Faxing Refill Requests

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One useful feature QuickSCRIP offers is the ability to generate refill requests to doctors. These refill requests can be set to print on your printer, transmit through Surescripts, or fax through a third party fax program (such as Activefax). Additionally, QuickSCRIP can be set to customize how and when refill requests are generated. Click here for the guide on generating Prior Authorization forms.

Refill Requests in FILL and EDIT

Generating a refill request in QuickSCRIP is very simple.

  1. Go to the RXFILL or EDIT Screen (1 or 6 of the Rx Processing Menu).
  2. Search for the prescription you would like to generate a refill request for.
  3. At the bottom of the screen (where you would enter your initials) enter either @ or @1.
    • @ command generates a refill request and stores it in a queue for future processing (Doctor Faxes).
    • @1 command generates a refill request and prints it immediately to your report printer.

QuickSCRIP generates different refill requests depending on the drugs' control class (schedule). Non-controlled drugs will use a generic form, while controlled drugs that are schedule 3-5 use a special form with more information.

Printing the Doctor Faxes

Refill requests generated with the @ command are stored in the Doctor Fax Queue for future processing. This allows you to create refill requests for multiple scrips, and them print them together in a batch.

  1. Start in the Rx Processing Menu.
  2. Choose option 21 Print Doctor Faxes.
  3. If there are any queued requests, QuicksSCRIP will print them (or send them to Activefax).

Refill Requests Through SureScripts

Some Doctors are able to receive refill requests via Surescripts. The doctor determines if they want this feature when they create an account with Surescripts for the first time.

QuickSCRIP has the ability to search for registered doctors on the Surescripts database, and import their SPI number into your doctor file. Please see the help guide on Doctor SPI Lookup for more information.

To transmit a refill request to a doctor, you will need to setup their profile in your system:

  1. Start in the Rx Processing Menu
  2. Choose Option 10 MD Doctor File Main.
  3. Search for a specific Doctor
  4. On Line 5, you will need to set the doctor's SPI number.
  5. On Line 6, you will need to set the doctor's Surescripts Level
    • 0 means this doctor's Surescripts account is disabled.
    • 1 means this doctor can transmit new prescriptions only, and cannot receive refill requests.
    • 3 means the doctor can send and receive new prescriptions and refills.
  6. The Communication Type on line 26 must be set to S

Once the doctor's profile has been setup, you can generate refill requests with the normal commands in RXFILL and EDIT. Instead of printing on a form, the refill request will be sent electronically to the doctor.

Faxing a Different Doctor

When you generate a refill request, QuickSCRIP assumes that the doctor linked to the script is the intended recipient of the request. Sometimes you may want to send the refill request to a different prescriber: perhaps the patient changes doctors, or the original doctor has closed their practice.

In the RXFILLscreen, at the point where you would enter your initials, enter @@ (shift + 2, twice). QuickSCRIP will then prompt you for the new doctor. You can search by name, DEA Number, Phone Number, NPI, or SPI)

Refill Requests through Activefax

QuickSCRIP has the ability to integrate with Activefax. Activefax is a third-party program that converts your computer into a fax machine. Activefax can be setup to send and receive faxes, in addition to allowing you to digitally store, manage, and print them.

Be aware that there is an integration fee and an annual maintenance fee for Activefax integration. The software will be setup to run constantly on a computer (ideally the server) as a background service. You will also need a fax line that can be connected to an external USB fax-modem. Please contact us if you are interested in integrating with Activefax, we also offer a demo period to try it.

Once the software has been installed, generating a refill request is identical to generating it for fax. You will be able to go into the Activefax software and see if the refill request has been successfully transmitted.

Additional Settings

Business Control File Settings

There are several settings in QuickSCRIP that allow you to modify how the program manages and prints refill requests. These settings can be found in the Rx Label and Report Customization screen of the Business Control File.

  1. Start in the Pharmacy Main Menu
  2. Choose option 3 Utilities
  3. Choose option 3 Business Control File
  4. Choose screen 7 Rx Label and Report Customization

Line 12. Seperate Doc Fax by Cust feature works if you're using the Doctor Fax Queue. This feature will group printouts by customer. This setting is ignored if you generate faxes immediately, fax through Activefax, or transmit electronically with Surescripts.

Line 13: Seperate Activefax files feature only works if you're using the Doctor Fax Queue.

  • F will group files together that share the same doctor fax number.
  • D will group files together that share the same doctor name.
  • P will group files together that have the same patient.

Line 14: Doctor Fax List has options to print a list of total scrips to be faxed to doctors. Additionally, you can set QuickSCRIP to mark faxed prescriptions in the SIG lines here.

  • Y generates a line-by-line list of all Rx's that will be faxed to the doctors
  • N will not print this list.
  • M will not print a list, but will mark faxed prescriptions in the SIG lines with /FAXED mmddyy hh:mm:ss
  • L will print a list AND mark a scrip like option M.

Line 15: Fax Doctor Immediately setting this line to Y will cause both the @ and @1 commands to print directly to the printer. This feature bypasses the Doctor Fax Queue entirely.

Line 17: Ask Dr Fax Last Refill? can be set to prompt the user to send refill requests when filling a scrip. This feature can also prompt the user for a future date to send the refill request for Activefax and Surescripts.

  • Y will prompt the user to send a refill request if you're filling a scrip that has been refilled and has no available refills remaining.
  • A is the same as Y, but also asks for a future date to send the request (defaults to today). This feature requires Surescripts or Activefax.
  • X will ask to fax a refill request, but only on non-schedule drugs.
  • B is the same as X, but also asks for a future date to send the request (defaults to today). This feature requires Surescripts or Activefax.
  • N will not prompt user. User must manually enter @ or @1 to fax.

Doctor Communication Type

Certain doctors may prefer to receive refill requests a certain way. You can set individual doctors so that they ALWAYS receive refill requests by their preferred method.

  1. Start in the Rx Processing Menu
  2. Choose Option 10 MD Doctor File Main.
  3. Search for a specific Doctor
  4. Their preferred Communication Type can be set on line 26
    • F will Print or Activefax refill requests (based on how the system is setup). If the doctor is able to receive Surescripts claims, QuickSCRIP will ask how you wish to send it.
    • E will Email the doctor through Activefax.
    • P will send refill requests to the printer, regardless of whether you have Activefax or Surescripts.
    • S will send requests through Surescripts (this is turned on automatically when you first input a doctor's surescripts information).
    • N will NOT use any communication method. Disables the ability to generate requests for this doctor.

Customizing your Refill Request Form

While all pharmacies are setup with a default refill request format, we can customize this document to better meet your individual pharmacy needs. Please contact us if you are interested in having your refill request form modified. Information can be added, removed, rearranged, or re-sized.

We will need a copy of your current form, along with notes on any changes you need. Please specify if the document prints on a laser printer, an okidata or pin-fed printer, or is a form generated in Activefax. Also be aware that QuickSCRIP generates a different refill request format for controlled drugs (3s - 5s) as opposed to non-controlled drugs.