The document details the process and regulations surrounding prescription filling records in a pharmacy, emphasizing the importance of maintaining accurate records for patient safety and regulatory compliance. It defines the content required in a prescription filling record, including patient and prescriber information, drug details, and refill data. Additionally, it outlines procedures for record maintenance, automated data systems, and security measures to protect patient information.

1. HOSPITAL AND CLINICAL
PHARMACY
ASSIGNMENT- 1
TOPIC:
PRESCRIPTION FILLING RECORD
SUBMITTED TO:
Dr. T E G K Murthy
Department of Pharmaceutics
SUBMITTED BY:
A. Sowmya
14101r0041

2. PRESCRIPTION FILLING:
It isthe processof givingoutthe medicinestothe patientsonthe basisof the
prescriptiongivenbythe Physician.
PRESCRIPTION FILLING RECORD:
PrescriptionFillingRecordisthe recordof the original prescriptionandrefill records
whichshall be maintainedforperiodof three yearsandshall be made available forinspectiontothe
representativesof Enforcement, Vigilance,Regulatory andlocal administrative authorities.
OBJECTIVES OF PRESCRIPTION FILLING AND DISPENSING RECORDS:
1) In orderto provide adocumentedevidencethatthe medicineswere dispensedtothe
patientsorauthorizingpersons.
2) To verifystocksinthe pharmacy
3) Theyare neededtotrace any problemsthatmayarise withthe medicinesissuedtothe
patient
CONTENTS OF PRESCRIPTION FILLING RECORD:
A Prescriptionfillingrecordshall be furnishedwiththe followingdetails:
1) Date of issuance:
The date inwhichthe prescriptionwasgiventhe physicianshall be recorded
2) Name and addressof patient:
The contact detailsof the patientshall be recordedandincase of narcotics
or othercontrolledsubstancesthe patientmayhave toprovide any
identificationproof providedbyanygovernmentalagency. The detailsof
authorizingperson(if otherthanpatient)shall sobe recorded.
3) Name , addressandtelephone numberof prescriber:
The detailsof the prescribershall be dulyfurnishedincase the detailson
the prescriptionare notsufficient.
4) DEA Numberof the prescriber:
In case of prescriptionof controlledsubstancesthe DrugEnforcement
Agency(DEA) numbershall be recorded.
5) Detailsof the drug prescribed:
The followingdetailsof the drugshall be recorded:
a) Name of the drug
b) Strengthof the drug
c) Dosage formof the drug prescribedand
d) Quantityof the drug prescribed
6) Refill prescription details:

3. In case of refill prescriptionfollowingdetailsshallbe recorded:
a) Name of the patientorauthorizingperson
b) Date of refilling
c) Quantityof drug (if otherthanoriginal)
d) Stopdate
7) Route of administrationand
8) Directionsforuse
NOTE:
All the detailsthatare furnishedinthe prescriptionfillingrecordare intendedforthe use of
pharmacybut not forany commercial purpose.
DISPENSING RECORDS:
Recordsof dispensingof original andrefill prescriptionsshallbe made andkeptby
pharmaciesforthree yearsandtwo differentwayscanbe used to keepthe recordof dispensing
A) Whenthe prescriptionoritscopy isretained:
 At the time of dispensing,aserial number,date of dispensing,andthe
initialsof the responsible pharmacistshallbe placedonthe face of
prescription.
 The dispensershouldinitialandannotate the prescriptionwithstrengthand
quantitiesdispensed.
 The prescriptionshouldbe filedordetailsonitshouldbe enteredintothe
record as soonas possible.
B) Whenthe prescription isreturnedtothe patient:
 The detailsof medicinesdispensedshouldbe enteredbeforethe itemsare
issued.
 The date,the patient’sdetailsorauthorizingperson’sdetails ,detailso
medicinesshallbe enteredinthe record.
NOTE:
In case of refill prescriptionsatthe time of dispensing
 Date of refilling
 Serial number(orequivalentinthe institution)
 Quantityof the drug (if differentfromthe original)
 Initialsof the pharmacistresponsibleshall be mentioned.

4. AUTOMATED DATA PROCESSING SYSTEMS:
Automateddataprocessingsystems maybe employedinapharmacyif the following
conditionsare met:
(1) The systemhas capabilityof producingdocumentsof all original andrefilledprescription
informationsuchthata regulatoryauthorityisable toexamine the recordandreadthe
information.
(2) The systemshouldbe capable toprintthe informationinthe recordduring
administrativeproceedingsbeforethe board.
(3) The pharmacistwho made the entries inthe systemshouldbe capable of providingthe
documentationof the factthat the informationenteredinthe systemare correct
(4) Whenthe systemisinoperative foranyreasonthenthe pharmacistshouldmaintainan
auxiliary record.Whenthe systemisrestoredthanthe datashouldbe transferredfrom
auxiliaryrecordtothe system.
(5) There shouldannual maintenancecontract(AMC) signedbetweenthe automateddata
processingsystemsupplierandthe pharmacy
(6) A currentversionof druginteractionssoftware isusedandpoliciesandprocedure are
establishedtoaddressoverridingthe software’salertsof anydruginteractions.
SECURITY:
Adequate securityshouldbe providedtothe Patient’sprescriptionordersinorderto
maintainconfidentiality.

5. REFERENCES:
1) NorthCarolinaBoard of Pharmacy : PharmacyLaws and Rules
Rule 2300
2) Washington State Legislature
WACs > Title 246 > Chapter246-869 > Section100