OAR 855-041-1160
Prescription Records and Retention
(1)
Definitions. The following definitions apply to this rule:(a)
An “original prescription” is a prescription maintained in the same physical manner in which a pharmacy first receives the prescription. For example, for a prescription received by the pharmacy in writing on a prescription form, the original prescription consists of the original writing on the prescription form. For a prescription received by the pharmacy orally over the telephone, the original consists of the writing or electronic record that reflects receipt of the oral prescription.(b)
“Filing” and “file” mean the storage of the original prescription in such a manner that the original prescription is safeguarded and readily retrievable.(2)
Every pharmacy and pharmacist-in-charge of a pharmacy must ensure that original prescriptions are properly filed in compliance with this rule.(3)
All original prescriptions shall be filed for a minimum of three years from the date of first dispensing and shall at all times be open for inspection by the prescriber, and the Board of Pharmacy or its duly authorized agent.(4)
After 120 days, the paper prescription may be destroyed and filed in an electronic form if:(a)
The electronic form shows the exact and legible image of the original prescription;(b)
Notes of clarifications of and changes to the prescription are directly associated with the electronic form of the prescriptions; and(c)
The prescription is not for a controlled substance.(5)
This rule is not intended to alter or supersede the recordkeeping requirements of any other federal or Oregon statute or rule, including but not limited to ORS 689.508 (Prescription records), OAR 855-041-1120 (Prescription Refills), and rules related to records for prescriptions for controlled substances.(6)
Unless specified otherwise, all records and documentation required by OAR 855 division 041 must be retained for three years and made available to the Board for inspection upon request. Records must be stored onsite for at least one year and may be stored in a secured off-site location if retrievable within three business days. Records and documentation may be written, electronic or a combination of the two.
Source:
Rule 855-041-1160 — Prescription Records and Retention, https://secure.sos.state.or.us/oard/view.action?ruleNumber=855-041-1160.