Electronic Prescribing of Controlled Substances (EPCS) Process

 

Overview of EPCS:

Why is it needed?

  • Beginning on January 1, 2022, California pharmacies will no longer accept any form of written or printed scripts/prescriptions for controlled substances. Oregon’s compliance deadline for EPCS is January 1, 2021. 

  • EPCS will result in removing the necessity of purchasing expensive and complicated prescription paper needed for controlled substances.

  • EPCS leads to simplification of the overall process.

  • Increased security and reduced opportunities for abuse.

  • Future integration with California’s Controlled Substance Utilization Review and Evaluation System (CURES), further simplifying provider workflows and preventing abuse of controlled substances.
EPCS Administrators  

Current EPCS Assigned Roles:

Enrollment Coordinator

Angela Alcantar

aalcantar@westernu.edu

Enrollment Coordinator Backup

Amy Padoongpatt

apadoongpatt@westernu.edu

EPCS Administrator

Stephanie White

swhite@westernu.edu

EPCS Administrator Backup

Jarrod Shapiro

jshapiro@westernu.edu

Site Specialist

Richard Lina

rlina@westernu.edu

Site Specialist Backup

Vanessa Lopez

vlopez@westernu.edu

Security Officer

Trena Rich

trich@westernu.edu

Security Officer Backup

Denise Wilcox

dwilcox@westernu.edu

Organization Administrator

Amy Padoongpatt

apadoongpatt@westernu.edu

Organization Administrator Backup  

Robert Warren

rwarren@westernu.edu


Overview of EPCS Process:

1. The EPCS Enrollment Coordinator can access a provider’s profile in Webtools. Within Webtools, the coordinator can choose the EPCS section within the provider security tab and request that a DUO two-factor registration email is sent to the chosen provider.

  • If an error message appears stating that the action could not be completed, the following should be done:
    • Verify the provider's DEA number and insure that it matches the DEA number listed in WebTools.
    • Verify the correct spelling of the provider’s name and email address
    • Contact OCHIN and/or DUO if all information is correct and the system is still continuing to refuse to send the registration email. 

2. The DUO two-factor authentication is emailed to the provider along with detailed instructions on the registration process. The following items and actions will be needed for the initial registration process:

  1. You will need to be the primary account holder of a mobile service (AT&T, Verizon, T-Mobile, etc.). This will be needed for the DUO verification process.
  2. If the provider is not the primary account holder for a mobile service, they will need to select a financial institution (CHASE, Bank of America, Citi, etc.) for which they have an account under their name. They will then need to provide the account information as well as the password associated with that bank account. (Both OCHIN and DUO assure us that their network is secured against unauthorized access to this information).

3. Once items are secured, the provider will begin the registration process by clicking the link provided in the DUO email.

4. A series of background questions, ranging from financial to demographic related questions will be queried. Inaccurate responses will cause the system to reject the application.

  1. If the provider is unable or unwilling to provide a financial institution, fails the initial background check, or is unable to answer any of their personal historical questions, a manual registration must be initiated.
  2. Manual registration will require emailing DUO support directly. This process will also require a current and valid utility bill in which the provider is listed as the primary account holder. The digital copy of this bill must clearly spell out the provider's name as listed with the DEA, as well as the current home address and account number. Once the item is provided, DUO will conduct a verification process using the provided information.

5. The provider will then be prompted to download the DUO Application from either the Apple App Store or Google Play store. The DUO  registration program will display a QR code on the computer monitor, in which the provider must access the app and take a picture of the QR code in order to sync their cellular phone.

6. Once the process is completed successfully a congratulations screen will pop up and inform the provider that they have successfully completed their DUO registration.

7. Once the process is complete, an authorization and verification message will appear in the EPCS administrator’s EPIC mailbox entitled (EPCS Activity). The EPCS must review this message and verify the identity of the applicant and that they are permitted to prescribe controlled substances electronically.

8. Once approval is granted by the EPCS administrator, the provider will be able to e-prescribe controlled substances via the order entry section of EPIC. On every occasion that such medications are prescribed, the provider will receive a two-factor authentication message on their cell phones.

Security:
  • The site specialist will run an EPCS Security Audit daily. Once completed, these reports must be placed in a secure folder in which the EPCS Security Officer can access and review for possible maleficence or abuse.

Common Issues/Questions:

1. I've reset/received a new device and need to register once more with DUO:

  • Individuals that have replaced or reset their previous device can request a new DUO registration link via the WesternU Support site.

2. I'm at "x" step and unsure how to proceed:

  • To the right is an attachment "EPCS Workflow.pdf" that should assist in confirming what part of the process you're currently at.  By cross-referencing the diagram with the list of individuals outlined in this article (Assigned Roles) you should be able to determine whom the best person would be to assist with moving forward in the registration process.

3. I'm unable to activate this right now, is there an offline guide that can assist with this when I have time?

  • Yes, attached to the right is the "EPCS Activation Guide.pdf."  Follow the instructions in the pdf to complete the EPCS activation at your convenience.  There are images to assist in guiding you through the process from start to finish.

100% helpful - 1 review

Details

Article ID: 95826
Created
Tue 1/14/20 10:42 AM
Modified
Thu 1/30/20 2:41 PM