Sterling Area Health Center

Sterling Area Health Center

Policy Name: Tracking of Received and Dispensed Reviewed: 01/06, 02/07, 01/08, 01/09,

Sample Medications 01/10, 01/11, 02/12, 02/13,

Manual: Joint Commission-Medication Management Revised: 03/14

Attachments: Sample Medications Log-In, Next Review: 01/15

Medication Samples Log Out Directions

Responsible Person: Data

Approved: 02/06 Entry Clerk

Received Samples:

A sample medication tracking system also exists for sample medications that have been received via pharmaceutical companies. This system is in the form of a computer log-in/out database in which the following is specified in this order:

· The date the sample(s) were left/received.

· The name of the medication.

· The dosage of the medication.

· The lot number of the medication.

· The medication expiration date.

· Total of samples left.

Dispensed Samples:

A sample medication tracking system exists for sample medications that have already been dispensed to patients. This tracking system is in the form of a computer log-in/out sample database in which the following is specified in this order:

· Date prescription given.

· Name of drug and spelling please.

· Dosage.

· Lot Number – DOUBLE CHECK

· Expiration date

· Amount given to patient

· Person dictating

· Patient name and spelling

· Patient date of birth

In the event of a medication recall by a pharmaceutical company or the FDA, the database can be accessed to obtain names of patients in receipt of the recalled medication so that they may be contacted in a timely manner as well as identifying any samples currently in the Center.

All Sterling Area Health Center staff shall dictate the information specified above each time any sample medications are dispensed to patients.

1. A Dictaphone shall be placed in each lab at both the Sterling as well as the Ogemaw site. The Dictaphone is not to be moved in order to prevent loss of equipment or data. A small orange sticker is on all Dictaphones for identification purposes. The Dictaphone is to be kept away from magnets and extreme cold and heat to prevent damage or loss of information on the tape.

2. A list of specific information to be dictated will be located with the Dictaphone to assist staff.

3. The Dictaphone has gray buttons on the side for play, rewind, forward, eject. Inside the play button is a small red button. When needing to dictate, staff must press the red record button AND play button down together. Staff will see a small red light come on to indicate the Dictaphone is recording.

4. Staff members are to dictate specific information in a clear, concise manner.

5. The Dictaphone and its contents are to be kept in a secured location every day to ensure confidentiality.

The data entry clerk will be responsible for the following:

1. Maintaining dictation equipment, providing extra when necessary.

2. Picking up dictated tapes on a regular basis and adding them to the computerized medication sample log in/out sheet.

3. Daily backup of medication sample log in/out database.

4. Procedural training to staff on dictation process as well as log-in process.

5. Picking up log-in sheets on a regular basis and adding the newly logged in drugs to the computerized medication sample log in/out database.

6. Printing monthly reports for Medical Director for additions/deletions to formulary as indicated at the Peer Review/Provider meetings.

P:\Joint Commission Manual\Medication Management\Tracking Dispensed Sample Medications.doc

Updated: 03/14

Distribution List: PICC, Data Entry Clerk 2