REPORTING TO K-TRACS

All Schedule II, III and IV controlled substances are required to be reported to K-TRACS. In addition, Kansas has defined the following drugs of concern to be reported:

• 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 NPLEx
• Any compound mixure or preparation that contains any detectable quantity of pseudoephedrine, its salts or optical isomers, or salt of opical isomers, and is exempt from being reported to NPLEx
• Promethazine with codeine
• Any product, compound, mixture or preparation that contains gabapentin

Other non-scheduled and non-required drugs should not be reported to K-TRACS.

The most accurate way to report patient demographics associated with dispensations is to use patient name, date of birth and address from the patient's driver's license, state ID or insurance card. Using the patient's official name and other demographic information helps reduce the need for patient consolidation after their information has been reported to K-TRACS.

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.

Errors can occur for a variety of reasons, including data being reported in a format that is not recognized or expected. You can correct errors directly through your Clearinghouse account by following the steps in our Error Correction Guide.

Through data validation reviews, K-TRACS staff may identify errors in prescription data reported to K-TRACS. These errors are not flagged during the data upload process, and instead require correction after the record is successfully submitted to K-TRACS.

Errors may include data reported that does not match the original prescription, incorrect DEA numbers, fill date and written date errors, and other scenarios.

If the following fields need corrected, a void record is required and corrections must be made in the Clearinghouse. Pharmacies may need to contact their software vendor in order to facilitate the error correction.

• Pharmacy DEA
• Prescription Number
• Fill Date
• Number of Refills
• Quantity
• Partial Fill

If the error involves a field other than those listed above, K-TRACS staff can make Rx Management available to the pharmacy to correct the errors on a case-by-case basis.

If you have questions about error correction, please email [email protected].

Compound drugs should be entered with an NDC number of 999999999. Additional information about the compound drug should follow the instructions provided in the Data Submission Guide.

For veterinarians and other prescribers without NPI or DEA numbers, pharmacies should report the pharmacy DEA number as the unique identifier associated with the prescription. All available prescriber information should be included.

When available in pharmacy management system software, prescriptions should be distinguished as human or non-human. In reporting data to K-TRACS, this distinction is mapped to the PAT20 field in the ASAP file format with the following species code:

• 01 Human
• 02 Veterinary Patient

Additionally, veterinary prescriptions reported by pharmacies should include as much information about the animal as possible, including animal name in the appropriate field if available (which is mapped to the PAT23 field in the ASAP file format) or using the animal's name in the patient first name, followed by owner last 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.