Office Practicum Release Notes for eRx Support of SureScripts V10.6

Version 14.8

Office Practicum Release Notes for eRx Support of SureScripts V10.6

Release Date: 31-Mar-2014


SureScripts Version 10.6 and Office Practicum
In order to use SureScripts Version 10.6, your Office Practicum installation must be running Version 14.0.51 or later.



Important ePrescribing videos and instructional information
Click here to watch pediatrician Dr. Sue Kressly address important ePrescribing issues.
To watch a training video that provides an overview of ePrescribing 10.6 Compliance in Office Practicum, click here.
For instructions on preparing your Medication Favorites (a required step for ePrescribing with 10.6), click here.

General Release Notes Information

The ePrescribing (eRx) changes in this release of Office Practicum have been implemented in order to comply with SureScripts^®^ Version 10.6 guidelines, which have been implemented to help ensure safety in ePrescribing. All SureScripts vendors are required to comply with these changes in order to maintain certification. As part of this effort, Office Practicum and DrFirstTM, our ePrescribing partner, have implemented the changes described below.

New Features

Non Module-specific New Features

There are no new features in the general release that impact the overall application.

Module-specific New Features

Patient Chart / Medication List / Medication History 

Function:
Add the following functionality to the existing Medication History function:
  1. Require the user to document each patient’s consent to allow the practice to access medication history.
  2. Inform the user if no external medication history is found for a selected patient.
  3. Enhance the data that the Medication History grid displays.
  4. Provide the user with the means to quickly access detailed information about a selected prescription.
  5. Allow the user to determine which data to display in the Medication History grid.
Solution: 
  1. Added the Consent popup window to ensure that a patient’s consent to access medication history is documented. When the user clicks the Med Hx button for the first time for a patient and the patient’s consent has not been documented, OP displays a warning message that states, “Consent Documentation was found, but Consent was marked as unknown. Would you like to Document Consent now?” If the user clicks No and consent has not been documented, OP prohibits the user from accessing medication history for that patient. If the user clicks Yes, OP displays a prepopulated Privacy Consent form. The Privacy Consent form offers the following consent selections:
  • Documented Consent: When the user selects Documented Consent, OP defaults to a one-year duration for the consent. The user can enter a customized end date for the consent. After selecting Documented Consent for a patient, each time the user selects this patient and clicks the Med. Hx button, OP bypasses the consent window and displays the Medication History Interval window asking the user to specify how many months back to check for medication history.
  • Documented Refusal: When the user selects Documented Refusal, OP prohibits the user from accessing medication history for the selected patient until this selection is changed to Documented Consent.
  • Not Documented: This is the default setting if the user has not indicated a patient’s consent or refusal. If the user selects Not Documented, OP prohibits the user from accessing the patient’s medication history.
  • Note: Medication history consent information is stored under Consents in Patient Chart.
  1. Added the Medication History Disclaimer window. If the user selects a patient and documents consent but there is no medication history for the selected patient, OP displays a window with a disclaimer stating that no external medications were found and advising the user to verify medications with the patient because some medications may not be accurate or available.
  2. Enhanced the Medication History grid to include support of many new data fields. This support helps to ensure that the Medication History grid is able to display data sent from external sources. Other changes include changing the name of the Date field to Fill Date and changing the name of the Prescription field to Source Prescription. Some of the more frequently used data fields added to the Medication History grid include: Written Date, Sold Date, DEA (Schedule), and Remaining Refills.
    Medication History also displays medications from participating pharmacies (in addition to medications reported by the insurance company), which may present information for patients without insurance.
  3. Added the More Info button to each prescription. When the user clicks in the More Info field of a prescription, OP displays a popup window with detailed information about the selected prescription.
  4. Added the Show/Hide/Move columns button to the Medication History grid. Clicking on this button displays a list of all available fields. To display a data field in the Medication History grid, the user selects the checkbox next to the data type.
  • Path: Click Patient Chart > click Medications = OP displays the Medication List |


Patient Chart / Medication List and eRx Center

Function:
Add status-tracking for ePrescribing so that the user can quickly and easily determine the status of a prescription request.
Solution:
Added the Transaction Status Date field to the Medication List in Patient Chart and to the Sent, Delivered, and Failed tabs of the ePrescribing Center. The Medication List and the Sent, Delivered, and Failed tabs of the ePrescribing center now provide the following status fields:
  • Transaction Status field
  • Transaction Status Date field
  • Transaction Status Provider field These are read-only fields that display the status, date, and provider information for each ePrescription. The Transaction Status field, which is an existing field, tracks the status of the prescription request in terms of OP processing. The Trans. Status Date field, which has been added to OP to meet SureScripts 10.6 requirements, tracks the status of the prescription request in terms of fulfillment by the pharmacy. The Transaction Status Provider field, also an existing field, displays the name of the provider.
    In the Sent tab of the ePrescribing Center, this data covers all prescriptions that the provider has sent and can be filtered by Date Range and Prescriber.
  • Note: SureScripts populates the Trans. Status Date field. OP has no control over this data other than to display the information that SureScripts submits.
  • Path: Click Patient Chart > click Medications = OP displays the Medication List
  • Path: Click eRx > click Sent tab or Delivered tab or Failed tab


Patient Chart / Medications and eRx Center 

Function:
Present the user with a summary window for medications that the provider is ePrescribing to the pharmacy.
Solution:
Modified the software by adding the eRx Summary window. The eRx Summary window displays a read-only summary of a new prescription or a refill request of a single or multiple medications (initiated by the OP user). The eRx Summary window allows the user to acknowledge that the prescription is correct before OP sends the prescription.
If the user selects multiple medications in the Medication List of the Patient Chart / Medications window, the eRx Summary window displays all of the selected medications in the same summary window. OP allows the user to acknowledge each prescription by requiring the user to scroll through each of the medications in order to activate the Send button.


  • Path: Click Patient Chart > click Medications tab > select a medication from the Medication List > click Send > select a Pharmacy > click Send = OP displays the eRx Summary window
  • Path: Click Patient Chart > click Medications tab > click the Add Prescription button = OP displays the Prescription Writer window > fill out prescription > click Send > select a Pharmacy > click Send = OP displays the eRx Summary window
  • Path: Click eRx > click the Created, Not Printed/Sent tab in the eRx Center > select a medication > click Edit > click Send > select a Pharmacy > click Send = OP displays the eRx Summary window



Prescription Writer (accessed through Patient Chart / Medications and eRx Center) 

Function:
Allow the user to select for ePrescribing a medication that does not have an NDC code.
Solution:
Added to the Prescription Writer window the Type field. The Type field dropdown menu offers the following three options:
  • Standard Medication
  • Compound
  • DME/Supply Standard Medication is the default selection. If the user selects Compound, OP allows the user to complete the prescription without assigning an NDC code to the compound medication. To finalize the prescription, OP displays a popup window requiring the user to confirm that the prescription is not being used to prescribe a controlled substance.
  • Path: Click Patient Chart > click Medications tab > select a medication from the Medication List or click Add to create a new medication = OP displays the Prescription Writer window
  • Path: Click eRx > select a medication from the Created, Not Printed/Sent, Need Co-signature, Sent, Delivered, Failed tab > click Edit = OP displays the Prescription Writer window


Prescription Writer (accessed through Patient Chart / Medications and eRx Center) 

Function:
Allow the Drug field in the Prescription Writer window to be used as a freeform-text field.
Solution:
Modified the software so that, when the user selects Compound or DME/Supply as the Type (in the Prescription tab of the Prescription Writer window), the user can enter freeform text in the Drug field. When the user selects Compound or DME/Supply as the Type, OP does not restrict the selection that the user makes in the Drug field.
  • Note:  This function is independent of the Freeform radio button in the SIG section of the Prescription tab in the Prescription Writer window.
  • Path: Click Patient Chart > click Medications tab > select a medication from the Medication List or click Add to create a new medication = OP displays the Prescription Writer window
  • Path: Click eRx > click a tab with medications that can be edited (the Created, Not Printed/Sent tab, the Need Co-signature tab, the Sent, tab, the Delivered tab, or the Failed tab) in the eRx Center > select a medication from the Medication List > click Edit = OP displays the Prescription Writer window


Choose a Pharmacy Window (accessed through Patient Chart / Medications and eRx Center) 

Function:
Prevent the user from changing pharmacies for standard refill requests.
Solution:
Modified the software so that, unless the prescription is denied, the user cannot change the pharmacy for standard refill requests.
  • Path: Click eRx > click the Refill/Change Requests tab in the eRx Center > select a medication from the Refill/Change Requests Medication List > click Send = OP displays the Choose a Pharmacy window


ePrescription Pharmacy Finder Window (accessed through Patient Chart / Medications and eRx Center) 

Function:
Allow the user to filter for ePrescribing based upon pharmacy type.
Solution:
Modified the software so that, from the Pharmacy Master List, the user can select checkboxes to include or exclude, the following pharmacy types:
  • Mail-order
  • Retail
  • Long term care
  • Specialty
  • Controlled substance Path: Click Patient Chart à click Medications tab à select a medication from the Medication List or click Add to create a new medication à complete the required fields in the Prescription Writer window à click Send à click Choose from Master List button = OP displays the ePrescription Pharmacy Finder window
  • Path: Click eRx > click a tab with medications that can be sent (the Created, Not Printed/Sent tab, the Sent tab, the Delivered tab, the Failed tab, the Refill/Change Requests tab, or the Refills Denied tab) > select a medication from the Medication List > click Send > click Choose from Master List button = OP displays the ePrescription Pharmacy Finder window


eRx / Refill/Change Requests 

Function:
Present the user with a summary window for medications for which the provider has received a refill request.
Solution:
Modified the software by adding the eRx Refill Summary window. The eRx Refill Summary window displays a read-only summary of a refill request when the user selects a medication from the Refill/Change Request tab of the eRx window.
  • Path: Click eRx > click the Refill/Change Requests tab > select a medication > click Accept/Deny = OP displays the eRx Refill Summary window


eRx / Refill/Change Requests (eRx Refill Summary)

Function:
Provide the user with a quick means of comparing what medication provider prescribed and which medication the pharmacy used to fulfill the request.
Solution:
Added the As-Prescribed Medication and As-Dispensed Medication grids to the eRx Refill Summary window. SureScripts populates these two fields with the following information:
  • The As-Prescribed Medication grid lists the prescription and related information as requested by the provider.
  • The As-Dispensed Medication grid lists the prescription and related information as the pharmacy fulfilled the order. These two grids help the provider to identify order-fulfillment information such as when a pharmacy dispenses a generic version of a medication rather than the name-brand version.
  • Path: Click eRx > click the Refill/Change Requests tab in the eRx Center > select a medication from the Refill/Change Requests Medication List > click Send > select a pharmacy > click Send = OP displays the eRx Refill Summary window


eRx Refill Request

Function:
Create a field in the eRx Refill Summary to display the brand name of a medication.
Solution:
Modified the software to support BrandSource. This enables the eRx Refill Request to display the brand name of a medication in an ePrescription being sent to SureScripts. If the refill request is for a brand name, the summary displays the brand name plus the generic name next to it in the summary. If the refill request is for a generic medicine, the summary displays the generic name plus the brand name next to it in the summary.
  • Note: To support this functionality, the drug name must be an item that is currently available for dispensing in the marketplace. Generic drug names cannot populate the BrandSource field if only the brand is available to the market. Participants must work with their drug-database vendor to satisfy this requirement.
  • Path: Click Patient Chart > click Medications > select a medication from the Medication List or click Add to create a new medication > complete required fields in Prescription Writer window > click Send > select pharmacy > click Send = OP displays eRx Summary window
  • Path: Click eRx > click Created, Not Printed/Sent tab > select a medication from the Created, Not Printed/Sent Medication List > click Send > select pharmacy > click Send = OP displays the eRx Summary Window


eRx / Refill/Change Requests 

Function:
Prevent providers from approving a refill request if OP cannot find a match for the patient.
Solution:
Modified the software so that, when OP receives a refill request and the user opens it from the Refill/Change Requests tab of the eRx window, OP checks the OP medication number, the Patient number, the DrFirst Identification number, and the First Name, Last Name and Date of Birth of the patient and tries to locate a match in OP with the patient for whom the refill request was sent.
If OP cannot find a match for the patient entered in the refill request, OP displays the message “Unable to link refill request to a patient in OP. Request denied” in the eRx Refill Summary window.
OP also disables the Accept button, thus forcing the OP user to deny the refill request. The provider can retain the denied request.
If the provider determines that the OP or DrFirst information in the refill request contained a mistake that prevented OP from finding a match for the patient, the provider can contact the pharmacy to have the pharmacy correct the information and resubmit the refill request.
  • Path: Click eRx > click the Refill/Change Requests tab in the eRx Center > click Accept/Deny button = OP displays the eRx Refill Summary window

Improved Functionality

Non Module-specific Improved Functionality

There is no improved functionality that impacts the overall application for this release.

Module-specific Improved Functionality

Prescription Writer (accessed through Patient Chart / Medications and eRx Center) 

Function:
Modify the SIG field in the Prescription Writer window to clearly distinguish between notes for the pharmacy and notes for the patient.
Solution:
Replaced the Internal Notes field with the Patient Notes field on the Notes/Visibility tab of the Prescription Writer window. Also modified the software so that the information entered in the Patient Notes field is sent with the prescription.
The user can enter instructions in both the Pharmacy Notes and Patient Notes fields regardless of whether the user selects the Freeform, Formatted, or Liquid SIG-type radio button. The Pharmacist Note field cannot exceed 210 characters and the Patient Notes field cannot exceed 140 characters.
  • Path: Click Patient Chart > click Medications tab > select a medication from the Medication List or click Add to create a new medication = OP displays the Prescription Writer window > click the Notes/Visibility tab
  • Path: Click eRx > click a tab with medications that can be edited (the Created, Not Printed/Sent tab, the Need Co-signature tab, the Sent tab, the Delivered tab, or the Failed tab) in the eRx Center > select a medication from the Medication List > click Edit = OP displays the Prescription Writer window > click the Notes/Visibility tab


Prescription Writer (accessed through Patient Chart / Medications and eRx Center) 

Function:
In the Prescription Writer window, limit the number of characters that can be entered in the two freeform SIG fields and the Pharmacy Notes and Patient Notes fields.
Solution:
Modified the software so that in the Prescription Writer window, the two freeform SIG fields (on the Prescription tab) and the Pharmacy Notes and Patient Notes fields (on the Notes/Visibility tab) are limited to 70 characters. If the user exceeds 70 character on any of these fields, the prescription cannot be ePrescribed but is sent through fax.
  • Path: Click Patient Chart > click Medications tab > select a medication from the Medication List or click Add to create a new medication = OP displays the Prescription Writer window > click the Notes/Visibility tab
  • Path: Click eRx > click a tab with medications that can be edited (the Created, Not Printed/Sent tab, the Need Co-signature tab, the Sent tab, the Delivered tab, or the Failed tab) in the eRx Center > select a medication from the Medication List > click Edit = OP displays the Prescription Writer window > click the Notes/Visibility tab


eRx / Refill/Change Requests (eRx Refill Summary)

Function:
Limit the acceptable values and clarify the meaning of the Refill Count field (used in conjunction with the Accept button) in the eRx Refill Summary window.
Solution:
Modified the software so that the user must enter a number greater than zero in the Refill Count field in the eRx Refill Summary window.
The Refill Count field in the eRx Refill Summary window indicates the total number of refills according to the following guideline:
The number the user enters in the Refills field refers to the total number of refills for the prescription. For example, “2” indicates the total number of times the prescription can be filled (one current dispense plus one refill). “2” does not amount to three total refills (that is, it does not amount to the current dispense plus two additional refills).
  • Path: Click eRx > click the Refill/Change Requests tab > select a medication from the Medication List > click Send > select a pharmacy > click Send = OP displays the eRx Refill Summary window


eRx / Refill/Change Requests (eRx Refill Summary)

Function:
Update the list of reasons for denying an eRx Refill Request so that it complies with SureScripts 10.6 requirements.
Solution:
Modified the software so that the Reason for Deny dropdown list (used in conjunction with the Deny button), meets SureScripts 10.6 requirements. The list of denial reasons includes:
  • Patient unknown to the prescriber
  • Patient no longer under prescriber care
  • Patient has requested refill too soon
  • Medication not prescribed for patient
  • Patient should contact prescriber first
  • Refill not appropriate
  • Ask patient to call for appointment
  • Prescriber not associated with this practice
  • Request already responded to by other means
  • New prescription to follow** The New Prescription to Follow denial reason does not display if the eRx Refill Request is for a controlled substance.
  • Note:  As part of this update, the Denial Reason free-text field and dropdown selections have been removed from the Refill/Change Requests window. To select a denial reason, the user must open a refill request and select a denial reason from the dropdown list in the eRx Refill Summary window.
  • Path: Click eRx > click the Refill/Change Requests tab > select a medication from the Medication List > click Accept/Deny = OP displays the eRx Refill Summary window

Resolved Issues

Non Module-specific Resolved Issues

There are no resolved issues in the general release that had an impact on the overall application.

Module-specific Resolved Issues

There are no resolved issues in the general release that impact the overall application.

Known Issues

There are no known issues in this release.