Frequently Asked Questions

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General

I cannot remember my password. How do I reset it?
For security reasons, you must call OARRS or use our “Live Chat” to reset your password. We will not provide your password to anyone except for you. Your office staff cannot request a new password for you.
Will my password ever expire?
There are two types of password expiration in OARRS. If you are actively using your account on a regular basis, you will only encounter a soft expiration. Every 6 months, the system will require you to change your password. This is a soft expiration. If you do not log into your account for more than 6 months, you will encounter a hard expiration. A hard expiration requires you to contact us in order to regain access to your account.
Who can I authorize to use my account?
Nobody! Your OARRS account is for your use only. You may not share your username and password with anyone, including your office staff and/or spouse. If you wish to authorize others to access OARRS on your behalf, delegate accounts are available for this purpose.
Who can register for OARRS?
Prescribers, Pharmacists, Law Enforcement Officers and agents of government entities responsible for licensing and disciplining prescribers can register for OARRS. Non-prescribing licensed healthcare professionals can register as a delegate of a registered prescriber.
Who can I share OARRS information with?
The OARRS report itself is for your use in treating the patient or conducting a law enforcement investigation. The report should not be provided to anyone outside of your office/pharmacy or to anyone not directly involved in your investigation. However, information found on the report can be discussed with anyone (including the patient) within the bounds of HIPAA and other privacy laws.
Can I keep a copy of the OARRS reports I run (in the patient’s file or otherwise)?
The only rule directly pertaining to OARRS regarding printed copies of OARRS reports is that we ask that you ensure the report does not leave your control. Copies kept in patient charts should be marked “Do not distribute” to ensure that a copy of this report is not provided to the patient. It is also recommended that you discuss any plans to keep copies of OARRS reports with your legal advisor to ensure that your plans meet any other requirements not directly related to OARRS.
Can we use the OARRS report in court?
OARRS reports are not evidence and should not be presented in court. OARRS was designed to be used as a tool for gathering evidence.
Can I request a Patient Rx History Report without registering?
No. All requests for Rx History Reports must be submitted electronically via our website. The resulting report will be delivered electronically via our website.
Can I run a report on a patient who I have treated in the past, but am not currently treating?
Ohio law allows a pharmacist or prescriber to request a Patient Rx History Report solely for the purpose of treatment. If you are no longer treating the patient, you are not authorized to request an OARRS report.
Can I run OARRS reports on patients from home or other locations?
You may obtain OARRS reports from any computer. However you are still under HIPAA obligations to protect the patient's information.
Can I run an OARRS report for someone else at my office/pharmacy?
If you also treat the patient, you can request a report on the patient and share the report with others who treat the patient within your office or pharmacy. However, you may not provide a report to someone else solely for their own use. The treating physician/pharmacist should obtain his/her own OARRS account.
Under what circumstances are law enforcement officers permitted to request an Rx History report?
Law enforcement officers are permitted to request Rx History reports on a patient when the patient is the subject of an open investigation involving a drug crime.
Sometimes, my request is processed immediately, but occasionally I get a message saying that I will receive an e-mail when the report is ready. Why does this happen?
Because OARRS does not collect a unique patient identifier, such as a driver’s license number or social security number, it uses very specialized logic to determine which prescriptions belong to your patient versus which prescriptions belong to someone else with similar contact information. On occasion (approximately 5% of the time), the system encounters prescriptions that appear to belong to your patient, but meet certain exception criteria that indicate that they may belong to someone else. These requests are manually processed by a pharmacist in the OARRS office.
How long does it take a prescription to appear on a patient’s OARRS report after being dispensed?
Pharmacies are required to report prescription information to OARRS within 8 days of the date the drug was dispensed. Taking into account the time required to process that information and prepare it for reporting, the prescription information should be available within 10 days of the dispensing date.
Do doctors who dispense out of their office have to report to OARRS?
Presently, Ohio law does not require prescribers who dispense out of their office to report to OARRS. However, if a dispensing physician would like to report voluntarily, we will provide technical assistance as necessary.
The status of a request that I have submitted is “Supervisor Review”, what does this mean (Law Enforcement/Probation Officer)?
Law Enforcement and Probation Officers are required to have each request for a Rx History Report electronically approved by their supervisor. When you see this status, it means that the supervisor linked to the officer account needs to log into OARRS to approve the request.
Why does the Request menu has a “View” option, but not a “Submit” option (Law Enforcement/Probation Supervisor)?
Law Enforcement Supervisors and Probation Supervisors cannot initiate requests for Rx History Reports. All request must be initiated by an officer account. Once the report has been generated, the Supervisor may view it.
How does the Board measure or monitor compliance with OARRS?
We monitor two things.
  * Does the pharmacy or wholesaler report every time?
  * Does the pharmacy or wholesaler report all the data that is required?

OARRS uses the computer to generate a "Failed to Report" list. The computer will match the list of pharmacies who filed a report (including "Zero reports") against our list of pharmacies. Those who failed to report will be contacted. If you have a problem reporting on time, contact the Board office as soon as possible to arrange a mutually agreeable time to report. [See Rule 4729-37-05]

OARRS uses thresholds to measure whether a pharmacy reports all the required data. Atlantic Associates will reject a record that is missing data and is below the threshold. The pharmacy will receive a letter from Atlantic that identifies the rejected records. These prescriptions must be corrected and resubmitted.

Test Files: How can I submit a test file to be sure my system works?
If a pharmacy or a software vendor wishes to submit test files of prescriptions, contact OARRS at pharmacy@ohiopmp.gov

If a wholesaler or pharmacy wishes to submit test files of drug sales, contact OARRS at data@ohiopmp.gov.

What if my question is not answered here?
Contact us at info@ohiopmp.gov.

Pharmacies

How do I know if my patients qualify as inpatients and therefore I do not have to report?
Prescriptions dispensed to inpatients are not required to be reported.
Inpatient is defined in Rule 4729-17-01 as a patient in a
(1) Hospital;
(2) Convalescent home;
(3) Developmental facility;
(4) Long term care facility;
(5) Nursing home;
(6) Psychiatric facility
(7) Rehabilitation facility; or
(8) Mental retardation facility.
These are licensure categories and are not open to interpretation.

If a pharmacy dispenses to patients in a facility with multiple license categories, they may report only the prescriptions issued to patients in facilities not on this list (e.g. assisted living). If they cannot separate the prescriptions that must be reported from the rest, they should report everything.

Do I have to report what the physician dispenses from the emergency department?
If an ER/ED prescriber personally furnishes a 24-hour or less supply of a drug, reporting is not required. (See 4729.29 regarding "personally furnishes".) If prescriber personally furnishes more than a 24 hour supply, it must be reported as dispensing to an outpatient.

Please Note: The exemption does not apply to a pharmacy that dispenses a 24 hour supply (or less). If a pharmacy/institutional pharmacy dispenses a 24-hour or less supply of a drug to an outpatient, reporting IS required.

What if some of my patients are inpatients and some are outpatients?
If you can separate the prescriptions, report only those for outpatients. If not, report everything.
What has to be reported?
Every prescription dispensed to an outpatient for a controlled substance, tramadol or carisoprodol must be reported, including occasional or sporadic dispensing. If the pharmacy has sporadic dispensing then the pharmacy must:
 p * Report the dispensing within 8 days.
  * Notify OARRS when zero dispensing occurs in any 8 day period. Use the web site. Zero Reports are available in the Pharmacy Rx menu.

When do I have to report prescriptions?
All prescriptions must be reported within 8 days of being dispensed. A pharmacy may report as frequently as they would like. However, a pharmacy MUST report at least once every 8 days.
What if my pharmacy NEVER dispenses a controlled substance, carisoprodol product, or tramadol product to an outpatient?
Send a letter of explanation to the Ohio State Board of Pharmacy, ATTN OARRS. Please include your TDDD # and DEA #.
Do I have to report prescriptions for animals?
Yes. Veterinary prescriptions must be reported.
How do I report a prescription for an animal?
* Name, address, and telephone number of the owner must be reported.
* Identification of the animal must be included in your prescription record but does not have a separate field in OARRS reporting.
* The date of birth can be an estimate or the owner's date of birth can be used.
* The gender must be included - M or F. Can be the gender of the animal or the owner.
Be consistent. Use one system or the other for birthdate and gender.

What if the patient has no telephone number?
Use the area code of the pharmacy then zeroes for the phone number. [E.g. in Columbus a pharmacist would use 6140000000]
What if the prescriber has NO DEA number (e.g. APN, PA or other prescriber without his or her own DEA number)?
Use USPS state code + Professional License # or USPS state code + "Certificate To Prescribe" # (e.g. OH12345, MI9876543, KY456789). Leave out the period in Ohio medical license number or special characters in other licenses.
What if the patient’s address is out of the USA?
If the patient’s address is in Canada, enter the 2 letter Province code for the State code and the Canadian postal code. [e.g. Toronto is in the Province of Ontario so state = ON and one of the postal codes is M4J 4H3] If the patient’s address is in any other country, enter the two letter country code from the IRS table and 99990 for the zip code. Country codes can be found at http://www.irs.gov/pub/irs-efile/14_-_country_codes.pdf [e.g. Kuwait is KU and the zipcode used will be 99990]
What is the difference between payment type “Commercial PBM insurance” and “Major Medical”?
Most insurance plans today are commercial PBM insurance. For OARRS purposes, we will not distinguish between the two categories. Therefore, it does not matter which of these two types you report for prescriptions paid by insurance.
What is the payment code for Medicaid Managed Care patients?
Code as Medicaid
What if the patient is Dual Eligible (Medicare + Medicaid)?
Code as Medicare
What if the prescription is free, such as a coupon or charitable pharmacy?
Code as "Private Pay"
Can I put carisoprodol and tramadol into schedule V so they will be reported with the other controlled substances?
Yes, this is one option. However, this subjects the pharmacist to all the other C-V rules imposed by their computer software. Since C-V prescriptions are not subject to the "5 times in 6 months" refill restriction, the only concern is that carisoprodol and tramadol will be included in the daily logs of controlled substances. The Board staff will not cite pharmacies for this recordkeeping issue. Thus, pharmacies or vendors may classify these substances as C-V substances for purposes of complying with OARRS reporting, if they wish. DEA (Columbus) has also indicated this is not a problem for them.

Alternatively, you may create a schedule 6 or schedule 7 category for these drugs.

What if I document my sales to physicians in the computer as a prescription?
A prescription cannot be used to document the sale of a drug to a healthcare provider, another pharmacy, a lab, etc. [21 CFR 1306.06(b) and OAC 4729-5-30] In addition, a prescription number must be assigned only to a patient specific record. [OAC 4729-5-19] A pharmacy may utilize the computer to track sales of drugs for inventory purposes if the sales records are separated from the prescriptions by using a separate numbering system, separate file, or other similar system.
Can a prescriber use the DEA number of a hospital?
Yes, however the hospital is required to assign him/her a suffix. The suffix must be shown on the prescription. (Rule 4729-17-13)
How do I report a compounded prescription?
Report the NDC number(s) only for the CS, carisoprodol, or tramadol ingredient(s).

Wholesale Distributors

What sales must be reported?
Every sale must be reported even though the quantity is less than the 5 percent threshold required for a license. For example, if a pharmacy transfers any quantity of a CS, carisoprodol or tramadol to a physician, clinic, ambulance service, etc. the transaction must be reported even though it is only one time and the pharmacy does not need a wholesale distributor license from the Board.
What if the sale is just an emergency? Do I have to report every sale?
A wholesaler or pharmacy must report every sale or other distribution (e.g. samples, transfer) of a CS, carisoprodol, or tramadol except to a pharmacy, hospital or another wholesaler/manufacturer.
Do I have to report the distribution of samples?
Yes, wholesalers and manufacturers must report the distribution of samples of any controlled substance, carisoprodol product, or tramadol product. Pharmacies, hospitals, etc are forbidden to have samples. They are a prescriber only item. Therefore, this question applies to wholesalers, manufacturers, etc. that supply samples.
Do I have to report 1:1 drug replacements to EMS/Ambulance Services?
True 1:1 replacement of a drug box or single dose does NOT need to be reported. However, other distributions (e.g. five diazepam syringes) or a controlled substance, carisoprodol product, or tramadol product to an ambulance service must be reported.
When do I have to report sales to prescribers?
Sales reports should be submitted monthly by the 10th of the following month. [Eg. Sales for April 2010 should be reported by May 10, 2010]
What if a licensed wholesaler does not handle any Controlled Substances, carisoprodol, or tramadol in Ohio?
Send a letter of explanation to the Ohio State Board of Pharmacy, ATTN OARRS. Please include your WDDD # and DEA #.
What if the seller or purchaser has NO DEA number?
Use USPS state code + Professional License # or USPS state code + "Certificate To Prescribe" # (e.g. OH12345, MI9876543, KY456789). Leave out the period in Ohio medical license number or special characters in other licenses.
What if I document my sales to physicians in the computer as a prescription?
A prescription cannot be used to document the sale of a drug to a healthcare provider, another pharmacy, a lab, etc. [21 CFR 1306.06(b) and OAC 4729-5-30] In addition, a prescription number must be assigned only to a patient specific record. [OAC 4729-5-19] A pharmacy may utilize the computer to track sales of drugs for inventory purposes if the sales records are separated from the prescriptions by using a separate numbering system, separate file, or other similar system.

ASAP 2005 Programming

The ASAP 2005 Implementation Guide uses an asterisk (*) as the delimiter in each example. What if our data contains the asterisk character? Will this cause problems when parsing the file?
Yes. If the character used as the delimiter appears in the text of your data, it will cause problems during parsing. Even though the ASAP 2005 Implementation Guide always uses the asterisk character as the delimiter, the format allows the programmer to choose a delimiter of his/her choice in order to avoid characters that are used in the text of the data. This character is determined by the third character of the data file.
How do I report a compounded prescription?
Report the NDC number(s) only for the CS, carisoprodol, or tramadol ingredient(s).
What if the patient has no telephone number?
Use the area code of the pharmacy then zeroes for the phone number. [E.g. in Columbus a pharmacist would use 6140000000]
How do I report a prescription for an animal?
* Name, address, and telephone number of the owner must be reported.
* Identification of the animal must be included in your prescription record but does not have a separate field in OARRS reporting.
* The date of birth can be an estimate or the owner's date of birth can be used.
* The gender must be included - M or F. Can be the gender of the animal or the owner.
Be consistent. Use one system or the other for birthdate and gender.

What if the prescription is free, such as a coupon or charitable pharmacy?
Code as "Private Pay".
What is the difference between payment type “Commercial PBM insurance” and “Major Medical”?
Most insurance plans today are commercial PBM insurance. For OARRS purposes, we will not distinguish between the two categories. Therefore, it does not matter which of these two types you report for prescriptions paid by insurance.
What is the payment code for Medicaid Managed Care patients?
Code as Medicaid.
What if the patient is Dual Eligible (Medicare + Medicaid)?
Code as Medicare
What if the prescriber has NO DEA number (e.g. APN, PA or other prescriber without his or her own DEA number)?
Use USPS state code + Professional License # or USPS state code + "Certificate To Prescribe" # (e.g. OH12345, MI9876543, KY456789). Leave out the period in Ohio medical license number or special characters in other licenses.