Electronic Data Transmission

General Information

Article 33 of the Public Health Law and Part 80 of Title 10 the New York Codes, Rules and Regulations require all pharmacy providers, dispensing practitioners and manufacturers and distributors of controlled substances registered within New York State to electronically transmit controlled substance data to the New York State Department of Health (NYSDOH).

Effective August 27, 2013, pharmacy providers and dispensing practitioners must submit schedules II-V controlled substance dispensed prescription data to the Bureau of Narcotic Enforcement (BNE) no later than 24 hours after the substance was delivered. Pharmacies delivering prescriptions by mail or licensed express delivery services are required to submit prescription information no later than 72 hours after the substance was shipped from the pharmacy. Data collected as a result of the submission process securely resides within the Prescription Monitoring Program (PMP) Registry.

If you have questions regarding the electronic submissions of controlled substance data, please refer to the Instructions for Transmission below.

Manufacturers and Distributors of Controlled Substances

Pharmacies - Instructions for Transmission

Practitioner Dispensing - Instructions for Transmission

If you have questions after reviewing the instructions for transmission, you may contact BNE via email at narcotic@health.ny.gov or via phone at (866) 811-7957, Option 1.

Retrieval and Correction of Critical Errors

The Bureau of Narcotic Enforcement will no longer fax/email critical errors to data submitters effective August 27, 2013. Access to critical error information will instead be provided at that time via the PMP Data Collection Tool (formerly known as Controlled Substance Prescription Reporting – CONTSUBS) available via NYSDOH's Health Commerce System (HCS).

ALERT – Correction of Errors for Controlled Substance Data Submissions

Pharmacies must electronically transmit data for dispensed controlled substances to the NYS Department of Health within 24 hours of dispensing and must correct all errors within 3 days. Pharmacy data impacts the integrity of the data in the Prescription Monitoring Program (PMP) Registry and each pharmacy is responsible for the timeliness and accuracy of their data.

  • If a vendor or corporate headquarters submits your data, it is the pharmacy's responsibility to ensure that the data is being submitted in compliance with all laws and regulations.
  • All error messages must be reviewed, corrected and resubmitted. Please speak with your vendor or corporate headquarters with any questions on resubmitting corrected records or voiding records sent in error.
  • Refer to the Submitter's Guide for Electronic Data Submission for guidance on retrieving and correcting your errors.

Voiding Records

To remove a previously submitted record (e.g., prescription never picked up, prescription reported in error, etc.), please contact your software vendor and ask them to set the Reporting Status field (DSP01) to VOID (represented by a value of "02") for that record in the American Standards for Automation in Pharmacy (ASAP) file format. The record should then be resubmitted to the Department of Health.

Effective April 21, 2014, there will be an enhancement to the Prescription Monitoring Program (PMP) Data Collection tool to allow users the option to void a record online. This feature can be accessed from the Rx Review option on the blue menu bar in the PMP Data Collection Tool.

  • Users with a Controlled Substance Data Submitter Role for your pharmacy or practice will have the ability to void records.
  • The online void option should only be used for the following scenarios;
    • To remove a prescription record from the PMP Registry when the prescription was never dispensed to the patient.
    • To remove a prescription record from your Outstanding Errors list when the prescription was never dispensed to the patient.
    • To correct a prescription record from the PMP Registry or Outstanding Errors list when the dispensed prescription was submitted with an incorrect Date Filled, Rx Number or NCPDP Number. First, the record must be voided. After voiding the record, generate a new, corrected record for resubmission.