Dispenser's implementation guide

Dispenser's Implementation Guide
Georgia Drugs and Narcotics Agency Prescription Drug Monitoring Program
March 2013
"This project was supported by Grant No. 2011-PM-BX-0004 awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a component of the Office of Justice Programs, which also includes the Bureau of Justice Statistics, the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, the Office for Victims of Crime, the Community Capacity Development Office, and the Office of Sex Offender Sentencing, Monitoring, Apprehending, Registering, and Tracking. Points of view or opinions in this document are those of the author and do not necessarily represent the official position or policies of the U.S. Department of Justice."
This document is formatted for duplex printing.

Georgia Drugs and Narcotics Agency

Dispenser's Implementation Guide

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Georgia Drugs and Narcotics Agency Dispenser's Implementation Guide

Contents

Contents
1 Document Overview...........................................................................................................1 Purpose and Contents .........................................................................................................1
2 Program Overview .............................................................................................................3 Purpose ...............................................................................................................................3
3 Data Collection and Tracking ............................................................................................5 About This Chapter ..............................................................................................................5 Data Collection Requirements..............................................................................................5 Reporting Requirements ......................................................................................................5 Exemptions .....................................................................................................................5 Required Prescription Information ...................................................................................6 Reporting Noncompliance ...............................................................................................7 Zero Reports ...................................................................................................................7
4 Data Submission................................................................................................................9 About This Chapter ..............................................................................................................9 Timeline and Requirements .................................................................................................9 Upload Specifications...........................................................................................................9 Creating Your Account .......................................................................................................10 Reporting Zero Dispensing.................................................................................................15 Report Zero Activity RxSentry.....................................................................................15 Report Zero Activity File Upload .................................................................................16
5 Data Delivery Methods.....................................................................................................17 About This Chapter ............................................................................................................17 Secure FTP Over SSH.......................................................................................................17 Encrypted File with OpenPGP via FTP...............................................................................18 SSL Website ......................................................................................................................19 Physical Media (CD or DVD)..............................................................................................20 Universal Claim Form (UCF) Submission...........................................................................21 Notes about NDC Numbers ...........................................................................................21 Online UCF Submission ................................................................................................21
6 Upload Reports and Edit Definitions ..............................................................................25 About This Chapter ............................................................................................................25 Upload Reports ..................................................................................................................25 View Upload Reports .........................................................................................................26 Error Correction .................................................................................................................26 Submit a New Record....................................................................................................27 Revise a Record............................................................................................................27 Void a Record................................................................................................................27 Edit Definitions ...................................................................................................................28

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7 Assistance and Support ..................................................................................................31 Technical Assistance .........................................................................................................31 Administrative Assistance ..................................................................................................31
8 Glossary ...........................................................................................................................33
9 Document Information.....................................................................................................35 Copyright Notice and Trademarks......................................................................................35 Disclaimer ..........................................................................................................................35 Formatting Conventions .....................................................................................................35 Version History...................................................................................................................36 Change Log .......................................................................................................................36
Appendix A: ASAP 4.2 Specifications ..............................................................................A-1
Appendix B: Zero Report Specifications .......................................................................... B-1

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Document Overview

1 Document Overview
Purpose and Contents
The RxSentry Dispenser's Implementation Guide serves as a step-by-step implementation and training guide for dispensers in the State of Georgia who are required to report data for dispensed Schedule II, III, IV, and V controlled substances to the Georgia Prescription Drug Monitoring Program. RxSentry will receive this data and serve as its repository on behalf of the Georgia PDMP. This guide includes such topics as: Reporting requirements for dispensers in the State of Georgia Data file submission guidelines and methods Creating your upload account Creating a data file Uploading or reporting your data Understanding upload error codes and definitions
This guide has been customized to target the specific training needs of Georgia dispensers and is intended for use by all dispensers in the State of Georgia required to report their dispensing of controlled substances.

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Program Overview

2 Program Overview
Purpose
In 2012, Georgia Code, Title 16, Chapter 13 was signed into law, authorizing the Georgia Drugs and Narcotics Agency (Agency) to establish a prescription drug monitoring program (PDMP):
Subject to funds as may be appropriated by the General Assembly or otherwise available for such purpose, the Agency shall, in consultation with members of the Georgia Composite Medical Board, establish and maintain a program to electronically record into an electronic data base prescription information resulting from the dispensing of Schedule II, III, IV, or V controlled substances and to electronically review such prescription information that has been entered into such a data base.
The purpose of the PDMP shall be to assist in the reduction of the abuse of controlled substances; to improve, enhance, and encourage a better quality of healthcare by promoting the proper use of medications to treat pain and terminal illness; and to reduce duplicative prescribing and overprescribing of controlled substances practices. The data collected will be used to enhance patient care by providing prescription drug monitoring information that will ensure legitimate use of controlled substances in healthcare, including palliative care, research, and other medical pharmacological uses.
Each time a monitored prescription drug is dispensed, that information must be reported to the PDMP. Dispensers must compile and electronically submit their controlled substance dispensing information to the PDMP at least weekly and no later than ten (10) days after dispensing the prescription; however, dispensers are encouraged to submit more frequently, if they so choose.
Note: A "dispenser" is a pharmacy that delivers a Schedule II, III, IV, or V controlled substance to the ultimate user.
For each seven (7)-day period during which the pharmacy does not dispense a monitored prescription drug, the pharmacy must submit a zero report to the PDMP.
The Agency shall establish and maintain procedures to ensure that the privacy, confidentiality, and security of patient information collected, recorded, transmitted, and maintained is not disclosed except as provided for by law.

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Data Collection and Tracking

3 Data Collection and Tracking

About This Chapter
This chapter provides information regarding the data collection and reporting requirements established by the GA PDMP, as well as information regarding those who are exempt from reporting.

Data Collection Requirements
Each time a controlled substance is dispensed to an individual, the controlled substance shall be reported to the GA PDMP, using a format approved by the Georgia Drugs and Narcotics Agency (Agency) at least weekly and no later than ten (10) days after dispensing the monitored controlled substance; however, dispensers are encouraged to submit more frequently, if they so choose. All dispensers of controlled substances must meet the reporting requirements set forth by Georgia law in a secure methodology and format. Such approved formats may include secure FTP over SSH, SSL website, physical media (CD or DVD), online universal claim form, or another agreed-upon method.
Note: A "dispenser" is a pharmacy that delivers a Schedule II, III, IV, or V controlled substance to the ultimate user.

Reporting Requirements
If you are a chain pharmacy, your data will likely be submitted from your home office. Please verify this with your home office. If you are an independent pharmacy or other entity, please forward the reporting requirements to your software vendor. They will need to create the data file, and they may be able to submit the data on your behalf. If not, follow the instructions provided in the Data Submission chapter to submit the data.
Note: Additions or deletions of other drugs specified by Georgia law may happen periodically. These changes must go through the regulatory process in order to be added or deleted. You will be notified of any changes that are made in the future.
For detailed information for each of the fields required by the State of Georgia and the fields required by the American Society for Automation in Pharmacy (ASAP), please see Appendix A: ASAP 4.2 Specifications.
Exemptions
The following entities are exempt from reporting data: A pharmacy licensed as a hospital pharmacy by the Georgia Board of Pharmacy
pursuant to Code Section 26-4-110; An institutional pharmacy that serves only a healthcare facility, including, but not
limited to, a nursing home, an intermediate care home, a personal care home, or a

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hospice program, which provides patient care and which pharmacy dispenses such substances to be administered and used by a patient on the premises of the facility;
A practitioner or other authorized person who administers such a substance; or
A pharmacy operated by, on behalf of, or under contract with the Department of Corrections for the sole and exclusive purpose of providing services in a secure environment to prisoners within a penal institution, penitentiary, prison, detention center, or other secure correctional institution. This shall include correctional institutions operated by private entities in this state which house inmates under the Department of Corrections.

Required Prescription Information
All dispensers of Schedule II, III, IV, and V controlled substances are required to collect and report the information in the following table. For detailed information for each of these fields, please see Appendix A: ASAP 4.2 Specifications.

Field Name Pharmacy Header
DEA Number Pharmacy (Dispenser) Name Address Information 1 City Address State Address ZIP Code Address Patient Information Last Name First Name Address Information 1 City Address State Address ZIP Code Address Date of Birth Gender Code Dispensing Record Prescription Serial Number Date Issued by the Prescriber Date Dispensed

Field ID
PHA03 PHA04 PHA05 PHA07 PHA08 PHA09
PAT07 PAT08 PAT12 PAT14 PAT15 PAT16 PAT18 PAT19
DSP02 DSP03 DSP05

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Field Name Prescription New or Refill Product ID Qualifier *Note: NDC is required Product ID Quantity Dispensed Days Supply Classification Code for Payment Type
Prescriber Information DEA Number Last Name First Name

Field ID DSP06 DSP07
DSP08 DSP09 DSP10 DSP16
PRE02 PRE05 PRE06

The Data Submission chapter provides all the instructions necessary to submit the required information.

Reporting Noncompliance
Any dispenser who knowingly and intentionally fails to submit prescription information to the Agency as required by Georgia law or knowingly and intentionally submits incorrect prescription information shall be guilty of a felony and, upon conviction thereof, shall be punished for each such offense by imprisonment for not less than one year nor more than five years, a fine not to exceed $50,000, or both, and such actions shall be reported to the licensing board responsible for issuing such dispenser's dispensing license for action to be taken against such dispenser's license.

Zero Reports
If a pharmacy usually dispenses controlled substances in Georgia, but has no dispensing transactions to report for the preceding reporting period, the pharmacy must report this information to the GA PDMP by filing a zero report, as described in the Reporting Zero Dispensing topic in this guide.

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Data Submission

4 Data Submission
About This Chapter
This chapter provides information and instructions for submitting data to the RxSentry repository.
Timeline and Requirements
Dispensers or software vendors can establish submission accounts as of the date listed below. Instructions for setting up an account are provided in the Creating Your Account topic in this chapter. You may create your account and begin submitting test data files on or after April
29, 2013. Beginning May 8, 2013, dispensers are required to report their data at least weekly
and no later than ten (10) days after dispensing the monitored controlled substance. However, dispensers are encouraged to report more frequently if they would like. The Agency requests that dispensers report retroactive data from September 1, 2012. Dispensers will have until June 1, 2013 to report their retroactive data. If a pharmacy does not dispense any controlled substances for the preceding reporting period, it must file a zero report for that reporting period or it will be considered noncompliant.
Upload Specifications
Files should be in ASAP format as defined in Appendix A: ASAP 4.2 Specifications. Files for upload should be named in a unique fashion, with a prefix constructed from the date (YYYYMMDD) and a suffix of ".dat". An example file name would be "20130508.dat". All of your upload files will be kept separate from the files of others.
Reports for multiple pharmacies can be in the same upload file in any order.
Daily prescription information must be reported on at least a weekly basis unless an exemption has been obtained from the Agency.

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Data Submission

Creating Your Account
Prior to submitting data, you must create an account. If you have already created your account, proceed to the appropriate section of this document that provides the steps you must follow to upload your data.
Note: Multiple pharmacies can be uploaded in the same file. For example, Walmart, CVS, and other chain pharmacies send in one file containing all their pharmacies from around the state. Therefore, chains with multiple stores only have to set up one account to upload a file.
Perform the following steps to create an account:
1 Open an Internet browser window and type the following URL in the address bar: www.hidinc.com/gapdmp.
2 Click Dispensers. A window similar to the following is displayed:

3 Click RxSentry Data Upload. A window similar to the following is displayed:

4 Type newacct in the User name field. 5 Type welcome in the Password field 6 Click OK.

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A window similar to the following is displayed:

Data Submission

7 Click Setup Upload Account. The following window is displayed:
8 Enter your DEA number in the Physician or Pharmacy DEA number field. 9 Enter your ZIP code in the ZIP Code field 10 Click Next.
A window similar to the one shown on the following page is displayed.

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11 Complete all required fields (indicated by an asterisk) on the New Account Setup for GA PDMP Upload Access window, using the information in the following table as a guideline:

Field

Description/Usage

Account selection

Choose Keep <account num ber> as my account for a single Dispenser if you wish to use the suggested account name.
Choose Create an account using <suggested account nam e> as my ID for uploading more than one Dispenser's Data if you wish to enter an account name of your choosing. If this option is selected, type the desired account name in this field.

Contact Information
Note: Information in this section is used for contact purposes in the event a problem occurs with a data upload.

Contact Name

Type the first and last name of the contact person.

Contact Address

Type the contact's street address, city, state, and ZIP code in the appropriate fields.

Contact Email

(Required) Type the contact's e-mail address.
Click the down arrow in the field to the right of the Contact Email field to select Email Edit Reports for All Uploads.

Contact Phone

Type the contact's phone number, using the format 999-999-9999.

Contact Fax

(Required) Type the contact's fax number, using the format 999-999-9999.
Click the down arrow in the field to the right of the Contact Fax field and select Fax Edit Reports for All Uploads.

Anticipated Upload Method

Select the method of data upload you plan to use to report your data.

Pharmacies I will be reporting

A list of all pharmacies with names similar to your store name/pharmacy name is displayed in this field.
To select additional pharmacies for which you will be reporting, press the [CTRL] key and then click the name of each pharmacy you wish to select.
The pharmacies you select will be tied to your user name.

Dispenser Type

(Required) Select whether you are a Pharmacy or a Dispensing Practitioner.

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Field Dispenser Sub-type
Dispenser Location

Description/Usage
(Required) Once you select your Dispenser Type, the Dispenser Sub-type field is displayed. Select the appropriate dispenser sub-type. Note: The options that display in this field are dependent on whether you answered Pharmacy or Dispensing Practitioner in the Dispenser Type field.
(Required) Select whether you are an In-State or Outof-State dispenser.

12 After completing all required fields, click Next. A window similar to the following is displayed:

A randomly-assigned password for the FTP and SFTP processes is provided to you.
Software vendors setting up multiple accounts may choose from the following two options:
1. Create each account separately by using the method listed above. After you finish one pharmacy's account, click Setup Upload Account on the home page and repeat the process;
Or
2. Create multiple accounts using one pharmacy's DEA number and ZIP code. If you choose this method, select Setup user name as a group.
Note: Data error reports are submitted to the e-mail address(es) supplied for the account(s).

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Data Submission

Reporting Zero Dispensing
If you have no dispensing transactions to report for the preceding reporting period, you must report this information to the GA PDMP.
You may report zero dispensing by using the functionality provided within RxSentry via the Report Zero Activity menu item, or by creating and uploading a zero report data file. The steps you must perform for each method are provided in the following sections.

Report Zero Activity RxSentry
1 If you do not have an account, perform the steps in Creating Your Account. 2 Open an Internet browser window and type the following URL in the address bar:
www.hidinc.com/gapdmp. 3 Click Dispensers, and then click RxSentry Data Upload.
A login window is displayed. 4 Type your user name in the User Name field. 5 Type your password in the Password field. 6 Click OK. 7 From the RxSentry home page, click Report Zero Activity. A window similar to the
following is displayed:

8 Type the start date for this report in the Period Start Date field, using the dd/mm/yy format.
Notes:
The Period End Date field is populated with the current date. You may adjust this date, if necessary.

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All other pharmacy information is populated with the information provided when you created your account.
9 Click Continue.
A message similar to the following is displayed:

Report Zero Activity File Upload
1 If you have not created an account, perform the steps in Creating Your Account.
2 Prepare the zero report data file for submission, using the specifications described in Appendix B: Zero Report Specifications.
Important Notes:
The file name should be constructed using the date of submission to HID as the file name and should have a .dat extension. For example, name the file 20130508.dat if you submit it on May 8, 2013.
Do not include spaces in the file name.
If you submit more than one file within the same day, you must uniquely name each file so the system does not overwrite existing uploaded files. For example, if uploading three files within the same day, you could use the following file names: 20130508a.dat, 20130508b.dat, and 20130508c.dat.
The system will accept zipped files and you should name them using the date of submission to HID. For example, name the file 20130508.zip if you submit it on May 8, 2013.
Before transmitting your file, rename it to include the suffix .up (e.g., 20130508.dat.up). This will ensure that we do not try to load the file while you are transmitting it. Once transmission is complete, rename the file back to the original name (e.g., 20130508.dat).
3 Upload the file using the steps provided in one of the following data delivery topics: Secure FTP over SSH Encrypted File with OpenPGP via FTP SSL Website
HID tracks the use of the Web-based tool, date stamps incoming files, and notifies you of a successful file transmission. After the file is reviewed for accuracy, you are notified of the status of the submitted file.

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Data Delivery Methods

5 Data Delivery Methods

About This Chapter
This chapter provides information about data delivery methods you can use to upload your controlled substance reporting data file(s).
For quick reference, click the desired hyperlink in the following table to view the stepby-step instructions for your chosen data delivery method:

Delivery Method Secure FTP over SSH Encrypted File with OpenPGP Via FTP SSL Website Physical Media (CD or DVD) Universal Claim Form (UCF) Submission
Notes about NDC Numbers Online UCF Submission

Page 17 18 19 20
21 21

Secure FTP Over SSH
There are many free software products that support secure FTP. Neither the Agency nor HID is in a position to direct or support your installation of operating system software for secure FTP; however, we have information that WinSCP (http://winscp.net) has been used successfully by other pharmacies.
1 If an account has not yet been created, perform the steps in Creating Your Account.
2 Prepare the data file for submission, using the ASAP specifications described in Appendix A: ASAP 4.2 Specifications.
Important notes:
The file name should be constructed using the date of submission to HID as the file name and should have a .dat extension. For example, name the file 20130508.dat if it is submitted on May 8, 2013.
Do not include spaces in the file name.
If more than one file is submitted within the same day, each file must be uniquely named so that existing uploaded files are not overwritten. For example, if uploading three files within the same day, the following file names could be used: 20130508a.dat, 20130508b.dat, and 20130508c.dat.
Zipped files can be accepted and should be named using the date of submission to HID. For example, name the file 20130508.zip if it is submitted on May 8, 2013.

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Before transmitting your file, rename it to include the suffix .up (e.g., 20130508.dat.up). This will ensure that we do not try to load the file while you are transmitting it. Once transmission is complete, rename the file back to the original name (e.g., 20130508.dat).
3 SFTP the file to sftp://gapdmpreporting.hidinc.com.
4 When prompted, type gapdm (lower case) in front of your DEA number (or Generic ID) as your user ID and enter the password supplied when you created your account.
5 Place the file in the new directory.
6 If desired, view the results of the transfer/upload in your user directory. The file name is YYYYMMDD.rpt.
7 Log off when the file transfer/upload is complete.
HID tracks the use of the Web-based tool, and incoming files are date stamped. You are notified of a successful file transmission. After the file is reviewed for accuracy, you are notified of the status of the submitted file.

Encrypted File with OpenPGP via FTP
There are many free software products that support file encryption using the PGP standard. Neither the Agency nor HID is in a position to direct or support your installation of PGP compatible software utilities; however, our usage indicates that software from the GnuPG Project (http://gnupg.org) should be compatible with many operating systems.
1 If an account has not yet been created, perform the steps in Creating Your Account.
2 Import the PGP public key, supplied during the account creation, into your PGP key ring.
3 Prepare the data file for submission, using the ASAP specifications described in Appendix A: ASAP 4.2 Specifications.
Important notes:
The file name should be constructed using the date of submission to HID as the file name and should have a .pgp extension. For example, name the file 20130508.pgp if it is submitted on May 8, 2013.
Do not include spaces in the file name.
If more than one file is submitted within the same day, each file must be uniquely named so that existing uploaded files are not overwritten. For example, if uploading three files within the same day, the following file names could be used: 20130508a.pgp, 20130508b.pgp, and 20130508c.pgp.
Before transmitting your file, rename it to include the suffix .up (e.g., 20130508.pgp.up). This will ensure that we do not try to load the file while you

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are transmitting it. Once transmission is complete, rename the file back to the original name (e.g., 20130508.pgp).
4 Encrypt the file with the PGP software, using the public key supplied during account creation.
Note: PGP encryption performs a single compression as it encrypts, so there is no need to zip the file.
5 FTP the file to ftp://gapdmpreporting.hidinc.com.
6 When prompted, type gapdm (lower case) in front of your DEA number (or Generic ID) as your user ID and enter the password supplied when you created your account.
7 Place the file in the new directory.
8 Once the transmission is complete, rename the file without the .up extension (e.g., 20130508.pgp).
9 If desired, view the results of the transfer/upload in your user directory. The file name is YYYYMMDD.rpt.
10 Log off when the file transfer/upload is complete.
HID tracks the use of the Web-based tool, and incoming files are date stamped. You are notified of a successful file transmission. After the file is reviewed for accuracy, you are notified of the status of the submitted file.

SSL Website
1 If an account has not yet been created, perform the steps in Creating Your Account.
2 Prepare the data file for submission, using the ASAP specifications described in Appendix A: ASAP 4.2 Specifications.
Important notes:
The file name should be constructed using the date of submission to HID as the file name and should have a .dat extension. For example, name the file 20130508.dat if it is submitted on May 8, 2013.
Do not include spaces in the file name. If more than one file is submitted within the same day, each file must be
uniquely named so that existing uploaded files are not overwritten. For example, if uploading three files within the same day, the following file names could be used: 20130508a.dat, 20130508b.dat, and 20130508c.dat. Zipped files can be accepted and should be named using the date of submission to HID. For example, name the file 20130508.zip if it is submitted on May 8, 2013.
3 Open a Web browser and type the following URL in the address bar: www.hidinc.com/gapdmp.

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Data Delivery Methods

4 Click Dispensers, and then click RxSentry Data Upload.
5 When prompted, type the user ID and password supplied when you created your account.
6 Click Upload a File.
7 Click Browse to navigate to the location where you saved the file created in step 2.
8 If not previously named according to upload requirements, rename the file using the format YYYYMMDD.dat, for example, 20130508.dat.
9 Click to select the file, and then click Open.
10 Click Send File.
HID tracks the use of the Web-based tool, and incoming files are date stamped. You are notified of a successful file transmission. After the file is reviewed for accuracy, you are notified of the status of the submitted file.

Physical Media (CD or DVD)
1 If an account has not yet been created, perform the steps in Creating Your Account.
2 Prepare the data file for submission, using the ASAP specifications described in Appendix A: ASAP 4.2 Specifications.
Important notes:
The file name should be constructed using the date of submission to HID as the file name and should have a .dat extension. For example, name the file 20130508.dat if it is submitted on May 8, 2013.
Do not include spaces in the file name. If more than one file is submitted within the same day, each file must be
uniquely named so that existing uploaded files are not overwritten. For example, if uploading three files within the same day, the following file names could be used: 20130508a.dat, 20130508b.dat, and 20130508c.dat. Zipped files can be accepted and should be named using the date of submission to HID. For example, name the file 20130508.zip if it is submitted on May 8, 2013.
3 Write the file to the preferred media (CD or DVD).
4 Add a label to the outside of the media that contains the following information: DEA Number Date of Submission Contact Person

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5 Mail the media to: Health Information Designs, LLC GA PDMP Program 391 Industry Drive Auburn, AL 36832

Data Delivery Methods

Universal Claim Form (UCF) Submission
If you have Internet access but are unable to submit your data in a batch upload, you may submit prescription information using RxSentry's online universal claim form (UCF).
When submitting information using the online UCF, the information provided must be complete and accurate. Only complete and accurate submissions are entered into the Georgia PDMP database. Please use the information in the Notes about NDC Numbers topic as a guideline for providing accurate NDC numbers.

Notes about NDC Numbers
Use the following information when entering NDC numbers on the UCF: NDCs are 11 digits and use the format 99999-9999-99. When adding an NDC, do not include the dashes, for example, 99999999999. NDCs are typically located on the original medication bottle on the top right corner of
the label, prefaced with "NDC-" and followed by the number. Manufacturers often leave off a zero in the NDC. In these instances, you should add
the 0 where appropriate, using the following examples as a guideline:

If the NDC appears this way ... 1234-5678-90 (missing 0 in first segment) 54321-123-98 (missing 0 in 2nd segment)

Enter it this way ... 01234568790 54321012398

Online UCF Submission
If you have Internet access but are unable to submit your data in a batch upload, you may submit prescription information using RxSentry's online universal claim form (UCF).
The following new terms are introduced in this topic: Record the patient, dispenser, and prescription information that you enter for one
patient on the UCF Batch a single record, or group of records, that you upload using the Submit
Batch function
Note: Records can be continually added to a batch--a feature that allows you to enter records at your convenience and not all at one time. We recommend that you add as many records as possible to a batch before submitting it; however, you should submit and close batches in accordance with your state's reporting time frame.

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Perform the following steps to use the online UCF to submit prescription information: 1 If you do not have an account, perform the steps in Creating Your Account. 2 Open an Internet browser window and type the following URL in the address bar:
www.hidinc.com/gapdmp. 3 Click Dispensers, and then click RxSentry Data Upload. 4 When prompted, type the user ID and password supplied when you created your
account. 5 Click OK. 6 From the RxSentry home page, click UCF Form Entry.
A window similar to the following is displayed:

Enter Next Form allows you to prepare one or more records for submission. Show Batch Counts displays the number of records in the batch currently
being prepared for submission and the number of records that have previously been submitted.
7 Click Enter Next Form.
A window similar to the following is displayed:

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8 The UCF contains three sections--Patient Information, Dispenser Information, and Prescription Information. Refer to the following information to complete these sections on the UCF: Patient Information Complete all fields in this section. Dispenser Information In this section, supply your DEA number in the DEA field. Once this information is provided, all associated dispenser information available within the RxSentry database is populated in the appropriate fields. Prescription Information Information for up to three prescriptions may be entered in this section, and all fields for each prescription must be completed. If entering more than one prescription for the same prescriber, you may select the Use Prescriber Information From Above check box to auto-populate each prescription with the previously-used prescriber information.
9 Once all information has been entered, click Submit.
Notes:
If information is missing from any required fields on the UCF, the UCF window will display again with the required fields indicated. Click Modify to add the missing information, and then click Submit.
If the system indicates that the DEA number or the NDC number you have provided is invalid, and you are certain you have provided the correct number, contact HID using the information supplied in Assistance and Support.
10 The UCF is displayed for your review. If all information is correct, click Submit. If you need to modify any information, click Modify.
Once you click Submit, a window similar to the following is displayed:

11 Perform one of the following functions: Click Enter Next Form to add additional records to this batch. Click Show Batch Counts to display the number of records in the current batch. Click Submit/Close Batch to upload this batch of records.

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Upload Reports and Edit Definitions

6 Upload Reports and Edit Definitions

About This Chapter
This chapter provides information about viewing existing upload reports and correcting erroneous records.

Upload Reports
HID provides all submitters of data with an upload report. When creating an account, you are required to submit an e-mail address and a fax number. You can specify whether you wish to receive your upload report by either of these methods. If you FTP/SFTP the data, a report will be placed in your home directory on the FTP server.
Below is an example of an error report:

A single claim may be rejected or, if a certain percentage of claims are rejected in an individual file, the entire file may be rejected. We track three types of errors: Minor Incorrect data in non-vital field Serious Record can be loaded with missing or inappropriate data Fatal Record cannot be loaded
An entire batch may be rejected if: ALL records have Fatal or Serious errors More than 10% of the records have Fatal errors More than 20% of the records have Serious errors
Pharmacies are required to correct fatal errors and resubmit the records within seven (7) days of the initial record submission.

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Upload Reports and Edit Definitions

View Upload Reports
This function provides dispensers access to upload reports that were previously delivered via e-mail or fax following a data submission. By default, the reports that display for reviewing are provided for a 31-day period. However, dispensers can view reports outside of the 31-day default period by entering start and end dates for the desired date range.
Perform the following steps to view upload reports:
1 Open an Internet browser window and type the following URL in the address bar: www.hidinc.com/gapdmp.
2 Click Dispensers, and then click RxSentry Data Upload.
3 When prompted, type the user ID and password supplied when you created your account.
4 Click OK.
5 From the RxSentry home page, click View Upload Reports. A window similar to the following is displayed:

6 Click a hyperlink in the Report Name field to open an upload report for viewing.
To view reports for a different time frame, type a start and end date in the Report Timeframe fields, and then click Submit.
Error Correction
Fatal errors will cause a record NOT to be loaded. If this occurs, correct the data that caused the error and resubmit the entire record. Fatal error corrections must be resubmitted within seven (7) days of the initial record submission. If a record with a serious or minor error is loaded and a correction is required, records can be corrected using the DSP01 values as explained below.
Note: Edit Number V1 as shown in the Edit Definitions table should not be resubmitted. All other records with errors that are not fatal will be loaded unless the batch thresholds are reached. Error thresholds are defined in the Upload Reports section.
The ASAP 4.2 standard requires a dispenser to select an indicator in the DSP01 (Reporting Status) field. Dispensers may submit new records, revise and resubmit records, and void (delete) erroneous records.

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Upload Reports and Edit Definitions

These actions are indicated by supplying one of the following values in the DSP01 field:
00 New Record indicates a new record 01 Revise indicates that one or more data elements in a previously-submitted
record has been revised 02 Void indicates that the original record should be voided
Use the information in the following topics to create, revise/resubmit, or void an erroneous record.

Submit a New Record
Perform the following steps to submit a new record:
1 Create a record with the value 00 in the DSP01 field.
2 Populate all other required fields and submit the record.
Note: These steps are used to submit new records or to submit records that were previously submitted but received a fatal status on your error report. Records with fatal errors are not loaded to the system. The errors in these records must be corrected in your system and resubmitted using the 00 status in the DSP01 field.

Revise a Record
Perform the following steps to revise a record:
1 Create a record with the value 01 in the DSP01 field.
2 Populate the following fields with the same information originally submitted in the erroneous record: PHA03 (DEA Provider ID) DSP02 (Prescription Number) DSP05 (Date Filled)
3 Fill in all other data fields with the correct information. This information will override the original data linked to the fields referenced in step 2.
4 Submit the record.
Important note: If any of the fields referenced in step 2 are part of the correction, the record must first be voided using the steps provided in the Void a Record section, and then you must re-submit the record using the value 00 in the DSP01 field.

Void a Record
Perform the following steps to void (delete) a record:
1 Send a record with the value 02 in the DSP01 field.
2 Fill in all other data identical to the original record. This will void the original record submission.

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Edit Definitions
The following table describes the current list of edits:

Edit Number Edit 01 Edit 02 Edit 05 Edit 09 Edit 10 Edit 14 Edit 15 Edit 17 Edit 18
Edit 19
Edit 20
Edit 21 Edit 22
Edit 25
Edit 26 Edit 28 Edit 31 Edit 50 Edit 51 Edit 52 Edit 53 Edit 54

Message
Format of File Error Pharmacy DEA is blank Pharmacy ID not found Invalid DOB Gender must be valid Reporting Status Invalid Date Dispensed is Invalid or Irrational Refill Code must be a valid number Quantity is invalid Days Supply is invalid Days Supply is 999 Days Supply > 150 Days Supply > 360 NDC not found Product ID Qualifier is invalid Prescriber ID not found Prescriber ID cannot be blank Prescriber Last Name is blank Date RX Written is invalid Classification Code for Payment Type invalid Customer Last Name blank Customer First Name blank Customer Address blank Customer ZIP Code is blank Customer ZIP and State Code conflict

Upload Reports and Edit Definitions
Severity Fatal Fatal Fatal Fatal Serious Fatal Serious Minor Minor Minor Fatal Minor Serious Serious Fatal Minor Fatal Minor Fatal Serious Fatal Fatal Fatal Serious Serious

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Edit Number Edit 56 Edit 60 Edit 61 Edit 100 Edit 101 Edit 102 Edit 103 Edit 104 Edit 200 Edit 300 Edit V1

Message

Severity

Customer City is blank
Customer State Code blank
Customer State Code invalid
Pharmacy Name is blank Pharmacy Address Information is blank
Pharmacy City Address is blank
Pharmacy State Address is blank
Pharmacy ZIP Code Address is blank
Prescription Number is blank Compound Drug Dosage Units Code must not be blank if CDI03 is filled in Record already exists Note: Duplicate records are not loaded. The number of duplicate records, if any, is displayed on the upload report produced after data file transmission has completed.

Serious Serious Serious Minor Minor Minor Minor Minor Serious Minor Minor

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Assistance and Support

7 Assistance and Support
Technical Assistance
If you need additional help with any of the procedures outlined in this guide, you can: Contact HID at gapdmp-info@hidinc.com Or Call the HID Help Desk at 1-855-729-8919. Technical assistance is available Monday through Friday (except for holidays) from 8:00 a.m. 5:00 p.m. Eastern Time.
Administrative Assistance
If you have any non-technical questions regarding the Georgia Prescription Drug Monitoring Program, please contact: Ronnie Higgins, RPh Title: Special Agent Georgia Drugs and Narcotics Agency 40 Pryor Street SW, Suite 2000 Atlanta, GA 30303 Telephone: (404) 656-5100 Fax: (404) 651-8210 Email: GAPDMP@gdna.ga.gov

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Glossary

8 Glossary

Agency Georgia Drugs and Narcotics Agency

ASAP American Society for Automation in Pharmacy

Batch
Group of files (report or query requests) that are processed in the background while other work is continued

Dispense
To deliver a controlled substance to an ultimate user or research subject by or pursuant to the lawful order of a practitioner, including the prescribing, administering, packaging, labeling, or compounding necessary to prepare the substance for that delivery, or the delivery of a controlled substance by a practitioner, acting in the normal course of his or her professional practice and in accordance with Georgia law, or to a relative or representative of the person for whom the controlled substance is prescribed

Dispenser
A pharmacy that delivers a Schedule II, III, IV, or V controlled substance to the ultimate user

FTP

File Transfer Protocol; commonly-used protocol for exchanging files over any network

HID Health Information Designs, LLC

NDC National Drug Code; describes specific drugs by manufacturer drug and package size
PDMP Prescription Drug Monitoring Program
RxSentry Prescription drug monitoring program developed by Health Information Designs, LLC

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Glossary

SFTP
Secure File Transfer Protocol (also referred to as "SSH File Transfer Protocol"); provides file transfer and manipulation functionality over any reliable data stream

SSL

Secure Sockets Layer; cryptographic protocol that provides secure communications for data transfers

Universal Claim Form Form used by a dispenser who does not have the capability to submit batch data

Ultimate User
A person who lawfully possesses a controlled substance for: The person's own use; The use of a member of the person's household; or Administering to an animal owned by a person or by a member of the
person's household

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Document Information

9 Document Information

Copyright Notice and Trademarks
Copyright 2013 Health Information Designs, LLC. All rights reserved.
Health Information Designs, LLC 391 Industry Drive Auburn, AL 36832
RxSentry is a registered trademark of Health Information Designs, LLC (HID). Microsoft and Internet Explorer are registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other product names may be trademarks or registered trademarks of their respective companies.

Disclaimer
HID 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.

Formatting Conventions
The following formatting conventions are used throughout this document.

Format Bold Arial Italic
Blue underlined text Table 1 Text Formats

Used to Designate... References to execution buttons, windows, file names, menus, icons, or options
Text you must type in a field or window, for example, "type Tho to display a list of recipients..."
Hyperlinks to other sections of this document or external websites

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Document Information

Version History
The Version History records the publication history of this document. See the Change Log for more details regarding the changes and enhancements included in each version.

Publication Version Number Date
03/12/2013 1.0
Table 2 Document Version History

Comments Initial publication

Change Log
The Change Log records the changes and enhancements included in each version.

Version Number

Chapter/Section

1.0

N/A

Table 3 Document Change Log

Change N/A

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ASAP 4.2 Specifications

Appendix A: ASAP 4.2 Specifications
The information on the following pages contains the definitions for the specific contents required of uploaded records in the American Society for Automation in Pharmacy (ASAP) version 4.2 format to comply with the Georgia Prescription Drug Monitoring Program requirements.
The following elements are used in each upload file: Segment Identifier indicates the beginning of a new segment, for example PHA. Data Delimiter character used to separate segments and the data elements
within a segment, for example, an asterisk (*).
Each completed field should be followed by an asterisk, and each blank field should contain a single asterisk.
If the last field in the segment is blank, it should contain an asterisk and a tilde (~).
Note: The Transaction Header is the only segment that has a Data Segment Terminator field built in.
Segment Terminator character used to mark the end of a segment, for example, the tilde (~).
Field Usage o R = Required by ASAP o S = Situational o RR = Required by the GA PDMP
Both "R" and "RR" fields must be reported.
Note: For more information, contact the American Society for Automation in Pharmacy at www.asapnet.org for the full Implementation Guide for the ASAP Standard for Prescription-Monitoring Programs. This guide includes field lengths, acceptable attributes, and examples.

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ASAP 4.2 Specifications

Segment Field ID Field Name

Field Usage

TH: Transaction Header
Required segment; used to indicate the start of a transaction. It also assigns the data element separator, segment terminator, and control number. This is a required segment.

TH01 Version/Release Number

R

Code uniquely identifying the transaction.

Format = xx.x

TH02 Transaction Control Number

R

Sender assigned code uniquely identifying a transaction.

TH03 Transaction Type

S

Identifies the purpose of initiating the transaction.

01 Send/Request Transaction

02 Acknowledgement (used in Response only)

03 Error Receiving (used in Response only)

04 Void (used to void a specific Rx in a real-time transmission or an entire batch that has been transmitted)

TH04 Response ID

S

Contains the Transaction Control Number of a transaction that

initiated the transaction. Required in response transaction

only.

TH05 Creation Date

R

Date the transaction was created. Format: CCYYMMDD.

TH06 Creation Time

R

Time the transaction was created. Format: HHMMSS or HHMM.

TH07 File Type

R

P = Production

T = Test

TH08 Routing Number

S

Reserved for real-time transmissions that go through a

network switch to indicate, if necessary, the specific state PMP

the transaction should be routed to.

TH09 Segment Terminator Character

R

This terminates the TH segment and sets the actual value of

the data segment terminator for the entire transaction.

IS: Information Source
Required segment; used to convey the name and identification numbers of the entity supplying the information.

IS01 Unique Information Source ID

R

Reference number or identification number.

(Example: phone number)

IS02 Information Source Entity Name

R

Entity name of the Information Source.

IS03 Message

S

Free-form text message.

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Segment Field ID Field Name

Field Usage

PHA: Pharmacy Header Required segment; used to identify the pharmacy.

PHA01 National Provider Identifier (NPI)

S

Identifier assigned to the pharmacy by CMS.

PHA02 NCPDP/NABP Provider ID

S

Identifier assigned to pharmacy by the National Council for

Prescription Drug Programs.

PHA03 DEA Number

RR

Identifier assigned to the pharmacy by the Drug Enforcement

Administration.

PHA04 Pharmacy or Dispensing Prescriber Name

RR

Free-form name of the pharmacy or dispensing prescriber's

name

PHA05 Address Information 1

RR

Free-form text for address information.

PHA06 Address Information 2

S

Free-form text for address information.

PHA07 City Address

RR

Free-form text for city name.

PHA08 State Address

RR

U.S. Postal Service state code.

PHA09 ZIP Code Address

RR

U.S. Postal Service ZIP Code.

PHA10 Phone Number

S

Complete phone number including area code.

PHA11 Contact Name

S

Free-form name.

PHA12 Chain Site ID

S

Store number assigned by the chain to the pharmacy location.

Used when PMP needs to identify the specific pharmacy from

which information is required.

PAT: Patient Information
Required segment; used to report the patient's name and basic information as contained in the pharmacy record.

PAT01 ID Qualifier of Patient Identifier

S

Code identifying the jurisdiction that issues the ID in PAT03.

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Segment

Field ID PAT02
PAT03 PAT04 PAT05
PAT06 PAT07 PAT08 PAT09 PAT10

Field Name ID Qualifier Code to identify the type of ID in PAT03. If PAT02 is used, PAT03 is required. 01 Military ID 02 State Issued ID 03 Unique System ID 04 Permanent Resident Card (Green Card) 05 Passport ID 06 Driver's License ID 07 Social Security Number 08 Tribal ID 99 Other (agreed upon ID)
ID of Patient Identification number for the patient as indicated in PAT02. An example would be the driver's license number.
ID Qualifier of Additional Patient Identifier Code identifying the jurisdiction that issues the ID in PAT06. Used if the PMP requires such identification.
Additional Patient ID Qualifier Code to identify the type of ID in PAT06 if the PMP requires a second identifier. If PAT05 is used, PAT06 is required. 01 Military ID 02 State Issued ID 03 Unique System ID 04 Permanent Resident Card (Green Card) 05 Passport ID 06 Driver's License ID 07 Social Security Number 08 Tribal ID 99 Other (agreed upon ID)
Additional ID Identification that might be required by the PMP to further identify the individual. An example might be in that PAT03 driver's license is required and in PAT06 Social Security number is also required.
Last Name Patient's last name.
First Name Patient's first name.
Middle Name Patient's middle name or initial if available.
Name Prefix Patient's name prefix such as Mr. or Dr.

Field Usage S
S S S
S RR RR S S

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Segment

Field ID PAT11 PAT12 PAT13 PAT14 PAT15
PAT16 PAT17 PAT18 PAT19
PAT20

Field Name

Field Usage

Name Suffix

S

Patient's name suffix such as Jr. or the III.

Address Information 1

RR

Free-form text for street address information.

Address Information 2

S

Free-form text for additional address information.

City Address

RR

Free-form text for city name.

State Address

RR

U.S. Postal Service state code.

Note: Field has been sized to handle international patients not

residing in the U.S.

ZIP Code Address

RR

U.S. Postal Service ZIP code.

Populate with zeros if patient address is outside the U.S.

Phone Number

S

Complete phone number including area code.

Date of Birth

RR

Date patient was born.

Format: CCYYMMDD.

Gender Code

RR

Code indicating the sex of the patient.

F Female

M Male

U Unknown

Species Code

S

Used if required by the PMP to differentiate a prescription for

an individual from one prescribed for an animal.

01 Human

02 Veterinary Patient

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ASAP 4.2 Specifications

Segment Field ID Field Name

Field Usage

PAT21 Patient Location Code

S

Code indicating where patient is located when receiving

pharmacy services.

01 Home

02 Intermediary Care

03 Nursing Home

04 Long-Term/Extended Care

05 Rest Home

06 Boarding Home

07 Skilled-Care Facility

08 Sub-Acute Care Facility

09 Acute Care Facility

10 Outpatient

11 Hospice

98 Unknown

99 Other

PAT22 Country of Non-U.S. Resident

S

Used when the patient's address is a foreign country and PAT12 through PAT16 are left blank.

PAT23 Name of Animal

S

Used if required by the PMP for prescriptions written by a

veterinarian and the pharmacist has access to this information

at the time of dispensing the prescription.

DSP: Dispensing Record
Required segment; used to identify the basic components of a dispensing of a given prescription order including the date and quantity.

DSP01 Reporting Status

R

DSP01 requires one of the following codes, and an empty or

blank field no longer indicates a new prescription transaction:

00 New Record (indicates a new prescription dispensing

transaction)

01 Revise (indicates that one or more data element values

in a previously submitted transaction are being revised)

02 Void (message to the PMP to remove the original

prescription transaction from its data, or to mark the record as invalid or to be ignored).

DSP02 Prescription Number

RR

Serial number assigned to the prescription by the pharmacy.

DSP03 Date Written

RR

Date the prescription was written (authorized).

Format: CCYYMMDD

DSP04 Refills Authorized

R

The number of refills authorized by the prescriber.

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Segment

Field ID DSP05 DSP06 DSP07
DSP08 DSP09 DSP10 DSP11
DSP12
DSP13

Field Name
Date Filled Date prescription was filled. Format: CCYYMMDD
Refill Number Number of the fill of the prescription. 0 indicates New Rx; 01-99 is the refill number.
Product ID Qualifier Used to identify the type of product ID contained in DSP08. 01 NDC 06 Compound (indicates a compound; if used, the CDI
segment becomes a required segment)
Product ID Full product identification as indicated in DSP07, including leading zeros without punctuation.
Quantity Dispensed Number of metric units dispensed in metric decimal format. Example: 2.5 Note: For compounds show the first quantity in CDI04.
Days Supply Estimated number of days the medication will last.
Drug Dosage Units Code Identifies the unit of measure for the quantity dispensed in DSP09. 01 Each 02 Milliliters (ml) 03 Grams (gm)
Transmission Form of Rx Origin Code Code indicating how the pharmacy received the prescription. 01 Written Prescription 02 Telephone Prescription 03 Telephone Emergency Prescription 04 Fax Prescription 05 Electronic Prescription 99 Other
Partial Fill Indicator Used when the quantity dispensed (DSP09) is less than the quantity prescribed. 00 Not a Partial Fill 01 First Partial Fill Note: For each additional fill (for a specific prescription), increment by "1"; for example, the second partial fill for a prescription would be reported as "02", up to a maximum of "99".

Field Usage RR RR RR
RR RR RR S
S
S

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Segment

Field ID DSP14 DSP15 DSP16
DSP17 DSP18
DSP19 DSP20 DSP21

Field Name

Field Usage

Pharmacist National Provider Identifier (NPI)

S

Identifier assigned to the pharmacist by CMS. This number can

be used to identify the pharmacist dispensing the medication.

Pharmacist State License Number

S

This data element can be used to identify the pharmacist dispensing the medication.

Assigned to the pharmacist by the State Licensing Board.

Classification Code for Payment Type

RR

Code identifying the type of payment, i.e. how it was paid for.

01 Private Pay

02 Medicaid

03 Medicare

04 Commercial Insurance

05 Military Installations and VA

06 Workers' Compensation

07 Indian Nations

99 Other

Date Sold

S

Usage of this field depends on the pharmacy having a point-of-

sale system that is integrated with the pharmacy management

system to allow a bidirectional flow of information.

RxNorm Product Qualifier

S

01 Semantic Clinical Drug (SCD)

02 Semantic Branded Drug (SBD)

03 Generic Package (GPCK)

04 Branded Package (BPCK)

Note: DSP18 and DSP19 are placeholder fields pending RxNorm becoming an industry standard and should not be

required until such time.

RxNorm Code

S

Used for electronic prescriptions to capture the prescribed drug

product identification.

Note: DSP18 and DSP19 are placeholder fields pending

RxNorm becoming an industry standard and should not be

required until such time.

Electronic Prescription Reference Number
Used to provide an audit trail for electronic prescriptions.
Note: DSP20 and DSP21 should be reported as a pair to the prescription drug monitoring program, and each program decides which one, if not both, it decides to capture.

Electronic Prescription Order Number

S

Note: DSP20 and DSP21 should be reported as a pair to the prescription drug monitoring program, and each program decides which one, if not both, it decides to capture.

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Segment Field ID Field Name

Field Usage

PRE: Prescriber Information Required segment; used to identify the prescriber of the prescription.

PRE01 National Provider Identifier (NPI)

S

Identifier assigned to the prescriber by CMS.

PRE02 DEA Number

RR

Identifying number assigned to a prescriber or an institution by

the Drug Enforcement Administration (DEA).

PRE03 DEA Number Suffix

S

Identifying number assigned to a prescriber by an institution

when the institution's number is used as the DEA number.

PRE04 Prescriber State License Number

S

Identification assigned to the Prescriber by the State Licensing

Board.

PRE05 Last Name

RR

Prescriber's last name.

PRE06 First Name

S

Prescriber's first name.

PRE07 Middle Name

S

Prescriber's middle name or initial.

PRE08 Phone Number

S

CDI: Compound Drug Ingredient Detail
Use of this segment is situation; required when medication dispensed is a compound and one of the ingredients is a PMP reporting drug. If more than one ingredient is for a prescription-monitoring program reporting drug, then this would be incremented by one for each compound ingredient being reported.

CDI01 Compound Drug Ingredient Sequence Number

R

First reportable ingredient is 1; each additional reportable

ingredient is increment by 1.

CDI02 Product ID Qualifier

R

Code to identify the type of product ID contained in CDI03.

01 NDC

02 UPC

03 HRI

04 UPN

05 DIN

06 Compound (this code is not used in this segment)

CDI03 Product ID

R

Full product identification as indicated in CDI02, including

leading zeros without punctuation.

CDI04 Compound Ingredient Quantity

R

Metric decimal quantity of the ingredient identified in CDI03.

Example: 2.5

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Segment Field ID Field Name

Field Usage

CDI05 Compound Drug Dosage Units Code

S

Identifies the unit of measure for the quantity dispensed in

CDI04.

01 Each (used to report as package)

02 Milliliters (ml) (for liters; adjust to the decimal milliliter

equivalent)

03 Grams (gm) (for milligrams; adjust to the decimal gram equivalent)

AIR: Additional Information Reporting
Use of this segment is situation; used when state-issued serialized Rx pads are used, the state requires information on the person dropping off or picking up the prescription, or for data elements not included in other detail segments.
Note: If this segment is used, at least one of the data elements (fields) will be required.

AIR01 State Issuing Rx Serial Number

S

U.S.P.S. state code of state that issued serialized prescription

blank. This is required if AIR02 is used.

AIR02 State Issued Rx Serial Number

S

Number assigned to state issued serialized prescription blank.

AIR03 ID Issuing Jurisdiction Code identifying the jurisdiction that issues the ID in AIR05.

AIR04 ID Qualifier of Person Dropping Off or Picking Up Rx

S

Used to identify the type of ID contained in AIR05 for person

dropping off or picking up the prescription.

01 Military ID

02 State Issued ID

03 Unique System ID

04 Permanent Resident Card (Green Card)

05 Passport ID

06 Driver's License ID

07 Social Security Number

08 Tribal ID

99 Other (agreed upon ID)

AIR05 ID of Person Dropping Off or Picking Up Rx

S

ID number of patient or person picking up or dropping off the

prescription.

AIR06 Relationship of Person Dropping Off or Picking Up Rx

S

Code indicating the relationship of the person.

01 Patient

02 Parent/Legal Guardian

03 Spouse

04 Caregiver

99 Other

AIR07 Last Name of Person Dropping Off or Picking Up Rx

S

Last name of person picking up the prescription.

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Segment Field ID Field Name

Field Usage

AIR08 First Name of Person Dropping Off or Picking Up Rx

S

First name of person picking up the prescription.

AIR09 Last Name or Initials of Pharmacist

S

Last name or initials of pharmacist dispensing the medication.

AIR10 First Name of Pharmacist

S

First name of pharmacist dispensing the medication.

AIR11 Dropping Off/Picking Up Identifier Qualifier

S

Additional qualifier for the ID contained in AIR05

01 Person Dropping Off

02 Person Picking Up

98 Unknown/Not Applicable

Note: Both 01 and 02 cannot be required by a prescription

drug monitoring program.

TP: Pharmacy Trailer
Required segment; used to identify the end of data for a given pharmacy and provide the count of the total number of detail segments reported for the pharmacy, including the PHA and TP segment.

TP01 Detail Segment Count

R

Number of detail segments included for the pharmacy including the pharmacy header (PHA) including the pharmacy trailer (TP) segments.

TT: Transaction Trailer
Required sement; used to indicate the end of the transaction and provide the count of the total number of segments included in the transaction.

TT01 Transaction Control Number

R

Identifying control number that must be unique.

Assigned by the originator of the transaction.

Must match the number in TH02.

TT02 Segment Count

R

Total number of segments included in the transaction including

the header and trailer segments.

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Georgia Drugs and Narcotics Agency Dispenser's Implementation Guide

ASAP 4.2 Specifications

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Georgia Drugs and Narcotics Agency Dispenser's Implementation Guide

Zero Report Specifications

Appendix B: Zero Report Specifications
The information on the following pages contains the definitions for the specific contents required by the American Society for Automation in Pharmacy (ASAP) to comply with zero dispense reporting for the GA PDMP.
The zero report specification is a complete transaction that includes the information that would normally be sent with a batch file, filled out as it would be for reporting the dispensing of controlled substances. However, for the detail segments, while all the segments and data elements that are required by the GA PDMP are sent, only the Patient First Name, Last Name, and Date Filled fields are populated. The values populating these fields are:
First Name = Zero Last Name = Report Date Filled = Date that the report is sent
All other fields in the detail segments would be left blank.
The following elements are used in each upload file:
Segment Identifier indicates the beginning of a new segment, for example PHA.
Data Delimiter character used to separate segments and the data elements within a segment, for example, an asterisk (*). Each completed field should be followed by an asterisk, and each blank field should contain a single asterisk. If the last field in the segment is blank, it should contain an asterisk and a tilde (~).
Segment Terminator character used to mark the end of a segment, for example, the tilde (~).
Note: Field TH09 in the Transaction Header segment contains a built-in segment terminator. Since TH09 also signifies the end of the segment, it should contain two tildes (~~).
For more information, contact the American Society for Automation in Pharmacy for the full Implementation Guide for the ASAP Standard for Prescription Monitoring Programs Zero Reports.

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Georgia Drugs and Narcotics Agency Dispenser's Implementation Guide

Zero Report Specifications

Segment Field ID Field Name

Field Usage

TH: Transaction Header
Used to indicate the start of a transaction. It also assigns the data element separator, segment terminator, and control number.

TH01 Version/Release Number

R

TH02 Transaction Control Number

R

Sender assigned code uniquely identifying a transaction.

TH03 Transaction Type

R

Identifies the purpose of initiating the transaction.

01 Send/Request Transaction

TH04 Response ID

N

TH05 Creation Date

R

Date the transaction was created. Format: CCYYMMDD.

TH06 Creation Time

R

Time the transaction was created. Format: HHMMSS or HHMM.

TH07 File Type

R

P = Production

TH08 Routing Number

N

TH09 Segment Terminator Character

R

TH09 also signifies the end of this segment; therefore, it

should contain two tildes (~~).

IS: Information Source Used to convey the name and identification numbers of the entity supplying the information.

IS01

Unique Information Source ID

R

Reference number or identification number.

IS02

Information Source Entity Name

R

Entity name of the Information Source.

IS03

Message

R

Enter the date range in the following format: #yyyymmdd##yyyymmdd#~.

PHA: Pharmacy Header Used to identify the pharmacy.

PHA01 National Provider Identifier (NPI)

N

Identifier assigned to the pharmacy by CMS.

PHA02 NCPDP/NABP Provider ID

N

Identifier assigned to pharmacy by the National Council for

Prescription Drug Programs.

PHA03 DEA Number

R

Identifier assigned to the pharmacy by the Drug Enforcement

Administration.

PAT: Patient Information Used to report the patient's name and basic information as contained in the pharmacy record.

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Georgia Drugs and Narcotics Agency Dispenser's Implementation Guide

Zero Report Specifications

Segment Field ID Field Name

Field Usage

PAT01 ID Qualifier of Patient Identifier

N

PAT02 ID Qualifier

N

PAT03 ID of Patient

N

PAT04 ID Qualifier of Additional Patient Identifier

N

PAT05 Additional Patient ID Qualifier

N

PAT06 Additional ID

N

PAT07 Last Name

R

Required value = Report

PAT08 First Name

R

Required value = Zero

PAT09 Middle Name

N

PAT10 Name Prefix

N

PAT11 Name Suffix

N

PAT12 Address Information 1

N

PAT13 Address Information 2

N

PAT14 City Address

N

PAT15 State Address

N

PAT16 ZIP Code Address

N

PAT17 Phone Number

N

PAT18 Date of Birth

N

PAT19 Gender Code

N

DSP: Dispensing Record
Used to identify the basic components of a dispensing of a given prescription order including the date and quantity.

DSP01 Reporting Status

N

DSP02 Prescription Number

N

DSP03 Date Written

N

DSP04 Refills Authorized

N

DSP05 Date Filled

R

Date prescription was filled. Format: CCYYMMDD

DSP06 Refill Number

N

DSP09 Quantity Dispensed

N

DSP10 Days Supply

N

PRE: Prescriber Information Used to identify the prescriber of the prescription.

PRE01 National Provider Identifier (NPI)

N

PRE02 DEA Number

N

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Georgia Drugs and Narcotics Agency Dispenser's Implementation Guide

Zero Report Specifications

Segment Field ID Field Name

Field Usage

TP: Pharmacy Trailer
Used to identify the end of data for a given pharmacy and provide the count of the total number of detail segments reported for the pharmacy, including the PHA and TP segment.

TP01 Detail Segment Count

R

Number of detail segments included for the pharmacy including the pharmacy header (PHA) including the pharmacy

trailer (TP) segments.

TT: Transaction Trailer
Used to indicate the end of the transaction and provide the count of the total number of segments included in the transaction.

TT01

Transaction Control Number

R

Identifying control number that must be unique.

Assigned by the originator of the transaction.

Must match the number in TH02.

TT02 Segment Count

R

Total number of segments included in the transaction including

the header and trailer segments.

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