Independent Pharmacy Desk
Independent and community pharmacies
Run the fill queue, will-call bins, prior auths, med sync and drug stock for one store.
Use this templateIndependent Pharmacy Desk
Start the day on the Dashboard. Every fill lives on the Prescriptions board from New to Picked up; a plan reject goes to Prior auths and rejects with a follow-up date. Mark picked up stamps the day. Bags in will-call longer than ten days go back to stock. Drugs at or under their reorder point say Order now.
Start here: how this workspace runs
Dashboard
Will-call bins and return to stock
Working a reject or prior auth
Dispensing line and tonight's order
Controlled-substance counts
Prescriptions
Every fill from the moment it arrives to the moment it leaves the bag: who it is for, who pays, and what it earned.
| Prescription | Status | Patient | Drug | Paid by | Schedule | Prescriber |
|---|---|---|---|---|---|---|
| Atorvastatin 20 mg, 90-day refill | Picked up | Odalys Ferreira | Atorvastatin 20 mg tablet | Dr. Imani Okafor | ||
| Lisinopril 10 mg, 90-day refill | Picked up | Desmond Achterberg | Lisinopril 10 mg tablet | Dr. Paul Whitcombe | ||
| Metformin ER 500 mg, med sync fill | Picked up | Lucinda Marwick | Metformin ER 500 mg tablet | Dr. Imani Okafor | ||
| Amoxicillin 500 mg, 10-day course | Picked up | Theo Brannigan | Amoxicillin 500 mg capsule | Lakeside Urgent Care | ||
| Eliquis 5 mg, 30-day fill | Picked up | Margarethe Solis | Eliquis 5 mg tablet | Dr. Rania Haddad | ||
| Hydrocodone-APAP 5/325, post-op | Picked up | Curtis Wainwright | Hydrocodone-APAP 5/325 tablet | Dr. Grant Lindqvist | ||
| Semaglutide pen, new start | Needs prior auth | Priya Venkataraman | Semaglutide pen 0.25 mg | Dr. Rania Haddad | ||
| Levothyroxine 75 mcg, refill request | New | Harold Kessling | Levothyroxine 75 mcg tablet | Dr. Paul Whitcombe |
Patients
The people you fill for, their plan, allergies and med sync day, with what is waiting for them.
| Patient | Status | Primary plan | Phone | Med sync day | Home delivery | Vaccine due |
|---|---|---|---|---|---|---|
| Odalys Ferreira | (828) 555-0121 | 12 | — | Yes | ||
| Desmond Achterberg | (828) 555-0122 | 3 | — | — | ||
| Lucinda Marwick | (828) 555-0123 | 18 | Yes | — | ||
| Theo Brannigan | (828) 555-0124 | — | — | — | ||
| Margarethe Solis | (828) 555-0125 | 12 | Yes | Yes | ||
| Curtis Wainwright | (828) 555-0126 | — | — | — | ||
| Priya Venkataraman | (828) 555-0127 | 22 | — | — | ||
| Harold Kessling | (828) 555-0128 | 12 | — | Yes |
Drug inventory
What is on the shelf, what it cost, what is about to expire and what needs ordering tonight.
| Drug and strength | Stock | Kind | NDC | Bought from | Units on hand | Reorder at (units) |
|---|---|---|---|---|---|---|
| Atorvastatin 20 mg tablet | In stock | 0000-1111-90 | 1,350 | 500 | ||
| Lisinopril 10 mg tablet | In stock | 0000-2222-90 | 980 | 400 | ||
| Metformin ER 500 mg tablet | Low | 0000-3333-01 | 410 | 500 | ||
| Amoxicillin 500 mg capsule | In stock | 0000-4444-50 | 600 | 200 | ||
| Eliquis 5 mg tablet | In stock | 0000-5555-60 | 240 | 120 | ||
| Hydrocodone-APAP 5/325 tablet | In stock | 0000-6666-10 | 180 | 100 | ||
| Semaglutide pen 0.25 mg | On order | 0000-7777-01 | 0 | 2 | ||
| Levothyroxine 75 mcg tablet | Short-dated | 0000-8888-90 | 420 | 300 |
Prior auths and rejects
Claims the plan refused at the counter and the prior authorizations working to fix them.
| Prior auth or reject | Status | Prescription | Reject code | Plan type | Follow up on | Decided on |
|---|---|---|---|---|---|---|
| Semaglutide new start, BMI and A1c notes needed | Sent to prescriber | Semaglutide pen, new start | Oct 21, 2026 | — | ||
| Sertraline early refill, lost bottle | Rejected at counter | Sertraline 50 mg, early refill | Oct 22, 2026 | — | ||
| Hydrocodone quantity over plan limit | Approved | Hydrocodone-APAP 5/325, post-op | Oct 19, 2026 | Oct 20, 2026 | ||
| Eliquis tier exception request | Denied | Eliquis 5 mg, transfer to mail order | Sep 18, 2026 | Sep 21, 2026 | ||
| Levothyroxine interaction override | Submitted to plan | Levothyroxine 75 mcg, refill request | Oct 24, 2026 | — | ||
| Metformin ER 90-day quantity check | Approved | Metformin ER 500 mg, 90-day refill | Oct 20, 2026 | Oct 21, 2026 | ||
| Amoxicillin suspension, Medicaid preferred brand | Submitted to plan | Amoxicillin suspension 400 mg/5 mL | Oct 25, 2026 | — |
This workspace follows one prescription from the moment it arrives to the moment the patient walks out, and keeps the shelf and the plan rejects in step with it.
From script to bag
Prescriptions is the fill queue. A new e-script, a phoned refill or a transfer comes in as New. It moves to Filling once data entry is done, to Ready for pickup once the pharmacist has verified it and it is bagged with a bin number, and to Picked up when it leaves. Mark picked up stamps the day.
Patients holds the profile: plan, allergies, med sync day and whether they are on the delivery route. Each patient shows open prescriptions, bags waiting and lifetime gross profit.
Drug inventory is every stocked item with its NDC, units on hand, reorder point, cost per unit and nearest expiry. Reorder check says Order now when on-hand falls to the reorder point.
Prior auths and rejects catches every claim the plan refused at the counter, with the reject code and a follow-up date.
The counter's day
Before opening, a technician works the Overdue and This week views on Prescriptions. Anything promised for yesterday and still not bagged is first.
Rejects from the overnight refills go straight to Prior auths and rejects. Start a prior auth from the prescription row so the two stay linked.
The pharmacist verifies Filling rows in promised order and presses Ready for pickup.
At 2 pm the buyer opens the Order tonight list on the Dashboard and places the order before the wholesaler's cutoff.
At close, count the will-call bins against the Waiting in will-call list. A bag you cannot find is a problem today, not next week.
Technician, pharmacist, buyer
Money in plain words
Gross profit on a fill is the copay plus what the plan paid, less your acquisition cost. Generics usually earn most of the store's margin; brand fills often earn only a few dollars, so a brand fill reads Thin, brand under 10% and that is normal, while a generic under 25% reads Thin, generic and is worth a look at the acquisition cost. Below cost is the alarm: write down the plan and drug and raise it at the next contract review.
| Prescription | Status | Patient | Drug | Paid by | Schedule | Prescriber |
|---|---|---|---|---|---|---|
| Atorvastatin 20 mg, 90-day refill | Picked up | Odalys Ferreira | Atorvastatin 20 mg tablet | Dr. Imani Okafor | ||
| Lisinopril 10 mg, 90-day refill | Picked up | Desmond Achterberg | Lisinopril 10 mg tablet | Dr. Paul Whitcombe | ||
| Metformin ER 500 mg, med sync fill | Picked up | Lucinda Marwick | Metformin ER 500 mg tablet | Dr. Imani Okafor |
| Prescription | Status | Patient | Drug | Paid by | Schedule | Prescriber |
|---|---|---|---|---|---|---|
| Atorvastatin 20 mg, 90-day refill | Picked up | Odalys Ferreira | Atorvastatin 20 mg tablet | Dr. Imani Okafor | ||
| Lisinopril 10 mg, 90-day refill | Picked up | Desmond Achterberg | Lisinopril 10 mg tablet | Dr. Paul Whitcombe | ||
| Metformin ER 500 mg, med sync fill | Picked up | Lucinda Marwick | Metformin ER 500 mg tablet | Dr. Imani Okafor |
| Prior auth or reject | Status | Prescription | Reject code | Plan type | Follow up on | Decided on |
|---|---|---|---|---|---|---|
| Semaglutide new start, BMI and A1c notes needed | Sent to prescriber | Semaglutide pen, new start | Oct 21, 2026 | — | ||
| Sertraline early refill, lost bottle | Rejected at counter | Sertraline 50 mg, early refill | Oct 22, 2026 | — | ||
| Hydrocodone quantity over plan limit | Approved | Hydrocodone-APAP 5/325, post-op | Oct 19, 2026 | Oct 20, 2026 |
| Drug and strength | Stock | Kind | NDC | Bought from | Units on hand | Reorder at (units) |
|---|---|---|---|---|---|---|
| Atorvastatin 20 mg tablet | In stock | 0000-1111-90 | 1,350 | 500 | ||
| Lisinopril 10 mg tablet | In stock | 0000-2222-90 | 980 | 400 | ||
| Metformin ER 500 mg tablet | Low | 0000-3333-01 | 410 | 500 |
| Patient | Status | Primary plan | Phone | Med sync day | Home delivery | Vaccine due |
|---|---|---|---|---|---|---|
| Odalys Ferreira | (828) 555-0121 | 12 | — | Yes | ||
| Desmond Achterberg | (828) 555-0122 | 3 | — | — | ||
| Lucinda Marwick | (828) 555-0123 | 18 | Yes | — |
| Drug and strength | Stock | Kind | NDC | Bought from | Units on hand | Reorder at (units) |
|---|---|---|---|---|---|---|
| Atorvastatin 20 mg tablet | In stock | 0000-1111-90 | 1,350 | 500 | ||
| Lisinopril 10 mg tablet | In stock | 0000-2222-90 | 980 | 400 | ||
| Metformin ER 500 mg tablet | Low | 0000-3333-01 | 410 | 500 |
Waiting in will-call
| Prescription | Status | Patient | Drug | Paid by | Schedule | Prescriber |
|---|---|---|---|---|---|---|
| Atorvastatin 20 mg, 90-day refill | Picked up | Odalys Ferreira | Atorvastatin 20 mg tablet | Dr. Imani Okafor | ||
| Lisinopril 10 mg, 90-day refill | Picked up | Desmond Achterberg | Lisinopril 10 mg tablet | Dr. Paul Whitcombe | ||
| Metformin ER 500 mg, med sync fill | Picked up | Lucinda Marwick | Metformin ER 500 mg tablet | Dr. Imani Okafor |
Open prior auths and rejects
| Prior auth or reject | Status | Prescription | Reject code | Plan type | Follow up on | Decided on |
|---|---|---|---|---|---|---|
| Semaglutide new start, BMI and A1c notes needed | Sent to prescriber | Semaglutide pen, new start | Oct 21, 2026 | — | ||
| Sertraline early refill, lost bottle | Rejected at counter | Sertraline 50 mg, early refill | Oct 22, 2026 | — | ||
| Hydrocodone quantity over plan limit | Approved | Hydrocodone-APAP 5/325, post-op | Oct 19, 2026 | Oct 20, 2026 |
Order tonight
| Drug and strength | Stock | Kind | NDC | Bought from | Units on hand | Reorder at (units) |
|---|---|---|---|---|---|---|
| Atorvastatin 20 mg tablet | In stock | 0000-1111-90 | 1,350 | 500 | ||
| Lisinopril 10 mg tablet | In stock | 0000-2222-90 | 980 | 400 | ||
| Metformin ER 500 mg tablet | Low | 0000-3333-01 | 410 | 500 |
Reading the margin labels
A bag left in will-call is money the plan has paid you on loan. Most plans expect the claim reversed if the patient never picks up, usually within 10 to 14 days. This page is the routine that keeps the bins honest.
The rule
Every bag gets a bin number (A-01 to C-20) written in Will-call bin before it goes on the shelf.
Day 1: the patient gets a text that the prescription is ready.
Day 5: a person calls. A real voice catches the patient who forgot, or tells you they no longer need it.
Day 10: the bag comes back to stock. Press Return to stock on the prescription, reverse the claim, and put the medicine back in its original bottle with the lot and expiry.
Weekly bin sweep (Monday, 20 minutes)
Open Prescriptions and use the Ready for pickup column of the board.
Sort by Promised for, oldest first. Anything over ten days is pulled.
For each pulled bag: reverse the claim, press Return to stock, and add a line in the row's page: date, who pulled it and why.
Controlled medicines are returned with a second person present and logged the same day.
Refrigerated items are checked every day, not weekly; a pen left out of the fridge is waste, not stock.
Calling script
"Hi, this is Bramblewood Pharmacy. Your prescription has been ready since Thursday. We hold it ten days, so we will keep it until next Monday. Would you like us to deliver it instead?"
Offer delivery before you offer anything else. Patients on the delivery route are flagged on the Patients board.
Why it matters
Checklist for the person closing
Bins counted against the Waiting in will-call list
Fridge bags checked and the temperature written down
Every Return to stock today has its claim reversed
A reject at the counter is not a no. Most are fixed in a day if the right person gets the right form. This page is how the counter turns a reject into a filled prescription without the patient waiting in the dark.
Read the reject code first
Steps
From the prescription, press Start a prior auth. The new row is linked to it and the patient.
Write the code and the plan's exact message in the row. Set Follow up on to tomorrow.
Tell the patient what happens next and when you will call. Never let them leave thinking the medicine is simply unavailable.
Send the request. Move the row to Sent to prescriber, then Submitted to plan once the office has sent it.
When the plan answers, press Mark approved or Mark denied. Both stamp Decided on.
Approved: refill the claim and move the prescription to Filling. Denied: call the prescriber with one covered alternative and its cash price.
Ten-minute daily review
Open the Overdue view. Every row there is a patient without medicine.
Anything Sent to prescriber for two days gets a phone call, not another fax.
Write the outcome in What happened, so the next person does not repeat the call.
Worked example
A semaglutide new start rejects with 75. The technician starts a prior auth, faxes the form with a note that the plan wants the latest A1c and weight, and sets Follow up on to tomorrow. The office sends notes that afternoon; the plan approves the next morning; Mark approved stamps the day and the pen is ordered for next-day delivery.
One screen per station. Intake works the New list, the technician works Filling, the pharmacist verifies before anything reaches will-call, and the buyer closes the day on the order list.
Stations
| Prescription | Status | Patient | Drug | Paid by | Schedule | Prescriber |
|---|---|---|---|---|---|---|
| Atorvastatin 20 mg, 90-day refill | Picked up | Odalys Ferreira | Atorvastatin 20 mg tablet | Dr. Imani Okafor | ||
| Lisinopril 10 mg, 90-day refill | Picked up | Desmond Achterberg | Lisinopril 10 mg tablet | Dr. Paul Whitcombe | ||
| Metformin ER 500 mg, med sync fill | Picked up | Lucinda Marwick | Metformin ER 500 mg tablet | Dr. Imani Okafor |
Tonight's order
The wholesaler cutoff is the clock. Everything on this list is either at or under its reorder point, out, or short-dated and needing a swap.
| Drug and strength | Stock | Kind | NDC | Bought from | Units on hand | Reorder at (units) |
|---|---|---|---|---|---|---|
| Atorvastatin 20 mg tablet | In stock | 0000-1111-90 | 1,350 | 500 | ||
| Lisinopril 10 mg tablet | In stock | 0000-2222-90 | 980 | 400 | ||
| Metformin ER 500 mg tablet | Low | 0000-3333-01 | 410 | 500 |
Schedule II stock is counted, not estimated. This is the house routine for the perpetual count, the biennial inventory and what to do when the count is off. Your state board's rules win wherever they are stricter.
Every C-II fill
Count twice, on a clean tray, and write the remaining count on the bottle's running log before the bottle goes back to the safe.
The pharmacist checks the count and initials it. Mark the prescription Controlled fills before it moves to Ready for pickup.
A partial fill is written as a partial, never rounded up; the patient gets a date for the rest.
Weekly spot count (Friday, 15 minutes)
Pick five C-II items, always including the two fastest movers.
Count on-hand and compare with the running log and with On hand in Drug inventory.
Any difference stops the count: recount with a second person, then check this week's fills, returns to stock and wholesaler receipts.
Write the result on the drug's page: date, items, who counted, and the result.
The biennial inventory
Every two years, on one day, everything scheduled is counted: C-II exactly, C-III to C-V by estimate unless the bottle holds more than 1,000 units. Do it at opening or close, write which, and keep it with the store's records.
When the count is off
Checklist
C-II receipts checked against the order the same day
Spot count written on each item's page
Safe keys signed for at open and close
What's inside
5 tables · 17 views · 1 form · 8 row actions · 1 agent7 pages
- Independent Pharmacy Desk
- Start here: how this workspace runs
- Dashboard
- Will-call bins and return to stock
- Working a reject or prior auth
- Dispensing line and tonight's order
- Controlled-substance counts
4 tables
- Prescriptions7 views · 15 sample rows
- Patients2 views · 11 sample rows
- Drug inventory2 views · 12 sample rows
- Prior auths and rejects6 views · 7 sample rows
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