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Redeeming owings

After an owing has been created, you can redeem it in full or partially from the Requires Attention tab in Workflow. If you have a partial owing, this can also be redeemed from Edit Script.

Note

If a dispense notification (DN) has already been sent for the prescription containing items to redeem, an updated DN will automatically be queued once the full or a partial quantity has been redeemed. You will need to authenticate a valid NHS smartcard before a DN is sent. You can learn how to authenticate your smartcard in our Smartcard authentication article.

Redeeming owings from Workflow​

Requires Attention tab​

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On the Requires Attention tab in Workflow, you can redeem multiple scripts for multiple patients once you have sufficient quantity of the product to fulfil your patient's prescription.

  1. To begin, open the Requires Attention tab in Workflow by selecting Workflow from the left-nav and the Requires Attention tab.
  2. Select the Owings requiring redemption check box from the Requires Attention Reason dropdown.

Owings requiring redemption dropdown

  1. Highlight the prescription(s) requiring redemption and select the [Review - F3] button.

Requires redemption review

  1. Select the Owings requiring redemption menu item. The Redeem Owing window displays.
  2. Select the correct dispensable pack and enter the quantity you're dispensing now.
Note

You can also mark the item as not dispensed (full owings) or not given (partial owings) by selecting the [Mark as ND - F9] or [Mark as Not Given - F9] button.

Product Choice

  1. Select the [Confirm - F10] button.
Note

When processing a script with multiple outstanding owings, labels will not be generated after the first item is redeemed until all other owed items have been processed. Labels will be produced only after all items are redeemed or when the Redeem Owing window closes. Once printed, an updated dispense notification (DN) will then be sent and the PMR will be updated accordingly.

Processing tab​

On the Processing tab in Workflow, scan items into their respective baskets and redeem multiple owings for various patients.

  1. To begin, open the Processing tab in Workflow by selecting Workflow from the left-nav and the Processing tab.

Workflow Processing Tab

  1. Locate and select the required Pick List from the left panel.

Pick List Selected

  1. Scan your items. The Confirm Redeem Owing prompt displays.

  2. From here, you can:

    • Select the [Cancel Scan - F9] button to cancel and close the prompt. You will return to the Processing tab and no further action is taken.
    • Select the [Confirm Pack - F10] button to redeem against the owing. The scanned quantity is updated, and the prompt closes.
Note

A prompt will display if additional items are outstanding. All owings will be marked with an OWING badge in the patients Medication History.

Redeeming owings from Dispensing History​

Note

When redeeming an owing, and a dispense notification (DN) has been sent, the CRM will send an updated DN to reflect the correct status and quantity. You will need to authenticate a valid NHS smartcard before you can perform this task.

  1. Open Dispensing History by selecting History from the left-nav.

Dispensing History

  1. Highlight the required patient and the prescribed item within the grid, then select the [Redeem Owing - F4] button. The Edit Owing prompt displays.
Note

The [Redeem Owing - F4] button will remain disabled until a patient with an outstanding owing is highlighted.

Redeem Owning Window Displayed

  1. Select the correct dispensable pack and enter the quantity you're dispensing now.
Note

You can also mark the item as not dispensed (full owings) or not given (partial owings) by selecting the [Mark as ND - F9] or [Mark as Not Given - F9] button.

Quantity Updated

  1. Select the [Confirm - F10] button to redeem the owing and return to the Dispensing History. The OWING badge is removed.
Note

When processing a script with multiple outstanding owings, labels will not be generated after the first item is redeemed until all other owed items have been processed. Labels will be produced only after all items are redeemed or when the Redeem Owing window closes. Once printed, an updated dispense notification (DN) will then be sent and the PMR will be updated accordingly.

Owing Redeemed

Redeeming partial owings from Edit Script​

Redeeming owings from Edit Script via Workflow - 49s, no sound

Redeeming owings from Edit Script via the Medication History in the patient's CRM - 54s, no sound

You are able to redeem partial owings from the Edit Script window after your prescriptions have been processed/saved.

Warning

You will only be able to edit the Quantity of partially dispensed items (partial owings) in the Edit Script window. If you have dispensed a different pack you will need to redeem the owing from the Requires Attention tab in the Workflow module using the [Review - F3] button as described above. Redeeming through Workflow will allow you to add the redeemed quantity against the correct dispensable pack based on your restrictions.

You can access the Edit Script window from several tabs in the Workflow module. They are;

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

You can also access the Edit Script window within the Dispensing History, through the Medication History grid, or in the patient’s CRM.

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.

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.

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

You can only edit one prescription at a time.

Module/AreaAccess
Workflow
  1. Open Workflow by selecting Workflow from the left-nav and navigate to the required Workflow tab depending on the prescription status of the owing requiring redemption.
  2. Highlight your patient and prescription. By default, items requiring redemption are displayed with an OW badge.
  3. Select the [Edit Script - F2] button to open the Edit Script window. If required you can use the filters to refine the grid.
Dispensing History
  1. Open Dispensing History by selecting History from the left-nav.
  2. Any current outstanding items within the Dispensing History grid will be displayed by default with an OWING badge. Highlight the row with the item you wish to redeem.
  3. Select the [Edit Script - F2] button to open the Edit Script window.
Medication History in the Patient's CRM
  1. To begin, from any module within Apotec CRM, type the patient's surname into the Search bar and press [Enter] on the keyboard.
  2. Highlight the patient in the list and then select the [View Patient - F3] button to open the full patient record.
  3. The Medication tab displays. Any current outstanding items within the medication history will be displayed by default with an OWING badge. Select the OWING badge on the owing you wish to redeem to enable the Edit Script icon.
  4. Select the Edit icon to open the Edit Script window.
  1. Select the Edit icon in the Dispensed Item(s) Actions column.

Edit Script

  1. In the Quantity field, enter the total amount dispensed, and then select the Save icon to save your changes.
Note

If you are redeeming the full owing, an Edit Dispensed Quantity popup displays to confirm the owing will be cleared once the edited script is saved. Select the [OK - F10] button.

  1. Select the [Confirm – F5] button.