How Do I?

Why should I take time out of my busy schedule to use the Montana Prescription Drug Registry (MPDR)?

How can the MPDR make a difference in the quality of care I provide to my patients?
How can the MPDR protect my practice?
Is there a prescription drug problem in Montana?
Where can I find more information about prescription drug abuse?
What information is in the MPDR?

How To Access MPDR Prescription History

Who is eligible for online access to the MPDR?
How do I get permission for online access?
How do I log in to search the online data?
What if I can’t find my Record ID?
Can a provider in another state get information from the MPDR?
Can law enforcement agencies get information from the MPDR?
Are there other ways to get information from the registry?
Am I legally protected if I refuse to prescribe or dispense based upon what I see in the MPDR?
Can I give my patient a copy of this report?

Tips For Searching And Evaluating Search Results

What search parameters can I enter?
What information is included in a patient’s history?
Can I take the search results at face value?
What’s the difference between the “View All Prescriptions” and the “View Prescription Details” screens?
How can I get more information about one prescription?
I received a huge list of patient names. How can I reduce the size of this list?
I can’t find my patient, and I have written several prescriptions for her. What’s wrong?
What do I do if my patient appears to have received an unusual amount of controlled substances?
What if my patient has broken the law?
What do I do if the information I see in the MPDR is not accurate?
Why did the system make me log in again after only a few minutes?
Can I save the MPDR’s information to the patient’s electronic medical record?

Reporting Prescription Data To The MPDR

Who must report to the MPDR?
How often do I have to report?
We’re an Institutional Pharmacy – when do we have to report to the MPDR?
How do I submit data to the MPDR?
How do I log in to the reporting component of the MPDR?
How can I add a new pharmacy or change my existing pharmacy information?
What if my pharmacy has a new DEA number or a new license number?
What if I don’t dispense any controlled substances?
How do I file a Zero Report?
How can I tell what happened to my submission?
What do I do if my data is rejected?
What do I do if there were errors in my data?

How Can I Contact The MPDR?


Why should I take time out of my busy schedule to use the Montana Prescription Drug Registry (MPDR)?

How can the MPDR make a difference in the quality of care I provide to my patients? By searching your patients’ prescription history, you will be able to review their prescription use patterns, confirm their medication history and document compliance with a therapeutic regimen. In addition, emergency health care providers will be able to identify controlled substances that may have been ingested by an unresponsive patient. The information in the MPDR can empower you to make better treatment plans and, potentially, deter diversion of controlled substances for illegal use.

How can the MPDR protect my practice? By searching “My Prescribing History” you can examine all prescriptions that were dispensed under your DEA number. This will enable you to identify any fraudulent use of your DEA number so you can report those abuses to the appropriate authorities, as required by law.

Is there a prescription drug problem in Montana? While Montana does not have the highest per capita death rate in the nation, due to prescription drug misuse, abuse and diversion, we are fairly close to the top of the list. Various educational efforts are beginning to lower that number in Montana, but we still have a long way to go. Part of the problem is that addicts and drug diverters are very creative in obtaining these drugs. One typical method is to go “doctor shopping,” seeing multiple doctors for the same problem, and not telling any of the providers about other prescriptions they are receiving. These individuals frequently use multiple pharmacies, especially when their local pharmacist recognizes them. Until now, health care providers have not been able to identify these people unless the pharmacist or prescriber picks up the phone and calls around to other doctors or pharmacies, a task few busy providers have time for.

Where can I find more information about prescription drug abuse? The Center For Disease Control (CDC) considers prescription drug abuse to be an epidemic in this country.  In some states the per capita rate of death from prescription drug overdoses now exceeds the rates of death from auto accidents and gunshot wounds.  Some patients become addicted after using these drugs for legitimate purposes, but many of these drugs are diverted from legitimate use into recreational use.  This recreational use can start as early as elementary school or middle school.

For more information about this epidemic, visit the MPDR Information Page and the Drug Registry tab at www.Pharmacy.mt.gov.

What information is in the MPDR? All Montana-licensed pharmacies, with the exception of wholesale drug distributors and institutional pharmacies that only dispense within their facilities, are required to submit a weekly report containing all controlled substances they dispensed during the previous week. The MPDR currently contains data going back to July 1, 2011, and will eventually contain a full 3 years of data. In addition, as of May 1, 2013, Indian Health Services began reporting controlled substances dispensed by their pharmacies, and their data also goes back to July 1, 2011.


How To Access MPDR Prescription History

Who is eligible for online access to prescription history?

How do I get permission for online access? 

If you are a licensed health care provider:

Step 1: Complete the required online training program
Step 2: Go to www.pdrregistration.mt.gov and click the Register to Search Button.  Enter all of the following information:

  • Your name exactly as it appears on the registration letter you received from us
  • Your date of birth
  • The last 4 digits of your Social Security Number
  • Select your License Type from the dropdown box
  • The numbers at the end of your Montana License#
  • Your email address
  • Your DEA Number if you have prescriptive authority
  • Your DEA Expiration Date if you have prescriptive authority
  • Click Continue
  • Proofread your information and click Continue
  • Accept or decline the terms of access
  • Click Continue and wait for a response from the system – do not click Continue more than once.

Step 3: You will receive a confirmation email with further instructions and a link to our website. Follow all of the instructions in the email to complete your registration process. See the instructions below for first time users for full details.
If you are an agency representative:
Step 1: Complete the required online training program.
Step 2: Go to the MPDR’s Information Page or the drug registry tab at www.pharmacy.mt.gov and fill out the Agency Representative Application. Please print clearly or type the information on your application. Mail, fax or email this form to the MPDR office (our contact information is at the top of this form). MPDR staff will review the application and verify that the individual is a duly authorized representative of their agency.
Step 3: You will receive a confirmation letter with further instructions and a link to our website.  Follow all of the instructions in the letter to complete your registration process.

How do I log in to search the online data? You must first complete the above registration process.  Go to www.mpdr.mt.gov and click the “Sign In” button in the box titled “Search Patient History” located on the home page of the service.  You access the MPDR using an ePass Montana account as well as your license number and the Record ID issued by the Montana Department of Labor & Industry.

First time users –this is Step 3 of your registration process:

Begin Step 3 by clicking the “Sign In” button in the box titled “Search Patient History” on the MPDR home page at www.mpdr.mt.gov. First time users must create an ePass Montana account in order to access the MPDR. If you already have an ePass Montana account then you may use this to access the service.

Upon successful login into ePass Montana, first time users will be prompted to enter their license number and the Record ID issued to you by the Department of Labor & Industry. IMPORTANT: you should enter your license number exactly as it appears in the registration letter you received from us.

If you do not know your Record ID then contact an MPDR staff member at dlibsdmpdr@mt.gov or 406-841-2240. Your Record ID will be mailed to the address associated with your Montana license. For security reasons, we cannot provide this information by phone, fax or email.

Returning Users:

If you are a returning user to the MPDR then simply click the “Sign In” button in the box titled “Search Patient History” located on the home page of the service and login using your ePass Montana credentials

NOTE! If you have forgotten your ePass Montana password, then click on the “Forgot Password?” link located under the username and password boxes.  After supplying your username, an email will be sent to the email address associated with your ePass account and will include your password hint and instructions to reset your password. 

If you have forgotten your ePass username and/or did not receive the email containing your password hint then you will need to create a new ePass account. Simply click the “Create a New Account” button and follow the directions on the screen. After creating your new account, you will be prompted to re-enter your license number and Record ID. IMPORTANT: you should enter your license number exactly as it appears in the registration letter you received from us. If you do not have or do not know your license number and/or Record ID then contact an MPDR staff member at dlibsdmpdr@mt.gov or 406-841-2240.

What if I can’t find my Record ID?  Contact the MPDR office at dlibsdmpdr@mt.gov or 406-841-2240.  For security reasons, we cannot release your Record ID over the phone, by email or by fax.  Your Record ID will be mailed to the address associated with your Montana license.

Can a provider in another state look at Montana's prescription history? No, not unless they have an active Montana license. We hope to have the ability to share our information with providers in other states by the end of 2013.

Can law enforcement agencies get information from the MPDR? Yes, peace officers and coroners may submit a notarized request form ( available at www.mpdrinfo.mt.gov ) and an Investigative Subpoena to MPDR staff, who will generate and deliver a report about the individual who is under investigation.  Montana law requires that an active investigation must be in progress before law enforcement representatives can receive MPDR information.

Are there other ways to get information from the registry Yes, there are several other ways to obtain data from the MPDR:

Am I legally protected if I refuse to prescribe or dispense based upon what I see in the MPDR? Yes, you are protected. §37-7-1507 MCA governs your immunity. 

Can I give my patient a copy of this report Yes, the patient can view their own information, but not anyone else’s.  For example, unless a spouse has a medical power of attorney, you cannot share a patient’s information with their spouse.  The patient may, of course, choose to share or not share the information in any manner they see fit.

To print the report, click your browser’s print button or the print button at the bottom of the search results screen. Ask the patient if they want a copy of the search history. Ask the patient if they want a copy of the search history.

Tips For Searching And Evaluating Search Results

What search parameters can I enter? You can search for a patient’s history by entering one or more of the following parameters:

Your screen will display a list of all patients whose information matches the criteria you entered. To see details for a patient, click on either of the “View” links to the right of the name or names of the person you believe to be your patient. Remember, it is very common for a patient to have multiple MPDR listings under variations of their name (i.e., Bob, Bobby, Robert, etc.).

What information is included in a patient’s history? The Prescription History Report contains detailed information on controlled substance prescriptions, information that is protected under HIPAA. Each prescription’s details appear exactly as reported to the MPDR by the pharmacy that dispensed the drug. You will be able to determine the following:

Can I take the search results at face value? No, you should analyze the information provided by the MPDR carefully before making any decisions about your patient’s care. One pharmacy may have a different spelling of the patient’s name than the spelling used by the pharmacy down the street. Both pharmacies will report to the MPDR, but because they spelled the name differently, all of the patient’s information may not show up on one search, and the MPDR system does not link these histories. You’ll have to conduct a partial name search or searches on each variation of the patient’s name. This is a particular challenge when a patient uses more than one name; for example, many Native American patients use one name on the reservation and an entirely different name off of the reservation. Newly-married women will also typically be listed under multiple names. In addition, it is possible for people with similar names (a father and son, for example) or twins with the same birth date to show up on each others’ reports.

What’s the difference between the “View All Prescriptions” and the “View Prescription Details” screens?

How can I get more information about one prescription?

I received a huge list of patient names. How can I reduce the size of this list? Enter additional parameters. For example, if you include one or both names as well as the gender and birthdate, the system will return a much smaller list of patients. Remember, though, that it is very common for a patient to have multiple MPDR listings under variations of their name (i.e., Bob, Bobby, Robert, etc.).

I can’t find my patient, and I have written several prescriptions for them. What’s wrong? There are several reasons why information may not show up on your results screen:

  1. If you entered all of the above search parameters, try leaving off the city or try a partial name search. In other words, make your search a little bit looser. We recommend using only the patient’s last name and birthdate for best results.
  2. Expand the date range of your search. The drop down box at the end of the search parameter list defaults to 6 months. We recommend always searching for the full 3 years of history.
  3. Try searching on variations of the patient’s name, such as Meg, Maggie, Margaret, Peg, or Margarite. Each pharmacy may have a different variation of the patient’s name in their files.
  4. Has the patient changed their name or do they use more than one name? If so, search for both names.
  5. Has your patient moved within the last 3 years? If so, don’t include the city in your search parameters. Your patient results will still be separated by city, so you’ll have to click on all known locations to get their full history.
  6. The MPDR can only display prescriptions that have been reported to us by the pharmacies.  If a pharmacy’s data was rejected due to reporting errors, the pharmacy should correct that data and resubmit it, but we believe that some pharmacies may not be following through with this task.  If the MPDR doesn’t  have the information, then it  cannot be displayed in your report.  If you have concerns about reported data, contact the patient’s pharmacy to discuss potential reporting issues.

What do I do if my patient appears to have received an unusual amount of controlled substances? It is up to you to determine the best treatment options for your patient, and to discuss those options with that patient. Remember, you are protected by law if you refuse to prescribe or dispense a controlled substance based upon your MPDR search results.

If you believe the person may be involved in illegal activity, you can take one or more of the following steps:

What if my patient has broken the law? §45-9-104 MCA reads as follows: Fraudulently obtaining dangerous drugs. A person commits the offense of fraudulently obtaining dangerous drugs if the person obtains or attempts to obtain a dangerous drug, as defined in 50-32-101, by:

  1. fraud, deceit, misrepresentation, or subterfuge;
  2. falsely assuming the title of or representing that the person is a manufacturer, wholesaler, practitioner, pharmacist, owner of a pharmacy, or other person authorized to possess dangerous drugs;
  3. the use of a forged, altered, or fictitious prescription;
  4. the use of a false name or a false address on a prescription;
  5. the concealment of a material fact;
  6. knowingly or purposefully failing to disclose to a practitioner, as defined in 50-32-101, that the person has received the same or a similar dangerous drug or prescription for a dangerous drug from another source within the prior 30 days; or
  7. knowingly or purposefully communicating false or incomplete information to a practitioner with the intent to procure the administration of or a prescription for a dangerous drug. A communication of this information for the purpose provided in this subsection is not a privileged communication.

What do I do if the information I see in the MPDR is inaccurate? There are several reasons why the MPDR information may be incomplete or inaccurate:

Why did the system make me log in again after only a few minutes? For security reasons, the MPDR will automatically log you out of the service if your computer is inactive for 15 minutes. Simply log in again using your ePass Montana credentials and resume using the service.

Can I save the MPDR’s information to my patient’s electronic or paper medical record? Yes; the MPDR’s HIPAA-protected information can be added to the patient’s medical record. To save this information, click the “Download Reports” button at the bottom of the patient history screen. You will be able to save the basic prescription history or the prescription history plus the search history, and you can select either a PDF, Excel, or Word format. Simply select the file format that works best for your practice, open the resulting file, and then print and/or save the file.


Reporting Prescription Data to the MPDR

Who must report data to the MPDR? All pharmacies holding an active Montana license, with the exception of Wholesale Drug Distributors, are required to report to the MPDR within 8 days of dispensing a controlled substance. Any pharmacy, other than an Institutional pharmacy, that does not dispense a controlled substance must submit a zero report to the MPDR.

How often do I have to report? All pharmacies must report weekly. You are required by law to report all controlled substances within 8 days of the date they were dispensed, or to submit a Zero Report stating you did not dispense any controlled substances during the previous week.

We’re an Institutional Pharmacy – when do we have to report to the MPDR? If you only dispense controlled substances to patients while they are on your premises, you do not have to report to the MPDR at all. However, if you ever dispense even one dose that a patient takes with them after being discharged from your facility, you are required to report it to the MPDR with 8 days of that drug having been dispensed. Follow the instructions below to submit your report.

How do I submit data to the MPDR? Prescription information is uploaded into the MPDR in a file formatted to the ASAP Version 4.1 standards. You are encouraged to download and thoroughly review the technical specifications prior to registering and reporting as this document outlines the reporting process in detail.

To report prescription information, you or someone reporting on your behalf, such as your software vendor, must first complete the registration process. Go to www.pdrregistration.mt.gov and click on the “Register to Report” button to proceed. After completing the registration process, you will receive a Unique ID via email that you will need to access the MPDR. Once you have registered, you are ready to begin reporting.

Important!

Be sure to record your Unique ID as you cannot access the MPDR data submission site without it. This is the pharmacy’s Unique ID, not an individual user’s ID. Please do NOT create multiple registrations for your pharmacy! 

 

There are three options to report prescription information into the MPDR; review the technical specifications for additional details about each option.   

  1. Secure FTP (sFTP). This option allows a pharmacy’s system to communicate directly with the MPDR. This option requires that an sFTP account be established. Should you wish to report in this fashion, have your technical person review the technical specifications and send the necessary details via email to pdrassistance@egovmt.com.
  2. Web-based file upload.  This option allows you to upload a comma separated value (.csv) file, or flat file, containing the required prescription information into the MPDR.  To submit a flat file, log in to the “Upload Prescription Information” portal (see instructions below) and then click the “Report Prescription Information” buttons until you arrive on the submission page.   Enter the beginning and ending dates in the applicable fields, select the type of report you are filing, then use the “Browse” button to locate your file.  Click the “File” button and follow the directions on the screen to upload your prescription information. 
  3. Manual data entry. This option allows you to manually enter detailed prescription information one prescription at a time directly into the MPDR. We do not recommend using this time consuming option if you dispense more than a handful of controlled substances each week.

How do I log in to the reporting component of the MPDR? If you are using options 2 or 3 above, click the “Sign In” button in the box titled “Upload Prescription Information” located on the home page of the service. You will access the MPDR using an ePass Montana account and the Unique ID you received via email when you completed the reporting registration process. NOTE: ePass credentials should be established for each individual user within your pharmacy; each of these users will then enter the one Unique ID that applies to your entire pharmacy.

First time users:

First time users must create an ePass Montana account in order to access the MPDR.  If you already have an ePass Montana account then you may use this to access the service.  Upon successful login into ePass Montana, first time users will be prompted to enter your Unique ID.  Your Unique ID was emailed to you immediately following the reporting registration process.  If you do not have or do not know your Unique ID number then send an email to pdrassistance@egovmt.com with the name of your pharmacy and the pharmacy’s DEA number. 

Returning Users:

If you are a returning user to MPDR then simply login using your ePass Montana credentials.

NOTE: If you have forgotten your ePass Montana password, then click on the “Forgot Password?” link located under the username and password boxes.  After supplying your username, an email will be sent to the email address associated with your ePass account and will include your password hint and instructions to reset your password. 

If you have forgotten your ePass username and/or did not receive the email containing your password hint then you will need to create a new ePass account.  Simply click the “Create a New Account” button and follow the directions on the screen.  After creating your new account, you will be prompted to enter your Unique ID.  Your Unique ID was emailed to you immediately following the reporting registration process.  If you do not have or do not know your Unique ID number then send an email to pdrassistance@egovmt.com with the name of your pharmacy and the pharmacy’s DEA number.

How can I add a new pharmacy or change my existing pharmacy information? To view the contact information and a list of all pharmacies associated with your account, click on the “View Pharmacy Information” option. The list of pharmacies registered to your account displays; click on the “Edit” link to change the information associated with an individual pharmacy. Click on the “Delete” link to remove a pharmacy from your account. NOTE: a pharmacy can only be deleted from your account if you have not reported any prescriptions for this location. Click on the “Add New Pharmacy” button to add additional pharmacies to your account.

What if my pharmacy has a new DEA number or a new license number? If you have a new DEA number or a new Montana license number, you must add a pharmacy to your existing registration (see the instructions above). Note: It is important that you enter your Montana license number accurately, and that the license number you enter contains all of the letters and dashes that precede the actual numbers. Your license number should look something like this: PHA-MOP-LIC-12345.

What if I don’t dispense any controlled substances? If your pharmacy does not distribute controlled substances, you still have to submit what’s called a Zero Report each week, which tells us you did not dispense any controlled substances.  The Board of Pharmacy does not have legal authority to issue you a waiver from our reporting requirements.

How do I file a Zero Report?  To file a zero report, click on the “Report Prescription Information” option until you arrive on the page titled “Report Prescription Information”.  Enter the beginning and ending dates in the applicable fields, select “Zero” as the type of report, then click the “File” button and follow the directions on the screen. 

NOTE: You do not need to select a file when filing a zero report.

How can I tell what happened to my submission? There are two ways to determine what happened to your submission:

  1. You will receive a confirmation email for every data submission; these emails will tell you how many records were added, how many were rejected, and how many had errors. The confirmation emails will also give you information about why your record was rejected or had errors.
    Be sure to correct and resubmit all records that were rejected or had errors. You are required to submit error corrections within 8 days.
  2. Log in to the MPDR reporting service and click on Report Prescription Information. Next, click on the button that says View Upload Status. Use the dropdown box to select the type of information you want to see. Your screen will show an entry for each submission in that category, and you can click on the large plus sign for more details. This detail screen will also have entries with a large plus sign which you can click to get even more information. You can also click on any of the numbers in the submission’s summary section to see a list of the prescriptions in each category. NOTE: Some errors can be corrected using this screen. You are required to correct all errors within 8 days.

What do I do if my data is rejected? You must correct the errors and resubmit all of the data that was in the original submission. Rejected data has NOT been reported to the MPDR, and you may be deemed out of compliance if you do not correct the errors and resubmit the data within 8 days.

What do I do if there were errors in my data? You must correct the errors and resubmit only those prescriptions that contained errors; your corrections must be submitted within 8 days. Refer to the MPDR Technical Specifications for instructions on how to submit corrections. DO NOT resubmit an entire week’s report unless the entire report was rejected – if you do, you’ll receive a whole lot of ‘duplicate prescription’ errors. Note that some errors can be corrected online; refer to #2 above under “How can I tell what happened to my submission?” for instructions.


How Can I Contact The MPDR?

For technical assistance with submitting data to the MPDR, contact pdrassistance@egovmt.com. Be sure to include your pharmacy’s name and Unique ID in your email.

For other questions, contact MPDR staff at dlibsdmpdr@mt.gov or 406-841-2240. Please include your name and license number in your email or phone message.