The following guide is intended for potential and new onboarding ePrescribe users. The information below provides brief insights to what is required for your new setup.
All new implementations of ePrescribe will require a minimum of the following:
One (1) Office or Practice Location
One (1) Office Administrator
One (1) Provider
Roles of ePrescribe -
Provider - licensed users that can prescribe in Rcopia (e.g., physician, chiropractor, physician assistant, nurse practitioner, dentist, etc.)
Clinical Staff / Provider Agent - Clinical staff who are in non-provider roles that can create prescriptions that the provider will then sign, can add/edit patient medication/allergy lists, and can complete all non-clinical (NC) staff role functions.
Administrator - Clinical or Non-clinical Staff member who is responsible for Logical Access Control and Provider Agent assigning. Providers can be Administrators but cannot approve themselves.
Per DEA Regulations - A Provider is not able to act as the sole Administrator and Provider for Logical Access Control (they cannot activate themselves)
The following information is required for new ePrescribe implementations:
Number of Ordering Providers
Number of Clinical Staff
Will controlled substances be ordered?
Does the facility require PDMP?
What happens after we request the ePrescribe feature?
Once a request is submitted with the following necessary information provided, Sunwave will send out by the requesting practice. These forms include:
New Office/Practice Setup Form - Fill out this form for the main facility information. This form will also be used again for adding any additional facilities and/or locations to your ePrescribe portal.
NewProvider Form - This form can be utilized over and over as needed each time you are wanting to add a new provider that will be prescribing using their own NPI, DEA, or NADEAN and NOT on behalf of others.
New Clinical Staff Form - This is the form you will use to enter information to add a new staff provider that will be prescribing on behalf of a doctor and not under their own NPI, DEA or NADEAN. Please note that this type of user does not require any extra licenses.
Provider Tokens
Providers will need a minimum of one (1) token device but is recommended to have two (2) tokens. This can be a combination of hard and soft tokens. These devices will be used by Providers who prescribe Controlled Substances. It is part of a two-factor authentication system required by ePrescribe.
Hard Tokens - These are small devices similar to a USB Flash drive in size. They provide a six (6) digit code that refreshes every 30 seconds
Soft Tokens - This is a software based app that can be downloaded to your device (phone, tablet, or computer). These function similar to a Hard Token but are app based.
Soft Tokens are device specific and not transferable. Please contact Sunwave if you are upgrading your cell phone, tablet, or computer device.
Setup Steps:
The practice will complete the enrollment forms and submit back to Sunwave.
Sunwave will:
Create Practice Location(s) within ePrescribe
Create user credentials for all Providers/Staff
Send individual credentials via email to the corresponding staff
Send IDP/EPCS Provider Credentialing and Logical Access Control (LAC) instructions to the assigned Administrator
Order hard tokens for each Provider
Once providers completed IDP/EPCS Credentialing, Practice Administrator will need to complete LAC with Provider(s).
Helpful Links for Practices
Onboarding New Providers
This is useful to send to Practice Managers to assist with Provider Identification completion.
Providers can download their soft token via here: Symantec VIP Access (mobile application)
We have a video for the onboarding here: EPCS: Identity Proofing Video
We have an article to complete LAC here: EPCS: Complete Logical Access Control (LAC)
Getting Started Prescribing
These guides follow Sunwave’s ePrescribe 1 workflow. If your office will be utilizing ePrescribe 2 workflows please consult your Sunwave Account Manager for additional details.
Rcopia: 3 Ways to Create New Prescriptions
Rcopia: Prescription Management
Rcopia: How to Send Controlled Substance Prescriptions