OAR 855-041-3030
Central Fill - Records
(1)
The recordkeeping requirements in OAR 855-041-3005 (Central Fill - Purpose and Scope) through 855-041-3045 (Central Fill - Prohibited Practices) are in addition to the requirements of other recordkeeping rules of the Board.(2)
Each recordkeeping system must include quality improvement program documentation.(3)
Unless otherwise specified, all records and documentation required by OAR 855-041-3005 (Central Fill - Purpose and Scope) through 855-041-3045 (Central Fill - Prohibited Practices) 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, after one year, in a secured off-site location if retrievable within three business days. Records and documentation may be kept in hard copy, electronic copy, or a combination of the two.(4)
Each pharmacy must be able to produce an audit trail which identifies each prescription process in their pharmacy.(5)
The primary pharmacy shall maintain the original prescription for a period of three years from the date the prescription was filled.(6)
The primary pharmacy must maintain records that:(a)
Identify by prescription or drug order, the name or unique identification code of the pharmacist who performed the drug utilization review. Identify by prescription drug order the pharmacist or technician that transmitted the prescription drug order to the central fill pharmacy. These records may be maintained separately by each pharmacy and pharmacist or technician or in a common electronic file, as long as the data processing system is capable of producing a printout that lists each function performed by each pharmacy and pharmacist or technician, and identifies the pharmacist or technician who performed each function;(b)
Document the date the filled prescription was received from the central fill pharmacy and the name of the person accepting delivery.(7)
The central fill pharmacy must maintain records that:(a)
List the name, address, telephone numbers, and all license and registration numbers of the pharmacies involved in centralized prescription filling; and(A)
Document verification of each license and registration; and(B)
Document the name of the individual responsible for verification of licensure and registration status.(b)
Track the prescription drug order during each step in the filling process and identify the name, initials, or unique identification code and specific activity of each pharmacist or pharmacy technician who performed any portion of the process including transmission, filling, dispensing and delivery of information.(A)
The date the prescription was received by the central fill pharmacy;(B)
The name and address where the filled prescription was shipped;(C)
The method of delivery (e.g., private, common, or contract carrier).
Source:
Rule 855-041-3030 — Central Fill - Records, https://secure.sos.state.or.us/oard/view.action?ruleNumber=855-041-3030.