EPCS Setup and Workflows

STEP 1 ASSIGN PERMISSIONS

Assign permissions 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.

Administration → Resource Management → Per Staff Member → Permissions → EMR → EPCS

STEP 2 – PROVIDER REGISTRATION AND ACTIVATION

Please note that 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 Administration → Resource management → Select yourself → Electronic routing tab → Get started. The provider must already be registered with Surescripts for at least “new” prescription permissions.

Select type of token for EPCS access. WRS suggests, and most providers will select the “soft” token for their smart phone. (the “hardware” token is more expensive)

 

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.

 

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 Symantic” 

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)

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.

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:

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.

After successful activation, you will be alerted that your token is on file and you are signed up (enrolled) for epcs, but may not 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 action is ever done (addition, deletion, modification) as a dual sign off. One of those staff must be an EPCS enrolled provider.

Medication setup → EPCS Access Control (only staff with permissions will have that access). 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.

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:

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:
   • The Prescriber’s token or password is lost, stolen or compromised
   • DEA registration expires
   • DEA registration is revoked, terminated or suspended
   • 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 send EPCS prescriptions (if they have signed up for EPCS Two Factor credentials using the Signup in the Setup menu).

Once all permissions have been granted, select the save icon, this will trigger the prescriber to “sign and authorized”.

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.

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. 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 together. Properly created non-controlled medications will be sent with no change to workflow.

When electing 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).

THE CREATING PROVIDER WILL BE ASKED TO IDENTIFY THE PRESCRIBING PROVIDER (if given permissions, a staff member may be allowed to create and indicate “ready to sign” for that prescribing provider), SELECT THE APPROVED AND SEND CHECKBOXES FOR THOSE “APPROVED” MEDICATIONS, AND COMPLETE.

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 “sign + send” which will add your electronic signature and electronically send to the pharmacy.

A successful submission will prompt a message indicating sent/verified; and the popup prescribing window will show a “complete” status as well as the sent time stamp.

CONGRATULATIONS, YOU HAVE SUCCESSFULLY SENT CONTROLLED MEDICATIONS!!