What's New?

Pharmacy Manager14.2 introduces the following features:

All Countries

• Often Owed Tile – We have added an Often Owed tile to the Stock Inventory screen.

  See Stock Inventory Screen - Often Owed Tile for more information.

• Handout Method Label Update - Printed labels display the chosen handout method:

  

  See Recommended Label Settings for Robot Collection for more details on label settings.

Scotland Only

• Dispensing of Schedule 2 & 3 Controlled Drugs on a UCF Service - When dispensing of Controlled Drugs is not permitted on the selected service the following message displays 'This product is not permitted to be prescribed on this service'.

  Note - This is in readiness for when UCF services support the dispensing of Schedule 2 & 3 Controlled Drugs.
  See Recording a Universal Claim Framework (UCF) Consultation for more details.

• Mandatory Recording of Consultation Notes - If this is indicated in the Service Definition Paramber (SDP) file, you will not be able to complete a consultation until Consultation Notes are entered.

• Printing AMS and MCR Prescriptions - When dispensing AMS and MCR prescriptions you can now print the prescription from the Dispensary screen, select Print - Print Prescription or press Shift+Alt+P on your keyboard.

  Note - This is not available for UCF, Pharmacy First Scotland - Standard (MAS) or manual dispensing.

Pharmacy Manager14.1 introduces the following features:

All Countries

• Dead Stock Tile – We have added a Dead Stock tile to the Stock Inventory screen.

  See Stock Inventory Screen - Dead Stock Tile for more information.

Scotland Only

• Minor Ailment Service (MAS) - 'Pharmacy First Minor Ailment Service (MAS)' is renamed to 'Pharmacy First Scotland - Standard (MAS)'.

  See Recording a Pharmacy First Scotland - Standard (MAS) Consultation for more information.

• UCF Services - We have introduced a hierarchy structure for all Universal Claim Framework (UCF) including Pharmacy First Scotland. Some examples are shown below:

  Group	Service Name
  Epidemic / Pandemic Services and Vaccinations	COVID-19 - LFD Supply
  	COVID-19 - Pharmacy Supply
  Health Board Services	Health Board Local Service
  	Health Board Local Service - GP Notification
  	Healthy Start Vitamins
  Pharmacy First Scotland	Impetigo - Scot. GP Registered
  	Impetigo - Scot. Resident, no GP
  	Shingles - Scot. GP Registered
  	Shingles - Scot. Resident, no GP
  	Skin Infection- Scot. GP Registered
  	Skin Infection - Scot. Resident, no GP
  	Standard (MAS)
  	UTI - Scot. GP Registered
  	UTI - Scot. Resident, no GP

  See Recording a Universal Claim Framework (UCF) Consultation and Pharmacy Services Report for more details.

• Patient Details History - Where the service name was previously shown in the Patient Details History screen, there is now a Pharmacy Service column that displays the service name. For all new consultations the description will no longer display either UCF or MAS as this is included in the Pharmacy Service column.

  See ePharmacy Service Indicator in Patient History for more details.

Integrated Functionality

The updates below are for customers on the advanced and ultimate package, contact your Cegedim Account Manager for more details.

• Robot Collection Label - When dispensing prescriptions for patients that have selected Robot Collection as their handout method, an additional QR barcode label is printed which enables the integration with the Robot Collection system:

  

  Important - Do not use this label to label letters as the QR code contains additional patient details, for example the patient’s NHS number.

  To reprint this label, from the Patient Details screen select Address Label (z):

  

   

  Integrating your Robot Collection Service with Pharmacy Manager (2:24)

  See Video Tutorials for further Pharmacy Manager videos.

Pharmacy Manager14.0 introduces the following features:

All Countries

• Address Search - We have updated the address search to provide a simple, faster and flexible search across all addresses in the UK:

  

  Please note the following:

  • There is now no requirement to enter a licence key to use the address search.

  • There is no limitation to postcodes, all UK addresses are available.

  • The Bulk Operation - Postcode Database has been removed from the system.

  See Adding Addresses for more details on the address search.

• Handout method selection - The Patient Details screen now displays a Handout Method drop-down, the options are:

  

  • In store collection (Default)

  • Delivery (Automatically chosen if the previous checkbox Home Delivery Service Required was checked)

  • Robot Collection

• Handout method icon - Depending on the handout method selected in Patient Details a relevant icon displays on the eMessages screen:

  

  • - In Store Collection

  • - Delivery

  • - Robot Collection

• Robot Collection Clinical Check - Where the handout method chosen is Robot Collection, if the prescription contains items that are Controlled Drugs or Fridge Items a warning displays:

  

• Mobile Number Validation - For patient's that have a handout method of Robot Collection a valid format mobile number is mandatory. A warning displays if the mobile number is not a valid format:

  

• Patient Consent - On selecting Robot Collection as a handout method users are reminded to record the patient's consent to sharing their mobile number and to review annually:

  

Scotland Only

• Calculate MCR due date option - There is now an option in Pharmacy Details to set how the MCR due date is calculated.

  Note - This is also known as CMS (Chronic Medication Service).
  See Calculating MCR Due Date for more details.

• The View History screen Items tab now includes an MCR no. column that shows the iteration of the prescription:

  

  This is particularly useful for users to know exactly which iteration of the MCR they are editing.

• MCR Treatment Summary Report (TSR) - The MCR Treatment Summary Report (TSR) screen includes a check box to only show patients with completed MCR cycles that are ready to send:

  

  See MCR Treatment Summary Report (TSR) for more details on running a Treatment Summary Report.

Pharmacy Manager12.8 introduces the following features:

All Countries

• Excess Stock Tile – We have added an Excess Stock tile to the Stock Inventory screen.

  See Stock Inventory Screen - Excess Stock Tile for more information.

• Low Stock Tile - The Low Stock tile now indicates when the tile was last updated.

  See Stock Inventory Screen - Low Stock Tile for more information.

Scotland Only

• Dispensing an MCR prescription from the Repeats screen - A warning displays if you attempt to dispense to a patient who is not registered:

  

• Claiming Report for MAS & UCF Services - There is now a new report for claiming for MAS and UCF Services.

  See Pharmacy Services Report for more information.

• Eligibility check is now in UCF Services - This is only initiated if the service requires an eligibility check.

  See Recording a Universal Claim Framework (UCF) Consultation for more information on UCF Services.

Pharmacy Manager 12.7 introduces the following features:

All Countries

• Enhancement to Stock Adjustment Functionality – You are now asked to enter a stock adjustment reason when adjusting stock levels from the Stock Inventory screen.

  See Qualified Stock Adjustment Functionality.

• Low Stock Tile – We have added a Low Stock tile to the Stock Inventory screen.

  See Stock Inventory Screen - Low Stock Tile.

• Updated Column Header Icon (eMessages Screen) – We have updated the Delivery column header icon on the eMessages screen.

  See Updated column header icon.

• MDS Community Patient Grouping – Care homes can now be set up as a Community Patient Group allowing organisation of community patients.

  See MDS Community Patient Grouping.

Scotland Only

• Pharmacy First Phase 2 Enhancements (Allowed Outcomes) – We have introduced functionality that will limit outcomes to only those allowed on the specific UCF service.

  See Pharmacy First Phase 2 Allowed Outcomes.

Wales Only

• National MAR Chart – We have introduced a national MAR chart for all MDS patients in Wales.

  See National MAR Chart (Wales only).

Pharmacy Manager v12.6 introduces the following features:

All Countries

Delivery Label Enhancements

You can now print additional bag labels for patients who require a delivery service.

Repeat Request Export

You can now produce a Repeat Request Export that contains the details of all repeat requests that have been sent by your pharmacy.

Custom Label Option

There is now a new option on the Patient Details - Other tab to print a custom label.

England Only

Nominate Newly Added Patients

You can now update a patient’s nomination details without their NHS number entered in Patient Details.

Scotland Only

Indicator in Patient History

We have added an indicator within Patient History to identify where medication has been dispensed in a MAS or UCF service.

Robot Sites Only

You are now asked to enter a stock adjustment reason when adjusting non Robot stock.

All Countries

Stock Inventory Screen

We have introduced the Stock Inventory screen, a new feature that helps you keep track of stock levels within your pharmacy. See Stock & Order Management - Stock Inventory for details.

Patient Search Improvements

You can now search for a patient by Date of Birth and by name within the View History screen. See Patient Search Improvementsfor details.

Marking a patient as an App user

You can now mark a patient as an App user. This will help you easily identify patients that use apps to manage their medication. See Marking a patient as an App user

England Only

Serious Shortage Protocol (SSP) Electronic Claiming

In this release, we have implemented functionality in readiness for when users can claim SSP in electronic claims.

All Countries

Repeat Request Report

We have introduced a Repeat Request Report that outlines all repeat requests that have been sent by your pharmacy.

See Running a Repeat Request Report for details.

Repeat Prescription Request - Enhancements

You can now preview a repeat prescription request email/ letter, and add additional comments to it before sending it to the GP.

See Requesting a Repeat Prescription - Enhancements for details.

England Only

NHS Prescription Tracker - Enhancements

You can now access the NHS Prescription Tracker within Patient Details.

See NHS Prescription Tracker for details.

All Countries

Drug Information Screen

The Drug Information screen provides you with information relating to items being ordered/ not ordered on the Order Information screen.

See Drug Information Screen for details.

Patient Delivery Improvements

We have made improvements to how you mark and identify that a patient requires a delivery service.

See Patient Delivery Improvements for details.

Scotland Only

Pharmacy First Phase 2 Enhancements

In this release we begin to introduce some of the Pharmacy First Phase 2 enhancements. Further enhancements will be coming over subsequent releases. Enhancements in this release include:

• Viewing Minor Ailment Service (MAS)/ Universal Claim Framework (UCF) details within Patient History - You can now view MAS/ UCF consultation details within Patient Details – History.

• Ability to dispense items outside of the Pharmacy First Scotland approved list - Pharmacy Manager now warns the user if an item is selected that is not recognised by Pharmacy Manager as being on the Pharmacy First Scotland approved list, but allows you to continue with the dispense. See Pharmacy First Scotland - Standard (MAS) Approved List for details.

• Viewing MAS/ UCF details on the Patient History Report - You can now view MAS/ UCF consultation details within the Patient History Report. See Viewing MAS/ UCF details on the Patient History Report.

• Text change – Text that previously read Consultation Only has been updated to Advice Only across all Pharmacy First services.

England Only

Sort and Filter Prescriptions by Prescription Type

You can now sort/filter prescriptions on the eMessages screen by prescription type.

See Sorting/filtering prescriptions by prescription type for details.

Definition update to exemption

The definition of Exemption value 0015 has been updated.

See Definition update to exemption for details.

Order Summary

We have introduced an order summary pop-up screen to the Dispensary screen. This will show you what items are being ordered after any items are dispensed.

See Order Summary for details.

Patient Information Leaflet (PIL)

We have expanded on the areas where an alternative PIL can be generated.

See Patient Information Leaflet (PIL) for details.

Repeat Prescription Request via Email - England Only

You can now send a repeat prescription request to a GP via email.

See Repeat Prescription Request via Email for details.

Updated EPS Expiring Warnings - England Only

We have updated the warning text that displays when an EPS prescription is at risk of expiring.

See Updated EPS Expiring Warnings for details.

NHS Prescription Tracker - England Only

We have introduced an NHS prescription tracker. This will allow you to view a prescription's status on the NHS SPINE.

See NHS Prescription Tracker for details.

Prescription Type Descriptions - England Only

We have added a prescription type description to all EPS prescriptions.

MAS Form Printing - Scotland Only

We have made changes that enable MAS form printing at a system wide level.

Pharmacy Buyer

Pharmacy Manager is now integrated with Pharmacy Buyer. Pharmacy Buyer is a third party software tool that takes your Pharmacy Manager order and sends it to a range of wholesalers to find you the best value for the products you order.

Patient Information Leaflet (PIL)

We have expanded on the areas within Pharmacy Manager where a patient information leaflet (PIL) can be generated.

NHS Pharmacy First Scotland - PGD Consultations

We have improved the workflow when completing a PGD Consultation.

Patient Information Leaflet (PIL)

You can now easily generate and print a patient information leaflet (PIL) when dispensing a prescription.

Add an optometrist as a prescriber

You can now add an optometrist as a prescriber.

Dispense a prescription as an optometrist

You can now dispense a prescription as an optometrist.

Select Robot Items

We have made enhancements to the Select Robot Items screen.

Learning Zone Access

The Learning Zone is a new resource that contains free, bite-sized elearning and video tutorials to help you develop your Pharmacy Manager knowledge and skills. You can easily access the Learning Zone from the Pharmacy Manager Side Navigation Bar, or by selecting this link.

Registering a Patient for Repeat Rx

We have simplified the process behind registering a patient for Repeat Rx.

Registering a GP for Repeat Rx

We have simplified the process behind registering a GP for Repeat Rx.

General

• Background Backup - Pharmacy Manager can now be used while your backup runs. A progress bar displays on your Notification pane to enable you to monitor the process:
  • Maximised Notification pane -
  • Minimised Notification pane -
  See Backing Up Pharmacy Manager for details.

Dashboard

• Useful Links - The following links have been added to your Pharmacy Manager Dashboard:
  • Scotland - A link to the EMC which launches https://www.medicines.org.uk/emc
  • Wales - A link to the Drug Tariff which launches https://www.nhsbsa.nhs.uk/pharmacies-gp-practices-and-appliance-contractors/drug-tariff
• Customisable Links - From Pharmacy Manager Dashboard, you can now manage Useful Links for your pharmacy:

  

  You can:

  • Add your own links - Select Add, complete the Add Useful Link screen and select Save.
  • Edit your links - Select Edit, update the Link as required and select Save.
  • Removing your links - Select Edit and then Delete to remove the link.

  • Re-order your links - Select Edit and drag and drop your links into the desired order.

    See Managing Useful Links for details.

Dispensing with Robot - Automatic Quantity Matching

For customers that use a robot to dispense within their pharmacy, the quantity will be automatically populated on the Dispensary screen.

Fridge Temperature Export

To help you get accurate readings of the temperature that your fridge is kept at, you can now run a Fridge Temperature report. You can then and export it as a PDF, and download or print it.

England Only

Accessing a Patient’s Summary Care Record - To assist you in making informed clinical decisions for your patient, you can now access a patient’s Summary Care Record (SCR) from within Pharmacy Manager.

Running an SCR Audit Report - SCR access is audited and presented in a new audit report, available from the reporting tab of Pharmacy Manager. Only users with administration rights will be able to view this report.

Real Time Exemption Check (RTEC) - RTEC is now automatically enabled in your Pharmacy Manager system. RTEC automatically checks the exemption status of a customer when loading a prescription to dispense it.

FP10 Prescription Form - Update - The exemption boxes on the FP10 prescription form have been updated, which will make it easier for users to process patient exemptions.

Scotland Only

Changes in the naming of services - In line with Scottish guidance, we have renamed the CMS service (Chronic Medication Service) to MCR (Medicines: Care & Review) to align with a service relaunch. The functionality remains the same.

We have also amended the names of other ePharmacy services, to align with the latest specification from NHS Scotland. These changes are outlined below:

• eAMS has been renamed AMS
• eMAS has been renamed MAS
• eUCF has been renamed UCF

Pharmacy Manager release v11.3 introduces:

• Refresh Messages - The eMessages , Owings , Pending and Instalments screens now have a Refresh option , select to ensure you are looking at the latest messages:

  

• Pharmacy Notes - The Pharmacy Notes tile on your dashboard has been updated:
  • With no Pharmacy Notes to display, 'Please click the + button to add a new note' displays:

    

  • Adding a Pharmacy Note - The Add Note screen has been updated, enter your text into Description and select Pin Note to set it to always display on the Pharmacy Manager dashboard. Select Save to save:

    

  • Editing a Pharmacy Note - The Edit Note screen has been updated, select Edit and the Edit Note screen displays, update as required and select Save , or, to remove the Note, select Delete :

    

  • Fridge Temperatures - The Fridge Temperatures tile on your dashboard has been updated:

    

    • The Fridge Temperatures tile displays:

      • Date - The date of a temperature recording
      • Fridge - The name of the fridge for this reporting line
      • Temp - The actual temperature as recorded
      • Min C - The minimum temperature as recorded
      • Max C - The maximum temperature as recorded

    • Adding a Fridge

      With no fridge temperatures to display, 'You haven't added any fridges yet, click the + button to add a fridge' displays:

      

      To add a Fridge:

      1. From the Pharmacy Manager dashboard - Fridge Temperature tile, select Add .
      2. The Add Fridge screen displays:

         

      3. Complete as required:
         • Name - Enter the name of your fridge
         • Notes - Enter any free text comments
      4. Select Save.

    • Recording your fridge temperatures:

      1. From the dashboard Fridge Temperatures tile, select Add

      2. The Add Fridge Temperature screen displays:

         

      3. Complete as follows:
         • Fridge - Select the appropriate fridge if you have more than one
         • Date – Enter the date of the reading
         • Time – Enter the time of the reading
         • Checked by – Enter the name of the person who checked the fridge
         • Actual Temp – Enter the actual temperature
         • Min Temp – Enter the minimum temperature
         • Max Temp - Enter the maximum temperature
         • Min/Max Reset – Select to indicate a reset
         • Comments – Enter any comments required, for example, if there was a breakdown or door left open, you could record that here
      4. Select Save .

    • Viewing the Fridge Temperatures log

      1. From the Pharmacy Manager dashboard - Fridge Temperatures tile, select the View More:

         

      2. The Fridge Temperatures log displays:

         

      3. If required, select:
         • Fridge - Either leave All fridges selected or select a specific fridge
         •  From/To Date - Enter a date range
         • Edit - To update an entry
         • Manage Fridges - To edit or add further fridges
      4. Select Back to Dashboard to return to your Pharmacy Manager dashboard.
• Calendar - The Calendar tile on your dashboard has been updated:

  

  The Calendar tile gives you a pharmacy wide date book. This can be used for appointments and reminders by any member of staff with Pharmacy Manager access.

  Adding to the Calendar

  To add an entry to the calendar:

  1. From the Pharmacy Manager dashboard - Calendar, select Add .
  2. The Add Appointment screen displays:

     

  3. Complete the details as required:
     • Subject - Enter a name for this appointment, for example, John on annual leave
     • Description - Enter any comments, for example, Locum booked
     • All day - Select if appropriate
     • Start - Select a date and if All Day is not selected, a start time
     • End - Select a date and if All Day is not selected, an end time
     • Location - Enter a location if appropriate
  4. Select Save.

  Viewing an Appointment

  To view an entry in the calendar:

  1. From the Pharmacy Manager dashboard - Calendar, highlight the day required and select Options .
  2. If there is only one appointment for the day selected the appointment displays in full:

     

     If there is more than one appointment booked for the day selected, a list of appointments displays:

     

     Select the appointment required to see the full details.

  Editing/Deleting an Appointment

  To edit or delete an entry in the calendar:

  1. View the appointment required as above and select Edit .
  2. The Edit Appointment screen displays:

     

  3. Either:
     • Update as required and select Save , or
     • Select Delete to remove the appointment

Scotland Only

• Minor Ailment Service (MAS) - Pharmacy Manager v11.3 release contains the following changes to the Minor Ailment Service:
  • MAS - The Minor Ailment Service is now referred to as MAS throughout Pharmacy Manager.
  • The Minor Ailment Service terms and conditions are due to be updated across Scotland in the near future. Pharmacy Manager v11.3 ensures you are ready for these changes which will be enabled once the changes come into force:
    • Patient Eligibility - MAS will be available to all patients that are registered with a GP practice in Scotland, you will therefore no longer need to register patients for MAS.
    • Eligibility Checks - A patient's eligibility check for MAS will be completed online. The ePMS will return either:
      • Yes - Continue to complete your consultation, or
      • No - You can record your consultation but payment is not necessarily made.

Pharmacy Manager release v11.2 introduces:

• Fridge Temperature Tile - A useful fridge monitoring tile displays on your Dashboard. It displays the actual, minimum and maximum temperatures for each day.
  See Using the Fridge Temperatures Tile for details.

• Private Prescription Register (PPR) – To comply with guidance from Medicines, Ethics and Practice (MEP), Pharmacy Manager now records an Emergency Request within the Private Prescription Register.

  See Processing Emergency Requests for details.
• Private Prescriptions - Within the Private Prescription Data screen:
  • The Data and Notes tabs have been merged into one screen.
  • An optional Reason for Supply section has been added.

    

• Private Emergency Supply - Within the Private Prescription Data screen:
  • Prescription Date is no longer mandatory.
  • Item Notes are now mandatory.
  See Processing Emergency Requests for details.
• Responsible Pharmacist - The log in status of the Responsible Pharmacist (RP) can now be seen from any screen within Pharmacy Manager:
  • - A green symbol indicates an RP is logged in.
  • - A grey symbol indicates an RP is not logged in.

  Select the arrow alongside the RP status symbol to access the following options:

  • Open Responsible Pharmacist - Select to open the Responsible Pharmacist Details screen.

  • Change Pharmacist – Select to choose a different pharmacist as RP.

  • Log as Absent – Select to record an RP as away.

  • Log Out – Select to record no RP is present.

  See Responsible Pharmacist for full details.
• Message Dynamics - You are now notified of any incoming messages from Message Dynamics in your Notification pane:

  

  To access your messages:

  1. Select the notification and the Message Dynamics Information screen displays:

     

  2. Select OK to display the Received Message Dynamics Communication screen:

     

     See for details.
• Reporting - To comply with GDPR and best practice, every report now has 'May contain sensitive data, please discard accordingly' at the bottom of every printed report.

• Clear Filters – All screens with a filter facility now have a Clear filters option, select to clear any filters applied to a screen.

• Branch Manager - Pharmacy Manager v11.2 introduces minor enhancements to the Branch Manager user interface in line with Pharmacy Manager.
• MDS Dispensing - If the details of an MDS Dispensing regime is updated and the current cycle is therefore moved to the next available start date, a warning message now displays:

  

  Select OK to acknowledge the message.

• eMAR - To help prevent eMAR Reports being sent with errors, a preview of the report you are about to send displays before you can choose to send it:

  

  Simply check the details and select either:

  • Send eMAR, to send the chart to the care home, or
  • Close, to return to the MDS screen.

Scotland and Wales Only

Pharmacy Manager release v11.1 introduces an exciting new look and feel to Pharmacy Manager, including:

• An intelligent Dashboard, that links directly to your existing services and management features. The dashboard includes:
  • Dynamic tiles.
  • Real time notifications.
  • Notes.
  See Your Intelligent Dashboard for details.
• A modernised user interface, giving a fresh new look with smarter functions.
  See Navigating Pharmacy Manager for details.
• A new online Help Centre, incorporating:
  • Fully searchable help topics coving all aspects of Pharmacy Manager.
  • Printable Quick Reference Guides and crib sheets
  • Short instructional videos
  See Using your On-line Help Centre for details.

Scotland Only

• Acute Medication Service (AMS) - You can now enter free text endorsements for Serious Short Protocol (SSP) AMS items, this brings it in line with Chronic Medication Service (CMS) and Universal Claim Framework (UCF) items.

Summary of changes

September 2019

Pharmacy Manager release v11 introduces an exciting new look and feel to Pharmacy Manager, including:

• An intelligent Dashboard, that links directly to your existing services and management features. The dashboard includes:
  • Dynamic tiles.
  • Real time notifications and alerts.
  • Notes.
  See Your Intelligent Dashboard for details.
• A modernised user interface, giving a fresh new look with smarter functions.
  See Navigating Pharmacy Manager for details.
• A new online Help Centre, incorporating:
  • Fully searchable help topics coving all aspects of Pharmacy Manager.
  • Printable Quick Reference Guides and crib sheets
  • Short instructional videos
  See Using your On-line Help Centre for details.

• Handout and Scanning - You can now scan an item on dispensing to improve both picking accuracy and handout.

See Pharmacy Manager – v10.7 Release Guide for full details.