PDMP User s Guide. Oregon Health Authority Prescription Drug Monitoring Program

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1 Oregon Health Authority Prescription Drug Monitoring Program December 2015

2 Contents Contents 1 Document Overview... 1 Purpose and Contents... 1 RxSentry Update System Overview... 3 About the RxSentry Prescription Drug Monitoring Program... 3 RxSentry Security Accessing RxSentry... 4 About This Chapter... 4 Request an Account... 4 Log In to RxSentry... 6 Retrieve User Name... 7 Retrieve Password... 9 Password Expirations Session Timeouts Log Out of RxSentry Deactivation of Account Access Using RxSentry About This Chapter Recipient Query Contested Records Prescriber History Query Prescriber DEA Query Report Queue User Management About This Chapter Update User Profile Change Password Delegate Accounts Linking Delegate Accounts Managing Delegate Accounts Assistance and Support Technical Assistance Administrative Assistance Document Information Version History Do not copy or distribute without the express written permission of Health Information Designs. i

3 Contents Change Log Copyright and Trademarks Disclaimer Corporate Address Do not copy or distribute without the express written permission of Health Information Designs. ii

4 Document Overview 1 Document Overview Purpose and Contents The RxSentry serves as a step-by-step training guide for State of Oregon healthcare providers and pharmacists using RxSentry for querying purposes. It includes such topics as: Requesting a user account Creating query requests and generating reports Updating your user profile and changing your system password RxSentry Update In December 2013, the RxSentry system underwent an extensive update designed to improve the user experience. The new user interface is more intuitive and visually pleasing, and also provides some new functionality. Here are the most significant new features: Query Tab this tab provides direct links to every query you are allowed to access. Prescriber DEA Query if you have a DEA number, this function allows you to generate a report that displays your prescribing history (all prescriptions in the RxSentry database attributed to your DEA number) for a specified timeframe. Report Queue Tab this tab (previously the View Query Status link) allows you to view all of your available reports quickly. User Management Tab this tab allows you to update your user profile information and password, as needed. If you are a master account holder, you will also manage your delegate accounts from this tab. Delegate Accounts this function allows master account holders to select delegate accounts holders who have been approved to access RxSentry on their behalf and link those delegates to their account. It also allows master account holders to manage delegate accounts. Help Tab this tab provides resources that may answer any questions you have about using RxSentry, such as creating a query. These resources include online help and an electronic version of the. Quick Links Tab this tab provides links to websites that you may frequently access, such as the Oregon Health Authority website. As you will see, this guide has been restructured to correspond with the new interface. The table below provides a quick reference for existing topics in this guide that have been moved or changed: If you are looking for Previously located in It is now found in Change Password Chapter 3, Accessing RxSentry Chapter 5, User Management Do not copy or distribute without the express written permission of Health Information Designs. 1

5 Document Overview If you are looking for Previously located in It is now found in Provider/Pharmacist Query View Query Status Table 1 New/changed topics The Provider/Pharmacist Query function and the corresponding topic in this guide are now called Recipient Query. The View Query Status function and the corresponding topic in this guide are now called Report Queue. Do not copy or distribute without the express written permission of Health Information Designs. 2

6 System Overview 2 System Overview About the RxSentry Prescription Drug Monitoring Program The RxSentry Prescription Drug Monitoring Program (PDMP) is a web-based system that facilitates the collection, analysis, and reporting of information on the prescribing, dispensing, and use of Schedule II, III, and IV controlled substances. The system materially assists healthcare providers and pharmacists authorized to prescribe and dispense controlled substances in the treatment of their patients. The use of data collected through RxSentry allows for the provision of education and information, more informed patient interviews and assessments, early intervention, and prevention of misuse, abuse, and diversion. This system serves as a valuable tool in the effort to protect the health and welfare of Oregonians by supporting the appropriate use of prescription drugs. Note: For the purposes of this document, the RxSentry Prescription Drug Monitoring Program is referred to as RxSentry. RxSentry Security Before you can access the PDMP system, you must request an account by completing an online Account Request Form. Once approved, you will be assigned a user ID and password. For more information, see Request an Account. The system provides you with: A secure web portal. RxSentry is remotely administered by HID using secure communications. You must enter your user credentials to log in to the query section of the system. Search protection. RxSentry provides a secure web interface for authorized users to request a repository search on a patient. Users must agree to terms and conditions of use prior to conducting each query. An audit trail. RxSentry tracks system usage through a global audit trail. All user access is recorded, including what information was viewed and for what purpose. Do not copy or distribute without the express written permission of Health Information Designs. 3

7 Accessing RxSentry 3 Accessing RxSentry About This Chapter This chapter provides the steps you must follow to establish an RxSentry account, log in to the system, and retrieve a forgotten user name or password. Request an Account The Oregon Health Authority (OHA) grants PDMP system accounts to healthcare providers and pharmacists and their staff so that they may look up controlled substance information on their own patients directly via user name and password. Healthcare providers and pharmacists licensed in Oregon, their staff, and licensed providers in bordering states may apply to the PDMP for a user account to access information in the system. Access is granted to individuals only not to clinics, hospitals, pharmacies, or any other healthcare facility. Account sharing is prohibited by law. Perform the following steps to request an account: 1. Open an Internet browser window and type the following URL in the address bar: 2. Click the PDMP User Access & Registration link located on the left menu. A window similar to the following is displayed: 3. Click the Terms & Conditions link located on the left menu to open and read. 4. After reading the Terms and Conditions of Account Use Agreement, click the Registration link located in the PDMP Account Request Procedure section of the PDMP User Access & Registration page. A login window is displayed. Do not copy or distribute without the express written permission of Health Information Designs. 4

8 Accessing RxSentry 5. Type newacct in the User Name field. 6. Type welcome in the Password field. 7. Click OK. The Provider/Pharmacist Account Request Form is displayed: 8. Complete the fields on this form, noting that required fields are indicated with an asterisk (*). 9. Click Print. If all information has been properly supplied, a completed account request form is displayed, along with a prompt to print the form. If information is incomplete or missing, a message is displayed indicating which fields must be corrected before your account request form can be submitted. 10. Print a hard copy of the completed account request form. 11. Sign the printed account request form. Note: You are required to mail a photocopy of a government-issued photo ID with your account request form. 12. Mail the completed and signed form, along with a photocopy of a government-issued photo ID, to: Oregon Prescription Monitoring Program IPE PO Box Portland, OR The OHA PDMP staff will review your application and verify the information. You may be contacted if additional information is required. If you are approved for an account, you will be notified via two separate s. The first e- mail will contain your assigned user name. The second will contain your temporary password, your personal identification number (PIN) that you will use to identify yourself if you need assistance from the HID Help Desk, and instructions for setting up your account. Do not copy or distribute without the express written permission of Health Information Designs. 5

9 Accessing RxSentry Follow the instructions carefully. You will be required to change the temporary password immediately when you first attempt to access the system. If you are denied access to the system, you will be notified in writing. Note: If you are requesting a delegate account, and your account request is approved, a master account holder will need to activate your account before you can request data from the PDMP database. See the Delegate Accounts topic for more information. Log In to RxSentry The PDMP system may be accessed only by healthcare providers and pharmacists and their delegates whose request for a user account has been approved by the Oregon Health Authority (OHA). Note: If you have forgotten your user name or your password, see one of the following topics: Retrieve User Name Retrieve Password After three (3) unsuccessful login attempts, your account will be locked for 30 minutes. Perform the following steps to log in to RxSentry: 1. Open an Internet browser window and type the following URL in the address bar: 2. Click the PDMP User Access & Registration link located on the left menu. 3. Click the Provider s Query Site Login link. Do not copy or distribute without the express written permission of Health Information Designs. 6

10 Accessing RxSentry 4. Click Login. A login window is displayed. 5. Type your user name in the User Name field. 6. Type your password in the Password field. 7. Click OK. The RxSentry home page is displayed: The main menu, located at the top of the page, contains the RxSentry functions. If available, a sub-menu is displayed on the left side of the window. For example, in the screenshot above, the user clicked Query from the main menu, and the Query sub-menu was displayed on the left. Retrieve User Name If you have forgotten your RxSentry user name, perform the following steps to retrieve it. Note: To retrieve your user name online, you will need to know the address and date of birth you provided when you created your account. 1. Open an Internet browser window and type the following URL in the address bar: 2. Click the PDMP User Access & Registration link located on the left menu. Do not copy or distribute without the express written permission of Health Information Designs. 7

11 Accessing RxSentry 3. Click the Provider s Query Site Login link located on the left menu. 4. Click Retrieve User Name. Do not copy or distribute without the express written permission of Health Information Designs. 8

12 Accessing RxSentry 5. Type the address associated with your account in the Enter Address for Account field. 6. Type your date of birth in the Enter Date of Birth for Account field. 7. Click Submit. A message providing your user name is displayed. Retrieve Password If you have forgotten your RxSentry password, perform the following steps to retrieve it. Note: To retrieve your password online, you will need to know your user name as well as the date of birth and answer to the security question you provided when you created your account. 1. Open an Internet browser window and type the following URL in the address bar: 2. Click the PDMP User Access & Registration link located on the left menu. 3. Click the Provider s Query Site Login link located on the left menu. Do not copy or distribute without the express written permission of Health Information Designs. 9

13 Accessing RxSentry 4. Click Retrieve Password. 5. Type your user name in the Enter User Name for Account field. 6. Type your date of birth in the Enter Date of Birth for Account field. 7. Click Submit. A window similar to the following is displayed, prompting you to answer the security question established when you created your account: 8. Type the answer to your security question in the Answer field. Do not copy or distribute without the express written permission of Health Information Designs. 10

14 Accessing RxSentry 9. Click Submit. Note: If you have forgotten the date of birth associated with your account or the answer to your security question, contact the HID Help Desk. A message displays indicating that an containing a temporary password was sent to the address associated with your user name. You will receive an from ORPDMINFO containing your temporary password. 10. Once you have received your temporary password, and you know your user name, click Login. A login window is displayed. 11. Enter your user name and temporary password, and then click OK. Note: At this point, you will be required to change your temporary password. 12. Type your temporary password in the Current Password field. 13. Type your new password in the New Password field, using the information displayed in this window as a password selection guideline. 14. Type your new password again in the Confirm New Password field. 15. Click Submit. If the new password is accepted, a message displays indicating that your password was accepted and that you are required to log in again using your new password. If the new password is not accepted, the message indicates that another password must be selected. Do not copy or distribute without the express written permission of Health Information Designs. 11

15 Accessing RxSentry 16. Once your password has been accepted, click any function, such as Query. A login window is displayed. 17. Enter your user name and new password, and then click OK. The RxSentry home page is displayed. Password Expirations RxSentry passwords expire every 180 days. When the expiration date is reached, a message will display indicating that you must change your password. Once you click OK on this message window, a window similar to the following is displayed: Note: Previous passwords may not be reused for two (2) years. Perform the following steps to change your password: 1. Type your current password in the Current Password field. 2. Type your new password in the New Password field, using the information displayed on this window as a password selection guideline. 3. Type your new password again in the Confirm New Password field. 4. Click Submit. If the new password is accepted, a message displays indicating that your password was accepted and that you are required to log in again using your new password. If the new password is not accepted, the message indicates that another password must be selected. 5. Once your password has been accepted, click any function, such as Query. A login window is displayed. Do not copy or distribute without the express written permission of Health Information Designs. 12

16 Accessing RxSentry 6. Enter your user name and new password, and then click OK. The RxSentry home page is displayed. Session Timeouts Session timeouts occur following fifteen (15) minutes of inactivity in the system, and the following message is displayed: Perform one of the following actions: If you wish to log in with the same user name, type your password in the User Password field, and then click Submit; Or If you wish to log in with a different user name, close ALL open Internet browser windows, and then log in again. You will be prompted to enter both your user name and password. Log Out of RxSentry To ensure that your login credentials (user name and password) are not used by an unauthorized individual to access RxSentry, it is important that you log out of the system when you have completed your session. To do so, click Log Out from the RxSentry menu, and then close your Internet browser. Note: Clicking Log Out closes your session and allows you to re-enter the system by simply supplying your password. If you do not plan to use the system for a period of time, click Log Out, and then close ALL open Internet browser windows to prevent another user from inadvertently attempting to access your session. Do not copy or distribute without the express written permission of Health Information Designs. 13

17 Accessing RxSentry Deactivation of Account Access As per ORS and OAR , a PDMP system user s account may be deactivated for a number of different reasons. These reasons are highlighted in the Terms & Conditions located on the PDMP User Access & Registration page of the PDMP public website. Notes: Any time an account is deactivated, the PDMP system user will be notified in writing as per OAR (25). If a PDMP system user s account is reactivated, the password will be the same as the account had before. If it has been 180 days since the last password change, however, the user will be prompted to change it upon logging in. Do not copy or distribute without the express written permission of Health Information Designs. 14

18 Using RxSentry 4 Using RxSentry About This Chapter This chapter explains how to create queries that can be used to report information about recipient usage of controlled substances, how master account holders can create queries that audit delegate use of the system, and how prescribers can create queries to report information about their prescribing history. The following types of queries are available: Recipient Query used by healthcare providers and pharmacists to create queries regarding recipient usage of controlled substances Prescriber History Query used by healthcare providers to view a history of all queries performed using their user ID as well as all queries performed by their delegates, if applicable Prescriber DEA Query used by healthcare providers to view a history of all dispensed prescriptions attributed to their DEA number Recipient Query This function allows you to create queries to obtain information about recipient usage of controlled substances. Perform the following steps to create a recipient query: 1. Log in to RxSentry. 2. Click Recipient Query. Do not copy or distribute without the express written permission of Health Information Designs. 15

19 Using RxSentry By Oregon law, healthcare providers and their staff may only query a recipient who is a patient under their care, and pharmacists and their staff may only query a patient who is presently seeking to have a controlled substance prescription filled. Before you can view the results of the query, you must certify that the query is to evaluate the need for, or to provide medical or pharmaceutical treatment for, the patient who is being queried. Notes: Without selecting the check box indicating that you understand and agree to the terms and conditions, you will not be able to access the Recipient Query window. You will be required to accept the terms and conditions each time you start a new session in RxSentry; however, you will not be required to accept the terms and conditions each time you create a query in that session. 3. Select the check box indicating that you accept the terms and conditions. A window similar to the following is displayed: Do not copy or distribute without the express written permission of Health Information Designs. 16

20 Using RxSentry 4. Complete the information on the Recipient Query window, using the field descriptions in the following table as a guideline. Note: Delegates will need to choose the master account holder on whose behalf they are conducting queries. Field Name Last Name First Name Search Method Date of Birth Within County ZIP Code Dispensed Start Date Dispensed End Date Usage (Required) Type the recipient s last name. Note: An exact last name match is required. (Required) Type the recipient s first name. You may search for a specific recipient by using partial text, for example, type Tho to display a list of recipients containing Tho in the first three letters of their first name. Fastest: Last Name Equals, First Name Begins is the only available option in this field. This function allows you to search by a recipient s complete last name and partial first name. The more information you can provide, the more specific your search results will be. (Required) Type the recipient s date of birth using the mm/dd/yyyy format, or click the calendar icon to select a date from the calendar. Used in conjunction with the Date of Birth field to specify a time range within which to match the date of birth. Click the down arrow to select a specific county name, or leave this field blank to produce a wider range of results. Narrow your search by typing a specific ZIP code, or leave this field blank to produce a wider range of results. (Required) Use this field to enter a specific start date for the dispensing timeframe, for example, 12/01/2013; Or You may click the calendar icon and select a specific start date from the calendar. (Required) Use this field to enter a specific end date for the dispensing timeframe, for example, 12/31/2013; Or You may click the calendar icon and select a specific end date from the calendar. Note: The Dispensed End Date cannot be greater than 14 days ago. Master Account Note: This field only applies to delegate account holders. Table 2 Recipient Query Field Descriptions 5. Once all criteria has been entered or selected, click Next. (Required for delegate account holders) Click the down arrow to select the master account holder for whom you are submitting this query request. Do not copy or distribute without the express written permission of Health Information Designs. 17

21 Using RxSentry A list of recipients matching the criteria you entered is displayed similar to the following: Note: If no results are displayed, you may want to modify your search criteria. Click the Query link on the main menu to view the Query Creation Tip, which provides information on how to broaden your search. 6. From the Search Results section of this window, click the desired recipient s name. To select multiple recipients from the list: Select multiple recipients, listed consecutively, by clicking the first value, holding down the [Shift] key, and then clicking the last value. Select multiple recipients, not listed consecutively, by holding down the [Ctrl] key while clicking each value. 7. Select one of the following sort options: By Recipient by Date: this option sorts first by recipients (patient IDs, in numerical order) and then by prescription dispense date (newest to oldest) By Date Only: this option sorts by prescription dispense date (newest to oldest) 8. Click Submit. Your report results are displayed as shown on the following page. Do not copy or distribute without the express written permission of Health Information Designs. 18

22 Using RxSentry Notes: Your search criteria and the recipient names you selected are located above your report. You may click the down arrow in the Recipients field to view the patients you chose to include in your report. If a claim record for the patient is contested or under investigation, the word Yes displays in the Contest field. See Contested Records for more information. 9. From this window, you may perform the following functions: a. Click any column header to sort your report by the data contained in that column. b. Click Generate PDF to generate a PDF version of your report. Your report will begin to process, and a window similar to the following is displayed: Click the Report Queue link to navigate to the Report Queue and view your report. Continue to the Report Queue topic in this document for more information. c. Click Map Results to view a graphical depiction of your results. A window similar to the following is displayed: Do not copy or distribute without the express written permission of Health Information Designs. 19

23 Using RxSentry If desired, click the direction arrows in the top left corner of this window to scroll to different sections of the map. You may also expand or reduce the detail included in the map by clicking the plus (+) or minus ( ) symbols. When the map is expanded, the following icons are visible: - Red pushpin Represents the recipient s address; clicking a pushpin displays the total number of prescriptions for the recipient - Doctor bag Represents the physician s address; clicking a doctor bag displays the physician s name and number of prescriptions written for the recipient - Mortar and pestle Represents the pharmacy s address; clicking a mortar and pestle displays the pharmacy s name and phone number Contested Records Records in the system may be contested. For example, a patient could receive a copy of their system record report and find a record of a prescription he/she believes is incorrect and notify the OHA PDMP staff. Upon notice, the OHA PDMP staff will flag the record as contested. This flag shows up as a YES in the Contest column of the web report. Prescriber History Query This function allows you to view an audit trail of all queries performed using your user ID for a specified timeframe. Note: If you are a master account holder, by law you must use this function to perform monthly searches of all queries created by your delegate account holders. You may also search all queries created with your account ID. Perform the following steps to view this report: 1. Log in to RxSentry. 2. Click Prescriber History Query. Do not copy or distribute without the express written permission of Health Information Designs. 20

24 Using RxSentry You must authenticate the query by indicating the query is for a valid reason and that you are authorized to submit the query. Notes: Without selecting the check box indicating that you understand and agree to the terms and conditions, you will not be able to access the Prescriber History Query window. You will be required to accept the terms and conditions each time you start a new session in RxSentry; however, you will not be required to accept the terms and conditions each time you create a query in that session. 3. Select the check box indicating that you accept the terms and conditions. Do not copy or distribute without the express written permission of Health Information Designs. 21

25 Using RxSentry 4. If you are a master account holder, you may select multiple users in the User ID(s) field by holding down the [Ctrl] key while clicking each user ID. Note: If you are auditing access by your delegates, it is recommended that you deselect your own user ID. If you are a delegate account holder, your user ID is the only available option in this field. 5. The Audit Start Date and Audit End Date fields are automatically populated to generate your search history for one year based on the current date. If you are using this date to generate your report, you may continue to the next step; Or You may change the Audit Start Date and Audit End Date by typing the desired dates or by clicking the calendar icon and selecting a date from the calendar. 6. Click Submit. Your report results are displayed similar to the following: 7. From this window, you may click the details link next to a query to view the details of that query. Do not copy or distribute without the express written permission of Health Information Designs. 22

26 Using RxSentry Prescriber DEA Query This function allows prescribers with DEA numbers to view their prescribing history for a specified timeframe. Perform the following steps to view your prescribing history: 1. Log in to RxSentry. 2. Click Prescriber DEA Query. You must authenticate the query by indicating that the query is for a valid reason and that you are authorized to submit the query. Notes: Without selecting the check box indicating that you understand and agree to the terms and conditions, you will not be able to access the Prescriber DEA Query window. You will be required to accept the terms and conditions each time you start a new session in RxSentry; however, you will not be required to accept the terms and conditions each time you create a query in that session. 3. Select the check box indicating that you accept the terms and conditions. Do not copy or distribute without the express written permission of Health Information Designs. 23

27 Using RxSentry 4. The Dispensed Start Date and Dispensed End Date fields are automatically populated to generate your prescribing history for one year based on the current date. If you are using this date to generate your report, you may continue to the next step; Or You may change the Dispensed Start Date and Dispensed End Date by typing the desired dates or by clicking the calendar icon and selecting a date from the calendar. 5. Click Submit. Your report results are displayed similar to the following: 6. From this window, you may perform the following tasks: a. Click any column header to sort your report by the data contained in that column. Do not copy or distribute without the express written permission of Health Information Designs. 24

28 Using RxSentry b. Click Generate PDF to generate a PDF version of your report. Your report will begin to process, and a window similar to the following is displayed: Click the Report Queue link to navigate to the Report Queue and view your report. Continue to the Report Queue topic in this document for more information. c. Click Map Results to view a graphical depiction of your results. If desired, click the direction arrows in the top left corner of this window to scroll to different sections of the map. You may also expand or reduce the detail included in the map by clicking the plus (+) or minus ( ) symbols. When the map is expanded, the following elements are visible: - Red pushpin Represents the recipient s address; clicking a pushpin displays the total number of prescriptions for the recipient - Doctor bag Represents the physician s address; clicking a doctor bag displays the physician s name and number of prescriptions written for the recipient - Mortar and pestle Represents the pharmacy s address; clicking a mortar and pestle displays the pharmacy s name and phone number Report Queue The Report Queue allows you to check the status of a submitted query and view your reports. The Query Status/Job Status column on the Report Queue window displays one of the following query statuses: Approved/Queued the query has been approved and is processing. Approved/Done the query has been approved and processed, and is available for viewing. Perform the following steps to view your reports: 1. Log in to RxSentry. 2. Click Report Queue. Do not copy or distribute without the express written permission of Health Information Designs. 25

29 Using RxSentry 3. If the report is ready for viewing, the Job Sequence ID column contains a hyperlink to the report. Click the hyperlink for the desired report. Note: If the Job Sequence ID for your report is not a hyperlink, simply click the refresh button on your browser to update the Report Queue. 4. Perform one of the following actions: Select Open with and select the program you would like to use to open the report for viewing. Select Save File to save the report to a specific location for viewing at a later time. 5. Click OK, or click Cancel to return to the previous window. Notes: Queries are available for viewing only by the user who submitted the query request. Queries are automatically removed from the report queue after 14 days. If you print the query, protect patient confidentiality by filing or destroying the document after it has been reviewed. Be sure to follow your facility s protocols and policies regarding the security and destruction of confidential records. Do not copy or distribute without the express written permission of Health Information Designs. 26

30 User Management 5 User Management About This Chapter This chapter explains how to update your PDMP user profile, how to change your password, and, if you are a master account holder, how to link and unlink delegate accounts. Update User Profile This function allows you to update the information the OR PDMP has on file for you, as needed. Perform the following steps to update your PDMP profile: 1. Log in to RxSentry. 2. Click User Management. 3. Click Update User Profile. The Update User Profile window is displayed as shown on the following page. Do not copy or distribute without the express written permission of Health Information Designs. 27

31 User Management 4. Update your information, as necessary, noting that required fields are marked with an asterisk (*). 5. Click Update. A message displays confirming that your record has been updated. Do not copy or distribute without the express written permission of Health Information Designs. 28

32 User Management Change Password Upon initial login following account approval, and when passwords are reset, you are required to change the temporary password generated by RxSentry. You may use this function to change your password before it expires or as otherwise necessary. Account access will be denied upon three (3) failed login attempts. If you forget your password and/or you are locked out of the PDMP system, you can call the HID Help Desk to have your password reset. For HID Help Desk contact information, see the Technical Assistance topic. Note: You will need your account PIN when contacting the Help Desk. Your new password must meet the following requirements: Cannot be a password you have used within the previous two-year timeframe Must contain at least one (1) uppercase letter, one (1) lowercase letter, one (1) number, and be at least eight (8) characters in length Must not contain dictionary words or a name Must not contain the characters & : ; $ % ' " \ < > ( ) +!?, ^ * Perform the following steps to change your password: 1. Log in to RxSentry. 2. Click User Management. 3. Click Change Password. The Change Password window is displayed as shown on the following page. Do not copy or distribute without the express written permission of Health Information Designs. 29

33 User Management 4. Type your current password in the Current Password field. 5. Type your new password in the New Password field, using the information displayed on this window as password selection guidelines. 6. Type your new password again in the Confirm New Password field. 7. Click Submit. If the new password is accepted, a message indicates that the password change was successful and that you are required to log in using your new password. If the new password is not accepted, the message indicates that another password must be selected. 8. Once your password has been accepted, click any function, such as Query. A login window is displayed. 9. Enter your user name and new password, and then click OK. The RxSentry home page is displayed. Do not copy or distribute without the express written permission of Health Information Designs. 30

34 User Management Delegate Accounts This section describes how to activate a delegate account by linking it to your master account and how to unlink delegate accounts that should no longer be associated with your master account. Note: The Delegate Accounts function is only available to master account holders. Linking Delegate Accounts This function is used only by master account holders to select and activate associated delegate account holders. Perform the following steps to link delegate accounts: 1. Log in to RxSentry. 2. Click User Management. 3. Click Delegate Accounts. All delegate accounts currently associated with your master account are displayed in the Currently Linked to Delegate Accounts section of this window. Delegate accounts that have been approved and are awaiting master account holder association are displayed in the Link Additional Delegate Accounts section of this window. For each delegate account holder, the last/first name, user group, user ID, and agency are displayed. Do not copy or distribute without the express written permission of Health Information Designs. 31

35 User Management 4. Click to select the name of the delegate account holder you wish to link to your account. Note: To quickly locate a delegate account holder, click on the list of delegate accounts and type the first letter of the delegate account holder s first name. 5. Click Link Account. A window similar to the following is displayed, illustrating that the delegate account holders were linked: Managing Delegate Accounts It is the responsibility of the master account holder to manage delegate accounts associated with his or her master account. This includes activating delegate accounts, which is described in the Linking Delegate Accounts topic; monitoring the delegate account holder s use of the OR PDMP database, which is described in the Prescriber History Query topic; and removing any delegate accounts that should no longer be associated with the master account. Perform the following steps to remove a delegate account from your master account: 1. Log in to RxSentry. 2. Click User Management. 3. Click Delegate Accounts. Do not copy or distribute without the express written permission of Health Information Designs. 32

36 User Management All delegate accounts currently linked to your master account are displayed in the Currently Linked Delegate Accounts section of this window. 4. Click to select the name of the delegate account holder you wish to remove from your account. 5. Click Unlink Account. A window similar to the following is displayed, illustrating that the delegate account holder has been removed from your account: Do not copy or distribute without the express written permission of Health Information Designs. 33

37 Assistance and Support 6 Assistance and Support Technical Assistance If you need additional help with any of the procedures outlined in this guide, you can: Contact HID at Or Call the HID Help Desk at Note: You will need your account PIN when contacting the Help Desk. Administrative Assistance If you have non-technical questions regarding the Oregon PDMP, please contact: Prescription Drug Monitoring Program IPE P.O. Box Portland, OR Phone: Fax: Do not copy or distribute without the express written permission of Health Information Designs. 34

38 Document Information 7 Document Information Version History The Version History records the publication history of this document. Publication Date Version Number Comments 08/26/ Initial publication 10/21/ Updated publication 10/03/ Updated publication 05/24/ Updated publication 11/22/ Updated publication 12/27/ Updated publication 02/11/ Updated publication 03/25/ Updated publication 10/16/ Updated publication 10/23/ Updated publication 12/09/ Updated publication Table 3 Document Version History Change Log The Change Log records the changes and enhancements included in each version. Version Number Chapter/Section Change 1.0 N/A N/A 1.1 Chapter 3/View Patient Reports Added new topic 1.2 Chapter 3/Using RxSentry Split chapter into two chapters: Chapter 3/Accessing RxSentry and Chapter 4/Using RxSentry 1.4 Chapter 3/Request an Account Updated screenshots and procedure to reflect new link names on the public website 1.5 Chapter 3 Update Your PDMP Profile Retrieve User Name Retrieve New Password Added new topics Do not copy or distribute without the express written permission of Health Information Designs. 35

39 Document Information Version Number Chapter/Section Change 1.3 Chapter 3/Log In to RxSentry Added a note explaining that the user will be locked out of his/her account for 30 minutes after 3 unsuccessful login attempts 1.4 Chapter 3/Request an Account Removed the statement indicating that Oregon law does not allow delegate accounts Added language indicating that delegates may request an account Added a note explaining that once a delegate account has been approved, a master account holder must link them to their account before the delegate account holder can request PDMP data Chapter 3/ Linking Delegate Accounts Chapter 4/Search History Added new topics 2.0 Global Reorganized topics and updated screenshots and language to match the new RxSentry interface Chapter 1/RxSentry Update Chapter 4/Prescriber DEA Query Chapter 5/Update User Profile Chapter 5/Delegate Accounts Added new topic Added new topic Added new topic Added new topic 2.1 Chapter 4/Prescriber History Query Added a note recommending that master account holders deselect their own user ID when auditing access by their delegates Chapter 5/Linking Delegate Accounts Added a note indicating that the master account holder can quickly find delegate accounts by clicking on the list and typing the first letter of the delegate s first name 2.2 Document title Changed document title from Healthcare Provider s Guide to 2.3 Global Updated to new HID document template Updated screenshots, as necessary Chapter 3/Accessing RxSentry Chapter 3/Request an Account Chapter 6/Technical Assistance Updated the link names on the public website Replaced the notarization requirement with the requirement to mail a photocopy of a government-issued ID with the form Updated the HID help desk address Do not copy or distribute without the express written permission of Health Information Designs. 36

40 Document Information Version Number Chapter/Section Change 2.4 Chapter 4/Recipient Query Updated the available Search Method options 2.5 Chapter 4/Recipient Query, Prescriber History Query, Prescriber DEA Query Table 4 Document Change Log Chapter 4/Recipient Query, Prescriber DEA Query Chapter 4/Prescriber History Query, Prescriber DEA Added a note indicating that the liability statement is now required to be accepted only one time per session Updated report results screenshot to show that Authorized Refills are now included in the report results Updated the automatically-generated timeframe from the current date to one year from the current date Copyright and Trademarks Copyright Health Information Designs, LLC (HID). This document is intended for the sole use of potential clients, clients, and business partners of HID. Neither this document nor any portion of the information contained herein may be reproduced or disclosed, whether by photocopying, or other electronic or mechanical methods, without the express written permission of HID. PA-Logic, PAXpress, RxExplorer, RxPert, and RxSentry are registered trademarks of Health Information Designs, LLC. All other products referenced are the trademarks of their respective owners. Disclaimer Health Information Designs has made every effort to ensure the accuracy of the information in this document at the time of printing. However, information may change without notice. Corporate Address Health Information Designs, LLC 391 Industry Drive Phone: Fax: Website: Do not copy or distribute without the express written permission of Health Information Designs. 37

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