Editing prescriptions

You may be required to make amendments to your prescriptions after the prescription has been processed/saved. Prescriptions are edited from the Edit Scripts window, which you can access from several tabs in the Workflow module. They are;

• Requires Attention
• To be Claimed
• Awaiting Collection
• Awaiting Delivery
• Completed

You can also edit a script via the Dispensing History, through the Medication History grid, or in the patient’s CRM.

Note

Making edits to the prescribed item, prescribed quantity and/or dosage, or marking an item from Not Dispensed to Given will reprint the dispensing label.

Editing prescriptions

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Automated & configurable Edit Script behaviour

To maximise the automated and configurable behaviour detailed in the table below, you will be required to authenticate a valid NHS smartcard to edit certain fields in the Edit Script window if your prescription is in one of the following statuses:

• DN Success
• DN Withdraw Rejection
• Claim Success (reclaim in claim period)
• Claim Spine Rejection

Status	Behaviour
DN Success or DN Withdraw Rejection	Apotec CRM will automatically withdraw and resend (queue) the Dispense Notification (DN) for any edited prescriptions where the DN has already been sent.
Claim Success (reclaim in claim period) or Claim Spine Rejection	The Reclaim After Edit application setting determines if a claimed EPS prescription is automatically reclaimed (queued) after an edit has been saved. Yes; This setting is enabled by default, and is only applicable where the claim has been already sent and the claim to be sent is within the same claim period. No; If this setting is disabled and an edit is made to a claimed prescription, an Edited badge will display on the prescription widget as a reminder that the reclaim needs to be sent. This badge will be removed once the prescription has been reclaimed.

Accessing the Edit Script window

To begin, access the Edit Script window using one of the methods below:

Note

You can only edit one prescription at a time.

Module/Area	Access
Workflow	Open Workflow by selecting Workflow from the left-nav and navigate to the required Workflow tab depending on status of the prescription you want to edit. Highlight your patient and prescription requiring editing, then select the [Edit Script - F2] button to open the Edit Script window.
Dispensing History	Open Dispensing History by selecting History from the left-nav. Highlight the required patient and prescribed item within the grid, then select the [Edit Script - F2] button to open the Edit Script window.
Medication History in the Patient's CRM	To begin, from any module within Apotec CRM, type the patient's surname into the Search bar and press [Enter] on the keyboard. Highlight the patient in the list and then select the [View Patient - F3] button to open the full patient record. The Medication tab displays. Select the adjacent dropdown arrow on the required prescribed item in the Medication History. Highlight the required dispensing event details line and select the Edit icon to open the Edit Script window.

Get to know the Edit Script window

The Edit Script window contains a summary of useful information including patient demographics and prescription details.

Field	Description
Prescription widget	Each prescription widget represents one prescription and displays a number of details taken from the script including the script type, date added and the item(s) it contains. You can view the prescription in full by selecting the View icon button, and any EPS logs by selecting the Note icon.
Patient demographics	This section includes important patient details such as the patient's Surname, First Name, Date of Birth, and NHS No. Select the arrow to expand the window and view additional details.
Prescription Items	All prescribed items are listed in this field.
Prescription Charges widget	The Prescription Charges widget provides a clear breakdown of costs for any paying prescription(s), such as Private or Veterinary scripts. For each item, it includes: Cost, Margin (%), Dispensing Fee, and Final Price (Minimum Charge). These values can be amended via the Edit Price window. You can access this by selecting the View icon in the Prescription widget if necessary. Details on whether minimum charges apply or if the maximum profit limit has been reached. For VAT-able scripts, it displays the VAT percentage and amount. The Prescription Charges widget will update automatically when you: Change the product pack. Adjust quantities. Mark items as Not Dispensed (ND). Note: This widget will only display when editing a paying prescription.

Learn how to amend the price per item from the Edit Price window

This functionality is available for any paying prescriptions such as Private, PGD (private) or Veterinary scripts. For a full list of eligible prescriptions see our Dispensing FAQs. To edit an item(s) values follow the steps below:

1. Within the Edit Script window select the View icon from the Prescription widget. The View Script window displays.

2. Select the [Edit Price – F5] button. The Edit Price window displays.

3. Use the available fields to make your changes. If the prescription contains multiple items, use the left and right arrows to scroll through them, adjusting the values as needed. You can amend either the first three fields (e.g., Cost, Margin, Dispensing Fee) or the Final Price. When you edit the Final Price, the first three fields will automatically update to reflect the new value.

4. Once you have made your changes, select the [Confirm - F10] button to save and close the window.

Edit Script actions

Within the edit script window you can perform the following actions using the fields below:

Warning

You will be required to authenticate a valid NHS smartcard to edit certain fields in the Edit Script window if your prescription is in the DN Success, DN Withdraw Rejection, Claim Success (reclaim in claim period) and Claim Spine Rejection status. You can learn how to authenticate your smartcard in our Smartcard authentication article.

Warning

You will be unable to make any amendments to the prescription if your EPS prescription is in the DN Success (partial) status. You will be required to complete any owings before you can make any edits. Additionally, you will be unable to make any amendments to prescriptions that have been claimed where the claim period has passed.

Warning

Where edits are permitted in the Prescriber, Prescribed Item(s), Dispensed Item(s) and Endorsements tables, you will be required to select the Edit icon found in the Actions column before you can make your amendments. These changes must be saved using the Save icon before all edits are committed using the [Confirm - F5] button.

Tip

An alert will display next to uneditable items, hover your cursor over the alert to view the information in full.

Note

If you are editing an MDS item, you will be prompted to update the patient's MDS record. Select the [Yes - F10] button on the prompt to reflect your edits in the patient's Medication History and their MDS Medication record, or select the [No - Esc] button to only update the patient's Medication History and leave their MDS record unchanged.

Note

Prescriptions set with an exemption status of Not Known cannot be submitted for claims. You must edit the script to update the exemption before sending/resending dispense notifications.

Learn how to edit scripts with Not Known exemptions

EPS scripts with a Not Known exemption status must be amended to include a valid exemption status or to confirm that the patient is not exempt from charges before they can be successfully submitted for claims. Follow these steps to edit a script using the [Edit Script - F2] button accessible from various tabs within Workflow depending on status of the prescription you want to edit.

1. Highlight the script you wish to edit, and select the [Edit Script - F2] button. The Edit Script window displays.

2. Select the Edit icon in the Action column to enable the Exemption dropdown box where you can select the updated exemption.

3. Once amended save your changes by selecting the Save icon. Some exemptions cannot be edited, e.g., free-of-charge contraceptives, and you may need to authenticate a valid NHS smartcard to make this change, depending on the status of your prescription. If you have previously dispensed prescriptions for the patient, you will be prompted to update the exemption on these as well as the patient record when editing the exemption on one prescription.
4. Confirm your changes by selecting the [Confirm - F5] button. With the exemption status updated, the DN can now be submitted/re-submitted.

NHS Wales:

Adding a Waste Reduction (WR) endorsement without marking the item as ND will display a prompt. Once the endorsement has been confirmed, the item will be automatically marked as ND with the reason Not required as instructed by the patient.

NHS Wales:

Removing a Waste Reduction (WR) endorsement does not automatically change the ND status; you will need to manually mark the item as Given and confirm the action when prompted.

Field	Description
Prescriber	Prescriber details are automatically populated from incoming EPS scripts or added when manually adding prescriptions. If these details are incorrect, you can update them by selecting the adjacent Edit icon to open the Select Prescriber window.
Exemption	You are able to edit the exemption status by selecting the Edit icon in the Action column to enable the Exemption dropdown box where you can select the updated exemption. Once amended save your changes by selecting the Save icon. Some exemptions cannot be edited, e.g., free-of-charge contraceptives, and you may need to authenticate a valid NHS smartcard to make this change, depending on the status of your prescription. If you have previously dispensed prescriptions for the patient, you will be prompted to update the exemption on these as well as the patient record when editing the exemption on one prescription.
Prescribed Item(s)	Editable fields in this section will depend on the whether you are editing an EPS or manually added prescription. EPS prescriptions: If you are editing an EPS script, you will be able to make changes to the Quantity (only to a lower quantity) and the Dosage or mark the item as Not Dispensed (ND). You will only be able to edit the Drug and the Quantity to a higher quantity if you have added the SSP endorsement. You may be required to authenticate a valid NHS smartcard to make amendments to the prescribed item details, depending on the status of your prescription. You cannot amend the prescribed item. Manual prescriptions: You will be able to edit the Drug, Quantity and the Dosage for manual scripts, and mark the item as Not Dispensed.
Dispensed Item(s)	All dispensed items will be displayed in this field. You can edit the dispensed Drug and Quantity (only to a lower quantity), but depending on the status of your prescription, you may be required to authenticate a valid NHS smartcard to make amendments to the dispensed item details if you are editing an EPS script. Amending the Quantity to a lower value will create an Owing. To learn how to create and redeem owings from the Edit Scripts window, check out our Creating owings and Redeeming owings articles.
Endorsements	Any added endorsements will be displayed in this field. You are able to edit or delete the added endorsements using the Edit and Delete icons found in the Actions column. You may be required to authenticate a valid NHS smartcard to make endorsement amendments to EPS scripts, depending on the status of your prescription.
Additional Information	If required you can add a reason for your script edit from the Edit Reason dropdown box provided, and free-type any Additional Notes.
[Add Endorsement - Alt-A]	Add additional endorsements by selecting the [Add Endorsement - Alt-A] button.
[Confirm - F5]	Once you've finished editing your script, select the [Confirm - F5] button to return to the Workflow window. Ensure that you have saved all your changes at line level before you select this button.
[Cancel - Esc]	If you no longer wish to make changes to your script, select the [Cancel - Esc] button to close the window.
Delete Prescription switch	You will only be able to delete manually added prescriptions. This toggle is deactivated for EPS scripts. If you need to remove an EPS prescription, you will need to return it to the NHS Spine.
Evidence Seen switch	Once your patient has provided evidence of their exemption status you are able to toggle this switch to Yes.