Pharmacist Quick Tips 2019-2
Pharmacist Quick Tips 2019-2
Pharmacist Quick Tips 2019-2
Tips
June 2020
Table of Contents
Pharmacist Quick Tips ...................................................................................................................................... 4
Technician and Pharmacist Association ........................................................................................................... 4
Associating Technicians with Pharmacists .................................................................................................... 4
Disassociating Technicians from Pharmacists .............................................................................................. 4
Patients ........................................................................................................................................................... 4
Searching for a Patient ................................................................................................................................. 4
Performing an Advanced Patient Search .................................................................................................. 5
Inserting a New Patient ................................................................................................................................ 5
Copying a Patient ......................................................................................................................................... 5
Adding an Allergy ......................................................................................................................................... 6
Merging Duplicate Patients........................................................................................................................... 6
Drugs ............................................................................................................................................................... 7
Searching for a Drug .................................................................................................................................... 7
Performing an Advanced Drug Search...................................................................................................... 7
Quick Pricing a Drug .................................................................................................................................... 8
Viewing Generic Equivalents ........................................................................................................................ 8
Method 1: From the Drug Card ................................................................................................................. 8
Method 2: From the Rx Screen ................................................................................................................. 8
Printing Kroll Care from the Drug Card ..................................................................................................... 8
Adding a Pseudo DIN for a Drug............................................................................................................... 9
Viewing Drug Order History ...................................................................................................................... 9
Doctors ............................................................................................................................................................ 9
Searching for a Doctor ................................................................................................................................. 9
Performing an Advanced Doctor Search ................................................................................................. 10
Inserting a New Doctor ............................................................................................................................... 10
Merging Duplicate Doctors ......................................................................................................................... 10
Printing a Call Doctor Label ........................................................................................................................ 11
Printing a Fax Doctor Report ...................................................................................................................... 11
Printing a Fax Doctor Report from the Fill Rx Screen .............................................................................. 11
Prescriptions .................................................................................................................................................. 11
Filling a new Rx .......................................................................................................................................... 11
Making an Rx Unfilled ................................................................................................................................ 12
Filling a Not Dispensed Rx ......................................................................................................................... 12
2. Have the pharmacist enter his or her credentials in the Pharmacist Initials and Password fields.
3. Place a checkmark next to the technician(s) you want to associate with the pharmacist and enter an
expiration time, if necessary. Click Associate.
Note that technician-pharmacist associations expire the same day they are created.
2. Have the pharmacist enter his or her credentials in the Pharmacist Initials and Password fields.
3. Click OK.
Patients
This section explains how to perform various actions that pertain to patients. It will help you understand the
contents of the Patient card, and describes the most common patient-related tasks in Kroll.
■ Any part of the Last Name and the First Name, separated with a comma (e.g., do,jan for Jane Doe)
■ The number sign (#) followed by the third party billing number
■ The letters “AR” followed by the accounts receivable number (e.g., AR11111)
■ “*” and any consecutive letters of the patient’s first or last name (e.g., *oe for Jane Doe)
Additional parameters are now available so you can search by Address, City, Birthdate, NH (nursing
home), SubPlan, Group, and Price Group.
You also have the option to search for Active and Inactive patients only. The advanced patient search
will search for active and inactive patients by default.
2. Tab from one field to the next and enter all of the available patient information.
3. When all the available patient information has been entered, click Save or press Enter on your keyboard.
Copying a Patient
1. Perform a patient search. If the patient is not found, click the Copy Pat button or press Ctrl+Y on your
keyboard.
2. Search for the patient you want to copy from (source patient).
4. If the source patient has third party plan(s), a prompt will appear asking if you want to copy the patient’s
plan(s) to the new patient’s file. Select Yes or No depending on whether the new patient has coverage
under the source patient’s plan.
5. If you selected Yes, a prompt will appear asking you to indicate the relationship between the source
patient and the new patient. Select a relationship type from the dropdown menu and click OK.
6. The new patient will have the address and phone number copied over from the source patient. Continue
entering the rest of the patient information. Click Save or press Enter on your keyboard to save the
patient file.
Adding an Allergy
1. Call up a patient record.
4. Type in the allergy (e.g., penicillin) and click Search or press Enter on your keyboard.
5. Fill out the Patient Allergy Information form and click OK.
6. Click Save or press Enter on your keyboard to save the changes made to the Patient card.
2. Enter the name of the patient you want to keep in the New Patient to be transferred TO field and click
Lookup or press Enter on your keyboard.
3. Highlight the patient you want to keep and press Enter twice.
4. Enter the name of the patient you want to remove in the Old Patient to be transferred FROM field and
click Lookup or press Enter on your keyboard.
5. Highlight the patient you want to remove and press Enter twice.
6. Click Transfer or press Enter on your keyboard to transfer the patient profile.
7. Answer Yes when asked ‘Are you sure you wish to merge these 2 patients?’.
Drugs
This section explains how to perform various actions that pertain to drugs. It will help you understand the contents
of the Drug card, and describes the most common drug-related tasks in Kroll.
■ Any part of the brand or generic name, separated with a comma (,)
■ “*” and any consecutive letters of the drug name (e.g., *sonex to search for Nasonex)
Additional parameters are now available so you can search by Generic Name, Drug Group, Drug Price
Group, Form, Manuf (manufacturer), and Sched (drug schedule).
You also have the option to search for Active and Inactive drugs only. The advanced drug search will
search for active and inactive drugs by default.
If the drug is found through the Advanced search and the entry is marked in red, that means the pack is
inactive.
4. Click Save or press Enter to save changes made to the Drug card.
6. Select a different Plan if there is a specific pricing strategy attached to the plan.
8. Click Add or press Enter on your keyboard to place the drug price into a ‘shopping list’.
9. From the ‘shopping list’, click Ins or press Insert on your keyboard to add another drug to generate a
running total.
2. Select Drug > View Generic Equivalent or press Alt+G on your keyboard.
2. Select Drug > Print Kroll Care. Kroll Care will print directly to your pharmacy’s default report printer.
5. Check the Default checkbox to bypass sending the DIN listed on the actual Drug card.
6. Check the Covered checkbox if the subplan pays for the drug.
9. Check the Bill As Pack checkbox if the plan needs to see the product billed as one pack.
10. Click OK or press Enter on your keyboard to save the pseudo DIN.
11. Click Save or press Enter on your keyboard to save the changes made to the Drug card.
Doctors
This section explains how to perform various actions that pertain to doctors. It will help you understand the
contents of the Doctor card, and describes the most common doctor-related tasks in Kroll.
■ Any part of the Last Name and the Fist Name, separated with a comma (e.g., do,jan for Jane Doe)
Additional parameters are now available so you can search by Address, City, and Group.
You also have the option to search for Active and Inactive doctors only. The advanced doctor search will
search for active and inactive doctors by default.
2. Tab from one field to the next and enter all of the available doctor information.
If the doctor license number is unknown, leave the License field blank.
3. When all the available doctor information has been entered, click Save or press Enter on your keyboard.
a) If you did not enter a doctor license number, a prompt asking ‘This doctor has no license number.
Search the Doctor Listing for a matching doctor?’ will appear. Click Yes.
b) If a matching doctor is found in the listing, highlight the doctor entry and press Enter twice.
c) If no matching doctor is found in the listing, close the doctor listing window.
d) A prompt will appear asking ‘Do you want to assign a License Number of 99999?’. Answer
accordingly.
e) Click Save or press Enter on your keyboard to save changes to the Doctor record.
2. Enter the name of the doctor you want to keep in the New Doctor to be merged TO field and click
Lookup or press Enter on your keyboard.
3. Highlight the doctor you want to keep and press Enter twice.
5. Highlight the doctor you want to remove and press Enter twice.
6. Click Transfer or press Enter on your keyboard to transfer the doctor profile.
7. Answer Yes when asked ‘Are you sure you wish to merge these 2 doctors?’.
8. Click Cancel or press Esc on your keyboard to exit the Merge Doctors Form.
2. Answer Yes when asked ‘Are you sure you want to print an Authorization label and exit?’.
2. Select All Rxs from the right navigation pane, or press Shift+F3 to call up the patient medication profile.
3. Use the spacebar to mark the Rxs you want to fax the doctor for.
5. Enter any comments in the free form text box and click Print or press Ctrl+P on your keyboard.
2. Enter any comments in the free form text box and click Print or press Ctrl+P on your keyboard.
Prescriptions
This section explains how to perform various actions that pertain to prescriptions. It will help you understand the
contents of the Rx card, and describes the most common prescription-related tasks in Kroll.
Filling a new Rx
1. From the Alt-X Start screen, click the New Rx button or press F12 on your keyboard.
2. In the Patient Search field, enter any of the patient search criteria outlined in Searching for a Patient.
Double-click the patient entry and click the Rx button.
4. In the Doc Search field, enter any of the doctor search criteria outlined in Searching for a Doctor. Double-
click the doctor entry and click the Rx button.
5. Enter the appropriate sig code in the Sig field (i.e. Take 1 tablet once daily).
7. Enter the number of days’ supply being dispensed in the Days field.
8. Select Prescriber’s Choice, Patient’s Choice, Pharmacist’s Choice, or Existing Therapy from the
Prod Sel (product selection) dropdown menu.
10. Enter the number of labels you want to generate in the Labels field (default is ‘1’).
Making an Rx Unfilled
1. Fill out all the fields in the F12 - New Rx screen.
2. Select Rx > Make Rx Unfilled or press Alt+R and then U on your keyboard.
3. Click F12 - Unfill Rx or press F12 on your keyboard to unfill the Rx.
2. Select Rx > Make Rx Not Dispensed or press Alt+R and then X, followed by N on your keyboard.
3. Click F12 - Fill Rx or press F12 on your keyboard to complete the not-dispensed Rx.
Modifying an Rx
1. Call up a patient and select All Rxs from the right navigation pane, or press Shift+F3 on your keyboard.
Reprinting an Rx
1. Call up a patient and select All Rxs from the right navigation pane, or press Shift+F3 on your keyboard.
Canceling an Rx
1. Call up a patient and select All Rxs from the right navigation pane, or press Shift+F3 on your keyboard.
4. Answer Yes when asked ‘Are you sure you want to Cancel this Rx?’
5. A prompt will appear stating ‘You are cancelling the first fill of an Rx’. Select Filled in Error - Remove
from profile.
6. Answer No when asked ‘Do you want to copy this “mistake” Rx to a new number?’
Inactivating an Rx
Method 1: From the Patient Profile
1. Call up a patient and select All Rxs from the right navigation pane, or press Shift+F3 on your keyboard.
4. Answer Yes when asked ‘Are you sure you want to inactivate these Rx(s)?’
3. Answer Yes when asked ‘Are you sure you want to inactivate this Rx(s)?’.
Copying an Rx
1. Call up a patient and select All Rxs from the right navigation pane, or press Shift+F3 on your keyboard.
3. Click F - Refill or press F on your keyboard to bring up the prescription(s) in refill mode.
5. Answer Yes when asked ‘Are you sure you want to Copy this Rx to a new number)?’.
6. Enter the number of Repeats and click OK or press Enter on your keyboard.
2. Select Rx > Transfer Rx From Other Store or press ALT+R and then F on your keyboard.
3. Fill out the Transfer Rx from other store form and click OK or press Enter on your keyboard.
4. Click F12 - Fill Rx or press F12 on your keyboard to fill the transfer-in Rx.
2. Use the spacebar to mark the prescription(s) you wish to transfer out.
4. Fill out the Transfer Out Rx(s) form and click Transfer Out Eligible Rxs or press Enter on your
keyboard.
5. Answer Yes when asked ‘Do you want to print the Transfer Report?’
2. Select Rx > Transfer Rx To Other Store or press ALT+R and then T on your keyboard.
3. Fill out the Transfer Out Rx(s) form and click Transfer Out Eligible Rxs or press Enter on your
keyboard.
4. Answer Yes when asked ‘Do you want to print Transfer Report?’.
2. Enter the number of packs you want dispensed followed by the letter P (e.g., P3 for 3 packs) in the Disp
Qty (dispense quantity) field. Kroll will multiply the drug’s pack size by the number of packs indicated.
2. Type in the first Rx number you want to refill followed by a forward slash ‘/’ (e.g., 99999999/) in the field
below the Patient button.
3. Type in the second Rx number you want to refill followed by a forward slash ‘/’ (e.g.,
99999999/88888888/).
2. Enter the quantity that you would like to owe the patient in the Owe Qty field and the time and date the
owed portion of the Rx will be ready in the Keep Rx in Trouble Until fields.
4. Click F12 - Fill Rx or press F12 on your keyboard to fill the Rx. Two labels will be printed: one for the
amount dispensed and another for the amount owed.
2. Enter the Rx Number in the field below the Patient button and click Modify Rx.
4. Enter the quantity that you would like to owe the patient in the Owe Qty field the time and date the owed
portion of the Rx will be ready in the Keep Rx in Trouble Until fields..
6. Click Yes or press Enter on your keyboard. Two labels will be printed: one for the amount dispensed and
another for the amount owed.
2. When the date and time indicated on the Edit Rx Owe form has elapsed, the Rx record will move to the
Package Rx screen. The balance of the Rx will be managed within the workflow when using the Get
Work feature. Scan or enter the UPC or DIN and complete the Qty, Expiry Date, and Lot fields.
3. Click Packaged.
4. The label set will print, indicating an owe balance of 0 and a status of No Charge.
4. Repeat steps 2-3 if you want to add an intervention code to the Intervention Code 2 field.
5. Click OK or press Enter on your keyboard to close the Rx Plan Information form.
2. Enter the ICR number in the Special Authorization field and click OK or press Enter on your keyboard.
On the F12 - Fill Rx screen, you should see SA#:XXX-XXXXX under Extra Info on the Plans tab.
2. Enter the limited use code in the Reason Code field, or press the F2 button to view limited use codes the
apply to that drug.
3. Click OK or press Enter on your keyboard to close the Rx Plan Information form.
On the F12 - Fill Rx screen, you should see RC:XXX under Extra Info on the Plans tab.
3. Repeat steps 1-2 for each additional session you want to open.
Document Scanning
This section explains the process for scanning documents that pertain to the patient record. Many documents in
Kroll contain 2D barcodes that, when scanned, inform the system of which patient or prescription the document
pertains to.
1. From the Alt-X - Start screen, go to Utilities > Printed Document Scan/Import.
3. Check the Scan both sides of paper checkbox if you are scanning any hardcopies with information on
both sides (only if your scanner supports dual side scanning).
5. Click Process and Reconcile. Items in the To Process list will appear in the Documents to be created
section, and items in the To Reconcile list will appear in the Unprocessed Images section.
6. If all Rxs were scanned successfully and appear in the Documents to be created section, click Process
Pending Documents.
5. Click Lookup.
6. The Rx Num, Date, Patient, Drug, and Doctor fields will auto-populate, and the unprocessed image
Type will be set to Script Image. Highlight the item and click Save and proceed to next. The image will
appear in the Documents to be created list.
7. If you wish to add the image to a current document, click Add this image to the current document.
8. Complete steps 1-7 for all other items in the Unprocessed Images list. When you are finished, click
Process Pending Documents.
Bring up an Rx in the F12 screen and select Rx Images from the right navigation pane. The Rx
Images window will appear.
Select the Script Image tab to view scanned script images, or the Hardcopy tab to view scanned
hardcopies.
Rx Double Count
This section explains Rx double counts. It will help you understand how to double count and confirm Rxs before
reaching the Packaging stage.
4. Click Package. A status of ‘All Drug Packs have been packaged’ will show.
2. Click the Workflow tab. If the Rx has been double counted it will show a status of ‘Completed’ with ‘Rx
Double Counted’ noted in the Comment field.
Refills
This section explains how to perform auto-refills in Kroll. This functionality integrates with existing pharmacy IVR
systems and vendors to carry out automatic refill reminder notifications for designated patients.
3. Select the appropriate type of refill reminder from the Select Refill Type dropdown menu and click Save.
4. If you selected Confirm Before Fill from the Select Refill Type dropdown menu, you will be prompted to
complete the Refill Type Enrolment form. Make the appropriate selections from the Message and Type
5. The F12 - Fill Rx screen will show an enabled Refill Reminder checkbox where the Enable Auto-Refill
button was.
2. Click the Refills(+) button to enter the number of repeats and the dispensing quantity that applies to the
Rx. The Auth Qty field will auto-populate according to the information you enter. Click OK.
4. A prompt asking ‘Does the patient want to enroll in Refill Reminder or Auto Refill program?’ will
appear. Click Yes.
2. Double click an item from the Queued Items list to view the details of the selected item. Click OK to close
the Communications Queue - Item Detail window.
Labels
This section describes the various label types supported in Kroll and explains how to generate and customize
labels. Label settings can be modified in File > Configuration > Store > Labels.
Prescription Labels
There are three types of labels supported in Kroll: laser labels, dot matrix labels, and thermal labels. Laser labels
are most commonly used for producing standard retail prescription label sets, as well as for producing Kroll Care
brochures and plain paper reports.
Auxiliary Labels
Users can create their own free form auxiliary labels for drugs and mixtures. For mixtures, a maximum of five
custom auxiliary labels can be printed for the respective label set.
1. Call up a drug and select Drug > Customize FDB Info for this Drug.
2. Select the appropriate tab (Counseling messages, Kroll Care, or Auxiliary labels).
4. Enter the text you want to appear on the label and click Apply.
1. Call up a mixture and select Mixture > Customize FreeForm Auxiliary Labels.
3. Enter the text you want to appear on the label and click Apply.
Labels will be printed in the same order as they appear on the Customize FDB Information screen. Use the up
and down arrow buttons next to Ins and Del to rearrange the labels.
Mixtures
This section explains how to perform various actions that pertain to mixtures. It will help you understand the
contents of the Mixture card, and describes the most common mixture-related tasks in Kroll.
■ Type “*” and any consecutive letters of the mixture Description (e.g., *drocort to search for a mixture
description containing hydrocortisone)
■ Type any part of a mixture component followed by a comma to search for mixtures that contain that
component (e.g., hydro to search for mixtures that contain hydrocortisone).
■ To search for a mixture that contains more than one component, enter any part of the first
component, followed by a comma, and any part of the second component, followed by a comma, etc.
(e.g., hydrocort, menth, to search for mixtures that contain hydrocortisone and menthol)
■ Enter a period (.) followed by the mixture Quick Code (e.g., .hydrocort).
Additional parameters are now available so you can search by Drug Group, Price Group, Mixture Time,
Form, Mix Type, or Schedule. You can also search for mixtures that are Reportable, contain
Methadone, or that are IV Mixtures.
You also have the option to search for Active and Inactive patients only. The advanced patient search
will search for active and inactive patients by default.
Inserting a Mixture
1. Perform a mixture search. If no mixture is found, click the Insert button or press Insert on your keyboard.
2. A prompt will appear stating ‘You cannot insert a new mixture until you have searched for inactive
mixture items. A search for inactive mixtures will not be performed, and if you still don’t find the
mixture you’re looking for, then you may press/click insert again to add it’. Click OK.
3. If no mixture is found, click the Insert button or press Insert on your keyboard.
4. Enter a Quick Code (optional) and a Name. The name is printed on vial labels, so make sure it is as
descriptive as possible.
5. Tab to the Enter Proportions by section. Most mixtures are created in percentages, but if you need to
create a mixture using different proportions, make a selection and indicate the appropriate Base
Quantity.
7. Select the appropriate route of administration from the Route of Admin dropdown menu.
9. Select the appropriate option from the Oral/Written dropdown menu. If the mixture contains narcotics,
you must specify either Oral or Written or Written Only. The selection made in this filed will determine if
oral or written specification is required at the prescription filling level.
10. Select the appropriate option from the Mix Type dropdown menu.
11. Select the appropriate option from the Price Group dropdown menu (optional).
12. Enter a default sig for the mixture in the Default Sig field (optional).
13. Select the appropriate option from the Provincial PIN dropdown menu (optional).
14. Enter the number of days the mixture will keep in the Expiry (Days) field. A calculated expiry date will
print on the vial label.
15. Check the Active checkbox if the mixture is currently being used in prescriptions.
16. Check the Reportable checkbox if the mixture contains a narcotic component.
17. Check the Refrigerated checkbox if the mixture contains a component that must be kept refrigerated.
19. Input the appropriate mixture times in the If Rx Qty => and (Minutes) fields. These values determine
mixture times as they pertain to variable dispense quantities.
20. Click Ins from the Components section or press Insert on your keyboard to add a component.
21. Search for the first component of the mixture and click Search or press Enter on your keyboard.
23. Select the appropriate option from the Pack Size dropdown menu.
24. If the component is the active ingredient in the mixture, check the Active component for 3rd party
checkbox.
26. Repeat steps 21-25 until all components are entered into the mixture card. Click Cancel to close the drug
search form.
27. Click Save or press Enter on your keyboard to save the mixture card.
3. Click Ins from the Plans section or press Insert on your keyboard.
6. Check the Default checkbox if you want to bypass sending the DIN of the mixture’s active component,
and instead send the pseudo DIN.
7. Check the Covered checkbox if the SubPlan pays for the mixture.
9. Check the Mix Type checkbox and select from the dropdown menu if you want to specify the type of
mixture.
10. Check the Bill As Pack checkbox if the SubPlan needs to see the mixture billed as one pack.
13. Click Save or press Enter on your keyboard to save the Mixture card.
Counseling settings can be modified in File > Configuration > Store > Rx > Counseling for new Rxs, refills, and
drug changes.
The warning message ‘Counsel Patient on Pickup’ will appear on the F12 - Fill Rx screen.
3. Click F2 to edit a counseling point, Ins to add a new counseling point, and Del to delete a counseling
point, or press F2, Insert, and Delete on your keyboard.
3. Place a checkmark next to the counseling points you want to cover during patient counseling. Enter any
additional information in the text box that appears next to each counseling point.
4. Place a checkmark next to the counseling points you want to cover during patient counseling. Enter any
additional information in the text box that appears next to each counseling point.
5. If you want to perform patient counseling at a later date, click Save for Later.
3. Select the method for rejecting counseling from the Method dropdown menu.
4. Select a reason for the rejection from the Reason dropdown menu.
6. If you want to perform patient counseling at a later date, click Save for Later.
1. If you do not want to perform a counseling follow-up, select Do NOT Follow-up and click Save.
2. If you want to perform a counseling follow-up, select Follow-up required and enter the number of days
you want to pass before the follow-up occurs. The date field will auto-populate according to the number of
days you entered. Click OK.
3. Due dates for follow-ups can be viewed by selecting Follow-ups from the Alt-X - Start screen.
4. Double-click an Rx. The Counseling Information window will appear displaying the counseling details
for the Rx.
5. To print a Prescription Counseling Log, click Print. Set the appropriate parameters and click Print.
To view all available reports, access the Reports menu from the Alt-X - Start screen. To run a report, place your
cursor over the appropriate category from the Reports menu and select the report you want to run.