Electronic Prescription

Using Electronic Prescriptions (eRx)

In order to send Electronic Prescriptions, upgrade to Version 14.2 or higher. Electronic Prescriptions only work in the United States and its territories, including Puerto Rico. Effective March 27, 2016, New York State requires all drugs (including controlled substances) to be prescribed electronically.

Cost

The cost is $15/month (subject to change) per prescribing provider for the basic version or $40/month for comprehensive version (with EPCS access), which will be charged automatically the month (ACH only, month-to-month agreement) that you start sending prescriptions. If you ever need to stop using electronic prescriptions, you must call Practice-Web to cancel, or the monthly fee will continue to be charged. An annual fee of $80 per provider is charged separately by PayPal/NewCropRx. Separate identity-proofing by Verizon is required for all providers with EPCS access.

Enable Electronic Prescriptions: Electronic Prescribing (e-prescription or Electronic Rx) must be configured and activated by Practice-Web support before enabling it within the software. Then in the Chart module click the eRx button.

Click Yes to begin sending electronic prescriptions and open the interface.

Disabling Electronic Prescriptions

Electronic prescriptions should be disabled if you want to stop using the feature, or if enabled by mistake. If you disable electronic prescriptions, you should also call Practice-Web to cancel or the monthly fee will continue to be charged.

In the Main Menu, click Setup, Program Links, then double click NewCrop electronic Rx.

Uncheck the Enabled box.

Basic and Comprehensive version comparison
  Comprehensive Drug List Indexed Health plans & Pharmacies RxHub & SureScripts Drug Interaction Checks Formulary Checking Patient Leaflets & Herbals
Basic version Yes Yes Yes No No No
Comprehensive version* Yes Yes Yes Yes Yes Yes
How it Works

ERx is a separate interface. Each new prescription starts with a pending status. The status changes to complete once the prescription is approved. Completed prescriptions are automatically copied to the patient's Medication List and Progress Notes every time you open the Chart module.

Providers

Every prescription must have a Provider. The provider shows in the upper right of the Compose Rx window; the staff shows in the upper left.

Employees are treated as 'nurse' and have the ability to write prescriptions on behalf of the provider. The provider is ultimately responsible to create and transmit prescriptions. In order to block an employee from writing permissions, remove the Rx Create Permission from their Security profile.

  • If the currently logged-on user is associated with the security with a provider, then that provider is used.
  • If the currently logged-on user is associated with an Employee, not a provider, then the patient's primary provider is used.
EHR Users

The eRx - Comprehensive version is required for Meaningful Use.

  • CPOE medication orders
  • Electronic Prescriptions
  • Drug-Drug and Drug-Allergy Interaction Checks
  • Formulary checking.

Providers: For electronic prescriptions to count towards the numerator in Measure Calculations, the user logged on to Practice-Web must be a Provider with an EHR key.

Clinics

If Clinics are enabled and a clinic has been assigned to the currently selected patient on the Patient Edit window, that clinic is used when the prescription is sent and is associated to a unique LocationID (ClinicNum) within the eRx account. If clinics are disabled, or the patient does not have an assigned clinic, then the prescription is sent using the practice information and is associated to LocationID "0" within the eRx account.

Useful Resources for eRx
Hints

Use the tabs across the top of the interface to move through the system.

  • When you launch from Practice-Web, the doctor/staff is passed to eRx.
  • Compose Rx: Where each new prescription begins
  • Med Entry: Enter a medication without prescribing.
  • Patient Details: General patient information. Usually pre-filled.
  • Diagnoses: Patient diagnoses and past medical history. Used for drug disease checking.
  • Admin: Training materials, health plan and pharmacy lists.

Steps for registering new provider for Electronic Prescription

Compose New Rx

Adding Pharmacies in eRx

When using electronic prescriptions, there are a several ways to select the pharmacy.

Maintain a Master List of Pharmacies

As you add pharmacies to patients, the master list will automatically update. You can also add commonly used pharmacies directly to the list.

  • In eRx, click the Admin tab.
  • Under Lists, click Location Pharmacy List.
  • Click Add Pharmacy.
  • Search for the pharmacy by zip, phone, fax, name, or location information. Matching results will list.
  • Check the box next to pharmacies to add, then click Add Checked Pharmacies.
Assign a Preferred Pharmacy to a Patient
  • In eRx, click the Pt. Details tab.
  • Under Patient Pharmacies, click 'Click here' to add/update patient pharmacy list.
  • Choices from the Location Master List will show. You can also search for a pharmacy by name, address or phone. Matching results will list.
  • Check the box next to the patient's preferred pharmacy, then click Save Changes. Multiple selections are allowed.
Select Pharmacy at time of Transmission
  • Write the Prescription.
  • When you reach the Transmit Rx page, pharmacy options will list at the bottom.
  • Click Add Pharmacy.
  • Search for the pharmacy by zip, phone, fax, name, or location information. Matching results will list.
  • Click on the pharmacy name to select it.
General Information
  • On the Transmit Rx page:
  • A green dot under the eRx column indicates the pharmacy can accept prescriptions electronically. A green dot surrounded by a C indicates the pharmacy can accept controlled substance prescriptions electronically.
  • If there is no green dot in the eRx column, the prescription will be faxed to the pharmacy. The fax number must be listed or entered prior to transmission.

For more information about pharmacies in eRx, click Help in the eRx interface (bottom of page).

Doctor's List in eRx

In the Electronic Prescriptions interface you can create a list of frequently prescribed medications. This list is called the Doctor's List or Drug List.

Add a Medication to the Doctor's List

  • Click Save Rx and then proceed with Writing the Prescription.
Select a Medication from the Doctor's List

  • On the Compose Rx tab, click Doctor's List. A new section will show on the window listing the provider's Favorites List.
  • Click a blue link to select the drug then proceed with Writing the Prescription. To remove a drug, check the box next to it, then click Remove from List.
Creating Electronic Prescription

Prior to using Electronic prescription, customer account and payment information must be set up by Practice-Web support. Controlled substances cannot be electronically prescribed at this time.

1. In the Chart module, click eRx. Internet Explorer will open with the Compose Rx tab selected. If you do not see the interface, check the taskbar to ensure that Internet Explorer is the focus.

2. In the Drug Search field, enter the medication name, then click Drug Search.

3. The results will display. If using eRx - Comprehensive and you have attached an insurance Formulary to this patient, formulary information appears in the first column.

4. Click on the medication to select it.

If using eRx - Comprehensive, the system will check for severe Drug-Drug or Drug-Allergy Interactions and display an alert if applicable. If an alert displays and you want to select a different medication, close the alert, then cancel and delete the order. Then repeat step 2 - 3.

The medication will be in a pending status.

5. At a minimum select the Frequency. Other information defaults may automatically fill in. Edit as needed. For dosage and frequency, you may need to scroll up or down to find the value. Click Save Rx.

  • 6. Review the current medication order for accuracy.
  • To edit, click EDIT.
  • To remove the entire order, click [X].
  • To add another medication, repeat steps 2 - 4.

7. When you are finished entering medications, click Take Complete Rx to Review Page to proceed with the transmission. If using the eRx - Comprehensive version, the system will check for moderate Drug Interactions.

8. To transmit the prescription(s) electronically, click Transmit Rx.To print the prescription(s) and save the medication to the eRx list of current medications, click Print Rx/Add to Current Meds.

To save the medication to the eRx list of current medications, click Finish/Add to Current Meds.

9. In the Pharmacy List, select the pharmacy to send the prescription(s) to.

10. Click Transmit Rx/Add to Record to transmit the prescription.

11. Visit the patient's Chart module to automatically copy the prescription into the patient's Medication List and Progress Notes.

EHR users: Check to make sure an RxNorm code is attached to the medication.

Make sure to periodically log in and check for rejected prescriptions so no prescriptions slip through the cracks.

Refer to the doc for EPCS activation

EHR: Formularies (EHR version only)

In order to meet this EHR Stage 1 or Stage 2 measure use eRx - Comprehensive version is required. A formulary is a list of prescription drugs that are covered by a specific health care plan. Insurance carriers are preloaded in eRx. Simply add carriers to your Account Healthplan/Formulary list, then attach each carrier to a patient. Once attached to a patient, automatic formulary checks will occur every time you Create a Prescription.

Add Insurance Carriers to Your Account List

1. In the Chart module, click eRx, then click the Admin tab in the upper right corner.

2. Under Lists, click Account Healthplan List.

3. Click on Add additional health plans.

4. Check the boxes next to all insurance carrier(s) that are used by your patients, then click Add To List. All selected carriers should now list under the Current Account Health plan / Formulary List.

Attach a Formulary to a Patient

1. In Practice-Web, select the patient, then open eRx

2. Click the Pt. Details tab.

3. Click the appropriate dropdown and select the patient's insurance carrier. Only carriers added to the Current Healthplan / Formulary list will show.

4. Click Save Insurance / Formulary.

The insurance carrier/formulary is now attached to this patient. eRx will automatically check the formulary whenever drugs are searched and indicate formulary status for all selected drugs.

EHR: CPOE Medication Orders

For EHR, medication orders for a certain percentage of patients or for a certain percentage of orders must be entered using CPOE. Computerized Provider Order Enry (CPOE) means that a licensed provider is entering the orders.

Create CPOE medication orders

To count as CPOE, the user Logged-On to Practice-Web when creating the order must be an EHR Provider with a key. There are two ways to create CPOE medication orders:

1. f using Electronic Prescriptions (eRx), create a prescription.

2. Create paper Prescriptions in Practice-Web.

Once created, orders list in the patient's Medication List, sorted by start date. All CPOE medication orders have a start date and instructions.

Calculation Options

For EHR Stage 1 MU there are 3 calculation options for this measure. Each option is represented by a row in the EHR dashboard and in Measure Calculations.

ProvOrderEntry

- Denominator: All patients with completed procedures during the reporting period who have a medication in their Medication List that is not 'none'.

- Numerator: How many of those patients have had at least one medication entered using CPOE.

CPOE_MedOrdersOnly:

-Denominator: All medication orders entered during the reporting period.

-Numerator: How many of the medication orders were entered using CPOE.

CPOE_PreviouslyOrdered:

This calculation can only be used if, during the reporting period, a provider prescribes more than 100 medications, maintains a medication list of medications they did not order, and orders medications for less than 30 percent of patients with a medication in their medication list

See https://questions.cms.gov/faq.php?id=5005&faqId=3257

- Denominator: Patients the Provider has previously ordered a medication for.

- Numerator: How many of those patients have a CPOE medication order. For EHR Stage 2 MU there is only one calculation, CPOE_MedOrders Only. It is calculated as stated above.

Some FAQs:

1. How to add frequently used prescriptions. Create an eRx, in Edit mode, click Save this sig add to Doctors list, then click save Rx.

To share this list for multiple doctors: Set up a test patient with all desired drugs left as Pending. Work down the list, checking Save Sig for each and leave as Pending. Log in as each doctor and repeat with the same patient. All prescriptions will now appear on each Doctor's List.

2. What is "Instant Renewal"? This is for a provider to re-prescribe a medication in the current med list for a patient making no changes to the Rx.

3. Is the memo in Compose Rx page used for communication to pharrmacy? No this is a place that you can pass over a note regarding a patient if you choose to.

4. What does SureScripts Drug History provide? It will show all Rxs a patient has filled and filed on their insurance no matter who the provider is.

Detailed Explanation of pages:

Drug-Drug, Drug-Allergy Interaction Checks

In eRx - Comprehensive version, Drug-Drug and Drug-Allergy Interaction Checks are automated. You must contact Practice-Web to turn on this feature.

- Drug-Drug: Prescriptions are checked against current and pending medications listed on the Compose Rx page.

- Drug-Allergy: Prescriptions are compared to patient allergies listed on the Compose Rx page.

At this time, the patient's allergy and medication list in Practice-Web is not passed to eRx. However, the industry is moving towards an integrated approach, so allergies and medications entered by other providers or pharmacies may appear automatically in the eRx interface.

Allergy & Severe/Contraindicated Interactions

When searching for, then selecting a drug in eRx, the system automatically checks for allergy and contraindicated/most severe interactions. The alert looks like this:

To cancel the order of a medication that has triggered an interaction alert:

1. Close the alert. The medication will still be "pending".

2. Click Cancel in the middle of the screen.

3. The medication will still be listed in the Pending Rx area. Click [X] to delete it.

All Interactions

If the system is set to check for all interactions, regardless of severity level, a summary of all interactions (drug-drug, drug-allergy, drug-disease) will show on the Review page. Click More Info to view complete information on a potential interaction.

- Contraindicated appears in red and indicates a predictably severe consequence of concurrent use of two drugs.

- Severe appears in yellow and indicates action may be required to reduce the risk of adverse reaction.

- Moderate appears in yellow and generally indicates a need to adjust medications.

Adding Allergies to eRx

In eRx, a patient's allergies are listed under the Compose Rx tab. eRx uses the allergies entered here when checking for Drug-Allergy Interactions. Allergies entered in Practice-Web (Patient's Allergy List) are not currently passed to eRx; you must manually enter them.

To add an allergy:

1. Click Allergy / Intolerance.

2. Enter all or part of the allergy (brand, ingredient, or drug category such as NSAID), then click Search For Allergy. You can also select a Common Allergy / Intolerance, or add a non-drug allergy if a match is not found.

3. Click the dropdown to select the allergy severity level and onset date. Enter any notes.

4. Click Save Allergy. It will be added to the list.

Adding Medications to eRx

In eRx, a patient's current medications are listed under the Compose Rx tab. eRx uses the medications entered here when checking for Drug-Drug Interactions. When you write and transmit an e-prescription, the medication will automatically list here. However, medications entered directly in Practice-Web (Patient's Medication List) are not currently passed to eRx; you must manually enter them.

If a patient's current medication is not listed:

1. Click the Med Entry tab.

2. If needed, change the provider in the upper left and enter the start date.

3. Enter the first few characters of the drug name, then click Drug Search.

4. Select the strength.

5. (optional )To enter more details about the med, click EDIT, select the information, then click Save Rx.

6. Click Select to Move to Current Meds in the upper left.

The medication will be added to the Current Medications list with a tan background to indicate it was added via the Med Entry tab.

To discontinue a current medication, check the pink Select box, then click D/C. To change a current medication, click EDIT.

Setting Up Drug Formulary Checks

Drug formulary checking is only available in the comprehensive version of Electronic Rx (eRx).

Insurance: Insurance information from Practice-Web is not passed to eRx.

Required Setup: You must complete two steps to set up drug formulary checks:

1. Add health plans to your eRx Account Health plan/Formulary list. Health plans are preloaded in eRx.

2. Attach health plans/formularies to patients.

If you cannot find the desired plan, try a different or shorter version of the name. Contact customersupport@newcroprx.com with the missing plan. Medimedia currently provides information for 3400 plans nationally and will endeavor to add any missing ones.

Once set up, checks will occur automatically when you Write and Transmit Prescriptions.

Add Health Plans to Your Account List

1. In the Chart module, click eRx to open the eRx interface.

2. Click the Admin tab in the upper right corner.

3. Under Lists, click Account Healthplan List.

4. Click Add additional health plans.

5. Check the boxes next to all health plan(s) you want as options for patients, then click Add To List. By default, choices for your state are listed. You can also search for national accounts.

All selected health plans should now list under the Current Account Health plan / Formulary List.

Attach a Health Plan/Formulary to a Patient

1. In Practice-Web, select the patient, then open eRx.

2. Click the Pt. Details tab.

3. Click the appropriate dropdown for the health plan (Primary, Secondary, etc.) then select the patient's health plan. Only plans added to the Current Healthplan / Formulary list will show.

4. Click Save Insurance / Formulary.

The health plan is now attached to this patient. eRx will automatically check the formulary whenever drugs are searched and indicate formulary status.

Troubleshooting -

Problem: When trying to transmit the prescription, receive message "Provider is not registered for the SureScripts network. Registration will be attempted. Allow 48 hours to complete. Scripts will be faxed."

Solution: When a provider first attempts to transmit a prescription, eRx automatically attempts to register the provider with Surescripts. The registration process takes 48 hours. Prescriptions will be put into a 'pending' status until registration is complete.

Problem: eRx button turns red.

This can occur when eRx is clicked in the toolbar, or when switching to the Chart module, causing Practice-Web to attempt a synch with eRx to automatically copy completed prescriptions into the patient's Medication List and Progress Notes.

Solution: The button turns red when Practice-Web has attempted to communicate with eRx and failed. It may be that communication failed for a random reason. First try reloading the Chart module to see if the problem fixed itself. If the problem continues, you need to determine what is causing the failure to communicate, then address it. Some common causes are listed below.

  • Intermittent internet connection issues or internet down. To determine if it is an internet issue, in an internet broswer go to google.com and refresh the page. If you can still see Google, you likely have an internet connection.
  • Hardware Firewall issue: If all computers connected to the hardware are experiencing the same issue, it could be a hardware firewall issue. If two workstations use the same networking components and one works while another does not, it is not a hardware issue. Instead see #3 below.
  • Software desktop firewall issue: Open specific ports, or add an exception to the software firewall for the Practice-Web application. Adding an exception for Practice-Web would also allow other communication from Practice-Web in the future (e.g. other web service communications as a result of new features).
  • Antivirus software: Add an exception to the Practice-Web application for the same reason stated in #3.
  • DNS: On the workstation with the error, open a web browser and type in "secure.newcropaccounts.com". If DNS is working, you will get an access forbidden message. Assuming your internet is working, if DNS is not working, you will see a 404 page not found message.
  • If you do not use electronic prescriptions, consider disabling the NewCrop program link in Setup, Program Links.

Problem: Error "Not Verified for eRx" appears when attempting to register with SureScript.

Solution: You may see this error if the NPI# entered was incorrect. Check that the NPI# used is the individual NPI and not the organizational NPI.

Problem: When eRx button is clicked, receive error: "a technical error has occurred and has been automatically reported to your EMR/PM vendor".

Solution: If you are using AVG and the AVG web tuneup plugin, it may be blocking the XML data from being sent to eRx. First try disabling the web tuneup plugin. If that doesn't work, try adding an exception in AVG. If that fails, you may need to remove AVG and use another antivirus solution.

Problem: Issues with CVS pharmacies and faxed renewal requests.

CVS has had intermittent issues with providers receiving faxed refill requests who have in the past successfully received electronic refill requests. A case was opened with SureScripts for investigation and it is now known that CVS has had database issues that is causing these faxes. If you know of providers that are receiving faxes from CVS, please send the name and NPI of the provider as well as an example of the faxed refill request (all PHI removed and the example must be from within the last 5 days).

Case comments from SureScripts:

If your providers are experiencing faxed refills please submit a case with an example and we will route to CVS to investigate and correct. If there are multiple providers, they may be listed in one case and we will review the traffic between the providers to determine if they were receiving electronic refill request prior to now.

Problem: Error when trying to transmit controlled substances: There was an error: url: universalid.verizon.com/toolkit/index.php?/messagecenter/authorizeTransaction Date Time {"method":"completeTransaction"}1

Solution: Clear the cookies and cache in your browser. Shut down and try again.

Problem: Pharmacy claims they did not receive a transmitted controlled substance prescription:

Solution: Only pharmacies that are indicated with a C around a green dot can accept electronically transmitted controlled substances

If the pharmacy indicates it can accept electronically transmitted controlled substance prescriptions, you should report the prescription as 'missing'.

Report a Failed or Missing Prescription

If you think a prescription failed to transmit electronically or a pharmacy or patient claims to have not received it, first research the issue, then if needed, report it to eRx.

Criteria to research a Missing Prescription:

  • It must be electronically transmitted. SureScripts does not track faxed prescriptions.
  • It must be no more than 5 days from the write date of the prescription.
  • Mail order prescriptions: Allow 72 hours from transmission before reporting a prescription as failed or missing. Mail order pharmacies have 72 hours to update their database with prescriptions.

1. In eRx, Compose tab, click on the magnifying glass to the right of the current medication to view current details.

2. Scroll down to the Print / Transmission Log.

Reading from bottom to top, check the Route (electronic, faxed, printed) and Status (queued, success, failure).

Report a Failed Transmission (Route = Electronic and Status = Failure)

Click Report Failed Transmission.

An e-mail will be automatically sent to eRx so they can research the reason for failure. When an explanation and outcome is determined, you will be notified.

Report a Missing Prescription

If a prescription status is 'success' but the pharmacy or patient claims to have no record of the prescription, report the prescription as 'Missing'.

1. Click on Report 'Missing' Prescription.

2. Fill in the two required fields:

  • Who reported to the provider or practice that the prescription is missing? Do not send PHI. If a pharmacist, please enter their name.
  • What did the pharmacy or patient say?

3. Click Report Missing Rx again to report it. An e-mail will automatically be sent to eRx so they can research the issue. When an explanation and outcome is determined, you will be notified.

Useful docs

Electronic Prescription Requirement in State of New York

Each individual practitioner, not the software vendor, is required by regulation to register their certified EPCS software application with BNE. See

https://www.health.ny.gov/professionals/narcotic/electronic_prescribing for more compliance information. Below is information that may be useful when registering Practice-Web:

  • Copy of third party audit letter approving Practice-Web for e-prescribing of controlled substances: Practice-Web EPCS Letter
  • Name of the company providing the certified EPCS software application: Practice-Web
  • Name of the certified EPCS software application: Practice-Web Software version 14.3 using NewCropRx Core 13 software prescribing application
  • Version number of the certified EPCS software application: Version 14.3
What is I-STOP?

New York state Internet System for Over-Prescribing Act (I-STOP) expects to reduce the number of deaths caused by addiction and the over-prescription of painkillers by implementing improved electronic monitoring methods. It was passed in 2012 as part of New York’s continuing effort to lead the way in programs to track, monitor and protect against prescription drug abuse.

Why do we need I-STOP?

In the past twenty years, drug overdose has been rising steadily as a leading cause of death in the United States. A majority of which are related to pharmaceutical abuse. With the drug overdose rate more than doubling since 1999, an average of 6.2 million American adults use prescription drugs non-medically (DrugAbuse.gov).

How does I-STOP affect my practice?

As of August 27, 2013, all New York prescribers have been required to consult the Prescription Monitoring Program (PMP) Registry when writing a prescription for a Schedule II, III and IV controlled substance. In order to consult the PMP, prescribers must have a health commerce system (HCS) account. If you haven’t already, you can apply for an HCS account online through the New York State Department of Health.

The next phase of this program will go into effect on March 27, 2016 for New York State and requires all drugs (including controlled substances) to be prescribed electronically.

What are the benefits of I-STOP?

I-STOP is intended to help practitioners better evaluate their patients being treated with controlled substance and was passed to help:

· Prevent prescription drug abuse and overdose

By better tracking and monitoring prescriptions for controlled substances, drug abuse and overdose can be reduced.

· Prevent prescription fraud

By moving to a 100% electronic prescription system, paper prescription pads can no longer be stolen, forged, or altered to illegally obtain a prescription drug.

· Prevent prescription errors

Utilizing modern prescription technology has the potential to minimize medication errors for patients in New York State. Electronic prescribing also allows for the integration of prescription records directly into the patient’s electronic medical record.

· Prevent double doctoring/doctor shopping

Double doctoring and doctor shopping refer to patients seeking care from multiple physicians simultaneously, often with the intent of receiving additional prescriptions. I-STOP allows providers to more easily access a patient’s prescription history in order to prevent this type of abuse.

Are there any exceptions to I-STOP?

The I-STOP mandate does not apply to veterinarians. All other prescribers of controlled substances requires the prescription to be transmitted electronically, regardless of the amount of supply. An exception to this is that a paper or oral prescription may be issued for a controlled substance, that does not exceed a 5 day supply, ONLY if the practitioner reasonably determines that it would be impractical for the patient to obtain substances prescribed by electronic prescription in a timely manner, AND such delay would adversely impact the patient’s medical condition.

Practice-Web EPCS is I-STOP compliant

All New York providers can meet the requirements of I-STOP with our certified EPCS system.