Add & Manage Delegates

Annual Delegate Reverification

Supervising prescribers and pharmacists must reverify their delegates by October 10 for delegates to maintain access to K-TRACS. To do so, please login to your K-TRACS account. Click your name in the upper right, then Delegate Management. Add or remove and reverify delegates from this screen.

K-TRACS requires supervisors to take this action annually to renew their delegate's status to ensure only appropriate individuals have access to K-TRACS patient information.

Login to K-TRACS

Delegates can help prescribers and pharmacists search patient prescription drug histories to improve efficiencies and workflows.

Each prescriber and pharmacist is allowed up to 10 delegates, but you should limit the number of delegates to ensure effective supervision.

Delegates cannot use K-TRACS through an integrated system — only prescribers and pharmacists can.

Delegate FAQs

Delegates
- Who can be a delegate?
  Prescribers and pharmacists can appoint delegates to search K-TRACS on their behalf. Delegates must be licensed by a state regulatory board (i.e., RN, LPN, RRT, RDH, CPhT, EMT, paramedic or pharmacy intern). Medical assistants and office managers without these credentials are not allowed.
- Why is it important for delegates to have approved supervisors for all providers for whom they search patients?
  Delegate searches are attributed to the provider for whom they select to complete a search. Delegate searches sufficiently meet Kansas Medicaid requirements to check K-TRACS prior to prescribing for a Medicaid member; however, the search must be attributed to the correct provider who is prescribing. For example, if a nurse in a multiple provider practice completes patient searches for all providers but only has one approved K-TRACS supervisor, only that provider will show searches for the purposes of meeting Medicaid requirements.
- What functions can delegates perform with the K-TRACS report?
  Delegates should work within their scope of practice when reviewing K-TRACS reports. Delegates may be able to search all patients for their supervising prescriber/pharmacist and document those who do not have prescription history in K-TRACS and do not require further review. Delegates may also be able to review specific pieces of the report at the direction of their supervising prescriber/pharmacist and document that information. Prescribers and pharmacists maintain ultimate clinical decision-making authority and should also review the patient’s K-TRACS report.
- Can my delegate print the K-TRACS report for me to review?
  No, users may not print the K-TRACS report. If delegates are using K-TRACS to solely deliver the K-TRACS patient report to you in a more efficient manner and without vetting or analysis, we encourage you to request integration of K-TRACS into your records system for efficient delivery of reports for your review.
  
  Alternatively, your delegate can document in the patient encounter that K-TRACS was reviewed and specific information from the report that you should consider in your clinical decision-making.
- How can delegates check K-TRACS?
  Delegates can login to the K-TRACS web portal to search for individual patients or conduct bulk searches to review an entire day’s or week’s worth of patients, all patients on controlled substance contracts, or other frequently used patient rosters.
- Why can't my delegate use integration?
  Prescribers and pharmacists who use integration are able to access K-TRACS patient prescription history at the click of a button. The technology of integration acts as the delegate for prescribers and pharmacists in facilitating easy access to patient reports.
- How should I handle my delegate's access if the delegate leaves my practice?
  All supervisors should routinely review their listed delegates in their K-TRACS account and remove access for any delegate who is no longer employed in their practice or who no longer uses K-TRACS on their behalf. Read how to manage delegates.

Removing Delegate Access

K.S.A. 65-1685 (f) requires prescribers and pharmacists to notify K-TRACS within 30 days of any action that would disqualify a delegate from being authorized to use K-TRACS, including employment change, licensure status change, etc.

When K-TRACS delegates leave your practice, please either remove them from your K-TRACS account or contact K-TRACS staff to remove their access.

On an annual basis, review the delegates listed in your K-TRACS account to ensure users have the appropriate access.

Delegate FAQs

Delegates

Who can be a delegate?

Why is it important for delegates to have approved supervisors for all providers for whom they search patients?

What functions can delegates perform with the K-TRACS report?

Can my delegate print the K-TRACS report for me to review?

How can delegates check K-TRACS?

Why can't my delegate use integration?

How should I handle my delegate's access if the delegate leaves my practice?

Removing Delegate Access