Patient & Prescription Management

Patient profiles, prescription filling, clinical verification, and product verification workflows.

By PhoxBook Customer Support

• 4 articles

Patient 360 - Patient File Management

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.

Last updated on Feb 17, 2026

Product Verification

Article 7: Product Verification Overview Product verification is the final quality check before an order is shipped. A team member (different from the filler) verifies that the correct medications are packaged for the patient. This article covers the verification scanning process and special handling requirements. Accessing Product Verification Once filling is complete, orders appear in the Product Verification queue. Navigation: 1. Go to the Product Verification section 2. View orders awaiting verification 3. Select an order to begin verification Purpose of Product Verification Product verification ensures: - Correct medication was filled - Correct quantity is present - Labels are properly applied - Special requirements are met (e.g., snap caps) Quality Control: This step provides a second set of eyes on every order before it leaves the pharmacy. Verification Screen Information When you select an order, the screen displays: FieldDescriptionPatient NameWho the order is forMedicationDrug name and strengthQuantityNumber of packages expectedRx ImagePrescription image (in live system)Special RequirementsPatient-specific needs Special Requirements Patient Preferences The system displays special requirements for each patient. Common examples: RequirementDescriptionSnap CapsEasy-open bottle capsLarge Print LabelsEnlarged text for visibilityBraille LabelsFor visually impaired patientsChild-ResistantStandard safety capsSpecific PackagingCustom packaging needs Example: If a patient has "Snap Caps" noted, you'll see an indicator reminding you to use easy-open caps. The Verification Process Step 1: Review Order Details 1. Check the patient name and medication 2. Note the expected quantity 3. Review any special requirements 4. Have the filled packages in front of you Step 2: Scan Each Package Process: 1. Pick up the first filled package 2. Scan the barcode with the scanner 3. System confirms the scan 4. Repeat for each package in the order System Prompts: - "Keep scanning" - More packages expected - "Scan complete" - All packages verified Example: For an order with 2 packages, scan the first box, then scan the second box when prompted. Step 3: Complete Verification Once all packages are scanned: 1. Verify the count matches expected quantity 2. Confirm all special requirements were met 3. Click Complete or Complete Verification 4. Order moves to Ready to Ship queue Verification Workflow Order Arrives → Review Details → Scan Package 1 → Scan Package 2 → ... → Complete Handling Discrepancies Wrong Medication Scanned If the scanned medication doesn't match: - System displays an error/warning - Do not proceed - Investigate the discrepancy - Contact supervisor if needed Missing Packages If packages are missing: - Return order to filling queue - Note the issue - Ensure missing items are filled Damaged Packaging If packaging is damaged: - Do not verify the order - Return for re-filling - Document the issue Best Practices Verification Quality - Always scan every package (don't skip) - Verify label information is readable - Check for damaged or incorrect labels - Confirm special requirements are met Workflow Efficiency - Keep scanning area organized - Have orders ready before starting - Process orders systematically Documentation - Note any issues encountered - Document returned orders - Flag recurring problems Product Verification vs. Clinical Verification Clinical VerificationProduct VerificationDone by pharmacistDone by technicianReviews prescription detailsVerifies physical productChecks for drug interactionsConfirms correct items filledApproves clinical appropriatenessConfirms quantity and labeling Quick Reference StepActionSystem Response1Select orderDisplays order details2Review requirementsShows special needs3Scan packageConfirms match4Repeat scanningTracks progress5CompleteMoves to Ready to Ship Next Steps Once product verification is complete, the order moves to Article 8: Shipping & Staging (Ready to Ship) for final packaging and driver assignment.

Last updated on Feb 17, 2026

Prescription Filling & Label Printing

Article 6: Prescription Filling & Label Printing Overview After clinical verification, the order moves to the filling stage where pharmacy technicians physically prepare the prescription. This article covers the barcode scanning process, expiry date entry, and automatic label printing. Accessing the Filling Queue Once clinical verification is complete, orders appear in the Filling Queue. Navigation: 1. Go to the Filling section 2. View orders ready to be filled 3. Select an order to begin the filling process The Filling Process Overview The filling process involves: 1. Scanning the medication barcode 2. Entering expiry date information 3. Confirming the package 4. Automatic label printing 5. Repeating for multiple units (if applicable) Step 1: Scan UPC Barcode Using the Barcode Scanner Steps: 1. Select the order from the queue 2. Position the medication package 3. Use the connected barcode scanner 4. Scan the UPC code on the medication What Happens: - System verifies the scanned medication matches the prescription - Confirmation appears on screen - Proceed to expiry date entry Important: The barcode scanner must be connected to the workstation. Each filling station has its own dedicated scanner. Step 2: Enter Expiry Date Recording Expiration Information Steps: 1. Locate the expiry date on the medication package 2. Enter the date in the system 3. Use the format shown (MM/YYYY or as configured) 4. Confirm the entry Date Entry Options: - Manual entry via keyboard - Date picker selection - Quick-select for common dates Step 3: Confirm Package Package Confirmation Steps: 1. Verify the medication details on screen 2. Confirm the package matches 3. Click Confirm Pack or equivalent button System Checks: - Medication name matches prescription - Strength is correct - Quantity is appropriate Step 4: Automatic Label Printing How Label Printing Works Once you confirm the package: - The label automatically prints to the connected printer - No manual print command needed - Label is ready to apply to the medication Label Contents: - Patient name - Medication name and strength - Dosage instructions - Prescription number - Pharmacy information - Warnings/auxiliary labels Multiple Units Filling Prescriptions with Multiple Packages For prescriptions requiring multiple packages (e.g., 2 boxes): Process: 1. Scan first package → Label 1 prints automatically 2. Apply label to first package 3. Scan second package → Label 2 prints automatically 4. Apply label to second package 5. Continue until all units are labeled Final Package: When you scan the last package, the system also prints: - Final prescription label - Receipt - Delivery label Example: A prescription requires 2 boxes. After scanning and labeling the second box, the receipt and delivery label print automatically, indicating completion. Completing the Filling Process Click "Completed Packaging" Once all items are scanned and labeled: 1. Verify all packages have labels applied 2. Click Completed Packaging 3. The order moves to Product Verification queue Filling Screen Layout SectionInformationOrder DetailsPatient, medication, quantityScan StatusPackages scanned / total requiredExpiry DatesEntered expiration datesLabels PrintedCount of labels generatedAction ButtonsScan, Confirm, Complete Printer Setup Connected Printers Each filling station connects to: - Label Printer - For medication labels - Receipt Printer - For receipts and delivery labels Troubleshooting Printer Issues: - Verify printer is powered on - Check connection to workstation - Ensure labels/paper are loaded - Test print if needed Best Practices Scanning Accuracy - Scan each package individually - Don't skip the scanning step - Verify the correct medication before scanning Label Application - Apply labels immediately after printing - Ensure labels are straight and readable - Don't cover important package information Expiry Date Entry - Double-check the date before entering - Use the date format required by the system - Flag any short-dated medications Quick Reference StepActionResult1Scan UPCSystem verifies medication2Enter ExpiryDate recorded in system3Confirm PackPackage validated4(Automatic)Label prints5CompleteOrder moves to verification Next Steps Once filling is complete, the order moves to Article 7: Product Verification for final quality check before shipping.

Last updated on Feb 17, 2026

Clinical Verification Process

Article 5: Clinical Verification Process Overview Clinical verification is a critical step where the pharmacist reviews and approves the prescription before it can be filled. This article covers the verification checks, documentation requirements, and the approval process. Accessing Clinical Verification Once an order is scheduled, it moves to the Clinical Verification queue. Navigation: 1. Go to the Clinical section 2. View orders awaiting verification 3. Select an order to begin the verification process Verification Checks The pharmacist must complete several verification checks before approving the prescription: 1. Day Supply Verification Purpose: Confirm the day supply is appropriate for the patient Steps: 1. Review the day supply shown 2. Compare with patient's dosing schedule 3. Click to confirm verification 2. Cost Verification Purpose: Ensure the cost/gross profit makes sense Steps: 1. Review the prescription cost 2. Verify gross profit is within expected range 3. Investigate any anomalies 4. Click to confirm verification 3. Insurance Verification Purpose: Confirm insurance adjudication is complete and accurate Steps: 1. Review insurance information 2. Verify coverage details 3. Confirm adjudication is complete 4. Click to confirm verification 4. Clinical Indication Purpose: Pharmacist confirms clinical appropriateness Steps: 1. Review the medication and indication 2. Check for drug interactions 3. Verify dosage appropriateness 4. Confirm clinical approval Automatic Documentation Signature and Timestamp As each verification is completed: - The system automatically captures a digital signature - A timestamp is recorded - The verifying pharmacist is documented Note: In the live system, the actual prescription image is also displayed for reference. Verification Screen Layout SectionInformation DisplayedPatient InfoName, DOB, allergiesPrescriptionMedication, strength, quantityDay SupplyNumber of days coveredCostPatient cost, insurance paymentInsurancePayer information, adjudication statusNotesAny relevant order notesVerification CheckboxesEach check to be completed Completing Verification Complete Verification Button Once all checks are confirmed: 1. Review that all verification items show as complete 2. Click Complete Verification 3. The order moves to the Filling Queue Verification Status StatusMeaningPendingAwaiting pharmacist reviewIn ProgressPharmacist actively reviewingVerifiedAll checks complete, ready for fillingOn HoldIssue identified, requires resolution Assigning Orders User Assignment Orders can be assigned to specific team members: 1. Select the order 2. Click the Assign option 3. Choose the user from the dropdown 4. The assigned user sees the order in their queue Tip: Use assignment to distribute workload or route specific medications to specialized pharmacists. Adding Notes Clinical Notes During verification, pharmacists can add clinical notes: 1. Enter notes in the designated field 2. Notes are saved with a timestamp 3. Notes are visible in the patient's clinical history Common Note Types: - Drug interaction considerations - Dosage adjustments - Patient counseling points - Follow-up requirements Troubleshooting from Clinical Sending to Troubleshooting If an issue is identified during verification: 1. Click the troubleshooting option 2. Select the appropriate queue: - Billing Troubleshooting - Insurance/billing issues - Scheduling Troubleshooting - Delivery/timing issues - Clinical Hold - Clinical concerns 3. Add notes explaining the issue 4. The order is removed from clinical queue Important: See Article 10: Troubleshooting & Rescheduling Orders for detailed troubleshooting procedures. Best Practices Verification Quality - Review all information carefully before confirming each check - Don't rush through verifications - Document any concerns in notes - Escalate unusual situations appropriately Documentation - Be thorough with clinical notes - Include relevant patient interactions - Document any deviations from standard process Quick Reference VerificationWhat to CheckDay SupplyMatches dosing, appropriate durationCostReasonable gross profit, accurate pricingInsuranceAdjudication complete, coverage confirmedClinicalDrug appropriate, no interactions, correct dose Next Steps Once clinical verification is complete, the order moves to Article 6: Prescription Filling & Label Printing where the physical prescription is prepared.

Last updated on Feb 17, 2026