Compilation of Rules and Regulations of the State of Georgia › Department 480 - RULES OF GEORGIA STATE BOARD OF PHARMACY › Chapter 480-27 - REQUIREMENTS OF A PRESCRIPTION DRUG ORDER WHEN UTILIZING A COMPUTER OR OTHER ELECTRONIC MEANS › Rule 480-27-.05 - Record-Keeping When Utilizing an Automated Data Processing System

Current through Rules and Regulations filed through June 27, 2024
In order to comply with the record keeping requirements of this
				Chapter, an automated electronic data processing system may be utilized for the
				record keeping system if the following conditions have been met:
(a) Except as otherwise provided herein, all
			 original prescriptions, those hard copies written by a practitioner, telephoned
			 to the pharmacist by a practitioner and reduced to writing, or sent via
			 facsimile machine or other electronic means must be retained as a permanent
			 record for two years in the usual consecutively serial numbered prescription
			 file. Any refill information subsequently authorized by a practitioner must be
			 maintained in the manner required by O.C.G.A. §
								26-4-80(e).
(b) The system shall at a minimum produce
			 sight-readable records for all dangerous drug and controlled substance
			 prescriptions filled or refilled during each 24-hour period. The term
			 "sight-readable" means that a representative of the Board or GDNA shall be able
			 to immediately retrieve and examine the record and read the information during
			 any on-site visit to the pharmacy. For purposes of off-site audits and review,
			 a separate copy of any sight-readable hard-copy printout or electronic readable
			 file (such as a PDF file) of each daily record shall be made available to a
			 representative of the Board or GDNA upon verbal request by that representative.
			 These daily prescription records can:
1. Be
			 generated as hard-copy print-outs at least once weekly, separated into each
			 24-hour period, by the pharmacy and maintained for at least two years after the
			 last date on which the prescription was filled or refilled. If a hard-copy
			 printout of each day's filled and refilled prescription is generated, that
			 printout shall be verified, dated, and signed by the individual pharmacist who
			 refilled such a prescription order. The individual pharmacist must verify that
			 the data indicated are correct and then sign this document in the same manner
			 as he would sign a check or legal document (e.g., J.H. Smith, or John H.
			 Smith). This document shall be maintained in a separate file at that pharmacy
			 for a period of two years from the dispensing date; or
2. Be maintained electronically. The
			 computers on which the records are maintained may be located at another
			 location, but the records must be immediately retrievable as hard-copy
			 print-outs or viewing on a computer monitor set aside for such viewing at each
			 individually registered pharmacy upon a verbal request by a representative from
			 the Board or GDNA. The computer software must be capable of printing out or
			 transferring the prescription records in a format that is readily
			 understandable to the representative for the Board or GDNA at the registered
			 location. Prescription records must also be sortable and retrievable by
			 prescriber name, patient name, drug dispensed, and date filled. When utilizing
			 electronic daily prescription fill and refill records, each pharmacy shall
			 maintain a bound log book, or separate file, in which each individual
			 pharmacist involved in such dispensing shall sign a statement each day,
			 attesting to the fact that the prescription information entered by him or her
			 into the computer that day has been reviewed by him or her and is correct as
			 shown. Such a book or file must be maintained at the pharmacy employing such
			 software for a period of two years after the date of dispensing the
			 appropriately authorized refill.