This article covers the process of dispensing a paper script in Minfos.
Step by step instructions
From the Dispense Form:
1. In the Surname field do one of the following:
- Scan your stores own repeat barcode
- Scan the electronic script barcode
- Search for the customer by name, it is recommended that you input at least the first three letters of the surname.
- Enter a street number and part street name
- Enter a Medicare number (with no spaces). When searching by Medicare Number the results will list all customers in the system with the same Medicare number. Include the IRN if you want a specific customer.
2. Press [Tab] or [Enter].
The Customer Search Window is displayed showing the results of the search.
3. If required, the Customer Search Window has extended search ability.
A. Select Find [F4] to display the Customer Search dialog.
B. You may select a radio button to confine your search to a particular type or simply start typing into the search box. As you type, the radio buttons will update to indicate the kind of search indicated by your search term.
For example, if ‘20’ is typed into the search box, the radio buttons will update to indicate a possible Customer Code search.
Continued typing of an address is recognised and indicated by the selection of the advanced search radio button.
C. Click the OK button to start the search. In this example, all patients with an address of ‘20 Gibson’ have been returned.
3. If more than one customer is displayed, double click the correct customer or select and click the Okay button.
The Dispense form is populated with the selected customer.
4. If there are no search results, the Customer Entry window is displayed. Alternately, click Add to add the customer.
5. Enter the customer details and click Okay. For further guidance, please refer to Add a New Customer in Dispense.
6. The dispense form is updated to the patient added or selected.
A. The Medicare Number will be displayed.
B. The Customer Type will be displayed. If this information is altered, it will only be altered for this particular script. When dispensing another script for this same customer, the type will revert back to what is set in the customer’s profile.
C. The Concession, Entitlement, or Repat number will be displayed below the type.
D. SN $, General and Concessional amounts are displayed.
7. The Rx Date should display the date that the script was prescribed.
- This will default to the current date and can be altered if required.
- To alter the script date prescribed in the same month put the date of the month and press [Tab].
- To alter the script for a previous month, input the day and month and press [Tab].
- To alter the script for a previous year, input the day, month and year and select [Tab].
8. In the Drug field, type part of the brand name or forward slash and part or all of the active ingredient name of the prescribed drug into the drug field and press [Tab].
You may also choose to enter the strength of the prescribed drug after the name, to narrow down the search results.
9. The Drug Recall window will display the results of your search listing:
a. Shortcut number to select the drug.
b. The QTY displays the max NHS amount.
c. The Bioequivalent Type, A or B, depending on the icon displayed.
d. The number of allowable Repeats on the NHS
e. The prescription Type that has been supplied.
f. The NHS code of the drug.
g. If the drug is able to be dispensed from a complaint hospital medication chart the icon is displayed, RACF medication chart the icon is displayed or continued dispense supply the icon is displayed.
h. Current Stock on Hand of the drug.
i. The Brand Premium.
j. Therapeutic Premium.
k. The Price to the patient.
l. The Safety Net Value.
m. The Manufacturer Code of the drug.
n. The Manufacturer of the drug.
o. The Prescriber type.
Note: Right click anywhere on the screen to display a legend containing the description of icons and font colour used in the drug recall window.
10. To display generic listings for the search results, click the Generic button or press [Alt + G] to display the Generic Drug Listing window.
a. When selecting a drug, you may see the following icons displayed:
- Preferred Generic Drug window is displayed, if a non-preferred brand has been selected. In some cases, this may be automatically substituted, depending on your set preferred generic supplier settings.
- Recommended Generic Drug window, this indicates that there is a recommended brand to use; this prompt is set up by product.
b. Click Re-select to list all strengths of the drug.
c. Highlight a drug and click the Hide button if you do not wish to see that brand displayed in the search result screen.
d. To view only items that are flagged as stocked or have a positive stock on hand, check the Stocked Only checkbox.
e. Click Show All, to view all available brands. This will show any previously hidden brands, the Hide button will become Unhide.
f. To select the drug, click to highlight or use the up and down arrows to highlight and click Okay. Pressing the number or letter in the first column against the drug will select this drug.
11. In the Directions field enter the directions.
12. You can use shortcut Sigs when entering in directions.
- If this medication has been previously dispensed, SS (same sig) can be used to recall the directions from the previous dispensing.
- If the icon appears active, the selected drug has a default Sig attached. To use this Sig, press [Alt+ K] or click .
- Cautionary advice label information displays in the script information field. To add the CAL’s to the label, enter the characters in the brackets.
13. Press [Tab] to move to the next field.
A preview of the label to be printed with the added directions displayed below.
14. Enter in the doctor’s prescriber number and press [Tab].
a. Minfos creates a three letter code using the first name and surname of the doctor. Numbers can be used when creating a code if there are multiple doctors with a common surname, e.g. Smith.
b. If the prescriber number is not on file, click Yes to add in the doctor and fill in the relevant fields.
c. The Rx Type will default to the prescriber type selected previously in the Drug Recall Window.
15. Click the drop down box to view the Script types that can be selected.
16. If this is an Owing Script, click the checkbox or use [Alt + W] to apply.
17. The Qty will default to the amount in the Drug Recall window – allowable on the NHS and can be altered if required.
18. If this is a Deferred Script, click the checkbox or use [Alt + F] to apply.
19. Enter the number of Repeats provided on the prescription.
20. Check the CTG checkbox if required.
21. If this is a repeat prescription enter in the amount of Times Dispensed that this has previously been dispensed and press [Tab].
22. If this is a Regulation 24 prescription click the checkbox or use [Alt + R] to apply.
23. The Reg 25 checkbox will be checked if the script is an immediate supply is necessary.
24. The Price displayed may be determined by a fixed price, or calculated. The price can be adjusted by entering a new value in the Price field. When the price to customer is not using the standard PBS or private pricing formula, the Price Indicator will display.
Click on the Price Indicator to view the Legend.
For further information, see Price Indicator now displays in Dispense
25. The price can also be adjusted in the private pricing window by clicking the Adjust button or by using [ALT + J].
The Private Pricing window is displayed.
a. The price can be adjusted by selecting a Mark-Up and a Dispensing Fee.
b. Alternatively, a Fixed Price can be entered.
c. If a fixed price is entered selecting Update Drug With Changes will update the price for all customers, for all scripts ongoing. If you do not wish to save this price permanently, go to step d.
d. If a fixed price is entered selecting OK will only update the price of this customers’ script as a once off.
26. The GP% field displays the stores current GP% based on the unit cost and the price which the script will be dispensed at.
27. Enter the Pharmacist Initials – the pharmacists profile will need to be set up prior to dispensing. Once you have dispensed a script, the dispense form will retain your initials on that work station unless changed by another user.
28. If the medication requires GST to be applied, click the checkbox to apply or use [Alt + /] to apply. When dispensing an OTC item with GST on Sales this field will automatically be checked.
29. Check the Co-Pay checkbox to apply or remove the co-pay discount. If the customer has been opted in or out this cannot be changed without updating the customer’s profile.
30. The Form Type will default to one of the following options displayed in the dropdown box, this will be determined by the fields previously entered in the dispense form and should not be adjusted. If the form type is incorrect review your previous selections.
31. If the Brand Specific checkbox is checked, the brand of the drug will be printed on the label first, with the active ingredients in brackets.
Unchecking Brand Specific by clicking the checkbox or using [Alt + B] will display the ingredient first and the brand in brackets on the label.
32. Check the Special Price checkbox to retain a special price for an individual customer’s medication. The special price is available for Private and under co-payment prescriptions, for prices which are greater or less than the ‘normal’ price to the customer.
33. Last Used will display “Never Used” or the date which the customer was last dispensed this drug.
34. The Therapeutic Premium checkbox will be checked if the medication being dispensed has a therapeutic premium charge.
35. A warning may also be displayed in the information window to indicate that this drug has recently been dispensed in a different strength.
36.Z Dispense Date displays the date the medication is being dispensed.
37. The Information Window is updated when a medication is selected, displaying the following information:
- The CALS for the medication.
- The Medication schedule, e.g. S4.
- The stores current SOH.
- Max NHS qty and repeats.
- Medications Location – if this has been configured to be displayed.
38. If the customer is a part of a nursing home, the Nurs. Field will display the RACF ID.
39. The Authority field is updated when the script authority number is entered.
40. The RTAC field will be enabled when dispensing an S100 script.
41. This Scripts On File indicator will be displayed if this option has been selected against the customers’ profile.
42. Once all the correct information has been entered and the pharmacist has entered their initials pressing the enter key will allow you to complete dispensing this script or click Okay.
The Script Options window is displayed.
43. You are now able to scan check your script by scanning the barcode on the label and then scanning the barcode on the product. If there is a mismatch an error will appear.
44. All other available options are displayed in the script options list, to use one of these options, press the corresponding letter to the option using the keyboard or select with the mouse and click okay.
45. To continue to dispense another drug for this customer, press S. Same Customer.
To dispense a drug for another customer press X. New customer.
Or press [Esc] and use [F2] to clear the Dispense Form.
- If you wish to recall on the last dispensed customer use [ / ] (forward slash) in the In the Surname field.
- If you wish to recall on the customer previous to the last, use the [ * ] (asterisk) to recall their details.
- Use [ – ] (dash) to show a list of all PRF linked patients to your last dispensed customer.