Counter Guide
Getting started with Refillops
Refillops is a pharmacy workflow workspace, not a dispensing system. This guide walks a new pharmacy team from sign-up to clearing the first blocked prescription.
When to use this
- First day setting up Refillops for a new pharmacy.
- Bringing a new location onto an existing Refillops account.
- Onboarding a new pharmacist or technician to the workspace.
Step by step
- 1
Create your organization
From Settings → Organization, name your pharmacy business and confirm the time zone you operate the counter in. This sets the day boundary for your Pharmacy Brief.
- 2
Add your first location
Add the physical pharmacy address, NCPDP/NPI references, and primary phone. Each location has its own Blocked Queue and Inventory Watch view.
- 3
Invite your team
From Settings → Team, send invites by email and assign a role — Owner, Admin, Pharmacist, Technician, Billing, or Viewer. See the Team & roles guide for what each role can do.
- 4
Create your first prescription issue
Open Blocked Queue → New issue. Pick the blocker type (claim rejected, prior auth required, waiting on prescriber, inventory delay, patient action needed) and the patient reference. Write a one-line next action.
- 5
Try the optional sample workflow
From Settings → Data, click ‘Load sample workflow’ to import a small set of realistic-looking issues so the team can practice triage without using real patient data.
- 6
Review the Pharmacy Brief
Open Pharmacy Brief in the sidebar. The brief summarises the day’s open issues by type, age, and owner. Use it as the morning huddle screen.
Common mistakes
- Inviting the whole team as Admins. Use the smallest role that lets each person do their job.
- Skipping the location step — Blocked Queue counters look empty until at least one location exists.
- Loading the sample workflow into a production-looking environment and forgetting to clear it before going live.
Safety & trust
Refillops stores workflow context, not the legal dispensing record. Always reconcile final dispense actions in your pharmacy management system.
Still need help?
Contact Refillops support and we’ll get back to you.