Electronic prescribing for controlled substances (EPCS)

THE ENROLLMENT PROCESS

Kareo is preparing to release Electronic Prescribing for Controlled Substances (EPCS) capabilities. We are working through certification and will be launching EPCS as soon as we receive the official notification that the audit and certification is complete.

Four key actions must be completed before your practice is able to electronically prescribe controlled substances (EPCS):

1. Request Enrolllment
2. Secure a Token (the token is your password/PIN)
3. ID Proofing
4. Set Security Access

We’ve defined the process below to make it easy for you to understand and follow the key steps to get started adding controlled substances to your e-prescribing workflow.

REQUEST ENROLLMENT

Call Kareo to request to begin your EPCS enrollment.

SECURE A TOKEN

Upon requesting enrollment you can either request a hard token be mailed to you or you can set a soft token by downloading an app to your smartphone.

Hard Token:
The One-Time-Password/Pin (OTP) can be obtained by pushing the blue button.

Soft Token:
The Symantec app can be downloaded onto your Smartphone or tablet device from the App Store. In the App store search for the app titled VIP Access. The symbol for this app is shown below:

ID PROOFING

This process will take you through the steps required to verify you are who you say you are.

EMAIL
You will receive an email invite* From EPCS Gold to initiate the process of activating your EPCS token.
_{*Be sure to watch your inbox and your spam folder for it and save the email for needed future reference.}

The email will include your invite ID and a link to activate the token.

The link will take you to a page where your NPI and the invite ID from your email will auto populate. Ensure you have your token ready as it will be needed. Click proceed.

Once you have successfully logged in, read and accept the terms of use.

Enter the information requested.

NOTE: It is very important that the address entered matches the billing address of the credit card provided. The credit card used must be a personal credit card (excluding American Express) with your home billing address. It cannot be a debit card or a business credit card. Only the first 8 characters of the credit card are required.

You will then be required to answer three security questions that only you know the answer to. These questions are based on your financial history.

Once completed you will get a confirmation that you have successfully verified your identity.

CREATE A PASSPHRASE
You must create a passphrase to both:

1. Access the EPCS account in the future
2. Enter during the process of sending a scheduled medication within the e-prescribing application.

The passphrase should contain lowercase and uppercase alphabetic characters, a numeric digit, and a special character. An example of this would be, Abc12345@.

Create a security question and answer in the event that the passphrase is ever forgotten:

You will then get a notification that you have created your passphrase successfully.

ATTACH YOUR TOKEN(S) FOR TWO FACTOR AUTHENTICATION
Each time you prescribe a controlled substance your identity will need to be recognized with two factors. This process ensures only you can sign and send a controlled substance prescription to the pharmacy. In order to do this, you will need the token (hard token or soft token). You will enter the Token Name, S/N or credential ID (See the ID # location marked in red below) and finally the security code given by the token.
You will be asked to enter the following information:

1. A nickname for the token
2. The serial number from the back of the hard yellow token, which starts with AVT, or the Credential ID from the token downloaded from the App Store
3. The OTP pin number from the token. Note: On the hard token, the pin will reset and change every 30 seconds, so if it disappears before you have a chance to enter it, simply push the blue button again.

You will receive a confirmation that the token has been added to your account. Click the button at the bottom right of the screen that says ‘Done adding tokens’.

The system will then log you out when complete.

IDP CONFIRMATION CODE Once the IDP process has been completed and the token activated, you will receive an IDP Confirmation Code within a letter from Experian through FedEx in a couple of days. This letter will be mailed to the home address that was provided during the IDP process above.

Log back into the EPCS Gold website, and enter the IDP Confirmation Code that is given in the letter to be fully enrolled.

Once completed, you will now be ready to log into the e-prescribing application with your administrator and set your security access.

SET SECURITY ACCESS

To set your secure access controls for your eprescribing software, you must establish two separate administrators:

• One must be a DEA registrant who has been ID proofed and has two factor authentication method in place (this is in most cases you).
• The other must be able to confirm you are who you say you are. (this can be an office manager or another member of your practice).

This is done to maintain consistency and to provide a form of checks and balances inside your organization.

Register with the Bureau of Narcotic Enforcement (BNE)

Finally, practitioners and pharmacies licensed in New York State processing electronic prescriptions for controlled substances are required to register their certified EPCS software application with Bureau of Narcotic Enforcement (BNE).

See the following link for more information and instructions on completing this registration process.
https://www.health.ny.gov/professionals/narcotic/electronic_prescribing/practitioner_epcs_form_instructions.htm

Congratulations! You’re done.
You are now able to legally transmit electronic prescriptions for controlled substances.