Home Forums Discussions General Discussion 5.1.7 Needed to handle electronic renewal request?

Do I need to upgrade to 5.1.7 in order to receive electronic requests for prescription renewals from pharmacies? Otherwise, with 5.0.29 I'm left relying on faxes?

Unfortunately, the Erx module from NewCrop has less functionality that the FREE ERxNow solution from Allscripts that I have been using for 4 years. Although it is a pain to use a separate program, Allscripts is cloud based (prescribe from any internet connected device, very useful), continually updated, fixed quickly when there is an error in the network with good communication of issues. There have been very few "lost" prescriptions. Although I am generally not a fan of these mega companies, this has worked well. At present, I am using separate practice management (Lytec, now owned by McKesson, another mega company), charting (AC), and prescribing (Allscripts). Yes, it is a nuisance, but each works well for its own function. My hope is that AC will evolve to the point where I can use it for everything. I wonder why AC cannot integrate with free ERx from Allscripts? This would eliminate the fee that AC has to pay for every user of NewCrop ERx.

This is from the "Prescribing & eRx section" of the How-To Guide for Users on amazingcharts.com (works up to version 5.029):

Check several times daily to see if pharmacies have sent you refill requests:
1. Use the drop-down menu heading "Online Services", at the top of every main window of Amazing Charts.
2. Choose "Electronic Prescribing".
3. The NewCrop window opens showing the pharmacy renewal requests. You can't authorize the refills from this window, only check if any are pending.

To approve a refill request:
1. You must be logged on as the prescriber. Staff may not approve refill requests.
2. Enter the patient name in the Patient List search box at the left of the main AC window.
3. Right click on the patient name, and choose "Medications & Prescribing".
4. In the window that opens, click on the "ePrescribing" drop-down menu item at the top left of this window, and click on "Manage via NewCrop Screens".
5. The NewCrop window opens, displaying the patient's med list.
6. At the top center of this window is a line "Pharm: , Fax: , Pend:". The "Pharm" is in red if prescription(s) are waiting to be approved.
7. Click on this line, and keep clicking on the patient's name in each subsequent window that opens until you reach a screen that asks you to fill in the number of refills.
8. When you click "Accept", you are done -- with this patient.
9. You repeat the process for each patient on the refill list.

I would just make sure you have updated to 5.1.x as it has the refills incorporated directly in AC. It's MUCH easier. The other way is just too time consuming. And, you can get messages in your inbox or just to directly to the ePrescribe dropdown.

John, what a PITA! If I had known this, I think I would have put off purchasing AC until v6 was released. I'm afraid that pharmacies are now going to start sending refill prescriptions only electronically, and I'll be damned if I jumping through those hoops to check for refill requests.

Bert, how often do you find messages get separated from the chart? Having read about that, I'm very hesitant to move to 5.1.7.

I can't speak for John, but I think he was trying to point out that you CAN get electronic refills in 5.029, but if doing that is important, you would be much better off going to 5.1x since it makes that process so much easier. No need to wait for v6 for this.

As Bert has observed, Jon usually does speak for John, and vice versa.

But believe it or not, once you get the hang of clicking through the multiple windows, the refill approvals go pretty fast. And working in the NewCrop windows gives you experience in working with one of the big name EMRs -- with a separate window for every function.

( Don't know how you guys do those qoutes....but from above)

Bert, how often do you find messages get separated from the chart? Having read about that, I'm very hesitant to move to 5.1.7.

I just moved to 5.1.7 a few days ago and occasionally I have sent messages or orders to my staff but the message was not attached to the patient's chart and they did not know which patient I was referring to. Is this a bug? Should I report it if I know that if V6 is about to come out and fixing the bug would be pointless?

Also is there something specific that needs to be done in order to receive refill requests electronically? How do the pharmacies know that you are set up for e-refills? Does the refill save to the chart or do you have to use the Refill Medication button down on the right hand side of the message area?

Deborah,

That's what's keeping me from moving to 5.1.7. There is a thread about this problem - Message problem in 5.1.6+

After reading through this message, and knowing how confused my staff would get if this happened, I'm waiting for either 5.1.8 to announce it's been fixed, or for 6.x.

John, what is the procedure for checking for electronic refill requests via the "Manage via NewCrop Windows" options. For the life of me I haven't been able to figure it out (although maybe it's because nothing has actually come that way despite multiple patients now telling me that the pharmacy sent a refill request).

It's the third post (above) in this thread.

The first section tells you how to check if an electronic refill request has been received. Any logged in AC user can check, so have your nurse or MA do this several times a day.

If you find that you have received a refill request, open that patient's Medications & eRx window and follow the steps in the 2nd paragraph above to approve the refill.

Thanks John. Do I understand correctly that you can only search by specific patient? There's no way to log in and see a list of patients with pending refill requests?

You can obtain a list of patients needing refills approved by using the drop-down menu heading "Online Services", at the top of every main window of Amazing Charts. And any staff member can do this.

When you have to enter the NewCrop windows to actually approved the refills, you must open the specific patient's chart, and enter NewCrop from the top left menu on that patient's""Medications & Prescribing" window. And only prescribers can approve refills.

This is only for versions 5.029 and below. Version 5.1 allows you to approve refills within AC.

Could someone kindly explain the steps in v 5.17? Sorry about the spoon-feeding request here.

My MA has finally figured out why some of the messages are not attached to the chart.

It has to do with interrupting the creation of the message.

For example, if someone starts typing a message, then half way through, decides to open the demographics of the patient before sending the actual message (ie, to check if the patient has a pharmacy listed), the program somehow forgets that the message is attached to that chart.

If it is sent, the receiver will see the message and the name of the patient, but will not be able to create an order or refill a med unless they reattach the chart to the patient.

We have found that by not interrupting the message creation process, the messages are always attached to the appropriate charts.

Hope that makes some sense.

Jay,
That is very interesting. I get several orphaned messages/day. Guardian angels uploaded my database to see if they could see why. You might want to pass this info on to them. Meanwhile, I am going to experiment with your theory. Thanks for the info.

Jay,

I tried to replicate this phenomenon and it doesn't seem to be happening to us. I write half a message, open demographics or the old chart, close that screen, finish my message and send it and it seems fine. Is there something more specific they are doing? Perhaps in the way they generate the message in the first place. I would love to figure this out.

Jay,

We uploaded 5.1.7 and are having the same problem with my nurse putting in message and when it comes to me it is like it is not attached to the patient so I can't do anything with it unless I look up the patient and re attach it. Like you mentioned the message is lost when you interrupt it at all. It is frustrating because the older version worked great. My nurses are also unable to get into the escribe section for refills. The way they do it now is when a person calls for a refill they go to the medicine list click on it and forward it to me. This allowed me to easily escribe it on. Now I have to re attach the right patient find the drug and send.

I am going to try and get AC online to follow this through. It must be a bug.

Why do some upgrades screw up what worked previously?!

Good to know there are others with similar c/o.

Pete

Anybody know of a way to "opt-out" of electronic refills for now? How do I get the word out to pharmacies that I don't want to receive electronic refill requests, but prefer faxes for now? I'm using 5.0.29 and holding out for v6.

David
FP

Renewal requests are available in all versions of Amazing Charts. In versions before 5.1.7 they are handled in the New Crops Screens. They are moved to the main Amazing Charts screen in version 5.1.7. You will see this message for renewal requests right below the message box number. You may also find them from the menu at the top of the main Amazing charts screen under electronic prescribing. If you do not want to receive your renewal request electronically please let tech support know so we may update your account. You will then receive them as faxes.

Thanks,
Claire

We just upgrated to v 5.0.29 and E-Rx. Reading previous posts, does it mean, as a solo provider, I would have to approve and electronically transmit all Rx by myself??? At the present time my medical assistant approves all non-controlled substances and I do all controlled substances. Does it mean I would have to approve all the above? It is lot of work!

Sorry, but yes, that is what it means. You can go to 5.1.7 and your MA can send them, but that apparently comes with its own set of issues.