Migrating from Nexphase to

Pharmacy Manager - UserGuide

Version 1

15/01/2021

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Copyright © 2021 Cegedim Rx Ltd

All Rights Reserved

No part of this document may be photocopied, reproduced, stored in a retrieval system or transmitted in any form or by any means, whether electronic, mechanical, or otherwise, without the prior written permission of Cegedim Rx Ltd.

No warranty of accuracy is given concerning the contents of the information contained in this publication. To the extent permitted by law, no liability (including liability to any person by reason of negligence) will be accepted by Cegedim Rx Ltd, its subsidiaries or employees for any direct or indirect loss or damage caused by omissions from or inaccuracies in this document.

Cegedim Rx Ltd reserves the right to change without notice the contents of this publication and the software to which it relates.

Product and company names herein may be the trademarks of their respective owners.

Cegedim Rx Ltd

Cegedim House

Marathon Place

Leyland

PR26 7QN

Website: www.cegedimrx.co.uk

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Contents

Overview ....................................................................................................................... 4

The Data Conversion ................................................................................................... 4

What do I need to do before migration? ................................................................. 5

What do I need to do on the day before migration? ............................................. 6

Learning Zone ............................................................................................................... 9

Appendix..................................................................................................................... 10

What data is converted from Nexphase to Pharmacy Manager?................ 10

What data is not converted from Nexphase to Pharmacy Manager? ......... 13

Quick Reference Guide – Nexphase Tasks ........................................................ 14

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Overview We have helped many pharmacies move to Pharmacy Manager. We know that changing your PMR system can cause stress and anxiety, our aim is to make your migration from Nexphase to Pharmacy Manager as smooth as possible and work with you to get the most out of the experience.

Our migration programme includes:

Project Management

Digital learning

Training

Data conversion and Installation

The Data Conversion Before you can use Pharmacy Manager, you will need to arrange for the migration of your data from Nexphase to Pharmacy Manager and a date for the installation of Pharmacy Manager. This is a very simple process, we will contact you to discuss your migration to Pharmacy Manager and arrange a mutually convenient date.

Please be assured:

We will endeavour to convert all your pharmacy, patient and prescriber information from Nexphase to Pharmacy Manager, see What data is converted from Nexphase to Pharmacy Manager? for details.

You have the choice of how much data is converted. The default is set to 6 months, meaning all patients that have had a dispense or service provided within the last 6 months will be included in the data conversion.

Your data will be migrated from Nexphase to Pharmacy Manager in a read/write format, allowing you to quickly repeat medication from a patient’s history.

Note: Not all data will be converted from Nexphase

to Pharmacy Manager, see What data is not converted

from Nexphase to Pharmacy Manager? for details.

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What do I need to do before migration? To ensure a successful migration from Nexphase, the following tasks should be completed before you migrate to Pharmacy Manager. We recommend you start completing the below tasks as soon as possible, to reduce the work required on the day prior to migration.

Training and Learning Complete the elearning and use the Pharmacy Manager help centre to find out all you need to know about migrating to, and using Pharmacy Manager. We recommend all pharmacy staff register for the Learning Zone and complete the below learning paths prior to migration.

Overview and Navigation

Paper Dispensing

Electronic Dispensing

Ordering

Learn more about the Learning Zone here.

Housekeeping Tasks It is vital you complete the below series of tasks as soon as possible:

Complete all your electronic prescriptions in Nexphase – As electronic prescriptions are not transferred from Nexphase to Pharmacy Manager, you must claim or return all of your electronic prescriptions in Nexphase.

All dispensed instalments MUST be marked as Collected or Not Collected in Nexphase, to ensure they are transferred from Nexphase to Pharmacy Manager.

Ensure the Owings Register in Nexphase is up to date. Only processed owings will be transferred to Nexphase.

Reconcile all Emergency Supplies you have a prescription for.

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Important Information - A customer, as Data

What do I need to do on the day before

migration?

On the day before migration, a series of actions and tasks MUST be completed:

Perform a backup on Nexphase and store in a safe location.

Controller, will remain responsible for maintaining, storing

and securing the Nexphase Database. This includes a

Nexphase backup in order to fulfil the data retention

requirements.

Outstanding Owings are not transferred from Nexphase. You must print a

list of outstanding Owings from Nexphase, and once migration has taken

place, dispense the owing in Pharmacy Manager. See How to print a

report of outstanding Owings in Nexphase for details.

Pending Emergency supplies that are awaiting a prescription to reconcile are not transferred from Nexphase. You must print a list of pending Emergency Supplies in Nexphase, and once migration has taken place, dispense them in Pharmacy Manager, see How to print out pending Emergency Supplies in Nexphase for details.

Note: If an emergency supply has been raised,

marked as Script to follow, and reconciled with a

prescription, only the script used to reconcile the

emergency supply is migrated. This script contains the

quantity allocated to the prescription including the

emergency supply, but will not show the date on which

the emergency supply was raised. If an emergency supply

has been raised, marked as Script to follow, but not

reconciled with a prescription, no data will be migrated

from Nexphase to Pharmacy Manager. If an emergency

supply has been raised and marked as NO script to follow,

we will migrate the emergency supply from Nexphase to

Pharmacy Manager.

Outstanding instalments are not transferred from Nexphase. You must print a list of outstanding instalments in Nexphase, see How to print outstanding instalments in Nexphase for details.

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The following reports must be completed and printed to ensure all necessary records are kept after migration:

Responsible Pharmacist report, see How to print a Responsible Pharmacist Report for details.

Private Prescription report, see How to print a Private Prescription Report for details.

Controlled Drug Report, see How to print the Controlled Drug register in Nexphase for details.

MUR Quarterly Summary Report, see How to print the MUR Quarterly Summary report in Nexphase for details.

Parked prescriptions are not transferred from Nexphase. You must complete all parked prescriptions before migration.

FMD - All FMD items and bags dispensed through Nexphase and handed out to the patient must be decommissioned prior to migration. See How to decommission FMD items for details.

Note: After you have migrated to Pharmacy

Manager, each individual item that was dispensed in

Nexphase will need to be decommissioned on an item

level in Healthi FMD. Please note that you cannot use the

bag label to decommission items.

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England Specific Dispensed electronic (EPS) prescriptions – as electronic prescriptions

are not transferred from Nexphase to Pharmacy Manager, you must claim all dispensed electronic prescriptions in Nexphase before migration.

New EPS prescriptions – You must print a dispensing token for all new EPS prescriptions and return them to the NHS Spine, and once migration has taken place, download them again in Pharmacy Manager.

FP34 Claim Figures - After sending all claims in Nexphase, you must complete and print an FP34 report and an FP34c report, see How to print a FP34 figures in Nexphase for details.

Wales Specific ETC Claims - Electronic prescriptions are not transferred from Nexphase

to Pharmacy Manager. You must send all ETC claims in Nexphase before migration.

FP34 Claim Figures - After sending all claims in Nexphase, you must complete and print an FP34 report, see How to print a FP34 figures in Nexphase for details.

Scotland Specific Electronic Prescriptions - Electronic prescriptions are not transferred

from Nexphase to Pharmacy Manager. You must send all electronic prescription claims before migration.

PPD9 Report - After sending all claims in Nexphase, you must complete and print a PPD9 report.

Note: To obtain accurate FP34/FP34c/PPDP figures for the month

you migrate, you must retain the results of the reports you performed in

Nexphase and add them to the results of the reports you will perform in

Pharmacy Manager at the end of the month.

Additional Resources Please print this useful checklist to ensure that you complete all necessary tasks before your migration from Nexphase to Pharmacy Manager.

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Learning Zone Our Learning Zone provides Pharmacy Manager specific:

Bite-size tutorial videos, and

Full Learning Paths guiding you through a topic from start to finish. These can be completed in one sitting, or you can dip in and outas you have time.

Benefits of our Learning Zone include:

Free training saving your practice £££s

Learning at your own pace

Training can be taken anytime and anywhere - even at home!

Less disruption - no travelling, significantly less time taken from important practice work

Self registration

Click here to register for the Learning Zone.

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Appendix

What data is converted from Nexphase to

Pharmacy Manager? The below data is converted from Nexphase to Pharmacy Manager:

Pharmacy Details

Pharmacy Name

Address Inc. postcode

Telephone

PS contractor Code (Scotland only)

NACS Code (England only)

Region

Opening times

Patient

Name

Address Inc. postcode

Date of Birth

Gender

Telephone Number

Email Address

NHS Number (England and Wales only)

CHI Number (Scotland only)

GP

The Visually impaired labelling flag is converted from Nexphase and

appears as the Large Labels Required flag within Pharmacy Manager

Child Resistant Container Indicator

Exemptions Inc. Certificate Number and Certificate Expiry Date

Note: Any patient in a care home will be migrated across

with the address of the care home.

Note: In England – ALL exemptions will be migrated. In Scotland – Exemption D – Has a valid maternity exemption certificate, will NOT be migrated. All other exemptions will be migrated. In Wales – NO exemptions will be migrated. When an exemption has not been migrated, it can be added at the point of dispensing within Pharmacy Manager.

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Prescriber

Prescriber Name

Prescriber Type

GP Code

Deleted Flag (If a prescriber has been marked as deleted in Nexphase, the top bar in Prescriber details will say DELETED in Pharmacy Manager and the prescriber will not be searchable or useable in Pharmacy Manager system for new dispenses)

Email Address

Telephone number.

Note: The following prescribers will not be migrated into Pharmacy Manager:

Supplementary Prescriber

Supplementary Nurse Prescriber

Supplementary Extended Nurse Prescriber

Ophthalmic Optician

Other

Pharmacist Independent Prescriber

Optometrist Independent Prescriber

Podiatrist Independent Prescribers

Note: If a prescription is received for one of the above

prescribers after your migration, you must add the prescriber within Pharmacy Manager.

Practices

Practice Name

Address Inc. Postcode

Telephone Number

NHS ID

Prescription Medication Details

Dispensed Quantity

Dispensed Drug Description

Dosage Instructions

Dispensed Date

All dispensed items in Nexphase will appear under the History tab in Pharmacy Manager.

Where we are able to match a Nexphase medication item to a Pharmacy Manager medication item, the item will also appear in the Medication tab of the patient’s record, where you will be able to repeat the item when dispensing. Interaction checking will only include migrated items that are present in the medication tab.

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Note: If the note was set to flash in Nexphase it will

When dispensed items are migrated from Nexphase, the QTY Prescribed field in the Medication tab will display the amount dispensed in Nexphase and not the prescribed quantity.

Fractional quantities in Nexphase are converted as a zero quantity within the

Medication tab, and as a fractional quantity within the History tab.

Patient Notes

Note Text

Note Date/Time

Author

appear at the top of the Patient Details - Other - Notes,

and appears on screen when dispensing.

Patient Conditions

If a match is found between a condition in Nexphase and acondition in Pharmacy Manager, the condition appears within Patient Details - Conditions - PMR Conditions.

If no match is found between a condition in Nexphase and a condition in Pharmacy Manager, the condition appears within Patient Details - Conditions - Other Known Conditions.

Patient Sensitivities

If a match is found between a sensitivity in Nexphase and a sensitivity in Pharmacy Manager, the sensitivity appears within Patient Details - Conditions - PMR Sensitivities.

If no match is found between a sensitivity in Nexphase and asensitivity in Pharmacy Manager, the sensitivity appears within Patient Details - Conditions - Other Known Sensitivities.

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What data is not converted from Nexphase to

Pharmacy Manager? Not all data will be converted from Nexphase to Pharmacy Manager, this includes but is not limited to:

Veterinary patients and prescriptions

Nursing homes and Monitored Dosage Systems in the Community (MDSC) details

Records of clinical services, for example, Medication Usage Reviews (MURS)

Stock figures

Private Prescription register

Scriptserve

Responsible Pharmacist log

Electronic Controlled Drug (eCD) register

Outstanding owings

Electronic prescriptions

Note: We do migrate the dispensed history for all completed electronic prescriptions.

Archived data in Nexphase

Order Pad and suppliers

Outstanding emergency supplies

Pending instalments

Head office tools, for example, Group Management

Note: If the note was set to flash in Nexphase it will appear at the top of the Patient Details - Other - Notes, and appears on screen when dispensing.

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Quick Reference Guide – Nexphase Tasks

How to print a list of outstanding Owings This quick reference guide details the steps to follow to print a list of outstanding Owings in Nexphase.

1. Select Reports at the top of the Nexphase screen.

2. Select Owings from the drop down menu.

3. The Owings Report screen displays.

4. From Owing Status, select Outstanding Owings.

5. Press <Ctrl + W> to run the report.

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6. Select Print at the top of the screen to print the report.

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How to print pending emergency supplies This quick reference guide details the steps to follow to print a list of pending emergency supplies in Nexphase.

1. Select Reports at the top of Nexphase screen.

2. Select Private Script Book from the drop down menu.

3. The Private Prescription Reports screen displays.

4. Change the Prescription Type to Emergency Supply with Scripts Pending.

5. Enter the appropriate dates within From Date and To Date.

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6. Press <Ctrl + W> to run the report.

7. Select Print at the top of the screen to print the report.

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How to print the Private Prescription report This quick reference guide details the steps to follow to print the Private Prescription report in Nexphase.

1. Select Reports at the top of the Nexphase screen.

2. Select Private Script Book from the drop down menu.

3. The Private Prescription Reports screen displays.

4. Enter the required dates in From Date and To Date.

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5. Press <Ctrl + W> to run the report.

6. Select Print at the top of the report to print the report.

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How to print the Responsible Pharmacist report This quick reference guide details the steps to follow to print the Responsible Pharmacist report in Nexphase.

1. Select Reports at the top of the Nexphase screen.

2. Select Responsible Pharmacist from the drop down menu.

3. The Responsible Pharmacist Report screen displays.

4. Enter the appropriate dates in From Date and To Date.

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5. Press <Ctrl + W> to run the report.

6. Select Print at the top of the screen to print the report.

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How to print a list of outstanding instalments This quick reference guide details the steps to follow to print a list of outstanding instalments in Nexphase.

1. Select Instalments in the Workflow screen.

2. Press <Ctrl + F4>. The Filter options screen displays.

3. Select Custom Filter.

4. Select Date Range and enter the required dates in From and To.

5. Select Save.

6. The Instalments workflow displays all outstanding instalments.

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7. Press <Ctrl + W>.

8. The Print Preview screen displays.

9. Select Print at the top of the preview screen to print the list of outstanding instalments.

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How to print the Controlled Drug Register This quick reference guide details the steps to follow to print the Controlled Drug Register in Nexphase.

1. Select Dispensing at the top of the Nexphase screen.

2. Select CD Register from the drop down menu.

3. The CD Register screen displays.

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4. To display entries older than the past 2 days, press <Ctrl + F4>.

5. The CD Register Filter screen displays.

6. Select Custom Filter.

7. Select Entry Date and enter a date range in From and To.

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8. Select OK.

9. Enter the Controlled Drug item in the Controlled Drug search bar.

10. Press <Ctrl + P> to print the register.

11. Repeat steps 9 and 10 for all required items.

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How to print out an MUR quarterly summary report

in Nexphase

1. Select Reports at the top of Nexphase

2. Select MUR from the drop down menu

3. The MUR Report screen displays

4. Select MUR Quarterly Report from the Report Type drop down menu

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5. Press Ctrl + W to run the report

6. Select Print at the bottom of the report to print

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How to decommission FMD items All FMD items and bags dispensed through Nexphase and that have been handed out to a patient, will need decommissiong prior to migration. This quick reference guide details the steps to follow to decommission items and bags.

Opening Healthi FMD 1. Open the Healthi FMD app; double click the FMD Client icon on the

desktop.

2. The Healthi FMD app displays.

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Decommissioning Items 1. Within Healthi FMD, scan the barcode on the item.

2. The item information and FMD status display.

3. Select Decommission.

4. Repeat steps 1 – 3 for all items.

Decommissioning Bags 1. Within Healthi FMD, scan the barcode on the bag label.

2. The items contained in the bag displays.

3. Select Decommission All.

4. Repeat steps 1 - 3 for all bags.

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How to print an FP34 and FP34c report This quick reference guide details the steps to follow to print an FP34 and FP34c report in Nexphase.

Printing an FP34 report (paper prescriptions) 1. Select Reports at the top of the Nexphase screen.

2. Select Summary of Payment Amounts (FP34) from the drop down menu.

3. The Summary of Payment Amounts screen displays.

4. Enter the appropriate dates in From Date and To Date.

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5. Press <Ctrl + P> to print the report.

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Printing an FP34c report (Electronic prescriptions) 1. Select Reports at the top of the Nexphase screen.

2. Select FP34 EPSR2 Claims from the drop down menu.

3. The FP34 EPSR2 Claims screen displays.

4. Within Month Beginning, select the month you want to report on.

5. Press <Ctrl + W> to preview the report

6. Select Print at the top of the report to print the FP34c report.