How to Manage Pharmacies in ElderSuite

📝 Overview

Manage Pharmacies is the master list of pharmacies your adult day care center keeps on file in ElderSuite. Client records and medication records pick from this list, so pharmacy names and contact details stay consistent wherever staff choose a pharmacy.

Open it from Nursing Center → Related Activities → Manage Pharmacies. The same link is also available from Client Center → Related Activities. Either path opens the same list.

Nothing is typed on the list itself. Add, edit, and retire pharmacies in the Pharmacy Information window. For medication setup and the printed MAR, see Add Client Medications and Print the MAR and How to Use eMAR in ElderSuite. Treatment administration uses a related path on How to Use eTAR in ElderSuite. To start the client record that will use a pharmacy, see How to Add a Client in ElderSuite. ElderSuite supports adult day care documentation for centers nationwide.

⚙ How It Works

1. Open Manage Pharmacies

Open Nursing Center from the ElderSuite main menu and click Manage Pharmacies under Related Activities.

You can open the same window from Client Center → Related Activities → Manage Pharmacies. ElderSuite shows a brief waiting indicator, then opens Manage Pharmacies inside the main window.

2. The List Is Read-Only

Manage Pharmacies is a read-only list of pharmacies, sorted by name. Columns cannot be edited in place.

Every change is made in Pharmacy Information, which opens from the toolbar with Add New, Edit, or a double-click on a row. Close that window before you can use the list again.

To find a pharmacy in a long list, click the list and start typing the name. The highlight jumps to the match.

3. View: Active Hides Inactive Pharmacies

The View: dropdown on the toolbar starts on Active, so pharmacies marked Inactive are hidden.

If a pharmacy seems missing, check View: first. Switch to All when you need inactive pharmacies on the list.

4. Click Add New

To add a pharmacy that is not on file, click Add New on the toolbar.

Pharmacy Information opens in add mode with every field blank, Inactive unchecked, and Name: first in the form.

5. Enter the Pharmacy's Name and Contact Details

Type the pharmacy Name: exactly as you want it to appear. That name is what staff will pick on client records and medication records everywhere else in ElderSuite.

Then work down the form: Phone, Fax, and Email.

6. Enter the Physical Address

Enter the pharmacy's Physical Address: Address Line 1, Address Line 2, City, State, and ZIP.

7. Click Copy to Fill the Mailing Address

If the mailing address is the same as the physical address, click >> Copy >> between the two address blocks. The physical address is copied into the Mailing Address fields so you do not type it twice. If a mailing address is already there, ElderSuite asks Do you want to overwrite the current Mailing Address with the Physical Address?—answer Yes to replace it or No to leave it alone.

8. Click Save & Close

Click Save & Close on the Pharmacy Information toolbar.

The window closes and the new pharmacy is merged into the list, ready to pick on client records and medication records right away.

9. Highlight the Row, Then Click Edit

To review or correct a pharmacy, highlight the row and click Edit. Double-clicking the row does the same thing.

Correct a misspelled name or an old phone number here rather than adding a second pharmacy, so records that already reference it stay pointed at the right one.

10. Retire a Pharmacy by Checking Inactive

When a pharmacy is no longer used, do not delete it. A pharmacy that is already on a client record or a medication record cannot simply be removed.

Open the pharmacy, check Inactive at the top right of the window, just below the toolbar, then click Save & Close. The pharmacy drops out of the choices offered elsewhere, while every existing record that references it stays intact.

11. View: All Shows Inactive Pharmacies Too

To see inactive pharmacies again, set View: to All.

A narrow marker column on the left appears and shows which pharmacies are inactive. You can open one and clear Inactive if it comes back into use.

✅ Important Limitations

Manage Pharmacies is a read-only list. Names, contact details, and Inactive are changed only in Pharmacy Information.

There is no Delete button on the Manage Pharmacies toolbar. That is by design. The toolbar shows Add New, Edit, and View: only.

Name: is required. If it is blank or only spaces, Save & Close does nothing—no save, no close, and no message.

View: Active hides inactive pharmacies. Switch to All before assuming a pharmacy was never added.

A pharmacy named None is left out of this list on purpose.

Correct an existing pharmacy rather than creating a duplicate when the same pharmacy is already on file.

⚠ Prefer Inactive, Not Delete

When a pharmacy is no longer used, check Inactive and click Save & Close.

A pharmacy that is already on a client record or a medication record should stay on file as Inactive. That keeps history intact and drops the pharmacy from active selection lists.

💡 Need More Help?

For step-by-step assistance, click Ask Eddie from within ElderSuite.