Electronic Data Transmission
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 information regarding dispensed controlled substances to the New York State Department of Health (NYSDOH) in a timely and accurate manner. Such electronic filing is a critical function and responsibility of every dispenser.
Effective August 27, 2013, such information must be submitted 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 file 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 and is closely analyzed by BNE for discrepancies and in support of a number of public health initiatives.
Also effective August 27, 2013, New York State Public Health Law requires most practitioners to consult the PMP Registry prior to writing a prescription for a controlled substance in Schedule II, III and IV for a patient. The same law allows pharmacists to consult the PMP Registry before dispensing a controlled substance. Such access allows both practitioners and pharmacists to better evaluate a patient's treatment as it pertains to controlled substance prescribing and dispensing.
If you have questions regarding the electronic submissions of controlled substance data, please contact BNE via email at email@example.com or via phone at (866) 811-7957, Option 1.
Instructions for Transmission
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.
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.