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The Med Sync Patient Onboarding Checklist
Every step from choosing the patient to the first synchronized pickup or delivery, in the order a busy counter can actually run them.
Med sync works one patient at a time. A store level program is only the sum of enrollments that were done properly, and most of the trouble that surfaces in month three traces back to something skipped in the first fifteen minutes: a therapy that was never stable, a plan that would not pay a partial quantity, or a prescriber who had no idea the fill schedule changed.
This checklist is the sequence a technician can run at the counter without the pharmacist standing over them. Print it, work down it once per patient, and keep the completed sheet until the ninety day review. Every item on it is something that has bitten an independent pharmacy at least once, usually on the afternoon the driver was already loading the van.
Stage one: choose the right patient
Stage two: build the anchor date and short fills
Stage three: clear prescriber and plan obstacles
Stage four: set the monthly call and the handoff
How to use it
Run the checklist in two sittings. The first stage happens while the patient is in front of you or on the phone and takes about ten minutes. Stages two and three happen after they leave, because that is where the waiting lives: a renewal request, a prior authorization, a quantity limit that only shows itself on a test claim.
Once a patient is through all four stages, they should need nothing but a confirmation call each month. If you find yourself doing extra work on the same patient every cycle, the cause is almost always back in stage two or three: a short fill that was never trued up, or a prescription that runs out of refills in the middle of a cycle.
Send me the editable copy
Send yourself the editable copy so your technicians can work from it at the counter and mark it up for each new patient.
Questions about this document
How many patients should we onboard in the first month?
Start with ten to fifteen and take them all the way through a full cycle. A small first group surfaces your plan and prescriber problems while you can still fix them by hand. Enrolling a hundred before you know your own bottlenecks is how programs stall.
Do controlled substances belong in a sync bundle?
That depends on your state board and your own comfort level. Many independents keep controls out of the synchronized bundle and handle them on their own cycle. If you include them, make sure your fill timing, delivery method and recordkeeping match what your board expects.
What if the plan will not pay a short fill?
This is the most common stall in stage two. Some plans need an override code, some need a call from the pharmacy, and a few simply will not budge. When a partial cannot be billed, move the anchor date to that drug natural refill date instead of forcing the alignment.
The checklist onboards one patient. PillRoute runs the roster.
Working down this sheet by hand is the right way to enroll a first cohort of sync patients, and we would tell any owner to start there. It gets slow at the point where short fills, prior authorizations and ninety day reviews all come due in the same week. Ask for a demo and we will walk one enrollment from patient selection through to the first synchronized bundle leaving on the van.