VANTRO tool
Dispensing Timeline Generator
Upload multiple pharmacy Patient History Reports, automatically generate one ascending 21/50-day dispensing forecast for all patients for the next 12 months, with automatic future cycles and download it as a PDF.
Patient file numbers
Upload your Patient Data export and Script on File report. File numbers are matched by first and last name and included in dispensing timelines and PDFs.
View E patients and resolve duplicate file numbers
| Patient | File number / location | Match status | Choose a duplicate match |
|---|
Re-upload to add or update patient records. Records missing from an upload are retained. With a connected database, subsequent uploads save automatically. Missing and uncertain file numbers are left unassigned.
Automatic cycles & reports
Expected dates repeat automatically from the recorded dispensing date. Only exceptions need a correction. This does not confirm an actual dispense.
Email sending inactive — backend not connected. 06:00 daily is an editable draft.
Delivery checks
Test the sender with an invented patient record. Check your inbox and open the attached PDF before enabling scheduled emails.
Report status has not been checked.
Connect database
Use the prepared backend to retain uploads and run reports while the portal is closed.
The access key stays in memory for this session. Patient information is not saved in browser local storage.
Medicine exceptions: pause, change cycle or reset date
| Patient / medicine | Cycle days | Anchor date | Paused | Action |
|---|---|---|---|---|
| Upload patient history reports first. | ||||
The anchor is the last known actual dispensing date. Reset it only when you want the expected schedule to restart from a new date.
Upload patient reports
Select or drag in multiple Patient History Report spreadsheets at once, including a batch of 200. Files are read sequentially and new records merge into the current dataset. VANTRO identifies each patient, extracts the latest dispensing record for every medicine, then automatically generates one master forecast timeline.
Confirm spreadsheet columns
Only shown when the spreadsheet needs help. No need to edit your original Excel file.
Staff dispensing worklist
* Supply pattern may vary; confirm current need. Repeats are not supplied in the history report.
Expected dispensing dates for the next 12 months are shown. Past expected dates automatically move out of the upcoming worklist; actual dispensing is not confirmed. Earliest date is first. Missing fields and unmatched rules are kept out of the dispensing worklist and listed separately as unable to calculate.
Safety Net (E) requirement: both a matched file number and a submitted Available physical-file check are required. Unchecked or unavailable E patients are excluded from timelines and email reports, even when All patients is selected.
Staff workflow: work from the top down. Confirm the prescription and patient record, dispense, then tick the box on the printed PDF.
| Due date ↑ | Patient | File number / location | Medicine / directions | Qty | Interval | Last dispensed |
|---|
Webster calendar
Monthly calendar view of the same validated dispensing timeline. Use it as a quick packing and checking planner.
Patient File Audit
Check the physical file for each patient and select Available or Not available. Submit what you have checked, then continue later.
Optional Excel export / import
Upload both source sheets, mark files here and submit completed checks. Excel editing is optional.
Unmarked files remain Not checked. You can change a previously submitted status and submit again. Only Available with a matching electronic file number enters the verified list.
| Patient | Category | Electronic file | Physical status / action | Audit date | Notes |
|---|
Submit saves checked files to this session and, when connected, to the database. Unchecked files remain for the next audit session. Until the database is connected, refresh clears patient and audit data.