Managing Orders in CarePortals

The Orders Manager is your team's main workspace for the day-to-day monitoring of patients´ orders. Since most of the order journey is automated, your primary role here is to get a high-level view of all orders, track their progress, and ensure everything is moving smoothly from purchase to shipment.

Interacting with the Orders List

When you navigate to Orders, from the main menu, you will find a list of orders. This section is your central dashboard for overseeing all patient orders. From here, your team can:

  • Track Order Progress: View the current status of every order in the Status column. This may help you identify which orders are processing correctly and which might be stuck using the Needs Attention filter.

  • Check Order Information: Review key information at a glance, such as, the patient and product details, consultation requirements, prescriptions created by your medical team, and status history, directly from the list view columns.

  • Update Order Details: You can manually update an order status or retry a failed payment directly from the list or access an order to manage its products, requirements, or prescriptions, as well as review its full status history and activity log.

Order Details Page

When you open an order, you will find all the information you need on a single page. Think of this page as the central file for that specific transaction. The page is organized into the following sections:

Section

Description

Order Header

Displays the order number, creation date, and current status. You can assign the order to a specific user or group (such as the pharmacy).

Patient Information

Shows the patient's name, date of birth, contact details, and medical information such as allergies and conditions. From here, you can also access the patient's activity log and the chat window.

Subscriptions

Displays all active subscriptions associated with the patient.

Shipping Address

Lists the patient's shipping address.

Products

Details the products included in the order, showing quantity, price, and discounts. You can also find here the final amount charged to the patient.

Unfulfilled Orders

A list of orders that have been created and processed but have not yet been linked to a prescription or shipped by the pharmacy.

Requirements

Lists any special conditions needed to fulfill the order.

Notes

A space for adding internal notes related to the order.

Prescriptions

This section is for managing prescriptions associated with the order. You can create a new prescription from this window by using the Write RX button.

Metadata/Extras

At the bottom of the page, you can find the unique order ID, creation date, and the order's source (e.g., checkout), among others. These identifiers provide key details about how the order is progressing internally and with external systems.

Order Extras/Metadata

As you can see, towards the end of an order record, you can find metadata, also known as extras. This metadata such as source, or subscriptionid, is very important since it provides key details about how the order was created and connects it to external systems. For example, it confirms if a visit request was successfully created with a physician partner or if the order was sent to the pharmacy's management software. Find below a table with details on the order metadata.

Field

Description

Order ID (_id)

This is the primary identifier for the entire order transaction. Orders have two separate IDs: a long one (e.g., 68764a1d85f394cb7dc71eba) and a short, more commonly used one (e.g., 13245).

Source

Indicates how the order was created. Common sources include checkout (orders placed on the website), subscription_cycle (for automated refill orders), and manual.

Created

This timestamp indicates the exact date and time when the order was created, such as Jun 20, 2025, 2:38:33 PM.

Subscription ID (subscriptionId)

The subscription that order was created for.

Subscription Cycle (subCycle)

It indicates the current subscription cycle

Master ID (masterId)

It tracks a specific consultation visit with a physician group.

Beluga Visit ID (belugaVisitId)

It tracks a specific consultation visit with Beluga physician group. It confirms that a visit request was successfully created in their system. The format includes the order number, the DTB brand name, and a timestamp.

LifeFile ID (LifeFileId)

The confirmation ID received from LifeFile, a pharmacy management software. This ID confirms that the order was successfully created in the pharmacy's system.

Curexa Status (CurexaStatus)

Curexa pharmacy order status (out_for_delivery = shipped)

Payment ID (paymentId)

This is the Stripe Payment Intent ID, used by the payment processor to track the status of a specific payment attempt. For example, it can be: pi_3RI519GiltQPbBO74mHw27fP

Payment Status (PaymentStatus)

This field shows the current state of the payment. For example, the status requires_payment_method means that the transaction cannot proceed until a valid payment method (e.g., a credit card) is provided and confirmed.

Invoices

It tracks information related to invoices.

Searching and Sorting the Orders List

You can find orders by sorting the list or using the available filters.

  • To sort, click any column header.

  • To filter, use the fields at the top of the list, such as Order ID, Product or Customer Name, Status, or Source, among others.

New functionalities added:

  • The Payment Status column indicates whether an order's payment was Paid or Failed. This field may be blank for zero-dollar ($0) orders, as no payment is processed.

  • The Needs Attention filter isolates orders that require manual action. It finds orders that are Awaiting Script or Awaiting Shipment but failed to automatically send to the physician group or pharmacy.

To clear all active filters, click Reset.

Next Steps

Now that you understand more about Orders, we recommend exploring these related guides.