Questions to Ask Your Pharmacist
Drug Monitoring Program

Drug Repository Program
Retail Meth Watch

Prescription Drug Monitoring Program

Frequently Asked Questions

Review the Program Facts and choose the FAQ by your profession below.

By profession:PrescribersDispensersLaw EnforcementPublic

Program Facts

What is the North Dakota Prescription Drug Monitoring Program (NDPDMP)?
The PDMP, is a secure and HIPAA compliant online database of controlled substances (C II – V) and drugs of concern , that is used to improve patient therapy and the state’s ability to identify and inhibit medication diversion in an efficient and cost effective manner that should not impede the appropriate utilization of these drugs for legitimate medical purposes.

Most states in the U.S. have a Prescription Monitoring Program (PDMP), and more studies are showing their effectiveness. They are intended to improve public health, enhance patient care, and protect public safety.

What information does a report provide?
The report will contain:

Who is able to request information?
For a list of able requestors and the reasons they are able to access the information, please refer to NDCC Chapter 19-03.5-03 Access to prescription information

Users obtaining information for illegitimate reasons are in violation of the terms of account use agreement and statute, and my face penalties including, but not limited to, 5 years in prison and/or up to $5,000 in fines.

For what period of time can historical prescription records be accessed?
Information for up to the three previous years can be provided.

What are the drugs included?
All controlled substances, schedules II, III, IV, V and drugs of concern.

From where is the patient data gathered?
Prescription records are gathered from all outpatient pharmacies, assisted living facilities, nursing homes, practitioner’s offices, most Indian Health Service (IHS) facilities, and Veterans Administration for the entire state. We do not currently collect data from the Department of Defense.

How long after requesting a report will it be returned?
Online access is available 24/7 to all direct access users and results are instant for every user type except law enforcement who must provide a valid case number before receiving results.

What is the data collection interval?
A prescription filled may take 24 hours to appear in a report unless there are error corrections; data is collected daily. Some out-of-state pharmacies can obtain a waiver to report weekly or monthly depending on the volume of prescriptions dispensed per month (must be less than 15 per year). Some federal IHS facilities report weekly and are not required under state jurisdiction to report daily.

How should providers use these reports?
Reports should be used to supplement a patient evaluation or investigation, to confirm a patient’s drug history, or document compliance with a therapeutic regimen.

PDMP does not guarantee any report to be wholly accurate or complete. The report is based on the search criteria entered and the data submitted by the dispenser. For questions about any record in an PDMP report or to verify a prescription, contact the dispenser directly. If there are any concerns about data provided, contact the North Dakota Prescription Drug Monitoring Program by calling 701-328-9537 or sending an email to pdmp@ndboard.pharmacy. Do not e-mail patient confidential information or redistribute the reports.

How is patient privacy protected?
The PDMP is HIPAA compliant. It has built in security features designed to protect patient information. The HIPAA privacy regulations permit disclosure of protected health information, without authorization or opportunity to agree or object, in certain specified instances. These include disclosures for a covered person’s own treatment, payment of claims, and health care operations of the covered entity. In addition, state laws may also address privacy concerns with regard to confidentiality of patient information. In some instances, state law may provide for more stringent restrictions on release of patient information than the HIPAA privacy regulations; in those cases, the state law takes precedence.

Further, HIPAA privacy rules permit disclosure of protected health information to law enforcement, without authorization or opportunity to agree or object, provided such disclosure is limited to investigation or conduct of an official inquiry into a potential violation of law, or prosecutions arising from these violations. Even in those circumstances when disclosure to law enforcement is permitted by the rule, the privacy rule does not require covered entities to disclose any information. However, some other federal or state law may require a disclosure, and the privacy rule does not interfere with the operation of these other laws. The PDMP is an example of one of these state laws.

Is training available?
Training can be presented at your facility or function by request; please contact pdmp@ndboard.pharmacy for scheduling and details.

Are you able to merge patient accounts together?
Yes, with the technology of PDMP, some account consolidation is automatically performed as you’re requesting patient information. However, because it is an automated consolidation process and we error on caution there are some missed account consolidation opportunities, which can lead to missed intervention opportunities. For example, patients with a maiden or hyphenated last name may need to have their accounts manually consolidated. For example, John Doe-Johnson (01/01/2000) may also have a profile as John Doe Johnson (01/01/2000) or even John DoeJohnson (01/01/2000). Another example is if Jane Johnson may also have a profile with her maiden name Jane Doe. If you notice multiple accounts for a patient and have to look them up separately, please contact PDMP directly at 701-328-9537 or pdmp@ndboard.pharmacy to combine the records to pull up one report. For other errors is reporting data contact the data dispenser directly. They must re-submit the corrected data to the PDMP database for it to display correctly in your report. No one besides the original data submitter has access to edit their records, not even the state administrator(s).


Prescribers

What steps are necessary to obtain direct access?
Follow the link and provided directions to Register.

Is there a way to access PDMP within the ND Health Information Network (HIN)?
Yes. You can access the PDMP from within the HIN. NDHIN PDMP Access (386 KB PDF) The report you will receive from the HIN will be limited to the past year. No other state’s data is included, just ND's data. Access to this report cannot be delegated away from the prescriber. For full reports of up to three years and including other states, access the ND PDMP site directly at https://northdakota.pmpaware.net.

Can NDPDMP access be delegated?
Yes, a prescriber can delegate the authority to an individual that works for them or works for the same employer if the individual obtains their own "delegate account" by the same process the prescriber would use to gain access. It’s imperative that login information is not given out to other individuals, per the Terms of Account Use Agreement signed when applying for access. Each account is individual specific. The "supervisor/Practitioner" must create their account before a delegate can create and link the two accounts together. All delegate access must be manually approved by logging into the system and then going to Delegate Management. Eligible practitioner delegates would be a Registered Nurse (under the Heathcare Role choose ‘Prescriber Delegate - Licensed’), Licensed Practical Nurse (under the Heathcare Role choose ‘Prescriber Delegate - Licensed’), or Unlicensed Individual (under the Heathcare Role choose ‘Prescriber Delegate - Unlicensed’)

Do practitioners need to report to the NDPDMP if controlled substances are dispensed from an office?
Yes. Each dispenser shall submit to the board by electronic means information regarding each prescription dispensed for a controlled substance. Dispenser means an individual who delivers a controlled substance to the ultimate user but does not include a licensed hospital pharmacy that provides a controlled substance for the purpose of inpatient hospital care or a licensed health care practitioner or other authorized individual in those instances when the practitioner administers a controlled substance directly to a patient.

Can reports be printed for office or record keeping purposes?
Yes, however copying or providing this data to an outside entity is strictly prohibited. The Board encourages collaboration between healthcare professionals regarding report details, however each provider should obtain their own copy.

Should practitioners document NDPDMP information in their notes?
Documentation is recommended for adequate patient records.

Is information from other states visible?
Yes, if the out-of-state pharmacy is shipping medications into North Dakota they are required by law to be licensed with the Board and report to the PDMP. With direct access to the program prescribers may also request information from other states through the Multi-State Query feature. The majority of other states have their own program, which may vary greatly from ND's PMP. For details on other programs, please contact the National Association of State Controlled Substance Authorities (NASCSA) by going to www.nascsa.org.

How should a provider interpret the reports?
Interpretation should be in the context of a complete patient assessment, which may include:

What are the clinical steps in response to concerns raised by a report?

If a problem is found, are we required to explain what we found to the patient?
No, it is up to the discretion of the provider. A printed copy of the report can be logged in the patient medical record.

How will communication and tutorials be shared?
Via e-mail listserv updates and posted on the PDMP Dashboard when available.


Dispensers

What steps are necessary to obtain direct access?
Go to the NDPDMP website and click on Direct Access; the directions are displayed on the screen.

Can NDPDMP access be delegated?
Yes, a pharmacist can delegate authority to an individual that works for them or works for the same employer if the individual obtains their own "delegate account" by the same process a pharmacist would use to gain access. It’s imperative that login information is not given out to other individuals, per the Terms of Account Use Agreement signed when applying for access. Each account is individual specific. Eligible pharmacist delegates would be a Technician-in-Training (under the Heathcare Role choose ‘Pharmacist Delegate - Unlicensed’), Pharmacy Student (under the Heathcare Role choose ‘Pharmacist Delegate - Licensed’), or Pharmacy Technician (under the Heathcare Role choose ‘Pharmacy Technician’)

Can reports be generated for pharmacy or record keeping?
Yes, however copying or providing this data to an outside entity is strictly prohibited. The Board encourages collaboration between healthcare professionals regarding report details.

Is it necessary to document PDMP records?
Documentation is not required but is recommended.

What’s the delay in reporting?
There may be a lag of up to one week. Our state laws indicated that daily reporting is a requirement by all licensed dispensers in or out-of-state, however some federal facilities voluntarily report weekly. Keep this delay in mind when reviewing the patient’s history.

Is information from other states visible?
Yes. If the out-of-state pharmacy is shipping medications into North Dakota they are required by law to be licensed with the Board and report to the PDMP. With direct access to the program you may also request information from others states through the Multi-State Query feature. The majority of other states have their own program, which may vary greatly from ND's PDMP.

If there is a potential error in the report, who should be contacted?
Contact the dispensing pharmacy or practitioner to verify the information they reported is correct, Kathy Zahn at the PDMP if there is information missing, or law enforcement if a crime has been committed.

How should a report be interpreted?
Interpretation should be in context of a complete patient assessment, which may include:

What are the clinical steps in response to concerns raised by a report?

If a problem is found, is it required to share the information with the patient?
No, it up to the discretion of the provider to determine what information should be shared with the patient. You are able to print the information and show the patient, however if they want their own copy the must contact the PDMP directly to fill out a notary form and have the report mailed to them.

How will communication and tutorials be shared?
Via e-mail listserv updates and posted on http://www.nodakpharmacy.com/PDMP-index.asp when available.


PMP FAQ - Delegates

How do you register as a delegate?
Registering as a delegate is virtually identical to registering as any of the other healthcare professional roles. The user would select one of the delegate roles (e.g. Prescriber Delegate – Unlicensed or Pharmacist Delegate – Unlicensed) . and enter any required information on the demographics screen. The final section of the demographics screen requires the delegate to enter their supervisor's email address. The supervisor must already have a registered account with the PMP AWARxE. Delegates may enter more than one supervisor. When adding a supervisor, a delegate will want to ensure that they enter the supervisor's email address correctly and that they are using a valid email address.

How do you update a supervisor?
Delegate users may add additional supervisors to their accounts by going to Menu and clicking on "My Profile." Scroll until the header Supervisors appears. The delegate must enter their supervisor's email address and click "add." If the delegate needs to remove a supervisor, click the "x" button next to the supervisor. Click "Save Changes" at the bottom of the screen. A confirmation message will be displayed.

How do you update email and employment information?
Update your email address by clicking on "User Profile" under Menu. Scroll until you see the header Contact Information, where the current email address is displayed. Underneath the current email address there is a box to type in a new email address. Type in the new email address and re-enter it in the second box to confirm accuracy. Click "Save Changes" at the bottom of the page. Your email has now been changed. Be sure to click the link in the verification email that will be sent to the new email address. Updating personal or employer information must be requested through the State Administrator at pdmp@nd or by calling 701-328-9537.


Law Enforcement

How does the NDPDMP assist law enforcement?
It enhances existing authorized methods of information gathering and is not a new source of investigative information. PDMP allows law enforcement to access prescription dispensing information from a single source. This will assist in curtailing pharmaceutical drug diversion.

PDMP helps to:

Who will be entering this data?
The prescribers (who dispense take home medication) and dispensers of controlled substances will report the data to the PDMP. This includes pharmacists, physicians, veterinarians, nurse practitioners, physician assistants, and dentists.

Under what circumstances can information be requested?
The law allows an authorized law enforcement entity to request information only for an open investigation. A case number is required to process a request.

Where are the forms to request information for a case?
You can locate the appropriate form by going to the PDMP website or by clicking here.

Is information from adjacent states shown?
No. Unless the pharmacy is shipping medications in from out of state to a ND resident the pharmacy does not need to be licensed with the ND Board of Pharmacy and is not required to report. If the pharmacy is licensed in ND they will provide the data whether it is shipped to the patient or the patient is on location. Other states may be contacted directly to see if they allow law enforcement to access their database and how to obtain that information. The National Association of State Controlled Substance Authorities are a great resource to find more information on other state PDMPs.

What kind of flagging system exists?
Electronic ‘Clinical Alerts’ are sent to the healthcare registrants/PDMP users daily. When the patient meets a certain criteria a report is generated and sent to all the prescribers and dispensers that are prescribing controlled substances or drugs of concern for that patient.

What is an example of how law enforcement officers may use the NDPDMP?
A law enforcement officer may be investigating a person suspected of selling controlled substances and wishes to determine how the prescription medications are being obtained. Requesting a PDMP report may allow the investigator to determine if the person is receiving the medication from multiple prescribers/ pharmacies via theft, or from another source.


Public

Will having this program in our state limit the ability of patient to receive necessary medications?
No, the PDMP will not interfere with the legitimate use of any medication. The purpose of the program is to promote optimal patient and community health by ensuring the correct use of scheduled medications, and to prevent potential diversion and abuse.

Why is it important?
Medicine misuse and abuse is one of the fastest growing health concerns in the county. The PDMP helps protect you and your loved ones, increases the quality of your care, decreases health care costs, decreases crime, and protects your future.

"HOW CAN YOU HELP"

Can a citizen request their own report?
Yes. You can contact the PDMP by calling 701-328-9537 or sending an email to pdmp@ndboard.pharmacy. A form will be sent which will need to be completed and notarized prior to a report being completed.


A current list of "drugs of concern" can be inquired by calling the PDMP office at 701-328-9537.