Frequently Asked Questions

What type of equipment does Vanguard Pharmacy provide?



• Answer: Medication carts both standard and furniture type, attached sharps container, cup dispenser, pull out shelf, fax machines, policy & procedure book, and necessary forms.

What type of medication delivery systems does Vanguard Pharmacy provide?



• Answer: 1. Color-coded bubble 31 day 2. Non color-coded bubble 31 day 3. Opus color-coded cassettes 31 day 4. Opus color-coded cassettes 14 day. Optipak 14 days system.

Will Vanguard Pharmacy have a daily delivery?



• Answer: Yes

Can I get medication on an emergency (STAT) basis from Vanguard Pharmacy?



• Answer: Yes, emergency medication is provided through Walgeens and is delivered to your facility with no additional fee added to the resident's bill.

Can Vanguard Pharmacy provide custom MOR's?



• Answer: Yes, we will gladly add information that could include physician name, phone number, diagnosis, allergies, Medicaid number, Medicare number, and other information as requested.

Can Vanguard Pharmacy provide incontinent supplies?



• Answer: Yes, all incontinent supplies are provided at a bulk rate, saving the resident money.

What type of orientation does Vanguard Pharmacy provide to our staff?



• Answer: We believe orientation is a critical part of any new system that is being implemented. Vanguard provides a medication in-service covering all aspects of operations and policy and procedure.

Can you assist us with state mandated education?



• Answer: Yes, Vanguard Pharmacy offers courses on all state required education, a new program providing risk management on falls, medications, wandering, nutrition, and bladder control. In addition to we provide staff, resident, family, and community education.

Do you also provide on-line education programs?



• Answer: Yes, Vanguard now offers both contact hours and CEU's on-line. There are over 25 programs available to your facility.

Do I have to Answer all the billing questions for my residents?



• Answer: No, customer service comes first at Vanguard Pharmacy. Vanguard assigns a dedicated billing specialist. All questions can be answered through our toll free number 1-877-739-9974.

Who will my primary contact be?



• Answer: Your facility will be assigned a pharmacy technician, and a pharmacist is available 24-7-365 to answer all pharmacy-related questions.

How does a resident sign up to use Vanguard Pharmacy?



• Answer: Each resident will be sent a welcome letter from Vanguard and an account application in the mail. It should be completed by the resident and returned in a self -addressed envelope provided by the pharmacy. A follow-up call to the resident regarding the application will take place as a reminder. In addition Vanguard schedules a meeting with each facility and their residents to discuss concerns and answer any questions that may arise re: cost, insurance, and delivery.

What types of insurance plans do you accept?



• Answer: Most major insurance plans are accepted.

Does Vanguard have a program to eliminate errors on the monthly MOR's?



• Answer: Yes, a plain paper copy is sent to the facility each month for review and changes. After the changes are made a clean copy of the MOR's is returned to the facility on or before the first of the month.

Are Medicare items covered?



• Answer: Yes, all Medicare covered items can be billed by Vanguard.

Can Vanguard supply over the counter items?



• Answer: Yes

Are you able to generate a physician's order form?



• Answer: Yes

Has anyone on the Vanguard staff become a licensed ALF administrator?



• Answer: Yes, we feel it is important to know every aspect of the ALF business that is why we send key employees to core training.

Will Vanguard Pharmacy participate in events we hold at the facility?



• Answer: Yes, we are happy to attend most events like family night, lectures, and health fairs.

What types of things does the pharmacy do to ensure safety?



• Answer: We monitor residents for allergies, interactions, and duplications of medications. Medications are checked three times before they leave the pharmacy. This insures quality control. Prudent use of generic medications and less expensive alternatives is considered by Vanguard Pharmacy. Risk management in medication is also provided to the facility, as well as medication training free of charge.

Do you have a routine follow-up with the facility?



• Answer: Yes, Vanguard is proud of our reputation for putting the customer first in every area of the operation. We feel that this attitude is one of the most important contributors to our success and to the care of the customers we serve. We look forward to being teammates with the staff, so we can provide excellent care to the residents you serve.

Quick tips

The following shall serve as a guide to help with your medication ordering. If you have any questions or need further explanation, please contact our Customer Service Department or your Pharmacy Care Representative.

Standard Ordering Process:

• Please fax all medication orders to Vanguard prior to our 3pm cutoff to receive them in the same day's delivery.
• All medications ordered after the 3pm cutoff will be sent the following business day, unless the facility indicates that the order is needed the same day.
• Attempt to fax all new admission paperwork/signed credit application/insurance cards prior to the family members departure to ensure medications will arrive promptly.

  Refills:

• Order all refills 5 days in advance.

  Stats:

• An after hours Pharmacist is available to you in the event of a medication emergency.
• Please attempt to make all pharmacy inquires during our normal business hours
  Monday - Friday 9am - 6 pm, Saturday 9am - 2pm

  Medication Observation Records (MOR):

• MOR corrections should be returned to Vanguard by the 23rd of each month.

  Cycle Medications:

• Your cycle medications will arrive on or prior to the start date.
• Medications that are "order only" will not be included in your monthly cycle.
• Please check your cycle to ensure all medications have been received.
• Fax your list of any missing cycle medications to the pharmacy to ensure prompt delivery before the start of your cycle.
• Do not start your new monthly cycle until you have finished the previous cycle's meds.

  Use Patient Supply:

• "Use Patient Supply" appears on the MOR in the directions of a medication when the facility has notified the pharmacy that the resident will be utilizing an existing supply of this medication.
• A week before the patient's supply is depleted, notify the pharmacy to begin sending the medication. This will not automatically be sent in your cycle.

  Supplied Elsewhere:

• "Supplied Elsewhere" appears on the MOR in the directions of a medication when the facility has notified the pharmacy that the resident will get this medication from another source (for example, mail order, VA, etc). This will not be sent in your cycle.

  PRN (as needed):

• All PRN medications will not be sent as part of your medication cycle.
• As with refills, order all PRN medications 5 days in advance.

  Order Only (does not cycle):

• Medication's that are "Order Only" will not be included in your monthly cycle.
• These medications will have (order only) on the MOR in the directions.
• On the MOR, only medication with a "C" next to the medication name will be included in your cycle.
• As with refills and PRN medications, requests for "order only" medications should be sent 5 days in advance.

  Prior authorization required:

• The prescribed medication requires approval through the resident's insurance company.
• The medication will have "Don't Send Prior Auth Reqd" in the directions on the Medication Observation Record.

  No "Over-the-Counter" (% in the resident's name):

• A % appears in the name of all residents where we have been instructed not to send over the counter medications (OTC's).
• The resident's insurance will not pay for OTC medications and we have been notified that there are no funds available to pay for them. This could be a result of the family's request, insurance coverage, or non-payment. Contact the pharmacy to make payment arrangements if the medication is needed.

  Past Due on Account ($ next to patient name):

• The resident's account is over 60 days past due.
• No medications will be sent until payment arrangements are made.

  Discharges and Hospitalization:

• Please notify Vanguard of all discharges and hospitalizations (including death).
• Utilize our Weekly Census Report sent out to you each Wednesday to notify the pharmacy.

  Returns:

• All discontinued items should be destroyed at the facility or returned to the family member, unless the facility has a limited assisted living pharmacy permit.
• All medications returned for credit must be accompanied by a Medication Disposition Form (MDF).
• Any medication refused upon delivery will not require a MDF form.

  Medication Owed:

• A partial supply was sent and was indicated by a "1 of 2" sticker on the package. The remaining quantity will be sent out when obtained with a "2 of 2" sticker.

  Medication Cart Maintenance:

• Vanguard recommends that you check the medications routinely for expiration dates and proper labeling.

  Fax Machine:

• Make sure the fax has transmitted to Vanguard properly by verifying on the confirmation page indicating it was received by the correct party.
• Please clean your fax machine routinely. Black lines begin to occur from so much use making it difficult to read faxes. Use an alcohol pad to wipe the roller bar clean at least every other week.

905 Manatee Avenue East, Bradenton, Florida 34208
Phone: 941-739-9974 * Toll Free: 877-739-9974 * Fax: 941-757-0586
Email: Info@Vanguardrx.com