Ohio Administrative Code › Title 3364 - University of Toledo › Chapter 3364-35 - Bartering Agreements › Section 3364-35-08 - Pharmacy reconciliation - sports medicine

Current through all regulations passed and filed through July 1, 2024
(A) Policy statement
The director of pharmacy at the university of Toledo medical
				center in collaboration with the head team physician in the department of
				intercollegiate athletics will ensure that all pharmaceuticals are properly
				stored, inventoried, documented and disposed of in accordance with pertinent
				rules of the Administrative Code of 
				Ohio state board of pharmacy.
(B) Purpose of policy
The purpose of this policy is to outline appropriate
				documentation and compliance with university of Toledo ("UT") policies
				regarding pharmaceuticals stored at university of Toledo athletic training
				facilities and approved medication sideline bags.
(C) Procedure
(1) Supervision. The
			 head team physician in consultation with
			 pharmacy will be responsible for the oversight of all medications housed
			 in pharmaceutical cabinets at savage and larimer. Oversight also includes three
			 approved sideline bags used for administration of single doses of medications
			 needed on the sideline or at away competitions.
(2) Access to the cabinets. The
			  head team
			 physician in consultation with pharmacy will be
			 responsible for ensuring that only individuals permitted by law will have
			 access to the pharmaceutical cabinets. Pharmaceutical cabinet keys will be
			 authorized for physicians and pharmacists and can be used by a pharmacy
			 technician who is assigned to restocking. At no
			 time should a student athlete have access to keys for the pharmaceutical
			 cabinets. Athletic trainers, under the direct supervision of a team physician,
			 can be asked to assist with opening the cabinet and the medication dispensing
			 process but the physician must be responsible for the oversight of the
			 dispensing. The head team physician and director of
			 pharmacy are responsible for the keys that access the pharmacy cabinets.
			 Should a physician, or pharmacist who has been assigned keys to the
			 pharmaceutical cabinets no longer need access, the director of pharmacy and
			 head team physician will be responsible for retaining those keys.
(3) Inventory expiration. The director of
			 pharmacy or a designee from the department of pharmacy will perform monthly
			 inventory and expiration date checks of the pharmaceutical cabinets at savage
			 and larimer. At the time of restocking sideline bags, expiration dates will be
			 checked. Inventory counts may be performed more frequently during periods of
			 high clinic utilization.
(4) The
			 head team physician and athletic trainers can request additional input and
			 evaluation by the director of pharmacy and/or pharmacy department regarding
			 medications dispensed or administered to the UT athletes.
(5) Documentation for cabinet dispensing. Any
			 physician who chooses to dispense medications from the pharmaceutical cabinets
			 will be required to do the following:
(a)
			 Enter the prescription number located on the stock pharmacy label onto the UT
			 sports medicine label using the 
										Designated sports medicine software. Complete the UT
			 sports medicine label with the prescription number, patient name, drug
			 allergies, physician name, drug name, patient instructions, and date
			 dispensed .
(b)
										 Print and sign two labels.
(c) Place one label on the student athlete's
			 stock bag opposite the pharmacy stock label.
(d) Place the second label in the RX issue
			 box. This copy will be placed into the athlete's
			 medical record.
(e)
			 Complete "SOAP" notes and record the medication dispensed in the student
			 athlete's medical record.
(f)
			 Ensure the cabinet is locked and secured.
(g) Athletic trainers will reorder
			 medications on inventory reorder sheets by emailing the request to
			 designated
			 pharmacy e-mail addresses, or by faxing to 419-530-3473.
(6) Documentation for
			 sideline bag administration. Any physician who chooses to administer
			 medications from the approved sideline bag will be required to do the
			 following:
(a) Write the name of the student
			 athlete, date, medication name, and drug allergies,  into the log book.
(b)
										In the event a UT
			 sports medicine physician must treat an opposing team's athlete, spectator or
			 individual traveling with a UT athletic team, the physician must complete the
			 two part non athlete evaluation form. One copy of this form will be held in the
			 training room records, the other sent to the main campus
			 pharmacy.
(c) Update the
			 attached perpetual inventory log for 
										medications
			 administered from the sideline bag when used.
(d)
										Upon return to
			 the training room
										
										complete  SOAP notes and record the medication
			 administered in the student athlete's medical record .
(e) Ensure the sideline bag is secured using
			 a red tamper resistant seal (enclosed in the sideline bag) to signify that the
			 bag has been opened.
(f)
										When the sideline bag is not in use, it will be stored
			 in a secure location at the sports medicine facility.
(g) Notify the athletic trainer that
			 medications have been dispensed from the sideline bag so that it can be
			 transported to the main campus pharmacy for restocking.
(7) Documentation for OTC cabinet dispensing.
			 Any athletic trainer who chooses to offer an OTC medication from the OTC
			 cabinet to an athlete must do the following:
(a) Previously signed the university of
			 Toledo sports medicine OTC drug administration guideline.
(b) Document in the OTC log
(i) Patient name.
(ii) Drug name offered.
(iii) Lot and expiration of the drug
			 offered.
(8)
			 Reconciliation
When restocking the pharmaceutical cabinets, the department of
				pharmacy will utilize 
										the medication recorder form to
				bring the stock back up to  par . If the
				inventory amount ordered by the athletic trainer for the pharmaceutical
				cabinets and sideline bags do not bring the onsite level back up to par, the
				discrepancy will be reported to the assistant athletic director for sports
				medicine and the lead pharmacist.
(9) Disposal
The department of pharmacy staff will dispose of outdated,
				damaged, or recalled medications as required by Ohio law.