Use e-prescribing (eRx)

In OptiMantra, you can connect directly to eRx including to prescribe including controlled substances 

through a partnership with MD Toolbox (which offers SureScripts integrations for EHRs). 

• Setting up eRx
• Using eRx in the program
• eRx FAQs

Running into eRx set-up issues or other eRx questions in the MDToolbox system? Contact MDToolBox directly to have them troubleshoot your account at [phone] Option 1 (for support) or email them at [e-mail]!

A Quick Note on eRx Support Tickets

Just a quick tip -- there’s no need to create a new support ticket if you already have one open. You can simply reply to your existing ticket by going to Shortcuts > Support Ticket > Your Name (top right) > Requests in your account.

Steps for Setting Up eRx

1. Confirm that your OptiMantra information is correct. 

2. Let us know you want to add eRx by update the Settings > OptiMantra Subscription, and send us your supporting documentation in the automatically generated ticket.

3. Finish your eRx set-up in MD Toolbox

Step 1 - Confirm that your OptiMantra information is correct.

Add a fax number in OptiMantra

• If you have an existing fax number, please navigate to Settings > Locations > Fax Accounts > Non-OptiMantra and input your number in the Fax Box.

  • Please note your existing fax number allows you to sign up for eRx, but does not allow you to send or receive faxes within the OptiMantra program. 

• If you would like to add an integrated OptiMantra fax number, we can assign you a new fax or port over your current one at $25 per fax line (plus utilization). 

Then, check your that your provider information is accurate (very important!).

•  Go to Settings > Provider Settings > Edit Profile for each practitioner

• Add your prescribing credentials and a comma in the Last Name box (e.g., Knowles, ND)

  • Note that your credentials suffix cannot be more than 10 characters long, so the most important thing is to include your prescribing credentials

  • Make sure you include a comma! That's what allows the program to determine that it's a credential and not part of your last name. 

Next, go to Settings > Provider Settings

• Choose the prescribing practitioner(s)

• Select 'Edit Profile'

  • Confirm that your address is accurate

    • Please be aware that the address you provide will appear on prescription labels and may be visible to patients. For this reason, we strongly advise against using a residential address. 
    • If your practice is virtual, you can instead obtain a virtual business address by searching online "virtual business address" along with your zip code, or by checking with providers like UPS for available services. 
    • To check and edit your address information, please go to Settings > Locations.

  • Next, include your DEA, NPI and State License #'s

    • If you don't have a tax ID or a DEA, please type in NA

• Please ensure this information is accurate, you will not be able to change the information once the information it is submitted to MD Toolbox - We'll have to resolve any inaccurate information separately reach with MD Toolbox, which will delay your sign up.

IF YOU ARE DOING CONTROLLED SUBSTANCES and are a solo provider, find a trusted individual, add them to your OptiMantra account as a user (under Settings > Business > User Management). You are not required to assign them a role, just please enter their first and last name and correct email address. During the last part of the set up in MDToolbox, they will get emailed a verification code, which you will need to save.

*Note that if you have to have a supervising physician for some or all of your prescriptions

• You can set up the supervising physicians just like prescribers and they can serve as your second if needed - click on the head and shoulders icon to the right of your name when opening an eRx box to get their info added to the prescription
• Please note that MD Toolbox charges OptiMantra for each eRx user. If you have a supervising physician that needs to prescribe specific drugs (i.e. Schedule 2), you will be charged the MD Toolbox eRx fee for your supervisor as well. Please add any supervising physicians to Settings > Business > OptiMantra Subscription > eRx add-on. 

Step 2 - Adding eRx and Supporting Documentation

If you haven't already signed up for OptiMantra, you will need to add a card on file, sign our User Agreement, and add your subscription details before adding eRx. 

To add eRx to your account go to Settings > Business > OptiMantra Subscription and add the number of accounts you want set up under the eRx add-on. This will automatically create a ticket for our team to initiate your set-up. We will share further instructions within that ticket.

If you are an older partner with OptiMantra and the OptiMantra subscription page is not visible, please create a ticket for our team and we'll get you connected.

To speed things up - 

• Complete step 1 above (including giving your Seconds/Identify verifier access to OptiMantra already)
• In your eRx set-up ticket
  • Let us know who the name of your Second/Identity verifier or Supervising Physician.
  • Provide us with a color copy of your driver's license and legible copy of your DEA Certificate. 
• We will reach out to schedule an identity verification call at your NPI registry number and will walk you through finalizing the set-up.

We will give access to Prescribers (and Seconds) in OptiMantra.

Step 3 - Finish your eRx Set-up in MDToolbox

For everyone: Log into eRx and Sign Up

• After access to eRx is granted in the step above, each person will need to sign into their OptiMantra account and then go to any Patient Actions box and click on eRx to be listed as staff or prescriber (follow the instructions below for this)

For anyone doing controlled substances:

• Your second (non-EPCS) user needs to log in and connect to eRx FIRST in order to establish their identity (and then subsequently validate the primary prescriber).

  • Log into OptiMantra

  • Click on any Patient Actions box in the program (go to Patients, pick an Actions box and click it)

  • Select eRx in the pop-up

  • This will pull up and connect eRx via OptiMantra FIRST 

• To sign in to eRx, go to Patients on the menu bar

• Select any Patient Actions menu and click eRx under Clinical

This will open up a separate second window - connecting you into the MD Toolbox system

The process of verification takes about 30 minutes - to complete it you will need to provide a photo ID and/or answer personal questions; your second will also need to do this process    

• Please note that if you'd like to use a FOB instead of the free VIP Access app for your verification, MDToolbox charges for that so it's $50 to send the hardware and then an additional $5 per month ongoing.

If you already started the set-up and you don't see this log in, go to the two blue arrows on the left side of the screen, then Setup & Tools > Practice Setup

• Go through verifying your Practice Setup including

  • Prescribing locations

  • Prescribers

  • Staff 

   

Next - for EPCS -  open EPCS Sign up

• It's useful to have the second person be present or available when during the EPCS permissions part; when you listed them as a second for the access control and add their email, they will get a code for you to put in the next box for identification confirmation.    
  • 

Set up your token:

If you have EPCS Signup instead of EPCS Token in the above list under Practice Setup, it means you haven't set up your token yet so click on the EPCS Signup page:

Work your way through all the 1-4 items which will include downloading the App "VIP Access" to your phone as your token (unless you prefer a separate token device which will cost $50 to send to you and $5.00 extra rent every month over the standard fee for using MD Tool box system for prescriptions.  Keep track of the Activation code and your password you set up for the token, you will need them later.  Once your token is set up you can go to the next step right away or later.

Finally, the last step is to go to EPCS to set the permissions for you and your "staff" chosen to be your access control manager to help you finish setting up by verifying your identity through this process

In the above picture when you click all four boxes after the token for yourself (like Harrison Ford in above screen shot) and then choose yourself as the First User in the bottom and your staff or colleague as the second user you have to decide the second person roles.  You have to check the Access Control Manager at very least, can do verifier and set up too and can send if they have a token and are a prescriber.  

When you hit Save at the bottom after that, a box comes up asking for your Second User email address and when you enter that and Save again, a box comes up for you to enter a code that person receives in their email so you have to be in contact while you do this, if you wait you will have to start all over with the EPCS Permissions process. 

Once you enter the code the Second user received and Save, you will have to enter you token, activation codes again and then check on your VIP Access app on your cell phone for the current security code and enter that and if all correct the program will tell you that you are successfully set up. 

If at a later time you lose your password or get a new phone you will log in the same place in the Set  up & tools and it will say EPCS Token and there are very simple instructions there for either getting a new token password or setting up a new phone with the token transferred there.

Using eRx in the program

Phew! You're signed up. Now, you can use eRx from any part of the program with the Patient Actions menu.

Open Patients > Actions menu > eRx (under Clinical Actions).

This will open the prescription writer

• Search for your prescription
• Save it as a favorite by select the blue star under Tools (you'll then be able to click on the Star outline to find your favorite values)
• Pick a pharmacy, you can store up to 3 pharmacies in each patient eRx box
• Add any pharmacy or internal notes
• And set your effective date

For custom compounds, click on the little blue wrench to 'Turn OFF Search' and click either on 'Supply/Compound not in DB'

Then you can Save and Send Now to send it electronically to the pharmacy of choice

Note that when sending the prescriptions for scheduled drugs, you have to send it like a non-scheduled prescription and after you click on Save and Send, then a box comes up to enter the token password and then quickly get the 6 digit code from the VIP Access app on your cell phone, enter that and the prescription will go through.  You can select the PMP for your state to check on the patient's use of the scheduled drug and then mark the box for PMP checked.  If you have to do a compounded prescription for a scheduled drug, select the "Compound not in DB" as shown in the blue Drug Search by box in the directly above screen shot, and then you will have to select the correct schedule ie testosterone is Schedule 3 and then finish the prescription as other scheduled drug prescriptions

Running into eRx set-up issues or other questions? 

Contact MDToolBox directly to have them troubleshoot your account at [phone] Option 1 (for support) or email them at [e-mail]!