PRP INSIGHTS: Keeping PharmaNet Up-to-Date
Accurate record-keeping in PharmaNet is important for ensuring patient safety by making patient information available to healthcare providers across different settings. Although PharmaNet records may be accessed and utilized by different healthcare providers, pharmacy registrants play a key role in keeping these records up-to-date and accurate. In addition to recording all prescriptions that are dispensed by community pharmacies in BC, pharmacy registrants must also ensure that other supporting information in a patient’s PharmaNet profile is maintained.
This article will review some areas of non-compliance that Compliance Officers have observed regarding PharmaNet record-keeping, while conducting Practice Reviews.
1.Adverse Drug Reactions
Compliance Officers have noted instances of registrants updating a patient’s local profile with information regarding adverse drug reactions without updating PharmaNet. When adverse drug reactions are identified that are vital for other healthcare providers to be aware of, it is important to be just as vigilant in adding this information into the patient’s PharmaNet record. A common misconception is that the PharmaNet record is automatically updated when entries are made to the local profile. These records are not linked and registrants must ensure they know how to make updates to PharmaNet using their local software.
Guidance from the Ministry of Health about recording adverse drug reactions in PharmaNet is available on the following page:
A pharmacist must always perform a clinical assessment of the information to determine the appropriateness of the entry before the record is updated.
2. Patient Information
Patient address changes that have been confirmed by the registrant must also be updated in PharmaNet. During Pharmacy Professionals Reviews, Compliance Officers will check to ensure that registrants know how to make these changes.
3. Prescription Records
All prescriptions dispensed from a pharmacy must be accurately recorded into the patient’s record.
Prescriptions that are not picked up by the patient or patient representative must be reversed from the PharmaNet record within 30 days of the original entry.
In some cases, pharmacies are unable to fill prescriptions in their entirety due to stock availability. If a patient or patient representative does not pick up the balance owing of a prescription within 120 days of the original fill date, the PharmaNet entry must be corrected to reflect the actual amount received by the patient as opposed to the original quantity recorded.
A registrant must reverse information in PharmaNet, for any drug that is not released to the patient or the patient’s representative, and record the reason for the reversal no later than 30 days from the date of the original entry of the prescription information in PharmaNet.
A registrant must revise information in PharmaNet pertaining to corrected billings for prescriptions billed to the patient or a payment agency other than PharmaCare and record the reason for the revision within 120 days of the original entry in PharmaNet.
To learn more about the Practice Review Program, including how to prepare for your review, visit bcpharmacists.org/prp.