CPE Monitor Update for ACPE-Accredited Providers November To hear the audio portion please dial: Dial: Passcode:

Transcription

1 CPE Monitor Update for ACPE-Accredited Providers November 2012 To hear the audio portion please dial: Dial: Passcode:

2 Discussion Agenda Provide a general update of the CPE Monitor Service Discuss common errors to date with strategies on how to avoid these errors Reinforce use of the Technical Specifications Guide Submit questions to ACPE

3 What is CPE Monitor? A national, e-system developed collaboratively by NABP and ACPE to store and authenticate data for completed CPE units for both pharmacists and pharmacy technicians Provides a central repository for CPE information Enables efficient verification of completion of CPE by State Boards of Pharmacy

4 How will CPE Monitor TM work? Pharmacist/technician obtains NABP eprofile ID (epid) and register for CPE Monitor Provider collects epid and date of birth (MMDD) Provider transmits participant information and activity (UAN) information to ACPE ACPE validates identity and activity information ACPE processes data and electronically forwards to NABP NABP uploads information to individual eprofiles Pharmacists, technicians, and state boards of pharmacy may access information

5 Benefits Beginning January 1, 2013, all ACPE credit awarded to participants must be uploaded to CPE Monitor ACPE-accredited providers will not be required to distribute paper statements of credit ACPE-accredited providers will not need to submit the Annual Activity Update Pharmacists and technicians will have a central location to view all CPE taken State boards of pharmacy may access information for renewal of pharmacist licensure

6 CPE Monitor e-profiles >220,000 Pharmacists Latest numbers November 5, 2012 >123,000 Pharmacy Technicians (working with PTCB Pharmacy Technician Certification Board) Providers uploading to CPE Monitor: 184 Activities uploaded: 1,385,000

7 How will CPE Monitor TM work? Pharmacist/technician obtains NABP eprofile ID (epid) and register for CPE Monitor Provider collects epid and date of birth (MMDD) Provider transmits participant information and activity (UAN) information to ACPE ACPE validates identity and activity information ACPE processes data and electronically forwards to NABP NABP uploads information to individual eprofiles Pharmacists, technicians, and state boards of pharmacy may access information

8 Getting an epid

9 How will CPE Monitor TM work? Pharmacist/technician obtains NABP eprofile ID (epid) and register for CPE Monitor Note: Social Security Number Waiver Maiden name vs married name Remember username and password International based pharmacists

10 How will CPE Monitor TM work? Pharmacist/technician obtains NABP eprofile ID (epid) and register for CPE Monitor Provider collects epid and date of birth (MMDD) Provider transmits participant information and activity (UAN) information to ACPE ACPE validates identity and activity information ACPE processes data and electronically forwards to NABP NABP uploads information to individual eprofiles Pharmacists, technicians, and state boards of pharmacy may access information

11 Collecting epid and Date of Birth (MMDD) Provider decision how to collect the epid and date of birth (MMDD) Some examples: Include these two fields on the registration form Include these two fields on the evaluation form and/or posttest During a live activity, have the attendees use their smart phone to go to to get their epid and submit to the provider Set up a laptop/computer so providers may obtain their epid ACPE has a 1-page document to assist providers to explain to participants, rsv2may2012.pdf

12 Collecting epid and Date of Birth (MMDD) Provider decision how to collect the epid and date of birth (MMDD) Note: epid are 4-6 digit numbers Date of birth is MMDD; Year is not required Submit as a text field in the excel spread sheet OR place an apostrophe in front of the number: 0823

13 How will CPE Monitor TM work? Pharmacist/technician obtains NABP eprofile ID (epid) and register for CPE Monitor Provider collects epid and date of birth (MMDD) Provider transmits participant information and activity (UAN) information to ACPE ACPE validates identity and activity information ACPE processes data and electronically forwards to NABP NABP uploads information to individual eprofiles Pharmacists, technicians, and state boards of pharmacy may access information

14 Three Types of Transmission

15 Setup My Organization for Manual Transmission If you are already a user of the ACPE Provider Web Tool, you are automatically setup for use of the CPE Monitor. Simply log into the CPE Monitor website, using the same UserID and Password. If you are not configured for access to the Provider Web Tool, the CPE Administrator needs to send an to ceinfo@acpe-accredit.org with the contact information of the person to be assigned a UserID and password.

16 Setup My Organization for Automated Transmission If your organization would like to automate your transmissions for periodic upload to the CPE Monitor via SFTP, an account will need to be provisioned for you. Upload activity information using a scheduled process created and managed by your organization. Use the SFTP tool of your choice

17 Setup My Organization for Automated Transmission Information Needed Information Technology Contact Name, phone, address Description Name of the individual who will configure/manage any automated scheduled process. Only used during initial configuration and when issues arise IP Address of Transmitting Server/Machine IP Address of the computer that will be transmitting files via the SFTP process. This is needed to ensure that only approved machines/locations are transmitting information to ACPE. * Data Manager Contact Name, phone, address. Name of the individual who will be notified of status of activity files submitted to ACPE. This is typically someone who would be tracking what was accepted, what was rejected, and managing any data submission issues reported by CPE Monitor. Send to: cpemonitor@acpe-accredit.org

18 Setup My Organization for Web Service Transmission If your organization would like to submit CPE activities to the CPE Monitor via the web service feature, an account will need to be provisioned for you. Submit CPE activity real-time by calling a web service through application code managed by your organization. Data is validated against ACPE data rules; not immediately submitted to NABP

19 Setup My Organization for Web Service Transmission Information Needed Information Technology Contact Name, phone, address NOTE: 3 rd party vendor need approval from CE Administrator IP Address of Transmitting Server/Machine Data Manager Contact Name, phone, and address Description Name and contact information of the individual who will manage any processes developed for calling the real-time web service. Only used during initial configuration and when issues arise. IP Address of the computer that will be calling the Web Service. This is needed to ensure that only approved machines/locations are transmitting information to ACPE. Name of the individual who will be monitoring status of activity submitted to ACPE. This is typically someone who would be tracking what was accepted, what was rejected, and managing any data submission issues reported by NABP to the CPE Monitor. Send to: cpemonitor@acpe-accredit.org

20 How Long Will It Take to Establish the Service? After notification to ACPE, your query will be acknowledged and you will be provided with a UserID and Password to the TEST CPE Monitor web service. It is in the TEST environment where you will be able to begin development of your Web Service calls from your custom developed internal applications. Once you have successfully completed the development and testing of the Web Service call, please notify cpemonitor@acpe-accredit.org and indicate that you are ready to begin submitting live data to the production Web Service. At that time, a production User ID and Password will be provisioned and communicated to your organization.

21 Notes for Web service Transmission After notification to ACPE, your query will be acknowledged and you will be provided with a UserID and Password to the TEST CPE Monitor web service this is NOT the same as the username password for web tool. The User Id and Password provided for web services can only be used for web service calls. They cannot be used to login to the Provider Web Tool or the CPE Monitor website. A User Id can be requested to access the Provider Web Tool and CPE Monitor if so desired. CPE Monitor web service supports SOAP requests with XML response messages as well as HTTP Get requests with JSON (JavaScript Object Notation) response.

22 Notes for Web service Transmission Numeric and has a length that is at least 4 digits or greater. Recently, we have been receiving addresses in the e-pid field and returning the appropriate error. However, by adding some basic validation to your application, this will help capture the correct information up front and reduce the amount of re-processing that needs to take place due to invalid e-pid.

23 Notes for Web service Transmission Take into consideration the possibility of the system unavailability. ACPE will make every attempt to ensure as close to 100% uptime however there may be cases where the system could be unavailable (planned maintenance, software upgrade, unplanned/unforeseen system failure, etc.). It is important that any integrated system properly handle either a time out condition or a system error condition. This could include such things as including retry logic, capturing error conditions, and/or batching failed record for re-submission at a later time

24 Notes for Web service Transmission Providers choosing to integrate web service calls into their existing applications should evaluate their workflow when processing CE credits. Some things to consider are: how will my system react to an invalid e-pid or Date of Birth? What should occur if the Date of Participation is invalid for the specified activity identified by a UAN? What should occur if the specified activity is not currently defined in ACPE s Provider Web Tool? It is important to consider this up front in order to ensure all CE credits are properly processed and reach their final destination within a pharmacist s or pharmacist technician s e-profile transcript.

25 Notes for Web service Transmission Providers using the web service should define some type of audit procedure within their organization to confirm all data has been properly sent and processed. The web service itself only guarantees that the e-pid, DOB, ACPE UAN, and Date of Participation are valid. CPE monitor then submits records that pass validation to NABP once a day. Results are then processed and posted to the CPE Monitor web site. It is the responsibility of the Data Manager identified by the Provider to validate that all CE credits has been accepted by NABP. This can be accomplished by accessing the Transaction Detail report and Participant Activity Report through the CPE Monitor website.

26 What Format Do I Use? I = input D = delete from transcript 4-digits; insert as a text field Should be identical to the UAN in the provider web tool Include a header row Live: listed in PWT as live date HS: date should be between initial release date and expiration date

27 Example CSV File (Pharmacist Activity Only)

28 File Naming Convention There is no required naming convention for the file; suggest following the naming convention below which will simplify the file submission/tracking process. TXT: CSV: EXCEL: ZZZZ_ToACPE_YYYY_MM_DD_HHmm.txt ZZZZ_ToACPE_YYYY_MM_DD_HHmm.csv ZZZZ_ToACPE_YYYY_MM_DD_HHmm.xls ZZZZ This is the 4-digit provider ID assigned by ACPE. Example: YYYY This is the 4-digit year representing the current year. MM This is the 2-digit month representing the month the file was created. DD This is the 2-digit day representing the day the file was created. HHmm This is the 4 digit Hour (HH) and Minute (mm) the file was created. Examples: ACPE Provider 0197 would like to transmit an excel file on 5/2/2011 that contains both insert and delete of activity records. 0197_ToACPE_2011_05_02_0923.xls

29 How Do I Send Information to ACPE?

30 How Do I Send Information to ACPE?

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32 How will CPE Monitor TM work? Pharmacist/technician obtains NABP eprofile ID (epid) and register for CPE Monitor Provider collects epid and date of birth (MMDD) Provider transmits participant information and activity (UAN) information to ACPE ACPE validates identity and activity information ACPE processes data and electronically forwards to NABP NABP uploads information to individual eprofiles Pharmacists, technicians, and state boards of pharmacy may access information

33 Click on the Upload button. The initial status of the file will be Not Processed. Once the CPE Monitor picks up the file for processing, the status of the file will move to Pending with a list of the number of records uploaded and the number of errors encountered. Once NABP accepts the file, status will be Completed

34 Confirmation Process How Am I Notified About Results? The CPE Monitor will also send an to the user specified at the time of the upload letting the user know the file has been accepted by CPE Monitor. The will show how many activities were imported and how many errors were identified.

35 View File/Errors

36 View File/Errors Error: e-pid and DOB invalid 4-6 digit number DOB in the format of MMDD (no slash, dash, etc.) No year! Text field Error: UAN and date of participation not valid Is the UAN identical to what is in the Provider Web Tool? For live CE: is the live date found in the live date of Provider Web Tool? For HS CE: is the date of participation between the initial release date and the expiration date How to delete errors records? You are not able to delete the error records You are not able to rename files once submitted

37 View File/Errors Resubmit errors only Sort for errors only Use of D Use D when a record has already been passed to NABP 60 day submission deadline Plan for CE activity participation data to be uploaded within 60 days of the day of the activity Provider Practices: Upload once a month Upload immediately Use manual method for live CE activities Use web service for home study activities

38 How will CPE Monitor TM work? Pharmacist/technician obtains NABP eprofile ID (epid) and register for CPE Monitor Provider collects epid and date of birth (MMDD) Provider transmits participant information and activity (UAN) information to ACPE ACPE validates identity and activity information ACPE processes data and electronically forwards to NABP NABP uploads information to individual eprofiles Pharmacists, technicians, and state boards of pharmacy may access information

39 Confirmation to NABP

40 How will CPE Monitor TM work? Pharmacist/technician obtains NABP eprofile ID (epid) and register for CPE Monitor Provider collects epid and date of birth (MMDD) Provider transmits participant information and activity (UAN) information to ACPE ACPE validates identity and activity information ACPE processes data and electronically forwards to NABP NABP uploads information to individual eprofiles Pharmacists, technicians, and state boards of pharmacy may access information

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43 Transcripts/ State Board of Pharmacy Glitch: Rounding issue CEU was transferred as 0.13 CEU In process of correcting State Boards of Pharmacy in transition CPE Monitor portal for state boards will be available early 2013

44 Submitting Non-Pharmacist Non-Technician Activity D: Doctor N: Nurse O: Other IP: International Pharmacist IT: International Technician

45 Provider Analytics To assist the provider with tracking and analysis of CPE Monitor data the following reports exist: UAN Summary Participant Summary Annual Activity Transaction Detail

46 UAN Summary UAN + Number of participants

47 Participant Summary Number of participants for a specific date range

48 Annual Activity UAN, Number of participants, ESUs, Annual Fee

49 Transaction Detail Listing of all activities within a date range

50 Maintenance Window May need to periodically apply application enhancements Notify providers at least one week in advance For web service enables providers, changes first will be made to the TEST environment

51 Pharmacist and pharmacy technician questions about CPE Monitor (e.g. NABP e-profile creation and maintenance; reporting process to boards of pharmacy) should be directed to NABP Customer Service at 847/ , Monday-Friday between 8:30 AM and 5 PM central time or at custserv@nabp.net. For questions regarding CPE provider participation and procedures, please contact ACPE at 312/ , Monday- Friday between 9 AM and 4:30 PM central time or at cpemonitor@acpe-accredit.org