Prescription Manager

Prescription Manager

Estimated reading time: 6 min


The prescription process can often be casual and jumbled. It may involve a receptionist seeking out a veterinarian to look up a patient’s record, and the veterinarian deciding to dispense the medication or asking the client to bring the patient in again.

The prescription manager allows you to:

  • Catalog and easily view prescriptions that have been issued to your clients.
  • See if a repeat medication is authorized and, if so, process the prescription without the need to ask a veterinarian.
  • Specify the item, quantity, number of repeats, and expiry date. When dispensing, you can vary the quantity as long as you do not exceed the maximum quantity. You cannot dispense the item after the expiry date.
  • With Prescription Manager, if a prescription is exhausted or expired, the receptionist can advise a client that the veterinarian will need to see the patient again before further medication is given. The receptionist can offer to make an appointment on the spot without referring to the veterinarian.

    The Prescription Management system saves the receptionist and the veterinarian valuable time, impresses the client with your efficiency and adds to your overall quality of care.

    Accessing the RxWorks Prescription Manager

    The prescription manager is accessed by:
    Clicking on the button on the HOME Toolbar (which is displayed when viewing the Task Panel or Clipboards)

    Or by clicking the button on the Patient or Visit Toolbars (which are displayed when viewing the Patients or Visits screens).

    Using the Prescription Manager

    To begin using the Prescription Manager, you must first have the relevant patient record open. If you open Prescription Manager from the patient record, that patient will automatically be used when creating new prescriptions. You will see their name at the top of the screen.

    Selecting A Patient From The Prescription Manager

    1. Navigate to the Prescription Manager window.
    2. Click the ‘Find Patient’ Button. The ‘Find Patient’ dialog will appear.
    3. Select a Patient using the ‘Find Patient’ dialog either by searching for the client first or by searching directly for the patient. See instructions below for details about each method.
    Search by Client

    To search for a client by client number, name, initials, address, postcode and phone number:

    1. Enter any data into a client information field. A list of results will appear on the right hand side of the dialog.
    2. Double click on any client name in the search results to display the patients associated with that client in the bottom right of the dialog box.
    Search by Patient

    To search for a patient by patient name, species and breed:

    1. Enter any data into a patient information field. A list of results will appear on the right hand side of the dialog.
    2. Double click on any patient name in the search results to select that patient in the prescription module.
    3. Once a patient is selected its name will appear in the upper left corner of the prescription manager dialog.
    4. Click on that name. A drop-down menu of all of the patients associated with the same client will appear.

    You can select another name from this menu to quickly switch to a different patient.

    Adding A New Prescription

    To add a new prescription to a patient record:

    1. Click the ‘New Item’ button. This will display the “Advanced Search” dialog.
    2. Type the name of the drug you wish to enter into the prescription record. All items with a matching name will be displayed.
    3. Click on the drug you wish to add a prescription for and click ‘OK’. The ‘Prescription Details’ dialog will open.
    4. Fill out the Fields as described below.
    5. Click ‘Save Prescription’.

    Enter the quantity by number of pills, mLs, packages, etc. to be dispensed.


    Enter the number of times a client can refill their prescription here. Entering ‘0’ will allow the client to request small quantities of the prescription at a time, totalling up to the quantity entered in the previous field.
    For example, a veterinarian could prescribe 28 pills to last 2 weeks (at 2 per day) and enter a ‘1’ to allow the client to come back after the 2 weeks are up to refill the prescription. Or the veterinarian can enter a prescription for 56 pills and enter a ‘0’, but only add 28 pills to a Consult or Counter Sale. This would leave 28 pills remaining on the prescription, which could be added to a new Consult or Counter Sale at a later date.

    Total Amount

    The total number of units is automatically calculated.

    Start Date

    Choose the prescription’s start date.

    Expiry Date

    Select an expiration date. You can choose between 6 or 12 months after the start date, or by selecting ‘Other to manually enter your own date.

    Label Body Text

    Enter any text you wish to print on the prescription label. This is usually the usage directions.


    Enter any notes about the prescription for future reference.

    Editing An Existing Prescription

    To edit an existing prescription:

    1. Navigate to the Prescription Manager window.
    2. Click on the prescription you wish to edit. The ‘Prescription Details’ dialog will appear.
    3. Edit the details as desired.
    4. Click ‘Save Prescription’.

    Adding A Prescription From The Charge Dialog

    Prescriptions can be added from the charge dialog (shown below). The charge dialog is displayed after you select an item to be added in a Visit or Counter Sale.

    To add a prescription from the charge list:

    1. Select the drug for which you wish to create a subscription to a Visit or Counter Sale.
    2. This is done by clicking the ‘ADD’ button or by pressing the ‘Insert’ key on your keyboard.
    3. See “Charging Fees” for more information.

    4. Click on the button in the charge dialog. The ‘Add New Prescription’ dialog will appear.
    5. Follow the instructions for adding a new prescription.

    Creating A New Visit From The Prescription Manager

    You can use the Prescription Manager to add a new consultation when a client picks up a refill of their medication. This is useful for quickly charging the client for the refill.
    To create a new consultation:

    1. Select the check box next to the prescription from which you wish to create a consultation.
    2. Click the New Consultation button. The Add Consultation dialog will appear.

    See “Visit Screen – Adding Visits” for more information on this dialog.

    Duplicating A Prescription

    To duplicate a prescription:

    1. Check the box next to the prescription(s) you wish to duplicate.
    2. Click the Duplicate button.

    The duplicated entry will not show any drugs as being dispensed and can be edited independently of the original. This is useful when you wish to issue a new prescription for the same patient and medication when the first has expired.

    Sending A Prescription Entry To The Clipboards

    An entry in the Prescription Manager can be used to generate a clipboard entry. This is useful to schedule a time and date for a client to pick up a refill of a prescription. Entering the visit into the Clipboard allows your Receptionists to call and remind the client about their upcoming visit.
    To send a prescription entry to the clipboards:

    1. Check the box next to the prescription(s) you wish to transfer.
    2. Click the Send to Clipboard button. The Send to Clipboards dialog will appear.

    Printing A Prescription

    In the Prescription Manager window:

    1. Click ‘Print’. This will open the Prescription Summary dialog.
    2. Select the desired print details. (described in ‘Print Prescription Summary Dialog’ section).
    3. Click ‘Print’. A report summarizing the history of the selected patient’s prescriptions will be printed.

    The report shows the name of the drug, the total number of units prescribed, each time it has been dispensed and the start and expiry dates of the entry.

    Print Prescription Summary Dialog

    Date Range

    This is the time period for which any transactions will be summarised. You can select a common Date Range from the uppermost drop-down box, such as ‘This Week’, ‘This Month’, ‘Last Account Period’, etc. When a Date Range is selected, the two dates below (start date & end date) will adjust accordingly. You can also set the start & end date fields manually.


    The currently selected patient is displayed here. Click the Clear button to select a different patient.


    If no item is selected, all prescriptions for the selected patient will be summarized. Click Select and enter the name of a drug to limit the report to only show prescription activity for that drug.

    Printing Options

    Include Usage Details

    If this box is checked, the usage details entered for each prescription will be included in the summary report.

    Include Expired Prescriptions

    If this box is checked, all prescriptions fitting the criteria selected will be summarized, regardless of their expiry date. If the box is left unchecked only currently active, prescriptions will be included.

    Viewing Options

    Preview Button

    This opens the prescription in a preview window, from which you can review it, then save and/or print it.

    Print Button

    This prints the report on the Crystal Reports default Page Style unless otherwise specified.

    Excel Button

    This opens the report in Microsoft Excel as a spreadsheet.

    Export Button

    This allows you to export to the following file types (some of the file types are available via the other viewing options):

  • Adobe Acrobat (PDF)
  • Crystal Reports (RPT)
  • HTML 3.2
  • HTML 4.0
  • Microsoft Excel 97-2000 (XLS)
  • Microsoft Excel 97-2000 – Data only (XLS)
  • Microsoft Word (RTF)
  • Microsoft Word – Editable (RTF)
  • ODBC
  • Record Style – Columns with spaces (REC)
  • Record Style – Columns without spaces (REC)
  • Report Definition (TXT)
  • Rich Text Format (RTF)
  • Separated Values (CSV)
  • Tab Separated Text (TTX)
  • Text (TXT)
  • XML
  • Pdf Button

    This opens the report in a PDF viewing software like Adobe Acrobat or Foxit Reader.


    This opens a dialog in which you can change the page style of the report.


    This returns you to the Reports page without creating a report.

    Pdf Button

    This opens the report in a PDF viewing software like Adobe Acrobat or Foxit Reader.


    This opens a dialog to assist setting up your page styles.

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