REPORTING TO K-TRACS

Pharmacies in the state of Kansas and those dispensing to Kansas patients from other locations must report to K-TRACS all schedule II, III and IV controlled substance prescriptions and drugs of concern that they dispense.

  • Read the Data Submission Guide
  • For assistance with data reporting, please contact the Bamboo Health customer service line at 855-544-4767

All data submitters who use sFTP for file upload must update their account credentials by January 31, 2023. Please follow instructions provided by the K-TRACS vendor, Bamboo Health, to facilitate this process. Contact K-TRACS with any questions or concerns.

DRUGS OF CONCERN

Drugs of concern required to be reported to K-TRACS include:

  • 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

Source: KAR 68-21-7

REPORTING REQUIREMENTS

Pharmacies that dispense controlled substances and drugs of concern in an outpatient setting must report their prescription drug data to K-TRACS within 24 hours of the drugs being dispensed.

All pharmacies need to report controlled substances dispensed, even when it is infrequent (or occasional). Pharmacies can submit “zero-claim” reports for periods during which they have not dispensed any controlled substance prescriptions. Zero-claim reports must be made every 7 days.

If you need assistance with data submissions, please call Bamboo Health customer service line at 855-544-4767 or submit a support ticket.

BEST PRACTICES FOR DATA ENTRY & REPORTING

Accurate pharmacy data entry is a critical component of the data quality in K-TRACS. The best practices listed below are the result of an internal review of data quality and comparing a random sample of original prescriptions to submitted data.

  • Ensure prescription data entry matches information on original written prescription.
  • Verify prescription written date, and differentiate between written date and fill date. Ensure written date is being submitted accurately to K-TRACS.
  • Verify and input patient date of birth in the correct format (including 4 digits for the year).
  • Enter the patient's physical address including city, state and zip code from a driver's license or insurance card. PO boxes are NOT acceptable addresses.
  • Always differentiate between human and animal prescriptions during original data entry. Include animal names when provided on the prescription.
  • Always verify and include accurate prescriber DEA and NPI numbers.
  • Always verify and include accurate days supply.

DELAYED IMPLEMENTATION OF REQUIRED REPORTING ELEMENTS

The Kansas Board of Pharmacy received legislative approval to collect additional data elements beginning July 1, 2022. Those elements include date the prescription was sold, species code and diagnosis code. K-TRACS will not require these elements to be reported until a later date still to be determined.

Pharmacies will receive at least 6 months' notice of any changes in elements required to be reported with each prescription.

Contact K-TRACS at [email protected] or 785-296-6547 with additional questions.

EXEMPTIONS TO REPORTING

NEW 2022: The Board of Pharmacy has approved a guidance document modifying the conditions a pharmacy may cite for requesting an exemption.

Dispensers may request exemptions from required K-TRACS reporting under certain circumstances as outlined below. All exemption requests are reviewed by K-TRACS staff, and dispensers will receive notice of approval or denial. Dispensers must continue reporting to K-TRACS while waiting on a determination of exempt status.

Dispensers should fill out the  Exemption from Reporting form and submit it to [email protected] for consideration.

STATUTORY EXEMPTIONS

Dispensers with statutory exemptions from reporting include:

  • Licensed hospital pharmacies that distribute controlled substances and drugs of concern for the purpose of inpatient hospital care
  • Medical care facilities defined by K.S.A. 65-425, practitioners or other authorized individuals who administer controlled substances and drugs of concern
  • Registered wholesale distributors of controlled substances and drugs of concern
  • Licensed veterinarians who dispense or prescribe controlled substances or drugs of concern
EXEMPTION FROM ALL REPORTING REQUIREMENTS

An exemption from all K-TRACS reporting requirements may be requested if the dispenser is a medical care facility, as defined by K.S.A. 65-1626, that provides an interim supply of controlled substances and drugs of concern to an outpatient on an emergency basis and the interim quantity does not exceed a 48-hour supply and is limited to an amount sufficient to supply the outpatient's needs until a prescription can be filled in accordance with K.A.R. 68-7-11. This exemption only applies to the outpatient emergency interim supply of drugs and not to other outpatient dispensing or supply activities of the medical care facility.

Dispensers that do not dispense controlled substances or drugs of concern in the state of Kansas or to an address in Kansas may request an exemption if they meet the following conditions:

  • Submit required reports to K-TRACS for at least three months OR provide three months of dispensing record to the Board
  • If the dispenser is a nonresident pharmacy, provide a list of states in which the pharmacy is registered; the current PDMP reporting status in each state; and a copy of any discipline related to PDMP reporting the dispenser has had in any state
EXEMPTION FROM ZERO REPORTING REQUIREMENTS

Dispensers who meet the following conditions may apply for an exemption from required zero reporting to K-TRACS:

  • Does not monthly dispense more than 10 prescriptions for controlled substances and drugs of concern in Kansas or to an address in Kansas AND
  • Does not have the ability to automate the submission of zero reports

Dispensations of controlled substances and drugs of concern must still be reported manually through the electronic data clearinghouse within 24 hours of dispensing the drug. The dispenser will only be exempt from submitting zero reports for days on which no controlled substances and drugs of concern were dispensed.

EXEMPTION RE-CERTIFICATIONS

Pharmacists-in-charge must re-certify their pharmacy's exempt status between August 1 and August 31 of each year, beginning in 2023.

Exempt status also must be re-certified when:

  • The pharmacist-in-charge changes. The new PIC will be required to re-certify exemption status for the pharmacy in addition to the BA-50 form submitted to the Board.
  • The pharmacy's registration number and/or DEA number and/or allowed schedules on its DEA permit change (for example, as a result of an ownership change). The PIC will be required to re-certify exemption status for the pharmacy after receiving the pharmacy's new registration number and/or DEA number.
  • The pharmacy acquires a DEA registration after initial registration with the state.
EXEMPTION REVOCATIONS

Dispensers that no longer meet the criteria for an exemption shall notify the Board begin submitting reports within 7 days. Board staff may revoke an exemption for a dispenser at any time or request an explanation for the exemption upon routine review of registered dispensers.

DATA REPORTING FAQs

Pharmacy Reporting to K-TRACS