Conversion Success Story: A switch over to Datascan, for the better!
To make it as an independent pharmacy nowadays is tough. It’s not just about filling prescriptions, but about offering your customers next level service. In order to remain competitive, profitable, and successful, pharmacy owners must not only establish themselves as a staple within their communities, but also align themselves with the best possible partners.
Running a successful independent pharmacy is no easy feat, and for Ben Price, owner of TigeRX Pharmacy in Honaker, Virginia, he encompasses what it means to be an independent pharmacist. As a second generation pharmacist, Ben took over TigeRX in 2010, which originally started in 2001 and was named after their local high school mascot, the Honaker Tigers. TigeRX Pharmacy set out with a mission to offer better quality patient care. Partnering with Datascan has opened the door to new opportunities and the ability to achieve their goal of providing Honaker with easy access to pharmacists and quality care.
(D): What are some of the ways you’re setting your pharmacy apart from other independents and also the chains?
(BP): We pride ourselves on service and taking care of our aging community while providing easy access for caregivers of younger generations to use technology to make the process easier. Moving over to Datascan from our prior vendor has allowed us to offer things like text messaging and a mobile app which makes it even easier for patients and their caregivers to connect with us and stay on top of meds.
(D) What are some of the unique services you offer to your patients?
(BP) We offer free delivery, free medication packaging, free adherence monitoring, and geriatric consults with a board certified geriatric pharmacist. We also offer all point of care testing to include strep, flu, covid, UTI, yeast infection, etc. We also have collaborative practice agreements in place to start therapy immediately with no doctor visit required. We’ve been able to leverage the technology and features in Datascan’s software to streamline our deliveries through their electronic system. It’s also incredibly convenient that our software integrates with our compliance packaging machine. The software has freed up a lot of our staff’s time so that our pharmacists actually have the time to counsel and work with patients.
(D) Aside from everyday functions like entering prescriptions, viewing profiles, etc. what features are you using to help organize your workflow and build efficiency?
(BP) One of the most useful options for us is having the ability to customize our PMS (pharmacy management system) to identify patients who miss refill opportunities on medications that affect our adherence metrics and to make sure that we are taking advantage of 90 day fills when we can. Between the dashboards and reporting capabilities in Winpharm we’ve been able to hone in on patients with compliance issues such as late fills or missed refills, and get them on auto refill programs and delivery. This has ultimately improved compliance and adherence which ultimately increases our profits.
(D) What advice would you give to someone looking to open a community pharmacy?
(BP) Make sure you’re ready to get involved with your community and live, work, and be involved with your patients. Really making your pharmacy a part of the neighborhood and being involved in the lives of your patients truly helps build loyalty and customer retention.
(D) You’ve previously used another software vendor prior to Datascan. What made you start looking around for a new vendor partner?
(BP) Constant fee increases from our prior vendor and their updates rolling out without proper vetting ultimately pushed us to start shopping. We were sick of paying more for less. We converted from PrimeCareNRX from QS1 and considered 12 other vendors before happily choosing Datascan.
(D) What made you choose Datascan?
(BP) Pricing is what made me start looking, but the reviews from other pharmacists is what sold me. By and large community pharmacy functions the same. If someone tells me what works for them we’re going to listen. Datascan operates like we do and focuses on service, something many other vendors seem to have lost sight of these days.
(D) How was your conversion from your previous vendor?
(BP) Logan and Mike were the best. The previous vendor didn’t make things easy for anyone but the two on-site techs from Datascan were perfect in their approach to our training and got us off the ground running smoothly.
(D) Since you’ve been with Datascan, can you tell us what you like about working with us?
(BP) My time from realizing something is not right to having the issue resolved is usually less than 5 minutes. I don’t wait on hold and they don’t have to figure out what happened. I’ve had a critical issue happen once and I left a message late after hours, fully expecting them to resolve this the next day, but a technician must have got my message and SOLVED the problem overnight. I came in the next morning with no problems. Come to find out this was the night before this technician was getting married. You can’t find that type of customer support anywhere because it’s simply not for sale. Nobody would have expected them or anyone to have that type of dedication or response. This technician knew I was going to have a bad start to my morning which would have impacted our patient care had he not intervened. This company has become friends and family and they truly care about their customers.
(D) What would you suggest or say to other pharmacy owners who are not happy with their vendor but nervous to make a change?
(BP) Changing is not a comfortable process because it slows us down. Pharmacists are resourceful people but also self reliant. Changing software vendors requires us to relinquish a certain amount of control and rely on others. Usually it never works out, but with Datascan, it does!
Running an independent pharmacy is undeniably complex. Between building a profitable and efficient business and ensuring you’re compliant with any and all state and federal compliance regulations, it can be overwhelming to say the least. Most retail pharmacy management systems have built in tools to help ensure you’re following all state and federal requirements, but the best pharmacy software systems will streamline your workflow by automating a lot of your compliance needs. Datascan software builds in automated options that manage prescriptions for things like maximum allowable refills and transfers, to custom state specific label templates, controlled substance reporting, and so much more. Your retail pharmacy software should also help manage PBM compliance by offering hard-stops or popups for things like plan specific expiration dates, and max number of refills. Datascans pharmacy point of sale system is also able to track and report for controlled medication pickups and pseudoephedrine sales as well. Your pharmacy management software should simplify running your pharmacy while ensuring compliance.
It goes without saying that every prescription you process needs to be filled in accordance with both federal and state requirements. States have very specific rules that vary across the US with regards to compliance for prescription drug sales. Different states have different laws regarding number of refills allowed on prescriptions, how long prescriptions are valid for, the control class of medications, whether or not certain controls can be refilled, and even how and what you can transfer RX’s from store to store. The best pharmacy software have built in smart features that automatically alert or hard-stop you before you fill or attempt to transfer something that would be non-compliant. In Datascan’s Pharmacy Management Software, your can set the pharmacy software options specific to the state your pharmacy resides in. For example, if you are a pharmacy located in New York, you would only be able to transfer one refill at a time to another pharmacy. But, in other states, the pharmacy system will allow you to transfer an entire prescription out. Additionally, if you are in a state that has requirements for daily reporting of controlled substances, your pharmacy software system will automatically upload a DOH report every day, including a zero report. There are states that require reporting of certain drugs like Gabapentin and pseudoephedrine, and in those states, Datascan’s pharmacy computer system will include those drugs, whereas in states that do not require reporting of those drugs it will not.
Many pharmacies are licensed in more than one state, and that can certainly complicate things for pharmacy staff. Your pharmacy management system should include features that help you make certain you are compliant to all states that you are licensed in. Our pharmacy software helps you do this a few different ways. One example, we have the ability to create multiple patient label templates which allows you to build state specific labels that include required fields by state. The pharmacy system will automatically apply the state label based on the state a patient resides in, ensuring you never use the wrong template. The best pharmacy software will also automatically report your controlled substance prescriptions to any and all states you’re licensed in, according to the rules and regs of that state. Your pharmacy management software should make it easy to generate controlled files and automatically upload them to their specific states. You should also be getting state specific reports with any reported errors.
In addition to state and federal requirements, there are also plenty of PBM specific requirements. These include allowing or not allowing patients to be enrolled in automatic refills, a maximum number of refills allowed on a prescription, prescription expiration dates, and even maximum days supply allowed. In many pharmacy software systems you can configure specific plan codes with the above options and the system will force users to fill prescriptions within the guidelines set by that plan. The best pharmacy systems include options and tools that help eliminate human error as much as possible. These features will make sure you’re maximizing your profits and minimizing any potential for loss or claw backs from PBM’s (pharmacy benefit managers).
As your pharmacy tries to navigate the complexities of state, federal, and PBM requirements it’s important to choose a pharmacy software partner that understands the landscape of pharmacy, regulations across the United States, and can assist with robust features to make running your business easier. Pharmacy software systems that build in options to guide you towards improved compliance are not only going to save you and your staff time, but are going to save you a tremendous amount of money in the long-run. If your pharmacy management software does not offer the aforementioned options, now is the time to consider looking at other software solutions. Datascan continues to build in cutting edge features designed with pharmacy owners in mind.
Over the last decade electronic prescribing has become a standard across all retail pharmacies. States across the US continue to require electronic prescriptions, moving away from hand written RX’s. By now, all pharmacy management software systems should have an integrated electronic prescribing module that supports these requirements, but they should also streamline much of the data entry process. From added data entry efficiency, to electronic communication with prescribers, and automatic image generation, the best pharmacy software systems on the market today offers robust electronic prescribing capabilities.
To date, only 14 states still do not have electronic prescribing laws, but that is sure to change as the need for more efficient prescription monitoring continues to grow. Even in the few states that are not requiring e-prescribing, many providers still opt to send prescriptions electronically, directly into pharmacy systems. For all other states, this mandate means that if your pharmacy computer software does not have a built-in module for accepting electronic prescriptions, you will not be able to receive prescriptions from most doctors. The most robust pharmacy software systems on the market ensure you are able to run your business according to all state and federal requirements. Your pharmacy management software vendor should always be proactive and look to program features that not only keep you compliant, but give you a competitive edge.
One of the biggest benefits of an integrated ERX module is that it makes data entry and prescription processing not only fast, but efficient. Datascan’s pharmacy software system imports electronic prescription data and populates it directly into the prescription fill screen. Important fields such as patients, prescribers, and drugs are crossed referenced in your pharmacy software to pull up exact matches and avoid accidental mis-picks. Additionally, fields like prescription quantity, number of refills, and directions are all automatically populated, making data entry incredibly fast and simple. While your data fields are populated, the pharmacy management system is also creating a digital prescription image for you to work off of that appears right on the screen. Your digital prescription image is able to be electronically annotated, allowing you to be completely paperless if you choose, as well as is easy to look up in the pharmacy software system for any future needs. In the unfortunate instance that your pharmacy is going through an audit, having your electronic prescription images stored right in your pharmacy software will save you and your staff countless hours. Also, making certain that you have electronic annotations on your prescription images that are saved right in your pharmacy system will ensure that you provide auditors with all of the information they need, without having to search through paper prescription records for countless hours.
Electronic prescribing built right into your pharmacy computer system helps to streamline communication between your pharmacy and doctors. Not only can doctors send in new prescriptions for patients, but your pharmacy is able to send requests to doctors for refills as well. In Datascan’s pharmacy software, pharmacies are able to initiate new prescription requests right from their pharmacy software. Today, software for pharmacies will allow you to send out prescription change requests electronically, if you need clarification or would like to alter an existing electronic prescription. On top of all of these features, the more updated pharmacy systems are even able to accept discontinuation requests from prescribers.
The ability to accept electronic prescriptions into your pharmacy software is imperative, but nowadays you should be able to do even more with your integrated electronic prescription platform. As new features become available, the best pharmacy software vendors will add these options into your pharmacy system which will open the door to more conveniences and added efficiency. Our pharmacy management software developers continue to build in new features for electronic prescribing that helps your staff streamline data entry and communication with prescribers. Surescripts is getting ready to release its new standard which will introduce additional features that you can expect to see in your pharmacy computer system. One of these features is the ability to transfer prescriptions sent to your pharmacy system, into another pharmacy electronically. The best pharmacy software systems will continue to work collaboratively with Surescripts to bring you the newest and most advanced technology available.
As the needs of independent pharmacies continue to evolve, the features offered by your pharmacy software need to evolve as well. Patients continue to expect more—from text messaging and mobile applications to better quality care and service, the list continues to grow. Most retail pharmacy software systems provide you with the basics, but the best software for pharmacies will include added features that help your business boost profits. Automated utilities and useful integrations with third party vendors such as eMARs and robotic dispensing machines are just examples of the types of features you should expect from your pharmacy management system. It’s also equally as important to be sure that your pharmacy system is backed by a fast response, well trained support team who is ready to assist you when you need them. Pharmacy software vendor ownership and overall size plays an important role in the quality of service you receive. Most independently owned pharmacy software vendors have since sold off to large private equity firms, which completely shifts focus on what’s important. You need fast response times, a well-trained staff, and constantly updated technology. These are all telltale signs of a well-run pharmacy management system.
Today’s modern pharmacy software system should assist you by accomplishing more with less staff and less overhead. The ability to automate many of your daily tasks such as running reports, processing automatic refills, and reaching out to doctors for refills frees up yours and your staffs time to be involved in tasks that are more hands-on. As we shift into the future of independent pharmacy, most owners agree that having more time during the day to focus on service and more face-to-face time with patients will produce huge benefits for their businesses. Pharmacy systems with automation make it easier for staff to stay involved in patient care.
Now a days patients and customers expect the ease and conveniences of mobile applications. An integrated mobile app that connects directly with your pharmacy management software helps streamline the process of accepting refill requests from patients. While some vendors integrate with third party mobile applications, Datascan has a proprietary, feature-packed application available for iOS and Android. The best pharmacy software systems on the market will offer a plethora of bonus features within their apps like payment processing, 2-way chatting, and even family linking.
There are so many moving parts to ensure your independent pharmacy runs smoothly. When it comes time to your pharmacy software, the number of third-party integrations continues to grow year after year. From IVR companies, Emar’s, reporting and data aggregators, switch vendors that transmit claims to PBMs, to Surescripts, wholesalers for inventory management and beyond — these third-party integrations make it easy and seamless for your pharmacy to operate. Datascan currently has over 80 third party integrations offered from our pharmacy software solutions.
Pharmacy software systems continue to modernize the look and feel of their screens, enhancing the overall user experience. Pharmacy computer systems have come a long way and as new features and options are added into your system, it’s important to continue to update the overall look. Users expect a fresh modern feel and as we head into 2024, the best pharmacy systems will offer enhancements to their system. Datascan has released completely revamped, re-written, updated mobile applications for both patients and delivery drivers, continues to update all screens within our core pharmacy management software product, and has been migrating the backend code of our system to open up the door to even more front-end user enhancements for 2024.
The company or person(s) that owns your pharmacy management software vendor, and their overall size has consistently aligned with the quality of service, response times, and attention you receive as an end-user. Very similar to chain pharmacies, the larger the company, the more customers, the longer the wait – the more you become a number. We have seen a huge shift in ownership over the past few years as many independently owned pharmacy software vendors have since sold off to private equity firms. When it comes to Independent Pharmacy, the old adage “bigger is better” could not be further from the truth. For independent pharmacy, bigger typically means longer wait times, a bigger price tag, less personal service, and more frustration. For startup pharmacies looking to open up in 2024 or existing locations looking at a change in pharmacy systems this coming year, it is more important than ever to align yourself with vendors who value you and focus on providing you with an exceptional customer service experience. Those that are focused on quality and service, not just profits. Lets face it, private equity firms exist to deliver profits to their investors, so it has to be their focus. This will make it easier for you to do the same for your patients.
We see Independent pharmacies continue to open up all over the US. We also work with many pharmacies that have diversified their business to generate profit centers aside from just prescription filling, and are seeing great success. Choosing a pharmacy management system is a big decision, and not something to enter into lightly. Pharmacy owners should make sure that the vendors they look into are progressive and continuously evolving their products to meet your needs. Remember, your pharmacy software is at the heart of running your business day in and day out. When choosing a pharmacy system vendor, its imperative you look at reviews across the internet, demo the software, get a clear breakdown of all pricing, do a comparison against other vendors, and find out who owns that company and how many customers the support. That is who you will be working with on a weekly basis moving forward – so make the right decision.
Inventory is one of, if not the biggest overhead in your independent pharmacy. Your pharmacy software should provide robust inventory management tools that help you minimize waste and optimize spend. Aside from detailed inventory reports, most retail pharmacy software systems offer additional features that help manage your inventory every single day. Options such as EDI and automatic ordering, easy to set reorder points, the ability to create multiple inventory categories, barcode scanning, and expiration date tracking are just a few of the many useful functions you can find in the best pharmacy software systems. It’s also important that your pharmacy management software communicates with your frontend point of sale system so that if a prescription sale is voided or returned, the pharmacy staff knows to return that inventory. Taking advantage of the inventory features built into your pharmacy computer system saves you both time and money.
Detailed inventory reports can help you control inventory levels in your pharmacy and avoid overspending. Most pharmacy software systems offer some level of custom reporting that allows you to create templates and run reports that can be printed or even downloaded. Not only can you generate basic inventory reports that show you current on hand quantities and cost, in Datascan’s pharmacy system you can analyze inventory needs through inventory forecasting reports that look at trends and fill history. These types of reports will help you avoid keeping unneeded inventory from sitting on your shelves, potentially going outdated, and make sure you custom order specific drugs only when they’re needed.
EDI, or electronic data interchange, connects your pharmacy management software to your wholesalers, streamlining your entire ordering process. By using EDI you can easily create purchase orders right in your pharmacy software and send them directly to your wholesalers. Orders can be created automatically by setting reorder points on drugs or by manually adding medications when you need them. Datascan’s smart inventory system even shops for you and makes suggestions to move items to another vendor’s PO when we see a lower acquisition cost. EDI also supports inventory updates by uploading your invoices directly into your pharmacy system. This not only updates your on-hand quantities, but also your acquisition costs, saving your staff time.
Barcode scanning helps ensure accuracy within your workflow, both from a filling and production standpoint and also inventory management. In order for your pharmacy system to reflect accurate inventory counts, your staff has to make sure that the NDC chosen during data entry is the same NDC chosen during dispensing. By instituting a barcoding system within your pharmacy software workflow, your staff is required to scan the product they’d like to dispense to confirm it matches the product entered at data entry. If the drug they’ve scanned is an exact match they can count and prepare the medication and send it to a pharmacist for verification, however, if they have a different NDC, the pharmacy software will have them either update the NDC in the system or rescan the correct item. This will ensure that inventory levels are adjusted for the correct NDC and your inventory is maintained with the utmost accuracy.
In the event a patient decides at pickup that they do not want to a prescription, it’s important that your cashier has an easy way to notify you that the prescription needs to be reversed and the medication needs to be put back into stock. A POS system that is fully integrated into your pharmacy management software makes managing returns and restocks simple. Datascan’s pharmacy software has a return queue that tracks and manages any prescriptions that need to be reversed and restocked. Some of the best pharmacy systems also generate return to stock labels to ensure compliance.
As your pharmacy aims to run efficiently and profitably, utilizing inventory management features within your pharmacy software system is essential. Mismanaging inventory can result in massive waste and financial losses within your independent pharmacy. Between accidental overordering to missed expiration dates, if you aren’t using your inventory tools, you are putting yourself at a major disadvantage. While most pharmacy systems provide some level of inventory tools within the software, the top pharmacy systems have robust inventory management utilities that save you time and money.
Conversion Success Story: A switch over to Datascan, for the better!
