Refill Management

Understanding refill management is crucial for maintaining uninterrupted patient treatment and ensuring optimal outcomes.

Treatment Code Management

Understanding Device Codes 

All Phothera home devices with exposure-limiting software use a systematic approach to treatment management:

Device Code System:

• Each device displays a code or a message on its screen when refill is needed
• Treatment codes limit the number of available exposures
• Device displays remaining treatments when fewer than 20 remain
• System prompts for refill when treatments are exhausted

Code Types:

• Device Code (e.g., CXXX for current devices): Appears when treatments are exhausted, used to request refills
• Refill Code: 4-digit number provided by physician to add treatments
• Unlock Code: Patient-specific code to access device functions

Generating Refill Codes

When Patients Need Refills:

• Patient should contact provider when 5-10 treatments remain
• Device will display the device code (e.g., CXXX format) when exhausted, older devices have other code formats, for example 4-digit code (B-code) or show a word PASS on the screen
• Patient provides device code to physician for refill generation

Refill Code Process via ClearLink Portal:

1. Patient contacts provider with device code (e.g., CXXX)
2. Provider logs into ClearLink portal
3. Navigate to patient's record
4. Enter device code to generate refill
5. System generates 4-digit refill code
6. Provide refill code to patient for entry

Alternative Refill Procedures: Use Phothera's automatic refill code generator [LINK]:

• Visit Phothera's Support Center (https://phothera.freshdesk.com/)
• Click on the Refill tab
• Fill in your information
• Enter your patient information
• Select the parameters of the refill and enter the Patient provided Device Code (e.g., CXXX)
• Select who should receive the code (provider, patient, both)
• The system will automatically generate a code that will be visible on your screen and that is emailed/sent via SMS to the selected contact

For any questions related to the refill codes, contact the Phothera's support team by filling out this FORM and selecting the following options: Healthcare Provider > I am inquiring on behalf of a patient > I need a refill code...