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Hillary Blackburn, Pharm.D. Director of Pharmaceutical Services
Dispensary of Hope
3
Best Practices in Technology and Pharmacy Software from Dispensary of
Hope Webinar
Speakers:● Hillary Blackburn, PharmD – Director of Pharmaceutical Services● Mark Gagnon, PharmD – Via Christi Outpatient Pharmacy, Cerner Etreby ● Christan Holt, PharmD – Cone Health Medication Management, QS1● Christine Toni, RPh – Hope Dispensary of Greater Bridgeport, Mckesson Enterprise Rx
Introduction
Webinar Objectives
● Introduction● Learn about unique technologies that are being used across the
Dispensary of Hope network● Learn tips on integrating DoH into your pharmacy software ● Hear from pharmacists in the field who are using tech in their practice
Pharmacy Software Configuration
● There is no one way to track DoH medication● Each site can choose whichever method works best for them ● Multiple options for adding DoH medications to to the pharmacy
software ● Some tips:
○ Add an asterisk or DoH to the end of the drug name○ If system allows for two different NDCs, choose a check mark
next to it to indicate DoH medication■ Use NDC with 99 as last two digits■ Make sure to check DUR
Pharmacy Software Configuration
Pharmacy Software Configuration
● Monographs may need to be pre-printed and stored with DoH medication● Monographs can also be printed by using the “real” NDC if not pre-printed● Configure a “dummy” insurance payer with a $0 copay● Ask IT Department or software vendor about how to run specific reports● Remove patients that have not filled a prescription over a set period of time
Pharmacy Software Configuration
● Virtual Inventory○ There may be an option to attach a program (such as DoH, PAP,
340B) to particular NDC○ If patient is eligible for DoH, then inventory can be pulled from
the virtual inventory instead of the main inventory
● Inventory must be physically or virtually separated from the main inventory
● DoH stickers may be used to distinguish from main inventory
Dispensary of Hope Inventory
● Set up price table called “Dispensary of Hope” (no charge)● Set up “insurance” code called DoH, link to price table● If patient qualifies for DoH set them up under DoH insurance
○ Nothing gets processed○ Allows an expiration date for insurance to be entered if order to
alerted when updated paperwork is needed● Print label with $0 copay in order run through point of sale and capture
signatures
Setting up a Patient Billing Profile
Pharmacy Software Tips
● Flagging Dispensary of Hope Patients● Filtering: filtering patients in your system can be helpful when
reporting quarterly utilization. It can also help identify possible eligible patients.
● You can set up these filters by: ○ service location check: origination site of rx○ patient health record check ○ patient status ○ entity prescriber relationship
● Identify Dispensary of Hope patients in a pharmacy system:○ third party insurance fields○ patient types
Pharmacy Software Tips
● Examples of how to add Dispensary of Hope medication into your pharmacy system in a way to allow for easy recall of information.○ By Drug Name○ By NDC’s ○ By Labels
Pharmacy Software Tips
● Setting up a secondary wholesaler for Dispensary of Hope Medication● Should generate an order sheet at the end of the day ● When setting up Dispensary of Hope as a supplier it will show that the
stock is a Dispensary of Hope medication
● Prevent Ordering Errors: ○ If using automatic ordering prevent the system from automatically ordering ○ Manual Dispensary of Hope Inventory Control
● Accounting: if Dispensary of Hope is run through the point of sale, it can affect the accounting of the pharmacy. Consult your facility’s accounting department for specifics on it.
● Drug Recall: The pharmacy could run a report based on the Dispensary of Hope third party tag if that is set up.
Pharmacy Software Tips
Vendor Specific Operating Tips-QS1
To set up additional inventory:
1. Store Control → Store Level Options → System → Drug Type Title (user defined) [cancreate a “DoH” tag add here]
1. Rx Processing → Drug File (can have multiple NDCs, but different drug types)
1. Inventory Control – Minimum Inventory Level will deduct from “On Hand Quantity”
Cerner Etreby: Setting Up a Dispensary of Hope Inventory
● Inventory Control Storage○ Virtual Inventory○ Cerner will allow creation of $0 copay○ When there are two inventories of the same NDC- one purchased and one from
DoH - the Dispensary of Hope third party function could be used toautomatically pull that inventory first.○ In the case where there are duplicate NDCs, there is an option to change the drug
description.
● Automatic Ordering○ Manually add the medication to the system, then when more inventory is received the
quantity can be added.
Cerner Etreby: Setting Up a Dispensary of Hope Inventory
● Identifying Patients○ Attach third party/DoH “dummy” plan to patient○ Create custom fields in the comments section to identify patients○ Maintain the patient database by removing patients that have not filled a
prescription in a set period of time as determined by the site
● If using a two vendor set-up, run a report for all dispenses, then distinguish DoH
● Center Eterby allows tracking of on-hand inventory for main and DoH stock
● No duplicate or manipulating NDCs
Cerner Etreby: Setting Up a Dispensary of Hope Inventory
Cerner Etreby: Quarterly Reports
Total Number of 30 day Prescriptions
Created an excel report that looks at the days supply
=IF(L6<31,1,IF(L6<61,2,IF(L6<91,3,IF(L6<121,4,IF(L6<151,5,IF(L6<181,6,IF(L6<211,7,IF(L6<241,8,IF(L6<271,9,IF(L6<301,10,IF(L6<331,11,IF(L6<361,12,))))))))))))
Number of Unique Patients
Created an excel report that looks at the patient name
=IF(C6=C7,0,1)
Number of Patient Encounters
Created an excel report that looks at the patient name and the date the Rx was filled
=IF(C7=C6,IF(B7=B6,0,1),1)
McKesson EnterpriseRx
● Having “virtual” facilities helps to create a less manual process and track DoH medications● Multiple Inventories are not allowed in EnterpriseRx. However, different billing codes
can be used. ● Creating a “dummy” NDC eliminates DUR
function, but function can still be used using the first 9 digits of NDC● If site has 340B indicator but is not using 340B, it can be used to track DoH● Sites can separate inventories by group as “DoH” to show last dates dispensed and
quantity remaining● Software representative can help set up specific reports
Discounted Software Resources for Charitable Pharmacies
● QS1○ Pharmacy management system that contains tools to increase productivity ○ Helps with managing inventory and third party billing○ Offers a deeply discounted rate for charitable pharmacies
● NewLeafRx○ platform developed by Key Centrics.○ Can manage an unlimited number of segregated inventories○ Has given 30% off for nonprofits
● MDScripts○ Online platform where doctors in communities go to see what is available in inventory and can e-
scribe medications. ○ Has repackager independence, billing flexibility, controlled substance reporting, as well as other
tools○ System cost $40 per month with a small cost per escript
Meds on Cue: ● A digital patient education solution● Reinforces safe medication use by providing patients with prescription specific
videos and other helpful information sharing tools● Improves medication management and care outcomes● QR code that prints on prescription label to provide more patient education
More Technology Resources
How to Track Outcomes
Patient Assistant Program Technologies
Customer Engagement Technologies
MTM Tracking Services● Disease specific medication management ● A way to track adherence or if additional medication are required for a patient● There are two main services available to track MTM
○ Outcomes MTM ■ Utilized by St. Vincent de Paul Cincinnati to track impact of
pharmacy services on patients served (non Part D)○ Mirixa
How to Track Outcomes
Outcomes MTM reportfrom St. Vincent de PaulCharitable Pharmacy
How to Track Outcomes
● Drug Assistant○ Software program that uses data from the information system to identify patients and charges for reimbursement○ Can manage small or large facilities
● CoverMyMeds○ Integrates with EHR systems to provide ePA when prescribing ○ Automates prior authorization requests○ Helps manage workflow
● RxAssist Plus○ Helps with enrollment of patients○ Runs reports regarding patient demographics – helpful for GRANTS! (% patient not eligible for insurance, languages,
FPL)○ Zipcode map (next slide) – tracks patients by zip code
● Needymeds.org
Prior Authorization/Patient Assistance Program Software
○ McKesson built a report to track patients and number of prescriptions by zip code.
○ This is a good measure to show how well you are meeting the needs of your service area and helpful for stakeholders.
Zipcode Map used by Hope Dispensary of Greater Bridgeport
Customer Relationship Management
● CRM software covers a broad set of applications● It helps businesses manage many of their processes ● It helps build strong relationships with their customers ● Allows you to categorize customers according to their expectations ● Some main functions of the software include recording various customer
interactions, automating workflow processes and giving managers the ability to track performance and productivity
● Example: Prosperworks - Utilized by Good Shepherd Health● Patientriciti: helps doctors manage patient disease states
Questions?
Hillary Blackburn, PharmDDirector of Pharmaceutical Services
Barin Tayip 615-248-0106
Josh Hagar 615-248-0107
Kasey Gregory615-248-0117
Logan White 615-248-0110
Account Management Team
