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The Pharmacy Station is where a script is written, screened and drawn from stock. It is one screen with three tabs, and it is the only prescription surface in the Pharmacy edition — there is no separate prescription list or prescription history in the sidebar.

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What you’re looking at

The header reads Pharmacy Station and carries a date-range picker plus New Prescription. Everything below it sits under three tabs. Analytics opens on four tiles — Total Medications, Active Prescriptions, Dispensed Prescriptions and Low Stock Alert — followed by Prescription Trends, Top Medications, Inventory Status, Staff Performance and Predictive Analytics.
If the figures cannot be loaded you get “Could not load pharmacy analytics — refresh to try again.” rather than a screen of zeros. A zero on this screen always means zero.
The Inventory tab is not a summary. It is the stock screen itself — one place, two doors — so anything in Stock control can be done without leaving the station. Its own tab strip runs Catalog, Stock, Ledger, Counts, Fill Rx, Purchasing, Vouchers, Recalls, Locations, Alerts and Reconciliation; Fill Rx is the one this page cares about, and Alerts carries a count badge when anything is open. On Reports, pick an entry from the Report Types list and select Generate Report. An existing report offers Regenerate and Export. A brand-new pharmacy sees all four Analytics tiles at zero, empty charts, and a Fill Rx tab with nothing to fill. That is the correct starting state — nothing is broken. Add a stock item first, then write your first script.

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Write a prescription

1

Open the form

Select New Prescription in the station header.
2

Pick who it is for

The Select Patient card searches your customer records — “Search by name, ID, phone, or email…”. The card keeps the product’s wording; the records behind it are the ones you manage under Customers.
3

Set the date

Prescription Date defaults to today. Change it only if you are recording a script written earlier.
4

Add each medication

Use the medication search — “Search medications…” — to add a line. Every line asks for Mode, Quantity, Dosage, Frequency and Duration, each marked required with an asterisk. Instructions (Optional) is what the customer reads on the label, so fill it for anything that is not obvious.
5

Review the summary

Additional Notes covers anything that belongs to the script rather than a line. The Prescription Summary and Estimated Total update as you go, so the price is settled before the customer is told it.
6

Save it

A toast confirms “Prescription created successfully” and the Prescription Created panel appears with a Reference: you can quote. It also shows the Amount due with a Payment pending badge — creating a prescription takes no payment, and medicines are billed when they are dispensed. Collect payment opens the payment panel for the patient (greyed out, with the reason, if your role cannot take payments); a clinic marked free sees neither the amount nor the button. Printing from that dialog goes straight to the roll on the desktop app — “Prescription sent to printer” — and to the browser print dialog otherwise. See Thermal printers.

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Dispense it against stock

Writing a script does not move stock. Drawing it down is a separate, deliberate act on the Fill Rx tab.
1

Open Fill Rx

Go to the Inventory tab, then the Fill Rx tab, and open the row for the script.
2

Choose the lot and where it comes from

The Prescription dispense sheet — “Draw from stock against this script — FEFO, patient-linked, audited.” — asks for Stock item, Location and Quantity. Each location shows how much usable stock it holds — in date and not on hold — and how much is expired, and the sheet preselects the location holding the most. If no single location holds the whole quantity, a note names each one; a dispense draws from one location at a time. The oldest-expiring lot is used first; see Batches, expiry and FEFO.
3

Add a witness for a controlled item

A Witness field appears when the item is flagged as controlled. Pick the colleague who watched the count. The dispense will not go through without one.
Interaction alerts appear against the script exactly as they do at the till — see Drug interaction screening.

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Who can do this

Two separate gates. Role decides whether Pharmacy Station opens at all: a Cashier reaches only POS and Sales, so the station is not in their sidebar. A Pharmacy Technician gets the station, Inventory and Customers, but not the money screens. Owners, managers and pharmacists are unrestricted by role. Permission decides what you may do once it is open. A Pharmacy Manager deliberately does not get the controlled-drug witness by default — that countersignature is a pharmacist’s act, not a manager’s, and the role bundle leaves it off on purpose. It is also not the only one they lack: View per-cashier takings is a default for no pharmacy role or tier and must be granted per person. Three stock toggles were removed in August 2026. Receive deliveries into stock, Adjust stock counts and Transfer stock between branches used to appear on a person’s permissions sheet and nothing in the product ever checked them, so switching one off restricted nobody. They are gone rather than left in place — a switch that governs nothing tells you a job is done when it is not. Reaching Inventory is the gate on all three. The stock permissions that are enforced on the server are Manage suppliers and purchase orders and, whenever a countersignature is actually recorded, Witness a controlled-drug dispense. Two behaviours surprise people:
  • Enforcement is opt-in, per person. A colleague never saved in the permissions sheet is unrestricted — no checks apply to them at all. The sheet warns “Saving starts enforcing” before you touch a switch.
  • A denied action is recorded; an allowed one is not. A missing sidebar entry is a convenience, not a security boundary — the real check runs when the action is submitted.
Where a figure is gated it never shows a zero. Cost and margin read Hidden — needs authorisation, or the column disappears entirely. See Staff permissions.

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Check it worked

  • The Prescription Created panel showed a Reference:.
  • After dispensing, the lot’s on-hand quantity has dropped on the Stock tab and a movement appears on the Ledger tab.
  • Dispensed Prescriptions on Analytics counts the script once the date range covers it.

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Common issues

Every line needs Mode, Quantity, Dosage, Frequency and Duration — they carry an asterisk. Instructions and Additional Notes never block saving.
The search reads your catalogue, not a drug reference. If the product is not in Inventory yet, add it first — see Stock control.
There is no usable stock for that item at that location — it is either not there, expired, or on hold. The Location list shows what each location holds and how much is expired. Receive a delivery first, or choose another Location.
Only other staff accounts can witness — you never appear in the list yourself, because a countersignature has to be a second person. Invite the colleague first — see Invite your team.
You are on the Cashier role, which reaches POS and Sales and nothing else. Ask an owner or manager to change your role — see Staff permissions.
The figures could not be fetched — usually a dropped connection. Refresh. Nothing on the screen is wrong; it is simply absent rather than guessed at.
You do not hold View cost prices and margin. The rest of the stock screen still works. An owner or manager grants it in your permissions sheet.

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FAQ

No. The script is paperwork; Fill Rx is what draws the stock down. That separation is deliberate — a script can be written today and collected on Friday, and the shelf should only change when the box actually leaves it.
For most items, yes. A product flagged as needing a witnessed dispense is refused at POS — ”… requires a witnessed dispense — use the inventory Fill Rx flow instead of POS.” — because the till has nowhere to capture a countersignature.
The one that expires soonest, automatically. You choose the Stock item and the Location; the lot is picked for you so short-dated stock moves first. See Batches, expiry and FEFO.
Yes — reopen the script and print it again. The Prescription Created panel is a convenience at the moment of saving, not the only chance to print.
That card is shared with the other ClinikEHR editions and keeps their wording. The records behind it are the ones you manage under Customers.
Over-the-counter selling is a different surface entirely — see the point of sale.