching for A/R customers, their billing cycle will show as:
Acct# Name Address City Cyc-<cycle#>

 

PHARMACY SYSTEM SOFTWARE CHANGES

1. MULTI-SITE ADDING THIRD PARTY PROFILES – INACTIVE STATE
Now, when third party profiles are added, that profile is set ACTIVE ONLY for
the site creating it. ALL OTHER sites will have the newly added profile set
INACTIVE.

Thank you, and have a nice day.