Starting the Program

Logging In

  1. Double-click the WinRxPharmacy icon on the Windows desktop. You will now be at the login screen. Notice that the box in the middle of the screen tells you the version of the program you are using.
  2. Enter your login credentials in the User ID and Password fields and Press Enter or hit the Sign On button after typing in your password. Your password will have to be changed every 42 days.

If your password and/or ID are incorrect, you will get an error message. If you make several unsuccessful attempts in a row to log in, the program will lock you out. Contact the person with WinRx supervisor access to reset the password for you.
When you have successfully logged in, you will be at the Main Menu screen (as shown here), where there are six areas you can access: Browse, New, Print, Admin, Settings and Modules.

Alberta Notes:

  • After logging in successfully to WinRx you will be provided a new login page where you will have to enter your SecureID PIN + Token and then EHR Password in order to login to Alberta EHR.
  • The program automatically checks for new clinical bulletins every 7 days.
  • Bulletins can also be retrieved manually at any time from the employee record.
  • Failure to login successfully to Alberta EHR results in an offline mode, where the application only stores/accesses data from the local system.
winrx login

Navigating the Main Menu

The easiest way to navigate around the Main Menu is to use the underlined letters. When you first get to this screen, the curser will be on “Browse”. If you now press the letter R, you will go to Rx and can browse the prescriptions that have already been filled, the letter “P” will take you to Patient, where you can browse for patients already in the system, etc. Use the Esc key to get back to the Main Menu. If you want to access the “New” menu options, press the letter N, then press the letter R to fill a new prescription, the letter P to enter a new patient, etc. (Note: You can also navigate the Main Menu using the arrow keys, along with the Enter key).


Logging Out

It is critical that you log out after finishing your work on the computer. Otherwise, it is possible for other users to fill prescriptions using your ID – and you will be held responsible for their errors.

  1. If you are not at the Main Menu screen already, press Esc as many times as necessary to get to the Main Menu.
  2. Select Admin > Sign Off button or click the X in the top right corner of your screen.

Alberta Notes:

  • Logging out from WinRx automatically logs out the user from EHR.
  • A warning will be shown to the user before the Alberta Netcare 10 hour timeout is reached.

Setting up an ID and Password

  1. Get a supervisor to log in with supervisor credentials.
  2. From the Supervisor’s Menu, select Employee by pressing the letter E. The Employee Access Screen will pop up.
  3. Press F10 to create a new ID, as per the information line at the bottom of the Employee Access Screen or hit Enter when you have scrolled down to an existing employee that you wish to update. You should get an Employee screen that looks like the one here, which shows the fields as they would be completed for a user named Dennis Brox.
  4. Fill in the required fields, as in the example here. Use the Tab or Enter keys to move between fields. Every pharmacist must be using a unique set of initials. If there is already someone in the system with the same initials as you, you will get a warning tone and the message User ID Exists. If this happens, try using two initials plus a number from 1 to 9 for your ID.

  5. The mandatory fields are:

    • User Initials: This field must be unique for each employee record.
    • Name: Type in your first and last name.
    • Default Location: Type in the letter A (or the designation of any location you have previously created to serve as the default location for this employee).
    • User Type: Select PHARM for pharmacist or TECH for pharmacy technicians or assistants.
    • Licence #: In this field, pharmacists enter their license number as assigned by the College of Pharmacists of their province. Pharmacy technicians should enter the licence number of the supervising pharmacist if they are to access pharmanet.
    • College: Enter the CPHA designation for the employees professional college e.g. P1 for pharmacists in BC, PH for pharmacists in AB.
    • Password: Passwords must be at least 8 characters long and contain characters from three of the following categories (Uppercase characters, Lowercase characters, Numerals, Nonalphanumeric keyboard symbols).

    Optional fields are:

    • Permissions: Select Admin when user must have admin permissions. You can restrict user's access to certain functions by selecting the appropriate option.
    • Narcotic password: Enter the pharmacist's narcotic password provided by the wholesaler. This password will be used in automatic ordering from WinRx.
    • Alberta Only: Enter your Netcare ID and EHR ID to access Alberta Netcare.

  6. Press F10 to exit back to the Supervisor’s Menu, saving changes, or ESC to exit without recording any changes you have made.

The first time you log into the system after following the above procedure, you will be given the employee update screen again to allow you to change your password to one of your own choosing.


Changing your Password

You must change your password every 42 days (this is a requirement that is built into the system). If your password has expired, you will be given the employee update screen again to allow you to change your password to a new one.

You can also change your password any time before it has expired by following the procedure below:

  1. Log in.
  2. Select Browse on the Main Menu by pressing the letter B or by pressing Enter.
  3. Select Employee by pressing the letter E. Your Employee Record screen will pop up.
  4. Change your password and hit F10.

Alberta EHR User Preferences

You can update your Alberta EHR User Preferences from your pharmacy system by following the procedure below:

  1. Log in.
  2. Select Browse on the Main Menu by pressing the letter B or by pressing Enter.
  3. Select Employee by pressing the letter E. Your Employee Record screen will pop up.
  4. Click Preferences.


Creating New Patients

Before patients are entered, they must present positive identification as per College of Pharmacist guidelines. Make sure the patient does not already exist in the database. It is recommended to perform a search for inactive patients as well. Once you have determined that the patient does not exist in the system, go to New > Patient. You can do that by selecting New on the Main Menu by pressing the letter N or pressing the appropriate arrow key until you are at New then pressing Enter. Select Patient by pressing the letter P or by pressing the appropriate arrow key until you are at Patient and pressing Enter. You should now be in the Patient Screen, with some default information already entered, as shown here.

Use the Tab key, the Enter key, Alt + the underlined letter, or the arrow keys to navigate around this screen. Fields with an asterisk beside caption must be entered.

Regular Patients

It is mandatory to perform a network search (Provincial Client Registry) before creating a new patient profile in British Columbia or Alberta. If you know the new patient’s PHN, enter it in the PHN field and hit F9 (net search) to fill in the rest of the demographics from the network database. Otherwise, leave the PHN field blank and enter the patient surname, given name, sex, and birthdate or age and hit F9 to do a name search on the network database. Select the patient from the search results. If the patient isn’t in the database yet, you can now enter the fields manually into the screen. Fields with an asterisk beside caption are mandatory and must be entered. Hit F10 to complete registering the patient.

To create any patient on the BC Pharmanet network (i.e. resident or nonresident), you must enter the following:

  • Surname
  • First Name
  • Gender
  • Birthdate
  • Complete address including postal code. Only Canadian or United States addresses are accepted.


  • no nicknames and full first and last names, not initials, should be entered
  • the legal given and surname of a baby should be entered where known. If unknown, the name should be entered as Baby, Boy A for example.
  • the age field is calculated and cannot be updated.
  • billing plans are accessed and updated by pressing the F5 key.
  • in BC, the alternate PHN field is used for doctors’ offices, pets, and situations where profile mailings are to be sent to a parent or someone other than the patient himself.
  • data stored in allergy and notes field on patient profile is only stored locally.
  • to update allergies on BC Pharmanet (use F2 to set net DUE).
  • to update allergies on Alberta EHR (use F12 to set AB Allergies).
  • avoid creating a duplicate Allergy / Intolerance record on the Alberta EHR.
  • to update notes on Alberta EHR (use F11 to set AB Notes).
  • any operations done on the patient’s profile (creating Allergy / Intolerance records, Notes, etc.) should be preferentially added on the provincial EHR instead of the application’s local-only fields unless the user is restricted to working in an offline (outage) mode.
  • In Alberta, the Last Refreshed date at the top of patient profile is updated every time a client registry search (F9) is performed.
  • In Alberta, Eligibility Date, Date of Death, and Business Phone Number retrieved from Alberta Health Client Registry are put into Patient's local Note field.
  • address information can be updated in BC Pharmanet by using the F11 key.
  • brackets may not appear in a patient name e.g. RAY (RED), but quotes may.

Hit F10 when you have finished entering data to create/update the patient record. ESC will allow you to exit the patient update screen without saving any changes you have made.

Non Residents (Assigning a new PHN)

Follow the search procedure outlined above for Regular Patients. After the F9 search, if no matching record is found, enter patient info manually and press F10. The program will ask you if you have tried your best to acquire a PHN.
Answer YES to create the patient record on your local system.
In BC this also creates a patient record on BC Pharmanet.
In Alberta, no patient records will be created on PIN. Filling prescriptions for non-residents in Alberta results in a refusal message from PIN which is the expected behaviour.

In case an already existing patient in your database is assigned a new PHN on Alberta EHR, you must go to the patient profile, delete the current PHN and perform a network search (F9) to retrieve the new PHN. Same process must be followed to update records with PHNs that have been transitioned to secondary PHNs.

Non Patients

In some cases you may wish to transfer drugs to another store. In those cases, you do not perform a network search and enter all the mandatory data and make up the PHN yourself - - a phone number is a reasonable option. The program will automatically create a profile when you hit F10. It will also change the status in the profile to Non-Patient. Prescription transactions entered for such customers are done in a different screen format than for regular prescriptions.

new patient

Doctors Office Meds (BC Pharmanet)

If you wish to dispense drugs to a doctor's office proceed as for Non Patients above, but input the OMED PHN Pharmanet assigns your pharmacy in the Alternate PHN field.

alternate phn

Animals (BC Pharmanet)

If you wish to dispense drugs to an animal patient proceed as for Non Patients above, but input the animal's owner's PHN in the Parent/Alternate PHN field.

Animals (Alberta)

Dispenses for non-human (animal) patients are not required to be transmitted to Alberta EHR. When a prescriber from the College of Veterinarians is used to create a prescription, i.e. college code starts with V, no transaction is sent to the network.

Secondary ULIs (Alberta)

When patients have secondary ULIs, you may wish to look up their profile using a specific secondary ULI. You can do so by selecting the ULI from the drop down menu in the patient profile and then hitting F8 to look up that profile. Secondary PHN profiles are read-only and new information (prescriptions, dispenses, allergies, etc.) cannot be added to a secondary PHN.


Update Existing Patient Record

You can update existing patient records by comparing the local information with network information in BC and Alberta. While on patient record, hit F9 to do a network search. Data from network will be shown above each field. If different from the local record it will be shown in color red. Hit F6 to replace local data with network data.

status status

Patient Record Optional Fields

  • Email
  • In order to send emails through WinRx, go to Settings > System and enter your pharmacy's email information and hit F10 to update settings. You might also have to change the security setting in your email account to allow third party applications to use your email address.

  • Cell
  • If you wish to send text messages (SMS) to your patients through WinRx you will need to create either a SWIFT or TWILIO account. Log in to WinRx as Supervisor, go to Utilities > Text / iEMR Settings, enter your Swift or TWILIO settings and set all cell provider fields to SWIFT or TWILIO. You can now send and receive text messages in your WinRx program. On your server computer, go to and download and run the link for WinRxSMSMonitor if using SWIFT or WinRxBackgroundService if using TWILIO. WinRxSMSMonitor installer will create a desktop shortcut for the program. Double-click the shortcut to run the program. This program will stay running in the background and check for new messages from SwiftSMS every 30 seconds. You may want to add the shortcut to your Windows start up programs so that it runs automatically when the computer restarts. WinRxBackgroundService starts automatically when the server computer restarts. You can change the default settings for that program from the Supervisor > Utilities > Background service.

    If you are using the Appointment module in WinRx, you can also send reminder messages for upcoming appointments. This requires WinRxBackgroundService program to be running on your server computer.

  • Twilio
  • Go to TWILIO, click on "Start for free", and fill in the required fields. After you complete the account setup, you will have a $15 free credit that can only be used to send text messages to the cell number you register with or other verified numbers. You can then upgrade your account and purchase a phone number.

    From the main console, go to My First Twilio Account, copy the account info from your Twilio profile, sign in to WinRx as a supervisor, go to utilities > "Text / iEMR Settings" and paste the Account SID, Auth Token, and My Twilio phone number into the corresponding fields and click Save. Optionally, set the "Set ALL blank patient Cell Provider fields to" field to "Twilio" and click Set.

    Next, go to Develop > Explore Products and click on TwiML Bins under Developer Tools. Create a BIN with TWIML set to "<Response></Response>" to allow replies and disable automatic responses.

    Next, go to Develop > Phone Numbers > Manage > Active Numbers and click on your number. Under Messaging Configuration > A message comes in drop down menu, select Twiml Bin and then select the Twiml Bin you created in the previous step (No Response).

    In order to receive replies in WinRx, you must also install the WinRxBackgroundService module on your server computer. You can download the installer from our website under Modules.

  • iEMR Registration
  • iEMR is a FREE cellphone app (iPhone and Android) that allows medical information to be transferred between a WinRx pharmacy and the patient. This exchange can include medication history, prescription images, refill requests, treatment plan, vaccination record, lab data, and vital sign measurements.

    You can watch a tutorial video of the iEMR application here.

    To activate this function for a patient you need to enter a cell number and letter E in the Registered field in the patient's local profile. After connecting for the first time this field value changes to Y. You can disable the access at any point by clearing the Registered field which will no longer allow a patient to access the medical information in WinRx.

    You can find the instructions on how to setup iEMRServer here.

  • Notes
  • Adding certain keywords to the local patient profile Notes field will add special functions specific to that patient. Here are the list of options availeble:

    • SNAP will indicate snap caps on product labels.
    • NOFEE will cause the fee on any script to be removed.
    • NOMARKUP will cause the upcharge on any script to be removed.
    • NOUPCHARGE will work the same as NOMARKUP, except it still applies upcharge to drugs where the upcharge is sent to pharmanet combined with the cost in the cost field, e.g. Insuline. You can specify such behaviour by editing the drug record and setting the field Transmit mkup separately to unchecked.
    • Anything surrounded by '[ ]' will appear in the copay adjust window that appears when a script is filled.
    • Putting OHIP in the patient notes field will cause special security code U to be used for those prescriptions in Ontario.

  • Pop Up Note
  • To create a pop up note on a local patient profile, hit PgUp key, enter your note, hit PgDn key to save your note. Now every time you access this local profile you will see the pop up note.

email setting swift sms active response twiml iemr snap insulin copay note

Patient Keywords (BC Pharmanet)

If a patient wants to use a keyword to restrict access to their network profile, go to Browse > Patient and hit the Set Network PIN button. You will be requested to enter a patient pin to be used on the network. If a patient comes in and has a network pin already set from access at another store, merely set the Network PIN field in the patient record to allow network access.

Note: The pin information provided to you by a patient may not be shared with any other provider or third party. Prior to creating or changing a keyword, you must take all reasonable steps to positively identify patients and patient’s personal representatives.

network pin

Patient Network Profile

The network profile is shown automatically once per patient before all prescription fills. You can also manually retrieve the profile by going to Browse > Patient and hitting F8. The profile data returned by the network contains prescription transactions, clinical services, allergies, and medical conditions for the patient, most recent data first. Prescriptions filled at other stores are highlighted in blue.

BC Pharmanet Notes:

  • Reversed transactions because of data entry error (RE) are not displayed. Reversed Rx’s for other reasons such as missed doses (RU) are included.
  • You can control the type of network profile automatically displayed when you fill a prescription. Go to Settings > System and set the field Auto Profile Type to one of these values:
    • F = full profile
    • O = prescriptions filled at other stores only
    • L = last 15 rxs only
  • Be careful with the sig displayed, it is only 80 characters long and may not contain all the information the dispensing location entered.

Alberta Notes:

  • Alberta Profile for patients are cached for two hours upon first access. It is then automatically refreshed every two hours when a netwrok related function is initiated.
  • If you wish to manually refresh the network profile, go to Browse > Patient, hit F8 and select All Rxs.
  • You can control the default date range to be used in historic queries. Go to Settings > System and set the field "Default range for".
network profile

Print A Patient Network Profile

If the patient requests his printed profile from Pharmanet, Browse the Patient to display the patient record, hit F9 to do a network search and confirm you have the correct patient address, and then hit F12. This notifies the College of Pharmacists to send a copy of the network profile to the patient.

Alberta Netcare Portal

You can access Alberta Netcare Portal from your pharmacy system. Open a patient profile. Click on Alberta Netcare button. You will be prompted to login to Netcare and EHR the first time you access the portal on each WinRx session.

Note: This function requires installation of Citrix App for Windows on each workstation. The installer can be downloaded from here: Citrix Workspace.

search patient

Searching for a patient

To check or edit the information entered for a patient, press the letter B to select Browse from the Main Menu then press the letter P to select Patient. A box will pop up requesting the patient’s info. You can search for a patient by entering one of the below search criteria and pressing Enter.

  • Phone Number e.g. 9331234
  • All or part of last name, first name e.g. SMITH, JOHN
  • Birthdate e.g. 12 DEC 1983
  • Press Enter to load current patient

Note: To find inactive patients, make sure the option Active patients only is unchecked before searching.

You will now be at the Patient Select Screen. Use the cursor key to move down and choose the correct patient. There may be many patients in the system with the same name. Use the Page Up and Page Down keys to scan through the pages of entries to find your patient, and the arrow keys within a page to select the correct patient.

Note the function keys indicated on the information line at the bottom of the screen i.e. press Enter if you wish to look at the Patient screen and perhaps do any editing of the information you previously entered, press the Space bar if you wish to fill a new prescription for the patient, etc.

search patient select patient

Different PHN Message (BC Pharmanet)

If you see this message after doing a network access of some sort, the new PHN will be displayed on the Main Screen. Browse the patient, and press F9 (search) to locate the correct PHN, replace the one on your local system with the new one, then press F10.

Electronic Medical Record

You may enter and record information relevant to the patient's medical record by hitting the EMR button available when viewing the patient's demographic data. This feature is also available from the Med Review module, also accessed from a button in the patient screen. The meds available for inclusion in the EMR come from the local pharmacy database as well as pharmanet data, unless a med review has been done, in which case the med review medications comprise the selection set.

When accessing a patient's EMR for the first time, you will be placed in "new encounter" mode. Create the list of problems the patient is being treated for by adding them with the 'add problem' button. Problems may be added by selecting from a set of predefined problems or by typing in your own problem description. See the Problem Definition section below to see how predefined problems may be created.

You may select a problem from the problem list by clicking on it - - the currently selected problem will appear highlighted. Hitting the Delete key on the currently selected problem will remove it from the list.

You may add medications pertinent to the currently selected problem by hitting the Add Med button. The program will generate the list of patient medications from the local prescription file, pharmanet data or, if a med review has been saved, from the current meds as specified within the review. Select meds from the list presented by clicking on a med. Holding the Ctrl key down and clicking on med items will allow you to select more than one med at a time. Hit the Update button to add your selections to the problem's medication list. You may delete a medication by clicking on it and hitting the Delete key. You may add non-drug items to the medication list associated with a problem by hitting the Add Other button.

Enter data in the encounter assessment and plan areas to complete the medical record for the current date. Four types of plans are available for entry. The first, just called the care plan, should be considered a composite nursing plan to be used by all practitioners unless circumstances warrant otherwise. Information may be copied and pasted from any source into the text boxes used for entering this data. If the currently selected problem has been defined with a Reference (see the Problem Definition section below), hitting the Reference button will bring up that document and the user may copy and paste information from it into the assessment and care plan areas.

Enter data associated with the patient's social history or vitals via the History and Vitals button. Hitting the Memo button will allow you to enter reminders to perform actions outlined in the care plan of the encounter.

If you wish to save an interim version of the interview results for further update later, hit the Save Draft button and exit the medical record. Hitting the Save Final Version button will record the results you have entered and create a permanent, unalterable record of that information.

If one or more previous encounters for a patient have been recorded, accessing the medical record will display the previous encounter information and in the date list will be a list of all previous encounters - - the date highlighted reflects the date of the encounter information displayed. Clicking on any date in the date list will select it and display the encounter information for that item. Hitting the New Encounter button will start the new encounter information with updated information from the most recent previous encounter. If the most recent previous encounter is selected, you may enter information in the Treatment section - - these will be notes associated with the care plan being followed. This is the only information that may be altered for encounters that have been previously saved as final versions.

emr button emr

Problem Definition

You may create a plain text file with problem definitions that may be imported into WinRx via the Utilities > Import Problems to EMR button in the supervisor mode. Each time you import a problem text file, all previously entered problem data is replaced with data from the current file being imported. A sample problem file is shown in Appendix C of this manual.

Note: A sample problem definition file is available on the website. You may download it, modify it as per your own requirements, and import it into WinRx to populate your problem selection list.

Insurance and Billing


  • Emergis 800-668-1608
  • Claim Secure (RxPlus) 800-461-6579 or 888-513-4464
  • Pacific Blue Cross 604-419-2699
  • DVA 604-419-2795
  • IHS (NIHB) 888-511-4666
  • ESI
  • Alberta Blue Cross
  • Medavie Blue Cross
  • GreenShield 888-711-1119
  • BigStone Band
  • Johnson Inc. 866-773-5467
  • Liberty Health (Maritime Life or Mutual Life) 888-268-3763
  • WCB (Assure) 604-231-8888
  • Cancer Agency
  • Refugee Claimants
  • Manitoba Blue Cross 204-788-6848 or 204-789-1726
fee pricing


Where there is a lower cost alternative and the trade name is dispensed, the patient pays the difference including the markup (if applicable) on the trade name drug. If the adjudication results in less than the requested cost being covered, the copayment amount is displayed in a Window following adjudication and is available for editing.

The default fee for each location may be changed in the Location record (Settings > Location and edit). Fees may also be assigned by drug type within individual plans (Settings > Insurance Plans, edit the plan, select the drug type and use the Edit Pricing button to modify plan pricing parameters).

You can also set up markup for different plans and different drug types. While setting up markups for different price levels, make sure the first price range starts at $0.01 (do not leave the first column as zero) and remember you can not specify different markups for different price levels above $999.99. Leaving the second column of the price range as zero means anything higher than the first column.

In the example shown here on the right the program will apply a 5% markup for cost range between $0.01 - $9.99 and a 10% markup for anything higher than $10.

fee pricing markup

Turn Off a Plan

If you have assigned plan(s) to a patient and for some reason you don’t want a prescription you are filling to be adjudicated by that insurer, just uncheck the Use box indicator in the prescription screen.

Note: If you add a new plan to a patient profile, it will not be applied to existing prescriptions by default.

plan off

Turn Off Mark-ups

To turn off markups to a particular patient, put the word NOMARKUP in the patient notes field. To turn off markups for a plan, go to Settings > Insurance Plans, in the pricing box specify the drug type you wish to affect and hit the Edit Pricing button. A 0 (zero) in the low limit of any range will disable use of that row and any subsequent rows in markup calculations.

plan off

Turn off BC Pharmanet Adjudication

To turn off Pharmanet Pricing Adjudication (ie: Patient wants to pay ALL of the cost with no price adjudication by pharmanet) use intervention code DE and a zero cost and fee will be transmitted to pharmanet.

pnet off

Adjudication Report

To obtain an adjudication report and deposit information, sign on as a SUPERVISOR, go to Reports, and run the Settlement report. If you fail to enter a plan to request totals from, all plans will be assumed. You may set in each plan record whether you wish totals only, transactions and totals, or totals plus a reconciliation of transactions.

UNRECONCILED SAME DAY CREDITS/DEBITS: On your adjudication report, check for Rx's under this heading. It means that there is either an Rx missing from the insurer’s system, or missing from your local computer, or the Rx prices are different. As in any reconciliation process, look at the items that are strange and make sure the insurer has them, and is paying for them. If the Rx is not on insurer’s system, credit the Rx and refill the prescription so both data bases match.

settlement report

Setting Up Online Billing Plans

When setting up any plan, the following notes apply:

  • carrier ID is unique for each insurer (see individual plan setup).
  • BIN is a six digit number unique to each adjudicator (see individual plan setup).
  • store ID / provider ID will be provided to each pharmacy by each insurer.
  • IP/Port are only used for some of the plans such as Pacific Blue Cross, Alberta Blue Cross, Medavie Blue Cross, and Bigstone.
  • first payer is set to “Y” for government plans only e.g. DVA, RCMP, IHS, etc.

When inputting the plan data for individual patients, always specify the plan claim number and group. Most plans require a dependent code from the following list:

  • 0 cardholder
  • 1 spouse
  • 2 underage child
  • 3 overage child
  • 4 disabled dependent

See individual plans below for other variations.

Some plans require additional information when you dispense a COMPOUND. Put this information in the Insure section in the prescription screen. Descriptor numbers for compounds are:

  • 0 Topical Cream
  • 1 Topical Ointment
  • 2 External use Lotion
  • 3 Internal use Liquid
  • 4 External use Powder
  • 5 Internal use Powder
  • 6 Injections
  • 7 Eye/ear drops
  • 8 Suppositories
  • 9 Other
insure line compound type

Telus Health / Shared Health / Assure

  • BIN: 600526
  • Network Switch: NDC
  • First payer “Y” for WCB only
  • Carrier IDs for insurers using Telus Health:
    • 11 Great-West Life
    • 12 PSHCP
    • 16 Sun Life Financial
    • 20 Standard Life
    • 22 Dejardins (Chamber of Commerce)
    • 23 L’Union Vie Mutuelle / Union Life Mutual
    • 29 Equitable Life
    • 32 DA Townley
    • 34 My PBC Benefits
    • 35 AGA
    • 36 CCQ (Medic Constructions)
    • 37 Worksafe BC (WCB)
    • 40 Global
    • 44 Johnston Group
    • 49 WSIB
    • 51 Desjardins
    • 57 PBAS
    • 62 La Capitale
    • 80 eSampling
  • Most prescriptions have a 34 day limit
  • Call (800) 668-1608 for assistance

Medavie Blue Cross

  • BIN: 610047
  • IP address:
  • Port: 4443
  • Carrier ID: BY
  • Network Switch: ABBC

DVA, RCMP, Department of Defence

  • Use Medavie Blue Cross settings
  • Carrier IDs: V1 = DVA, R1 = RCMP, D1 = DND
  • First payer is set to “Y”

Interim Federal Health Program (IFHP) / Refugee Claims

  • BIN: 610047
  • IP address:
  • Port: 4443
  • Carrier ID: C1
  • Network Switch: ABBC
  • First payer is set to “Y”
  • In the patient’s plan settings use Group #: 0091011

Pacific Blue Cross

  • BIN: 610519
  • Network Switch: PBC
  • IP address:
  • Port: 3001
  • Carrier ID: E1
  • Phone numbers are (800) 487-3228 or 737-5591 in Vancouver.

First Nations Health Authority (FNHA)

  • BIN: 610519
  • Network Switch: PBC
  • IP address:
  • Port: 3001
  • Carrier ID: E1
  • Group #: 40000

Alberta Blue Cross

  • BIN: 111111
  • Network Switch: ABBC
  • IP address:
  • Port: 4443
  • Carrier ID: 11
  • Phone Blue Cross at 1(800) 661-7671 or 1 (403) 498-8104 to request activation
  • Put the patient surname in the cardholder field

Manitoba Blue Cross

  • BIN: 610530
  • Carrier ID: 02
  • IP address:
  • Port: 4443
  • Network Switch: MAN

Saskatchewan Blue Cross

  • BIN: 610047
  • IP address:
  • Port: 4443
  • Carrier ID: SP
  • Network Switch: ABBC

Express Scripts Plans (ESI / ESC)

  • BIN: 610068
  • Network Switch: NDC
  • First payer “Y” for IHS only
  • Carrier IDs for insurers using Express Scripts:
    • 02 Manulife Financial
    • 07 Manion Wilkins & Associates Ltd
    • 11 Industrial Alliance
    • 15 IHS
    • 25 Teamsters National Benefit Plan
    • 29 Humania Assurance Inc.
    • 31 MESS
    • 32 Sampling Technologies Inc. (STI)
    • 34 Symbility Health Inc
    • 37 Cowan Insurance Group
    • 38 SFMM
    • 39 Coughlin & Associates Ltd.
    • 40 RWAM
    • 43 Manulife Affinity Markets
    • 47 Benecaid
    • 49 Group Medical Services (GMS)
    • 50 GMS Insurance Inc.
    • 53 Groupe Premier Médical (GPM)
    • 55 Johnson Inc.
    • 73 Excellence
    • 90 Empire Life
  • Call (800) 563-3274 for assistance

Indian Health Services Newborn

  • Billing format IHSP
  • Billing interval D or M
  • First payer is “Y”
  • This plan must be billed manually (hard copy billing), and is done from the Supervisor / Reports menu. Printed billing is then mailed to Liberty Health
  • Put the parent birth date in the ‘Other’ field when entering patient data and the parent name in the cardholder field.

Manulife (non ESI)

  • BIN: 610059
  • Network Switch: NDC
  • carrier ID unused
  • Use this plan only if the MANULIFE card does NOT have ESI on it. The Manulife/ESI cards have ESI in the lower right corner.
  • Phone number for ManuLife non ESI is (519) 747-7000, ext 5685

ClaimSecure / RxPlus

  • BIN: 610019
  • Carrier ID: RX
  • Network Switch: NDC
  • If you bill a senior to RxPlus, they will reject it unless you phone them and get pre-authorization first. (800) 461-6579.

Bigstone Band (NIHB)

  • BIN: 610137
  • Network Switch: NIHB
  • IP address:
  • Port: 45814

Green Shield

  • BIN: 610065
  • Network Switch: NDC
  • Phone number for Green Shield is 1-800-265-5615, ext. 345
  • Green Shield cards have a two part claim number separated with a dash. Put the first part in Claim # field, and the second part in the ‘Issuer #’ field. Put whatever single digit is appropriate in the dependent field as usual.


  • BIN: 610074
  • Network Switch: NDC


  • BIN: 601052
  • Network Switch: NDC

Liberty Health

  • BIN: 610055
  • Network Switch: NDC


  • BIN: 610650
  • Network Switch: NDC

Canadian Benefit Providers / Alberta Benefits Ltd.

  • BIN: 610202
  • Network Switch: NDC
  • Help desk is 1-855-944-9166 ext 280 (web:


  • BIN: 610634
  • Network Switch: NDC

DeltaWare (Nunatsiavut Government, Department of Health)

  • BIN: 610172
  • Network Switch: NDC

Olympia Trust

  • BIN: 604647
  • Network Switch: NDC

Cancer Agency

  • Billing format CA
  • Hospital billing number in the provider field / store ID
  • Bill interval set to ‘H’
  • Sign on as a SUPERVISOR, go to ‘MOH periods’ and make sure your MOH periods start with the first period in current year (ie: 2021) and end with the first period in next year (ie: 2022). Once you have billed for all of current year (ie: 2021), make sure to change all the periods before starting to bill in the next year (ie: 2022).
  • When you fill a prescription for a cancer patient, it will go to Pharmanet (unless the facility is INPAT). You will then get a Window on the screen. If you have multiple vial sizes, different DINS, etc. make the appropriate adjustments. Make sure you set the dosage (mg, units, etc.) and the times per day. If you ever want to change this auxiliary billing information, Browse/ Rx, look at the transactions, go to the appropriate transaction and press the AUXILARY BILLING key.
  • When you run billing from the SUPERVISOR menu, your claims will be placed in a file named ‘cafile.txt’ located in the ‘winrx’ folder on your computer. Send that file to the Cancer Agency by whatever means you have agreed to with them.

Drug Records

Drug Monographs

Drug monographs retrieved from the network may be printed or displayed in several formats. Go to Settings > Location and set the format you wish use. In the Location screen you can also check the “generics” box if you wish the monograph to include generic alternatives.

If you print a drug monograph from the main pharmacy menu after filling a prescription the patient name will be included in the title. To print a monograph without the patient’s name or prescriber’s name, go to Browse > Drug, select the drug by pressing Enter, then press F6 to view or F7 to print the monograph.

monographs drug monographs

Therapeutic Category

You can select a therapeutic category in the drug record to add extra functionalities:

  • antibio = send UT int code
  • arv = antiretroviral send UL int code
  • benzos = allow one transfer only
  • birthctl = two years
  • maid = send DQ int code
  • mdl = ontario nms
  • oat = oat related functions such as missed dose form
  • opioid = opioid warning
  • smoking = cessation form
  • vaccine = consent form

Alberta Notes:

  • service = Professional Service
  • other = Other Medication (Non Prescriberd Drug)
therapeutic category

Direct Cost Field

This is an Alternate Cost field. Enter alternate cost for drug here, based on quantity used in the first price level. This feature is PLAN SPECIFIC, so for each plan to use DIRECT COST, set the Direct Cost field in the desired plan to Y. Markups will NOT be applied if Direct Cost is used.

direct cost


Once a drug has been created locally, you may retrieve it and, in the case of compounds, hit the compound function key to specify the ingredients it contains. In that case, the level 1 quantity field in the drug record must be specified because the drug cost for that quantity will be calculated using the ingredient quantities specified. The cost sent to insurers will then be rx_quantity/drug_quantity * calculated cost.



If a DIN is entered in this field, and the DIN exists in your drug file, when you select this drug to fill a new Rx, a window will appear informing you there is an alternate drug available for the one selected.

lca din

Shelf Life

If there is a number in the Shelf Life field, then the words Use before ddMMMyy will appear after the SIG on the label. ddMMMyy will be today's date plus the number of days in the Shelf Life field.

shelf life

Drug Type

There are several reserved drug type codes outlined below. Any other codes may be defined by the user.

  • N, M, and R are used for narcotics
  • O is for over the counter (OTC)
  • C is for controlled drugs
drug type


Narcotic drugs with types N and M cannot be refilled unless the quantity dispensed is less than the quantity specified for the prescription (i.e. a part fill is being done). Narcotics with drug type R, typically OAT items, can be refilled until the refill count specified for the prescription is reached. Both ‘N’ and ‘R’ drugs are recorded in the Narcotic register. For narcotic prescriptions a new “pseudo Rx number” will be generated with the hard copy label that you can put in with your other original narcotic prescriptions.

Warning Field

Any text in the drug record's Warning field will be shown on the prescription form.


Memo Days

If Memo Days is set in the drug record, a memo reminder will be created automatically after each prescription fill with that drug record.


Doctor Records

Searching for a doctor

Pharmanet uses doctor license (Practitioner) numbers, not MSP billing numbers. Searching for a doctor name on Pharmanet requires that you enter the FULL doctor surname and optionally a comma and first initial (not part of the surname, as is permitted by doing a local Doctor search). When creating a new doctor on your local system, make sure you enter the correct license and college information.

Note: While searching for a doctor from Browse > Doctor, hitting Enter will perform a local search and hitting F10 will perform a network search.

doctor search

Out of province doctors (BC Pharmanet)

For out of province doctors you must create the local doctor record manually. First make sure the record doesn't already exist locally by searching for the doctor using the licence number and hitting Enter.

If no record was found, create a new record, enter the doctor's licence number and college reference code in the Dr # and College fields respectively. Then add 99999 to the Use College ID# field.

Note: You can look up college reference codes by clicking on the Reference Codes link.

create doctor


New Prescriptions

Each prescription filled, be it cash or third party, is submitted to BC Pharmanet, Alberta EHR, or other provincial networks for adjudication and patient record update. A few special points need to be remembered.

The days supply field is mandatory - - make your best guess on prn medications. You must also specify an intervention code if you are dispensing a trial prescription, vacation supply, or an unusual quantity for any other reason. At the end of the process, adjudication results and an interaction profile will be displayed (if no error has occurred).

Be aware of provincial requirements for new prescriptions. In BC, there may be a 30 day limit on some or all first time medications. Some hints on filling a 30 day limit on a drug written for 100 days are as follows. Create the Rx with the 100 day supply as normal, but put 30 in the 1st Qty field. When you look at the patients profile, you will see the Quantity remaining displayed (refills of course will show 0).

Alberta specific notes:

  • To submit a Professional Service to Alberta EHR, you must create a new prescription using a drug record with therapeutic category set to Service.
  • To submit Other Medication claims to Alberta EHR, you must create a new prescription using a drug record with therapeutic category set to Other.
first fill

Filling a Prescription

You have received a prescription to be filled.

In the main menu, the name of the last patient accessed will be shown as the default patient at the bottom of the screen. If this is the correct patient, you can press the letter N to select “New” then the letter R to select “Rx”. You will be taken directly to the New Prescription screen.

To select a patient other than the default patient, press the letter B to select “Browse”, then the letter P to select “Patient”. A box will pop up requesting the patient’s name. Enter the patient’s last name, or the first few letters of the last name, and press Enter. You will now be at the Patient Selection Screen.

Use the Page Up, Page Down, or arrow keys to scan through the pages of entries to find your patient. Use the function keys as indicated on the information line at the bottom of the Patient Selection Screen. If you are not familiar with the patient, you should press Enter to look at the Patient screen for information about the patient and view (or add) any patient notes. You should also look at the patient’s local prescription medication profile. To do this, press F3 or F7 when you are in the Patient screen. Network profile is automatically shown to the user when a New Rx or Refill process is initiated.

Review all the available information in order to detect and prevent drug-related problems (e.g. drug allergies, drug-drug interactions, etc.) before proceeding to fill the prescription. You can use the DUE (F6) button on the new rx screen to check interactions on the network (BC Pharmanet or Rx Vigilance).

The key(s) to press to get to the New Prescription screen will depend on where you are. Possibilities include:

  1. Patient Selection Screen: set focus to the appropriate patient, then press the Space bar to fill a new prescription for this patient.
  2. Prescription medication profile: press F4 to fill a new prescription for this patient.

You will then be at the New Prescription screen shown here, where a box will ask you to enter the drug. If it isn’t an existing drug then press Escape and fill in the drug information manually. Usually, however, you will enter the DIN of the drug you will be dispensing if you know it or you can enter the name (or the first few letters of the name) of the drug. Using the drug name rather than the DIN is preferred, because you will be taken to the Drug Access Screen where you can see the selection of products available. This will be a necessary step for compounds, which do not normally have unique DINs. For example, if you are filling a prescription for amoxicillin, and you type “amoxi” into the above screen and then press Enter, the following screen will pop up.

As indicated on the information line at the bottom of the screen, when you have highlighted the appropriate product, press the Space bar to select that product for the prescription. You will now be at the Order line in the New Prescription screen, with the “Med” information filled in based on your product selection.

Fill in the order information on the appropriate line, using Tab or Enter to move between fields. Enter the number of tablets, capsules, mL, etc. to be regularly dispensed in the Qty field. Enter the number of days the prescription should last (estimate if necessary) in Days field. The number of authorized refills defaults to 0 (zero), but, if there are preauthorized refills, enter the number. The V/W/E/T field is used for verbal, written, electronic or trasnferred prescriptions. The 1st Qty field may be set to a partial quantity if the entire prescription is not to be filled initially. Leave the Active field at Y if the rx is to be dispensed at this time; otherwise, enter N if the patient doesn’t want the Rx filled now. The Sub field defaults to a code value of 3, indicating the medication is the pharmacist’s choice. Enter “1” in this field if the doctor has indicated no substitution.

Pressing F10 at any time on the ‘Order’ line will advance you to the doctor selection point.

When first arriving at the prescriber selection point, a Prescriber Search Window will appear. As indicated in the Window, you may search for a doctor based on a licence number or the doctor’s name. Press Enter for local search or F10 for network search, which will take you to the Doctors Found screen which will allow you to select the correct prescriber.

Use the arrow keys and Page Up, Page Down to navigate this screen. Highlight the entry for the correct prescriber and press the Space bar. You will now be returned to the New Prescription screen, with the selected prescriber’s information entered on the Doctor line.

Following doctor selection, you will advance automatically to the Sig field. Any word you type in this field will be looked up in the SIG table and, if found, expanded to the text cross referenced there.

It is crucial that the directions on the label be clearly and simply stated so that the patient will use the medication properly. The dosage form of the prescribed medication must be considered when phrasing the directions on the label. For example, the directions “i q.i.d.” might be stated as “Take one tablet four times a day” for a regular oral tablet, “Dissolve one tablet under the tongue four times a day” for a sublingual tablet, and “Take one tablet dissolved in a glass of water four times a day” for an effervescent tablet. The accepted directions for some common dosage forms are shown below:

Dosage Form Sig Directions on Prescription Label
Oral tablets i b.i.d. Take one tablet twice a day.
Sublingual tablets i p.r.n. chest pain Dissolve one tablet under the tongue as needed for chest pain.
Effervescent tablets i q.a.m. Take one tablet dissolved in a glass of water every morning.
Capsules ii stat, i t.i.d. Take 2 capsules immediately, then one CAPSULE three times a day.
Lozenges i t.i.d. Dissolve one lozenge three times a day.
Oral solutions 2.5 mL h.s. Take 2.5 mL at bedtime.
Oral suspensions 5 mL q.6h. for cough Shake well and take 5 mL every six hours for cough.
Bulk powders 5 mL a.m. et h.s. Take 5 mL in the morning and at bedtime in a glass of water.
Divided powders i t.i.d. Take the contents of one packet three times a day in a glass of water.
Eye drops gtt ii o.u. q.3h. while awake Instil two drops into each eye every three hours while awake.
Eye drops gtt iii a.d. o.m. Instil three drops into the right ear every morning.
Nose drops gtt ii q.i.d. Instil two drops in the affected nostril four times a day.
Nasal sprays ii each nostril q.i.d. x 10 days Inhale two sprays in each nostril four times a day for ten days.
Inhalers ii up to q.i.d. p.r.n. asthma Inhale two puffs up to four times daily as needed FOR ASTHMA.
Rectal suppositories i h.s. Insert one suppository RECTALLY at bedtime.
Vaginal suppositories i h.s. Insert one suppository VAGINALLY at bedtime.
Vaginal cream i applicatorful h.s. Insert one applicatorful into the vagina at bedtime.
Topical preparations b.i.d. Apply to affected area(s) twice a day.
Injectables 15 U s.c. a.c. Inject 15 units subcutaneously before meals.

You can go to Browse > Sig to create your own Sig codes.

After you have typed the directions, stop and check that all the information now entered for this prescription is correct: the patient, the drug, the prescriber and the directions. This is your chance to make any corrections before filling the prescription. Fixing errors once the prescription is filled involves a number of steps, so try to catch any mistakes now.

Note also that the diagnosis and allergy lines from the Patient screen for this patient appear on the screen, so you can double-check these important details about the patient before you complete the prescription-filling process.

Hit F10 to exit the Sig field and advanced to the next step.

new rx select drug substitute drug

As indicated in the information given in the bottom area, press Enter or the letter E to complete the prescription filling process. You will now be returned to the Main Menu, and the label for this prescription will be printed.

finish rx

Foreign Language Sig

In cases where you wish the instructions to appear in both English and a foreign language, you can create a Sig which contains the instructions in both languages. Make sure you enter the English text first as that is what will be sent to the network.

foreign sig

Interactions (BC Pharmanet)

Whenever a prescription is filled, an adjudication results and an interaction profile is displayed at completion of the process. The only interaction checked is between the drug being filled and other drugs on the patient profile. Patient medical conditions are not involved in the check and are displayed on an information only basis. If you want to see if a drug interacts with others while you are filling a prescription, enter the drug, quantity, and days supply on a new prescription for the patient and hit the Interaction key F6.


Detected Issues (Alberta)

Whenever a prescription is filled or an allergy or note update is done and a detected issue is found on Alberta EHR, it is displayed to the user for management. If management is provided a transaction may be completed. Otherwise, no transaction is saved on the local system and no transaction is sent to the network.

Managed Issues can be viewed from Browse > Rx > Admin > Manage at any time.


DUE Results (BC Pharmanet)

Pharmanet performs a series of automatic checks on the prescription you are about to dispense, against the information Pharmanet holds on the patient's profile. The following checks are performed:

  • drug to drug interactions
  • min/max checking
  • duration of therapy checking
  • duplicate therapy checking
  • compliance checking (too soon/too late)
  • very limited checking against prior adverse drug reactions

Note that:

  • DUE results presented are information provided for professional review, and PharmaNet does not prevent dispensing.
  • The accuracy of your Rx input (ie. days supply) directly affects the quality and accuracy of DUE results produced by pharmanet.
  • Once the DUE results are returned, the Rx has been stored on the patient's profile on Pharmanet. If you decide to change the Rx details, or decide not to dispense, then reverse the Rx, correct and retransmit (if necessary).
  • DUE results are provided to assist the pharmacist in making an informed, professional decision to dispense or not. DUE in no way replaces the pharmacists professional responsibilities, nor do they shift liability from the pharmacist.

The above section supplied by BC Pharmanet.

Refilling prescriptions

When a patient calls to request a refill, you should obtain their name and the prescription number (among other information). This allows you to access the prescription either from the patient’s record and prescription profile or from the individual prescription record. There is more than one way you can go about refilling a prescription; however, it is mandatory to always check the prescription profile before filling or refilling a prescription for a patient, which is reflected in the following procedure.

To refill prescriptions by locating them in the patient’s profile, first locate the patient’s record (Browse > Patient in the main pharmacy screen and select the patient).

Once you have selected the correct patient, press F3 or F7 to view the patient’s prescription profile. Use the arrow keys to select the prescription you want to refill and press F5. You will now be at the Refilling Rx Screen.

If there are no pre-authorized refills on the original prescription, the warning NO FILLS LEFT! appears at the bottom of the screen. This means that you will need to get permission from the physician to refill this prescription. And if you attempt to refill the rx before the previous ‘days supply’ is exhausted, the warning EARLY REFILL! appears also. This means you should stop and evaluate whether or not it is appropriate to refill the prescription now.

When you arrive at the Refilling Rx Screen, the cursor will be at the Refill line. If you wish to change the quantity to be refilled, make the change and hit Enter or F10.

After making any changes necessary to the refill data, you will be positioned at the Exit complete Refill button. Press Enter or E to complete the refill and you will either be returned automatically to the main menu, and the label will print for the refill, or you may get additional warnings from the system, in which case you will have to decide whether to abort the refill or press the letter Y or click on Yes to continue.

Note: After a receipt has been issued and provided to the patient, no further electronic adjudication to 3rd party carriers is permitted.

Prescriptions done with a Regular Refills procedure (in nursing home or other special dispensaries) will be individually adjudicated as the label prints. Adjudication and DUE results for all transactions will be presented automatically following completion of the refills. You may display these results anytime by pressing the Refill Results key in the Admin section of the main screen. The regular refill procedure is initiated by accessing the New > Regular Refills option in the main pharmacy screen.

Note: Contact ARI support line if you are new to WinRx and regular refills for an individual training session.

refill no refill override regular refill refill results

Reversing prescriptions

You may not make any changes to a prescription to correct errors once it has been filled. It is recommended that you reverse the prescription instead and refill it. For example, suppose you accidentally filled the prescription for Good Patient twice. One of those prescriptions should be reversed (whichever one was not actually dispensed to the patient). To reverse this prescription, do the following:

Locate the prescription you wish to reverse, through the Browse menu. You can browse for the prescription if you know the prescription number, or you can browse for the patient and locate the prescription from the prescription profile. Once you have located the prescription record, press Enter. You will now be at a screen that looks like the one to the right.

Press F3 to see the transaction history Window for this prescription. Use the arrow keys to select the transaction you wish to reverse. Press F2 to reverse the prescription. A Window will open which will permit you to enter a code to describe the reason for reversing the prescription. Specify one of the codes shown and hit Enter to complete the reversal. Press Esc to return to the prescription record and Esc again to return to the Main Menu.

Prescriptions not picked up by the patient must be reversed and returned to stock within 30 days of the dispensing date or as per the current bylaw.

Reversals due to billing adjustments must be done within 90 days of the dispensing date or as per the current bylaw.

To backdate a reversal, use the Backdate key in the main pharmacy menu under the Admin section to set the transaction date and then do the prescription reversal. Use the Backdate key again to reset the date back to the current date.

Alberta Notes:

  • Pharmacist prescriptions can only be retracted within the same day.
  • If a prescription has a status change of Stop, that status change must first be retracted before reversal is allowed.
  • If a prescription has a status change of Hold, that status change must first be retracted (Release) before reversal is allowed.
rx update transaction history reversal code

Discontinuing a Prescription

When patients receive many prescriptions, their prescription profiles become very long and difficult to review. When reviewing a profile, it is therefore very helpful to know which prescriptions are active and which are no longer being taken – or which were credited and never dispensed to the patient. For example, some medications are only taken for a short period of time, but the prescription will remain on the profile. Chronic medications may be adjusted over time, and every time the drug or dose changes, another prescription is added to the profile. To reduce the number of prescriptions the pharmacist must review on a prescription profile, it is recommended that prescriptions the patient is no longer taking be discontinued. For example, once Good Patient has completed her amoxicillin therapy, this prescription should be discontinued – as should the duplicate prescription that was reversed.

BC Pharmanet Notes:

  • When you discontinue a prescription on your local system, the rx is also discontinued on Pharmanet and that status cannot be changed. To prevent a prescription from being refilled and remove it from the MAR, enter the Stop Date for the prescription rather than the D/C Date - - that process will allow you to change the prescription status in case of error.
  • To discontinue a prescription, Browse > Rx from the main pharmacy screen and enter the rx number or edit the rx via access to the patient’s profile. Once the prescription update window is displayed, enter the D/C date and a note if you wish and hit the Save button in the Admin section.

Alberta Notes:

  • To update the status of a prescription in Alberta, Browse > Rx from the main pharmacy screen and enter the rx number or edit the rx via access to the patient’s local profile (F3 or F7). Once the prescription update window is displayed, click on Manage Rx button in the Admin section.
discontinue rx manage rx manage rx select

Trial Prescriptions (BC Pharmanet)

When filling a trial prescription, you must set the 1st Qty field to the trial amount, and the intervention field must be set to MT.

trial fill

Special Services Fees (BC Pharmanet)

To obtain the special services fee associated with not filling a prescription:

  1. First fill it for the first time as written by the original prescriber with no intervention codes.
  2. Then reverse it with regular reversal code e.g. RE.
  3. Then refill it again using an appropriate intervention code and SSC (special services code) = 1. On the refill, if you leave the cost nonzero, the program will attempt to bill zero cost and double the fee. Double Fee for Interventions applies to all claims where Pharmacare has claimed monetary responsibility.

Note: If you are dispensing a medication you should not be claiming special services fee and the medication cost in one transaction. You should do adaptation in that scenario.

You can find more info on Special Services Fees here.

refusal to fill

Back Dating Rx’s

To backdate prescriptions hit the Backdate button in the Admin section of the main pharmacy screen and enter the new date when requested. Any Rx you refill, or create, will be entered with this date, and the drug pricing and coverage that was effective on this date. When you are done hit the button again to have the date revert to today’s value. The Rx will be reported on the current day's Adjudication report, but a Network Profile of the patient in question will show the Rx filled on the "backdate".


Electronic Prescriptions

WinRx is capable of receiving prescriptions electronically e.g. from the electronic fax module or iEMR cell phone application. When such data is captured, an ERx warning message appears in the Browse frame on the main pharmacy screen. Selecting the ERx button will retrieve the screen shown here.

Hitting the F10 key at a selected item will initiate the prescription filling process. Prescriptions will not be removed from the electronic inbox until they are filled in some fashion. The user may, of course, use the F8 delete key to remove items from the list without filling them, but this results in losing the information completely.

Alberta Notes:

In Alberta, while prescriptions can be created electronically, they are still 'paper authoritative'.

electronic prescriptions

Central Fill Procedures

If for any location you have set the home or ward field to “Y” then drugs may be exported to the packaging machine as they are filled. Before using a packaging machine, Browse > Location, hit F2 and generate the export options for each machine being used for that location i.e. ECEMR is the export type and specify the dispenser type and file path when creating each option. Each patient may be assigned 2 dispensers although only the first will be used unless the first is set to “R” for remote dispensing. The default dispenser for new patients will come from the ‘default dispenser’ field in the location in which the patient is being created. The available dispenser options will automatically be set from the export options available for that location.

When doing a new prescription (refills will be handled according to the parameters set when the rx is originally filled or as they have been modified by the usual prescription update procedure), you may leave the ‘Order’ quantity blank or enter a value. When the ‘Order’ line is completed the following parameter Window will appear.

Here you will specify the quantity of medication to be dispensed at each med time which will cause the program to calculate the correct quantity being filled at this time or enter. You may or may not specify med times when dispensing a PRN. The ‘Dispense for’ and ‘Repeat’ fields may be used to automatically skip days or to dispense only on selected days. If different days require a different quantity of medication to be dispensed, use PgUp to specify a 2nd, 3rd, etc. parameter screen. The program will go through the parameter definitions in the order created and use the first one that matches the start date to determine the quantity to dispense at any given refill event.

central fill procedure

Example: To dispense 5 tablets for 3 days, 4 tablets for 2 days, and 1 tablet thereafter.
In the first definition screen, specify quantities in med times to add up to 5, put 3 in the ‘Dispense for’ field and hit PgUp. In the second definition screen, specify quantities in med times to add up to 4, put 2 in the ‘Dispense for’ field and hit PGUp. In the third definition screen, specify 1 in a med time field and hit F10.

central fill special rule

Example: To dispense 1 tablet for 14 days and another tablet for 76 days, to skip 1 day and then repeat.
Create 2 prescriptions. For the first, in the definition screen specify 1 in a med time field, 14 in the ‘Dispense for’ field, and 91 in the repeat field. Hit F10. For the second, starting at a date 14 days past the starting date of the first, in the definition screen specify 1 in a med time field, 76 in the ‘Dispense for’ field, and 91 in the repeat field. Hit F10.

If nothing is entered in the input screen, the prescription will be treated as a regular nursing home prescription and will not be processed for packaging - - except that the label for items with something in the rx PRN field will contain a barcode for the ECEMR interface consisting of ‘R’ followed by the prescription number. If “E” is specified in the drug record central fill type field, the item will be coded as an exception drug for Automed filling. Drug items with a central fill type of “C” will be packaged by an Automed machine in their own envelope. If the prn quantity and bag fields are set in the input screen, the prescription will be filled by the Automed machine as a PRN with the specified number of bags.

Following parameter input hit F10 to specify the starting date and days supply for this fill as per in the Window below. In this Window, PgUp and PgDn are used to set the start date.

On new prescriptions, drugs with ‘Central fill type’ set to “P” will not be sent to the packaging machine. When doing a batch refill, prescriptions with PRN or OTH in the ‘PRN’ field will not be refilled; items with anything else in the ‘PRN’ field will not be refilled but will be sent to the packaging machine with output type “U”.

central fill special rule central fill days supply


Hit the Tx packaging button in the main pharmacy screen to send items that have been filled to the packaging machine. The following Window will appear.

Items of type “U” (rxs with something in the ‘PRN’ field other than PRN or OTH) or exception drugs will be colored green. Deleting a prescription at this time will also remove them from the transmission list. You can highlight items by holding down the Ctrl key and clicking on the rows or you can transmit items by specifying a facility code or Rx # and then hit F10 to transmit.

central fill packaging



If this is your first time importing the catalog, you should first go to WinRx Utilities and run Initialize Drug File and set the Supplier code, e.g. UPH for Unipharm, PCLIK for McKesson, etc. This is only done once when you change wholesalers.

Wholesale catalogs for a number of suppliers are available in electronic format. To install a catalog from a particular wholesale on your system, sign on as a Supervisor, go to Utilities, and click Import Catalog. You will be presented with a list of the catalogs available electronically. Select the one you wish and hit the F10 button to import it (this part may take several minutes to complete).

If you want to import a catalog downloaded from the Pharmaclik website, click Browse and select the catalog file. The download will be in a .zip file so you will need to extract the contents of the zip file to the C:\WinRx folder (typically it will be named "WEBCAT").

Note: If you would like to update the cost of the local drug records you must make sure that Reset local drug prices is checked before importing the catalog.

initialize drug records catalogs reset price


To order electronically from a supplier, you must have created a record for that supplier in your local database. In the main pharmacy menu go to Settings / Wholesale Suppliers and create/select the supplier you wish to use. Set the ID to the same code as your default wholesale (e.g. UPH, KFB01, PCLIK, etc). The access parameters for each wholesale are shown below:



  • FTP address is
  • Specify the user ID and password for ftp access as provided by the wholesaler
  • Specify Acct # provided by the wholesaler
  • Order method is ‘X’

Kohl & Frisch

  • FTP address is
  • Specify the user ID and password for ftp access as provided by the wholesaler
  • Specify Acct # provided by the wholesaler
  • Order method is ‘X’


  • Specify an output folder
  • Specify Acct # provided by the wholesaler
  • Order method is ‘A’
  • Once the output file is created you will need to upload the file on the Pharmaclik website


  • FTP address is
  • Specify the user ID and password for ftp access as provided by the wholesaler
  • Specify Acct # provided by the wholesaler
  • Order method is ‘X’

Electronic Ordering

Make sure you have a wholesale supplier set up for the party you wish to order from (see above).

Order From a Wholesale Catalog

Browse > Catalog in the main pharmacy menu, type in the catalog to use (if not the default one), enter a product. Once the product displays in the selection screen, set focus to it and hit Enter and then the quantity to order. The selected item will be placed on the Buy List.

Automatic Stock Replenishment

In the Drug record you must have a Wholesale set and values set for Qty, Cost, In Stock, Threshold, Order Qty and Stock #.

Go to Settings > Location and set Stock Control to “S” for semi-automatic for each location. This is the recommended method. When the threshold is reached the drug will be added to the Buy list but the In Stock amount will not be updated until the order is submitted. The quantity in the Buy list will show zero and the order quantity will be calculated automatically based on the current In Stock amount.

Set Stock Control to “N” if you want to manage your In Stock amounts manually.

Order From the Buy List

Browse > Buy in the main pharmacy menu and press F10 to add a new item. Select the drug to be order by hitting the Space bar as usual. When the order window appears, select the quantity level (usually 1) to order and hit F10. The order quantity specified in the drug record will be the quantity ordered by default. If that is not the correct quantity, edit the item in the Buy List afterwards.

Go to Settings > Location and set Stock Control to “S” for semi-automatic for each location. This is the recommended method. When the threshold is reached the drug will be added to the Buy list but the In Stock amount will not be updated until the order is submitted. The quantity in the Buy list will show zero and the order quantity will be calculated automatically based on the current In Stock amount.

Set Stock Control to “N” if you want to manage your In Stock amounts manually.