Professional Documents
Culture Documents
Kroll
Windows
Version 9.0
User Manual
Contents
Contents
Logging In and Out of Kroll .................................................................................. 1
Logging in to Kroll ........................................................................................................................ 1
Logging Out of Kroll ..................................................................................................................... 2
Method 1 Using the File Option .................................................................................................... 2
Method 2 Using the X Option ....................................................................................................... 5
Permissions ........................................................................................................ 6
Accessing the Group Permissions Form ...................................................................................... 6
Group Permission Descriptions........................................................................................................ 8
Maintenance Permissions .............................................................................................................. 19
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Accessing Refillable Prescriptions from the F3 Patient Search Screen ................................... 357
Input ........................................................................................................................................ 359
Refill Rx: Filling ........................................................................................................................ 360
Check ....................................................................................................................................... 362
Unfill Rx (On Hold) ................................................................................................................... 363
Unfill Rx: Drop Off ................................................................................................................... 364
Unfill Rx: Enter ........................................................................................................................ 368
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Method 1: Enter Rx Number into the Universal Search Field ................................................. 374
Method 2: If the Rx Number is Not Known ............................................................................. 375
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Scenario 2 New Patient (Does Not Exist on the Pharmacy Network) ....................................... 515
Scenario 3 Existing Local Patient (Not Synchronized to the Client Registry) ............................ 518
PEI DIS (Prince Edward Island Drug Information System) ................................ 556
Searching for Patients on the Network ................................................................................... 557
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Scenario 1: New Patient without PHN (Not in your Local Database) .......................................... 557
Scenario 2: New Patient with PHN (Not in your Local Database) ................................................ 561
Scenario 3: Existing Patient (In Your Local Database).................................................................. 563
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Infants...................................................................................................................................... 746
Filling for Pets .......................................................................................................................... 747
Viewing a PharmaNet Patient Profile...................................................................................... 749
Viewing Rxs Dispensed by Other Pharmacies ......................................................................... 750
Performing Request Profile Mailing ........................................................................................ 755
Performing a Local Profile Request ......................................................................................... 758
Drug Card................................................................................................................................. 763
Drug Search .................................................................................................................................. 764
Pat Info Long ................................................................................................................................ 766
Pat Counselling............................................................................................................................. 767
Professional Counselling .............................................................................................................. 768
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Filling a Prescription with No Existing ODB Coverage or ONNMS Plan Entry ......................... 803
Reversals.................................................................................................................................. 808
Responses from ONNMS ......................................................................................................... 809
Dentists and ONNMS............................................................................................................... 810
Drug Utilization Review Warning Response Codes ................................................................. 811
Future Dating........................................................................................................................... 812
Back date Rxs........................................................................................................................... 813
Inquiry Functionality ............................................................................................................... 814
Nursing Home.......................................................................................................................... 815
Placing Monitored Rxs on Hold ............................................................................................... 816
Narcotic Rx Exceptions ............................................................................................................ 817
Narcotic Rxs for Prisoners and Inmates ....................................................................................... 817
Monitored Rxs for In-patients of a Public Hospital...................................................................... 818
Monitored Rxs for Residents of Long-Term Care Homes ............................................................ 818
Monitored Rxs for Animals .......................................................................................................... 818
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Document Conventions
NOTE: The Kroll Session Manager will be added to the windows taskbar.
2. From the File menu select the Exit command. The following window will appear:
If you answer Yes or No to exit the system without a day end summary, you will be prompted
with a final message:
NOTE: It is not necessary to print the day end totals or network totals for each
session; one printout of each report will include all Rxs for the day.
Permissions
Permissions
The Permission settings in Kroll can be configured to allow or prevent access to certain areas
within the software to specific User Groups. Each user group can be assigned a unique set of
permissions.
NOTE: To add additional user groups, go to User Groups > Edit > Users and Groups.
3. Enter your initials and password.
Permissions
The Edit Permissions form will appear for the group you have selected.
Permissions
View Patient
When unchecked, you will not be able to search for or access any patient files where address,
plan numbers, allergies/conditions, etc., are contained. You will still have the ability to refill
prescriptions, but not to fill a new prescription as this requires patient selection verification.
View Doctor
When unchecked, you will not be able to search or access any doctor files where license
number, designation, phone/fax, etc., are contained. You will still be able to refill prescriptions,
but you will not be able to fill a new prescription, as this requires doctor selection verification.
View Drug/Mixture
When unchecked, you will not be able to search for or access any drug/mixture files where DIN,
strength, on hand value, etc. are contained. You will still have the ability to refill prescriptions,
but you cannot fill a new prescription as this requires drug/mixture selection verification.
Permissions
Permissions
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Permissions
Rx Totals Report
Special Services Fee Report
Time Distribution Report
Drug Reports
Drug Inventory Listing Report
Drug Listing Report
Drug Price Change Report
Drug Usage Report
Generic Sales Analysis Report
Inventory Report
Nursing Home Reports
Nursing Home Drug Usage Report
Nursing Home Drug Utilization Report
Administration Reports
AR Adjustments Audit Report
Pre-Authorized Charges Report
Submitted/Received Difference
Other Reports
Mailing List Report
Old Reports
Old Daily Totals
Old Monthly Totals
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Permissions
Sheet
Patient (Comments Report)
Patient Encounters Report
Rx Reports
Daily/Weekly Workload Report
Drug Reports
Drug (Comments Report)
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Permissions
Administration Reports
User Information Report
Other Reports
AR (Comments Report)
Comments Report
Delivery Order Summary Report
ToDo Report
Old Reports
Old Dispill (Style 1) Report
Add AR Charges
When unchecked, the user will not have permissions to charge items to a patients Accounts
Receivable profile (CTRL+R). You will still be able to view, edit, and delete charge items.
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Permissions
Edit/Delete AR Charges
When unchecked, you will not have permission to edit or delete charge items from a patients
Accounts Receivable profile (CTRL+R). You will still be able to view and add a charge item.
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Permissions
Add AR Payments
When unchecked, you will not have permissions to add payment items to the Payments tab of
the patients Accounts Receivable profile (CTRL+R). You will still be able to view, edit, and
delete a payment item.
Edit/Delete AR Payments
When unchecked, you will not have permissions to edit or delete payment items from the
Payments tab on the patients Accounts Receivable profile (CTRL+R). You will still be able to
view and add a payment item.
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Permissions
Run AR Reports
When unchecked, you will be denied access to the following accounts receivable (AR) reports:
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Permissions
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Permissions
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Permissions
Maintenance Permissions
Change Plans
When unchecked, the Plans tab in Edit > Plans/Pricing is removed from view, preventing
you from accessing or viewing plan information like provider ID, plan pricing, billing number
setup, etc.
Change Pricing
When unchecked, Strategies, Strategies Exceptions, Drug Price Groups, Patient Price Groups,
and Copays tab is removed from Edit > Plans/Pricing to prevent changes to existing pricing
configurations.
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Permissions
Change Users
When unchecked, you will not have access to Users and Groups (Edit > Users and Groups)
where Kroll users are added/removed, and group permissions are assigned.
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Permissions
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Permissions
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Permissions
NOTE: This option will appear on your system only if you have paid for the
Central Fill Module.
Change Province
When unchecked, you will not be able to change the province that the Kroll system is working
in from File > Configuration > Set Province.
Manager
When checked, this option signifies that the user group is a managers group.
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4. The pharmacist must enter their Initials and Password into the applicable fields.
5. Optionally change the expiry time of the association; the expiry automatically defaults to
23:59 (i.e. 1 minute before midnight).
NOTE: Association cannot extend past the current day; therefore, association must
be performed daily by the acting pharmacist(s).
6. Place a checkmark next to the assistant(s) working with the pharmacist by clicking the
checkbox to the left of the user initials, or highlight the user line-entry and press the
Spacebar.
7. Finalize the association by clicking User, or by pressing Enter on the keyboard; this will
automatically close the Pharmacist Association Form.
Users can optionally check on the association status by accessing File Users User
Pharmacist.
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NOTE: Once disassociated, the assistant(s) will need to user with another pharmacist
in order to continue processing prescriptions.
1. Click on the File dropdown menu or press ALT+F on the keyboard.
2. Click Users or press U on the keyboard.
3. From the sub-menu, click Disassociate Pharmacist or press D on the keyboard.
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Start Screen
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Start Screen
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Start Screen
Start Screen
The Start Screen is displayed when a user successfully logs into a Kroll session; note that
multiple sessions can be opened on one terminal, but it is not recommended to have more than
3 sessions per terminal as this may slow down computer processing times.
The Start Screen is where all main functions can be accessed; it is considered the home base
of the Kroll Pharmacy Software. Pressing ALT+X on the keyboard will always return to this
window. The Start Screen is broken down into the following key sections:
1. Function Keys
2. Universal Search Field
3. Menu Options
4. Dashboard Icons
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Start Screen
Function Keys
The Function Keys (i.e. F3, F5, F7, F9, F11, and F12) are located directly below the menu
options. These keys are explained in detail in later sections of this user manual.
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Start Screen
Users can also enter a prescription number (Rx) or transaction number (Tx) into the Universal
Search Field and choose one of the following options:
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Start Screen
F11-Drop-Off:
Refill the prescription
Modify Rx:
Modify the most recent Tx in the Prescription Chain without generating a new transaction
number when possible (e.g. Add missing repeats to a prescription).
Reprint Rx:
Displays options for the user to reprint vial labels, hardcopies, Kroll Care, privacy labels, and
receipts for the most recent Tx in the Prescription Chain.
Cancel Rx:
Allows users to reverse a prescription
Modify Specific Rx #:
Modify a Tx that is NOT the most recent Tx in the Prescription Chain.
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Start Screen
Reprint Specific Rx #:
Displays options for the user to reprint vial labels, hardcopies, Kroll Care, privacy labels, and
receipts for an Rx that is NOT the most recent Tx in the Prescription chain.
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Start Screen
Menu Options
The menus located across the top of the window (File, Edit, Reports, Cards, etc.) can be
accessed by clicking on the word with the mouse, or by pressing ALT and the underlined letter
(e.g. ALT+F to access the File dropdown menu).
File/Edit:
The File and Edit menus contain commands used for configuring and managing the Kroll
Pharmacy Software. Since a large majority of system configurations will be centrally
maintained, users will rarely have to access these two menus unless otherwise specified.
Reports:
The Reports menu contains a comprehensive list of Kroll reports. This menu is organized into
categories for quick access to desired reports. Reports will be discussed in more detail in latter
sections of the User Guide.
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Start Screen
Cards:
The Cards menu is a reiteration of the function keys (i.e. F3, F5, F7, F9, F11, and F12). Clicking
on one of the commands in this menu is equivalent to pressing the associated function key on
the keyboard.
Utilities:
The Utilities menu contains supplementary features of the system including Drug Ordering,
Interactions Checking, Patient Merge, Drug Merge, Quick Price, Print Free Form Labels, etc.
Sessions:
The Sessions menu allows users to open and manage multiple Kroll sessions from one terminal.
See section on Getting Started Managing Multiple Sessions.
Help:
The Help menu provides access to on-screen help and diagnostic tools.
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Start Screen
Dashboard Icons
There are 7 Dashboard Icons located on the system Start Screen:
Each icon provides access to tools that support pharmacy operations; when used properly,
these tools help improve patient care. Note the numbers in the red circles indicate the number
of entries listed under the specific dashboard icon (e.g. there are 2 entries listed under the
Callbacks Icon). The following subsections will provide an introduction to the functionalities
available under each icon.
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Start Screen
Workflow Icon
The Workflow Icon is the default view for the Start Screen; it displays prescriptions that are
overdue, approaching due time, or in the Trouble queue. The Workflow window allows users to
quickly determine the number of Rxs approaching due time at each prescription processing
stage
Rx Counts are also displayed under the Workflow screen. Users can quickly access the screen to
view how many New Rxs, Repeat Rxs, Cancelled Rxs, and Total Rxs were filled for that day; the
count resets at 12:00am daily.
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Start Screen
RX Counts
The Details button located directly below Rx Counts information provides additional
prescription related totals including prescription number range, dollar value breakdown, and
third party adjudication totals. Users can enter a previous date in the Totals for Date field and
click Recalculate or press Enter on the keyboard to view totals for the inputted date.
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Start Screen
Scan
The Scan Icon displays images that have been scanned into the system via the document
scanner. From the scan window, users can select to view images that were scanned into the
system for a specific number of days (e.g. From the last _7_ days).
The left side of the screen displays a list of entries representing images that were scanned into
the system. Users can highlight an entry on the left side of the screen and the corresponding
digital image will appear on the right. Once an image is highlighted, users can perform one of
the following actions:
1. Add New Rx for Script Image Create a new Rx work order for the Image
2. Add to Patient Documents Attach and save an image to a patient record through Patient
Documents.
3. Send as Mail Send the image via email
4. Print - Print the image
5. Delete Image Delete the image
6. Zoom: Shrink or enlarge the image.
NOTE: Click F5-Refresh or press F5 on the keyboard to ensure that the most recently
scanned prescriptions are displayed in the list.
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Start Screen
Figure 15 Scan
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Menu Options
Callbacks
The Callback Icon displays communications initiated from the system to prescribers. An entry is
automatically created in the Callback list whenever one of the following actions is initiated from
the system:
The Add to Doctor Callbacks command is selected from the Extra Functions menu in the
Patient Medication Profile.
The Doctor Authorization Report (a.k.a. Fax Doctor Report) is printed or previewed from the
system.
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Menu Options
The Call Doctor function is selected from the F12-Filling screen under the Rx dropdown
menu.
From the Callback screen users can choose to view callback entries generated for a specific
Date Range:
Current+ x days = Displays entries that are currently active as well as those that are
scheduled to become active x number of days.
All = Displays all entries, historical and current.
History+ x days = Displays entries that have been resolved for x number of days.
Filter results further by accessing the Doctor dropdown menu (CTRL+O) to view callback
entries generated for a specific prescriber.
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Menu Options
The status of a callback entry can be managed by highlighting an entry and selecting one of the
following options:
O (OK Refills)
Users can select this option to add prescription repeats to an entry. Once repeats have been
added, the status of the entry will change to Doc Okayed.
F (Fill)
The F (Fill) option is only available for callback entries with a status of Doc Okayed. When this
option is selected, users will be presented with the following choices:
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Menu Options
1. Copying the entry to a new Rx number will create a new Rx Work Order
2. Apply repeats to the existing entry
3. Ignore changes = do nothing
W (Mark as Waiting)
This option changes the status of a callback entry to Wait for Doc.
R (Refuse Refills)
Select this option if the prescriber has declined the pharmacys request for repeats on behalf of
the patient. Selecting this option will change the status of the callback entry to Doc Refused
and add an entry under the Follow-ups Icon to remind the user to contact the patient and let
them know their request for repeats was refused.
D (Summarize Doctor)
Selecting this option will display the address, phone number and fax number of the prescriber
listed in the callback entry. This option makes it easy to access contact information for the
prescriber.
Print Report
Selecting this option will allow users to print the To Do Report. This report can be used to
identify outstanding/resolved notes, refills, follow-ups, and doctor callbacks.
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Menu Options
Follow Ups
The Follow-ups Icon displays entries that serve as reminders to follow up with patients
regarding a specific matter; the actual follow up can be performed via phone call or face-to-face
interaction. Follow up entries can be added as follows:
Manually add a follow up entry by clicking INS or pressing Insert on the keyboard from the
Follow Ups window.
The Patient Note screen has a number of options which are explained below:
Due Date/Time
Select when the follow-up is due to occur.
Reoccurring Follow-up
Patient follow-ups can be configured to re-occur every x number of days.
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Menu Options
Patient
Depending on how the follow-up entry was added, the patient field may or may not be
populated. If the patient field is empty, click F2 or press F2 on the keyboard to search and insert
a patient record into the follow-up entry.
Entered by
Users can enter their initials to identify the author of the follow-up entry. The initials are
defaulted to the user who opened the session but can be overwritten.
Resolved by
Users can enter their initials to confirm a follow-up has been completed. Once a follow-up has
been resolved it can only be accessed by setting the date range to History + ___days.
Comment
Details of the patient follow-up can be recorded in the Comment field.
Mark a Callback entry as Doc Refused. When a prescriber refuses to authorize repeats for a
patient, the pharmacy needs to follow-up with the patient so they can make other
arrangements to obtain their medication.
From the Follow Ups window users can choose to view entries generated for a specific Date
Range:
Current+___ days = Displays follow-up entries that are currently active as well as those that are
scheduled to become active in x number of days. <Blank> will display follow-up entries due
today.
All = Displays all follow-up entries; historical and current.
History+___ days = Displays follow-up entries that have been resolved x number of days ago.
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Menu Options
Add a patient encounter from the patient record and flag it as a follow up.
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Menu Options
Notes
The Notes Icon is a communication tool used by pharmacy users to communicate with each
other. The intention is to reduce paper clutter within the dispensary by using a system
supported function that facilitates user-to-user communication.
For example, the pharmacist may wish to leave a message for the afternoon assistant indicating
that drug expiry checking should be continued to the second to the third bay; the pharmacist
can relay this message to the assistant by inserting an entry into the notes section.
NOTE: The key to using the notes function effectively is to ensure that pharmacy
users look under the Notes Icon for messages from their team members.
From the Notes window, users can choose to view note entries generated for a specific Date
Range:
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Menu Options
Current+___ days = Displays notes entries that are currently active as well as those that are
scheduled to become active in x number of days. <Blank> will display note entries due today.
All = Displays all note entries; historical and current.
History+___ days = Displays note entries that have been resolved x number of days ago.
Users can add an entry to the notes section by clicking INS, or by pressing Insert on the
keyboard to bring up a To Do Note screen. Any message relating to pharmacy operations can
be inputted here for all users to view.
The To Do Note screen has a number of options which are explained below:
Due Date/Time
Users can select when the note entry will become active. Active notes contribute to the
running count on the Notes Icon.
Reoccurring Notes
Notes can be configured to re-occur every x number of days.
Entered by
Users can enter their initials to identify who created the note; the initials are defaulted to the
user who opened the session but this can be overwritten.
Resolved by
Users can enter their initials to confirm that a note has been read or acknowledged. Once a
note has been resolved it can only be accessed by setting the date range to History +
___days.
Comment
Responses or general comments regarding the note can be entered in the comments field.
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Menu Options
Mail Icon
The Mail Icon is an internal email system built within the Kroll Pharmacy Software. The Mail
Module is the tool Head Office will use to send fan out messages to pharmacy users for
various communications including, but not limited to, provincial network broadcasts.
The red number beside the mail icon indicates the number of unread messages available for the
user that is currently logged into the system. Clicking on the Mail icon will invoke the Mail
system to start up.
As long as a user is set up in the Kroll Pharmacy Software, they will have the ability to send a
message to another local system user. Namely, pharmacists and assistants within a particular
pharmacy will be able to send email messages to each other as long as they maintain an active
user account within the system.
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Menu Options
Figure 23 Mail-Inbox
NOTE: Messages can only be directed to other users on your local system.
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Menu Options
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Patient
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Patient
NOTE: From the F3-Patient Search Screen, notice the yellow bar across the top of the
window. Yellow denotes patient records throughout the system.
In the patient search field, enter one of the following patient search criteria:
1. Last Name, First Name (e.g. Doe, Jane OR doe,j OR Doe OR ,Jane)
2. A period (.) and the Patient Quick Code (e.g. .DoeJ)
3. 7 or 10 digit phone number (e.g. 800-263-5876 or 263-5876)
4. A number sign (#) and the +Third Party Billing number (e.g. #123456789)
5. An asterisk (*) to search ALL patients in the database
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Patient
Once the patient search criterion has been entered, click Search or press Enter on the keyboard
to search the database for matching results.
NOTE: The more detailed the search criteria, the smaller the result-set will be.
Conversely, the broader the search criteria, the larger the result-set will be.
A list of patients matching the search criteria will be displayed. Select the applicable patient
record by:
1. Using the Arrow Keys to highlight the entry and press Enter to select
2. Typing in the line number corresponding to the applicable entry and press Enter to select
3. Double click on the desired patient with the mouse.
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Patient
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Patient
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Patient
2. In the Universal Search Field, enter one of the following patient search criteria:
a) Last Name, First Name (e.g. Doe, Jane OR doe,j OR Doe OR ,Jane)
b) A period (.) and the Patient Quick Code (e.g. .DoeJ)
c) 7 or 10 digit phone number (e.g. 800-263-5876 or 263-5876)
d) A number sign (#) and the +Third Party Billing number (e.g. #123456789)
e) An asterisk (*) to search ALL patients in the database
3. Once the search criterion has been entered, click F3-Patient or press F3 on the keyboard to
execute the patient search.
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Patient
4. A list of patients matching the search criteria will be displayed. Select the applicable patient
record by:
a) Using the Arrow Keys to highlight the entry and press Enter to select
b) Typing the line number corresponding to the applicable entry and press Enter to select
c) Double click on the desired entry with the mouse.
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Patient
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Patient
2. In the Patient Search field, enter one of the following patient search criteria:
a) Last Name, First Name (e.g. Doe, Jane OR doe,j OR Doe OR ,Jane)
b) A period (.) and the Patient Quick Code (e.g. .DoeJ)
c) 7 or 10 digit phone number (e.g. 800-263-5876 or 263-5876)
d) A number sign (#) and the +Third Party Billing number (e.g. #123456789)
e) An asterisk (*) to search ALL patients in the database
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Patient
3. Once the search criterion has been entered, press Enter on the keyboard to execute the
patient search.
4. A list of patients matching the search criteria will be displayed. Select the applicable patient
record by:
a) Using the Arrow Keys to highlight the entry and press Enter to select
b) Typing the line number corresponding to the applicable entry and press Enter to select
c) Double click on the desired entry with the mouse.
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Patient
5. Click F11-Drop-Off or press Enter on the keyboard to select the Patient Record into the F11Drop-Off Screen.
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Patient
An Advanced search can also be initiated from the Patient Search Screen by clicking on the
option to Show Advanced Options from the Patient Sidebar on the far right side of the screen.
The Advanced Search will reveal additional fields for searching a patient:
a) Inactive Patients
b) Address
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Patient
c) City
d) Birthdate (DD/MM/YYYY)
e) SubPlan (i.e. Third Party Plan)
f) Group (i.e. reporting groups)
g) Price Group
Enter any available advanced patient search criteria and click Search or press Enter on the
keyboard to search for the patient record.
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Patient
NOTE: An Inactive Patient Record cannot be used in prescriptions. The user will have
to reactivate the patient record by placing a checkmark next to the Active flag in order
to fill their prescription.
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Patient
There are various reasons why a user may choose to inactivate a patient record. For example,
the patient may be deceased, or may have moved to another country. Inactivating these
records allows the regular search to provide more succinct results; this reduces the chances of
selecting the wrong patient record into a prescription.
To locate inactivated patient records in the system, perform an Advanced search and make
sure the Inactive or All flag is marked on the far right. Search for the patient as usual to find the
applicable record.
NOTE: Inactive patient records will appear in RED in the patient search screen.
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Patient
Plan
Birth
Age
Phone
By selecting the option to Change Columns, the Edit Scan Columns window will appear with
opportunities to customize the type of patient information displayed in the search results. For
example, users can select to view Gender as one of the information columns. As well, users can
highlight an entry from the Edit Scan Columns window and click Move Up or Move Down to
determine where the information is displayed relative to the other information columns. At any
time, the user can select the option to Use Default Columns which will cause the column view
to revert back to the default.
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Patient
Once the user has selected the columns they want displayed on the Patient Search Screen, they
can click OK or press Enter on the keyboard to save changes until the session is closed. If the
user wants the changes to be permanent, they must right click with the mouse on the columns
and select the option to make these the Default Columns.
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Patient
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Patient
Figure 39 Performing Patient Record Search
3. The user will be brought to a new patient information window where data can be entered.
4. The cursor will default to the Last Name field; use the TAB key to move from field to field to
fill in all available patient information (SHIFT+TAB will move the cursor back a field).
5. Once the patient fields have been filled out, click Save with the mouse or press Enter to
save the patient record.
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Patient
4. From the list of results, highlight the family member of the new patient by using the Arrow
Keys.
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Patient
5. Press Enter to select; or type in the line number corresponding to the applicable entry and
click Edit; or press Enter to select; or double click on the desired entry with the mouse.
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Patient
The patient record of the relative will appear. Review the information and confirm that this is
the patient you want to copy information FROM by clicking Select or pressing Enter on the
keyboard.
If the patient you are copying FROM has third party plans, the system will ask you Do you
want to copy the patients plans? Answer Yes or No accordingly.
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Patient
If the user answers Yes to copying the patient plans, a window will appear prompting the user
to select a relationship to the cardholder. Once the relationship has been selected, click OK
with the mouse or press Enter on the keyboard to continue.
Note that the third party plan will be Linked to the patient that the information was copied
from. If any changes to the plan numbers need to be made, it must be done from the
originating patient record.
Enter missing information for the new patient record such as birthdate, gender, snap cap
preference, phone numbers, etc.
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Patient
Click Save with the mouse or press Enter on the keyboard to save the patient record.
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Patient
Last Name
Type the Last Name of the patient (do not add any symbols to this field).
First Name
Type the First Name of the patient (do not add any symbols to this field).
Salutation
Type the salutation (e.g. Mr, Mrs, Miss, Dr, etc) or click on the down arrow to select the
appropriate salutation from the options.
Address 1 & 2
Type the patients street address in one or both lines.
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Patient
City, Province, Postal Code Country
Type in the rest of the address information.
Email
Enter the email address of the patient.
Phone
Phone numbers can be entered in this area. The phone number will auto-format so simply type
in the numbers without using hyphens or brackets.
To add a phone number click Ins, press Insert on the keyboard, or simply begin typing the
number in the field.
To delete a phone number, highlight the entry you want removed and click Del or press Delete
on the keyboard. A window will appear asking the user to confirm the deletion.
To edit a phone number, highlight the entry and either:
a) Click F2 with the mouse
b) Press F2 on the keyboard
c) Double click the entry
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Patient
Birthdate
Enter the patient birthdate as DDMMYYYY. The year can be entered as a 2 or 4 digit number
(e.g. 1950 or 50). Once the birthdate is entered, the system will automatically calculate the
patients age in years.
Gender
Type the letter M or F to indicate Male or Female, or click on the down arrow to select the
gender.
Language
The patient language will default to English. Click on the down arrow to select a different
language for the patient. Be careful when changing the language setting as this will cause the
SIG on the vial label to print in the language selected if the language is configured into the
system. (Note: English translations will appear on hardcopy for pharmacist checking).
Height
Enter the patients height. Pharmacy users should use the same measurements to record height
to maintain database consistency (i.e. make a decision to use Feet or Centimeters, but not
both).
Weight
Enter the patients weight. Pharmacy users should use the same measurements to record
weight to maintain database consistency (i.e. make a decision to use Kg or lbs, but not both).
Provincial Plan
Enter the patients provincial health number (i.e. ODB, HSN, PHN, ULI) in this field.
Groups
Patients can be included in a group for reporting. Patient Groups are created by head office and
can be applied by pharmacy users to any number of patients. For example, a group called
Diabetic can be attached to all patients that are Diabetic. Also note that patients can belong
to more than one Patient Group.
To add a Patient Group, click Ins with the mouse or press Insert on the keyboard to call up a
selection window displaying the available groups to insert.
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Patient
To delete a Patient Group, highlight the entry you want to remove and click Del or press Delete
on the keyboard. A window will appear asking the user to confirm the deletion.
To edit a Patient Group, highlight the appropriate entry and either:
a) Click F2 with the mouse
b) Press F2 on the keyboard
c) Double click on the entry
Comments
Patient records can contain any number of comment entries, and each entry can contain a large
amount of data.
To add a comment, click Ins with the mouse, press Insert on the keyboard, or simply begin
typing in the comment field. The following window will appear:
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Patient
Select a Topic for the comment by accessing the dropdown menu. A topic must be selected in
order to save the comment.
Each comment has three options. To enable an option, use the mouse to click on the checkbox,
or TAB to the desired option and use the spacebar on the keyboard.
1. Show on Rx: Enabling this option will display the comment at the F12-Filling Screen.
2. Print on Hardcopy: Enabling this option will print the patient comment on the hardcopy.
Note that only one patient comment can be flagged for this option as there is limited space
on the hardcopy.
3. Alert: Enabling this flag will cause the comment to pop up every time the patient record is
accessed, and every time an Rx is filled for the patient.
To delete a comment, highlight the appropriate comment entry and click Del, or press Delete
on the keyboard. A window will appear to confirm the deletion.
To edit a comment, highlight the appropriate comment entry and either:
a) Click F2
b) Press F2 on the keyboard
c) Double click on the comment.
Make any necessary changes and click Save with the mouse or press Enter on the keyboard.
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Plans
Third party plan information is stored in the Plans section of the patient record. A patient can
have unlimited number of third party plans, and the system will support billing to all plans listed
in the patients record.
To add a plan, click Ins with the mouse, press Insert on the keyboard, or simply begin typing the
name of the plan. The following Patient Plan Information screen will appear. Users can fill out
third party details from this window.
Plan
Select the third party provider by clicking on the down arrow or by typing the name of the plan.
Order
If there is only one plan for the patient, it will automatically be set as the Primary plan. If there
is more than one plan, the user must specify the sequence of billing for coordination of benefits
(i.e. primary, secondary, tertiary, etc.)
Relationship
Select the relationship of beneficiary to the cardholder of the plan. Type the number
corresponding to the correct relationship, or click on the down arrow to view all options.
Deduct Type
This field is only used for manually billed plans and refers to how the patient deductible is
calculated (e.g. select whether the deductible amount is calculated based on percentage or
dollar amount).
Deduct Value
This field is only used for manually billed plans and must be left blank for real-time plans. If the
plan is a manual plan, enter the value of the deductible in this field (works in conjunction with
Deduct Type).
Expiry Date
If applicable, enter the date the plan expires; the date should be entered as DDMMYYYY.
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Patient
First Name
Enter the patients first name as it appears on the plan card if it is different than what is
entered on the patient record. The first name entered here will be sent to the plan. For
example, if the patients name on the plan card is Robert, but on the patient record it is
recorded as Bob, type Robert into the First Name field.
Cardholder Name
Enter the last name of the cardholder if it is different from the last name entered on the patient
record; the last name entered here will be sent to the plan. This field is useful for women who
have kept their maiden names after marriage but are beneficiaries under their husbands plan.
Inactive
Place a checkmark next to this flag if the plan no longer accepts claims for the patient. An
alternative to inactivating a plan is to delete it.
Always Use in Rx
This flag is ON by default and applies the plan to all Rxs filled for the patient. This flag may be
turned OFF for plans that only cover certain medications/products (e.g. STI Plans, Workman
Compensation Plan, etc.)
To delete a plan, highlight the appropriate plan entry and click Del with the mouse or press
Delete on the keyboard. A window will appear to confirm the deletion.
To edit any plan information, highlight the appropriate plan entry and either:
a) Click F2
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Allergies
Any number of allergies can be added to a patient record. Note that allergies entered into the
patient record will be cross-checked against prescriptions filled for the patient using the First
Data Bank (FDB) clinical module.
To add an allergy, click Ins with the mouse or press Insert on the keyboard. Options to search
the allergy can be done by selecting the Starts with or Contains option beside the search
field. Click Search or press Enter on the keyboard to begin the search.
Use the Arrow Keys to highlight the desired allergy entry and click Select with the mouse or
press Enter on the keyboard to continue. Once the allergy is selected, the Patient Allergy
Information window will appear with fields to indicate the Source of the allergy, the Date the
allergy was reported, and Comments regarding the allergy.
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Patient
NOTE: Allergy entries that have a comment will have an asterisk next to it.
Once all necessary information has been entered into the Patient Allergy Information form,
click OK with the mouse, or press Enter on the keyboard to save changes.
Allergies can also be added by searching and selecting specific drugs (as opposed to using
therapeutic classifications). To add an allergy by searching for a specific drug, click on the Add
Drug button from the allergies section of the patient record.
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Patient
A Drug Search Screen will appear; search for the drug the patient is allergic to (Refer to
Searching for a Drug). Once a drug is selected, a screen will display all components of the
drug; all components will be selected by default. If the patient is only allergic to a fraction of the
components, uncheck the rest of the components.
Once the components of the drug have been selected, click OK or press Enter on the keyboard
to call up the Patient Allergy Information window where comments and other supplementary
information can be entered.
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Patient
To delete an allergy record, highlight the appropriate entry and click Del or press Delete on the
keyboard. The system will prompt the user to confirm the deletion.
To edit an existing allergy record, highlight the appropriate entry and either:
a) Click F2
b) Press F2 on the keyboard
c) Double click on the desired allergy entry.
Make any necessary changes and click OK or press Enter to save changes.
Medical Conditions: Any number of medical conditions can be added to a patient record. Note
that medical conditions entered for a patient will be cross-checked against prescriptions in the
patient medication profile using the First Data Bank (FDB) clinical module. Users should only
add physician-diagnosed medical conditions to the patient record; this prevents inaccurate
clinical warnings from showing up during the prescription filling process.
To add a medical condition, click Ins, press Insert on the keyboard or simply begin typing the
medical condition in the field. The Select a Condition window will appear with the option to
search by Starts with or Contains. As well, users can search by ICD-10-CA conditions, FDBDX
conditions or both. Click Search with the mouse or press Enter on the keyboard to begin the
search.
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Patient
Use the Arrow Keys to highlight the desired condition and click Select or press Enter to
continue. Once the condition is selected, the Patient Condition Information form will appear
allowing the user to add supplementary information such as Source of the medical condition,
the Date the condition was reported, and Comments regarding the medical condition (Note:
medical condition entries that have a comment will have an asterisks next to it).
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Patient
Figure 54 Patient Condition Information
Once all necessary information has been entered into the Patient Condition Information form,
click OK with the mouse, or press Enter on the keyboard to save changes.
To delete a condition, highlight the appropriate condition entry and click Del or press Delete on
the keyboard. A window will appear to confirm the deletion.
To edit a condition, highlight the appropriate condition entry and either:
a) Click F2
b) Press F2 on the keyboard
c) Double click on the entry to call up medical condition details.
Make any necessary changes and click OK or press Enter on the keyboard to save changes.
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General
The General tab displays general information and preferences of the patient.
Active
Patient records are active by default. Uncheck the Active flag if the patient has not filled
prescriptions with the pharmacy for an extended period of time and you do not want them
appearing in the regular patient search. Inactive patients are excluded from reports unless
otherwise specified in the Options tab of the report.
Animal
If the patient is an animal, place a checkmark next to this flag; the corresponding text field will
open up so the users can enter a descriptor such as dog or cat. In certain provinces,
activation of this flag triggers taxes to be applied to the patients prescriptions (i.e. Veterinarian
Rxs are taxable). In certain DIS provinces, activation of this flag will prevent the patients
prescriptions from being sent to the pharmacy network.
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Deceased on
If the patient has passed, enter their deceased date in this field. If a deceased date is entered,
the Active fag will become automatically unchecked.
Delivery Type
Not available at this time.
Delivery Route
Not available at this time.
Price Group
Patients can be placed into a Price Group to activate patient specific pricing. Click on the down
arrow to select from the available Patient Price Groups which are set up by head office.
Drug Line 1
Drug Line 1 refers to first piece of drug information printed on the vial label; users can choose
from: None, Brand, Generic, Description, Equivalent To, or Description 2. The drug information
is pulled directly from the Drug record.
Drug Line 2
Drug Line 2 refers to the second piece of drug information printed on the vial label; users can
choose from: None, Brand, Generic, Description, Equivalent To, or Description 2. The drug
information is pulled directly from the Drug record.
Double Count
This field allows users to indicate if double counting is necessary for the patient. The options
are: Not Required, Always or Narcotics Only. If an option to double count is selected, a
message will display on the packaging screen at the filling stage to prompt the user to double
count medications for the patient.
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No Kroll Care
Place a checkmark next to this flag if the patient has requested not to receive Kroll Care
Monographs. Activation of this flag will prevent the Kroll Care from printing for any
prescriptions filled for the patient.
Encounters
This section is used to track and record encounters with the patient; this includes drug
education, privacy consent, medication reviews, professional services and more. Detailed
explanations of Encounter functions are available from the Patient Sidebar Functions section of
the Kroll Pharmacy Software User Guide.
The Encounters section allows the user to quickly determine if there are any Open (i.e.
unresolved) interactions with the patient. Users can also quickly see if privacy consent has been
provided to the pharmacy.
To add an encounter, click Show to access the Patient Encounters window; then click Add
Encounter. From the options select the type of encounter you would like to add to the patient
record (options may be different for some provinces).
To delete an encounter, highlight the desired encounter entry and click Del or press Delete on
the keyboard. A window will appear to confirm the deletion.
To edit or pull up details of an existing encounter, highlight the desired entry and click F2 with
the mouse, press F2 on the keyboard, or double click on the entry. The details of the encounter
will be displayed onscreen; make any necessary changes and click OK or press Enter on the
keyboard to save the changes.
Unit Dose
Enter unit does packaging details in this section. Note that whenever a Unit Dose Type or Unit
Dose Cycle is selected, the user will be prompted to activate and configure unit dose packaging
for each prescription that is processed for the patient.
Type
Enter the type of unit dose packaging used for the patient. Select from Dosett, Pilpak,
Pilpak 28 Day.
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Cycle
Enter the number of weeks of medication packaged for the patient for one cycle.
Price Group
Enter a pricing strategy that adds a supplementary charge to unit dose Rxs.
NOTE: Unit Dose Price Groups are configured and set up by head office.
Rx Total
This is a read-only section that keeps a running total of the number of Rxs filled for the patient
and the cumulative dollar value of those Rxs. Click Reset to reset the counters to zero.
ID
Whenever a patient record is created, it is assigned an ID; this read-only ID is used to track the
patient within the system tables.
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Family
Family members can be grouped together in the system for managing records more efficiently.
Once members of a family are grouped together, changing the information of one member (i.e.
address, telephone number, and/or third party plan information) will allow the user to extend
the change to other family members. Once the updated information is entered, press enter on
the keyboard and a window with the existing family members will show up. If the changes
apply, click the checkbox.
In addition, linking family members together in the system will link their work orders together
at point of sale. For example, if John and Jane are linked as family members and both have
prescriptions ready for pick-up, when the pharmacy user accesses Johns prescriptions at
pickup, Janes prescriptions will be displayed as well. The user will have the choice of asking the
patient if he wants to pick up prescriptions for his family members. This functionality ensures
that patients do not have to make multiple trips to pharmacy as well as helping users manage
the Pickup Bins more effectively.
To add a family member, click Ins with the mouse or press Insert on the keyboard. This will call
up a Patient Search Screen. Search and select the applicable patient as you would regularly; if
the family member you are linking has a different address than the original patient, you will be
prompted to optionally update the addresses so they match.
NOTE: If a patient is added into the database by copying an existing patient, the
Family link will automatically be created.
To remove a family member, highlight the member you want to remove and click Del or press
Delete on the keyboard. You will be asked to confirm the deletion.
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Other
The Other tab displays information on when the patient record was created, when it was last
changed, and when a prescription was last filled for the patient.
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99
Patient
100
Patient
101
Patient
102
Patient
103
Patient
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Patient
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Patient
Rx Filled in Error
The Rx Filled in Error profile displays prescriptions filled in error for the patient. This profile is
commonly known as the Garbage Profile because it houses prescriptions for the patient that
should not have been filled and contain wrong information. Entries in this profile are
excluded from drug interactions checking and should not influence dispensing decisions.
Access the Rx Filled in Error profile as follows:
a) From the Patient Record, press SHIFT+F9 on the keyboard.
b) From the Patient Record, click Rxs Filled in Error from the sidebar.
c) From the Patient Record, click on the Profile dropdown menu (ALT+O) and select the
Rxs Filled in Error command.
NOTE: Users cannot access the Rx Filled in Error profile from the F11-Drop-Off
window.
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Patient
From the selection screen, place a checkmark next to the clinical information you want to
retrieve from FDB; the Select All and Select None buttons allow users to quickly check or
uncheck all the options. Once selections have been made, click OK or press Enter on the
keyboard to execute the FDB analysis; the analysis will be based on information contained in
the Patient Medication Profile.
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Patient
Results of the analysis will be displayed in the Clinical Reports window under separate tabs
across the top of the screen; click Back to move left a tab, click Next to move right a tab. There
is also an option to print the clinical report by accessing the File dropdown menu and selecting
the command to Print.
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Patient
The Edit Scan Columns window gives users the ability to customize the Rx columns displayed on
the patient medication profile; simply place a checkmark next to the information you want
displayed. Users can also highlight a selected option and click Move Up or Move Down to
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Patient
determine where the information is displayed relative to the other information columns. At any
time, the user can select the option to Use Default Columns which will cause the column view
to revert back to the default.
Once the user has selected the columns they want displayed on the Patient Medication Profile,
they can click OK or press Enter on the keyboard to save changes until the session is closed. If
the user wants the changes to become permanent, they must right click on the columns and
select the option to make these the Default Columns.
The below chart lists all the column options available for selection and provides a description of
the information contained within the column:
Column Name
Column Description
Status
Rx Num
Qty
Brand Name
Sig
Auth
Rem
Doctor
Date
Ago
Orig Rx
Generic Name
Equivalent To
Sig Expansion
Cost
Markup
Fee
MixFee
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Column Name
Column Description
SSCFee
Special Service Code Fee; the dollar value of the fee will be displayed in
this column.
Total dollar value of the last filled Rx in the Prescription Chain (Cost +
Markup + Fee + MixFee + SSCFee = Total).
Total fees of the last filled Rx in the Prescription Chain (Fee + MixFee +
SSCFee = Total Fee).
Days supply of the last filled Rx in the Prescription Chain.
Indicates whether the prescription is inactive
Drug Identification Number of the drug product.
User initials of the pharmacist who worked on the prescription.
User initials of the assistant who worked on the prescription.
Remaining number of refills (e.g. 1 refill, 2 refills, etc.)
Authorized number of refills (e.g. 1 refill, 2 refills, etc.)
Number of days before the prescription is due to be refilled (e.g. 10
days until due)
Date when the first Rx of the Prescription Chain was filled.
Expiry Date of the written prescription (Note: expiry dates for written
prescriptions vary from province to province and drug schedule to drug
schedule).
Batched prescription: Y = Yes; N = No
Nursing Home prescription: Y = Yes; N = No
Central Fill prescription: Y = Yes; N = No
Indicates the blister card number the prescription is assigned to.
Indicates the current workflow state the prescription is at.
Displays the Methadone Ingest Date for methadone prescriptions.
Total
Total Fee
Days
Inact
DIN
Initial
Tech
Rem #
Auth #
Due
OrigDate
ExpDate
B
NH
CF
Card #
Tracking
Methadone Ingest
Date
MI
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M-Modify prescription(s)
R-Reprint prescription(s)
C-Cancel prescription(s)
D-Detail prescription(s)
I-Inactivate prescription(s)
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Figure 71 Tagging Prescriptions
F-Refill
To tag prescriptions for refill:
1. Highlight or tag prescription(s) to be refilled by pressing F on the keyboard or clicking FRefill with the mouse.
2. Once the Refill command has been executed, the F12-Filling screen will appear.
NOTE: Notice that the status of the prescription on the upper left hand corner of
the window will read Refill. A work order due time must be selected from this
screen in order to continue processing the prescription.
M-Modify
To tag prescriptions to modify:
1. Highlight or tag prescription(s) to be modified by pressing M on the keyboard or clicking
M-Modify with the mouse.
NOTE: Once a prescription has been adjudicated to a plan, only certain fields will be
open for modification; any field that impacts price will not be editable.
R-Reprint
To tag prescriptions to reprint:
1. Highlight or tag prescription(s) from the patient medication profile
2. Select to reprint various labels such as vial labels, hardcopies, Drug Information
Monographs, Privacy label, and Receipts.
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Patient
C-Cancel
Cancelling a prescription means the user would like to reverse a prescription; if an Rx is being
cancelled after adjudication to a third party, a reversal will also be made for financials. Users
can highlight or tag prescription(s) from the patient medication profile and press C on the
keyboard or click C-Cancel with the mouse. Once the Cancel command has been executed,
the prescription will be brought up in cancel mode; the user will be asked to confirm whether
or not they would like to cancel the prescription.
When cancelling any prescription, the user will be presented with a message box asking Is this
the Rx that you want to cancel?
Yes Proceed with reversing the prescription
No Do nothing, return to the previous screen
Cancel and Refill Used in scenarios where the user has made an input error and needs to
reverse the Rx, make a correction, and refill the Rx to the third party plan.
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Patient
When cancelling an Unfill (i.e. On hold Rx), users will be presented with a message asking Do
you want to Cancel this Unfilled Rx and mark it as a mistake? If the user answers Yes the
prescription will be removed from the medication profile.
When cancelling the first fill of a prescription, the user will be presented with a message box
with two options:
Make this Rx Unfilled (i.e. put the prescription on hold)
Filled in Error Remove from profile
When cancelling the first fill of a Not Dispensed Rx (i.e. OTC to profile prescription), the user
will be prompted to mark the prescription as Filled in Error Remove from profile.
D-Detail
The Detail command allows users to view adjudication details for a prescription. This command
is useful for identifying and resolving pricing issues. Obtain adjudication details from the patient
medication profile as follows:
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Patient
Highlight the prescription of interest and press D on the keyboard or click D- Details to view the
Rx Detail form.
This screen will bring up all the transaction numbers (Tx Number) used with the original Rx.
Figure 73 Rx Detail
Highlight the Tx Number of interest and press D on the keyboard or click D-Billing Detail to view
the Rx Plan Detail Form. This screen breaks down the amounts paid by each third party payer
for the Tx selected.
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Patient
NOTE: Any value for Cash is indicative of the patient pays amount.
Highlight the third party plan entry, in this case the AHE, and press D on the keyboard or click DAdjudication History to view the Rx Plan Adjudication History form which shows the details
and messages sent back from the third party plan.
At this point, pressing D or clicking D-View Adjudication Detail will bring up the Adjudication
Claim and Response Form. The left side of the screen, Claim Values, shows all the values being
sent to the third party payer. The right side of the screen, Response Values, shows all the
values and messages sent back from the third party payer.
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Patient
Escape from the various adjudication detail screens by pressing ESC on the keyboard.
I-Inactivate
User can highlight or tag prescription(s) from the patient medication profile to be inactivated by
pressing I on the keyboard or clicking I-Inactivate with the mouse. Once the Inactivate
command has been chosen, the user will receive a screen showing the eligible and ineligible
prescriptions.
Once a prescription is inactivated, it can be reactivated by accessing the Extra Functions menu
and selecting the command to Reactivate (Please refer to Extra Functions Reactivate for
details).
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Patient
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Patient
highlight or tag prescription(s) from the medication profile and copy to a new prescription
number (or work order).
1. Using the spacebar highlight or tag the prescriptions that you want to copy to a new
prescription number.
2. 2. Press Y on the keyboard or click Y-Copy To New with the mouse; the F11-Drop-off
window will be populated with prescription information from the copied Rx.
Once all prescriptions have been copied, click on Finalize Work Order or press Enter on the
keyboard to move the work order to the Input stage.
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Patient
Suspend
The Rx Suspend feature allows prescriptions to be suspended from filling and appearing on
reports (including all blister packaging reports) for a specific amount of time or indefinitely.
Suspended prescriptions can be filled interactively if needed. During an interactive fill, the user
will receive a warning that the Rx is suspended. However, the dispensed quantity cannot be
adjusted since the day the patient started taking the medication for this fill is unknown.
An active prescription can be suspended for a number of reasons (e.g. Drug-to-drug
interactions, hospital admission, etc.). The pharmacist can suspend selected prescription(s)
on the profile as follows:
Tag prescription(s) on the Patient Medication Profile you want to suspend. Use the Spacebar
on the keyboard to tag prescriptions.
Access the Extra Functions menu by clicking Extra Functions with the mouse, or by pressing x
on the keyboard. Select the command to View/ Edit Suspends/Resumes, and then choose the
options to Suspend.
The Suspend Rx(s) window will be displayed:
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Patient
Under the Suspend section, enter the Date, Time, and Reason for suspending the Rx(s). Users
can select a reason for suspending the Rx(s) from options available in the dropdown menu, or
they can type in a free-form reason. There is also an optional Comment field for entry of
supplementary information regarding the suspend action.
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Patient
Resume
When users suspend an Rx, they can also choose to set a Date, Time and Reason for
resuming the Rx if this is known; if this information is unknown, leave it blank to suspend the Rx
indefinitely. Users can select a reason for resuming Rx(s) from one of the options available in
the dropdown menu, or they can type in a free-form reason. There is an optional Comment
field for entry of supplementary information regarding the resume action.
Towards the bottom of the Suspend Rx(s) window, details for the selected prescriptions are
displayed. If more than one Rx is being suspended, the first tab will show an Rx Summary listing
all prescriptions selected for the suspend action. Subsequent tabs will contain information
specific to the Rx number listed on the tab.
Once the suspend information has been inputted, click Suspend Eligible Rxs or press Enter on
the keyboard; prescriptions with a status of OK to suspend will become suspended (NOTE: Rx
with the following statuses cannot be suspended - Inactive, Inactive (Copied), Inactive
Transferred Out, Fee for Service, Stock Transfer or Unfill).
A suspended prescription will appear on the Patient Medication Profile with a status Suspended.
Tag prescription(s) on the Patient Medication Profile you want to resume. Use the
Spacebar on the keyboard to tag prescriptions.
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Patient
2. Access the Extra Functions menu by clicking Extra Functions with the mouse, or by pressing
x on the keyboard. Select the command to Suspend/Resume, and then choose the options
to Resume.
3. The Resume Rx(s) window will be displayed:
Select the Date, Time and Reason for resuming the Suspended Rx. Users can select a reason for
resuming Rx(s) from one of the options available in the dropdown menu, or they can type in a
free-form reason. There is an optional Comment field for entry of supplementary information
regarding the resume action.
Once the resume information has been inputted, click Resume Eligible Rxs or press Enter on
the keyboard, prescriptions with a status if OK to Resume will become active again.
View/Edit Suspend/Resume
Users can access the suspend/resume history for a specific prescription by highlighting the
prescription from the Patient Medication Profile and accessing Extra Functions
Suspend/Resume View/Edit Suspend/Resume.
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Patient
To edit an existing suspend/resume entry, highlight the entry and press F2 on the keyboard, or
double click on the entry to bring up the Edit Rx Suspension window. Users can add or change
data in any of the fields and click OK to save changes.
Once a suspension has been set for a prescription, users are prevented from deleting the
suspension when the suspend date is set to a previous date. Prescriptions that have a suspend
date set to the future can be deleted.
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Patient
Once prescription(s) have been flagged for doctor callback, access the System Start Screen by
pressing ALT+X on the keyboard and click on the Callback Icon. The prescriptions that were
selected for Add to Doctor Callbacks will appear as callback entries with a status of Call
Doctor. Users can double click on a specific entry to add a comment regarding the callback, or
to resolve the callback.
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Add to Rx To Do List
The Add to Rx To Do List function allows users to quickly create a work order for refill
prescriptions. Users can tag prescriptions that need to be refilled from the Patient Medication
Profile and assign a due time for the work order. For example, if Ms. Jane Doe arrives at the
pharmacy to refill her Cortate and Clotrimaderm creams, the user can create a work order
from the Patient Medication Profile as follows:
1. Access the Patient Record for the patient requesting the repeat(s).
2. Access the Patient Medication Profile.
3. Using the Spacebar on the keyboard, tag all prescriptions that need to be refilled
4. Click on Extra Functions with the mouse or press x on the keyboard.
5. Select the option to Add to Rx To Do List.
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Patient
The Create Refill Reminder(s) window will appear prompting the user to enter a due date for
the refill prescription(s). Users can click on the Down Arrow to select one of the pre-configured
due times. Or the user can click F2 to enter a specific Due Date and Time. Once the due time
has been selected for the refill work order, click OK with the mouse or press Enter on the
keyboard.
The refill(s) will be prioritized against all other exiting work orders in the system and presented
to the user for processing at each applicable Rx stage.
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Patient
Once the command is selected, the Patient Medication Profile will only display therapeutic
equivalents for the prescription that was initially selected.
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Fax Doctor
The Fax Doctor command generates a refill request for prescriptions tagged from the Patient
Medication Profile. Multiple prescriptions can be tagged to appear on the Fax Doctor Report.
Generate a Fax Doctor Report for one or more prescriptions from the Patient Medication
Profile as follows:
1. Search and access the record for the patient who requires a Fax Doctor Report.
2. Access the Patient Medication Profile.
3. Using the Spacebar on the keyboard, tag all prescriptions that need to be included in the
Fax Doctor Report.
4. Click on Extra Functions with the mouse or press x on the keyboard.
5. Select the option to Fax Doctor(s) and wait for the Doctor Authorization Report window to
appear.
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The user will have a number of options available from the Doctor Authorization Report
window:
Comments Tab
Users can enter comments specific to the tagged prescriptions. The comment will be deleted
from the report parameters once the report is printed.
Options Tab
User can check or uncheck any of the options listed in this area. The Preview option located at
the bottom of the reports window allows users to view the report before actually printing.
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Patient
Click Print to print the Fax Doctor Report (a.k.a. Doctor Authorization Report).
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Patient
NOTE: If prescriptions tagged from the Patient Medication Profile are from different
prescribers, the report will print separate pages for each prescriber so that refill
request are grouped and faxed to the doctor that initially prescribed the Rx.
Whenever a Fax Doctor Report is generated for a prescription, the system will automatically
add an entry for the prescription into the Callback Window. The entry serves as a reminder to
follow up with the prescriber regarding the refill request. The Callback window can be accessed
from the ALT+X Start Screen by clicking on the Callback Icon.
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Patient
NOTE: When the Rx Number (i.e. Rx Num) is copied to a new prescription number, the
system will automatically remove the callback entry from the callback window.
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Patient
From the Selection Tab of the Limited Use Request, ensure the Rx Info flag is checked.
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From the Customized Text Tab, users will see pre-populated information under the First
Section and Second Section; however, the information can be overridden for customized
wording.
Click Print to print the Limited Use Request form for the selected prescription. Note the Limited
Use Code and associated medical reason will be printed towards the bottom of the report.
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Patient
From the Selection Tab of the Section 8 Request window, ensure that the option for Rx Info is
checked.
From the Options Tab, check off the options you want printed on the report.
From the Customized Text tab, users will see pre-populated information requesting the Section
8; however, the information can be overridden for customized wording.
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Patient
In the Store Search field, enter the name or address of the pharmacy the prescriptions are
being transferred to. If the pharmacy cannot be found from the Store Transfer List, click the
New button to add the pharmacy store information.
If the pharmacy is found from the Store Transfer List, highlight the pharmacy entry and click
Select.
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Patient
Once the pharmacy store information has been populated into the Rx Transfer Report window,
the user can click Edit at any time to change the information entered.
Enter the Pharmacist Name and Comments as required and click Transfer Out Eligible Rxs.
Answer Yes/No when asked Do you want to print the Transfer Report?
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Patient
Once a prescription has been transferred to another pharmacy, the Rx will have a status of
Inact (Transferred Out).
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Reactivate Rx
The Reactivate function allows users reactivate prescription(s) with an Inactive status. Be
careful when reactivating a prescription; be sure you know why the Rx was inactivated in the
first place to avoid dispensing errors.
Reactivate an inactive prescription as follows:
1. Access the Patient Medication Profile.
2. Use the spacebar to highlight the inactive prescription you would like to reactivate.
3. Click Extra Function with the mouse or press x on the keyboard.
4. Select the command to Reactivate Rx.
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The Reactivate Rx window will appear. Click Reactivate Eligible Rxs with the mouse or press
Enter on the keyboard to reactive prescriptions with a status OK to Reactivate.
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Alternate Addresses
Users have an option to add a secondary address for a patient using the Alternate Addresses
option.
Click Alternate Addresses from the Patient Sidebar to access the Alternate Patient Addresses
window. From the Location field click Ins or Add to add a description for the new address (e.g.
Summer Home, Parents Home, Childs Home, etc.). Fill in the fields as required and click Save
or press Enter on the keyboard when complete.
Users can access Alternate Addresses from the sidebar at any time to add additional addresses,
edit existing information, or delete an address. Simply use the Add, Modify and Delete keys.
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Charting
Patient Charting allows users to monitor and record patient health metrics directly within the
pharmacy management system. Benefits include the ability to print charts, as well as having the
ability to electronically store patient health information in one area for ease of access. Values
can be added to any chart by clicking the Ins key located to the right of the charting window.
Users can edit or delete an entry by clicking F2 or Del respectively.
NOTE: Any chart value that has a comment attached to it will have an asterisk to the
left of the entry. Hovering the mouse over the entry will expand the comment in a
yellow box.
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Weight
Weight charting allows users to record values in kilograms (kg) or pounds (lbs). Only one form
of weight measurement needs to be entered; the system will automatically convert the entered
measurement into the form that is missing (e.g. if the user enters 115lbs, the system will
calculate the kg field to 52.27kg).
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Patient
Height
Height charting allows users to record values in centimeters (cm) or inches (in). Only one form
of height measurement needs to be entered; the system will automatically convert the entered
measurement into the form that is missing (e.g. if the user enters 170cm, the system will
calculate the inches field to 66.93in).
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Blood Pressure
Blood pressure charting allows entry of a Systolic, Diastolic, and Pulse Rate value. The pulse rate
is measured in beats per minute (bpm).
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Patient
Blood Sugar
The blood sugar concentration is the amount of glucose (sugar) present in the blood. If blood
sugar levels drop too low, hypoglycemia can develop if untreated. If levels remain too high,
hyperglycemia can develop and cause many of the long term health problems associated with
diabetes. Blood sugar values are measured in millimoles per litre (mmol/L) within the system.
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Patient
Cholesterol
Total cholesterol levels are recorded in millimoles per litre (mmol/L).
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Creatinine CL
Creatinine clearance values are used to evaluate the rate and efficiency of kidney filtration. It is
used to help detect and diagnose kidney dysfunction and/or the presence of decreased blood
flow to the kidneys. Creatinine clearance charting allows users to enter values for Weight,
Height and Serum Creatinine level (SCr) which is measured in millimoles per liter (mmol/L).
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Clozaril
Patients taking Clozaril are required to have white blood cells (WBCs) and Absolute Neturophil
Count (ANC) levels monitored on a regular basis by physicians and dispensing pharmacists.
These values can be recorded in the patient record of the Kroll Pharmacy Software for instant
lookup and retrieval.
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Patient Documents
The Kroll Pharmacy Software has built-in functionality to import and attach external files (e.g.
docx, pdf, xslx, jpeg, etc.) to specific patient records through the Document function listed on
the patient sidebar. With this function, users can import medical forms, medication charts, lab
results, etc. into the system for electronic storage. Electronic files facilitate a paperless
pharmacy as well as providing ease of access.
Files are added and saved under individual patient records as follows:
1. Search and access the applicable patient record.
2. Once the patient record is up on the screen, click on the Documents option located on the
sidebar to bring up the Patient Document List window.
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Patient
a) Selecting From Fax/Network Scan will allow the user to scan an image into patient
documents using the Document scanner.
b) Selecting From Other File will allow the user to search for the file path where the
document is saved.
NOTE: When an image (e.g. jpeg, bmp) is being attached to a patient record,
users will have a chance to crop, rotate or flip the image before saving.
Once the file has been selected, users can add a Description and Comments regarding the
attachment; more than one comment can be associated with an attachment.
Click Save or press Enter on the keyboard to save information and to return to Patient
Document List. Notice that the description and comments of the highlighted entry will be
displayed at the bottom of the screen.
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Patient Encounters
Patient Encounters allow pharmacists to electronically document clinical interactions with the
patient. Encounters can be documented under various categories including Counseling, Privacy
Consent, Medication Reviews, and Professional Services.
It is important to note that recording an encounter for a Medication Review or
Professional Service will not account for the billing aspect of the service; this must be
completed separately.
Add a Patient Encounter as follows:
1. Search and access the patient record you would like to add an encounter for.
2. Once the patient record is on the screen, click on Encounters located on the sidebar to
display the Patient Encounters window. Note that the fractional number represents
Unresolved Encounter/Resolved Encounter.
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From the Patient Encounters window, click on Add Encounter to display a list of Encounter
Types:
If Counseling is selected, users can select a counseling type from the dropdown menu and
record the content that was discussed, how counseling took place (e.g. over the phone, in
person, etc.), and the number of minutes spent with the patient. If users would like to follow up
with the patient at a later time, they can enter a Follow Up date which will create a reminder in
the Follow Up Icon on the date entered. Click Save or press Enter on the keyboard save
information entered into the Patient Counseling Form.
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If ODB Meds Check/Medication Review is selected, a window will appear:
From the Reason dropdown menu allows the user to indicate the type of medication review
being performed.
Prompt to counsel the patient in ___ number of days;
Prompt to counsel the patient on or after DD/MM/YYYY;
Never prompt the patient for Medication Review This option should only be selected upon
request by the patient.
Print Report This option will call up the Medication Review Report configuration window.
Users can select to include or exclude certain prescriptions from the report as well as configure
options to customize the report.
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Patient Refused Counseling If a patient has refused a medication review for this time only,
users can document the refusal using this option.
The Professional Services option is very similar to the Counseling option. Users can document a
Professional Services Type from the dropdown menu and record the content that was
discussed, and enter the number of minutes spent with the patient. If users would like to follow
up with the patient regarding the professional service, they can enter a Follow Up date which
will create a reminder in the Follow Up Icon on the start screen.
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Patient
Once the Professional Service encounter is complete, users can click on the Resolve button to
indicate that the service has been billed and resolved.
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Patient History
Patient History allows users to track changes made to the Patient Record including changes to
third party plans, phone numbers, addresses, etc. The Patient History window is read-only and
displays entries sorted by date and the user who executed the change. To view details of a
patient record change, simply click on the plus sign (+)to expand the details or hide details by
clicking on the minus sign (-).
Users can also highlight a history entry and click Display Record After Changes or Display
Record Before Changes. The window that displays record after changes will display the patient
record after the change was made, whereas displaying record before change will display the
patient record before the change was made.
NOTE: Users can print the patient history window as displayed (i.e. details hidden or
revealed) by clicking on the Print button located on the bottom of the screen.
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To view details or edit information for an entry in the Patient Limited Use Drugs window,
double click on the entry with the mouse; this will call up the Patient Limited Use Form.
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Patient
From the Patient Limited Use Form, users can click on View Limited Use Reason Code to call
up all applicable reason codes for the drug product. Note that the reason code cannot be
changed for the Rx from this screen, but it can be viewed.
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To Do
The To Do Screen displays all outstanding callbacks and follow ups for the patient. Users can
manually insert a to do item for the patient by clicking Ins or pressing Insert on the keyboard.
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Drug
NOTE: From the F5-Drug Search Screen, notice the green bar across the top of the
window; green denotes drug records throughout the system.
In the drug search field, enter one of the following drug search criteria:
1. Brand/Generic Name, Strength/Pack Size (e.g. Apo-Metformin, 500/360)
2. DIN (5-8 digits)
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NOTE: The more detailed the search criteria, the smaller the result-set will be.
Conversely, the broader your search criteria (i.e. less detailed), the larger your resultset will be.
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In the Universal Search Field, enter one of the following drug search criteria:
1. Brand or Generic Name, Strength/Pack Size (e.g. Apo-Metformin, 500/360)
2. DIN (5-8 digits)
3. UPC (11-12 digits)
4. A period (.) and the Drug Quick Code (e.g. TYLE3)
5. # symbol and the Catalog Item Number (e.g. #78945)
Once the search criterion has been entered, click F5-Drug or press F5 on the keyboard to
execute the drug search.
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a) Using the Arrow Keys to highlight the entry and press Enter on the keyboard
b) Type in the line number corresponding to the applicable entry and press Enter on the
keyboard
c) Double click on the desired entry with the mouse.
The F5-Drug Record will be displayed.
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In the Drug Search field, enter one of the following drug search criteria:
1. Brand/Generic Name, Strength/Pack Size (e.g. Apo-Metformin, 500/360)
2. DIN (5-8 digits)
3. UPC (11-12 digits)
4. A period (.) and the Drug Quick Code (e.g. TYLE1)
5. # symbol and the Catalog Item Number (e.g. #78945)
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Once the search criterion has been entered, press Enter on the keyboard to begin the drug
search.
A list of drugs matching the search criteria will be displayed. Select the applicable drug record
by either:
a) Using the Arrow Keys to highlight the entry and press Enter on the keyboard
b) Type in the line number corresponding to the applicable entry and press Enter on the
keyboard
c) Double click on the desired entry with the mouse.
The F5-Drug Record will be displayed.
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Drug
Click Drop-Off or press Enter on the keyboard to insert the Drug Record into the F11-Drop-Off
Screen.
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DIN
Form
Mfr - Manufacturer
Accessing the option to Change Columns will bring up the Edit Scan Columns window where
users can customize the type of drug information displayed in the search results. For example,
users can select to view Pack Size as one of the information columns displayed. Additionally,
users can highlight a selection from the Edit Scan Columns window and click Move Up or Move
Down to determine where the information is displayed relative to other information columns.
At any time, select the option to Use Default Columns to revert back to the default settings.
Once the user has selected the columns they want displayed on the Drug Search Screen, they
can click OK or press Enter on the keyboard to save changes until the session is closed. If the
user would like the changes to be permanent, they must right click on the columns and select
the option to Make these the Default Columns.
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Locate the Advanced flag from any Drug Search Screen. Place a checkmark next to the
Advanced flag by using the mouse, or by pressing CTRL+A on the keyboard.
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NOTE: Inactive Drug Records cannot be used to process any prescriptions. The user
will have to reactivate the drug record, or use another drug record for the Rx.
There are various reasons why users choose to inactivate drug records. For example, a drug
may be inactivated because the manufacturer no longer produces the particular pack size, or
the drug may be discontinued. Inactivating these records allows the regular search to provide
more succinct results; this reduces the possibility of selecting the wrong drug pack into a
prescription.
To locate inactivated drug packs in the system, perform an Advanced search and make sure the
Only Inactive or All flag is marked on the far left. Search as usual to find the applicable record.
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NOTE: Inactive drug packs will appear as red entries on the Drug Search Screen.
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Drug
A message will appear indicating to the user that they cannot add a new drug record without
performing an Advanced drug search. Click OK or press Enter to initiate the Advanced drug
search.
From the Advanced search screen, click Ins-Insert with the mouse or press Insert on the
keyboard again to add the new drug record.
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Drug
A prompt will appear asking the user to enter the Pack Size of the new drug. Enter the pack size
and click OK or press Enter on the keyboard to continue.
The user will be brought to a new drug record screen where data can be entered. The cursor
will default to the Name field; use the TAB key to move forward from field to field and fill in all
applicable drug information (SHIFT+TAB will move your cursor backwards).
Once all the applicable fields have been filled out, click Save or press Enter on the keyboard to
save the information.
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NOTE: Drug Fields with asterisks next to them are mandatory drug fields and must be
filled in order to save the drug record.
Name*
Displays the Brand Name of the drug product
Generic*
Displays the Generic Name of the drug product
Description: Displays an abbreviated physical description of the drug product
Description 2
Displays other physical descriptors of the drug product different from the Description field
above.
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Once the user is satisfied that the new drug does not exist in the system, click Copy Drug with
the mouse or press CTRL+Y on the keyboard. A second drug search window will appear; search
for the drug that already exists in the database.
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Drug
From the list of results, highlight the drug you want to copy by either:
Using the Arrow Keys to highlight the entry and press Enter on the keyboard
Type in the line number corresponding to the applicable entry and press Enter on the keyboard
Double click on the desired entry with the mouse.
The drug record you want to copy will be displayed. Review the information and confirm that
this is the drug you want to copy information FROM by clicking Save or pressing Enter on the
keyboard.
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Drug
A small window will appear prompting the user to enter the Pack Size for the new drug. Enter
the pack size and click OK or press Enter on the keyboard to continue.
A prompt will occur asking the user to copy the price information. Select the desired response.
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Drug
The user will be brought to a new drug record with information copied from the old drug
record. The DIN and price fields will not be copied over.
Fill out the remainder of the drug fields and click Save or press Enter on the keyboard to save
the information.
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Equivalent To
If the drug record is a generic product, this field displays the brand name equivalent.
Default SIG
Used to quickly populate the RX with a repeatedly used sig code.
Location
Store level users can enter information about the physical location of a drug product in this
field to facilitate retrieval (e.g. Refrigerator, Safe, etc.)
Generic Type
Displays one of the following options:
1. Brand Multi Source Brand
2. Brand Multi Source Generic
3. Brand Single Source
4. Generic Multi Source
5. Generic Single Source
DIN*
Displays the Drug Identification Number for the drug product. This field can also house PDIN
Pseudo DIN, NPN Natural Product Number, HDIN Homeopathic DIN, or OPIN
OPINION.
Strength*
Displays the strength of the drug product.
Followup (Days): Users can enter the number of days that elapse before a follow-up reminder is
created in the system to remind the pharmacist to follow up with the patient regarding their
drug treatment.
Form*
Displays the form of the drug product (e.g. capsule, tablet, injection, etc.)
Route*
Displays the route of administration for the drug product (e.g. oral, topical, intravenous, etc.)
Manufacturer*
Displays the manufacturer of the drug product (e.g. Astra, Pfizer, Apotex, etc.)
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Handling Instr.
Users can enter handling instructions for a drug product (e.g. for example, sublingual tablets
should be handled with clean dry hands).
Price Group
A price group can be assigned to a drug record for activation of specific pricing requirements.
Drug Price Groups are configured and assigned by head office.
Department
Drug Departments are used to narrow report output to certain clusters of drugs, similar to the
function of Drug Groups. The main difference between Drug Groups and Drug Departments is
that a drug record can only belong to one department which maintains mutual exclusivity
between departments, whereas a drug record can have multiple Drug Groups.
Marketing Message
Marketing messages are configured by head office. These messages promote and support
awareness for certain products as well as facilitate branding of the business. When a Marketing
Message is entered into a drug record, the message will be printed on the patient receipt
whenever a prescription is filled for the drug. For example, if a pharmacy is holding a diabetes
clinic, a marketing message can be attached to diabetic drugs and supplies to promote and
provide information regarding the clinic.
Reportable*
A checkmark in this field indicates that the system will track prescriptions filled for the drug
product and display results in the Narcotic Report.
Dispense as Pack
A checkmark in this field indicates that the drug product will be billed to third parties as
multiples of one pack rather than billed as dosages. This flag is used for billing of birth control,
inhalers, and nasal sprays in some provinces.
Ward Stock:
This option is used for pharmacys that dispense ward stock to patients.
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Trial: When this flag is checked, a prompt will appear during the first fill of a prescription asking
the user if they would like to fill a trial supply rather than filling the total dispense quantity of
the prescription.
Device
This flag indicates that the drug record is for a medical device, not a drug product. This flag is
also used in the transmission of DIS device transactions in Atlantic Provinces.
Immunization
This flag indicates that the drug record is for an immunization.
Flavor Rx
This flag indicates that flavoring should be used to augment the taste of the medication. A note
will be printed on the hardcopy to remind users to use flavoring during preparation of the drug.
Class
Displays the therapeutic class code as obtained from First Data Bank.
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Clinical Form*
Displays the clinical form of the drug product as obtained from First Data Bank.
Narcotic Monitoring*: This flag will be checked for drug products that are a part of the
provincial Narcotic Monitoring Program (not applicable in all provinces).
Drug Line 1
Displays the type of drug information (i.e. Brand, Generic, Description, Description 2, Equivalent
To) that is printed on the vial label.
Drug Line 2
Displays the type of drug information, different from Drug Line 1 that is printed on the vial
label.
Half-size SIG
When this flag is activated, it will cause the SIG to print at half the size it normally prints at. This
option is useful for drug products that usually have long SIG instructions, for example eye
drops.
Track Expiry
When this flag is activated, the user will be required to enter the expiry date (MM/YYYY) of the
drug product into the Motorola handheld during the filling stage.
Refrigerated
When this flag is activated, the word Refrigerated will appear on the handheld during filling
and at point of sale during the prescription pick up stage.
Drug Substitutions
The Drug Sub function allows users to point the drug record to an interchangeable substitute.
This function allows users to switch away from using one brand to another. When a Drug Sub is
entered into this field, the user will be prompted to use the substitution when inputting a
prescription.
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Comments
Drug records can have an unlimited number of comments. To add a comment, click Ins, press
Insert on the keyboard, or simply begin typing the comment.
Select a topic for the comment by clicking on the down arrow or pressing the down arrow on
the keyboard to view the list of choices. A topic must be selected in order to save the comment.
Each comment has three options. To enable an option, use the mouse to click on the checkbox
or TAB to the desired option and use the spacebar to select.
Show On Rx
Enabling this option will display the comment on the F12-Filling Screen.
Print on Hardcopy
Enabling this option will print the comment on the hardcopy portion of the Rx label. Note that
only one drug comment can be flagged on the hardcopy due to limited space.
Alert
Enabling this flag will cause the comment to pop up every time the drug card is accessed.
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Drug
To delete a comment, highlight the appropriate comment entry and click Del, or press Delete
on the keyboard. A window will appear to confirm the deletion.
To edit a comment, highlight the applicable comment entry and either:
1. Click F2 with the mouse
2. Press F2 on the keyboard
3. Double click on the comment and make the necessary changes.
4. Click Save or press Enter to save changes.
Groups
Drugs can be included in a group for a wide range of reporting purposes. Drug Groups are
created by head office and can be applied to any number of drug records. For example, a drug
group called Diabetic Supplies can be created and attached to a drug records for diabetic
supplies. Also note that drugs can belong to more than one Drug Group.
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Drug
NOTE: Drug Fields with asterisks next to them are mandatory drug fields and must be
populated in order to save the drug record.
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General Tab
The General Tab of the drug record contains a snapshot of drug information including pack
sizes, pricing, on hand quantities, ordering points, UPCs, etc.
Packs (#)*
This area displays the different pack sizes available for the drug product (in Ontario, this area
will also display ODB pack sizes). When a drug pack is highlighted, the information displayed to
the right will refer to the specific pack size selected.
Pack Active*
Pack sizes that are actively being used, or have been used recently in a prescription should have
the Pack Active flag enabled. Users can remove the Pack Active flag for pack sizes that have
been discontinued, or are no longer in use by the pharmacy. Inactive drug packs will not be
returned on a regular drug search; an advanced drug search must be executed in order to
view inactive drug packs.
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Quick Code
Enter a short code that represents the drug record which facilitates searching (e.g. T3 for
Tylenol with Codeine #3). Note that the Quick Code must be preceded by a period (.) in the
drug search screen to indicate that the user is searching using Quick Code convention.
Purchase Price*
The first price field always displays the price used to purchase the drug product from the
vendor (i.e. acquisition cost). Pricing strategies within the system may pull from this field.
Price Fields*
The four price fields located below the Purchase field will vary from province to province and
will be centrally maintained by head office. Pricing strategies set within the system may pull
from one of these fields.
Default Vendor*
The default vendor will be set to K&F for all drug records.
On Hand*: The On Hand field displays the current amount of medication available for
dispensing. Users will be required to enter their User Initials and Password in order to modify
values in the field.
Min Qty*
The minimum quantity field displays the point when a drug pack is triggered for reordering. For
example, if the minimum quantity is set at 100, when the on hand drops below 100 units, the
drug pack will be placed on order. The Days field will display the minimum number of days
supply that triggers reordering and is related to Min Qty through a calculated formula. Min Qty
is required for perpetual inventory.
Max Qty
The maximum quantity tells the system how much of a drug product should be reordered. For
example, if a drug pack has a Max Qty set to 300, the system will order enough so that the
current on hand reaches 300 units. The Days field displays the maximum days supply a store
should have on hand and is related to Max Qty through a calculated formula. Max Qty is
optional for perpetual inventory; when the field is empty the system will always order 1
package of the drug pack.
UPC*
The UPC field displays the drug pack UPC. If there is more than one UPC for the drug pack, the
UPC marked as default will be displayed here (See UPC section for further details).
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Lot
User can optionally enter the Lot number of the drug product in this field. Note that this field
cannot account for multiple lot numbers.
Expiry Date
Users can optionally enter the expiry date of the drug (DDMMYYY) in this field, or type in the
number of Days that the drug is good for once it is dispensed. The expiry date will print on the
vial label. Note that this field cannot account for multiple expiries.
Front Store
A checkmark in this flag indicates that the product is available over-the-counter.
Drug Picture
A large majority of drug records will have a drug picture attached. Periodic updates from
central maintenance will ensure that drug records have an associated drug picture.
Created On
The timestamp indicates the date and time the drug record was created.
Changed On
The timestamp indicates the date and time the drug record was last changed.
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Ordering Tab
The ordering tab contains information and configurations related to drug ordering.
Packs (#)
This area displays the different pack sizes available for the drug product (in Ontario, this area
will also display ODB pack sizes). When a drug pack is highlighted, the information displayed to
the right will refer to the specific pack size selected.
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No Inventory Adjustment
When this flag is activated, the On Hand field will not be adjusted when the drug is dispensed,
nor will it be adjusted when the product is received into the system; in other words, this flag
causes the On Hand field to remain static. This flag may be used for OTC products that you
create a Not Dispensed prescription for because you want it in the patients medication
history, but you dont want to deduct inventory from the drug record.
On Hand
The On Hand field displays the current amount of medication available for dispensing. Users will
be required to enter their User Initials and Password in order to modify values in the field. This
field is also available from the General Tab.
Base Ordering On
Ordering points can be based on Min/Max or Usage/Days Supply (default). In both scenarios, if
automatic ordering is activated, a drug product will be placed on order when the On Hand
value drops below the Minimum value. When Min/Max is selected, the Days Supply fields will
be greyed out and vice-versa.
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Drawbacks of Min/Max ordering:
The Min/Max values do not change once they are set, so the user must be aware of drug usage
and adjust ordering points accordingly when required.
Place Order
Accessing the Place Order function will allow the user to add a manual order for the drug; this
manual order will become a part of the automatic order when it is generated. To create a
manual order, simply select the Vendor (i.e. McKesson), enter the quantity being ordered, and
enter the Order Date. This function is most commonly used when the pharmacy wants to order
more of a product even when the On Hand quantity is greater than the minimum required.
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Drug
Additionally, accessing the Place Order function allows users to future-date a drug order so that
the drug product will be placed on order on the date specified. This is useful for drug products
that have short expiries or are costly to stock in advance of dispensing. To future-date an order
simply enter the date in the future that you would like the drug product to be ordered.
Order Grouping
This function is used to create re-order points for a drug grouping. By grouping interchangeable
drugs Kroll will re-order the primary assigned pack when stock depletes from each drug card in
the group.
Usage Values
Usage Values provide users with a succinct snapshot drug movement in terms of daily usage,
average Rx quantity, and maximum Rx quantity. Usage values help users to make optimal
decisions on replenishment.
Outstanding Orders
Whenever the drug product has been ordered, an entry will be created under Outstanding
Orders to indicate that the drug product is on its way to the pharmacy, or is in the process of
being ordered.
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Whenever there is an entry under Outstanding Orders, the drug product will NOT be ordered
even when the On Hand is below the minimum required; this prevents the system from
duplicating orders for drug products.
UPCs Tab
The UPCs tab contains all UPCs listed for the selected drug pack. Highlight the applicable drug
pack on the right hand side to view UPCs corresponding to the pack size. UPCs are centrally
maintained; therefore, any errors should be communicated to the Pharmacy Support Helpdesk
for correction.
The UPCs listed in this section are used to verify that the product being used to package an Rx
at the filling stage is the correct product.
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Plans Tab
The information contained in the Plans tab is centrally maintained by head office and serves
two purposes. The first is to display formulary coverage for the drug product; users can look
under this tab and locate the entry for the provincial plan (in this case ODB for Ontario) and see
if the drug product is covered or not. Provincial coverage is updated regularly through
formulary updates to the system.
The second purpose of the Plans tab is to house Pseudo DINs that are adjudicated to third
parties for financial reimbursement. To view details of a pseudo DIN, highlight entry of choice
and press F2 on the keyboard, or double click on the entry; this will call up the Drug-Plan
Information window where detailed pseudo DIN information is displayed.
From the Drug-Plan Information window, users can see which pack sizes the pseudo DIN is
being applied to. When the Default flag is checked, it means that the pseudo DIN will be
automatically sent to the third party during adjudication; if the Default flag is NOT checked, the
DIN on the drug record will be sent to the third party rather than the pseudo DIN. A checkmark
next to the Covered flag indicates that the third party plan will pay for the drug product; this
flag serves information purposes only.
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Drug
Usage Tab
The Usage tab displays information regarding how often and in what volume a drug product is
being dispensed over an annual basis. This information helps users to determine if current
ordering points (i.e. Min/Max values) support optimal replenishment. The graph on the Usage
tab displays how many prescriptions have been filled for the drug product and the total drug
quantity dispensed monthly. A dropdown menu is also available to view historical data from
previous years to identify trends that may be present.
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Drug
Counseling Tab
The Counseling tab displays Patient Counseling messages extracted from the First Data Bank
(FDB) clinical drug module. Counseling messages are broken down into Patient Messages and
Professional Messages.
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Order Drug
Accessing the Order Drug function from the sidebar will open up the same window as pressing
the Place Order button under the Ordering Tab. This window allows the user to add a manual
order for the drug; this manual order will become a part of the automatic order when it is
generated. To create a manual order, simply select the Vendor (i.e. K&F), enter the quantity
being ordered, and enter the Order Date. This function is most commonly used when the
pharmacy wants to order more of a product even when the On Hand quantity is greater than
the minimum required.
Additionally, accessing the Place Order function allows users to future-date a drug order so that
the drug product will be placed on order on the date specified. This is useful for drug products
that have short expiries or are costly to stock in advance of dispensing. To future-date an order
simply enter the date in the future that you would like the drug product to be ordered.
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Receive Drug
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Drug
Returning to Stock
From the drug card side menu the user can choose to return inventory to stock using the
Return to Stock feature. Enter the Qty to return to stock in the Return to stock screen, and
provide a reason for returning to stock. (E.g. Returned NH stock)
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From the selection screen, place a checkmark next to the clinical drug information you want to
retrieve; Select All and Select None buttons allow users to quickly check or uncheck all options.
Once selections have been made, click OK or press Enter on the keyboard to retrieve data from
First Data Bank (FDB).
Results of the analysis will be displayed in the Clinical Reports window under separate tabs
across the top of the screen; click Back to move left a tab, click Next to move right a tab There
is also an option to print the clinical report by accessing the File dropdown menu and selecting
the command to Print.
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A selection screen that will prompt allowing the user to select what elements they would like to
analyze. Once selections have been made, click OK or press Enter on the keyboard to retrieve
data from First Data Bank (FDB).
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Results of the analysis will be displayed in the Clinical Reports window under separate tabs
across the top of the screen; click Back to move left a tab, click Next to move right a tab. There
is also an option to print the clinical report by accessing the File dropdown menu and selecting
the command to Print.
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Alerts
Alerts are messages regarding the drug products that are pushed down from head office. Click
on the Alerts button to read the details of the message. The bracketed number next to Alert
indicates the number of alert messages for the drug product. Alert messages are printed along
with Kroll care and distributed to the patient as additional drug information. Drug alerts will be
added by head office and can be found under Edit Lists Drug Alerts.
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Generic Equivalents
The Generic Equivalents function allows users to view a comprehensive list of generic
equivalents for a drug product. In Alberta and British Columbia, the Generic Equivalent list is
maintained by First Data Bank (FDB) Updates, whereas in the rest of the provinces, the Generic
Equivalent list is maintained by Provincial Formulary Updates. Users can highlight a generic
equivalent entry and click Select or press Enter on the keyboard to pull up the corresponding
drug record. Each entry will display the following information:
Preferred Brand Indicator (1 = Preferred; 2 = 2nd Preferred, etc.)
DIN
Drug Name
Manufacturer
Unit Cost (Acquisition Cost Pack Size)
On Hand Quantity ( Allows users to quickly see what brands are stocked)
Extra info comment if applicable
NOTE: Whenever a Drug Record is up on the screen, users can press ALT+G on the
keyboard to access the Generic Equivalent list.
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Modification History
The Modification History function calls up read-only data regarding any and all changes made
to the drug record. Details of the changes can be expanded (click on the + sign) or condensed
(click on the - sign) depending on the level of detail the user wants to see. For example, if
there is inventory missing or overstated in the drug record, users can go into Modification
History to view what changes were made to the On Hand field.
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Order History
The Order History function displays read-only information on when the drug product was
placed on order (i.e. InitPO), sent (i.e. Ord), and received (i.e.Rec). Users can access the Pack
Size dropdown menu to view order history for different packs of the drug product. This screen
helps users determine root causes of ordering issues and/or discrepancies.
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Reason Codes
The Reason Codes function is only applicable to pharmacies operating in the province of
Ontario. Drug products that are eligible to be billed to the provincial plan (ODB) using Limited
Use (LU) Codes can access the Reason Code sidebar function to view all codes, descriptions and
expiries for the LU drug. User can print the codes by clicking Print or pressing CTRL+P on the
keyboard.
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Option 1: Pre-Select Drugs to CountThis is selected when you want to cycle count specific drugs. The following illustration displays
the options available for the specific types of drugs that can be counted.
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To select a type, click or press F2 to view the available options. Select the appropriate option
under the Available column by clicking on the item and then click Insert to move it to the
Selected column on the right side.
The example below illustrates the Drug Schedule options with the Narcotic option selected.
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Count Inventory
1. Once the user has selected the options, click OK to return to the Generate Drug Count List
and continue to select any other options. When ready, click Search to generate a list of
drugs on the screen. Click on Start Counting and the following window will appear:
2. Enter the amount counted from the bottle into the Quantity to Add field (in the example
above it is 60). Click Add QTY to add the quantity of another bottle and continue to Add
QTY until you have entered the amount for every bottle for this drug. When you are ready
to go to the next drug on the list click Next. If you are unable to count all the drugs on the
list but want to reconcile what you have counted, then click on Reconcile. The following
message will appear:
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5. Continue to recount quantities and add the values into the quantity to Add field, click Next
> to go to the next drug or click Next (with the green checkmark) to go to the next pack for
the same drug.
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Adjust Inventory
1. Once you have gone through all the drugs to recount, click Cancel and then click Reconcile.
If the counted items match either the Onhand value in the drug card or the quantity
counted the first time, then the items in the list will appear in black (which means no
errors).
2. You are then ready for the program to adjust your inventory to the amounts counted in
your cycle count. Click Adjust Inventory to update your inventory.
NOTE: the Qty Diff and the Cost Diff columns identifying the amount in which these
values will change for the drugs.
3. Click Print Report to retrieve a copy of the changes for your records.
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NOTE: Only a pharmacist or pharmacy Manager can adjust the inventory count. If the
user logged into the terminal is NOT a pharmacist, exit out of the Cycle Count
functionality. The user needs to have a pharmacist/pharmacy manager log into the
terminal to access the appropriate Cycle Count screen
The Drug Inventory Count Report will be generated with a Status = Inventory Adjusted. The
Report will include the initials of the individual who performed the count.
4. To close the Report Selection screen click on the Close option.
5. To exit from the Cycle Count Process double click on the Close option.
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Mixture Records
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NOTE: From the F5-Mixture Search Screen, notice the purple bar across the top of the
window; purple denotes mixture records throughout the system.
3. In the mixture search field, enter one of the following search criteria:
a) Search using Mixture Description, also known as Mixture Name.
b) Search using mixture Components; type in the full or partial component names
separated by commas. It does not matter what order the components are
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c) entered. For example, to search for Hydrocortisone 1% Powder in Clotrimaderm
1% Cream users can search hydro, clot or clot, hydro.
d) Search by entering a period (.) followed by the Mixture QuickCode. If a mixture
does not have a Quick Code assigned to it, this type of search cannot be
executed.
e) Search for ALL mixtures in the database by entering an asterisk (*).
NOTE: Precede the full or partial Mixture Description with an asterisk (*) to instruct the
system to search for the criteria entered whether it appears at the beginning, middle
or end of the description (e.g. *hydro will search for any mixture containing hydro
anywhere in the mixture description.
f) Search using mixture Components; type in the full or partial component names
separated by commas. It does not matter what order the components are
entered. For example, to search for Hydrocortisone 1% Powder in Clotrimaderm
1% Cream users can search hydro, clot or clot, hydro.
g) Search by entering a period (.) followed by the Mixture QuickCode. If a mixture
does not have a Quick Code assigned to it, this type of search cannot be
executed.
h) Search for ALL mixtures in the database by entering an asterisk (*).
i) Once the mixture search criterion is entered, select Search or press Enter on the
keyboard to initiate the search.
NOTE: The more detailed the search criteria, the smaller the result-set will be.
Conversely, the less detailed the search criteria, the larger the result-set will be
4. Select the applicable mixture record from the list of results in one of the following ways:
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a) Use the Arrow Keys to highlight the entry and press Enter on the keyboard.
b) Type in the line number corresponding to the applicable entry and press Enter
on the keyboard.
c) Double click on the desired entry.
The Mixture Record will be displayed.
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NOTE: Preceding the full or partial Mixture Description with an asterisk (*) will tell the
system to search for the criteria entered whether it appears at the beginning, middle
or end of the description. (e.g. *cortate will search for any mixture containing
cortate anywhere in the mixture description.
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8. Search using mixture Components; type in the full or partial component names separated
by commas. It does not matter what order the components are entered. For example, to
search for Hydrocortisone 1% Cream in Clotrimaderm 1% Cream equal parts users can
enter hydro, clot or clot, hydro.
9. Search by entering a period (.) followed by the Mixture QuickCode. If a mixture does not
have a Quick Code assigned to it, this type of search will not provide results.
10. Search for ALL mixtures in the database by entering an asterisk (*).
11. Once the mixture search criteria been entered, click Search or press Enter on the keyboard
to search for the mixture.
NOTE: The more detailed the search criteria, the smaller the result-set will be.
Conversely, the less detailed the search criteria, the larger the result-set will be.
12. Select the applicable mixture record in one of the following ways:
a) Use the Arrow Keys to highlight the entry and press Enter on the keyboard.
b) Type in the line number corresponding to the applicable entry and press Enter
on the keyboard.
c) Double click on the desired entry with the mouse.
The Mixture Record will be displayed.
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13. Click F11-Drop Off or press Enter on the keyboard to insert the mixture record into the F11Drop-Off Screen.
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j) IV Mixture (Yes/No)
Enter any advanced search criteria that may be available and search for the mixture as usual.
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NOTE: Inactive Mixture Records cannot be used to process any prescriptions. The user
will have to reactivate the mixture record, or use some other active mixture record in
the Rx.
Inactivating mixture records that are not actively being used to fill prescriptions allows the
regular search to provide more succinct results thereby reducing the chances of selecting the
wrong mixture into a prescription.
Inactivating mixture records that are not actively being used to fill prescriptions allows the
regular search to provide more succinct results thereby reducing the chances of selecting the
wrong mixture into a prescription.
To locate inactivated mixtures in the system, perform an Advanced Search and make sure the
Only Inactive or All flag is marked on the far left. Search for the mixture as usual to find the
applicable record. Inactive mixture records will appear as red entries on the Mixture Search
screen.
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By accessing the option to Change Columns, the Edit Scan Columns window will appear with
opportunities to customize the type of mixture information displayed in the search results. As
well, users can highlight a selection and click Move Up or Move Down to determine where the
information is displayed relative to other information columns. At any time, the user can select
the option to Use Default Columns which will cause the column view to revert back to the
default configurations.
Once the user has selected the columns they want displayed on the Mixture Search Screen,
they can click OK or press Enter on the keyboard to save changes until the session is closed. If
the user would like the changes to be permanent, they must right click on the columns and
select the option to Make these Default Columns.
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Inserting a Mixture
To illustrate the steps required to add a mixture into the system, the following section will go
through adding a mixture for Menthol 1% Crystals USP in Elocom 0.1% Lotion.
1.
2.
Ensure that all mixture components (i.e. drug record) are active and present in the Kroll
Pharmacy Software; in this case, ensure that Elocom 0.1% Lotion and Menthol Crystals
USP are found in the system.
Search for the mixture as described in the section Searching for a Mixture Record.
WARNING: If a mixture component is inactive/missing during mixture creation, the user
will have to open a new Kroll Session to reactivate/add the component before
continuing to create the mixture record.
3. If the regular mixture search does not return any matching records, click Ins-Insert or
press Insert on the keyboard.
4. Upon clicking/pressing Insert, a prompt will appear informing the user that a new mixture
cannot be inserted until an Advanced search for inactive mixtures has been performed;
click OK or press Enter on the keyboard to continue with the advanced mixture search
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5. If the Advanced mixture search does not return any matching records, click Ins-Insert or
press Insert on the keyboard again to create the new mixture record.
6. The user will be brought to an empty Mixture Record screen. Proceed to fill out the fields
accordingly (Refer to section on Mixture Fields).
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Mixture Fields
Quick Code
Optionally assign a code to the mixture that facilitates the mixture search process. The code can
contain up to 10 alpha and/or numeric characters.
Name
Enter the name (i.e. description) of the mixture. The information entered here will be printed
on the vial label.
Enter Proportions by
Identify the best, or most applicable, way to enter the proportions of the mixture.
Percentage
Whenever possible, use percentages (i.e. ratios) to enter mixture proportions. Using
percentages allows the system to calculate how much of each ingredient is required to
compound any dispensing quantity. The Base Quantity for mixtures entered in percentage
proportions is always equal to 100.
Units
Compounds made up of ingredients with different forms may require components to be
entered by units rather than percentages. When Units are used to enter mixture proportions,
the user must indicate the quantity being prepared in the Base Quantity field in order for the
system to correctly calculate how much of each ingredient is required for compounding.
Bags/Capsules
When preparing I.V. bags or pharmacy prepared capsules, enter proportions by Bags/Capsules.
When Bags/Capsules is selected, the user must indicate the number of bags or capsules being
prepared in the Base Quantity field in order for the system to correctly calculate how much of
each ingredient is required for compounding.
Methadone Conc.
When preparing methadone solution, select to enter proportions by Methadone. Selecting this
option will require the user to indicate Drink Volume in milliliters.
Form
Enter the form of the mixture (e.g. GM, CAP, ML, etc.) by accessing the associated dropdown
menu or by typing the form.
Route of Admin
Enter the route of administration for the mixture (e.g. topical, oral, nasal, etc.) by accessing the
associated dropdown menu or by typing the route.
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Schedule
Select the schedule of the mixture which depends on the ingredients of the mixture.
Schedule 1
Schedule 2
Schedule 3
Controlled
Homeopathic
Narcotic
Targeted
Oral/Written
Indicate whether the mixture requires an oral or written prescription; if neither option applies,
select Not Specified.
Mix Type
The mixture type is required for adjudication purposes. Select from one of the following
mixture types:
0-Topical Cream
1-Topical Ointment
2-External Lotion
3-Internal Use Liquid
4-External Powder
5-Internal Powder
6-Injection or Infusion
7-Ear/Eye Drop
8-Suppository
9-Other
Price Group
Created by head office, price groups are used to price Rxs. If this mixture requires special
pricing, the price group field can be populated to maintain the automatic pricing.
Default SIG
If the mixture is always dispensed with the same SIG instructions, users can optionally enter a
Default SIG in this field. The SIG will automatically be carried over to the prescription filling
screen when the mixture record is selected, but can be overridden.
Provincial PIN
Each provinces provincial plan covers certain mixtures; these mixtures have assigned pseudo
DINs (i.e. PINs) which can be viewed under the Provincial PIN dropdown menu. If the mixture
record is covered by one of the pseudo DINs, select the correct PIN from the dropdown menu.
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Expiry (Days)
If applicable, enter the number of days the mixture is good for once it has been compounded;
the system will calculate a calendar date for when the mixture reaches expiry and prints this
date on the vial label.
Active
The Active flag is checked by default. Uncheck the Active flag if the mixture record is no longer
being used in any active prescriptions, or if the mixture has become obsolete.
Reportable
Place a checkmark next to the Reportable flag if the mixture contains a narcotic component.
When the Reportable flag is checked, the mixture will be tracked in the systems Narcotic
Report.
Refrigerated
Place a checkmark next to the Refrigerated flag if the mixture requires refrigeration. When the
Refrigerated flag is checked, a message will appear during the filling stage to remind the user
that the mixture needs to be stored in a refrigerator subsequent to preparation.
Methadone
The methadone flag should only be checked for methadone mixture records. Activation of this
flag enables the carries function and other methadone related dispensing functions.
Mixture Time
The Mixture Time chart allows users to configure the Mixture Fee charged to the patient based
on the amount of mixture being dispensed. Each mixture will have its own mixture fee tier.
Each row in the chart represents a pricing tier:
The first row represents the minimum mixture fee charged to the patient. The Rx
quantity should equal zero because any dispense quantity greater than zero requires a
minimum base fee to be charged.
The second row of the chart is the second tier for the mixture fee; the Rx quantity
entered here should be the threshold value where making more than that quantity will
mean graduating to the next tiered fee.
The user can choose to add up to 5 mixture pricing tiers, however this is not required
and depends on the complexity of the mixture.
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The last entry in the chart or the final pricing tier represents the maximum mixture fee charged;
any dispense quantity greater than the Rx quantity listed here will charge the maximum
mixture fee only.
The above Mixture Time chart reads, When the Rx (dispense) quantity is equal to or greater
than 0, then charge 8 minutes of mixture time; when the Rx (dispense) quantity is equal to or
greater than 100, then charge 10 minutes of mixture time; when the Rx (dispense) quantity is
equal or greater than 250, then charge 16 minutes of mixture time; and any dispense quantity
greater than 250, charge a maximum of 16 minutes of mixture time.
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5. From the Compound Component window, information will be displayed on the details of
the drug product; there are also fields that may require configuring:
6. Once the Compound Component window has been configured, click Add or press Enter on
the keyboard to add the component to the mixture record. A blank Drug Lookup Search
window will appear for the user to add additional components; repeat step 5 until all
components of the mixture have been added, an unlimited number of components can be
added.
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7. Once all components have been added, close out of the Drug Lookup Search window by
clicking Cancel or by pressing ESC on the keyboard; this will return the user to the mixture
record screen.
8. Click Save or press Enter on the keyboard to save the mixture record.
Pack Size
Users can choose to click on the down arrow to change the pack size.
Percentage/Units
Depending on how the user enters mixture proportions, this field will be labeled Percentage
or Unit. Enter the applicable numeric value; this field is required for calculating how much of
each component needs to be measured out. For example, in our example mixture Menthol 1%
Crystals USP in Elocom 0.1% Lotion, Menthol makes up 1% of the entire mixture and Elocom
Lotion makes up 99%.
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Active Component for 3rd Party
Activate this flag if the component DIN is the DIN you want to send to third party plans for
financial reimbursement. Only one component in the mixture can have this flag checked, as
only one DIN can be sent to a third party plan. (Please refer to Mixture Tabs Plans if you
need to add a pseudo DIN for a mixture).
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Mixture Tabs
There are four (4) tabs of information in the Mixture Record:
Instructions
Comments
Plans
Other
Instructions
The Instructions Tab provides users with the opportunity to provide detailed instructions for
compounding; for example, heating time, use of mixing solutions, etc. Additional fields from the
Instructions Tab are available and will be explained below:
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Handling Instructions
Users have the option to enter special precautions which must be taken when preparing the
compound.
Batch Quantity
Batch quantities of a mixture may be compounded at store level because it is dispensed
frequently. Enter the volume of the batch in this field and the system will deduct quantities
dispensed against the value entered here (equivalent to the drug On Hand).
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Comments Tab
The Comments Tab functions much like any comment field within the Kroll Pharmacy Software.
Users can access this tab to add comments, remove comments or edit existing comments.
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To edit a comment:
Highlight the applicable comment entry and select F2 with the mouse or by press F2
on the keyboard. The comment window will appear for the user to make and save
changes to the comment.
To remove a comment:
Highlight the applicable comment entry and click Del with the mouse or press Delete
on the keyboard.
Plans Tab
The Plans Tab of the mixture record houses Pseudo DINs that are adjudicated to third parties
for purposes of financial reimbursement. Mixture Pseudo DINs will need to be added and
maintained by store level users.
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SubPlan
From the dropdown menu, select the third party plan that is associated with the Pseudo DIN.
Description
Enter a general description or a note associated to the Pseudo DIN, this field reads Default
unless otherwise specified.
Default
This flag is ON by default and instructs the system to automatically send the pseudo DIN to the
third party plan whenever a prescription is processed for the mixture.
DIN Dropdown
Select from PDIN (Pseudo DIN), NPN (Natural Product Number), HDIN (Homeopathic DIN), OPIN
(OPINIONS). Proceed by entering the 8 digit drug identification number in the field to the right.
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Covered
This is an information flag that indicates third party coverage. Place a checkmark next to this
flag if the associated third party covers the costs of the medication.
Mix Type
Place a checkmark next to this option if the third party plan requires submission of a Mix Type
that is different than what is set on the Mixture Record. This field is commonly used for
Methadone mixtures billed to Green Shield.
Bill As Pack
Place a checkmark next to this flag if the mixture needs to be billed to the third party by packs
rather than by units.
Other Tab
The Other Tab of the mixture record contains miscellaneous information including record
creation details, workflow/packaging configurations, and Mixture Group selections.
Created On: Read only field that displays when the mixture record was created.
Changed On: Read only field that displays when the mixture record was last changed
in the system.
Last Rx On: Read only field that displays when the mixture record was last used in a
prescription.
Workflow/Packaging Confirmations
Track Mixture Lot Number when Packaging: Activate this flag if you would like to
require the lot number for each component to be entered/ scanned during mixture
packaging verification (i.e. filling).
Track Mixture Expiry Date when Packaging: Activate this flag if you would like to
require the expiry date for each component to be entered/ scanned during mixture
packaging verification (i.e. filling).
Require Ingredient Confirmation when Packaging: Activate this flag if you would like to
require the UPC for each component to be scanned during mixture packaging
verification (i.e. filling)
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Groups
Mixtures can be included in a group for reporting or dispensing purposes. Mixture Groups are
created by head office and can be applied by pharmacy users to any number of mixtures. For
example, a group called Methadone can be created and attached to all methadone mixture
records. Also note that a mixture record can belong to more than one Mixture Group.
To add a drug group, either:
a) Click Ins with the mouse
b) Press Insert on the keyboard
c) Simply begin typing the name of the drug group.
A window will appear allowing the user to select the drug group from available choices.
To delete a drug group, either:
a) Highlight the appropriate entry and click Del
b) Press Delete on the keyboard.
A window will appear asking the user to conform the deletion.
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Mixture Pricing
Mixture pricing is made up of a number of elements:
Price/Minute
Dollar amount charged for each minute of mixture time (centrally maintained according to
provincial standards).
Mixture Fee
Derived from the Mixture Time Chart on the mixture record. Mixture Fee is calculated based
on the quantity dispensed in the prescription.
Markup Strategy
Set by home office and centrally maintained.
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The lines (or tiers) in between the minimum and maximum charge account for prescriptions
where the dispense quantity lies between the two barrier points. For example, according to the
Mixture Time Chart above, if a prescription has a dispense quantity of 100gm, 7 minutes of
mixture time will be charged.
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Mixture Breakdown
Whenever a user is filling a prescription for a mixture, it is always recommended to review the
Mixture Breakdown before adjudicating the Rx. The Mixture Breakdown provides exact dollar
amounts for elements that make up mixture pricing (e.g. Mixture Fee, Component Costs, etc.).
1. Access the Mixture Breakdown from the F12-Filling Screen as follows:
2. From the F12-Filling Screen, all prescription information should be entered and populated:
3. From the prescription sidebar, click on the Mixture Breakdown option, or press ALT+V+M
on the keyboard.
4. The Mixture Breakdown window will appear with a breakdown of the following:
Embedded/Rx Markup
Centrally maintained.
Dispensing Fee
Regular and Customary Rx Dispensing Fee (centrally maintained).
Mixture Fee
Based on Mixture Time Chart and quantity dispensed
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Mixture Pricing
Mixture Minutes
Used to calculate Mixture Fee
Rx Quantity
Rx Dispense Quantity
Users also have an option to Print Mixture Instructions which will print the comments inputted
in the Instructions Tab of the mixture record as well as other relevant information.
Once the Mixture Breakdown has been reviewed, click Close or press Enter on the keyboard to
escape back to the mixture prescriptions; continue to process the prescription as usual.
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Prescriber Records
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NOTE: From the F7-Doctor Search Screen, notice the pink bar across the top of the
window; pink denotes prescriber/doctor records throughout the system.
2. In the doctor search field, enter one of the following doctor search criteria:
a) Last Name, First Name (e.g. house, greg OR hou, g OR house OR ,greg)
b) A period (.) and the Doctor Quick Code (e.g. .house)
c) 7 or 10 digit phone number of the prescriber office.
d) A number sign (#) and the prescriber license number (e.g. #123454)
e) An asterisk (*) to search for ALL prescribers in the database.
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3. Once prescriber search criterion has been entered, click Search or press Enter on the
keyboard to search the database for matching results.
NOTE: The more detailed the search criteria, the smaller the result-set will be.
Conversely, the broader the search criteria, the larger the result-set will be.
4. Select the applicable prescriber record by either:
a) Using the Arrow Keys to highlight the entry and press Enter to select
b) Type in the line number corresponding to the applicable enter and press Enter to
select.
c) Double click on the desired entry with the mouse.
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A list of prescribers matching the search criteria will be displayed. Select the applicable
prescriber record by either:
a) Using the Arrow Keys to highlight the entry and press Enter on the keyboard.
b) Typing in the line number corresponding to the applicable entry and press Enter
on the keyboard.
c) Double click on the desired entry with the mouse.
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A list of prescribers matching the search criteria will be displayed. Select the applicable
prescriber record by either:
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a) Using the Arrow Keys to highlight the entry and press Enter on the keyboard
b) Type in the line number corresponding to the applicable entry and press Enter
on the keyboard
c) Double click on the desired entry with the mouse.
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4. Click Drop-Off or press Enter on the keyboard to enter the prescriber record into the F11Drop-Off Screen.
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Search by City
Search by Address
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To access inactive prescriber records in the system, perform an Advanced search and make
sure the Inactive or All flag is marked. Search for the prescriber as usual to find the applicable
record.
Note: Inactive prescriber records will appear as red entries on the Prescriber Search
Screen.
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By accessing the option to Change Columns, the Edit Scan Columns window will appear with
opportunities to customize the type of prescriber information displayed in the search results.
For example, users can select to view License Number as one of the information columns
returned by the search. As well, users can highlight a selection from the Edit Scan Columns
window and click Move Up or Move Down to determine where the information is displayed
relative to other information columns. At any time, the user can select the option to Use
Default Columns which will cause the column view to revert back to the default settings.
Once the user has selected the columns they want displayed on the Prescriber Search Screen,
they can click OK or press Enter on the keyboard to save changes until the session is closed. If
the user would like the changes to be permanent, they must right click on the columns and
select the option to Make these the Default Columns
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The user will be brought to a new prescriber information window where data can be entered.
The cursor will default to the Last Name field; use the TAB key to move from field to field
within the record to fill in all the available prescriber information (SHIFT+TAB will move the
cursor back a field).
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First Name
Type in the First Name of the prescriber (do not add any symbols to this field).
Salutation
From the dropdown menu, select from Dr. Miss. Mr. Mrs. Ms.
Quick Code
Enter an optional code for searching the prescriber. For example, Dr. Gary Thomson may
have a quick code of THOMG. The quick code field can also be used to identify doctors
working at the same clinic or hospital. For example, users can enter a quick code CLINIC for all
doctors working at the nearby clinic; when the user searches .CLINIC all patients with that
quick code will be displayed.
Address
Type in the prescribers street address in one or both lines.
Locations
Physicians who practice in more than one physical location can have multiple addresses and
contact numbers in their record. Users can add, remove or edit locations for a prescriber under
the Location section as follows:
Place a checkmark next to Primary Location if the location listed is the prescribers
primary place of practice. When the prescriber is used in a prescription, the location will
default to the primary location unless otherwise specified.
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Comments
Prescribers can have an unlimited number of comments, and each comment can have an
unlimited amount of content.
To add a comment, either:
a) Clicking Ins with the mouse
b) Pressing Insert on the keyboard,
1. Begin typing in the comment field. The following window will appear:
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2. Select a Topic for the comment by clicking the down arrow or by pressing the down arrow
on the keyboard. A topic must be selected in order to save the comment.
3. Each comment has three options. To enable an option, use the mouse to click on the
checkbox, or TAB to the desired option and use the spacebar on the keyboard.
To delete a comment, highlight the entry and either:
a) Press Delete on the keyboard.
b) Click Del with the mouse.
A window will appear asking the user to confirm the deletion.
To edit a comment, highlight the entry and either:
a) Click F2.
b) Press F2 on the keyboard.
c) Double click on the comment.
Click Save or press Enter on the keyboard to save changes.
Show on Rx
Enabling this option will display the comment on the F12-Filling Screen.
Print on Hardcopy
Enabling this option will print the prescriber comment on the hardcopy. Note that only one
prescriber comment can be flagged for this option as there is limited space on the hardcopy.
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Alert
Enabling this flag will cause the comment to pop up every time the prescriber record is
accessed and every time an Rx is filled for the patient.
Prescriber Groups
Prescribers can be included in a group for a wide range of reporting purposes. Prescriber
groups are created by head office and can be applied to any number of prescriber records. For
example, a prescriber group called Walk-In Clinic can be created and attached to prescriber(s)
that work at the walk-in clinic; reports on Rx volume can be generated for the group.
To add a group, either:
a) Clicking Ins with the mouse
b) Pressing Insert on the keyboard
1. Begin typing the name of the prescriber group.
2. The Add/Delete Groups window will appear allowing the user to select the prescriber group
from available choices.
To delete a group, highlight the entry and either:
a) Click Del with the mouse.
b) Press Delete on the keyboard.
A window will appear asking the user to confirm the deletion.
To edit a group, highlight the entry and either:
a) Click F2 with the mouse
b) Press F2 on the keyboard
c) Double click on the desired entry to make necessary changes.
d) Click Save or press Enter on the keyboard to save changes.
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Designation*
Select a designation for the prescriber by clicking the down arrow or by pressing the down
arrow on the keyboard.
Specialty
Optionally select a specialty for the prescriber by clicking the down arrow or by pressing the
down arrow on the keyboard.
Dispensing Rights
Select from the following options:
Full Rights
This selection means the prescriber can dispense Schedule 1, 2, 3, Targeted, Controlled and
Narcotic prescriptions.
No Narcs
This selection means the prescriber cannot dispense Narcotic substances. If the user attempts
to process a narcotic Rx using the prescriber record, the system will display a warning message,
This doctor is not allowed to dispense narcotics, and prevent the Rx from moving to the next
Rx processing stage.
No Narcs or Controlled
This selection means the prescriber cannot dispense Narcotic or Controlled substances. If the
user attempts to process a narcotic or controlled Rx using the prescriber record, the system will
display a warning message, This doctor is not allowed to dispense narcotics or controlled
drugs, and prevent the Rx from moving to the next Rx processing stage.
Written Language*
This field is defaulted to English, but can be overridden to another language. This field is not
tied to any functionality and only serves information purposes.
Spoken Language: This field is blank by default, but can be selected to reflect the spoken
language of the prescriber. This field is not tied to any functionality and only serves information
purposes.
Email: Enter the email address of the prescriber.
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No Kroll Care
Activation of this flag means that Kroll Care will not be generated for prescriptions from this
prescriber.
No Fax Refills
Activation of this flag will cause a warning message to appear whenever the Fax Doctor
Report is generated. The warning will indicate that the prescriber does not accept fax requests
for prescription refills; however, the user will still have the option to print the Fax Doctor
Report after acknowledging the warning.
No Phone Refills
Activation of this flag will cause a warning message to appear whenever the option to Call
Doctor is selected from the Rx Filling Screen, or from the Patient Medication Profile. The
warning will indicate that the prescriber does not accept phone requests for refills.
Signature Load
For terminals hooked up to a Document scanner, users can load the prescriber signature into
the system by scanning the written prescription and cropping the signature. Once the signature
has been scanned and saved, it will be available during Check stages for cross-checking.
To load a prescriber signature, feed the written prescription into the Document scanner and
click Load from the prescriber record.
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Once the image has been loaded, users can crop the scanned image from the Doctor Signature
window by clicking and dragging a box around the signature. Click Save or press Enter to save
the signature.
To remove an existing prescriber image, simply click Delete from prescriber record.
Dates
Created On Indicates when the prescriber record was created.
Changed On Indicates when the prescriber record was last changed.
Last Rx On Indicates when the last time and Rx was filled using the prescriber record.
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Order
Creating an Order
To generate a drug order:
1. Go to Utilities > Drug Ordering > Generate Order. A prompt will appear asking the user to
generate an Automatic or Manual order.
2. Select Automatic to generate an order based on Min/Max or Days Supply values in the
drug record
3. Select Manual to generate an order by selecting items for the wholesaler catalogue. Since
pharmacies keep perpetual inventory, users will be selecting to generate an Automatic
order in a large majority of cases.
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NOTE: A percentage field is available for instances where the user wants to inflate the
quantity being ordered for ALL items in the order (e.g. Increase Min/Max re-order
levels by 10% (for this order only) will cause the order quantity to go up by 10% for
all line items in the order).
If Automatic ordering is selected, the system will check all drugs in the system with automatic
ordering enabled and generate a suggested order. Once the automatic order is generated,
users will have an option to manually add items to the order as well.
NOTE: Drugs that have an On Hand value lower than the Minimum will be placed on
order given the drug record has automatic ordering enabled. The Minimum value is
either entered manually for the record, or calculated based on the Days Supply (i.e.
Usage).
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Manual Order
If Manual order is selected, the user can pick certain items from the wholesaler catalog to be
placed on order instead of having the system auto-generate a suggested order. Click on Ins Add
Item to access the wholesaler catalogue.
Users can search for an item in the Insert Order Item form using the following criteria:
a) Description
b) Drug Identification Number (DIN)
c) Item Number
d) Pack Size
e) UPC
NOTE: The method used to search for drugs in the Insert Order Item form is different
from the method used to search for drugs in the Kroll Pharmacy Software. When
using the Insert Order Item form, search for items as you would on the vendor
Website.
Once the user has finished adding items to the manual order, click on Cancel to escape from
the Insert Order Item from and return to the Drug Order Form.
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Preview
This option will display a preview of the printed Purchase Order.
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NOTE: Generally in pharmacies, all drugs will default to use Days Supply Ordering,
but users can manually override this configuration to use Min/Max Ordering for
exception drug records.
To override Days Supply Ordering with Min/Max Ordering:
1. Use the F5-Drug Search, call up the applicable drug record.
2. From the drug record, click the Ordering tab.
3. Locate the Base Ordering On field and click on the down arrow to select Min/Max. Once
Min/Max is selected, the Days fields will be greyed out and the user Minimum and
Maximum fields will open up for manual manipulation.
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3. Click OK or press Enter on the keyboard to create the order file for upload to the wholesaler
website. A prompt will occur indicating where the order file has been placed.
Refer to McKesssons Pharmaclik manual (section Ordering: Quick Upload) for steps to quick
Upload your order.
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If an existing order is still waiting to be sent a prompt will occur asking to append to that
current order or to Overwrite the existing order, answer accordingly.
The user is then prompted to confirm re-sending the order. Click Yes or Press Y on the
keyboard.
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A final confirmation screen will appear with the new order file details.
Upload the order as instructed in the McKesson Pharmaclik Manual Quick Uploads
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Electronic Receiving
Electronic receiving means that the Kroll Pharmacy Software is importing an invoice McKesson
has posted. The content of the invoice (e.g. shipped quantity, pricing, item descriptions, etc.) is
determined by the wholesaler, and not by Kroll.
Follow the instructions from McKessons Pharmaclik Manual Invoice Download. Once the
invoice is downloaded to the local PC then continue in Kroll as follows:
1. Go to Utilities > Drug Ordering > Communicate With > McKesson > Process Invoice. Kroll
will now look in its destination folder (assigned in Edit Vendor List) for the invoice file. The
Communication Form will appear as well as a message indicating an order has been found
and it will be processed.
Once the invoice file is retrieved, select the option to Receive or Defer the drug order.
Receiving the order will update the On Hand values and Prices for items listed in the order.
Deferring the order will place the invoice in to Utilities > Drug Ordering > Electronic Invoice
Receiving for uploading at a later time.
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Manual Receiving
Manual receiving means that users are receiving orders based on quantities and prices listed in
the Kroll Pharmacy Software purchase order rather than on the K&F invoice/ASN confirmation.
Users may choose to manually receive an order if K&F did not post an invoice/ASN confirmation
for the purchase order (PO) that was sent.
To manually receive a purchase:
1. Go to Utilities > Drug Ordering > Purchase Order Receiving.
2. From the Purchase Orders screen, highlight the order that needs to be received and click F9Receive Selected PO.
3. A message box will display a warning, This supplier is set up for electronic receiving. Are
you sure you want to receive manually? Answer YES.
4. The Receive Purchase Order(s) screen will appear. Click Receive Now or press Enter on the
keyboard to manually receive the purchase order.
NOTE: If there is a discrepancy between what is physically received and what is listed
in the purchase order, highlight the item in question and click F2-Edit selected order
item to edit the receive quantity, receive price, lot number and expiry if required.
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5. A dialogue box will be displayed with If you continue, inventory and prices will be adjusted.
Are you sure you want to proceed? Answer YES to receive the purchase order.
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New Rxs
The prescription filling process is a well-defined series of steps that pharmacy users carry out to
produce prescriptions for our patients. The Kroll Pharmacy Software is designed to work with
the established prescription filling process to provide the safest, most efficient and reliable
prescriptions and services to our patients. Different types of prescriptions are filled every day in
the pharmacy (e.g. New Rxs, On Hold Rxs, Refill Rx, OTC to profile Rxs, Professional Service Rxs,
etc.) and will be explained in the following sections. The steps for filling a New Rx are as
follows:
Drop-Off
Input
Fill
Check
Release
Sell
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Drop Off
There are a number of fields and options available from the F11-Drop Off window; however,
the following steps must be performed at the Drop Off stage to ensure patient safety and to
proceed to the next Rx Processing Stage in the system:
1.
2.
3.
4.
5.
6.
Pharmacy Assistants, Pharmacy Technicians, and Pharmacists can Drop-Off prescriptions into
the system as follows:
1. From the ALT+X Start Screen, click F11- Drop-Off or press F11 on the keyboard to access the
Drop-Off window.
2. The cursor will default to the Patient Search Field; search and select the applicable patient
record (refer to Search for a Patient from the F11 Drop-Off Screen). Users should not
continue the Drop Off process without entering a patient record.
NOTE: If the patient does not exist in the database, create a new patient record (refer
to Creating Patient Records.
Once the patient record has been selected into the F11- Drop Off window, the cursor will move
to the Due field, click on the down arrow and select a due time for the work order:
Critical = 1 minute
Waiting = 20 minutes
Today After 5pm
Tomorrow 9am
Tomorrow after 5pm
1 Hour
2 Hours
30 Minutes
Users can also click or press F2 to change the Due field to a Date and Time field for entry of a
specific work order due time. (NOTE: click F2 again to change the Date and Time field back to a
Due field).
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Users can access the Patient Profile options on the Sidebar at any time to view the medication
profile in order to identify and record the medication on the prescription as new, had before,
dose increase, dose decrease or Rx on hold. Click OK or press Enter on the keyboard to close
out of the patient profile window.
The Delivery field will default to Pickup, which is the only option available at this time.
Once an Rx barcode sticker has been adhered to the written prescription, feed it into the
Document Scanner and click the large Import Script Image file button or click Select Script
Image from the Drop-Off sidebar. If the prescription was faxed to the pharmacy, users can
select the option to Import Script Image from Fax which allows the user to select and attach a
faxed image to the work order.
Once the image is scanned into the system, options are available to Crop, Flip, Rotate and/or
Fit to Window. Once changes have been made, click Save or press Enter on the keyboard to
insert the image into the Drop-Off screen.
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Enter the number of medications on the written prescription in the # of Rxs On Page field;
this will tell the system how many Rxs are associated with the Rx Image.
To Clear (i.e. delete) or Re-Scan a script image, click Clear Script Image under the Drop-Off
sidebar. This will remove the existing image and allow you to re-scan the old image or scan a
new image.
From the Status field, click on the down arrow to mark the prescription as:
Fill Process and dispense the Rx
Unfill Put the Rx on hold
Not Disp Mark the Rx as OTC to Profile
Stock Transfer Mark the Rx as a stock transfer to another pharmacy.
Enter any workflow specific notes in the Note tab located near the bottom of the F11-Drop Off
window. The note will be displayed a t each Rx filling stage for the prescription.
Once all applicable Drop-off information for the Rx is entered, click Add to create the work
order.
Once the above steps are complete, the user can click Next to proceed to the Drop-Off
Confirmation screen.
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Review the details in the drop-off confirmation screen then click Finalize Work Order or press
Enter on the keyboard to move the work order to the next stage of the prescription filling
process.
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Once Finalize Work Order is selected, a blank F11-Drop-Off window will appear to allow
another work order to be dropped.
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Input
The Input stage is where users enter prescription information such as Drug, SIG, Dispense
Quantity, Intervention Codes, etc. into the system for processing. Extra care taken at this point
will ensure that the work order passes through the Check quickly without having to make time
consuming changes later on. Typically, Enter should be performed by a Pharmacy Assistant, but
can also be performed by Licensed Technicians and Pharmacists.
1. From the ALT+X-Start Screen, click F9-Workflow or press F9 on the keyboard.
2. Activate the Enter Queue by clicking on the Enter button.
3. Click on Get Work to view the work orders that need inputting; work orders are always
presented to the user in priority sequence according to the due time assigned to the work
order.
The Input screen (a.k.a Create New Rx From To Do window) will display the Rx image on the left
and the input fields on the right. The patient field will already be populated with the patient
selected at the Drop- Off stage; however, this record can be changed by searching and selecting
another record from the Patient Search field.
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NOTE: Click or press F3 from this window to view the detailed Patient Record.
Changes cannot be made to the patient record at this stage.
4. Search and select the appropriate drug record from the Drug Search Field.
NOTE: Click or press F5 from this window to view the detailed Drug Record. Changes
cannot be made to the drug record at this stage.
5. Search and select the appropriate prescriber record from the Doctor Search field. If the
prescriber record does not exist in the system, create a new one.
NOTE: Click or press F7 from this window to view the detailed Prescriber Record.
Changes cannot be made to the prescriber record at this stage.
6. Enter dispensing information for the prescription:
SIG: Enter the Sig in the SIG field and the expansion will appear in read only
format in the grey box below.
Disp Qty: Enter the dispense quantity for the prescription.
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Days
Enter the days supply for the dispense quantity indicated.
Refills
Enter the number of refills on the prescription.
Auth Qty
The authorized quantity field will auto-populate if the Disp Qty and Refills fields are filled out. If
the Auth Qty field is blank, enter the total authorized quantity for the entire prescription.
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Plans Tab
Users can select to exclude third party plans from the prescription, or change the order of
billing from this tab (remove). The first plan listed is where the Rx is being billed to first; the
second plan is where the Rx is billed to second, etc.
Min Interval
The Min Interval field is used for narcotic prescriptions to prevent refilling until a specified
number of days have elapsed.
The bottom field is used for entering prescription comments; the user can type in any free form
comment and it will be saved with the prescription record.
Pricing Tab
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The pricing tab displays information regarding the pricing strategy used to calculate the Rx.
Pricing strategies are set by home office and cannot be modified; however, if a pricing needs to
be overridden, users can place a checkmark next to the Manual Price flag which will open up
the Cost, Markup, Fee, Mix Fee and SSC fields for manual manipulation (Manual Pricing should
only be used in emergency situations; incorrectly priced prescriptions should be reported to the
Pharmacy Support Helpdesk so the root cause of the pricing issue is resolved at the root).
Dates Tab
Rx Start Date: This field will automatically be populated with the date the Rx was
processed.
Rx Stop Date: Optionally enter a stop date for the prescription. Users will not be able to
fill the prescription past the stop date unless it is removed.
Written Date: This field will be automatically populated with the date the Rx was
processed, but can be overridden to whatever date the prescription was actually
written.
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Rx Expiry Date: This field will be auto-populated depending on the drug schedule, the
province the Rx was processed in, and the Written Date.
Drug Expiry Date: Users can optionally enter a drug expiry date for the prescription. If a
date is entered here, it will be printed on the vial label so that the patient can also see
the drug expiry. This option is especially useful for liquid antibiotics.
Ingest Date: This field is used to record the ingest date for methadone prescriptions.
Copy Information
This field displays read-only information on the original therapeutic start date, as well as the Rx
number for where the Rx was copied FROM or the Rx number for where the Rx was copied TO.
Transfer Dates
Displays read-only information on where a prescription was Transferred To or where it was
Transferred From.
Comments Tab
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Comments can be quickly added under the Plans Tab; however, inserting an entry from the
Comments tab allows the user to activate certain configurations for the comment as well as
allowing the user to enter more than one comment entry to the prescription record.
1. Click Ins or press Insert on the keyboard to add a comment to call up the Rx Comment
window.
2. From the Rx Comment window, enter a Topic. In addition to the regular comment options
of Show On Rx, Alert and Print On Hardcopy, there are two additional comment options:
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Indications
The Indications tab allows users to optionally identify which condition the prescription is
treating. When the user clicks Ins or presses Insert on the keyboard, a list of ICD- 10-CA and/or
FDB conditions will be displayed for selection by the user.
Other
The Other tab displays miscellaneous information regarding the prescription. The Doctor
Authorization Received flag should always be checked because it indicates that prescriber
authorization has been received to dispense the prescription. The flag Include in Narcotic
Report is also available to include the Rx in the narcotic report even if it is not a narcotic
prescription (this flag is rarely used). Lastly, if a work order does not have a written Rx that
accompanies it, users can enter a No Script Image Reason in the associated field.
On the lower right hand side of the input window, there are Warnings listed for the specific
prescription:
Red Warnings will prevent the user from moving the prescription to the next Rx filling
stage.
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Yellow Warnings indicate that there may be a potential issue with the Rx. Reading and
addressing yellow warnings could prevent an input error.
Green Warnings are for general information purposes.
Input
The Input screen contains Rx Options from the Sidebar:
Make Rx Unfilled: Users can mark the prescription as Unfilled (i.e. On Hold) if this was
not indicated at Drop Off.
Make Rx Unfilled: Users can mark the prescription as Unfilled (i.e. On Hold) if this was
not indicated at Drop Off.
Mark Rx Not Dispensed: Users can mark the prescription as Not Dispensed if this was
not indicated at Drop Off. Prescriptions for OTC products are often marked as Not
Dispensed so that the medication can be logged on the Patient Medication Profile
without having to pass the prescription through the different filling stages and without
having to generate vial labels and receipts.
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Make Rx Stock Transfer: Users can mark the prescription as a Stock Transfer to another
pharmacy if this was not done at Drop Off.
Transfer Rx from Other Store: If the prescription is being transferred from another
pharmacy, select this option to input information regarding the pharmacy that is
transferring the prescription.
Call Doctor: Selecting this option will add an entry to the Callback Icon for the Rx to
remind pharmacy users to contact the prescriber regarding the Rx (e.g. SIG
confirmation, Refill request, etc.).
The Input screen also contains View options from the Sidebar:
Script Image: Select this option at any time to view the digital image of the written Rx.
Clinical Interactions: Select this option to perform a clinical review of the prescription
against the rest of the patient medication history derived from the FDB database.
Plan Information: Selecting this option will display a window where users can enter plan
specific information. If there is more than one plan for the prescription, there will be
tabs across the top of the window for each plan (e.g. Tab for AHE-Assure, tab for ESI, tab
for CS-Claim Secure.
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Intervention Code 1: Click F2 to search and select the applicable code. If you want to
remove an Intervention Code, you must click F2 again and select the option None.
Intervention Code 2: Click F2 to search and select a second applicable code. If you want
to remove an Intervention Code, you must click F2 again and select the option None.
Special Authorization #: A Special Authority grants full benefit status to a medication
that would otherwise be a partial benefit or a limited coverage drug. Enter the Special
Authorization Number in this field for billing.
Special Services Code: Click on the dropdown menu to select an applicable option. This
field is often used to bill service fees to Indian Affairs.
Reason Code: Only applicable for Ontario; click F2 to view available reason codes for the
drug in the prescription if applicable.
Claim Type: Do not change this field as it should be configured according to the
parameters of the prescription.
Real Time Plan: Do not change this flag as it is configured according to the third party
plans present in the prescription. Incorrect deactivation of this flag could mean having
to manually bill for a prescription that could have been billed electronically in real time.
Pseudo DIN: Displays the pseudo DIN being sent to the third party for the prescription.
Users can also override the field to send a onetime pseudo DIN with the prescription.
Patient Plan Information: Selecting this option will display the patients Third Party Plan
information. If the patient has more than one plan, there will be separate tabs across
the top of the window to display each plan. The user can adjust Third Party Plan
information from this field and re-adjudicate the Rx if necessary.
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Generic Equivalents: Select this option (or press ALT+G on the keyboard) to view
generic equivalents for the drug record selected in the prescription. At the input stage,
the user can highlight a generic equivalent entry and click Select or press Enter to select
an alternate drug record into the prescription.
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Filling
The next step of the workflow is Fill.
1. From the workflow queue; click the Fill button to show all Rxs ready to be filled.
2. From the ALT+X-Start Screen, click F9-Workflow or press F9 on the keyboard.
3. Activate the Fill queue by clicking on the Fill button and click on Get Work to view the next
work order that needs to be filled.
4. Scan the UPC or type the DIN located on the stock bottle.
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Check
The Check stage must be performed by a pharmacist or licensed technician. Check is the final
check that is made before the prescription is bagged and filed away in the pickup drawers. At
this point, the user should be looking at the filled prescription and verifying that against the
written prescription and the electronic drug image displayed on the screen.
1. From the ALT+X-Start Screen, click F9-Workflow or press F9 on the keyboard.
2. Activate the Check queue by clicking on the Check button and click on Get Work to view the
next work order that needs to be verified.
3. The Check screen will be displayed for the prescription. The user will have to verify that the
packaged prescription matches the electronic drug image and can select either:
a) Save for Later: Return to the F9-Workflow window.
b) Cancel Rx: Reverses the prescription and marks it as Cancelled in the patient
medication profile. Note: Cancelled prescriptions can be filled again.
c) Reject: Rejects the Rx and sends it to the previous stage while still maintaining
the work order priority sequence.
d) Trouble: Removes the Rx from the work order priority queue.
e) Approve: Packaged prescription matches the electronic drug image.
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Pickup
The prescription pick up stage includes the following functions:
At this stage the user can either create an OTC to profile record for patients purchasing OTC
products, or check the status of prescriptions for those picking up.
In the drug search field, enter one of the following drug search criteria:
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a)
b)
c)
d)
e)
Search for the product using the arrows and once the correct product is chosen, highlight it and
double click it or click Select located in the top right corner.
Once a product is selected a screen will show up displaying the product. If another product is to
be added, search for it the same way from the search field. If there is no other product to add,
select Next in the top right corner. If at any moment, you want to exit recording an OTC simply
click Exit OTC in the top left corner and it will bring you back to the Pickup Screen.
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The next screen will be the patient search screen. Search for the patient by entering one of the
following patient search criteria:
a) Last Name, First Name (e.g. Doe, Jane OR doe,j OR Doe OR ,Jane)
b) A period (.) and the Patient Quick Code (e.g. .DoeJ)
c) 7 or 10 digit phone number (e.g. 800-263-5876 or 263-5876)
d) A number sign (#) and the +Third Party Billing number (e.g. #123456789)
e) An asterisk (*) to search ALL patients in the database
If the patient already exists, highlight the patient and click Select. OR If it is a new patient, click
Insert and fill in the information of the patient in the following fields.
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WARNING: Clicking Confirm may produce DUR actions for the pharmacist to resolve.
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2. In the patient search field, enter one of the following patient search criteria:
a) Last Name, First Name (e.g. Doe, Jane OR doe,j OR Doe OR ,Jane)
b) A period (.) and the Patient Quick Code (e.g. .DoeJ)
c) 7 or 10 digit phone number (e.g. 800-263-5876 or 263-5876)
d) A number sign (#) and the +Third Party Billing number (e.g. #123456789)
e) An asterisk (*) to search ALL patients in the database
3. Once the patients information is confirmed, highlight the information and click Select in the
top right corner.
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The patients medication history will show up indicating what stage of the Prescription Filling
Process the medications are in. For example, none of Jane Does medications are ready for pick
up and are in the Input stage.
To pickup prescriptions ensure they have a green check mark, then click Pickup _ Item.
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Refill Rx
The Refill Rx section includes information about:
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Click Add to insert the Refill Rx to the work order item list. You can continue adding refills for
the patient using the same method. Once all the refills have been added, set a due time before
finalizing the work order.
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Click Finalize Work Order to move the prescription to adjudication. If any DUR messages are
present they will first need to be resolved by the pharmacist before the prescription moves to
the filling queue.
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3. Make any changes that need to be made on the drop off screen (e.g. changing the Disp
Qty). Click Add or press Enter on the keyboard once changes have been made.
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4. Click Next to move the prescription to the Drop-Off confirmation screen. Add any
additional information such as Auto Refill status and press Finalize Work Order to continue
to the adjudication state.
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Input
At the Enter Queue, changes can be made to the prescription if necessary before adjudicating
it. Press F12- Fill Rx to move the prescription to the next stage, Fill.
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Check
The Check stage must be performed by a pharmacist or licensed technician. Check is the final
check that is made before the prescription is bagged and filed away in the pickup drawers. At
this point, the user should be looking at the filled prescription and verifying that against the
written prescription and the electronic drug image displayed on the screen.
1. From the ALT+X-Start Screen, click F9-Workflow or press F9 on the keyboard.
2. Activate the Check queue by clicking on the Check button and click on Get Work to view the
next work order that needs to be verified.
3. The Check screen will be displayed for the prescription. The user will have to verify that the
packaged prescription matches the electronic drug image and can select either:
a) Save for Later: Return to the F9-Workflow window.
b) Cancel Rx: Reverses the prescription and marks it as Cancelled in the patient
medication profile. Note: Cancelled prescriptions can be filled again.
c) Reject: Rejects the Rx and sends it to the previous stage while still maintaining
the work order priority sequence.
d) Trouble: Removes the Rx from the work order priority queue.
e) Approve: Packaged prescription matches the electronic drug image.
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NOTE: If the patient does not exist in the database, create a new patient record (refer
to ``Creating Patient Records``).
3. Once the patient record has been selected into the F11- Drop Off window, the cursor will
move to the Due field. Click the down arrow and select a due time for the work order:
a) Critical = 1 minute
b) Waiting = 20 minutes
c) Today After 5pm
d) Tomorrow 9am
e) Tomorrow after 5pm
f) 1 Hour
g) 2 Hours
h) 30 Minutes
Users can also click or press F2 to change the Due field to a Date and Time field for entry of a
specific work order due time. (NOTE: click F2 again to change the Date and Time field back to a
Due field).
Users can access the Patient Profile options on the Sidebar at any time to view the medication
profile in order to identify and record the medication on the prescription as new, had before,
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dose increase, dose decrease or Rx on hold. Click OK or press Enter on the keyboard to close
out of the patient profile window.
The Delivery field will default to Pickup, which is the only option available at this time.
4. Once an Rx barcode sticker has been adhered to the written prescription, feed it into the
Document Scanner and click the large Import Script Image file button or click Select Script
Image from the Drop-Off sidebar. If the prescription was faxed to the pharmacy, users can
select the option to Import Script Image from Fax which allows the user to select and
attach a faxed image to the work order.
5. Once the image is scanned into the system, options are available to Crop, Flip, Rotate
and/or Fit to Window. Once changes have been made, click Save or press Enter on the
keyboard to insert the image into the Drop-Off screen.
6. Enter the number of medications on the written prescription in the # of Rxs On Page field;
this will tell the system how many Rxs are associated with the Rx Image.
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7. To Clear (i.e. delete) or Re-Scan a script image, click Clear Script Image under the Drop-Off
sidebar. This will remove the existing image and allow you to re-scan the old image or scan
a new image.
8. From the Status field, click on the down arrow to mark the prescription as:
a) Fill Process and dispense the Rx
b) Unfill Put the Rx on hold
c) Not Disp Mark the Rx as OTC to Profile
d) Stock Transfer Mark the Rx as a stock transfer to another pharmacy.
9. Enter any workflow-specific notes in the Note tab located near the bottom of the F11-Drop
Off window. The note will be displayed a t each Rx filling stage for the prescription.
10. Once all applicable Drop-off information for the Rx is entered, click Add to create the work
order.
11. Once the above steps are complete, the user can click Next to proceed to the Drop-Off
Confirmation screen.
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12. Review the details in the drop-off confirmation screen then click Finalize Work Order or
press Enter on the keyboard to move the work order to the next stage of the prescription
filling process.
Once Finalize Work Order is selected, a blank F11-Drop-Off window will appear to allow
another work order to be dropped.
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4. The Input screen (a.k.a Create New Rx From To Do window) will display the Rx image on the
left and the input fields on the right. The patient field will already be populated with the
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patient selected at the Drop- Off stage; however, this record can be changed by searching
and selecting another record from the Patient Search field.
NOTE: Click or press F3 from this window to view the detailed Patient Record.
Changes cannot be made to the patient record at this stage.
5. Search and select the appropriate drug record from the Drug Search Field.
NOTE: Click or press F5 from this window to view the detailed Drug Record. Changes
cannot be made to the drug record at this stage.
6. Search and select the appropriate prescriber record from the Doctor Search field. If the
prescriber record does not exist in the system, create a new one.
NOTE: Click or press F7 from this window to view the detailed Prescriber Record.
Changes cannot be made to the prescriber record at this stage.
7. Enter dispensing information for the prescription:
SIG: Enter the Sig in the SIG field and the expansion will appear in read only format in
the grey box below.
Disp Qty: Enter the dispense quantity for the prescription.
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Days: Enter the days supply for the dispense quantity indicated.
Refills: Enter the number of refills on the prescription.
Auth Qty: The authorized quantity field will auto-populate if the Disp Qty and Refills
fields are filled out. If the Auth Qty field is blank, enter the total authorized quantity for
the entire prescription.
Unlimited Refills Until: Place a checkmark next to this flag if the prescription has
unlimited refills until a specific date.
8. From the detailed Enter screen (a.k.a. F12- Screen) a number of additional fields and tabs of
information are available. (See New Rx: Enter)
9. Double check the RX status is set to unfilled. If it was missed at Drop off; Click Make RX
Unfilled from the side toolbar on the Enter screen to change the RX status to unfilled. Then
Hit F12 to save the Rx to the patients profile
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Modify Rx
Once a prescription has been processed, there are some fields that can be modified and some
that cannot. For those fields that can be modified, namely prescription comments, refills, unit
dose activation, and other fields that do not have clinical or financial impact, users can modify
the prescription to edit those fields.
The following section will describe two methods for modifying prescriptions:
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3. Click All Rxs located under the Profile sidebar on the far right of the screen.
4. Press Shift+F3 on the keyboard.
5. Tag the prescription(s) that you would like to modify by using the spacebar on the
keyboard. Once the Rxs have been tagged, click M-Modify or press M on the Keyboard.
6. This will bring up the prescription in the Modify Mode. Certain fields cannot be modified
such as patient, SIG and doctor information. However, fields such as dispense quantity,
authorize quantity, interchangeable drugs and unit dose information can be changed in the
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Modify mode. Once all modifications have been made, click F12- Save Changes with the
mouse or press F12 on the keyboard to save the changes on the prescription.
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Copy Rx
The Copy Rx function allows the user to copy information from an existing prescription to a new
prescription. This function is often useful when the doctor renews a patients existing
medications and there is no change in dosage or SIG. It is not recommended to use this function
when there are changes in dose, SIG, or prescriber because when a prescription is copied, a link
is created between the new and old prescriptions. The original prescription that was copied will
automatically have a status of Inact (Copied) and cannot be transferred out.
There are two methods of copying a prescription:
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4. The following screen will display how many Rxs are being copied. Once the changes are
made to the prescription click Add to add the Rx to the work order.
In this example, two prescriptions are being copied. Once the second Rx is added, click Finalize
Work Oder to move it to the next queue, input.
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NOTE: The prescriber, drug, and dispensing information will be copied from the old Rx
record but can be changed if necessary.
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2. Use the spacebar to tag the prescriptions you need to copy and press F or click F- Refill. A
message will be prompted if no refills are left for the prescription. The message will ask if
you want to copy the prescription to a new number, click Yes.
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3. If the user clicks No accidently and still wants to copy the prescription, click Copy to New Rx
from the Rx sidebar and select a Due time. A message will be prompted for reusing a script
image, answer accordingly.
4. A message will prompt asking the user to specify the number of refills for the new Rx.
5. From the F12-Filling screen select a Due time and make any necessary changes to the
prescription. Click F12-Fill Rx or press F12 to move the prescription to the next queue, Fill.
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The remaining steps of the prescription filling process are the same as Method 1.
NOTE: Under the Dates tab of the F12-Filling screen, there will be information listed
on where this prescription was copied from.
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Cancel Rx
Cancelling a prescription means reversing a prescription which includes reversing claims sent to
third party plans. Users may need to cancel prescriptions for various reasons. For example, a
change in dispensing quantity, wrong SIG inputted; patient does not want the prescription
anymore.
There are two ways to cancel a prescription:
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Depending on the type of prescription you are cancelling the system will prompt you with
different messages for cancelling the prescriptions.
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Inactivate Rx
Prescriptions should be inactivated if patients are no longer using certain medications as a part
of their medication therapy. Prescriptions are automatically inactivated when they are copied
to a new prescription number or if they are transferred out of the pharmacy; otherwise any Rx
that needs to be inactivated will need to be done manually.
1. Press F3 on the keyboard or click F3-Patient using the mouse. Enter search criteria for the
patient and press Enter to execute the search. Once the patients information is confirmed
press Enter on the keyboard.
2. Select one of the Profile options (All Rxs, Active Rxs, Refillable Rxs etc) from the sidebar on
the far right of the screen.
3. Use the spacebar to tag the prescriptions that need to be inactivated and press I on the
keyboard or click I-Inactivate with the mouse.
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4. An Inactivate Rx(s) window will appear with the prescription entries tagged. Each Rx will
have a status indicating to the user if the Rx is eligible to be inactivated. If the Rx
information is correct, click on Inactivate Eligible Rxs.
5. You will be prompted to enter an optional reason for inactivating the Rx. Click Save to
continue. The status of the prescription will be indicated as inactivated in the patients
medication profile.
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NOTE: Prescriptions will automatically become inactive if they are copied or have
been transferred to another pharmacy
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Reactivate Rx
1. Use the spacebar on the keyboard to tag the prescriptions that need be reactivated and
click on Extra Functions or press X on the keyboard.
2. The Reactivate Rx window will appear indicating whether the Rx is eligible for reactivation.
If it is, click Reactivate Eligible Rxs to reactivate the inactive prescription
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Not Dispensed
Creating an OTC to profile record for patients is known as Not Dispensed Rxs in the system.
The term not dispensed is used because these prescriptions are not dispensed by the
pharmacist. Rather they are over-the-counter medicines that are taken by the patient and
therefore included in the medication profile for drug interaction analysis.
NOTE: Not Dispensed prescriptions can be added from the Kroll Fill session or from
the Pickup screen.
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NOTE: Enter the name of the pharmacist on duty in the prescriber field.
4. Click Finalize Work Order or press Enter on the keyboard to move the prescription to the
next queue, Enter.
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Drop Off
1. From the ALT+X Start Screen, click F11- Drop-Off or press F11 on the keyboard to access the
Drop-Off window.
2. Search for the patient in the patient search field that the professional service was provided
to.
3. Set an appropriate Due time so that priority prescriptions will to be processed first. Fee for
Service prescriptions can always be processed at a later time after the patient has left the
pharmacy.
4. The Rx status should be set to Fill. Feed any written documentation produced from the
professional service into the Document scanner and click Import Script Image file option.
For example, if a medication review is going to be conducted, then a medication review
form listing the patients medications should be scanned into the system as a supplement to
a prescription. Once all the necessary drop-off information has been entered, click Add to
create the work order.
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5. Click Finalize Work Order to send the prescription to the Enter, stage.
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Input
Any professional service will be processed through the Kroll Pharmacy Software and will have a
drug record associated with it. Typically a Fee for Service drug record will have a DIN or
Pseudo DIN used for billing, but will not have UPC, counseling, drug monograph or ordering
tabs because these do not apply for services rendered to a patient.
1. From the F12-Filling screen, search for the Fee for Service in the drug search field.
2. Select the correct professional service and press Enter on the keyboard. In some cases,
depending on the selection made in this field, the system will send a Special Services Code,
Intervention Code, Rx prefix, etc. to third parties as a part of billing requirements.
NOTE: In the Drug Price Group field, there may be a strategy applied to the drug
record to instruct the system to use a specific pricing strategy for prescriptions filled
for the service.
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3. For prescriber information on the F12-Filling screen, enter the pharmacists information
that provided the professional service. If the pharmacist record does not exist, insert a new
record as you would for a prescriber.
4. From the F12-Filling screen users can access the Plan information option from the sidebar
to view any intervention codes or special service codes that being submitted to third parties
as a part of the claim.
The warnings tab will display an information message to let the user know they are filling a Fee
for Service prescription. The pricing tab will indicate any special pricing strategies being applied
to the Rx. Make sure the Dispensed Quantity and Days Supply field is filled in.
5. Once all the information has been inputted, move the Fee for Service prescription to the
next stage by pressing F12-Fill Rx or pressing F12 on the keyboard.
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Transfer Rx
Prescriptions can be transferred into or out of the pharmacy. In both cases, information
regarding the transfer should be recorded in the system.
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Drop-Off
1. From the ALT+X Start Screen, click F11- Drop-Off or press F11 on the keyboard to access the
Drop-Off screen.
2. In the patient search field, search for the patient whose Rx is being transferred in by
entering either:
a) Last Name, First Name (e.g. Doe, Jane OR doe,j OR Doe OR ,Jane)
b) A period (.) and the Patient Quick Code (e.g. .DoeJ)
c) 7 or 10 digit phone number (e.g. 800-263-5876 or 263-5876)
d) A number sign (#) and the +Third Party Billing number (e.g. #123456789)
e) An asterisk (*) to search ALL patients in the database
If the patient does not exist after performing an advanced search, create a new patient record:
1. Feed the transfer report into the Document scanner and click Import Script Image file.
2. Click Add to enter the work order.
3. Press Enter or click Finalize Work Order to move the work order to the next queue.
Input
1. From the F12- Filling Screen, click on Transfer Rx from Other Store located under the Rx
sidebar to the far right.
2. Either type in the name or address of the pharmacy that transferred the prescription in
order to view any matching pharmacies from the existing list. If a matching pharmacy is
located from the list either:
a) Double click the applicable entry
b) Highlight the entry and press Enter on the keyboard.
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3. If a matching pharmacy cannot be found click, New to insert a new transfer pharmacy
record. In the pharmacist Name field, enter the name of the pharmacist who authorized the
transfer. The user can optionally enter a First Fill Date, Last fill Date, Rx # and Total original
fills. Click OK to save the transfer information.
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4. Search for the pharmacy you are transferring to. If it is not found, click New to add the
stores information.
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6. The following window will prompt asking the user if they want to print the transfer report.
Click Yes to print the transfer repot.
7. On the following screen, the user can choose additional information to be included on the
transfer report under the Options tab. Click Print to print the report.
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NOTE: From the drop-off screen there is no field to enter supplementary plan
information; this must be done at the input stage.
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NOTE: Some drugs may have Limited Use Codes with no expiry date.
In the event the user accidently bypasses the prompt to add a Limited Use Code or wishes to
add an intervention code, SSC or Special Authorization number to the prescription, they can
access the plan information by accessing the View menu from the sidebar and selecting the
option Plan Information.
There is a separate Plan Information tab for each plan listed in the patient record.
If the drug in the Rx is a Limited Use drug, click F2 from the Reason Code field to view all the
codes associated with the drug. Users can re-select a code from here.
To add/view intervention codes, click F2 from the associated Intervention Code field. If the
intervention code is known, type in the letters to access the code you want.
The Claim type, Real Time Plan flag and Pseudo DIN fields are automatically set and should not
be changed. Once all necessary Plan Information has been set, click OK or press Enter on the
keyboard to continue. Proceed to move the prescription to the next Rx processing stage, Fill by
pressing F12-Fill Rx or pressing F12 on the keyboard.
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Mixture Rx
The key to filling a mixture easily and efficiently is to ensure that the mixture record is created
and available before you start inputting the prescription.
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Drop-off
1. From the ALT+X Start Screen, click F11- Drop-Off or press F11 on the keyboard to access the
Drop-Off window.
2. Search and select the patient that requires a mixture prescription. Set a Due time for the
prescription keeping in mind the time it will take time to compound the mixture. Feed the
prescription into the Document scanner and click Import Script Image file. Click Add to
create the work order.
3. Click Finalize Work Oder to proceed the mixture prescription to the next queue, Input.
NOTE: It is not recommended to add the mixture record at drop-off because of the
potential time it takes to search and/or input a mixture record which could cause
delays in serving other patients.
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Input
1. From the F9-Workflow window, activate the Enter Queue and click Get Work.
2. From the input screen, place the cursor on the Drug Field and click F5-Drug or press F5 on
the keyboard, this will call up the drug search window. Place a checkmark next to the
mixture flag to indicate that you are searching for a mixture record.
NOTE: A purple bar across the top of the window denotes mixture records
throughout the system.
3. Users can search for a mixture by using either:
a) The mixture name/description.
b) Mixture components separated by commas.
4. If a matching record is not found and the user clicks Insert or presses Insert on the
keyboard, a message will prompt.
5. Click OK to the message and this will prompt the system to automatically perform an
advanced mixture search.
6. If a matching mixture record is still not found, click Insert again and this will bring you to a
new mixture record screen. Fill in the fields of the mixture record. Users must be aware that
whatever name is typed into the Name field is what will be printed as the mixture
description (Refer to Mixture naming Convention). In addition, enter proportions by
Percentage if the amount of each component depends on the total dispensed quantity of
the mixture. If the mixture is composed of fixed units of ingredients, select the option to
enter proportions by Unit.
7. Click Save or press Enter on the keyboard. Then Press F12 on the keyboard or click F12New Rx to return to the F12- Filling screen. Once all the information has been inputted, click
F12-Fill Rx to move the prescription to the next queue, Fill.
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Filling
1. From the workflow queue; click the Fill button to show all Rxs ready to be filled.
2. From the ALT+X-Start Screen, click F9-Workflow or press F9 on the keyboard.
3. Activate the Fill queue by clicking on the Fill button and click on Get Work to view the next
work order that needs to be filled
4. The mixture will appear requiring each ingredient UPC to be scanned. Scan the UPC of the
first ingredient. Press Package if dispensing the entire Rx quantity.
The mixture ingredients Expiry Date and Lot number can be documented, aswell as the Mixture
Expiry Date and Lot number.
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Reports
Reports
This section describes the various report types that can be generated in Kroll:
Daily Reports
Weekly Reports
Other Reports
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Daily Reports
Kroll can be used to generate two (2) kinds of daily reports:
End of Day Report
Network Totals Report
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Reports
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Weekly Reports
Kroll can be used to generate three (3) kinds of weekly reports:
Adjudication Totals
Daily/Monthly Totals Report
Plan Summary Report
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Adjudication Totals
The Adjudication Totals Report represents what Kroll has recorded as being paid by the third
parties (unlike the Adjudication Totals from Network Report, the Adjudication Totals Report
does not communicate real time to the third party plans). There are options to run the report
by date range, this report can be run for various plans and with the option to include details
and daily summaries.
This report is easily accessed from the Reports Menu under Rx -> Adjudication Totals with the
options to run the report by various date ranges, this report can be run for various plans and
with the option to include details and daily summaries.
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NOTE: all reports can also be easily accessed if you are familiar with the name of the
report by clicking on Reports - > Search and enter any part of the Name of the
Report. For this example you could enter Daily.
In the example we have chosen a custom date range and chosen to group it daily, including all
patient groups. To change the patient groups hit F2 on the keyboard or click F2 on the report
and change to an individual group of patients. It is important to note that you may narrow this
report by patient, Nursing home or by Patient Group.
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This example is the same as the one above only except we are chosing to group the report
monthly.
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NOTE: all reports can be easily accessed if you are familiar with the name of the
report by clicking on Reports >Search > Enter any part of the Name of the Report.
For this example you could enter Plan.
For this report you can enter a date range, and run for a specific Nursing Home, or all patients
and you can also include or exclude patient groups.
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Include Summary for all Plans Except Cash and Provincial Plan
This is important if you are only interested in a summary of all other third parties.
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Other Reports
Other reports that can be generated in Kroll include:
Claims Invoice Report
Narcotic Report
Profit/Loss Report
Patient Medical History Report
Tax Receipt Report
Rx for Drug/Doctor Group Report
Drug Inventory Listing Report
Drug Inventory History Repoert
Tx Totals Report
Price Tree Report
Sig Code Report
Future Usage Report
Compliance Label Report
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NOTE: all reports can be easily accessed if you are familiar with the name of the report
by clicking on Reports > Search and Enter any part of the Name of the Report. For this
example you could enter Claims.
In the Selection Tab enter a date range, and then select your choice of Patient, Home or All.
Under Plans, press F2 to display a list of all plans, and select only the manual plans.
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The options tab of this report is significant in how the report generates. We have highlighted
the most common fields that should be enabled:
Print Total
The plan wants to see this information.
Print Co-pay
This is also important to the manual bill plan if there is a preset deductible for that plan. (i.e.
the manual plan pays 80% and the patient pays 20%).
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This is an example of the Plan Summary page: This shows the totals number of Rxs billed,
reversed and net amounts due. It also includes the cost, mark up, fee total; co-pay and 3rd party
pay amounts. This is typically kept for pharmacy records.
Sample Claims Invoice Report (Plan Summary)
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The last page is the Report Summary Page, this page is typically kept by the pharmacy to track
what they have submitted.
Sample Claims Invoice Report (Report Summary)
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Narcotic Report
This is the report used in most provinces to track the reportable and forced reportable drugs
that have been dispensed from the pharmacy.
To access this report, go to Main Menu > Reports > Drug > Narcotic Report.
NOTE: all reports can be easily accessed if you are familiar with the name of the
report by clicking on Reports > Search > Enter any part of the Name of the Report.
For this example you could enter Narcotic.
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Profit/Loss Report
Run this report to identify your profit and loss margins. This report can print all Rxs for a
specific profit and loss amount or percentage for date range selected. This report will also
identify discounts provided by users during the adjudication process.
To access this report, go to Main Menu > Reports > Rx > Profit / Loss.
NOTE: all reports can be easily accessed if you are familiar with the name of the
report by clicking on Reports > Search > Enter any part of the Name of the Report.
For this example you could enter Profit.
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Show Discount
Enable this option to include any discounts that were given to the prescriptions by the user
during the adjudication process.
Show Initials
Enable this option to include the users Initials who filled the prescription
Summary Only
Enable this option to print a summary (no details) of the options enabled.
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Enable this option to open up fields to include profile, loss or discounts, amounts or
percentages that are >, <, =, >=, or <= than a specific dollar amount.
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Sort
Select the sorting option desired, i.e. sort by GP amount
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Display Refills
Enable this option to group refills together.
Print Disclaimer
Enable this option to print a disclaimer at the bottom of every page or the option to only print
the disclaimer at the end of the report.
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NOTE: all reports can be easily accessed if you are familiar with the name of the
report by clicking on Reports > Search > Enter any part of the Name of the Report.
For this example you could enter Tax.
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NOTE: all reports can be easily accessed if you are familiar with the name of the
report by clicking on Reports > Search > Enter any part of the Name of the Report.
For this example you could enter Groups.
The Rx for Drug/Doctor Groups Report has two search choices:
1. Search by currently All active Rxs (this would include unfilled prescriptions)
2. Search by Rxs filled. By choosing Rxs filled you may then also choose a date range. You
may include or exclude specific paying plans and Rx Lot Number.
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Under the Patient tab, you have the choice to print for an individual Patient, a Home (Nursing
Home) or to create the report for All Patients. You also have the option to narrow your search
by Patient Group and by Province or State should it apply.
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Under the Drug tab there are significant options available to narrow your search. You may
search by:
Drug Groups
Any drugs that have been put into a specific drug group
Drug Schedule
This covers all drugs within a specific drug schedule
Drug Departments
This includes drugs that have been put into a Department within the drug card
Drug
This area allows you to choose a specific drug. For example, if you want a printout of all of the
patients who have been dispensed Arthrotec 50. In this field you have the option to choose as
many or a few drugs you want by clicking on Add. This will bring up the Drug Search Screen for
you to select a drug or you can leave blank to include for all.
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Under the Doctor Tab there are two choices providing the ability to narrow the report
specifically by Doctor or Doctor Group.
1. Doctor Groups: When selected, the report will only print for doctors in a specific Doctor
Group.
2. Doctor: This area allows the user to run the report by a specific doctor.
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Options Tab
Allows the user to dictate exactly the extra information to be contained in the report
Print Unfills
Include all Unfills (Rxs placed on Hold) in the report
Print Inactive
Include all Rxs that have a status of Inactive
Show Drug
This will print the drug name
Show Lot#
If you maintain lot numbers in your drug cards this will include them on the report
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Show Rx Details
When this option is enabled it will print the Rx quantity, the status, the first fill, remaining
quantity, authorized quantity and the current fill date.
Financial Breakdown
This option will include all financial details of the prescription, for example: Actual Acquisition
Cost, Effective Markup, Markup Percentage, Fees, Special Services Code Fee, Total of the
prescription (including the previous amounts), and Gross Profit Percentage along with the CoPay amount.
Sort by Province/State
When this option is enabled, it will sort by Province or State.
Checked by
With this option enabled, it will print a signature line found at the bottom of the report.
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Group by options
This option allows you to group the report either by Drug (which works well if you have
selected more than one drug), Patient (works well also if you have selected more than one
Patient) or by Rx # (which will group in chronological order of dispense by Rx number).
Page Break
This allows the user to have select items print on separate pages, like the page break on new
prov/state you may also choose to have a separate page to print for each of the following:
Nursing Home, Ward, Doctor, Patient or Room.
Sort By
This sort option is only enabled when grouping by patient. If you sort by Patient are presented
with the following sort options:
Doctor/Home/Ward/Patient
Doctor/Home/Ward/Room/Bed
Doctor/Patient
Home/Doctor/Patient
Home/Ward/Doctor/Patient
Home/Ward/Patient
Home/Ward/Room/Bed
Patient.
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NOTE: all reports can be easily accessed if you are familiar with the name of the
report by clicking on Reports > Search > Enter any part of the Name of the Report.
For this example you could enter Drug Inv.
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In the Selection Tab there are options available for the different types of drugs you can print.
NOTE: the system will default to All unless you select a specific type. To select a
specific Drug Group, Manufacturer, Drug Schedule, Default Vendor, Tier or
Department simply press F2 on the desired type and select from the list presented.
Groups
To print for a specific Drug Group, press F2 and select from the predefined list of Drug Groups.
If you do not wish to run for a specific Drug Group, leave the field defaulted to All.
Price Group
To print for a specific Drug Price Group, press F2 and select from the predefined list of Drug
Price Groups. If you do not wish to run for a specific Drug Price Group, leave the field defaulted
to All.
Schedule
To print for a specific or a variety of drug schedules, press F2 and select from the predefined list
of drug schedules. If you do not wish to run for a specific Drug Schedule, leave the field
defaulted to All.
Default Vendor
To print for a specific vendor, press F2 and select from the predefined list of vendors If you do
not wish to run for a specific vendor, leave the field defaulted to All.
Departments
To print for a department, press F2 and select from the predefined list of departments If you
do not wish to run for a specific department, leave the field defaulted to All.
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Pack Status
A drug pack status must be selected to run this report. The following drug pack statuses are
available to choose from: Active, Inactive or Either. Active will print all active drugs in your
system, Inactive will print only inactive drugs in your system and Either will print both (longest
printout).
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Show Only Drugs with an Onhand Qty Greater than XX Days Supply
When enabled, this report will print any values greater or less than the days supply selected.
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Sort By
Select the sorting option you desire, i.e. sort by Brand Name:
The Options 2 tab has number of other options that can be included in the report.
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Show Quickcode
Enable this option to print any quickcode assigned to a drug. When selected there is also an
option to then sort by quickcode.
Show Manufacturer
Enable this option to print the manufacturer of the drug
Show Din
Enable this option to print the drug identification number
McKesson
Enable this option to include the dollar value listed in the McKesson field of the drug card
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KF
Include this option to include the dollar value listed in the KF field of the drug card.
ODB BAP
Enable this option to include the ODB BAP value (Ontario Only)
ODB MAC
Enable this option to include the ODB MAC (Ontario Only)
Show UPC
Enable this option to include the UPC. It will include the UPC for each individual drug.
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NOTE: all reports can be easily accessed if you are familiar with the name of the
report by clicking on Reports > Search > Enter any part of the Name of the Report.
For this example you could enter History.
Manufacturer
To print for a specific manufacturer, press F2 and select from the predefined list of
manufacturers. If you do not wish to run for a specific manufacturer, leave the field defaulted
to All.
Drug Group
To print for a specific drug group, press F2 and select from the predefined list of drug groups. If
you do not wish to run for a specific drug group, leave the field defaulted to All.
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Drug Schedule
To print for a specific or a variety of drug schedules, press F2 and select from the predefined
list. If you do not wish to run for a specific drug schedule, leave the field defaulted to All.
Inventory Changes
To print for a specific inventory change (movement that has taken place on a drug card), press
F2 and select from the predefined list of inventory changes. If you do not wish to run for a
specific inventory change, leave the field defaulted to All. Below is a list of the inventory
changes tracked in Kroll:
Adjudication Adjustment if the onhand (inventory value) of the drug has been
decreased or increased from the fill or cancel of a prescription.
Auto Receive if the drug has been received into inventory through an invoice
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BuddyFill Cancel if this drug was filled through the Buddy Fill system and then
subsequently cancelled
BuddyFill Fill the drug was filled through Buddy Fill
Cancel the prescription has been cancelled
Drug merge the change in on hand inventory is a result of two drug cards being
merged together
Fill A prescription has been filled using this drug
Manual Adjustment someone has gone in and manually adjusted the inventory
Manual Receive Someone has manually received the order and therefore adjusted
the inventory
Sent to CentralFill This drug/prescription was sent to Central Fill
Store Transfer the drug was transferred to another store
NOTE: that for the above inventory changes, the initials of the user logged into the
computer at the time of the change or the user who filled the Rx.
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The Selection 2 Tab allows you to choose Drug Tiers (Ontario) or Drug Departments. However,
this Tab also provides you the option to print for the movement of an individual drug. To do
this, simply click Add, to bring up the Drug Search Screen which allows you to enter a drug
name or din and add it to the Drug box. In this example we have chosen Apo-Simvastatin 40mg.
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The Options Tab provides more options to include in the report. Most often the Show reason
for Inventory change is an important option as well as the dollar value of the units moved.
Show DIN
When enabled, this will include the Drug Identification Number of the drug(s) selected.
Show Schedule
When enabled, this option will include the drug schedule.
Show Reportable
When enabled, this option will indicate if the reportable flag on the drug card.
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Show Manufacturer
Enable this option to include the manufacturers short code, for example APX for Apotex.
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Rx Totals Report
The Rx Totals report will print the number of New Rxs, Repeat Rxs, Total Rxs and Percentage
Totals based on the preferences selected in the options.
To access this report, go to Main Menu > Reports > Rx > Rx Totals
NOTE: all reports can be easily accessed if you are familiar with the name of the report
by clicking on Reports > Search > Enter any part of the Name of the Report. For this
example you could enter Rx Totals.
The Selection Tab provides a choice to print for individual Patient, a Home (Nursing Home) or
for All Patients. You have the option to narrow your search by Patient Group and by Patient
drug Plan. To search by Patient Group simply click F2 and select from a predefined set of
patient groups. To search by Drug Plan, simply click F2 and select from the available drug plans.
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Doctor Group
You can include or exclude specific Doctor Groups by pressing F2 and selecting from a
predefined set of doctor groups. If wish to run the report for all doctor groups, leave the field
defaulted to All.
Doctor
To print for a specific Doctor, click the Add button to bring you to the doctor search screen and
enter the doctor you wish to run the report for. If you do not wish to run for a specific doctor,
leave the field defaulted to All.
Doctor Designation
To run the report for a specific doctor designation, click or press F2 and select from the
predefined list of designations. If you do not wish to run for a specific doctor designation, leave
the field defaulted to All.
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Users
To include or exclude specific Users, simply press F2 and select from a predefined list of Users
setup in the system. If wish to run the report for all users, leave the field defaulted to All.
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Summary Only
Enable this option to print only a summary of the information you have selected for the report.
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Group By
Enable any one of these options to group together on the report.
Show
When All is selected, the report will include All Rxs. When Top XX is selected the report will
only include the top amount indicated.
Sample Totals Report by Doctor
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NOTE: all reports can be easily accessed if you are familiar with the name of the
report by clicking on Reports > Search > Enter any part of the Name of the Report.
For this example you could enter Tree.
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NOTE: all reports can be easily accessed if you are familiar with the name of the
report by clicking on Reports > Search > Enter any part of the Name of the Report.
For this example you could enter Sig.
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Language
Select the language you wish to print from the drop down list.
Select the sorting option you wish to print. For example, Token represents the actual sig code
such as BID. If you wish to sort by Token, click on Token. If you wish to sort by Text (for example
twice a day then select Text.
The Options Tab has an option to show equivalent default language translation. Enable this
option to see the English translation for a foreign language selected.
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Note all reports can be easily accessed if you are familiar with the name of the report
by clicking on Reports > Search > Enter any part of the Name of the Report. For this
example you could enter Future.
Sample Future Usage Report
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NOTE: all reports can be easily accessed if you are familiar with the name of the
report by clicking on Reports > Search > Enter any part of the Name of the Report.
For this example you could enter Compliance.
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Section Tab
The Selection Tab has various options allowing you to run the compliance label a specific
Patient, Nursing Home or All patients that have unit dose packaging setup on their Rxs. The
report will default to todays date; however the user may choose the effective date of the first
package. You can also run the report for 1, 2, 3 or 4 week cycles.
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Section 2 Tab
The Selection 2 Tab includes the following options:
Batch Options
All Rxs: Include all Rxs on the profile
Show only: There are three options: 1. Show only Rxs with batch flag on, 2. Rxs in a
batch or 3. Rxs with batch flag on or in a batch. You also have the option to exclude
using the same options.
Include Unfills: this will include all Unfills setup with Unit Dose in the patients profile.
This is particularly helpful if you have copied up to a new number and put a prescription
on hold.
Include ward stock: This option includes Rxs marked as ward stock in Nursing Home
Patients
Cards: For prescriptions that have been separated by card number, for example certain
medications have been placed in card #1 and others in card#2 for titration reasons you
may choose to print the compliance label for card #1, alternately you also have the
option to print for all
Show only meds filled on dd/mm/yyyy: This flag allows you to only show the Rxs filled
on a particular date.
Options Tab
The Options Tab presents three other tabs of options, with the first one being the General Tab.
Pass time 1 through 4: These times are configurable; the default is shown above.
However this can be changed for example: Breakfast, Lunch, Supper and Bedtime
Panels: This refers to the number of panels to print on one page. This becomes
particularly important if you have pre-defined Jones compliance labels in a 2, 4, or 6
panel layout.
X and Y Offset: This is the adjustment for the report layout itself of its left justification
and up and down alignment. These adjustments are specific to this report.
Print Compliance Checklist: This is a checklist for packaging the compliance packages.
Sort By: Here we have options to sort by especially if we have chosen to do more than
one patient. The options for sort are as follows:
o Patient
o Home/Ward/Room/Bed
o Home/Ward/Patient
o Doctor/Patient
o Doctor/home/Ward/Room/Bed
o Doctor/Home/Ward/Patient
Med Sort: This allows us to further sort the order the compliance label prints in. The
user has the following options for the medication sort order:
o Original Rx #
o Brand name
o Generic name
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MAR Sort Order: this is if you have a patient in a Nursing Home and a MAR sort order
already selected.
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There are six header styles to choose from. A sample of each style is presented at the end of
the Compliance Label section.
Swap Patient and store info: This option changes the position of the patient and store
information on the report.
Print family doctor: This information comes from the patient card Family Doctor field.
If a family doctor is selected on the patient it will print the family doctor on this report.
Replace patient addr. With NH info: Replaces the patients address with the Nursing
home information
Print effective date: This option prints the date the compliance package is effective
Print Card Numbers: This option prints the card numbers assigned in the Unit Dose
section of the prescription.
Print Page x of y: This option prints for example page 1 of 1 on the top right corner of
the report.
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Body Tab consists of the most options, however depending on the Panel Style you choose will
depend on what options are available. The options for Panel style are:
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Old style (DOS): This will be familiar to clients who were previously on the DOS version of Kroll
Sample Old Style DOS
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Sample Condensed
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Style 1
Includes all options in condensed along with the following:
Print initials
Print DIN
Print effective date
Print card numbers
Print Page x of y
Print repackaging expiry date in the form of dd/mm/yyyy
Example of Style 1
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Style 1 Large
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Style 2
Example of Style 2
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Style 3
All options are greyed out because these options are already included in the report except for
the options listed below:
Show Rx num as
Print Repackaging Expiry Date
First Drug Name
Second Drug Name
Sample Style 3
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Backdates
Please be aware that if you run a fill date-based report immediately at the completion of a
period and then, at a later date, rerun that report for the same date range, it may not match
the original report, this is caused by backdates. A backdate is the only way that a report run in
the past can effectively be changed in the future.
When reconciling one report against another, especially with fill-based reports, always use
reports that are printed on the same date and approximately at the same time never try to
balance a fill-based report printed at the end of March with another report for the same period
range but printed at the end of April. If you have specific reporting periods and an Rx is
backdated to a previous period, you might want to manually record this Rx on a form so it can
be properly reconciled. The Kroll database records the real date (today) when a backdate
takes place and this is noted on some reports.
Note that adjudication date-based reports are not affected by backdating. You cannot change
todays date. No matter what date you backdate the Rx, today is always the adjudication
date for this Rxs plan (unless the real time third party should happen to return a different date
such as for a script filled after midnight, Eastern Time.)
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By default, the Kroll system will include the co-payment amount in the Net column as most
third parties request it this way. This Net amount is also shown in the summary sections of this
report. However, please note that all other Kroll reports always show the amount being billed
to that third party exclusive of the local patient co-payment. If any one of your third parties are
set to the default and you attempt to match up the report summary of the Claims Invoice
report against another report showing the amount billed to the third party, the amounts will
not appear to match when co-payments are involved!
If your paper plan(s) require the non-default operation the net amount should not include the
co-payment value please contact Kroll for assistance to set up each third party to use the
Paper Claim- Net Amount reporting option for each individual plan affected. Only if all third
party plans are set to the non-default setting will the reports grand total Net amount balance
with other plan-based Kroll reports. As this is unlikely, you will not be able to match the Net
amount on this report with that on other reports
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Reconciling
So knowing all of the above, how do you balance one report against another?
For fill date-based reports, you can run the following on the same day for any range and all
should balance:
Daily/Monthly Totals
Rx Breakdown
Rx Totals
Profit/Loss
When explicitly broken out, always look at the Net amounts. For adjudication date-based
reports, run the following:
1. Plan Breakdown (do not check any of the Exclude options)
2. Adjudication Totals (do not exclude zero-amount claims)
Claims Invoice (Best to Exclude items where plan pays 0.00 and NOT Include data for realtime plans as this helps to eliminate most tertiary plan billing that will misrepresent the grand
totals as noted above)
Plan Breakdown breaks out the online plans versus manually billed plans as well as providing a
grand total. Adjudication Totals will also provide the same kind of breakdown. Claims Invoice
report, assuming you have used the options noted above, will show a grand total that should
match the Manual Plans amount of the two other reports.
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Summary
Please be aware of the following key points noted above when attempting to reconcile reports:
Never compare fill date-based reports with adjudication date-based reports. When in
doubt, look at the report header that shows which date is being used.
Never use the Plan Summary Report in comparing with other reports.
Always compare reports printed on the same date look at the Printed On date on
the report header.
Be aware of how previous-period reversals are reported always use the Net amount
columns when comparing reports.
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4.
5.
6.
7.
From the User Information form, enter the Initials and Name.
Ensure that the Disabled flag is unchecked (if it is checked the user will be inactive).
Optionally enter a date when the user account will expire.
If the user is a pharmacist, place a checkmark on Is Pharmacist and enter the pharmacist
license number in the Pharmacist ID field.
8. Enter the Network Username provided by NLCHI. Patients without a Network Username
attached to their user account will NOT have permissions access the Pharmacy Network.
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9. Enter a local Kroll Password into the Password field and confirm the entry in Confirm
Password.
10. Check Password never expires if the user account expiration is indefinite.
11. Check Force password change on next login to prompt the user to change their local
password upon logging into a Kroll session for the first time.
12. Click on the Groups tab and assign the user a User Group by clicking on Ins or press Insert
on the keyboard.
13. Click Save or press Enter on the keyboard to save the Kroll user account.
Once a user has been registered with NLCHI, they will receive notice of their Network
Username and Network Password. The Network Password that is provided is a temporary
password and must be changed from the Kroll system.
Since technicians do not have license numbers, they are viewed as delegates and must
associate with a pharmacist on duty in order to submit prescriptions and view the Pharmacy
Network. The process of association must be performed by a licensed pharmacist.
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3. Answer Yes to the prompt Do you want to search the Network for this patient?
4. Enter all available patient information into the Network Patient Search and press Enter on
the keyboard or click Search with the mouse to search the Network for the patient.
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5. Select the applicable patient from the network results by highlighting the record and
pressing Enter on the keyboard or clicking Select with the mouse. Patient information from
the Network will be pulled into the local Kroll patient card.
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6. Input other pertinent patient information (e.g. snap cap preference, plan
information, etc.) into the patient card and press Enter or click Save to save changes. This
will synchronize the local patient information with the Pharmacy Network. Once
synchronization is complete, the following message will appear. Click OK to proceed.
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3. Answer Yes to the prompt Do you want to search the Network for this patient?.
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4. Enter all available patient information into the Network Patient Search and press Enter on
the keyboard or click Search with the mouse to search the Network for the patient.
5. If no records are returned by the Network match the patent you are looking for, and you
have executed proper searching guidelines as proposed by the NLCHI Pharmacy User Guide,
click Add New Patient to Network.
6. Click OK or press Enter on the keyboard when prompted This is a new patient on your local
system. It will be added to the Network once you save then changes to the local patient.
7. Fill out the patient card with all available patient information.
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8. Once all patient information is inputted into the patient card, press Enter on the keyboard
or click Save to save changes. This will add and synchronize the local Kroll patient to the
Client Registry (i.e. Pharmacy Network).
9. Once synchronization is complete, the following message will appear. Press Enter on the
keyboard or click OK to proceed.
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2. Go to Network > Synchronize Patient and log in with the Kroll username and password.
3. Go to Network > Synchronize Patient and log in with the Kroll username and password.
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4. If the local patient already exists in the Client Registry, highlight the entry and click Select or
press Enter on the keyboard. If no records match the patient you are looking for and you
have executed the proper searching guidelines as proposed by the NLCHI Pharmacy User
Guide, click Add New Patient to Network.
5. Once the local patient data has been successfully synchronized with the Client Registry, you
will get a pop up box saying the transaction was successful.
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Unfilled Profile
The unfilled profile filters the patient Network profile to prescriptions that are on hold (i.e. not
filled).
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Add Observation
You can add a Patient Observation to the NL DIS network as well. You can choose a
measurement type from the drop down menu as shown below. Then add a comment and click
ok when you are finished.
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Add Immunization
This function allows the pharmacist to Add Immunization information to the NL DIS for a
patient. Just add all of the information that is requested in the screen shot below. There are
drop down menus that allow the pharmacist to choose what is appropriate for the patient.
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Synchronize Patient
The process of Synchronization links the local Kroll patient to the Pharmacy Network. If the
patient is not synchronized to the Pharmacy network you will get errors when trying to send a
RX to the network.
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Unsynchronized Patient
A local patient account may need to be unsynchronized from the Pharmacy Network if the
initial synchronization was executed in error (e.g. the local patient was linked to the wrong
Network patient).
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2. Ensure that the NL.DIS plan is listed in the prescription; a prescription cannot be sent
without the inclusion of the NL.DIS plan. Plan sequence can be moved around, but is not
recommended; NL.DIS should always be the last adjudicated plan if the patient has other
financial coverage (i.e. provincial or private coverage).
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3. Once all the necessary information is entered into the F12 filling screen, click/press F12 to
fill the Rx. The prescription will adjudicate through all the preceding financial plans as usual,
and then go through NL.DIS last. Adjudication through NL.DIS will bring up the CeRx
Adjudication Response screen:
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5. Continue from the CeRx Adjudication Response screen by selecting one of two (2) options:
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Click OK or press Enter on the keyboard to acknowledge the Errors, Warnings and/or
Messages from NL.DIS.
Click on Cancel Rx to reverse the transaction made to NL.DIS.
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4. From the Drug-Plan Information form, fill out the Sub Plan with NL.DIS-Newfoundland DIS.
5. Select the Pack Size that corresponds to the specific OPINIONS number for that product.
6. Ensure the Default flag is checked. If Default is NOT checked, the OPINIONS number for this
drug will not be sent to NL.DIS.
7. Enter a Description for the Pseudo DIN; this can be anything deemed fit by the user (e.g.
Default, OPINIONS, etc.).
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9. Enter the OPINIONS number (In this example we are using 97799946 for Accu-Check Softclix
Lancet, pack size of 100).
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10. The flag for Covered should remain unchecked because the NL.DIS plan DOES NOT
financially cover the cost of the prescription.
11. The flag for Bill As Pack should remain unchecked.
12. Click OK or press Enter on the keyboard to save the OPINIONS number.
13. Click Save or press Enter on the keyboard to save changes made to the drug card.
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Stock Transfers
To add a stock transfer store:
1. Execute an F3-Patient search for the stock transfer location.
2. Ensure that the stock transfer location does not already exist in the system as a patient.
3. Click Ins or press Insert on the keyboard to add the stock transfer location.
4. Answer No when asked Do you want to search the Network for this patient? The stock
transfer location will not be listed in the Network as an actual patient.
5. Fill out the patient card with the information from the stock transfer location.
6. Under the Plans section, click Ins or press Insert to add the NLSTOCK Plan.
7. Click Save or press Enter on the keyboard to save changes made to patient plans.
8. Click Save or press Enter on the keyboard again to save changes made to the patient card.
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4. Go to Rx > Extra Functions and check Stock Transfer. Marking a prescription as a Stock
Transfer in Kroll will signal the Network to register the transaction differently than a regular
prescription.
5. Click F12-Fill Rx or press F12 on the keyboard to fill the stock transfer.
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6. The Network Location Search form appears. Press Enter on the keyboard or click Search to
synchronize the patient with a location.
7. Highlight the appropriate pharmacy/medical office from the Network results and press
Enter on the keyboard or click Select to continue.
8. A successful transaction will return a CeRx Adjudication Response screen indicating The
Office Supply Dispense was successful.
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3.
4.
5.
6.
7. The following message will appear: This is a new patient on your local system. It will be
added to the network once you save the changes to the local patient. Click OK or press
Enter on the keyboard to continue.
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10. Synchronize the local patient card by clicking Save or pressing Enter on the keyboard from
the patient card.
11. Once the local patient information has been pushed down to the Pharmacy Network, a
message will appear indicating The Transaction was successful.
12. Proceed to fill a prescription for the out of province patient as usual.
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Prescription Pick Up
The Newfoundland and Labrador Center for Health Information (NLCHI) currently requires
pharmacies to log when a prescription is physically picked up from the pharmacy.
This can be done by accessing the RXs in workflow within Kroll.
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Kroll will automatically cycle through all the prescriptions and resend to the Pharmacy Network.
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3. Selecting No will return the user back to the local system where the rest of the patient
information can be manually entered and saved (i.e. no connection to the DIS will be made).
4. Selecting Yes in Step 2 opens the Network Patient Search Form.
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The Network Patient Search From is automatically populated with the search criteria entered
in the local patient search. Users can enter additional patient demographics into the Network
Patient Search Form before clicking Search or pressing Enter on the keyboard to search the
Network for the matching patient. As with the local search, entering more search criteria
reduces the number of records returned.
5. Once the search criteria have been entered click Search or press Enter on the keyboard to
send the patient search request to the DIS.
6. All patients matching the search criteria will be returned by the Network. Use the mouse to
highlight the correct patient and click Select or press Enter on the keyboard.
7. Once the user selects the correct patient from the Network Patient Search Form, the
Network patient information will automatically be pulled into the local F3-Patient Card.
8. Choose the Cancel option if the wrong patient has been selected; this will return the user to
the local patient search screen.
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9. The PEI.ADAP plan will automatically be added to the F3-Patient Card; the ADAP plan
should always be the primary plan listed. The Client ID of the plan will be populated with
the patients PHN.
If the patient also has provincial coverage through PHIP, they must insert the PHIP
plan manually. The PHIP plan will also use the patients PHN as the Client ID number,
but should be listed after the PEI.ADAP plan.
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2. If the local search using the patient PHN turns up zero (0) results, the user will be
automatically brought to the Network Patient Search From with the PHN field populated.
Click Search or press Enter on the keyboard to execute the Network patient search.
3. Since each Island patient has a unique PHN, only one entry should be returned from the
DIS.
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4. Once the Network entry is selected, patient demographic information will be pulled into the
local F3-Patient Card. As in scenario 1, the PEI.ADAP plan is automatically inserted into the
patient card with the PHN in the Client ID field. All other third party plans, including PHIP
plans, must be added manually.
5. Once all information regarding the patient has been entered locally, click Save or press
Enter on the keyboard to save changes.
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2. Access Network > Patient Search (TPD) to verify your local patient demographics with the
Network patient demographics. To help locate the patient in the DIS, enter the patients
Date of Birth and Gender into the Network Patient Search Form; although not required,
this information will increase the chances of a matching candidate being returned by the
DIS.
3. Select Search or press Enter to send the patient search request to the DIS Network.
4. Highlight the correct patient from the list of candidates returned from the Network Patient
Search and click Select or press Enter on the keyboard.
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5. From the Patient Update Form, update the local patient demographics with the information
provided from the DIS. Use the check boxes to the left of the Name, Address, Birthdate, etc.
to select information you are interested in updating. Information in Green is Network data,
and information in Red is what is currently entered on the local system.
6. Once the user has placed checkmark(s) next to the Network information they would like to
update into their local system, click Update or press Enter on the keyboard. The patient is
now ready for Rx filling.
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Once the profile types have been selected, click OK or press Enter to continue from the Select
the Profiles to Query window. The user will be prompted to enter a reason for accessing the
Network Patient Profile. Kroll recommends that users always enter a reason for accessing the
Patient Network Profile in the event of an audit.
A status bar will be displayed to track the progress of the profile request to the DIS Network.
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Once the profile request has been processed, each profile type will be available under the
corresponding tabs across the top of the window. In the below sample, all Profile Types were
selected; therefore, there are 8 tabs available for viewing.
On the Profile tab, users can sort Rx entries by Last Filled, Picked Up, Doctor, DIS Rx #,
Order Date or Drug by clicking on the corresponding buttons.
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DIS Workflow
Once the DIS Network has been integrated into the Kroll Software system, prescription details
are shared between your local system and the provincial DIS system.
Diagram 1:
Diagram # 2:
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The first request made to the DIS when filling a prescription is to confirm local patient
demographics with Network patient demographics. If there are any discrepancies between local
and Network data, a Patient Update Form will be returned and the user can select to update
local information with Network information.
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The Patient Network Profile is automatically retrieved when filling the first prescription for the
patient for that day (subsequent fills for the patient will not retrieve the Patient Network
Profile). Users can review the profile and click OK or press Enter on the keyboard to continue
filling the prescription.
Click OK after successfully creating the Rx Order; the system will proceed to send the Dispense.
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Click OK after successfully creating the Dispense; the system will now send the fiscal portion on
the prescription.
The Rx Order and Rx Dispense responses are only displayed if the DIS system detects and
responds with DUE issues. If no issues are returned, the Rx Oder and Dispense records are
created without any issues. There are three options on the CeRx Adjudication Response
window as explained below:
1. Users can press P on the keyboard to view the Patient Network Profile to search for clues
as to why warnings are being returned from the DIS.
2. DUE issues (i.e. warnings) can be optionally Managed. Highlight the warning and press M on
the keyboard to send a management code with the warning returned from the DIS.
3. Users can also highlight a warning on the CeRx Adjudication > Response window and press
D on the keyboard to Detail the issue.
This provides information on the issue including causes and other management entries.
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Create Local Rx
The Create Local Rx function allows users to pull certain prescriptions from a Patient Network
Profile and fill it locally. Network prescriptions information such as drug, doctor, SIG and
dispense data are pulled from the DIS into the local Kroll F12-Filling Screen for processing. The
Create Local Rx function can only be used for Rx entries that do not already exist in the local
database.
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Refusal to Fill
The Refusal to Fill message is used when a pharmacist decides they will not or cannot fill a
prescription request for a patient. The intent of the message is to record the refusal to fill
decision made as a result of one of the following reasons in the red box below:
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Hold Rx
A prescription is put on hold when a pharmacist determines that the drug should not be
taken by the patient for a specified interval of time. This identifies the intent that the therapy
be continued at some point in the future, but should be suspended for the period indicated
on the hold. This can be done in response to a patient entering a hospital, drug-to-drug
interactions, duplicate therapies, etc. The request to put an Rx on hold can be sent throughout
the prescription lifecycle, but if the Rx is already on hold and a request is sent, an error will be
returned. A prescription that is placed on Hold will have a status of Suspended on the Patient
Network Profile.
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Release Rx
The option to Release Rx is used to release prescriptions that are currently on hold (i.e. have a
status of Suspended). For example, a patient who transitions into an inpatient situation back to
the community may require held prescriptions to be released. The request to release an Rx
can be sent through the prescription lifecycle, but if the Rx is not currently on hold and a
Release message is sent, an error will be returned.
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Stop RX
The option to Stop Rx is sued when a pharmacist or provider determines that a drug should no
longer be dispensed and should no longer be taken by the patient immediately. Situations
where a prescription may need to be stopped are product recalls, duplicate therapy
contraindication, or other serious therapy issues. The Stop Rx message can be sent through the
prescription lifecycle. A prescription that has been stopped will have a status of Aborted.
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Add Note
The option to Add Note is used to document additional information concerning a prescription
or a refill (i.e. dispense). Notes are primarily used to document error corrections, information
change or new information, but can be used for any reason deemed fit by the pharmacist.
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Retract
The Retract function allows users to reverse certain messages/transactions sent to a patients
DIS profile. A retract message is usually sent in cases where information has been added to the
Patient Network Profile in error. Once an action has been retracted it will no longer appear in
the result set of subsequent queries made on that DIS profile.
A transaction must meet the following conditions in order to be successfully retracted:
1. The DIS user who sent the message must be the user who performs the retract.
2. The message/transaction must NOT have been viewed by another DIS user.
3. The retract must be performed within 24 hours of when the message was sent.
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Unfilled Profile
The Unfilled profile filters the Patient Network Profile so that it only logged Rxs (i.e. Rxs on
hold) are displayed. Users can restrict and refine the Unfilled profile by the Advanced search
function. Narrow search parameters by checking the Advanced flag and entering additional
search criteria. Click Filter or press Enter on the keyboard to obtain refined search results.
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Add Observation
The Network function to Add Observation allows the pharmacist to record health related
measurements on the DIS that may have been relayed by the patient, or measured by the
pharmacist directly.
Observations can include:
Blood Pressure
Glucose
Height
Pulse
Respiratory Rate
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Add Immunization
The Add Immunization Network option allows the pharmacist to provide centralized
documentation on immunizations received by the patient.
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Add Keyword
Island patients have the right to mask their Patient Network Profile so that only providers
privy to their Network Keyword can view their medical history. A patient with a masked
profile will elicit a message similar to the following when a Profile request is sent.
If the patient has provided the pharmacist with a keyword, it can be entered into Kroll by
accessing Network > Add Keyword to call up the Enter Keyword window.
Once the keyword is entered, click OK or press Enter on the keyboard to continue. Now when
the user goes to access the Patient Network Profile, the profile will be displayed without
warnings.
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Kroll Passwords
In conformance with Pharmaceutical Information Program (PIP) standards, Kroll passwords
must be complex and meet the following requirements:
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The Provincial Plan must be set to Saskatchewan Prescription Drug Plan (SPDP).
The Clinical Provincial Plan must be set to Saskatchewan Prescription Information Program
(SKPIP).
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Patient Allergies/Intolerances
Recording patient allergies and intolerances on PIP is an integral part of creating a
comprehensive Electronic Health Record (EHR) for Saskatchewan residence. The availability of
this information allows pharmacists and other health care professionals make optimal drug
therapy decisions. The following section describes how to add allergies/intolerances to PIP, and
how to retrieve them through Kroll.
When patient allergies are added locally on Kroll, the information is sent and recorded on PIP.
PIP supports the addition of Allergy Groups and NOT specific Medications or Ingredients. If a
Medication or Ingredient is selected as an allergy, the following warning will appear:
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Pharmacy users can only mark INTOLERANCE as completed/expired on the network, but not
ALLERGIES. Only doctors can mark an ALLERGY as completed/expired.
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Supporting Information
Supporting Information for patient allergies and/or intolerances can be recorded on PIP from
the Kroll system. Supporting Information gives users the option to provide details on Reported
Reactions and Allergy Tests. The Supporting Information tab located on the CeRx Allergy Form is
available when new allergies are added to the system.
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Unsynchronize
The option to Unsynchronize will break the link between the local allergy record and the
Network allergy record. Only Green-Synced Network records have the option to Unsynchronize.
When a Green-Synced Network record is unsynchronized, the resulting allergy profile will have
a Yellow-Network allergy entry and a Red-Local allergy entry.
Before Synchronization:
After Synchronization:
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Retracting an Allergy
Allergies, intolerances, supporting information, and other allergy related transactions sent to
PIP can be retracted (i.e. withdrawn) on two conditions:
1. The transaction is being reversed from the same pharmacy it was sent from.
2. The patient Network profile has not been viewed by another user/pharmacy.
If these conditions are violated, executing a retract function on an allergy transaction will elicit
a rejection message.
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Get History
The Get History option allows users to track incremental changes made to an allergy record
(e.g. when Supplementary Information was added; when a note was added, etc).
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PIP Portal
The network option for PIP Portal allows users to access the traditional PIP viewer via web
browser.
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Create Local Rx
The option to Create Local Rx allows users to pull prescription information (i.e. patient, drug,
doctor, and dispensing information) from the Network Profile into the local Kroll F12-Filling
screen. This function allows pharmacy users to select a prescription record from PIP and pull it
into the local system for filling. The Create Local Rx function can only be used for network
prescription entries that do not exist locally.
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Refusal to Fill
This message is used when a pharmacist decides they will not or cannot fill a prescription
for a patient. The intent of the message is to record situations such as suspected abuse, polypharmacy activities, and operational situations such as out of stock item, but can be used as
the pharmacist deems fit. A pre-populated dropdown menu of Refusal Reasons is available for
selection and submission to PIP.
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Hold (Suspend) Rx
A prescription is put on hold when a provider determines that a drug should not be taken by
the patient for a specified interval of time. This identifies the intent that the drug therapy be
continued in the future, but that it is suspended for the period indicated on the hold. A
prescription that is on hold will have a status of Suspended on the Patient Network Profile.
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Release (Resume) Rx
The option to Release (Resume) Rx is used to release prescriptions that are currently on hold
(i.e. status Suspended). For example, a patient who transitions from an inpatient situation back
to the community may require held prescriptions to be released.
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If a user attempts to fill a prescription that has been revoked on the Network, PIP will accept
the prescription, but will return the following warning:
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Stop (Abort) Rx
The option to Stop (Abort) Rx is used when a pharmacist or provider determines that a drug
should no longer be dispensed and should no longer be taken by the patient. Situations where a
prescription may need to be stopped (i.e. aborted) are product recalls, duplicate therapy
contraindication, or other therapy issues. This request can be sent throughout the prescription
lifecycle.
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Add Note
The option to Add Note is used to document additional information concerning a prescription.
Notes are primarily used to document error corrections, information change, or new
information, but can be used for any reason deemed fit by the pharmacy.
Retrieve notes that have been added to a prescription from the Patient Network Profile by
detailing the prescription entry and clicking on the Notes tab.
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Retract Rx
This function allows users to reverse a Network transaction (e.g. Hold Rx, Release Rx, Stop Rx,
etc.) made to prescription entries on a patient`s Network profile. Once an action has been
retracted it will no longer appear in the result set of subsequent queries made on that
prescription.
A transaction must meet three conditions in order to be retracted:
1. The Network user who executed the transaction must be the user who performs the
retract.
2. No other Network user has viewed the Patient Network Profile after the transaction was
made.
3. The retract must be performed within 24 hours of when the transaction was created.
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1. Fill out the Patient, Drug, Doctor, SIG, Dispense Information, etc. as usual from the F12
Filling screen
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2. Ensure that SKPIP plan is the LAST adjudicated plan right before cash.
3. Once all necessary information is entered into the F12 Filling screen, click F12-Fill Rx or
press F12 on the keyboard to fill the prescription.
NOTE: The Patient Network Profile is returned by PIP for the first prescription filled
after entering the F3-Patient card (regardless of whether the Rx is New or Refill). The
Network Profile will not be returned for subsequent Rxs.
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4. Adjudication to the fiscal plans will be completed first, and then the Rx will be sent to SKPIP
for prescription logging.
5. If Errors are returned by SKPIP on the CeRx Adjudication Response screen, they will need to
be managed in order to complete the prescription.
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7. Once ALL Errors have been managed, continue from the CeRx Adjudication Response
screen by clicking Send Issue Managements or by pressing Enter on the keyboard.
8. Retrieve the management codes sent with a prescription by accessing the Patient Network
Profile. Highlight the Rx entry you want to view management codes for and click Details or
press D on the keyboard to call up the Medication Order Detail screen. Click on the Issues
tab to view management codes sent for the prescription.
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Cancelling an Rx
To cancel an Rx:
1. Call up the local medication profile (SHIFT+F3) from the patient card by accessing Profile >
All Rxs or pressing SHIFT+F3 on the keyboard from the Patient card.
2. Highlight the Rx that has needs to be cancelled and click C-Cancel or press C on the
keyboard.
3. If the correct prescription is being pulled up for cancellation, answer Yes when asked Is this
the Rx that you want to Cancel?
4. Enter Kroll initials and password to continue cancelling the Rx if/when prompted.
5. If you are cancelling the first fill of a prescription, the following screen will appear. Select
the appropriate option.
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If the drug being filled has the Device flag ON and the SKPIP plan is included in the
plan sequence, a warning will appear You cannot send a device to the network.
Simply remove the SKPIP plan from the Rx to resolve the issue
The prescription will bypass PIP as a result of the Device flag. As such, when you access the
Patient Network Profile, the Device Rx will appear with a yellow-local data-bar because it only
exists locally on Kroll.
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NOTE: The pharmacys Network ID (i.e. SPDP Provider number) is required for
prescription transfers to go through PIP successfully.
NOTE: There is no way to retrieve transfer details from PIP as this information is not
stored.
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Prescription Pick Up
The Saskatchewan Health Information Network (SHIN) requires pharmacies to log when a
prescription is physically picked up from the pharmacy. This information is entered in Kroll and
sent to PIP for clinical recording.
It is important to note that recording prescription pick-ups is a crucial part of the prescription
lifecycle. If an Rx is not marked as picked up and the pharmacy goes to fill another dispense
against the prescription, PIP will return a warning This prescription has one or more dispenses
that have been filled but not picked up. In addition, the remaining quantity for a prescription
listed on the Pharmacy Network is not adjusted until the Rx is marked as picked up.
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6. Indicate Pick Up Person form appears. Specify whether the Patient or Representative
picked up the prescription.
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The left side of the screen will list all patients that have prescriptions that are NOT
picked up.
The right side of the screen will list all the prescriptions that are NOT picked up for
the particular patient selected on the left side.
4. Click the Extra Functions button or right-click on the Rx entries to access menu functions.
5. Select the option to Change Status to Picked Up to mark the highlighted Rx as picked up.
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Drugs Used
PINs will be used to differentiate the type of clinical pharmacy service type provided and
whether or not the service was provided by an APA Pharmacist. The drug price group used for
these cards is Clinical Services.
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PINs
The drug card PINs are grouped as follows based on whether the service was provided by a
pharmacist with or without Additional Prescribing Authority (APA):
NOTE: These prescriptions are Fee for Service prescriptions under ABPHAP.
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SSC
F,H,I,J
L
M
L
M
SSF
$20.00
$60.00
$20.00
$100.00
$20.00
00081111
00081112
00081113
00081114
00081115
00081116
F,H,I,J
L
M
L
M
K
$20.00
$75.00
$25.00
$125.00
$25.00
$25.00
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Select the appropriate drug (i.e. appropriate PIN) and enter the dispensing quantity and days
with a quantity of 1.
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The Special Service Code Fee will be populated automatically based on the SSC code selected.
NOTE: An incorrect submission of the PIN and SSC combination may result in claim
rejection of D1 DIN/PIN/GP/SSC not a benefit.
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As of October 1st, 2012, it will become mandatory to submit an ICD-9 code in order to collect
the prominent disease associated to the assessment. Clicking the F2 button beside the Reason
Code field - on the Plan Information screen - will bring up the list. Ensure that the code selected
represents the prominent disease for the assessment.
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Once the Rx is copied to a new Rx, enter the word ADAPTED: at the beginning of the Sig line.
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Once the adaptation process is completed, an entry into the Rx Comments will be saved
identifying the Rx as being adapted (or changed). See below:
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All Adapted prescriptions must be submitted with one of the following intervention codes:
NI = Dosage Change
NJ = Formulation Change
NK = Directions for Use Modified
NL = Renewal of Prescription
NM = Therapeutic Substitution
NN = Emergency Supply of Medication
NO = Emergency Contraceptive
NOTE: Two additional intervention codes below have been added for emergency
supply and emergency contraception; these prescriptions are not subject to
adaptation fees.
To Enter an Invention Code:
1. From the prescription filling screen, select Plan Information found on the ribbon bar
located at the right side of the screen. The following window will appear.
1. Press F2, to view a list of Intervention codes and pick the appropriate code.
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2. Before filling the prescription, go the Reports Menu and select the Pharmacist Prescription
Adaptation Report.
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3. The Pharmacist Prescription Adaptation Report will appear and will be prepopulated with
the Original Rx Information.
The Comments Tab is available to enter a comment regarding the reason for the adaptation or
it can be left blank.
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Print Store Logo: Enable this option to include your store logo on the report
Print Patient Allergies and Conditions: Enable this option to print the patient allergies
and conditions
Print Provincial Number: Enable this option to include the patients PHN number on the
report
Print Pharmacist Signature Line: Enable this option to print a signature line for the
pharmacist to sign
Print Doctor Signature Line: Enable this option to print a line for the doctor to sign
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NOTE: all reports can be easily accessed if you are familiar with the name of the
report by clicking on Reports > Search > Enter any part of the Name of the Report.
For this example you could enter Comments.
Selection Tab
The Selection tab provides options for the type of comments you want to view. To view the
number of Pharmacist Adaptation performed, simply do the following:
Show Comments For: Select Rx. The next drop down menu will provide choices for the
type of Rxs filled.
Choice 1: All active Rxs. Select this option to print all prescriptions that have an active
status.
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Choice 2: Comments changed. Select this option to open up the date range fields
allowing you to enter a date range. This will only show the prescriptions where the RX
comment was altered or changed from its original state within the date requested.
Choice 3: Comments created. Select this option to open up the date range fields
allowing you to enter a date range. This will only show the prescriptions where the RX
comment was created within the date requested. This option works well if you would
like to know how many Adaptations have been completed within a certain time frame.
Choice 4: Rxs Filled. Select this option to open up the date range fields allowing you to
enter a date range. This will print the number of Rx Adaptations filled within a certain
time period
Topic: Select Rx Adaptation
Selection 2 Tab
The Selection 2 tab allows you to run the report for a specific Patient, Nursing Home or for All
patients. Alternately, you may narrow the report to a particular patient group by clicking F2 and
selecting a particular patient group.
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Options Tab
The Options tab allows you to select the following items:
Print Store Logo: Enable this option to print your store logo
Print Created Date: Enable this option to print the date the adaptation was created
Print Changed Date: Enable this option to print the date the adaptation was modified or
changed
Print Home: Enable this option to print the name of the Nursing Home
Print Ward: Enable this option to print the Nursing Home Ward
Print Room: Enable this option to print the Room number of a Nursing Home patient.
Print Bed: Enable this option to print the bed number of a Nursing Home patient
Orientation:
o Portrait: Enable this option to print the report in portrait style
o Landscape: Enable this option to print the report in landscape style (default)
Rx Options
o Include Unfills: Enable this option to include unfilled Rxs
o Include Cancels: Enable this option to include cancelled Rxs
o Include Inactive Rxs: Enable this option to include Rxs with a status of Inactive
o Print Fill Date: Enable this option to print the fill date of the Adapted Rx
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o Print Drug Name: Enable this option to print the drug name from the Adapted Rx
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NOTE: The price fields of the drug card will be $0.00 with an attached pricing
strategy that sets the prescription cost to $0.00.
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Program Goal
Objectives
Eligibility
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Documentation Requirements
Patient must leave with a complete, accurate, up-to-date personal medication record that
includes the name and signature of patient and the pharmacist who conducted the Medication
Check-up, as well as, the pharmacy contact information.
A copy of the signed record must be retained by the pharmacy for a period of three (3) years.
It is recommended that consent be obtained from the patient if their personal health
information related to a Medication Check-up is to be shared with another health care
provider.
After completing a Medication Check-up, it is expected that a patient understand:
The names of their medications.
Why they are taking their medications.
The best way to take their medications.
Any special instructions that may be associated with the proper use of their
medications.
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SK Prescriptive Authority
Generating Documents for Saskatchewan Prescriptive Authority Service Prescriptions
Billing an Rx for a Saskatchewan Prescriptive Authority Service DIN
Saskatchewan PACT Program
Filling PACT Prescriptions
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SK Prescriptive Authority
The SK Prescription Authority allows Saskatchewan pharmacist to bill for the following services:
To search for all the enhanced prescriptive authority drug cards, go to the drug search screen,
type SK and then press Enter. The following list will appear:
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Below is an example of a drug card for SK Enhanced Prescriptive Authority. Note the SK
Enhanced Prescriptive Authority drug cards look slightly different from regular drug cards
because it is set as Fee for Service; therefore, the Ordering, UPCs, Counseling and Kroll Care
tabs are not included.
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Proper name, common name or brand name, strength, dosage, quantity of prescribed
drug, and instructions for use
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4. Change the name of the Doctor to the pharmacist that is performing the prescriptive
authority service. Make any changes to the SIG, Drug, or Disp Qty fields if necessary
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10. You may create this as a standing comment within the report for future use by clicking Ins in
the window or clicking Insert on the keyboard. By doing so the following window will
appear:
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You may name this Rationale anything you want. In the example we have called it Prescriptive
Authority Service Rationale
11. Click Print or Preview to print the report.
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NOTE: The billing of the SK Prescriptive Authority Fee is separate from the billing of the
actual prescription. Fill the prescription portion as you would for regular Rxs.
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Eligible Clients
A beneficiary is a Saskatchewan resident with an active Health Services Number (HSN), and
not covered under Workers Compensation, SGI, Non-Insured Health Benefits, Veterans
Affairs, RCMP, or Armed Forces.
Stage
Pseudo DIN
Bronze
00990051
Bronze Plus
00990052
Silver/Gold
00990053
Follow-up
00990054
Comment
Maximum of 1 submission at
$5.00 (2.5 minutes)
Maximum of 1 submission at
$10.00 (5 minutes)
Maximum of 3 submissions
totaling 90 minutes for a
Maximum of 10 submissions x
$10.00/submission for a total of
$10.00 (50 minutes)
Code
51
52
53
54
684
685
686
687
Filling a PACT-Silver/Gold Rx
688
689
Filling a PACT-Follow Up Rx
690
PACT Labels
Prescriptions filled for PACT fee for service prescriptions will have a PACT FEE watermark on
the vial label and a PACT FEE marker on the hardcopy. Please see examples below:
PACT-Bronze Label
691
692
PACT-Silver/Gold Label
PACT-Follow-Up Label
693
Prescription Authority
ODB Expanded Services
Billing the Expanded Services to ODB
Ontario Smoking Cessation Program
ODB Medscheck (Medication Review)
ODB Medscheck Lost Opportunities Report
694
Prescription Authority
Requirements for a Pharmacist Authorized Refill:
Effective March 18, 2011, a pharmacist in Ontario may authorize a refill if he or she believes
all of the following:
Reasonable efforts to contact the prescriber have been made and were unsuccessful;
The prescriber of the prescription to be refilled, if available, would have authorized the
refill;
The patient for whom the drug is to be refilled has been prescribed the drug for a
chronic or long term condition;
And, the patient for whom the drug is to be refilled has a stable history with that drug.
If a pharmacist authorizes the refill of a prescription, the total amount of the drug dispensed
shall not exceed the amount of the drug previously dispensed by the pharmacy, or a three
months supply, whichever is less.
695
3. Fill out the Full Address and Phone Number of the pharmacy for which the
authorizing pharmacist works.
4. In the Comments section of the doctor card, enter a General comment with the license
number of the authorizing pharmacist. Check the option to Print On Hardcopy and click
Save to save the comment.
696
8. Click Save or press Enter from the F7-Doctor card to save changes.
3. Highlight the prescription that needs to be refilled and click F-Refill or press F on the
keyboard to call up the prescription.
697
4. From the prescription filling screen you will be prompted to copy the Rx to a new
number.
5. Answer Yes when prompted There are no repeats left on this Rx. Do you want to copy
it to a new number? Copying the Rx will generate a new prescription number for the
Pharmacist Authorized Refill.
6. Enter the number of repeats or specify the total authorized quantity for the new Rx and
click OK or press Enter to continue to the New Rx.
698
8. In Rx Comments, enter the name of the original prescriber, and length of time that the
patient has been stable on the drug as these are requirements from the college.
699
9. At this point, the user can enter their Kroll initials, and fill the prescription by pressing
F12-Fill Rx. The pharmacist can generate documentation outside of the Kroll application;
however, if the user would like to generate documentation from Kroll, proceed with
step #10 and do NOT press F12-Fill Rx.
700
10. From the F12-Filling screen, go to Reports > Pharmacist Prescription Adaptation.
11. The first tab of the report is where Original Rx Information is entered. This original
information is automatically pulled from the Rx that the new Rx was copied from.
12. In the Comments tab of the report, OPTIONALLY type the following (not required by
OCP): PHARMACIST AUTHORIZED REFILL... I have instructed the patient to call your
office to make an appointment to review their drug therapy within... ( ) the next 72
hours... ( ) the next week.
701
13. In the Options tab, check off required options and/or change the pharmacist name if
desired.
702
703
704
Outcomes
There are three possible outcomes to the pharmaceutical opinion and a Product Identification
Number (PIN) has been assigned to each outcome for billing purposes to ODB:
1. Not filled as prescribed: PIN 93899991 ($15.00 Reimbursement)
2. No change to prescription; filled as prescribed: PIN 93899992 ($15.00 Reimbursement)
3. Change to prescription: PIN 93899993 ($15.00 Reimbursement)
705
Documentation Requirements
At minimum, documentation must include: outcome; details that describe the drug
related issue; recommendation to the prescriber; action plan/discussion with the
patient; date of transaction; pharmacists signature; date and name of prescriber
contacted; other comments required to substantiate the decision.
706
3. Fill out the full Address and Phone number of the pharmacy for which the authorizing
pharmacist works.
707
4. In the Comments section of the doctor card, optionally enter a General comment with the
license number of the authorizing pharmacist. Check the option to Print On Hardcopy and
click Save to save the comment.
8. Click Save or press Enter from the F7-Doctor card to save changes.
708
NOTE: Stage 1 of expanded services will only reimburse patients covered under ODB.
3. Using an F5-Drug Search, search for ODB Expanded Services to call up the three
pharmaceutical opinion drug cards. Insert the appropriate ODB Expanded Service into the
F12-Filling Screen.
4. Using an F7-Doctor Search, enter the pharmacist authorizing the expanded service.
Dispense Quantity: 1
Days: 1
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709
The F12-Filling screen will look similar to the following after filling out all the necessary
fields:
5. Click F12-Fill Rx or press F12 on the keyboard to adjudicate the Rx to ODB for
reimbursement.
710
To improve access to and choice of stop smoking services, including advice on smoking
cessation therapy and options, support tolls, resources and follow-up.
Eligibility
While the smoking cessation program is available for reimbursement to Ontario Drug Benefit
(ODB) recipients who smoke, future consideration may be given to expanding program
eligibility to non-ODB patients based on outcomes of the program. In other words, at this
point, only patients who have active ODB or Trillium coverage will be covered for the
smoking cessation program.
Pharmacist Education
Pharmacist are required to take a smoking cessation training program to ensure that they have
the basic level of training including motivational interviewing strategies, a familiarity with more
involved smoking cessation counseling and quit smoking planning.
The training program must support the Smoking Cessation Algorithm (5 As) of Ask; Advise;
Assess; Assist; Arrange. Smoking cessation programs are obtainable in Ontario through
organizations including:
Ontario Pharmacists Association
Canadian Pharmacists Association
Centre for Addiction and Mental Health
711
Smoking Cessation claims for payment may only be submitted for ODB patients at this
time.
Claims are to be submitted on the date of service.
The claim submission follows the same process for submitting a claim for the
MedsCheck program using special product identification number (PIN).
Readiness Assessment
PIN 93899941 - $40.00 First Consultation (once per year = $40.00 total)
The outcome of the first consultation is to engage the patient in a dialogue about their
smoking history, and to ensure the patient understands the goals and objectives of the
program including their responsibilities towards success. The first consultation occurs after the
pharmacist has conducted the readiness assessment, obtained patient consent for program
enrolment and sharing of health information.
712
713
Secondary Follow-Up
PIN 93899943 - $10.00 -sessions 4-7 (4 times per year = $40.00 total)
The four secondary follow-up counseling sessions are approximately 5 minutes in duration.
Suggested time-lines for secondary follow-up sessions:
Day 30-60 (3-5 minutes)
Day 90-120 (3-5 minutes)
Day 180-210 (3-5 minutes)
Day 240-365 (3-5 minutes)
714
Program Evaluation
Pharmacists are asked to document smoking cessation program results for the purpose of
program evaluation. The following results are claimed using the ODB health network system
PINs for the purpose of establishing patient success in the Ontario governments quit smoking
program. Only one of the three program evaluation PINs is submitted per patient.
*** The three PINs used for program evaluation provide no remuneration. ***
Successful Quit
PIN 93899944
The Successful Quit PIN is claimed when a patient indicates at any time during the program
that he or she has successfully quit smoking. Once the PIN is claimed, no further meetings
are scheduled or billable.
715
Unsuccessful Quit
PIN 93899945
The Unsuccessful Quit PIN is claimed when a patient indicates at any time during the program
that he or she has not succeeded in quitting smoking. Once the PIN is claimed, no further
meetings are scheduled. The pharmacist should inform patients who withdraw from the
program of their eligibility to re-enroll at a later date (one year from the date of their first
consultation with the pharmacist).
716
717
Once you have the appropriate PIN chosen fill in the rest of the fields as follows:
Doctor: The counseling Pharmacist
SIG: Free Form
Disp Qty: 1
Days: 1
NOTE: the ODB Drug Plan Intervention PS will automatically populate. This tells ODB
that this is a Professional Service.
718
To submit a PIN:
Successful Quit: PIN 93899944
Unsuccessful Quit: PIN 93899945
Unknown Status/Program Withdrawal: PIN 93899946 prescription will look as follows:
719
720
DIN
ODB Fee
93899979
$60.00
93899985
$90.00
93899986
$50.00
93899987
$150.00
93899988
$75.00
93899989
$25.00
93899981
$25.00
93899982
$25.00
93899983
$25.00
93899984
$60.00
721
722
723
724
DIN
ODB Fee
93899979
$60.00
93899985
$90.00
93899986
$50.00
93899987
$150.00
93899988
$75.00
93899989
$25.00
93899981
$25.00
93899982
$25.00
93899983
$25.00
93899984
$60.00
725
NOTE: It is also possible to generate the report for a given Nursing Home or Patient
Group.
4. From the Selection 2 tab, access the Drug field and click ADD.
726
5. A Drug Search Form will appear. Search for an ODB Meds Check drug card.
NOTE: It is advisable to enter one DIN at a time into the Drug Utilization Audit Report
in order to isolate a list of patients eligible for a particular type of MedsCheck review
6. Select the ODB MedsCheck drug card by highlighting the appropriate entry from
the Drug Search From and press Enter on the keyboard twice.
727
8. Select the options to Exclude the ODB Meds Check drug card, and to Exclude patients
that had selected drug(s) in the past 365 days.
9. From the Options tab, select the options to Show only patients with more than 2
meds.
728
10. Click Preview or press CTRL+V to preview the report. OR click Print or press CTRL+P to
print the report OR click Save CSV or press CTRL+C to save the report as a comma
separated values (CSV) file.
729
730
Claims Submission
Pharmacists may submit claims for AMRS to the Nova Scotia Pharmacare Programs for
reimbursement provided the beneficiaries qualify according to the criteria above and:
One AMRS per beneficiary using PIN 93899999 in each benefit year, April 1st to March
31st.
Pharmacists are permitted to prescribe the AMRS using the pharmacists prescribing
number 71111.
The service fee for advanced medication review (Special Service Code 006) is subject
to a PRP of $150.00. The copayment will be applicable to this claim.
Kroll Windows version 9.0 | User Manual
731
The Special Service Code 006 is only applicable to the Nova Scotia Seniors Pharmacare
Program.
Claims Submission
Pharmacists may submit claims for BMRS to the Nova Scotia Pharmacare Programs for
reimbursement provided all the above criteria are met, and the beneficiary has received their
comprehensive drug review list dated and authorized with the pharmacists and the patients
signatures, and:
One BMRS per beneficiary using PIN 93899995 in each benefit year, April 1st to March
31st.
Pharmacists are permitted to prescribe the BMRS using the pharmacists prescribing
number 71111.
The service fee for basic medication review (Special Service Code 003) is subject to a
PRP of $52.50. The copayment and/or deductible will be applicable to this claim.
Therapeutic Substitution
Therapeutic substitution (TS) is an insured service under all the Pharmacare Programs. This is an
eligible service only when it is in response to a Pharmacare policy such as Pharmacare
Reimbursement Price (PRP), proton pump inhibitor (PPI) policy, etc.
732
The individual must be a beneficiary of a Nova Scotia Pharmacare Program, and give
informed and voluntary consent as described in the Nova Scotia College of Pharmacists
Standards of Practice for Prescribing Drugs by Pharmacists. Pharmacists must comply
with all applicable Nova Scotia College of Pharmacists Standards of Practice for
Prescribing Drugs by Pharmacists. Documentation of consent, assessment, monitoring
plan and notification to the prescriber of the medication that being substituted is to be
kept on file in the pharmacy for at least three years for audit purposes.
The beneficiary must be taking a medication for which the Pharmacare Programs have
specifically authorized therapeutic substitution. The list of products will be provided in
Pharmacare News Bulletins.
Claims Submission
Pharmacists may submit claims for therapeutic substitution to the Nova Scotia Pharmacare
Programs for reimbursement provided all the above criteria are met, and the beneficiary has
signed consent authorizing the pharmacist to make the TS, and:
The following steps must be completed in order for the pharmacy to be reimbursed for the
service:
The original claim for the prescription as written by the prescriber is submitted to
Pharmacare and then reversed
Submit a claim for therapeutic substitution using PIN 93899996, with the CPhA Claims
Standard field content below. The hard copy must reference the prescription numbers
for the original claim and the modified claim.
The claims for the new prescription with the changes made is submitted to Pharmacare
Pharmacists are permitted to prescribe the TS using the pharmacists prescribing
number 71111.
The service fee for therapeutic substitution (Special Service Code 002) is subject to a
PRP of $26.25. The copayment and/or deductible will not be applied to this claim.
733
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3. Create a Doctor card for the pharmacist performing the Medication Review, ensure that
you enter the designation as Pharmacist and the license number 71111.
4. From the Prescription Filling screen, press F12 to adjudicate the prescription to MSI.
735
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BC PharmaNet in Krollwin
BC PharmaNet in Krollwin
This section explains how the BC PharmaNet features work in Kroll.
1.
2.
3.
4.
5.
6.
7.
8.
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BC PharmaNet in Krollwin
a. If the PHN does not exist on the local system and the number is valid based on the
final check digit, a prompt will appear asking you to enter your initials:
b. Once your initials are entered and a matching patient is found, the following window
will appear:
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BC PharmaNet in Krollwin
NOTE: If this is the correct patient, select Yes. The patient will be created
on the local system using the information returned by PharmaNet.
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BC PharmaNet in Krollwin
If the patient does not provide you with their CareCard you can search for the patient on
PharmaNet by entering any part of the last name, a comma, and any part of the patients
given name.
a. If the local search does not return any results, click Insert or press the insert key on
the keyboard. When the prompt Are you sure? appears, select Yes.
2. A prompt will appear. Enter your initials and click OK. This will display the PharmaNet
Patient Search Form.
3. The last name and given name information you chose to use in your local search will be
copied into this form. Though you may need to edit the search criteria, the minimum
requirements for a PharmaNet search are:
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BC PharmaNet in Krollwin
You may need to complete the name, sex and year of birth fields to meet the minimum search
requirements as only the name fields have been copied into the search form.
Press Enter or click the Search button to search your query.
NOTE: If there are too many matches found, an error message will appear
asking you to modify your search criteria with additional information.
4. Press Enter on your keyboard or click Select to select the patient. If more than one match is
returned, use the Up/Down or Page Up/Page Down keys to highlight the correct patient,
and press Enter on your keyboard or click Select.
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BC PharmaNet in Krollwin
A PharmaNet Patient Check Form will open. Each field will be shown comparing
PharmaNet Data with the Local Data. If you have already created the patient on the local
system and you do not want to update a specific field, then remove the check mark.
5. Press Enter on your keyboard or click Update to create the patient locally or update an
existing patient.
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BC PharmaNet in Krollwin
Out-of-Province Patients
1.
If a patient does not have a PHN, you must create a patient card with all of the patients
current contact information, including:
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BC PharmaNet in Krollwin
The PharmaNet Patient Search Form will open populating the search fields with the
information you provided in the patient card.
4. Click Search to perform a patient search.
a. If no matches are found in the list or if no patients are returned, the following
prompt will appear:
6. Select Yes to confirm the information you entered is correct, the patient information is
entered, and you are sure the patient does not have an existing PHN:
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BC PharmaNet in Krollwin
7. Click Yes on the following prompt. PharmaNet will assign a pseudo PHN for the patient.
The local system will automatically create a PharmaNet plan with this PHN:
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BC PharmaNet in Krollwin
Infants
1. When assigning a PHN for an infant who is not currently registered, enter them on the local
system as follows:
Last Name: Enter the Babys legal surname
First Name: Baby Boy A or Baby Girl A (Single Births)
Baby Boy A, Baby Girl B, Baby Boy C (Multiple Births)
Gender:
Male or Female
Birth Date: dd/mm/yyyy
2. To assign the infant a temporary PHN from the Network/Patient Search, follow the same
instructions as you did for assigning an out of province patient.
Once the infant is registered with PharmaCare, the next time a prescription is filled;
PharmaNet will merge or consolidate the temporary PHN with the new registered PHN.
746
BC PharmaNet in Krollwin
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BC PharmaNet in Krollwin
NOTE: Ensure the Designation (General > Doctor Information > Designation) is set to
Veterinarian so the Rxs does not appear on the owners PharmaNet Profile.
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BC PharmaNet in Krollwin
2. On the next prompt, enter your initials and reason for viewing the patients profile.
NOTE: With the exception of performing a fill, you will be required to enter your
initials and your reason for accessing the profile to access a patients profile.
You are now connected to PharmaNet. A display of the patients profile with all
prescriptions dispensed within the last 14 months will be displayed.
749
BC PharmaNet in Krollwin
750
BC PharmaNet in Krollwin
Press Enter on the keyboard or click OK to return to the PharmaNet Profile screen.
3. Press Enter or click Next to advance to the Adverse Reactions tab. If there are multiple
pages of clinical conditions, go to the last page and click Next.
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BC PharmaNet in Krollwin
To view more information about an adverse reaction, highlight the reaction and press D on
your keyboard or click Details.
NOTE: You may only update an existing adverse reaction form if you are the
originating pharmacy.
Once all pages of the Adverse Reactions have been displayed, you will advance to the
Profile tab.
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BC PharmaNet in Krollwin
4. All prescriptions are grouped by DIN. The total counts of prescriptions associated with that
DIN are displayed to the right of the fill information. To look at all Rxs for this DIN, highlight
the specific Rx and select Detail at the bottom of the page.
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BC PharmaNet in Krollwin
To view more information about a specific fill, highlight the fill and press D on your
keyboard or click Details.
5. You must view a minimum of 15 prescriptions. Press the Next button to view the next page
of Rxs. After you have viewed at least 15 Rxs, the Next button changes to Close. Press Enter
to close these screens. If you wish to view additional pages of Rxs beyond the first 15, press
the Page Down key.
NOTE: You cannot print the PharmaNet Profile screen. Profile information returned
from PharmaNet must not be provided to the patient. If a patient requests a
printed copy of their PharmaNet Profile, make a request to PharmaNet to have a
profile mailed to the patient (See Request Profile Mailing).
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BC PharmaNet in Krollwin
NOTE: The patient must provide positive identification before the profile is
requested.
1. Go to Network > Request Profile Mailing.
This will send a request to PharmaNet to mail the profile to the address the patient has on
record. You will be required to enter your initials for verification.
2. Click Yes to verify that the patient information PharmaNet has on file is correct.
755
BC PharmaNet in Krollwin
a. If the patient information in PharmaNet differs from the patient information on your
local system, the PharmaNet Patient Check Form will appear.
b. If you see that the mailing information in PharmaNet is not current, press the ESC
key on the keyboard or click Cancel to abort the mailing request. Perform an Update
Address request and request profile mailing again.
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BC PharmaNet in Krollwin
NOTE: You must select the update button on this form for the mailing request to
be sent. A message will then appear confirming that the request was sent.
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BC PharmaNet in Krollwin
This report will provide a list of all medications filled for the patient on the local system.
The patients name will populate automatically.
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BC PharmaNet in Krollwin
2. Go to the Options tab to view the items you can include in the report.
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BC PharmaNet in Krollwin
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BC PharmaNet in Krollwin
Show Patient DOB
This will include the patients date of birth.
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BC PharmaNet in Krollwin
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BC PharmaNet in Krollwin
Drug Card
When you have a drug showing on the F5 Drug Screen, there are various PharmaNet requests
you can make for that drug. These requests are accessed from the Network menu on the Drug
Card.
The various PharmaNet requests that you can make for a particular drug is as follows:
1.
2.
3.
4.
Drug Search
Pat Info Long
Pat Counselling
Professional Counselling
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BC PharmaNet in Krollwin
Drug Search
After selecting Drug Search from the Network menu option, you will be prompted for either
information on this drug or a list of generic equivalents.
2. Select Generic Equivalents to view the same drug information along with a list of generic
equivalents.
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BC PharmaNet in Krollwin
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BC PharmaNet in Krollwin
If desired, you can press the Print button or Ctrl + P on your keyboard to produce a hard copy
format for the patient.
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BC PharmaNet in Krollwin
Pat Counselling
1. Click Pat Counselling from the Network menu on the Drug Card. This will provide a
condensed label size version of Patient Counselling.
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BC PharmaNet in Krollwin
Professional Counselling
1. Click Professional Counselling from the Network menu on the Drug Card. This will provide a
condensed label sized version of Counselling messages directed to the pharmacist.
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BC PharmaNet in Krollwin
Doctor Card
Doctor Card is one of the main tabs on the Patient screen where you have an option to search
for a doctor.
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BC PharmaNet in Krollwin
Or, you can press the Insert button on the keyboard or click the Insert button and create
this doctor. Then from the Network menu, select Doctor Search. The PharmaNet Doctor
Search Form will open inserting the names entered in the original search or from the
doctor card.
In this form, you can edit your PharmaNet search criteria. The minimum requirements for
a PharmaNet Doctor Search are:
a. Entire Last Name
b. Doctor ID reference AND Doctor license (Doc ID) number
NOTE: If the Doc ID Ref and the Doc ID fields are entered, anything entered in the
name fields will be ignored.
PharmaNet will now be searched and all doctors matching the search criteria will be
displayed.
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BC PharmaNet in Krollwin
NOTE: If there are too many matches found, an error message will appear asking
you to modify your search criteria with additional information and search again.
If more than one match was returned, use the up/down and Page Up/Page Down keys to
highlight the correct doctor and then press Enter to select.
The PharmaNet Doc Check Form will open. Each field will be shown comparing the
PharmaNet information with that of the local system. Beside each field is a checkbox, if you
do not to update your local system with a particular field, remove the check.
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BC PharmaNet in Krollwin
Press Enter or click on the Update button to update your local system with this
information.
NOTE: If you did not already create the doctor on the local system, click the
Update button to create the doctor on your system.
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BC PharmaNet in Krollwin
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BC PharmaNet in Krollwin
Prescription Filling
1. At the time of adjudication for the first Rx of a patient, the PharmNet profile will display
first.
2. After the profile screens have been dismissed, the Adjudication Response screen will
display indicating any pricing adjustments and patient pay amounts.
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BC PharmaNet in Krollwin
If PharmaNet does not pay for this claim, you will see a message at the top of this screen
showing DUR Only The claim has been adjudicated to 0.
Any warnings and error messages will be shown next.
If there were any price adjustments depending on your systems configuration, you may be
prompted as to how to apply the differences.
3. After reviewing the responses, press Enter or click on the OK button to complete the Rx.
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BC PharmaNet in Krollwin
Stock Transfers
1. When selling stock to another pharmacy or when returning narcotics to a supplier, create a
patient card for the other pharmacy or supplier without entering a PHN.
3. Press F12 to fill the Rx, and go through the appropriate steps of your workflow without
adjudication.
You will notice the label has a watermark through it to indicate a stock transfer and the
status on the hardcopy also indicates it is a stock transfer. This status is also carried
through to the profile.
Kroll Windows version 9.0 | User Manual
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BC PharmaNet in Krollwin
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BC PharmaNet in Krollwin
Discontinuing (Inactivating) an Rx
You can discontinue an Rx on PharmaNet by using one of the two methods:
1. Discontinuing a Single Rx
2. Discontinuing Multiple Rxs
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BC PharmaNet in Krollwin
Discontinuing a Single Rx
Bring up the Rx you would like to inactivate from the Patients Profile in modify. Select Rx >
Inactivate Rx.
1. Click Yes to ensure you are about to inactivate the correct Rx.
2. Next you will be presented with a PharmaNet Rx Discontinuation Form. Enter the
discontinuation date and complete the comment section (optional). From the Discontinue
Source dropdown menu, select Source, Doctor, Pharmacist, Patient, or DPIC.
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BC PharmaNet in Krollwin
3. Click the Inactivate Eligible Rxs button or Ctrl + I on your keyboard. You will be presented
with the discontinuation form. You will have the option to apply the same reasoning to all
items.
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BC PharmaNet in Krollwin
NOTE: By selecting the checkbox Apply to all Items, you have the option to
apply the same reasoning to all items.
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BC PharmaNet in Krollwin
Cancelling a Prescription
1. To cancel a prescription, use the Cancel function from either the Start Screen or the local
patient profile. You will be asked to select an intervention code to indicate why you are
reversing this Rx.
If you select RE Claim Reversed Data Entry Error, the Rx will no longer appear on the
patients PharmaNet Profile. Using any other intervention code will keep the prescription
on the PharmaNet profile showing a status of Reversed.
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BC PharmaNet in Krollwin
Refusal to Fill
1. After the cancel has been completed above, select one of the following options:
a. Click OK option which completes the cancel process
b. Click R to select the Claim Refusal to Fill Fee
You will be asked to select an intervention code to indicate why you are refusing this fill;
typically this code should follow the same reasoning you chose for the reversal.
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BC PharmaNet in Krollwin
If you cancelled the prescription and forgot to claim the refusal to fill fee, you can still
claim a Refusal to Fill Fee. Bring up the Rx in modify, and then from the Rx menu select
Claim Refusal to Fill Fee.
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BC PharmaNet in Krollwin
NOTE: This must be done on the same day as the cancel and Refusal to Fill Fees are
only allowed from the First fills.
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BC PharmaNet in Krollwin
2. If you want to send prescriptions later, select Workflow > Pending Adjudication.
You will be presented with the above Workflow screen, where you can manage the
Network Queue by selecting Send All or Send for Patients:
Send All will send for all patients in the pending network queue.
Send for Patient this will then only send for the current patient you have
highlighted
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BC PharmaNet in Krollwin
Once the claims have completed, you will then be prompted to review the claims.
Once you have reviewed the claims you may then continue with your workflow process
as normal.
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2. The following screen will appear. Click Ins to add a new LUP.
3. Enter the DIN or press F2 to bring up the drug search screen and search for the drug. Click
on View Limited Use Reason Code to display and then select the appropriate Reason Code.
789
4. Press OK to save.
790
NOTE: the Reason Code will appear on the F12 filling screen ready to submit to ODB.
Kroll Windows version 9.0 | User Manual
791
792
793
A report like the following will print. Note the Patient Info, Doctor Info and Limited Use
Codes available for the physician to choose from.
794
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796
Monitored Drugs
A monitored drug is any drug that is a controlled substance as defined in the Controlled
Drugs and Substances Act (Canada) (CDSA), unless the controlled substance has been excluded
by the regulations under the Narcotics Safety and Awareness Act, 2010 and, in addition, any
other drug designated by the regulations. Under the Regulation, any opioid drug that is not
listed under the CDSA is a monitored drug and no substance under the CDSA has been exempt
for the purposes of the Act.
An updated list of Monitored Drugs can be found on the Ministry of Healths
web site:
http://www.health.gov.on.ca/en/pro/programs/drugs/monitored_productlist.as
px.
Kroll will provide updates to the list of monitored drugs as part of the standard Kroll Formulary
update.
797
Drug Card
The checkbox labeled Narcotic Monitoring has been added to all Ontario Drug cards. This will
be updated automatically via the Kroll formulary update according to MOH released list which
can be found via the web:
http://www.health.gov.on.ca/en/pro/programs/drugs/monitored_productlist.aspx .
This field will be open so that the user can check or uncheck to modify if necessary. All the
drugs included in the list will be flagged through the formulary update provided by Kroll.
798
Mixtures
For Mixtures, the ONNMS plan is added to the Rx if any component within the mixture is
flagged on the components drug card as narcotic monitored.
NOTE: If there is a pseudo din for ODB for a mixture the pseudo din must also be
entered under the plans tab for ONNMS. In all cases the pseudo DIN for ODB is also
the same for ONNMS
799
800
801
802
The patient in this example only has a cash plan. At this point the user must enter some form of
Health Identification from the drop-down list in the Patient ID Type field. The appropriate code
can be found by scrolling through the list. Add the patients health card number in the Patient
ID field. A plan entry for the ONNMS will be added to the patient card.
803
NOTE: To avoid being prompted for the ONNMS plan entry, you can enter this
manually on the patient card prior to filling, if you have the required form of ID for
the patient. If this is not available then you must select the appropriate ID during the
Rx process which means (in this situation) the record cannot be added ahead of time.
You may need to scroll down the list to find IDs for the appropriate provinces and/or
plans. Since the plan entry is DUE only, it does not matter if the plan is set to primary
or secondary. The script will still log with the ONNMS.
The Card Holder Name field will automatically be populated with the option selected in the
plan id field.
804
In Appendix 1, there is a chart which contains all the available provincial options within Kroll for
the Patient ID Type as provided by the Ministry of Health. At the prescription filling screen, all
the provincial options are made available and can be viewed by using the scroll bar if no plan
entry has previously been set. Once the appropriate option has been selected, the system will
then automatically populate the Cardholder Name field with the corresponding Patient ID
identity code. This information is contained in the patient plan information. If entering the plan
manually, once you select the correct Cardholder ID Type, you then enter the correct Card
Holder Name according to the format specified in the chart.
805
All ONNMS Rxs will automatically populate the Claim Type DUE Only and the Special Services
Code 6 as required by ONNMS.
806
This information may also be viewed by clicking on plan information under the View menu or
clicking View> Patient Plan Information:
807
Reversals
The NMS will allow electronic submission of dispensing information (and reversals) up to 365
days from the date of service; however, the requirement is that submissions are done in realtime, at the time of dispensing.
808
809
810
811
Future Dating
Future dating of Rxs is not permitted by the ONNMS.
812
813
Inquiry Functionality
An Rx with a status of Not Dispensed will not be reported to the ONNMS. To determine if a
prescription will be accepted by the ONNMS, the Rx would have to be filled and cancelled.
Inquiry functionality is not a utility supported in the ONNMS.
814
Nursing Home
When batch filling for patients in a nursing home environment, prescriptions for ODB patients
will be processed in the same manner as regular narcotic ODB prescriptions; the ONNMS plan
will be added automatically to the patients profile. The first fill for a patient missing the
ONNMS plan entry will be halted as depicted in the screen shot below and require appropriate
intervention. This error can be prevented by adding an ONNMS plan entry manually to any NH
patient that does not have existing ODB coverage.
815
816
Narcotic Rx Exceptions
Narcotic Rxs for Prisoners and Inmates
At this time, it is not required to submit Narcotic Rxs for prisoners and inmates of a correctional
facility. Candidates are people confined to:
A correctional institution
A penitentiary
A prison
A youth custody facility
They are not monitored and are exempt from the Act by the Regulation. Patients are identified
by the Nursing Home type specified on the nursing home card
817
818
819
820
NSPMP Guidelines
Prescribing of controlled drugs in Nova Scotia:
A monitored drug is designated as any drug that is a controlled drug pursuant to the
Controlled Drugs and Substances Act (Canada) and appears in the schedules to the
Controlled Drugs and Substances Act (Canada) as it is amended or any successor
legislation except testosterone, when dispensed as a compound and drugs listed in the
Schedule 1, Parts 1 and 2, of the Benzodiazepines and Other Targeted Substances
Regulations to the Controlled Drugs and Substances Act (Canada).
The new prescription pads contain a PMP ID pre-printed on the pads that correspond
with the individual prescriber. The old pads do not contain this information. The PMP
can supply a reference sheet to look up prescribers PMP IDs by license number if they
receive an old pad. Prescribers have been asked to stop using old pads.
821
When a store changes ownership, opens, or moves to a new location, the NSPMP must
also be notified. Proper coverage has to be reassigned to the new profile for claims to
be adjudicated online.
Prescribers must be registered with the NSPMP to prescribe monitored drugs.
Prescriptions for monitored drugs for long term care patients, as defined by the Homes
for Special Care Act, are not required to be written on a triplicate form they are to be
adjudicated and sent to PMP on-line using the process outlined below.
Prescriptions for Federal inmates are not required to be written on a triplicate they
are to be adjudicated and sent to PMP on-line using the process outlined below.
Prescriptions for an in-patient of a hospital, as defined by the Hospitals Act, are not
required to be written on a triplicate form. These are not monitored at this time.
Handling Part-Fills
Refills or partial fills of existing prescriptions (the yellow copy has been sent to PMP for
data entry) are not to be submitted to PMP on-line.
Please do not enter total quantity and total days supply on prescriptions that will have
future part-fills dispensed. Each part-fill is to be entered on-line as it is dispensed.
The first fill of a part-fill is received by NSPMP as "N" (new) and all of the following partfills are received as "R" (refill/part-fill).
If a pharmacist is unable to submit a prescription on-line to the PMP, they may utilize
the back door functionality that the vendor has incorporated into the stores
software. Please refer to your vendors instructions.
If a prescription is not filled using on-line adjudication, the yellow copy must be
forwarded to the Nova Scotia Prescription Monitoring Program within 30 days.
822
Alberta
British Columbia
Manitoba
New Brunswick
Newfoundland
Nova Scotia
Nunavat
NWT
Ontario
PEI
Quebec
9 Digits
10 Digits
9 Digits
9 Digits
12 Digits
10 Digits
9 Digits
1 Letter + 7 Digits
10 Digits
8 Digits
4 Letters + 8 Digits
Cardholder
Identity
AB
BC
MB
NB
NL
NS
NU
NT
ON
PE
QC
Saskatchewan
Yukon
Canadian Forces
RCMP
NSG
NSOU
9 Digits
9 Digits
1 Letter + 8 Digits
5 or 6 Digits
0011984275
0011984283
SK
YT
CF
RCMP
NSG
NSOU
Comments
Begins with a 9
NOTE: Due to privacy restrictions the NSPMP does not collect DIAND numbers.
823
Methadone Compounds
For methadone compounds, please use the following PINs:
Use the PIN that best corresponds with the patients TOTAL daily dose in Mg.
Indicate the QUANTITY as you enter it currently.
Indicate the DAYS SUPPLY as applicable:
Total Daily Dose (Mg)
< =100
101-200
201-300
301-400
401-500
501-600
601-700
701-800
801-900
>901
PIN
00994100
00994200
00994300
00994400
00994500
00994600
00994700
00994800
00994900
00994999
Compounding PINS
Select the PIN that best corresponds with the MONITORED DRUG in the compound.
Monitored Drug
Generic narcotic compound
Cannabis compound
Cocaine compound
Codeine phosphate compound
Dexedrine/placebo trial
Hydromorphone compound
Ketamine compound topical
Ketamine compound oral
Methadone 1mg/ml compound
Methadone 4mg/ml compound
Methadone 5mg/ml compound
Methadone 10mg/ml compound
Methylphenidate trials
Methylphenidate compound
Morphine hydrochloride compound
Morphine sulfate compound
Kroll Windows version 9.0 | User Manual
PIN
00994000
00994001
00994002
00905518
00903169
00994006
00903072
00994007
00994012
00994004
00994005
00999381
00903149
00994008
00994009
00999955
824
Nabilone compound
Pentobarbital USP compound
Phenobarbitone compound
DHEA (prasterone)
00994003
00903128
00994010
00994013
00994000 is available to use when there is no other suitable PIN available for a
compound that contains a monitored drug.
This PIN is to be used one time only - please notify the PMP when this PIN is used so
that an appropriate PIN can be obtained for future use.
00994012, 00994004, 00994005, and 00999381 are only to be used when filling office
use scripts for methadone clinics. These PINS CANNOT be used for patient fills
00994007 is to be used to differentiate between TOPICAL and ORAL Ketamine
compounds
Placebo drugs for clinical trials do not need to submitted on-line.
Double DINS
The computerized PMP system will electronically accept claims for two or more strengths of the
same drug, written on one PMP prescription pad number. The claims must be for the same
person and from the same prescriber. Each claim may be submitted as a new prescription.
Situations where this may occur include the following:
1. Drug strength written is not commercially available. E.g. A prescription written for MS
Contin 130mg would be filled with two different strengths of MS Contin
2. Ritalin trial prescriptions
The computerized PMP system will accept the first part-fill of a prescription as a new
prescription. Subsequent part-fills will be accepted as refills using the same PMP prescription
pad number.
825
826
827
828
Seafaring Ships
Prescriptions that are filled for monitored drugs for a ships supply are to be filled as Office Use
(NSOU). Please populate the following fields as below:
Cardholder Identity: NS
HCN: 0011984283 (NSOU)
Days Supply: 999
DOB: 01/01/01
Gender: U
Last name: SHIP
First name: Ships name
829
830
831
NS PMP Triplicate #
An 8 digit ID number unique to each prescription
Patients Individual Health Care #
Doctor PMP #
A 10 Character number starting with NS.
**NB the NS must be capitalized for this to go through PMP**
832
If you have escaped out of the form, or need to make changes, you can do so by going to the RX
menu, and at the bottom selecting View NS Triplicate PMP.
833
Patient Card:
Doctor Card adds the PMP Id to the Alternate License Number field:
834
Successful Adjudication of your script will result in the following response from PMP:
835
I have a narcotic mixture prescription that is not prompting me for the PMP info.
Check the Mixture Card. Have a look at the components for the mixture. Then check the
Drug Card for the actual component. Is the Triplicate flag enabled for this drug?
836
The prescriber has specified a minimum interval for part fills. How can I make sure it doesnt
get filled early?
Go to the Rx Filling Screen. Go to the minimum interval field found down by the plans.
Fill this in with the interval as specified by the physician.
Kroll Hint: If I need to fill this script early, go into the script, take the min interval off,
fill my prescription and then re-add my min interval.
837
Supported by
Kroll
Contact
866-285-4457
Printers
Kroll
866-285-4457
Fax Machines
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866-285-4457
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838