Medication Fills

Use the Medication Fills tool to enter injectable, non-injectable, and infusion pump medication fills. Multiple medication fills may be entered for each patient.

To enter Medication Fills:

1. From the Main Menu, click Tools and then select Medication Fills.

2. Enter the Patient Last Name and click .

3. Click the arrow next to Patient and select the applicable patient.

4. Click the arrow next to Admission and select the applicable admission.

You must select both a patient and the admission.

5. Complete the following fields (* indicates required):

● Enter the Fill Date from and thru (in XX/XX/XXXX format) and click . Existing medication fills will display.

● Enter the 11 digit NDC code.

Enter only numeric characters, Enterprise Edition automatically fills in the dash characters. If the NDC number given from the pharmacy does not contain 11 digits, you must enter preceding zero digits to reach a total of eleven digits. A warning will display noting that the NDC code hasn’t been found in either our crosswalk or Medispan, if utilized.

● Enter the Fill Date of the medication.

● Enter the Rx Number (The RX Number is not a required field).

● Select the applicable Drug Route.

● Enter the Charge Units.

● Enter the Charge Amount.

If your agency uses Medispan click after you enter the NDC code, Fill Date, Rx Number, Drug Route, Charge Units, and Charge Amount.

Enter the HCPCS code. (This will automatically populate if it is found upon clicking Save.)
The Pkg Qty will automatically populate after has been executed. (Review this information to ensure that it is accurate.)

The number of packages.

Example: There are 20 medication bottles (containers) in 1 package.

The Package Qty will only auto-populate if your agency utilizes Medispan. If not, you will need to obtain the Package Qty from the pharmacy or PBM.

This field is required if the Drug Route is non-injectable.
The Unit Code will automatically populate after has been executed. (Review this information to ensure that it is accurate.)
A Unit Code is required when the Drug Route is non-injectable.

Available Unit Codes are:
- EA - each (translates to UN)
- F2 - International Unit
- GM - Gram (translates to GR)
- GR - grams
- IU - International Unit (translates to F2)
- ME - Milligram
- MG - Milligrams
- ML - Milliliters
- UN - Unit
The billing unit will always default to UN with the five unit of measure qualifiers displaying in the drop-down menu.

6. Click .

When keying in Medication Fills, if you utilize all of the rows on the first page you can click page 2 and continue keying in data without clicking Save. If you partially complete a page you must click Save prior to leaving the screen. If you navigate away from the screen without clicking Save, the data entered will not be saved. There is no prompt letting you know that you have not saved the data entered.

The Medication Fills screen flows beyond what is visible on the screen. To view the Medication field use the scroll bar at the bottom of the screen and scroll to the right.

The Medication Fills tool is not available or visible on Disconnected Point of Care devices. You will not be able to view any of the Medication Fill data in the patient medication screen, the data is only available in Tools | Medication Fills.

Color Coding

Color coding will appear on medication fills to denote the following circumstances which need attention:

● Red - Invalid NDC

● Orange - Duplicate Fill

● Yellow - Missing from Patient

● Turquoise - Missing HCPCS in Crosswalk

● Light Blue - Injection/Infusion Pump not in Crosswalk

Compound Medications

Compound drugs are determined by having the same prescription number and fill date. They must be linked utilizing a prescription or linkage number which must be entered for each ingredient in the compound in the Rx Number field . The same fill date must be entered for each ingredient to link the compound. Compound Medications without a HCPCS code will not flow to the claim because HCPCS is a required field.