Pharmacy data is valuable, expensive to re-create, and at risk if good backup procedures are not followed. It is vital that you back up your system regularly. We suggest you do this at least once a day, and that you either use a removable back up (USB) and take this off site with you at the end of the day; or a back up service provider such as KeepItSafe.
It is really important that you adopt a thorough standard operating procedure for your electronic claiming. While we are more than happy to provide assistance with claiming issues, it is important that you do the following:
- Run the Exception Report before processing every electronic claim. The Exception Report highlights all the issues that may arise with prescriptions in that claim. This gives you an opportunity to rectify these before sending the claim to the MOH, thus reducing the number of errors returned in your LBL.
- Download your Line By Line Report (LBL) as soon as you can after it is made available (usually around 4 hours or up to 1 business day after you have sent your electronic claim). This breaks down your errors line by line, and we recommend that you go through and make the necessary amendments to the errored prescriptions as soon as possible, to reduce your workload at the next claiming time. Allowing the errors to build up makes the whole process more stressful and time-consuming further down the track.
Tidying up your Patient Titles:
Please check you don’t have non-titles in your ‘Patient Titles’, as this can cause issues with the ‘Patient Search’ function, or it may trigger a message ‘Patient name has changed’ when you try to create a new patient. In the Home Screen, search ‘Modify Patient Titles’. Check the list and remove anything that is not a Patient Title: e.g. first names, initials,categories, quotation marks, full-stops etc.
Tidying up your Suppliers:
To keep your supplier list succinct and including only those who you order from regularly, from your Home Screen, search ‘Modify Suppliers’. A list of all suppliers will open. Note: Suppliers do update their details, merge, change their names, so sometimes there is more than one of a particular supplier.
Check which supplier is the active one (you can double click on them to open their information screen), then ensure that those suppliers that you no longer use are ticked as inactive, either by double clicking on the supplier, then selecting ‘Don’t Order from this Supplier’, or by clicking ‘Mark as Inactive from the right hand menu.
If you are unsure if a supplier is active or not, it is helpful to see if the supplier list is maintained by RxOne.
RxOne Staff Group Setup
RxOne will be using the Staff Group feature more regularly in upcoming releases. You will need to assign your staff to various staff groups to ensure that you can make the most of the upcoming features being released.
To assign staff groups to your staff, search ‘Modify Staff’ in the Search box from the RxOne Home Screen (please note, you will only be able to edit staff groups if you have manager capabilities enabled). Double click into the selected staff member and assign the staff role using the ‘Staff Group’ drop down selection.
You can assign multiple roles to a staff member, such as Pharmacist and Pharmacist Manager. When you have finished assigning roles, click exit.*Please note, you will need to exit out of RxOne and reopen in order to enable the changes you have made.
You can create your own Staff Groups too! Search RxOne Editor’ in the Search box, then select ‘Staff Group’ to edit or add a new role. Select ‘New’ and type the name of the Staff Group you wish to create. Click ‘Save’ to finish.*Please note you cannot delete or merge staff groups that are maintained by RxOne.