Department of Health
John J. Dreyzehner, MD, MPH, Commissioner

1. Why am I sometimes directed to call Optimum Technology?

Optimum Technology takes care of all prescription data uploads, so if you are a Pharmacy or a doctor who dispenses controlled substances from your practice, you must upload your prescription information.  If your problems deal with uploading data, we will send you to Optimum Technology at Phone: 1-866-683-9771 or Email: tnrxreport@otech.com.  The upload center is at https://tnrxreport.com

2. If I am having trouble uploading my prescription data due to my computer system, or I forgot to upload my data for several months, what should I do?

It is the law that all prescription data be uploaded for the current month by the 10th of the next month.  The Controlled Substance Monitoring Database Administrator is monitoring the reporting of data very closely, and will file a complaint with the appropriate board against those who ignore this responsibility.  Optimum Technology is under contract to provide customer support to help you resolve any technical issues with your prescription uploading.

3. If I am the office manager, LPN, or RN in a doctor’s office, can I get access to the database to run reports for the doctor’s patients?

No.  You must be a licensed practitioner who is authorized to prescribe or dispense controlled substances or a working pharmacist to gain access.

4. I am a practitioner, treating patients who may require controlled substances.  Where do I go to register for access to the searchable database so I can monitor patient drug habits?

https://prescriptionmonitoring.state.tn.us   Click on “Register to become a User”.

5. How long must I wait to obtain a username and password so I can obtain patient reports?

Your registration is electronically sent to the database administrator.  Once your information is verified, you will be approved.  If you register with the wrong User Job, you will be denied access and told how to re-register.  The approval process only takes about 10 minutes.

6. How do I report patients who appear to be “doctor shopping”, or hopping from pharmacy to pharmacy and across state lines?

If you are a pharmacist or practitioner, and you have a patient report that shows multiple doctors, multiple pharmacies, and duplicate prescriptions being filled for the patient, you should use your own judgment about counseling the patient about the problem.  You should report those patients to your local law enforcement.  You should also contact the DEA Drug Diversion Task Force at 877-367-7986.

7. I have a username and/or password, but I’ve forgotten them.  What should I do?

Send an email to CSMD.admin@tn.gov .  Give your complete name (first, middle, last) and you will receive a reply email with your username and password in it.

8. How do I report that the system appears to be down?

Send an email to CSMD.admin@tn.gov .



9. How do I run a report for a patient’s drug usage?

Once you are logged into the Tennessee PMP Web Center, click on REQUESTS on the left navigation bar.  Then click SUBMIT.  A page will appear that defaults to a PATIENT report.  Fill in the patient’s LAST NAME, FIRST NAME, and DOB (date of birth).  Scroll down the page and locate the Date Range.  It defaults to the past year, but you can change that by clicking on the check mark in the box and entering the dates correctly (mm/dd/yyyy).  The database started on 01/01/2007, so never put in a starting date before then.  You must click on the AUTHORIZE paragraph, and then choose the type of report you want, either .PDF or .XLS.  Then click SUBMIT at the very bottom of the page.
The system will show you a green task bar while it is searching the database.  Once that disappears, a screen will come up with the Patient_Rx_History_Report link in the middle of the page.  Click on that link and the file can be Opened or Saved. 
Patient reports usually only take a few minutes to run, and are confidential.  You cannot give the paper printout to anyone, including the patient.  You may discuss the report with the patient and/or with law enforcement, but you may not give any printed database information to anyone else.  Shred the documents you have printed to preserve confidentiality.  If you saved the report in electronic form, it must be password protected to prevent unauthorized access.

10. I am a practicing doctor.  Can I see every prescription that has been written against my DEA#?

Yes.  We encourage every practitioner to run a Practitioner Report monthly and check for any abuse of your DEA#.  Run the report just like you run a patient report, except choose PRACTITIONER instead of PATIENT at the top.  Then input your DEA# and click SUBMIT.  Check the printout carefully.  If you suspect someone is abusing your DEA#, report that to local law enforcement immediately.

11. I am a Veterinarian that sometimes prescribes and/or dispenses controlled substances for an owner’s companion animal.  What must I do?

Anyone who dispenses controlled substances for use away from the facility must report as if you are a pharmacy, so contact Optimum Technology at Phone: 1-866-683-9771 or Email: tnrxreport@otech.com.  The upload center is at https://tnrxreport.com . 

12. Who do I contact if I have other questions?

The Controlled Substance Monitoring Program’s direct line is (615) 253-1305.  Our FAX number is (615) 253-8782.  Our email is CSMD.admin@tn.gov

1. Required Regulations
2. Which drugs does the program monitor?
3. Who must register?
4. What does dispense mean?
5. Do I need to register if I only write prescriptions?
6. Do I need a waiver if I don’t dispense controlled substance medications?
7. Do I need to register if I give samples?
8. I cannot meet the December deadline, what will happen?
9. Are there any circumstances that controlled substances are given that do not require reporting?
10. What do I do if I am a Doctor who dispenses controlled substances and I don’t have internet access?
11. How do I get in contact with Optimum Technology?
12. What is the website for the Controlled Substance Program?
13. Who do I contact for a user name and password?
14. Who do I contact with general questions?
15. Why do I have to do this?
16. General information for Veterinary Clinics:
17. I am a Vet Clinic that dispenses controlled substances and I do not have internet access. What do I need to do?
18. Questions concerning Data Upload to the Program:
19. How can I be sure my file was uploaded successfully and accepted into the Tennessee Data Collection Portal?
20. How can I be sure my file was uploaded successfully and accepted into the Tennessee Data Collection Portal if I don't want to provide an email or fax number for notification?

In accordance with Tennessee Annotated Code §53-10-304 the Tennessee Department of Commerce and Insurance has established a program to monitor the prescribing and dispensing of Schedule II, III, IV & V controlled substances. Data collection will begin for all dispensers on December 1, 2006. The program requires a dispenser who is licensed by the State, who dispenses controlled substances within or from outside of the State of Tennessee and treating patients in the State to submit the required information. The program will cover the entire state. All transactions must be submitted at least twice monthly. Both resident and non-resident pharmacies are required to report.

Which drugs does the program monitor?

The Legislation creating the program stipulates that the program shall be monitor all drugs in Schedules II, III, IV, and V as described by the Federal Controlled Substances Act (CSA).

Click here for a PDF file you can print out defining directions on the PMP File Upload Process Or DOUBLE Click on the Flash Document below to read.

Who must register?

Any practitioner that dispenses controlled substances to their patients for them to take home or a pharmacy that fills prescriptions for patients.

What does dispense mean?

Dispense means to physically deliver a controlled substance to any person, institution, or entity with the intent that it be consumed away from the premises in which it is dispensed. It does not include the act of writing a prescription by a practitioner to be filled at a pharmacy licensed by the Board of Pharmacy.

Do I need to register if I only write prescriptions?

No. You need not register if you only write prescriptions. The pharmacy that fills the prescription is required to report the information.

Do I need a waiver if I don’t dispense controlled substance medications?

No. You do not need a waiver.

Do I need to register if I give samples?

No.

I cannot meet the December deadline, what will happen?

No action will be taken on your license if you cannot meet the December deadline. You should, however, register and submit the December information as soon as practicable and begin submitting the January data according to schedule. Failure to register and report may result in disciplinary action against your license.

Are there any circumstances that controlled substances are given that do not require reporting?

The following activities do not require reporting:

• A drug administered directly to a patient;
• Any drug dispensed by a licensed health care facility provided that the quantity dispensed is limited to an amount adequate to treat the patient for a maximum of forty-eight (48) hours;
• Any drug sample dispensed;
• Any facility that is registered by the United States Drug Enforcement Administration as a narcotic treatment program and is subject to the record keeping provisions of 21 CFR 1304.24.
• Dispensing to inpatients in hospitals or nursing homes (exemption does not apply to assisted living)
• Dispensing to inpatients in hospices (exemption does not apply to home hospice or hospice in an assisted living facility)

What do I do if I am a Doctor who dispenses controlled substances and I don’t have internet access?

You may request a waiver to allow you to submit your information on paper. Contact the Board of Pharmacy, Controlled Substance Database direct line: 615-253-8542. Due to high call volume, please leave a message on their voice mail and they will return your call as soon as possible

How do I get in contact with Optimum Technology?

The telephone number for Optimum Technology’s is 866-683-9771. Due to high call volume, please leave a message on their voice mail and they will return your call as soon as possible. You may also contact them via email at tnrxreport@otech.com.

Who do I contact for a user name and password?

Optimum Technology at 866-683-9771. Due to high call volume, please leave a message on their voice mail and they will return your call as soon as possible

Who do I contact with general questions?

Board of Pharmacy, Controlled Substance Database direct line: 615-253-8542. Due to high call volume, please leave a message on their voice mail and they will return your call as soon as possible

Why do I have to do this?

A law was passed in 2002 named “The Controlled Substance Monitoring Act of 2002”. This law created a controlled substance database within the Department of Commerce and Insurance. The program is administratively attached to the Board of Pharmacy within the Department.

If you are a Veterinary Clinic, please call Optimum Technology for a User name and password at 866-683-9771.

Veterinarian clinics do not hold a DEA Registration. The individual licensees hold the registration. It would be appropriate to allow the clinic to hold the user name and password and submit the information for all Veterinarian's in that clinic.

Most Veterinarians do not know the actual date of birth of the pet. It is ok that the date of birth is an estimate. Most Veterinarians will know the approximate year of birth and can estimate the month and day.

Most Veterinary clinics have not used an RX# as required on the UCF (Universal Claim Form). They may start at 1 and continue consecutive numbers as a tracking purpose for the specific prescription.

The NDC (National Drug code) is located on the Manufacturer bottle or you can go to http://www.fda.gov/cder/index.html to access this information.

Patient First Name would be the name of the animal being treated. Patient Last Name will be the last name of the owner.

I am a Vet Clinic that dispenses controlled substances and I do not have internet access. What do I need to do?

Please submit a “Request a Waiver for Electronic Reporting” form and fax that to the Controlled Substance Program at 615-253-8782. Once received, a letter of acknowledgement will be mailed to your clinic. At the next Controlled Substance Advisory Committee meeting, the Committee will decide be if you should submit by paper. A letter will be mailed to those who have submitted the waiver form letting them know the outcome of that meeting.

How can I be sure my file was uploaded successfully and accepted into the Tennessee Data Collection Portal?

You can receive automated notifications via email after your file has been processed. To activate this, you will need to visit your My Account page in the Data Collection Portal and set your notification method to Email and provide your email address. After your file is processed, you'll receive an email providing information about your file upload and a link to the Data Collection Portal so you can correct any errors that have occurred.

How can I be sure my file was uploaded successfully and accepted into the Tennessee Data Collection Portal if I don't want to provide an email or fax number for notification?

You can check the status of your file at any time by logging into the Data Collection Portal and selecting Data Center/File Upload. This page will list your uploaded files along with the file status and number of errors. To correct the errors, you can click on the file name which will load the File Upload Errors page. Once the File Upload Errors page has loaded, you can click on the error description and you will be allowed to correct the data online. You can repeat this data correction scenario for each error.