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.
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?
Delegates apply for an account the same as any provider or pharmacist – i.e. they fill out the online application, print and notarize the form, and mail the completed form to the PDMP for initial authorization. Once approved, PDMP staff activate the delegate accounts, but delegates are not yet able to access system information. The final step of the process is for master account holders to authorize delegates by linking them to their accounts. 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.
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.
You will want to update your linked delegates any time you have a staffing change. To remove a delegate from your account sign in and under "User Management" along top menu bar. From the menu on the left side of screen select "Delegate Accounts" and highlight the name of the individual(s) that are no longer in your office and select "Unlink Account" from underneath the listing of names linked to your Master Account. These delegates will still have an account with the PDMP and be able to use it with another provider or in another office once they have been re-linked to another Master Account.
System information is protected health information. The liability statement is a reminder of this fact and prompts you to take measures to maintain confidentiality and preserve the privacy of your patient’s information.
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 is correct and you are entering your password and not your PIN. If this is not your first time logging in, call the Help Desk at 866-205-1222 for assistance if you continue to experience difficulty.
What if I forget my password?
If you have established a system security question to identify yourself, you may reset your own password online. 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.
You must wait the 30 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.
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.
After you query the system, click the “Generate Report” button in the top right-hand corner of the screen. The report will be saved under “View Query Status” for 14 days. To retrieve the report click “View Query Status,” click the “Job Sequence ID” of your report, and then click “Open” to view the PDF report.
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.
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.
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.
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.
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
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Prescription Drug Monitoring Program - IPE | PO Box 14450
Portland, OR 97293-0450 Phone: 971-673-0741 | Fax: 971-673-0990