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Registration Number: {{org_field_registration_no}}

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Safe Collection and Handling of Prescriptions Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} has a structured and secure system in place for the collection, handling, storage, and administration of prescriptions in compliance with CQC regulations, Medicines Act 1968, and NICE guidelines. This policy aims to:

• Ensure the safe collection and handling of prescriptions to prevent medication errors.
• Comply with national regulations and standards for medicine safety and governance.
• Promote the accountability of staff involved in prescription collection and management.
• Ensure service users receive their prescribed medications accurately and timely.
• Minimise risks associated with medication handling including loss, theft, or incorrect administration.

2. Scope

This policy applies to:

• All staff members involved in prescription collection, handling, and storage.
• All service users who require prescribed medications.
• Families, carers, and healthcare professionals involved in medication administration.
• Pharmacies and external healthcare providers supplying prescriptions.

By implementing this policy, {{org_field_name}} ensures medication safety is prioritised at every stage, from prescription issuance to administration.

3. Legal and Regulatory Compliance

This policy aligns with:

• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014:
  • Regulation 9 – Person-Centred Care
  • Regulation 12 – Safe Care and Treatment
  • Regulation 17 – Good Governance
  • Regulation 19 – Fit and Proper Persons Employed
• Medicines Act 1968 – Governs prescription handling and administration.
• Misuse of Drugs Act 1971 – Ensures controlled drugs are managed securely.
• NICE Guidelines NG67 – Managing medicines for adults receiving social care.
• General Data Protection Regulation (GDPR) and Data Protection Act 2018 – Ensures confidentiality of prescription records.

By adhering to this policy, {{org_field_name}} upholds its legal, ethical, and professional responsibilities in handling prescriptions.

4. Collection of Prescriptions

4.1 Requesting Prescriptions

• Service users’ prescriptions should be requested at least seven days before they are due to run out to avoid delays.
• Designated staff members must ensure accuracy when requesting prescriptions from GPs.
• Medication reviews must be conducted regularly in collaboration with GPs and pharmacists.

4.2 Collection from Pharmacies

• Only authorised staff members or service users (if capable) should collect prescriptions.
• When collecting prescriptions, staff must check the name, dosage, and quantity of medication to ensure it matches the prescription.
• If a controlled drug is prescribed, staff must:
  • Sign the Controlled Drugs Register at the pharmacy.
  • Ensure secure transportation back to the service setting.
• If there are any discrepancies, staff must not accept the prescription and must report issues to the GP or pharmacist immediately.

5. Safe Handling and Transportation of Prescriptions

5.1 Secure Transportation

• All prescriptions and medications must be transported in a locked bag or container.
• Medication should never be left unattended during transportation.
• If delivering medication to a service user’s home, a record must be maintained to confirm receipt.

5.2 Documentation and Record-Keeping

• Staff must sign for all collected prescriptions in the Medication Collection Log.
• A copy of the prescription details must be stored securely in the service user’s care records.
• If medications are delivered directly to the home, the service user or a responsible individual must sign to confirm receipt.

6. Storage of Prescriptions and Medications

6.1 Safe Storage

• All medications must be stored in a locked, temperature-controlled cabinet.
• Controlled drugs must be stored in a separate, secure cabinet in accordance with the Misuse of Drugs Regulations 2001.
• Access to medication storage areas should be limited to trained and authorised staff.

6.2 Handling Expired or Unused Medications

• Expired medications must be removed from storage immediately and returned to the pharmacy for disposal.
• Unused medications must not be stored indefinitely and must be recorded in the Medication Disposal Log.
• Staff must follow infection control protocols when handling returned medications.

7. Administering Medications Safely

7.1 Administration Procedures

• The right medication, at the right dose, at the right time, to the right service user, via the right route (5 Rights of Medication Administration).
• Staff must check medication labels and prescriptions before administration.
• Service users should be encouraged to take responsibility for their medication where possible, following person-centred care principles.

7.2 Monitoring and Reporting Side Effects

• Staff must observe service users for any adverse reactions or side effects.
• Any unexpected reactions must be reported to the GP and documented immediately.
• If an allergic reaction occurs, emergency medical support (999) must be called immediately.

8. Handling Prescription Errors

8.1 Identifying and Managing Errors

• Common prescription errors include:
  • Wrong medication or dose.
  • Missed doses.
  • Incorrect labelling by the pharmacy.
• If a prescription error is identified, staff must not administer the medication and report the issue to the GP, pharmacist, and manager.
• All errors must be documented using an Incident Report Form and reviewed to prevent recurrence.

8.2 Duty of Candour and Incident Reporting

• If an error affects a service user’s well-being, staff must:
  • Inform the service user and family (where appropriate).
  • Report to the CQC if it constitutes a significant safety concern.
  • Review training and processes to prevent future incidents.

9. Staff Training and Responsibilities

9.1 Training Requirements

• All staff must receive annual training on prescription collection, handling, and administration.
• Controlled drug handling training must be mandatory for relevant staff.
• Staff must undergo regular competency assessments to ensure compliance.

9.2 Roles and Responsibilities

• Care Staff: Collect prescriptions, document transactions, and administer medications safely.
• Senior Care Staff: Oversee medication administration and respond to errors.
• Registered Manager: Ensure policy compliance, conduct audits, and liaise with external agencies.

10. Monitoring and Continuous Improvement

10.1 Auditing and Compliance

• Quarterly medication audits to assess policy adherence.
• Regular spot checks to ensure storage and handling procedures are followed.
• Service user feedback on medication handling to inform best practices.

10.2 Policy Updates and Quality Assurance

• Annual review of policy to align with NICE guidelines and CQC expectations.
• Integration of new medication safety practices.
• Encouraging staff feedback for policy enhancements.

11. Related Policies

• Medication Administration Policy
• Safeguarding Adults from Abuse Policy
• Infection Prevention and Control Policy
• Incident Reporting and Investigation Policy

12. Policy Review

This policy will be reviewed annually or sooner if significant regulatory or operational changes occur. Updates will be communicated to all staff, and refresher training will be provided where necessary.

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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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