Can You Outsource the Data Entry and Billing Work in Datascan WinPharm?
Yes. Dedicated HIPAA-trained specialists work inside your own Datascan WinPharm system, covering prescription data entry, phone and refill queues, rejections, med sync upkeep, billing follow-up, and inventory. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
The Work Your Team Does in WinPharm, We Staff
What Is Datascan WinPharm?
Datascan is a family-owned pharmacy software company based in Bohemia, New York, that has served independent pharmacies since 1981 and describes itself as the oldest independently owned pharmacy software vendor in the country. Its WinPharm pharmacy management system stays in active development, with integrated MedSync, an adherence dashboard, and an AWP increase dashboard among current features, and it picked up new industry award badges in 2025.
Around dispensing, WinPharm carries a full store: a SIGIS-certified point of sale, workflow software, EDI wholesale ordering, the MobileScripts patient app, a delivery system with driver routing, a compounding module, LTC capabilities, and 340B support. Every one of those modules generates daily work, and in most independent stores the same two or three people do it between customers. That is the exact gap this service closes.
Where Independent Pharmacies on Datascan Lose Time and Money
When the counter is slammed, calls ring out, and patients transfer their scripts somewhere that picks up. Nobody logs the fill that walked away.
See the fixSync lists only pay off when someone reconciles them: new scripts added, discontinued drugs pulled, fill dates aligned. That upkeep is hours a week most counters do not have.
See the fixWithout someone watching acquisition cost against reimbursement on each fill, money leaks one prescription at a time.
See the fixMissing dates, quantity mismatches, and unfiled hard copies become recoupments on claims that were dispensed correctly.
See the fixWho Is This For?
Pharmacies that run on Datascan and are losing staff hours to it: independent community stores, compounding pharmacies, stores with a 340B contract book, small LTC operations, and physician office dispensing setups. It fits a single store that needs one trained specialist on data entry and phones, and a busier operation that needs a billing desk plus an inventory owner.
Prescription Data Entry and Profiles
Our specialists enter new prescriptions and keep WinPharm profiles clean: demographics, insurance and plan detail, prescriber records, and allergy fields, entered right the first time. Accurate entry up front is the cheapest denial prevention a pharmacy can buy, because a mistyped plan or birth date surfaces later as a rejection at the register.
Phone and Refill Queues
Patients reach a Datascan store through the counter, the phone, and the MobileScripts app, and each channel feeds a queue someone has to work. Our team answers and returns calls in your pharmacy’s name, processes refill requests, chases stalled prescriber authorizations, and makes pickup reminders, so fewer prescriptions walk away with an unanswered ring.
Rejections and Plan Updates
We work the third-party rejection queue inside WinPharm: plan changes at the new year, refill-too-soon edits, coverage terminations, and coordination-of-benefits questions. Our specialists verify current coverage, correct the claim, resubmit, and sit through the payer hold time so your technicians stay on the fill line.
Med Sync and Adherence Upkeep
WinPharm ships MedSync integrated with an adherence dashboard, and both only earn money when the lists are maintained. We do the weekly upkeep: reconciling sync lists, aligning fill dates, pulling discontinued therapies, prepping batch fills, and calling patients whose pickup dates drift. The hours med sync quietly consumes move off your counter and onto a dedicated desk.
Prior Authorization Coordination
When a claim rejects for prior authorization, our team starts the paperwork the same day: contacting the prescriber’s office, preparing and tracking the request, and logging the outcome in WinPharm so the fill is ready the moment approval lands. We run this workflow at scale for specialty pharmacies; the published prior authorization case study shows the model.
Billing Follow-Up and A/R
Beyond the adjudicated claim, independent stores carry real receivables: house accounts, LTC facility invoices, physician office dispensing arrangements, and secondary billing. Dedicated billers keep statements going out on schedule, post what comes back, chase what does not, and reconcile deposits weekly, steadying cash flow through squeezes like the DIR hangover.
Purchasing and Inventory
WinPharm’s EDI ordering and perpetual inventory tools need a daily owner: wholesale orders placed against real usage, receiving reconciled to invoices, cycle counts kept current, returns processed, and price files maintained. Our specialists also watch the AWP increase dashboard and flag brand fills paying below cost for your review, so reimbursement leaks show up in a report, not at year end.
Reports, Dashboards, and Audit Prep
Someone on our team owns your reporting cadence: fill volumes, rejection trends, adherence dashboard reviews, A/R aging, and 340B reconciliation support. When a PBM audit letter arrives, we assemble the hard copies, signatures, and delivery confirmations the auditor wants, so clerical recoupments get contested with documentation instead of absorbed.
Put a Dedicated WinPharm Specialist on This Work
You have seen what we cover, from the intake queue to audit prep. The next step is simple: meet us, pick the seats you need, and watch a trained specialist work your own WinPharm queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on Datascan WinPharm
New team members train on your pharmacy’s real workflows before they touch production: your SOPs, your intake and refill routines, your plan mix, then supervised sessions inside your WinPharm environment with your approval at each step. Once live, the team reports production every evening in your format: scripts entered, calls handled, rejections cleared, sync lists reconciled. Each specialist signs an individual HIPAA agreement and works under named, auditable WinPharm credentials, never shared logins.
Why Outsource WinPharm Work, and Why Staffingly
Most vendors sell pharmacy billing alone. We staff across the WinPharm workload: data entry, phones, rejections, med sync, billing, and inventory, so tasks stop falling between vendors.
Independent pharmacies already give up margin to DIR fees and PBM recoupments. Our pricing is a flat weekly fee per dedicated specialist, so every efficiency gain stays with your store.
Staffingly runs dedicated pharmacy teams today: order entry, billing, audit support, and customer service. Read the published pharmacy case studies.
Most teams go live in about 14 days. 2-Week Free Trial. Replace any team member in 48 hours. 800+ providers served, and a 4.9 Google rating you can verify on our listing.
Pharmacy Types We Support on Datascan
Independent community pharmacies (one specialist covering data entry, phones, and rejections), compounding pharmacies (formulation paperwork and compliance documentation support), 340B contract stores (reconciliation and audit-ready records), small LTC books (census-driven billing), and physician office dispensing setups (billing and inventory on a light footprint).
Process and Onboarding
20 to 30 minutes on Teams. We map your WinPharm queues, volumes, and pain points before we meet.
Named WinPharm user credentials per specialist, least-privilege roles, your approval on every account.
Your SOPs plus supervised production inside your WinPharm system from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
HIPAA-trained staff. Business Associate Agreements executed with every client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials with full audit logs. Read the complete program, including our corporate structure and evaluation framework, at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated WinPharm FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing what arrived after you closed, overnight refill requests, voicemails, and portal messages, and it ends past your close so far less rolls into tomorrow. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on your plan mix + software
- Software seat + equipment + PTO coverage
Calculate Savings
Datascan WinPharm Outsourcing: Frequently Asked Questions
What tasks can a remote specialist do in Datascan WinPharm?
Prescription data entry, patient profile and insurance updates, refill queue processing, phone answering and callbacks, third-party rejection work, med sync list upkeep, prior authorization coordination, billing follow-up, purchasing paperwork, and report pulls. Administrative work inside WinPharm screens, a trained remote specialist can own.
We chose Datascan because it is independent. Does outsourcing change that?
No. Your pharmacy keeps its own WinPharm system, its own data, and its own logins to grant or revoke. We add trained people inside the system you already chose, and you can review our activity in your own system.
Can you answer our pharmacy phones?
Yes. Our specialists take refill requests, status questions, and callback queues in your pharmacy’s name during your hours, and log each call so fewer prescriptions walk away unanswered.
Do you handle the med sync program?
Yes. We do the weekly upkeep that makes sync work: reconciling lists, aligning fill dates, pulling discontinued drugs, and prepping the batch before fill day, feeding the adherence numbers WinPharm tracks on its dashboard.
How do your staff access our WinPharm system?
Through named individual user accounts you approve, with least-privilege roles and full audit trails. No shared logins, no offline exports of patient data.
What does a dedicated WinPharm specialist cost?
A flat weekly fee per dedicated specialist: $399 for 1 to 4 FTEs, $349 for 5 or more, $299 at 10 or more. Each covers a 9 hour day with a trained backup at no charge, never a percentage of your collections.
How fast can a Datascan support team start?
Most teams go live in about 14 days: access setup, training on your SOPs, then supervised production. The engagement starts with a 2-Week Free Trial.
Is outsourced pharmacy work secure and HIPAA-ready?
HIPAA-trained staff, executed BAAs, workflows designed to support HIPAA compliance, SOC 2 Type II, ISO 27001:2022, and $5M in coverage. Full detail on our security page.
Pharmacy Resources for Datascan Teams
From the Staffingly pharmacy library: the problems these teams are built to remove.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the pharmacy support workflows described on this page.
Connect on LinkedInSee what a dedicated WinPharm specialist changes in 14 days.
Book a strategy meeting. Dan Nandan, CEO, joins most calls personally. Real conversation, real numbers for your pharmacy.
Claim Your 2-Week Free TrialDatascan and WinPharm are trademarks of Datascan, the pharmacy software company headquartered in Bohemia, New York. Staffingly, Inc. is an independent outsourcing company and is not affiliated with or endorsed by Datascan. Staffingly works inside client-owned WinPharm systems under client-granted access.