MAPS Reporting Requirements of Prescription Data
Board of Pharmacy Administrative Rule 338.3162b states all pharmacies, dispensing practitioners and veterinarians who dispense controlled substances in Schedules 2-5 are required to electronically report this prescription data to the Michigan Automated Prescription System (MAPS).
The current reporting schedule is the 1st and 15th of every month. Board of Pharmacy Administrative Rules are currently being reviewed to implement a change in the reporting requirement from twice monthly reporting to daily reporting in an effort to provide more accurate and current prescription information to health professionals. This change is expected in mid to late 2013. Daily reporting is currently accepted and dispensers are encouraged to begin transitioning to a daily reporting schedule.
ELECTRONIC REPORTING/TRANSFER OF PRESCRIPTION DATA
Option 1 - MAPS Online
In addition to requesting MAPS reports, MAPS Online provides pharmacies and dispensing practitioners the option to submit prescription data via the Data Entry link within the MAPS Online portal. Submitting prescription data through MAPS Online offers tracking mechanisms to the user, to ensure data has been downloaded successfully and to view any prescription record errors, 24 hours after the upload. Registration to MAPS Online is required to request MAPS reports and to submit prescription data.
Option 2 - State of Michigan Data Exchange Gateway
The State of Michigan Data Exchange Gateway (DEG) is the file transfer method used to transfer prescription data to MAPS and also provides users the option of automated data submissions.
Registration to the DEG begins with the user emailing MAPS at firstname.lastname@example.org with their request for access to the DEG. Registration materials will be forwarded to the user for assistance with access to the DEG along with a user id and password (please allow 5-7 business days for processing).
FORMAT AND SPECIFICATIONS FOR ELECTRONIC TRANSMISSION OF PRESCRIPTION DATA
ASAP Version 4.1 (2009) is the required format for submitting electronic prescription data to MAPS. Reporting specifications are listed below. Questions regarding the ASAP format may be directed to the American Society for Automation in Pharmacy (ASAP) at www.asapnet.org.
NATIONAL DRUG CODE (NDC) GUIDE
The NDC Guidelines
reviews the different formats of NDC codes and how to apply different formats for data reported to MAPS.
ERROR CORRECTION - PRESCRIPTION RECORDS
The current ASAP 4.1 format allows pharmacists to revise or void erroneous prescription records. Refer to the ASAP Implementation Guide and the ASAP Version 4.1 (2009) Data Reporting Specifications
for reference. Data elements that cannot be revised include the Dispenser DEA Number, Prescription Number and Refills Authorized. Only dispensers, not MAPS, can revise or delete prescription records.
Reporting exemptions include controlled substances administered to patients, samples of controlled substances provided to a patient, and controlled substances that are dispensed by a physician at a medical institution for a maximum of 48 hours.
If a dispenser or practitioner does not have online capabilities, prescription data may be recorded on a CD and mailed to MAPS for submission into the MAPS database.
A waiver may be requested by those dispensers or practitioners who do not have the appropriate software to record prescription data, which will enable dispensers to submit their prescription data in paper form. Upon approval of the waiver application, a MAPS Claim Form is required to be completed for all controlled substances dispensed and then mailed to MAPS for submission into the database.