Frequently Asked Questions
1. What criteria can I use to search for the Patient from the Rx Processing screen?
You can search by name using these methods (searching for Peter Griffin)
1) LastName (ex. GRIFFIN)
2) partial LastName (ex. GRIF)
3) LastName, FirstName (ex. GRIFFIN, PETER)
4) LastName, partial FirstName (ex. GRIFFIN, PET)
5) partial LastName, FirstName (ex. GRIF, PETER)
6) partial LastName, partial FirstName (ex. GRIF, PET)
7) , FirstName (ex. , PETER)
8) , partial FirstName (ex. , PET)
You can also search using the patient's insurance card ID, phone number or Quick Code.
1) LastName (ex. GRIFFIN)
2) partial LastName (ex. GRIF)
3) LastName, FirstName (ex. GRIFFIN, PETER)
4) LastName, partial FirstName (ex. GRIFFIN, PET)
5) partial LastName, FirstName (ex. GRIF, PETER)
6) partial LastName, partial FirstName (ex. GRIF, PET)
7) , FirstName (ex. , PETER)
8) , partial FirstName (ex. , PET)
You can also search using the patient's insurance card ID, phone number or Quick Code.
2. What criteria can I use to search for the Prescriber from the Rx Processing Screen?
You can search by name (same methods as Patient name above), DEA number, state license number, phone number or Quick Code.
3.What criteria can I use to search for a Drug from the Rx Processing Screen?
You can search by drug name (ex: TYLENOL or TYL), DrugName, Strength (ex: IBU, 800), the NDC number or Drug Quick Code.
4. How do I switch tabs (on the Rx Processing, Patient and Drug screens) without using the mouse?
Press F9 to move to the next tab and press Shift+F9 to go to the previous tab. Press F8 to move directly to the first tab.
5. How can I edit or change the existing prescription?
There are two ways to change existing prescriptions.
1) Go to the Rx Processing screen and click on Edit or press E or L while in the Rx number field. Type in the Rx number and press Enter.
2) Bring up the Patient's Profile on the Rx Profile screen. Click on Edit or type 'E'. Check the necessary prescriptions or enter the line numbers separated by commas and press Enter or click on the 'Process Selected Rx(s)' button.
1) Go to the Rx Processing screen and click on Edit or press E or L while in the Rx number field. Type in the Rx number and press Enter.
2) Bring up the Patient's Profile on the Rx Profile screen. Click on Edit or type 'E'. Check the necessary prescriptions or enter the line numbers separated by commas and press Enter or click on the 'Process Selected Rx(s)' button.
6. How can I reprint the label?
Bring up the prescription in Edit or 'Display/Reprint Label' mode. Once the Rx is displayed you can now print the label by clicking
the 'Save & Print Label' button.
7. How can I add a Prescriber from the Rx Processing Screen?
Make sure there is no prescriber selected on the Rx Processing screen. Press F2 to get to the Prescriber File screen. Enter the prescriber's information and click the 'Save & Exit' button to return to the Rx Processing screen.
8. How can I edit a Prescriber from the Rx Processing Screen?
Make sure the prescriber is selected on the Rx Processing screen. Press F2 to get to the Prescriber File screen. The selected prescriber will be displayed and you can now edit their information. When finished, click the 'Save & Exit' button to return to the Rx Processing screen.
9. How can I add a Patient from the Rx Processing Screen?
Make sure there is no patient selected on the Rx Processing screen. Press F3 to get to the Patient File screen. Enter the patient's information and click the 'Save & Exit' button to return to the Rx Processing screen.
10. How can I edit a Patient from the Rx Processing Screen?
Make sure the patient is selected on the Rx Processing screen. Press F3 to get to the Patient File screen. The selected patient will be displayed and you can now edit their information. When finished, click the 'Save & Exit' button to return to the Rx Processing screen.
11. How can I add a Drug from the Rx Processing Screen?
Make sure there is no drug selected on the Rx Processing screen. Press F4 to get to the Drug File screen. Enter the drug information and click the 'Save & Exit' button to return to the Rx Processing screen.
12. How can I edit a Drug from the Rx Processing Screen?
Make sure the drug is selected on the Rx Processing screen. Press F4 to get to the Drug File screen. The selected drug will be displayed and you can now edit its information. When finished, click the 'Save & Exit' button to return to the Rx Processing screen.
13. How can I add an Insurance Plan from the Rx Processing Screen?
Make sure there is no patient selected on the Rx Processing screen. Press F5 to get to the Insurance Plan File screen. Enter the insurance plan information and click the 'Save & Exit' button to return to the Rx Processing screen.
14. How can I edit an Insurance Plan from the Rx Processing Screen?
Make sure the patient is selected on the Rx Processing screen. Press F5 to get to the Insurance Plan File screen. The patient's selected insurance plan will be displayed and you can now edit its information. When finished, click the 'Save & Exit' button to return to the Rx Processing screen.
15. How can I enter the DUR codes?
Pull up the prescription in Edit mode. Go to the 'DUR Codes' tab (the easiest way is to press F9).
1) If you have only one set of codes (this will be the case most of the time), then enter the necessary information on the first row. After you enter in the 'Result of Service Code', the focus will automatically go to the 'Save DURs' button. Press Enter and you will be back to the Rx Processing screen.
2) If you have more than one set of codes then leave the first row empty and start entering information on the second row and continue as normal.
1) If you have only one set of codes (this will be the case most of the time), then enter the necessary information on the first row. After you enter in the 'Result of Service Code', the focus will automatically go to the 'Save DURs' button. Press Enter and you will be back to the Rx Processing screen.
2) If you have more than one set of codes then leave the first row empty and start entering information on the second row and continue as normal.
16. How can I enter Compound Prescriptions?
For Insurance Plans that accept the Compound Segment (NCPDP Version 5.1 only)
Pull up the prescription in Edit mode. Go to the 'Compound Rx Details' tab (click on the tab or press F9 six times). Select the appropriate 'Dosage Form Description Code', 'Dispensing Unit Form' and 'Route of Administration' from the drop-down lists. Then, complete 1 row for each drug used in the compound. The 'Product ID Qualifier' will usually be '03-NDC'. You can search for the 'Product ID' by Drug name or NDC. When you enter in the Quantity, the Cost will be calculated automatically. The 'Basis of Cost' will usually be '01-AWP'.
For Insurance Plans that DO NOT accept the Compound Segment
Fill the prescription with the most expensive drug used in the compound. Press F4 to go to the Drug File. Change the 'Drug Quick Code' to COMPOUNDRX. Click the 'Save & Exit' button to return to the Rx Processing screen. Transmit the claim.
Pull up the prescription in Edit mode. Go to the 'Compound Rx Details' tab (click on the tab or press F9 six times). Select the appropriate 'Dosage Form Description Code', 'Dispensing Unit Form' and 'Route of Administration' from the drop-down lists. Then, complete 1 row for each drug used in the compound. The 'Product ID Qualifier' will usually be '03-NDC'. You can search for the 'Product ID' by Drug name or NDC. When you enter in the Quantity, the Cost will be calculated automatically. The 'Basis of Cost' will usually be '01-AWP'.
For Insurance Plans that DO NOT accept the Compound Segment
Fill the prescription with the most expensive drug used in the compound. Press F4 to go to the Drug File. Change the 'Drug Quick Code' to COMPOUNDRX. Click the 'Save & Exit' button to return to the Rx Processing screen. Transmit the claim.
17. How can I enter the Prior Approval Number?
Locate the 'Prior Auth Type' and 'Prior Auth #' fields on the bottom-middle of the Rx Processing screen. Select the appropriate Prior Auth Type from the dropdown list (ex: 1-Prior Authorization, 4-exemption from Copay). Then enter in the appropriate Prior Authorization number.
For NY Medicaid, the 'Prior Auth Type' will usually be '1', and the 'Prior Auth #' will usually be the 8-digit authorization number followed by 3 zeros ('000').
For third parties, the 'Prior Auth Type' will usually be '1', and the 'Prior Auth #' will usually be 5 zeros ('00000') followed by the 6-digit authorization number.
For NY Medicaid, the 'Prior Auth Type' will usually be '1', and the 'Prior Auth #' will usually be the 8-digit authorization number followed by 3 zeros ('000').
For third parties, the 'Prior Auth Type' will usually be '1', and the 'Prior Auth #' will usually be 5 zeros ('00000') followed by the 6-digit authorization number.
18. How can I Link Brand and Generic Drugs?
Press F4 or click on the Drug button towards the far left to get to the Drug File screen. Then click on 'Edit Drug' and pull up the Brand Drug. Go to the 'Brand/Generic Link' tab (press F9 twice). Search for the Generic drug you would like to link and select it from the Search Results grid towards the bottom of the screen.
19. How can I Remove a Brand/Generic Link?
Press F4 or click on the Drug button towards the far left to get to the Drug File screen. Then click on 'Edit Drug' and pull up the Brand Drug. Go to the 'Brand/Generic Link' tab (press F9 twice). All the generic drugs linked to the brand drug will be displayed in the grid. Click on the drug you would like to remove from the list to remove the Brand/Generic Link.
20. How can I Reverse Prescriptions?
There are two ways to reverse prescriptions:
1) Pull up the prescription in Edit mode. Go to the 'Rx Claim Reversal' tab. Make sure the appropriate insurance plan is selected then click the 'Reverse Claim' button.
2) Make sure that a prescription is not displayed on the Rx Processing screen. Go to the 'Rx Claim Reversal' tab. Type in the Rx number and press Enter. The information for the Rx will be displayed. Make sure the appropriate insurance plan is selected then click the 'Reverse Claim' button.
1) Pull up the prescription in Edit mode. Go to the 'Rx Claim Reversal' tab. Make sure the appropriate insurance plan is selected then click the 'Reverse Claim' button.
2) Make sure that a prescription is not displayed on the Rx Processing screen. Go to the 'Rx Claim Reversal' tab. Type in the Rx number and press Enter. The information for the Rx will be displayed. Make sure the appropriate insurance plan is selected then click the 'Reverse Claim' button.
21. How can I Process Refills from the Rx Profile screen?
Press F6 or click on the Profile icon. Pull up a patient's profile and select the appropriate prescriptions to refill by either checking them or entering the appropriate line numbers [if refilling more than one prescription,
separate with commas]. Click the 'Process Selected Rx(s)' button to process the refills.
22. How can I print a Patient's Rx Profiles?
Towards the top of the screen click on Rx Profile-->Print Profile, then follow the directions on the screen.
23. How can I merge Patient Rx Profiles?
Towards the top of the screen click on Rx Profile-->Merge Profile, then follow the directions on the screen.
24. How can I make the control triplicate disk?
Towards the top of the screen click on Administration-->Monthly Processing-->Triplicate Rx Processing, then follow the directions on the screen.
25. How can I edit a previous fill of an Rx?
Pull up the prescription in edit mode on the Rx Processing screen. The most recent fill for that Rx number will come up on the drug field. Click on the Display Refills for Rx tab, then click the Rx you would like to edit. Edit the Rx and click the Save button.
26. How can I bill one Rx to two different insurance companies?
1. Bill the Rx under the primary insurance plan.
2. Bring up the Rx in Edit mode.
3. Change the insurance plan to the secondary plan.
4. Change the status to Unbilled.
5. Change the Other Coverage Code (towards the bottom-right of the screen) to
-- 02 if the primary plan paid for any of the Rx
-- 03 if the primary plan did not pay for anything.
6. Go to the COB (Coordination of Benefits) tab.
7. Select the primary insurance plan and hit ENTER.
8. The focus should go to O.P. ID and the rest of the information will automatically be filled in.
9. Enter in the O.P. ID.
-- For NY Medicaid enter in 99.
-- For other plans enter in the first 3 letters of the plan (ex. PCS for PCS, PAI for Paid Prescriptions, AET for Aetna) or call the Insurance Plan for the ID.
10. Click the Save COB Info button.
11. Transmit the Rx.
2. Bring up the Rx in Edit mode.
3. Change the insurance plan to the secondary plan.
4. Change the status to Unbilled.
5. Change the Other Coverage Code (towards the bottom-right of the screen) to
-- 02 if the primary plan paid for any of the Rx
-- 03 if the primary plan did not pay for anything.
6. Go to the COB (Coordination of Benefits) tab.
7. Select the primary insurance plan and hit ENTER.
8. The focus should go to O.P. ID and the rest of the information will automatically be filled in.
9. Enter in the O.P. ID.
-- For NY Medicaid enter in 99.
-- For other plans enter in the first 3 letters of the plan (ex. PCS for PCS, PAI for Paid Prescriptions, AET for Aetna) or call the Insurance Plan for the ID.
10. Click the Save COB Info button.
11. Transmit the Rx.