Changing your pharmacy approval number can be described as a three step process. These steps can be summarised as:

Step 1. Preparing to change the approval number.

Step 2. Changing the approval number.

Step 3. Following the change of the approval number.

Steps 1 and 2 can be managed by the pharmacy. In step 3, Minfos will install the new PKI Certificates.


Step 1. Preparing to change the approval number.

These steps should be carried out the night before the change, to ensure that the pharmacy can download at least an interim PBS Online report for the last claim under the previous approval number.

Review scripts waiting at the Till and then open a new claim.

Refer to Uncollected Scripts Report to run the Uncollected scripts report.

Here are 3 suggested options in regards to scripts waiting at the Till:

Option One: where the owner/s of the current approval number get the PBS contribution and the customer contribution goes to the owner/s of the new approval number.

1. Adjust the re-serialisation configuration: Uncheck the Re-serialise Scripts at Till on Close Claim. Refer to Configuration settings for Claims for more information.

2. Open a new claim and leave the amount owed by the customer at the Till. The PBS contribution for those scripts will be paid under the previous approval number owner/s and the owner/s of the new approval will retain the customer contribution.

Option Two: Owner/s of the new approval number will pass on the customer contribution after the customer has collected the scripts.

1. Charge the uncollected scripts to one single customer account.

2. Open a New Claim.

3. When the customer comes to pay for their scripts, do an account payment and use the Add Note function to record the customers name. 

4. Customer statement or Interim statement can be used to reconcile the amount received to the owner/s of the previous approval number.

Option Three: The owner/s of the new approval number gets all monies associated with scripts waiting at the till.

1. Owner/s of the current approval number deletes the scripts waiting at the till.

2. Open a new Claim

3. Owner/s of the new approval number re-dispenses the scripts on the first day of trade once Minfos has been updated with the new approval number.


Step 2. Changing the approval number.

The following steps must be carried out before the store starts trading.

1. Close Minfos on ALL workstations (except one) which run Dispense Pro.

2. Close PBS Online, Back Office Service Manager will also close.

3. From Dispense Pro, click the Maintenance menu, select D. Configuration.

4. Update the Approval No. field to your new approval number. In order for the approval number to be visible on repeats, it is recommended to also add the approval number to the end of the address field.

5. Close Minfos on all workstations.

6. Re-open Minfos and navigate to Dispense Pro. Click the Maintenance menu, select D. Configuration and check that the approval number has saved correctly.

7. Start PBS Online.

8. Dispense an original script and check that the approval number has changed correctly.

9. Contact Medicare and request them to activate the new approval number.


Step 3. Following the change of the approval number.

Note No action is required with MediSecure (MDS), as they use a propriety security certificate system that isn't affected by a change in approval number.

These steps should be carried out after the approval number change process is completed and only after your PBS Online PKI Certificate CD has arrived.

1. The pharmacy receives their PBS Online PKI Certificate CD.

2. Go to the www.erx.com.au website.

3. Click on Register Now.

4. Click on We are a Pharmacy.

5. Select the option This is a re-registration because the pharmacy has already been using eRx and has changed to a new approval number.

6. Supply the remainder of the requested information.

7. When eRx has processed the registration, they will automatically notify Minfos which will generate an Incident.

8. Minfos will call back regarding that Incident.

9. Minfos will install the new PKI Certificates from the PBS Online PKI Certificate CD.

Note The pharmacy will require a networked computer with a CD drive so Minfos can access the PBS Online PKI Certificate CD.

10. Minfos will provide eRx with the Thumbprint from the new PKI Certificate.

11. The eRx will use the new Certificate Thumbprint and register the eRx gateway.

12. Minfos will notify the pharmacy that the eRx gateway is registered and the pharmacy can begin trading.