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Safe Collection and Handling of Prescriptions Policy

1. Introduction and Purpose

{{org_field_name}} is committed to ensuring the safe, secure, and efficient collection, handling, and management of prescriptions for service users. This policy outlines the procedures that staff must follow when collecting and handling prescriptions to prevent errors, ensure medication safety, and comply with CQC regulations, the Health and Social Care Act 2008, and the NHS guidelines on medicines management.

The primary aim of this policy is to ensure that service users receive their prescribed medications accurately, safely, and in a timely manner, while safeguarding their confidentiality and promoting their well-being.

2. Scope of the Policy

This policy applies to all staff involved in the collection, handling, and delivery of prescriptions, including:

• Care workers collecting prescriptions on behalf of service users.
• Administrative staff managing prescription requests.
• Management overseeing medication safety and compliance.

It covers both paper prescriptions and electronic prescriptions, including repeat prescriptions and urgent prescriptions.

3. Prescription Request and Collection Procedures

To ensure the safe and efficient collection of prescriptions, the following procedures must be followed:

• Prescription Request:
  • Service users, their families, or care staff can request a prescription.
  • The request must be documented, including the medication name, dosage, and frequency.
  • Care staff must confirm the request with the service user and check for any recent changes in medication.
• Authorisation and Consent:
  • Written consent from the service user is required for staff to collect prescriptions on their behalf.
  • Consent forms are stored securely and reviewed annually.
• Collection from Pharmacy:
  • Staff must present appropriate identification when collecting prescriptions.
  • The pharmacy receipt and medication labels must be checked against the prescription to ensure accuracy.
  • Any discrepancies must be reported immediately to the pharmacy and documented.

4. Handling and Transportation of Prescriptions

To maintain the integrity and security of prescriptions during transportation:

• Prescriptions and medications must be transported in a secure, tamper-proof container.
• Medications requiring refrigeration must be transported in a temperature-controlled container.
• Staff must not leave prescriptions or medications unattended at any time.
• If a prescription is lost or stolen, it must be reported immediately to management and the service user’s GP.
• For more information, please visit Medication Management Policy

5. Receipt and Handover of Medications

Upon delivery of the prescription to the service user:

• The care worker must verify the service user’s identity using at least two identifiers (e.g., name and date of birth).
• Medications must be checked against the prescription to ensure accuracy.
• The handover must be documented, including the date, time, and recipient’s signature.
• Any discrepancies or concerns must be reported immediately to management and the GP.

6. Storage and Security of Medications

While in the company’s possession, medications must be stored securely:

• Medications must be kept in a locked cabinet or secure area.
• Temperature-sensitive medications must be stored in a refrigerator with temperature monitoring.
• Access to stored medications is limited to authorised staff.

7. Managing Controlled Drugs

Controlled drugs require additional security measures:

• A separate record must be maintained for controlled drugs, including collection, transportation, and handover.
• Staff must sign for the collection and delivery of controlled drugs.
• Any discrepancies must be reported immediately to management and the pharmacy.

8. Documentation and Record Keeping

Accurate record-keeping is essential for accountability and safety:

• Prescription requests, collections, deliveries, and handovers must be documented in the service user’s care record.
• Any incidents, discrepancies, or refusals must be documented and reported.
• Records must be retained for a minimum of three years.

9. Training and Staff Competency

All staff involved in prescription collection and handling must receive training, including:

• Safe handling and transportation procedures.
• Identifying and managing medication errors.
• Confidentiality and data protection.
• Annual refresher training ensures ongoing competency.

10. Confidentiality and Data Protection

The company is committed to protecting the privacy of service users:

• Prescription information must be treated as confidential and shared only with authorised personnel.
• All documentation must comply with GDPR and the Data Protection Act 2018.
• Any breaches of confidentiality must be reported immediately.

11. Incident Reporting and Investigation

Any incidents involving prescription errors, loss, or theft must be reported promptly:

• Staff must complete an incident report and notify management.
• An investigation will be conducted to identify the root cause.
• Corrective actions will be implemented to prevent recurrence.

12. Monitoring, Audit, and Continuous Improvement

To ensure compliance and continuous improvement:

• Regular audits of prescription handling processes are conducted.
• Staff performance and adherence to procedures are monitored.

Feedback from service users and pharmacies informs policy updates.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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