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RXAMB400 Willow Ambulatory Administration Table of Content, RXAMB400…

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