Special Authority eForms

Last updated: January 5, 2023

Most prescribers can now submit Special Authority requests online using eForms. Log in to SA eForms

On this page: What is an eForm | How to use eForms: Community practice users | Health authority users

What is an eForm?

An eForm is an online version of a paper form and has many advantages, such as:

  • Automatic adjudication for some medications
  • Notifications when submissions are received
  • Fields that auto-complete (e.g., prescriber information)
  • Easy-to-see criteria
  • Less back and forth with the SA team due to better accuracy
  • SA request status viewable by patients in Health Gateway

Using eForms is more secure than faxing and generally returns decisions more quickly. For some medications, requests that take as long as 10 days to process when faxed can be approved within hours through eForms.

eForms can be used for all drugs on the SA drug list.

Manual entry of fax numbers: Prescribers currently enter their fax number by hand. If they work at multiple locations, this helps ensure patient medical information is sent to the right location. This extra step for prescribers is for the short term: in the next phase of the project, decisions will be sent digitally, and fax numbers will be a thing of the past.

How do I use eForms?

Community practice users

Pharmacists as well as prescribers or nurse practitioners working in a private community health practice can access SA eForms now. (Pharmacists can request SA coverage when prescribing OTC medications, adapting a prescription, applying for exceptional Plan Z, dispensing vancomycin following a hospital stay, and when working in a clinical setting in collaboration with a prescriber.)

The first step is to enrol in the Provider Identity Portal (PIdP). Providers create a secure digital identity in PIdP, which is a single portal to several provincial health systems and programs. You need the BC Services Card app to enrol.

Step 1: Watch the video tutorial for how to enrol in PIdP

Click to see how to enrol in PIdP

Step 2: Enrol in PIdP

Go to: Provider Identity Portal (PIdP)

Step 3: Watch the video tutorial on how to submit a SAeForm

Click to see how to submit a SA eForm

Step 4: Log in to SA eForms

Go to: SA eForms

 

Electronic medical records (EMR)

Prescribers in community practices will be able to access eForms through their EMR software to submit SA requests. Speak to your EMR vendor for specific information about eForms integration and access. Watch this space and the PharmaCare Newsletter for updates.

Notes

  • If you are requesting exceptional coverage for a medication not on the SA drug list, select "Other" in the Select Medication dropdown in the eForms platform.
  • Unused eForms accounts will be deactivated after 90 days. To have your account reactivated, contact eformsenrolment@phsa.ca

Health authority users

Clinicians or pharmacists associated with a health authority can use eForms. Ask your supervisor about enrolment procedures specific to your health authority.

Steps:

  1. Complete the eForms enrolment spreadsheet (XLS) for an individual or group request. Complete all fields.
  2. Email the completed spreadsheet to eFormsenrolment@phsa.ca. Copy your supervisor or health authority leadership.
  3. Once approved, you will receive an email confirming your access to eForms with a link and instructions. If you submitted a group request, distribute the confirmation to each person.

Step 1: Watch the video tutorial how to submit a SA eForm

First screen of SA eForms video

Step 2: Log in to SA eForms

Go to: SA eForms

Notes

  • If you are requesting exceptional coverage for a medication not on the SA drug list, select "Other" in the Select Medication dropdown in the eForms platform.
  • Unused eForms accounts will be deactivated after 90 days. To have your account reactivated, contact eformsenrolment@phsa.ca
  • Special Authority eForms can not be submitted by prescribers outside of B.C./Canada. Faxes are still accepted

Faxes

You can continue to fax SA requests if needed or if you cannot currently access eForms. However, faxed requests won't be auto-adjudicated and your patients won't be able to readily track the request in Health Gateway. Faxes are also less secure than eForms, take longer to submit, and are adjudicated more slowly.