QUICK REFERENCE MANUAL

Fred Dispense

NEW CUSTOMER
QUICK REFERENCE MANUAL
May 2015

Contact Fred IT Group

Head Office 03 9418 1800

Website www.fred.com.au
Fred Help Centre http://help.fred.com.au

Copyright Notice

COPYRIGHT 2013 FRED IT GROUP PTY LTD PRINTED IN AUSTRALIA. NO PART OF THIS PUBLICATION MAY BE REPRODUCED OR
UTILISED IN ANY FORM OR BY ANY MEANS, ELECTRONIC OR MECHANICAL, INCLUDING PHOTOCOPYING, RECORDING, OR BY
INFORMATION STORAGE AND RETRIEVAL SYSTEM, WITHOUT THE PRIOR WRITTEN PERMISSION OF FRED IT GROUP PTY LTD

Trademark Notices

Fred Pharmacy, Fred Retail, and Fred Services are registered trademarks of Fred IT Group PTY LTD
The following logos and products are trademarks of Fred IT Group PTY LTD:
Fred Dispense, Fred Pak, Fred Connect, Fred NXT, Fred POS, Fred Office, Fred NUHQ, Fred Satscan, Fred Help, Fred Backup, Fred
Server, Fred Shop, Fred Net, Fred Phone, Fred EFTPOS.

Other Trademarks

Microsoft, Microsoft .NET Framework, Microsoft Internet Information Services (IIS), Windows, Windows Vista, Windows 7, Windows Server
2003, and Windows XP are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.
Dual Core, Quad Core Xeon, Core 2 Duo and Pentium 4 are trademarks of Intel Corporation in the United States and/or other countries.

Version: 1.00
Modified: 26 May 2015

Contents

GETTING STARTED

Where to Find Help ................................................................................................................. 2

Fred Help Centre (Online) .................................................................................................. 2
Contacting Fred Help by phone or email ............................................................................ 2
Training Webinars .............................................................................................................. 3
How to order stationery, till rolls and labels when they run out ........................................... 3

FRED DISPENSE MENUS

Overview of Fred Dispense Menus ....................................................................................... 5

Fred Dispense Menu...................................................................................................... 5
Dispense Menu .............................................................................................................. 5
Activities Menu............................................................................................................... 5
Reports Menu ................................................................................................................ 5
Lists Menu ..................................................................................................................... 6
Setup Menu ................................................................................................................... 6
Help Menu ..................................................................................................................... 6

Keyboard shortcuts and fast keys ........................................................................................ 7

Keyboard shortcuts ............................................................................................................ 7
Fast keys ........................................................................................................................... 7
Date function keys ............................................................................................................. 7

THE DISPENSE PROCESS

Dispense Process at a Glance............................................................................................... 9

Entering Prescription Details to Dispense New Scripts or Outside Repeats .................. 10
Pharmacist initials setup .................................................................................................. 10
Patient ............................................................................................................................. 10
Script Date ....................................................................................................................... 10
CONTENTS

Script Type....................................................................................................................... 11
Prescribing Doctor ........................................................................................................... 11
Drug ................................................................................................................................. 12
Directions ......................................................................................................................... 12
Repeats ........................................................................................................................... 12
Quantity ........................................................................................................................... 14
Price ................................................................................................................................ 14
Pharmacist initials ............................................................................................................ 14
Editing scripts .................................................................................................................. 15

PATIENT MAINTENANCE

16

Patient Details ....................................................................................................................... 17

Adding new patients ......................................................................................................... 17
Entitlement numbers .................................................................................................... 17
Allergies ....................................................................................................................... 18
Family linking ............................................................................................................... 18
Modify Safety Net ........................................................................................................ 18
Patient Notes ............................................................................................................... 18

PAPERLESS CLAIM

19

Paperless Claim .................................................................................................................... 20

Review and Organise Scripts ........................................................................................... 20
Finalising the Claim .......................................................................................................... 20
Closing the claim.............................................................................................................. 21
Reclaiming scripts ............................................................................................................ 22

CONTENTS

ii

SECTION 1

GETTING STARTED
Thank you for using Fred Dispense! This Quick
Reference manual is designed to help you get
started with common functions with Fred Dispense.
Our commitment to our customers starts with the suite of learning aids and assistance.
Fred IT Group provides full support for the entire range of Fred products.
Fred Help Centre. Download documents, tutorials as well as browse news and
forums about Fred products.
Fred Help Phone and Email support. Fred provides full support for the entire Fred
family of products and services. Questions concerning products and services,
installations, and the use of the software are handled by Fred Help
Consultants.
Training Webinars. A Webinar is an online training session where you can see a
PC at our offices and listen (via the PCs speakers or headphones) to a trainer
Training Options And Training CDs. Request further training or a free training
CD.

In this section:

Where to Find Help ................................................................................................................. 2

Fred Help Centre (Online) ................................................................................................... 2

Contacting Fred Help by phone or email ............................................................................. 2

Training Webinars............................................................................................................... 3

How to order stationery, till rolls and labels when they run out ............................................ 3

GETTING STARTED

WHERE TO FIND HELP

Fred Help Centre (Online)

Contacting Fred Help by

phone or email

To get help on Fred products, visit the Fred

Help Centre. Here, you can download
documents, tutorials as well as browse news
and forums about Fred products.
Go to http://help.fred.com.au to sign up to the
Fred Help Centre. Once you have signed up
you will be able to access useful resources with
links to:

Fred IT Group provides full support for the entire

range of Fred products. Questions concerning
technical issues, how products work, and the
use of the software are handled by technical
support.

Fred Help
1300 731 888
8.30am - 9.00pm (EST) Mon Fri
8.30am - 5.00pm (EST) Sat, Sun & Public
Holidays

Fred Help Email

help@fred.com.au

information about new and future product

features, manuals and documents, and product
newsletters.

forums and blogs allowing you to discuss

technology and products, provide feedback and
input into Fred technologies.

social networking tools that allow you to have

conversations with closed groups such as
friends or sister stores.

upcoming Webinar information and previously

recorded Webinars you may have missed, and
short movie tutorials about Fred products.

wiki-style knowledgebase information pages

which make it easy to find the information you
are looking for.

The Fred software program(s) you are calling

about (i.e., Fred Dispense, Fred Office, and
Fred Connect etc.)

RSS feeds and alerts on new blog activity and

additions to the site.

Providing specific details about what you want

will help the Fred Help consultant find you the
best answer.

Your Fred Help Centre login details

The error message you receive (if any).

Step-by-step of your actions when the problem

occurred.

Determine if the problem occurring is on one

computer or on all computers.

How long the problem has been occurring.

Other aspects you are aware of that may have

contributed to the problem? For example: The
operating system you are using (i.e., Windows
XP or Windows 7).

To ensure you dont forget your login details,

write down your username and password below:
Fred Help Centre
Username:
Fred Help Centre
Password:

WHERE TO FIND HELP

When contacting Fred Help, consultants need to

ask a variety of questions to determine the best
way to proceed with your call. It may help to be
aware of the sorts of questions you will be
asked when calling with a Fred query or
problem. When contacting Fred Help, be
prepared to provide the following information:

Training Webinars
A Webinar is an online training session where you can see a PC at our offices and listen (via the PCs
speakers or headphones) to a trainer. Questions can also be asked via a Q&A Chat with questions
answered live or followed up via email after the webinar.
Webinars are announced via the Fred Help Centre with topics based on customer feedback and
requests. If you ever miss a session, Webinar recordings are available at any time from the Fred Help
Centre.
To find out more about Webinars:

Visit the Fred Help Centre (http://help.fred.com.au) and click Webinars.

Other Training Options and Training CDs

To request further training or a free training CD:

Visit the Fred Help Centre, click Media, then Training CDs.

How to order stationery, till rolls and labels when they run out
You can order till rolls and labels via

at http://www.fred.com.au/FredShop/

To find more about our product range or prices, contact Fred on 1800 888 828 or email
sales@fred.com.au

GETTING STARTED

SECTION 2

FRED DISPENSE MENUS

In this section:

WHERE TO FIND HELP

Overview of Fred Dispense Menus........................................................................................ 5

Fred Dispense Menu ...................................................................................................... 5

Dispense Menu .............................................................................................................. 5

Activities Menu ............................................................................................................... 5

Reports Menu ................................................................................................................ 5

Lists Menu ..................................................................................................................... 6

Setup Menu ................................................................................................................... 6

Help Menu ..................................................................................................................... 6

Keyboard shortcuts and fast keys ........................................................................................ 7

Keyboard shortcuts ............................................................................................................ 7

Fast keys............................................................................................................................ 7

Date function keys .............................................................................................................. 7

OVERVIEW OF FRED DISPENSE MENUS

To quickly access the menus in Fred Dispense, press the [ALT] key and then press the highlighted letter
of the menu to access. For example: To access the Reports menu, press [ALT] + [R].

Fred Dispense Menu

Diary/Calendar. The calendar displays with today

highlighted. Details entered on a particular date

in calendar will display when Fred Dispense is
opened on that date.

Drug Information. Access CMI or patient

information for a drug from the Wait screen when

dispensing. If a CMI or patient information is
required without dispensing the drug, start
dispensing to a patient and after selecting the
correct drug, go to the Activities menu, select
Drug Information and the CMI or drug info
option will appear (where available).

Dispense Menu

Reports Menu

Shows general shortcuts related to dispensing

and updating patient details. The keyboard
shortcuts are shown after the options listed on
this menu and can be used from either the Wait
screen or when dispensing.

Reports are grouped under different headings,

e.g. Script, Drug Usage, Patient, Doctor and
Nursing home. Highlighting a heading using the
[] and [] arrow keys reveals individual report
options.

Activities Menu

Pack labels. Save for multiple uses; e.g.

Methadone.

Drug Pricing [F7]. View pricing details of any

All reports generated will display the Report

Viewer screen to preview the report (without
printing).

drug.

History Merge. Use to:

1.

merge one patient to another completely

(and remove the patient merged from) or;

2.

move a drug from one patients history to

another.
NOTE: A full history merge cannot be undone by

support.

Delivery label. [CTRL] + [D] Print an address label

after selecting a patient.

History Notes [ALT] + [N]. Add a note or an

intervention to a patients history.

Quick Script Scan [CTRL] + [Q]. View the most

recently dispensed scripts. Press [F4] on the

required script to be edit the script.

Click the printer icon

from the report viewer
toolbar to print the report.

FRED DISPENSE MENUS

 Lists Menu

match the fee and markup numbers (e.g.

Fee 3 and Markup 6 can be chosen or any
other combination).

Pharmacists. Update, add or delete a pharmacist

to allow dispensing.

2.

In the Drugs any of these fees and markups can be inserted into the Fee and/or
Markup field for that drug. From then on,
when that drug is chosen for private
dispensing the fee and markup set will be
used instead of the defaults.

3.

When dispensing, if a given fee and markup

are to be applied, they can be added to the
Rx Type field.

Doctors. Update, add or delete doctor details.

NOTE: The Doctor Code is a four letter code set

by the pharmacist, which is normally the first three

letters of the surname, then followed by the first
initial.

Nursing Homes/Hospitals. Update, add or delete

Nursing Home/Hospital details.

Sig Details. Update, add or delete SIG codes.

Only User Sigs (Sigs added by the pharmacy)

If you want Cialis tablets to be

priced for a patient at Fee 4 and Markup 4,
go to the
RX Type field and enter P44. This will apply
Fee 4 and Markup 4 to the wholesale price.
FOR EXAMPLE:

can be deleted.

Own Brand Drugs. Update, add or delete your

own Private drug file and items separate from

the Main drug file. These items will then be

available for dispensing privately but will not be
affected by drug updates.

suburbs and postcodes to the function keys

([F1] to [F12]) as shortcuts.

rounding of prices.
The list of fees and markups shown on this
Override Table can be used in the following
ways:
1.

When the Price field is accessed in

dispensing for a non-NHS item, this table
displays. The price can then be overtyped
with a listed price or [TAB] will allow the
number next to the required fee to be
entered; then the number next to the
required markup to be entered.
The price made up from the base wholesale
(shown in the table) with this fee and
markup will be used. It is not necessary to

OVERVIEW OF FRED DISPENSE MENUS

Owner Details. Set Name, Address and Approval

No. These are normally set up at installation and

should not be changed. These also allow the

Main supplier to be designated and the default
pharmacists initials.

NHS Fees. Set NHS fees and rounding of NHS

Private Fees. Set Private fees, markups and

Wastage Table. Set the table for wastage factor

calculations (i.e. used when dispensing split

packs). This is set by the Fred Dispense update
and should not be changed.

prices. These fees are set by monthly drug

updates.

Safety Net Limits. The Safety Net Limits are set at

the start of each year during the Fred Dispense

update and should not be changed.

The function keys can be used to select the

suburb when adding new patients.

Setup Menu

Suburbs and Postcodes. Add commonly used

Dispense Options. Set dispensing options.

Label printer. Set print options on dispense

labels.

System Configuration. Set specific printers to print

labels, repeats and reports.

Help Menu

About Fred Dispense. Display the version of Fred

Dispense currently running.

View Newsletter. View the monthly newsletter.

The Fred Dispense newsletter is updated after

running the monthly update.
To view the newsletter you will need Adobe
Acrobat installed.

KEYBOARD SHORTCUTS AND FAST KEYS

DID YOU KNOW? Fred Dispense was first created before use of the mouse was widespread. This means it is

designed so that you can quickly and easily navigate through fields using the keyboard. For example: press the
[TAB] to navigate through each field quickly.

Keyboard shortcuts

Press these keys

To access

[ALT] + D

Dispense menu

[CTRL] + M

Modify Safetynet

Press this key

To access

[F2]

Patient History display

[ALT] + X

Exit Fred Dispense

[F3]

Repeats Remaining

[CTRL] + R

Repeat script

[F4]

Edit Script

[ALT] + F2

Alternate history

[F5]

Drug Interactions display

[CTRL] + E

Edit script

[F6]

Fred Debtors

[ALT] + F3

Owing scripts

[F7]

Price Lookup

[CTRL] + O

Owing script

[F8]

Patient Update

[CTRL] + I

Patient extra information

[F9]

Old System History

[CTRL] + D

Delivery label

[F10]

Fred Dispense Menu

[CTRL] + F2

All patient history

[F12]

Clear screen

[SHIFT] + F6

Fred Pak program

[CTRL] + F4

Fred Debtors Program

[CTRL] + F6

Patient drug profile

Fast keys
Press these keys

To access

[CTRL] + U

Update patient

[ALT] + C

Claim menu

[CTRL] + J

Junk directions

[ALT] + L

Lists menu

Press this key

To do this

[CTRL] + Q

Quick scan

Start of year

[ALT] + N

History note

End of week

[CTRL] + T

Patient entitlement

Forward date by one day

[ALT] + R

Reports menu

Back date by one day

[CTRL] + N

Patient notes

Start of month

[ALT] + S

Setup menu

Insert Todays date.

[CTRL] + [SHIFT] + -

CPI print out

End of month

[ALT] + U

Monthly Drug usage

report

[PAGE UP]

Forward date by one month

Start of week

[CTRL] + C

Clear screen

[PAGE DOWN]

Back date by one month

[ALT] + A

Activities menu

[CTRL] + V

Last report

Date function keys

From the Date field function keys the following
can be used;

FRED DISPENSE MENUS

SECTION 3

THE DISPENSE PROCESS

In this section:

Dispense Process at a Glance ............................................................................................... 9

Entering Prescription Details to Dispense New Scripts or Outside Repeats...................... 10

Pharmacist initials setup..................................................................................................... 10

Patient................................................................................................................................ 10

Script Date ......................................................................................................................... 10

Script Type ......................................................................................................................... 11

Prescribing Doctor.............................................................................................................. 11

Drug ................................................................................................................................... 12

Directions ........................................................................................................................... 12

Repeats ............................................................................................................................. 12

Quantity ............................................................................................................................. 14

Price................................................................................................................................... 14

Pharmacist initials .............................................................................................................. 14

Editing scripts ..................................................................................................................... 15

KEYBOARD SHORTCUTS AND FAST KEYS

DISPENSE PROCESS AT A GLANCE

The quick reference diagram below outlines the dispense process in 10 easy steps.
Dispense Process in Fred
Dispense

Enter the prescription details following the simple steps below:

Select the Patient (see page 10)

Enter the Directions (see page 12)

Enter the Script Date (see page 10)

Enter the Repeat(s) (see page 12)

Enter the Script Type (see page 11)

Enter the Quantity (see page 14)

Select the prescribing Doctor (see page 11)

Enter the Price (see page 14)

Select the Drug (see page 12)

Enter the Pharmacist Initials (see page 14)

THE DISPENSE PROCESS

ENTERING PRESCRIPTION DETAILS TO DISPENSE

NEW SCRIPTS OR OUTSIDE REPEATS
The result displays a list of names fitting the
search.

Pharmacist initials setup

The first step is to set up a list of Pharmacists.
Pharmacist details must be entered in this list
for dispensing to occur.

2)

Select the required patient by either typing

the Fast Letter on the left-hand side or using
the cursor bar to highlight the patient and
press [ENTER].

To add a new pharmacist:

1)

In Fred Dispense, click the Lists menu,

and then choose Pharmacists.

TIP! If the patient search does not show the

correct patient, select A to Add New Patient.

2)

To finish, click [Save].

Script Date
The Script Date defaults to todays date. Fast
date keys allowing rapid altering of the date or
the date can be simply overtyped.

Patient
1)

In the Patient Name or Repeat No field,

search for a patient by swiping the
Medicare card (if MCR available) or
entering any of the following combinations:
Do this:

Press [+] and [-] to advance one

day forward and back; [Page Up] and [Page
Down] to go forward and back a month, or
press T for todays date.
FOR EXAMPLE:

Example:

Surname Firstname

FREDERICK, FRED

Comma Comma Address

,,123 JOHNSON ST

Patient Number

42280

Semi colon and first five

digits of the Medicare card

;33034

SEE ALSO: Date function keys (page 7) for more

shortcuts available.

Enter the date the doctor prescribed the

medication.

At the end of entering date look at the Script

Type and the default Doctor entered. If correct,
press [ENTER] to move to the Drug field. If it
needs to be altered, press [TAB] to move across
and change it.

ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS

10

Script Type

Prescribing Doctor

The default Script Type is N (NHS) for all patients

except those with a Repat Number, where it
defaults to R (Repat). The script type reduces
the selection of drugs to be shown. The Script
Type field also allows for extra dispensing
options.

The Doctor will default to the patients last

doctor.

To search for and select a prescribing doctor

you can search by the following:
Do this:
Surname First Name

The following script types are used:

Letter
D

Dental

NHS

Private

Repat

Schedule 3 Recordable

Optometrist

Nurse

Midwife

RA

Script Type

Example:
SMITH ALAN

Prescriber Number

2026228

Unique Fast Code

SMIB

The result displays a list of names fitting the

search.
Choose the doctor using the fast letter down the
list or by moving to the doctor and pressing
[ENTER].
If the doctor is not found Fred Dispense displays
a selection with <Add NEW Doctor> or <Enter
Casual Doctor>.

Repat Authority

Doctors Bag

NO

NHS Owing

PM

Private Multiple

PW

Private Wholesale

NV

NHS Override

PC

Private OTC Price

NS

NHS Set Price

PN

Private NHS Level

To mark a script as Owing, add the letter O after

the script type.
FOR EXAMPLE:

NO for NHS Owing or RO for Repat

Owing

To mark a script as Authority, add the letter A

after the script type.
FOR EXAMPLE:

NA for NHS Authority or RA for

Repat Authority

THE DISPENSE PROCESS

11

Drug

Directions

You can search and select a drug in one of the

following ways:

Smart SIGs do not require the drug form to be

4.

Type the Drug Code.

FOR EXAMPLE:

5.

entered; thus allowing easy SIG entry.

FOR EXAMPLE:

AMX4

1tds on Amoxil caps will expand to Take ONE

capsule THREE times a day

Type the drug name, form and strength or

combinations of the following:
FOR EXAMPLE:

PROTH shows both Prothiaden tablets and

capsules
PROTH C

shows only capsules

PROTH 75 or PROTH T shows only the 75

tablets

PROTH 25 or PROTH 2 shows only the

25mg capsules
6.

Type the strength or form to rapidly reduce

the size of the selection list to choose from.

The NHS code can be used for hard-to-find

items. To find Repat Dressings, enter the hash
symbol # or a forward slash / followed by the
NHS code.
FOR EXAMPLE:

Press [F11] for Generic brand substitution

search.
Turning off the smart SIG for the item. The form of

the drug determines the verb used and the

exact wording, which in most cases will be
appropriate for the drug being dispensed. If you
have a direction which is not appropriate, you
can turn off the smart SIG for the item by
placing a forward slash / at the beginning of the
directions.

Repeats
The Repeats field is where a new script, outside
repeat, deferred or Regulation 24 script is
determined.

#4904D or /4094D will find Repat item

Dermasorb dressing

If a generic item is chosen and more than one

brand is available a second Brand selection
screen will enable you to choose the brand to
be given.

ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS

12

For outside repeats the format is Repeats

Authorized, forward slash /, followed by Times
already dispensed.

NOTE: This will be used for Dispense 3

conversions.

4.
FOR EXAMPLE:

If a Repeat form shows the No. of

Repeats Authorized 5 and No. of times already

NOTE: This will be used for conversions

dispensed = 3, then enter 5/3 in the Repeats

(excluding Dispense 3) until they start getting

Fred Dispense repeats back.

field.

For Deferred scripts, enter D before or after the

number of repeats prescribed.

Using the Unique Repeat Fast Code

FOR EXAMPLE:

1)

For Regulation 24 scripts enter R before or after

the number of repeats prescribed.

The Unique Repeat Fast Code can be entered

in the Patient Name,Repeat No field or
Drug Name field.

2)

The details of the repeat to be dispensed

will display on the screen to be doublechecked by pharmacists. This can be
dispensed by entering the pharmacist
initials.

For five repeats, enter D5 or 5D

into the Repeats field

FOR EXAMPLE:

If the script shows five repeats,

enter R5 or 5R into the repeat field
At any stage of dispensing if you select an
Authority drug or enter a repeat or quantity
greater than the NHS maximum, Fred Dispense
will ask for the Pre-Approved Authority. If you do
not provide one, you will be asked if you wish to
dispense the item as Private.

Use [CTRL] + [R] and entering the Repeat

script number.

From Repeats Remaining History (Dispense 3

conversions)
1)

Select the patient and press the [F3] key to

display patients Repeats Remaining History.

Press [Esc] key to re-enter if an error is made.

2)

Select the script to dispense and press

[ENTER].

Own Repeats

3)

Details of the repeat to be dispensed will

display on the screen to be double-checked
by pharmacists. This can be dispensed by
entering the pharmacist initials.

There are four ways to dispense an own repeat:

1.

Scan the eRx barcode from the repeat

form. You scan the eRx barcode just as
you would an own repeat barcode. In fact,
on a repeat, the Fred-own repeat barcode is
replaced by the eRx barcode. The
information is sent securely over the
Internet from eRx to Fred Dispense in a
matter of seconds.

2.

Use the unique repeat fast code.

3.

From repeats remaining history [F3].

Enter the Repeat script number (Conversions

excluding Dispense 3)
1)

Press [CTRL] + [R] and enter the Repeat

Script Number.

2)

Details of the repeat to be dispensed will

display on the screen to be double-checked
by pharmacists. This can be dispensed by
entering the pharmacist initials.

THE DISPENSE PROCESS

13

Quantity
The Quantity field defaults to the NHS
maximum quantity. Most times you will not need
to change this field. If a quantity is not provided,
you will be prompted to enter a quantity greater
than zero.

To override the price for a Private item, press

[TAB] to move the cursor to the Price field and
simply overwrite. Alternatively you can access
the Private Pricing screen as displayed and.
choose to enter a Fee and Markup to calculate
a price

To move to the Quantity field, press the [TAB]

key from the Repeats field and type the quantity
you wish to dispense. e.g.: 1 qty

Pharmacist initials
TIP! If you enter a quantity greater than

the NHS maximum, Fred Dispense will

ask for the pre-approved authority. If you
dont provide one you will be asked if you
wish to dispense the item as Private.
Press [ESC] to re-enter if an error is
made.

Price
The Price field will have the normal calculated
price (patient contribution). Most times you will
not need to access this field.

If you must change the price, press the [TAB]

key from the Quantity field and change the
price as required.

The Pharmacist Initials field is the final

confirmation step before printing and saving the
script. It will default to the last pharmacist who
dispensed from Fred Dispense.
TIP! If two or more pharmacists are dispensing

from the same terminal, Fred Dispense can be

set to clear these initials after each patient. This
option can be changed in in Dispense Options
> Clear ints when diff patient: Y or N

All initials are validated against the

Pharmacists Details list from the Lists menu.
You will have to add new pharmacist initials to
the list before they can dispense.
SEE: To learn how to add a new pharmacist in

Fred Dispense, see Pharmacist initials setup

(page 10).

Once the pharmacists details are entered, Fred

Dispense will save the script and a label and the
Repeat (if any) will be printed.

ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS

14

Editing scripts
Editing requires you to choose the prescription you want to edit or reprint. Scripts can be edited in one of
two ways:

Option 1. Choose Script to Edit by Number from the Patient Name/Repeat number field or the Drug

Name field, and then enter the script number you wish to edit or reprint preceded by the letter E.
FOR EXAMPLE:

To edit the script 123456, type E123456

Alternatively press [CTRL] + [E] or [F4] to open the prompt to enter the script number to edit or reprint.

Option 2. Choose Script to Edit from Patients History. This option allows you to edit a script without

requiring a script number.

1)

Select the patient.

2)

Press [F2] to display the Patient History.

3)

Use the cursor keys to move to the script you want to change.

4)

Press [F4] to edit chosen script.

For both of these options the Wait screen appears displaying the chosen script with the many reprint or
edit options.

THE DISPENSE PROCESS

15

PATIENT MAINTENANCE
In this section:

Patient Details......................................................................................................................... 17

Adding new patients ........................................................................................................... 17

Entitlement numbers ...................................................................................................... 17

Allergies ......................................................................................................................... 18

Family linking ................................................................................................................. 18

Patient Notes ................................................................................................................. 18

ENTERING PRESCRIPTION DETAILS TO DISPENSE NEW SCRIPTS OR OUTSIDE REPEATS

16

PATIENT DETAILS
To update an existing patient, press the [F8] key after selecting the patient to display the Patient Details
Patient Details
screen.

Adding new patients

Entitlement numbers

To add a new patient type in the patients

surname at the Patient Name or Repeat
Number field, press [ENTER] and press [A] to
<Add New Patient>. Patient details are then
added in the Patient Selection screen (below).

Fred Dispense has only three fields for

concession and entitlement numbers in the
Patient Details screen.
Concession numbers. Use for concession,

pension or safety net concession numbers and

entered as follows:

Pension or Concession numbers.

FOR EXAMPLE:

Concession type as C and number entered in

concession no field.

Safety Net concession numbers.

FOR EXAMPLE:

TIP! To add a Medicare card, from the Surname

field either swipe the Medicare card using MCR or

press [TAB].

303562856K

CN405785986

Concession type as <S> and number entered in

concession no field
Repat numbers. This field is used for Gold,
Orange or White Repat cardholders. Enter the

Repat type as either <G>, <O>, <W> or leave

blank if unknown and enter the Repat No
number.

PATIENT MAINTENANCE

17

Safety Net numbers. This field is used for patients

that have a full safety net entitlement number.

FOR EXAMPLE:

SN504263986

Allergies
To add the patient's known allergies to
the patient's details, press [F8] to access the
Patient Details screen, and then click [Allergies].

Modify Safety Net

To add Safety Net totals from outside
pharmacies, press [F8] to access the Patient
Update screen, and then click
[Modify Safety Net]. Outside script count and
script amount details are entered under the
Other field.

The left hand side of the screen displays a list of

allergies to choose from. Highlight the allergy
required and either press [ENTER] or click [Add
] to transfer it to the patients allergy list
(right hand side of the screen).

Patient Notes
To add patient notes, press [F8] to access the
Patient Details screen or click the

To remove an allergy, highlight the allergy to

remove (right hand side of the screen) and click
[Delete].

icon on

the toolbar.

Family linking
To link patients to families, press [F8] to access
the Patient Details screen, and then click
[Family Maintenance] or click the Activities
menu, and choose Family Linking.
The current patient selected appears in the
upper half of the screen. To add a new family
member, type in the patients name in Patient
Search field and highlight one patient to be
added, and then press [ENTER]. This adds the
patient to family in upper screen and alters PRF
details to combined family PRF details.

Important messages to a patient can be added

in the patient notes by placing a hash symbol
before and after the message:
FOR EXAMPLE:

#check for similar drugs#

When this patient is selected, a red screen will
appear with the message. press C to continue.

PATIENT DETAILS

18

SECTION 4

PAPERLESS CLAIM
In this section:

Paperless Claim ...................................................................................................................... 20

Review and Organise Scripts .............................................................................................. 20

Finalising the Claim ............................................................................................................. 20

Closing the claim................................................................................................................. 21

Reclaiming scripts ............................................................................................................... 22

PAPERLESS CLAIM

19

PAPERLESS CLAIM
Important: Do not re-open and edit claims
that were finalised and sent before the Fred
Dispense May 2015 update.

Review and Organise Scripts

1.

From the Activities menu, select Pharmpay

Claim, then select the relevant options or
(ALT + C).

Pre Preparation report. Use regularly

to check against the hard copy scripts.
Use to view claim data within a specific
date range or by claim reference
number. This report shows every script
that is currently being claimed for.

Script/Claim number display. Use to

locate any lost scripts. This allows you to
enter a script number or serial number
and locate the required item and patient
details.

Holding/Deleted scripts report. Use to

check the number of holding scripts
unaccounted for. If you want to check for
scripts still on hold in a previous claim,
change the claim period code to that of
the previous claim.

Finalising the Claim

It is recommended that you run a Rejection
report and a Validation report to ensure your
claim is ready to be closed.
To run the reports:

1.

From the Activities menu, select Pharmpay

Claim, then PBS Online Parameters
reports or (ALT + C), B.

2.

Set the Report Type field to R to run the

Rejected/Non-Transmitted report.

This report is used to identify prescriptions that

have been rejected or have not been
successfully transmitted to Medicare Australia in
a claim period.

Note: The report defaults to reporting both

holding and deleted scripts. Holding
scripts display with H in front of them and
Deleted scripts display with X in front of
them. If you only want Holding scripts
displayed, set Include Deleted Scripts to
change the Y to N before generating the
report.

Excluded Claim number report. Use to

check for serial numbers that will not
appear in the claim due to scripts being
cancelled, put on hold or reclaimed.

Cancel Claim numbers. Use to cancel

a serial number without cancelling the
script.

Claim Analysis report. Only print this

report if required. This is not needed for
the claim but can be kept for future
reference.

PAPERLESS CLAIM

20

When the claim no longer contains scripts with a

rejected status, the following blue message is
displayed.

Note: It is advisable that rejected scripts are

modified and corrected to ensure
transmission and payments are processed. A
claim with non-transmitted scripts cannot be
closed.

3.

Return to the PBS Online Reports dialog,

and set the Report Type field to V to run the
Claim Validation report.

4.

Select the relevant Claim Validation

Options or All Validation Options, then
click OK to generate the report.

A claim closure message is sent to Medicare

directly from Fred Dispense via PBS Online. No
additional paperwork is required.
Reminder: As usual, it is recommended that
your scripts are sorted and stored correctly.
The Paperless Claim for Payment
Certification is displayed only when all PBNS
scripts are successfully transmitted to PBS
Online
If you receive a Non-Transmitted Scripts
Warning whilst attempting to close a claim:

The Claim Validation Report checks for

problem prescriptions in your current claim. This
report also identifies non-transmitted scripts in
the claim.
Note: A claim cannot be closed if it contains
non-transmitted scripts.

Closing the claim

1.

When you are ready to close the claim,

select Generate/Finalise Claim File from
the Activities menu or (ALT + C), G

2.

At the prompt, click Yes to confirm you want

to generate and finalise the claim.

The Paperless Claim for Payment

Certification is displayed.

1.

Ensure that you have checked that Fred

Connect is running.

2.

Check you have a working internet

connection.

3.

Click OK to try to transmit the nontransmitted script(s) now.

4.

Re-check the Validation report for nontransmitted PBS online scripts (as explained
above).
Note: Fred Dispense will display the nontransmitted Warning whenever attempting to
close a claim that contains non-transmitted
scripts.

If there are three consecutive close claim

attempts that report the same number of nontransmitted scripts, the following prompt will be
displayed.
If you have performed all the checks described
above and re-attempted to close without
success, contact Fred Help for assistance.

Tip!
Generating Claim for previously closed claim
periods is not recommended as best practice
with the new claiming processes.
It will result in a rejection message from PBS
online advising that the claim has already been
closed.

3.

Acknowledge the certification (with a tick

and enter the pharmacists initials.

PAPERLESS CLAIM

21

Reclaiming scripts

Reclaiming scripts with changed entitlement details

1)

Select the script to edit by using [F4] to get

to the Wait screen, and then press [CTRL] +
[E] followed by the script number.

2)

Press [F8] to access the Patient Details

screen and make the appropriate entitlement
changes. Press [END] to save changes.

3)

Choose Reclaim Rx from the Wait screen

and the following warning screen will appear.

Reclaiming scripts that have been rejected

1)

Edit script by using [F4] or [CTRL] + [E]

followed by the script number.

2)

Make the appropriate script changes by

choosing Edit Rx from the Wait screen.
NOTE: After editing the Rx, finalise the Rx

by entering the pharmacist initials. A

confirmation message Script in Previous
Claim, the claim number is displayed and
you have the option to reclaim script in
current claim period;

Patient Entitlement details have changed

Update script with current patient entitlement
details
Yes/No
4)

Or you can follow step 3 (below) and reclaim

without editing generating the report.

Do one of the following:

If it is to be reclaimed with the new status,

select <Y>es.

If it is to be reclaimed with the original

status intact, select <N>o.

Reclaiming a script on hold

3)

Choose Reclaim Rx from the Wait screen to

reclaim in current claim.

1)

Edit script by using [F4] or [CTRL] + [E]

followed by the script number.

2)

Choose Reclaim Rx from the Wait screen to

reclaim in current claim.
SEE: For more detailed information on claim

reports, including PBS online Report Parameters

visit to the Fred Help Centre
(http://help.fred.com.au).

PAPERLESS CLAIM

22

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Email: help@fred.com.au
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www.fred.com.au

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www.fred.com.au

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