Subscriber Onboarding

Summary of key components of prescriber onboarding

• EMGuidance Script prescriptions are generated electronically and authorised using an Advanced Electronic Signature (AES).
• AES ensures that each prescription meets legal standards for electronic prescribing, in line with Regulation 33 of the Medicines and Related Substances Act 101 of 1965 (Appendix A).
• To sign prescriptions with an AES, prescribers must obtain an AES certificate from an accredited certificate authority.
• EMGuidance Script partners with TrustFactory, accredited by the South African Accreditation Authority (SAAA), to issue these certificates.
• The cost of linking the AES certificate and signing prescriptions is included in the doctor’s EMGuidance Script subscription—no additional charges apply to the prescriber.
• All steps to acquire the TrustFactory AES certificate are completed directly on the TrustFactory website.

• Log in to EMGuidance using your credentials or create a new account to start the onboarding process.
• New users receive immediate access to the portal; however, your registration will undergo standard verification by the support team. 
• Complete the checkout process on a web browser or mobile device as prompted. After successful subscription, expect a welcome email from Chargebee containing a link to the onboarding guide.
• For an optimal onboarding experience with TrustFactory, use the Chrome browser.
• Once subscribed, follow the guided steps to provide your professional and practice information on both the EMGuidance Script website and mobile app.
• In the “Professional information” tab, enter your qualifications as you prefer them to appear on your prescriptions.
• Within the “Practice Information” section, add your practice details. If your subscription permits, you may add multiple practices. If you do not have a practice number, you can enter your MP (Medical Practitioner) number. Please note:
  • A practice number is not required for scripting under the Medicines and Related Substances Act.
  • A practice number is required if a pharmacy will claim the script from a medical scheme, as per the Medical Schemes Act.
• If you use a billing system or electronic health record (EHR), set up a connector in the “Practice Information” section. Current integration options include GoodX web, Vericlaim, and Cliniko. Enter the relevant credentials as prompted. These configurations may be updated to formal integrations in the future.
• For enhanced security, set up your six-digit passcode under the “Enhanced security” tab. After signing your first script each day using your 2FA (two-factor authenticator) app, this passcode enables you to sign scripts for the following 12 hours.
• If you forget your passcode, request a reset from the script support team.

Shared Practice

• Before scripting, doctors must add at least one practice to their EMGuidance profile. You can create a practice using either your BHF practice number or, if not available, your HPCSA MP number.
• To enable collaborative access to patient profiles, a shared practice can be established: one doctor adds the practice details and selects “Create Shared Practice,” then shares an access code.
• Colleagues can join by entering the PR number and the access code. Full access to patient profiles under the shared practice is granted after a script is signed. If a doctor leaves a shared practice, they retain access to patients for whom they have scripted or created the initial record.

TrustFactory Advanced Electronic Signature onboarding

At the top of the script page, you will see a prompt to claim your AES certificate through TrustFactory. You can also access this process via the Enhanced Security tab in your profile.

• To begin, access TrustFactory through the EMGuidance site to ensure your order is linked correctly. Register or log in to TrustFactory, noting these credentials for future use—your TrustFactory email may differ from your EMGuidance profile email. Although TrustFactory may show a cost, EMGuidance Script covers all certificate fees.
• Verify your email and create an order using your full legal name (exactly as on your ID, without titles). Enter your contact number—the CCD courier will use this for your in-person verification appointment.
• For identity verification, upload a photo of your ID (JPG or PDF). Foreign doctors must provide two types of identification (e.g. driver’s license and passport). Next, complete a video recording following the on-screen instructions: read your full name, recite a displayed number, and show your ID clearly to the camera.
• Download a free 2-factor authentication (2FA) app like Google Authenticator or Twilio Authy if you don’t already have one. Then, follow TrustFactory’s steps to create your Cumulokey, scan the QR code with your 2FA app, and enter the one-time passcode (OTP). Be aware the OTP changes regularly; ensure you use an up-to-date code. Name your Cumulokey for easy identification and download backup codes for safe storage—these are essential if you need to reset your 2FA.
• Complete your personal details as requested. If you continue with TrustFactory outside of EMGuidance in future, this certificate remains valid. Finally, generate your Certificate Signing Request (CSR) and confirm your 2FA app by entering the latest OTP.
• TrustFactory will schedule a courier visit for in-person identity verification—have your ID and TrustFactory order number ready. The process is quick and ensures compliance for secure, legally valid electronic prescribing.