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Fred Dispense
NEW CUSTOMERQUICK REFERENCE MANUAL
May 2015
QUICK REFERENCE MANUAL
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Contact Fred IT Group Head Office — 03 9418 1800
Website — www.fred.com.au
Fred Help Centre — http://help.fred.com.au
Copyright Notice COPYRIGHT © 2013 FRED IT GROUPPTY LTD
PRINTED IN AUSTRALIA. NO PART OF THIS PUBLICATION MAY BE REPRODUCED OR
UTILISED IN ANY FORM OR BY ANY MEANS, ELECTRONIC OR MECHANICAL, INCLUDING PHOTOCOPYING, RECORDING, OR BY
INFORMATION STORAGE AND RETRIEVAL SYSTEM, WITHOUT THE PRIOR WRITTEN PERMISSION OF FRED IT GROUPPTY LTD
Trademark Notices Fred Pharmacy, Fred Retail, and Fred Services are registered trademarks of Fred IT GroupPTY LTD
The following logos and products are trademarks of Fred IT GroupPTY LTD
:
Fred Dispense, Fred Pak, Fred Connect, Fred NXT, Fred POS, Fred Office, Fred NUHQ, Fred Satscan, Fred Help, Fred Backup, Fred
Server, Fred Shop, Fred Net, Fred Phone, Fred EFTPOS.
Other Trademarks Microsoft, Microsoft .NET Framework, Microsoft Internet Information Services (IIS), Windows, Windows Vista, Windows 7, Windows Server2003, and Windows XP are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.
Dual Core, Quad Core Xeon, Core 2 Duo and Pentium 4 are trademarks of Intel Corporation in the United States and/or other countries.
Version: 1.00
Modified: 26 May 2015
http://help.fred.com.au/http://help.fred.com.au/http://help.fred.com.au/http://help.fred.com.au/
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CONTENTS
i
Contents
GETTING STARTED 1
Where to Find Help ........................................................... ...................................................... 2 Fred Help Centre (Online) .............................. ................................. ................................ ... 2
Contacting Fred Help by phone or email ........................................ ................................. ... 2
Training Webinars ................................ ................................ ................................ .............. 3
How to order stationery, till rolls and labels when they run out ........................................ ... 3
FRED DISPENSE MENUS 4
Overview of Fred Dispense Menus ....................................................................................... 5 Fred Dispense Menu...................................................................................................... 5
Dispense Menu ................................ ................................ ................................ .............. 5
Activities Menu ................................ ................................ ................................. .............. 5
Reports Menu .................................................. ............................... ............................... 5
Lists Menu ..................................................................................................................... 6
Setup Menu ................................................................................................................... 6
Help Menu ..................................................................................................................... 6
Keyboard shortcuts and fast keys ........................................................ ................................ 7
Keyboard shortcuts .............................. ................................ ................................ .............. 7
Fast keys ........................................................................................................................... 7 Date function keys ............................................................................................................. 7
THE DISPENSE PROCESS 8
Dispense Process at a Glance ............................................................... ................................ 9
Entering Prescription Details to Dispense New Scripts or Outside Repeats .................. 10
Pharmacist initials setup .................................................................................................. 10
Patient ................................................ ................................. ................................ ............ 10 Script Date ................................ ................................ ................................ ....................... 10
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CONTENTS
ii
Script Type ................................ ................................ ................................ ....................... 11
Prescribing Doctor ........................................................................................................... 11
Drug ............................... ................................ ................................. ................................ . 12
Directions ............................ ................................. ................................. ........................... 12
Repeats ........................................................................................................................... 12 Quantity ........................................................................................................................... 14
Price ................................................................................................................................ 14
Pharmacist initials ..................................................... ................................ ....................... 14
Editing scripts .................................................................................................................. 15
PATIENT MAINTENANCE 16
Patient Details ........................................................ ............................................................... 17 Adding new patients ............................. ................................ ................................ ............ 17
Entitlement numbers ........................................................ ................................ ............ 17
Allergies ................................ ................................ ................................ ....................... 18
Family linking ........................................................ ................................ ....................... 18
Modify Safety Net ............................ ................................ ................................ ............ 18
Patient Notes ............................................. ................................ ................................. . 18
PAPERLESS CLAIM 19
Paperless Claim ................................................................ .................................................... 20
Review and Organise Scripts ............................... ................................. ........................... 20
Finalising the Claim .............................. ................................ ................................ ............ 20
Closing the claim.............................................................................................................. 21
Reclaiming scripts ................................ ................................ ................................ ............ 22
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GETTING STARTED
1
S E C T I O N 1
GETTING STARTED
Thank you for using Fred Dispense! This QuickReference manual is designed to help you getstarted with common functions with Fred Dispense.
Our commitment to our customers starts with the suite of learning aids and assistance.
Fred IT Group provides full support for the entire range of Fred products.
Fred Help Centre. Download documents, tutorials as well as browse news and
forums about Fred products.
Fred Help Phone and Email support. Fred provides full support for the entire Fred
family of products and services. Questions concerning products and services,
installations, and the use of the software are handled by Fred Help
Consultants.
Training Webinars. A Webinar is an online training session where you can see a
PC at our offices and listen (via the PC’s speakers or headphones) to a trainer
Training Options And Training CDs. Request further training or a free training
CD.
In this section:
Where to Find Help ................................................................................................................ . 2
Fred Help Centre (Online) .................................................................................................. . 2
Contacting Fred Help by phone or email ............................................................................ . 2
Training Webinars .............................................................................................................. . 3
How to order stationery, till rolls and labels when they run out ........................................... . 3
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WHERE TO FIND HELP
2
WHERE TO FIND HELP
Fred Help Centre (Online)
To get help on Fred products, visit the Fred
Help Centre. Here, you can download
documents, tutorials as well as browse news
and forums about Fred products.
Go to http://help.fred.com.au to sign up to the
Fred Help Centre. Once you have signed up
you will be able to access useful resources with
links to:
information about new and future product
features, manuals and documents, and product
newsletters. forums and blogs allowing you to discuss
technology and products, provide feedback and
input into Fred technologies.
social networking tools that allow you to have
conversations with closed groups such as
friends or sister stores.
upcoming Webinar information and previously
recorded Webinars you may have missed, and
short movie tutorials about Fred products.
wiki-style knowledgebase information pages
which make it easy to find the information you
are looking for.
RSS feeds and alerts on new blog activity and
additions to the site.
Your Fred Help Centre login details
To ensure you don’t forget your login details,
write down your username and password below:
Fred Help Centre
Username:
Fred Help Centre
Password:
Contacting Fred Help by
phone or email
Fred IT Group provides full support for the entire
range of Fred products. Questions concerning
technical issues, how products work, and the
use of the software are handled by technical
support.
Fred Help
1300 731 888
8.30am - 9.00pm (EST) Mon – Fri
8.30am - 5.00pm (EST) Sat, Sun & Public
Holidays Fred Help Email
help@fred.com.au
When contacting Fred Help, consultants need to
ask a variety of questions to determine the best
way to proceed with your call. It may help to be
aware of the sorts of questions you will be
asked when calling with a Fred query or
problem. When contacting Fred Help, be
prepared to provide the following information:
The Fred software program(s) you are calling
about (i.e., Fred Dispense, Fred Office, andFred Connect etc.)
Providing specific details about what you want
will help the Fred Help consultant find you the
best answer.
The error message you receive (if any).
Step-by-step of your actions when the problem
occurred.
Determine if the problem occurring is on one
computer or on all computers.
How long the problem has been occurring.
Other aspects you are aware of that may have
contributed to the problem? For example: The
operating system you are using (i.e., Windows
XP or Windows 7).
http://help.fred.com.au/http://help.fred.com.au/http://help.fred.com.au/mailto:help@fred.com.aumailto:help@fred.com.aumailto:help@fred.com.auhttp://help.fred.com.au/
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GETTING STARTED
3
Training Webinars
A Webinar is an online training session where you can see a PC at our offices and listen (via the PC’s
speakers or headphones) to a trainer. Questions can also be asked via a Q&A Chat with questions
answered live or followed up via email after the webinar.Webinars are announced via the Fred Help Centre with topics based on customer feedback and
requests. If you ever miss a session, Webinar recordings are available at any time from the Fred Help
Centre.
To find out more about Webinars:
Visit the Fred Help Centre (http://help.fred.com.au) and click Webinars.
Other Training Options and Training CDs
To request further training or a free training CD:
Visit the Fred Help Centre, click Media, then Training CDs.
How to order stationery, till rolls and labels when they run out
You can order till rolls and labels via at http://www.fred.com.au/FredShop/
To find more about our product range or prices, contact Fred on 1800 888 828 or email
sales@fred.com.au
mailto:sales@fred.com.auhttps://www.fred.com.au/FredShop/mailto:sales@fred.com.au
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WHERE TO FIND HELP
4
S E C T I O N 2
FRED DISPENSE MENUS
In this section:
Overview of Fred Dispense Menus ........................................................................................ 5
Fred Dispense Menu ...................................................................................................... 5
Dispense Menu .............................................................................................................. 5
Activities Menu ............................................................................................................... 5
Reports Menu ................................................................................................................ 5
Lists Menu ..................................................................................................................... 6
Setup Menu ................................................................................................................... 6
Help Menu ..................................................................................................................... 6
Keyboard shortcuts and fast keys ........................................................................................ 7
Keyboard shortcuts ............................................................................................................ 7
Fast keys............................................................................................................................ 7
Date function keys .............................................................................................................. 7
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FRED DISPENSE MENUS
5
OVERVIEW OF FRED DISPENSE MENUS
To quickly access the menus in Fred Dispense, press the [ALT] key and then press the highlighted letter
of the menu to access. For example: To access the Reports menu, press [ALT] + [R].
Fred Dispense Menu
Diary/Calendar . The calendar displays with todayhighlighted. Details entered on a particular date
in calendar will display when Fred Dispense is
opened on that date.
Dispense Menu
Shows general shortcuts related to dispensing
and updating patient details. The keyboard
shortcuts are shown after the options listed on
this menu and can be used from either the Wait ’
screen or when dispensing.
Activities Menu
Pack labels. Save for multiple uses; e.g.
Methadone.
Drug Pricing — [F7]. View pricing details of any
drug.
History Merge. Use to:
1. merge one patient to another completely
(and remove the patient merged ‘from’) or;
2. move a drug from one patient’s history to
another.
Delivery label. [CTRL] + [D] Print an address label
after selecting a patient.
History Notes — [ALT] + [N]. Add a note or an
intervention to a patient’s history.
Quick Script Scan — [CTRL] + [Q]. View the most
recently dispensed scripts. Press [F4] on the
required script to be edit the script.
Drug Information. Access CMI or patient
information for a drug from the Wait screen when
dispensing. If a CMI or patient information is
required without dispensing the drug, startdispensing to a patient and after selecting the
correct drug, go to the Activities menu, select
Drug Information and the CMI or drug info
option will appear (where available).
Reports Menu
Reports are grouped under different headings,
e.g. Script , Drug Usage, Patient , Doctor and
Nursing home. Highlighting a heading using the
[] and [] arrow keys reveals individual report
options.
All reports generated will display the Report
Viewer screen to preview the report (without
printing).
Click the printer icon from the report viewertoolbar to print the report.
NOTE: A full history merge cannot be undone bysupport.
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OVERVIEW OF FRED DISPENSE MENUS
6
Lists Menu
Pharmacists. Update, add or delete a pharmacist
to allow dispensing.
Doctors. Update, add or delete doctor details.
Nursing Homes/Hospitals. Update, add or delete
Nursing Home/Hospital details.
Sig Details. Update, add or delete SIG codes.
Only User Sigs (Sigs added by the pharmacy)
can be deleted.
Own Brand Drugs. Update, add or delete your
own Private drug file and items separate from
the Main drug file. These items will then beavailable for dispensing privately but will not be
affected by drug updates.
Suburbs and Postcodes. Add commonly used
suburbs and postcodes to the function keys
([F1] to [F12]) as shortcuts.
The function keys can be used to select the
suburb when adding new patients.
Setup Menu
NHS Fees. Set NHS fees and rounding of NHSprices. These fees are set by monthly drug
updates.
Private Fees. Set Private fees, markups and
rounding of prices.
The list of fees and markups shown on this
Override Table can be used in the following
ways:
1. When the Price field is accessed in
dispensing for a non-NHS item, this table
displays. The price can then be overtyped
with a listed price or [TAB] will allow the
number next to the required fee to be
entered; then the number next to the
required markup to be entered.
The price made up from the base wholesale
(shown in the table) with this fee and
markup will be used. It is not necessary to
match the fee and markup numbers (e.g.
Fee 3 and Markup 6 can be chosen or any
other combination).
2. In the Drugs any of these fees and mark-
ups can be inserted into the Fee and/or
Markup field for that drug. From then on,when that drug is chosen for private
dispensing the fee and markup set will be
used instead of the defaults.
3. When dispensing, if a given fee and markup
are to be applied, they can be added to the
Rx Type field.
FOR EXAMPLE: If you want Cialis tablets to be
priced for a patient at Fee 4 and Markup 4,
go to the
RX Type field and enter P44. This will apply
Fee 4 and Markup 4 to the wholesale price.
Safety Net Limits. The Safety Net Limits are set at
the start of each year during the Fred Dispense
update and should not be changed.
Wastage Table. Set the table for wastage factor
calculations (i.e. used when dispensing split
packs). This is set by the Fred Dispense update
and should not be changed.
Owner Details. Set Name, Address and Approval
No. These are normally set up at installation and
should not be changed. These also allow theMain supplier to be designated and the default
pharmacist’s initials.
Dispense Options. Set dispensing options.
Label printer . Set print options on dispense
labels.
System Configuration. Set specific printers to print
labels, repeats and reports.
Help Menu
About Fred Dispense. Display the version of Fred
Dispense currently running.
View Newsletter . View the monthly newsletter.
The Fred Dispense newsletter is updated after
running the monthly update.
To view the newsletter you will need Adobe
Acrobat installed.
NOTE: The Doctor Code is a four letter code setby the pharmacist, which is normally the first threeletters of the surname, then followed by the first
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FRED DISPENSE MENUS
7
KEYBOARD SHORTCUTS AND FAST KEYS
Keyboard shortcuts
Press this key… To access…
[F2] Patient History display
[F3] Repeats Remaining
[F4] Edit Script
[F5] Drug Interactions display
[F6] Fred Debtors
[F7] Price Lookup
[F8] Patient Update
[F9] Old System History
[F10] Fred Dispense Menu
[F12] Clear screen
Fast keys
Press these keys … To access…
[CTRL] + U Update patient
[ALT] + C Claim menu
[CTRL] + J Junk directions
[ALT] + L Lists menu
[CTRL] + Q Quick scan
[ALT] + N History note
[CTRL] + T Patient entitlement
[ALT] + R Reports menu
[CTRL] + N Patient notes
[ALT] + S Setup menu
[CTRL] + [SHIFT] + - CPI print out
[ALT] + U Monthly Drug usage
report
[CTRL] + C Clear screen
[ALT] + A Activities menu
[CTRL] + V Last report
Press these keys … To access…
[ALT] + D Dispense menu
[CTRL] + M Modify Safetynet
[ALT] + X Exit Fred Dispense
[CTRL] + R Repeat script
[ALT] + F2 Alternate history
[CTRL] + E Edit script
[ALT] + F3 Owing scripts
[CTRL] + O Owing script
[CTRL] + I Patient extra information
[CTRL] + D Delivery label
[CTRL] + F2 All patient history
[SHIFT] + F6 Fred Pak program
[CTRL] + F4 Fred Debtors Program
[CTRL] + F6 Patient drug profile
Date function keys
From the Date field function keys the following
can be used;
Press this key… To do this…
Y Start of year
K End of week
+ Forward date by one day
- Back date by one day
M Start of month
T Insert Today’s date.
H End of month
[PAGE UP] Forward date by one month
W Start of week
[PAGE DOWN] Back date by one month
DID YOU KNOW? Fred Dispense was first created before use of the mouse was widespread. This means it isdesigned so that you can quickly and easily navigate through fields using the keyboard. For example: press the[TAB] to navigate through each field quickly.
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KEYBOARD SHORTCUTS AND FAST KEYS
8
S E C T I O N 3
THE DISPENSE PROCESS
In this section:
Dispense Process at a Glance ............................................................................................... 9
Entering Prescription Details to Dispense New Scripts or Outside Repeats. ..................... 10
Pharmacist initials setup ..................................................................................................... 10
Patient ................................................................................................................................ 10
Script Date ......................................................................................................................... 10 Script Type ......................................................................................................................... 11
Prescribing Doctor .............................................................................................................. 11
Drug ................................................................................................................................... 12
Directions ........................................................................................................................... 12
Repeats ............................................................................................................................. 12
Quantity ............................................................................................................................. 14
Price................................................................................................................................... 14
Pharmacist initials .............................................................................................................. 14
Editing scripts ..................................................................................................................... 15
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THE DISPENSE PROCESS
9
DISPENSE PROCESS AT A GLANCE
The quick reference diagram below outlines the dispense process in 10 easy steps.
Enter the prescription details following the simple steps below:
Select the Patient (see page 10) Enter the Directions (see page 12)
Enter the Script Date (see page 10) Enter the Repeat(s) (see page 12)
Enter the Script Type (see page 11) Enter the Quantity (see page 14)
Select the prescribing Doctor (see page 11) Enter the Price (see page 14)
Select the Drug (see page 12) Enter the Pharmacist Initials (see page 14)
Dispense Process in Fred
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ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS
10
ENTERING PRESCRIPTION DETAILS TO DISPENSE
NEW SCRIPTS OR OUTSIDE REPEATS
Pharmacist initials setup
The first step is to set up a list of Pharmacists.
Pharmacist details must be entered in this list
for dispensing to occur.
To add a new pharmacist:
1) In Fred Dispense, click the Lists menu,
and then choose Pharmacists.
2) To finish, click [Save].
Patient
1) In the Patient Name or Repeat No field,search for a patient by swiping the
Medicare card (if MCR available) or
entering any of the following combinations:
Do this: Example:
Surname Firstname FREDERICK, FRED
Comma Comma Address ,,123 JOHNSON ST
Patient Number 42280
Semi colon and first five
digits of the Medicare card
;33034
The result displays a list of names fitting thesearch.
2) Select the required patient by either typing
the Fast Letter on the left-hand side or using
the cursor bar to highlight the patient and
press [ENTER].
Script Date
The Script Date defaults to today’s date. Fast
date keys allowing rapid altering of the date or
the date can be simply overtyped.
FOR EXAMPLE: Press [+] and [-] to advance one
day forward and back; [Page Up] and [Page
Down] to go forward and back a month, or
press T for today’s date.
Enter the date the doctor prescribed the
medication.
At the end of entering date look at the Script
Type and the default Doctor entered. If correct,
press [ENTER] to move to the Drug field. If it
needs to be altered, press [TAB] to move across
and change it.
TIP! If the patient search does not show the
correct patient, select A to Add New Patient.
SEE ALSO: Date function keys (page 7) for moreshortcuts available.
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THE DISPENSE PROCESS
11
Script Type
The default Script Type is N (NHS) for all patients
except those with a Repat Number , where it
defaults to R (Repat ). The script type reduces
the selection of drugs to be shown. The ScriptType field also allows for extra dispensing
options.
The following script types are used:
Letter Script Type
D Dental
N NHS
P Private
R Repat
T Schedule 3 Recordable
E Optometrist
U Nurse
F Midwife
RA Repat Authority
B Doctor’s Bag
NO NHS Owing
PM Private Multiple
PW Private Wholesale
NV NHS Override
PC Private OTC Price
NS NHS Set Price
PN Private NHS Level
To mark a script as Owing, add the letter O after
the script type.
FOR EXAMPLE: NO for NHS Owing or RO for Repat
Owing
To mark a script as Authority , add the letter A
after the script type.
FOR EXAMPLE: NA for NHS Authority or RA for
Repat Authority
Prescribing Doctor
The Doctor will default to the patient’s last
doctor.
To search for and select a prescribing doctor
you can search by the following:
Do this: Example:
Surname First Name SMITH ALAN
Prescriber Number 2026228
Unique Fast Code SMIB
The result displays a list of names fitting the
search.
Choose the doctor using the fast letter down the
list or by moving to the doctor and pressing
[ENTER].
If the doctor is not found Fred Dispense displays
a selection with or .
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ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS
12
Drug
You can search and select a drug in one of the
following ways:
4. Type the Drug Code.
FOR EXAMPLE: AMX4
5. Type the drug name, form and strength or
combinations of the following:
FOR EXAMPLE:
PROTH shows both Prothiaden tablets and
capsules
PROTH C shows only capsules
PROTH 75 or PROTH T shows only the 75
tablets
PROTH 25 or PROTH 2 shows only the
25mg capsules
6. Type the strength or form to rapidly reduce
the size of the selection list to choose from.
The NHS code can be used for hard-to-find
items. To find Repat Dressings, enter the hash
symbol # or a forward slash / followed by the
NHS code.
FOR EXAMPLE:
#4904D or /4094D will find Repat item
Dermasorb dressing
If a generic item is chosen and more than one
brand is available a second Brand selection
screen will enable you to choose the brand to
be given.
Directions
Smart SIGs do not require the drug form to be
entered; thus allowing easy SIG entry.
FOR EXAMPLE:
1tds on Amoxil caps will expand to “Take ONE
capsule THREE times a day ”
Press [F11] for Generic brand substitution
search.
Turning off the smart SIG for the item. The form of
the drug determines the verb used and the
exact wording, which in most cases will be
appropriate for the drug being dispensed. If you
have a direction which is not appropriate, you
can turn off the smart SIG for the item by
placing a forward slash / at the beginning of the
directions.
Repeats
The Repeats field is where a new script , outside
repeat , deferred or Regulation 24 script is
determined.
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THE DISPENSE PROCESS
13
For outside repeats the format is Repeats
Authorized , forward slash /, followed by Times
already dispensed .
FOR EXAMPLE: If a Repeat form shows the No. of
Repeats Authorized 5 and No. of times alreadydispensed = 3, then enter 5/3 in the Repeats
field.
For Deferred scripts, enter D before or after the
number of repeats prescribed.
FOR EXAMPLE: For five repeats, enter D5 or 5D
into the Repeats field
For Regulation 24 scripts enter R before or after
the number of repeats prescribed.
FOR EXAMPLE: If the script shows five repeats,
enter R5 or 5R into the repeat field
At any stage of dispensing if you select an
Authority drug or enter a repeat or quantity
greater than the NHS maximum, Fred Dispense
will ask for the Pre-Approved Authority . If you do
not provide one, you will be asked if you wish to
dispense the item as Private.
Press [Esc] key to re-enter if an error is made.
Own Repeats
There are four ways to dispense an own repeat:
1. Scan the eRx barcode from the repeat
form. You scan the eRx barcode just as
you would an own repeat barcode. In fact,
on a repeat, the Fred-own repeat barcode is
replaced by the eRx barcode. The
information is sent securely over the
Internet from eRx to Fred Dispense in a
matter of seconds.
2. Use the unique repeat fast code.
3. From repeats remaining history — [F3].
4. Use [CTRL] + [R] and entering the Repeat
script number.
Using the Unique Repeat Fast Code
1) The Unique Repeat Fast Code can be entered
in the Patient Name,Repeat No field or
Drug Name field.
2) The details of the repeat to be dispensed
will display on the screen to be double-checked by pharmacists. This can be
dispensed by entering the pharmacist
initials.
From Repeats Remaining History (Dispense 3
conversions)
1) Select the patient and press the [F3] key to
display patients ‘Repeats Remaining History’ .
2) Select the script to dispense and press
[ENTER].
3) Details of the repeat to be dispensed will
display on the screen to be double-checked
by pharmacists. This can be dispensed by
entering the pharmacist initials.
Enter the Repeat script number (Conversions
excluding Dispense 3)
1) Press [CTRL] + [R] and enter the Repeat
Script Number .
2) Details of the repeat to be dispensed willdisplay on the screen to be double-checked
by pharmacists. This can be dispensed by
entering the pharmacist initials.
NOTE: This will be used for Dispense 3
conversions.
NOTE: This will be used for conversions
(excluding Dispense 3) until they start getting
Fred Dispense repeats back.
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ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS
14
Quantity
The Quantity field defaults to the NHS
maximum quantity. Most times you will not need
to change this field. If a quantity is not provided,
you will be prompted to enter a quantity greater
than zero.
To move to the Quantity field, press the [TAB]
key from the Repeats field and type the quantity
you wish to dispense. e.g.: 1 qty
Price
The Price field will have the normal calculated
price (patient contribution). Most times you will
not need to access this field.
If you must change the price, press the [TAB]
key from the Quantity field and change the
price as required.
To override the price for a Private item, press
[TAB] to move the cursor to the Price field and
simply overwrite. Alternatively you can access
the Private Pricing screen as displayed and.
choose to enter a Fee and Markup to calculate
a price
Pharmacist initialsThe Pharmacist Initials field is the final
confirmation step before printing and saving the
script. It will default to the last pharmacist who
dispensed from Fred Dispense.
All initials are validated against the
Pharmacist’s Details list from the Lists menu.
You will have to add new pharmacist initials to
the list before they can dispense.
Once the pharmacist’s details are entered, Fred
Dispense will save the script and a label and the
Repeat (if any) will be printed.
TIP! If you enter a quantity greater thanthe NHS maximum, Fred Dispense willask for the pre-approved authority. If youdon’t provide one you will be asked if you
wish to dispense the item as Private.Press [ESC] to re-enter if an error is
TIP! If two or more pharmacists are dispensingfrom the same terminal, Fred Dispense can beset to clear these initials after each patient. Thisoption can be changed in in Dispense Options
> Clear ints when diff patient: Y or N
SEE: To learn how to add a new pharmacist in
Fred Dispense, see Pharmacist initials setup (page 10).
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THE DISPENSE PROCESS
15
Editing scripts
Editing requires you to choose the prescription you want to edit or reprint. Scripts can be edited in one of
two ways:
Option 1. Choose Script to Edit by Number from the Patient Name/Repeat number field or the DrugName field, and then enter the script number you wish to edit or reprint preceded by the letter E.
FOR EXAMPLE:
To edit the script 123456 , type E123456
Alternatively press [CTRL] + [E] or [F4] to open the prompt to enter the script number to edit or reprint.
Option 2. Choose Script to Edit from Patient’s History. This option allows you to edit a script without
requiring a script number.
1) Select the patient.
2) Press [F2] to display the Patient History .
3) Use the cursor keys to move to the script you want to change.
4) Press [F4] to edit chosen script.
For both of these options the Wait screen appears displaying the chosen script with the many reprint or
edit options.
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ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS
16
PATIENT MAINTENANCE
In this section:
Patient Details ......................................................................................................................... 17
Adding new patients ........................................................................................................... 17
Entitlement numbers ...................................................................................................... 17
Allergies ......................................................................................................................... 18
Family linking ................................................................................................................. 18
Patient Notes ................................................................................................................. 18
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PATIENT MAINTENANCE
17
PATIENT DETAILS
To update an existing patient, press the [F8] key after selecting the patient to display the Patient Details
screen.
Adding new patients
To add a new patient type in the patients
surname at the Patient Name or Repeat
Number field, press [ENTER] and press [A] to
. Patient details are then
added in the Patient Selection screen (below).
Entitlement numbers
Fred Dispense has only three fields for
concession and entitlement numbers in the
Patient Details screen.
Concession numbers. Use for concession,
pension or safety net concession numbers and
entered as follows:
Pension or Concession numbers.
FOR EXAMPLE: 303562856K
Concession type as C and number entered in
concession no field.
Safety Net concession numbers.
FOR EXAMPLE: CN405785986
Concession type as and number entered in
concession no field
Repat numbers. This field is used for Gold ,
Orange or White Repat cardholders. Enter the
Repat type as either , , or leave
blank if unknown and enter the Repat Nonumber.
TIP! To add a Medicare card, from the Surname field either swipe the Medicare card using MCR or
press [TAB].
Patient Details
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PATIENT DETAILS
18
Safety Net numbers. This field is used for patients
that have a full safety net entitlement number.
FOR EXAMPLE: SN504263986
AllergiesTo add the patient's known allergies to
the patient's details, press [F8] to access the
Patient Details screen, and then click [Allergies].
The left hand side of the screen displays a list of
allergies to choose from. Highlight the allergy
required and either press [ENTER] or click [Add
] to transfer it to the patient’s allergy list
(right hand side of the screen).
To remove an allergy, highlight the allergy to
remove (right hand side of the screen) and click
[ Delete].
Family linking
To link patients to families, press [F8] to access
the Patient Details screen, and then click
[Family Maintenance] or click the Activities
menu, and choose Family Linking.
The current patient selected appears in the
upper half of the screen. To add a new family
member, type in the patients name in Patient
Search field and highlight one patient to be
added, and then press [ENTER]. This adds the
patient to family in upper screen and alters PRF
details to combined family PRF details.
Modify Safety Net
To add Safety Net totals from outside
pharmacies, press [F8] to access the Patient
Update screen, and then click
[Modify Safety Net]. Outside script count andscript amount details are entered under the
Other field.
Patient Notes
To add patient notes, press [F8] to access the
Patient Details screen or click the icon on
the toolbar.
Important messages to a patient can be added
in the patient notes by placing a hash symbol
before and after the message:
FOR EXAMPLE:
#check for similar drugs#
When this patient is selected, a red screen will
appear with the message. press C to continue.
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PAPERLESS CLAIM
21
3. Return to the PBS Online Reports dialog,
and set the Report Type field to V to run the
Claim Validation report.
4. Select the relevant Claim Validation
Options or All Validation Options, then
click OK to generate the report.
The Claim Validation Report checks for
problem prescriptions in your current claim. This
report also identifies non-transmitted scripts in
the claim.
Note: A claim cannot be closed if it contains
non-transmitted scripts.
Closing the claim
1. When you are ready to close the claim,select Generate/Finalise Claim File from
the Activities menu or (ALT + C), G
2. At the prompt, click Yes to confirm you want
to generate and finalise the claim.
The Paperless Claim for Payment
Certification is displayed.
3. Acknowledge the certification (with a tick)
and enter the pharmacist’s initials.
A claim closure message is sent to Medicare
directly from Fred Dispense via PBS Online. No
additional paperwork is required.
Reminder: As usual, it is recommended that
your scripts are sorted and stored correctly.
The Paperless Claim for PaymentCertification is displayed only when all PBNS
scripts are successfully transmitted to PBS
Online
If you receive a Non-Transmitted Scripts
Warning whilst attempting to close a claim:
1. Ensure that you have checked that Fred
Connect is running.
2. Check you have a working internet
connection.
3. Click OK to try to transmit the non-transmitted script(s) now.
4. Re-check the Validation report for non-
transmitted PBS online scripts (as explained
above).
Note: Fred Dispense will display the non-
transmitted Warning whenever attempting to
close a claim that contains non-transmitted
scripts.
If there are three consecutive close claim
attempts that report the same number of non-
transmitted scripts, the following prompt will be
displayed.
If you have performed all the checks described
above and re-attempted to close without
success, contact Fred Help for assistance.
Tip!
Generating Claim for previously closed claim
periods is not recommended as best practice
with the new claiming processes.
It will result in a rejection message from PBSonline advising that the claim has already been
closed.
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PAPERLESS CLAIM
22
Reclaiming scripts
Reclaiming scripts that have been rejected
1) Edit script by using [F4] or [CTRL] + [E]
followed by the script number.
2) Make the appropriate script changes bychoosing Edit Rx from the Wait screen.
3) Choose Reclaim Rx from the Wait screen to
reclaim in current claim.
Reclaiming scripts with changed entitlement details
1) Select the script to edit by using [F4] to get
to the Wait screen, and then press [CTRL] +
[E] followed by the script number.
2) Press [F8] to access the Patient Details
screen and make the appropriate entitlementchanges. Press [END] to save changes.
3) Choose Reclaim Rx from the Wait screen
and the following warning screen will appear.
Patient Entitlement details have changed
Update script with current patient entitlement
details
Yes/No
4) Do one of the following:
If it is to be reclaimed with the new status,select es.
If it is to be reclaimed with the original
status intact, select o.
Reclaiming a script on hold
1) Edit script by using [F4] or [CTRL] + [E]
followed by the script number.
2) Choose Reclaim Rx from the Wait screen to
reclaim in current claim.
NOTE: After editing the Rx, finalise the Rxby entering the pharmacist initials. Aconfirmation message ‘Script in PreviousClaim’, the claim number is displayed andyou have the option to reclaim script incurrent claim period;
Or you can follow step 3 (below) and reclaimwithout editing generating the report.
SEE: For more detailed information on claimreports, including PBS online Report Parametersvisit to the Fred Help Centre
(http://help.fred.com.au).
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Fred IT Group Pty Ltd
1300 731 888 (Local Call Cost)
Fred Help Centre: http://help.fred.com.auEmail: help@fred.com.au
8.30am - 9.00pm (EST) Mon – Fri8.30am - 5.00pm (EST) Sat, Sun & Public Holidays
www.fred.com.au