K-TRACS User Guide

Account Registration & Management

Register for a New Account: Read our how-to guide for step-by-step instructions or complete the online registration process now.
Change in Employers: If you have a K-TRACS account and have changed employers, contact K-TRACS to update your account information. Do not register for a new account.
Deactivated Account: If you try to login and receive a message that your account has been deactivated, please contact K-TRACS. It was likely deactivated due to invalid or expired DEA, NPI or state license information, which will need to be updated.

Notification Requirements

Users are required to notify K-TRACS staff within 30 days of any action that would disqualify them from being authorized to receive K-TRACS information (K.S.A. 65-1685 (d)).

Likewise, supervising prescribers and pharmacists are required to notify K-TRACS staff within 30 calendar days of any action that would disqualify a delegate from being authorized to receive program data (i.e., no longer employed, license expiration, etc.) Supervisors may remove delegates from their accounts independently or may contact K-TRACS staff for assistance.

Password Resets

Patient Search Options

Patient Search Options

Discover patient search options including how to conduct a bulk patient search by watching our how-to video

Interstate Data Sharing

Interstate data sharing map K-TRACS is connected to more than 35 other prescription drug monitoring programs across the country to allow providers to check patient prescription history in other state databases within a K-TRACS search. We recommend you:

Consider the likelihood a patient has received prescriptions in another state in deciding which states to search for each patient
Use caution when including other states in your patient searches due to the likelihood of a "false positive" and review all patient demographics associated with a data sharing search to ensure you are reviewing the correct patient's information.

Delegate Management

Prescribers & Pharmacists (Supervisors)

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. There is no delegation of clinical decision-making in the use of K-TRACS delegates — you are only delegating the action of searching patients.

Delegates cannot use K-TRACS through an integrated system — only prescribers and pharmacists can — so it's important to encourage them to register for an account and help them complete the registration process by adding them to your account.

Supervisors will be asked annually to reverify their delegates remain in employment with them and continue to conduct searches for them.

Delegates

Individuals licensed by a state healthcare regulatory board (i.e., RNs, LPNs, pharmacy technicians) may be appointed as delegates to use K-TRACS.

Delegates must have at least one active supervisor to obtain access to K-TRACS data. Delegates must choose the correct supervisor for each patient search and are limited to 10 supervisors.

Check Prescribing History

Prescribers are encouraged to check their own prescribing history by using MyRx within the K-TRACS web portal. This report will show all prescriptions reported to K-TRACS under the DEA numbers you list in your K-TRACS account. K-TRACS recommends checking MyRx every 6 months to ensure no fraudulent activity or errant prescriptions appear in your history.

How to Check Prescribing History with MyRx

Pharmacy Reporting Requirements

Continuing Education

K-TRACS offers free, online, self-paced education to help Kansas prescribers improve clinical decision-making using K-TRACS and implement clinical tools that can help prevent prescription drug misuse, abuse and diversion.

Enroll in Prescriber CE

K-TRACS also offers CE for pharmacists and pharmacy technicians focused on improving data quality within K-TRACS and using the database as a clinical decision-making tool.

Enroll in Pharmacy CE

Frequently Asked Questions (FAQs)

Manage Your K-TRACS Account
- I changed employers and no longer have access to the email on my K-TRACS account. Do I need to register for a new account?
  No. Contact K-TRACS staff at pmpadmin@ks.gov or 785-296-6547 for assistance updating your email address and employer.
- I have tried to change my password, but I haven’t received an email with the link to reset. How can I reset my password?
  Some security features block the auto generated reset password email. Contact K-TRACS staff at 785-296-6547 for assistance resetting your password. For security purposes, username and password information cannot be sent via email.
- How do I add my mobile number to my account for password reset?
  View the steps on how to add your mobile number.
- How do I use my mobile phone for a password reset?
  View the steps on using your mobile phone to reset your password.
- 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.
- I am a delegate. How do I add a new supervising physician to my account?
  - Login to your K-TRACS account
  - Open the Menu
  - Navigate to My Profile under User Profile
  - Scroll down to Supervisors
  - Enter the email address the supervisor used to create their account
  - Click Add
  - Click Save Changes and a request for approval will be sent to your supervisor
- Can I be a delegate for more than one provider?
  Yes. Delegates should list all supervisors for which they may search patients. Delegates must ensure the correct supervisor is selected when pulling patient reports.
- Is there a limit to the number of delegates a supervisor can have?
  Yes. Supervising providers are limited to 10 delegates. Supervisors are responsible for their delegates' searches, including ensuring the appropriateness of the searches.
- I’m a supervisor. How should I handle my delegate’s access if the delegate leaves my practice?
  K.S.A. 65-1685 (f) requires practitioners and pharmacists to notify K-TRACS within 30 calendar days of any action that would disqualify a delegate from being authorized to receive program data on behalf of the supervisor. Additionally, 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.
  
  How to Manage K-TRACS Delegates

Get the Provider Toolkit

K-TRACS has developed a provider toolkit to assist prescribers and pharmacists with educating patients about the use of K-TRACS to promote patient safety and prevent prescription drug misuse, abuse and diversion. The toolkit can be customized to work for you — you choose the materials that work best for you, your practice and your patients.

How to Use the Toolkit

Download the Toolkit

Frequently Asked Questions (FAQs)

Manage Your K-TRACS Account

I changed employers and no longer have access to the email on my K-TRACS account. Do I need to register for a new account?

I have tried to change my password, but I haven’t received an email with the link to reset. How can I reset my password?

How do I add my mobile number to my account for password reset?

How do I use my mobile phone for a password reset?

Who can be a delegate?

I am a delegate. How do I add a new supervising physician to my account?

Can I be a delegate for more than one provider?

Is there a limit to the number of delegates a supervisor can have?

I’m a supervisor. How should I handle my delegate’s access if the delegate leaves my practice?

Get the Provider Toolkit