Pharmacy Reporting

• What is required to be reported to K-TRACS?

  All controlled substance prescriptions in schedules II-IV plus five drugs of concern defined in K.A.R. 68-21-7 are required to be reported to K-TRACS. K.S.A. 65-1683 outlines the 16 data elements required to be reported for each prescription.

• Who is required to report to K-TRACS?

  A “dispenser” is defined in K.S.A. 65-1682 as a “practitioner, pharmacy or pharmacist who delivers a scheduled substance or drug of concern to an ultimate user, but does not include:

  • A licensed hospital pharmacy that distributes such substances for the purpose of inpatient hospital care;
  • A medical care facility as defined in K.S.A. 65-425, and amendments thereto, practitioner or other authorized person who administers such a substance;
  • A registered wholesale distributor of such substances;
  • A veterinarian licensed by the Kansas board of veterinary examiners who dispenses or prescribes a scheduled substance or drug of concern; or
  • A practitioner who has been exempted from the reporting requirements of this act in rules and regulations promulgated by the board.

  
  

  An exemption request process is in place for dispensers who do not meet these requirements but also do not dispense controlled substances or drugs of concern in Kansas.

• What drugs of concern do you require to be reported?

  K.A.R. 68-21-7 defines drugs of concern as:

  • Any product containing all three of these drugs: butalbital, acetaminophen and caffeine;
  • Any compound, mixture or preparation that contains any detectable quantity of ephedrine, its salts or optical isomers, or salts of optical isomers and is exempt from being reported to the statewide electronic logging system for the sale of methamphetamine precursors;
  • Any compound, mixture or preparation that contains any detectable quantity of pseudoephedrine, its salts or optical isomers, or salts of optical isomers and is exempt from being reported to the statewide electronic logging system for the sale of methamphetamine precursors; Promethazine with codeine; and
  • Any product, compound, mixture or preparation that contains gabapentin.

  
  

• Are zero reports required?

  Yes, a zero report is required to be submitted by the end of the next business day following a day in which no dispensations occur.

• I am trying to correct errors for my pharmacy but am unable to view the errors. How do I see the errors?

  Only pharmacists-in-charge are permitted to correct errors within their K-TRACS account. If you are not a PIC, you will not be able to see the error list. If you are a PIC and are unable to see the errors for your pharmacy, contact K-TRACS to update your account information to receive the correct permissions.

• How do I correct errors in prescriptions submitted?

  Errors occur in prescriptions reported when missing or incorrect information is submitted. Pharmacists-in-charge (PICs) have access to correct errors by logging into their K-TRACS account, navigating to the Menu, then to Rx Management. Each prescription that contains errors is listed. Missing or incorrect information is highlighted within each prescription and can be corrected and re-submitted by the PIC.

  Read: How to Correct Errors

• Can I list a patient's PO box as their address?

  No. A patient's physical address is required to be reported with the dispensation. PO boxes are not acceptable. You can obtain a patient's physical address from their driver's license, state ID or insurance card.

• How do I report prescriptions from prescribers without a DEA number?

  For veterinarians without NPI or DEA numbers, pharmacies should use the veterinarian's four-digit state license number in the state license number field. The DEA and NPI fields should be left blank.

  For other types of prescribers without a DEA number, the NPI number should be used.

  All controlled substance prescriptions must include a DEA number.

• How do I report non-human prescriptions?

  Animal prescriptions filled in pharmacies should be entered in pharmacy dispensing systems in the following manner:

  • Use the animal's name as the patient name
  • Use the human/owner's date of birth and address
  • Select the patient type or species code as animal or non-human (required as of November 1, 2023)

  Data entry at the pharmacy remains unchanged for these prescriptions. However, K-TRACS recommends pharmacy system vendors report the human/owner's information in the patient (PAT) fields in addition to the species code and animal name.

  The distinction between human and non-human prescriptions is important for healthcare providers looking up human prescription history to use in their clinical decision-making, as well as in reporting prescription data in aggregate.

  Read: How to Correct Animal Prescription Errors