PrescribeIT v5 Changes

as part of the upgrade to prescribeit v5, several improvements and enhancements have been made a summary of the changes are listed below changes prescribeit® pharmacy registry synchronization the list of prescribeit® enabled pharmacies is periodically updated and a system task called auto sync pharmacies has been added to organization/system tasks explorer to periodically sync the pharmacy registry to determine if any of the existing and new local pharmacies have been enabled for prescribeit or updated the system task can also be run manually by selecting the system task and clicking in the system tasks toolbar the system task is set to run monthly by default, but this can be changed go to organization/system tasks explorer and double click the auto sync pharmacies system task select the schedule tab of the system task and change the schedule task dropdown field option to weekly, or even daily, if preferred the information tab in the system task will display the results of the most recent task execution full logs can be viewed in control centre/manage/import/export errors/logs if pharmacies have duplicate fax numbers in profile, they will not be synchronized these items can be viewed in control centre/manage/import/export errors/logs the clinics should enter the accurate fax numbers for the pharmacies fax query search the ability to search external providers and external pharmacies by fax numbers have been added a new parameter has been added to the organisation discreet search query that allows searching by fax number sync while prescribing profile will automatically synchronize the pharmacy that was been selected or populated during the prescribing process when the pharmacy has not been synchronized and fax number is present the system will attempt to synchronise in the background using the fax number the emr will not validate the same local record with the prescribeit provider registry more than once per day also, the number of prescriptions that can be sent electronically has increased from 25 to 50 past orders status changes the erx status names in past orders have changed, and new statuses have been added \[a1] docid\ r66sw4l1cj pslulqqc 3 sent the prescription has been sent sent fax the prescription has been faxed dispensing complete the dispensing of the medication has been completed repeats remaining there are repeats remaining in the order printed the prescription was printed if a prescription was printed, and the patient did not take it to a prescribeit® pharmacy or opted out of using a prescribeit® pharmacy, the erx status will stay as printed cancel sent a cancellation request for the prescription has been sent cancelled the prescription has been cancelled cancelled fax a cancellation request for the prescription has been faxed cancel error a cancellation request delivery has failed error an error has occurred no erx status there is no status applicable eprescription renewal split prescription renewal requests eprescription renewal requests could include single split and full split renewal requests, which can include between 2 and 5 requested prescriptions a single split is when the pharmacy does not have a dosage or part of the prescription in stock in this case, the eprescription renewal request will show the original prescription order, the requested split prescription (denoted by a blue dot) with the medication/dosage in stock, the informational split prescription(s) (denoted by a grey dot) for the item not in stock (between 1 and 4), and the split reason once that medication/dosage is in stock, a separate eprescription renewal will be sent for a single split renewal request, an (informational only) tag will display underneath the informational prescription a full split can happen when the prescribed strength of medication is not manufactured, or a combination medication needs to be split, for example in this case, the eprescription renewal request will show the original prescription order, the split prescription(s) (between 2 and 5), and the split reason if the prescription has been split, you will see a in the split column for the prescription and the prescription will be expanded to display the related prescriptions the split reason can be seen when the split icon is hovered upon a decision will only be able to apply to the prescription as a whole, not the individual splits dispense notifications for split medications will appear in the electronic activity log window with a split indicator next to the medication name if the split icon is hovered on, the split reason will be displayed medication matching logic selecting the most appropriate match for the renewal request medication is not always obvious and can impact the integrity of the patient medication list therefore, a prescription matching logic has been implemented to assist prescribers and locate the best possible matches for replacement for each pharmacy requested medication received in the renewal request, matches are found from the patient’s prior scripts to keep the patient’s medication list clean and consistent the search for these matches is done in the following order first, the system attempts to match based on the eprescription identifier (prescribeit® erx id) when a medication is prescribed electronically, an eprescription identifier is assigned to the prescription the eprescription identifier of each medication received in the renewal request will be searched to see if there is a matching identifier in the patient’s prior script this matching locates the best possible matches from the patient’s prior scripts, as matching is done on the eprescription level if a match is found, the tag (found in patient chart) will display underneath the medication if no match is found with the eprescription identifier, the system will then attempt to match chemical, strength and form (e g , ccdd ntp) this matching is less exact since the matching is done at the medication level only, and other elements of the prescription (e g , directions for use, frequency) may vary if a match is found, the tag (found in patient chart, potential match) will display underneath this medication to signal that these matches should be manually reviewed \[a5] docid\ r66sw4l1cj pslulqqc 3 the system can find up to three matches using the ccdd ntp logic if more than one match is found, the most recent match will be shown at the top and the other matches can be viewed by clicking on the show more link though this is a less confident matching level, it does help to narrow down possible replacement matches by using three criteria (i e chemical, strength and form) the prescriber can update their decision on the pharmacy requested medication or on the medication found using matching logic for the medications found using matching logic, only ‘approved' decision can be selected \[a6] docid\ r66sw4l1cj pslulqqc 3 status changes the erx status names in renewal requests have changed, and new statuses have been added pending all incoming eprescription renewal requests will have this status actioned once print or send response is pressed in the prescribeit renewal order details window for the eprescription renewal request, this status will display draft once a decision is made about each item in the eprescription renewal request and save locally is pressed in the prescribeit renewal order details window, this status will display error profile receives a notification if an error occurs on the pharmacy side when they receive the sent response, and this status will display you will also receive an error notification task for the eprescription renewal(s) for the patient this task contains links to the eprescription(s), and the encounter created for the eprescription renewal from the encounter, you can print or cancel the eprescription renewal unassigned the patient demographics received in the renewal request do not match with any patient details in profile under review a prescriber has sent response as under review for at least one medication in the renewal request the prescriber must do a subsequent response for the under review medications to change the status of the renewal order from under review to actioned new decision options have been added deny and replace – if this is selected, the replace renewal prescription window opens and up to 5 new orders or renewal orders can be created in this window, the original prescription details are displayed new prescriptions can be searched and created, or usual prescriptions or past prescriptions can be used, as per the usual process once this is saved, the prescribeit renewal order details window is updated with the replaced prescription information (denoted by a green dot) and replace with this new prescription is entered as the reason under review – this is selected when further assessment or time is required to make a decision a reason is required, selected from the dropdown list in the reason column a subsequent action can now be made after the rx is marked as under review as these renewals need to be actioned in a timely manner, check the under review checkbox in the status field list in the prescribeit management filter window a separate filter can also be created for eprescriptions with this status a status column has been added to renewal order details window between the reason and warning columns the statuses of individual prescriptions can be viewed with this column the statuses are as followed pending all prescription renewals will have this status if the renewal order has the unassigned or pending status sent electronically the prescription has been sent and delivered successfully sent fax the prescription was not picked up by the destination within the required time period and so was sent by fax to the destination error an error occurred and the message was not sent successfully to the destination printed the prescription has had a decision submitted and has been printed unassigned patients management in the prescribeit management view, requests for eprescription renewals for unknown or unmatched patients are displayed with unassigned status and the patient’s name is in italics to ensure eprescriptions renewals with this status display, check the unassigned checkbox in the status field list in the prescribeit management filter window a separate filter can also be created for eprescriptions with this status when the eprescription renewal is double clicked, this opens the prescribeit renewal order details window in this window, you can click mark all as denied and press the send response button, or you can press the assign patient button to search for existing patients in the select patient window, which is populated with the patient’s hcn or press the new patient button to create a new patient from the select patient from provincial registry window, which is populated with the patient’s hcn once the eprescription renewal is assigned to an existing or new patient, the status changes to pending and you can perform all the actions as per usual for all eprescription renewal requests that have been automatically or manually matched with a patient, but where no response has been sent, there is an unassign patient button available in the prescribeit renewal order details window pressing this button and pressing yes in the subsequent confirmation dialog box will unassign the eprescription renewal request from the patient, change the status of the eprescription renewal request to unassigned, and the unassign patient button will switch to assign patient any changes made will be rolled back once this happens, you can now deny all or assign the eprescription renewal to another patient and go through the renewal management process again once the send response button is pressed, no changes can be made in the prescribeit renewal order details window work notifications work notifications can now be enabled for both clinical communications and renewal requests in the work notifications tab of the general view in the preferences window, check the prescribeit renewal requests checkbox ui improvements if sorting requests by date, requests received on the same day will be sorted in order of timestamp a new button ‘open medical record’ has been added to the renewal order details screen clicking it will automatically open the patient’s medical record to the prescriptions page the approve all and deny all buttons have been replaced with a mark all button, and more options have been added