1 Electronic Prescribing for Controlled Substances EPCS with NewCrop e-prescribing
2 TABLE OF CONTENTS 1. DOCUMENT MANAGEMENT... 3 1.1 COPYRIGHT... 3 1.2 CONFIDENTIALITY... 3 1.3 REVISION HISTORY... 3 1.4 APPROVAL HISTORY... 3 1.5 DOCUMENT REFERENCES... 3 2. OBJECTIVES... 4 3. ACKNOWLEDGMENT... 4 4. PREFACE... 4 5. PROCESS... 6
3 1. DOCUMENT MANAGEMENT 1.1 COPYRIGHT Copyright 2012 NewCrop, LLC. All rights reserved. NewCrop is a registered trademark of NewCrop. LLC. Other products and company names are trademarks or registered trademarks of their respective holders. Information in this document is subject to change without notice. 1.2 CONFIDENTIALITY This document contains NewCrop confidential information. It may be disclosed only under Non-Disclosure Agreement. Do not disclose or distribute without permission. 1.3 REVISION HISTORY Rev. Date Modified By Description 0.0 03 JAN 2014 Jon Boening Initial draft 0.1 04 APR 2014 Cindy Ellison Formatting 1.4 APPROVAL HISTORY Rev. Date Approved By Approver Business Role 1.5 DOCUMENT REFERENCES Document ID Document Title PreProd EPCS User Setup 20140404.docx Verizon UIS App Install Process 20140423.docx
4 2. OBJECTIVES To successfully register for EPCS prescribing in NewCrop Production environment. 3. ACKNOWLEDGMENT N/A 4. PREFACE The US Drug Enforcement Agency (DEA) has long designated certain drugs as controlled substances. These are given a schedule of 1-5 and account for 10-15% of total prescriptions. Examples: Schedule 1 =no clinical use. Heroin and Marijuana Schedule 2 = highest abuse potential. Percocet, Adderall, OxyContin Schedule 3 = high abuse potential. Hydrocodone such as Vicodin Schedule 4, 5 =lower abuse potential. Valium, Ambien In the past Schedule 2 prescriptions had to always be written and signed, often in a triplicate format. Schedule 3-5 also had to be written, but also could be called in. This changed in 2010 when the DEA published rules under which scheduled drugs could be sent electronically. The DEA s primary concerns were diversion and nonrepudiation. Usability was very much a lower priority. This can be seen in the complexity of the required processes and workflow. Step 1: NewCrop set-up The EPCS process is built in to the prescribing work-flow on the NewCrop screens. Step 2: Audit and Certification. DEA required a meticulous review of NewCrop to assure that processes met all requirements. The auditing requirements were such that only companies meeting the highest industry standards could participate. NewCrop completed this process with McGladrey and Pullen, a national accounting firm. AmazingCharts completed the audit process with Better Partners, LLC. The completed DEA audit report is provided to Surescripts.
5 Step 3: Doctor Identity Proofing and Account Set-Up As mandated by DEA, the doctor/prescriber must undergo identity proofing, a process utilizing personal information only known to that individual, such as details of mortgages or credit reports. NewCrop utilizes Verizon Universal Identity Services (VUIS), a division separate from mobile phone services. Due to the per-doctor costs involved, there is a yearly cost to the individual doctor of $120.00: NewCrop has installed a PayPal system to process the $120.00 yearly payment. The medical office must provide complex administrative support for the prescribing doctor. NewCrop has, to the extent possible, simplified and automated this process. See Section 5, below. Step 4: 2 nd Factor Use VUIS also provides the 2 nd factor mechanism that must be used to confirm authorization of each prescription written. (The first factor is a dedicated password.) NewCrop utilizes a One-Time Passcode, a 6 digit number that changes with each use. It is delivered via text message or smart phone app. (This approach eliminates the need for dedicated hardware such as key fobs or finger print readers.) NewCrop has emphasized usability and efficiency in our approach to EPCS. However, the DEA regulations greatly limited our options. We continue to improve and simplify as newer technology becomes available. Lawrence Susnow, M.D. President, Chief Medical Officer NewCrop, LLC
6 5. PROCESS Prescriber Registration and EPCS Set Up Step One - Identity Proofing Process FOR VERSION 8.1.1 1. Navigate to User Preferences General Setting Tab 2. Select Enable eprescribing of Controlled Substances 3. Click EPCS Set up
7 VERSIONS 8.0 OR LOWER 1. From the Write Prescription window select eprescribing, then Manage via NewCrop Screens In NewCrop screens,
8 1. Click on the <admin> tab > 2. Click <Prescriber Registration and EPCS Set Up>
9 1. Click the <Sign up for EPCS Services> Button
10 2. Click the check boxes next to the prescribers you wish to register. 3. Click the <Calculate> button at the bottom of the screen.
11 1. Click the <Purchase> link to transfer to PayPal, or click <Re-select Subscribers> to add or omit subscribers. 2. Click <Transfer to PayPal Portal>
12 If you have an existing PayPal account, 3. Click <Have a PayPal Account> If you do not have an existing PayPal account, you can enter your credit card and billing information for payment.
13 Paying as a guest using a credit card: Once you have entered your payment information, 4. Click the <Review and Continue> button at the bottom of the screen.
14 Using an existing PayPal Account: 5. Enter your PayPal email address and password 6. Click the <Log In> button
15 Review the PayPal electronic Communications Delivery Policy Consent 1. Check the agreement box 2. Click the <Agree and Continue> button.
16 Review your payment information. 1. Click the <Pay Now> button. After a successful transaction, you will see the message You just completed your payment. You will receive a confirmation email from PayPal. You may also print a receipt by clicking the <Print Receipt> link in the top, left corner of the screen.
17 2. Click the NewCrop tab on your browser to return to the NewCrop Screens 3. Click the <Click here> link at the bottom of the screen to return to the Newcrop registration screen.
18 1. Enter your personal information, (home address and personal email address) 2. Click <Save> Verify your information 1. Click <identity proof with above information>
19 You will receive a confirmation message and instructions to check your email for a registration email. 1. Logout of NewCrop and Amazing Charts. Locate the email from Verizon.
20 1. Click the <here> link to register with Verizon UIS
21 CONTACT INFORMATION Review the Verizon End-User Agreement > 2. Check the box to agree to the terms and conditions 3. Click <Accept and Continue>
22 Verify your contact information 1. Enter your mobile phone number 2. Click <Next>
23 HEALTHCARE INFORMATION 1. Select your license type from the drop down 2. Enter your State and license number 3. Enter your primary DEA number 4. Click <Next>
24 USER PIN 1. Enter your desired user name or select a user name from the automated examples provided 2. Create a password 3. Create a 4-digit PIN 4. Click <Next>
25 SECURITY QUESTIONS AND ANSWERS 1. Choose your security questions from the drop down list 2. Supply your answers in the spaces provided 3. Click <Next>
26 VERIFICATION 1. Select your mobile phone number to receive a voice call or a text message 2. Review the confirmation message 3. Click <Yes> This step is necessary in order to complete identity proofing. When you begin prescribing you can opt to receive messages via email, phone, text, or use the Verizon app. Email option is not the preferred method of receiving a onetime passcode because of the time it may take to receive an email. The best way to receive the one time passcopde is via text or most preferred way is to install the Verizon app on your phone or a laptop.
27 A text message will be sent to your phone 1. Enter the 6-digit One Time Password from this text message 2. Click <Verify> A green check mark will confirm your selection 1. Click <Next>
28 IDENTITY VERIFICATION 1. Enter the last 4 digits of your Social Security Number 2. Select the month and year of your birth from the drop down lists provided 3. Click <Next>
29 IDENTITY QUESTIONS AND ANSWERS You will have 2 minutes to answer challenge questions that relate to your personal history 1. Select the appropriate answer from the choices 2. Click <Next>
30 SAFE-BIOPHARMA CERTIFICATE Review the Subscriber Agreement 1. Enter your UIS Password 2. Click <Next> 1. Click <Save> to confirm the signing of the user agreement
31 Your account has been successfully created. If your Vetting level is below Medium you will be asked to print out an identity form to be signed by a notary. This form must be faxed to Verizon UIS at 1-800-701-9814. You will need to provide the notarized documents to Verizon. (The Verizon website has the documents that you will need to have notarized and submitted.) You can also email the notary documents to Verizon. Once these notarized documents are sent in, a high assurance level is usually given in 1-2 business days. (You will be notified via email or you can login to the Verizon website to check your status.) You cannot complete the Identify Proofing and access control until your vetting level is High. What causes a medium assurance level? There are many reasons why a person would not get to a High assurance level. (Knowledge Based Assurance) Questions did not get answered DBA Fail NID (Discovery Check) Address, Last Name Match fails. NID (Discovery Check) SSN Exists Fail 6Yr Professional License Search fails. 6Yr Drivers License Search fails. Some examples of how this happens: Registration is started but is not complete it all the way. User was not able to answer the Knowledge Based Assurance questions correctly. User gave wrong last name. User gave his office address instead of the home address or the legal address that is with the public records. User gave wrong 4 digits of SSN User is new to the country
32 ENTER AND APPROVE ACCESS CONTROLS After your vetting level and certificate have been properly created by Verizon, 1. Sign into AmazingCharts and navigate to NewCrop EPCS Registration page. 2. Enter your Identity Proofing User Name 3. Click Check IDP registration Status 4. Select your EPCS administrators a. If there are is only one person availabe, you will need to set up another person that is not EPCS activiated. 5. Click <Save>. Note, at least one of your selected administrators must have EPCS Activated=Yes 6. Sign out of NewCrop and Amazing Charts. DEA requires at least two separate individuals be involved in approving or changing access controls for individual providers.
33 AUTHORIZE EPCS PRIVLEDGES 1. Have one Administrator log into Amazing Charts and navigate to the NewCrop EPCS Set-up and Registration Page. 2. Click the <Select> link next to the prescriber name to confirm their identity and authorize EPCS their privileges. 3. Close out of NewCrop and signout of Amazing Charts.
34 FINALIZING EPCS PRIVILEGES 1. The EPCS Prescriber will log into Amazing Charts and navigate back to the NewCrop Admin page. 2. Click EPCS Registration and Set-up link. 3. In Step 5 click the <Select> link next to your name. 4. Click <Get one time password>
35 5. Enter your Verizon UIS Password 6. Click <Text Me>
36 A text message will be sent to your mobile phone. 1. Enter the 6-Digit One Time Password 2. Click <Continue> If the signing is successful, you must now contact Amazing Charts Client Services to complete the final step in your EPCS registration. Once you have upgraded Amazing Charts version 8.1.1 and registered with New York State, then client services can complete the EPCS registration, you are now ready to send controlled substances electronically.
37 Verizon UIS App Install Process
38 TABLE OF CONTENTS 1. DOCUMENT MANAGEMENT...39 1.1 COPYRIGHT...39 1.2 CONTACT INFORMATION...39 1.3 CONFIDENTIALITY...39 1.4 REVISION HISTORY...39 1.5 APPROVAL HISTORY...39 1.6 DISTRIBUTION LIST...39 1.7 DOCUMENT REFERENCES...39 2. OBJECTIVES...40 3. ACKNOWLEDGMENT...40 4. PREFACE... ERROR! BOOKMARK NOT DEFINED. 5. PROCESS..4
39 6. DOCUMENT MANAGEMENT 1.6 COPYRIGHT Copyright 2014 NewCrop, LLC. All rights reserved. NewCrop is a registered trademark of NewCrop. LLC. Other products and company names are trademarks or registered trademarks of their respective holders. Information in this document is subject to change without notice. 1.7 CONTACT INFORMATION NewCrop LLC 1800 Bering Dr. #600 Houston, TX 77057 (888) 236-1013 NewCrop Corporate Web Site Technical Support www.newcroprx.com technicalsupport@newcroprx.com 1.8 CONFIDENTIALITY This document contains NewCrop confidential information. It may be disclosed only under Non-Disclosure Agreement. Do not disclose or distribute without permission. 1.9 REVISION HISTORY Rev. Date Modified By Description 0.0 03 JAN 2014 Jon Boening Initial draft 0.1 11 APR 2014 Cindy Ellison Formatting 1.10 APPROVAL HISTORY Rev. Date Approved By Approver Business Role 1.11 DISTRIBUTION LIST Name Craig Wagener Wendy Farris John Lewis Jon Boening Brian Farley Eric Lau Cindy Ellison Email Address(es) CWagener@NewCropRx.com wfarris@newcroprx.com jlewis@newcroprx.com jboening@newcroprx.com bfarley@newcroprx.com elau@newcroprx.com cellison@newcroprx.com 1.12 DOCUMENT REFERENCES Document ID Document Title PreProd EPCS User Setup 20140404.docx.rev20140411.docx
40 7. OBJECTIVES This document is to guide you through the install of the Verizon UIS Application process. 8. ACKNOWLEDGMENT N/A 9. PREFACE 10. PROCESS Verizon UIS App Install Login to the UIS Profile Manager and click on Set Passcode Device : Open the Smart Phones, Tablets and other Devices section:
41 Click Add New Device Select the appropriate Device Type, and give it a device name i.e. my iphone, etc. Click the Save button
42 The following will pop-up: On the device (i.e. iphone, ipad, Android Phone, etc.), open a browser window, and enter the URL specified in step 1 above. Download and install the Verizon UIS application (Note: Screenshots below were taken from an iphone 4s running ios 7.1):
43 Click Install
44 Click OK Click OK
45 Enter the Activate Code, which is obtained from the Verizon UIS System: Click on the Get Activation Code button:
46 The following will pop-up: Enter the activation code from the pop-up and click on the arrow button
47 Click NEXT
48 Enter your 4-digit PIN associated with your UIS account and click on the arrow button Click NEXT
49 Click NEXT
50 Now anytime you need a one-time passcode, simply open the app, and type in the current code on the screen
51 In the UIS application, you should see: This is confirmation that the app is successfully installed and activated on the device.