Capturing and Validating CDS License Information

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To enable users to distribute samples of controlled substances to HCPs with the appropriate credentials, admins can populate Controlled and Dangerous Substances (CDS) license information for an account. Some states require HCPs to have a CDS registration number, in addition to a DEA license number, in order to receive and prescribe controlled substances.

For example, Dr. Ackerman requests a sample of Narbrax, a controlled substance, during a call at Newton Memorial Hospital. Sarah selects the sample on the call report. Dr. Ackerman is able to sign for and receive the sample because he has a valid DEA license and a valid CDS registration number for his Newtown Memorial Hospital address.

CDS validation does not occur if any of the following section signals are enabled: --nsl, --nslns, --npdma.

Configuring CDS License Fields

Ensure initial configuration is complete before enabling this functionality.

To capture CDS license information:

  1. Grant sample admins the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    Address_vod

    CRUD

    • Company Maintained
    • Rep Maintained
    • CDS_vod
    • CDS_Expiration_Date_vod
    • CDS_Status_vod

    Edit

    Samples_State_Settings_vod

    CRUD

    n/a

    		CDS_Required_vod

    Edit

    Sample_Transaction_vod

    RU

    		Sample_Disbursement_Layout_vod
    • CDS_vod
    • CDS_Expiration_Date_vod

    Edit

  2. Grant end users at least the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    Address_vod

    CRU

    		Rep Maintained
    • CDS_vod
    • CDS_Expiration_Date_vod
    • CDS_Status_vod

    Read

    Samples_State_Settings_vod

    R

    n/a

    		CDS_Required_vod

    Read

    Sample_Transaction_vod

    R

    		Sample_Disbursement_Layout_vod
    • CDS_vod
    • CDS_Expiration_Date_vod

    Read

  3. Add the following picklist values for the CDS_Status_vod field on the Address_vod object:
    • Valid_vod
    • Invalid_vod

  4. Add the CDS_vod and CDS_Expiration_Date_vod fields to the Sample_Disbursement_Layout_vod page layout on the Sample_Transaction_vod and Sample_Transaction_Audit_vod objects.

  5. Add the Ship_to_CDS_vod and the Ship_to_CDS_Expiration_Date_vod fields to the appropriate page layouts on the Sample_Order_Transaction_vod and Sample_Order_Transaction_Audit_vod objects (optional: for users creating sample requests/BRCs).

  6. Create Samples State Settings records for each state where a valid CDS license is required. Select the CDS Required check box for each record.

Create separate records for CDS license validation and Restricting Controlled Substance Delivery by State; the CDS_Required_vod check box cannot be selected on a record if the Setting_vod picklist field is populated.

Using CDS License Fields

When users select a controlled substance for sampling/sample request on the call report, the values in the CDS Number, CDS Expiration Date, and CDS Status fields are populated based on the account’s address record. The values in these fields are copied to the following objects:

  • Call2_vod
  • Sample_Transaction_vod
  • Sample Transaction Audit_vod
  • Sample_Order_Transaction_vod (for sample request/BRCs only)
  • Sample_Order_Transaction_Audit_vod (for sample request/BRCs only)

If the address record is locked, only administrators or users with Modify All permissions are able to edit fields on the Address_vod object. (For more information on locking address records, see Using Addresses in Accounts.)

Validating CDS License Information

CDS information is validated when an account is selected for signature capture. This is in addition to the default sample validation and DEA license validation for signature capture. The ENABLE_LICENSE_EXP_DATE_BYPASS and ENABLE_SAMPLE_CARD_LICENSE_CHECK Veeva Settings do not affect CDS validation.

If Paper-Based Sampling is being used or Enable_Samples_on_Save is enabled, CDS validation occurs when the call report is saved.