DCW122-Safe Collection and Handling of Prescriptions Policy

Registration Number: {{org_field_registration_no}}

Safe Collection and Handling of Prescriptions Policy

1. Purpose

The purpose of this policy is to ensure that the collection, handling, and administration of prescriptions within our domiciliary care service is conducted in a safe, legal, and efficient manner. This policy is designed to protect service users, staff, and the organisation from medication errors, fraud, and unsafe practices, ensuring compliance with the Regulation and Inspection of Social Care (Wales) Act 2016, the Medicines Act 1968, the Misuse of Drugs Act 1971, and the NICE guidelines on managing medicines in home care.

As a home care provider, we recognise that medication management is a critical aspect of care. Our organisation is committed to reducing medication risks through proper prescription handling, secure transport, accurate documentation, and staff training. This policy outlines clear procedures that staff must follow to ensure service users receive the correct medications at the right time while maintaining their safety, dignity, and independence.

2. Scope

This policy applies to:

All staff members, including care workers, team leaders, and managers who are responsible for supporting service users with their prescriptions.
Service users who require assistance in collecting, handling, and managing their prescriptions.
Pharmacies and healthcare professionals involved in the prescription process.
Family members and representatives who play a role in medication management.

It covers all aspects of prescription handling, including:

The collection of prescriptions from pharmacies.
The secure transport and storage of medications.
Ensuring safe handover to service users.
Handling controlled drugs safely and legally.
Preventing medication errors, fraud, and misuse.
Staff training and responsibilities in prescription management.

3. Safe Collection and Handling Procedures

3.1 Prescription Requests and Ordering

To ensure service users receive their medication in a timely manner, staff must:

Monitor prescription cycles and ensure repeat prescriptions are ordered on time.
Check with service users, their families, or GPs whether any medication changes have occurred before ordering.
Confirm prescription details with the GP surgery or pharmacy, ensuring the correct name, dosage, and instructions are recorded.

Where service users are unable to manage this themselves, staff will take a proactive role in liaising with GPs and pharmacies to ensure that medications are ordered in advance, preventing gaps in medication supply.

3.2 Collection of Prescriptions

Only authorised staff members who have undergone medication management training are permitted to collect prescriptions. When collecting, staff must:

Present appropriate identification and authorisation from the organisation.
Verify the correct service user name, medication type, dosage, and quantity against the prescription.
Check for any special handling instructions, including refrigeration or controlled drug requirements.
Ensure that any additional medication information leaflets provided by the pharmacy are collected and passed to the service user.

If a prescription collection involves controlled drugs (CDs), additional legal documentation may be required, and staff must sign for receipt at the pharmacy. Any discrepancies must be reported to the Registered Manager immediately.

3.3 Safe Transport and Storage of Medication

Medications must be transported safely to prevent damage, loss, or unauthorised access. Staff must:

Store medications in a secure container during transport.
Avoid leaving medication unattended in vehicles or public spaces.
Follow any temperature storage requirements, particularly for refrigerated medications.
Deliver the medication directly to the service user, family member, or responsible carer and obtain confirmation of receipt.

For service users who require assistance with medication storage, staff should ensure that:

Medication is stored in a cool, dry place away from children, pets, or heat sources.
Any fridge-stored medication is placed in a clearly labelled section of the fridge.
The service user understands where their medication is kept and how to access it.

3.4 Handover and Documentation

To maintain accurate records and comply with regulatory requirements, staff must:

Record the date, time, and name of the medication collected and delivered.
Obtain a signature from the service user or responsible individual to confirm receipt.
Report any discrepancies, missing medications, or concerns to the Registered Manager ({{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}).
Log any refusals of medication and escalate if necessary.

For controlled drugs, two staff members must be present during the handover, and both must sign the record sheet. This ensures a double-checking system that prevents errors and misuse.

3.5 Handling Controlled Drugs (CDs) Safely

Controlled drugs require extra precautions due to their potential for misuse or dependency. When handling CDs:

Staff must check the prescription carefully and ensure it matches the supplied medication.
A CD register must be completed, detailing the amount collected, the person who collected it, and the pharmacy details.
CDs should be stored in a locked cabinet if retained in the service user’s home.
Any discrepancies in CD amounts must be reported immediately to the pharmacist and the Registered Manager.

Staff must be aware that misuse of controlled drugs is a criminal offence, and any concerns regarding potential abuse must be escalated via safeguarding procedures.

4. Preventing Medication Errors and Fraud

To minimise medication errors, staff must:

Cross-check prescriptions against care plans before collection.
Report any missing or incorrect medication immediately.
Follow a clear chain of custody when handling medication to prevent theft or fraud.
Be aware of signs of medication misuse or overuse and report concerns to the Safeguarding Lead ({{org_field_safeguarding_lead_name}}).

If an error occurs, staff must:

Inform the service user and their family (if applicable).
Notify the GP and pharmacist for further guidance.
Complete an incident report and submit it to management.

5. Staff Training and Responsibilities

All staff involved in prescription collection and handling must complete:

Medication management training, including controlled drug handling.
Safeguarding training to recognise medication-related risks.
GDPR and confidentiality training to protect service user data.

Staff must adhere to professional boundaries and never:

Accept financial incentives or gifts in exchange for handling prescriptions.
Collect medication for non-service users.
Alter, forge, or dispose of prescriptions without authorisation.

Failure to follow this policy may result in disciplinary action in accordance with the Disciplinary and Grievance Policy (DCW31).

6. Related Policies

This policy should be read alongside:

Medication Management and Administration Policy (DCW21)
Safeguarding Adults from Abuse and Improper Treatment Policy (DCW13)
Risk Management and Assessment Policy (DCW18)
Confidentiality and Data Protection Policy (DCW34)
Whistleblowing (Speaking Up) Policy (DCW29)

7. Policy Review

This policy will be reviewed annually or sooner if there are changes in legislation, best practice guidelines, or internal risk assessments. The Registered Manager is responsible for ensuring compliance.

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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