eRx [Rcopia]: Roles and Functions

This feature is currently being rolled out to clients. If you do not have access yet, please be on the lookout for communication from us regarding your upgrade timeline. 

There are six different types of users who can access Rcopia with varying permission levels. These roles can be added to any Kipu user, but do keep in mind that you should avoid assigning the provider or clinical staff roles to users who cannot create orders in Kipu.

Role	Permissions
Prescription Portal Provider	Has full control over a patient’s clinical record and may send and sign prescriptions. This is a paid role and can only be added by a Kipu staff member. The user must complete and pass identity proofing.  Can be EPCS enabled which allows this user to prescribe controlled substances. To prescribe controlled substances, the provider must be activated by an Administrator, following these instructions.
Provider Agent	A paid supplemental Clinical Staff user role with the ability to also send prescriptions that a provider will sign later. This setup is handled entirely in Rcopia, click here for instructions. Make sure the user is set up as a Provider Agent.
Prescription Portal Clinical Staff	Can edit all areas of a patient's clinical record and can assign pharmacies, view and edit allergies Can add prescriptions on behalf of a provider Cannot send prescriptions
Prescription Portal Non-Clinical Staff	Can view a patient's clinical record, but can only edit pharmacies Cannot send prescriptions
Prescription Portal Front Desk Staff	Can edit pharmacies Cannot view the patient’s clinical record or send prescriptions
Administrator	Super Admin access in Rcopia only and is needed to enable the Provider user once they have passed the identity proofing process. This is a supplemental role and should be assigned in conjunction with one of the other non-provider roles. Admins can also manage favorites for their entire organization. For more instructions, click here. Additionally, all users can manage pharmacies in Rcopia. Check out this DrFirst article for more information.

Assign Provider Role

Note: The Prescription Portal Provider role can only be assigned by a member of Kipu staff. Super Admins and other users who normally can add roles cannot add Providers.

Before Kipu staff can add a provider, the prospective provider's user profile must have the following fields correctly filled out. 

Ensure that the provider's first and last name are entered as they appear on their NPI license. Do not include dashes or special characters.

• Title
• NPI Number
• DEA Number
• State License ID
• Primary License ID

Important: Prospective providers must not have any other eRx roles or medical roles assigned other than Doctor. Once the Provider role is assigned, no other eRx-related roles can be added to that user's permissions.

Once a provider has completed identity-proofing, a user in your Kipu instance with the Administrator permission must activate them before they can prescribe medications.

1. A user with the Administrator Rcopia role must navigate to Rcopia by clicking on any patient and clicking the Rx button. 
2. Then complete steps 2 to the end outlined in this article.

Assign Other eRx Roles

Super Admins and users with the Manage Users feature can assign the Non-Clinical Staff, Clinical Staff, Front Desk Staff, and Administrator roles to users. Do not assign these roles to a user with the Provider role.

1. Assign these roles to an existing user by clicking on your initials and then on Manage Users. For instructions on adding a new user, click here.
   
2. Click on the Edit button next to the desired user.
3. Then scroll to the bottom of their profile and select the desired role checkbox. Remember that nly Kipu staff will be able to assign the Prescription Portal Provider role.
   1. Note: If you are adding roles for users in a single instance, those users must have locations assigned before a Prescription Portal role can be assigned. See step 6 in this article for more information on adding locations.
4. If the user requires the supplemental Administrator role, click on the Supplemental Role drop-down and select Administrator. This field defaults to No supplemental role. To complete assigning this role, you must navigate to Rcopia and complete the steps explained here.
5. You can also assign non-prescriber users in bulk under Manage Users > Assign Roles by adding prescription_portal_front_desk_staff, prescription_portal_clinical_staff, or prescription_portal_non_clinical_staff. For instructions on adding roles in bulk, click here.

Cancelling/Removing eRx (Rcopia) Access

If a provider user or any other user with a prescription portal role needs to be disabled or removed from Rcopia and the EMR, a Super Admin or user with the Manage Users permission can disable their profile in the EMR. Disabling a user's profile automatically removes their access to Rcopia. Instructions for disabling a user profile can be found here. 

If any non-provider user needs to be removed from Rcopia but still needs access to the EMR, a Super Admin or user with the Manage Users permission can deselect any prescription portal role from the user's profile.

If the provider needs to be removed from Rcopia but still needs to be able to access the EMR, please contact Support.

Changes to the EMR regarding prescription portal access are reported to the Kipu Accounting Department by DrFirst. 

User Actions

Users can perform the following actions in Rcopia.