Non-MATOD Authority

You can view and create Non-MATOD Authorities from a patient profile, from a prescriber profile, or from the Authorities screen.

A non-MATOD Authority grants a prescriber authority to prescribe a specific drug under a specified legislation to a nominated patient.

  1. From Authorities, select Create Authority > Non-MATOD.

    Authority status

    The authority status is set to Pending (by default).

    The authority status is updated when an Action is taken on the authority.

    If your user role allows it, you can grant or refuse an authority while creating it.

    When the authority is Approved and Saved, the Authority Number is displayed (top right). A version number [N] is added each time the authority's Status is changed.

    Select a Status from the list:

    • Approved - A letter is generated (See Correspondence)
    • Waiting for additional information
    • In progress
    • Submitted
    • Pending
    • Cancelled - A letter is generated (See Correspondence)
    • Refused

    Start/End Date/Number of Months

    Enter a start and end date for the authority.

    Start date is mandatory. End date is optional.

    An authority cannot be approved if its end date is set in the past. An error message is displayed:

    End date cannot be earlier than today.

    When you enter the number of month, the end date is automatically calculated.

    When the end date is reached, any Approved authority is automatically set to Expired.

    Action

    When an authority is created, Submit is the only Action available for selection.

    Users with the relevant permission level can take the following Action on a Submitted authority.

    Action

    When an Authority is created, Submit is the only Action available for selection.

    Users with the relevant permission level can take the following Action on a Submitted authority.

    • Create
    • Amend
    • Renew
    • Submit
    • Cancel
    • Approve
    • Commence Review
    • Refuse
    • Request additional information

    Action Reason

    Once an Action is selected, you must also select one (or multiple) Action reason.

    If you change the Action value, the selected Action reason is cleared and you must select another one.

    You can provide a short note for each selected action reason.

    Application Source

    Read-only

    • MP - if the authority was created from the management portal.

    • HP - if the authority was created from the health practitioner portal.

    Application Purpose

    Read-only

    Provides further context on the authority’s status and is populated based on the last action.

    When an authority is started from the Patient profile, patient details are pre-populated.

    The patient details displayed in Patient Search Results are sourced from the Regulatory profile.

    Search Patient

    If you are creating a new authority search for a patient to link it to this authority .

    1. Expand the Patients section.
    2. Enter at least one character in First Name or Surname. Optionally, enter one or more character in Date of Birth, or the patient's IHI Number, then select Search.

      A list of matching patients displays in Patient Search Results.

    3. From Patient Search Results, select the relevant entry.
    4. Click through to view more patient details and make any required changes. 
    5. Select the relevant entry and add it to the Patient section. 

      Select is disabled if the patient only has a medication history.

      If the patient you want to link to only has a medication history, you must first create a patient profile for this patient.

      See Patient Profile

    6. Once the selected patient has been added, do one of the following (if required):
      • View patient - Open the profile to view the full patient details and make any required changes.
      • Remove patient - If your patient selection is incorrect.

    View Patient

    Open the patient profile to view in full or to edit it.

    Refer to Patient Profile > Create a Regulatory profile from a Transactional profile

    Mandatory

    The prescriber to whom authority is granted.

    When an authority is started from the Practitioner profile, prescriber details are pre-populated.

    See Practitioner Profile

    Add prescriber

    If you are creating a new authority, search for the prescriber, then link to this authority .

    Search

    1. Search by Name, Surname, or Unique ID.

      You must enter at least one character in either the First name or Surname fields or a valid ID number.

      A list of matching practitioners displays in Practitioners Search Results.

    2. In Practitioners Search Results, use the column headers to sort or filter the results.

    3. Select the relevant entry.

    4. Click through to view the full practitioners details and make the required changes.

    5. Select the practitioner to add it to the grid.

    6. (If required) In the grid, select delete to remove a line entry. For example, if your profile selection is incorrect.

    7. Once the selected entry has been added to the grid, do one of the following (if required):

      • View practitioners - Open the profile to view in Practitioners Details and make any required changes.

      • Remove practitioners - If your prescriber selection is incorrect.

    8. Save your changes to return to the Authority.

    View medicines

    The Medicines grid displays the medicines that have been selected for the authority .

    Add Medicine

    Select medicines from the Medicine Group

    1. From Medicine Group, select the medicine group that is relevant to the Authority.

      To refine the list, do one of the following:

      • Enter a medicine name (generic or brand), then Search .

        — or —

        Apply additional filters to each column header.

      For each line item, the Monitored Medicine List displays the Generic name, Brand name, Strength, Formulation, MPUU, TPUU, PBS code (when applicable), and the Unit of Measure (UoM).

    2. Select the line entries that are relevant to the authority.
    3. Select Add to Authority to add your selection .

      Ensure you have selected all the required lines.

      You have not selected all items, Please select any unselected medicines that are required (use the page controls if necessary).

      You are returned to your authority page where your selection displays in the Medicines grid.

    4. In the Medicines grid, complete the required information (Dose, UoM, Formulation and Frequency) that is specific to the authority.

    Edit your selection in the medicines grid

    1. For each line entry in the Medicines grid, enter or select additional details about Dose, UoM, Formulation and Frequency.

    2. Save your changes.

    Remove Medicine

    • Select to remove a line entry from the Medicines grid.

    Selected Treatment - Select all the treatment details relevant to this authority.

    Medical status/Diagnosis details - Enter as required.

    Select all relevant conditions under which this authority is requested.

    Multiple selections are allowed.

    The conditions selected are included in the letters generated for this authority.

    Collection Frequency

    Multiple selections are allowed.

    The Collection Frequency selected are included in the letters generated for this authority.

    If no collection frequency condition was selected, the mention Nil collection frequency conditions is inserted in the letter.

    You can add tasks when the authority is Pending, Approved (locked or unlocked), Amended Pending or Renewed Pending.

    View Task

    Related tasks display (10 per page) in reverse chronological order in the grid.

    • (If required) Apply additional filters to each column header.
    • (if required) Select any column header to sort.

    Create Task

    When the logged in user has the Regulator role, the Create task screen displays with Status set to Open (by default).

    • Priority - (Optional) Low, Medium, High

    • Status - (Mandatory) Open or Closed

    • Assigned to - (Mandatory) Select the relevant user role.

      All tasks assigned to your user role display on the Tasks Dashboard.

    • Due Date - (Mandatory) Must be a future date.

    • Date Created - (Read-only) Today's date

    • Administrative task type - Select from the list.

    • Regulatory task type - Select from the list.

    • Notes - 1000 characters max.

    When the logged in user has the Regulator Support role, the Create task screen displays default values for the most common task type for this role:

    • Priority: Low

    • Status: Open

    • Assigned to: Regulator

    • Due date: 14 business days after Date created (excluding weekends)

    • Administrative task type: Upload document for review.

    • Regulatory task type: This field is not displayed.

    When all the mandatory fields have been completed, Save is enabled.

    The task is visible on the Dashboard screen to users with the relevant role.

    Your authority has been updated successfully.

    Send a letter to the prescriber

    Depending on the status of the authority, you can send the following letters:

    • General Correspondence

    • Non-Compliance Letter

    To generate a letter, the practitioner’s profile must have an organisation flagged as their postal address. See Practitioner Profile and Organisations

    Create letter > General correspondence

    This letter type has no default content and can be used for a range of purposes.

    1. Select Create Letter, then click General Correspondence.

    2. On the Create Letter screen, enter all of the required details:

      • Subject - include the patient's details (i.e., name) here.

      • Signatory title

      • Letter text

    3. Select Generate.

    The letter is generated and is shown in the Correspondence grid.

    Create letter > Non-compliance

    This letter type is used to notify the prescriber that they have failed to comply with one or more conditions of the authority.

    1. Select Create Letter, then select Non-Compliance Letter.

    2. On the Create Letter screen, enter all of the required details:

      • Select one or more Reasons.

      • If relevant, enter Conditions.

    3. Select Generate.

      The letter is generated and is shown in the Correspondence grid.

      You letter has been generated successfully.

    Attach any digital copy of letters associated with this patient.

    • Date of document - Date the document was created or obtained by the user.

    • Document type - Select from the list.

    • Source

      • Inbound - Received by DDU (Default).

      • Outbound - Initiated by DDU.

    • Sender/Recipient - Either the person or organisation who provided the document, or for whose benefit the document was uploaded.

    • Sensitive - By default, all uploaded documents are flagged as Sensitive. Practitioners cannot view this document in the Practitioner portal, unless the flag is removed.

      Correspondence attached to an organisation cannot be viewed or accessed by practitioners.

    • Choose file - Select a single file to be uploaded. Max size is 4 MB.

    • Drop file here - Drag-and-drop a file to be uploaded.

    • Upload - The document is uploaded to ScriptCheckSA.

      Your document has been successfully uploaded.

      If the document's file type is not allowed, or if malware is detected, the upload is not permitted.

      The document selected is not a permitted file type.

      The document selected did not pass the malware scan and has been rejected.

    • Cancel - The document is not uploaded.

    Edit document details

    Select Edit to modify the document details displayed in the grid.

    If the document was uploaded, all Document Details can be edited.

    If the document was generated by ScriptCheckSA, you can only modify two entries.

    • Document status: To be reviewed, In review, Review completed

    • Sensitive: Remove this flag if you want the document to be displayed in the Practitioner portal.

    When the Status of the authority is changed to Approved, the Authority to prescribe letter is generated and saved in the grid, with the relevant metadata. The Authority approval number and version is appended to the file name.

    View Correspondence

    All correspondence is displayed in the grid in reverse chronological order.

    • Open - Select the Filename to open the attached document (and download it).

    • Edit - Select Edit to modify the document details displayed in the grid.

    • Delete - Select Delete to remove the document from the grid. This only applies to uploaded documents.

    Your document has been deleted successfully.

    Optional

    Notes are visible to other regulators.

    1. Enter your note (up to 1000 characters), then Save.

      The Notes section displays 20 of the most recently added notes, sorted in reverse chronological order.

      Each note displays with a Date/Time stamp and the name of the user who created it.

    2. Select Show more to display all notes.

    A new note can be added to an authority, regardless of its status. Notes can be added after the authority has been approved.

    This grid shows earlier or later versions of the same authority (with the same authority number).

  2. Set the Status to Submit, then Save to create the authority.

    Your authority has been created successfully.

    All authorities display in Authority Search with their current Status. Status is updated when a new Action field is selected.

    If attempting to close an authority without saving, the following message is displayed:

    Are you sure you want to leave this page without saving? Your changes will be lost.

    • Cancel to continue editing the authority.
    • OK to return to the form you started from.