The new version of the most popular electronic authorizationpharmacy portal in the United Arab Emirates

DECEMBER 2013

www.pbmlink.com/v2

A joint venture between

version 2.0

PBMLink

Table of Contents

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PBMLink

Getting Started 3

Registration 4

Logging In 5

Prior Request Form 6

eRx Reference 10

Transactions List 12

Requesting Authorization 13

Transactions Details 16

Support 17

PBMLink

1 Getting Started

Accessing the PBM Link system requires that yourfacility is equipped with a computer and internetconnection.

To get started, open your internet browser andnavigate to the following website:

www.pbmlink.com/v2

You will then be directed to the new PBM Linkversion URL.

In the upper pane of the website page, you can clickon “ LOGIN “ to find the log-in page as shown.

Please enter your license, username, and passwordif you are already a registered user.

Please note the you can use the same username andpassword registered on the existing version ofPBMLink – prior to December 30, 2013 in the newversion.

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2 Registration

• If you are a new user and were not registeredto the previous version of PBMLink, to registeryou need to have a valid license with one of thehealth authorities (DHA, HAAD) or MOH in theUAE.

• Register your licensed facility on PBM Link byclicking ‘Click to register’ in the login section onthe main page. If you are part of a group ofpharmacies, each of the pharmacies need to beregistered on PBM Link. You must only use theaccount of the pharmacy in which you arepracticing.

• If you do not find your pharmacy listed, pleasecontact: network@dimensions-healthcare.com to addit.

• Enter all requested information in the form.After validation for your ID is done, youraccount shall be activated and you shouldreceive a notification through the email youregistered with.

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3 Logging In

After Logging in from the log-in tab in the front page, you will be directly transferred to the prior request page. If you were a user of theprevious version of PBMLink, you can easily see the enhancements introduced to the prior request page. You can also notice that we haveadded the right pane, in which you could see all the prior requests on the same page. This was done to improve accessibility to theinformation in the portal with having to navigate between pages.

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4 Prior Request Form Fields

The Prior Request Form screen contains a user friendly formdesigned to minimize the pharmacist’s time and effortswhen filling out and submitting a prior request. Many fieldsare populated automatically with suggestions upon enteringfew letters or numbers into the fields, including the Payer,Emirates ID, Clinician, Diagnosis, Date of Birth, PrescriptionDate, Drug and Unit Fields.

Prior Request Form Fields:Below are the definitions of the fields.• Payer: Insurance Company and Plan of the Member, this

is not the TPA but the Payer.• Member ID (Card Number): Member Insurance ID as

shown on the patient’s insurance card.• Patient ID (File number): Patient file number at the

pharmacy, it will automatically populate an autogenerated one if not entered by the user.

• Emirates ID: Enter National Emirates ID or select reason ifnot available.

• Date of Birth: Date of birth of the patient.• Prescription Date: Date that the prescription was issued

to the patient by the clinician.• eRx Ref #: The reference no. supplied by the clinician to

the patient; for the pharmacist to download theprescription.

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More fields:

• Clinician: Name and License of Clinician who filled out theprescription to the patient. (Note: In the dropdown menucontaining the field suggestions, each Clinician name islisted with his or her associated License Number).

• Diagnosis: The code and description of the diagnosis asspecified by the Clinician. (Note: In the field suggestions,each Diagnosis is listed with its associated Code). Pleasenote that the code sets available are the ones utilized asper the location of registration of the pharmacy.

The system allows the user to add more than one Diagnosis and eachgets automatically added to the table underneath with the firstDiagnosis listed as Type: Principal, and all subsequently added ones asType: Secondary. The Code Column also gets filled automatically withthe same selection chosen in the Diagnosis field. You have the option todelete an erroneously entered diagnosis by clicking on ‘Delete’ in theDelete column.

4 Prior Request Form Fields

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4 Prior Request Form Fields

• Unit: The type of package that holds each drug based on which thequantity value is assigned. The unit must be selected from thedropdown list and the values always change based on the drug entered.For example, if the drug selected is Panadol Cold and Flu Tablets, theunit options will be Packs and Tablets. If an injectable type of drug isselected, then the unit choices will be Packs or Vials.

• Days: The duration in days of how long each drug should be taken for.

• Drug: Trade name and code of the drug prescribed; (Otherinformation about each drug is also included in the fieldsuggestions such as Package Size, Strength, Unit Type andManufacturer).

• Qty (Quantity): The quantity or number of units of eachDrug. (This field only allows a whole number to be entered).

Upon entering each drug and its associated information, and then clicking on the ‘Add’ button, all the data gets added in anorganized format to a table underneath. In this table, the user also has the option to delete previously added drugs from the list.

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4 Prior Request Form Transactions Summary Table

On the right side of the Prior Request Form page, there is a smallsummary table comprised of a short description on each of thelast five transactions that took place, listing the Member IDassociated with a prior request, the Authorization ID, the Status(Pending, Cancelled, or Dispensed) and an Action Column, wherethe full details of a request can be viewed by clicking on ‘ShowDetails’.

The two tabs located right above this table allow the user toeasily switch back and forth between the Prior Request Formpage and another page containing the full Transactions List.

In order to close the transaction, the pharmacist shall click on‘Show Details’ and choose ‘Dispense’. The pharmacist is given25 minutes to dispense the claim, before it is automaticallycancelled.

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5 eRx Reference Number

As per the new eRx guidelines of the Dubai HealthAuthority (DHA,) the eRx Project requires that thepatient is given a reference number from theattending clinician, which can be used at thepharmacy to pull the ePresctiption to be dispensed.

To download the prescription if there is an eRxReference Number, the pharmacist should completetwo fields only:

1- Member ID

2- eRx reference number

Once entered, the pharmacist can press on the Osign to download the prescription, and theprescription will be downloaded within seconds(depending on the internet speed) and auto-fills thePrior Request form.

Once downloaded and the form is auto-populated,the pharmacist can directly request for the pre-authorization without entering any further details.

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5 eRx Reference Number

During the transition period of the implementation of the eRx system in Dubai, it is expected thatpatients might not always have an eRx reference number. This puts the dispensing pharmacist infront of two potential scenarios:

• The patient comes in with an eRx reference number.

In this case, use the eRx Reference, download the prescription (in which the Prior Request formwill be automatically populated) and request the authorization.

• The patient comes in without an eRx reference number.

In this case, enter the information as provided on the paper prescription in the Prior Requestmanually and request the authorization.

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6 Transactions List

The Transactions List displays all transactions in an organized table format.

Use the search engine right above the table to enter the criteria in which you want to filter your results.

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Each row on this list contains information abouta transaction including the following:

• Member ID of the patient

• Authorization ID (unique for each transaction)

• Transaction Date Date and exact time the requestwas submitted

• Payer name

• Payer ID

• Status – Pending or Received

• Response Time – Date and exact time PBMResponse was received.

• Details – Click on ‘show details’ to view moredetails on each transaction

• My Action – Action previously taken andoptions for further actions to take

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7 Requesting Authorization

After completion of the Prior Request Form, click on the ‘Request Authorization’ button at the end of the Prior Request Form page to submit the prescription.

Then switch to the Transactions List page. In this screen you will be able to check on the status of the requests submitted as well as the received Responses for previous requests. The system will line up the prescriptions in the order they were submitted along with their relevant information. The status of the request will initially be Pending until a response from the Payer or TPA is received, in which the status will then be changed to Received.

The response to the prior request will be either:

• Approved, or

• Rejected

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7 Requesting Authorization

Approved Request:

If the request is Approved, the status will display Received (Approved), and in ‘My Action’ column, you will have 25 minutes torespond by dispensing, modifying, or cancelling the prescription. An automatic countdown will be initiated and you will be ableto see the time remaining next to each transaction. If no action is taken, the prescription is automatically cancelled.

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• To dispense the prescription, click on • To modify the prescription, click on • To cancel the request click on

The status of the request will be updated accordingly.

If you choose to Modify the request, you will be directed to the new Prior Request screen where you will see the prescription you want to modify – auto populated into the form. You can edit the fields you wish to modify and click on ‘Request Authorization’ button. Note: if the request was modified the initial prescription will be marked as cancelled.

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7 Requesting Authorization

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Rejected Request:If the request is Rejected, the status will display Received (Rejected), and in ‘My Action’ column, you can choose tomodify or cancel the prescription.

Possible Scenarios:• Cancelled Request: If a Prior Request is cancelled because you chose to cancel it, or you exceeded the time

limit to take any action, then you have the option to Request Again by clicking on

• Cancel dispensing of drugs: If you click Dispense by mistake or if for any other reason you cannot dispense thedrugs after clicking Dispense, you can cancel dispensing by clicking on

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8 Transaction Details

To view the details of the authorization response, click on View Details and a screen will pop up showing the request details along with the details of the response.

This view provides you with the request’s reference information. The reference information is found on top of that screen.

This window also shows detailed information about the Diagnosis, and the Drugs including the drugs’ net, patient share and total price, in addition to a comments section to view comments on each drug.

There is also an ‘Actions’ section displaying the action that was taken and allowing action to be taken on this request directly from this screen.

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Reference Information

PBMLink

9 Support

PBMLink is a user-friendly platform built around the true needs of payers, providers, and regulatorsin the United Arab Emirates.

If you have any inquiries, please call us at:

MedImpact Arabia – Contacts Center

Failure to access system, login issues, functionality related inquiries, etc.

600 548 881

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