How Board Members and State Employees Utilize the Security Portal to Access PDMP. July 30, 2014 Version 2 Software Release Version 3.4.

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1 How Board Members and State Employees Utilize the Security Portal to Access PDMP July 30, 2014 Version 2 Software Release Version

2 Table of Contents How to Access PDMP via the ADPH Security Portal... 3 How Board Members Create an Account... 4 Self Service Feature for Board Members... 9 How State Employees Create an Account How to Add Additional Professional License Information Board Member System How to Login to the ADPH Security Portal How to Change Your Password for Board Members How to Update Your Account Information Username/Password Recovery for Board Members How to Contact us if you have Questions Page 2 of 38

3 How to Access PDMP via the ADPH Security Portal The purpose of this documentation is to assist users with accessing and utilizing the Prescription Drug Monitoring Program (PDMP) Controlled Substance Database via the ADPH Security Portal. This user guide is specifically written for the following PDMP users: Board Members and State Employees. The ADPH Security Portal can be accessed directly by entering the following URL into the web address bar: Before: The page will redirect to the ADPH Security Portal, and in the process it will generate encryption within the URL. Please note that if you are going to bookmark the ADPH Security Portal or add it to your Favorites, you must first take out the encrypted portion of the URL. To do so, place your cursor in the web address bar just to the left of the L in Login. Now, backspace until you have removed the letter and number combination (encrypted portion of the URL). You can stop backspacing when you reach adphsec/. After: Only the following part of the URL should remain in your web address bar when you add the Security Portal to your Internet Explorer Favorites : Page 3 of 38

4 How Board Members Create an Account If you do not have an existing account, click the Create an Account link on the ADPH Security Portal Login page, located within the I want to section. You will be directed to the New User Request page. Page 4 of 38

5 This first page contains six different sections. These are: Select Applications to Request Access, Name, Employment, Supervisor, State Employees, and Username/Password. All of the fields that are highlighted in yellow are the standard required fields. These are the fields that must be completed before the page can be submitted. Page 5 of 38

6 Begin by placing a checkmark to the left of PDMP Controlled Substance Database within the Select Applications To Request Access section. Once you click the PDMP Controlled Substance Database checkbox, a series of application types will appear. You will need to Choose a PDMP application type that corresponds with your discipline. The Board Member application type will be described in this portion of the document. When you Choose a PDMP application type, a PDMP Privacy Agreement will appear on the Step 1 of the Create An Account page. In order to proceed to Step 2, you must place a check in the box indicating that you have read and agree to the PDMP Privacy & Identity Agreement. Page 6 of 38

7 Next, all PDMP users must complete the fields located within the Name section. Begin by entering your Professional Title, followed by your First Name and your Last Name. Then, complete the Employment section fields. First, enter your Address. (It is highly recommended that you add an address that is not shared, because the System only accepts unique addresses.) Now, enter your Address, City, State, Zip, Phone Number, and Fax Number. The fields located within the Supervisor section are not required unless they are highlighted. Page 7 of 38

8 Indicate whether or not you are a State employee in either ADPH or Medicaid. The default value is No. The final section in Step 1 of creating a new Security Portal account is the Username/Password section. First, create a unique username. Your username must be at least 3 and may be no more than 20 characters in length. The system will not accept a duplicate username. If your username is accepted, you will see the following message appear: This username is available! Second, enter a password. The minimum password requirements are listed to the right of the username and password fields. After you have entered your password a word/phrase will appear indicating the strength of the password that you have chosen. Create a password with strength of Strong or Excellent. Next, confirm your password by entering it into the field beneath password. Click the Proceed to Step 2 button at the bottom of the page. Page 8 of 38

9 Self Service Feature for Board Members The top screen capture in the right column provides an example of a fully completed Self Service section. In the Text SMS section, you will need to enter your mobile number, and select your mobile carrier from the drop down list. Then click "Send PIN." A four digit pin number will be sent within 2 minutes to your mobile device. (See the screen capture to the far right center as an example of a PIN Request text message.) Upon receiving that pin number via text, you should enter the pin to validate your mobile number. Then, click the Proceed to Step 3 button. The bottom screen capture in the right column shows an example of only the three Security Questions in the Self Service section as being completed. Here the user has opted out of the Self Service personal and Text SMS feature. If you choose to opt out of Self Service, please select the check box (in the gray box beneath the Security Questions.) If you choose to opt out, you will be required to call ADPH in the event you cannot access your account. Page 9 of 38

10 Now, you have the option to include additional Professional License information, such as Funeral Director License Number, Coroner Association Number, etc. You cannot change a license number once you have entered it. You must contact the Application Administrator to have the license changed. Details on adding license information can be found on page 17. It is not necessary to complete the LCMS Account section. This section provides a means of linking your Security Portal account with your existing LCMS (Learning Content Management System) account. If you do not have an existing LCMS Account, skip this section. If no other updates are necessary, click the Proceed to Step 3 button. Page 10 of 38

11 Your web browser will redirect to a new page with the following confirmation message, Your request has been submitted to the application administrator for approval. Click the Return to the Login Page link. Page 11 of 38

12 How State Employees Create an Account If you do not have an existing account, click the Create an Account link on the ADPH Security Portal Login page, located within the I want to section. You will be directed to the New User Request page. Page 12 of 38

13 Starting from Step 1 of the New User Request page, select the appropriate agency (either ADPH or Medicaid ) as your PDMP Application Type. When you Choose a PDMP application type, a PDMP Privacy Agreement will appear on the Step 1 of the Create An Account page. In order to proceed to Step 2, you must place a check in the box indicating that you have read and agree to the PDMP Privacy & Identity Agreement. Page 13 of 38

14 Next, if you are employed by either ADPH or Medicaid, then select the Yes option that is beneath the question: Are you a State employee in either ADPH or Medicaid? When Yes is selected, the Select Agency and State Agency Username fields will appear, and the Username/Password section will no longer be visible. After you have selected your Agency, enter your State Agency Username. This is the Username or Network id that you utilize when you log in to your work computer each morning. (After you have created your account, you will need to login to the Security Portal using your network id and your network password.) The following fields will automatically populate: First Name, Last Name, Work Address & Phone Number Go back to each section and complete the required fields (highlighted in yellow) that were not automatically populated. The Supervisor section is optional. Click the checkbox to indicate that you have read and agree to the PDMP Privacy Agreement. Page 14 of 38

15 Next, click the Proceed to Step 2 button The Self Service feature for username/password account information recovery is not available to State Employees. Here you have the option to include your professional licenses, if applicable. You also have the option of linking your LCMS and Security Portal accounts together. To do so, you will need to click the Show LCMS Account button. Page 15 of 38

16 Then, you will need to enter your LCMS username, LCMS Password, and your LCMS PIN before clicking the Link My Accounts button. If you do not have any Licenses to add and do not wish to link your LCMS account to the Security Portal account that you are in the process of creating, then click the Proceed to Step 3 button. Page 16 of 38

17 How to Add Additional Professional License Information If applicable, please select your License Board from the drop down list. Now, you have the option to include additional Professional License information, such as Funeral Director License Number, Coroner Association Number, etc. In this example, I will click the Other License Types options from the License Board drop down list. If you select the License Board option of Other License Types, the License Type drop down list will auto-populate with the following options: APOST Certification Number, Coroners Association, DEA Number, Funeral Director License Number, & QACSC Registration Number. In this example, the Coroners Association License Type option will be selected. Next, enter your License Number. Then click the Add License button. Although you can add license information during Step 2 of creating a new Page 17 of 38

18 account, you cannot edit or delete your licenses in the Security Portal. You do however have the option of changing which license is primary. To change which license is saved as primary, click the Make Primary link. The check mark beneath the Is primary license column will move accordingly. Please know that only one license number is required and kept for any license type. You must contact the Application Administrator or PDMP Support to change a license number. Page 18 of 38

19 Board Member System Immediately after an account is created, the Security Portal will send a verification to the address entered by the user. This is not received by the State Employee. The user must click on the Verification Link in order to access any of the Security Portal s applications. Please do not reply directly to the . Page 19 of 38

20 A confirmation message will appear once the link is clicked. The message indicates, The account for this example, Jan Doe, with the address of: has been verified. You can now access applications if the application administrator has granted you permission. Once the user has been granted access to the PDMP Controlled Substance Database application, the user will receive an notification that he or she has access to the system. Page 20 of 38

21 How to Login to the ADPH Security Portal First, enter your username and password in the ADPH Security Portal Login box on the Login page. Then, click the Login button. (ADPH and Medicaid employees will need to login to the Security Portal using the network id and password that they use to access their work computer.) Page 21 of 38

22 After a successful login, if you have been granted access, you will see a grid listing the names of applications that are available. A description of each application listed is provided. To access an application, click on the Select link to the left of the application name. Your browser will exit the ADPH Security Portal and redirect to the application that you selected. To demonstrate, hover over the PDMP Controlled Substance Database application name. Notice that this row becomes highlighted. Next, click on the PDMP Controlled Substance Database Select link. Your browser will redirect to the PDMP - Controlled Substance Database. Page 22 of 38

23 (If you have recently requested access to ADPH Web application(s) and your request has not yet been approved, you will see a different page. This page will contain the following message, You do not have access to any ADPH Web applications. ) Page 23 of 38

24 How to Change Your Password for Board Members After logging in, click the Change Password menu link. Please note that ADPH or Medicaid employees do not have access to the Change Password menu option. Page 24 of 38

25 You will be directed to the Change Password page. Here, you will need to enter the New Password that you have chosen. Then, reenter the new password in the Confirm Password field. Click the Change Password button. You will receive a Forgot Password Notification that indicates that you have changed your password. Page 25 of 38

26 How to Update Your Account Information If you are an existing user who wants to update your account information, return to the ADPH Security Portal Login page, and enter your username and password. Click the Login button. The next page will list the applications that are accessible to your account. Click on the Update My Info link located in the menu bar. Page 26 of 38

27 You will be directed to the Update My Info page. On this page, you are able to request access to additional ADPH applications. Do so by placing a check mark to the left of the application name. Page 27 of 38

28 In this example, I am requesting access to the Meaningful Use application. This is in addition to the PDMP Controlled Substance Database that is already accessible to my account. Next, you have the option of editing any of the fields that you entered in Step 1 of Create an Account. ADPH/Medicaid Employees cannot update their username/password in the System. Board Members can update their address and change their password. If you update your address and submit your changes, you will receive an e- mail verification message from the ADPH Security Portal. You will need to click the link contained in the . Page 28 of 38

29 Now, you have the option to add your Professional License information. Again, although users can add license information during Step 2 of the New User Request page, they cannot edit their license numbers. Users must contact the Application Administrator or PDMP Support to change a license number. If no additions are necessary, click the Proceed to Step 3 button. The next page contains the following confirmation message: Your information has been updated and any application requests have been submitted to the application administrator for approval. Page 29 of 38

30 After updating your account information, you will receive an like the one shown here. Click the Verification Link. Page 30 of 38

31 Username/Password Recovery for Board Members First, click on the username/password help link in the Security Portal Login box on the ADPH Security Portal login page. This feature is not available for ADPH or Medicaid users. These users are encouraged to call their agency s help desk for assistance. If you are a Board Member who opted out of the Self Service Text SMS/ feature when you created your Security Portal account, then the Username/Password Recovery feature will not be available to you. You will need to call the Security Portal Help Line in order to recover your Security Portal Username/Password. Page 31 of 38

32 Next, either click on the I forgot my password link, or the I forgot my username link on the Username/Password Help page. Please know that the steps for I forgot my password are identical to the steps for I forgot my username. When you click the I forgot my password link on the Username/Password Help page, the appropriate instructions will appear. Next click the here link : 1. To create a new password, go to the password reset page here and enter your Name and . Page 32 of 38

33 You will be directed to the User Data page. Here you will need to enter your First Name, Last Name and Address in the fields provided. Then, click the Next button. On the page that follows, you are required to answer two of the three security questions that you chose when you first created your account. Enter the Answers, and then click the Check Answers button. If the one or more of the answers that you enter are incorrect, you will receive an error message in red at the bottom of the Security Questions page. If you see this Invalid answer(s) error message, try again. Page 33 of 38

34 If you enter the correct answers on your second attempt, you will be directed to the Recovery page. Here, you will need to select one of the following options in response to the question, What would you like to do? : Recover username Reset password Both Next, you will need to Choose method of recovery by selecting one of the options listed here. Then click the Submit button. A pop-up box Message from webpage will appear on your screen. You will need to wait two minutes, and check your device to retrieve your username and/or temporary password. If you selected the Both option, you will receive two separate messages. Page 34 of 38

35 If you chose the SMS Text method of recovery and you chose to recover your username and/or reset your password, you will receive the following text message(s) from the Security Portal. Page 35 of 38

36 If you chose the method of recovery and you chose to recover your username and/or reset your password, you will receive the following message(s) from the Security Portal. Page 36 of 38

37 How to Contact us if you have Questions Technical Support For technical support, click the Contact Us link located in the I want to section of the ADPH Security Portal login page. Page 37 of 38

38 The Security Portal Contact Us page contains the following information: The Help Line phone number: with a directory for the specific programs: Press 1 for Electronic Birth or Death Records Press 2 for the Prescription Drug Monitoring Program Press 3 for Meaningful Use Press 3 for Other Concerns To request assistance by , click the links below to contact the Vital Stats program and the PDMP through ADPH.org. Page 38 of 38

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