Narrator: This video shows how prescribers and delegates can create and submit a request and receive EAP approvals for many drug requests within seconds of submitting in SADIE, the Special Authorization Digital Information Exchange. All persons in this demonstration are fictional.
Select the Create Request button. The General tab displays the prescriber's contact details. If there is more than one location that a prescriber works from and you need to select a different location, or you need to edit details, click the Change or update practice location button. Click the checkbox to confirm the practice location details are accurate.
Next, navigate to the Patient tab.
Enter the patient’s Ontario health card or Ontario Drug Benefit, or ODB, eligibility number. You do not need to enter the version code.
After entering the number, the system queries the Ministry’s health card records and if the patient is found, the page refreshes and displays the patient’s details.
If the patient does not yet have an Ontario health card number or ODB eligibility number, click the checkbox and record the required information to continue to complete the request. If appropriate, click the checkbox to confirm the patient’s details are correct.
Next, navigate to the Drug tab.
It is recommended to start by selecting the drug and then the indication. You can search for a drug by typing the brand name, generic chemical name, or drug identification number. The generic, chemical name of the drug is what appears and must be selected. As you type the list is filtered to show any drug with those letters in its name.
Note that for best experience and to access smart forms where available you should select a value from the drop down field by clicking on the drug name.
If a drug that is available in the drop down is not selected or only part of the name is typed in, users will not benefit from the features of a tailored smart form and the questions that are presented may not be specific to the desired drug and indication. This can result in an incomplete submission and the need for the EAP staff to request additional information causing delays.
If the drug or indication is not in the list type the drug name to complete and submit a request using a standard EAP form.
Select the Indication field. Bolded items in the drop-down lists represent drug and indication combinations that are most commonly requested which in most cases will provide a criteria specific smart form with clinical questions specific to the criteria for this drug and indication. Click on the Indication to select it.
The hospital discharge section is available for patients awaiting discharge. Once a drug and indication are selected reimbursement criteria for that combination display if available.
Next, navigate to the Clinical Details tab. The Clinical Details tab collects the necessary clinical information to determine if the patient meets the funding criteria. The drug and indication we have selected display, and the system has reviewed the patient’s EAP history for prior approvals, as well as durations. The system determines and assigns the request type, either Initial or Renewal and presents appropriate questions below.
Depending on the patient’s request history, an option to enter an amendment to an existing approval may be available.
The questions dynamically appear based upon the input and changes to a response can change what questions are asked. Clinical questions that are mandatory fields are noted as required.
If a mandatory clinical question is not answered, when you submit a rationale must be provided to explain why. Providing answers to all mandatory questions will ensure your request is dealt with promptly. Certain questions require or allow for you to attach supporting documentation. Next, navigate to the Review tab. Review the Request Summary screen carefully to ensure all information provided is accurate and all questions have been answered. Any mandatory question that has not been answered will be indicated and highlighted in yellow with the message value is required.
Click on the 'Value is Required' message to be directed to the related question that was not answered. Once all necessary information is provided the prescriber or delegate can submit the request. Next, send the request to the EAP.
Click Submit.
The submitting terms and conditions display.
If in agreement, click Accept. A message indicates the request has successfully been submitted to the EAP and you can get a copy of it by selecting the download and print link, or you can get a copy anytime by selecting the “Menu” and the “View submitted” link. A message displays within seconds if the Ministry determines the request is approved. Alternatively, if the Ministry requires more time to assess the request a message indicates that the request is being assessed and an email notification will be sent when a decision has been made. In this case, the request has been approved. Click on the “View Ministries response” link. The “Submission details” display. Click on the “Download” button to get a copy of the Notice of Approval. The letter displays as a PDF and the copy is placed in the downloads folder on the computer. An email notification is sent to any designates assigned to the practice location for the request to let them know the request has been assessed. Users can track and view submitted requests and Ministry decisions within SADIE anytime by selecting Menu and then clicking on View submitted.
Find links to other learning resources on our training aids page at Ontario.ca/SADIE. Have questions? Email us at SADIE@ontario.ca