FAQ

FAQ

Is the software compatible with WorkComp electronic billing?

Yes, our software is compatible with requirements for workmen’s compensation electronic billing.  We offer all fields needed to successfully transmit a workman’s compensation claim to an insurance company.

Does the software have an option for batch billing? In other words, can we bill for multiple patients and then submit and print the invoices once?

Yes, PrimeRx™ has offered the batch billing option for more than 10 years.  You can batch all claims together and bill them at once.  There are no restrictions on the number of claims that can be combined, nor is there a need to group claims by insurance provider, doctor or patient.  You may also provide multiple prescription refills, hold the claims, and then batch and transmit them together.  This not only saves time, but can generate transmission savings.

Is there an option to view or run a report on new patients entered into the system for a certain time period? For example, can I check how many new patients were entered during the month of January, and obtain a list of their names, birthdates, dates of injury and other applicable information?

Yes.  Our system allows you to generate a wide range of reports based on your specific needs.  In fact, Micro Merchant Systems is recognized for our ability to generate detailed data mining, analytics and business intelligence reports to meet a customer’s specific needs.

Does the software have inventory and compound tracking? For example, if we enter a bulk amount of a drug (gm), will the system automatically keep track of the small increments used for dispensing?

Yes, we offer complete inventory tracking.  With regard to the above example, if you make a compound out of three ingredients (NDC), and then dispense that compound, the system deducts the appropriate amount from each NDC.  PrimeRx™ also offers a customized feature that allows you to choose whether you want the ingredient deducted from each NDC, or the overall compound.  The system can accommodate whichever solution you prefer.

Does the system have an AR (accounts receivable) function and is it user friendly?

Yes, PrimeRx™ includes a complete house charge system that allows you to post charges and payments, apply finance charges and print statements.  I addition, the system provides the option to view statements on the screen, so that patient inquiries can be easily addressed.  PrimeRx allows pharmacies to efficiently generate more than 2,000 charge account invoices every month.

Is PrimePOS™ certified or compliant with the PCI Security Standards Council’s “Payment Application Data Security Standard” (PA-DSS)?

Yes, PrimePOS is PA-DSS certified and PCI compliant.

Does PrimePOS integrate completely with PrimeRx™?

PrimePOS™ is our own product, and it interfaces completely with PrimeRx to provide sale and transaction tracking.  This integration also provides the ability to generate various intelligence reports, based on a pharmacy’s specific needs (i.e. copay collection records, etc.).  Prime POS has its own security manager and can interface with wholesalers to access over-the-counter details and pricing.

Can credit card and Flexible Spending Account (FSA)/Inventory Information Approval System (IIAS) cards be processed through PrimePOS™?

Yes, we work with virtually all major credit card vendors and processors.  With regard to FSA/IIAS transactions processed along with credit card transactions, you will need to work with a vendor through which PrimePOS is certified.  That list of vendors currently includes:  HPS, X-Charge, First Data, Global and Worldpay. HPS, X-Charge and Worldpay offer their own secure gateway.  We can communicate with other processors through PC Charge Payment Server, a product that needs to be purchased through VeriFone.

Does PrimeESC™ interface with PrimePOS™?

Yes, PrimeESC (Electronic Signature Pad) integrates seamlessly with PrimePOS.  This gives PrimePOS users the ability to use the signature capture device as a pole display and credit card swiper.  In addition, the signature recorded on PrimePOS is required for HIPAA Acknowledgement/Notice of Privacy Practices (NOPP), prescription pickup records, credit card signatures, FSA/IIAS card signatures and for pseudoephedrine (PSE) sale signatures.  If the device is encrypted, it can be used as a PIN pad.  Integration with our electronic signature capture also provides the pharmacy the ability to digitally store and monitor information.

Can pseudoephedrine (PSE) monitoring be done through PrimePOS™?

Yes, PrimePOS offers pseudoephedrine sale monitoring capability.  The system captures the sale of PSE products and allows the tech to request appropriate identification from the patient.  That information is then stored with the transaction.  The system will also restrict the sale of all PSE products if a patient attempts to make a purchase beyond limits and conditions stipulated by state regulation.  PSE sale signatures are stored in the PrimePOS system, and can be accessed and printed on reports as needed.

Are wholesaler interfaces available for price updates and inventory receipts?

Yes, PrimeEDI (Electronic Data Interchange) is available for all major wholesalers and allows  costs to be easily updated.  If you have PrimePOS, this integration allows you to add items electronically with corresponding retail information and prices.

Can all credit card signatures be stored digitally?

Yes.  Because of integration capability with PrimeESC™, all signatures captured on the electronic signature pad can be stored digitally.  This is true as well for all PrimePOS™ and PrimeRx™ (prescription pickups) transactions.  These signatures are backed up daily along with all other PrimePOS™ data.

Can I control what a user can and cannot do in PrimePOS™?

Yes, a security manager allows you to control various tasks that a user may perform.  This includes control over the types of reports and register capabilities a cashier, floor manager and pharmacy manager may access.  You have complete control over each and every task.

What kind of hardware do I need for PrimePOS™?

PrimePOS is a true Windows-based system, which runs on Microsoft Operating System.  As long as the operating system is a professional edition, PrimePOS will work efficiently.  Our system works with both 32-bit OS and 64-bit OS.
For peripherals, you can contact us at sales@micromerchantsystems.com so we can provide you with an updated list of model numbers that we support.  We can do the networking between PCs without a problem but we recommend you get the cabling done professionally for a neat, clean and manageable look. Those peripherals essentially include:

• Cash drawer
• Epson interface cable
• Thermal receipt printer
• Credit card swipe
• USB barcode scanner
• Cables

Can I accept and process FSA/IIAS (Flex Spending) cards through PrimePOS™?

Yes, PrimePOS has been tested with certain credit card payment processors and is listed as a certified application under SigIS.  This means that, as long as the pharmacy is a member of SigIS and undergoes a Third-Party Service (TPS) provider certification, the pharmacy can accept and process FSA/IIAS cards.  For more information regarding this process, please email sales@micromerchantsystems.com.

Can PrimePOS™ support customer loyalty programs

Yes, PrimePOS™ supports customer loyalty programs.  The pharmacy can customize printed cards with barcodes and assign them to customers.  The pharmacy can also define different reward tiers and, on every sale, points can be awarded to the customer’s account.  Once the customer reaches a defined tier, a discount coupon can be printed and applied towards a sale.  The pharmacy has complete visibility into the program, and if it chooses to work with a customer loyalty management company, we can provide an interface to accommodate that company.

Can one PrimePOS™ station be operated by two cashiers?

Yes, PrimePOS™ can be configured for operation by two different cash drawers on the same PrimePOS station.  The system also allows cashiers to maintain their own register balances and to monitor their own closing reports.

What is the primary objective of the PrimeESC™ module?

PrimeESC™ can be used in two modes: Stand-alone mode and PrimePOS™

When used in stand-alone mode, PrimeESC allows a pharmacy to accept HIPAA acknowledgements, customer prescription pick up records, and digitally store signatures in the system to be printed when needed.  By allowing the pharmacy to accurately track all prescription pickups, potential audit issues can be eliminated, and a “paper trail” created should a patient claim a prescription was never received.

When used in conjunction with PrimePOS, the ESC (electronic signature capture) unit can be used as a pole display or credit card swiper while storing credit card signatures.  PrimePOS can also serve as a pseudoephedrine (PSE) monitoring device to capture signatures of customers purchasing over-the-counter PSE products.

What are the hardware requirements for PrimeESC™?

The VeriFone MX870 color is used primarily with PrimeESC™.  The power adapter and blue cable also need to be ordered along with the VeriFone device.  A swivel stand is recommended to allow easy access for both the patient and the cashier.

If we want to use PrimeESC™ without PrimePOS™, can this module work on its own?

Yes.  In stand-alone mode, PrimeESC™ can work on its own without PrimePOS™.  This independent device is attached directly to a scanner which scans the label barcode, captures the HIPPA acknowledgement from the patient, and captures a signature for all prescription pickups.  This data is then stored in the PrimeRx™ Pharmacy Management System.

How does this complement workflow in the pharmacy?

PrimeESC™ quickly accesses patient records so that a customer can see which prescriptions are being signed for at time of pickup.  Signatures are then stored in PrimeRx™, with the prescriptions marked as “picked up.”  

When reviewing patient history, PrimeRx uses different colors to indicate “picked up” versus “not-picked up” records for easy identification.  The pharmacy staff can then look on the screen at the prescription and digital signature, and know the exact date and time of pickup.  

The system also allows all un-picked up prescriptions to be returned to stock.  A report is printed that lists all un-picked up prescriptions, and the number of days since the prescription was filled. 

Why is the PrimeESC™ module important for state-mandated controlled substance reporting?

Most states (especially New York) require controlled substance reporting in accordance with the American Society for Automation in Pharmacy (ASAP) V4.2.  As of October 2014, New York State requires the reporting of controlled substances based on prescriptions dispensed (or picked up), as opposed to reporting on the basis of prescriptions filled.  Most states are expected to follow suit.

This means pharmacies need to report all controlled substances (C2 through C5) that are picked up by the patient.  PrimeESC provides the most accurate way to record whether a prescription has been picked up, and thus is the most efficient way to ensure compliance.  While a pharmacy could choose to manually track prescription pickups, that option incudes a high risk of error, and can result in costly penalties, fines and even a license suspension.  Instead, a pharmacy can rely on PrimeESC for accurate recordkeeping  and seamless reporting to state agencies.

What are the advantages of combining PrimeESC™ and Prime POS™?

The PrimeESC™/PrimePOS™ combination provides an optimum integrated scenario with significant benefits to the pharmacy. Those benefits include:

• The same barcode scanner can be used for UPC and RX items.  The cashier does not have to scan prescription products twice (once for copay collection and once for prescription pickup verification).
• The VeriFone device can be used as a pole display, to capture HIPAA Acknowledgement, credit card signatures, FSA/IIAS transactions, debit PIN pad (if used with certified credit card vendors and dedicated gateway), and PSE sales.
• The VeriFone MX870 device is a PCI compliant device, which means it can be used to also swipe credit cards.
• Credit card/FSA-IIAS/PSE/Debit signatures captured on the device will be saved automatically in PrimePOS and HIPAA Acknowledgement records.
• Prescription pickup records are saved automatically in the PrimeRx Pharmacy Management  System.  This happens seamlessly in a single transaction, although records are saved as warranted in different applications/databases.
• In PrimePOS™ the cashier has the ability to view and approve the patient’s signature.  If the cashier determines a signature is not valid (just a line or illegible scribble), the signature can be rejected, and the patient instructed to offer another signature.

In a stand-alone module, can you use PrimeESCTM without a barcode scanner?

Yes, PrimeESCTM has a Numeric Pad which allows you to enter the Rx numbers manually. However, this could slow down the process of getting signatures for Rx picked up by the patient and is prone to errors. We always recommend using barcode scanners for the Electronic Signature Capture device, whether it be in the stand-alone mode or alongside PrimePOSTM.

What is the warranty period for PrimeESC™ hardware purchased from Micro Merchant Systems?

PrimeESC™ hardware purchased from Micro Merchant Systems carries a one-year warranty for hardware parts and labor.  Micro Merchant Systems recognizes the importance of the PrimeESC module and will provide a loaner upon a device becoming defective.  A team member will pick up the defective device, oversee repair by the manufacturer, and have the repaired device shipped back to your pharmacy.  This strategy is more efficient than competitors that require the pharmacy to ship the device back, and then wait while the device is repaired.


If a pharmacy is located within 100 miles of New York State, a MMS technician will make an onsite visit and provide loaner and repair services.  This attention to customer service differentiates MMS from online companies that sell hardware at a cheaper price, but do not provide support commensurate with the needs of a busy pharmacy.

What are the different reports available in PrimeRx™ that rely on information obtained from the PrimeESC™ module?

The different reports available from PrimeRx™ include, but are not limited to:

• Signatures by prescription
• Signatures by patient
• Signatures by date
• Print prescription pickup log report
• Print HIPAA Acknowledgement report
• Signature claims log report
• Prescriptions not picked up report

As with all modules offered by Micro Merchant Systems, reports can be customized to meet a pharmacy’s precise needs.

Are signatures included in data backups?

Yes, all signatures and all PrimeESC™ activity are backed up with PrimeRx™ and PrimePOS™ data.  This includes data generated during PrimeESC™ stand-alone mode and when used alongside PrimePOS™.  We understand the importance of maintaining signatures, and a pharmacy’s need to have easy access to them, especially during audits and for compliance requirements.  MMS customers can rest assured that when PrimeRx™ and PrimePOS™ data are backed up, that all signatures and related PrimeESC™ module activity are also backed up.

How does PrimeDELIVERY™ work?

PrimeDELIVERY™ assists the pharmacy in capturing digital signatures for prescriptions delivered to patients.  The module uses mobile devices such as the iPad, iPad mini, iPhone and Android devices and phones.  Patients can sign for multiple prescription deliveries with a single signature.  Time-stamped signatures are encrypted and stored in the PrimeRx Pharmacy Management System along with the prescription record.

Does PrimeDELIVERY™ require 3G, 4G, and LTE data plans on the device on which it is installed?

PrimeDELIVERY™ works off the data plan on the device (3G, 4G, LTE, etc.) as well as off of WiFi.  If the mobile device does not have a data plan, the captured signatures will sync to the PrimeRx database once back on the pharmacy’s WiFi network.

If the pharmacy uses PrimePOS™, does PrimeDELIVERY™ also update copay information on PrimePOS™?

Yes.  PrimeDELIVERY™ monitors copay collections and updates PrimePOS™ and PrimeRx™ data.  Data moves from PrimeRx™ to PrimePOS™to PrimeDelivery and back in a seamless and integrated manner.

What devices can run PrimeDELIVERY™?

Apple iOS and Android..

Can a single PrimeDELIVERY™ license support multiple devices from the same pharmacy?

Yes, a single purchased license of PrimeDELIVERY™ software can support multiple devices operating in the same pharmacy.

Aside from prescription pickup signatures, does PrimeDELIVERY™ also capture HIPAA Acknowledgement signatures?

Yes, HIPAA Acknowledgement signatures are captured in PrimeDELIVERY™.  Once a HIPAA Acknowledgement signature is captured, the system will not request a subsequent signature for six years.

Can PrimeDELIVERY™ be used to capture signatures on the packing list for a Nursing home/Assisted Living/Long-term Care facility?

Yes, PrimeDELIVERY™ allows for the delivery of prescriptions to nursing homes, assisted living facilities and long-term care facilities.  The system allows the user to batch upload all prescriptions being delivered to a specific facility.  A single signature from an authorized staff member completes the delivery.

Can different prescriptions be assigned to multiple drivers?

Yes, prescriptions can be assigned to different delivery people.  Delivery personnel are accountable for each “batch” of prescriptions for which they sign.

How are PrimeDELIVERY™ records reflected in PrimeRx™?

Once a prescription is marked for delivery, the prescription history displays a blue icon.  That blue icon indicates that the prescription is still in the delivery bin.  When the driver uploads a batch of prescriptions onto the device, the blue icon changes to an orange box, indicating that the prescription is out for delivery.  The system also shows the time the prescription information was uploaded, and the delivery person’s name and phone number.  This information allows for easy tracking and contact.  Once the driver updates the information to indicate that the delivery has been made, the orange box in the system will turn white, indicated a completed delivery.

If a particular prescription is not delivered, can that non-delivery be noted when the delivery person checks back into the pharmacy?

Yes.  When the delivery person  updates the system to provide delivery information, an undelivered prescription can be “unchecked.”  The delivery person can also provide the reasons for the non-delivery, which is captured in the “delivery details” section of PrimeRx and used for second attempts at delivery.

How does PrimeWEB™ work?

PrimeWEB™ is a web portal that allows nursing homes, assisted living facilities and long-term care facilities to request prescription refills for their patients.  Refill requests are sent directly to the refill queue located in the PrimeRx Pharmacy Management System, where they are processed and set for delivery to the appropriate facility.

What are the infrastructure requirements?

A pharmacy must meet the following in frastructure requirements in order for PrimeWEB™to function efficiently and smoothly:
• Dedicated web server
• Physical firewall in the pharmacy
• Anti-virus software active on all workstations and servers
• Registered domain name
• SSL encryption

Can PrimeWEB™ work with any pharmacy management system?

No, PrimeWEB™ only integrates with PrimeRx™.

Can the nursing home, assisted living facility or long-term care facility track prescription delivery status?

Yes, a status update is provided when a signature is captured and the prescription is delivered.  In addition, if the pharmacy uses PrimeDMS™, a hard copy of a scanned prescription can be viewed in the “patient history” feature.

Yes, PrimeWEB™ can be integrated with an existing website.

Yes, PrimeWEB™ maintains a real-time connection to a live database.  This allows records to be instantly updated as they are entered into PrimeRx™.

Is the website connected to a live database?

Yes, PrimeWebTM maintains a real time connection to a live database. This is a dynamic website which instantly updates records as they are entered into PrimeRxTM.

Is PrimeWEB™ secure?

Yes.  When a pharmacy installs PrimeWEB™, the pharmacy must have a physical firewall in place, and the site must have an SSL encryption.  Important to note is that network security is the pharmacy’s responsibility.  In order to access the site, a user name and password are created by an authorized user in the pharmacy, and the user must provide those credentials to the facility staff.

Can the pharmacy control basic content on web pages (Home, About Us, Service, Career Opportunities, etc.)

Yes.  PrimeWEB™ allows the user to customize and easily update content on web pages.  Users can call our support staff for assistance with certain tasks such as uploading images.

Can the administrator set permissions (role and rights management) for additional users?

Yes, the pharmacy administrator has control over what a user can and cannot do on the system.  This allows the administrator to make accommodations for different areas of responsibility within the pharmacy.

What is FillMyRefills™ and how does it work?

FillMyRefills.com provides patients the ability to request online refills of their prescriptions, whether via a desktop or mobile device.  Pharmacies process the refill requests directly from PrimeRx’s refill queue.  A patient submits a refill request, and the system generates a customized text and/or email message confirming receipt of the request and providing an estimated processing time.  When the refill is processed and ready for pickup, a follow-up message is sent to the patient.

How can patients access FMR?

Patients can access FillMyRefills™ via the FMR website or the mobile application, which is compatible with iPhone and Android mobile devices.

Does the pharmacy need any additional infrastructure?

No, the pharmacy does not need any additional infrastructure.  FMR is a hosted solution which integrates with the pharmacy’s database to route a patient’s refill request directly to the pharmacy’s refill queue.

Can FMR integrate with a pharmacy’s existing website?

Yes, FMR can integrate with a pharmacy’s existing website.  The refills page of a pharmacy’s website can be directed to FMR’s refill page for seamless integration.  FMR can work as a stand-alone site or can integrate with an existing site.

Are refill requests sent in real time to the pharmacy?

Yes, refill requests received through FMR are sent in real time to the pharmacy’s refill queue, alerting the pharmacy that a refill request is waiting to be processed.

Can the FMR site be customized?

Yes, the FMR site can be customized to meet a pharmacy’s specific needs.  The site administrator can upload a pharmacy’s logo, edit content on internal pages (including image upload), process which filters should be turned ON or OFF to validate a refill, and determine protocol for when patient has run out of refills.

Is the site secure?

Yes, all FMR hosted accounts are secured by the SSL encryption turned “ON” at the hosting level.  The site is completely secure and no data linking the patient and the prescription is sent across the internet.  This makes the site HIPAA compliant and completely secure.

Is there a registration process the patient has to follow to send a refill request?

It is recommended that patients register on their pharmacy’s website, which alleviates the need to provide identification with each refill request.  However, if a patient chooses not to do this, it is still possible to submit a refill request via FMR.

What are the different ways a pharmacy can promote this feature?

The pharmacy can promote FMR link by printing it on labels and other marketing materials that will encourage patients to submit refills online. By marketing the FMR option, pharmacies can achieve a higher repeat business rate.

Why should a pharmacy subscribe to FMR services?

Brick-and-mortar pharmacies face increased competition from online competitors, and must adapt their businesses to face the new reality of online sales.  Consumers expect a high degree of convenience and flexibility in their retail experiences, and interactions with their pharmacy are no exception.  For example, consumers who work late hours will choose to order refills online, rather than try to squeeze a trip to the pharmacy into their busy schedules.  
FMR offers a safe, convenient and accessible 24/7 solution.  The service does not cost the patient anything, and demonstrates the pharmacy’s concern with meeting customers’ preferences.  FMR also allows pharmacies to offer the same type of convenient online access as large chains and competitors.