What is USAccess?
USAccess is a website for partners of Americares U.S. Program. It is a web-based, real-time inventory system through which partners can see available inventory, place orders for free medicines and medical supplies, and keep track of their orders and partner information.
BECOMING A PARTNER
Is my organization eligible to become a partner of Americares?
To become a partner of Americares U.S. Program, your organization must be a non-profit or a government health department, serve people under 300% of the federal poverty line (FPL) and have the ability to inventory donations.
Products donated by Americares can only be provided to patients who fall into one of the following categories:
• Uninsured people whose income is ≤ 300% of the federal poverty level (FPL).
• People who are underinsured, specifically those with Medicaid or Medicare coverage, whose income is ≤ 300% of the FPL and have no prescription drug coverage OR cannot afford the prescription co-pay.
o This category also includes people with private insurance whose income is ≤ 300% of the federal poverty level AND cannot afford the prescription co-pay.
How much does it cost to become a partner?
There are no fees associated with becoming a partner or placing orders for donations. Americares covers the cost of shipping, and there are no transaction costs or membership fees.
Can I charge patients for Americares donations?
No. Neither patients nor insurance companies can be billed for Americares donated products. However, it is permissible to charge an administrative fee to cover any costs incurred by your organization in association with dispensing these donations.
Can I return products donated through Americares to the manufacturer for a credit?
No. Products donated through Americares can NEVER be returned to the manufacturer for a credit. Doing so not only breaches your partner agreement with Americares, it also jeopardizes the availability of donated medicines for Americares entire partner network of safety net health care providers.
Important partnership reminders:
· Donations may not be returned for credit.
· Patients may not be charged a fee for donated product
· You must be able to track donations down to the patient level in the event of a recall or adverse event.
How do I become a partner?
Please visit http://usaccess.americares.org to create an account. On the right-hand side of the screen, click on the “Create an Account” button. You will be prompted to create a username and password, and then can begin your organization’s application.
You should receive an email confirming successful submission of your application. If
How should I set up my account if my organization has multiple sites?
If your organization has multiple healthcare delivery sites, and you plan to use Americares donations at more than one, you can set up your account in either of two ways. You can either:
• Set up one account and have all donations shipped to a central location, from where you can distribute the products to each of the sites
• Or set up a different account for each site that will be receiving Americares donations, allowing each site to order and receive shipments independently
Please Note: You may only distribute Americares donations among multiple sites that are operated by the same organization, meaning your sites share a 501c3 certificate. You may not distribute Americares donations to other organizations without prior written approval.
Can my organization partner with Americares if we do not distribute prescription drugs?
Yes. You will complete the application as stated above but will not need to enter licensing information for your Medical Director. You may need to enter placeholder values in these fields to proceed.
What documents will I need to have ready to complete my application?
Before you begin your application, you should have the following documents available and ready to upload as part of your application:
• 501c3 certificate (not applicable for public health departments)
• Medical Professional’s license, if interested in receiving prescription medications
• Healthcare facility license, if applicable
• Pharmacy license, if applicable
How long will it take for AmeriCares to approve my application?
You can expect to hear from a member of the Americares U.S. Program within one week of submitting your USAccess application. Final approval will come only after you have successfully submitted your application and participated in an introductory phone call.
When can I start placing orders?
Once your organization has been approved as a partner, you can immediately begin placing orders through USAccess. Please visit http://usaccess.americares.org to login to your account. Then click on the “Available Products” menu tab.
How often will I need to update my account information?
Upon approval, your account will be active for 365 days. After this time, you will be prompted to update your account and agree to the Medical Professional Agreement, which must be signed by your organization's Medical Director. The Partner Affiliate Agreement expires every 2 years. You can and should update both agreements anytime one agreement expires to avoid your account going back into Expired status. It is imperative that you keep your account up-to-date, especially information pertaining to your shipping address, primary account contact, and any changes related to chief medical personnel (i.e., medical director or pharmacist).
If your medical professional’s license or your pharmacy’s license expires during the 365 days that your account is active, you will be required to update this information before placing any additional orders. You will receive reminders to update any of these items (agreements, medical professional license, pharmacy license) seven days prior to their expiration date.
How do I retrieve a forgotten username and/or password?
Please visit usaccess.americares.org . On the right hand side, under “Log In” there is a link that says “Forgot Password.” Click on that link. On the Forgot Password screen, put in the primary contact’s email address and then click “Request Password.” An email with your username and password will be sent to that email address.
How can I change my password?
To change your password, log into USAccess. Click on the “My Account” tab, and choose “Change Password.” Create and confirm your new password, and then click on
“Save New Password.”
What is my ‘dashboard’?
Your dashboard is the “Home” tab of your account. Once you have successfully logged in, you should see a screen that looks like this:
Your dashboard displays important information relating to orders you have placed. From the dashboard you can pull up the details of orders that are being processed, see which orders have shipped and will require a Detailed Confirmation of Receipt form (DCOR). The dashboard will also display warning messages if your account has expired, or if you have recently updated your account and it has not yet been re-approved.
When I log into my account, my dashboard says that my account is expired or needs to be updated. Why?
There are three reasons your account may have expired:
• It has been more than 365 days since your Medical Director last signed the Medical Professional Agreement of Responsibility and/or it has been 2 years since your Executive Director has signed the Affiliate Partnership Agreement.
• Your organization’s medical professional’s license has expired
• Your organization’s pharmacy license has expired
Your primary contact and/or medical director should receive an email reminder seven days before any of the above are set to expire. Another email, alerting your primary contact that the organization’s account has expired, will be sent the day your account expires. If your account is in expired status, you will still be able to log into your account, see products and update your profile. However, you will not be able to place orders.
To address any of the issues above, you must log into your account and click on “My Account” and then on “Partner Application.” In the application, please update the necessary information. Make sure to save and submit the application. Your primary contact will receive an email upon successful submission, as well as when your account has been re-approved.
If your account says that you are in update status, it is because you have updated your profile and the U.S. Program Team has not yet approved your update. Please allow for three to five business days for this to happen.
Where can I see what products are available to order?
Once you have logged in, you can view what is available to order by clicking on the
“Available Products” tab. The brand name, generic name, NDC, expiration date, units per case, and cases available to your organization will be visible on the page. The page defaults to showing 12 items per page; please make sure to check all pages or switch the “Items per page” to a higher number.
For each item, you can click on the “More” button to the far left. Clicking on this button will provide you with additional information, if available, about each product. The additional information includes drug category, drug sub-category, Rx or OTC classification, and package descriptions, when available.
If you prefer, you can print the entire list of products available. This should allow your organization to review all information at once. The print button is located at the top of the Available Products table, to the right of the “Add to Cart” button.
What is the Available Inventory Snapshot?
As an approved partner, you will receive a weekly “Available Inventory Snapshot” e-mail every Sunday which will include a list of products currently available on USAccess. The purpose of this e-mail is to allow you to see a snapshot of each week’s inventory without requiring you to log in multiple times a week. Please keep in mind that our inventory does change in real-time based on what is available in our warehouse, so it is likely that the “Available Product” tab will not exactly match the “Available Inventory Snapshot” you receive, depending on what has already been ordered.
How do I know how much I’m ordering?
Americares only ships donations at a case level, so it’s important to pay attention to how many bottles or units come in each case you’re requesting. Under the “Available Products” tab, you will see a column called “Units Per Case”. This column lists the number of bottles, packages or units in one case for every product listed. In the case of medications, the number of pills per bottle will generally be included in the product’s generic name. For example, one case of a product with a generic name of “Losartan Potassium 90s USP” and with units per case listed as 12 would include 12 bottles with 90 pills per bottle, or 1,080 individual pills.
How do I submit an order?
In order to select the donation items appropriate for organization:
1. Type in the number of Cases you would like to order in the Order Cases box located on the right hand side of each line.
2. Click the “Add to Cart” button. This will transfer these items into your Shopping Cart.
3. Once you’ve selected all the items you would like to request for your organization, please click on the View Cart tab or the cart icon.
4. This will take you to the Checkout Screen. Here you will be able to make any last-minute adjustments (remove / add additional items) to your order before submitting.
Will I always receive everything I request?
When you place a product in your cart on USAccess, you are placing inventory from our warehouse onto an order for your clinic, so you will almost always receive the full quantity of the product you request. However, there are situations in which a staff member will have to remove certain products from your order before shipment, generally due to approaching expiration dates or donor restrictions. In these situations, a U.S. Program team member will notify you of the change.
How do I know that an order has shipped?
You will receive an email once an order has shipped from our warehouse. This email will contain a review of your order, as well as a FedEx tracking number.
Additionally, once an order has shipped, it will show up on your dashboard under the heading, “Orders requiring shipping confirmation.”
How long should it take an order to reach my organization?
You will receive an email once your shipment has left our warehouse. Included will be a FedEx tracking number so you can track the shipment if you would like. Typically, shipments reach recipient organizations within 3-5 business days from the date on which it left the Americares warehouse.
What is a Detailed Confirmation of Receipt (DCOR)?
Partners are required to complete and submit a DCOR after each shipment is received. By signing the DCOR, your organization confirms that the shipment arrived and notes if anything was missing. DCORs must be completed online, through your USAccess account.
How do I confirm that my shipment has arrived?
To confirm a shipment has arrived, please complete the shipment’s DCOR. To do this complete the following steps:
1. Log into USAccess
2. On your dashboard, please look at the section titled “Shipped Orders Requiring Confirmation”
3. For each order requiring confirmation, please click on the phrase, “Click here to confirm now!”
Please note clicking on the order number will show you the details of the order, but will not take you to the confirmation screen
4. On the DCOR screen, please fill in the number of cases that you received for each item
5. If there were any items missing or damaged, please include that information in the notes column
6. Complete the e-signature at the bottom of the page
7. Click “Confirm Order”
After you have successfully submitted the DCOR, the shipment should show up on your dashboard under the section titled “Completed Orders.”
How can I contact Americares U.S. Program?