212 docs tagged with "Docs"

Accepting invitations to join Apotec CRM

You are able to book in specific items or entire orders. Using the tick boxes on the left and right panels of the Goods In tab, you can book in multiple orders or items at the same time. Both methods have been described in this article, you can use the contents to navigate between the step-by-step process for each.

Accepting invitations to join QuickSight

You can send your Medication Administration Records (MAR) Charts electronically.

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Our intuitive dispenser endorsement logic will provide suggested endorsements during dispensing. If these endorsements are not added within the dispensing flow, prescriptions with suggested endorsements will move to the Requires Attention tab on Workflow for you to review and add any necessary endorsements within the Edit Script window.

You will need to create your nursing home(s) before you are able to assign patients and perform any MDS related activities. The nursing home configuration - including cycle start dates and administration times - are captured in the Nursing Home Settings/Add Nursing Home window. You can access this window from the MDS Manager or the patient details form.

You can add items to order directly within the Order Pad.

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Pack notes can be configured to simply display during dispensing or to force/prompt a price endorsement.

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Patients will need to be added in Apotec CRM before you are able to perform any patient-related activities. To add a patient, you can enter their details in manually, perform a PDS search/validation to pull key details from the Patient Demographics Service, including the patient's name, date of birth, gender, contact numbers, and address, or use our patient match tool within Workflow to create a patient using the data from their incoming prescription. All three methods have been described in this article, you can use the contents to navigate between the step-by-step process for each.

Preparation notes will display during dispensing in either a normal or critical prompt.

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The next step after creating your restrictions template is to add your restrictions. You can either add restrictions at an item level or by using the batch update tool to update multiple lines with the same restriction. Both methods have been described in this article, you can use the contents to navigate between the step-by-step process for each.

You can either add restrictions at an item level or by using the batch update tool to update multiple lines with the same restriction. Both methods have been described in this article, you can use the contents to navigate between the step-by-step process for each.

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You'll need to create wholesalers to manage your Order Pad. Adding a new wholesaler will create a new tab on the Order Pad for you to add, edit and (un)lock items that you can order and receive through Goods In.

If you receive a non-electronic script such as FP10HP prescriptions, Dental or Private prescriptions, you will be required to add the information to the patient's record before proceeding with the Dispensing Wizard.

To access Apotec CRM users will need to be added and invited to your branch(es). You can add users and send invites within Org. Management.

Patients need to be nominated to your pharmacy for you to download their EPS prescriptions. There are four places within the application where you can add and remove patient nominations. They are the;

Application settings allow you to modify Apotec CRM behaviour to suit the needs of your pharmacy. Before modifying any settings, it is important to understand the impact your adjustment will have on the application.

Learn how to assign a branch to your nursing home.

Learn how to assign your items to bags manually.

Invite and associate your current users to additional branches within your organisation, or if your user is no longer associated with a branch, learn how to remove them.

Learn more about each available Insights report and its key features. This article provides an overview of the reports designed to help head office users track, analyse, and manage key metrics across branches. Each report is tailored to address specific operational needs, offering insights into drug usage, patient activity, attendance, stock distribution, and more. With flexible parameters and drill-down options, these reports enable users to explore data on dispensing trends, patient engagement, inventory levels, and operational compliance, supporting informed, data-driven decisions.

You can use the [Clinical Check (Selected) – F2] button on the New Rx tab to perform batch clinical checks for all your new EPS and manually added prescriptions.

Use the guides below to learn how to use the Batch Scan functionality in Workflow. Each article will walk you through all the steps to perform batch actions to:

You are able to cancel pick lists if they are no longer required.

You can move items on the Order Pad from one page to another.

You can set the order of your wholesaler tabs in the Order Pad by changing the wholesaler priority.

You can move items on the Order Pad from one wholesaler tab to another.

Learn how to complete an accuracy check for scripts that have had items manually added or assigned. These scripts will automatically be flagged as Accuracy check required by Apotec CRM. These scripts cannot be collected or delivered until the check has been completed and the flag is removed. You can find these prescriptions in the Requires Attention tab of Workflow.

You are able to perform a clinical check from the Clinical Check window for patients that have been flagged as Clinical check not completed from the Requires Attention tab in Workflow. Our full Clinical Check details window has been designed to give you all the information you need to make an informed clinical decision during dispensing. The overview displayed allows you to take a deeper look at the patient's details, Medication History, Conditions and Allergies, Clinical Alerts and Clinical Check Actions.

Complete your deliveries and send your scripts to the To Be Claimed tab.

NMS consultations are completed via the New Medicine Service consultation window. Each stage will need to be completed prior to accessing the next stage.

Use our streamlined questionnaire to identify problems and determine your patients' need for additional support.

Use our streamlined questionnaire to identify problems and determine your patients' need for additional support.

During packing, it is important to carefully pack each item to ensure that everything is accounted for and properly matched prior to dispensing to the patient.

Learn how to complete processing by scanning your picked items into their relevant baskets. Once complete your baskets will move to the To Pack tab on Workflow.

You will need to configure your printers before you can print from Apotec CRM. This guide will also detail the process of how you can update your label reports should you need to amend these from their default values.

You are able to copy specific items or entire orders to the Order Pad. Using the tick boxes on the left and right panels of the Order History tab, you can copy multiple orders or items to the Order Pad at the same time. Both methods have been described in this article, you can use the contents to navigate between the step-by-step process for each.

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If you are unable to fully or partially meet the demand for a specific item, you can create a full or partial owing.

Learn how to create a pick list for your patient(s) and item(s) to streamline your dispensing process.

Create new requests and reminders from the New Request window. The New Request window can be accessed from the following places:

To assist with product selection, you can create pick lists and print them.

Use the Dashboard to view a snapshot of reporting widgets to help you with your daily workload.

You are able to delete items from the Order Pad. You can delete items line by line, or as a batch. Both methods have been described in this article.

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Any restrictions that you have added can be deleted at any time. You can either delete restrictions at an item level or by using the batch update tool to remove multiple restrictions. Both methods have been described in this article, you can use the contents to navigate between the step-by-step process for each.

Any restrictions that you have added can be deleted at any time. You can either delete restrictions at an item level or by using the batch update tool to remove multiple restrictions. Both methods have been described in this article, you can use the contents to navigate between the step-by-step process for each.

You are able to delete nursing homes when they're no longer required, and restore them at a later date if needed.

You are able to delete locations when they're no longer required, and restore them at a later date if needed.

You are able to delete own drugs when they're no longer required, and restore them at a later date if needed.

You are able to mark pack notes as deleted, and restore them at a later date if needed.

You are able to mark pack notes as deleted, and restore them at a later date if needed.

You are able to mark patients as deleted, and restore them at a later date if needed.

You are able to mark preparation notes as deleted, and restore them at a later date if needed.

Deleting a preparation note

You are able to delete branch settings templates when they're no longer needed, and restore them should they ever be needed again.

You are able to delete restrictions templates when they're no longer needed, and restore them should they ever be needed again.

You are able to mark wholesalers as deleted, and restore them at a later date if needed.

EPS prescriptions are processed via the Dispensing Wizard. The patient specific Dispensing Wizard is separated into easy to follow steps designed to support your dispensing flow.

MDS prescriptions are processed via the Dispensing Wizard. MDS items are managed during the Item Validation and MDS Details steps of the Dispensing Wizard. There are several places within the application where you can access the Dispensing Wizard for MDS patients. They are the;

If enabled in your settings, you will be prompted for all eligible NMS items by Apotec CRM after you have processed a script.

If configured in your application settings, the Order Basket may display once you've finished processing your script.

Within Settings, you can use the available Filters to search for settings or filter by Category to locate the settings you want to configure. You can enable, disable or configure the value of each setting using the Edit icon found in the Action column, and then save your changes using the Save icon.

Dosage codes are short codes which can be used to populate the Dosage field in various places within Apotec CRM, such as during dispensing or editing prescriptions. We have compiled a list of the most commonly used dosage codes below.

There are several ways you can download the next issue of your repeat prescriptions ahead of the automatic release and download once the prescription is due. All methods have been described in this article, you can use the contents to navigate between the step-by-step processes.

There are several ways you can download prescriptions. All methods have been described in this article, you can use the contents to navigate between the step-by-step processes.

Using our Price Checker, you can search and review the price breakdown of dispensed packs.

Another way to create a template is to duplicate one that you have already created. Duplicating a template copies all the branches/subgroups from one template into a new restrictions template that you can rename, set the type and more.

Once enabled, you are able to edit complex dose times for each medication.

You are able to edit cycle start dates, or add a temporary start date.

You can exclude (or allow) available wholesalers within Head Office Restrictions.

You can exclude (or allow) available wholesalers within Head Office Restrictions.

Once you have created a nursing home you may need to edit the details. Nursing home settings are captured in the Nursing Home Settings/Edit Nursing Home window. You can access this window from the MDS Manager or the patient details form.

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Once you have completed an NMS stage, you may need to make some changes.

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Once you've created a pack note, you can edit it at any time.

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Once a patient has been created, you may need to edit their details.

Once you've created a preparation note, you can edit it at any time.

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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;

Learn how to edit the Quantity across all calculators or update specific calculator values in our Price Checker tool.

You are able to edit your requests once created.

You can edit your applied restrictions at any time. You can either edit restrictions at an item level or by using the batch update tool to update multiple lines with the same restriction. Both methods have been described in this article, you can use the contents to navigate between the step-by-step process for each.

You can edit your applied restrictions at any time. You can either edit restrictions at an item level or by using the batch update tool to update multiple lines with the same restriction. Both methods have been described in this article, you can use the contents to navigate between the step-by-step process for each.

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Record and edit your pharmacy's opening hours and days.

You can make changes to your sites within the Edit Site window.

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Learn how to update your user's details.

You can edit your wholesalers once they've been created.

Prerequisites coming soon.

Learn how to generate an Emergency Supply report.

Functionality coming soon.

If configured in your application settings, an RTEC check will automatically be performed on your EPS prescriptions when they're downloaded to ascertain the patient's exemption status where possible. A manual exemption check can be performed by selecting the [Exemption Check - F5] button from the New Rx, Requires Attention, Awaiting Collection, Awaiting Delivery and To Be Claimed tabs in Workflow.

Complete the dispensing process by handing out your prescriptions.

You are able to import and export your restrictions, allowing you the ability to create your restrictions outside of Apotec CRM.

You are able to import and export your restrictions, allowing you the ability to create your restrictions outside of Apotec CRM.

Desktop Companion is a utility service that starts automatically with Windows. It identifies your computer peripherals and stores them as devices for your branch for easy connection to your printers, label printers, scanners etc. The utility will auto-update with any new functionality we deploy, so once it's installed you're good to go.

Marking items as locked will exclude them from being transmitted when you send an order. You can lock and unlock items line by line, or as a batch. Both methods have been described in this article.

If required you can temporarily lock a user's access to all associated branches.

Functionality coming soon.

Once you have accepted your invitation to join Apotec CRM and the organisation/branch you will be working at, you will be able to log in to access all the features and functionality of Apotec CRM.

Functionality coming soon.

You are able to add patients into community care, manage their community settings and remove them from the community.

Once you have created your nursing home, you will need to add your patients. Once patients are assigned to a nursing home, you can edit their Wing and Room numbers from the MDS Manager, and if your patients leave the nursing home, you can remove them.

Manage devices within your pharmacy.

You can edit the Role and Access Type of your users, delete users from your sites, or delete branch invitations from the Site Users window.

Functionality coming soon.

Serious Shortage Protocols (SSPs) are announced when there are shortages of an item(s) in the market. While adhering to specific NHSBSA protocols, prescription items can be substituted with alternatives. Apotec CRM will be updated regularly with any expired, extended or new SSP alerts as they are announced.

During processing you can manually change the dispensable pack if required.

You can mark your temperature controlled locations as broken within the Temperature Log, and mark them as fixed once they're working again.

Where you decide not to dispense an item, for instance a cancelled item or if the patient decides to purchase over the counter (OTC), you will need to mark it as Not Dispensed (ND).

You can mark items as Stopped in the patient record. Stopped items will display with a STOPPED badge in the patient's Medication History.

When adding patients to a nursing home or into community care they are considered active. There may be instances where a patient needs to temporarily leave the nursing home or community, in such cases you have the option to mark the patient as Inactive until they return.

You are able to select entire orders, or items within an order, to move back to the Order Pad. Using the tick boxes on the left and right panels of the Goods In tab, you can move multiple orders or items to the Order Pad at the same time. Both methods have been described in this article, you can use the contents to navigate between the step-by-step process for each.

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Store or relocate your selected script(s) within a designated area in your pharmacy. You can either scan your bags or manually select the required scripts to move.

During move to pick, Apotec CRM systematically reviews your selected patients and their prescriptions, flagging any issues that need attention before picking. In the Item Validation window you can mark items as Stopped or amend quantities and dosages as needed.

You are able to print a consent form to obtain consent from your patients to manage their repeat medication. The consent from is printed from the New Request window which can be accessed from the following places:

Learn how to park and reinstate your parked NMS consultations.

Use our preview function to view a digital version of your picking list(s).

Learn how to generate a read-only POM Register report.

Before committing to publishing your restrictions, you can preview all the changes you have made by comparing an itemised list of all your old and new deleted, added and edited restrictions. Just like the Total Changes Made counter under the restrictions grid, the Preview Changes window will clear once your restrictions template has been published.

After you have applied a restriction locally, you are able preview how these will display within the Dispensing Wizard using the Preview Applied Restrictions feature.

Functionality coming soon.

Functionality coming soon.

Functionality coming soon.

Generate and print location labels with 2D barcodes for seamless scanning during prescription storage.

You have various printing options within the MDS Manager including Medication Administration Records (MAR) Charts, Backing Sheets, labels and picking lists. Before printing, you can temporarily adjust your printing settings via the MDS Printing Options window. Printing options are configured based on your settings within the Nursing Home/Community patient's settings.

Print a summary of your patients NMS consultations/progress. You can access the Print function from the following tabs in the NMS Manager:

Functionality coming soon.

Functionality coming soon.

Functionality coming soon.

Functionality coming soon.

Functionality coming soon.

Learn how to print patient notes to a label during dispensing.

Learn how to print patient notes to a label from the patient record.

You can print a copy of your pick list(s) from the Processing tab.

Functionality coming soon.

Functionality coming soon.

Functionality coming soon.

Functionality coming soon.

Learn how to print your EPS tokens. You can print EPS tokens from the View Scripts window, which is accessible from any prescription widget within the application.

Once you have created a request, you can print and/or send it to the patient's prescribing organisation.

Once you've created your pack notes, you can publish these to your branches or subgroups.

Once you've created your preparation notes, you can publish these to your branches or subgroups.

Once you're happy with your applied restrictions, you can publish your restrictions locally, to test branch(es) or to all branch(es).

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View your users' permissions based on their roles within your organisation. Assigning an Access Type to your user will grant additional permissions associated with their role.

View your users' permissions based on their roles within your organisation. Assigning an Access Type to your user will grant additional permissions associated with their role.

View your users' permissions based on their roles within your organisation. Assigning an Access Type to your user will grant additional permissions associated with their role.

View your users' permissions based on their roles within your organisation. Assigning an Access Type to your user will grant additional permissions associated with their role.

View your users' permissions based on their roles within your organisation.

You are able to re-transmit Failed orders. By re-transmitting an order, an attempt will be made to resend the order using the same order reference number.

You will be prompted to reconcile outstanding RMS items during dispensing.

Record when you leave, print a staff notice and then log when you return to the pharmacy.

Emergency Supply (ES) prescriptions are moved to the Requires Attention tab on Workflow after dispensing. They are redeemed when an incoming EPS or manually added prescription for the same item(s) is dispensed.

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.

You can reinstate an NMS at the Engagement stage at any time by selecting the Reinstate on the Declined tab.

You are able to manually remove Requires Attention flags from the Requires Attention Workflow tab for the following reasons:

If a user is no longer active, you can remove them from your organisation.

Learn how to generate a Report Builder report.

You can reprint bag, owing and dispensing labels from the Dispensing History.

You can reprint bag, owing and dispensing labels from the patient record.

You can reprint bag and dispensing labels from the To Pack tab on Workflow.

You are able to reprint owing labels from the Requires Attention tab in Workflow.

You can reprocess EPS prescriptions that have been dispensed or have had the dispensed notification withdrawn.

If an invite link has expired, you are able to resend another.

If you forget your Apotec CRM password you will need to reset and create a new password before you are able to use the application again.

Functionality coming soon.

On occasion a script may need to be returned to the Spine e.g., where medication hasn’t been collected, either the patient or another dispenser on behalf of the patient has requested it or you were unable to fulfil the medication on the prescription. The Return Script function can be accessed from several tabs in the Workflow module. They are;

You can generate an EPS claim report to obtain an indication of the number of EPS Release 2 prescriptions that you have claimed within a given month, with a breakdown of exempt and paying items and forms. The report calculates totals based on the claim period which runs from the 1st of the month until the 5th of the following month.

You can generate an NMS claim report to obtain an indication of the number of completed NMS that you have completed/can claim for within a given financial quarter/year.

On the Request tab in Workflow you can view and print your Workload, Surgery Collection and Surgery Drop request reports.

You can search for patients from any module within Apotec CRM by typing the patient's surname into the Search bar and pressing [Enter] on the keyboard. If you are part of a multi-branched organisation, you can also search for patients across your organisation.

You can add Prescribers and a Prescribing Organisation on the Prescriber tab in the patient details form. These details will be used as the default Prescribers and Prescribing Organisation when adding manual prescriptions.

After your dispense notification(s) (DNs) have been sent, you can claim reimbursement by sending a claim to the NHS Prescription Services. On the To Be Claimed tab of the Workflow module you will find all scripts available for claiming.

After a prescription has been fulfilled and collected by the patient it is necessary to send a dispense notification. On the To Be Claimed tab of the Workflow module you will find all dispensed prescriptions ready for processing.

You are able to send specific items or entire orders from the Order Pad. Both methods have been described in this article, you can use the contents to navigate between the step-by-step process for each.

Functionality coming soon.

Sending and exporting electronic Medication Administration Records (eMAR) allows for sharing and transfer of medication records between healthcare providers. You can send and export eMAR from the MDS Manager or the patient MDS tab if an eMAR Type has been configured in the Nursing Home/Community patient's settings.

A Responsible Pharmacist is required to be logged in at all times during opening hours. There are two places within the application where you can sign in as the Responsible Pharmacist. They are the;

You will be required to authenticate a valid NHS smartcard before you can access certain features and functionality within Apotec CRM. The User Details status icon in the Apotec CRM top bar provides a visual indicator of when a smartcard has been authenticated. To learn more about the status icons, please read our Getting Started FAQs.

Learn how to generate an SMS report.

Learn how to end and restart a treatment within the MDS Manager.

Functionality coming soon.

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Update your users' Role and Access Type within a branch or throughout the organisation.

You can update the order quantity of items that have been added to the Order Pad.

If required, request statuses can be manually updated.

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You can view the details of all your published pack notes including their publish Status and Date, and republish or restore pack notes from with the Publish History - Pack Note window.

You can view the details of all your published preparation notes including their publish Status and Date, and republish or restore preparation notes from with the Publish History - Preparation window.

You can view the details of all your published templates including their publish Status and Date, and republish or restore a template from with the Publish History window.

If required, you can withdraw your dispense notification(s). This is carried out within the To Be Claimed tab of the Workflow module.