Refill Reminders

Refill Reminders in Compound Direct help you proactively notify customers before their supplies run out, ensuring uninterrupted treatment and improved adherence. This feature is integrated with communication preferences and templates to deliver timely, personalised messages via email and SMS.

Built to integrate seamlessly with your compounding workflow, refill reminders connect across different compounding stages to ensure accurate timing and consistent communication. By using existing customer data, prescription details, communication preferences, reminder rules, and templates, reminders are automatically aligned with how each prescription is prepared, dispensed, and managed, reducing manual checking and improving reliability.

Here’s what you can do with refill reminders:

• Automatically notify customers with their preferred communication channel so they can reorder on time and maintain continuity of care.
• Set lead times, choose templates, and control when reminders are sent, such as excluding non-working days and holidays.
• Manage reminders across drafts, dispensed records, and customer profiles to ensure a consistent and efficient workflow.

This guide walks you through setting up reminder rules, applying them to customers, dispensing with refill reminders, and managing notifications.

Configuring refill reminders in your workspace

1. Go to the ‘Settings’ page.

2. Click on the ‘Your workspace’ button.

3. Select the ‘Refill Reminders’ tab.

4. In the ‘Refill Reminders’ section, you may:

   1. Toggle ‘Enable Reminders toggle_on’ off to temporarily pause for the holidays or special trading hours.

   2. Enter the pharmacy-specific lead time to allow time for medication preparation before the patient receives the reminder.

   3. Select the default email/SMS template from the drop-down menu.

   • The default refill reminder template can be customised; see the Automatic Refill Reminder System: Stay ahead of patient refills with Compound Direct blog for more information.

   1. Tick ‘check_box Sun | Mon | Tue | Wed | Thu | Fri | Sat’ checkbox(es) to disable notification on the selected day(s).

   • You may exclude non-working days (e.g., Saturdays or Sundays). Holidays are not automatically excluded from notifications.

5. Once done, click on the ‘Save’ button.

Setting up refill reminders in a customer record

1. Go to a ‘Customer’ page and click ‘edit Edit’.

   • See the Customers guide for more information.

2. Select a communication preference from the drop-down menu if you intend to keep the refill reminders enabled for the selected customer.

   • This setting will also apply to other communications (e.g., orders) for the selected customer.

3. Untick the ‘check_box Reminders Enabled’ to prevent the selected customer from receiving reminders if desired.

   1. This setting is enabled by default if the ‘Enable Reminders toggle_on’ is left toggled on in ‘Your workspace’ settings.

4. Once done, click on the ‘Save’ button.

Setting refill reminders from a draft

1. Go to the ‘Drafts’ page.

2. Click on the ‘Create Draft’ button.

   1. Select a patient or ‘Create New Patient add’ from the search search bar.

   2. Enter the remaining prescription details as required.

   • See the Drafts guide for more information.

3. In the ‘Script Details’ section, tick the ‘check_box Reminder’ checkbox to set it up.

4. On the ‘Refill Reminder’ modal, you may:

   1. Enter the days supply or use the height buttons to adjust.

   2. Select a reminder preference from the drop-down menu.

      1. Select ‘Automatic’ to calculate the reminder date based on the Days Supply entered.

         1. Reminder In schedule days badge will indicate the number of days before the reminder is sent.

      • If the automatic reminder date falls on a disabled day, the system will look backwards and select the first available enabled date. For example, if the automatic reminder date falls on a Sunday, and both Saturday and Sunday are disabled, the reminder will be scheduled for the previous available day, Friday.
      1. Select ‘Specific Date’ to set a manual date for the reminder.

         1. Enter the reminder date in the field.

         2. Select the date directly from the ‘Calendar today’.

         3. Reminder In schedule days badge will indicate the number of days before the reminder is sent.

      • If the specific date entered falls under a disabled day, it will send the reminder on the next available date.

   3. Click on the ‘Default Refill Reminder launch’ button to view and edit the DEFAULT template.

      1. Once done, click on the ‘Save’ button.

   • Email and SMS notification details are based on the customer’s selected communication preference.

     1. If there are multiple available templates, you may click on the ‘Change template’ button to select a different email/SMS template from the drop-down menu.

        1. Click on the ‘View launch’ button to view and edit the selected template.

        2. Once done, click on the ‘Save’ button.

     • See the Email & SMS Templates guide for more information.

5. Once done, click on the ‘Done’ button.

Setting refill reminders from a dispensed record

1. Go to the ‘Dispensed’ page.

2. Select the desired ‘Dispensed Record’ from the list.

   • See the Finding a dispensed record tutorial for more information.

3. Click the ‘Set a Reminder’ button if no refill reminder is set.

   • An alert will appear if there are no repeats enabled during the drafts stage. A reminder for the selected dispensed record will continue to be sent even if a new prescription is received.

4. On the ‘Refill Reminder’ modal, you may:

   1. Enter the days supply or use the height buttons to adjust.

   2. Select a reminder preference from the drop-down menu.

      1. Select ‘Automatic’ to calculate the reminder date based on the Days Supply entered.

         1. Reminder In schedule days badge will indicate the number of days before the reminder is sent.

      • If the automatic reminder date falls on a disabled day, the system will look backwards and select the first available enabled date. For example, if the automatic reminder date falls on a Sunday, and both Saturday and Sunday are disabled, the reminder will be scheduled for the previous available day, Friday.
      1. Select ‘Specific Date’ to set a manual date for the reminder.

         1. Enter the reminder date in the field.

         2. Select the date directly from the ‘Calendar today’.

         3. Reminder In schedule days badge will indicate the number of days before the reminder is sent.

      • If the specific date entered falls under a disabled day, it will send the reminder on the next available date.

   3. Click on the ‘Default Refill Reminder launch’ button to view and edit the DEFAULT template.

      1. Once done, click on the ‘Save’ button.

   • Email and SMS notification details are based on the customer’s selected communication preference.
     1. If there are multiple available templates, you may click on the ‘Change template’ button to select a different email/SMS template from the drop-down menu.

        1. Click on the ‘View launch’ button to view and edit the selected template.

        2. Once done, click on the ‘Save’ button.

     • See the Email & SMS Templates guide for more information.
   1. Once done, click on the ‘Done’ button.
   2. To edit or disable an enabled refill reminder, you may:
      1. Click on the ‘Next Reminder Due edit’ button and edit as desired.
      2. Click on the ‘Disable’ button.

Managing refill reminders from a customer record

1. Go to the ‘Customers’ page.

   1. In the ‘Script History’ section, a alarm Refill Reminder symbol will appear under Status if the refill reminder has been set for a script.

   • See the blog on Navigating the customer page for more information.

2. Click on the ‘alarm Reminders Set’ / ‘No Reminders Set’ button or press r on your keyboard to view all reminders for the selected customer.

3. A list of all refill reminder records is displayed on this modal including their ID#, Item, Quantity, Date Dispensed, RPT, alarm icon, Days Supply, and Reminder Date.

4. To enable a refill reminder, click on the toggle_off switch under the alarm icon.

   1. On the ‘Refill Reminders’ modal, you may:

      1. Enter the days supply or use the height buttons to adjust.

      2. Select a reminder preference from the drop-down menu.

      3. Select ‘Automatic’ to calculate the reminder date based on the Days Supply entered.

         1. Reminder In schedule days badge will indicate the number of days before the reminder is sent.

      • If the automatic reminder date falls on a disabled day, the system will look backwards and select the first available enabled date. For example, if the automatic reminder date falls on a Sunday, and both Saturday and Sunday are disabled, the reminder will be scheduled for the previous available day, Friday.
      1. Select ‘Specific Date’ to set a manual date for the reminder.

         1. Enter the reminder date in the field.

         2. Select directly from the ‘Calendar today’.

         3. Reminder In schedule days badge will indicate the number of days before the reminder is sent.

      • If the specific date entered falls under a disabled day, it will send the reminder on the next available date.

   2. Click on the ‘Default Refill Reminder launch’ button to view and edit the DEFAULT template.

      1. Once done, click on the ‘Save’ button.

   • Email and SMS notification details are based on the customer’s selected communication preference.
   1. If there are multiple available templates, you may click on the ‘Change template’ button to select a different email/SMS template from the drop-down menu.

      1. Click on the ‘View launch’ button to view and edit the selected template.

      2. Once done, click on the ‘Save’ button.

   • See the Email & SMS Templates guide for more information.
   1. Once done, click on the ‘Done’ button.

5. To disable, toggle the toggle_on switch off under the alarm icon.

   1. To edit a refill reminder, click on the edit icon under Days Supply or Reminder Date, and edit as desired.
   2. Once done, click on the ‘Save’ button.

6. To resend a FAILED or check_circle SENT reminder, click on the refresh icon.

Viewing refill reminders reports

1. Go to the ‘Settings’ page.
2. Click on the ‘Reports’ button, then select ‘Refill reminders’.
3. A list of all refill reminder records is displayed including their ID#, Customer, Date Dispensed, Item, Quantity, RPT, Days Supply, Reminder Date, and Status.
4. To filter refill reminder records, you may either:
   1. Enter a date range to narrow down the list.
   2. Click directly from the ‘Calendar today’.
   3. Select from the available date ranges: ‘Last 30 / 60 days’ | ‘Last / This Month’ | ‘Next 30 days / Month’.
   4. Click on the ‘sort Sort By’ and select ‘radio_button_unchecked Date Scheduled (newest / oldest first)’, ‘radio_button_checked Date Dispensed (newest / oldest first)’, or ‘radio_button_unchecked Date Sent (newest / oldest first)’.
   5. Select from the ‘Tabs’ to filter the report by status: ‘All’
      Refill reminders with a REPEAT DRAFTED status indicate that the dispensed record already has its next repeat drafted. While refill reminders with a schedule SCHEDULED status indicate that the reminder is queued and will be sent at a specified time. The SENT status confirms that the reminder has been successfully delivered to the patient, while the FAILED status indicates that the reminder could not be sent due to an error or delivery issue.
      | ‘Scheduled’
      Refill reminders with a schedule SCHEDULED status indicate that the reminder is queued and will be sent at a specified time.
      | ‘Sent’
      Refill reminders with a SENT status confirm that the reminder has been successfully delivered to the patient.
      | ‘Failed’
      Refill reminders with a FAILED status indicate that the reminder could not be sent due to an error or delivery issue.
      .