Article 4: Delivery Scheduling & Text Notifications

Overview

After payment collection and day supply verification, the next step is to schedule the delivery and set up patient notifications. This article covers delivery methods, scheduling, and the automated text messaging system.

Delivery Methods

Phox supports multiple delivery methods to accommodate different patient needs:

MethodDescriptionCourierIn-house delivery driversThird PartyExternal delivery servicesIn-HousePatient pickup at pharmacy

Scheduling the Delivery

Delivery Information Screen

After proceeding from payment collection, you'll see the delivery scheduling screen with:

1. Preferred Delivery Method - Pre-populated from patient profile

2. Recommended Delivery Date - System-calculated date

3. Delivery Type - Courier, Third Party, or In-House

4. Order Notes - Special instructions for the order

5. Delivery Address - Where the order will be sent

6. Text Preview - Sample of the notification message

Setting the Delivery Date

Steps:

1. Review the recommended delivery date

2. Adjust if needed based on:

   • Patient request

   • Medication availability

   • Delivery schedule

3. Confirm the delivery method

4. Add any special notes

Tip: The system recommends a delivery date based on the prescription fill date and patient's subscription settings.

Text Notifications

Automated Messaging

When you click Convert to Order and Send, the system:

1. Creates the order in Phox

2. Creates a shipment in Descartes (delivery system)

3. Sends an automated text message to the patient

Text Message Preview

Before sending, you can review the text message that will be sent to the patient. The preview shows:

• Pharmacy name

• Delivery date

• Confirmation instructions

• Contact information

Patient Responses

The system tracks patient text responses in real-time:

ResponseSystem ActionConfirmationOrder status updates to confirmedReschedule RequestTriggers rescheduling workflowQuestionsStaff can view and respond

Note: Patient text responses automatically update the order status in the scheduling queue.

Converting to Order

The "Convert to Order and Send" Button

This action performs multiple tasks simultaneously:

1. Creates the Order - Moves from billing to active order

2. Schedules Delivery - Sets up in Descartes

3. Sends Notification - Texts the patient

4. Updates Queue - Order appears in scheduling queue

After Conversion

Once converted, the order:

• Appears in the Scheduling Queue

• Shows the scheduled delivery date

• Displays patient response status (if texting is active)

• Is ready for clinical verification

Scheduling Queue

Viewing Scheduled Orders

The scheduling queue displays all orders that have been converted and are awaiting fulfillment:

ColumnInformationPatient NameClick to view patient fileMedicationPrescription detailsDelivery DateScheduled delivery dateStatusCurrent order statusText StatusPatient's response to notification

Order Status Indicators

StatusMeaningScheduledOrder created, awaiting processingConfirmedPatient confirmed via textPending ResponseAwaiting patient text response

Order Notes

Adding Notes to Orders

Notes can be added at this stage for:

• Special delivery instructions

• Patient preferences

• Handling requirements

• Access codes or gate information

Steps:

1. Enter notes in the Order Notes field

2. Notes travel with the order through all stages

3. Delivery drivers can view these notes

Best Practices

Delivery Scheduling

• Verify the delivery address before converting

• Check patient preferences for delivery times

• Add clear notes for complex deliveries

Text Notifications

• Review the text preview before sending

• Ensure patient phone number is correct

• Monitor responses for confirmation or issues

Quick Reference

ActionResultSelect Delivery MethodSets courier, third party, or pickupSet Delivery DateSchedules when order will be deliveredAdd NotesInstructions for fulfillment teamConvert to OrderCreates order + sends text

Next Steps

Once the order is scheduled and the patient is notified, proceed to Article 5: Clinical Verification Process to learn about the pharmacist verification requirements.