CaraSolva: Adding a New Individual

When a new individual is welcomed into one of our locations, they must also be entered into CaraSolva so we can begin documenting their medication administration. As a Program Specialist, QDDP, or Program Administrator, you will work with The Medicine Shoppe to onboard the new individual. There are several steps to this process:

Location Information

Start by checking to see if the individual's location is listed within CaraSolva. If not, please Submit a Request asking that one be added. The CRSI locator code must exist in CaraSolva first, or the rest of the process will fail. Once the location exists within CaraSolva, it's time to start the work to onboard them with the pharmacy.

Pharmacy Onboarding

Start by collecting the following documents:

• Face Sheet – Must include name, address (include the CRSI locator code), phone number, date of birth, gender, allergies, diagnoses, and social security number.
• Insurance Cards – Copy any insurance cards (Medicare, Medicaid, etc.) both front and back.
• Prescriptions – A list of all medications, including any over-the-counter medicines.
• Medication Count – A count of all medications in the home, along with the date it was counted.
• Physician Orders – A copy of up-to-date orders from their current provider (if applicable).
• Facility Contact Info – The location's name, phone number, and the DSM and PS/Q's contact info.

Once you have these items, use the link below to download a copy of The Medicine Shoppe's onboarding paperwork. Fill everything in, print them, and get them physically signed (no electronic signatures, please).

Compile the onboarding paperwork with the above documents and fax everything to The Medicine Shoppe at 937-653-5894.

The Medicine Shop can take 1-3 days to enter the new individual into the system once they have all the necessary documentation.

Accepting into CaraSolva

Once The Medicine Shoppe enters an individual into the system, the new individual will automatically appear inside CaraSolva under Clients Waiting. Here is how that is done:

1. Log into CaraSolva and be sure you're on the Landing Page. Click the Landing Page link in the top right to be sure you're in the correct spot.
   
2. Expand Clients Waiting and click on a location.
   
3. Find your individual in the list and click the Match next to the record you want to import.
   
4. A Pop-up window will open with details of the record you are viewing. If the data looks correct, click ACCEPT.
   • If an individual already exists in our database with the same name and/or social security number, you will see an additional option to click a radio button next to that person's name. Only select the radio button if you are confident the record you are bringing in is the same individual as the one already in CaraSolva.
   • If the data is not correct, click CLOSE and contact The Medicine Shoppe at 937-653-3914 to request they resend with the corrected information.
   • Click REJECT if a client will no longer be listed under CRSI, now or in the future. Rejecting this record will clear all information for this individual from the system.
   • IMPORTANT: Rejected demographics are removed permanently from client searches. If you need to re-activate them, Submit a Request so we can contact CaraSolva for assistance.
5. Click the Refresh button, or log off and then back on again. (This rebuilds the Left Menu so you may see the new client in the Front Office.)

The new client is now ready, and you can go ahead and accept their medication records in Pharmacy Waiting.