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Patient 360 - Patient File Management

Last updated on Feb 17, 2026

Article 12: Patient 360 - Patient File Management

Overview

Patient 360 is Phox's comprehensive patient information hub. This article covers accessing patient files, viewing prescriptions, managing documents, reviewing notes, and understanding the complete patient record.

Accessing Patient 360

Multiple Access Points

You can access a patient's file from anywhere in Phox:

  • Click on any patient name in any queue

  • Search for a patient directly

  • Navigate from order details

Direct Navigation

Steps:

  1. Click on a patient name (appears as a link)

  2. System opens the Patient 360 view

  3. View complete patient information

Patient 360 Overview

Sections Available

SectionContentsProfileBasic patient informationPrescriptionsAll prescription recordsPrescription ImagesScanned Rx imagesNotesStaff and clinical notesClinical NotesPharmacist verification notesKroll NotesNotes from Kroll systemInsuranceInsurance informationOrdersOrder historySubscriptionsActive and past subscriptionsNew Start InfoNew patient intake formsDocumentsUploaded filesIVIV clinic information (if applicable)

Patient Profile

Basic Information

The profile section displays:

  • Patient name

  • Date of birth

  • Contact information

  • Address(es)

  • Preferred delivery method

  • Special requirements (snap caps, etc.)

Prescriptions Tab

Viewing Prescriptions

All prescription records for the patient:

FieldInformationMedicationDrug name and strengthPrescriberDoctor who wrote RxDate WrittenWhen prescribedRefillsRemaining refillsStatusActive/InactiveLast FillMost recent fill date

Prescription Details

Click on a prescription to see:

  • Complete prescription information

  • Fill history

  • Associated orders

  • Clinical notes

Prescription Images

Viewing Rx Images

If prescription images are scanned:

  1. Go to Prescription Images tab

  2. View thumbnails of all images

  3. Click to enlarge

  4. Download if needed

Note: In the live system, actual prescription images are displayed during clinical verification.

Notes

Types of Notes

Phox maintains several types of notes:

Note TypeSourcePurposeStaff NotesPhox usersGeneral commentsClinical NotesPharmacistsVerification documentationKroll NotesKroll systemImported from pharmacy system

Viewing Notes

Steps:

  1. Go to Notes tab

  2. See all notes in chronological order

  3. Each note shows:

    • Date/time

    • Author

    • Content

Adding Notes

Steps:

  1. Navigate to patient file

  2. Go to Notes section

  3. Click Add Note

  4. Enter your note

  5. Save

Clinical Notes

Pharmacist Documentation

Clinical notes capture:

  • Verification observations

  • Drug interaction reviews

  • Patient counseling points

  • Dosage considerations

Access:

  1. Go to Clinical Notes tab

  2. View all clinical documentation

  3. Notes are timestamped and attributed

Kroll Notes Import

Importing from Kroll

Notes from the Kroll pharmacy system can be imported:

  1. Go to Kroll Notes tab

  2. View available Kroll notes

  3. Click Import to bring into Phox

  4. Notes become part of patient record

Integration: This keeps both systems synchronized and ensures complete documentation.

Insurance Information

Viewing Insurance

The Insurance tab displays:

  • Primary insurance

  • Secondary insurance (if applicable)

  • Plan details

  • Member ID

  • Group number

  • Coverage information

Order History

Viewing Past Orders

Steps:

  1. Go to Orders tab

  2. See all orders for the patient

  3. View status of each order

FieldInformationOrder NumberUnique identifierDateOrder creation dateMedicationWhat was orderedStatusCurrent statusDelivery DateWhen delivered

Order Details

Click on any order to see:

  • Complete order lifecycle

  • All stages and timestamps

  • Messages sent/received

  • Delivery confirmation

Subscriptions Tab

Patient Subscriptions

View all subscriptions for the patient:

  • Active subscriptions

  • Canceled subscriptions

  • Next fill dates

  • Subscription history

New Start Info

New Patient Forms

If the patient was enrolled through "Start New Patient":

  1. Go to New Start Info tab

  2. View the completed intake form

  3. See all information collected during enrollment

Documents

Uploading Documents

Store additional documents in the patient file:

Steps:

  1. Go to Documents tab

  2. Click Upload or Add Document

  3. Select the file

  4. Give it a title/description

  5. Upload

Document Types

Common documents:

  • Insurance cards

  • ID documents

  • Prior authorizations

  • Doctor's notes

  • Consent forms

  • Specialty certifications

Viewing Documents

Steps:

  1. Go to Documents tab

  2. See list of all uploaded documents

  3. Click to download/view

  4. Documents show:

    • Title

    • Upload date

    • Uploaded by

    • File type

IV Clinic Information

For Applicable Patients

If the patient receives IV medications:

  • View IV clinic details

  • See infusion schedules

  • Access IV-specific documentation

Data Refresh

Keeping Data Current

Note: Sometimes patient data may show cached/stored information. If data appears outdated:

  1. Refresh the page

  2. Re-navigate to patient file

  3. System loads current data

Quick Navigation

From Patient 360

You can quickly access:

  • Create new order

  • View subscriptions

  • Add notes

  • Upload documents

  • Contact patient

Best Practices

Documentation

  • Keep notes current and relevant

  • Document all patient interactions

  • Upload important documents promptly

  • Review clinical notes before processing

Data Quality

  • Verify patient information regularly

  • Update contact details when changed

  • Maintain accurate insurance information

  • Flag any discrepancies

Privacy

  • Only access patient files when needed

  • Follow HIPAA guidelines

  • Don't share patient information inappropriately

  • Log out when leaving workstation

Quick Reference

**Need To...Go To...**See all prescriptionsPrescriptions tabView Rx imagesPrescription Images tabAdd a noteNotes tab → Add NoteCheck insuranceInsurance tabSee past ordersOrders tabUpload a documentDocuments tab → UploadView subscriptionsSubscriptions tab

Conclusion

Patient 360 provides a complete view of each patient's relationship with the pharmacy. Use it to:

  • Understand patient history

  • Access all relevant information

  • Document interactions

  • Manage ongoing care

Training Complete

Congratulations! You have completed the GreenShield Pharmacy Phox training series. The 12 articles cover:

  1. Introduction to Phox & Order Entry

  2. Billing Queue & Insurance Adjudication

  3. Payment Collection & Day Supply

  4. Delivery Scheduling & Text Notifications

  5. Clinical Verification Process

  6. Prescription Filling & Label Printing

  7. Product Verification

  8. Shipping & Staging

  9. Driver Management & Delivery Completion

  10. Troubleshooting & Rescheduling

  11. Subscription Management

  12. Patient 360 - Patient File Management

For questions or additional training, contact your supervisor or the Phox support team.