Click here to a view a short video on stocking and dispensing drugs from inventory

To dispense a drug from your inventory, prescribe a drug like you normally would (in the Plan section of an open encounter note or from the Medications block on a patient's dashboard page). When searching for a drug, your inventoried drugs will show up at the top of the list. They are denoted by the gray inventory dispense icon in the top right of the entry, as well as the quantity in stock in parentheses.

Select the inventoried drug from the search results list. At the bottom of the prescribing pop-up, a new green Complete & Dispense button will appear. When you're done entering prescription details, you may either click the Complete & Dispense button, or prescribe as normal and dispense later in the patient visit.

The Complete & Dispense button will open the dispensing window.
To dispense later, right-click on the prescription in the patient's chart and select Dispense.

Dispensing Window

The dispensing window will show you how many doses of the medication remain in your inventory at the top. It will also include the prescription details that you entered.

The number of doses to dispense is auto-populated from the amount in the prescription, but can be edited. Similarly, the charge amount is auto-populated based on the charge settings for the medication inventory item, but can be edited in this window.

How many doses would you like to dispense at this time? (integer) – this auto-populates with the prescribed number of doses, but can be edited as needed. 

Use the On dispense drop down menu to select what to do with the charge amount.

  • Automatically adding the charge will add the listed charge to the patient's account (and applicable encounter note, if dispensing from inside an open encounter note). 
  • DO NOT add the charge will not add any charge for the dispense. 
  • Launch prompt to add charge opens a new pop-up to allow you to make additional modifications to the charge before adding it to the patient's account. 

Click the Dispense & Print Label button to apply selected options and dispense the provided amount from your inventory. This will pop up a new window with a label to print and record the dispensation in your inventory.

The system will track the number of doses you dispense and subtract it from your inventory total. It assumes that you are dispensing the oldest of any drugs in your inventory. If you prescribe more doses than remain in your oldest lot, the system will use up the last doses in your oldest lot and pull the remaining from the next oldest lot in your inventory. It will print two labels, one for each lot, and give instructions on how to process the split-lot dispensation.

Note: The print label feature is set up to accommodate Dymo printers. To set up the correct formatting for your practice, send us your printer model number and label ID. We will use these two pieces of information to create the correct template for your labels.

Review & Edit Dispense History, Reprint Rx Label

To review your patient's drug dispense history, click on the Expand icon of the Medications block on their chart. This will bring up a pop-up that shows the patient's prescription history, including their drug dispense history at the bottom. The drug dispense history lists dispensation details and allows you to reprint a label or edit the history as needed.

To review the dispense history by drug, rather than by patient, go to the Admin drop down menu and select My Inventory. Find the drug in the inventory and click the logs icon at the far right of the drug's inventory entry. This will bring up a Dispense History pop-up listing patients, quantities, and dates, as well as allow you to reprint a label or edit the dispense history as needed.

If you edit a dispense entry and it has an associated charge, you will have to edit the charge separately from the dispense. To do this, go to the charge block in the open encounter note and right-click the charge to select Delete Charge, Edit Charge Details, or Refund. Or, in the patient's chart, open the Billing block pop-out, and select Delete Charge, Edit Charge Details, Refund or Add Adjustment Charge to Note.

See Also