Rx · 330121d
Resident · Wing B 14
Donepezil 10mg
Owner · Tech · Avery
Long-term care pharmacies
Facility cycles where missed refills are not an option.
Cycle fills, MAR changes, and facility hand-offs need a workflow that doesn't depend on paper checklists or memory.
Where it hurts
The blockers slowing this counter down.
- Cycle fills run with missing refills hidden until delivery day.
- MAR changes and discontinues arrive without a clear owner.
- Facility staff call for status that should already be visible.
- Closed-door deadlines slip when one technician is out.
The workflow
How Refillops fits this team's day.
Step 01
Cycle prep
Roll up upcoming fills by facility, wing, and resident.
Step 02
Exception triage
Surface missing refills, PAs, and discontinues early.
Step 03
Owner routing
Assign to the tech responsible for each facility.
Step 04
Delivery sign-off
Confirm cycle completeness before the truck leaves.
Common blockers
The reasons prescriptions stall here.
No refills
Resident at zero refills; prescriber outreach required.
PA needed
Formulary change triggered a PA mid-cycle.
Discontinued
MAR shows discontinue; remove from cycle.
Backorder
Drug on short supply; alternate path required.
Facility note
Wing-specific delivery instruction attached.
Cycle ready
All exceptions cleared; cycle ready to load.
How Refillops helps
What changes when it's running.
- Missing refills surface days before delivery, not at the door.
- Each facility has named owners — coverage doesn't drop when staff are out.
- Exceptions are visible at the cycle level, not buried per resident.
- Facility communications go out in consistent language.
What the team sees
The blocked queue, this team's edition.
No refills
Rx · 330246h
Resident · Wing A 06
Metoprolol 50mg
Owner · Pharmacist · Pat
Rx · 330411d
Resident · Wing C 22
Furosemide 40mg
Owner · PA · Jordan
Rx · 33055—
Resident · Wing B 09
Vitamin D 1000IU
Owner · Cycle
Common workflow example — illustrative, not a real customer or patient.
Implementation-ready checklist
Roll it out without disrupting the counter.
- 1Define each facility and wing in the system with an owner.
- 2Set cycle dates and exception cutoffs per facility.
- 3Standardize facility nurse update templates.
- 4Decide which exceptions require pharmacist sign-off.
- 5Plan a cycle-eve review meeting to clear residual blockers.
- 6Roll up cycle completeness metrics weekly.