Article 11: Subscription Management

Overview

Subscription management is central to Phox's automated refill system. This article covers viewing subscriptions, understanding next fill dates, managing active and canceled subscriptions, and the subscription lifecycle.

What is a Subscription?

A subscription in Phox represents:

• A recurring prescription for a patient

• Automated tracking of refill dates

• Scheduled delivery cycles

• Continuous medication management

Accessing Subscription Management

Navigation:

1. Go to Subscription Management

2. View all subscriptions (active and canceled)

3. Filter and search as needed

Subscription List View

Information Displayed

ColumnDescriptionPatient NameClick to view patient fileMedicationPrescription drug nameLast DeliveryDate of most recent deliveryNext FillScheduled date for next refillDays Until DueCountdown to next fillStatusActive or Canceled

Example Display

PatientMedicationLast DeliveryNext FillDue InJohn SmithHumiraJan 27, 2026Feb 26, 202630 daysJane DoeEnbrelJan 15, 2026Feb 6, 202610 days

Understanding Next Fill Dates

How Next Fill is Calculated

The next fill date is automatically calculated based on:

1. Last Delivery Date - When the order was completed

2. Day Supply - How long the medication lasts

3. Buffer Days - Lead time for processing (configurable)

Formula:

Next Fill = Last Delivery + Day Supply - Buffer Days

Example:

• Last Delivery: January 27, 2026

• Day Supply: 30 days

• Buffer: 6 days

• Next Fill: February 20, 2026

Buffer Days Setting

Buffer days ensure orders are processed before the patient runs out:

To Adjust Buffer:

1. Go to Settings

2. Find buffer/lead time configuration

3. Adjust the number of days

4. Save changes

Recommendation: A 6-day buffer provides adequate time for billing, verification, and delivery.

Viewing Subscription Details

Click on a Subscription

When you click on a subscription, you see:

• Complete subscription history

• All past orders

• Current status

• Patient preferences

• Notes and comments

Subscription Detail Fields

FieldInformationMedicationDrug name, strength, formFrequencyDelivery cycle (monthly, etc.)Day SupplyDays per fillStart DateWhen subscription beganLast FillMost recent order dateNext FillUpcoming scheduled dateDelivery MethodHow orders are deliveredStatusActive / Canceled

Active Subscriptions

Managing Active Subscriptions

Active subscriptions appear in:

• Subscription Management list

• To-Do Reports (when due)

• Patient 360 view

Actions Available:

• View details

• Edit preferences

• Cancel subscription

• Create immediate order

Subscriptions Due Soon

Filter to see subscriptions approaching their next fill:

1. Use the filter options

2. Sort by "Days Until Due"

3. Focus on upcoming refills

4. Proactively manage the queue

Canceled Subscriptions

Viewing Canceled Subscriptions

Steps:

1. In Subscription Management, find the Canceled filter/tab

2. View all canceled subscriptions

3. See cancellation date and reason

Cancellation Information

FieldDescriptionCancellation DateWhen subscription was canceledCancellation ReasonWhy it was canceledCanceled ByStaff member who processedFinal DeliveryLast delivery before cancellation

Canceling a Subscription

When to Cancel

Cancel subscriptions when:

• Patient no longer needs medication

• Patient switched pharmacies

• Prescriber discontinued therapy

• Patient request

• Insurance coverage ended

Cancellation Process

Steps:

1. Find the subscription in Subscription Management

2. Click on the subscription

3. Select Cancel Subscription

4. Choose a cancellation reason:

   • Patient Request

   • Prescriber Discontinued

   • Insurance Change

   • Pharmacy Transfer (PPN)

   • Deceased

   • Other

5. Add notes if needed

6. Confirm cancellation

Cancellation Reasons (PPN)

PPN (Pharmacy Patient Number) reasons track why patients leave:

Reason CodeMeaningPatient RequestPatient asked to cancelPPN - TransferMoving to another pharmacyTherapy CompleteTreatment finishedInsuranceCoverage issuesPrescriberDoctor discontinued

To-Do Report Integration

Subscriptions in To-Do

Subscriptions automatically appear in the To-Do Report when:

• Next fill date is approaching

• Order needs to be created

• Follow-up is required

From To-Do:

1. Click Create Subscription (creates billing item)

2. Process through normal workflow

3. Delivery updates next fill date

Assigning Subscriptions

User Assignment

Subscriptions can be assigned to team members:

1. Select the subscription

2. Click Assign

3. Choose the staff member

4. They see it in their assigned queue

Adding Notes

Add notes to subscriptions for:

• Special handling instructions

• Patient preferences

• Clinical considerations

• Follow-up reminders

Steps:

1. Open subscription

2. Enter notes in the notes field

3. Save

All Orders View

Viewing All Orders

The All Orders view shows:

• Every order in the system

• Search and filter capabilities

• Order status tracking

• Quick access to order details

Search Options:

• Patient name

• Order number

• Date range

• Status

• Medication

Best Practices

Subscription Management

• Review upcoming subscriptions regularly

• Process orders before patients run out

• Keep subscription information current

• Document cancellation reasons accurately

Communication

• Contact patients about upcoming refills

• Verify continued need before processing

• Address issues proactively

Data Quality

• Keep addresses current

• Update delivery preferences

• Maintain accurate day supplies

• Note any special requirements

Quick Reference

TaskStepsView all subscriptionsSubscription Management → View listSee next fill dateCheck "Next Fill" columnCancel subscriptionSelect → Cancel → Choose reasonView canceledFilter by Canceled statusAssign to userSelect → Assign → Choose userAdd notesOpen subscription → Enter notes

Next Steps

To learn about comprehensive patient information, proceed to Article 12: Patient 360 - Patient File Management for details on viewing and managing complete patient records.