RxKey Training

1. RxKey Training

2. RxKeyClient Installation • A Windows XP Professional 32 bit operating system is required on a computer that will be used as an RxKey client. • Crystal Reports needs to be installed on a workstation prior to installing the RxKey client application. • Using Windows Explorer, the Crystal Reports installation file, crystal_setup.exe, can be found in a shared folder on the local server, C:\Inetpub\ftproot\data, or by typing \\servername\inetpub\ftproot\data in the address window on a networked workstation. • Windows Explorer can be opened by right clicking on Start in the bottom left corner of the screen, then left click on the Explore option.

3. RxKeyClient Installation • Run crystal_setup.exe. If .NET Framework version 2.0 or higher is not installed on the workstation, the installation file will install it. • Accept the license and when the installation of .NET Framework is complete click OK. • The .NET configuration will continue and may prompt for a restart, which should be done before continuing. • The Crystal Decisions installation will proceed. • Select Next on both the Welcome and Install screens and Finish when the process has completed.

4. RxKeyClient Installation • Open an internet browser in order to install the RxKey Client Application • In the address bar, type http://servername/install or http://serveripaddress/install • A log in box will pop up. Log in using “kciuser” as both the user name and password or use a user name and password provided by the school • In this example, vdemo1 is the name of the server

5. RxKeyClient Installation • The KeyCentrix Client Application Updater screen will open • Click on the Client Application Updater to load the client application

6. RxKeyClient Installation • This will display a File Download window • Select Run and a Security Warning screen will appear • Select Run to proceed

7. RxKeyClient Installation • Click Next on both the Welcome (shown) and Destination screen • Select Custom then click Next

8. RxKeyClient Installation • In the Custom Setup screen, select which application will be installed and click Next • On the following screen select Install and Finish when the installation is complete • Close the internet browser

9. RxKeyClient Installation • Double click on the RxKeyicon that has appeared on the workstation’s desktop • To synchronize the new client application with the server, enter the server name or IP address in the Server address text box and click OK • Click OK on the next pop up window to continue the synchronization process • The application will connect with the RxKey database on the server and a login screen will come up as soon as the synchronization process has completed

10. RxKeyBasics Logging into RxKey • Double left click on the RxKey shortcut icon on the workstation desktop • Enter User Name, Password and select Pharmacist of record • User names and passwords are case sensitive and must be at least five characters long

11. RxKeyBasics

12. RxKeyBasics • Search box allows the user to search for a customer’s profile by entering a customer name • V + Rx# then the Enter key will allow the user to View the most recent fill of an Rx • P + Rx# then the Enter key will allow the user to Print an extra prescription label • Rx# only then the Enter key will allow the user to create a refill for that Rx

13. RxKeyBasics • F1-F12 correspond to the Function keys on the keyboard • The down arrow signifies additional menus • Alt + underlined letter or number will perform that function • Pressing Enter when a button is highlighted in blue will execute the action on that button • The Tab key is used to move to the next field in the system and Shift + Tab will move the cursor back one field

14. RxKeyBasics • F8 Reports & Tools -> • F6 Pharmacy Profile – Contains all the software settings and preferences for the pharmacy • F3 Users – Where new users are added and existing users are edited • F1 Reports – Where to access all the system’s reports

15. RxKeyBasics • F8 Reports & Tools -> F6 Pharmacy Profile

16. RxKeyBasics • F8 Reports & Tools -> F3 Users • Add… will create a new user • Edit… will allow a user to make changes to an existing user • Can Reset Password… and Reset PIN… for highlighted user

17. RxKeyBasics • Adding a user General tab • User Name and Password are case sensitive • Password must be at least five characters long • PIN is for pharmacist only • Must select a user type

18. RxKeyBasics • Adding a user – Security Roles • Security Roles tell the system what tasks the user is allowed to perform • Must select roles for each user • Can select multiple roles based on duties

19. RxKeyBasics • F8 Reports & Tools -> F1 Reports • 12 different report type categories • Accounts Receivable • Customer • Daily • Drug • Facility • Financial • Inventory • Maintenance • Plan • POS • Prescriber • Rx • 135 total reports

20. RxKeyBasics • Reports have parameters that allow users to specify search range • Once all necessary fields are filled out, select View Report to generate the report • If any changes are made to the parameters after the initial report is generated, select Refresh to update the report

21. RxKeyBasics • Show Parameters will allow the user to view and edit the parameter fields

22. RxKeyBasics • Types of files a report can be exported as • Crystal Reports (*.rpt) • Adobe Acrobat (*.pdf) • Microsoft Excel (*.xls) • Microsoft Excel Data Only (*.xls) • Microsoft Word (*.doc) • Rich Text Format (*.rtf) • Report actions • - Go to First Page • - Go to Previous Page • - Go to Next Page • - Go to Last Page • - Go to Page • - Close Current View • - Print Report • - Export Report • - Toggle Group Tree • - Zoom • - Search Text

23. RxKeyBasics F9 New Rx • Every prescription starts out as a new fill • Need to have all the information listed on this screen in order to successfully fill an Rx • Prescription number is assigned when the Rx is submitted

24. RxKeyBasics • The left side of the fill screen was created to mimic a written Rx

25. RxKeyBasics • Scan Rx… at the bottom right of the fill screen above Cancel allows the user to scan a picture of the prescription into the fill screen • Image will minimize automatically when the user tabs past the Prescriber

26. RxKeyBasics • Tab button is used to proceed to the next field • Function keys can be used to access fields and profiles • can be used to access search screens and profiles • Alt + underlined letter/number used to access desired fields • Ctrl + blue letter at top of screen used to access desired functions

27. RxKeyBasics New Fill vs. Refill Screens

28. Rx FillCustomer – F2 • F9 New Rx is one way to access the new fill screen • A Customer can be searched for by: • Last Name, First Name (whole or partial) • First Name space Last Name (whole or partial) • Birth date with forward slashes (mm/dd/yyyy) • Phone number with dashes (###-###-####) • Last four digits of Social Security Number

29. CustomerCustomer Search • If a customer is not in the system or if there are multiple matches to the search, the Customer Search screen will appear • Choose the correct customer by double clicking on the name, highlighting the customer and selecting OK (Alt+O) • Add… (Alt+A) to create a new customer profile

30. CustomerCustomer Profile • 1. Main tab • Last and First names (in yellow) are required to add a new patient • Multiple addresses and phone numbers can be documented • Use Add…, Edit… or Remove on additional addresses and phone numbers • Can set default Settings that will apply to new prescriptions

31. CustomerA/R • 2. A/R tab • A/R (accounts receivable) allows a customer to charge items to be billed at a later date • Can Add… this customer to another customer’s A/R account by using an existing account name or number • Can Create… a new account for this customer that will use information from the 1. Main tab to fill in customer information

32. CustomerA/R • Can also Search for and Add A/R Accounts using F3 A/R -> F3 Search Accounts

33. CustomerA/R

34. CustomerA/R • Under Settings, check boxes to enable Charging Allowed and Auto Charge • Checking the Charging Allowed box enables this account to receive charges • Checking the Auto Charge box allows the system to automatically charge a copay at the time of an Rx fill • Select Statement Cycle • Select Account Type • Customer – General is most commonly used for a regular customer’s account type • Responsible Party and Mailing Address can be different than Account Name if necessary

35. CustomerA/R • Billing cycle specifics are set in Pharmacy Profile under Billing Cycles tab

36. CustomerA/R • An account can accommodate multiple account members • Account Members (2.) tab shows everyone that is tied to this A/R account • Add…, Edit… and Remove buttons are used to manage account members

37. CustomerA/R • Add, Edit and Remove account specific comments in the 3. Comments tab

38. CustomerA/R • Underneath the check box is a drop down box that contains the customer’s A/R account name • Can select different A/R account to charge to if the customer is a member of multiple accounts • To charge a copay at the time of fill • There is a Charge Fill check box underneath the Total price on the left side of the fill screen • Check that box to charge the customer’s copay to their A/R account when the copay cost comes back from the insurance • If the customer is set to Auto Charge the box will automatically be checked

39. CustomerA/R • Manual customer charges • F3 A/R -> F1 Add Customer Charge • Enter an Rx number as the Description and the Account Name and Amount will automatically populate • The Transaction Date will change to the Rx fill date • Can manually change Transaction Date

40. CustomerA/R • Can manually add OTC or other items to a charge account • Tabbing past the amount to Sales Tax will calculate the sales tax based on the percentage set in the pharmacy profile • F1-Charge will add the item to the transaction list • Once finished adding charges, F12-Post will apply the charges to the A/R account • F11-Post & Print will print the transactions being posted

41. CustomerA/R • Account ledger is added after the account has been created • 5. Ledger tab shows all transactions within the set date range • Can also Include Paid Entries by checking box • Can Add Entry or make an Adjustment to an existing entry

42. CustomerA/R • Customer payment • F3 A/R -> F5 Add Customer Payment • Enter Account Name or number • The account Balance is displayed in the top right hand corner • Description defaults to ‘Payment’ • Enter the payment Amount and choose either F1-Check, F2-Cash or F3-CC/ACH • F12-Post will apply the payment to the outstanding balance paying off the oldest debits first • F11-Post &Print will print a receipt

43. CustomerPlan • 3. Plan tab allows a user to Add… multiple insurance plans to a customer profile • Search Plan by plan Name, BIN and/or PCN • If the plan is not already set up in the system, select Add to add a new plan

44. CustomerPlan • Adding a new plan • Plan name is set by user • If the new plan is a cash plan, Cash needs to be selected under Adjudication Information • Paper format should be selected if the third party does not accept electronically submitted claims • If the plan needs to be sent electronically to a third party, Electronic needs to be selected and an electronic format must be added

45. CustomerPlan • To add an adjudication format, select Add… • Choose the current date as the Effective date • Enter BIN and PCN as it appears on the customer’s insurance card • Click the or press Enter while the is highlighted to search for the electronic Format that matches BIN and PCN • Select OK to save that Format to the plan

46. CustomerPlan • Pricing Schedule and Claim Pricing Overrides • Use drop down boxes to add fee schedules • Compounds • Generics • Brands are broken down by class • By checking the Use Drug Pricing box, it will override the fee schedules that are set in the insurance plan

47. CustomerPlan • Fee Schedules are found under F7 Plan -> F8 Search Fee Schedules • RxKey bases default pricing on the AWP (Average Wholesale Price) pulled from Medispan • Adding a Fee Schedule allows the pharmacy to sets it’s own pricing • Fee schedules are set in plans and in specific drugs • This screen allows the user to Add…, Edit… and Remove Fee Schedules

48. CustomerPlan • Every fee schedule requires a Fee Schedule # and Description to make it unique • Fee Schedule Basis is either by Price or Quantity • The fee applied is based on either what price range the Rx falls into or how many units are being dispensed • Drug Cost Basis defines which pricing source is used when pricing the prescriptions using this fee schedule

49. CustomerPlan • Fee Line tells the system the range that the fee will apply from and to a set amount • The +/- Markup % allows the user to mark the price up or down based on the pharmacy’s preference • Fee Based On tells the system that the fee will be based on either $ Amount or % Drug Cost • Calculate Fee tells the system whether the added fee will be chosen before or after the price markup • Use Add, Edit and Remove to manage fees

50. CustomerPlan • Two common types of fee schedules are: • 1. Flat fee - fee applies to the entire range of pricing (left) • 2. Tiered fee - fees are different based on the range in which the price of the prescription falls (right)