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QUICK REFERENCE MANUAL

Fred Dispense

NEW CUSTOMER
QUICK REFERENCE MANUAL
May 2015

Contact Fred IT Group

Head Office — 03 9418 1800
Website — www.fred.com.au
Fred Help Centre — http://help.fred.com.au

Copyright Notice

COPYRIGHT © 2013 FRED IT GROUP PTY LTD PRINTED IN AUSTRALIA. NO PART OF THIS PUBLICATION MAY BE REPRODUCED OR
UTILISED IN ANY FORM OR BY ANY MEANS, ELECTRONIC OR MECHANICAL, INCLUDING PHOTOCOPYING, RECORDING, OR BY
INFORMATION STORAGE AND RETRIEVAL SYSTEM, WITHOUT THE PRIOR WRITTEN PERMISSION OF FRED IT GROUP PTY LTD

Trademark Notices

Fred Pharmacy, Fred Retail, and Fred Services are registered trademarks of Fred IT Group PTY LTD
The following logos and products are trademarks of Fred IT Group PTY LTD:
Fred Dispense, Fred Pak, Fred Connect, Fred NXT, Fred POS, Fred Office, Fred NUHQ, Fred Satscan, Fred Help, Fred Backup, Fred
Server, Fred Shop, Fred Net, Fred Phone, Fred EFTPOS.

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Version: 1.00
Modified: 26 May 2015

.......................................................... 2 Fred Help Centre (Online) ............................................................ 5  Lists Menu ........................... 10 CONTENTS i ....................................................................................................................................................................................................................................... 7 THE DISPENSE PROCESS 8 Dispense Process at a Glance....... 6  Setup Menu ...... 2 Contacting Fred Help by phone or email ..................................................................................................................................................................................................................................................................... 5  Dispense Menu .............................................. 6  Help Menu .......................................................................................................................................................................... 2 Training Webinars ................................................. 3 FRED DISPENSE MENUS 4 Overview of Fred Dispense Menus ....................................... 7 Fast keys .................................................. 5  Activities Menu............................................................................................................................................................................................................................................................................................................................... 6 Keyboard shortcuts and fast keys ............................................................................................................................................................................................................................. 9 Entering Prescription Details to Dispense New Scripts or Outside Repeats ............................................................................................................. 5  Reports Menu ....................................................................... 7 Keyboard shortcuts ........................ 5  Fred Dispense Menu........................................................................................... 7 Date function keys .............................................. 3 How to order stationery......... 10 Pharmacist initials setup ........................... 10 Patient ..............................................Contents GETTING STARTED 1 Where to Find Help .............................................................................. till rolls and labels when they run out .............. 10 Script Date .........................................................................................................................................

.............. 21 Reclaiming scripts ..................... 22 CONTENTS ii .................Script Type............................................................................................................................................................................................................................................. 20 Closing the claim..................................................................................................................................... 17 Adding new patients .................................................................................................................................. 18  Family linking .......................................................................................................................................................................................................................................... 17  Entitlement numbers ........................ 18  Patient Notes ..................................................................................................................................................................................................................................................................................................................................................... 12 Quantity ........................ 14 Price ................................................... 11 Drug ................. 14 Editing scripts .................................. 20 Finalising the Claim .......................................................................................................... 12 Repeats ............................................................................................................................................................ 11 Prescribing Doctor ............................. 18  Modify Safety Net ............................................ 12 Directions ............ 17  Allergies ......................................................................................................................................................................................................................... 20 Review and Organise Scripts ................................................................................................................................................................ 15 PATIENT MAINTENANCE 16 Patient Details .................................................................................................................................................................... 14 Pharmacist initials .................................................................................................................................................................................. 18 PAPERLESS CLAIM 19 Paperless Claim ..............................

....... 2  Contacting Fred Help by phone or email ............. installations............ 3  How to order stationery..... Training Webinars................................................ 2  Fred Help Centre (Online) .............................. Fred Help Centre...................... tutorials as well as browse news and forums about Fred products............................. Fred IT Group provides full support for the entire range of Fred products...................... Questions concerning products and services.... and the use of the software are handled by Fred Help Consultants......................................... till rolls and labels when they run out .............................SECTION 1 GETTING STARTED Thank you for using Fred Dispense! This Quick Reference manual is designed to help you get started with common functions with Fred Dispense.............................................................................. Download documents. 2  Training Webinars.... Request further training or a free training CD........ Fred provides full support for the entire Fred family of products and services............... 3 GETTING STARTED 1 ...... In this section:  Where to Find Help .......................... A Webinar is an online training session where you can see a PC at our offices and listen (via the PC’s speakers or headphones) to a trainer Training Options And Training CDs...... Our commitment to our customers starts with the suite of learning aids and assistance................... Fred Help Phone and Email support...................................

and the use of the software are handled by technical support.com. Windows XP or Windows 7).  Step-by-step of your actions when the problem occurred. visit the Fred Help Centre. be prepared to provide the following information: . write down your username and password below: Fred Help Centre Username: Fred Help Centre Password: WHERE TO FIND HELP 2 When contacting Fred Help. Fred Office..  upcoming Webinar information and previously recorded Webinars you may have missed. provide feedback and input into Fred technologies. Questions concerning technical issues. you can download documents. how products work.9. Once you have signed up you will be able to access useful resources with links to: Fred IT Group provides full support for the entire range of Fred products.e. It may help to be aware of the sorts of questions you will be asked when calling with a Fred query or problem. Here. and Fred Connect etc.  wiki-style knowledgebase information pages which make it easy to find the information you are looking for. consultants need to ask a variety of questions to determine the best way to proceed with your call.  Other aspects you are aware of that may have contributed to the problem? For example: The operating system you are using (i. Go to http://help.fred.  How long the problem has been occurring.au  information about new and future product features. Fred Dispense. When contacting Fred Help. manuals and documents.5.00pm (EST) Mon – Fri 8.WHERE TO FIND HELP Fred Help Centre (Online) Contacting Fred Help by phone or email To get help on Fred products. To ensure you don’t forget your login details. and short movie tutorials about Fred products.  Determine if the problem occurring is on one computer or on all computers.e.)  RSS feeds and alerts on new blog activity and additions to the site.  social networking tools that allow you to have conversations with closed groups such as friends or sister stores.au to sign up to the Fred Help Centre.  forums and blogs allowing you to discuss technology and products.  The Fred software program(s) you are calling about (i.com. Sun & Public Holidays  Fred Help Email help@fred. Your Fred Help Centre login details  The error message you receive (if any).  Providing specific details about what you want will help the Fred Help consultant find you the best answer. tutorials as well as browse news and forums about Fred products. and product newsletters.30am .00pm (EST) Sat..30am .  Fred Help 1300 731 888 8.

Webinars are announced via the Fred Help Centre with topics based on customer feedback and requests. How to order stationery. Webinar recordings are available at any time from the Fred Help Centre.com.Training Webinars A Webinar is an online training session where you can see a PC at our offices and listen (via the PC’s speakers or headphones) to a trainer.fred.au) and click Webinars.au/FredShop/ To find more about our product range or prices.com. Other Training Options and Training CDs To request further training or a free training CD:  Visit the Fred Help Centre. To find out more about Webinars:  Visit the Fred Help Centre (http://help.fred. If you ever miss a session. contact Fred on 1800 888 828 or email sales@fred. click Media. then Training CDs.au GETTING STARTED 3 .com. Questions can also be asked via a Q&A Chat with questions answered live or followed up via email after the webinar. till rolls and labels when they run out You can order till rolls and labels via at http://www.

................................................ 5   Activities Menu ............................................ 6 Keyboard shortcuts and fast keys .................................................................................................................................. 5   Fred Dispense Menu .......... 7 ................................................................................................................................................................ 5   Reports Menu ........................................................................................................................................................................................................................................... 7  Date function keys .....................SECTION 2 FRED DISPENSE MENUS In this section:   WHERE TO FIND HELP 4 Overview of Fred Dispense Menus............................................................................................................................................... 7  Fast keys........................................................................................................................ 7  Keyboard shortcuts ................................................................................................................................................................................. 6   Help Menu ............................................................................................... 5   Dispense Menu ......... 6   Setup Menu .............................................................................................. 5   Lists Menu .................

Save for multiple uses.OVERVIEW OF FRED DISPENSE MENUS To quickly access the menus in Fred Dispense. Use to: 1. FRED DISPENSE MENUS 5 .  Drug Pricing — [F7]. Drug Usage. For example: To access the Reports menu. If a CMI or patient information is required without dispensing the drug. NOTE: A full history merge cannot be undone by support.  Delivery label. press [ALT] + [R]. Doctor and Nursing home. Access CMI or patient information for a drug from the Wait screen when dispensing. press the [ALT] key and then press the highlighted letter of the menu to access.  Dispense Menu  Reports Menu Shows general shortcuts related to dispensing and updating patient details. Details entered on a particular date in calendar will display when Fred Dispense is opened on that date. View pricing details of any All reports generated will display the Report Viewer screen to preview the report (without printing). Methadone. Drug Information. select Drug Information and the CMI or drug info option will appear (where available). The calendar displays with today highlighted.  History Merge. e.  Activities Menu  Pack labels. Add a note or an intervention to a patient’s history. Click the printer icon from the report viewer toolbar to print the report.  Quick Script Scan — [CTRL] + [Q]. The keyboard shortcuts are shown after the options listed on this menu and can be used from either the Wait’ screen or when dispensing. merge one patient to another completely (and remove the patient merged ‘from’) or. Patient. 2. [CTRL] + [D] Print an address label after selecting a patient. go to the Activities menu. drug. Script.   Fred Dispense Menu  Diary/Calendar. Press [F4] on the required script to be edit the script. Highlighting a heading using the [] and [] arrow keys reveals individual report options. start dispensing to a patient and after selecting the correct drug.g.g.  History Notes — [ALT] + [N]. View the most recently dispensed scripts. e. Reports are grouped under different headings. move a drug from one patient’s history to another.

Set Name. Set NHS fees and rounding of NHS Private Fees. When the Price field is accessed in dispensing for a non-NHS item. These are normally set up at installation and should not be changed. This will apply Fee 4 and Markup 4 to the wholesale price. Set specific printers to print labels.  View Newsletter. Add commonly used  Dispense Options. add or delete doctor details. then followed by the first initial. Only User Sigs (Sigs added by the pharmacy) If you want Cialis tablets to be priced for a patient at Fee 4 and Markup 4. Fee 3 and Markup 6 can be chosen or any other combination).  System Configuration. From then on. which is normally the first three letters of the surname. In the Drugs any of these fees and markups can be inserted into the Fee and/or Markup field for that drug. Doctors. The Safety Net Limits are set at the start of each year during the Fred Dispense update and should not be changed. Update. Set dispensing options. The price can then be overtyped with a listed price or [TAB] will allow the number next to the required fee to be entered. FOR EXAMPLE: can be deleted.  Help Menu  About Fred Dispense. The Fred Dispense newsletter is updated after running the monthly update. markups and Wastage Table. repeats and reports. Update. Update. Pharmacists.  2. they can be added to the Rx Type field. Set the table for wastage factor calculations (i. 3. Lists Menu  match the fee and markup numbers (e. The list of fees and markups shown on this Override Table can be used in the following ways: 1. View the monthly newsletter. These also allow the Main supplier to be designated and the default pharmacist’s initials.  Sig Details. Update. These fees are set by monthly drug updates.  Own Brand Drugs. Set Private fees. NOTE: The Doctor Code is a four letter code set by the pharmacist.  Nursing Homes/Hospitals. It is not necessary to OVERVIEW OF FRED DISPENSE MENUS 6 Owner Details.    rounding of prices. When dispensing. used when dispensing split packs). This is set by the Fred Dispense update and should not be changed. Set print options on dispense labels.g. These items will then be available for dispensing privately but will not be affected by drug updates.  Safety Net Limits. Update. NHS Fees. add or delete Nursing Home/Hospital details. then the number next to the required markup to be entered.e. this table displays. add or delete a pharmacist to allow dispensing. To view the newsletter you will need Adobe Acrobat installed.  Setup Menu   Suburbs and Postcodes. go to the RX Type field and enter P44.  Label printer. The function keys can be used to select the suburb when adding new patients. Address and Approval No. The price made up from the base wholesale (shown in the table) with this fee and markup will be used. prices. if a given fee and markup are to be applied. Display the version of Fred Dispense currently running. add or delete SIG codes.  suburbs and postcodes to the function keys ([F1] to [F12]) as shortcuts. . when that drug is chosen for private dispensing the fee and markup set will be used instead of the defaults. add or delete your own Private drug file and items separate from the Main drug file.

[CTRL] + [SHIFT] + - CPI print out H End of month [ALT] + U Monthly Drug usage report [PAGE UP] Forward date by one month W Start of week [CTRL] + C Clear screen [PAGE DOWN] Back date by one month [ALT] + A Activities menu [CTRL] + V Last report Date function keys From the Date field function keys the following can be used. This means it is designed so that you can quickly and easily navigate through fields using the keyboard. For example: press the [TAB] to navigate through each field quickly.KEYBOARD SHORTCUTS AND FAST KEYS DID YOU KNOW? Fred Dispense was first created before use of the mouse was widespread. Keyboard shortcuts Press these keys … To access… [ALT] + D Dispense menu [CTRL] + M Modify Safetynet Press this key… To access… [F2] Patient History display [ALT] + X Exit Fred Dispense [F3] Repeats Remaining [CTRL] + R Repeat script [F4] Edit Script [ALT] + F2 Alternate history [F5] Drug Interactions display [CTRL] + E Edit script [F6] Fred Debtors [ALT] + F3 Owing scripts [F7] Price Lookup [CTRL] + O Owing script [F8] Patient Update [CTRL] + I Patient extra information [F9] Old System History [CTRL] + D Delivery label [F10] Fred Dispense Menu [CTRL] + F2 All patient history [F12] Clear screen [SHIFT] + F6 Fred Pak program [CTRL] + F4 Fred Debtors Program [CTRL] + F6 Patient drug profile Fast keys Press these keys … To access… [CTRL] + U Update patient [ALT] + C Claim menu [CTRL] + J Junk directions [ALT] + L Lists menu Press this key… To do this… [CTRL] + Q Quick scan Y Start of year [ALT] + N History note K End of week [CTRL] + T Patient entitlement + Forward date by one day [ALT] + R Reports menu - Back date by one day [CTRL] + N Patient notes M Start of month [ALT] + S Setup menu T Insert Today’s date. FRED DISPENSE MENUS 7 .

................................................................................................................................................. 15 KEYBOARD SHORTCUTS AND FAST KEYS 8 ............................................................................................................... 11  Drug ................... 11  Prescribing Doctor............................. 10  Patient..................................................................................... 9  Entering Prescription Details to Dispense New Scripts or Outside Repeats................................................................................................................................................................................................................... 12  Quantity ................................................................................................... 10  Script Date ... 10  Pharmacist initials setup....................................................................................................................................................................................................................................SECTION 3 THE DISPENSE PROCESS In this section:  Dispense Process at a Glance .................. 12  Directions ........................................... 10  Script Type ..................................................................... 14  Price.......................................................................................................................................................................................................................................................................................................... 14  Editing scripts ...................................................................... 14  Pharmacist initials .......................................................................................................... 12  Repeats ...........................

Dispense Process in Fred Dispense Enter the prescription details following the simple steps below: Select the Patient (see page 10) Enter the Directions (see page 12) Enter the Script Date (see page 10) Enter the Repeat(s) (see page 12) Enter the Script Type (see page 11) Enter the Quantity (see page 14) Select the prescribing Doctor (see page 11) Enter the Price (see page 14) Select the Drug (see page 12) Enter the Pharmacist Initials (see page 14) THE DISPENSE PROCESS 9 .DISPENSE PROCESS AT A GLANCE The quick reference diagram below outlines the dispense process in 10 easy steps.

ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS 10 . FOR EXAMPLE: Example: Surname Firstname FREDERICK. Patient 1) In the Patient Name or Repeat No field.  Enter the date the doctor prescribed the medication. [Page Up] and [Page Down] to go forward and back a month. click [Save]. To add a new pharmacist: 1) In Fred Dispense. Script Date The Script Date defaults to today’s date. and then choose Pharmacists. Pharmacist details must be entered in this list for dispensing to occur. select A to Add New Patient. 2) Select the required patient by either typing the Fast Letter on the left-hand side or using the cursor bar to highlight the patient and press [ENTER]. search for a patient by swiping the Medicare card (if MCR available) or entering any of the following combinations: Do this: Press [+] and [-] to advance one day forward and back. press [TAB] to move across and change it. press [ENTER] to move to the Drug field. click the Lists menu. At the end of entering date look at the Script Type and the default Doctor entered. If correct. Fast date keys allowing rapid altering of the date or the date can be simply overtyped.33034 SEE ALSO: Date function keys (page 7) for more shortcuts available. If it needs to be altered. Pharmacist initials setup The first step is to set up a list of Pharmacists. TIP! If the patient search does not show the correct patient. 2) To finish.123 JOHNSON ST Patient Number 42280 Semi colon and first five digits of the Medicare card .. FRED Comma Comma Address . or press T for today’s date.ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS The result displays a list of names fitting the search.

If the doctor is not found Fred Dispense displays a selection with <Add NEW Doctor> or <Enter Casual Doctor>. where it defaults to R (Repat). Repat Authority B Doctor’s Bag NO NHS Owing PM Private Multiple PW Private Wholesale NV NHS Override PC Private OTC Price NS NHS Set Price PN Private NHS Level To mark a script as Owing. The Doctor will default to the patient’s last doctor. FOR EXAMPLE: NO for NHS Owing or RO for Repat Owing  To mark a script as Authority.Script Type Prescribing Doctor The default Script Type is N (NHS) for all patients except those with a Repat Number. To search for and select a prescribing doctor you can search by the following: Do this: Surname First Name The following script types are used: Letter D Dental N NHS P Private R Repat T Schedule 3 Recordable E Optometrist U Nurse F Midwife RA  Script Type Example: SMITH ALAN Prescriber Number 2026228 Unique Fast Code SMIB The result displays a list of names fitting the search. add the letter O after the script type. The script type reduces the selection of drugs to be shown. FOR EXAMPLE: NA for NHS Authority or RA for Repat Authority THE DISPENSE PROCESS 11 . The Script Type field also allows for extra dispensing options. add the letter A after the script type. Choose the doctor using the fast letter down the list or by moving to the doctor and pressing [ENTER].

Type the strength or form to rapidly reduce the size of the selection list to choose from. you can turn off the smart SIG for the item by placing a forward slash / at the beginning of the directions. form and strength or combinations of the following: FOR EXAMPLE: PROTH shows both Prothiaden tablets and capsules PROTH C shows only capsules PROTH 75 or PROTH T shows only the 75 tablets  PROTH 25 or PROTH 2 shows only the 25mg capsules 6. entered. The NHS code can be used for hard-to-find items. outside repeat. deferred or Regulation 24 script is determined. FOR EXAMPLE: 5. To find Repat Dressings. thus allowing easy SIG entry. ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS 12 . FOR EXAMPLE: AMX4 1tds on Amoxil caps will expand to “Take ONE capsule THREE times a day” Type the drug name. Turning off the smart SIG for the item. FOR EXAMPLE: Press [F11] for Generic brand substitution search. which in most cases will be appropriate for the drug being dispensed. Repeats The Repeats field is where a new script. Type the Drug Code. If you have a direction which is not appropriate. #4904D or /4094D will find Repat item Dermasorb dressing If a generic item is chosen and more than one brand is available a second Brand selection screen will enable you to choose the brand to be given.Drug Directions You can search and select a drug in one of the following ways: Smart SIGs do not require the drug form to be 4. enter the hash symbol # or a forward slash / followed by the NHS code. The form of the drug determines the verb used and the exact wording.

Scan the eRx barcode from the repeat form. If you do not provide one. The information is sent securely over the Internet from eRx to Fred Dispense in a matter of seconds.Repeat No field or Drug Name field. followed by Times already dispensed. enter D before or after the number of repeats prescribed. 2. forward slash /. of Repeats Authorized 5 and No. Fred Dispense will ask for the Pre-Approved Authority. In fact. Own Repeats 3) Details of the repeat to be dispensed will display on the screen to be double-checked by pharmacists.  Use [CTRL] + [R] and entering the Repeat script number. The Unique Repeat Fast Code can be entered in the Patient Name. Use the unique repeat fast code. For outside repeats the format is Repeats Authorized. then enter 5/3 in the Repeats (excluding Dispense 3) until they start getting Fred Dispense repeats back. you will be asked if you wish to dispense the item as Private. field. For five repeats. FOR EXAMPLE: If a Repeat form shows the No. enter D5 or 5D into the Repeats field  FOR EXAMPLE: If the script shows five repeats. enter R5 or 5R into the repeat field At any stage of dispensing if you select an Authority drug or enter a repeat or quantity greater than the NHS maximum. You scan the eRx barcode just as you would an own repeat barcode. 2) The details of the repeat to be dispensed will display on the screen to be doublechecked by pharmacists. This can be dispensed by entering the pharmacist initials. NOTE: This will be used for Dispense 3 conversions. Press [Esc] key to re-enter if an error is made. Enter the Repeat script number (Conversions excluding Dispense 3) 1) Press [CTRL] + [R] and enter the Repeat Script Number. on a repeat. This can be dispensed by entering the pharmacist initials. 2) Select the script to dispense and press [ENTER]. There are four ways to dispense an own repeat: 1. From Repeats Remaining History (Dispense 3 conversions) 1) Select the patient and press the [F3] key to display patients ‘Repeats Remaining History’. 4. of times already NOTE: This will be used for conversions dispensed = 3. 3. Using the Unique Repeat Fast Code FOR EXAMPLE: 1) For Regulation 24 scripts enter R before or after the number of repeats prescribed.  For Deferred scripts. From repeats remaining history — [F3]. THE DISPENSE PROCESS 13 . 2) Details of the repeat to be dispensed will display on the screen to be double-checked by pharmacists. This can be dispensed by entering the pharmacist initials. the Fred-own repeat barcode is replaced by the eRx barcode.

Once the pharmacist’s details are entered. Fred Dispense will ask for the pre-approved authority. SEE: To learn how to add a new pharmacist in Fred Dispense. If a quantity is not provided. If you don’t provide one you will be asked if you wish to dispense the item as Private. Fred Dispense will save the script and a label and the Repeat (if any) will be printed. Most times you will not need to access this field. press the [TAB] key from the Repeats field and type the quantity you wish to dispense. This option can be changed in in Dispense Options > Clear ints when diff patient: Y or N All initials are validated against the Pharmacist’s Details list from the Lists menu. e. Price The Price field will have the normal calculated price (patient contribution). see Pharmacist initials setup (page 10).Quantity The Quantity field defaults to the NHS maximum quantity. you will be prompted to enter a quantity greater than zero. It will default to the last pharmacist who dispensed from Fred Dispense. Most times you will not need to change this field.   To override the price for a Private item. Press [ESC] to re-enter if an error is made. press the [TAB] key from the Quantity field and change the price as required. Fred Dispense can be set to clear these initials after each patient.  If you must change the price. ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS 14 .: 1 qty Pharmacist initials TIP! If you enter a quantity greater than the NHS maximum. Alternatively you can access the Private Pricing screen as displayed and. You will have to add new pharmacist initials to the list before they can dispense. The Pharmacist Initials field is the final confirmation step before printing and saving the script. choose to enter a Fee and Markup to calculate a price To move to the Quantity field. TIP! If two or more pharmacists are dispensing from the same terminal.g. press [TAB] to move the cursor to the Price field and simply overwrite.

Choose Script to Edit from Patient’s History. 2) Press [F2] to display the Patient History. 4) Press [F4] to edit chosen script. and then enter the script number you wish to edit or reprint preceded by the letter E. Choose Script to Edit by Number from the Patient Name/Repeat number field or the Drug Name field. 1) Select the patient.Editing scripts Editing requires you to choose the prescription you want to edit or reprint. THE DISPENSE PROCESS 15 . Scripts can be edited in one of two ways:  Option 1.  Option 2. 3) Use the cursor keys to move to the script you want to change. For both of these options the Wait screen appears displaying the chosen script with the many reprint or edit options. This option allows you to edit a script without requiring a script number. type E123456 Alternatively press [CTRL] + [E] or [F4] to open the prompt to enter the script number to edit or reprint. FOR EXAMPLE: To edit the script 123456.

........................................................................................................................................................................... 17  Adding new patients ...... 17   Entitlement numbers ............................................ 18 ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS 16 .......................................................................................................................................................................................... 18   Family linking ................................................ 17   Allergies .................................................................................................... 18   Patient Notes ...........................................................................................................PATIENT MAINTENANCE In this section:  Patient Details................

pension or safety net concession numbers and entered as follows:  Pension or Concession numbers. Orange or White Repat cardholders. Fred Dispense has only three fields for concession and entitlement numbers in the Patient Details screen. FOR EXAMPLE: TIP! To add a Medicare card. Patient details are then added in the Patient Selection screen (below). Use for concession. This field is used for Gold.  Safety Net concession numbers. 303562856K  CN405785986 Concession type as <S> and number entered in concession no field Repat numbers. <W> or leave blank if unknown and enter the Repat No number. from the Surname field either swipe the Medicare card using MCR or press [TAB]. Concession numbers. PATIENT MAINTENANCE 17 .PATIENT DETAILS To update an existing patient. Enter the Repat type as either <G>. <O>. FOR EXAMPLE:  Concession type as C and number entered in concession no field. press [ENTER] and press [A] to <Add New Patient>. press the [F8] key after selecting the patient to display the Patient Details Patient Details screen. Adding new patients  Entitlement numbers To add a new patient type in the patients surname at the Patient Name or Repeat Number field.

 Modify Safety Net To add Safety Net totals from outside pharmacies. FOR EXAMPLE: SN504263986  Allergies To add the patient's known allergies to the patient's details. a red screen will appear with the message. press [F8] to access the Patient Update screen. highlight the allergy to remove (right hand side of the screen) and click [Delete]. PATIENT DETAILS 18 . and then click [Allergies]. This field is used for patients that have a full safety net entitlement number. Outside script count and script amount details are entered under the Other field. Important messages to a patient can be added in the patient notes by placing a hash symbol before and after the message: FOR EXAMPLE: #check for similar drugs# When this patient is selected. and then press [ENTER].  Patient Notes To add patient notes.  Family linking To link patients to families. The current patient selected appears in the upper half of the screen. type in the patients name in Patient Search field and highlight one patient to be added. press C to continue. and then click [Family Maintenance] or click the Activities menu. To add a new family member. press [F8] to access the Patient Details screen or click the To remove an allergy. and choose Family Linking. This adds the patient to family in upper screen and alters PRF details to combined family PRF details. press [F8] to access the Patient Details screen. press [F8] to access the Patient Details screen.Safety Net numbers. and then click [Modify Safety Net]. The left hand side of the screen displays a list of allergies to choose from. Highlight the allergy required and either press [ENTER] or click [Add ] to transfer it to the patient’s allergy list (right hand side of the screen). icon on the toolbar.

........................................................................................................... 22 PAPERLESS CLAIM 19 ................................................................. 20  Closing the claim....................................................................................................................SECTION 4 PAPERLESS CLAIM In this section:  Paperless Claim .......................... 21  Reclaiming scripts ............... 20  Finalising the Claim .......................................................................................................................... 20  Review and Organise Scripts ...............................................................................................

This report is used to identify prescriptions that have been rejected or have not been successfully transmitted to Medicare Australia in a claim period. Use to view claim data within a specific date range or by claim reference number. then select the relevant options or (ALT + C).  Claim Analysis report. Holding scripts display with H in front of them and Deleted scripts display with X in front of them. Use regularly to check against the hard copy scripts. To run the reports: 1. A claim with non-transmitted scripts cannot be closed.  Holding/Deleted scripts report. change the claim period code to that of the previous claim. Note: It is advisable that rejected scripts are modified and corrected to ensure transmission and payments are processed. set Include Deleted Scripts to change the Y to N before generating the report. . If you want to check for scripts still on hold in a previous claim. Review and Organise Scripts 1. Only print this report if required. the following blue message is displayed. Note: The report defaults to reporting both “holding” and “deleted” scripts. This allows you to enter a script number or serial number and locate the required item and patient details.  Pre Preparation report. This is not needed for the claim but can be kept for future reference. then PBS Online Parameters reports or (ALT + C). Finalising the Claim It is recommended that you run a Rejection report and a Validation report to ensure your claim is ready to be closed. Use to check the number of holding scripts unaccounted for.PAPERLESS CLAIM Important: Do not re-open and edit claims that were finalised and sent before the Fred Dispense May 2015 update. Use to cancel a serial number without cancelling the script. 2.  Cancel Claim numbers. If you only want Holding scripts displayed. select Pharmpay Claim. Use to check for serial numbers that will not appear in the claim due to scripts being cancelled. B. PAPERLESS CLAIM 20 When the claim no longer contains scripts with a rejected status. From the Activities menu. From the Activities menu. Set the Report Type field to R to run the Rejected/Non-Transmitted report.  Excluded Claim number report. This report shows every script that is currently being claimed for. put on hold or reclaimed. Use to locate any lost scripts. select Pharmpay Claim.  Script/Claim number display.

2. Tip! Generating Claim for previously closed claim periods is not recommended as best practice with the new claiming processes. G 2. Return to the PBS Online Reports dialog. then click OK to generate the report. the following prompt will be displayed. click Yes to confirm you want to generate and finalise the claim. If there are three consecutive close claim attempts that report the same number of nontransmitted scripts. Acknowledge the certification (with a tick and enter the pharmacist’s initials. Re-check the Validation report for nontransmitted PBS online scripts (as explained above). contact Fred Help for assistance. The Paperless Claim for Payment Certification is displayed only when all PBNS scripts are successfully transmitted to PBS Online If you receive a Non-Transmitted Scripts Warning whilst attempting to close a claim: The Claim Validation Report checks for problem prescriptions in your current claim. Closing the claim 1. 3. it is recommended that your scripts are sorted and stored correctly. 3. 4. A claim closure message is sent to Medicare directly from Fred Dispense via PBS Online. The Paperless Claim for Payment Certification is displayed. No additional paperwork is required. At the prompt. Note: Fred Dispense will display the nontransmitted Warning whenever attempting to close a claim that contains non-transmitted scripts. ) PAPERLESS CLAIM 21 . select Generate/Finalise Claim File from the Activities menu or (ALT + C). Reminder: As usual. Select the relevant Claim Validation Options or All Validation Options. 1. This report also identifies non-transmitted scripts in the claim. Check you have a working internet connection. and set the Report Type field to V to run the Claim Validation report. Note: A claim cannot be closed if it contains non-transmitted scripts.3. When you are ready to close the claim. Ensure that you have checked that Fred Connect is running. 4. Click OK to try to transmit the nontransmitted script(s) now. If you have performed all the checks described above and re-attempted to close without success. It will result in a rejection message from PBS online advising that the claim has already been closed.

com. Reclaiming scripts that have been rejected 1) Edit script by using [F4] or [CTRL] + [E] followed by the script number. Do one of the following:  If it is to be reclaimed with the new status. Press [END] to save changes. 2) Make the appropriate script changes by choosing Edit Rx from the Wait screen. 2) Press [F8] to access the Patient Details screen and make the appropriate entitlement changes. 1) Edit script by using [F4] or [CTRL] + [E] followed by the script number. 3) Choose Reclaim Rx from the Wait screen and the following warning screen will appear. A confirmation message ‘Script in Previous Claim’. the claim number is displayed and you have the option to reclaim script in current claim period. select <Y>es.  If it is to be reclaimed with the original status intact. Patient Entitlement details have changed Update script with current patient entitlement details Yes/No 4) Or you can follow step 3 (below) and reclaim without editing generating the report. including PBS online Report Parameters visit to the Fred Help Centre (http://help.Reclaiming scripts Reclaiming scripts with changed entitlement details 1) Select the script to edit by using [F4] to get to the Wait screen. Reclaiming a script on hold 3) Choose Reclaim Rx from the Wait screen to reclaim in current claim. SEE: For more detailed information on claim reports. finalise the Rx by entering the pharmacist initials. select <N>o. and then press [CTRL] + [E] followed by the script number. 2) Choose Reclaim Rx from the Wait screen to reclaim in current claim. NOTE: After editing the Rx.au).fred. PAPERLESS CLAIM 22 .

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