| Admin Setup | Pharmacy Settings

Maintenance

The Maintenance section displays your pharmacy's data archiving, hospital maintenance, and retail maintenance settings including rewind frequency (Retail) and crosswalk maintenance (Hospital). For descriptions of the information in Order Settings, please see the table below.

Hospital users can only see the Hospital Maintenance section and retail users can only see the Retail Users section.



Hospital Maintenance View 


Retail Maintenance View 

Field

Description

Data Archiving

Archive Data After

One to three years of data can be stored on the active database, which is visible in 340B Architect. Two years is the default setting.

Click the drop-down arrow and select one of the following:

1 YEAR

2 YEARS

3 YEARS

Archive Accumulations

Yes -  At the end of each day a snapshot of the accumulations is captured. The archive is on a 90-day rolling schedule. This information is accessible in Accumulations Reports.

No - Do not archive accumulations.

Hospital Maintenance

Crosswalk AutoSub

When Macro Helix is matching CDMs and NDCs in Crosswalk, Macro Helix will automatically substitute a drug based on your previous purchases.

Select one of the following:

Yes - Allow Macro Helix to automatically substitute a drug in Crosswalk based on previous purchases. Automatically switches the CDM/NDC relationship in the crosswalk when a purchase has been made for an equivalent NDC. Currently, our system uses the First Data Bank’s Generic Code Number Sequence (FDB GCN_SeqNo). It represents a drug formulation identifier that groups together drugs based on ingredient, route of administration, dosage form, and drug strength.  If any of those qualifiers vary, the NDCs will have different equivalency codes within Macro Helix.  

No - Do not allow Macro Helix to automatically a substitute drug in Crosswalk based on previous purchases. Macro Helix will not automatically change a NDC/CDM relationship based on the purchase of an equivalent drug.

Crosswalk Maintenance

Macro Helix can match the CDMs and NDCs in your Crosswalk for you.

Select one of the following:

Yes - Allow Macro Helix to match my CDMs and NDCs in Crosswalk. Macro Helix will perform monthly maintenance on the your crosswalk.

No - Do not allow Macro Helix to match my CDMs and NDCs in Crosswalk. You will maintain their crosswalk.

ADT Update Patient Type

Admit, Discharge, and Transfer (ADT). Click the drop-down arrow and select one of the following:

N/A - not applicable.

In-Patient to Out-Patient - Only update records that go from inpatient to outpatient.

Out-Patient to In-Patient - Only update records that go from outpatient to inpatient.

Both - Will update all records according to the ADT files that are received.

ADT Populate Payor

Select one of the following:

Yes - Update All - If payor data changes, update with the new payor information.

Yes - Blanks - If payor data was previously blank, update with new data received.

No - Do not use ADT to update charge data with payor

ADT Populate Location

Select one of the following:

Yes - Use ADT to update charge data location.

No - Do not use ADT to update charge data location.

Retail Maintenance

NOTES: Please see the notes after this table about Rewinds.

Hold Script Days When we receive a retail prescription, we will test it for 340B qualification and hold the 340B packages from being replenished until the designated length of time has passed. This is usually put in place to prevent the pharmacy from replenishing an item only to have it reversed because the patient never picked it up or didn't want it.
  • Ex.: Hold Script Days are set to 7. We import retail prescription data and test for 340B qualification. Any prescriptions that qualify for 340B will not be available for replenishment until the Hold Script Days have elapsed.
    • X days from what? Service Date? Dispense Date?
Rewind Lag Period For newly live retail PIDs, this is the period of time we will wait before generating their first invoice.
  • Ex.: If a PID's Rewind Lag Period is set to 45 days and the PID's rewind frequency is 30 days, the first rewind will not execute for 75 days post go-live, and rewinds will execute every 30 days thereafter.
Rewind Service
  • LIFO: Last In, First Out. The system will rewind scripts in order from the most recent (i.e., the newest or latest) to the oldest to complete the request.
  • FIFO: First In, First Out. The system will rewind scripts in order from the oldest (or first) to most recent to complete the request.

Rewind Type

If a pharmacy wants a special type of rewind or a special rewind script process different from the standard rewind, they can indicate that here.

Click the drop-down arrow and select one of the following:

N/A - You do not want the rewind to be done if the drug is not 340B eligible.

Standard - If the drug is not 340B eligible, the order goes to the Default account.

Other - If the drug is not 340B eligible, the order goes to the WAC account.

Rewind Frequency

This is how often you want a rewind to take place.

Click the drop-down arrow and select one of the following:

N/A - Do not rewind at all.

Daily - Rewind every day.

Weekly - Rewind every week.

Bi-Monthly - Rewind twice a month

Quarterly - Rewind every quarter

Semi-Annually - Rewind every 6 months

Yearly - Rewind once a year

Slow Days

After x number of days, if a drug is slow, treat the drug as a slow mover.

Enter the number of days after which you want this drug to be treated as a slow mover.


NOTES: Every 90 days (unless otherwise stipulated in the rewind days field), 340B Architect reviews all accumulated packages (including partial packages) for retail pharmacies, and “unwinds” the 340B eligibility status of prescriptions that pass the following tests:

1. The 340B-qualified prescription was last dispensed 91 or more days prior to today's date.

2. Current package accumulation for the drug is greater than zero.

3. No purchases of the NDC have occurred since the last dispense in the first test.

When a prescription meets all three of the "slow mover" criteria, Macro Helix identifies the amount the pharmacy paid for the prescription, and reverses the dispensing fee that the hospital paid the pharmacy and returns it to the hospital. The summary page of the Macro Helix monthly invoice identifies any scripts that were rewound between billing cycles, and reconciles the amounts owed or paid accordingly. See 340B Invoices at a Glance.

In addition, Macro Helix automatically resets (i.e., "rewinds") the accumulated packages of the affected NDC to zero. If the NDC starts moving faster later, Macro Helix allows new accumulations to form.

Parent-Child Relationships

Parent-Child Relationships displays the settings for any retail parent-child relationships your site may have. All data and transactions occur on the parent pharmacy. The child pharmacy is a placeholder for the child accounts. Accumulations are shared by the pharmacies with a parent-child relationship. Ordering is first come, first serve between the pharmacies in the relationship.

To view the Multiple Covered Entity Setup page:

1. Hover over ADMIN SETUP and select Pharmacy Settings.

2. In the left pane under FILTER OPTIONS, under Retail Specific, click Parent-Child Relationships.
        In the right pane, the any parent-child relationships appears.

3. For descriptions of the information on the Parent-Child Relationships  page, see the table below.


Field

Description

Parent PID

Pharmacy ID of the parent pharmacy.

Parent Pharmacy

Name of the parent pharmacy.

Child PID

Pharmacy ID of the child pharmacy.

Child Pharmacy

Name of the child pharmacy.

Effective

Date on which this parent/child pharmacy relationship became effective.

Added

Date on which this parent/child pharmacy relationship was added to 340B Architect.

Added By

Person who added this parent/child relationship in 340B Architect.

To add a parent/child relationship:

1. In the menu bar, click Add New.
        The ADD NEW Pharmacy Relationships window opens.

2. Complete the fields on the screen using the information in the table below, and click Save Changes. 

Field

Description

Parent PID

need descriptions for all these fields

Pharmacy ID of the parent pharmacy.

Click the drop-down arrow and select the parent pharmacy.

Child PID

Pharmacy ID of the child pharmacy.

Click the drop-down arrow and select the child pharmacy.

Active

Click the drop-down arrow and select one of the following:

Yes - this relationship is active.

No - this relationship is not active

Effective

The date on which this parent/child relationship is to be effective.

Click the calendar icon and select the effective date.

Terminated

The date on which this parent/child relationship is to be terminated, if known. If you do not know the date, leave this field blank.

Click the calendar icon and select the terminated date.
















Related articles and content:

Table of Contents

Parent-Child Relationships