pharmacy technician - Ontario College of Pharmacists

FAQS
of care and management of patient
expectations, it is recommended
that refills for targeted substances
not be authorized.
5. Are pharmacy interns allowed
to authorize refills?
No. The Regulation specifically
makes reference to pharmacists.
6. Can a pharmacist authorize a
refill of a prescription from an
out-of-province prescriber?
Yes, if all four criteria have been met
and the prescriber is notified.
7. What quantity can be refilled
and how often?
The total amount of the drug
dispensed cannot be more than
the amount previously dispensed
or a three month supply, whichever
is less. The pharmacist may
use their professional judgment
to determine if further refills at
future dates should be authorized;
however, the pharmacist must
apply the required criteria each
time s/he considers authorizing a
refill authorization.
8. Can a prescription be refilled
for less than three months or
less than the original amount
dispensed?
Yes, the pharmacist should also use
their professional judgment on the
quantity. For example, a pharmacist
may choose to refill for one month
if the physician cannot be reached
for authorization and the patient
can see their physician in the next
few weeks. In cases where there
is prolonged physician absence,
two or three months may be more
appropriate. Remember that all four
criteria must be met.
9. How is the prescription
processed and what name is
entered in the prescriber field?
What prescriber name should
appear on the prescription label?
A unique prescription identification
number must be assigned
to the authorized refill and the
name of the original prescriber
must be recorded in the patient
record as well as the name of the
authorizing pharmacist. The Ontario
Pharmacists Association is working
with private and public payors
regarding their acknowledgment of
the pharmacist identification in the
prescriber field. The prescription
label must indicate the name of the
authorizing pharmacist.
Further information about submitting
a claim for reimbursement
under the ODB program can be
found in OPDP Notice No.11026
posted March 18, 2011.
10. A unique prescription identification
number must be assigned
to the authorized refill. Does this
mean a third set of prescription
numbers are to be created
besides narcotic and regular
prescriptions?
No this simply means that the
prescription must be generated as
“new” or “reauthorized” (depending
on the software system) with a
new number so that the audit trail
clearly identifies when the authorization
occurred. The refill cannot
be “piggy backed” onto the original
prescription.
11. Must the pharmacist notify
the prescriber?
Yes, within seven days, the
prescriber and the patient’s primary
health care provider, if known, must
be notified of the authorization/
dispensing date, name of drug
and quantity dispensed. This is
important for the maintenance of
patient records with all health care
providers.
12. How much and what documentation
is needed to indicate
that the pharmacist attempted to
contact the prescriber?
The pharmacist, using their professional
judgment, can determine
how much and what information
is appropriate to document
considering that they may need to
refer back to this documentation
in future. You should consider
third party payor documentation
requirements as well.
13. What if the prescriber does
not respond to pharmacist’s
faxes? How can the pharmacist
“confirm the refill authorization”
with the prescriber?
The obligation of the pharmacist
is to apply the required criteria and
make reasonable efforts to contact
the prescriber. The pharmacist is
not responsible for ensuring receipt
of the notification and approval
from the prescriber is not required.
14. If a physician has retired and
closed their practice or he/she
has died and the patient does not
have a new physician, for how
long can the pharmacist authorize
a refill and who is to be notified?
The refill may be authorized
each time all the criteria are met.
Professional judgement must
always be applied and demonstrated
considering the patient’s specific
situation and to ensure continued
patient care. Proper documentation
to describe the specific situation is
important for completeness of the
patient record.
15. What happens if after notifying
the prescriber, the prescriber
indicates that the pharmacist
should not have authorized the
prescription refill?
Although the pharmacist is
notifying the prescriber of the
PHARMACY CONNECTION ~ SPRING 2011 ~ PAGE 15