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e-Prescribing and Medications FAQs

How do you order and document medications given in the office?

A typical medication template can do 3 things (in addition to including text in any section of the note).

  • Include the med favorites you would like to select (the actual prescription still has to be created, but saves the step of searching).
  • Create a task for the nurse to administer the medication with the exact dosing.
  • Automatically add CPT codes when the template is applied.

Here is an example: You can create a template that includes the following (using ceftriaxone as an example).

Orders/Workflow Tab:

  • Med Tab: Select med favorite Ceftriaxone 500mg (create entry in medications chart).
  • Other Tab: Ceftriaxone 500mg assigned to Nurse and Usage is standing.

Procedure Tab:

  • J0696 Ceftriaxone 2 units
  • 96732 Injection code 1 unit

Workflow

  1. This template can be applied to the note from the Assess/Plan tab (as well as CC and Exam tabs).
  2. Select medication on Meds tab and create prescription in chart (this does not create a task for the nurse).
  3. The nurse will get the task to administer the medication.
  4. Go into the medication entry in the patient's chart and enter:
  • information about site of admin if injection
  • lot and expiration date
  1. The nurse will mark the task as complete.
  2. Charges will automatically be sent to the superbill.

Another option is to give your nurses proxy privileges for in-house medications. You would still utilize the same template, but instead of the provider creating the medication the nurse would do so, as the med favorite would be marked as able to be written by proxy. This saves the step of the provider creating the prescription in the medication chart.

How can a mid-level provider add a Supervising Physician to their prescription?

The NP will need to select the supervising physician's initials in the Supervising Physician Field when the NP writes the script.

If the supervising physician does not change on a daily basis, you can also set your preference under System Preference, so that you are not required to validate the supervising physician on a daily basis. If the preference is not selected, OP will remember the supervising physician.

To set the preference:

  1. Navigate to Utilities > System Administration > System Preferences > Special tab > Prescribe tab.
  2. Select or deselect the checkbox to "Revalidate ERX supervisor on a daily basis" based on whether or not the supervising provider changes daily.

If you are printing the prescription, you will need to select the option of prescription with supervising. If you do not see that option in prescription printing options, please contact Support to get that report added to your system. 

How do I reprint another provider's prescription without editing it?

In OP, you cannot as a provider print another providers prescription. You would have to refill or recreate it so that your name appears on the script. Alternately, if they were truly just a reprint, you could have a nurse who only has Send privileges do so.

How do I set up a nurse for proxy privileges?

Your scribe should always be logged in as themselves, not the main provider, so that their work can be tracked. However, the main provider will ultimately review and sign off on the note.

Here is a review of e-Prescribing privileges:

  • If an MA/Nurse is given Send privileges, then the MA/Nurse can send a script that a provider has written without making any changes.
  • If an MA/Nurse is given Proxy privileges, then the MA/Nurse can create and send a script for a medication that has been tagged as Available by Proxy. This script will need to be cosigned in the eRx Center. When creating the script, the MA/Nurse will indicate who the Supervisor is and their name will appear on the script.
  • Mid-Levels: If the NP has full e-Prescribing privileges and is not writing scripts via Proxy, they cannot send another provider's scripts whether they are a mid-level or a physician. This is because each provider is responsible for their work, and if they make any changes to the prescription their name would need to be on the script. 
  • Staff who have Send privileges can only send prescriptions as written.
  • Staff with full prescribing privileges could edit the prescription, and if they did it should be assigned to their name.

Prescription levels are set in the Staff/Provider directory, and each person who has Proxy privileges needs to have paperwork filled out with OP. Remember, for all the medications you would like your nurses to write, you must create a favorite for that medication and mark it as a proxy med.

Is there a way for front office/nursing staff to put in patient’s pharmacy before physician sees patient?

To accomplish this, it is easiest to have your MA/Nurse set up as a provider agent with Proxy Privileges. This way the MA/Nurse can populate the Pharmacy list with your practice's most common favorites when you are starting out (they can do this through a test patient).

Each time a pharmacy is selected from the pharmacy list, it is also added to the Address Book. The Front Desk will be able to select it when checking the patient in from the Coordination of Care tab. Once a pharmacy is in the Address Book, you can also edit it and add notes such as cross streets so you can easily identify it. You can also search the Address Book by Pharmacy ID. If your Front Desk does not do this, then the MA/Nurse can add it to the Coordination of Care tab. By adding it to the Coordination of Care tab it will appear on the patients pharmacy.

How do I create prescriptions with dosing in teaspoons instead of milliliters?

OP is set to create all prescriptions in milliliters.

How do I make medication favorite default to certain number of refills?

Currently, we do not include refills as part of the favorites.

How do I record a non-med written prescription?

To record a written prescription for a non-med item such as Durable Medical Equipment (DME) or Therapy orders:

  1. Go to:
    Patient's Chart (Chart button) > Medications tab 
    or
    Patient Chart (Chart button) > Encounters Tab > Start a New Note button > Med Review tab.
  2. Click the Add a New Prescription button ( button).  The Prescription writer window will appear.
  3. Click the Purpose dropdown menu and select Order (non-med) from the dropdown list.
  4. Make the appropriate selection in the Type dropdown.
  5. Enter the order details.
  6. Click the Print button to print the prescription. 

How do I add pharmacy to OP?

Version 14.9

Add a Pharmacy to Favorites from SureScripts Master List

Note: If you are unable to locate a pharmacy in the SureScripts Master List, contact the pharmacy. The pharmacy is responsible for contacting SureScripts and requesting to be added to the network. OP Support will not be able to add a pharmacy to the SureScripts Master list.

  1. Click Clinical tab > Pharmacies button. The Choose a Pharmacy window displays.
  2. Click the SureScripts Master List tab.
  3. Search for a pharmacy by entering information in the top panel of the Choose a Pharmacy window.
  4. Click the Search button.
  5. Highlight the pharmacy to add to the favorites list.
  6. Click the Add to Favorites button.

Note: Retail is the default search option. To search for Mail Order pharmacies, select the Mail Order checkbox.

  1. You will receive a pop-up window to confirm that you want to add the pharmacy to the practice favorite list. Click Yes to add the pharmacy.

NoteYou may select multiple pharmacies using the following:

  • Select the first pharmacy in the list to add, scroll to the last pharmacy you wish to add and press Shift + Click. Click the Add to Favorites button.
  • Select a pharmacy in the list to add, locate the next pharmacy and press Ctrl + Click. Continue through the list until you have all pharmacies selected, click the Add to Favorites button.

Add a Pharmacy to Favorites from All previously used by any patient List

  1. Click Clincial tab > Pharmacies. The Choose a Pharmacy window is displayed.
  2. Click the All previously used by any patient tab.
  3. Highlight the pharmacy to add to the favorites list.
  4. Click the Add to Favorites button.

  1. Click Yes on the Confirm window.

Remove a Pharmacy from the Favorites List

  1. Click on the Favorites tab if not selected. 
  2. Highlight the pharmacy to remove from the Favorites list.
  3. Click the Remove from Favorites button.

NoteRemoving a pharmacy from the favorite list does not remove the pharmacy from OP. For information on deactivating a pharmacy click here.

Version 14.10

If you have access to Utilities, you may build a Favorite Pharmacy list for the Practice by accessing Utilities > Manage Clinical Features > Pharmacy Favorites.

To add a pharmacy favorite:

If you are unable to locate a pharmacy in the SureScripts Master List, contact the pharmacy. The pharmacy is responsible for contacting SureScripts and requesting to be added to the network. OP Support will not be able to add a pharmacy to the SureScripts Master list.
  1. Access the choose a Pharmacy window (Utilities > Manage Clinical Features > Pharmacy Favorites).
  2. Click the SureScripts Master List tab.
  3. Search for a pharmacy.
  4. Highlight the pharmacy.
  5. Click the Add to Favorites button.
Note: Retail is the default search option. To search for Mail Order pharmacies, select the Mail Order checkbox.

  1. You will receive the following pop-up window to confirm that you want to add the pharmacy to the practice favorite list. Click the Yes button to add the pharmacy.

To remove a pharmacy from the Favorites list:

  1. Click on the Favorites tab. 
  2. Highlight the pharmacy.
  3. Click the Remove from Favorites button. The same steps apply to the All Previously Used by this Patient tab tab.

Where do I put a patient's favorite pharmacy?

Each time a pharmacy is selected from the pharmacy list, it is also added to the Address Book. The Front Desk will be able to select it when checking the patient in from Clinical Contacts. Once a pharmacy is in the Address Book, you can also edit it and add notes such as cross streets so you can easily identify it. You can also search the Address Book by Pharmacy ID. If your Front Desk does not do this, then the MA/Nurse can add it to Clinical Contacts. By adding it to Clinical Contacts it will appear on the patients pharmacy.

How do I transfer EPCS tokens to another provider?

In the event that your practice has questions or issues regarding tokens used for EPCS, you will need to contact DrFirst Support. This would include, but is not limited to, tokens no longer working and the transfer of tokens.



How do I set up EPCS on a new cell phone?

When a provider gets a new phone, the app re-downloads and a new credential ID is created. The provider needs to use the OTP serial number from their old phone to complete the following process: 

  1. Navigate to the DrFirst EPCS Gold Invite Consume site.
  2. Enter your NPI and passphrase.
  3. Click the Next button.
  4. Enter the OTP serial number from the old Phone. The EPCS dashboard is displayed.
  5. Click Current Tokens
  6. Select Manage My Tokens
  7. Click Add New Token
  8. Enter Semantec for the manufacturer. 
  9. Select DrFirst Soft Token for the type of token. 
  10. Create a token name. 
  11. Input the credential ID (no spaces or dashes). 
  12. Input the new OTP serial number from the new phone in the field. 
  13. Select Activate.

Once these steps are taken, in OP, a System Administrator must then:

  1. Navigate to the Admin tab > EPCS Access Control.
  2. Change the grant status from Inactive to Active.
  3. Enter their full name as the Granting Administrator.
  4. Enter the prescriber's NPI, and click Validate.

The Provider must then:

  1. Select token from the Device List.
  2. Enter the Passphrase and PIN from the token.
  3. Click Authorize.

Why are units not populating from Medication Favorites?

OP has updated the list for units to reflect the current Surescripts defined values. Older values have been removed from the unit list. See below for the accepted units. The practice will need to update medication favorites that have been saved using a unit value no longer available. For instruction on how to edit medication favorites, click here.

  • Applicator
  • Blister
  • Caplet
  • Capsule
  • Each
  • Film
  • Gum
  • Gram
  • Implant
  • Insert
  • Kit
  • Lancet
  • Lazenge
  • Mililiter
  • Packet
  • Pad
  • Patch
  • Pen Needle
  • Ring
  • Sponge
  • Stick
  • Strip
  • Suppository
  • Tablet
  • Troche
  • Unspecified
  • Wafer Dosing Unit

How do I prescribe 90-day supply of EPCS prescriptions?

In order to create a 90-day supply of an EPCS prescription, the prescriber must forward date the prescriptions. To do so, simply create the prescription with a 30-day supply three times with the Rx start and end date to be reflective of the 30-day periods.

Each of the three prescriptions must be sent separately through the EPCS system. 

Note: If the medication is to be changed or sent to a different pharmacy before the 90-day period is reached, the prescription can be cancelled electronically. Click here for further information on how to cancel an electronic prescription.

Why can't I find a medication in the Master List?

SureScripts does not provide medication NDC and their drug descriptions found in the Master list in OP. The information is provided by a drug compendium company, First Data Bank. To lookup medications, click here and use the search field to locate the medication.

How do I reset my Passphrase for EPCS?

Follow the steps below if you forgot or need to reset your Passphrase for EPCS.

  1. Navigate to Admin tab > EPCS Provider Dashboard.
  2. Click the Forgot Passphrase link in the Sign in section.
  3. Enter your NPI and click the Next Step button.
  4. Select your Token from the drop-down menu. 
  5. Click the Continue button. The Email confirmation window displays.
  6. Click the Done button.
  7. Click the Reset Passphrase link in the reset passphrase notification email.
  8. Re-enter your NPI, Token and answer your security question. Once complete you will be able to reset your passphrase.

Tip: Minimum requirements for a new passphrase are at least 8 characters with 1 capital letter and 1 number.

What are pharmacy generated statuses?

The status of a medication may be changed from Medications, in a Patient Chart, or the Status tab on the Prescription. There are statuses that are generated by the pharmacy and sent back to OP through the eRx process. DO NOT choose from the below list. If one of the list items are chosen, the prescription will be frozen and you will be unable to edit.

  • CANCELLED
  • DENIED CANCEL
  • VOID/REPLACE

How do I send a medication for narcotics used for detox and maintenance?

When a drug used for detox or maintenance (e.g., Suboxone) is selected, once you click the Send button, a window is displayed with a Field where the prescriber's NADEAN number will be pre-populated if it is set-up as described above. If it was not previously set-up, you can enter a NADEAN in the field. A NADEAN number must be nine characters, with the first two being alpha and the last seven numeric.


How do I prescribe medications with Gamma-hydroxyburtric acid (GHB)

Medications prescribed which contain GHB such as Xyrem require you to enter a reason for prescribing. Like NADEAN, you click the Send button, a window is displayed to prompt you to enter a reason. The reason must be at least 5 characters long.

Is there a report for EPCS activity?

OP provides you with a report of EPCS Auditable Events. To access the report follow the steps below.

  1. Navigate to Admin tab > View > Admin Documents.
  2. Select Transaction Type: Audit_EPCS.

OP creates this report automatically on a daily basis and provides the details necessary to inform an administrative user of any suspicious activity.

What is the new look for tokens from DrFirst?

DrFirst has a new look for tokens used for electronic prescribing of controlled substances (EPCS). Below is a list of features that are included with the token.

  • Tokens will have a power button on the front that can be used to turn on or off the token. Turning off the token will not generate a new security code.
  • There is a timer displayed on the token that is shown as horizontal lines. The horizontal lines will gradually decrease as time runs out on the security code, which is available for about 30 seconds.
  • After time runs out for the security code the token will automatically shut off. The power button can be selected to generate a new security code.
  • Serial numbers for the tokens will begin with FT.