APPENDIX II

Devon DAAT Standard Operating Procedure for Transit and Storage of FP10 Prescriptions

Purpose of the SOP

To ensure that all FP10 prescriptions are sent from the prescribing agency and received and stored safely within the pharmacy. This SOP will ensure a system that tracks the journey of the prescription and closes the loop between the prescribing agency and the pharmacy.

Background

FP10 prescriptions go missing between the prescribing agencies and the pharmacies. There has not been a system to monitor the frequency of missing prescriptions and the circumstances. In reality the majority have been “mislaid” within the pharmacy.

Within DPT

  • The designated worker within DPT will ensure that Prescriptions are printed, signed, recorded and posted within a working week.
  • All prescriptions will be safely stored within a central file that is kept locked away when not being used.
  • Prior to posting each pharmacy will receive a fax (or email when all pharmacies have access to NHS.net) clearly stating the number of prescriptions being sent that week. The list will include the prescription number, start date and a column to tick off receipt
  • All prescriptions will be posted, by recorded delivery, on the same day that the fax is sent
  • If a pharmacist notifies that either a single prescription or batch of prescriptions has not arrived after 3 working days the designated worker will check with the postal service the progress of the prescription
  • The designated worker will also ensure that the prescription(s) are not still within the agency. If this is the case then the prescription(s) will be sent out immediately along with a fax. If the prescription did not arrive the provider agency missing prescription procedure will be undertaken and the DAAT missing prescription form will be completed and returned to the DAAT Clinical Lead
  • The original prescription(s) will be cancelled and new prescriptions sent following the SOP
  • If the prescription has been shown to arrive at the pharmacy then the pharmacy must be notified of the date and time of arrival and the name of the person who signed for the prescription(s). The pharmacy will be advised that the prescription is within the pharmacy
  • In the event that a pharmacy receives a prescription that is not on the list the designated worker will clarify whether the prescription should have been on the list, in which case an amended list will be faxed, or whether the prescription has been sent to the wrong pharmacy. In this case the correct pharmacy will be notified immediately and arrangements will be made to transport the prescription to the correct pharmacy.
  • A record of all confirmed missing prescriptions must be sent to the DAAT Clinical Lead within 5 working days of confirmation as missing.

Within Shared Care GP Practices

Not Yet confirmed

Within Pharmacies

  • A nominated worker within the pharmacy will be responsible for the receipt and safe storage of prescriptions. This may be the pharmacist, however a dispenser or senior member of counter staff may be more appropriate as the worker will need to be in the pharmacy on a permanent, full time, basis. It would be useful to have a deputy to cover annual leave and sickness etc
  • The nominated worker will take receipt of the checklist fax (or email when NHS.net is in place in all pharmacies) and will ensure that it is kept in the designated safe place where the prescriptions are stored, e.g. a file within a locked filing cabinet
  • Prescriptions should be received within 3 working days of the fax.
  • When received, each prescription should be checked against the list and ticked off
  • The prescriptions should be placed in the designated safe place along with the checklist
  • If any prescriptions are missing or the batch is not received within 3 working days then the prescribing agency must be informed
  • A check will be made to ascertain whether the prescription was actually posted, if there has been a loss within the postal system or whether the prescription had been signed for at the pharmacy.
  • If the prescription is still at the prescribing agency it will be sent out immediately. If the prescription has been lost in transit the prescription will be cancelled and a replacement sent out following the SOP. The prescribing agency will follow its procedure for missing prescriptions. If the prescription has been received by the pharmacy you will be notified of the time and date of receipt and who signed for it. If this is the case checks will need to be made within the pharmacy to locate its whereabouts. If the prescription is still missing after all checks are made the prescribing agency will cancel the prescription and issue a replacement. The pharmacies internal missing prescription process should be implemented at this point.
  • All confirmed losses will be reported to the DAAT Clinical Lead via the prescribing service
  • The PCT Alert Team will be notified of any lost scripts via the usual route
  • All prescriptions will remain in the designated safe place unless being dispensed from and until the prescription is completed and forwarded on from the pharmacy
  • In the event that a prescription is received that is not on the checklist the prescribing agency must be contacted to clarify whether the prescription should have been included on the list, in which case an updated checklist will be faxed or whether the prescription should have gone to another pharmacy. If this is the case the prescribing agency will make arrangements to transport the prescription to the correct pharmacy

The DAAT Clinical Lead will investigate all confirmed missing prescriptions and will report the circumstances to the Primary care Services Group on a quarterly basis. Any actions and recommendations will be passed back to all appropriate agencies

DRAFT - Devon DAAT

Missing Prescription Form

Prescription Number
Date Posted
Sent Recorded Delivery / (please tick) Yes No 
Date Notified as Missing
By Whom
Was the prescription received by the pharmacy? / (please tick) Yes No 
If Yes, what date was it received?
Was this:
(please tick) / A single prescription / 
A single prescription within a batch / 
A batch / 
Where was the prescription lost?
(please tick) / In the Prescribing Agency / 
Between Post Office and Sorting Office / 
Between Sorting Offices / 
Between Sorting Office and Pharmacy / 
After receipt in the Pharmacy / 
Not known / 
Other (please state)

-- Form continues overleaf --

What has been done to try to recover the prescription?
Has a replacement prescription been sent? / (please tick) Yes No 
If Yes, what date was it sent?
Date Received
Date form sent to the DAAT
Date Received at the DAAT
Comments
Date of Primary Care Services Group
Outcome
Signed (chair of PCSG)