General Information
Stores who want to upgrade to Profill 2.0 before the general launch may do so by requesting an early upgrade to rob@providen.ca
There are limited spots; so if we cannot accept the early upgrade at the time you request it, we'll put you on the list. Generally we space out the on-boarding one week at time to make sure we have enough resources to support the stores while they migrate.
Questions:
- When can we get the new version?
We will begin installing in stores around June 15th. - Can I run the old system as well as the new system at the same time?
Yes, you can. If you have any issues with the new system you can fall back to the old system. - What type of time commitment do I need to participate?
This depends on the store. The early upgrade will likely work best for stores who have been running for a while and are used to the old system.
Because this is a beta release you can expect quick turn-around on fixes and releases. This means that we need customers to update the app when it asks for an update so that you get the bug fixes as early as possible. Early adopters will also have prioritized support. This means we may need to remotely connect to your PC to help you more often than you are used to.
Early adopters understand they are helping Providen roll out a new system for which we will all benefit. Providen understands you are busy. Before trying the beta app please consider your time. If you are too busy to work with us it might not be the best fit. - Will I be able to see my old orders in the new system?
No, it's a completely different platform. - Do I have to learn anything new in Kroll to use Profill 2.0?
Maybe. If you want to use batching and do not know how to use the Automed Report in KWIN, then yes. Otherwise, no. - What do I need to run batches?
You need to be able to access the Automed Report under the Reports menu in Kroll. - Do I need to have the Nursing Home Module to use batching?
No, the NH module is not required. - Are there stated features that will not be ready on the day we early-upgrade?
This depends on when you upgrade.
Batching is being held back until July 1. If you upgrade in June batching will not be available to you, along with the SMS notices. These will roll in July. - What restrictions are present for batching?
You must use a days supply when batching, that is a multiple of 7, up to a maximum days supply of 84 days for blister packaging. We do not package 30 or 31 day cards.
If you are strip packaging there is simply a max days supply of 93 days. - How does SMS messaging work?
A mobile number is assigned to your user account. We will send SMS events to that number if you opt-in to this. SMS messaging is performed by a HIPPA compliant messaging service. Even though the service is compliant with USA based health care regulations, it is not compliant with Canadian equivalents. At the moment the messages you can get from the platform are event based (things like "Order number #00000 was rejected by Providen"). We will never sent patient specific details, even so-called anonymized data, in email or SMS communications.
Opting in is implicit when you have a mobile number assigned to your user account. Removing it immediately opts you out.
There are no 3rd party services other than the messaging provider, that would ever see your contact information. - How is the new version installed?
This is a standard windows installer. IT will install it for you and set it up; auto updates can be done by anyone in your store. Installation takes about 10 minutes and training, at this stage is on-going since the app might change a little bit here and there. - How often to fixes and updates roll out?
Fixes for purely appearance/presentation issues and minor front end behaviors are rolled 1-3 days after being accepted as bugs.
Fixes for bugs related to the Kroll data roll within 7 days of being accepted.
We aim to resolve complex fixes involving both the application and it's back end systems in 14 days.
The same schedule applies to feature changes.
If an issue gets accepted onto the bug list, and we fixing a current round of fixes your issue goes to the next release. This will all be clear in the public list. - What does accepted mean?
We must be able to understand and reproduce a reported bug. This may take a little time, so submitting your report does not put it on the fix list automatically. You will be notified if your issue is on the fix list and you'll see it on the public list. - How can I know what's on the feature/bug fix schedule?
In the app, click File >> View The Current Fix List. This will open your browser to a plain text list of the current fix/feature update list. If your issue is on there, it's being addressed. The list is a web page you can bookmark if you want. - How do I submit issues?
The same we you always have: send an email to support@providen.freshdesk.com
Please be descriptive and include screenshots if applicable. Please be assured we will respect privacy. We will not be posting the pharmacy who raised an issue to the public fix list. Any issues you see there will be generalized.
What are the major changes in the new system?
- You have the option of a fully hands off workflow with the delivery order manager. Once you make the delivery order in Kroll, Profill can import it, validate it and send it to central fill on it's own. You only need to use Profill to review inventory and product selection issues. You can cancel your own orders as well.
- Pharmacies who prefer to manage things themselves, manual remains the default workflow.
- Delivery orders update in the background. You can tell if your order is completed just by looking at it.
- Regular Automatic updates. The old app does not have a built in updater and has been around for almost a decade.
- You can be notified by SMS when the app is shut down and when it's running as well as when orders have errors (when running unattended)
- Integrated product search. You no longer need to email, or call us because an order failed because of manufacturer discrepancy or availability issue. You can lookup products in our database and fix the issues locally on your own.
- Full support for batch based workflow using Kroll's Automed Report. You can run a batch report against 1 or more patients or groups, preview the result in Kroll and export the batch to Profill.
- Batch support works with strip packaging and blister packaging as well as any pass time cycle. You can choose your label for blister the same as delivery order.
- If your batch fails because of product issues or other errors we have an built in ticket generator to save you time and an easy to read viewer for product and error messages.
Disclaimer:
Any store who uses the new system understands that they are using beta software and there are risks. There are only two risks here that are important enough to mention:
1. Profill 2.0 may not correctly handle inventory modifications.
2. Profill 2.0 may not find or send your order to Providen.
Neither of these are critical and you have the option of using the old system if you are in a pinch to get the order in and can't wait for a resolution to the issue in Profill 2.0.
Like the original platform, this system does not modify the patient record, Rx record or any of the Rx records child entities (like drug, doctor or documents). This system interacts with the delivery order system and the drug inventory, both of which are safe edits and supported by Kroll. This system cannot delete any data in Kroll in any way.