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Willow Ambulatory Administration - Coggle Diagram
Willow Ambulatory Administration
RXAMB400 Willow Ambulatory Administration
Document Information
Version: February 2026
Dates
Request project specification by: October 23, 2026
Submit project by: November 27, 2026
Request exam by: October 19, 2026
Materials for next version available: October 26, 2026
Last Revised: October 18, 2024
Contact
Epic Systems Corporation
Address: 1979 Milky Way, Verona, WI 53593
Voice: 608.271.9000
Fax: 608.271.7237
Website: www.epic.com
Email:
documentation@epic.com
Continuing Epic Education
Visit My Certificates page for additional information
1: Introduction
Prerequisites and Expectations
Prerequisites
RXAMB100: Willow Ambulatory Fundamentals
RX205: Willow Inpatient and Willow Ambulatory User Configuration
E-Learning Lessons
GEN640: Making CER Rules
Attending RXAMB450?
Use the Project Environment
Do NOT use Study, classroom, or Virtual Training environments
Project environment not refreshed weekly
Allows self-study submission for grading
Login URLs
Europe and Middle East: EUaccess.epic.com
Others: access.epic.com
Add Project icons to HOME tab
Click APPS
Click Categories
Select February 2026 Certification Environments folder
If not found: training.epic.com > Cert Environment Request
Select Project folder
Star icons: Project Feb Hyperspace, Project Feb Text, Project Feb Training Magic, Project Feb Willow Ambulatory
Find a TRN1## That Works
Source: RXAMB100 Classroom Information Sheet
Log in to Project Hyperspace as administrator
Navigate: Rx Admin > Pharmacy Admin
Search for TRN1## Cypress Pharmacy
Already exists
Search for "trn cypress"
Identify unused TRN1##
Use Classroom Information Sheet for that TRN1##
Not found
Proceed with that TRN1##
Start the Self-Study
Download RXAMB400 training companion from Training Track
Use Project environment
Complete chapters 2-17, all exercises and checkmark steps
Begin every record with validated TRN1##
Lab chapters optional but recommended
Submit the Self-Study
Click Project Training Magic icon
Application: Willow Ambulatory
Project or Exercise: SUBMIT RxAmb450 Self-Study
Initials: TRN1## used
Submit work
Receive email within minutes
Passing score required for RXAMB450
How to Use This Training Companion
For use with other course materials
Check version and dates
If completing after listed date, check All Training Companion Change Log
Download new materials if significant changes
View a Training Companion With and Without Answers
Use without answers for completing content
Use with answers for reference
Toggle in Galaxy menu
Download options available
How to Practice Outside of Class
Download Course Materials
Available on Galaxy, Course Catalog, EpicU
For certificate completers: Course Catalog with filters
For current completers: Training Home > Your In-Progress Certificates > course link > EpicU
How to Request Access to Epic's Cert Environments
Go to Training Home > Certificate Resources > Cert Environment Request
View current environments
Request new Study/Project environments
One environment per version
Steps: request, close browser, open new tab to Epic Access, log in
Epic employees skip request step
Technical difficulties: see Galaxy article
Access a Study Environment
Request access if needed
Go to Epic Access (access.epic.com or EUaccess.epic.com)
Log in with UserWeb credentials
Confirm Study icon name contains version month
Click Study icon to launch
Use login credentials from training materials
2: Creating Pharmacies
Introduction
Must create record for each outpatient pharmacy using Willow Ambulatory
By end: create pharmacy record, define workflows, create login department
Building a Pharmacy (PHR)
Navigation: Hyperspace > Rx Admin > Pharmacy Admin
Entering General Settings
Name: record name, searchable
Display name: shown in prescription entry, review, transfer, reports, med profile
Name to display on MAR/work request: short for work request tabs
Type: Standard for physical pharmacies
Supported dispense types: Prescriptions for take-home
Parent Hospital/Clinic: physical location for revenue tracking
Steps
Log in to Hyperspace as administrator
Go to Rx Admin > Pharmacy Admin
Create new pharmacy: "trn1## Cypress Pharmacy"
Display Name: "trn1## Cypress Pharmacy"
Set Type and Supported dispense types for physical, prescription-only pharmacy
Parent Hospital/Clinic: EHS clinic
Exercise 1: Review the Pharmacy Workflow
New Script Received: Pending Fill, Initial Review
First Fill Review: (no change), n/a
Adjudication: (no change), Clinical Review
Clinical Review: Ready to Fill, Ready to Fill
Print the Label: Fill Initiated, Ready to Fill
Complete the Fill: Filled, n/a
Fill ALL Fills: Ready to Verify, Ready to Verify
Verify the Fill: Verified, n/a
Verify ALL Fills: Ready to Dispense, Will Call
Dispense the Fill: Dispensed, n/a
Configuring the Workflow
Prescription Review
Require review for refills received from IVR or web: unchecked
Require review for refill requests denied by provider: No
Require clinical review for new prescriptions being filled now: checked
Require clinical review for new profile-only prescriptions: checked
Require clinical review for new prescriptions with a scheduled fill: checked
Note: Review settings do not impact First Fill Review (cannot be turned off)
Clinical Review
Auto-complete when pharmacist performs action in table
Actions: Enter New Prescription, Create Fill or Schedule Fill, First Fill Review, Refill Review, Prescription Transfer, Receive Hard Copy, Verify Fill, Prescription Transfer Review, Legacy Prescription Conversion
In pharmacy: Enter New Prescription, First Fill Review, Refill Review, Prescription Transfer Review, Verify Fill
Filling Workflow
Enable fill queue: require manual fill initiation
Enable filling activity: require marking fills as complete
Enable fill verification: require fill verification
To verify fill: pharmacist scans twice (fill label, then allowed scan type)
Allowed scan types
If filling activity NOT enabled: NDC (or blank)
If filling activity enabled: Prescription, Employee, Patient, NDC
In pharmacy: only enable fill verification, Allowed scan types: only NDC
Integrated Point of Sale Activity
Enable Integrated Point of Sale: turns on POS activity
In pharmacy: disable for initial testing
Setting Due Times
Number of minutes between receipt and when fill should be ready
Pharmacy entered fills: ready in 40 minutes
Waiting patients: wait no more than 10 minutes
In pharmacy: Processing Type Pharmacy Entered due in 40 minutes
Defining Delivery Methods
On Prescription > Delivery form
In pharmacy: allow mail and pickup, make pickup default
Recording Hours of Operation
On Hours of Operation form
Determines: same-day refill completion, how soon fills due after opening
In pharmacy: open 0600 to 2200, Monday through Friday
Adding Info in Text
Contact Info
Phone Number: 608-867-5309
Hours: Monday-Friday 6am-10pm
Cross Street: Main and 2nd Street
Visible to patients in MyChart: Phone Number, Hours, Cross Street
Visible to providers in EpicCare: Phone Number, Hours, Cross Street, Store Number, 24-Hour
Identifiers
NPI #: 1122334455
NCPDP #: made up
Address
123 Main Street, Madison, WI 53705
State determines DEA code
E-Prescribing
Enable to accept electronic prescriptions
Set E-Prescribing to "yes"
Service levels: "new order" and "refill request/response"
Keystrokes Summary
Navigating Menus and Master File Prompts
Previous screen: Page up
Return to main menu: opt
Re-open last accessed record: =
Get list of records: ?
Navigating Within Records
Help: Shift+F5 (or F15)
Close: Shift+F7 (or F17), Page up (first screen), Page down (final screen)
Next screen: Page down
Previous screen: Page up
Next field: Tab
Previous field: Shift-Tab or Left Arrow
Field above/below: Up arrow or Down arrow
Delete line: F1
Delete to end: F2
Restore: F3
Scroll to top of list: Home > Up arrow
Scroll to bottom of list: Home > Down arrow
End of field: Home > Right arrow
Beginning of field: Home > Left arrow
Display information about item: Home > F7 (or Home > F8)
Screen Fast Forward: Home > F9
Open text editor: Shift+F3 (or F13)
Adding a Login Department (DEP)
Must have login department for every physical pharmacy
ADT team usually creates
PHR must be linked to DEP for users to log in
Steps
ADT team created "TRN1## CYPRESS PHARMACY" department
Go to Hyperspace > Rx Admin > Unit/Department Admin
Open TRN1## CYPRESS PHARMACY department
Set Login pharmacy to trn1## Cypress Pharmacy
Accept department record
Exercise 2: Test Your Pharmacy
Test Your Work
Log in to Willow Ambulatory as pharmacist in Cypress pharmacy
Confirm Pharmacy field shows TRN1## CYPRESS PHARMACY
Open Phoebe patient
Enter new script for simvastatin 20 mg tablets: zocor 20 20mg po daily d30tab r11 ow wt pseeger
Select simvastatin tablets
Ready at time: 40 minutes from now
Pickup method: Pickup (option to change to Mail)
NDC field: blank
Search NDCs, select NDC 16714-683-03 (1,000 each bottle from Northstar Rx)
NDC still marked "not stocked"
Error: "Unable to calculate a cash price"
Enter Cash price: $160, Override reason: Other
Fill remaining required fields
Accept and Stay
Script status: Ready to Verify (pharmacist did First Fill Review, so clinical review done)
Click Fill verified
Click Don't show again on barcode scanning warning
Accept and Stay
Script status: Dispensed
No labels printed
Document Your Findings
4 things NOT configured for pharmacy
A Preference List
The available NDCs
Cash price calculations
Label printing
Review Your Build
Text or Hyperspace?
Configure pharmacy's NCPDP #, DEA #, NPI: Text
Create new Pharmacy (PHR) record: Hyperspace
Indicate PHR only dispenses prescriptions, not facility-administered meds: Hyperspace
Allow pharmacy to receive e-prescriptions: Text
Indicate clinical review requirements and Ready to Fill queue usage: Hyperspace
Set pharmacy-specific due time settings and delivery method options: Hyperspace
Link DEP record to PHR record: Hyperspace
Record pharmacy's address: Text
Reviewing the Chapter
Review Questions
What are the two records for each outpatient pharmacy using Willow Ambulatory?
Name 4 things configured in Pharmacy (PHR) record
True or False: required setting to indicate pharmacy dispenses prescriptions
How determine if pharmacy is using Ready to Fill work queue or printing labels
Status after First Fill Review with adjudication success (only one script)
Status if filling activity enabled
Status if adjudication failed
Due times settings if all pharmacies have same expectations
Review Key
Two records: Department (DEP) and Pharmacy (PHR)
PHR configurations: Names, dispense types, clinical review requirements, fill queue/filling activities, due times, delivery methods, hours, identifiers, contact info, e-prescriptions
True: prescriptions checkbox on General Form
Ready to Fill queue: Enable fill queue check box on Workflow form
Status: Ready to Verify
If filling activity enabled: Fill Initiated
If adjudication failed: Pending Fill
Due times: nothing, use system definitions
Study Checklist
Define key terms
Pharmacy (PHR) record
Department (DEP) record
Perform tasks
Create new outpatient pharmacy
Configure naming appropriately
Control script/fill review requirements
Configure automatic clinical review actions
Control Ready to Fill work queue usage
Control fill documentation in Willow Ambulatory
Control fill verification requirements
Enable Integrated Point of Sale activity
Configure due times settings
Configure allowed delivery methods
Configure hours of operation
Link Pharmacy (PHR) to Department (DEP)
Understand concepts
Configurable workflow steps
Workflow form checkboxes impact
Due times settings in pharmacy and system definitions
3: Listing the NDCs You Have
Introduction
Medication List (EFY) determines NDCs available in pharmacy and default NDC for medication
Tip: EFY is an NDC List, not a true Medication List or Formulary
Listing the NDCs You Have
Navigation: Hyperspace > Rx Admin > Medication List Admin
Open existing medication list: "TRN1## CYPRESS PHARMACY MED LIST"
Adding NDCs
Click Edit
Click Add
Enter NDC's ERX in Medication field
Check M column for each NDC you stock
Selecting the Default NDC
Red dot in D column for default NDC
Default ignored for IPS and refills (uses prior fill NDC if possible)
Add red dot for any medications loaded into APFS, even if only one NDC
Indicating an Entire Package Should Be Dispensed
Yellow dot in P column for multi-dose packages (cream tubes, suspensions, inhalers)
Importing Medication Lists
Process for initial setup
Assemble NDCs on spreadsheet
Validate NDCs with macro
Create flat file with macro
Transfer flat file to Epic server
Scan flat file in Chronicles for errors
Import flat file through import specification
Result: medication list with all pharmacy NDCs
First few times: work with Epic representative or experienced person
Importing, In General
Efficient way to build records or lists in master files
Learn more: Analyst Badge, Standard Import Guide, TEC602 Chronicles Imports
In Class Exercises
Complete Your Medication List
Part 1: Attach your Medication List
In Hyperspace, open TRN1## CYPRESS PHARMACY
Go to Prescription > Filling form
Enter TRN1## CYPRESS PHARMACY MED LIST in Prescription medication list field
Click Accept
Part 2: Test Your Work
Log out of Willow Ambulatory
Log in as administrator
Open Phoebe's record, go to Rx Management
Search for "captopril", find captopril (Capoten) tablet 12.5 mg
NDC automatically selected: 1,000 each bottle (red dot)
Enter Dispense amount: 90 tablets
Still using default NDC of 1,000 each Bottle
Remove captopril script
Search "albuterol hfa aers", select albuterol inhaler 108 (90 BASE) mcg/act
8 g Inhaler NDC selected by default, Dispense pkg checked
Keep script for Part 3
Part 3: See IPS in Action
Enter dispense amount: 18 g
NDC changes to match dispense amount (IPS)
Change dispense amount: 17 g
NDC changes to 8.5 g inhaler, dispensing two
Change dispense amount: 17.5 g
NDC goes back to 18 g inhaler, warning about over-dispense
IPS chose 18 g as least over-dispense
Keep script for Troubleshooting Tools or remove
If You Have Time: Troubleshooting Tools
NDC Spy Guy
Shows NDC selection process
No last used NDC found (first time for Phoebe)
Pharmacy medication list used
IPS only works for g or mL dispenses
Default NDC selected: 8.5 g inhaler
Work Request Spy Guy
Open Ready At Time Log
Processing time: 40 minutes (from pharmacy settings)
Starting time + 40 minutes = pickup time
Record Viewer
Shows all information about work request
Instant of update: last updated timestamp
Click pharmacy link to see PHR record
Steps
Fill remaining required fields: Refills 11, Origin Written, Authorized Seeger, Day supply 30, Cash Price 10.00, Override reason Other
Click Accept and Stay
Right click Work Request Spy Guy, Copy Work Request ID
Open Work Request in Record Viewer
Cancel Ventolin prescription with reason Filled in Error
Key Takeaways
Intelligent Package Selection (IPS)
For package dispenses in "mL" or "g"
Picks NDC that best matches prescribed dispense amount
If no exact match: tries multiples of smaller package
If still no match: uses package that minimizes waste
Similar to Willow Inpatient but different
Willow Ambulatory: matches fill dispense amount, not single dose
Works for mL or g
No special configuration needed
Attaching Medication Lists
Attach med list (EFY) to pharmacy (PHR) on Prescription > Filling form
Inpatient medication list on General form is for Willow Inpatient
If Prescription > Filling form blank, General form's list used for Willow Ambulatory too
Reviewing the Chapter
Review Questions
Name 2 purposes of pharmacy Medication List (EFY) record
What types of NDCs should have yellow dot
True or False: red dot NDC always used for new prescription
What types of NDCs does IPS work for
Two fields for attaching medication list, which for Willow Ambulatory
Review Key
EFY purposes: determine default NDC for ERX, determine if NDC dispensed as whole package
Yellow dot: NDCs dispensed as whole packages (eye drops, ear drops, inhalers, cream tubes, liquid bottles)
False: IPS can change NDC based on dispense amount
IPS types: NDCs dispensed as whole packages in "mL" or "g"
Willow Ambulatory: Prescription > Filling > Prescription Medication List
Study Checklist
Define key terms
Medication List (EFY) record
Medication (ERX) record
Package (NDC) record
Intelligent Package Selection (IPS)
Perform tasks
Manually add medication to EFY record
Cause whole package to be dispensed for NDC
Link EFY record to PHR record
Understand concepts
Why pharmacy needs medication list
What types of NDCs IPS works for
How NDC selected using IPS
4: Creating Preference Lists
Introduction
Preference list used when transcribing written scripts
Shows medications available in pharmacy
Exercise: Build a Preference List
Medications on preference list same as medication list
Generate from medication list (EFY)
Step 1: Build the Medication List
Already built in previous chapter
Step 2: Create the Preference List Record
In Hyperspace, search for Preference List Composer
Create new record: "TRN1## CYPRESS PHARMACY PREF LIST"
Preference List Properties
List Type: Meds
Sub Type: Medications
Ordering mode: Outpatient
Close preference list record before next step
Close workbench
Step 3: Link the Medication List and Preference List
Open medication list
Green dot next to ERX means added to linked preference list
Click Edit
Click Link Pref List
Enter preference list name
Click Save and Rebuild Preference list
After linking, preference list always populated with green dot medications
Preference list perpetually kept in sync with med list
Never need to edit preference list directly
Step 4: Attach the Preference List to the Department
In Text, go to Clinical Administration > Facility Structure > Departments/Units (DEP)
Open "TRN1## CYPRESS PHARMACY" department
Page down 10 times to Outpatient Facility Preference List screen
Enter preference list with Type of Medications
Close record with SHIFT+F7
Note: attach directly to departments for Willow Ambulatory, not to profiles/hospitals/clinics
Test Your Work
Open Willow Ambulatory
Close all patient charts if open
Open Phoebe's chart, go to Rx Management
Search for "prednisone": see two matches (two strengths on med list)
Select All medications: see all ERX records with "prednisone"
Search for "albuterol": only one match on preference list, no search results window
Remove scripts, close chart
Reviewing the Chapter
Review Questions
What is the preference list?
Why is it necessary?
How do medications get on preference list?
How is preference list different from medication list?
To which record attach preference list? (Department, Pharmacy, Profile, User Template)
When stock changes, what to maintain?
Review Key
Preference list: shows medications available for transcribing
Necessary: limits search to available medications
Medications get on list: generated from medication list, linked via green dots
Difference: medication list determines available NDCs, preference list determines searchable medications
Attach to: Department
Maintain: medication list (preference list auto-updates)
Study Checklist
5: Calculating Prices
6: Configuring Printing
7: Setting up APFS
8: Day 1 Lab
9: Adding Workflow Steps with Flags
10: Creating & Optimizing Work Queues
11: Creating Coverages
12: Configuring Claims
13: Creating Shared Coverages
14: Day 2 Lab
15: Configuring Simple Medications
16: Creating Medication Mixtures
17: Day 3 Lab
Appendix A: Complete Your Training Track
Appendix B: Additional Epic Resources
Appendix C: Reviews