Prescription Labels - Time Saving Tips and Tricks

Owned by Amy Blanchard
Last updated: Sept 17, 2020

Applies to: DVMAX v7.0.12 and higher

Purpose: This document will cover different prescription label settings and features that will help staff use DVMAX more efficiently.


Auto-Display Prescription Label Dialog

When this setting is checked, the prescription label dialog box will automatically display any time an Rx label item is added to the patient history or invoice. (You must be logged in as the Administrator user to change this setting)

  • From the Section pull-down, choose System Constants
  • Click the Invoice Settings tab
  • Under the Processing & Printing Settings heading, check off Auto-display Rx Label Printing Dialog (second column of options)
  • Click OK to close the window. Note: Other workstations must be restarted for the setting to take effect

Which Items are Prescription Label Items?

Any inventory item in DVMAX can have a prescription label generated, with the proper setting selected. The steps below outline how to choose which items will generate the prescription label dialog box. (You must be logged in as a user that has access to Inventory Management to change this setting).

  • From the Section pull-down, choose Inventory Management
  • Search for Inventory Items 
  • Locate the inventory item for which a prescription label should be generated. Double-click on the item.
  • Click the Pharmacy Details tab
  • Under the Rx/Schedule heading, check off Rx Label Item (Uncheck this box if you no longer want users to be prompted to print a label)

(info) TIP: This setting can also be applied to a group of items

  • From the Section pull-down, choose Inventory Management
  • Search for Inventory Items 
  • Locate the group of inventory items for which a prescription label should be generated. (For example: search by item code Rx to get a list of all inventory items with a code starting with Rx)
  • Highlight the list of items to which you apply this setting
  • From the Inventory Items pull-down, choose Change Item Settings...
  • Check off Rx Item and click Set
  • Click OK to close the window.

Default Label Directions

If you have a prescription items that always has the same label directions, a default set of directions can be configured. (Example: Monthly oral heartworm preventative may have default label directions of: Give one tablet, by mouth, every 30 days. (You must be logged in as a user that has access to Inventory Management to change this setting).

  • From the Section pull-down, choose Inventory Management
  • Search for Inventory Items 
  • Locate the inventory item for which default label directions will be created. Double-click on the item.
  • Click the Pharmacy Details tab
  • Under the Label Information heading, enter the default label directions. These directions will appear in the Prescription label dialog box every time a user opens the dialog box for this item. (The directions can be edited as needed for a specific label).
  • Default Dispensing Qty: is the default number of dispensing units to be dispensed
  • Reconstitute exp. (days): is the default number of days to use to determine an expiration date for this item. This is most commonly used with a medication that is reconstituted at the practice and then sent home with the owner. (Keep in mind if a second bottle, which has not yet been reconstituted is also being sent home, the same default number of days will be used for the second label).

Rx Directions

DVMAX allows the use of pre-configured shortcuts to enter label directions. (You must be logged in as a user that has access to Inventory Management to change this setting).

  • From the Section pull-down, choose Inventory Management
  • Search for Rx Directions
  • Click All Records to see the list of items already in the system.
  • Double-click on an entry to edit
  • Click Add New to add a new item
    • Direction Code is the code the user will enter on the label (Example: 1tabbid)
    • Description is the description of the code (Example: One tablet twice daily)
    • Directions are the directions that will be added to the label when the user enters the code. (Example: Give 1 tablet, by mouth, every 12 hours)

Using the Rx Directions on a label

  • Add a prescription label item to the patient history or invoice
  • The prescription dialog box will open
  • In the Dir: field enter 1tabbid followed by the Tab key
  • The directions 'Give 1 tablet, by mouth, every 12 hours' will display in the box

Prescription Refills

Prescription refills are an easy way to generate prescription labels for items that can be refilled for a patient. 

Generating Refills
  • Add a prescription label item to the patient history or invoice
  • The prescription dialog box opens
  • Enter all necessary information
  • There is a Refills: field in the upper right-hand area of the dialog box (next to or under the quantity field depending on version) . Enter the number of refills allowed for this patient.
  • Refill Expiry Date: this is the date by which all refills need to be dispensed. The prescription will no longer be able to be refilled after this date.
  • Click OK & Print to generate the initial label for the prescription. (The number of refills available will print on the label).
Refilling Items
  • Open the patient General Information
  • Next to the Primary Provider field, there is a Refill Rx button. This button will be active (black) if there are refills available for the patient. This button will be inactive (gray) if there are not refills available.
  • Click the Refill Rx button to view a list of items available to be refilled.
  • Highlight an item to Dismiss or Refill the item
    • Dismiss will remove all remaining refills
    • Refill will open the prescription label dialog box and deduct one refill from the number of remaining. NOTE: Users are unable to change the label directions for prescription refills.

Changing Label Fonts

Starting in DVMAX v8.6, there is a setting that enables changing the font on the prescription label when using driver-based label printing (such as the Dymo 450 Turbo). You must be logged in as a user who has access to System Constants to make this change.

  • While holding down the shift key, choose Section and System Constants
  • Read the alert message carefully and click I Understand **Note: Making changes in this Advanced Setting area will affect overall functioning or performance of DVMAX. Changes should not be made to settings other than those directed by DVMAX Support.
  • In the bottom of the window filter for the word label
  • You will need to change the setting that corresponds to the label font settings
    • labels.driverPrinting.mac.font.rx or labels.driverPrinting.win.font.rx will change the font on the prescription label
    • labels.driverPrinting.mac.font or labels.driverPrinting.win.font will change the font on address or custom labels
  • There are a large number of font options available based on the font library installed with your Dymo printer. Suggested font to try might be Arial.
  • Click the red X in the upper corner of the window to close this box. BE SURE NOT TO CLICK RESET TO DEFAULTS

Clinic Information

  • The clinic address that prints on pharmacy labels is pulled from practice preferences in default constants of system constants.
  • The clinic name that prints on the pharmacy label is pulled from an Advanced Setting. To edit this setting, you must be logged in as a user who has access to System Constants to make this change.
    • While holding down the shift key, choose Section and System Constants
    • Read the alert message carefully and click I Understand **Note: Making changes in this Advanced Setting area will affect overall functioning or performance of DVMAX. Changes should not be made to settings other than those directed by DVMAX Support.
    • In the bottom of the window filter for the word label
    • Locate the setting labels.practiceName 
    • Edit the name here to change what's printed on the prescription labels
    • Click the red X in the upper corner of the window to close this box. BE SURE NOT TO CLICK RESET TO DEFAULTS