Virginia Administrative Code › Title 18 - PROFESSIONAL AND OCCUPATIONAL LICENSING › Agency 110 - BOARD OF PHARMACY › Chapter 20 - REGULATIONS GOVERNING THE PRACTICE OF PHARMACY › Part IV - Drug Inventory and Records › Section 18VAC110-20-240 - Manner of maintaining records, prescriptions, inventory records

Current through Register Vol. 40, No. 24, July 15, 2024
A. Each pharmacy
				  shall perform and maintain the inventories and records of drugs as follows:
1. Inventories and records of all drugs
				  listed in Schedules I and II shall be maintained separately from all other
				  records of the pharmacy. Inventories of drugs in Schedules I and II shall be
				  performed by physically counting the drugs. Each pharmacy shall maintain a
				  perpetual inventory of all Schedule II drugs received and dispensed that
				  accurately indicates the physical count of each Schedule II drug "on-hand" at
				  the time of performing the inventory. The perpetual inventory shall include a
				  reconciliation of each Schedule II drug at least monthly with a written
				  explanation for any difference between the physical count and the theoretical
				  count. Electronic monitoring at the pharmacy or by another entity that provides
				  alerts for discrepancies between drugs received and drugs dispensed is
				  acceptable provided such alerts are reviewed at least monthly.
2. Inventories and records of drugs listed in
				  Schedules III, IV, and V may be maintained separately or with records of
				  Schedule VI drugs but shall not be maintained with other records of the
				  pharmacy. Inventories of drugs in Schedules III, IV, and V may be performed by
				  estimating the count of drugs in Schedules III, IV, and V unless the container
				  contains greater than 1,000 tablets or capsules or there has been a theft or
				  any other unusual loss of drug and the exact kind and quantity of the drug loss
				  is unknown.
3. All executed order
				  forms, prescriptions, and inventories of Schedules II through V drugs shall be
				  maintained at the same address as the stock of drugs to which the records
				  pertain. If authorized by DEA, other records pertaining to Schedules II through
				  V drugs, such as invoices, may be maintained in an off-site database or in
				  secured storage. All records in off-site storage shall be retrieved and made
				  available for inspection or audit within 48 hours of a request by the board or
				  an authorized agent.
4. All
				  inventories required by §
											54.1-3404
				  of the Code of Virginia shall be signed and dated by the person taking the
				  inventory and shall indicate whether the inventory was taken prior to the
				  opening of business or after close of business. A 24-hour pharmacy with no
				  opening or closing of business shall clearly document whether the receipt or
				  distribution of drugs on the inventory date occurred before or after the
				  inventory was taken.
5. Invoices or
				  other records showing receipts of Schedule VI drugs shall be maintained but may
				  be stored in an electronic database or record as an electronic image that
				  provides an exact, clearly legible image of the document or in secured storage
				  either on site or off site. All records in off-site storage or database shall
				  be retrieved and made available for inspection or audit within 48 hours of a
				  request by the board or an authorized agent.
6. All records required by this section shall
				  be filed chronologically and maintained for a period of not less than two years
				  from the date of transaction.