EPCS SETUP WORKFLOW

STEPS

STEP 1: PROVIDER REGISTRATION AND ACTIVATION

Per provider and individual access registration process:

1. Go to: Administration > Resource Management > Resource Setup.
   
2. Select your name.
   
3. Select the Electronic Routing tab.
   
4. Ensure the provider is registered with SureScripts for at least “New” Prescription permissions. Then click Next.
   
5. Review the Terms and Conditions, select the box to confirm that you have read and agreed to all the terms and conditions of signup and use of EPCS services.
6. Click Next >>.
   
7. Enter Individual NPI and DEA credentials, and then click Next >> to continue.
   
8. Complete the Photo ID verification.

   Note: If the Identity Proofing screen appears, you can skip this step.

   PHOTO ID VERIFICATION

   This step requires you to use your smartphone or tablet to take a picture of your Government Issued ID (Driver’s License or Passport) and a selfie for the verification system to be automatically compared to the photo on your ID.

   1. Enter your Birthdate.
   2. Select “I agree…” checkbox.
   3. Click Next >>.
      
   4. From the two options, select how you will take the required pictures, and then click Next >>.

      

      Select Option 1 if you are currently logged in on a laptop or a desktop computer. This option gives additional instructions on using your mobile device to continue.

      

      Select Option 2 if you are currently logged on a mobile device.

      

      If you have selected Option 1, you will be routed to the screen with a QR code. Follow the instructions on the screen.

      

      If you selected Option 2, you will be redirected to this window on your mobile device.

      

      Actions:

      1. Click Start Verification.
      2. Click Grant Permission to access your mobile device’s camera.

         

      3. A preview window displaying your rear-facing camera will appear for taking a picture of your ID. Please ensure you have good lighting and frame your ID.
      4. Confirm the Information from your ID.
         • If the information is accurate, click Accept.
         • If the information does not match your ID, click Back and scan your ID again.
      5. A preview of your forward-facing camera will appear for taking a selfie.
      6. Place your face in the circle and follow the prompts at the bottom of the screen. Please ensure that you have adequate lighting.
      7. Once the app automatically takes your selfie, all information provided will be confirmed.
      8. If your documentation was successfully validated, you will receive the confirmation message below.

         

      If there is an issue validating your documentation, you will receive the message below. You may submit again or contact MD toolbox support at (206) 331-4420, press option 1.

      To submit again:

      1. Obtain a new QR code by logging out and logging back in.
      2. Begin the setup process again.

         IDENTITY PROOFING

         1. You will be taken through a series of pages that will be used to prove your identity through Experian.

             Note: This is done entirely through MD-Toolbox and WRS does not have any access to this information. Moreover, you are given 3 attempts for every 24 hours at passing identity proofing.

         2. Enter your demographics your personal phone number and leave the Experian Freeze Pin# blank, unless you have a credit freeze on your profile.

             Note: The system will alert you if you have a freeze. However, if you are aware that you have a freeze, you will need to obtain a one-time freeze pin# from Experian. Click the Get-Pin link to obtain the one-time freeze pin number to allow access to your credit profile.

            

         3. Click I AGREE to be taken to the credit history questionnaire.
            
         4. Answer the credit history questions as accurately as possible.

            Note: Please be aware that there is a 5 min. time limit on the page. It is recommended to have access to your credit history to assist with the security questions.

         5. Click Submit to continue.
         6. If you failed the Identity Proofing, either attempt again after double check your demographics and credit history or email WRS support at setup@waitingroomsolutions.com for possible additional information.

            Note: If a provider fails ID Proofing, he/she has 2 more attempts to try again. Each provider has 3 attempts within 24 hours.

         7. If you’ve successfully passed Identity Proofing, you will receive a text or SMS message to the verified personal cell phone number on your Experian credit profile. If the verified phone number is not a cellphone, an automated call will be sent. If there is no verified phone number on your credit profile, your activation code will need to be mailed to you, and this letter will go out on the following business day.

            Once you receive the code click on Already have an Activate code? Click here to enter it now, and then click Next>>.

            

            Enter it in the box as shown below. Then click Validate Code and Register!

            

            Your account is now set up for sending Non-Controlled Substances. You will be brought up to this page where you will be able to set up EPCS.

STEP 2: EPCS ACTIVATION
Get Started: Select Token Type & Complete ID Proofing

1. Select the Get Started tab.
   
2. Select the Type of Token for EPCS Access.

   Select the type of token for EPCS Access and click Next >>.

   WRS suggest setting up the account with “Software Token” on their smartphone initially within the trial period, and then later transitioning to “Hardware Token” which is a key fob according to your preference.

   

3. Kindly read the rules and conditions of EPCS Signup / Setup: DEA Ruling on Electronic Prescribing of Controlled Substances (EPCS), and then click the check box: I have read and agree to all terms and conditions of signup and use of EPCS services, and click Next >>.
   
4. The provider will be prompted to download and install the mobile app (Software Token) “VIP from SYMANTEC”. The provider can go to the app store, search, and download the VIP Access App on their smartphones.
   

   If the provider selects the Hardware Token (Key Fob), it will be mailed to the provider’s verified address and will arrive in 5-7 business days.You can send a Support Ticket or email setup@waitingroomsolutions.com and the EPCS TEAM will place an order for a key fob on behalf of the provider.

5. Once a token is received, the provider goes back to the Electronic Routing Page and clicks Step 2: Setup 2- Factor Credentials.

   Setup 2- Factor Credentials

   1. When the app has been downloaded. Click I have it – Register My Token >>.
      
   2. The provider will now register their software token by creating a personal password and the token’s credential ID and security code, click Register >> before the code expires. .

      Note: This code changes every 30-40 seconds, so pay close attention to the code on your phone screen.

      

   3. Once the token has been “SET UP”, the provider will be sent (either to the verified phone number, or the address indicated during setup) the final verification/activation code. This code can be entered through the EPCS signup module (preferred) which will complete the process, or it can be entered during the first instance of signing and e-sending a controlled medication.
   4. Click Finish/Close.
      
   5. This message alerts you that you are not yet done. Click on OK to proceed completing two more steps.
      

STEP 3: ENTER 2-FACTOR ACTIVATION CODE

1. Return to the electronic routing page and complete the activation. Select the ENTER 2- FACTOR ACTIVATION CODE enter the code sent to you in the box, and then click Activate.
   
2. After successful activation, you will be alerted that your token is on file and you are signed up or enrolled) for EPCS, but may not be enabled. You and a staff member with EPCS granted permissions must proceed to Step 4: EPCS access control and permissions.
   

STEP 4: ACCESS CONTROL-SET PERMISSIONS
This process requires 2 staff members if any actions are ever done (addition, deletion, modification) as a dual sign-off. One of those staff must be an EPCS-enrolled provider.

1. Assign Permission to Ancillary Staff
   • Assign permission to each staff member and provider who will be accessing the EPCS Module (either to create controlled medications within the note or to send electronically).
   • This can only be done by a Prescribing provider.
   1. Go to: Administration > Resource Management > Resource Setup.
   2. Select a staff member or provider who will access the EPCS Module
      NOTE: Prescribing providers DO NOT need this additional layer of permission.
   3. For a staff member, select the Permission tab.
      
   4. Scroll down to EMR Permissions > EPCS Access > Check for Yes.
      
2. Set Access Control Permissions
   1. Go to: Administration > Medication Setup > EPCS Access Control.

      NOTE: Only staff with permissions will have this access.
      

   2. The Access Control lists all staff with EPCS Permissions, both providers and any other staff. Permissions are indicated by checkboxes as follows; please check per staff member those permissions applicable:
      
      1. Has Validated Token: This column is read-only and indicates which users have a registered EPCS token.
      2. Access Control Managers: Designate at least two users who will be in charge of managing access control (who can edit this screen) (at least one user must be a Prescriber who has signed up for EPCS).
      3. Authorization Verifier: Select which Access Control Manager(s) will be in charge of verifying DEA registration and State Authorization(s) as needed. This user must sign off that they have verified each Prescriber allowed to sign as having current good standing controlled substance registrations. This user is legally responsible for continually verifying that Prescribers are in good standing and will immediately revoke privileges if:
         1. The Prescriber’s token or password is lost, stolen, or compromised
         2. DEA registration expires
         3. DEA registration is revoked, terminated, or suspended
         4. No longer authorized e.g. leaves the practice
      4. Allowed to mark Ready to Sign EPCS: Select which Users are allowed to mark controlled substances “ready to sign”. Only users with Full RX permissions and prescribers are allowed to mark CS prescriptions.
      5. Allowed to Sign and Send EPCS: Select which Prescribers are currently authorized to send EPCS prescriptions (if they have signed up for EPCS Two Factor credentials using the Signup in the Setup menu).
   3. Select the provider as the First User, if ancillary staff is selected as the Second User. (please see below, this is the person who will be co-signing changes, a one-time instance). Click Save.
      
   4. You will then get a prompt message stating that an email was sent to the unique email address on file for your additional user with the final activation code. Click on OK.
      
   5. Once you click on OK, another box will appear as an additional field under the Second user dropdown. Instruct the other user to check the automated email in their email account.

      Note: If the second user doesn’t see the email, ask them to check the spam or junk folder as the email may have been misplaced there. If the additional user is currently not available and you have to navigate away from the screen, you will need to set it up the same way to enter the activation code when you have it. Selecting the appropriate checkboxes, and dispatching the code again. Access control codes are good for 24 hours.

   6. Once you have the code, enter it in the box below the Second User dropdown, and click Save.
      
   7. The prescriber will then enter his Token Password and Security Code (generated from either the VIP Access App or the Key Fob) and click Sign+Authorize.
      
   8. Successful authorization of the EPCS Access Control settings will result in an alert indicating that the setup has been completed. The final step is to log out and then log back in, and then you are now ready to write and send controlled substance prescriptions.
      

      Congratulations! You have completed the EPCS Setup and Registration.

   Note: For newly registered providers, some pharmacies may take 24 – 48 hours to get updated with the EPCS status. You can try sending controlled prescriptions as soon as you are enabled but if you receive an error, you may try again after 24 hours.
3. Verification
   1. To verify the EPCS Setup, the provider can go to Administration > Medication Setup > EPCS Access Control. Once it’s open, go back to Administration > Resource Management > Resource Setup. Select the name and go to the Electronic Routing Page.
   2. EPCS Enabled and Enrolled columns should be checked off and grayed out as shown below. This indicates that the setup has been successfully completed.