Data Submissions FAQs

Arizona Controlled Substances Prescription Monitoring Program (CSPMP)

Data Submission User Guide (click on the link in the Table of Contents to quickly navigate to a specific section)

If you are a pharmacy that dispenses medication to outpatients that has an active AZ pharmacy permit, active DEA number, and is not limited to veterinary dispensing, you are required to report to the AZ CSPMP daily. Similarly, if you are a prescriber who dispenses controlled medication out of your office, you have the same reporting requirement.

To register for the Arizona CSPMP Clearinghouse, please navigate to Clearinghouse home page and click on the “Create an Account” link.  

A user can submit a request to send data to a specific state by navigating to  Accounts >> Multi-State Approval. From this screen, a user can select which state they wish to submit data to. When a new state is selected, the request is sent to the state CSPMP administrator for the selected state to approve. The state will be identified as pending (yellow) until approval has been granted (green). Until the state CSPMP administrator has approved the request, data cannot be submitted to the new state’s CSPMP system.

Clearinghouse allows data submitters to add additional users to the account who have the same rights and access to submitting data and viewing file status. Please visit Section 8.1 Adding Users to Your Upload Account in the Data Submission User Guide for step-by-step instructions on how to add users to an existing Clearinghouse account.

No. If you do not dispense for outpatient use, you do not need to report to the CSPMP.

“Outpatient” means an individual who is not a residential patient in a health care institution. "Inpatient" means any patient who receives non-self-administered drugs from a hospital pharmacy for use while within a facility owned by the hospital.

  • Retail pharmacy - If you are a retail pharmacy, your data will likely be submitted by your home or corporate office. Please verify this with your corporate office.
  • Independent pharmacy - If you are an independent pharmacy or a dispensing practitioner who works with a pharmacy or practice management system vendor, please forward the reporting requirements to your software vendor, as they may be able to submit the data on your behalf.
  • Manual Entry - The CSPMP Clearinghouse allows users to submit data through the web portal via manual entry using the Universal Claim Form (UCF) or uploaded ASAP files.
  • SFTP - For users who prefer an encrypted transfer method, SFTP (Secure File Transfer Protocol) access is also available. For details on data submission options, please refer to Section 5 Data Delivery Methods in the Data Submission User Guide.  

  • The laws and regulations for reporting to the CSPMP can change, so when they do the CSPMP administrators will communicate these updates to you. This list is not all-inclusive, so please refer to the ASAP 4.2B Specifications in the Data Submission User Guide for a complete list of specific data needed within your data submissions:  
    • The name, address, telephone number, prescription number, and DEA  registration number of the dispenser
    • The name, address, gender, date of birth,  and telephone number of the person or, if for an animal, the owner of the animal  for whom the prescription is written
    • The name, address, telephone number, and  DEA registration number of the prescribing medical practitioner
    • The quantity and National Drug Code (NDC) number of the Schedule II, III, IV, or V controlled  substance dispensed
    • The date the prescription was dispensed
    • The number of refills, if any, authorized by the medical practitioner
    • The date the prescription was issued
    • The method of payment identified as cash or third party; and Whether the prescription is new or a refill.  

Email status reports are automatically sent to all users associated with a specific data submitter account. These reports are used to identify errors in files that have been submitted and to confirm zero report submissions. You will only receive a status report if you are a user associated with the data submitter account.  

If a data submission is not processing, follow the steps below:

  • Double-check to see if there is an error on the submission.
  • If you find an error, make corrections by using the Error Correction page via Clearinghouse. For step-by-step instructions on how to correct those files, please see section 6.3 Error Correction Page in the Data Submission User Guide.
  • If no error exists, contact your software vendor if you have one.
  • If you do not have a vendor, proceed to contact CSPMP by email at  [email protected]
  • If you do have a vendor and identify no errors, please open a ticket with Bamboo Health at 1-855-929-4767; OR Create a support request at the Clearinghouse Support Center, where technical assistance is always available.

  • Both pharmacies and dispensing practitioners can access the Error Correction page through your CSPMP Clearinghouse account. The Error Correction page displays information about the records within a selected data file that need correcting.
    • To access this page, click the “ Pending Dispensation Error ” message in the Status column of the File Listings page or UCF Listings Page.  
    • Then the “Correct” button, located at the end of each row, allows you to make corrections to the record.
    • Once you click Correct from the Error Correction page, the Errors page is displayed. This page displays detailed information about the records within a selected data file that need correcting, including all the fields contained within the record and the originally submitted value, and allows you to correct those records.
    • Both pharmacies and dispensing practitioners may also correct errors via file submission.
    • The ASAP 4.2B standard requires a pharmacy to select an indicator in the DSP01 (Reporting Status) field. These indicators allow you to submit new records, revise and resubmit records, and void (delete) erroneous records. Please see section 6.3.3 Error Correction via File Submission in the Data Submission User Guide for detailed instructions.  

Yes, if your pharmacy ships controlled substances to patients in AZ, you would need to report that medication to the AZ CSPMP. Out-of-state pharmacies that have an active DEA number AND a valid AZ pharmacy permit number are required to report to the AZ CSPMP daily. (Please note that to ship medications into AZ your pharmacy must have an active AZ pharmacy permit.) You can verify  your pharmacy permit status here. 

No, as of now, veterinarians are not required to report dispensations to the  CSPMP.  

Yes, AZ statutes require daily reporting of your controlled substance dispensations.  If you have missed any days of reporting you need to be sure and upload all days that were missed.  

  • To submit a zero report for a single date you will need to submit a single-click zero report. Please review section 5.4.1 Submit a Single-Click Zero Report in the Data Submission User Guide.
  • See section 5.4.2 How to submit a zero report for a specified date range of the Data Submission User Guide will provide instructions on how to do this.

Yes. If you are a pharmacy or dispensing practitioner who submitted a zero report, and then realized you had a dispensation to report, just upload that dispensation as you would a normal report and it will override the zero report that you already submitted. There is no need to void the zero report.  

The Arizona State Board of Pharmacy no longer accepts waivers for CSPMP reporting. If your pharmacy has an active  DEA number and a valid AZ pharmacy permit number, and your pharmacy is not limited to veterinary dispensing, it would be required to submit a daily report,  including zero reports, for controlled substances schedules II-V. The same reporting requirement exists for dispensing practitioners, there are no waivers and you are required to report daily. 

When reporting compounded medications to the CSPMP, only the schedule II-V  medications within the compound need to be reported. If you are manually entering your prescription information into the Clearinghouse system using the Universal Claim Form (UCF), click the Compound checkbox in the Drug Information section on the page of the form. Complete the required fields for the first drug ingredient, then click Add New to add additional drug ingredients. Please see the CDI: Compound Drug Ingredient Detail section in Appendix A: ASAP 4.2B Specifications Guide in the Data Submission User Guide for a list of specific data needed in your submission file.

At this time, there is no requirement to report naltrexone or any full opioid antagonists to the CSPMP  for the maintenance of substance use disorder. Please only report naloxone at this time.

Yes, if your pharmacy DEA number changes, and you are now reporting your dispensations under a new DEA number, please contact the AZ CSPMP Compliance Administrators at [email protected] to make them aware of the change. Without notifying the CSPMP Compliance Administrators, your submission account associated with your old DEA number will show as delinquent in reporting and non-compliant with the reporting requirements.

Yes. Suppose your pharmacy was issued a new DEA number but your submissions were still being reported under your old DEA. In that case, you must correct those files via file submission or from the Error Correction page in Clearinghouse. You will need to correct the submitted files from the date you were issued your new DEA number. For step-by-step instructions on how to correct those files, please see section 6.3 Error Correction page in the Data Submission User Guide.

 

No, you are not required to submit data if you are not dispensing controlled substances out of your office.

Yes, if you are a medical practitioner who was previously dispensing medications from your office and reporting to the AZ CSPMP, please notify the CSPMP Compliance  Administrator by email to [email protected] that you are no longer dispensing. Without notification, your submission account will show as “Delinquent” in reporting.

No, methadone treatment clinics are not required to report dispensations to the  AZ CSPMP. Per ARS § 36-2608 (F): “The reporting requirements of this section  do not apply to the following”:  (5) “A facility that is registered by the United States drug enforcement  administration as a narcotic treatment program and that is subject to the  recordkeeping provision of 21 Code of Federal Regulations section 1304.24.” 

Yes. On the days your pharmacy or office is closed, you can upload your dispensations the next open business day and include the days that were missed in that submission file. 

Data submissions for remote dispensing sites that are permitted by the AZ State Board of Pharmacy and hold a DEA registration must follow the daily reporting requirements. Please ensure data submissions for the remote site are submitted under that site's DEA registration.