VIP Pharmacy Software – Retail

Prescription Filling Process

Prescription Filling

The VIP Pharmacy Management system was designed to be easy to learn and use while still giving the pharmacist a powerful tool to process prescriptions efficiently in a quick and simple manner. It is keyboard driven to keep your hands on the keyboard for greater speed and flexibility.

• Background billing provides fast claims processing and resubmission in case of rejects. Internet claims processed in 3 seconds.
• Allows entry of up to 20 refills by Rx number and review one at a time.
• Allows selection of up to 20 Rx numbers for refill from customer profile.
• Simple to follow on-screen prompts assist users from the novice of pharmacy system users to the most experienced users to fill prescriptions in a timely manner to improve the experience of your customers.

Drug File

The VIP Pharmacy system includes a total drug file which totals more than 100,000 drugs from various manufacturers on each user’s system. The total file is updated on a weekly basis. You can easily pull a drug over from the total file to your operating drug file with a single keystroke after typing in the NDC number. Even during new and refill prescriptions you can instantly add a drug to your operating file.

Doctor File

The VIP Pharmacy Management System allows you to effortlessly add thousands of prescribers to your daily working prescriber with a built in DEA & NPI doctor database that contains information available from prescribers across the United States. Each doctor record also allows you the flexibility to add details such as office hours, office numbers, or even contact preferences that indicate whether or not to allow electronic fax or e-prescription refill requests.

Partial / Multiple Fill

VIP allows for partial prescription fills for your customer’s convenience and will track the total quantity prescribed so that your customer will feel reassured that their refills will always be accurate.

Sig Codes

The VIP Pharmacy system always is preloaded with a large selection of the most commonly used Sig codes in the industry, but additionally the pharmacist has the ability to easily add additional sig codes with units-per-day calculation. If you do not like using sig codes, no problem! VIP also gives you the flexibility to use freehand sigs containing up to 4 lines of instruction.

Patient / Prescription Comments

VIP gives you the ability to log, not only allergy information, but personal notes regarding the patient or customer. Important notes can be flagged as critical to alert the pharmacist or technician of important issues regarding the customer. Plus, with the use of VIP Point-of-Sale, critical notes can be flagged to alert cashiers of important information.

Confidential prescription comments may be made during the prescription fill process to inform only pharmacy personnel to any issues regarding that particular prescription.

One Screen Filling

No need to pull up multiple windows to fill one prescription. New prescriptions can be filled on one screen. The user can easily search and add customers, doctors, sig codes, and drugs without ever leaving the screen as well as check and refill prescriptions from a customer’s prescription profile.

Multiple Refills from Customer Profile

No need to hunt for or key in one refill individually! VIP allows entry of up to 20 refills by Rx number and reviews one at a time. You can also just as easily pull the customer’s profile and select up to 20 Rx numbers for refill from the customer prescription profile

Prescription Edit from Fill Screen

One screen filling allows quick and easy error corrections in prescription file with one simple keystroke. Correct sigs, Rx status, dates, and more.

Pricing

Price updates are automatically downloaded on a weekly basis with current AWP pricing. In addition, VIP can also import acquisition costs from a wide selection of wholesalers to help you measure profitability and stay ahead of the competition.

Unlimited Pricing Formulas

VIP allows for an unlimited number of pricing formulas based on AWP, direct, or acquisition costs. Adaptable sliding scale professional fee pricing with fifteen levels is available. Pricing markup is based on dollar markup, percent markup, fixed price or a combination of method. Pricing formulas are assigned to individual drugs, to third party plans, or to groups of individuals. With these pricing methods, assign a usual or competitive pricing scheme.

Discounts

Set up special discounts for individual customers, nursing homes, and long term facilities as you see fit. With VIP Point-of-Sale, you can easily give discounts on individual items or an entire sale order. VIP POS also allows you the ease of presetting promotions and the security that sales promotions begin and end on the dates that you preset.

Third Party Claim Processing

Third-Party processing for prescriptions has now, in essence, become the heart of your pharmacy’s business. The VIP Pharmacy System helps you maintain and grow this essential part of your business. Fast and effective claims transmission is up to the most current National Council for Prescription Drug Programs (NCPDP) electronic guidelines and standards.

• Supports thousands of third parties and allows you to customize options to allow for maximum days supply, maximum number of refills, support phone numbers, and more.
• VIP’s background billing will also allow you to process four claims per transmission to further increase your productivity and to reduce costs. Preloaded with a variety of Medicare Part-D third party plans.
• High speed – VIP will transmit your claim over the internet over various high-speed options including DSL, T-1, and Cable.
• Backup claims transmission – If your high speed internet is down OR unavailable in your area, VIP will still allow to transmit claim over dial-up.
• Claim switching available through EmdeonTM and RelayHealthTM

Third Party Reconciliation

Remittance from third parties can be reviewed and reconciled at site level. A single key stroke can close all claims for a period if the dollar amount matches. You can reconcile claims by Rx number, customer, bin, or date.

DME Billing

On-line DME Medicare Billing with verification checks is available. No separate software to buy.

Reports

The VIP Pharmacy system is equipped with a wide variety of reports that allow you to analyze all areas of your business from daily transactions to gross profit analysis, salesmen / clerk performance to inventory turnover and cash management. Below is a list of some of the possible reports that can be generated:

• Customer Profile –Easily print all current and past medications including drug strength, quantity prescribed, as well as the prescriber information and directions for use.
• Customer Encounter Report - List patients by age, sex, race, and the type of drugs used. Customize for printing drugs involved in ADAPT programs.
• Transaction History Report - Log of filled prescriptions during a specified period of time including the number of new and refill prescriptions, the cost, selling price, the gross profit and percent gross profit.
• Compliance Report – Allows the pharmacist to create a list of all customers who have not received maintenance medication by a certain date. List maintenance medication due by a future date.
• End of Day Reports – Don’t get stuck with meaningless reports. The VIP Pharmacy System allows you to choose from a list of reports that are the most beneficial for your site as part of your end-of-day routine including daily transactions, DEA reports, third party reports, and more.
• DEA Reports – Generate any list of transactions for all classes or an individual class of controlled substances daily or for an entire date range.
• Profitability Reports – Several options to measure present inventory valuation, third party payment and profit summary reports, accounts receivable reports, sales analysis reports, and other reports essential to your business.
• Drug Usage – Generate reports for all drugs or types by volume, quantity of rx’s sold, or even therapeutic class.

Third Party Reports

VIP also offers a wide variety of third party reports as well including:

• Third Party Billing - Print audit reports to verify payment.
• Third Party Reconciliation - Print reports of outstanding amounts for one or all third parties. Profitability reports are available.
• Third Party Status Report - Shows all outstanding third party billing.
• Third Party Profitability Report - Gives the next profit for each third party plan.

Electronic Prescriptions

Electronic prescription replaces old handwritten prescriptions, computer-printed prescriptions, and illegible faxed prescriptions. With electronic prescriptions, also known as e-prescribing, the risk of medication errors is greatly reduced.

The VIP Pharmacy Management System is officially certified through SureScripts, the nation's largest e-prescription network.

• Seamless integration into the VIP Pharmacy System. No separate equipment needed.
• Process e-prescriptions directly from the VIP e-prescription queue.
• Electronic refill requests easily sent during the refill process. No separate screen needed.
• Clear visible indicator when e-prescriptions or refill responses are present.

Pre - Post Edits

Emdeon^TM Edit is an advanced real-time pre/post editing (PPE) solution which comprehensively improves pharmacy's third party reimbursements and in-store productivity. As more and more prescription business involves third parties, it has become absolutely critical to ensure claims are submitted accurately and fairly to ensure maximum payment. As a solution, Emdeon offers Emdeon Edit, a superior pre/post edit service for retail pharmacy.

Features:

• Emdeon^TM Edit is designed to optimize third party reimbursements and reduce submission errors, increasing overall profitability.
• A series of edits provide financial, administrative, and legal compliance reviews on prescriptions prior to being sent to and received from the processor.
• Emdeon^TM Edit helps improve margins by preventing errors and monitoring compliance such as improper DAW usage, incorrect pack sizes and continued use of discontinued NDCs.
• Emdeon^TM Edit also has a Market U & C feature that will compare U & C pricing to area competitors. This edit gives pharmacies valuable information for evaluating their retail pricing.
• All customer reports are available online in near-real-time for easy business analysis. These reports highlight trends regarding drug pricing, generic usage, pharmacy management system issues, and high usage of edit overrides.

Accounts Receivable

The accounts receivable system is fully interactive with the prescription filling process. When a prescription is being filled for a charge customer, the account balance, last payment date, and the last payment amount will be displayed. When a prescription is filled for a charge customer, it will automatically be charged unless overridden. Some features of the accounts receivable system are listed below:

• Seamless integration to VIP Pharmacy Software and VIP Point-Of-Sale
• Shows balances on prescription filling screen
• Monitors credit limits
• Details line items on statements
• Eliminates end-of-month closing routines
• Reprints statements for past dates
• Provides clear concise statements available for laser and dot matrix printing
• Allows linking of accounts for family members or facilities

Inventory

Inventory Levels – Manage your on-hand inventory with powerful tools to track all inventory valuation and product movement. Acquisition cost updates.

Suggested Reorder – Set your minimum inventory requirements for each item you carry, and the system will alert you when you need to re-order, or use the auto-calculate function to intelligently calculate reorder levels based on actual drug usage.

Purchase Order – Generate electronic purchase orders and imports for various wholesalers.

Non-usage drug reporting – Minimize costs by tracking low-volume drugs.

Purchase order printing or electronic ordering.

Automatic receiving of inventory en masse.

Point of Sale

The VIP Point of Sale System is designed for our customers that want full product integration to the VIP Pharmacy Management System. The VIP Point-of-Sale has been SIGIS certified and is IIAS compliant. It also provides easy to control management tools for Rx’s and OTC products. Here are some of the features:

• Rx and OTC scanning with FSA eligible totals
• IIAS/FSA Certified
• Prints receipts
• Charges accounts receivable for customer and third party
• Generates reports on total daily sales and charges
• Maintains permanent file on every sale with FSA totals
• Check cashing
• Paid-outs
• Coupon/Refund Tracking
• Perpetual inventory
• Electronic ordering

End of Day Procedure

After working hard all day, you shouldn’t have to work hard to close out for the day. Simple End-of-Day procedure automatically prints all your required reports as well as profitability reports that YOU choose to print such as Accounts Receivable transactions and third party versus acquisition cost reports. In addition, the VIP system will create your in-house daily backup for a wide variety of media such as CD, DVD, USB, etc and will even allow you to back up with our optional Offsite Secure Backup service.

Electronic Signature Capture

Signatures Picked Up – Eliminate old fashioned paper logs. Capture and store patient signatures for Rx pick-up, HIPAA acceptance, third party logs, and safety caps preferences with a stroke of an electronic pen.

3rd Party Reporting - Help pharmacies quickly expedite audits by easily and conveniently reproducing any signature logs requested by third party auditors.

Interactive Voice Response (IVR)

Tired of being shackled to the phone? Our IVR system can help make you more productive and create a more pleasant customer experience. Your customers will have convenient access to your pharmacy 24/7, plus the system can eliminate customer telephone hold time and reduce time customers spend waiting in line.

This is not your typical answering service. Our IVR has several flexible options based on your operation to help and not hinder your pharmacy staff. IVR can intercept phone calls all day or after hours based on your preferences.

Based on variables in the pharmacy software, the system automatically calculates a time that the prescription will be ready for pickup, and it tells the customer. The system also adds additional lead time for doctor’s authorization, after hours, weekends and holidays, as set by the user. If the store offers delivery or mail service the system will alert the pharmacists of these requests.

The IVR option is so tightly integrated with the pharmacy software it is just like a new area for filling and managing prescriptions. There is no need to jump around from menu to menu to get what you need done.

The software also keeps track of faxes that have been sent to the doctor and the pharmacists can flag them when received as accepted or denied. Doctor faxing can be set to automatically fax to the doctor or allow the user to initiate the fax.

Features:

• IVR can handle time-consuming prescriber communications, automatically by checking refill limits and sending authorization requests.
• IVR can play back messages left by customers and prescribers.
• By integrating with the VIP Pharmacy Management system, refills are automatically queued and waiting for you to fill.
• Save customers time by allowing you to set your own parameters for patients to pick-up prescriptions.
• Faxes additional refill requests to physicians and will automatically schedule refill processing based on pick-up time.
• Supports multiple languages and gain the ability to customize messages.
• Walk customers through easy, step-by-step refill ordering process and allows customers leave voice messages with their refill requests.
• Inform customers of pick-up times within pre-set parameters established by your pharmacy.
• Customized store parameters can be changed at any time.
• Relays store Hours and Information.
• English and Spanish language prompts available.

Bin Management Tools & Outbound Dialing

Don’t let valuable inventory go to waste! The VIP Pharmacy Management System allows you to keep track of items awaiting pickup by your customers.

Prescriptions Not Picked Up Report – Print or view a list of prescriptions still awaiting pick-up by your customers

Prescription Status Checking – Integrated into VIP Point-of-Sale allows your cashier to check for prescriptions awaiting pickup for an individual customer.

Drug Database and Price Updates

Price Updates – Automatic weekly price update to keep your system up-to-date with the latest AWP and direct-unit-pricing

Allergy Checking – The VIP Pharmacy Management System will automatically screen a prescription for a reported patient allergy to the prescribed medication.

Drug-to-Drug Interaction Checking – A vital tool to aid the pharmacist in identifying drug to drug interactions that appear to be of clinical importance. When an interaction is detected, a color coded screen appears according to the severity of the interaction, and then the page references previous prescriptions of the patients profile where a possible interaction may occur. The appearance of drug interaction warnings does not necessarily mean that the interacting drugs may not be taken concurrently. The system is only intended to alert the pharmacist of a potential problem.

Patient Drug Education Database - An electronic database of product-specific, patient-oriented drug information. It provides a patient with a printed medication information sheet covering topics such as medication use, precautions, and possible side effects. The drug monographs are available in both English and Spanish.

Nursing Home Module

Provide prescription services for nursing homes and extended care facilities with the VIP Nursing Home Module. Simple to use and learn as it is based on the VIP Pharmacy Management System.

Features:

• Medical Administration Records (MARs)
• Physician Order Sheets
• Supports multiple nursing homes with individualized price formulas, specialized SIG codes and administration time.
• Supports label formats either in laser or dot matrix format.
• Fast multiple refill function allows entry of up to 20 Rx numbers
• Generates reports on medication administration, physician order forms and drug delivery
• Non-drug ancillary orders with standard orders per home
• Reports for patients taking certain therapeutic categories of drugs
• Drug pre-packing labels

Optional Modules and Interfaces

The VIP Pharmacy System is designed to grow as you continue to grow. With our numerous modules and automation interfaces, we have several options and solutions to accommodate your growing needs.

• VIP Pharmacy Management Software
• VIP Nursing home Management Software
• VIP Community Health Center Pharmacy Software
• Accounts Receivable
• Inventory with Electronic PO with select vendors
• e-Prescriptions - SureScripts certified electronic prescription filling
• Wholesaler Acquisition Pricing updates
• Data Conversion on selected systems
• VIP Point Of Sale - SIGIS certified and IIAS compliant
• e-Sig - electronic signature capture
• Integrated Voice Response (IVR) available with English
• Various interfaces available for automation including Parata, ScriptPro, and more.
• Outbound calling
• …much more