Ontario Publicly Funded Minor Ailment Services

Table 2. Minor ailment PINs for claim processing to ODB

A minor ailment service can be documented digitally using the Consult Notes feature in the Patient Folder.

To add a consult note:

1. Open the Patient Folder.

2. Select the Consult tab.

3. Select Add. The Consultation/Intervention Form window opens.

4. Dropdown the Type field and select Consultation.

5. Optional: Select a Service Dur and Service Lev from the dropdowns.

   

6. In the Drugs section, select Add.

7. Search for and select the Drug Folder for the minor ailment service.

8. Repeat steps 6 - 7 to add the medication that was prescribed, if applicable. Select the appropriate Type (OTC or Rx) for the medication.

   

9. In the Notes filed, enter your notes for the minor ailment service.

   Select CTRL + ENTER on your keyboard to insert a new line.

   

10. Dropdown the User field and select the appropriate initials if needed.

11. In the Sched: Follow-up field, select a date to follow up with the patient. A follow up activity will be placed on the Activities Workbench on the specified date.

    

12. Select OK.

13. Select Save.

There are two methods for notifying the prescriber if a prescription is issued for a minor ailment:

• Print the consult note and manually fax it to the prescriber

• Fax a form to the prescriber

If the patient does not have a prescriber, you should document this in the consult note.

To print a consult note:

1. Open the Patient Folder.

2. Select the Consult tab.

3. Select the consult note.

4. Select Print. Manually fax the printout to the prescriber.

   

To fax a form:

1. Open the Patient Folder.

2. Select the Profile tab.

3. Select the medication that was prescribed for the minor ailment.

4. Select Rx > Services > Forms. The Request Form window opens.

5. Dropdown the Report Name field and select For Your Information.

6. Dropdown the Reason field and select Patient needs additional Drug Therapy.

   You can add custom report names and reasons in More > List Maint > Request Form - Names and Request Form – Reason for Communication. The form name or reason can be filtered in the Patient Folder History tab to locate it more easily.

7. Select the folder button in the Prescriber section to search for and select the patient's primary care provider.

8. Enter any required information in the Info From the Pharmacist section.

9. Scan your consultation notes if needed by selecting the Single Scan and Duplex Scan buttons.

10. Select the Consent button. The Consent window opens.

11. Select the Patient or Representative option, depending on who gave consent for the minor ailment service. If Representative is selected, search for and select the representative Patient Folder.

    

12. Select OK.

13. Select Fax. If you prefer to fax the form manually, select Print.

    

14. Select the X at the top right corner of the Request Form window to close it.

Once the form is printed or faxed, a Request Form Activity row is added to the Patient Folder History tab. This row can be selected and detailed to view the form again.

Patient follow up activities are scheduled automatically from the Consultation/Intervention Form window if a Sched: Follow-up date is entered.

To complete the consult/intervention follow up activity:

1. On the Activities Workbench, select the Consult/Intervention Followup activity.

2. Select Process. The Patient Folder Consult tab opens.

3. Select the original consult note for the minor ailment service.

4. Select Detail.

5. In the Actual Follow-up field, select the date that the follow up was completed on.

6. In the Follow-up User field, select the user who completed the follow up.

7. In the Notes section, enter the notes for the follow up.

8. Select OK.

9. Select OK to close the Patient Folder. A prompt appears asking if the activity should be removed from the tab.

10. Select Yes.

Consult notes are recorded in the Consult tab of the Patient Folder. These can be detailed for future reference.

A minor ailment service can be documented digitally using the Dialogue Notes feature in the Patient Folder. A dialogue note must be associated to a prescription number and can be either the prescription number for the minor ailment service or dispensed medication. You must bill the prescription first before you can add a dialogue note.

Dialogue notes are best used when there are few notes to be documented for the minor ailment service. A maximum of 80 characters can be entered in a dialogue note.

To add a dialogue note:

1. Open the Patient Folder.

2. Select the Profile tab.

3. Select one of the following prescriptions:

   • Minor ailment service prescription if a medication was not prescribed

   • Medication prescription if one was issued

4. Select Rx > Dialogue. The Dialogue window opens.

5. Dropdown the Pharmacist Initial field and select the initials of the user completing the dialogue.

6. Select the appropriate options for the Consultation with, Consultation took place, and Consultation was fields.

7. In the Comment section, enter your notes for the minor ailment service.

8. Select OK.

9. Select Save.

To notify the prescriber of a prescription being issued, a form can be faxed. If the patient does not have a prescriber, you should document this in the dialogue note.

To fax a form:

1. Open the Patient Folder.

2. Select the Profile tab.

3. Select the medication that was prescribed for the minor ailment.

4. Select Rx > Services > Forms. The Request Form window opens.

5. Dropdown the Report Name field and select For Your Information.

6. Dropdown the Reason field and select Patient needs additional Drug Therapy.

   You can add custom report names and reasons in More > List Maint > Request Form - Names and Request Form – Reason for Communication. The form name or reason can be filtered in the Patient Folder History tab to locate it more easily.

7. Select the folder button in the Prescriber section to search for and select the patient's primary care provider.

8. Enter any required information in the Info From the Pharmacist section.

9. Scan your consultation notes if needed by selecting the Single Scan and Duplex Scan buttons.

10. Select the Consent button. The Consent window opens.

11. Select the Patient or Representative option, depending on who gave consent for the minor ailment service. If Representative is selected, search for and select the representative Patient Folder.

    

12. Select OK.

13. Select Fax. If you prefer to fax the form manually, select Print.

    

14. Select the X at the top right corner of the Request Form window to close it.

Once the form is printed or faxed, a Request Form Activity row is added to the Patient Folder History tab. This row can be selected and detailed to view the form again.

An activity can be created in the Activities tile to remind you to follow up with a patient after a minor ailment consultation. For more information, see Adding an Activity.

You can add custom activity types in More > List Maint > Calendar Activity.

The manual method of documenting a minor ailment service is paper based and involves writing consultation notes by hand and scanning the document into PharmaClik Rx. The document, along with the prescription, if one was issued, can be scanned into one of two places:

• Patient Folder Attachments tab if a prescription was not issued or a prescription was issued but not dispensed at your pharmacy. For more information, see Scanning and Adding Attachments to a Folder.

• Prescription if a medication was prescribed and dispensed at your pharmacy. For more information, see Manually Scanning Prescriptions in Rx Detail.

To notify the prescriber of a prescription being issued, a form can be faxed. If the patient does not have a prescriber, you should document this in the dialogue note.

To fax a form:

1. Open the Patient Folder.

2. Select the Profile tab.

3. Select the medication that was prescribed for the minor ailment.

4. Select Rx > Services > Forms. The Request Form window opens.

5. Dropdown the Report Name field and select For Your Information.

6. Dropdown the Reason field and select Patient needs additional Drug Therapy.

   You can add custom report names and reasons in More > List Maint > Request Form - Names and Request Form – Reason for Communication. The form name or reason can be filtered in the Patient Folder History tab to locate it more easily.

7. Select the folder button in the Prescriber section to search for and select the patient's primary care provider.

8. Enter any required information in the Info From the Pharmacist section.

9. Scan your consultation notes if needed by selecting the Single Scan and Duplex Scan buttons.

10. Select the Consent button. The Consent window opens.

11. Select the Patient or Representative option, depending on who gave consent for the minor ailment service. If Representative is selected, search for and select the representative Patient Folder.

    

12. Select OK.

13. Select Fax. If you prefer to fax the form manually, select Print.

    

14. Select the X at the top right corner of the Request Form window to close it.

Once the form is printed or faxed, a Request Form Activity row is added to the Patient Folder History tab. This row can be selected and detailed to view the form again.

An activity can be created in the Activities tile to remind you to follow up with a patient after a minor ailment consultation. For more information, see Adding an Activity.

You can add custom activity types in More > List Maint > Calendar Activity.