Provider Agents are a paid license: Any Provider Agents added will incur an additional cost and you will see that reflected on your Kipu invoices.
Provider Agents are active EMR users with the Prescription Portal Clinical Staff role who are authorized to transmit non-controlled prescriptions to the pharmacy on a provider's behalf.
Important: You must have at least one Provider set up before you can add Provider Agents.
Agents cannot send controlled substance (CS) prescriptions to the pharmacy, as the DEA requires that controlled substances be authorized by a provider with an electronic prescription for controlled substances (EPCS) passphrase and a One Time Pin (OTP).
Provider Agents have the following options to send prescriptions:
- Send, signature to follow: Unlike providers who only have a Send button, Provider Agents can send a prescription to the pharmacy before the provider signs. The Prescriber will see these prescriptions in their pending prescription queue for signature.
- Send & Print: Provider Agents may use this option to transmit prescriptions to a pharmacy and print prescriptions in the office.
- Print don’t Send: Provider Agents may use this option to print the prescriptions only.
If the provider agent takes no action, a prescription will appear as pending in the provider's list.
Setting up a Provider Agent
A Kipu user with the Rcopia Administrator role can create Provider Agents, however, these agents will incur an additional annual cost for their related Rcopia license.
Required Permissions: Super Admins or users with the Manage Users feature that also have the Administrator supplemental role can set up Provider Agents.
- First, make sure you're in the correct Kipu Location. If you start this process in the wrong location, you may not see the user you wish to make a Provider Agent.
- Then click on your initials and choose Manage Users.
- Click on the Edit button next to the desired user.
- Scroll to the eRx Portal roles section and choose Prescription Portal Clinical Staff.
- Next, click on the eRx button from any patient chart to launch Rcopia.
- Click on the menu icon and choose Utilities.
- Follow these instructions in Rcopia to add the Provider Agent to the specific Provider they will be prescribing under.
- If your provider agent cannot transmit non-controlled substances after activation, please have them clear their cache and cookies.
- Chrome instructions can be found here.
- Firefox instructions for clearing your cache can be found here and cookies here.
- If the issue persists, please contact Support.
Note for facilities in New York: Only providers and Rcopia admins can authorize or revoke provider agent privileges. NY state practices cannot use provider agents due to state law regulations (Manage Provider Agent
Assignments will not populate). If you do not see Manage Provider Agent Assignments for practice outside of NY, please ensure that the Allow providers to manage their provider agents option is selected in Settings > Preferences > Location > Application.
Provider agents can send all legend (non-controlled) drugs to the pharmacy on behalf of a provider, but cannot send CS (controlled substance) scripts. CS scripts can only be sent by an enrolled/active EPCS provider, in compliance with DEA regulations.
Users must be Active (A) to appear within Manage Provider Agent Assignments (Inactive (I) or
Disabled (D) user accounts will not populate).