Shepherd makes keeping track of refills—and making the appropriate charges—easy.

Using Shepherd, you’ll go through the following steps in order to accurately fill refills and charge the correct amount for them:

Note: in order to fill a prescription refill, the patient needs to have an active prescription. You can see our guides for writing prescriptions:

Requesting a Prescription Refill

Requesting a refill is done through the patient’s dashboard. To get to their dashboard:

  1. Click ‘Clients/Patients’

  2. Search for the patient or the client associated with the patient

  3. Click on the patient’s name

Once you’ve opened the client’s dashboard, click the prescription the patient needs a refill for (orange). This will take you to the specific prescription’s page.

Once that page is open, click the ‘Request Refill’ button to the right.

Note: if you don't want to immediately approve/edit the refill, clicking this button will populate the request on your clinic's dashboard. Here's how to complete the refill from that section.

Approving a Refill

After you’ve requested a refill, you’ll be able to immediately approve the refill (green). If you want, you'll also be able to:

  • Deny the refill (red)

  • Cancel the refill request (orange)

  • End all refills for the prescription (pink)

Once approved (or denied), you'll then be able to make the refill as 'complete.' If the refill was approved, this will automatically populate on an invoice.

Note: marking a denied refill as 'complete' finalizes the request, so you won't have to worry about having a ton of prescription requests that look like they're pending.

Approving refills in the Clinic Dashboard

If immediately approving a refill isn’t practical, clicking the ‘Request Refill’ button in the patient's dashboard will populate a request in the 'Rx Refill Requests' tab on your Shepherd dashboard.

To navigate to the dashboard, click ‘Dashboard.’ Then, to see the prescription refill requests, click on the ‘Rx Refill Requests’ tab.

On top of being able to see all requested and accepted refill requests in one place, you're also able to approve refills from this tab.

To approve a refill, click the down arrow to the left of the request. With the request field open, you’ll be able to:

  • Approve the refill

  • Deny the refill

  • Cancel the refill request

Tip: If you’re approving all the refills on the ‘Rx Refill Requests’ tab, there’s a ‘Select All’ box at the top (next to ‘Status’). You can also select specific requests to fill at the same time by clicking the box to the right of the arrow within each request.

When you’ve selected which refills you want to approve, an ‘Approve Refills’ button will appear in the top right corner of the screen.

Complete a Refill

Regardless of where you approve the refill, you’ll then see a button appear that says ‘Complete Refill.’ Clicking that button will automatically add the prescription to an invoice.

To see all invoices with a prescription refill charge:

  1. Click ‘Invoices’ on the left side Shepherd

  2. Select the ‘Rx Refills’ tab

This will have a list of all active invoices with approved prescription refills.

Take Payments for the Prescription Invoice

  1. Click the invoice you want to open

  2. Click ‘Take Payment’ at the bottom of the invoice

  3. Select the invoice you want to apply charges to

  4. Select the payment method

  5. Insert the payment amount

  6. Click the ‘Take Payment’ button at the bottom

Note: if you want more information about taking payments, check out our guide.

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