Documentation Index
Fetch the complete documentation index at: https://help.pharmatools.ca/llms.txt
Use this file to discover all available pages before exploring further.
This guide is for dispensing pharmacies (senders) — the pharmacy that receives the original prescription and sends it to a central fill pharmacy for compounding.
Navigating to Central Fill
There are three ways to access the Central Fill module:Dashboard Widget
The Central Fill Status panel on the right side of your Dashboard shows your most recent pending orders at a glance. Click View All to see the full list.
Side Navigation
Click the mortar and pestle icon in the left sidebar to open the Compounding module. Expand Central Fill to access all sub-pages.
Top Bar
The Create Order button is always visible in the top navigation bar, regardless of what page you are currently on.
Creating an Order
Navigate to Compounding → Central Fill → Create An Order, or click Create Order in the top bar.Select Central Fill Pharmacy
Choose the central fill pharmacy you are sending this order to from the dropdown.
Only pharmacies you have an active connection with will appear here. If your intended pharmacy is missing, go to Manage Connections first.
Enter Patient's Full Name
Enter the patient’s full legal name exactly as it appears on the prescription.
Upload Processed RX
Attach a screenshot or export of the mixture profile from your pharmacy management system (PPMS). This gives the central fill pharmacy the dispensing details they need to prepare the compound.
Select Refill Type
This field is dynamic — your selection determines what additional fields appear.
Yes — refill with unchanged quantity
Yes — refill with unchanged quantity
No additional fields are required. You can proceed directly to the remaining fields and submit.
No — different quantity
No — different quantity
An Enter New Quantity Requested field will appear. Enter the updated quantity. This will be flagged for the central fill pharmacy’s attention.
No — new prescription
No — new prescription
An Upload Image of Original Prescription field will appear. Attach a photo or scan of the original prescription received at your dispensing pharmacy.
LOT# (if applicable)
If this order is tied to a specific lot number (e.g. a refill of a previously compounded batch), enter it here. Leave blank if not applicable.
Optional Notes
Add any instructions or context outside the standard fields — for example, special handling requests, patient allergy flags, or urgency notes.
Sender's Initials
Enter the initials of the staff member submitting this order. This is used for accountability and tracking purposes.
Tracking Your Orders
Active Orders
Navigate to Compounding → Central Fill → View Orders to see all orders that are not yet archived.| Column | Description |
|---|---|
| Date | Date and time the order was submitted |
| Pharmacy | The central fill pharmacy the order was sent to |
| Patient | Patient’s full name |
| Initials | Staff member who submitted the order |
| Status | Current order status (see below) |
| Actions | Click View to open full order details |
Order Statuses
Viewing Order Details
Click View on any order to open its detail page. You will see:- All the information you submitted at the time of the order
- A Receiver Details section populated by the central fill pharmacy — this may include notes, modifications, or additional information they have added while processing the order
Past Orders
Orders are automatically moved to View Past Orders one day after their status changes to Completed. This keeps your active list focused on in-progress work while preserving a full history for reference and compliance.
Managing Connections
Before you can send an order, your pharmacy must be connected to the central fill pharmacy through PharmaTools. Navigate to Compounding → Central Fill → Manage Connections to view, add, or remove connections.Quick Reference
Create a new order
Top bar → Create Order, or Compounding → Central Fill → Create An Order
Check pending orders
Dashboard → Central Fill Status widget, or Compounding → Central Fill → View Orders
View archived orders
Compounding → Central Fill → View Past Orders
Add a connection
Compounding → Central Fill → Manage Connections