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EPCS – Setup and Workflow

E-PRESCRIBING OF CONTROLLED SUBSTANCES

STEP 1: ASSIGN PERMISSIONS

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

STEP 1: ASSIGN PERMISSIONS (Cont’d)

2. Select staff member or provider who will be accessing the EPCS Module

3. Per staff member > select Permission tab

4. Scroll down to EMR Permissions > EPCS Access > Check for Yes

STEP 2: PROVIDER REGISTRATION AND ACTIVATION

PLEASE NOTE:

This step will be repeated once for each prescribing provider. This must be done by at least one provider before any of the other steps can be completed.

Per provider (and individually) access registration process through

1. Go to: Administration > Resource Management > Resource Setup

STEP 2: PROVIDER REGISTRATION AND ACTIVATION (Cont’d)

2. Select yourself

3. Select Electronic Routing tab

4. The provider must already be registered with SureScripts for at least “New” Prescription permissions.

5. Select Get Started tab

6. Select Type of Token for EPCS Access. WRS suggests, and most providers will select the
“SOFT” token for their smartphone. (The “HARDWARE” token is more expensive)

7. The provider will be taken through a series of “PAGES” that will be used to identity proof them through Experian. This is done entirely through the MD-Toolbox and WRS does not have any access to this information.

8. Once this ID proofing is completed, the provider will be prompted to download and install the mobile app (if that was the selected token choice) “VIP from SYMANTEC”

9. Select ‘Register My Token’ tab

10. The provider will now register their software token by creating a personal password and the token’s credential ID and security code (This code changes very frequently, so pay close attention to the code on your phone screen)

11. Once the token has been “SET UP”, the provider will be sent (either to the verified phone number, or the address indicated during set up) 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 esending a controlled medication

12. Once you receive your activation code (sent either to your verified phone or via US mail) you can complete the finalization steps. Most verification will be done via US mail, and you will receive the following letter.

13. Return to the electronic routing page and complete the activation. Select the “ENTER 2- FACTOR ACTIVATION CODE” and enter the code sent to you in the box and activate

14. After successful activation, you will be alerted that your token is on file and you are signed up (enrolled) for EPCS, but may not be enabled. You and a staff member with EPCS granted permissions must proceed to step 3 (EPCS access control and permissions)

PLEASE NOTE: If another provider has already completed the access control and permissions (this only needs to be done once practice-wide), please log out and back in to enable EPCS.

STEP 3: ACCESS CONTROL AND PERMISSIONS

This process requires 2 staff members if any actions is ever done (addition, deletion, modication) as a dual sign off. One of those staff must be an EPCSenrolled provider

1. Go to: Administration > Medication Setup > EPCS Access Control

NOTE: Only staff with permissions will have that access.

STEP 3: ACCESS CONTROL AND PERMISSIONS (Cont’d)

2. Select the EPCS enrolled provider from the provider dropdown, and select the second user from the “2nd USER DROPDOWN”. That second user will be asked to enter their WRS login credentials.

3. The Access Control will list 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:

A. Has Validated Token: This column is read-only and indicates which users have a registered EPCS token.

B. 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).

C. 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:

i. The Prescriber’s token or password is losts, stolen or compromised

ii. DEA registration expires

iii. DEA registration is revoked, terminated or suspended

iv. No longer authorized e.g. leaves the practice

D. 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.

E. 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).

4. Once all permissions have been granted, select the ‘Save’ icon.

5. This will trigger the prescriber to “SIGN AND AUTHORIZE”.

6. Successful authorization of the Access Control settings will result in an alert indicating that changes have been saved. Staff are advised to log out and back in to activate those changes.

7. All steps checked, activated and enabled providers can e-send controlled medications.

STEP 4: SENDING A CONTROLLED MEDICATION

For those providers successfully registered and enabled with EPCS permissions:

  • From the medication page, create all controlled medications for that patient and add as current note prescriptions. When selecting the pharmacy for all controlled medications, please ensure that pharmacy is indicated as EPCS enabled.
  • There will be two “SEND” buttons for esending medications. One for non-controlled and one for controlled (non-registered providers will not have the “CONTROLLED” button).
  • This allows the provider to bulk send those specific types of medications and address them together.
  • Properly created non-controlled medications will be sent with no change to workflow.

STEP 4: SENDING A CONTROLLED MEDICATION (Cont’d)

When selecting to electronically send the controlled medications (from the SEND button), all those controlled medications will be identified as “controlled prescriptions that will be sent together (OK, or CANCEL buttons)

    • Once indicated as “COMPLETE”, the popup window will address the pharmacy (taken from the primary pharmacy listed) which can be updated, the patient name and required demographics and the complete prescription(s)
    • Select “E-SEND” to send electronically
    • The prescribing provider will now be prompted to enter their password (set up during registration) and the VIP security code
    • Use your token to obtain this code (remembering it changes frequently) and add in that code text box
    • Then select “Sign + Send” button which will add your electronic signature and electronically send to the pharmacy
    • And the popup prescribing window will show a “Complete” status
    • As well as the send time stamp

CONGRATULATIONS

YOU HAVE SUCCESSFULLY SENT CONTROLLED MEDICATIONS!!!

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