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Ministry Status: Activation Status

Drugs and Devices

Special Authorization Digital Information Exchange

Frequently Asked Questions


General

What is SADIE?

SADIE (the Special Authorization Digital Information Exchange) is the portal for submitting Exceptional Access Program (EAP) drug requests for Ontario Drug Benefit (ODB) recipients. SADIE is available to Prescribers (Ontario Physicians and Nurse Practitioners) and their assigned delegates/designates. It is a user-friendly system that is easy to navigate and provides a step-by-step approach to creating your requests.

You can use SADIE to:

  • Submit requests electronically for ALL EAP funded drugs, with a criteria-specific smart form for many EAP drugs and indications
  • Research which drugs are covered for which indications
  • Find out what clinical information is required for each request

How do I login to access SADIE?

Prescribers (Ontario physicians and nurse practitioners) who are registered for GO Secure and have an OHIP billing number are automatically able to access SADIE by visiting www.ontario.ca/SADIE and clicking on the SADIE Login button.

Persons that have been assigned as delegates or designates of a prescriber both, in GO Secure and SADIE, can also access the portal.

For more information and instructions about setting up authorized users in SADIE, see the Quick Reference – How to Set-up a Delegate or Designate guide.

For instructions on how to access SADIE as a prescriber, delegate, or designate, please visit the “Help Accessing SADIE” page on: Ontario.ca/SADIE.

Can I still use fax to submit my EAP Requests?

As we continue to modernize the EAP and transition away from the fax-based process, starting May 5, 2021, prescribers can assign delegates in SADIE who can work on their behalf to create and submit requests to the EAP. You can still submit by fax - all existing channels to submit EAP requests remain available.

We encourage you to submit requests through SADIE, as results have shown 75% fewer requests for additional information, and EAP decision times have been cut by an average of 50% compared to faxed in requests.

Are training materials available?

Yes, the SADIE user guide and a set of quick guides to get you quickly started are available on: health.gov.on.ca/en/pro/programs/sadie/training.

How do I know if my request was successfully submitted?

Once submitted, prescribers and delegates are presented with an option to download/print a copy of the request. When you receive the prompt, this is confirmation that the request was submitted, even if you do not download and/or print the request pdf.

Who can I contact to request new features or provide feedback?

The SADIE Team can be reached at sadie@ontario.ca. The team is happy to hear from you and considers all input when prioritizing new feature development.


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Using SADIE

Which drugs and for which indications can I submit requests through SADIE?

SADIE provides prescribers the ability to submit requests electronically for ALL EAP funded drugs. Some drugs and indications will be presented on criteria-specific smart forms.

I cannot find a saved request in the ‘Request in Progress’ list on the homepage.

Requests in the ‘Requests in Progress’ list or the ‘Requests Ready to Submit’ list that have not been modified within the last 30 days are deleted for patient privacy and security reasons.

I am not able to type dates

Fields requiring a date input can only be entered by opening the calendar control. Click anywhere in a field that contains the calendar icon to select a date.

The SADIE User Guide (Appendix B) has specific instructions on how to use the calendar controls. The guide is available on: health.gov.on.ca/en/pro/programs/sadie/training/.

My practice location information is not correct/needs updating i.e. address, telephone number, or fax number

  1. You can provide updates to the practice location details in SADIE when submitting a request; or
  2. call EAP at 416-327-8109; or
  3. fax the practice location update(s) to 1-888-444-0116.

I am seeing an inactive practice location in my ‘Request in Progress’ list

When the EAP receives notice that a location is no longer valid for use they will inactivate the location.

You will be able to see requests not submitted but associated to these locations. Once you open the request a message will display to let you know to select a currently active site. The inactive locations will no longer appear once this is done.

Note: if you believe the location was inactivated in error please notify EAP by:

  1. call EAP at 416-327-8109; or
  2. fax the practice location update(s) to 1-888-444-0116.

What if a patient does not have a health Card Number?

SADIE allows a prescriber/delegate to submit an EAP request for someone who does not yet have a health card number. However, this will delay the request being assessed. An EAP representative will contact you for more information.

When I select a drug, why are some indications bolded?

After selecting a drug, certain indications will be bolded and at the top of the list. The bolded items are the indications most commonly associated with that drug. This may be as a result of the EAP reimbursement criteria associated with that drug and indication pair.

Note that for the best experience, and to access criteria-specific smart forms where available, users should select a value from the Drug and Indication drop-down fields and select it by clicking on the drug and indication name.

Can I only select from the drugs and indications in the lists?

You may search for a drug by entering the brand name, generic (chemical) name or Drug Identification Number (DIN). As you type, any drugs matching your input will show in the list, and you must select the relevant drug.

Note that regardless of whether you enter a brand or a DIN, the generic (chemical) name of the drug is what appears and must be selected.

If the item you are looking for is not in the list, you can type it in without selecting from the drop down.

I changed the drug and/or indication selected and now do not see the reimbursement criteria or questions I was expecting.

To change the drug and indication and see the reimbursement criteria and appropriate questions for your revised selection, you must always click the (x) at the right-hand side of the field to clear the previous information before entering your new drug and indication selection.

Click the ‘x’ and re-enter the drug and indication of choice.

How can I update information submitted in a SADIE request (e.g. data entry error or missing information)?

The current release of SADIE does not allow updating information that has already been submitted.

Please submit new information by fax to 1-888-444-0116 quoting the ‘EAP request number’, which can be found in the top right section of the PDF generated when you submitted the request.

Can I submit a request to SADIE through my EMR?

We continue to develop and add new capabilities and functions to SADIE. The prioritization of new features is informed by our users’ input.

We have heard that EMR integration, accessing EAP decision letters in SADIE, viewing previous and pending requests online, and auto-adjudication are key features for SADIE that will allow prescribers to focus on patient care and ensure Ontarians have access to life-saving drugs as quickly as possible. These are on our SADIE roadmap and are being worked on to be released in the future.

I forgot to download a copy of what was submitted

Contact 'EAP Operations’ on 1-866-811-9893 or local 416-327-8109 > EAP = option 2

Why have I started to receive email notifications about SADIE, and why am I receiving them if I did not work on a request?

Beginning in May 2021, SADIE users (prescribers, delegates and designates) are receiving email notifications, sent to their GO Secure email accounts, to notify them of actions requiring their attention. If there is a practice location email address for the prescriber that is different from their GO Secure email address, the email notification is sent to both email addresses. Designates receive email notifications if they are currently assigned to the practice location identified on the request, regardless of who worked on or submitted the request.

How can I turn off the email notifications I am receiving, or select who receives them?

The ability to customize which notifications you receive is not currently available. To limit the number of emails that users receive:

  • Designates only receive notifications when a prescriber/delegate has submitted a request, when they are currently assigned to the practice location identified on the request.
  • Prescribers/delegates only receive notifications when a designate has sent them a request and it is available in the Ready to Submit list.

Who receives email notifications when a request is submitted to the EAP?

Notifications are emailed to designates when a prescriber/delegate has submitted a request. Designates are only notified if they are currently assigned to the practice location identified on the request.

Who receives email notifications when a request is sent to the prescriber to review and submit to the EAP?

Notifications are emailed to prescribers/delegates when a designate has sent a request to a prescriber and the request is available in the “Ready to Submit” list to review and submit to the EAP.

I received an email notification that a request is Ready to Submit. Why don't I see the request when I log into SADIE?

If another user has already submitted the request, it will not be found in the “Requests Ready to Submit” list. In a future release of SADIE, the submitted request will be found in the “Submitted Requests” list.

What email addresses are used for email notifications for prescribers, delegates, and designates?

SADIE uses the following email addresses to send notifications to users:

  • Prescriber – uses the prescriber’s GO Secure email address and the request's practice location email address if different from the GO Secure address
  • Delegate – uses the delegate’s GO Secure email address
  • Designate – uses the designate’s GO Secure email address

Note: If there is a practice location email address for the prescriber that is different from their GO Secure email address, the email notification is sent to both email addresses. If there are no email addresses available, an email notification cannot be sent.


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Delegates and Designates

What is the difference between a delegate and a designate?

Both have been assigned by a prescriber to assist with EAP requests.

A delegate can:

  • Submit requests to the EAP on behalf of the prescriber
  • Create requests for any practice location
  • View and edit any requests in the 'Requests in Progress' and 'Ready to Submit' lists
  • Update practice location details, and add new practice locations
  • Set-up other delegates or designates

A designate can:

  • Create requests for any practice location you authorize them to access
  • Send requests to the prescriber that are ready for review (i.e. move them to the 'Ready to Submit' list)
  • View and edit any requests in the 'Requests in Progress' and 'Ready to Submit' lists for those practice locations
  • Update practice location details

How do I set-up a delegate or designate?

See the SADIE Adding a New User process flow for an overview.

Setting up a SADIE delegate/designate to use SADIE is a two-step process. Both steps must be taken before they can access SADIE on behalf of a prescriber.

The first step, for prescribers only, is to register the delegate/designate to use the GO Secure website, required to access the SADIE service (see Chapter 12 in the SADIE User Guide ).

The second step, for delegates that have been set-up (or prescribers) is to add a delegate's/designate’s profile into SADIE (see Chapter 13 in the SADIE User Guide).

I received an automated email from GO Secure stating “My designate has accepted the designation”. It includes directions to set-up permissions. Do I need to set-up permissions in GO Secure?

Prescribers are not required to set-up additional permissions for delegates or designates to use SADIE.

The GO Secure registration process for setting up a designee is complete when a prescriber receives the automated email with the subject “Designate has confirmed access/Désigné a confirmé l'accès”.

The next step is to proceed to SADIE to set-up designate/delegate access if you have not done so already.

Can I set-up an individual at a PSP/DAN as a delegate or designate?

Yes, follow the instructions in the Quick Reference – How to Set-up a Delegate or Designate for SADIE document available at health.gov.on.ca/en/pro/programs/sadie/training.

To ensure the protection of a patient’s personal health information, and to support the prescriber workflow of having a PSP or DAN assist with EAP requests, a prescriber may want to create a unique practice location for each PSP/DAN. By creating PSP/DAN specific practice locations, it will limit what the PSP/DAN designate can access to only those requests supported by their specific PSP/DAN. Delegates can view requests in progress for ALL practice locations.

Instructions on setting-up a practice location for a PSP/DAN are found in Chapter 13 of the ‘SADIE User Guide’.

Is there a limit to the number of prescribers a delegate or designate can work on behalf of?

There is no limit. A delegate or designate uses their one GO Secure account with as many prescribers as necessary. The prescriber must first authorize the delegate or designate in GO Secure and add their profile into SADIE before they can prepare and/or submit requests on their behalf. Similarly, there is no limit to the number of designates and delegates a prescriber can authorize to work on their behalf.

Are delegates and designates able to view details and the status of a request?

A designate can see requests that are ‘in progress’ by any user, including drug, indication and clinical details for practice locations prescribers have given them access to.

A delegate can see requests that are ‘in progress’ by any user, including drug, indication and clinical details for all of a prescribers practice locations.

Once submitted to the EAP, the requests are no longer viewable in SADIE. Responses to requests (Approval/Rejection letters) are faxed only to the prescriber.

What can a delegate do?

Delegates are in essence the prescriber, although the accountability/responsibility of the actions of the delegate designate reside with the prescriber. A SADIE delegate can create requests for any practice location and submit them to the EAP on behalf of the prescriber.

They can view/edit any requests in the 'Requests in Progress' and 'Ready to Submit' lists, and they can update existing practice location details and add a new practice location. They can also set-up other delegates or designates in the SADIE portal.

What can a designate do?

The accountability/responsibility of the actions of the designate reside with the prescriber. A designate can create requests for any practice location you authorize them to access and they can send requests to the prescriber/delegate that are ready for review (i.e. move them to the 'Ready to Submit' list).

They can view/edit any requests in the 'Requests in Progress' and 'Ready to Submit' lists for those practice locations. A designate can also update existing practice location details.

Can any SADIE user update and complete a request started by another SADIE user?

Designates can update requests associated with any practice location they are assigned to, even if created by another SADIE user, until the request is submitted to the EAP by the prescriber/delegate.

Delegates and prescribers can update requests associated with any practice location, even if created by another SADIE user, until the request is submitted to the EAP.

How can a designate track the status of a request?

Currently, to track the status of an EAP submission users must contact the EAP. However, in the future, the status of a request, decision, and response letters will be available within SADIE.

How is the outcome of a SADIE request communicated to a designate/delegate?

Currently decisions are communicated to the submitting prescriber by fax at the number provided by the prescriber. In the future, the outcome (decision and response letter) will be available within SADIE.

How will my designate/delegate know that I have set them up?

Currently, prescribers must communicate with new SADIE users that have been set-up, to let them know they can log in. In the future, email alerts will be sent automatically to new users to let them know their SADIE account has been created and that they can log in.


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Set-up and Troubleshooting

Do I need special software to use SADIE?

SADIE is accessible through your web browser, and no unique software is required. You can also use SADIE on your smartphone or tablet. Note, if using large font display on a smartphone or tablet, in some cases SADIE message text may not appear properly. In these cases, viewing the screen in Landscape mode versus Portrait will often resolve the issues.

We also recommend you use an up-to-date version of Google Chrome (web browser) for accessing SADIE. Other browsers, except Internet Explorer, are also supported; however, using an older version of a browser may lead to unexpected behaviour and may impact your ability to submit a request.

The system is telling me required information is missing on the ‘Review’ tab?

On the ‘Review’ tab, the system identifies any required responses that were not provided in the clinical information section – ‘Details’ tab. Click on the yellow highlighted warning, and SADIE will take you to the incomplete field.

For clinically relevant questions on the ‘Details’ tab, you can still submit the request even when required values are not provided. However, you will be prompted to provide a rationale for why these questions were not answered.

As a prescriber, I have logged onto GO Secure and selected SADIE from the drop-down and the ‘Access Service’ button, and the system says, “Access Denied.”

As a prescriber, ensure that you have logged into GO Secure using your own GO Secure ‘solo provider’ account versus different GO Secure credentials, such as a Group account. It is possible that your password for your GO Secure account has expired and you may need to reset the password using the link on the GO Secure login screen.

Once logged into GO Secure with your own credentials, you should have the option to select the SADIE service from the drop-down.

If you need assistance regarding this process, please contact Inquiry Services.

Where can I obtain my unique identifiers for GO Secure, to access SADIE?

Physicians will find their two unique identifiers in their OHIP Billing Number Confirmation letter. Nurse practitioners do not receive two unique identifiers when registering with the Ministry.

Nurse practitioners and physicians that require the unique identifiers for SADIE access can send an email to ProvideRegistration.MOH@ontario.ca or Fax 613-545-5848 to request their unique identifiers.

Why do I see a message “Access Denied” when I try to log into my GO Secure account?

Ensure that you have not bookmarked the GO Secure page directly. Instead, bookmark the SADIE Homepage Ontario.ca/SADIE and select the SADIE Login button or access directly at: www.ebse.health.gov.on.ca.

As a designate, when I try to log in, why do I get a message that says, I am “unable to access SADIE?”

In order for you to access SADIE, the prescriber you are working on behalf of must add you as a designate under their GO Secure account and add you as a delegate or designate in the SADIE portal.

To resolve set-up issues visit the ‘Help Accessing SADIE’ page.

If you need assistance regarding this process, please contact Inquiry Services.

Why do I receive a message that I cannot submit?

Users with certain license conditions will not be able to submit requests through SADIE. The restrictions are:

  • Deceased
  • Retired
  • License suspended

A person logging in under a profile with one of the above license restrictions will be able to login and create a request but will be prevented from submitting. If you believe this is not correct, contact Provider Registration to update your information at ProviderRegistration.MOH@ontario.ca or fax to 613-545-5848.

To submit your EAP request while this is being addressed, please continue to follow the existing fax process using the standard form.

If I have issues using SADIE who do I contact?

Contact the Helpdesk at 1-800-262-6524 (after the language prompts, press 4-4-1), or via email at SSContactCentre.MOH@ontario.ca.


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Help using SADIE

If you need help related to the SADIE portal please see the SADIE Training Aids.

For technical difficulties, please call the Help Desk
1-800-262- 6524 or
email SSContactCentre.MOH@ontario.ca.

 

Feedback or Suggestions?

Feedback is appreciated and suggestions will help inform future SADIE features.

Please email us at SADIE@ontario.ca. If you would like to receive updates and newsletters, please subscribe to our mailing list.

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