CurrenthealthchoiceoklahomaPolicy N/A
Pharmacy responsibilities (Board of Pharmacy operational and staffing requirements)
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Governs responsibilities of pharmacies, pharmacists-in-charge (PICs), pharmacy technicians, automation, reporting, inspections, and related operational requirements applicable to pharmacies regulated by the State Board of Pharmacy.
Policy Summary
Payerhealthchoiceoklahoma
PolicyPharmacy responsibilities (Board of Pharmacy operational and staffing requirements)
Policy CodePolicy N/A
Change TypeInformational / No material change
Effective DateN/A
Next Review DateN/A
Key ActionReport any theft or significant loss of drugs to the Board within one day and submit DEA Form 106 (copy to Board) within 14 days.
SourceLink
POLICY UPDATE CHANGES
No material clinical or coverage changes in this revision.
20 hrs/wkPIC minimum presence
10 daysPIC change / closing notice
1 daytheft/loss reporting time
2-4tech-to-pharmacist ratio
14 daysDEA Form 106 copy to Board
Operational & Personnel Requirements
COVERAGE CRITERIA
Operational and personnel requirements that pharmacies must meet:
Pharmacies must employ an adequate number of pharmacists to perform the practice of pharmacy with reasonable safety.
Each pharmacy must have a licensed pharmacist designated as Pharmacist-in-Charge (PIC). The PIC is responsible for supervision of employees, establishment of policies and procedures for safekeeping of pharmaceuticals (including security when closed), proper recordkeeping, proper display of licenses, annual controlled drug inventory, and maintenance of prescription files.
No pharmacist may serve as PIC for more than one pharmacy at a time, except for charitable pharmacies, Remote Medication Order Processing (RMOP) pharmacies, or hospital drug rooms.
The PIC must be present and practicing in the pharmacy for which they are PIC at least 20 hours per week during the pharmacy's ordinary course of business; if the pharmacy's normal hours are less than 40 hours/week, the PIC must be present at least 50% of normal business hours. The PIC shall work sufficient hours to exercise control and meet PIC responsibilities.
The pharmacy and PIC must establish and maintain effective controls against prescription errors and diversion, and implement a written drug diversion detection and prevention policy that is available for Board review.
Prior written notice must be provided to the Board before installation or removal of automated pharmacy systems and must include pharmacy name/address, PIC name, and manufacturer & model; the system should conform to Board guidelines and be monitored with a quality assurance program.
All pharmacy technicians, auxiliary supportive personnel, and interns must wear clear, readable designation tags (e.g., 'Rx Tech', 'Tech', 'Clerk', or 'Intern') and must identify themselves as such on any phone calls when performing pharmacy functions.
Reporting obligations: report any theft or significant loss of drugs to the Board within one day of discovery; complete and submit DEA Form 106 to DEA for controlled substances within the required time and send a copy to the Board within 14 days; report a change in PIC to the Board in writing within ten (10) days; notify the Board in writing within ten (10) days when closing a pharmacy, including date of closing, copy of final CDS inventory, disposition of records, disposition of drugs, and return of pharmacy license.
Pharmacies are subject to on-site periodic routine inspections and investigations by the Board during reasonable business hours.
Supervision of pharmacy technicians: all tasks performed by pharmacy technicians must be accomplished under the immediate and direct supervision of a currently licensed pharmacist; an intern cannot supervise a technician; failure to adequately supervise is a violation by the pharmacist, pharmacy and PIC.
Pharmacy technician-to-pharmacist ratio: maintain a ratio of no more than two (2) pharmacy technicians per supervising pharmacist on duty; pharmacies that conduct significant compounding may utilize up to two compounding-trained technicians who, while performing compounding duties only, are not counted toward the two-to-one ratio; interns do not change the ratio.
The pharmacist must certify, by review, the completed prescription for accuracy and completeness before release; an intern cannot certify completion of a technician-filled prescription.
Forms, Codes, and Ratios
reporting formsmixed
| DEA Form 106 | Form required for reporting theft or significant loss of controlled substances to DEA; copy to Board within 14 days. |
Technician-to-Pharmacist Ratio (inv-03)
Standard ratioA ratio of no more than two (2) pharmacy technicians per supervising pharmacist on duty shall be maintained.
Compounding exceptionUp to two additional technicians trained in compounding may be used for significant compounding and are not counted toward the 2:1 ratio while performing compounding duties.
Nuclear pharmacy limitIn licensed nuclear pharmacies the PIC sets a safe ratio not to exceed three (3) to four (4) technicians per supervising pharmacist as appropriate; must be considered safe and reasonable by certifying pharmacist.
InternsA pharmacy intern working in the pharmacy does not affect or change the technician-to-pharmacist ratio.
Notifications, Reporting, and Required Actions
Documentation Required
Theft/loss reporting — immediate Board notice and DEA Form 106
Report any theft or significant loss of drugs to the Board within one day of discovery. For thefts or significant losses involving controlled substances, complete and submit DEA Form 106 to DEA within the required time and send a copy of the filed DEA Form 106 to the Board within fourteen (14) days.
- Report to Board within one day of discovery.
- Submit DEA Form 106 to DEA for controlled substances within required time.
- Send copy of DEA Form 106 to Board within 14 days of filing.
Documentation Required
Notification requirements — PIC changes, closings, and remodels
Notify the Board in writing within ten (10) days of any change in Pharmacist-in-Charge (PIC) and notify the Board in writing within ten (10) days when closing a pharmacy; provide required closing information and send advance written notice to the Board before any remodel that changes square footage or adds storage.
- Report PIC change in writing within 10 days.
- When closing, notify Board in writing within 10 days and include date of closing, copy of final controlled dangerous substances inventory, disposition of records, disposition of drugs, and return of pharmacy license.
- Provide advance written notice to the Board before any remodel that would change square footage or add storage (subject to inspection and inspection fee).
Key Terms
Pharmacy Technician — Definition and Scope (inv-06)
DefinitionPharmacy technician means a person issued a permit by the Board to assist the pharmacist and perform nonjudgmental, technical, manipulative, non-discretionary functions in the prescription department under the pharmacist's immediate and direct supervision.
Supervision requirementAll tasks performed by pharmacy technicians must be accomplished under the immediate and direct supervision of a currently licensed pharmacist; an intern cannot supervise a technician.
Dispensing limitationsWhen the pharmacist leaves the prescription department (except for in-pharmacy counseling), technician dispensing functions must cease; the pharmacist must review and certify completed technician-filled prescriptions before release.
Auxiliary Supportive Personnel — Definition (inv-07)
DefinitionAuxiliary supportive personnel means all persons, other than pharmacists, interns and techs, who are regularly paid employees of the pharmacy and who work or perform tasks in the pharmacy that do not require a permit or license (e.g., clerk, typist, delivery or data entry person).
ScopeIncludes staff who perform non-permit tasks in the pharmacy; these personnel are distinct from pharmacy technicians and interns.
IdentificationAuxiliary supportive personnel are considered part of supportive personnel referenced in related statutes and Board rules.
Certify a Prescription — Definition (inv-08)
DefinitionCertify a prescription means the supervising pharmacist's confirmation of the accuracy and completeness of the acts, tasks, or functions undertaken by supportive personnel to assist the pharmacist in the practice of pharmacy.
TimingThe pharmacist's certification process must be completed before the prescription is given to the patient.
Pharmacist responsibilityAn intern cannot certify the completion of a technician-filled prescription; the licensed pharmacist must review and certify.
Pharmacist-in-Charge (PIC) — Definition and Responsibilities (inv-09)
DefinitionPharmacist-in-Charge (PIC) is the licensed pharmacist designated on the pharmacy application or by Board notification and is responsible for all aspects of pharmacy operation related to the practice of pharmacy.
Core responsibilitiesSupervision of all employees related to pharmacy practice; establish policies/procedures for safekeeping of pharmaceuticals; proper recordkeeping; display of licenses; annual controlled drug inventory; maintenance of prescription files.
Presence requirementPIC must be present and practicing at the pharmacy no less than 20 hours per week, or at least 50% of normal business hours if the pharmacy is open less than 40 hours per week, and must work sufficient hours to meet responsibilities.
Limitations and reportingNo pharmacist may serve as PIC for more than one pharmacy at a time (with specified exceptions); the PIC and pharmacy must notify the Board by certified mail immediately of separations for suspected or confirmed drug-related violations.
Policy Summary
Payerhealthchoiceoklahoma
PolicyPharmacy responsibilities (Board of Pharmacy operational and staffing requirements)
Policy CodePolicy N/A
Change TypeInformational / No material change
Effective DateN/A
Next Review DateN/A
Key ActionReport any theft or significant loss of drugs to the Board within one day and submit DEA Form 106 (copy to Board) within 14 days.
SourceLink
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