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e-prescribing (eRx) FAQs

Richard Abujasen
Updated

Read on for the most frequently asked eRx questions and how to approach them

 

TABLE OF CONTENTS

 

I need my supervising physician on eRx for pharmacies, how do I do that?

 

The supervising physician should be added to the account from Optimantra (passed through the API), then you should use the following steps to include the supervisor on the prescriptions:

Within the MDToolbox window, click the silhouette of the Head and Shoulders icon to the right of the Prescriber name at the top of the screen and select the supervisor in the 2nd dropdown.

 

 

Any e-Sends will now include credentials for you and the supervisor! You can double check the Rx Preview screen right before sending - this shows what is about to be sent. If you see your supervisor there, it will be included when sent to the pharmacy.

 

 

I want to integrate automatically with my state PDMP program

 

By default, MDToolbox will show you your state PDMP program link in their system when you go to prescribe a controlled substance

 

MDToolbox also offers a way to integrate PDMP in their system for certain states, so that the provider is automatically logged in and can open up a patient's profile easier; in this case, it pulls the patient's PMP reports directly from the prescription writer. 

 

This integration is completed through a third party vendor, Bamboo Health. OptiMantra and MDToolbox do not charge for the integration, however there may be fees from the third party vendor. Below are the steps to setup the integration.
 

  • Please check the PMP Map at URL: 

    https://mdtoolbox.com/pmp-map.aspx

     - to see if your state participates with the 3rd party vendor MDToolbox uses to integrate. If you are in light or dark blue, your state integrates. 

  • In that case, follow these instructions from MDToolbox:

    1. Visit the Bamboo Customer Connect portal at: 

      https://connect.bamboohealth.com/
    2. Click Create an Account in the top right-hand corner.
    3. Login and follow the on-screen prompts to provide the needed information for your integration request.
    4. Select/enter 'MDToolbox' as your EHR vendor
    5. Sign all necessary agreements within the portal and complete your application.
    6. Upon receipt of your completed application, Bamboo Health will submit your request to the state for final approval.
    7. Upon state approval, credentials will be sent to your organization’s primary contact and/or your EHR/PMS vendor, per their onboarding process.
    8. A confirmation email will be sent to your healthcare organization’s primary point of contact.

  • Please  contact support@mdtoolbox.com directly if you have any questions during the setup or once you receive the credentials from Bamboo Health so they can enter them into the system for you.


I have multiple state license numbers I need to add

 

You can add multiple state license numbers SEPARATED BY ONE SPACE (no commas) in your Provider Profile (see below). 

Please note that Surescripts (the national eRx hub) has a limit of 35 characters for its state license fields, so please only add state licenses for those states that require it for e-prescribing.

  • Unfortunately, Surescripts or MDToolbox do not publish a comprehensive list of what states would require a state license for the pharmacy to fill a prescription, so you will need to know your state rules and apply them appropriately or reach out to your state's pharmacy board or licensing department for further information.
  • A screenshot of a person's profile Description automatically generated

 

 

 

I have multiple DEA Numbers - How do I add them? 

 

  • Create a ticket and attach your DEA's. 
  • Set up a location for each state you have a DEA in under Settings > Locations - Make sure you also set up a fax number for the mulitple locations and enter them in the NON-OptiMantra box. 
    You can only set up one DEA in OptiMantra. 
  • Once you're fully set up with one DEA you will then notify MDToolbox to link the subsequent DEA's with the locations set up in OptiMantra.  MDToolbox: (206) 331-4420 Option 1 (for support) or email them at support@mdtoolbox.com

 

I want to send the patient driver's license information to the pharmacy with my prescription

 

You can add a note on the patient profile in MDToolbox to send with the prescription

 

  • To do so, it would be done via the patients chart in MDToolbox. They would click on the blue circle next to the patients name:
  • Once they click that, they will see patient demographics - please do not edit any other piece of information for the patient via MDToolbox or you may not be able to submit your prescription!
  • On the note option, add the driver's license 
  • Mark the check box in order for the note to appear in every Rx and click save at the top:
  • That will ensure that every new Rx has the note that was entered.

 

 

 

How can I see what Scripts were sent from a Practitioner?

 

You can log into eRx by clicking on any patient > Actions menu (three stacked bars) > eRx

 

Then, on the left you'll see two blue arrows you can click to expand the menu bar

 

In the menu bar, go to Set-up & Tools and look at the e-Rx status report 

  • Pick your report - there are also audit logs to get a full overview of system activity
  • Pick your provider and dates
  • Generate report will give you all prescriptions in the system

 

 

 

How do I prescribe supplies (non-drugs)?

 

Open MDToolbox as you would when prescribing a medication

  • Click New RX
  • Click on the blue wrench icon under Tools in the right Column
  • Toggle on Search for Supplies too (see below)
  • You can then use the Search at the top of the page to search for Supplies

 

 

 

 

 

 How do I import a patient's medication history? 

 

If you want to access the RX history for a patient > Click into their eRX box > Click New RX > on the right side bar click on the Shield Icon with the $ in the center under Formulary - 

 

This will open the box to Request New Rx History for the patient.  Follow the instructions. 

Once their History is pulled in here you can then import them into OptiMantra:

One way is to click into the Patient's Actions box > Click on their Dashboard > Click All Meds/Supplements on the top right > in the next box Click on More Options > Import from eRX.

You can also import them when in a chart note under the Plan Section. You will see 3 blue dots on the right side > Click import from eRX - Either way you import from the Dashboard or the Plan, the medications will now appear in their dashboard as well as on the left panel of the Chart Note. 


Will eRX alert me if a patient has an allergy to a medication I'm prescribing?

 

Once the patient's allergies are entered in their Clinical Profile it will carry over into MDToolbox and a pop up alert will appear if the medication you are prescribing can have an allergic reaction. ( you can locate their clinical profile by click the 3 bars in the Actions column > Dashboard > Clinical Profile) You can edit their allergies by clicking the Clinical Profile button in that box as well. These will also show up on the left panel in their chart note. 

 


 
 

 

 

How do I print an RX?

You can print out a prescription by following these steps:

 

To print a prescription, select the center Print Checkbox to the right of the prescription on the Patient Summary screen and then click Complete. 

 

This will open the Prescription Preview screen and show a PDF Print Preview. Click Print to open your printer options

There are several formats/templates to choose from - You can preview different formats by opening the tool icon and selecting from the drop-down.  Many of the formats have security features such as surrounding the quantities and refills, a micro signature line*, and a security note

 


Note:  Printing requires a PDF viewer for your browser.  Most systems have PDF viewers built in, for older browsers you might be required to download Acrobat Reader (a free viewer)

 

If a provider is wanting to print a prescription record, they can do so by going to the patient page and clicking the blue wrench to the right of "Patient Medications".

 

What if I forget my Token Password?

Here are the steps to reset your token password: 
Click into an eRX box > Click on the Blue arrows > Setup & Tools > EPCS Token

 
Click on ResetToken Password.

 
Enter a new Token Password. Remember it must have letters, numbers, and symbols.
 
Because you already have a token registered, the Credential ID will be stored on this screen.
 
You will need to enter a security code from your app or key fob to confirm the token. 
When you have finished entering your new information click Register.

 
You will then see the Finish screen indicating you can now send prescriptions for controlled substances using your new password.
 

How can I Set up Custom Alerts 

Custom Alerts can be set up by logging into an eRX box > Click the Blue Arrows on the left > Setup & Tools > 
Alert Setup > Custom Alerts : Alerts can be setup based on what medication is being prescribed.

How can I I add e-PA-Electronic Prior Authorization

To enable Electronic Prior Authorization (e-PA) log into an eRX box > Click the Blue Arrows on the left > Setup & Tools > My Setting and check off the box e-PA-Electronic Prior Authorization

Here's a video to watch on how to use it:
 

How can I I edit Staff Members Permissions in eRX

Once a Prescribing Provider has notified us to enable a staff member in eRX and the staff member has been enabled, you can go to Settings > Business > User Management > Manage Access for Users and set their permissions. This settings allows you to configure the level of access/permissions this user has in the MDToolbox interface.  Learn more about each access level here. (If nothing is selected, users will default to Full Permissions in MDToolbox)


Additonal eRX Questions:

 

 

 

 

 

 

 

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