Dispensing from a prescription

Overview

When a patient presents a prescription from a doctor, you can dispense medicines directly from that prescription in Usystems Pharmacy. This creates a sales receipt automatically linked to the patient's medical record, ensuring accurate dispensing, inventory tracking, and billing.

Before you start

• You have access to the Pharmacy module
• The medicines on the prescription are stocked in your pharmacy's inventory
• The patient record exists in Usystems (or you can create it during dispensing)
• You know whether the patient is paying out-of-pocket or the prescription is covered by insurance/advance balance

Steps

1. Navigate to Prescriptions or Patients

   Go to the patient's record or use the Queues or Patients menu to find the prescription. Open Patients

2. Locate the prescription

   Click on the prescription you need to dispense. The system shows the medicines, quantities, and special instructions from the doctor.

3. Begin dispensing

   Select the option to dispense or fill this prescription. The system opens a sales receipt form pre-populated with the medicines and quantities from the prescription.

4. Verify medicines and quantities

   Confirm each medicine name, strength, and quantity matches the prescription. If you need to adjust quantities (for example, if the full amount is not in stock), edit the quantity field. Any change should be documented—some systems require you to note the reason.

5. Add or remove items if needed

   If the prescription includes items not yet selected, add them. If any medicine is not dispensed, remove it from this receipt (you may dispense it separately or note it in the prescription).

6. Choose payment method

   • If the patient is paying out-of-pocket, select Cash or Credit Card.
   • If the patient has an advance balance or insurance coverage, select the appropriate payment method.
   • To apply the patient's advance balance automatically, select Use Balance or similar if available.

7. Apply discount if needed

   If a discount applies (e.g., staff discount, promotional discount), select or enter the discount code or percentage.

8. Review totals and taxes

   The system calculates the subtotal, any applicable taxes, and final amount due. Review for accuracy.

9. Complete the dispensing

   Click Save or Confirm to finalize the sales receipt. The inventory is updated automatically, and the prescription is marked as dispensed.

10. Print receipt (optional)

    If required, print the receipt or patient label using the print option on the sales receipt page. Open in Usystems

Accounting impact

When you dispense from a prescription:

• Inventory decreases for each medicine given to the patient.
• Sales revenue is recorded in the sales account (usually Pharmacy Sales).
• Cost of goods sold (COGS) is recorded based on the cost of the medicines.
• Receivables or cash increases depending on the payment method:
  • If paid in cash: Cash account increases.
  • If paid from advance: Advance balance decreases.
  • If unpaid (invoice): Customer receivables (Accounts Receivable) increases.

Tips & common mistakes

• Always verify the medicine name and strength against the prescription before dispensing. Confusing similar names (e.g., paracetamol vs. ibuprofen) can lead to patient harm.
• Check expiry dates on stock before dispensing. Expired medicines must not be given to patients.
• If the full quantity is not in stock, do not dispense more than available. Note the shortfall on the prescription and offer to dispense the rest later or suggest an alternative medicine.
• Beware of allergies and contraindications. If the patient tells you they are allergic to an ingredient, inform the doctor and do not dispense without clarification.
• Keep the prescription linked to the receipt. This creates a complete audit trail for the patient's medical and financial records.

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