Skip to main content
When a patient, or someone collecting for them, picks up medicine your pharmacy dispensed, record the handover here. The record shows who collected it, whether counselling was accepted or declined, the answers to your clinic’s own questions, the privacy-notice acknowledgment when one is due, and a signature.

​
What you’re looking at

Every prescription you dispense gets a pickup code. The code is printed as a barcode on the dispensing slip. On the Prescription List: A prescription dispensed before pickups existed has no status badge and no code.

​
Your patient is told it’s ready

When you dispense a prescription, the patient gets one message, once, with their pickup code. You don’t send it and there is nothing to switch on.
  • What it says. That their prescription is ready to collect at your clinic, the 12-digit pickup code, and to bring the code or the dispensing slip. It never names the medicine, the dose or the patient, and it carries no amount.
  • How it arrives. By text when your plan includes texting, your clinic has its own number and enough communication credits, and the patient has a mobile number they allow texts on. Each text uses credits, as appointment reminder texts do. Otherwise by email, when the patient has an email address and your clinic’s email notifications are on. If neither is possible, nothing is sent.
  • If your clinic has a portal, the email links to the patient’s Prescriptions page, where the same code shows as a barcode too. See Records in the portal.
  • Only once. Dispensing more medicines for the same visit, or editing a prescription afterwards, does not send it again. A pickup that is voided or already collected before the message goes out sends nothing.
  • The patient’s choice. A client can turn it off from their portal, and you can turn it off for them: open the client, then Contacts, and switch off Tell me when a prescription is ready to collect. In the pharmacy edition the same switch is on the customer’s Insights tab. It saves at once and applies to texts and email.
A pickup left at the till as Collect later is not messaged: the customer was there when the sale was made.

​
Find the pickup

You can open a pickup in any of three ways:
  • Scan the slip. With no field selected, scan the barcode on the dispensing slip with a handheld scanner. The pickup opens, and you do not need to select Scan code first.
  • Scan your own pharmacy label. If your clinic also uses other pharmacy software, link its Rx number to the prescription first (see Link your pharmacy software’s Rx number). Scanning that label then opens the same pickup.
  • Type it or use the camera. Select Scan code in the toolbar. In Scan or type a code, enter the pickup code or the Rx number and select Find pickup, or select Use camera and hold the barcode in front of it. A handheld scanner can scan straight into the field: it types the code and presses Enter. The panel closes and the pickup opens. If no pickup matches, the message appears under the field and the panel stays open so you can try again.
Finding a pickup needs a connection. When you are offline the panel says so and Find pickup stays unavailable; nothing is recorded offline. Or open the row’s actions menu and select Record pickup.

​
Record the pickup

1

Check the medicines to hand over

Every medicine still to collect is ticked under Medicines to hand over. Untick any the person is not taking today. The unticked ones stay awaiting pickup under a new code.
2

Choose who is collecting

Under Who is collecting, choose The patient or Someone else for the patient. For someone else, enter the Name of the person collecting and their Relationship to the patient.
3

Record the counselling offer

Under Pharmacy counselling was offered, choose Accepted or Declined.
4

Answer your clinic's questions

If your clinic added its own questions, they appear under Questions from this clinic. Answer each Yes or No. The record keeps the exact wording that was shown.
5

Acknowledge the privacy notice, when asked

The Privacy notice section appears only when an acknowledgment is due. Select Read notice to show the text, then tick the acknowledgment box.
6

Take the signature

The person collecting signs in the box with a finger, stylus or mouse. If they are signing on a pen tablet, tick I am signing on a pen pad so the record says so.If a Topaz signature pad is connected to this computer, a choice between Sign on screen and Use Topaz pad appears. Choose Use Topaz pad, let them sign on the pad, then select Capture from Topaz pad. Select Capture again to retake it.
7

Select Record pickup

Pickup recorded. appears. If you unticked medicines, the message gives the new code they are waiting under.

​
Send it to the patient’s phone

If the patient isn’t at the counter, they can sign on their own phone instead. Under Or send to the patient’s phone in the same sheet:
  • Email the patient sends the link straight away, at no cost.
  • Text the patient sends it from your clinic’s own number. You’re shown how many communication credits it uses, and it is sent only after you confirm.
The patient opens the link, confirms their date of birth, answers the same questions and signs. Until they do, the row shows Sent to sign. A link works once, and only for as long as your clinic set under Settings → Pickups. Sending a new link replaces the old one, and you can still record the pickup in person.
Texting uses communication credits. The sheet shows the cost before anything is sent.

​
Download the pickup record

Open a collected pickup and select Download record for a PDF of the handover: the medicines, who collected them, the answers, the signature and who recorded it. If your clinic prints labels from other pharmacy software, you can link that label’s Rx number to the prescription. Scanning the label then opens the pickup.
1

Open the prescription to dispense

Open the prescription from the Prescription List.
2

Enter the number

Select the Pharmacy Rx number field beside the medicine, then scan the label or type the number.
3

Link it

On a medicine that is not dispensed yet, the number is linked when you dispense. On one that is already dispensed, select Link number. The field then says Linked: scanning the label with this number opens the pickup.
Each Rx number can be linked to only one prescription in your clinic; a number already in use is refused with a message saying so. To remove a link, select Unlink.

​
Who can do this

Enforcement is opt-in per person: once an owner saves someone’s permissions, those permissions apply. A refused action is recorded in the audit log; an allowed one is not recorded as a refusal.

​
Check it worked

Leave the Prescription List and come back. The row now shows Collected with today’s date. If only part of the order was collected, the row still shows Awaiting pickup for the rest.

​
Common issues

Either nothing on that row has been dispensed yet, or everything has already been collected. The menu item appears only while dispensed medicine is waiting.
Click on an empty part of the page first, so no field is selected, then scan again. Or select Scan code in the toolbar and enter the code in Scan or type a code.
The code may belong to a pickup that was already collected, or to another clinic. A prescription dispensed before pickups existed has no code: open it from its row instead.
A required answer is missing. Check that you chose who is collecting and the counselling answer, answered every required question, ticked the privacy acknowledgment if it’s shown, and that there is a signature.
Clear the box and sign again.
The Topaz signature service isn’t running on this computer, or the pad isn’t connected. Install Topaz’s signature service and plug the pad in, or use the on-screen box.
Signing links are turned off for your clinic. An owner or manager can turn on Allow signing links under Settings → Pickups.
Your clinic has no ClinikEHR phone number yet, or not enough communication credits. Email the link instead.

​
FAQ

By default it is asked once, and again whenever your clinic publishes a new version. An owner or manager can change it to every pickup under Settings → Pickups.
Yes. Choose Someone else for the patient and record their name and relationship. They sign, and the record says it was them.
Your clinic’s name, their first name, the medicines to collect, your questions and, when it’s due, your privacy notice. They confirm their date of birth first; after five wrong tries the link stops working.
No. A pickup is recorded online, because it completes a record that already exists.
Check, in order: the patient’s switch (Tell me when a prescription is ready to collect) is on; they have an email address or a mobile number with permission to text; your clinic’s email notifications are on; and, for texts, your clinic has a number and credits. The message goes out within a few minutes of dispensing and only once. Their pickup code is always on the dispensing slip, and in their portal if you have one.
No. The record stays as it was signed.