P&T News: August 2001
Pharmacy and Therapeutics Subcommittee of the University
Hospital Advisory Committee and the Department of Pharmaceutical
Care
Peer Review Status: Internally Peer Reviewed
DUPLICATE PRESCRIPTION SYSTEM
The Duplicate Prescription System at UIHC is structured to
produce an original and exact copy of the medication order. Under
this system, the Department of Pharmaceutical Care is authorized to
dispense a take-home supply of medication from the copy of the
prescription and return the original prescription to the
patient to obtain continuing supplies in the local community.
The use of other, nonstandard prescription blanks within UIHC is
not authorized.
The "essential elements" of a prescription are depicted in the preceding figure of a UIHC prescription and described below:
A. Patient Name,
Address, Hospital Number, Birthdate, and Date Prescription Is
Written
This information may be transmitted to the prescription by using
the patient's addressograph plate. The hospital number is essential
to ensure that the intended patient receives, and is billed for, the
correct medication.
B. Name and
Strength of Drug
Medications should be ordered by the generic name, not by the
proprietary or trade names. Hospital policy and the Joint Commission
on Accreditation of Healthcare Organizations standards permit the
use of drug name abbreviations in medication orders only if the
abbreviation has been specifically approved by the hospital and it
appears on a published list. "Coined" abbreviations such as HCTZ,
AZT, T3, and ddC are not acceptable medical abbreviations, may be
misinterpreted, and may cause drug errors. Medication orders that
contain nonapproved drug name abbreviations are not valid.
Pharmacists are authorized to withhold dispensing of medications
ordered via nonapproved abbreviations. The approved drug name
abbreviations are provided on the on-line Formulary and Handbook --
-- www.vh.org/Formulary
/Form/16ApprovedDrug.html (see Table 1);
approved medical abbreviations are available at www.vh.org/formulary/Hand/11MedAbbr.html.
A separate prescription blank must be used for each drug prescribed. Multiple prescriptions on a single blank are unsafe and greatly increase the potential for medication errors.
C. Quantity to Be
Dispensed
The quantity of drug to be dispensed should be indicated.
Outpatient prescriptions should be written for no more than a 30-day
supply with continuing supplies to be prescribed as refills. In order
to minimize patient delays, the pharmacist is authorized to round the
quantity dispensed to the nearest available prepackage quantity
(usually a one-month supply) only for prescriptions with refills
authorized.
For Drug Enforcement Administration (DEA) designated controlled substances, including narcotics and anabolic steroids, the quantity should be written in words as well as numbers to prevent alteration of the prescription.
Outpatient Prescription Medication Supply and
Refill Limits
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D. Directions to
the Patient
Clear and concise directions will assist your patient in the
appropriate use of the medication. "Take as directed" should be
avoided. Your patient may forget or confuse verbal directions or
lose a separate note. The Department of Pharmaceutical Care will
complete a patient medication calendar for tapered or intermittent
dosage schedules. The "PRN" designation should include the purpose of
the medication (e.g., PRN sleep, PRN pain).
E. Signature,
Printed Name, Physician Code
In addition to signing the prescription, print your name legibly
below your signature along with your UIHC 4-digit prescriber
code, and indicate your practitioner status by circling the
appropriate initials to the right of the signature line. This will
facilitate communications with health care practitioners throughout
the state who have a need to accurately identify the prescriber, and
it will also decrease the possibility of forgery. Additionally, Board
of Pharmacy rule 657 I.A.C. 8.14(1) requires that the name of the
prescriber appear on the prescription label. If the prescriber's
signature is illegible and the identity of the prescriber is unknown,
the prescription cannot be filled until the prescriber has been
identified. This provision will result in telephone calls to your
department and delays to patients. To prevent illegal drug diversion,
supplies of prescription blanks may not be signed by the prescriber
in advance of use. Prescriptions must only be signed by the
prescriber at the time prescriptions are written for a specific
patient. Physician assistants must also indicate the name of their
supervising physician in the designated space.
F. DEA Number
Your personal Drug Enforcement Administration (DEA) registration
number (or the UIHC DEA registration number for eligible
practitioners) with your personal 4-digit prescriber code must be
included on all prescriptions for drugs classified as controlled
substances. This step is a safety mechanism to prevent prescription
forgery because each DEA number can be checked to verify its
validity. When your DEA number is omitted, it is illegal for any
pharmacy to fill the prescription. Pharmacy does not have a list of
every prescriber's DEA number; therefore, this omission causes your
patient to be inconvenienced until the deficiency is corrected.
Physician assistants and advanced registered nurse practitioners are authorized to prescribe controlled substances after obtaining a mid-level practitioner's registration from the DEA. However, physician assistants are not authorized to prescribe Schedule II substances listed as stimulants or depressants in Iowa.
Application forms for personal DEA registration at UIHC and instructions for completion are available at the Pharmacy Administrative Office, Room CC-101 GH. For additional information, see the on-line Formulary and Handbook -- www.vh.org/formulary/Form/FedDEARegistrationProcess.html.
G. Drug
Allergies
The patient's medication allergies should be specified in this
space on one of the prescriptions for each set of prescriptions. If
there are no known allergies, please check the box next to "NKA." The
pharmacist will obtain or confirm allergy information with the
patient as necessary at the time the prescription is presented to the
Ambulatory Care Pharmacies.
H. Containers
Without Safety Closures
"Childproof" containers with safety closures are used for
dispensing all prescription medications (with limited exceptions) in
accordance with the Federal Poison Prevention Packaging Act of 1970.
You may indicate the need for nonsafety closures for a patient for
whom childproof containers may cause difficulty by checking the
designated box.
I. Refill
Designation
Always circle "no refills" or specify the number of times and/or
the last date the prescription may be refilled. "PRN" is not a valid
refill designation.
Prescriptions may be refilled at the Department of Pharmaceutical Care ONLY if certain criteria are met (click here). Prescriptions for this eligible patient group (excluding controlled substances) may be refilled a maximum of 11 times or for 18 months - whichever is less. Prescriptions for DEA controlled substances in Schedules III, IV, and V may be refilled a maximum of 5 times or for 6 months - whichever is less. Prescriptions for Schedule II controlled substances may not be refilled. State-paper eligible patients may receive a single refill of specific maintenance medications (click here).
J. Indication for
Use
The indication for use should be specified in this space for each
prescription. This information permits the pharmacist to reinforce
physician instructions with the patient and helps the patient
understand the purpose for the medications. Federal regulations
require the pharmacist to obtain information on the patient's disease
state(s) so that appropriate utilization review and counseling can
occur.
| Table 1. Drug Name Abbreviations Approved for Use at UIHC | |
| Abbreviation | Generic Name |
|
Medications |
|
|
ASA
|
Aspirin |
|
Intravenous Fluids* |
|
|
D5W *Note: Other combinations of the above abbreviations may be used. |
Dextrose 5% in water
|
|
Vaccines, Toxoids, Skin Tests |
|
|
BCG Vaccine |
BCG Vaccine |
|
Vitamins |
|
|
Vit A |
Retinol |
|
Standard International Chemical Formulas (e.g., MgSO4, NH2, KCl) are also acceptable. |
|
| Table 2. Dangerous Abbreviations When Prescribing Medications | |||
|
Abbreviation / Dose Expression |
Intended Meaning |
Misinterpretation |
Correction |
|
AU |
Each ear |
Mistaken for OU -- each eye. |
Use "each ear." |
|
BT |
Bedtime |
Mistaken as "BID" (twice daily). |
Use "bedtime" or "hs." |
|
cc |
Cubic centimeters |
Misread as "U" (units). |
Use "ml." |
|
D or d |
Days; doses |
Duration of therapy is misunderstood; unclear whether drug should be given for specified number of days or doses. |
Use "days" or "doses." |
|
D/C or d/c |
Discharge; |
Discontinue Premature discontinuation of medications when D/C (intended as "discharge") has been misinterpreted as "discontinue" when followed by a list of drugs. |
Use "discharge" or "discontinue." |
|
IU |
International unit |
Misread as IV (intravenous). |
Use "units." |
|
o.d. or OD |
Once daily |
Misinterpreted as "right eye" and administration of oral medications in the eye. |
Use "daily." |
|
q.d. or QD |
Every day |
Mistaken as q.i.d., especially if the period after the q or the tail of the "q" is misinterpreted as an "i." |
Use "daily" or "every day." |
|
qhs |
Nightly at bedtime |
Misread as every hour. |
Use "nightly" or "daily at bedtime." |
|
q.o.d. |
Every other day |
Mistaken as q.i.d., especially if the "o" is poorly made and resembles an "i." |
Use "every other day." |
|
ss |
Sliding scale |
Mistaken for "55." |
Spell out "sliding scale." |
|
TIW or tiw |
Three times a week |
Mistaken as "three times a day." |
Don't use this abbreviation. Use "three times a week." |
|
U or u |
Unit |
Read as a zero (0) or a four (4), causing a 10-fold overdose or greater (4U seen as "40" or 4u seen as 44"). |
Unit has no acceptable abbreviation. Use "unit." |
|
x3d |
For three days |
Mistaken for "three doses." |
Use for "three days." |
|
mg |
Microgram |
Mistaken for "mg" when handwritten. |
Use "mcg." |
|
Zero after decimal point (e.g., 1.0 mg) |
1 mg |
Misread as 10 mg if the decimal point is not seen. |
Do not use terminal zeros for doses expressed in whole numbers. |
|
No zero before decimal dose (e.g., .5 mg) |
0.5 mg |
Misread as 5 mg. |
Always use a zero before a decimal when the dose is less than a whole unit. |
|
*Taken from ISMP Medication Safety Alert newsletter, Institute for Safe Medication Practices, May 2, 2001. |
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HANDWRITING LEGIBILITY
Several national organizations, including the American Medical
Association, the Institute of Medicine, the Institute for Safe
Medication Practices, and the Joint Commission for Accreditation of
Healthcare Organizations, have warned healthcare providers about the
association between poor prescriber handwriting and medical errors.
Prescription orders written hurriedly and illegibly force other care
providers to seek order clarifications or inadvertently lead the care
provider to erroneously interpret the order and give medication in a
manner not intended by the prescriber. To avoid errors caused by
illegibly written orders, the following should be observed:
Additional information about safely writing medication orders may be reviewed at the Institute for Safe Medication Practices web site (www. ismp.org).
ELECTRONICALLY GENERATED PRESCRIPTIONS
The INFORMM Patient Record (IPR) allows UIHC prescribers to
generate prescriptions electronically by using the Medication List
function. Prescriptions can be printed out locally or sent
electronically to the ambulatory care pharmacy-of-choice. These
prescriptions maintain the duplicate system (original and copy) that
has been employed at UIHC for nearly 25 years.
Several features of the IPR system are advantageous: 1) prescriptions generated by IPR are later accessible in the patient's profile under Medication List; 2) legibility is clear by virtue of the prescriptions being type-printed; and 3) prescriber signatures are "electronically" provided, therefore also legible. The legibility of both the prescription information and the signature promotes patient safety and convenience for patients and results in fewer follow-up phone calls to prescribers.
The system also affords several security features. In addition to the electronic signature, each prescription has its own printed security number. This number is generated by IPR and can later be entered into INFORMM by a UIHC ambulatory care pharmacist to verify the prescription's authenticity. Additionally, the paper stock used is watermarked. Finally, outside pharmacies may call the Department of Pharmaceutical Care (phone number is provided on the prescription) to verify the authenticity of the prescription.
Prescriptions for controlled substances can be generated by the IPR Medication List function, although electronic signatures are prohibited. Prescribers must provide a handwritten signature on the original portion and on the "copy" portion if refills have been indicated. Controlled substance prescriptions cannot be sent electronically to the ambulatory care pharmacies; rather, they must be printed out locally so that the prescriber can sign them.
DISCHARGE PRESCRIPTIONS FOR INPATIENTS
Prescriptions for discharge medications should be in writing as
all patients must be given the option of taking their prescriptions
to their community pharmacy or having an initial supply filled by the
UIHC Ambulatory Care Pharmacies. This should be determined 24 hours
prior to discharge to allow time for the prescriptions to be filled
at the UIHC Ambulatory Care Pharmacies and returned to the patient's
bedside if the patient chooses this option. Failure to determine the
need to have prescriptions filled at UIHC until the day of discharge
can lead to delays in the patient's discharge and dissatisfaction
with their stay. If prescriptions are filled by the UIHC Ambulatory
Care Pharmacies, the patient will be billed by the hospital for the
medications. The patient is responsible for filing any insurance
claims for these take-home medications.
TELEPHONED PRESCRIPTIONS
All UIHC physicians, dentists, physician assistants, and advanced
registered nurse practitioners may telephone prescriptions for UIHC
clinic patients to the UIHC Ambulatory Care Pharmacies during normal
clinic operating hours. In order to provide optimal service to our
patients and minimize the potential for transcription errors, only
small groups of prescriptions should be phoned to the pharmacy.
Larger groups (more than 4) should be in writing or via the IPR
Medications List function.
The majority of patients being discharged from UIHC will not utilize the UIHC Ambulatory Care Pharmacies as their primary pharmacy and will require a written or verbal prescription for their local pharmacy. Prescriptions for patients being discharged from the hospital must be in writing, as this ensures patients their legal right to choose where to have their prescriptions filled. Should the patient choose to have an initial supply of medications filled at UIHC, the inpatient pharmacist following the patient will review the patient's medication profile and counsel the patient about any prescribed home-going medication therapy at bedside before discharge from the hospital.
Registered nurses and pharmacists acting as an agent of a physician may also transmit prescription orders for clinic patients to the UIHC Ambulatory Care Pharmacies.
UNUSED SUPPLIES OF MEDICATION
Iowa law mandates that for the protection of the public health
and safety, medications that have been dispensed to outpatients may
not be accepted for return, exchanged, or resold. Therefore, the
Department of Pharmaceutical Care may not accept medication returns
or issue credit to patients who request return of unused supplies of
medication. If the patient's reaction to a newly prescribed
medication cannot be anticipated, it may be prudent to initially
prescribe less than a 30-day supply. Continuing supplies may then be
obtained as refills once it is determined that the patient can
tolerate the medication.
SELF-PRESCRIBING CONTROLLED SUBSTANCES
State regulations prohibit practitioners from self-prescribing or
self-dispensing controlled substances and from prescribing or
dispensing controlled substances to members of the practitioner's
immediate family for an extended period of time. This applies to all
controlled substances in all DEA Schedules. Another authorized
prescriber with a valid DEA registration number should write the
prescription for the practitioner or members of his/her immediate
family, and this should be properly documented in the appropriate
medical record.
PRESCRIPTIONS FOR HOUSE STAFF
The UIHC medical care program permits house staff physicians and
dentists to write prescriptions to a maximum of a 30-day supply of
medications as deemed appropriate based upon the package insert, if
medically necessary, for themselves and members of their immediate
family (defined as a spouse or child living with the house staff
member) at no cost. Only medications on formulary may be
prescribed. All prescriptions must be in writing, except in cases of
an emergency. Certain high-cost medications within specific
therapeutic classes may be restricted, requiring a clinical faculty
signature. Self-prescribing of these agents will result in the house
staff member being billed the acquisition cost of the high-cost
medication. All prescriptions must reflect the name of the patient
for whom the medication is being prescribed. Prescriptions will
be monitored for appropriateness.
To minimize waiting time for clinic and discharge patients, house staff are asked to plan ahead so that refills and new prescriptions for nonurgent medications are presented one day and picked up the following day. This will allow Pharmacy staff to fill house staff prescriptions at less busy times.
STORAGE OF PRESCRIPTION BLANKS
To reduce the incidence of theft of UIHC prescription blanks and
to reduce illegal drug diversion, access to UIHC prescription blanks
is limited. Prescription pads and single prescription blanks are
stored only in secure centralized locations (e.g., medical conference
rooms or medication preparation rooms) of the ambulatory care clinics
and inpatient care units. Patients, visitors, and unauthorized
hospital staff members should not have access to these locations.
Prescription blanks must not be stored in patient examination rooms.
Authorized prescribers may carry prescription blanks in their
jacket/coat pockets.
In addition to controlled storage, prescription blanks are serialized, and dispersal of all prescription pads and storage destination is documented by Pharmacy staff. These procedures permit a trace of lost or stolen prescription blanks.
MEDICATION ORDERS WRITTEN BY PHYSICIAN ASSISTANTS AND ADVANCED
REGISTERED NURSE PRACTITIONERS
Physician assistants and advanced registered nurse practitioners
may write medication and treatment orders only when acting pursuant
to policies or protocols approved by the Clinical Service Head and
reviewed and approved by the Professional Practice Subcommittee.
Copies of established protocols shall be provided to the Department
of Pharmaceutical Care by the Clinical Service Heads or the
Professional Practice Subcommittee.
Physician assistants and advanced registered nurse practitioners shall not have the authority to limit substitution or standardization pursuant to Pharmacy and Therapeutics Subcommittee protocols and shall not be authorized to override protocol or restricted drug indications.
For further information on prescribing discharge and outpatient medications, please see the on-line Formulary and Handbook -- www.vh.org/formulary/Form/17TakeHome.html or call the Department of Pharmaceutical Care at 6-2577.
Effective, Thursday, September 13, 2001, products containing the compound dichloralphenazone (contained in headache products such as Midrin® and Migratine®) will be handled as Schedule III-IV-V controlled substances within the UIHC.
This change is being made because dichloralphenazone is now listed in Schedule IV of the Federal Controlled Substances Act. Thereafter, pharmacies and hospitals must follow federal regulations covering C-IV substances for the storage, inventory, and record keeping of dichloralphenazone-containing products. In addition, authorized prescribers must provide a valid DEA registration number for all prescriptions written for dichloralphenazone-containing products. A maximum of five refills may be authorized; if refills are indicated, the prescription expires six months from the date written.
On September 13, floorstocked and patient-specific supplies of acetaminophen, isometheptene and dichloralphenazone capsules will be handled like other C-III, IV, and V controlled substances. These capsules will need to be placed into locked storage, and dose-by-dose accountability maintained for all supplies of this medication.
If you have questions about this change, please contact David Weetman, Assistant Director for Acute Pharmaceutical Care Services (inpatient) or Robert Avakian, Assistant Director for Ambulatory Pharmaceutical Care Services.
Thank you for your assistance and cooperation with this necessary change.
The Ambulatory Care Pharmacies may fill prescriptions for patients with quota state papers for a greater than 30-day supply according to the following guidelines:
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Table 3. Medication Dispensing Limits for Patients in the Indigent Patient Care Program |
|
|
Maximum Supply Limits of Medication Which May Be
Dispensed No more than a 30-day supply of medication will be dispensed for these medications. |
|
|
Medications for the treatment of ACUTE (short-term) medical conditions, including:
|
|
|
Maximum Supply Limits of Medication Which May Be
Dispensed A 90-day supply of maintenance medications may be dispensed for these medications. |
|
|
Medications for the treatment of CHRONIC medical conditions; the patient must be stabilized on a particular drug and dose for at least 30 days. These categories include:
|
|
|
Table 4. State Papers Patients Over-The-Counter (OTC) Medication Formulary |
|
|
Open Formulary
|
Restricted Prescribing
Devices
|