The track & trace requirements have changed for medical cannabis licensees in New York, and OCM and BioTrack are redesigning the state’s cannabis traceability processes. Until a more comprehensive & integrated solution is available, OCM has authorized manual reporting for all Registered Organizations using Dutchie POS.
Initial setup
Products
Each product in your Catalog should have the NDC (National Drug Code) and Days Supply fields filled in. These are both found on a product’s Details tab. In addition, you'll also need to configure your catalog to allow bulk updates of the Regulatory Category field.
The NDC number is required for reporting sales to PMP. For some legacy products, this may be the same number as the SKU.
A Days Supply count is also required for successful reporting. This can be adjusted at the point of sale for specific patients. The value entered in the Catalog serves as a default.
The Regulatory Category field is required for reporting. You'll need to configure these this field in the Backoffice in order for it to populate on the report, see Edit regulatory categories tutorial.
You can set these as required fields for entry by going to Products > Configure > Fields.
Doctors
Doctors must be configured in the Backoffice before you can make sales to their patients.
To add a doctor:
- Go to Customers > Configure > Doctors.
- Click the Add doctor button.
- At a minimum, enter the doctor’s full Name, State ID number, and DEA number.
- Click Save.
Prescription Manager
When viewing or creating a guest profile at the point of sale, you should see a Prescription Manager button in the Medical section.
If this button is missing, contact Dutchie Support to have the Prescription Manager feature turned on for your location.
There are further Prescription Manager options you can enable or disable on your own:
- Enabling Require Prescription for Check In under Settings > Location will prevent users from checking in any patient that doesn’t have a valid prescription in the Prescription Manager.
- Or, you can set specific fields in the Prescription Manager as required entries under Customers > Configure > Fields.
Receive inventory
Because there is currently no integration between BioTrack and Dutchie POS for New York, receive inventory via a CSV file exported from Inventory Transfers in BioTrack.
Ensure that the correct vendor license number is recorded in Dutchie POS for all inventory items. Licence numbers can be found on the product's certificate of analysis (COA).
Adjust inventory
When adjusting inventory quantities, only use OCM's approved adjustment reasons:
- Awaiting Disposal
- Damaged
- Defective
- Display/Sample
- Other Adjustment Reason
Any adjustments recorded with reasons other than the above will not be captured and your inventory will not be reconciled correctly for OCM.
You can add or remove adjustment reasons in Dutchie POS by going to Products > Configure > Inventory adjustments.
Patient check-in
New patients
When you scan the patient ID of a new patient who is not already in your Customers list, a new patient profile is automatically created with the data provided in the Door Scan response from MCMDS. You can also manually create a new patient profile. Either way, the following patient details should be automatically populated or entered into the new patient profile:
- First & Last Name
- Phone Number
- Address Line
- City
- State (Abbreviation with 2 letters)
- Zip (5 digits)
- DOB
- Customer Type
- Status
- MMJ State ID State
- MMJ State ID Number. You can place your cursor into the field and scan this from the OCM Patient Certification Form :
- MMJ State ID Start & Expiration Date
You can make these required fields in the Dutchie POS Backoffice by going to Customers > Configure > Fields.
Next, fill out the Prescription Manager:
- By default, the Expiration Date is 1 year from the Prescription Date, though you can edit this as necessary.
- State RX Number is the prescription number assigned to the patient.
- Electronic Prescription should always be set to Yes. This indicates that sales for this patient will be reported to PMP.
- Dose ID is the recommendation number
- Product is an optional field to be used if a specific product is recommended for treatment.
Once the prescription is filled in, you can check the patient in and begin a sale.
Existing patients
- From the guest list, select Check-In and manually search for the patient or scan their ID to look up their profile.
- If the patient's profile has all the necessary details entered, you can select the Check in button to initiate a Door Scan with MCDMS.
- If the patient is valid, they are added to the guest list.
- If the patient is not valid or the MCDMS Registry ID doesn't match what's in the MMJ State ID Number field in Dutchie POS, you'll see a Registry ID inactive message:
Caregivers
When you scan a caregiver ID, the caregiver information is added to the corresponding patient found by the Patient Registry ID value (MMJ State ID Number in Dutchie POS) returned in the Door Scan response.
Dispensation
View the patient's prescription and recommendations (Counter Scan)
Once you've checked in a patient, you can select them from the guest list to start a cart. Starting a cart automatically initiates a Counter Scan with MCDMS, which provides details about the patient’s recommendation and the practitioner’s notes to facilitate your consultation with the patient and select products.
To view the patient's prescription and recommendations, select the overflow menu (ellipsis button) and then View prescription.
Edit Days Supply in the cart
If necessary, you can edit the Days Supply field for each product to fit the patient’s prescription, you can edit the Days Supply field for each product in the cart:
- Click the ellipsis next to a product and choose Edit.
- Edit the Days Supply Per Item field.
- Click Save.
State reporting
PMP
Once you’re ready to report sales for a time period, go to Reports > State reporting and select the NY PMP Report from the dropdown. Note that the NY PMP Report CSV is intended for records only and is not for submission.
You can run the NY PMP Report for any date or date range. While it’s common to pull daily and weekly reports, you can query for a past date’s transactions if a copy is needed, or if a transaction requires correction and submitted to the state.
Click the Export button to download a .txt file to your computer. This file is in ASAP 4.2 format as required by OCM. Below is an example of the file in ASAP format:
This file should not be edited in any way once it is downloaded unless you are submitting a test file to OCM. The ASAP 4.2 format is specific in its layout for automated processing and changes to the data or formatting could result in inaccurate reporting or the file being rejected by the Department of Health. If you find an issue with the file, make corrections in Dutchie POS and then generate a new file.
For testing purposes only, the file can be edited from a production (“P”) file to a test file (“T”, highlighted below). This should only be done at the request of OCM administrators.
Periodic reports
OCM also requires the regular submission of sales reports via email, as well as a delivery report (if applicable). You can generate these reports in Dutchie POS by going to Reports > State reporting:
- NY Monthly Sales Report
- NYS Delivery Report
- NY OCM Package Products Report
These reports detail dispensations and deliveries for a given time range and can be exported as a spreadsheet for easy submission and have been accepted by OCM.