Beginners Guide to DigitalRX

QUICK ACCESS KEYS

F2 – PATIENT PROFILE
F3 – PHYSICIAN INFORMATION
F4 – DRUG INFORMATION
F5 – MEDICATION HISTORY
F8 – INSURANCE INFORMATION
F10 – BILL INSURANCE
F12 – PRINT PRESCRIPTION

(CTRL + O) FILE ONLY

(CTRL + N) RENEW PRESCRIPTION
(ALT + S) SAVE PRESCRIPTION
(ALT + N) NEW PRESCRIPTION
(ALT + M) NEW PAGE

QTY WRITTEN/DISPENSE & DAY SUPPLY

CYCLE: QTY WRITTEN = 31 x (# OF TABS) x (FREQUENCY)

QTY DISPENSE = (# OF DAYS UP TO CYCLE) x (# OF TABS) x (FREQUENCY)
(1 DAY BEFORE CYCLE START DATE)

PRN: QTY WRITTEN (INSURANCE & SKILLED) = 30 x (# OF TABS)

QTY DISPENSE (INSURANCE) = 30 x (# OF TABS)
QTY DISPENSE (SKILLED) = 30 x (# OF TABS)
DAY SUPPLY = (QTY DISPENSE) / (FREQUENCY)

STOP DATE: QTY WRITTEN = (DAY SUPPLY) x (# OF TABS) x (FREQUENCY)

QTY DISPENSE = SAME AS QTY WRITTEN UNLESS YOU ARE SENDING LESS THEN
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 REQUESTED AT A TIME

EXAMPLE: CYCLE MED

MED: PEPCID 20MG 31x(1)TABx(2)TIMES A DAY = 62

SIG: 1 TAB PO BID AC

EXAMPLE: PRN (INSURANCE) 30x(1)TAB = 30

MED: XANAX 0.5MG

SIG: 1 TAB PO Q6H PRN

EXAMPLE: PRN (SKILLED) 14x(1)TAB = 14

MED: XANAX 0.5MG

SIG: 1 TAB PO Q6H PRN

EXAMPLE: STOP DATE

MED: BACTRIM DS
SIG: 1 TAB PO BID x 10 DAYS DX:UTI (1)TABx(2)TIMES A DAYx(10)DAYS = 20

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 Cycle Medications

WHAT IS A CYCLE MED

A CYCLE MEDICATION IS SOMETHING THE PATIENT TAKES EVERY DAY UNTIL DOCTOR ORDERS IT TO
BE DISCONTINUED. SOME PATIENTS WILL BE ON A MED FOR YEARS. WITH CYCLE MEDS YOUR QTY
WRITTEN IS ALWAYS A MULTIPLE OF 31 BECAUSE THE QTY WRITTEN IS THE MAX & THERE IS A MAX
OF 31 DAYS IN A MONTH. QTY DISPENSE IS ALWAYS UP TO CYCLE IF THE PT HAS INSURANCE.

HOW TO DETERMINE IF A MEDICATION IS A CYCLE MED.

1. CHECK TO SEE IF THE MEDICATION HAS A STOP DATE.

2. IF NOT, CHECK IF THE MEDICATION IS AN ANTIBIOTIC.
a. IF IT IS, CALL NURSE TO SEE IF THEY FORGOT THE STOP DATE OR
NOT
2. CHECK TO SEE IF THE MEDICATION IS A CII. (CII’s CAN’T BE
CYCLE MED)
3. IF YOUR ANSWERS ARE ALL NO’s THEN THIS PROBABLY A
CYCLE MED.

HOW TO DETERMINE HOW MUCH UP TO CYCLE

YOU HAVE RECEIVED A LIST OF FACILITIES WITH THEIR START DATES, DON’s, PHONE NUMBERS, ETC.
TO DETERMINE HOW MUCH UP TO CYCLE, YOU WILL LOOK FOR THE START DATE. THEN YOU WILL
CALCULATE FROM THE PRESENT DATE (OR NEXT DAY IF THE DOSE HAS PASSED) UP TO THE DAY
BEFORE THE CYCLE START DATE.

FOR EXAMPLE. IF THE START DATE IS ON THE 10 TH & TODAY IS THE 2ND, THEN YOU WILL COUNT UP TO
THE 9TH WHICH WILL MAKE IT 8 DAY SUPPLY. (DON’T FORGET TO CALCULATE HOW MANY TABS YOU
WILL NEED FOR EACH DAY DEPENDING ON FREQUENCY AND # OF TABS FOR EACH DOSE)

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IMPORTANT

CYCLE MEDS ARE ONLY TABLETS, CAPSULES, POWDER PACKETS, OR PATCHES. NO LIQUIDS, NO
INJECTIONS, NO CII’s, NO INHALERS, ETC.

Calculations

QTY WRITTEN

THIS MEANS THE MAX NUMBER THAT YOU ARE GOING TO SEND.
1. IF THE MED IS CYCLE, IT’S A MULTIPLE OF 31.
2. IF THE MED IS A PRN IT IS A MULTIPLE OF 30.
3. IF IT HAS A STOP DATE THEN IT WILL BE THE COMPLETE
TREATMENT AMOUNT.
4. IF THE MEDICATION IS A LIQUID OR HAS A SET QTY, THEN
YOU WILL USE THAT QTY.

THIS QUANTITY IS NOT AFFECTED BY IF THE PT IS SKILLED OR NOT. THIS QUANTITY WILL ALWAYS
BE THE MAX BECAUSE IF THE PATIENT CHANGES FROM SKILLED TO INSURANCE, WE WILL NEED TO
BE ABLE TO SEND THE MAX QUANTITY AT ONE POINT.

QTY DISPENSE

THIS IS THE QUANTITY THAT YOU ARE SENDING AT THE PRESENT TIME.
1. IF THE MED IS CYCLE MED & THE PT HAS INSURANCE, YOU
WILL BE CALCULATING UP TO CYCLE.

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 2. IF THE MED IS A CYCLE MED BUT THE PATIENT IS SKILLED,
YOU WILL BE CALCULATING FOR 14 DAYS.
3. IF IT IS A PRN (SKILLED) YOU WILL BE CALCULATING 14
DOSES. PRN (INSURANCE) 30 DOSES.
4. IF IT HAS A STOP DATE, YOU WILL BE SENDING FULL
TREATMENT OR DEPENDING ON THE MED, IT MAY BE 3 DAYS
AT A TIME.

DAY SUPPLY

HOW MANY DAYS WILL THE QTY DISPENSING LAST THE PATIENT. (ROUND DOWN IF A WHOLE #)

REFILLS

CII = 0, CYCLE = 99, NARCOTICS = 3, STOP DATES = 0 (UNLESS YOU’RE SENDING PARTIAL AT A TIME),
OINTMENTS/CREAMS/LIQUIDS ETC WITH NO STOP DATE = 99.

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 IMPORTANT

Please note that through out all

the examples, the
QTY WRITTEN is NOT affected

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 By if the patient has insurance or
is SKILLED!

What are E-kits?

EKITS (EMERGENCY KITS) ARE A SUPPLY OF CERTAIN MEDICATION THAT THE FACILITY HAS ON
HAND BECAUSE THEY ARE OFTEN NEEDED RIGHT AWAY. YOU WILL BE RECEIVING A LIST OF E-KITS
& THE CONTENTS OF EACH. IF A MEDICATION IS IN THE E-KIT & THE ORDER STATES EITHER A STOP
DATE OR THAT ONE DOSE IS TO BE TAKEN STAT THEN MORE THAN LIKELY THEY WILL BE STARTED
FROM THE E-KIT. IF SO, YOU WILL STILL NEED TO PUT THE FULL QUANTITY (INCLUDING THE ONE
FROM E-KIT) IN YOUR QUANTITY DISPENSE, BUT WHEN YOU PRINT YOU WILL SUBTRACT 1 FROM THE
LABEL THAT YOU ARE GIVING TO THE FILLERS. THE REASON BEING THAT EVEN THOUGH THEY
TOOK IT FROM THE E-KIT, IT IS OUR E-KIT & WE STILL NEED TO CHARGE THEM FOR IT.

Splitting Labels

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WHEN YOU ARE SPLITTING LABELS, YOU NEED TO THINK OF IT FROM THE FILLERS PERSPECTIVE.
FIRST & FOREMOST, YOU WILL ALWAYS NEED AT LEAST 1 LABEL THAT HAS THE FULL QUANTITY
DISPENSE ON IT TO PUT ON THE BACK OF THE HARD COPY (FOR NEW ORDERS). THEN YOU CHECK IF
THE MED NEEDS MULTIPLE BUBBLE PACKS.

EX: 1 TAB PO BID

SOLUTION: 2 BUBBLEPACKS SPLIT IN HALF (OR IF UP TO CYCLE, YOU MAY HAVE ONE WITH 1 LESS
THAN THE OTHER)

EX: 1 TAB PO BID PRN

SOLUTION: 1 BUBBLEPACK NEEDED

EX: 1 TAB PO BID (CII MEDICATION)

SOLUTION: 1 FULL BUBBLEPACK NEEDED

OTHERS:

MEDS THAT ARE EYE DROPS, INSULINS, INHALERS, OR EAR DROPS NEED 2 LABELS WITH FULL
QUANTITIES ON BOTH D/T FLAGGING OF BOX&MED, VIAL&VIAL.

CII

CII’s CAN NOT BE CYCLE MEDICATIONS. IT CAN BE ROUTINE, BUT IT WILL HAVE NO REFILLS. IF A
NURSE FAXES A REFILL LABEL, YOU WILL NEED TO CALL HER AND HAVE HER FAX THE PHYSICIAN
ORDER. IT DOES NOT HAVE TO BE NEW, IT JUST NEEDS TO BE FAXED AGAIN SO THE FAX WILL READ
TODAYS DATE RECEIVED.

TABLETS/CAPSULES:

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YOU WILL NEED TO DISPENSE 30 DOSES. IT DOES NOT MATTER IF THE PATIENT HAS INSURANCE OR
NOT. IT DOESN’T MATTER WHAT THE FREQUENCY OR IF IT’S PRN OR NOT, YOU WILL ALWAYS
DISPENSE 30 DOSES UNLESS STATED OTHERWISE (IE. THERE’S A STOP DATE).

LIQUIDS/PATCHES:

WE USUALLY DISPENSE THE WHOLE BOX OR WHOLE BOTTLE UNLESS THE DOSE FOR LIQUID IS VERY
LOW & THE DAY SUPPLY WILL EXCEED THE 30 DAYS. WHICH ON THOSE SITUATIONS, WE MAY BREAK
THE BOTTLE.

INJECTIONS:

USUALLY WE WILL SEND A WHOLE BOX OF SINGLE DOSE VIALS, OR 1 BOTTLE OF A MULTI-DOSE
VIAL. HOWEVER, FOR HOSPICE IPU’s WE SEND 10 SINGLE DOSE VIALS.

TRIPLICATES:

FOR ALL CII’s YOU WILL NEED PAPERWORK CALLED TRIPLICATES WHICH ARE SHOWN IN THE NEXT
FEW PAGES.

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 HARDCOPY
(Don’t forget full quantity label on back)

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 COPY OF HARDCOPY
(Don’t forget full quantity label on back)

Skilled/Excluded

SKILLED:

TO BE SKILLED MEANS THAT PATIENT MAY HAVE MEDICARE OR HMO PLANS. IN WHICH CASE WE
CAN’T BILL THE PATIENT’S INSURANCE THEREFORE WE HAVE A PLAN CALLED SKILLED (FAKE PLAN
THAT WE ADDED, DO NOT BILL, JUST PRINT). FOR SKILLED PATIENTS WE SEND A MAX OF 14 DAY
SUPPLY FOR CYCLE MEDICATIONS (7 DAY SUPPLY IF EXPENSIVE), A MAX OF 14 DOSES FOR PRN
MEDICATIONS, MAX OF 7 DAY SUPPLY FOR HEPARINS, 3ML VIALS FOR INSULINS (HUMULIN &
HUMALOGS), 14 DOSE ADVAIR DISKUS, 5 CAPS SPIRIVA, & 10 VIALS FOR ALL OTHER NON CII
INJECTIONS.

EXCLUDED:

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THIS PLAN IS ONLY FOR PATIENT’S THAT ARE SKILLED. IT IS FOR MEDICATIONS THAT EXCEED A
CERTAIN PRICE LIMIT

PILLS: MAX OF $15 PER DAY

IV’s/INJECTIONS: MAX OF $60 PER DAY

IN WHICH CASE, WE WILL CHOOSE THIS PLAN & UNDER FLAG YOU WILL ENTER THE NUMBER 1.

IF A MEDICATION IS EXCLUDED, YOU WILL NEED TO CALL THE NURSE & VERIFY IF IT’S OK TO
CHARGE THE FACILITY FOR THE MEDICATION. THIS GOES FOR ALL FACILITIES EXCEPT:

GLADSTONE, ROSECRANS, BELLFLOWER, ROSEGARDEN, AVH, AVCC, & CHERRY VALLEY.

THOSE FACILITIES YOU DON’T HAVE TO CALL FOR EXCLUSIONS UNLESS THE MEDICATION IS
EXTREMELY EXPENSIVE.

Physician Order Checklist

YOU CAN LOOK UP A PATIENT EITHER BY TYPING LAST NAME FIRST, OR BY DATE OF BIRTH.

NAME: XXX,X (FIRST 3 LETTERS OF LAST NAME, COMMA, FIRST LETTER OF FIRST NAME [NO SPACES
BETWEEN]). IF YOU CAN’T REALLY READ IT YOU CAN USE THE (%) SYMBOL TO LOOK FOR CERTAIN
LETTERS IN ORDER THAT YOU CAN READ.

DOB: MM/DD/YYYY (ENTER IT WHERE THE NAME IS TO BE)

THEN CHECK FOR:

CORRECT FACILITY

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 ROOM NUMBER (IF GIVEN)
DATE OF BIRTH (IF GIVEN)

ATLEAST MATCH 2 WITH THE ORDER TO MAKE SURE IT’S THE RIGHT PATIENT.

THEN BEFORE TYPING THE PRESCRIPTION CHECK:

MED HISTORY (F5) TO SEE IF MED WAS SENT BEFORE & IF ORDER IS A DUPLICATE
PATIENT INFORMATION (F2) TO CHECK PATIENT’S INSURANCE STATUS
DOCTORS NAME (ON THE ORDER) FOR THE PRESCRIPTION THAT YOU’RE TYPING
ROOM NUMBER (ON THE ORDER) OF THE PATIENT

IF ALL CHECKS OFF, YOU ARE READY TO PROCESS THE PRESCRIPTION.

Commonly Used Forms

ANTIBIOTICS: YOU WILL NEED ANTIBIOTIC SHEET WITH THE FULL QUANTITY BIG LABEL IN THE
EMPTY BOX. THERE IS ALSO A DIFFERENT ONE FOR ANTIBIOTIC LIQUIDS!

EXCEPTION: FOR GLADSTONE YOU WILL NEED TO SPLIT THE ANTIBIOTIC SHEETS TO MATCH
THE BUBBLE PACKS FOR THIS FACILITY ONLY!

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NARCOTICS: YOU WILL NEED 1 NARCOTIC SHEET FOR EACH BUBBLEPACK YOU ARE SENDING WITH
MATCHING NUMBER OF TABLETS WITH THE CORRESPONDING BUBBLEPACK.

EXCEPTION: CHERRY VALLEY HAS IT’S OWN SPECIFIC NARCOTIC SHEETS FOR THEIR FACILITY,
& THE ARE SPECIFIED FOR PO MEDS, LIQUIDS, TOPICALS, & INJECTIONS.

IV: YOU WILL NEED TO FILL OUT AN IV FORM FOR EACH IV MED BEING SENT (1 FOR EACH MED).
ONLY FOR NEW ORDERS, REFILLS DO NOT NEED THE IV SHEET.

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