Formulary

Your Formulary is the catalog prescribers browse when building a prescription. Only Live items appear in the prescriber portal.

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Formulary structure

The formulary is organized into:

• Categories — group compounds for browsing (for example, Hormone Therapy, Dermatology). Each category can have a default expected turnaround. A formula can belong to more than one category.
• Items — individual compounds with an optional Display name, strength options, ingredients, Default Pharmacy Instructions, availability, and pricing hints
• Libraries — optional collections for multi-line catalogs (access via Formulary → Libraries)

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Live, hidden, and archived

Each formula has a visibility state: Use the Live / Hidden switch on each formula card to toggle prescriber visibility. To remove an item from the active catalog without deleting it, choose Archive from the item menu. Archived formulas can be Restored to make them live again.

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Permanently delete a formula

Owners can permanently delete a formula from the formula edit page. Open the formula, scroll to Delete formula, and confirm with Delete permanently. Past orders keep their submitted prescription details. This cannot be undone — use Archive when you may need the formula again. From View archived, you can also Delete an archived formula from the card menu, or use Bulk edit → Delete selected to permanently remove several archived formulas at once.

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Adding and editing items

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Formulary builder

Click Add item on the formulary page to open the dedicated builder. Use it to configure:

• Scheduled substance — required. Choose None or Schedule II–V before you can save
• Categories — select at least one. Lead time follows the first selected category in your category order unless you set a compound override
• Dosage form and base — choose a dosage form (for example Capsule, Cream, Lotion, Drops, Lozenge, Topical gel, Solution, Powder) and a Base / vehicle, including No base when the formula has no vehicle
• Formula name (PMS) and an optional Display name (shown to prescribers). Leave the display name blank to show prescribers the formula name. A PMS import updates the formula name. A display name you already set stays as you wrote it
• Strengths, ingredients, Default Pharmacy Instructions, Patient price, Doctor pay, availability, and lead time

Strength fields accept decimals. Prescribers pick from the strengths you list or, when you allow a custom strength, enter any amount in the same unit, decimals included. Default Pharmacy Instructions are the directions prescribers start from. In this section you set Amount, Method, Site / route, and Frequency. Prescribers see the resulting instructions. They do not edit those four fields. A prescriber can replace the instructions with custom text on a prescription. When they do, the order shows a Custom prescriber instructions flag and keeps your default beside the text that was sent. The builder includes a prescriber preview so you can see how the item will appear in the portal before you publish. To edit an existing item, open it from the formulary list — the same builder opens with the item’s current configuration. PioneerRx pharmacies can also load formulas from a worksheet under Settings → PMS Connections → Import formulary.

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Bulk edit

Owners can update many formulas at once: Add category adds a category to each selected formula without removing existing ones.

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Doctor pay

Prescribers see a Doctor pay price only when all three of these allow it:

1. Formula — turn on Doctor pay in the formulary builder (or bulk edit) and set Doctor pay price
2. Category — keep Doctor pay visibility on in Manage categories for categories that should show it
3. Prescriber — keep Doctor pay visibility on for that provider (Manage → Edit or prescriber bulk edit)

When any layer is off, the doctor pay amount is hidden from that prescriber. Formula cards show Doctor pay $X.XX when the formula enables it.

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Availability

Control whether compounds and individual strengths are orderable:

• In stock — compound is readily available
• Made to order — compound is prepared on demand

At the strength level you can also set Unavailable or Backordered. Unavailable and backordered strengths are disabled for prescribers. Open Manage availability on a formula card (or Availability from the actions menu) to set compound-level availability and per-strength overrides. When some strengths are unavailable, the card shows a some strengths unavailable hint.

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Expected turnaround (lead time)

Prescribers see an Expected turnaround label on compounds and strengths. Lead time resolves in this order:

1. Category default — for multi-category formulas, the first selected category in your category order
2. Compound override — set on the formula in the builder (or via bulk edit)
3. Per-strength override — set on individual ingredients in the builder

Options include Same day, Next day, 2 days, 3 days, 4 days, and Special order. When strength affects turnaround, prescribers see a warning that lead time may vary. See Settings → Fulfilment Details for how turnaround feeds into order estimated ready dates.

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Controlled substances

Every formula requires a Scheduled substance choice before you can save: None, Schedule II, Schedule III, Schedule IV, or Schedule V. OttoRx cannot send electronic prescriptions for Schedule II–V drugs. When a formula is scheduled:

1. Set Scheduled substance to the correct schedule in the formula builder
2. Prescribers see a Prescription request · Schedule badge and send a prescription request — not an e-prescription
3. Your pharmacy calls the prescriber for a lawful Rx before compounding

When saving a formula whose ingredients match the DEA controlled-substance list, OttoRx prompts you to either enable the scheduled tag or attest that the formula is not a controlled substance. There is no silent skip — every decision is logged.

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Attestations

View the audit log at Formulary → Attestations. The log records who tagged a formula as scheduled, who confirmed a DEA match was not controlled, and when each action occurred.

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Ingredients and allergy matching

List active ingredients on each formulary item. OttoRx uses these for allergy warnings in the prescriber portal. When a patient’s recorded allergy matches an ingredient or drug class, Allergy match appears on the order line as soon as the prescriber adds the medication. Review shows Matches patient allergy. OttoRx asks them to confirm once before the order is sent.

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Libraries

Use Formulary → Libraries when you maintain separate product lines or want to version catalog sets. Libraries help organize large catalogs without cluttering the main formulary view.