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E-Prescribing Instructional Guide

 Select a List of Preferred Pharmacies

1. Open a patient’s chart then click View > Customization Wizard > Pharmacy Manager.

2. Click the Directory Tab > In the 'Find By' drop down menu, select how you would like to search for the pharmacies (Name, Zip Code, Phone Number or State) > enter a search criteria, click 'Find' and the pharmacies will be displayed in the text box.  Clicking Name, Phone, Address will order the search criteria in ascending\descending order.

3. Highlight your selections > click Add to Quick Access.  Once added to Quick Access, it will now be displayed in the drop down menu under; Demographics > Preferred Pharmacy.

4. For Pharmacies that are not on the SureScripts network, you can add them manually by clicking the Quick Access Tab > click Manual Add > enter the Pharmacy Name, Address, Phone#, and Fax# (do NOT enter the 1) > click Save.  This will allow you to fax prescriptions to pharmacies that are not yet on the SureScripts network.

Adding a Pharmacy Manually

1. Go to:  View > Customization Wizard > Pharmacy Manager > click 'Manual Add,' enter the Pharmacy Name, Address, Phone Number & Fax Number.

Select a Preferred Pharmacy for a Patient

1. Pharmacies must be added to the Quick Access List.

2. Open a patient's chart then click Demographics > highlight an option from the Preferred Pharmacy drop down menu > click OK or Apply to Save.

Select a List of EPocrates Formularies

1. Open the patients chart > View > Customization Wizard > EPocrates Formularies.

2. Click the Directory Tab > enter your two letter state abbreviation > click Find > the formularies will be displayed in the text box.

3. Highlight your selections > click Add to Quick Access.  Once added to Quick Access, it will now be displayed in the drop down menu under; Demographics > Default EPocrates Formulary.

Select a Default EPocrates Formulary for a Patient

1. EPocrates Formularies must be added to the Quick Access List.

2. Open a patient's chart then click Demographics > highlight an option from the Default EPocrates Formulary drop down menu > click OK or Apply to Save.

Using EPocrates with SOAPware

1. You should log into EPocrates and leave it minimized throughout the day for reference. 

2. Right click on a medication in the medication field in SOAPware to display the Medications Menu > click EPocrates Entry > the EPocrates window should pop-up with the selected drug entry being displayed. 

3. For the formularies to work with SOAPware you will need to set up the formularies in EPocrates.

You should log into EPocrates and leave it minimized throughout the day for reference.

Sending a Prescription from an Encounter

1. Place your cursor in the Medication Field of the Encounter > right click, select 'Write E-Script'.

2. The New Rx Submission Window will appear > select the pharmacy from the drop down menu, that you would like to send the prescription to (if the patient has a preferred pharmacy selected, that will be listed) > click 'Add Rx' to manually add a medication or select previously prescribed medications (if the medications were entered in the encounter they will be automatically inserted in the Script Box).  

3. If this is a new medication > click on the magnifying glass icon > the Select Drug ID Window will appear > select the medication you are prescribing – it is then placed in the Script Box with a Dose/Unit.  To edit the script use the drop down menus for applicable Dose/Units, Refills, etc...

4. Type any directions and\or notes that you might want to submit to the pharmacy > click Submit.

Include or Exclude - Selecting Include\Exclude will add\omit the medication to\from the prescription. 

Select Substitutions - Give permission for substitutions to be Allowed\Not Allowed.

Before you submit – Click on Update SW (this will move the medications from the Rx Submission area into the medication field of the Encounter.

Click submit – you will see a progressing bar appear.  To check if the submission was successful right click in the medications field of the encounter > select 'Escript History'.

Renewing Medications – Right click in the medications field of the encounter > select 'Escript History' > the Escript History Window will appear > highlight the medication that you wish to renew > click Renew > edit any information (if needed) > click Update SW (if needed) > click Submit.

Refill Request

1. Refills are always generated at the pharmacy.  Refill requests will be placed in the providers To Do List or a central list depending on the settings that you have selected in the SOAPware Rx Status Query.

2. To view Refill Quests > click File, eRx Manager.

3. Note: Currently the eRx Manager does not automatically match the script request to a patient in SOAPware, this must be done manually.  Select the Refill Request > click Match > select the corresponding chart.

4. After a chart has been matched to the Refill Request you have the option to update the matched chart with the demographic information sent from the pharmacy.  If the patient does not have a chart in SOAPware, one will need to be manually added.

5. Once the Refill Request has been matched with the corresponding chart, highlight the Refill Request again > click View.

6. The Refill Rx Submission Window will appear > verify your script (edit if needed) > click Send.

IMPORTANT:

SureScripts requests that all Refill Request be processed in 48 hrs. or less after being received.  Sites that don’t achieve this level of compliance will eventually have the Refill Request functionality disabled by Sure Scripts.

Errors

If something prevents the prescription from reaching the DOCS servers, you will be notified immediately.

Some pharmacies can send an error message after the fact; these are called free standing error messages. In the rare event one of these is generated an Rx Error item will be generated and added to both the corresponding provider’s ToDo list and the eRx Manager List.  If at anytime you need help with the E-Prescribing Module please email us at support@soapware.com.

Check SureScripts for state\pharmacy participation and state regulatory information (www.surescripts.com).

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