Responding to EPCS Refill Requests

This lesson will describe the steps necessary to respond to an EPCS refill request.  *Note: Each provider must have an EPCS license and must have completed the registration and onboarding process prior to gaining the functionality to respond to EPCS refill requests.

Refill Requests

Refill Requests

To view all refill requests, click View > All Refill Requests.

Match Patient

Match Patient

When a new refill requests is received, the patient must be matched to a SOAPware chart. Select the refill request and follow the steps below:

  1. Click the Unmatched Patient button.
  2. Search for and select the chart that matches the information on the refill request.
  3. Click the Match button.

Select Response and Refills then Submit

To respond to the refill request, follow the steps below:

  1. Using the drop-down menu, select the desired refill request response (ie: Approved, Denied - choose reason).
  2. If approved, using the drop-down menu, select the total # of dispensings that are approved. A selection of 0 indicates that no dispensings are approved, so the provider will need to select a minimum of 1 dispensing.
  3. Click the Send button to submit the response to the pharmacy.

Controlled Substance Prescription Signing Screen

  1. Place a check mark in the box next to the controlled medication that you wish to prescribe.
  2. Using the drop-down menu, select the hard or soft token device that you will be using to complete the two factor authentication protocol.

Enter Passphrase and OTP Token

To complete the two factor authentication that is required for submitting an EPCS medication:

  1. Enter your signing passphrase that was created during your registration and onboarding process.
  2. Enter the pin from your OTP token.
  3. Click the Sign and Send button.

Documentation of the refill response will be documented a SOAPnote in the patients chart.

Refill Limitations

Schedule II Medications

Refill requests for schedule II medications are limited to a single dispense per DEA regulations, therefore SOAPware will only allow a selection of 0 (denied) or 1 (single dispense) for schedule II medications. PRN is not allowed for EPCS.

Schedule III - V Medications

Refill requests for schedule III - V medications are limited to no more than 5 per DEA regulations. PRN is not allowed for EPCS.

Pharmacy Selection

Pharmacies that do not accept EPCS prescriptions can submit refill requests to the provider electronically, but the provider cannot respond to those refill requests electronically.  They must use a Denied new Rx to follow workflow; for instructions, please see: Refill Requests: Denied - New Rx to Follow.