McKesson Auto-Substitution

Transcription

1 McKesson Auto-Substitution QUICK TIPS As part of our ongoing efforts to maximize generic efficiency and avoid MCS situations, Drug Trading provides an auto-substitution service at the point of ordering. There are various types of substitution that can occur on PharmaClik, with the target products being Enterprise products: Same DIN, different pack size Primary can be substituted for Secondary Secondary can be substituted for Primary When substitution occurs on PharmaClik, PharmaClik Rx will automate the inventory setup in order to minimize work effort at store level. This includes monitoring non-monitored products, setting re-order parameters, and receiving the substituted product into inventory. Configuring Inventory Preferences In order to automatically receive substituted items into Inventory, your pharmacy must activate the Pharmacy Inventory Preference for Allow Substitution Reconciliation. Select this checkbox to have PharmaClik Rx automatically reconcile a substitution once a McKesson invoice is downloaded and applied. If this preference is not activated, substitutions will appear on the Auto-Reconciliation Exceptions Report as invoice exceptions, and you will be required to reconcile them manually. This is not recommended. To automatically reconcile substitutions: 1. Press or click the More button. 2. Press or click Pharmacy. 3. Press or click the Inventory button, located on the bottom right of the Pharmacy tab. The Pharmacy Inventory Preferences window appears. 4. Select the Allow Substitution Reconciliation checkbox. 5. Press or click the OK button. Page 1 of 7

2 Auto-Reconcile Exceptions Report The Auto-Reconcile Exceptions Report prints as soon as the McKesson invoice file is applied. All substitutions will be reported on the Auto-Reconcile Exceptions report. While this report is not new to PharmaClik Rx, enhancements have been made to display the substitutions for both pack size and DIN. The report is generated based on the McKesson invoice file and printed automatically when the invoice file is applied and there is data that qualifies for the report. There are two sections based on the purchase orders: Auto-Reconcile Exceptions Action Items (see Receiving Substituted Products on the next page) Auto-Reconcile Exceptions Report Auto-Reconcile Exceptions Action Items report indicates the Type of substitution (Pack Size Substitution or DIN substitution) Notes provide details about how the substituted product was received into inventory: Item was received and no changes required to re-order parameters. Item was received and order parameters were assumed by PharmaClik Rx; review these items in the Drug folder. If the product could not be reconciled, it must be updated manually (see Q2 in the Questions & Answers section.). Need more information about this report? PharmaClik Rx REPORTS look in Help Press the Contents button at the top of the Help window. The Contents List appears. Double-click the Report Descriptions and Samples. Double-click the Inventory Reports. Double-click the Auto-Reconcile Exceptions. Page 2 of 7

3 Receiving Substituted Products Any items that are received as substitutions will print on the Auto-Reconcile Exceptions Action Items report. Your pharmacy team members are required to review the action items to ensure any assumed reorder parameters are appropriate to your prescription volume. Substitution Rules When a substitution exists, the original ordered item is reconciled as zero (0) received. The received item is received into inventory following these rules: Received Product is Already Monitored 1. The item is received as per the usual reconciliation process. 2. No changes are made to reorder parameters. Action Required: None Received Product is not Monitored 1. Pack size is flagged as monitored. 2. Re-Order Point is set to match: a. Re-Order Point of the original ordered item s default pack size (occurs for pack size substitutions); or b. Primary interchangeable s default pack size (occurs for DIN substitutions); or c. If the default pack size of the reference item is not monitored, Re-Order Point is to 50% of the pack size (e.g. pack size 100 would have Re- Order Point = 50) 3. Re-Order # Packs = Do Not Re-Order flag = OFF. Action Required: These products are listed on the Auto-Reconcile Exceptions Action Items. Review the assumed re-order parameters and update them if required. Overriding the Substitution Should your pharmacy need to override an auto-substitution, it will be necessary to contact McKesson Customer Care and request the desired product. This could occur if a patient is intolerant to a specific brand, or the product is required to complete a balance owing. To request an override: 1. Contact McKesson Customer Care at ptscustomercare@mckesson.ca or call Indicate that you are a store that is participating in the Auto-Substitution program. 3. Request that you would like to override the substitute and receive a non-primary item for this order. Page 3 of 7

4 Checking PharmaClik Rx for Substitutions Once the purchase order has been uploaded and confirmed on PharmaClik, the Order Management page allows you to view substituted products. 1. Log into the PharmaClik website. 2. Press or click the Ordering tab. 3. Press or click the Order Management. 4. Locate your confirmed order under the Status column. 5. Double click on the Trans #. Once the order has been sent, you can select the order and view the verification of what will be sent. In the example shown here, RATIO is being substituted for SDZ. Page 4 of 7

5 Question & Answers Q1 My store received a substitution, but it wasn t automatically reconciled. What should I do? There may be the rare occurrence where a substitution exists, but PharmaClik Rx cannot reconcile the item because a match on the original item cannot be found. In some cases, PharmaClik Rx will not know if this item is a pack size substitution or a DIN substitution. If this happens, one of the following will occur: The substitution will be included on the Auto-Reconcile Exceptions Action Items report. The Notes for that item indicate that the product cannot be reconciled. The item may appear in the Invoice Exceptions section of the Auto-Reconcile Exceptions Report. In both cases, your pharmacy team members will be required to manually update inventory On Hands to reflect the substituted items. Manually Updating the On Hand for the Substitution If the pack size received from McKesson is not monitored in inventory, it will need to be flagged as monitored and the re-order parameters set (i.e. re-order point and re-order number of packs). Once these changes are saved, you can adjust the On Hand by entering the quantity received. If the product is already monitored: 1. Press or click the Drug button. 2. Search for and select the drug. 3. Press or click the Inventory tab. 4. Under Packs Available, highlight the pack size to be adjusted. 5. If the pack size is NOT monitored, follow these steps: a. Select the Monitor flag in the highlighted row. b. Update the Default flag, if necessary. c. In the Pack Detail at the bottom of the tab, enter the Re-order Point and Re-order# Packs. d. If the Do Not Re-order flag is turned ON, you may wish to turn it OFF to ensure the product is re-ordered once it hits the re-order point. e. Press or click the Save button. 6. Press or click the Adjust button. The Total Hand Adjustment window opens the pack size is shown in the upper left corner of the window. 7. Enter the amount of product that has been shipped by McKesson. 8. In the Reason field, update the reason for the adjustment. 9. Enter Comments (optional). 10. Select your initials if they are not displayed in the User field. 11. To print a Manual Adjustments Report, select the Print a report of this adjustment. 12. Press or click the OK button to apply the adjustment. The substituted product has now been added to inventory and can be used for dispensing. Page 5 of 7

6 Manually Review and Update the Original Item It is also necessary to review the product that you originally ordered. This item will be listed a Purchase Order Exception on the Auto-Reconcile Exceptions Report. If the product is NOT the Primary, flag the product as Do Not Reorder. To flag an item as Do Not Reorder: 1. Open the Drug folder for the DIN. 2. Press or click the Inventory tab. 3. Under the Packs Available, highlight the pack size that was not shipped. 4. In the Pack Detail at the bottom of the screen, turn ON the Do Not Re-order flag. 5. Press or click the Save or the OK button. If the product IS the Primary, it must have been MCS. Therefore, do not change the original drug folder. Q2 Q3 What happens to the item that is originally ordered? Should my pharmacy expect to receive that item? No. McKesson has shipped the substitution item in place of the originally ordered item. When the purchase order is reconciled, the order for the original product will be closed. What are the optimal order parameters for stores participating in auto-substitution? The auto-substitution program will be optimized at stores that keep approximately 7-10 days worth of inventory on hand. This will minimize the chances of your store having excess amounts of both Primary and Secondary of the same molecule on hand, in the event that the Primary is out-of-stock. If your store s inventory turns are not currently being optimized, you may wish to review your current re-order parameters by using the Re-Order Analysis report. Need more information about this report? look in PharmaClik Rx REPORTS Help Press the Contents button at the top of the Help window. The Contents List appears. Double-click the Report Descriptions and Samples. Double-click the Inventory Reports. Doubleclick the Re-Order Analysis. Page 6 of 7

7 Q4 The Secondary has been shipped because the Primary is not available. Since my store has sufficient Primary on hand, how can I continue dispensing the Primary without ordering more Secondary? First, you may wish to review the re-order parameters for the product to ensure the Re-order Point and Re-order # Packs are reflective of your store s volume. For more details, refer to Q3. Second, the product can be flagged as Do Not Re-Order. In the case of this example, the Primary would be flagged as Do Not Re-Order. This will allow you to deplete your existing Primary stock without ordering additional product. You can then switch to the Secondary, and as the Secondary hits its re-order point, it will automatically be re-ordered; McKesson will auto-sub back to the Primary once it is available (the Primary will be received into inventory as described in the Receiving Substituted Products section). Once the Primary is received back in stock, the Do Not Re-Order flag must be turned OFF for the Primary. To set the Do Not Re-Order Flag: 1. In the Drug folder, search for and select the DIN that you no longer wish to order. 2. Go to the Inventory tab. 3. In the Packs Available, highlight the pack size that should no longer be ordered. 4. Select the Do Not Re-Order flag. Turn the flag ON if you do not wish to order this product. Turn the flag OFF if you wish to order this product. 5. Press or click the Save button. Page 7 of 7