ProScript

User Guide
_________________________________________________________________________

Repeat Management System 3.0.2

Version 3.0.2
Release Date 16/02/2010
Author Rx Systems
Other Contributors N/A
RMS 3.0.2 ProScript

Table of Contents

Objectives ............................................................................ 3
Introduction ......................................................................... 4
Setting up a Repeat Request ................................................ 5
Patient Consent .................................................................... 6
Repeat Items ........................................................................ 8
Repeat Cycle ....................................................................... 10
Setting a reminder date ........................................................ 10
Setting the Repeat Service Type ............................................ 11
Setting reminders for patients............................................ 13
Processing a Repeat Request ............................................. 14
ProScript Repeat Manager .................................................. 15
Date Ranges and Filters ........................................................ 15
Repeat List ......................................................................... 16
Repeat Manager Function Keys .............................................. 17
Batch Processing ................................................................. 18
Processing a Repeat Prescription ........................................... 19
Edit record .......................................................................... 21
SMS – Reminder text messages............................................. 25
Repeat Management Reports .............................................. 26
RMS Work Load Sheet .......................................................... 27
Surgery Drop Sheet ............................................................. 28
Surgery Collection Sheet ...................................................... 29
Medication Delivery Sheet ..................................................... 29
Medication to be collected sheet ............................................ 29

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Objectives
After reading this user manual you should be able to perform the following:

Print consent forms

Create reminders for patients
Add items to the Repeat Manager
Print repeat request forms
Set reminder dates
Set the repeat service type (reminder, repeat or batch)
Access ProScript’s Repeat Manager
Send SMS Reminders
Use filters within the Repeat Manager
Create reports within the Repeat Manager
Process a repeat script
Complete a repeat script
Use the Batch feature within the Repeat Manager
Edit a Repeat

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Introduction
The Repeat Management System (RMS) within ProScript is designed to
cater for pharmacists who operate a repeat prescription collection service
for their patients. Currently there are a variety of methods in which the
repeat collection service can operate within pharmacies.
The RMS module can cater for most of these methods and these are
described later in the manual. This includes Repeat Dispensing (batch
dispensing) as stated in the New Pharmacy Contract, whereby doctors can
issue 6 or 12 month batches of prescriptions in bulk for patients on stable
chronic conditions.

The RMS application is a useful tool in order to manage the repeat service
work load and therefore provide an efficient service to your patients. In
ProScript the Repeat Management process is split into two sections:

1) Setting up a Repeat Request –

Selecting which items need to be requested.

Printing a repeat request form which can be sent to a surgery to
request medications (if required).
Setting the Repeat reminder type (reminder, request, batch etc).
Setting a reminder date (the date you are reminded to request
medications, process a batch etc).

2) Processing a Repeat Request –

Accessing the Repeat Manager from the main screen of ProScript

to process reminder scripts or track the progress of a request.
Updating the status of the request. (For example marking the
request as requested from surgery, received from surgery,
processed and labelled, awaiting collection, delivered to patient,
completed).
Using reports and filters (optional) to simplify your workload.

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Setting up a Repeat Request

As mentioned, the first part of the repeat management process is setting
up a repeat request.

In this section you will be shown the main steps required in setting up a
repeat request. This includes:

1) Obtaining a patient’s consent.

2) Selecting and adding repeatable items from a patient’s PMR into the
RMS Register.
3) Setting up the reminder type and date.

To set up a Repeat Request, type in the name of the patient on the main
screen of ProScript and select the patient from the list.

Once you have selected the patient, click this button or

press “F4 – Repeat Request”

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Patient Consent
If you are setting up a repeat request for the first time, ProScript will
display a reminder message to print a consent form (shown below).

As a legal requirement pharmacies are required to obtain a signed consent

form from a patient in order to handle prescriptions on their behalf.

If you select “Yes” to print the consent form, you will be presented with
the following window where you can print and save the form, or print the
form and save it at a later date.

In some scenarios, the patient may be immobile and unable to attend

your pharmacy to sign the consent form. In this situation, you should
select “Yes” to the reminder message, print the form (explained below),
and send it to the patient. Once it has been signed and returned, you can
return to the patient consent reminder message, and save the form.

Set the type of

service here.

Click here to print and save, or press F10.

Click here or press F8 if you wish to save but not print the
form. (Use this option if consent has already been
provided).

Click here (or press F9) to print the form but not save it.

Click here or press “Esc” to return to the PMR screen.

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Selecting “F10 – Print and Save”, will display a preview of the consent
form as shown below.

To print the form, click this

button. This will then take
you to the Repeat Items
window.

If you select “F9-Print” and print the form as shown above, you will then
be returned to the patient consent screen. If you choose not to save at
this point, press “Esc”. This will then take you to the Repeat Items
window.

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Repeat Items
After printing and/or saving a consent form, you will then be presented
with the Repeat Items window.

The status
column.

Use these two checkboxes to

print or show only repeatable
items (items with an “R” in the
status column).

The window above shows all the drugs dispensed to this patient in last
365 days. You can set the status of any item in the list as one of the
below:

R= Requested (item to be requested)

S= Stopped (item is no longer required, removed from the request)
A= Acute (one off item, won’t be added the next time)

When entering the Repeat Items screen, the column where statuses are
added is automatically highlighted. Simply use the up and down arrow
keys on your keyboard to move through the drugs and set each item to
either R, S or A. Alternatively you may click the box to the left of the drug
and type the relevant letter using the keyboard.

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You can also use the function keys to the left hand side of the window to
perform any of the following:
Allows you to add an item to the request that
hasn’t previously been dispensed on your
system (won’t be recorded in the PMR).

Automatically sets the status of all undefined

items to “R”.

Changes the status of repeatable items (R) to

blank and the status of blank items to
repeatable.

Prints a medication request form for all the

repeatable items which can then be sent to
the relevant surgery.

Adds repeatable items to the RMS register,

where you can set the reminder date and
type.

Displays the Patient Consent screen.

Displays the ProScript Repeat Manager

window.

If the dosage instructions or quantity for the

selected item has changed since the last
dispensing, The F8 and F9 buttons allow you
to change them prior to adding them to the
RMS register.

After setting the status for all the repeatable items, save your changes by
pressing F10 or clicking on “F10 – Save”.

If you have not already added the items to the RMS Register, a prompt
will appear as shown below.

Pressing “Yes” will add the items with a status into the Repeat Manager
(explained later in this manual). Pressing “No” will save the repeat status
and return to the patient’s PMR screen.

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Repeat Cycle
The Repeat Cycle window is used to manage your workload by setting
reminder dates for the prescriptions. It also allows you to tailor the Repeat
Management System to the type of service being provided.

A preview of this screen is shown below. For training purposes the screen
has been split into three sections and labelled 1, 2 and 3.

1 2

Setting a reminder date

Section 1 of Repeat Cycle window is where a reminder date is set. This
will be the date you will be reminded in the Repeat Manager that a
prescription is due. You can set the reminder date either by using the on-
screen calendar or function keys to the right hand side of the calendar.

By default the function keys have been set to +21, +28, +84, +1, and -1,
but these can be changed by contacting the RxSystems Helpdesk.

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Setting the Repeat Service Type

Section 2 of the Repeat Cycle window (below) requires you to set the
type of repeat management service you would like to use for this patient.

Set the repeat

management
service type Enter any notes
here. here. These
notes will appear
beside the
reminder in the
RMS register.

The types of Repeat Management Services available are explained below.

R) Select this option to create a reminder (this option can be useful if you
want to be reminded when a script is due for a patient, so you can contact
the patient and ask if they wish for the repeatable script to be collected on
their behalf).

X) Select this option to remind you that a repeat script is due, and that a
repeat request form needs to be sent to the GP.

B) Select this option if you are processing a batch of prescriptions. When

selecting “B” a small set of options appears to the right as shown below.

These options require you to enter details of the batch prescription. Use
the up and down arrows beside each option to set the script number, the
total number of scripts in the batch, and lastly script period.

The delivery mode section (below) is used to set whether the medications
will be collected, or delivered to the patient.

The delivery mode will be automatically set if collection or delivery is

“ticked” in the patient’s details>additional services option.

Section 3 at the bottom of the Repeat Cycle window (below) shows the
patient’s details for reference purposes. The “F8 – View Prescription”
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button displays a preview of the prescription listing only the repeatable
items. “F10 – OK” saves the reminder date and type to the RMS register
and returns to the PMR screen.

This completes the process of adding items to the Repeat Manager.

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Setting reminders for patients

If you wish to be reminded at the end of a dispensing to either request
medications for a patient, or to offer the service to a patient who may
benefit from repeat request, follow the steps below.

Go to the patient’s PMR, and press F1 for Patient Details.

Tick this checkbox to set

reminder messages to
appear for this patient at
the end of a dispensing.
Press F10 to save.

The next time you complete a script you will be prompted with a message
as shown below.

If you select “Yes” you will be taken though the process of setting up
reminders as discussed previously in the manual. Selecting “No” will
return to the main screen of ProScript.

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Processing a Repeat Request

After adding items to the repeat register, a pharmacy will need to access
the Repeat Manager daily to either view prescriptions that are due, or
create reports on what actions are required to complete prescription and
efficiently manage your workload.

Processing a repeat request or repeat reminder usually requires the

following steps:

1. Sending a repeat request form to a surgery (if required)

2. Collecting the repeat prescriptions from a surgery, and marking the
prescriptions as booked in.
3. Processing the prescriptions (dispense/label the items)
4. Marking the records as medication delivered, or collected.
5. Marking the records as completed, removing it from the register.

The ProScript Repeat Manager screen can be accessed by clicking the

“RMS” button on the main screen on Proscript, as shown below:

Click this button to access the

ProScript Repeat Manager, or
press ALT+R on the keyboard.

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ProScript Repeat Manager

The ProScript Repeat Manager is designed to simplify the repeat
prescription request process by indicating which steps are outstanding to
complete a repeat prescription that has been added to the RMS Register.
It does this by showing what stage the request prescription is currently at
and what steps are required to complete an outstanding repeat
prescription.

For training purposes the screen has been split into 4 sections, and
labelled A, B, C and D.

A D

Date Ranges and Filters

The options at the top Section A are used to apply

a date range to the RMS register. By default it will
show reminders for today’s date, but you can
expand or narrow it by using either the predefined
date ranges, the calendar icons, or by free typing
the date in the “From” and “To” sections.

At the bottom of Section A there are also several filters that can be used.
Simply tick or un-tick the ones you require and the RMS register will
update accordingly.

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Repeat List

Section B is the RMS register. It shows a list of reminders for the date
range and filters specified.

This column indicates what This column is used for

type of reminder service is batch prescriptions only. In
being used (R, X or B). the example it shows that
the repeat is for script 1
from a batch of 6 scripts.

The columns A, B, L, C, D, and S show what actions are required to

complete the script. To simplify the process, only the letters shaded in
blue are applicable to the repeat reminder selected. To perform an action,
i.e. mark a reminder as “at surgery” you will need to use the function keys
in section C which are explained later.

As mentioned, only the actions required by you will be shaded in blue to

simplify the process. To demonstrate, note the three patients in the
example above.

Patient 1 needs to have his A, B, L, and D columns ticked. As he was set

up as a delivery patient he has his D – Delivered column shaded.

Patient 2 has his A – At Surgery and B – Booked in columns already

ticked. This is because his reminder is a batch reminder and all the scripts
in his batch should already be in the pharmacy, so do not need to be
requested. For his reminder the script only needs to be labelled, and then
collected.

Patient 3 has his C – Collected column shaded in blue as he was

specified as a collecting patient whilst setting his repeat service type.

Note: If a patient is marked for delivery and wants to collect (or vice
versa) simply press the relevant function key and you will be prompted to
confirm the change.

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Repeat Manager Function Keys

Section C shows the function keys at the top of the Repeat Manager. In
most cases you will be using the function keys while processing a repeat
request. Each key reflects a phase that needs to be carried out in order to
successfully complete a repeat request. These keys are usually used in
sequence to indicate what stage the prescription is at.

See below for a description of the function keys available.

Click here or Press F1 to access the PMR screen for the

selected patient.

After printing a repeat request form and sending it to the

relevant surgery, you can mark the prescription as “At
Surgery” by clicking this button (F2 on the keyboard).
This would tick the “A” column and mark the script as “At
surgery”
Once a script has been received from a surgery, the
script can then be marked as “Booked In” by clicking
here or pressing F3. This would tick the “B” column for
“Booked In”.
After marking a script as “Booked in” the script then
needs to be processed and endorsed. Click here or press
F4 to process the selected script. This would then take
you through the RMS dispensing process (explained in
detail later in the manual). Once processed you will then
be asked the question “Do you wish to mark the script as
ready?” If you select “Yes” the “L” column for “Labelled”
would be automatically ticked.
If you prefer dispensing through a patient’s PMR screen,
as opposed to using the “F4-Process” function that has
been incorporated in the Repeat Manager, you can do so
and then return to this page and mark a script as labelled
by pressing this button or pressing F5. This would then
tick the “L” column.
This option would be used if the patient is collecting their
medication. Once the patient has collected their
medication, click this option or press F6. This will tick the
“C” column for collected.
This option would be used if the Patient has their
medication delivered. Once the medication has been
delivered, click this option or press F7. This will
automatically tick the “D” column for delivered.
Use this button to mark the script as completed. This
would then remove the repeat script from the list,
completing the repeat service for the patient.

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Batch Processing
Some of the function keys described above have an additional facility for
batch processing. This new feature allows you to perform an action for
multiple reminders. The batch processing facility can be useful as many of
the actions you would usually carry out on a day-to-day basis would be
required for more than one reminder.

Press ALT with the relevant function key or click

the drop down arrow (in red square) beside any of
the function keys to access the batch facility.

For example, when you send repeat request forms to a surgery, you may
send more than one request form at the same time. So instead of
individually marking each reminder as “At Surgery” by pressing the “F2”
button, you can simply use the “ALT+F2” on the keyboard instead, or
use the drop down arrow as shown above. This would then display the
Batch Processing window. See below for a preview and instructions on
how to use the feature.

Use this button to tick

all the reminders.

Use this button to

un-tick all the
reminders.

Use these
checkboxes to
manually select or
de-select the
reminders you wish
to mark at “At Click here or press F10 to confirm.
Surgery”.

In the example above, after pressing “F10-OK” both reminders listed

would have their “A” columns ticked.

All function keys with the batch facility will display a similar window, and
would tick the corresponding column in Section B.

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Processing a Repeat Prescription

As mentioned, after recieving a prescription from a surgery, the
prescription then needs to be endorsed. The Repeat Manager includes a
processing utility for these prescriptions so that all repeat dispensing can
be done from within the RMS module.

When pressing “F4 – Process” a window will appear as shown below.

If the quantity
If you wish to add expected is different
any notes, you may to the quantity you
do so by free typing have received, click
in this box. These here to highlight the
notes will appear in received quantity,
the Repeat and then type the
manager, under the actual quantity
notes column. received.

This window is used to confirm that all items you have requested are
present on the script you have recieved. All items will be ticked by default.
If for any reason an item isn’t on the prescription recieved from the
surgery, highlight the drug using the up and down arrows on the
keyboard, and press enter to un-tick it, (or use the mouse and click on the
checkbox beside the drug to tick or un-untick it). Now Press F10 to begin
the dispensing process.

Note: Once the dispensing process begins (after pressing F10), all items on
the particular repeat will be marked as processed (indicated by items
becoming greyed out when viewing the Process Prescription window).

There may be instances where you have begun dispensing but have to abort
the dispensing process whilst in the PMR screen, for example: wrong patient
selected, or item/s on repeat aren’t on the script received from GP.

For this reason the process prescription window has a button called “F8 –
Activate All Records” shown . If you wish to reactivate all records in the list,
simply press this button (F8), and select “Yes” to the confirmation prompt.

If you want to activate some of the items on the repeat, use the drop down
arrow {} beside the F8 – Activate All Record button, and then select F9 –
Activate Selected Record. Alternatively highlight the item and press F9
You will then be presented with a Prescription Comparison window, as
shown below.

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This window can be used to either view or compare the script being
processed to the last dispensing for the patient. After reviewing, press
F10 to continue.

Next you will see a series of windows where you are required to confirm
the quantity, and dosage of each item on the repeat script (below). If the
quantities and dosages are correct, press F10 to confirm them, otherwise
simply change the quantity or dosage as you would with a normal
prescription and then press F10 confirm the change.

Enter F10 Next item

When you have finished confirming/editing and then accepting the

quantities and dosages for each item, the window will remain on the
patients PMR screen with a red dot beside each drug that is being
endorsed (see below). At this stage you may add additional items that
have been included on the repeat script by pressing “Enter for New
Item”.

If an owing needs to be created on one or more of the items listed, simply

highlight the item and press “F2-Create Owing”.

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Once you are ready to endorse, press “F8 – Last Item”. This will display
a preview of the script. Press F10 to endorse the prescription.

After endorsing the prescription, you will be prompted with the question
“Do you wish to mark the prescription as ready”. Selecting “YES” will
automatically tick the “L” column for “labelled”.

Edit record
If you make a mistake and wish to edit a record, use the
“F9- Edit Record” button in the top right of the Repeat
Manager window. This will display the Edit RMS Record
window (shown below). This function allows you to edit details of the
record such as the script type, the reminder date, the delivery mode, etc.

Edit the reminder date

using this button.

Edit the Repeat

Request service type
here.

Click any of the “Clear”

buttons in this row to clear
the corresponding action.
This will remove the tick in
section A. You can also
change the date by simply
clicking on the relevant box
and editing the date.

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Summary

As mentioned earlier, most of the function keys (with the exception of the
F1 and F9 keys) are usually used in sequence to mark what stage the
prescription is currently at.

Below is a typical example of the sequence these keys would be

used in:

1) Repeat Request Form has been sent to the surgery. Press F2 – At

Surgery.
2) Surgery has sent the prescription for the items requested to your
pharmacy. Press F3 – Booked in.
3) You are now ready to process and endorse the prescription. Press
F4 Process.
4) The script is endorsed and the items are labelled. Press F5 –
Labelled.
5) The script has been collected or delivered. Press F6 – Collected or
F7 – Delivered.
6) All required actions have been completed, and you wish to complete
the repeat prescription and remove it from the RMS register. Press
F8-Completed.

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Section D (shown below) contains several options which allow you to
perform tasks such as editing/deleting a patient’s RMS record, re-printing
a repeat request form, sending SMS messages, and searching through the
register for a specific patient. It also contains several printable reports.
These options and the reports are explained in detail below.

Select this option to search

for a specific patient in the
Click here to
RMS register.
reprint a repeat
request form.

This option allows you to edit the selected patient’s details,

reprint a patient consent form, or filter the RMS register to
show reminders for the selected patient only. After clicking the button a
drop down list will appear as shown below.

Select this option to Select this option to

edit the patient’s display the Patient
details. Consent window (see
contents for more
information).

Select this option to show all scripts for the selected patient. You
may then return to this option if you would like to show all patients.

This option allows you to delete the entry made in the RMS
register, or delete a batch of entries. After clicking the
button a drop down list will appear as shown below.

Select these options Selecting this downward

to delete the selected arrow will drop down a list of
reminder. You will be two options.
prompted with a
message confirming
you wish to delete the
record, click on “Yes”
to delete it.

Select this option to delete more than

one reminder in the list. After clicking
this option you will be presented with a
list of all the reminders that are
currently showing. Simply tick the
reminders you would like to remove,
and press F10 to delete them.

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On the RMS register, you may have noticed the “S”
column for SMS.

SMS is a facility where a text message can be sent from your computer to
a patient’s mobile phone, and in turn they can reply to the text which
would then be received to an email address of your choice.

This facility can be useful within RMS to remind a patient that their
medications are ready for collection, or simply to offer the collection and
delivery service to a patient who may otherwise be unaware of the service
even existing.

If you would like to activate this feature, please contact the RX

Systems administration team who will be happy to explain the
benefits and enable the SMS service for you.

If you already have the SMS service and would like to use it for RMS
reminder messages follow the steps below....

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SMS – Reminder text messages

Enter the patient details window, and enter a mobile number for the
patient (if you do not enter the number here, the SMS button in RMS will
not be active).

Enter the patient’s

mobile number here.

SMS messages can be

sent from here, but using
the option from here
won’t mark the S column
in RMS.

Click this button in the

bottom right of the RMS
screen (This will only be
highlighted if a mobile
number has been entered
for the selected patient).

Type your message

here.
This is usually preset
If you would like with the message
to schedule the shown, but if you
text message to would like to change it,
be sent at a please contact the RX
specific time, Systems Helpdesk.
tick the box and
enter the date
and time
required.

Tick this option if you

would like the patient
to be able to reply to Click here to send, this
your text message. will then tick the S column
The default email will to indicate a text message
be shown but you has been sent.
may change it if you
wish.

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Repeat Management Reports

Selecting the reports button, will bring up the
Repeat Management Reports Window (shown
below). From this window several useful reports
can be printed to help you better organise your
workload. Furthermore, at the end of running certain reports you will be
offered the batch processing facility to mark a group of repeat reminder as
processed.

Each report available from this screen has its own individual tab (circled in
red above).

Each tab has a date range section to show the report for the dates
required. By default it shows today’s date, but can be edited to show any
date-range if required.

All reports with the exception of the RMS Work Load Sheet can be
further filtered by Doctor, Surgery, and/or by a specific patient. To set
these filters click on the required filter and select one of the options from
the list that will drop down.

There are also filters in the bottom-left that are report-specific. These
filters and each report will be explained in detail below.

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RMS Work Load Sheet

This report lists all the patients and the type of repeat service that they
have been set up on for the date range specified.

To print a RMS Workload Sheet, enter the Repeat Manager from the main
screen of ProScript and click on the Reports button as shown above.

After clicking the Reports Button you will see the Repeat Management
Reports screen. The RMS Work Load Sheet is usually selected by
default, but if it isn’t, left-click on the tab, and it will be highlighted in red
indicating it has been selected.

In the bottom-left of the RMS Work Load Sheet window, there are four
additional filters that can be used (inside the red border above). These
can be useful if you only want to see patients for a specific service. To
print the RMS Work Load Sheet, tick the relevant filters, and then press
F10 on the keyboard, or click on the “F10 – Run Report”

Below is a preview of the RMS Work Load Sheet:

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Surgery Drop Sheet

The surgery drop sheet prints a report of all patients whose repeat
request form has yet to be sent to a surgery.

If a patient in the RMS list has his or her “A” column for “At Surgery”
ticked, then that patient will not be included on the Surgery Drop Sheet.

In the bottom left of the Surgery Drop Sheet window there is a filter
reading “List all outstanding”. Ticking this option will print all the
outstanding reminders regardless of the date range. Un-ticking this option
will only print for the date range specified.

This report can be given to the person who delivers the repeat request
forms to the relevant surgeries. The form would then be signed to confirm
the requests have been received and then sent back to your pharmacy as
confirmation.

After printing this report, you are presented with the Batch Processing
window, so you can tick which request you will send to a surgery. All the
relevant records in the ProScript Repeat Manager window will be
marked as “At surgery”.

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Surgery Collection Sheet

The Surgery Collection Sheet prints a report of all patients whose
repeat request form has been sent to a surgery, but not yet been marked
as “Booked In”. When confirmation has been received from a surgery that
the requested RX’s are ready for collection, this form can be sent with the
person who collects the medication, and then signed by the surgery and
returned to your pharmacy. After receiving it, you would most likely want
to mark scripts as “booked in”.

This report has two filters in the bottom right.

Summary Report – This report prints all the patients in a list format. Un-
ticking this option will print the report as one page per patient.

List all outstanding – this filter will show all records that are still
outstanding, irrespective of the date range entered.

Lead Time – selecting this option will only list repeats that have had “X”
days processing or lead time. For example, setting lead time to 1 will
show RX’s that have had 1 days processing time with the surgery.

Medication Delivery Sheet

The Medication Delivery Sheet is used to print off a list of patients whose
medication is ready to be delivered.

This report will only print once the repeat request from has been
processed and marked as “labelled”

There are two options that can be set with this report.

Combined Drop Sheet – Selecting this option will print a report for all
patients in list format. This option can be useful if the report is sent with
a delivery driver, who can then get each patient on his or her list to sign
against their name, confirming they have received their medication.

Single Sheet Per Patient – selecting this option will print one sheet per
patient. This option can be useful if you have several delivery drivers and
for confidentiality purposes.

Both Reports – Prints both of the above reports.

Medication to be collected sheet

The Medication to be collected Sheet is used to print off a list of patients
whose medication has been labelled and is ready to be collected.

This report will only print once the repeat request has been processed and
marked as “labelled”

29 RxSystems © 2009