Electronic Data Transmission
General Information
Article 33 of the Public Health Law and Part 80 of Title 10 the New York Codes, Rules and Regulations require all pharmacy providers, dispensing practitioners and manufacturers and distributors of controlled substances registered within New York State to electronically transmit controlled substance data to the New York State Department of Health (NYSDOH).
Effective August 27, 2013, pharmacy providers and dispensing practitioners must submit schedules II-V controlled substance dispensed prescription data to the Bureau of Narcotic Enforcement (BNE) no later than 24 hours after the substance was delivered. Pharmacies delivering prescriptions by mail or licensed express delivery services are required to submit prescription information no later than 72 hours after the substance was shipped from the pharmacy. Data collected as a result of the submission process securely resides within the Prescription Monitoring Program (PMP) Registry.
If you have questions regarding the electronic submissions of controlled substance data, please refer to the Instructions for Transmission below.
NYS Prescription Monitoring Program (PMP) Data Submission Instructional Videos
Updated August 2023
Instructional videos for New York State Prescription Monitoring Program (PMP) Data Collection Tool are available. These videos give on-line guidance in the use of various features and functions of the PMP Data Collection Tool and data submission process. The trainings may also be accessed from within the PMP Data Collection Tool Data Collection Help area.
- NYS Prescription Monitoring Program (PMP) Reporting Requirements: This tutorial explains the requirements and steps necessary for pharmacies and practitioners to report dispensed controlled substance prescription data to the PMP.
- NYS Prescription Monitoring Program (PMP) Getting Access to the NYS Health Commerce System Training for Practitioners: This training explains the necessary steps for practitioners to gain access to the Health Commerce System in order to submit dispensing data to the PMP.
- NYS Prescription Monitoring Program (PMP) Getting Access to the NYS Health Commerce System Training for Pharmacies: This training explains the necessary steps for pharmacies to gain access to the Health Commerce System in order to submit dispensing data to the PMP.
- NYS Prescription Monitoring Program (PMP) Data Submission: This tutorial reviews the process of submitting data to the NYS PMP Registry using the PMP Data Collection Tool.
- NYS Prescription Monitoring Program (PMP) Submission Status Review: This training discusses the review of controlled substance prescription data submissions using the PMP Data Collection Tool on the Health Commerce System.
- NYS Prescription Monitoring Program (PMP) Reviewing Submitted Records: This tutorial discusses the use and layout of the Rx Review Tab within the PMP Data Collection Tool.
- NYS Prescription Monitoring Program (PMP) Error Correction: This training explains how to retrieve and correct dispensed controlled substance data that was transmitted electronically to the New York State Department of Health (NYSDOH) by pharmacists and dispensing practitioners.
Manufacturers and Distributors of Controlled Substances
- Sale of Controlled Substances Electronic Reporting Requirements Manual
- Health Commerce System (HCS) Login
Pharmacies - Instructions for Transmission
- ALERT: Retrieval and Correction of Critical Errors
- Submitter's Guide to Electronic Data Transmission - Updated September 2022 (PDF)
- Frequently Asked Questions - Updated December 2022 (PDF)
- Health Commerce System (HCS) Login
Practitioner Dispensing - Instructions for Transmission
- Submitter's Guide to Electronic Data Transmission - Updated September 2022 (PDF)
- Frequently Asked Questions - Updated December 2022 (PDF)
- Health Commerce System (HCS) Login
- Frequently Asked Questions for Veterinarians for the NYS PMP Data Collection Tool (PDF)
If you have questions after reviewing the instructions for transmission, you may contact BNE via email at narcotic@health.ny.gov or via phone at (866) 811-7957, Option 1.
Retrieval and Correction of Critical Errors
The Bureau of Narcotic Enforcement no longer notifies submitters regarding critical errors. It is the dispenser’s responsibility to perform daily checks of data submission, regardless of the submission method.
To check for errors, log into the HCS → PMP Data Submission Tool → Submission Status.
ALERT – Correction of Errors for Controlled Substance Data Submissions
Pharmacies must electronically transmit data for dispensed controlled substances to the NYS Department of Health within 24 hours of dispensing and must correct all errors within 3 days. Pharmacy data impacts the integrity of the data in the Prescription Monitoring Program (PMP) Registry and each pharmacy is responsible for the timeliness and accuracy of their data.
- If a vendor or corporate headquarters submits your data, it is the pharmacy's responsibility to ensure that the data is being submitted in compliance with all laws and regulations.
- All errors must be reviewed, corrected and resubmitted. Please speak with your vendor or corporate headquarters with any questions on resubmitting corrected records or voiding records sent in error.
- Refer to the Submitter's Guide for Electronic Data Submission (PDF) for guidance on retrieving and correcting your errors.
