How to Complete a Prescription Refill Request in Docnote

Prescription Refill Requests work similarly to Quick Forms, with one key difference — instead of the document being released to the patient, the prescription is automatically sent to the pharmacy once payment is received.

Workflow: Request is created → Patient pays → Prescription is sent to the pharmacy

Steps to complete a Prescription Refill Request:

1. Start a new request

Select Requests from the left-hand menu, then select the orange "Request a Service" button.

2. Select the request type

On the Create New Request page, use the first dropdown to select Prescription Refill.

3. Add patient information

• If the patient has an active Docnote account, select their name from the second dropdown.
• If the patient does not have an account yet, manually enter their first and last name, email, and mobile phone number. Once the request is submitted, the patient will receive an email prompting them to create an account.

4. Add the pharmacy

Under the Pharmacy section, either:

• Select an existing pharmacy from your saved Docnote contacts list (filtered by Pharmacy under Contact Type), or
• Manually enter the Pharmacy Name and Email or Fax Number

If a contact has both an email address and fax number saved, use the selection bubbles to choose which method to use when sending the prescription.

5. Add notes for the patient (optional)

Use the Notes section to include any additional information or context for the patient relating to the request.

6. Upload the prescription

Prescription Refill Requests require a document — the prescription script, which can be downloaded as a PDF from your EMR. Upload it by dragging and dropping the file into the Upload Attachments Here box, or click the box to select the file from your device.

7. Select the service

Under Service Details, use the dropdown to select the appropriate service. The price will automatically populate to the right of the selected service.

8. Add service notes (optional)

Use the Service Notes field to add any internal notes related to the request. This information is visible to office staff only and will not be seen by the patient.

9. Apply a discount (optional)

A discount can be applied as a percentage or dollar amount. Select the appropriate button and enter the discount value in the Enter Discount box.

10. Add additional fees (optional)

Select "Add New Fee" to open the fees panel. Use the Fee Type dropdown to select a fee and use the arrows to set the number of units. Additional fees can be added by selecting "Add New Fee" again. Select Save when finished.

11. Review the price breakdown

Once all mandatory fields are completed, a full price breakdown will display including:

• Service
• Additional Fees (shown as $0.00 if none added)
• Subtotal
• Docnote Fee (10%)
• HST (13%) — if applicable
• Discount — if applied
• Annual Plan discount — if applicable
• Total

12. Assign staff and PCP

Use the bottom two dropdowns to assign the staff member responsible for the request and the primary care provider.

13. Submit the request

Select "Submit Request". Docnote will create the request and notify the patient that a request has been created in their name. Once payment is received, the prescription will be automatically sent to the pharmacy.