FREQUENTLY ASKED QUESTIONS
for the
Revised: June 2017
NEW YORK STATE DEPARTMENT OF HEALTH
Bureau of Narcotic Enforcement
1-866-811-7957
www.health.ny.gov/professionals/narcotic
NYS Prescription Monitoring Program Registry Frequently Asked Questions
Online PMP
Q: What is the purpose of the Prescription Monitoring Program (PMP) Registry (formerly CSI)?
A: The Prescription Monitoring Program Registry provides practitioners and pharmacists with direct,
secure access to view their patients’ recent controlled substance prescription history to help them
better evaluate a patient’s treatment as it pertains to controlled substance prescribing and dispensing.
Effective August 27, 2013, practitioners will be required, with limited exceptions, to check the PMP
Registry prior to writing a prescription for a controlled substance in schedule II, III, and IV for a patient.
Pharmacists will have access to the PMP Registry after this date as well.
Q: Will pharmacists see the same information seen by practitioners?
A: Yes, if the pharmacist has an individual HCS account, he or she can access the same information
when that patient presents a prescription for a controlled substance to the pharmacy.
Q: What are the benefits of the PMP Registry?
A:
The program allows for better understanding of a patient’s controlled substance utilization
based on recent controlled substance prescription history.
Provides a quick, confidential online report to the practitioner and the pharmacist.
Available 24 hours a day, 7 days a week.
Information is based on controlled substance prescription data from nearly 5,000 pharmacies.
No cost to the practitioner or pharmacist.
Q: My patient appears on the Prescription Monitoring Program (PMP). Does this mean my patient is a
“Doctor Shopper”?
A: Not necessarily. A PMP registry report indicates that your patient has received controlled substance
prescriptions in the past six months. This report is intended to provide you access to your patient’s
controlled substance prescription history for purposes of making treatment decisions. The information
in this report is provided to help reasonably inform a practitioner when he or she is deciding whether or
not to prescribe or dispense a controlled substance.
Q: Who can access the PMP Registry?
A: Any New York State licensed prescriber, excluding veterinarians, may access the PMP Registry. Each
prescriber must have an individual Health Commerce System Account (HCS) to gain access. The
application to establish an account for a licensed professional is available on the following website:
https://hcsteamwork1.health.state.ny.us/pub/top.html
Important Note: Effective August 27, 2013, pharmacists will have access to the program and will need
their own HCS accounts.
NYS Prescription Monitoring Program Registry Frequently Asked Questions
Q: How do I establish an HCS Account?
A: If you are a licensed professional the application to establish an account is available on the following
website: https://hcsteamwork1.health.state.ny.us/pub/top.html
If you are a resident, unlicensed professional, limited permit holder, or administrative staff acting as a
designee, the HCS director or coordinator (e.g., prescribing practitioner or facility administrator) will log
into the HCS system: https://commerce.health.state.ny.us , click on Coord Account Tools under My
Applications, Under Account Request, click “User”; and follow the process.
Q: I currently have an HCS account, do I still need to register for the PMP Registry?
A: No. There is not a separate registration for the PMP. By maintaining an HCS account, practitioners,
pharmacists, and designees will have access to the PMP Registry.
Note: Pharmacists and designees will not have access until August 27, 2013.
Q: I submitted for an HCS account, what happens next?
A: New accounts are usually established within two weeks. Once your application is processed you will
be e-mailed documents. They must be printed, notarized and received by the Department of Health for
your user ID to be issued. For account information or help with your HCS Account please contact
Commerce Account Management Unit (CAMU) at 1-866-529-1890, option 1.
Q: I have an HCS account but do not know my user ID or password. Who should I contact?
A: For account information or help with your HCS Account please contact CAMU at 1-866-529-1890,
option 1.
Q: My password expired, who should I contact?
A: For expired passwords please contact CAMU at 1-866-529-1890, option 1.
Q: Once I established an HCS account how do I access the PMP Registry?
A:
Go to the HCS at: https://commerce.health.state.ny.us
Log onto the system with your user ID and password (If you can’t remember your password, call
the Commerce Account Management Unit at 1-866-529-1890, Option 1, for assistance).
Click on the NYS PMP Registry campaign button on the home page or select “Applications” at
the top of the page. Click on the letter “P”.
Scroll down to "Prescription Monitoring Program Registry".
NYS Prescription Monitoring Program Registry Frequently Asked Questions
• Click the green plus sign under the Add/Remove column to add this application to your favorites
so you don't have to scroll down each time in the HCS [optional].
• Click to open the program.
• Enter patient information and all other required information.
• Review the Frequently Asked Questions within the application for further information.
Q: Am I required to review the PMP for any controlled substance prescribed, or is this review limited to
certain drugs?
A: Effective August 27, 2013, the duty to consult the PMP is required of the practitioner prior to
prescribing or dispensing any controlled substance listed on schedule II, III or IV.
Q: If a five-day supply of a controlled substance is prescribed from an Emergency Department (ED) of
a general hospital, do I need to consult?
A: No.
Q: If a five-day supply of a controlled substance is prescribed from a private practice, do I need to
consult the Prescription Monitoring Program Registry?
A: Yes.
Q: If a five-day supply of a controlled substance is prescribed from an Ambulatory Surgery Center, do I
need to consult the Prescription Monitoring Program Registry?
A: Yes.
Q: If a five-day supply of a controlled substance is prescribed from an Urgent Care, do I need to
consult the Prescription Monitoring Program Registry?
A: Yes.
Q: If a five-day supply of a controlled substance is prescribed from a Dental Office, do I need to consult
the Prescription Monitoring Program Registry?
A: Yes.
Q: If a five-day supply of a controlled substance is prescribed from a Clinic, do I need to consult the
Prescription Monitoring Program Registry?
A: Yes.
NYS Prescription Monitoring Program Registry Frequently Asked Questions
Q: Are any practitioners excluded from the requirement to consult the PMP prior to dispensing or
prescribing?
A: Veterinarians are excluded. In addition, practitioners who are not veterinarians may be excluded if
they meet the criteria defined within Section 3343-a Article 33 of the Public Health Law. Please review
this section of the law, which may be accessed from the Bureau of Narcotic Enforcement’s web page;
www.nyhealth.gov/professionals/narcotic. Click on the link on the left hand side of the page for “Laws
and Regulations” and follow the instructions on this page to get to Article 33.
Q: I am a practitioner working in a hospital that is licensed as a Class 3 Institutional Dispenser. Am I
exempt from consulting the PMP?
A: The duty to consult the PMP Registry shall not apply to a practitioner prescribing or ordering a
controlled substance for use on the premises of an institutional dispenser pursuant to Article 33.
Q: I am a practitioner working in a Nursing Home, Adult Home, Adult Assisted Living, correctional
facility, etc. that is licensed as a Class 3A Institutional Dispenser Limited. Am I exempt from consulting
the PMP?
A: The duty to consult the PMP Registry shall not apply to a practitioner prescribing or ordering a
controlled substance for use on the premises of an institutional dispenser limited pursuant to Article 33.
Q: Do I need to consult the PMP Registry if the prescription was dispensed for administration on the
premises of an institutional dispenser limited, but the patient leaves the premises at any time with
that medication?
A: If the patient would be consuming the medication, at any time, off the premises then the PMP
Registry must be consulted.
Q: My patient is under the care of hospice, am I exempt?
A: Yes, the duty to consult the PMP Registry shall not apply to a practitioner prescribing a controlled
substance to a patient under the care of hospice.
Q: What if the power goes out? Am I limited to write for only a five-day supply of controlled
substance?
A: No. You will conduct business as usual and document the relevant information in the patient’s chart,
as required. The duty to consult the PMP Registry shall not apply to a situation where the registry is not
operational as determined by the department or where it cannot be accessed by the practitioner due to
a temporary technological or electrical failure, as set forth in the regulations.
Q: If the power goes out am I required to document in the patient’s chart that I was unable to consult
the PMP Registry?
A: Yes. All relevant information related to the technological failure must be documented in the patient’s
chart.
NYS Prescription Monitoring Program Registry Frequently Asked Questions
Q: What if the DOH Health Commerce System (HCS) or PMP Registry is not operational at the time of
prescribing, can I still prescribe?
A: Yes, you can still prescribe, use your medical judgment and document in the patients chart the
reason why you could not consult. The duty to consult the PMP Registry shall not apply to a situation
where the registry is not operational as determined by the department or where it cannot be accessed
by the practitioner due to a temporary technological or electrical failure, as set forth in the regulations.
Q: What are the penalties if I willfully do not consult the PMP Registry when I prescribe a Schedule II,
III, or IV?
A: There are no specific penalties attached to failing to comply with I-STOP. However, a violation of the
provisions of this law is the same penalty as for any violation of the Public Health Law.
Q: Can I designate someone to check the PMP Registry for me?
A: Yes. Effective August 27, 2013 practitioners and pharmacists can designate staff to look up patients
on the PMP registry on their behalf.
Designees for Practitioners: The designee, if unlicensed, will need to work with the HCS coordinator
from their facility, or prescribing practitioner, to establish their own HCS account. After the designee
obtains an HCS account user ID, the practitioner will need to log into the HCS, open the PMP application,
and click on the Designation tab. On the designation screen, the practitioner will enter the HCS user ID
of the individual that will be performing the look up on their behalf as a designee.
How a Licensed Practitioner Adds a Designee in the NYS PMP Registry.
Designees for Pharmacists: Designees for pharmacists, which are limited to other pharmacists and
pharmacy interns, will need to work with the HCS coordinator for the pharmacy to establish their own
HCS Account. After the designee obtains an HCS account user ID, the pharmacist will need to log into
the HCS, open the PMP application, and click on the Designation tab. On the designation screen, the
pharmacist will enter the HCS user ID of the individual that will be performing the look up on their behalf
as a designee.
Q: Can I share the report reflecting my patient’s controlled substance history with my patient?
A: Yes. Release of the information is allowed to your patients but should be based on your professional
medical judgment. All state and federal confidentiality rules must be adhered to.
Q: What type of information will the report provide?
A: Effective August 27, 2013 or sooner, patient search reports will include all controlled substances that
were dispensed and reported by the pharmacy/dispenser for the past 6 months. Pharmacy and
practitioner information will be provided as well.
Q: How is the controlled substance data in the PMP Registry obtained?
A: All New York State pharmacies and dispensing practitioners are required to submit their controlled
substance dispensing data to the Bureau of Narcotic Enforcement.
NYS Prescription Monitoring Program Registry Frequently Asked Questions
Q: Are refills and partial-filled prescriptions listed in the report?
A: Yes. Dispensers are required to report refills and partial-filled prescriptions to the Department of
Health.
Q: How current will the data be that is reflected on the PMP when the practitioner is required to
consult the PMP?
A: Effective August 27, 2013, the data will be submitted to the Bureau on a “real time” basis as defined by
the commissioner within the regulations.
Q: Why are my patients’ prescriptions not showing up on the PMP Registry?
A: The PMP Registry is based on controlled substance data submitted by pharmacies and dispensing
practitioners. It may take up to 24 hours for the prescription to be visible in the PMP Registry. Please
note: Section 80.73 Title 10 Rules and Regulations define the dispensing data that must be filed with the
Bureau.
Data may not display as expected in the PMP Registry due to the following factors:
There could be a delay in the pharmacy or dispensing practitioner's submission of data to the
Bureau.
There may have been errors generated during the pharmacy or dispensing practitioner's data
submissions, which require correction before the data will be displayed in the PMP Registry.
The patient did not fill the prescription.
The practitioner's search criteria for the patient demographics (last name, first name, sex and
DOB) does not match the pharmacy's data submission for that patient.
Please note: when entering patient information on the PMP Registry, enter FIRST NAME then LAST NAME.
Q: Do I have to report to the Department that I reviewed my patient’s controlled substance history?
A: No.
Q: What is the “Drug Listing”?
A: The “Drug Listing” tab in the horizontal menu at the top of the screen provides a reference of the
brand names that are associated with the drug names shown on the Patient Search Results and lists the
controlled substance schedule in New York State. Schedules of controlled substances are defined within
section 3306 Article 33 of the Public Health Law. This information may be accessed from the Bureau of
Narcotic Enforcement’s web page; www.nyhealth.gov/professionals/narcotic. Click on the link on the
left hand side of the page for “Laws and Regulations” and follow the instructions on this page to get to
Article 33.
Q: After reviewing the PMP for a patient, what do I do if I suspect diversion?
NYS Prescription Monitoring Program Registry Frequently Asked Questions
A: Please note a link on the bottom of the Confidential Drug Utilization Report to report a prescription
discrepancy, or to send questions or comments about the report to the Bureau of Narcotic Enforcement.
You may also contact the Bureau of Narcotic Enforcement office in your area to speak to a narcotic
investigator.
Albany/Central Office: (866) 811-7957 Opt. #2
Western Area Regional Office (Buffalo Area): (716) 847-4532
Rochester Office: (585) 423-8043
Syracuse Office: (315) 477-8459
New York City Metropolitan Area Regional Office: (212) 417-4103
Q: My patient is claiming identity theft. How should I direct him or her?
A: Identity theft should be reported to the local police department.
Q: How do I assist patients who want help for an addiction problem?
A: Treatment program information is available from the NYS Office of Alcoholism and
Substance Abuse Services at www.oasas.ny.gov or by calling 1-877-846-7369. You may also access the
Substance Abuse and Mental Health Services Administration (SAMHSA) website at
www.buprenorphine.samhsa.gov to locate a participating opioid addiction physician in your area.
Q: As a physician, how do I become eligible to prescribe buprenorphine for opioid addiction?
A: You must qualify for a Drug Enforcement Administration (DEA) waiver. You can obtain more
information at the Center for Substance Abuse Treatment (CSAT) at 1-866-287-
2728 or www.buprenorphine.samhsa.gov.
Q: I have patients who receive Schedule II prescriptions which require a new prescription with each
fill. Do I have to consult the PMP for the same patient each month when writing the same
prescription?
A: Effective August 27, 2013, the duty to consult the PMP is required of the practitioner prior to
prescribing or dispensing any controlled substance listed on schedule II, III or IV, regardless if it is the
same patient being prescribed a controlled substance each month.
Q: Is there a distinction between immediate release and extended release products when viewing
drugs on the PMP?
A: The PMP will display the drug and strength, but does not specify the dosage form.
Q: How can I integrate the PMP into our electronic health record or electronic prescribing software?
A: At this time, the PMP must be accessed through the Health Commerce System. The Department of
Health is actively working on solutions to integrate the PMP Registry into electronic medical records.
NYS Prescription Monitoring Program Registry Frequently Asked Questions
Q: What is the difference between the “Printer Friendly” and “Extended” options for the Data Detail
Level?
A: The “Printer-Friendly” level is intended to be printable in landscape mode on 8.5” x 11” paper.
When the “Extended” option is selected, additional fields are included in the search results; including
the Payment Method and the Dispenser. The results area can be scrolled horizontally and there is no
guarantee regarding printability.
Q: What is the purpose of the “My DEA Numbers” tab?
A: The “My DEA Numbers” tab provides the option of entering one or more DEA numbers associated
with the practitioner. It allows for separation of prescriptions associated with any of the entered DEA
numbers from all other results on the Patient Search Results page. (My Prescriptions versus Other’s
Prescriptions)
Q: Which DEA number should I use if I hold multiple registration numbers?
A: The DEA number associated with your prescriptions is the number that the dispenser submitted to
the Department. You may enter all of your DEA numbers under the DEA listing tab. Patient Search
results will be sorted by DEA number.
Q: What is the difference between "other’s prescriptions" and "my prescriptions"?
A: "Other’s prescriptions" reflect prescriptions written by another prescriber (other than you).
Q: Who do I contact if I didn’t write the prescription shown under “My Prescriptions”?
A: Use the link on the page to report a prescription error to the Bureau of Narcotic Enforcement. The
link is located below your patient’s prescription information.
Q: How do I contact the other physician(s) for a consultation?
A: Practitioner information is public and can be researched from the following web site:
http://www.nydoctorprofile.com/
Q: What will happen if I do not enter my DEA number in the “MY DEA Numbers” tab?
A: If you do not enter you DEA number in the “MY DEA Numbers” tab, there will be no separation of
prescriptions you wrote from prescriptions other prescribers wrote.
Q: Do I need to rerun the patient search after I enter my DEA number(s)?
A: Only if you want to see your prescriptions separate from other prescribers. The same data will be
displayed; just the format of the data displayed will change.
NYS Prescription Monitoring Program Registry Frequently Asked Questions
Q: I entered my DEA number on the My DEA Numbers page, but made an error. Can I modify the
entry?
A: Click on the check box next to your DEA Number and then click on “Remove”. Then enter the correct
DEA number in the “Enter your DEA number” field.
Q: I changed my DEA number, how do I update this data in my HCS account?
A: To remove a DEA Number, click the check box next to it and click the "Remove" button. Multiple
DEA numbers may be removed at the same time.
Q: Will the PMP display a patient’s controlled substance records for doctors within the same practice
together?
A: No. The PMP will display a patient’s controlled substance records for the practitioner under “My
Prescriptions”, provided that the practitioner entered his or her DEA number(s) using the “My DEA
Numbers” menu option. The “My DEA Numbers” link is located in the horizontal menu at the top of the
screen. All other controlled substance records for a patient, including records of prescriptions written
by practitioners within the same practice, are grouped into “Other’s Prescriptions” on the PMP display.
Q: What is the “Update Personal Info” menu option for?
A: It is used to update Business contact information, emergency contact information, and professional
information.
Q: Can I update my Physician Profile from the HCS account?
A: Yes, select the Applications Tab at the top of the page, select the letter "P" and scroll down to
Physician Profile System.
Q: I received an "Access Denied" message with a link to Update Personal Info. Why am I being denied
access to the PMP application?
A: The system was not able to validate your license number to allow access to the application because
your license number is either missing from your HCS personal account information or your current
license number needs to be added to your HCS personal account information. Please click on the link
and update your license information. Once updated, you should be able to access the PMP application.
Q: I received an "Access Denied" message with a System Error Code of BNE8937. Why am I being
denied access to the PMP application?
A: You are currently not allowed to access the PMP application because either your NYS license has
expired or your license has an administrative action code on it. The PMP relies upon licensing data
provided by the New York State Education Department (NYSED). Questions regarding the status of your
license should be directed to NYSED.
How to Update NYS License Information on the Health Commerce System (HCS).
NYS Prescription Monitoring Program Registry Frequently Asked Questions
Q: Why does my patient's prescription information appear in ‘blocks’ or ‘groups’ on the Drug
Utilization Review Screen?
A: The PMP utilizes matching criteria to determine if records for people with slight differences in
demographic data could be for the same individual. The dispensed prescriptions are shown based on
variations in the name, date of birth and address. Practitioners should compare patient name, date of
birth and address in determining whether or not the different groups represent the same individual. For
example, an address for the same patient may be similar, but the information will be grouped
separately.
For example, information dispensed under an address of 33-33 Main St., may appear in a separate
grouping from information dispensed under the address of 3333 Main St.
Also note that if you entered your DEA numbers on the 'My DEA Numbers' tab, you will see the
prescriptions you wrote for that patient grouped first, followed by those written by others, if any.
Q: How is the prescription data sorted?
A: Within each grouping, the information is sorted by date dispensed.
Q: Will I have to attest every time I access a patient’s information?
A: By clicking “Yes” on the Patient Search screen to advance the search, you are attesting to abide by
the guidelines for use of the PMP in accordance with the New York State Public Health Law. You may
view the guidelines by clicking the link at the top of the Patient Search screen.
Q. Where can I find the guidelines that I am attesting to?
A: The guidelines or attestation is accessible via a link on the Patient Search page.
Q. What is the purpose of the Search Terms Review page?
A. The Search Terms Review page allows you to review the entered search criteria and ensure its
accuracy. You can choose either to complete the search by pressing “Continue”, or to fix any mistakes
by pressing “Revise Search Terms”.
Q: What is the System Alert Message?
A: The System Alert Message will allow announcements to be made regarding downtime and important
events, and once set will appear on all pages within the application.
Q: Is there an app for the PMP Registry?
A: No, there is not an official PMP Registry app, however the PMP Registry has been redesigned to
make it responsive to a variety of mobile device display screens so that it is easier to navigate from your
mobile device.
Q. How do I access the PMP Registry from my mobile device?
NYS Prescription Monitoring Program Registry Frequently Asked Questions
A. The PMP Registry should still be accessed via Health Commerce System (HCS) using your login and
your mobile device browser. The link to the HCS login page is:
https://commerce.health.state.ny.us/public/hcs_login.html
Q: I no longer see the tabs at the top of the PMP Registry, how do I navigate?
A: On smaller mobile devices, the tabs are collapsed into an icon that consists of three parallel
horizontal lines, ☰, frequently referred to as the ‘hamburger’ icon or ‘hamburger’ menu. Click the
hamburger icon and the menu options will be visible
