The implementation of DrFirst E-Prescribing typically follows a structured and phased approach. The duration can range from a few weeks to a few months, depending on the size of the organization, the complexity of integrations, and the readiness of existing infrastructure.
Key Implementation Steps:
Initial Consultation & Planning: A kickoff meeting is conducted to assess client needs, compliance requirements, workflows, and integration requirements.
System Configuration & Custom Setup: The platform is configured according to the provider’s EHR system, roles, and prescribing rules. This may include integrating with other systems like practice management or billing tools.
DEA & ID Verification Setup: Providers undergo identity verification and complete the two-factor authentication process required for EPCS (Electronic Prescribing of Controlled Substances) compliance.
Data Migration & Integration: Existing data (such as patient medication history) is migrated and synchronized. DrFirst often integrates with EHR/EMR platforms and pharmacy benefit managers.
Training & Onboarding: End-user training sessions are held for prescribers and staff. These may be live, virtual, or pre-recorded modules.
Testing & Validation: Test transactions are run to ensure accurate e-prescriptions and communication with pharmacies.
Go-Live & Support Transition: After successful testing, the system goes live. Post-launch support is provided to handle any immediate issues or user questions.
Timeline: For small clinics, implementation may take 2–4 weeks. For larger healthcare networks, full deployment can take 6–12 weeks.
Customisation
Yes, DrFirst E-Prescribing is designed to be highly flexible and configurable, making it adaptable for different sizes of healthcare providers—from solo practices to enterprise-level networks.
Customization Capabilities:
Role-Based Access Controls: Permissions and access levels can be customized based on user roles—physicians, nurses, pharmacists, or administrative staff.
Integration with EHR/EMR Systems: Seamless API-based integrations allow the system to work within your existing EHR/EMR environment, providing a unified workflow experience.
Formulary & Pharmacy Preferences: Customizable pharmacy networks, insurance formularies, and preferred drug lists to match organizational and patient needs.
Clinical Decision Support: Configurable alerts for drug interactions, allergy checks, and duplicate therapy notifications tailored to clinician preferences.
Branding & User Interface Tweaks: Depending on the licensing agreement, some elements of the interface and branding may be adjusted for white-labeling or user familiarity.
Reporting & Analytics: Customized reports can be generated for prescribing trends, compliance monitoring, and operational insights.
Additional Costs
While base pricing may vary based on organization size and deployment model, there are several potential additional costs to consider beyond the standard subscription/license fee.
Typical Additional Costs:
Setup & Implementation Fees: One-time setup charges may apply for onboarding, system configuration, DEA ID verification, and integrations. These fees vary based on complexity but can range from a few hundred to several thousand dollars.
Training Costs: Standard training may be included, but additional or in-depth custom training may incur fees—especially for large groups or on-site sessions.
Maintenance & Upgrades: Ongoing software updates are usually included in subscription models. However, major version upgrades or custom feature enhancements may be billed separately.
Support Charges: Basic customer support (email or ticket-based) is typically included. Premium support options (24/7 phone support, dedicated account managers) may involve additional costs.
Third-Party Integration Costs: If integration with third-party EHRs or pharmacy benefit managers is required, costs may be incurred depending on licensing and API usage.
Licensing per Prescriber: DrFirst usually charges per individual prescriber. Additional users or providers added to the system will increase licensing costs.
EPCS Activation Fee: There may be an additional charge for enabling controlled substance e-prescribing due to regulatory and compliance requirements.
Training
DrFirst provides a structured onboarding experience to ensure healthcare professionals can efficiently adopt and use the e-prescribing platform. The training is tailored to different user roles and includes both live and self-paced options. Their support extends beyond initial implementation, ensuring users have continuous access to assistance as needed.
Training and Support Offerings:
Onboarding Assistance: Guided onboarding support includes walkthroughs of platform features, account setup, and DEA/EPCS credentialing for prescribers.
Live Web-Based Training: Real-time, instructor-led webinars are available for clinicians and administrators. These cover the full functionality of the platform, tailored to user needs.
On-Demand Training Modules: A library of recorded training videos, user guides, and tutorials is available 24/7 for ongoing learning and refresher training.
Role-Based Training Tracks: Different training paths are provided for doctors, nurses, pharmacists, and administrative staff to ensure relevance and clarity.
Help Center and Knowledge Base: An online help center offers searchable articles, FAQs, and step-by-step guides to help users troubleshoot or learn features independently.
Email and Ticket-Based Support: Users can submit issues or questions via email or support tickets. These are handled based on priority and service level agreements.
Phone and Premium Support (Optional): Organizations may opt into premium support packages that include direct phone support, faster response times, and dedicated customer success managers.
Post-Go-Live Support: After launch, a transition team provides short-term hand-holding to ensure users are comfortable and the system is functioning smoothly.
Security Measures
DrFirst implements a comprehensive set of security protocols designed to meet the stringent requirements of healthcare data protection. The platform is built to comply with regulations like HIPAA and EPCS, ensuring the confidentiality, integrity, and availability of sensitive patient and prescription data.
Security Features:
HIPAA and EPCS Compliance: All data handling meets U.S. federal standards for the privacy and security of protected health information, including e-prescribing of controlled substances.
Multi-Factor Authentication (MFA): Prescribers must use two-factor authentication, especially for controlled substance prescribing, in line with DEA guidelines.
User Role Permissions: Access is limited based on user roles, ensuring only authorized personnel can view or perform certain actions within the system.
Encrypted Data Transmission: All data is encrypted during transmission using industry-standard TLS (Transport Layer Security) protocols to prevent interception.
Audit Trails and Activity Logs: The system logs all user activity, including prescription orders and changes, to provide traceability and detect any unauthorized behavior.
Secure Hosting and Infrastructure: DrFirst systems are hosted in highly secure data centers with physical and digital protections, including firewalls, intrusion detection, and 24/7 monitoring.
Regular Security Assessments: Periodic internal and external security audits are conducted to identify vulnerabilities and ensure ongoing compliance with healthcare data standards.
User Training on Security Best Practices: New users receive training on maintaining password hygiene, recognizing phishing attempts, and securing access to patient data.
Updates
DrFirst follows a continuous improvement model with regular updates that include bug fixes, regulatory changes, feature enhancements, and security patches. Update management is handled in a way that minimizes disruption to end-users while ensuring access to the latest functionalities and compliance standards.
Update and Release Management:
Regular Release Schedule: Updates are typically rolled out on a monthly or quarterly basis, depending on the type of change (feature vs. patch). Urgent patches can be deployed more frequently.
Advance Communication: Clients are notified in advance of any major updates. Release notes detailing new features, fixes, and improvements are shared ahead of time.
Automatic Cloud-Based Updates: As a cloud-based platform, updates are automatically deployed with no need for user-side installation or downtime in most cases.
Regulatory Compliance Updates: Updates are frequently issued to stay compliant with changes in prescribing laws, DEA regulations, and payer/pharmacy requirements.
User Impact Minimization: Most updates are deployed during low-usage hours and designed to avoid disruption to clinical workflows.
Feedback-Driven Enhancements: User feedback is collected through support channels and account managers to inform future update priorities and feature development.
Post-Update Support: After significant updates, support resources are made available including updated training materials, live Q&A sessions, or quick-reference guides.
Data Ownership and Portability
DrFirst maintains a clear stance on data ownership to ensure that healthcare providers retain control over their patient and prescription data. The platform supports data portability and adheres to industry regulations to protect provider rights while enabling secure data transfer when needed.
Data Ownership and Portability Policy:
Customer-Owned Data: All patient, prescription, and operational data entered or generated through the software is considered the property of the subscribing healthcare provider or organization, not DrFirst.
Right to Access Data: Providers have the right to access their data at any time. Authorized users can retrieve, view, or export information as needed for clinical or compliance purposes.
Data Export Options: The system offers secure data export capabilities. Users can export data in standard formats (e.g., CSV, PDF, HL7, CCD) for backups, audits, or transitions to another system.
Compliance with Regulations: Data handling practices are fully compliant with HIPAA, EPCS, and other healthcare-specific data protection laws, ensuring patient data remains secure during any transfer.
Third-Party Data Sharing Controls: Data is only shared with external parties (e.g., pharmacies, payers) when required and authorized. Customers have the ability to manage these connections.
Portability During Offboarding: If a client terminates service, DrFirst provides a window of time during which data can be securely exported or transferred to another vendor, ensuring continuity and minimal disruption.
Data Deletion Policy: Upon termination, data is retained for a period as specified in the contract or applicable law and then securely deleted unless otherwise requested by the client.
Support for Mergers or Transitions: When healthcare providers undergo structural changes like mergers, acquisitions, or EHR transitions, DrFirst supports secure data migration and transfer processes.
Scaling Up / Down
DrFirst E-Prescribing offers a flexible licensing and subscription model that accommodates organizations of varying sizes. As healthcare organizations expand or reduce their operations, the platform supports seamless adjustments in user count, features, and services to match evolving needs.
Scalability Terms and Flexibility:
Modular Licensing Structure: The software is typically licensed on a per-prescriber basis, allowing organizations to easily add or remove licensed users depending on staff changes or business growth.
Dynamic Subscription Adjustments: Clients can scale services up or down at any time by requesting changes through account management or support, often without requiring a full contract renegotiation.
Flexible Add-Ons and Modules: Optional features—such as EPCS, medication history access, or clinical decision support—can be added or removed based on operational demand or regulatory needs.
No Downtime for Scaling: Adding new users or services does not require system downtime. New users can typically be onboarded within a short timeframe.
Billing Adjustments Based on Use: Billing reflects actual usage. Monthly or annual billing can be adjusted when prescriber counts increase or decrease, depending on the contract structure.
Support for Multi-Site Growth: Organizations expanding to multiple locations can integrate new facilities under one account, with centralized management and localized configurations.
Enterprise vs. Small Practice Flexibility: Whether you're a solo provider or part of a large health system, DrFirst offers tailored packages to meet different practice sizes and can scale accordingly.
Temporary Scaling for Special Cases: In situations such as seasonal staffing changes or temporary clinical programs, the platform can support short-term user license changes if communicated in advance.
Dedicated Account Management for Scaling: Larger organizations are often assigned an account manager who assists with scaling, strategic planning, and system optimization based on projected growth or reductions.
The terms & conditions for contract renewal and cancellation
DrFirst typically operates on a subscription-based licensing model, and contract terms vary depending on the agreement with the provider or organization. These contracts often include clauses related to renewal cycles, notice periods, early termination, and associated fees. The terms are designed to offer clarity and flexibility while maintaining operational continuity.
Contract Renewal and Cancellation Terms:
Contract Duration: Most contracts are structured on annual or multi-year terms, although monthly plans may be available for smaller practices or pilot programs.
Automatic Renewal Clauses: Unless otherwise stated, contracts often include automatic renewal provisions, which renew the agreement for an additional term unless the client provides notice of cancellation.
Notice Period for Cancellation: Clients are generally required to submit written notice of cancellation within a specific timeframe—typically 30 to 90 days prior to the contract end date—to avoid automatic renewal.
Early Termination Policies: If a client chooses to terminate the contract before its expiration, they may be subject to early termination fees or payment for the remaining balance of the contract term.
Termination for Cause: Either party may terminate the contract for cause (e.g., breach of terms, non-payment, data misuse) without penalty, provided sufficient documentation is given.
Grace Period and Access: After cancellation, a grace period may be provided during which users can access the system to retrieve or export data before final deactivation.
Offboarding and Data Retention: DrFirst assists with data offboarding, including exporting patient records or e-prescribing history. Data may be retained for a period as required by law before secure deletion.
Contract Adjustments and Amendments: If organizational needs change mid-contract (such as scaling up/down), amendments can usually be made without requiring full cancellation and re-signing.
Renewal Notifications: Clients typically receive reminders or renewal notices ahead of the contract end date, giving time to evaluate or renegotiate terms.
Compliance
DrFirst E-Prescribing adheres to a wide range of healthcare regulatory and security standards to ensure patient safety, legal compliance, and secure data handling. These compliance frameworks are essential for ensuring trust, particularly in e-prescribing controlled substances and transmitting health information electronically.
Key Compliance Standards:
HIPAA (Health Insurance Portability and Accountability Act): Ensures the protection and confidentiality of patient health information (PHI) through secure data practices, privacy controls, and staff training protocols.
EPCS (Electronic Prescribing of Controlled Substances): Compliant with DEA regulations that govern the secure electronic prescribing of Schedule II–V controlled substances, including identity proofing and two-factor authentication.
DEA (Drug Enforcement Administration) Requirements: The platform supports DEA registration verification and enforces proper electronic safeguards required for authorized prescribing providers.
HITECH Act (Health Information Technology for Economic and Clinical Health): Aligns with HITECH guidelines, which promote the secure adoption of electronic health records (EHRs) and data exchange technologies.
NIST (National Institute of Standards and Technology): Security controls and cryptographic standards follow NIST guidelines, which are essential for safeguarding electronic health information.
State-Specific E-Prescribing Laws: DrFirst updates its system to remain compliant with state mandates, such as mandatory e-prescribing laws for controlled substances or opioids.
CMS (Centers for Medicare & Medicaid Services) Compliance: Integrates functionality that supports Meaningful Use and Promoting Interoperability programs, helping providers meet CMS reporting and compliance standards.
PDMP (Prescription Drug Monitoring Program) Integration: Supports integration with state-run PDMPs to ensure compliance with laws requiring prescribers to check patient prescription history before issuing controlled substances.
ONC-Certified EHR Compatibility: While DrFirst is not a full EHR, it integrates seamlessly with ONC-certified EHR systems, helping ensure a compliant digital health ecosystem.
Third-Party Security Certifications (where applicable): Depending on the deployment model and contracts, DrFirst may undergo SOC 2 audits or similar third-party validations to demonstrate adherence to cybersecurity best practices.
