Yes

FTP BURSAR FILE TO SHS/AIS SYSTEM

Effective Date: 
Wed, 08/03/2011
Reviewed: 
Sun, 08/21/2011
Revised: 
Sun, 08/28/2011
Policy: 

After the Bursar Export Procedure is completed and a file is created to export, the file will need to be transferred to AIS, so the charges can be billed.

Procedure: 

SEE PDF for additional images accompanying text procedure.

On the billing desktop locate the Shortcut to PncImportExport on shs-pnc-fs.ad folder

Attached File: 

HOW TO RETURN PRIVATE CARRIER CHECKS [EXAMPLE/TEMPLATE]

Effective Date: 
Wed, 08/03/2011
Reviewed: 
Sun, 08/21/2011
Revised: 
Sun, 08/28/2011
Policy: 

When the UCSC Student Health Center receives a reimbursement check from a private insurance company such as Kaiser, Blue Shield, Anthem Blue Cross (contracts other than S.H.I.P.) : use the following procedure to return private carrier checks.

UNIVERSITY OF CALIFORNIA, SANTA CRUZ

Attached File: 

CAPS Manual

Effective Date: 
Mon, 07/11/2011

PHARMACEUTICAL REPRESENTATIVES

Effective Date: 
Wed, 09/01/2004
Reviewed: 
Sat, 09/17/2005
Revised: 
Sat, 08/27/2011
Policy: 

Pharmaceutical representatives must check in at the pharmacy unless s/he has a prescheduled appointment with a clinician.

Procedure: 

Pharmaceutical representatives will check in at the pharmacy first and will be introduced to clinicians as needed or directed to a clinician with an appointment. If a representative does not have an appointment, the pharmacist will determine whether there is important information to be shared and if so will contact the DOC for a meeting or will disseminate the information.

The pharmacist may arrange inservices for staff on new products important to our service.

Key Points: 
  • Pharmaceutical representatives need to check in at the pharmacy before entering the clinic.

PHARMACY SECURITY AND ACCESS

Effective Date: 
Wed, 09/15/2004
Reviewed: 
Thu, 08/18/2011
Revised: 
Mon, 11/20/2017
Policy: 

The UCSC Student Health Center Pharmacy is securely maintained in accordance with regulatory requirements. Authorized access is granted only to staff Pharmacists. An alarm system is in place to maintain security when the Pharmacy is closed. The Ancillary Services Director, as the Director of Pharmacy and Pharmacist-in-Charge, is responsible for Pharmacy security.

Procedure: 

Staff Pharmacists have key and Omni-Lock access to the Pharmacy, and are authorized to arm and disarm the security system.

The Pharmacy is locked whenever pharmacy staff is not present in the Pharmacy.

The alarm system is armed at the close of each working day.

C2 controlled substances are locked and accessible by the pharmacists.  Pharmacists perform all the dispensing for C2 items.

In the absence of a staff pharmacist, the Pharmacy is closed.  The student will be directed to an outside pharmacy as necessary.  However, at times throughout the day, the Pharmacist may not be inside the Pharmacy.  Pharmacy technicians staffing the pharmacy may dispense already filled authorized refills and sell Over-the-Counter goods at this time.  All new prescriptions must be dispensed only when a pharmacist is present and available for consultation.

Non-pharmacy licensed SHS staff must be supervised at all times by licensed pharmacy staff. 

Visitors inside the pharmacy will sign-in on the Visitor Log.  Examples include: maintenance, controlled substance pick up, sharps pick up, returns vendor etc.  And this excludes regulary custodial staff and delivery staff.
 

See ABSENCE OF THE PHARMACIST

Key Points: 
  • The Pharmacy is a secured environment.
  • The Ancillary Services Coordinator, the Director of Pharmacy/Pharmacist-in-Charge, is responsible for Pharmacy Security.

PHARMACY CONTROLLED SUBSTANCE INVENTORY

Effective Date: 
Wed, 09/15/2004
Reviewed: 
Thu, 08/18/2011
Revised: 
Thu, 08/18/2011
Policy: 

The pharmacists at the Cowell Student Health Center Pharmacy conduct an inventory of controlled substances annually. This meets the legally required “Biennial Inventory”.

Procedure: 

The inventory is conducted every year.

The “Biennial Inventory” is an exact count of any C-II controlled substanes and C-III through C-V controlled substances.

This is done during annual inventory in June.

This inventory is maintained in the Controlled Substances binder.

Records are kept for a minimum of 3 years.

MEDICATIONS STOCKED OUTSIDE THE PHARMACY

Effective Date: 
Wed, 09/15/2004
Reviewed: 
Thu, 08/18/2011
Revised: 
Tue, 10/07/2014
Policy: 

Medications which are stocked outside the pharmacy are checked monthly by nursing staff for appropriate stock levels and for expiration dates. A monthly log/checklist is used in all areas where medications are stored. The Pharmacy staff fills and documents replacement requests sent from nursing.

Procedure: 

Inventory

Nursing staff conducts monthly inventories of medications stored outside the pharmacy on the monthly log. These areas include the Nurse's Stations, Treatment Rooms, Allergy Immunization &Travel (AIT), the Nurse's Clinic and the Procedure Room.
Inventory levels are checked and additional supplies from pharmacy are ordered on the inventory form by nursing staff if required. The pharmacy staff fills the requisition and documents the transfer of medications.

Expiration Dates

Additionally, expiration dates are checked and any outdated items replaced by pharmacy, upon nursing staff request.

Multiple Dose Containers

Nursing staff will date and initial multi-dose vials when they are first opened. Any multiple use product will be discarded within 28 days (or upon the date of expiration with special manufacturer documentation), if cross-contamination occurs, or at the discretion of the nursing or provider staff.  Note: some multidose vials are used as "singel dose vials".  See policy.

Key Points: 
  • Monthly inspections are done by nursing staff for all medications stocked outside the pharmacy on the monthly log
  • Supplies are ordered from pharmacy by nursing staff if required

MEDICATION REFILL REQUEST

Effective Date: 
Wed, 09/01/2004
Reviewed: 
Thu, 08/18/2011
Revised: 
Wed, 08/20/2014
Policy: 

The Student Health Center facilitates requests for prescription refills from outside pharmacies and for prescriptions previously filled at the Student Health Center Pharmacy.

Procedure: 

A) Outside Pharmacies

  • Faxed or telephoned request may be received by Medical Records, Triage or Pharmacy
  • Requests are routed to Medical Records or the nurse's station
  • The request is sent to the prescribing clinician
  • The clinician determines whether or not to give refills and documents any actions in the medical record
  • The clinician contacts the outside pharmacy with their actions, by a) sending the written request with the documentation, b) sending a new written prescription or c) telephoning the outside pharmacy

B) UCSC Pharmacy

1. SHC Pharmacy patient requests a refill of a prescription written by a UCSC SHC prescriber and none remain (CAPS student patients are referred to CAPS for continuing refills).

In Point and Click

  • The pharmacist review the patient profile to ascertain if additional prescriptions or refills are available
  • If none available, in the patient's "Open Chart", select Encounter Note (far left, bottom) then select PRIMARY CARE - TELEPHONE ENCOUNTER
  • Under "Identifying Information", select NOW, and other information as desired > at Undersignature, in the blue section, choose CLICK HERE TO SIGN, and sign off accordingly, which will let the provider know who originated the request
  • Under REASON FOR CALL, select PATIENT CALLED TO REQUEST PRESCRIPTION RENEWAL
  • In MESSAGE FORWARDED TO, enter who is to receive the request, usually the Charge Nurse
  • Under CLINICAL NOTES, select PRESCRIPTION RENEWAL REQUEST > enter the medication and any other necessary information > select NEW ENTRY if more than one medication is being requested > Directly under the PRESCRIPTION RENEWAL REQUEST, add Undersignature by pressing CLICK HERE TO SIGN
  • Send to the Charge Nurse, who will triage to the doctor on call or the clinician requested (upper right in Text Macro area).  Note - do not check the CREATE CHART REQUEST button
  • Pharmacist can check under Visits/Notes to confirm that the refill message was sent to the nurse / clinician
  • To create a reminder for the pharmacist, select REMINDERS from the patient chart, select NEW and the category PHARMACY and enter a brief note, i.e. refill OC.  We have set up a generic provider "Pharmacist", so that the reminders can be seen under the generic "Pharmacist" provider listing rather than the individual pharmacist
  • The clinician will receive a secure message, which can be viewed by the covering clinician, and while in the patient chart, can elect to renew or re-write the current prescription and send it electronicallly to the Pharmacy
  • If the clinician declines a refill or if there is any other communication to the pharmacist, the clinician may document in the Pharmacy - Telephone Encounter under PLAN, in the Provider Notes chart and forward to the Pharmacist
  • The pharmacist documents the refills in the patient’s profile on the pharmacy computer system; if refills are declined, the pharmacist contacts the patient and documents the declination in the patient notes
  • The UCSC Pharmacy contacts outside clinicians via calls or faxes to request refills
  • The pharmacist documents the refills in the patient’s profile on the pharmacy computer system

C) Clinicians

  • Clinicians will address refill requests, document actions on the medical record and contact the requesting pharmacy with the actions

     (see above)

MEDICATION ERROR REDUCTION

Effective Date: 
Wed, 09/15/2004
Reviewed: 
Thu, 08/18/2011
Revised: 
Wed, 07/12/2017
Policy: 

The California State Board of Pharmacy requires pharmacies and health care facilities to have a Quality Assurance program to study and evaluate prescription errors in order to prevent recurrence of such errors.

The pharmacy abides by established policies and develops new policies or systems in an effort to reduce medication errors.

Any medication error is documented on a Pharmacy Medication Error Report and Review and is reported to the Quality Management Committee. This information is not discoverable.

Procedure: 

The pharmacist reviews every prescription for the following: Name, Date, Drug, Dose, Quantity, Directions, Signature, and Refills.

In addition, the pharmacist reviews the patient profile for drug interactions and/or duplications etc.

Any problems or questions with drug therapy or understandability or completeness of the prescription are addressed with the prescriber prior to filling the prescription.

The pharmacist ascertains that the patient is the one listed on the prescription and is the correct patient in the pharmacy computer system.

The prescription is filled appropriately and the patient receives the prescription, the appropriate paperwork and counseling.

In the event of a medication error (Definition: any variation from a prescription or drug order not corrected prior to furnishing the drug to the patient – generic and dosage form substitutions are not errors), the Pharmacy Medication Error Report and Review is filed. That report contains the name of the patient and the prescriber, the date and the facts. The patient and the presciber are notified of the error. This report is the start of an investigation. All errors are reviewed as soon as reasonably possible, but no later than two business days from date of discovery.

That review includes:

  1. Date, location and participants in the review.
  2. Pertinent data and other information relating to the medication error(s) reviewed.
  3. Documentation of patient and prescriber notification.
  4. Findings and determinations generated by the quality assurance review.
  5. Recommended changes to pharmacy policy, procedure, systems, or processes, if any.

The policy and plan are available and readily retrievable in the pharmacy. The records are kept in the pharmacy and retained for at least one year from creation.

The review is standardized in a format to include the above information (linked) and is presented to the Quality Management Committee periodically.

The review itself may generate changes that may be implemented immediately. Those changes are documented in the review as well.

The Quality Management Committee may also recommend changes. Implementation of those changes is documented on the review when accomplished.

See: Incident Report

Syndicate content