Florida BioTrack: Retail POS User Guide

Key Points to Remember

• Any user completing or modifying (void/return) a retail sale must be registered with the MMUR
• Once Flourish is integrated with BioTrack STS, MMUR access is READ ONLY. There is NO manual dispensation outside of the Point of Sale.
• Dispensation happens through the BioTrack STS. Flourish submits the sale to BioTrack, and BioTrack submits the data to the MMUR.
• BioTrack dispenses against the MMUR using the "BioTrack Med Usable Weight" field. The lab populates this data point during testing. Flourish syncs the data into the system with the COA. You can view this data using Flourish's analytics module.
  • Report: BioTrack Inventory Details for MMUR Dispensation
• All retail sales are validated prior to checkout. If a user leaves the cart, Flourish will prompt to re-validate at check out.

Customer Creation

The following data is required to create a "valid" customer to sell to:

• First Name
• Last Name
• Date of Birth
• State Registry ID: Florida Medical Card Number
• State Registry ID State: Florida
• State Registry ID Expiration: Put this in
  • NOTE: Flourish will populate and update this using data from BioTrack going forward

Shopping

Scan inventory to the cart.

View Registry Information

Click the "View State Registry" text at the top of the cart to see open orders, routes, and available milligrams/ounces.

Add a Caregiver

1. Click "Add Caregiver" at the top of the cart

1. Flourish will query BioTrack and retrieve the list of eligible caregivers. Choose the correct one, if required.

1. Observe the Caregiver once selected. Modify if needed.

Validate the Cart

Click "Validate" to check out. Click "Proceed" and proceed to "Pay" if the validation succeeds.

Sync Status

Observe the BioTrack Sale ID in the sales history to see that an order successfully synced to the state system. There is also a confirmation message that will appear at checkout.

Exception Handling

Returns, Restocks, and voids

Refer to this guide: Florida Biotrack Retail Returns, Restocks, and Voids - Flourish Software

Validation and Payment Errors

Validation and Re-validation

• To ensure you are within the dispensation limits, click "Validate" or "Re-validate" every time the cart loads. You can't proceed without validation.
• If the validation is within limits, click "Proceed with MMUR Auto dispensation."
• If you cannot proceed due to an issue, click "Reset Validation." This action clears the screen and allows you to fix any issues before you validate again.

Pay

Click 'Pay' to record payment. In case of a 100% discount - click "Complete Purchase."

When submitting the payment that will cover the full price of the purchase:

Flourish Software will:

1. Dispense the quantity to the state registry.
2. Update the quantity of the packages in BioTrack.
3. Process the Payment.
   Here is how it looks while the system is dispensing the quantity and processing the payment:

Exceptions

Consecutive Dispensation

When The state registry finds a duplicate dispensation within ten minutes, it will prompt this warning:

From here, you can:

• 'Cancel' will allow you to wait ten minutes and try again.
• 'Retry' - will dispense the quantity and complete the purchase. You won't need to wait ten minutes; 'Retry' will push the dispensation.

Payment failed

For example, the card transaction was declined, or the Point of Banking transaction failed.

You can:

• Retry to submit the payment using the same method.
• Record any other kind of payment and submit payment.
• Go back to the cart and do the following:
  • ​If no changes are needed, you can return to the payment screen and try again
  • Go Back to the Cart
  • Edit the cart, if needed
  • Cancel the purchase (after voiding any partial payments that were successful)
  • Send to Shopping - If you send a purchase that was already dispensed back to the Shopping queue and edit the cart to change order lines or allocations, you will get the same alert that the order has been dispensed. You need to either click "Edit Cart" to void the sale in BioTrack or 'Dismiss' and pay.

Pay Again

If you return to the cart, click 'Pay' and re-record the payment.

After you click 'Pay,' Flourish Software will not dispense the quantity to the state registry again.

Go Back to the Cart

If you return to the cart, you can adjust discounts and/or click the 'Pay' button to record a payment.

Clicking "Re-validate" is unnecessary because the quantity has already been dispensed. If you try to Re-validate, you will see this orange message "Dispensation for this purchase have already been recorded in BioTrack":

Revalidation is required when you edit the cart, as shown next.

Edit the Cart

If you try to edit the cart, you will see this message:

Since the quantity is already dispensed, if you want to edit that cart, you have to click "Edit Cart".

Clicking this button will do the following:

1. Remove the Dispensed quantity to the state registry
2. Update the quantity of the packages in BioTrack

After clicking the button, note the BioTrack ID disappears, and you can edit the cart, revalidate, and proceed.

Click 'Dismiss' to get back to the other option above.

Void and Cancel the Purchase

Void any previous successful payments. Note that failed payments do not need to be voided.

If the order has already synced to BioTrack, successfully voiding a payment will:

1. Undo the dispensation to the state registry
2. Restore the quantity of the allocated packages in BioTrack
3. Update the total paid on the order to reflect the voided payment

If the order has not yet synced to BioTrack, steps 1 and 2 will be skipped.

After voiding payments as needed, cancel the purchase by clicking "Cancel Sale" and confirming the cancellation:

Cancelling the purchase will:

1. Undo the dispensation to the state registry (if not already handled by the payment transaction void)
2. Restore the quantity of the allocated packages in BioTrack
3. Update the status of the order to Cancelled