Training Guide for Licensing Boards

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Training Guide for Licensing Boards Alabama Department of Public Health

Prescription Drug Monitoring Program

April 2016

Alabama Department of Public Health Training Guide for Licensing Boards

Copyright © 2011-2016 Health Information Designs. All rights reserved. Do not copy or distribute without the express written permission of Health Information Designs.

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Alabama Department of Public Health Training Guide for Licensing Boards Contents

Copyright © 2011-2016 Health Information Designs. All rights reserved. Do not copy or distribute without the express written permission of Health Information Designs. i

Contents

1 Document Overview ................................................................................................................... 1

Purpose ................................................................................................................................................. 1

Contents ................................................................................................................................................ 1

2 System Overview ........................................................................................................................ 3

3 Board of Pharmacy Users ............................................................................................................ 5

About This Chapter ............................................................................................................................... 5

Log In to RxSentry ................................................................................................................................. 5

Query ..................................................................................................................................................... 6

Submit Query Requests ................................................................................................................... 6 View Query Status .......................................................................................................................... 11 Compliance Report ........................................................................................................................ 12 Trend Review ................................................................................................................................. 14 Top Ranking ................................................................................................................................... 15 Global Audit Trail ........................................................................................................................... 21

Record Management........................................................................................................................... 24

Account Reports ............................................................................................................................. 24

Miscellaneous ..................................................................................................................................... 25

Select Fields to Report ................................................................................................................... 25 Show Drug Profile .......................................................................................................................... 25

4 Medical and Dental Board Users ............................................................................................... 26

About This Chapter ............................................................................................................................. 26

Log In to RxSentry ............................................................................................................................... 26

Query ................................................................................................................................................... 27

Submit Query Requests ................................................................................................................. 27 View Query Status .......................................................................................................................... 33 Compliance Report ........................................................................................................................ 34 Trend Review ................................................................................................................................. 36 Top Ranking ................................................................................................................................... 37 Global Audit Trail ........................................................................................................................... 43

Record Management........................................................................................................................... 46

Account Reports ............................................................................................................................. 46

Miscellaneous ..................................................................................................................................... 47

Select Fields to Report ................................................................................................................... 47 Show Drug Profile .......................................................................................................................... 47

5 Assistance and Support ............................................................................................................. 49

Technical Assistance ............................................................................................................................ 49

Administrative Assistance ................................................................................................................... 49

Alabama Department of Public Health Training Guide for Licensing Boards Contents

Copyright © 2011-2016 Health Information Designs. All rights reserved. Do not copy or distribute without the express written permission of Health Information Designs. ii

6 Document Information ............................................................................................................. 51

Version History .................................................................................................................................... 51

Change Log .......................................................................................................................................... 51

Copyright and Trademarks .................................................................................................................. 52

Alabama Department of Public Health Training Guide for Licensing Boards Document Overview

Copyright © 2011-2016 Health Information Designs. All rights reserved. Do not copy or distribute without the express written permission of Health Information Designs. 1

1 Document Overview

Purpose The RxSentry® Training Guide for Alabama Licensing Boards serves as a step-by-step training guide for licensing board members using RxSentry for query and reporting purposes. It includes such topics as:

Creating query requests

Viewing query request status

Generating reports

Contents This guide provides general information about the Prescription Drug Monitoring Program (PDMP) and how to run reports to determine usage and trends. As some of the queries and reports are specific to different types of board users, the instructions are presented in the following chapters:

Chapter 3: Board of Pharmacy Users – provides instructions for Board of Pharmacy users on running queries that provide information about dispensers.

Chapter 4: Medical and Dental Board Users – provides instructions for running queries that provide information about prescribers. This chapter is intended for users from the following boards:

o Board of Medical Examiners

o Board of Veterinary Medical Examiners

o Board of Podiatry

o Board of Dental Examiners

o Board of Optometry

Alabama Department of Public Health Training Guide for Licensing Boards Document Overview



Alabama Department of Public Health Training Guide for Licensing Boards System Overview


2 System Overview The RxSentry Prescription Drug Monitoring Program is a web-based system that facilitates the collection, analysis, and reporting of information on the prescribing, dispensing, and use of prescription drugs.

The system materially assists state regulators and practitioners authorized to prescribe and dispense controlled substances in the prevention of diversion, abuse, and misuse of controlled substance prescription medication.

The use of data collected through RxSentry allows for the provision of education and information, early intervention, prevention of diversion, investigation, and enforcement of existing laws governing the use of controlled substances.

This state-of-the-art system serves as a valuable tool in the effort to protect the health and welfare of our citizens by reducing the abuse of prescription drugs.

Note: For the purposes of this document, the RxSentry Prescription Drug Monitoring Program is referred to as RxSentry.

Alabama Department of Public Health Training Guide for Licensing Boards System Overview



Alabama Department of Public Health Training Guide for Licensing Boards Board of Pharmacy Users


3 Board of Pharmacy Users

About This Chapter This chapter contains instructions on how to use RxSentry to query and report dispenser information and run other useful reports.

The information in this chapter is specific to Board of Pharmacy users.

Note: If you need to request prescriber information, see Chapter 4: Medical and Dental Board Users.

Log In to RxSentry Note: Beginning September 8, 2015, you will no longer use the Security Portal to access the PDMP database. Follow the instructions in this section to access the PDMP database through the RxSentry login page.

Perform the following steps to log in to RxSentry:

1. Open an Internet browser window and type the following URL in the address bar: https://alpdm-st.hidinc.com.

A login window is displayed.

2. Type your user name in the User Name field.

3. Type your password in the Password field.

4. Click OK.

The RxSentry home page is displayed similar to the following:

The links on the left side of the home page display additional menu items when clicked. These menu items are the functions you can perform in RxSentry.

https://alpdm-st.hidinc.com/



Note: After logging in to RxSentry, it is recommended that you click the Miscellaneous link and select the Select Fields to Report menu item to indicate which fields you wish to include on your reports. For more information, see Select Fields to Report.

Query

Submit Query Requests

The Submit Query Requests function allows reports to be generated using the dispenser name (required value) and the prescriber or recipient’s name, region/county, or ZIP code as search parameters.

Perform the following steps to submit a query request:

1. Log in to RxSentry.

2. Click Query.

3. Click Submit Query Requests.

A window similar to the following is displayed:



4. Complete the information on the Query/Report Claims window, using the field descriptions in the following table as a guideline:

Field Name Usage

Dispenser Name begins with

(Required) Use this field to perform a search for a dispenser using partial text, for example, type Smi to display a list of dispensers containing “Smi” in the first three letters of his/her name.

Prescriber Last Name begins with

Use this field to perform a search for a prescriber using partial text, for example, type John to display a list of prescribers containing “John” in the first four letters of the prescriber’s name.

Recipient Name

Last

Type the recipient’s last name. You may use the “Begins with” or “Sounds like” options if the actual last name is not known.

You may also search for a specific recipient by using partial text, for example, type Smi to display a list of recipients containing “Smi” in the first three letters of their last name.

Recipient Name

First

Type the recipient’s first name. You may use the “Begins with” or “Sounds like” options if the actual first name is not known.

You may also 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.

Gender Click the down arrow and select the gender of the recipients to include in your search.

Date of Birth Type the recipient’s date of birth using the mm/dd/yyyy format.

Within Used in conjunction with the Date of Birth field to specify a time range within which to match the date of birth.

Region/County Selection Narrow your search by selecting a specific county name or public health area, or accept the default option of “Anywhere” to produce a wider range of results.

Note: You can select a region/county for the dispenser, prescriber, and/or recipient.

Zipcode selection Narrow your search by typing a specific ZIP code, or leave this field blank to produce a wider range of results.

Note: You can specify a ZIP code for the dispenser, prescriber, and/or recipient.

AKA #2 Name

AKA #3 Name

AKA #4 Name

Use these fields to perform a query on a subject who may be using more than one name. You may also perform a wildcard search using partial text, for example, type Tho in the in the AKA #2 Last Name field to display a list of aliases containing “Tho” in the first three letters of the alias last name.

In the DOB field, type the alias's date of birth using the mm/dd/yyyy format.

Table 1 - Query/Report Claims Window Field Descriptions (1)

5. Once all criteria have been entered or selected, click Submit.

Note: For purposes of this document, the window that displays next is separated into three illustrations.



6. Click to select one or more entries in the Dispenser field.

Note: To select more than one value in the list, press the [Ctrl] key while clicking each value.

7. Select additional options in this section of the window, using the field descriptions in the following table as a guideline:

Field Name Usage

Substance Class Select the start and end prescription class types (0-5).

Include Claims Prescribed From Date

Use this field to enter a specific prescribing timeframe, for example, 01/01/11 to 01/31/11.

Include Claims Dispensed From Date

Use this field to enter a specific dispensing timeframe, for example, 01/01/11 to 01/31/11.

Only Show Claims with Distance more than (Miles from Recipient to Prescriber)

Use this field to type a specific number of miles from the recipient to the prescriber.

If a value is entered in this field, only claims within the specified radius are displayed in your search results.

Only Show Claims with Distance more than (Miles from Recipient to Dispenser)

Use this field to type a specific number of miles from the recipient to the dispenser.


Prescription Origin Click the down arrow and select the method by which the prescription was received.

Note: The availability of this option is specific to your agency.

Identification Provided Click the down arrow and select the type of identification provided.


Table 2 - Query/Report Claims Window Field Descriptions



8. In the Check Fields to be reported section of this window, indicate which fields you wish to include in your search results by selecting or clearing the check box by each field name:

Note: The field selections on this window are based on default settings that were determined by using the Select Fields to Report function on the RxSentry menu. These settings apply to all queries; however, they can be overridden on an individual query basis.

For more information, see the Select Fields to Report topic in this document.

9. The next section of this window, Output Selection, is shown below:



Use the Output Selection section of this window to select the method you wish to use to view your query results, using the field descriptions in the following table as a guideline:

Field Name Usage

Viewed How

Output to Web Page Select this option to display the results of your query on a web page.

Batch – Web Output Select this option to allow your query generation to run in the background.

Batch – PDF Output Select this option to generate a portable document format (PDF) file.

Batch – File Output Select this option to allow your query generation to run in the background. When the query is generated, you are presented with an option to either open the results file or save it to disk to view at a later date.

Batch – Delimited File Output Select this option to generate a symbol-delimited text file.

If this option is selected, you must also select an option in the Delimit File Output How section of this window to specify your delimiter characters.

Delimit File Output How

With Commas Used in conjunction with the Batch – Delimited File Output option to use commas as delimiters in your output file.

With Pipe Characters Used in conjunction with the Batch – Delimited File Output option to use the pipe symbol (|) as delimiters in your output file.

With Tab Characters Used in conjunction with the Batch – Delimited File Output option to use tabs as delimiters in your output file.


10. Once all desired options have been selected, click Request.

If you selected the Output to Web Page option, your report results are displayed.

If you selected any of the Batch output options, a message similar to the following is displayed:

11. Continue to View Query Status to view your report results.



View Query Status

This function allows you to check the status of a submitted query. The Status column on the View 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 the status of a query or several queries:


2. Click Query, and then click View Query Status.


3. If you would like to attach free-form text notes to this query, click Add Notes, type your note, and then click OK.

4. 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.




5. 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.

6. Click OK, or click Cancel to return to the previous window.

Compliance Report

This report allows you to view the dates pharmacies last submitted data to the PDMP database, or reported zero dispensing, to ensure that they are in compliance with the law regarding PDMP reporting.

Perform the following steps to run a compliance report:


2. Click Query, and then click Compliance Report.


3. Enter the timeframe for your report by selecting a timeframe from the Select Timeframe field or by entering a specific timeframe in the If Custom field.

4. Click Submit-Date.

A window confirming the timeframe for your report is displayed similar to the following:

5. If the dates displayed are correct, click Submit.

Or

If the dates displayed are not correct, you may use your browser’s Back button to return to the previous window and correct the dates.

Once you click Submit, a window similar to the following is displayed:



6. Click the Review Job Queue link.

The View Report Queue window is displayed:


Note: The Compliance Report is output as a CSV file.








Trend Review

This report displays the number of prescriptions for the year to date, sorted by county or health service area.


2. Click Query, and then click Trend Review.


3. Complete the information on the Monthly Total Display window, using the field descriptions in the following table as a guideline:

Field Name Description/Usage

By Click the down arrow in this field and select one of the following options:

County – If selected, the report is sorted by each county in the State.

Health Service Area – A health service area is a group of counties or a regional area that has been defined by your agency. If applicable, click the down arrow and select one of the pre-defined health service areas.

Year Click the down arrow and select the desired year to report.

Show Click the down arrow and select one of the following options:

Rx Count

Total Quantity

Total Days Supply

Viewed How Click the down arrow and select one of the following options:

Output to Web Page

Output to File

Table 4 - Trend Review Window Field Descriptions



4. Once all criteria have been entered or selected, click Next.

Based on the options selected, a window similar to the following is displayed:

Top Ranking

The Top Ranking reports—statistical reports that provide a window into prescribing and dispensing utilization—are a major feature of RxSentry.

The following table lists the Top Ranking reports available to Board of Pharmacy users. The report name is hyperlinked to the procedure for running the report.

Report Description

Top Dispensers of Controlled Substances Displays dispensers of controlled substances, by the highest number of prescriptions filled for a month or year.

Top Controlled Substances by Generic Name

Displays the top used controlled substances, by generic name.

Top Drug Usage by Therapeutic Class Displays the highest number of drugs used, by therapeutic class.

Top Drug Usage by NDC Displays the highest number of drugs used, by NDC code.

Table 5 - Top Ranking Report Descriptions

Top Dispensers of Controlled Substances

Perform the following steps to run the “Top Dispensers of Controlled Substances” report:


2. Click Query, and then click Top Ranking.



3. Click the down arrow in the Which Report field, and select Top Dispensers of Controlled Substances. A window similar to the following is displayed:

4. Select the report options, using the following information as a guideline:

Field Description/Usage

Order Select to order by prescription count, by total quantity, by total days of supply, or by average distance.

Region/County Select a region/county to include in the report. If a region/county is not selected, all regions/counties are included in the report.

Note: To select more than one region/county, press the [Ctrl] key while clicking each region/county name.

City Type a city to include in the report.

Include Unknown?

{This option does not apply to this report.}

Month Select a specific month, or all months, to include in the report.

Year Select a specific year to include in the report.


Output to Web Page

Output to Web – Totals Only

Batch – PDF Output

Page Size Select the number of lines to include in the report. There is no limit to the number of lines that can be included.

Table 6 - Top Dispensers of Controlled Substances Report Field Descriptions

5. Click Next.




6. If desired, click the hyperlinks in the Dispensers of Controlled Substances column to view the controlled substances attributed to a specific dispenser.


Perform the following steps to run the “Top Controlled Substances by Generic Name” report:



3. Click the down arrow in the Which Report field, and select Top Controlled Substances by Generic Name.









Limit to this list of AHFS

Type a valid AHFS class to limit the results to only the specified AHFS class. If you wish to include more than one AHFS class, separate them with commas.

USAN Generic Drug Name Contains

Type a specific generic name, or part of a generic name, to report utilization of the specified drug.

Drill Down The default option is to drill down to Dispensers.


Output to Web Page




Table 7 - Top Controlled Substances by Generic Name Report Field Descriptions

5. Click Next.


6. If desired, click the hyperlinks in the Generic Name column to view the top prescribers of the selected generic drug.



Top Drug Usage by Therapeutic Class

Perform the following steps to run the “Top Drug Usage by Therapeutic Class” report:



3. Click the down arrow in the Which Report field, and select Top Drug Usage by Therapeutic Class.



Field Use





Output to Web Page




Table 8 - Top Drug Usage by Therapeutic Class Field Descriptions

5. Click Next.




Top Drug Usage by NDC

Perform the following steps to run the “Top Drug Usage NDC” report:



3. Click the down arrow in the Which Report field, and select Top Drug Usage by NDC.



Field Use




Drug Name Contains

Enter a drug name, or a partial drug name, to limit the results to only the specified drug name. If you wish to include more than one drug name, separate them with commas.



Field Use



Output to Web Page




Table 9 - Top Drug Usage by NDC Report Field Descriptions

5. Click Next.


6. If desired, click the hyperlinks in the Number of RX column to view the top dispensers of the selected controlled substance.

Global Audit Trail

The Global Audit Trail provides an audit trail based on user and timeframe. The report shows the date, the ID of the user that initiated the action, the details of the actions that were initiated, and the network IP address used during the connection. These reports are limited to accounts with which you are associated. No patient information is displayed in these reports.

Perform the following steps to generate a Global Audit Trail report:


2. Click Query, and then click Global Audit Trail.




3. Complete the information on the Global Audit Trail window, using the field descriptions in the following table as a guideline:


How Far Back Click the down arrow and select an option from the list that indicates how long ago your search should start.

How Far Back Timeframe

Use this field to enter a specific timeframe, for example: 01/01/16 to 01/31/16.

Detail Click the down arrow to select one of the following options:

All Audit Entries

No DB Triggers

Query Requests Only

Import/Export History Only

Recipient Clustering Only




Containing this Text

This field is most commonly used in conjunction with the Detail option “Query Requests Only” to determine which system users accessed/queried a specific patient’s record.

Full or partial text may entered in this field, For example, type Smith, J to display a list of all patients whose last name is “Smith” and whose first name begins with the letter “J.”

Specific User Type the ID number of a specific user, or type multiple user ID numbers, separating each by a comma.

User Display audit information for all users or select a specific user.

License Number Display audit information for all license numbers or select a specific license number.

Groups Click to select the check box by each group you wish to include in the report.

Detail This function allows you to view detailed query information about specific users or user groups by selecting one of the following options:

Detail Foreground option – results are immediately displayed, as shown below:

Background options – a report is generated and may be viewed by selecting

View Query Status. There are three background options: web, delimited file, and PDF. For each background option, you may choose a Detail or Summary report.

Table 10 Global Audit Trail Window Field Descriptions

4. Once all criteria has been entered or selected, click Show.

5. If you selected the Detail Foreground option, your report results are displayed.

Or

If you selected any of the Background options, a message displays indicating that the report was sent to the job queue, along with an ID number for the report.


The Report Queue automatically refreshes every two minutes. When the Status column displays Done, click the Job Sequence ID hyperlink for your report. Your report results are displayed based on the output option you selected in step 3.



Record Management

Account Reports

This function is used to produce reports of RxSentry user account status. It provides the ability to view a list of all unprocessed, approved, and denied accounts.

Perform the following steps to run an account report:


2. Click Record Management and then click Account Reports. A window similar to the following is displayed:

3. Click to select the desired account report:

All Accounts – displays a list of all accounts: active, denied, and unprocessed

Active Accounts – displays a list of accounts that have been approved and are active

Denied Accounts – displays a list of denied accounts, along with the reason for the denial

Unprocessed Accounts – displays a list of all accounts that need to be approved or denied by PDMP administrative staff.

Search for practitioner/pharmacist – search through all accounts (active, denied, or unprocessed) for a specific practitioner or pharmacist using User ID, Name, or Registration ID as the search criteria.

4. Click Submit.

Your report results are displayed similar to the following:

Note that in the example above, the user chose Active Accounts in step 3.



Miscellaneous

Select Fields to Report

This function allows you to identify default field selections for each RxSentry report. Although these selections are used in each RxSentry report, they can be overridden at the time of report generation with new field selections.

Perform the following steps to select the fields you wish to report:


2. Click Miscellaneous, and then click Select Fields to Report.

3. On the Select Desired Report Fields window, select or clear the check box for each field you do or do not want to display on your RxSentry reports.

4. Click Update to save your selections.

Show Drug Profile

This function is used to display specific information about a particular drug.

Note: A valid and complete NDC number for the drug is required.

Perform the following steps to view information about a specific drug:


2. Click Miscellaneous, and then click Show Drug Profile. A window similar to the following is displayed:

3. Type a value in the NDC Code field, and then click Next. A window similar to the following is displayed:

Alabama Department of Public Health Training Guide for Licensing Boards Medical and Dental Board Users


4 Medical and Dental Board Users

About This Chapter This chapter contains instructions on how to use RxSentry to query and report prescriber information and run other useful reports.

The information in this chapter is specific to users from the following boards:

Board of Medical Examiners

Board of Veterinary Medical Examiners

Board of Podiatry

Board of Dental Examiners

Board of Optometry

Note: If you need to request dispenser information, see Chapter 3: Board of Pharmacy Users.

Log In to RxSentry Note: Beginning September 8, 2015, you will no longer use the Security Portal to access the PDMP database. Follow the instructions in this section to access the PDMP database through the RxSentry login page.

Perform the following steps to log in to RxSentry:

1. Open an Internet browser window and type the following URL in the address bar: https://alpdm-st.hidinc.com.

A login window is displayed.

2. Type your user name in the User Name field.

3. Type your password in the Password field.

4. Click OK.

The RxSentry home page is displayed as shown on the following page.

https://alpdm-st.hidinc.com/



The links on the left side of the home page display additional menu items when clicked. These menu items are the functions you can perform in RxSentry.

Note: After logging in to RxSentry, it is recommended that you click the Miscellaneous link and select the Select Fields to Report menu item to indicate which fields you wish to include on your reports. For more information, see Select Fields to Report.

Query

Submit Query Requests

The Submit Query Requests function allows reports to be generated using the prescriber name (required value) and dispenser or recipient’s name, region/county, or ZIP code as search parameters.

Perform the following steps to submit a query request:


2. Click Query, and then click Submit Query Requests.




3. Complete the information on the Query/Report Claims window, using the field descriptions in the following table as a guideline:

Field Name Usage

Prescriber Last Name begins with

(Required) Use this field to perform a search for a prescriber using partial text, for example, type Smi to display a list of prescribers containing “Smi” in the first three letters of his/her name.

Dispenser Name begins with Use this field to perform a search for a dispenser using partial text, for example, type John to display a list of dispensers containing “John” in the first four letters of the dispenser’s name.

Recipient Name

Last

Type the recipient’s last name. You may use the “Begins with” or “Sounds like” options if the actual last name is not known.

You may also search for a specific recipient by using partial text, for example, type Smi to display a list of recipients containing “Smi: in the first three letters of their last name.

Recipient Name

First

Type the recipient’s first name. You may use the “Begins with” or “Sounds like” options if the actual first name is not known.

You may also 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.



Field Name Usage

Sex Click the down arrow and select the gender of the recipients to include in your search.

Date of Birth Type the recipient’s date of birth using the mm/dd/yyyy format.

Within Used in conjunction with the Date of Birth field to specify a time range within which to match the date of birth.

Region/County Selection Narrow your search by selecting a specific county name or public health area, or accept the default option of “Anywhere” to produce a wider range of results.

Zipcode selection Narrow your search by typing a specific ZIP code, or leave this field blank to produce a wider range of results.

AKA #2 Name

AKA #3 Name

AKA #4 Name

Use these fields to perform a query on a subject who may be using more than one name. You may also perform a wildcard search using partial text, for example, type Tho in the in the AKA #2 Last Name field to display a list of aliases containing “Tho” in the first three letters of the alias last name.

In the DOB field, type the alias's date of birth using the mm/dd/yyyy format.

Table 11 - Query/Report Claims Window Field Descriptions (1)

4. Once all criteria have been entered or selected, click Submit.

Note: For purposes of this document, the window that displays next is separated into three illustrations.

5. Click to select one or more entries in the Prescriber field.

Note: To select more than one value in the list, press the [Ctrl] key while clicking each value.



6. Select additional options in this section of the window, using the field descriptions in the following table as a guideline:

Field Name Usage

Substance Class Select the start and end prescription class types (0-5).

Include Claims Prescribed From Date

Use this field to enter a specific prescription timeframe, for example, 01/01/11 to 01/31/11.

Include Claims Dispensed From Date

Use this field to enter a specific dispensing timeframe, for example, 01/01/11 to 01/31/11.

Only Show Claims with Distance more than (Miles from Recipient to Prescriber)

Use this field to type a specific number of miles from the recipient to the prescriber.


Only Show Claims with Distance more than (Miles from Recipient to Dispenser)

Use this field to type a specific number of miles from the recipient to the dispenser.


Prescription Origin Click the down arrow and select the method by which the prescription was received.


Identification Provided Click the down arrow and select the type of identification provided.



7. In the Check Fields to be reported section of this window, shown on the following page, indicate which fields you wish to include in your search results by selecting or clearing the check box by each field name.



Note: The field selections on this window are based on default settings that were determined by using the Select Fields to Report function on the RxSentry menu. These settings apply to all queries; however, they can be overridden on an individual query basis.

For more information, see the Select Fields to Report topic in this document.

8. The next section of this window, Output Selection, is shown below:



Use the Output Selection section of this window to select the method you wish to use to view your query results, using the field descriptions in the following table as a guideline:

Field Name Usage

Viewed How

Output to Web Page Select this option to display the results of your query on a web page.

Batch – Web Output Select this option to allow your query generation to run in the background.

Batch – PDF Output Select this option to generate a portable document format (PDF) file.

Batch – File Output Select this option to allow your query generation to run in the background. When the query is generated, you are presented with an option to either open the results file or save it to disk to view at a later date.

Batch – Delimited File Output Select this option to generate a symbol-delimited text file.

If this option is selected, you must also select an option in the Delimit File Output How section of this window to specify your delimiter characters.

Delimit File Output How

With Commas Used in conjunction with the Batch – Delimited File Output option to use commas as delimiters in your output file.

With Pipe Characters Used in conjunction with the Batch – Delimited File Output option to use the pipe symbol (|) as delimiters in your output file.

With Tab Characters Used in conjunction with the Batch – Delimited File Output option to use tabs as delimiters in your output file.


9. Once all desired options have been selected, click Request.

If you selected the Output to Web Page option, your report results are displayed.

If you selected on of the Batch output options, a message similar to the following is displayed:

10. Continue to View Query Status to view your report results.



View Query Status

This function allows you to check the status of a submitted query. The Status column on the View 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 the status of a query or several queries:


2. From the home page, click View Query Status.


3. If you would like to attach free-form text notes to this query, click Add Notes, type your note, and then click OK.









Compliance Report

This report allows you to view the dates practitioners last submitted data to the PDMP database, or reported zero dispensing, to ensure that they are in compliance with the law regarding PDMP reporting.

Perform the following steps to run a compliance report:


2. Click Query, and then click Compliance Report.


3. Enter the timeframe for your report by selecting a timeframe from the Select Timeframe field or by entering a specific timeframe in the If Custom field.

4. Click Submit-Date.

A window confirming the timeframe for your report is displayed similar to the following:

5. If the dates displayed are correct, click Submit.

Or

If the dates displayed are not correct, you may use your browser’s Back button to return to the previous window and correct the dates.

Once you click Submit, a window similar to the following is displayed:



6. Click the Review Job Queue link.

The View Report Queue window is displayed:


Note: The Compliance Report is output as a CSV file.








Trend Review

This report displays the number of prescriptions for the year to date, sorted by county or health service area.


2. Click Query, and then click Trend Review. A window similar to the following is displayed:

3. Complete the information on the Monthly Total Display window, using the field descriptions in the following table as a guideline:


By Click the down arrow in this field and select one of the following options:

County – If selected, the report is sorted by each county in the State.

Health Service Area – A health service area is a group of counties or a regional area that has been defined by your agency. If applicable, click the down arrow and select one of the pre-defined health service areas.

Year Click the down arrow and select the desired year to report.

Show Click the down arrow and select one of the following options:

Rx Count

Total Quantity

Total Days Supply


Output to Web Page

Output to File

Table 14 - Trend Review Window Field Descriptions

4. Once all criteria have been entered or selected, click Next.



Based on the options selected, a window similar to the following is displayed:

Top Ranking

The “Top Ranking” reports— statistical reports that provide a window into prescribing and dispensing utilization—are a major feature of RxSentry.

The following table lists the available Top Ranking reports. The report name is hyperlinked to the procedure for running the report.

Report Description

Top Prescribers of Controlled Substances Displays prescribers of controlled substances, by the highest number of prescriptions for a month or year.


Displays the top used controlled substances, by generic name.

Top Drug Usage by Therapeutic Class Displays the highest number of drugs used, by therapeutic class.

Top Drug Usage by NDC Displays the highest number of drugs used, by NDC code.

Table 15 - Top Ranking Report Descriptions

Top Prescribers of Controlled Substances

Perform the following steps to run the “Top Prescribers of Controlled Substances” report:



3. Click the down arrow in the Which Report field and select Top Prescribers of Controlled Substances.






Order Select to order (sort) by prescription count, total quantity, total days of supply, or average distance.

Region/County Select a region/county to include in the report. If a region/county is not selected, all regions/counties are included in the report.

Note: To select more than one region/county, hold down the [Ctrl] key while clicking each region/county name.

City Type a city to include in the report.

Include Unknown? Select this option to include in the report names that cannot be matched to a prescriber’s DEA number.




Output to Web Page




Table 16 Top Prescribers of Controlled Substances Report Field Descriptions

5. Click Next.




6. If desired, click the hyperlinks in the Prescribers of Controlled Substances column to view the controlled substances attributed to the prescriber.

7. You may also click Create Graph to view the results of this report in a bar graph.


Perform the following steps to run the “Top Controlled Substances by Generic Name” report:



3. Click the down arrow in the Which Report field, and select Top Controlled Substances by Generic Name.









Limit to this list of AHFS

Type a valid AHFS class to limit the results to only the specified AHFS class. If you wish to include more than one AHFS class, separate them with commas.

USAN Generic Drug Name Contains

Type a specific generic name, or part of a generic name, to report utilization of the specified drug.

Drill Down The default option is to drill down to Prescribers.


Output to Web Page


Output to File


Table 17 - Top Controlled Substances by Generic Name Report Field Descriptions

5. Click Next.


6. If desired, click the hyperlinks in the Generic Name column to view the top prescribers of the selected generic drug.

Top Drug Usage by Therapeutic Class

Perform the following steps to run the “Top Drug Usage by Therapeutic Class” report:





3. Click the down arrow in the Which Report field, and select Top Drug Usage by Therapeutic Class.



Field Use





Output to Web Page




Table 18 - Top Drug Usage by Therapeutic Class Field Descriptions

5. Click Next.




Top Drug Usage by NDC



3. Click the down arrow in the Which Report field, and select Top Drug Usage by NDC.



Field Use




Drug Name Contains

Enter a drug name, or a partial drug name, to limit the results to only the specified drug name. If you wish to include more than one drug name, separate them with commas.



Output to Web Page




Table 19 - Top Drug Usage by NDC Report Field Descriptions

5. Click Next.




6. If desired, click the hyperlinks in the Number of RX column to view the top dispensers of the selected controlled substance.

Global Audit Trail

The Global Audit Trail provides an audit trail based on user and timeframe. The report shows the date, the ID of the user that initiated the action, the details of the actions that were initiated, and the network IP address used during the connection. These reports are limited to accounts with which you are associated. No patient information is displayed in these reports.

Perform the following steps to generate a Global Audit Trail report:


2. Click Query, and then click Global Audit Trail.

The Global Audit Trail window is displayed as shown on the following page.



3. Complete the information on the Global Audit Trail window, using the field descriptions in the following table as a guideline:


How Far Back Click the down arrow and select an option from the list that indicates how long ago your search should start.

How Far Back Timeframe

Use this field to enter a specific timeframe, for example: 01/01/16 to 01/31/16.

Detail Click the down arrow to select one of the following options:

All Audit Entries

No DB Triggers

Query Requests Only

Import/Export History Only

Recipient Clustering Only




Containing this Text

This field is most commonly used in conjunction with the Detail option “Query Requests Only” to determine which system users accessed/queried a specific patient’s record.

Full or partial text may entered in this field, For example, type Smith, J to display a list of all patients whose last name is “Smith” and whose first name begins with the letter “J.”

Specific User Type the ID number of a specific user, or type multiple user ID numbers, separating each by a comma.

User Display audit information for all users or select a specific user.

License Number Display audit information for all license numbers or select a specific license number.

Groups Click to select the check box by each group you wish to include in the report.

Detail This function allows you to view detailed query information about specific users or user groups by selecting one of the following options:

Detail Foreground option – results are immediately displayed, as shown below:

Background options – a report is generated and may be viewed by selecting

View Query Status. There are three background options: web, delimited file, and PDF. For each background option, you may choose a Detail or Summary report.

Table 20 Global Audit Trail Window Field Descriptions

4. Once all criteria has been entered or selected, click Show.

5. If you selected the Detail Foreground option, your report results are displayed.

Or

If you selected any of the Background options, a message displays indicating that the report was sent to the job queue, along with an ID number for the report.


The Report Queue automatically refreshes every two minutes. When the Status column displays Done, click the Job Sequence ID hyperlink for your report. Your report results are displayed based on the output option you selected in step 3.



Record Management

Account Reports

This function is used to produce reports of RxSentry user account status. It provides the ability to view a list of all unprocessed, approved, and denied accounts.

Perform the following steps to run an account report:


2. Click Record Management and then click Account Reports. A window similar to the following is displayed:

3. Click to select the desired account report:

All Accounts – displays a list of all accounts: active, denied, and unprocessed

Active Accounts – displays a list of accounts that have been approved and are active

Denied Accounts – displays a list of denied accounts, along with the reason for the denial

Unprocessed Accounts – displays a list of all accounts that need to be approved or denied by PDMP administrative staff.

Search for practitioner/pharmacist – search through all accounts (active, denied, or unprocessed) for a specific practitioner or pharmacist using User ID, Name, or Registration ID as the search criteria.

4. Click Submit.

Your report results are displayed similar to the following:

Note that in the example above, the user chose Active Accounts in step 3.



Miscellaneous

Select Fields to Report

This function allows you to identify default field selections for each RxSentry report. Although these selections are used in each RxSentry report, they can be overridden at the time of report generation with new field selections.

Perform the following steps to select the fields you wish to report:


2. Click Miscellaneous, and then click Select Fields to Report.

3. On the Select Desired Report Fields window, select or clear the check box for each field you do or do not want to display on your RxSentry reports.

4. Click Update to save your selections.

Show Drug Profile

This function is used to display specific information about a particular drug.

Note: A valid and complete NDC number for the drug is required.

Perform the following steps to view information about a specific drug:


2. Click Miscellaneous, and then click Show Drug Profile. A window similar to the following is displayed:

3. Type a value in the NDC Code field, and then click Next.

The drug profile is displayed as shown on the following page.

Alabama Department of Public Health Training Guide for Licensing Boards Assistance and Support


5 Assistance and Support

Technical Assistance If you need additional help with any of the procedures outlined in this guide, you can:

Contact HID at [email protected];

Or

Call 1-800-225-6998, option 8.

Technical assistance is available from 8:00 a.m. – 5:00 p.m. CST (Central Standard Time).

Administrative Assistance If you have any non-technical questions regarding the Alabama Prescription Drug Monitoring Program, please contact:

Nancy Bishop

Program Manager, Prescription Drug Monitoring Program (PDMP)

Alabama Department of Public Health

Bureau of Professional and Support Services

201 Monroe Street, Suite 1010

Montgomery, AL 36130-3017

Telephone: 334-206-5226

Fax: 334-206-3749

E-mail: [email protected]

mailto:[email protected]

mailto:[email protected]

Alabama Department of Public Health Training Guide for Licensing Boards Assistance and Support



Alabama Department of Public Health Training Guide for Licensing Boards Document Information


6 Document Information

Version History The Version History records the publication history of this document.

Publication Date Version Number Comments

06/27/2011 1.0 Initial publication

09/30/2011 1.1 Revised publication






Table 21 – 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 Global Converted document to new HID standard format

1.2 Chapter 3 and Chapter 4/Log In to RxSentry

Updated the login procedure in each chapter to instruct the user to log in through the ADPH Security Portal

Chapter 3 and Chapter 4:

Compliance Report

Show Drug Profile

Added new topics

2.0 Global Updated to new HID document template

Updated screenshots as necessary

Chapter 3/Top Dispensers of Controlled Substances

Updated report results screenshot to show the addition of the Address, Address 2, City, State, and Zip columns



Version Number Chapter/Section Change

Chapter 4/Top Prescribers of Controlled Substances

Added new topic

Chapter 5/Technical Assistance

Updated HID Help Desk e-mail address

2.1 Chapter 3/Log In to RxSentry

Removed instructions for logging in through the Security Portal & replaced with instructions for logging in through the RxSentry login page

Chapter 4/Log In to RxSentry

2.2 Chapter 5/Administrative Assistance

Updated contact information

2.3 Chapter 3:

Global Audit Trail

Account Reports

Added new topics

Chapter 4:

Global Audit Trail

Account Reports

Table 22 – Document Change Log

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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.



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Training Guide for Licensing Boards

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