REPORTING TO K-TRACS

K.S.A. 65-1682 allows for statutory exemptions from reporting requirements, and K.A.R. 68-21-2 creates additional provisions for pharmacies that are not required to report. The online exemption renewal process creates a streamlined process for K-TRACS to identify and manage pharmacies that qualify for either type of exemption. K.A.R. 68-21-2 also requires all exemptions be renewed annually and in other special circumstances.

If your hospital never dispenses outpatient prescriptions, select “dispenser is a licensed hospital pharmacy.”

K.A.R. 68-21-2 exempts reporting of interim supplies provided for 48 hours or less. If a hospital pharmacy provides interim supplies and does not dispense any other controlled substances or drugs of concern, select "dispenser is a licensed hospital pharmacy."

If your hospital dispenses some outpatient prescriptions (including those for employees), you likely do not qualify for an exemption. Contact K-TRACS for further evaluation of your circumstances.

K.A.R. 68-21-2 requires all pharmacies to renew their reporting exemptions annually to ensure no dispensing practices have changed within the pharmacy. The regulation also requires a renewal of reporting exemptions when:

• The PIC changes. The incoming PIC is required to complete a K-10 Request for Exemption in addition to the BA-50 PIC Change form.
• The pharmacy’s DEA number changes or allowed schedules listed on the DEA permit change.
• The pharmacy acquires a DEA permit after exemption approval.

These circumstances warrant updates to the K-TRACS reporting exemption to ensure dispensing practices as they relate to K-TRACS reporting requirements have not changed with the changes at the pharmacy.

The Pharmacist in Charge (PIC) at the pharmacy is required to complete the exemption request and annual renewal because they are the individuals most familiar with the dispensing practices of the pharmacy. Exemption requests submitted by anyone other than the PIC (including corporate or licensing contacts) will be denied.

No. All new exemption requests and annual exemption renewals can be completed online only. The K-10 Exemption Request form should only be used for renewal requests related to PIC changes and DEA changes.

K.A.R. 68-21-2 specifies all exemption renewals must be completed between August 1 and August 31 each year.

The only request for exemption that requires attachments to be uploaded is the request related to “Dispenser does not dispense scheduled substances or drugs of concern in the state of Kansas or to an address in this state.” If nonresident pharmacies indicate this as the reason for the exemption, the pharmacy must include:

• Three months’ of dispensation records (this report can be blank if no dispensing has occurred) and/or three-months’ of zero reports filed with K-TRACS
• If the pharmacy is registered in other states, please submit a list of the states as well as the reporting requirements in each state.
• If you have received a written reprimand, censure or other disciplinary action related to PDMP reporting, please provide a copy of each incident.

If further explanation of your request for exemption is needed, please include an attachment with a written explanation. Do not upload the K-10 as an attachment.

You will receive an initial email confirming K-TRACS has received your request for exemption. After K-TRACS staff has reviewed your request, you will receive an additional email with the status of your request – approved or denied. This email serves as confirmation and proof of exemption (or denial). You will not receive a separate certificate as confirmation.