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. Why do I have to agree to a liability statement every time I conduct a query?
  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. Why do I have to submit a notarized hard copy application to obtain an access account?
 

 
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.

 

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?
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.


How many delegates can I have?
The number of delegates linked to a single master account is not restricted, but 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.

 Why do I have to agree to a liability statement every time I conduct a query?

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.

 

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 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.

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

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.


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. Additionally, pharmacies only just began submitting data on 6/1/2011, and some pharmacies are still configuring their systems. Your patient’s information simply may not have been reported yet or your patient might not have received any Schedule II, III, or IV controlled substances since 6/1/2011.

 

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

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.


Why do I have to submit a notarized hard copy application to obtain an access account?
The information in the PDMP system is protected health information under Oregon law and is safeguarded in both its collection and distribution. Access to the database is limited to authenticated users only. The one-time notary process is a way for the Oregon Health Authority to help ensure that only those individuals permitted by law can access this protected information.

 
 
 
 

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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