Patient Enrollment in Auto Refill

Patients can enroll or opt out of the Auto Refill program from the Programs tab.

Patients with the following Statuses cannot be enrolled in Auto Refill:

  • Animal

  • Deceased

  • Hospitalized

  • Inactive

  • Obsolete

  • Out of Province

  • Doctor Office

  • Pharmacy

Use the dropdowns below to learn more information.

Enrolling in the Auto Refill program

There are 4 locations from which you can enroll patients in the Auto Refill program. Select the dropdowns below for more information.

To enroll a patient in Auto Refill from the Patient Folder Programs tab:

  1. Search for and select the patient.

  2. Select the Programs tab.

  3. Next to the Auto Refill field, select Enroll/Decline.

    Auto Refill Enrollment

    The Auto Refill - Enrollment window appears.

  4. Enter the following information:

    • From the Enrollment dropdown, select Enrolled.

    • In the Employee ID # field, enter the ID # of the employee that enrolled the patient.

    • Under the Enroll column, select the checkbox to enroll the corresponding prescription(s). Prescriptions with an Incomplete, Inactive, Discontinued, Suspended, or Transferred status are not displayed in the Enrollment window.

      By default, the window lists all active prescriptions that have been filled for this patient in the last 180 days. You can select All Active to view all active prescriptions on the patient's Profile.

      If the prescription is open in Rx Detail in another instance or workstation, an Access Unavailable prompt appears and you will not be able to select that prescription for enrollment. To resolve this, close the prescription on the other workstation or instance and then return to the Auto Refill - Enrollment window to continue with enrollment.

    Auto Refill Window

    Auto Refill Enroll

  5. Select OK. The Auto Refill - Enrollment window closes to the Programs tab. The status of Enrolled displays next to Auto Refill.

    Auto Refill Enrolled

  6. Select Save.

To enroll a patient in Auto Refill from the Patient Folder Profile tab:

  1. Search for and select the patient.

  2. Select the Profile tab.

  3. Highlight a prescription.

  4. Select the Rx button.

  5. Select Auto Refill > Enrollment. The Auto Refill - Enrollment window opens.

  6. Enter the following information:

    • From the Enrollment dropdown, select Enrolled.

    • In the Employee ID # field, enter the ID # of the employee that enrolled the patient.

    • Under the Enroll column, select the checkbox to enroll the corresponding prescription(s). Prescriptions with an Incomplete, Inactive, Discontinued, Suspended, or Transferred status are not displayed in the Enrollment window.

      By default, the window lists all active prescriptions that have been filled for this patient in the last 180 days. You can select All Active to view all active prescriptions on the patient's Profile.

      If the prescription is open in Rx Detail in another instance or workstation, an Access Unavailable prompt appears and you will not be able to select that prescription for enrollment. To resolve this, close the prescription on the other workstation or instance and then return to the Auto Refill - Enrollment window to continue with enrollment.

    Auto Refill Window

    Auto Refill Enroll

  7. Select OK. The Auto Refill - Enrollment window closes. In the Patient Folder Programs tab, the status of Enrolled displays next to Auto Refill.

    Auto Refill Enrolled

  8. Select Save.

To enroll a patient in Auto Refill from Rx Detail:

  1. Process a prescription until it reaches Rx Detail.

  2. Select Rx > Auto Refill > Enrollment. The Auto Refill - Enrollment window opens.

  3. Enter the following information:

    • From the Enrollment dropdown, select Enrolled.

    • In the Employee ID # field, enter the ID # of the employee that enrolled the patient.

    • Under the Enroll column, select the checkbox to enroll the corresponding prescription(s). Prescriptions with an Incomplete, Inactive, Discontinued, Suspended, or Transferred status are not displayed in the Enrollment window.

      By default, the window lists all active prescriptions that have been filled for this patient in the last 180 days. You can select All Active to view all active prescriptions on the patient's Profile.

      If the prescription is open in Rx Detail in another instance or workstation, an Access Unavailable prompt appears and you will not be able to select that prescription for enrollment. To resolve this, close the prescription on the other workstation or instance and then return to the Auto Refill - Enrollment window to continue with enrollment.

    Auto Refill Window

    Auto Refill Enroll

  4. Select OK. The Auto Refill - Enrollment window closes. In the Patient Folder Programs tab, the status of Enrolled displays next to Auto Refill.

    Auto Refill Enrolled

To enroll a patient in Auto Refill from the Workbench:

  1. In the Workflow or Pick Up/Delivery tile, select Rx > Auto Refill > Enrollment. The Patient Search window opens.

    You can also highlight a patient's prescription on the Workflow or Pick Up/Delivery tile to enroll that specific patient in Auto Refill.

  2. Search for and select the appropriate patient. The Auto Refill - Enrollment window opens.

  3. Enter the following information:

    • From the Enrollment dropdown, select Enrolled.

    • In the Employee ID # field, enter the ID # of the employee that enrolled the patient.

    • Under the Enroll column, select the checkbox to enroll the corresponding prescription(s). Prescriptions with an Incomplete, Inactive, Discontinued, Suspended, or Transferred status are not displayed in the Enrollment window.

      By default, the window lists all active prescriptions that have been filled for this patient in the last 180 days. You can select All Active to view all active prescriptions on the patient's Profile.

      If the prescription is open in Rx Detail in another instance or workstation, an Access Unavailable prompt appears and you will not be able to select that prescription for enrollment. To resolve this, close the prescription on the other workstation or instance and then return to the Auto Refill - Enrollment window to continue with enrollment.

    Auto Refill Window

    Auto Refill Enroll

  4. Select OK. The Auto Refill - Enrollment window closes. In the Patient Folder Programs tab, the status of Enrolled displays next to Auto Refill.

    Auto Refill Enrolled

Patient Self-Enrollment in Auto Refill

This is only available if you purchased the Interactive Voice Response System (IVR).

The Auto Refill program allows patients to self-enroll when refilling prescriptions through the IVR. When patients call a pharmacy with an IVR system, the patient is offered a series of automated menu choices, such as refilling one or more prescriptions without speaking to pharmacy staff. In selecting the refill option, after successfully answering all voice-activated prompts and completing the refill procedure, the patient has the opportunity to enroll all refill prescriptions in the Auto Refill program and the patient's response is passed from the IVR to Propel Rx - either enrolling the prescriptions or declining enrollment - and recorded in the Auto Refill - Enrollment window.

When a patient responds "yes" to Auto Refill enrollment, the following occurs:

  • In the Auto Refill - Enrollment window, the Enrollment field displays Accepted.

  • Since the patient has called in the current refill, the prescriptions are immediately placed on the Workbench Data Entry queue.

  • Subsequent refills are enrolled in Auto Refill and added to the Workbench Data Entry queue.

When a patient responds "no" to Auto Refill enrollment, the following occurs:

  • In the Auto Refill - Enrollment window, the Enrollment field displays Declined.

  • The Decline Reason is left blank.

If the patient fails to respond "yes" or "no" and instead hangs up, then the prescriptions are neither enrolled nor declined and no changes are applied to the Auto Refill - Enrollment window.

If the patient wishes to enroll other prescriptions that were not refilled during the call, they must speak to the pharmacy staff to do it manually.

Opting out of the Auto Refill program

An enrolled patient may choose to opt-out of the Auto Refill program. If a patient decides to opt-out of the Auto Refill program, all of their prescriptions are removed from the program. Select the dropdowns below for more information.

To opt out of the Auto Refill program from the Patient Folder Programs tab:

  1. Search for and select the patient.

  2. Select the Programs tab.

  3. Next to the Auto Refill field, select Enroll/Decline.

    Auto Refill Opt Out

    The Auto Refill - Enrollment window appears.

  4. Enter the following information:

    • From the Enrollment dropdown, select Declined.

    • From the Decline Reason dropdown, select the reason the patient opted out of the program.

    • In the Employee ID # field, enter the ID # of the employee that opted the patient out.

    Declining Auto Refill

    Auto Refill Declined

  5. Select OK. The Auto Refill - Enrollment window closes to the Programs tab. The status of Declined displays next to Auto Refill.

    Auto Refill Declined

  6. Select Save.

To opt out of the Auto Refill program from the Patient Folder Profile tab:

  1. Search for and select the patient.

  2. Select the Profile tab.

  3. Highlight a prescription.

  4. Select the Rx button.

  5. Select Auto Refill > Enrollment. The Auto Refill - Enrollment window opens.

  6. Enter the following information:

    • From the Enrollment dropdown, select Declined.

    • From the Decline Reason dropdown, select the reason the patient opted out of the program.

    • In the Employee ID # field, enter the ID # of the employee that opted the patient out.

    Declining Auto Refill

    Auto Refill Declined

  7. Select OK. The Auto Refill - Enrollment window closes. In the Patient Folder Programs tab, the status of Declined displays next to Auto Refill.

    Auto Refill Declined

  8. Select Save.

To opt out of the Auto Refill program from Rx Detail:

  1. Process the prescription until it reaches Rx Detail.

  2. Select Rx > Auto Refill > Enrollment.

  3. Enter the following information:

    • From the Enrollment dropdown, select Declined.

    • From the Decline Reason dropdown, select the reason the patient opted out of the program.

    • In the Employee ID # field, enter the ID # of the employee that opted the patient out.

    Declining Auto Refill

    Auto Refill Declined

  4. Select OK. The Auto Refill - Enrollment window closes. In the Patient Folder Programs tab, the status of Declined displays next to Auto Refill.

    Auto Refill Declined

  5. Select Save.

To opt out of the Auto Refill program from the Workbench:

  1. In the Workflow or Pick Up/Delivery tile, select Rx > Enrollment > Auto Refill. The Patient Search window opens.

    You can also highlight a patient's prescription on the Workflow or Pick Up/Delivery tile to decline that specific patient from Auto Refill.

  2. Search for and select the appropriate patient. The Auto Refill - Enrollment window opens.

  3. Enter the following information:

    • From the Enrollment dropdown, select Declined.

    • From the Decline Reason dropdown, select the reason the patient opted out of the program.

    • In the Employee ID # field, enter the ID # of the employee that opted the patient out.

    Declining Auto Refill

    Auto Refill Declined

  4. Select OK. The Auto Refill - Enrollment window closes. In the Patient Folder Programs tab, the status of Declined displays next to Auto Refill.

    Auto Refill Declined

Related Topics

Enrolling Prescriptions in Auto Refill

Auto Refill Future Fill Date Calculation