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ePrescribe - The MacPractice ePrescribe Ability

About ePrescribe
MacPractice, in conjunction with NewCrop Electronic Prescribing system, allows for electronic prescribing, reducing redundant data entry and retaining prescription history in the patient's clinical record in MacPractice. NewCrop also offers automated allergy, drug information and review, herbals, managed care formularies, drug interactions, and leaflets for patient education in 18 languages (some features offered on a subscription basis). Managed care connectivity, as an option, also provides an all-doctor drug history. All of these features are provided through an interface in your current MacPractice software.

Navigating ePrescribe Tabs
Creating A Prescription
Additional Features

Information About DEA Schedules and EPCS
As of late 2015 all 50 states are now permitted to electronically prescribe controlled substances (Schedule 2-5 drugs) through an authorized ePrescribe vendor. Prior to this any Schedule 2-5 drugs had to be printed on a state-mandated form and signed by hand. Electronic Prescribing of Controlled Substances (EPCS) is not required by law, except New York state effective March 27,2016. Providers in states other than New York may still write prescriptions on their state-designated pads. For more information about DEA schedules see the DEA's website. A list of frequently asked questions can be found here.

For more on the NY state mandate see the full FAQ: http://www.health.ny.gov/professionals/narcotic/electronic_prescribing/docs/epcs_faqs.pdf

For more on EPCS please see ePrescribe - EPCS

ePrescribe Set-Up
Before using ePrescribe, configure MacPractice Preferences and User Privileges to enable your staff to view prescriptions or enter information into ePrescribe. It will be necessary to contact MacPractice Support at 877-220-8418 or pop the Bubble for assistance.

MacPractice Support strongly recommends that your review the NewCrop documentation and videos under the Admin tab of ePrescribe, located in the Rx ability.

Fetching License
Once enrolled in ePrescribe the ability will need to be activated by fetching the MacPractice License. To do this go to the MacPractice Preferences and click the Fetch License button located in the Abilities section of the Preference window.
Note: License can only be fetched from the server computer.

Upon clicking ‘fetch license’ MacPractice will prompt the user to logout. After logging out and back in, the license has successfully been fetched. Open the Preference window, and confirm ePrescribe is listed in the preference sidebar.


For information about setting up ePrescribe visit: ePrescribe - Setup and Preferences

ePrescribing Tips

  • ePrescribe in MacPractice is web-based. All information is saved in real-time as you move within the interface. To make sure all information is accurate, it is best to not use the Forward and Back buttons in your MacPractice toolbar, but instead navigate within the NewCrop window.
  • NewCrop requires an active internet connection. If issues are experienced when trying to access ePrescribe, be sure to check that the computer has an active internet connection.
  • After a period of inactivity on the site, NewCrop will automatically log you out of the system. To rectify this, click on another ability or another area of the software, then click on ePrescribe again to regain access.
  • Some pages within the ePrescribe interface have "Print" buttons. If the print button doesn't garner a response, use the Command-P keyboard shortcut or go to the File menu and choose Print within MacPractice.

Information on Medicare's Reimbursement Policies
With the increasing interest in the ePrescribe ability, we anticipate many will have questions about how to properly bill Medicare to receive the rebate incentives at the end of the year. CMS has provided many educational materials about properly filing claims to qualify for the incentive program.

eRx Implementation Guide (direct download)

Navigating ePrescribe Tabs
This document is going to outline the basic content of the tabs within the ePrescribe Ability.

Select Dr./Staff
This tab allows a user who is not a doctor to designate which doctor, midlevel or staff personnel should be assigned to a prescription.


Compose Rx
The Compose Rx Tab is where the details of new prescriptions are created, reviewed, and transmitted. This is tab most frequently used in ePrescribe.
Note: Clerical Staff users do not have access to this tab.


Med Entry
This tab is used for entry of existing patient medications written by a provider not in the office, or if the patient is taking over-the-counter medications.
Note: Nothing entered here is sent to pharmacies.


Pt. Details
The details from your patient's MacPractice information appear here. If the patient has multiple insurances on their account, you can set which of their insurances should be listed as primary. This is also where insurance for formulary is set.



Pt. Notes
Notes about the patient can be entered here. Once a note is entered, it cannot be deleted.


Diagnoses
This is a list of existing diagnoses for the patient. Patient diagnosis will sync from the patient’s problem list in MacPractice.


Admin
The Admin Tab is where the preferences within ePrescribe are set. There are also various prescribing reports located under this tab.
Note: Doctor/Mid Level users may have different preferences than Nurse/Clerical Staff users.


Creating a Prescription in ePrescribe
Use the following steps to CREATE a prescription with ePrescribe.

  • Choose a patient and switch to One mode in MacPractice.
  • Retrieve results by searching for the medication with Drug Search.
  • Enter the medication information and save.
  • Additional prescriptions are added in the Pending Area.
  • Transmit or hold the prescription in the Review page.
  • Electronic prescription complete

This section of the documentation outlines each step in the process.

Choose a Patient
Before creating a prescription, a patient must be selected and MacPractice must be in One mode. The patient name will appear in the patient selector located in the sidebar of the MacPractice window.


With a patient selected, the patient selector will display the patients name.


Click the ePrescribe node in the sidebar of the Rx Ability. The ePrescribe (NewCrop) interface will display with the patient's name. Prescriptions will be created in the Compose Rx tab of the ePrescribe interface.


Search for a Medication
In the ePrescribe window, search for a medication by exact name. If a drug is incorrectly spelled, it will not yield any results. A search can be performed with a minimum of three characters. Five or more characters are recommended.

Click the Drug Search button or press the Return key on your keyboard. The medication results will display under Drug Search Results. If unable to locate the medication, verify that the spelling is correct.


Select the appropriate result to continue creating the prescription.

Some drugs will have “Drug cannot be transmitted due to missing National Drug Code(NDC)” next to it. This means that the drug is no longer recognized as a prescribable drug, and an alternate/equivalent medication must be selected.

  • NewCrop has a link to an alternative/equivalent drug next to the obsolete selection.
  • This occurs when the patent of a brand name has expired (generic available), or when the ingredients in the drug have changed; thus requiring it to receive its own NDC.



Enter Medication Information
Enter the prescription within the Medication Information window. The medication selected from the Drug Search Results will display at the top of this window. The Medication Information window is divided into six columns, a bottom row, and the Save Rx or Cancel box.


Enter the items per dose in the first column by selecting from the menu.


Select the medication type and route in the next column.

Additional checkboxes are provided for PRN, DAW/DNS (Dispense as Written/Do not Substitute), or One Time medications. Check Save this sig and add to Doctor's List to save the Additional Sig field (directly below) for future use.


Select the frequency in the Select Frequency column.


Within the Dispense column, the (#) box will calculate automatically for non-liquid medications, but allows for manual adjustment. Start by entering the number of days to supply in the Days Supply field or select the number of days from the links. This will automatically calculate the dispense number. To create an additional prescription with a ninety day supply for mail order pharmacies, click to check the 2nd rx 90 day checkbox.


Select the packaging type in the Packaging column. Set liquid medications to Milliliter or Bottle.


Set the number of refills in the Refill column.


Within the Sig row, add an Additional Sig for the prescription label, or a Pharmacist Message that will display for only the pharmacist.


To save Sig information for future use, Click the "Save this sig and add to Doctor's List" checkbox directly above the Sig fields.


While not required by most medications, a Diagnosis can also be selected from the Diagnosis field.

Once all of the medication information has been entered, click the Save Rx button located underneath the packaging information.


After Saving a Prescription
With the prescription saved, continue to the pending area in ePrescribe. Add more medications if the patient needs another prescription.

To create another prescription, enter the medication into the Drug Search field. Edit the additional medication and click Save to return to the Pending Rx area.


The medication entry in the Pending Rx window lists the Drug, Sig, Count, Refills, and Source for the prescription that is to be createdClick the Edit button to edit the prescription, the Spyglass icon to enter notes and Patient Educational Information, or Cancel (X) to remove the medication without creating a prescription.

Select the Take Complete RX to Review Page button to continue to the Review page.


Review - Add - Transmit
The Review page displays the medication entry with an additional Sch* (Schedule) column. This column indicates the schedule of the medication. Schedules 2-5 can only be transmitted after enrolling the provider for EPCS.

Above the medication entry is the Drug Interaction Check Interaction information, with four buttons.

  • Route Page is used to set the Leaflet information for the prescription.
  • Leave for Doctor/Leave for Staff leaves the medications in a pending state. The button will read "Leave for Staff". for a prescriber, and "Leave for Doctor" for any other staff using ePrescribe.
  • Finish / Add to Current Meds adds the medications to the patients record without creating a prescription.
  • Return / Additional Rx returns to the main Compose Rx page.



Click the Route Page button to access the Route Rx window and set the leaflet information. Select the number of copies and language, then check the leaflet check box.


The Print RX/Add to Current Meds button will print the information and add the medication to the patient's list.

Click the Transmit Rx button to access the Transmit Rx page and select the pharmacy.

The Transmit Rx page displays the Pharmacy List. If the patient has previously used a pharmacy, a black dot will appear to the left of the pharmacy result. Each pharmacy result on the list displays the name, address, phone, and fax of a pharmacy. The eRx column will display a green dot to indicate that a pharmacy receives electronic prescriptions. If there is no green dot in this column, the pharmacy does not accept electronic prescriptions and the prescription will be faxed.


Select the Add Pharmacy button to add a new pharmacy to this list, or select the desired pharmacy result and click the Transmit Rx/Add to Record button to send the prescription.

Canceling a Prescription in ePrescribe
To cancel a medication in ePrescribe, find the medication on the Compose Rx tab and click the cancel (X) button. Note: this can only be done with ‘Pending Medications’.


View this cancelled medication by clicking the Cancelled Mid-Process box near the bottom of the page. The medication will also be moved to the Inactive Meds node in the MacPractice sidebar.


Cancelled medications cannot be moved back to pending from within ePrescribe. Instead, drag the medication from the Inactive Meds node to either the Prescriptions or Medications nodes to reactivate it in ePrescribe.

Sending Rx to ePrescribe from MacPractice
Prescriptions can also be added to ePrescribe using MacPractice within the Rx ability. First, create a patient prescription in the Active Med List node of the Rx ability.



Within the ePrescribe node, the medication will be listed under the Compose Rx tab. Select the medication by clicking the pink checkbox. Edit the medication with the Edit button or enter notes and Patient Education Information with the Spyglass button.

Click the box and click Select to send the medication to the Pending Rx tab. From there, continue to work in ePrescribe to send the prescription.




To remove the medication in ePrescribe, move it to the Inactive Meds node in the Rx ability sidebar in MacPractice. The medication can be viewed at any time by clicking the box next to Discontinued/Previous. The medication will be displayed under Previous Medications for Patient.

Additional Features
ePrescribe has many other features apart from prescribing medications. This section of the documentation provides a guide to additional tabs and abilities in ePrescribe.

Doctor's List
Pharm:Fax:Pend
Processing Renewal Requests
Formulary Checking
Drug History
Allergies
Diagnoses
Advertisements/eCoupons
Instant Renewals
Magnifying Glass
Managing Pharmacy Lists
Face Sheets
Progress Notes
Prescriber Report
Monograph/Leaflet
Location Page
Imported Information
Orders
Drug Sets
Drug Sets/Compounds
Prior Authorization

Doctor's List
Medications that the Doctor has added to the Doctor's List can be used by clicking on the Doctor's List button.


Click directly on the medication name to add the medication as pending for this patient. Add additional medications to the Doctor's List by clicking the Save this sig and add to Doctor's list checkbox in the Medication Information window.


To remove items from the Doctor's List, click the checkbox on the far right of the medication and click the Remove from List button.

Pharm: Fax: Pend:
At the top of the New Crop page is the Status Bar. This appears as 'Pharm: Fax: Pend:'. Clicking on the Status Bar from any NewCrop view will bring the user to the Status Page.

  • Pharm:  shows the number of renewal requests. These are also known as PharmCom or pharmacy communications. To see the pending pharmacy renewal requests, twist down the arrow next to the ePrescribe node and click on Renewal Requests in the sidebar.

  • Fax: shows the number of failed fax transmissions. Click on the status bar to access the status page. All failed faxes are displayed. Return to the patient account to resend the fax or verify the pharmacy fax number.


To see why a fax failed, return to the patient's Compose Rx page and click on the Spyglass icon. This will display the drug detail and history page. To re-transmit a failed fax, click the ReTransmit Batch button. Alternatively, click the RePrint Batch button to print a paper Rx instead.

  • Pend: will display any prescriptions that have not been transmitted. Click the Pharm: Fax: Pend: status bar to view a list of pending prescriptions.

The All Doctor Review List at the bottom of the status page shows pending medications for all doctors.

Processing Renewal Requests
Electronic renewal requests will not be received until five successful outgoing electronic prescriptions have been sent. After this, SureScripts will notify participating pharmacies that your office can accept electronic renewals. SureScripts also monitors the renewal response time. If the response time is consistently greater than 48 hours, not including weekends and holidays, SureScripts will remove the electronic renewal request capability.

Access the renewal requests from the sidebar in MacPractice. Click on ePrescribe and twist down the menu to see "Renewal Requests."

When renewal requests are received, the list will be populated here. Renewal requests that are highlighted in yellow are not yet tied to a patient, while those highlighted in green are already tied to a patient. Requests are received from the pharmacies in a text format and will need to be associated to a patient in the MacPractice/NewCrop database. Click on the "Select Patient" button of a renewal request to search for a patient within MacPractice.

If the renewal request was routed in error, click the "Deny" button.


Select a required denial reason before sending it back to the pharmacy. If an appropriate message is not in the list, type one in the "Message to pharmacist" field.



If this is a valid renewal request to approve, select a patient and click the "Approve" button. The prompt will ask if you are sure you wish to continue. Click Approve to continue, or Cancel to return to the previous screen.

The PharmCom Drug selection page will appear for any approved renewal request, with specific information on the renewal (Note Picture: 1). Some requests will come as text without a drug ID. Select a drug from the NewCrop database and select the matching drug and formulation from the list. If the pharmacy sends the drug ID, the system will make a drug match. Select the appropriate drug and it will be placed at the top of the screen, similar to creating new prescriptions from the compose page. (Note Picture: 2)

The only change you will be able to make is the number of refills. (Note Picture: 3)

Click the "Accept" button to transmit the renewal response to the pharmacy. (Note Picture: 4)

To make changes to the drug strength, dosage or dosage frequency, use the "Deny and Rewrite" option. (Note Picture: 5) Choose a different drug or change the drug signature and the new drug will be listed at the top of the screen. Click the "Accept New Prescription" button to accept the changes.


To locate a history of electronic renewals processed per patient, click on the checkbox next to "Pharmacy Communication" on the Compose Rx screen. This will display a history of electronic renewal requests for the selected patient.


To see a global history of processed electronic renewals, visit the Pharmacy Communication Log on the Admin page. If a prescription is denied, particularly for an incorrect patient, a record of the transaction will only appear here. Approved prescriptions are added to the patient Current Medication List.

To access the Pharmacy Communication Log, click on the Admin tab and click the Pharmacy Communications Log link on the left of the page to access the Patient PharmCom Log page.


Formulary Checking
Formulary checking with a patient's insurance benefits is possible with the Comprehensive (Advanced) version of ePrescribe. This displays coverage status for each drug, specific to the patient's insurance coverage. To accomplish this, Health plans must be listed for the account and assigned to each patient.

Before using formulary checking, a list of insurances and formularies must be established. Once selected, the Health plans and associated formularies are displayed as a drop-down list for each patient on the Patient Detail pages. Formularies are more specific than the insurance coverage. For instance, Blue Cross may provide a different formulary with each plan (i.e. PPO vs. HMO). In addition, coverage may differ by employer. Inspect the list of alternative formularies to find the one matching the patient's coverage as listed on their card or benefit information. Preferred drugs will generally be the same across formularies for a given Health plan. Contact employer benefit managers for additional information.

To build the formulary list, begin in the Admin tab within ePrescribe. Click on Account Health plan List.


Next, click on Add additional health plans.


NewCrop will load state specific choices. Check the box next to any desired plans and click the Add to List button. Search for specific plans with the search function. Type the name in the search bar and click the Search button.


Once the plans are added, they will display in the Current Account Health plan / Formulary List. Associate these plans to patients to begin using formulary checking. To assign a Health plan to a patient, click on the Pt. Details tab. Select the patient's formulary from the menus, which display the list of formularies added from the Admin page. Click the Save Insurance/Formulary button when finished.


The formulary status displays in the left hand column as medications are searched.


The formulary status also displays on each Pending Rx.


If a drug that is not in the formulary is selected, some formularies will display possible formulary alternatives when clicked.


Patient Drug History Through RxHub
With the Comprehensive (Advanced) version of ePrescribe, RxHub provides access to patients' prescription history as supplied by health plans with participating pharmacy benefit managers.

Use caution when requesting patient prescription history. It is possible the history may not be complete. It will not show prescriptions the patient paid for with cash. In addition, some state laws prohibit the display of psychiatric and other "sensitive" medications.

Patients will be matched in the RxHub database based on the patient's first and last name, date of birth, gender and zip code. If this information is not completely accurate in MacPractice, RxHub will not find a match. Additionally, some patients may not be available in the RxHub database. Patient prescription history relies on information from pharmacies and insurance companies. It is possible that the patient's insurance plan does not share this information resulting in the patient prescription history to not be available.

The patient's RxHub status displays underneath his or her name on each ePrescribe tab. If a match is not found the error "Patient not found Resubmission not allowed" will display. Confirm that the patient's name and demographic information is accurate.

Once the patient has been identified, a checkbox to display the Pharmacy Benefit Manager Details for the patient, and the pharmacy benefit administrator's name will be shown.


Click on the Rx History/RxHub link to view the patient's prescription history. If you check the box next to "Show Pharmacy Benefit Manager Detail" you can also click on the Drug History link to view the prescription history. Both links will open the same window.


In the RxHub window, specify how much prior history you wish to view and click the "Request Prescription History" button to pull up the history. Depending on the breadth of data, this may take a minute.


You can import a patient's previous prescriptions from the RxHub data by checking the box in the import column and clicking "Import to Patient Record" button.


The drug will be added to the patient's current list of medications in your ePrescribe ability and you will see it on the Compose Rx page. The drug will be tinted beige, letting you know it was imported. You can then use that drug reference in conjunction with other ePrescribe features.



Adding An Allergy/Intolerance
With the Comprehensive (Advanced) version of ePrescribe, the patients' Allergies will be included in performed drug reviews.

Adding the Allergy in MacPractice
Add an allergy in MacPractice by selecting the Clinical tab in the Patients ability. Click the Allergy tab followed by the plus button. Select the allergy from the resulting list. If the patient has multiple Allergies, hold the command key on your keyboard and select the results as required.

Allergies that are added in MacPractice will synch to NewCrop. Allergies can no longer be added at the NewCrop site. So it is important that any allergies, a patient has, be added within MacPractice.


With the allergy added, enter the Last Checked, Severity, Status and any necessary notes. In the ePrescribe ability, the allergy will be added to Compose RX page.

Editing/Deleting An Allergy:
If you wish to edit or delete allergies in MacPractice, select the allergies and make any changes. To delete the allergy, simply highlight the line and click the red minus key. This will remove the allergy.

Drug Interaction and Allergy Reviews
With the Comprehensive (Advanced) version of ePrescribe, drug reviews for drug interactions and patient conditions or allergies can be performed. Perform a drug review for existing medications by clicking on the Drug Review link above the Current Medications list on the Compose Rx tab.

This will perform an instant drug review for all current drugs, allergies, and conditions for the selected patient. The instant review will not check pending medications or imported prescriptions. Performed reviews, such as drug-to-drug interactions, drug-to-condition (ICD-9), and drug-to-patient-allergy, will be listed under the patient demographics.


Drug reviews will also be performed on pending prescriptions taken to the review page. Performed Drug Reviews will be displayed before the Print/Transmit page.

Adding Diagnoses
ePrescribe uses a patient's listed chronic diagnoses when performing drug and condition checking. Diagnoses will be listed in ePrescribe under the Diagnoses tab. This information can be found in MacPractice in the Patient ability under the Clinical tab, under the Problem List sub tab. To add a diagnosis for a patient, click the green plus button. Select the desired diagnosis from the resulting window. The ICD-10 code and description will display in the Diagnosis table. The Use column controls whether the diagnosis is used in the patient's ledger when creating new charges or the diagnosis appear in ePrescribe. Uncheck the box to avoid adding the diagnosis to future charges.



Diagnosis with a status of "Inactive" will still show in ePrescribe if the “Regularly Treated" checkbox is checked. To completely inactivate a diagnosis you must set its status to inactive as well as uncheck the “Regularly Treated" checkbox.

You may also choose to indicate the onset date of the patient's diagnosis. This data will appear in ePrescribe as well as the Recorded date, which is the date the diagnosis was entered.

Advertisements and eCoupons
The ads and eCoupons seen in ePrescribe are a normal feature that showcase drug advertisements and coupons that are available for your patients. These are features that NewCrop has integrated into their ePrescribing product and they can be removed in the ePrescribe Admin Settings by any user who has Doctor Privileges.

Once inside the Admin tab, check the boxes next to Hide Patient eCoupon and Hide Banner Popups, then click save.

Instant Renewals
Instantly renew a previously transmitted prescription from the patient's Compose Rx screen. Under the patient's Current Medications list, select the medication to renew with the Select checkbox. Select a pharmacy from the menu of past patient pharmacies below. Click on the Instant Renewal button to renew the medication.


An instant renewal confirmation will appear above the drug search area.

Magnifying Glass Icon
Click on the magnifying glass next to a drug to see the prescription detail information.


Click the magnifying glass on a previously transmitted or printed prescription from the Current Medications list. The resulting window will show the Original Rx, Rx Notes, Print/Transmission Log, Sig History, and so on.

Managing Pharmacy Lists
Create a list of commonly used pharmacies in the Admin page by clicking on Location Pharmacy List. Previously entered pharmacies are managed here.


To remove a seldom used pharmacy, check the box in the delete column and click the Delete Checked button. Click on Add Pharmacy to add a pharmacy.


Search for pharmacies by zip code, phone/fax number, address or pharmacy name. It will likely be easiest to search for pharmacies by zip code. Enter your search criteria and click the Search button.


From the pharmacy results, check the Add box and click Add Checked Pharmacies button to add a pharmacy to the Pharmacy List page. The erx column displays whether the pharmacy accepts electronic prescriptions. Prescriptions sent to a pharmacy without a green dot in this column will need to be faxed. If the desired pharmacy is not found, broaden the search or search by address instead of zip code.



After the pharmacy is added, it will appear on the list. If the pharmacy doesn't accept electronic prescriptions, click the pharmacy name to add a fax number and click Save Fax Number button.


Pharmacy Legend

  • Green = accepts electronic submissions
  • Green with Black “C” = allows electronic submission of controlled substances
  • Blue = Available via Mail order
  • Black = Patient has previously used selected pharmacy

Face Sheets
A patient face sheet can be generated using ePrescribe. With a patient selected in One mode, select the Compose Rx tab or the Med Entry tab and click the Face Sheet link. The Face Sheet will detail a patient's demographic information, allergies, current medications, and current diagnoses.


Medications listed under Pending Rx will not appear on the face sheet until they have been saved or transmitted.

Progress Notes
A patient progress note can be generated using ePrescribe. With a patient selected in One mode, select the Compose Rx tab or the Med Entry tab. Click the Progress Note link to open a progress note, displaying the patient's current allergies and medications, as well as some additional fields.


Medications listed under Pending Rx will not appear on the progress note until they have been saved or transmitted.

Prescriber Report
The Prescriber Report provides a printable log of all Rx authorized by a doctor. You can access the Prescriber Report from the Admin tab.


To run the report, select the doctor from the drop-down list. Next, select a date range for the report by clicking on the calendar days. For a one-day report, click the same day on both calendars. For sequential reports, note the date of last report. Use this date to generate a new report using the ending date of the previous report as a start date.

Click the Printer Friendly link to display and print the report.

Monograph and Leaflet
With the Comprehensive (Advanced) version of ePrescribe, additional information about drug interactions is available. When in the drug search list or the Doctor's List, click the Monograph or Leaflet links.

  • Monograph is a printable informational sheet that displays the complete information on side effects, dosing, and so on for the drug in a popup window.
  • Leaflet displays patient educational materials for printing. Select the appropriate language.

If the drug information is not available in the specified language, the default language will be English.

Monograph and Leaflet information is provided by Lexi-Comp.

Location Page
Click the Resources link to access the Location Page.


Check the formulary status to any saved formulary for any drug. Use the pop-up menu to select the formulary to search and type the drug name in the search field. Click on the Look up a drug button to perform the formulary search and check the formulary status.

Bulletin board messages for all users can also be posted.

Below the bulletin board is an alerts area that displays announcements and news from NewCrop.

Imported Information
When using ePrescribe, MacPractice data will be imported into NewCrop. This section of documentation describes this imported information.

Previous Prescriptions
Prescriptions created and printed in MacPractice before installing ePrescribe will display as Imported Rx. These drugs will not be included in the Interaction / Allergy / Condition / Formulary checking.


Patient Details
Within ePrescribe, view imported patient demographic information in the Pt. Details tab. The patient's formulary can also be set using the Medicare Part D, Primary, Secondary, and Tertiary menus.

Orders
If your drug or drug compound is not found in the drug database you can use the ePrescribe Orders feature to freehand the prescription for the patient. From the Compose Rx screen, click on the Orders link. Enter the text of your drug or drug compound. Free text medications, orders, will never be used in formulary or interaction and allergy checking.


Below the drug you will be able to specify where you wish the drug to be saved. If you choose to Display in Current Meds, the drug will be listed along with the patient's current medications in the Current Medications list.


The drug cannot be electronically sent to a pharmacy. You will only be able to mark the drug as discontinued by using the D/C button, or you can use the Spyglass icon to view the drug details where you can add notes and print the drug.


From the drug details page, click the "RePrint Batch" button to print the order as a prescription. Click "Close/Return to previous page" if you wish to return without printing.


If you choose to save your drug in the Orders Log, you will not see the orders mixed in with the patient's Current Medications list.


To see drugs saved in the Order Log, click on the checkbox next to Order Log at the bottom of the Compose Rx screen.


You can then click on the spyglass icon to print the drug if desired.

Drug Sets
Drug sets allow prescribers to tie a set of medications to a diagnosis or create a multi-drug compound that can be selected with a single click. Once a shared Drug Set is created, it will be seen by all prescribers. To create a new Drug Set, click the Drug Sets button. Next, click on the resulting Maintain Drug Sets link.


Click the Add additional drug set link and type the name of the diagnosis or new Drug Set in the resulting field. Click Add drug set to create the new record.


Click the Select link next to the Drug Set and click the Add New Drug button to add medications to the new drug set record.


Type in the name of the drug and click Search, then select the medication from the results.


With the medication selected, the Edit screen will appear to write the prescription as you normally would and click Save Rx.


The medication will appear in the Drug Set list. Click Add New Drug to add more to this drug set.


Additional drug sets can be added to the list by following the steps above. Once the drug set lists are created, click to the Compose page and click on the Drug Sets button. From the list of drug sets, click the Select link next to the drug set name.


The list will be placed at the top of the page. Click Prescribe All and these medications will be pending (InProc) with the created sigs. Process the prescriptions normally to transmit to the patient's pharmacy. Alternately, you may check individual drugs to prescribe from the drug set and click the Prescribe button.

Drug Sets/Compounds
Use the new Drug Set/Compound feature to create these types of medications. Drug Sets / Compounds are first created in ePrescribe and can then be prescribed as a set to any patient.

To create a Drug Set/Compound, click on the Drug Sets/Compounds button.


This will reveal the Build Drug Set/Compounds List link, which is then clicked to add the new Drug Set/Compound to the List of all Drug Sets/Compounds.


Click Add Additional drug set to add the new Drug Set to the list.


Add the name of the Compound to create and click Add Drug Set.


Next, click the Select link next to the newly created drug set.


Click the Add New Drug button to search for the first drug to add to the newly created Drug Set.


Enter the name of the drug within the Enter Drug Name field and click the Search button. Select the correct drug from the resulting list.


Type in the ingredients that need to be added in the Pharmacist message and the instructions in the Additional Sig line this will automatically add to the other medications when you add them, click Save Rx.


Repeat these steps to add all the medications to this Drug Set. Once each drug has been added, click on the Compose Rx tab followed by the Drug Set/Compound button to select the newly created drug set.


Click the Prescribe All button to prescribe this Drug Set.


All of these medications have now been placed InProc or Pending and are ready to be sent to the pharmacy.


Once a Drug Set/Compound has been created, it can be prescribed in the same manner to any patient. This is a location specific list and available to all providers within the account.

Prior Authorization
NewCrop uses CoverMyMeds for Preauthorizations. CoverMyMeds helps pharmacies and medical offices quickly find, fill out, and submit Prior Authorization (PA) requests for all medications from a free and easy-to-use integration in NewCrop. There are PAs for Medicare, Medicaid, and most commercial insurance plans.

This document is broken down into sections:

Starting A Request
Select your patient, search for the drug, and click on the appropriate strength.


Click on Request Prior Authorization to start the patient's PA.


Selecting The Form
If we can auto-select the correct form, you will be directed to a page where you can complete the request. In some cases, you may be asked to review a list of Prior Authorizations to determine the most appropriate for your patient.


Completing The Request
Most of the Patient details, Prescriber details, and some Medical details will be auto-filled. Complete any missing information and the Rationale section, if needed. We recommend clicking Save Changes on the top left side of the request whenever you complete a section of the form.

Required And Important Tags
The red Required tags indicate fields used by the plan or another healthcare provider to identify the patient and to make a determination.


The orange Important tags indicate fields most commonly used by the plan to make an accurate determination. We highly recommend completing these fields before sending the request to the plan.


Sending A Request To The Plan
Once the PA request is complete, if available click Send to Plan in the left panel. Plans enabled with electronic Prior Authorization (ePA) may then electronically request more information, or send a determination back to you electronically. If Send to Plan is not available, click Fax Request, then chose To plan as the destination. The plan's fax number will auto-fill for most requests.


If Send to Plan is not available, click Fax Request, then chose To plan as the destination. The plan's fax number will auto-fill for most requests.

Some PA's require an authorized signature before they can be faxed to the plan. Requests can be signed electronically using the mouse. You can sign the request on the dotted line by holding down the left mouse button and moving the curser like a pen to form a signature. You may click Reset and re-sign until you are content with the signature.

After confirming the office contact information and applying the signature (if needed), click the Fax button at the bottom of the page. Once a prior authorization request has been successfully faxed to the plan, they will contact you directly with their determination, usually by fax.


Downloading/Printing A Request
If you need a copy of the PA for your records, it can be downloaded and printed out. On the left side of the PA Request, click Download/Print. The file will open in a PDF that you can view and print.

Using Archive
You should archive requests when the plan has sent notification of the determination.

To Archive a form:

  1. Go to your Dashboard and find the request you want to archive
  2. Open the request and click the Archive button on the left side.
  3. Choose an outcome of Approved, Denied, Not sent to plan, or Don't know outcome. If Denied is chosen, a dropdown menu will appear to select the reason for the denial. If the given reasons aren't sufficient, you may type the reason in the Other field. A dropdown menu will also appear when Not sent to plan is selected.



After archiving a request, it will move into your Archived folder on the left side of your Dashboard.

Dashboard
All PA requests are stored on the Dashboard. The Dashboard can be located by clicking the Prior Auth link at the top of the screen, or the Prior Auth link on the top left corner of a patient's specific page.


You can filter PAs using the folders on the left side of the Dashboard. All PAs are stored in the folder marked All. PAs that have been started, but not submitted to the plan are located in the Incomplete folder. PAs that have been submitted to the plan and the plan has responded needing more information or with the determination are in the New folder. PAs that have been sent to the plan and have not received a response yet will live in the Pending folder. Finally, once the PA receives a determination and is archived, it will be moved into the Archived folder.

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