Healthcare Provider FAQ

 
Topics:
 

  1. What information am I allowed to search for? 
  2. Can I share my account with my assistant or colleague?
  3. Can my staff access the PDMP for me?
  4. How do delegates apply for and activate their own PDMP accounts?
  5. How are master account holders responsible for their delegates?
  6. How many delegates can I have?
  7. When and how do I remove delegates from my account?
  8. Why am I not able to log on?
  9. What if I forget my password?
  10. What do I do if I get locked out of the system?
  11. Can I search for a list of prescriptions dispensed under my DEA number?
  12. Why am I not getting any results from my queries?
  13. How can I save a copy of a report I run?
  14. Can out-of-state providers apply for Oregon PDMP accounts?
  15. What do I do if I find a prescription in the PDMP that was dispensed under my DEA number to someone who is not my patient? Or if I find a prescription dispensed to my patient that I did not prescribe?
  16. What do I do if I identify potential fraud?
  17. What do I do if I find an error in a patient's PDMP report?
  18. Can I access the OR PDMP if I'm not an Oregon Healthcare provider? What about other states PDMP's?

 
What information am I allowed to search for?

You are only allowed to search information regarding patients under your care. The PDMP collects data on Schedules II, III, and IV controlled substances and maintains the data for 3 years.

 

Can I share my account with my assistant or colleague?

No. System users are prohibited from sharing access information (user name and password) with any other individual or entity including medical assistants, staff, and co-workers. Oregon law prohibits PDMP account sharing. Should any violations of user name login and password security be identified, the PDMP will revoke the user’s access to the system. Violations may also result in civil penalties. See the Prescribers Access Restrictions advice for additional information.

 

Can my staff access the PDMP for me?

Yes. Effective January 2014, staff may access the PDMP database on behalf of a provider or pharmacist, but these delegates cannot use your account to access information. Each individual delegate must apply for his or her own account and logon to the PDMP to access system information using their own unique credentials. Additionally, before conducting patient queries, delegates must designate the master account holder on whose behalf they are accessing information, so they must be linked to at least one master account.

 

How do delegates apply for and activate their own PDMP accounts?

All Delegates will use one of two 'Role' designations regardless of personal professional licensure: 'Prescriber Delegate- Unlicensed' or 'Pharmacist Delegate- Unlicensed"
Delegates apply for an account the same as any provider or pharmacist with one additional step.

  • Visit our system site at https://oregon.pmpaware.net. 
  • Begin the online application entering in your name and e-mail address - if email address is rejected as "invalid" please call PDMP staff at 971-673-0741.
  • Upload a photo or copy of current and valid government issued photo identification such as a drivers license or passport. 
  • List the e-mail address of at least one registered prescriber or pharmacist for whom you will be delegated to. (*Specific to Delegated staff)
  • Open the verification email sent to you and follow the included prompt. 

Once the applicant has completed the necessary steps (filled online form, opened verification e-mail, uploaded ID) PDMP staff will review this request for complete and determine if the applicant can be approved.  Delegates can be linked to more than one master account. Then and only then are delegate accounts activated allowing delegates to access PDMP information.


How are master account holders responsible for their delegates?
By law providers and pharmacists are responsible for the use or misuse of information by delegates. Under Oregon Administrative Rule, providers and pharmacists must conduct monthly audits of delegate use to monitor for potential misuse of the system. When a provider or pharmacist learns of any potential unauthorized use of the system or system data by a delegate, he or she must 1) revoke the delegation by unlinking the individual as a delegate, and 2) notify the PDMP of the potential unauthorized use. Additionally, when a delegate is no longer authorized by a provider or pharmacist to access information on his or her behalf, the provider or delegate must 1) revoke the delegation by unlinking the individual as a delegate, and 2) notify the PDMP.


How many delegates can I have?

You may have as many delegates linked to your account as needed. Delegates may be linked to more than one provider. The number of delegates linked to a single master account is not restricted, however each master account holder is responsible for the use and misuse of the PDMP information by each and every delegate linked to his or her account. Master account holders must conduct monthly audits of delegate use and unlink delegates when access is no longer authorized or if potential unauthorized use is suspected. Careful consideration should be made when linking delegates to your account.

When and how do I add and remove delegates, or those I am delegated to,  from my account?

As your PDMP accounts belong to the individual user you will want to periodically review those you are linked to, or have linked you, to update your account with each staffing change or staffing need.

For Delegates: You must list at least one prescriber or pharmacist to be delegated to at time of registration. You may link yourself to others once your registration has been approved by visiting your "My Profile" page of the PMPAware screen when you left click your name in the blue menu bar as found along the top right hand side of the screen. Select "My Profile" and scroll to the bottom of the page where you may add additional email address/user ID's.

For Prescribers: You may link yourself to one, or more, delegates by visiting your "My Profile" page of the PMPAware screen when you left click your name in the blue menu bar as found along the top right hand side of the screen and selecting "Delegate Management". This screen will show you those delegates who have requested linkage to your account at which time you will approve or decline their request. You will also be able to add delegates using the email address they registered for the PDMP with at this screen.

Removing a delegates link to your account within the PDMP will render a delegates account inoperable if you were the only prescriber/pharmacist listed prohibiting them from accessing patient data until they have been linked to a new prescriber. Removal of a delegate who is linked to others will not disable their account as they will still be able to utilize other linkages.

 

Why am I not able to log on?

If this is your first time logging on, review the instructions emailed to you when you were approved for an account. Make sure your log in user name (the email address you gave at time of registration) is correct and you are entering your password correctly.  Please use the password reset function on the log-in screen and be sure to check your e-mail's spam or junk mail folders in the event it does not come to your inbox within 5 minutes of submitting the reset request.  If you continue to have difficulty signing into your account please call the Help Desk at 866-205-1222.

 

What if I forget my password?
You may reset your own password online using the Password Reset option. Otherwise you can contact the Help Desk at 866-205-1222. Once you have been verified as the account holder, you will be sent an automated system email notification with a temporary password that must be changed before you can log back onto the system.

 What do I do if I get locked out of the system?

You must wait the 20 minute lock-out period. After which you can call the Help Desk at 866-205-1222. Once you have been verified as the account holder, you will be sent an automated system email notification with a temporary password that must be changed before you can log back onto the system.

You can also use the self service password system within the provider portal.


Can I search for a list of prescriptions dispensed under my DEA number?
Yes. If you are a system user with a DEA number, you are able to conduct DEA searches for controlled substance prescriptions dispensed under your DEA number and only your DEA number.  You will not be able to see other prescribers’ DEA search histories.

Why am I not getting any results from my queries?

Make sure the patient information you are entering is correct. You may wish to check the patients insurance card as pharmacies often will use the name and spelling on that card. Also try only using the patients last name, first name, and date of birth in a search. 

If your patients last name is hypenated or generational suffix you may want to try the following.

Example name: John Brown-Jones IV

Hyphenated names can be tricky as different pharmacies have different policies how to enter in hyphenated or two word last names. Some omit the hypen using just a space, some use the hyphen character, and others omit the hypen and the sapce. First omit the generational suffix "IV", you may also want to try "Brown-Jones", "Brown Jones", "Brownjones", "Jones" .

The PDMP only holds data for a period of 3 years. The PDMP defaults in the search screen to 1 year from the day you are conducting the search. You may choose to manually change the date to any period within the last 3 years of the day.

Patients recieving higher levels of care with skilled nursing and hospice facilities, in-patient settings, adult foster care, and correctional facilities may not have prescriptions within the PDMP. Pharmacies are exempt from reporting these prescriptions as as patients with higher levels of care and no access to at-home supplies of medication are considered less risk for accidental or abuse.

How can I save a copy of a report I run?

After you query a patient report you may select "Download PDF" or "Download CSV" to create a static patient report to add to an patients EHR or paper medical record or a CSV file to create an Excel format report for further analysis. This report will then be accessible by selecting the PDF icon that will appear within a small circle along the top of your screen or as a download arrow in the uppermost right menu bar of your web browser. These files may be printed or saved to your desktop.


Can out-of-state providers apply for Oregon PDMP accounts?
Yes. Effective January 1, 2014, providers in California, Idaho, and Washington with licensure similar to Oregon requirements for licensure may apply for an access account. The account application process is the same as any other provider applying for an Oregon PDMP account. See the Scope of Practice Crosswalk Matrix for the list of similar professions in these states.

 

What do I do if I find a prescription in the PDMP that was dispensed under my DEA number to someone who is not my patient or a prescription dispensed to my patient that I did not prescribe?

First, contact the pharmacy that dispensed the medication to see if the prescription was incorrectly attributed to you. If it is a pharmacy data error, the pharmacy will have to make a correction in their system and upload a record correction to the PDMP. If it is not an error, then it may be potential fraud – see what to do below.


What do I do if I identify potential fraud?

Pharmacists can:

  • Contact the prescriber to verify whether or not a prescription is valid
  • Refuse to dispense a controlled substance to a customer
  • Notify prescribers if abuse and/or diversion is suspected
  • Contact the Board of Pharmacy to have an alert sent to other pharmacies
  • Contact your local police department to file a report

Prescribers can:

  • Refuse to prescribe a controlled substance to a patient
  • Notify other providers who prescribed to the patient to coordinate care
  • Notify the Drug Enforcement Agency electronically at: https://www.dea.gov/ops/submit.php
  • Contact the Board of Pharmacy to have an alert sent in cases of stolen prescription pads, DEA numbers, and the identity theft of a prescriber.
    Please note the Board of Pharmacy will not be able to place alerts on specific patients for any reason.
  • Contact the appropriate overseeing healthcare regulatory board such as the Medical Board if you suspect another provider may have committed unprofessional conduct – e.g., providing treatment that is outside recognized scientific guidelines

See the HIPAA Privacy Rulefor additional information related to permitted uses and disclosures of protected health information – specifically sections related to treatment and public interest and benefit activities.

 

What do I do if I find an error in a patient's PDMP report?

Data in the PDMP comes from pharmacies, data entry errors at pharmacies can happen. All error corrections need to be directed to the dispensing pharmacy. If you need assistance regarding an error on a patients PDMP report please notify the PDMP by telephone or e-mail. Please have the patients name, DOB, and the prescription information (date/medication/dosage/prescriber) ready.  The PDMP will attempt to work with the pharmacy to make corrections and flag the prescription noting the correction.  Errors can generally be corrected within 60 days of dispensing, errors greater than 60 days old can be flagged with a correction note.

The most common error found is the spelling of a patients name. Before reporting an spelling error please check your patients government issued photo ID and insurance card to make sure the spelling differs. Many pharmacies are required to fill prescriptions based on the name listed on the insurance card to ensure payment.

Oregon pharmacies can pride themselves on a less than 1% rate of error in data submitted to the PDMP. Pharmacies and the PDMP work dilligently to correct errors prior to being uploaded to the data system.

 

Can I access the OR PDMP if I'm not an Oregon Healthcare provider? What about other states PDMP's?

Oregon allows prescribers in bordering states, Washington, California, Idaho, and Nevada, access to the PDMP if they meet licensure criteria. Oregon also allows non-resident pharmacists with licensure from the Oregon Board of Pharmacy to dispense to Oregon access to the system.

Oregon healthcare professionals are able to access some other states PDMP systems including Washington and California.

For information on the Washington PDMP please visit: http://www.wapmp.org/practitioner/pharmacist/

For information on the California PDMP please visit: https://oag.ca.gov/cures

As of January 1, 2018, Oregon Legislature has allowed the Oregon PDMP to participate in Interstate data sharing through the Appriss PMPi Gateway.  At this time, April, 2018, Oregon has data sharing agreements with Idaho, North Dakota, and Kansas.

 
 
 
 

© 2018 Appriss Health, All rights reserved.

Prescription Drug Monitoring Program - IPE | PO Box 14450

Portland, OR 97293-0450 Phone: 971-673-0741 | Fax: 971-673-0990

E-mail: pdmp.health@state.or.us

TTY: 971-673-0372