3 Colo. Code Regs. § 719-1-2.00.00

Current through Register Vol. 48, No. 1, January 10, 2025

Section 3 CCR 719-1-2.00.00 - ORDERS

2.00.10 Receipt of Order.

a. Only a pharmacist or intern may receive and reduce to writing an oral order except for chart orders as provided in section 12-280-120(11), C.R.S.

b. An electronically transmitted order (ETO) may be accepted in a PDO for dispensing.

2.01.10 Information to Appear on Each Order. The following information must appear on each written or oral order except as provided for chart orders for hospitalized patients (hospital chart orders):

a. The date the order was compounded and dispensed;

b. The assigned serial number (hospital chart orders are exempt from this requirement);

c. The quantity dispensed if differs from the quantity ordered (LTCF chart orders are exempt from this requirement provided this information is recorded within another appropriate uniformly maintain and readily retrievable permanent record of the dispensing pharmacy);

d. In the case of a controlled substance order, the patient address, prescriber address, and prescriber's Drug Enforcement Administration (DEA) registration;

e. Patient address, prescriber address, and prescriber DEA registration number need not appear on any type of order for a non-controlled substance prescription; and

f. Minor adaptations to an order as allowed pursuant to section 12-280-125.3, C.R.S., which shall detail the date and identity of the pharmacist making the minor adaptations.

2.01.20 Additional Information. The following shall also appear on the prescription or LTCF chart order, or corresponding readily available and retrievable electronic record of the prescription or LTCF chart order, when appropriate:

a. Any change in or clarification of an order shall be documented on the order and shall bear the initials or unique identifier of the responsible pharmacist, pharmacy intern, or pharmacy technician, the date contacted and the name of the individual conveying such change or clarification.

b. When a substitution is made, the order shall indicate the following:

(1) The names of both the drug prescribed and the drug actually dispensed, as well as the date on which such substitution was initially made.

(2) The order shall also indicate the name of the distributor of the drug dispensed as it appears on the package or the national drug code number.

(3) On an order for a schedule II controlled substance, substitution shall not be deemed to be an alteration of the order.

(4) On subsequent refilling of any order, any change in the name of the distributor or the national drug code number as it appears on the package shall be recorded on the order unless the computer system used at that prescription drug outlet changes only the affected transaction(s) (any computer entry change must not alter previous transaction records).

(5) In addition to the information provided in this Rule 2.01.20, when a substitution is made on a prescription order pursuant to section 12-280-125(1) (a.5), C.R.S., the dispensing pharmacist shall clearly document that the prescription was an intentional substitution within the same therapeutic drug class by writing the words "Intentional Therapeutic Drug Class Substitution" or a substantially equivalent statement on the date the substitution occurred.

c. In the case of a chart order for a hospitalized patient (hospital chart order), the following information need not necessarily appear on the chart order, provided that such information is recorded on another appropriate, uniformly maintained and readily retrievable permanent record which reflects:

(1) The identity of the pharmacist making the initial interpretation;

(2) The identity of the pharmacist making the final evaluation each time a drug is dispensed, if different from the pharmacist making the initial interpretation;

(3) The quantity dispensed and

(4) The date of dispensing.

(5) Any record of a controlled substance dispensed pursuant to a chart order for an individual patient shall be visually identifiable from records of non-controlled substances.

2.01.30 Responsibility of a Pharmacist in Recording Refills. When a prescription order is refilled, the following information must be recorded on the back of the prescription order, or on the daily computer printout as specified in Rule 11.00.00, and may be entered by a pharmacy technician if no interpretation is required: Date refilled and quantity, if different from the quantity shown on the face of the prescription order. If authority to refill is obtained, the name of the individual conveying such authority must be recorded. The entry shall also bear the name, initials, license number, or secure electronic identifier of the pharmacist making the final evaluation. This information shall be maintained and available for inspection for a period of two years from the date of any transaction relating to the order unless otherwise required by statute.

2.01.40 Prescription Order Copies. A pharmacist may issue a written copy conspicuously marked "COPY FOR REFERENCE ONLY" to the patient or patient's agent. A pharmacist who issues such a written copy of a prescription order shall place on the original prescription order his/her initials, the date, and an indication that a written copy has been issued. No information regarding authority to refill shall be issued in a written copy.

2.01.50 Transfer of Prescription Orders Between Prescription Drug Outlets.

a. A prescription label or a written copy of a prescription order from another pharmacy may be used for informational purposes only and shall not be considered to be a valid prescription order. A pharmacist, pharmacy intern, or pharmacy technician who receives such a label or prescription order copy shall either contact the prescribing practitioner for authorization to dispense the prescription, or, alternatively, shall comply with 2.01.52 through 2.01.59.

b. A pharmacist, pharmacy intern, or pharmacy technician may orally transfer prescription order information for non-controlled substances for the purpose of dispensing a prescription.

c. A prescription drug outlet may transfer a prescription order electronically to another prescription drug outlet for the purpose of dispensing a prescription order.

(1) If the prescription order information is transmitted by facsimile, the transferring pharmacist, pharmacy intern, or pharmacy technician shall comply with rule 2.01.52.

(2) Prescription order information may be transmitted electronically between two compatible computer systems that are capable of complying with the requirements of rules 2.01.52 and 2.01.53 (1)-(10). In the case of electronic transfers, the transferring and receiving pharmacist, pharmacy intern, or pharmacy technician may be the same person.

(3) In the case of prescription drug outlets that access and share the same data storage device and that can electronically retrieve all necessary information, if the original prescription order information is not invalidated, each dispensing prescription drug outlet shall be capable of accessing a transaction record that indicates the following information:

(a) date,

(b) time, and

(c) location from which the prescription was dispensed. If the prescription order is assigned a new prescription number at the receiving pharmacy, the prescription information at the originating pharmacy shall be invalidated.

d. The one-time transfer of original prescription information for a controlled substance listed in schedules III, IV, or V for the purpose of refill dispensing is permissible between pharmacies. However, pharmacies electronically sharing a real-time, on-line database may transfer up to the maximum refills permitted by law and the prescriber's authorization. If the prescription order is assigned a new prescription number at the receiving pharmacy, the prescription may be transferred on a one-time basis only. Verbal transfers of CIII-CV electronically submitted prescriptions are permitted in Colorado.

e. The one-time transfer of an electronic prescription for a schedule II-V controlled substance, for initial dispensing, is permissible if the transfer information is communicated between two licensed pharmacists; the transferred prescription remains in its electronic form; and the prescription information is not altered during the transmission.

f. A pharmacist may authorize pharmacy technician or pharmacy intern to electronically transfer an order, for the purpose of redispensing said order, provided that the electronic transfer is between two compatible computer systems and no changes are made. The pharmacist shall be identified on the transfer record as required by 2.01.52 and 2.01.53.

2.01.52 The transferring pharmacist, pharmacy intern, or pharmacy technician shall:

a. Write the word "void" across the face of the original prescription order to make the order invalid;

b. Record on the reverse side of the invalidated prescription order:

(1) His/her name, license or certification number, initials, or secure electronic identifier;

(2) The name, license number, initials, or secure electronic identifier of the receiving pharmacist or pharmacy intern or pharmacy technician;

(3) The name of the receiving prescription drug outlet;

(4) The address and telephone number of the receiving prescription drug outlet; and

(5) The date of the transfer.

(6) In the case of a controlled substance in schedule III through V, the Drug Enforcement Administration registration number of the receiving prescription drug outlet.

c. A pharmacy utilizing a computer for storage and retrieval of information regarding prescription transactions shall be exempt from the requirements of paragraphs (a) and (b) of this rule if the computer is capable of invalidating the prescription order and retaining as part of the permanent record the information specified in paragraph (b) of this rule.

2.01.53 The pharmacist, pharmacy intern, or pharmacy technician receiving the transferred prescription order information shall:

Reduce the transferred information to writing or print; write or print the word "transfer" on the face of the transferred prescription order; and provide all information required by law or rule to be on the prescription order, including:

(1) The date of issue of the original prescription order;

(2) The date of initial compounding and dispensing of the original prescription order;

(3) The number of refills authorized and the original quantity prescribed or any limitations placed on the prescription;

(4) The number of valid refills remaining;

(5) The date of the last refill of the original prescription order;

(6) The prescription order number from which the prescription order information was transferred;

(7) The name, license or certification number, initials, or secure electronic identifier of the transferring pharmacist, pharmacy intern, or pharmacy technician;

(8) The name of the transferring prescription drug outlet;

(9) The address and telephone number of the transferring prescription drug outlet;

(10) In the case of a controlled substance in schedules III through V, the Drug Enforcement Administration number of the transferring prescription drug outlet, and the practitioner's Drug Enforcement Administration number.

2.01.54 The transferring prescription drug outlet shall retain the original prescription order as required by Rule 11.04.10.

2.01.55 The receiving prescription drug outlet shall retain the transferred prescription order as required by Rule 11.04.10.

2.01.56 The pharmacist, pharmacy intern, or pharmacy technician at the receiving prescription drug outlet at the time of the dispensing of the transferred prescription, shall inform the patient that the prescription order is now invalid at the prescription drug outlet from which it was transferred.

2.01.59 A prescription order for a controlled substance in schedule III through V may be transferred only one time, that transfer being from the prescription drug outlet where the prescription was originally filled. It shall not be further transferred by, or to, any other prescription drug outlet.

2.01.60 A prescription order for a non-controlled prescription drug may be transferred from a prescription drug outlet to another prescription drug outlet as provided in Rule 2.01.50 only so long as there are refills remaining and each prescription drug outlet can establish that a valid refill existed at the time of dispensing.

2.01.80 When a prescription drug outlet discontinues business and the prescription order files are moved to another prescription drug outlet, those orders shall be considered void and shall not be refilled. However, if the receiving pharmacist, pharmacy intern, or pharmacy technician can establish that an authorized refill or authorized refills remain on any such order, such authorization may, at the sole discretion of the pharmacist, be used to establish a new order.

a. If the record which reflects the authorized refill or refills is the original prescription order, the serial number of the original prescription order shall be recorded on the new order, and the serial number of the new prescription order shall be recorded on the original order.

b. If the record which reflects the authorized refill or refills is electronic, the pharmacist, pharmacy intern, or pharmacy technician shall maintain in written or printed form a record which indicates both the serial number of the original prescription order and the serial number of the new prescription order. This record may be made part of the daily printout required by Rule 11.04.20 if it is routinely recorded in such printout. The refill authorization(s) contained in the original electronic record must be invalidated to prevent further refilling.

c. The files from the prescription drug outlet that has discontinued business may be transferred to another prescription drug outlet under the following conditions:

(1) The computer or electronic database from the prescription drug outlet that discontinued business is located and will remain at the pharmacy to which it is transferred for at least two years.

(2) The computer or electronic database must be capable of complying with Rule 2.01.52(c).

3 CCR 719-1-2.00.00

37 CR 18, September 25, 2014, effective 10/15/2014

38 CR 16, August 25, 2015, effective 9/14/2015

39 CR 04, February 25, 2016, effective 3/16/2016

39 CR 19, October 10, 2016, effective 11/14/2016

40 CR 04, February 25, 2017, effective 3/17/2017

40 CR 20, October 25, 2017, effective 11/14/2017

41 CR 16, August 25, 2018, effective 9/17/2018

42 CR 21, November 10, 2019, effective 11/30/2019

43 CR 10, May 25, 2020, effective 5/1/2020

43 CR 08, April 25, 2020, effective 5/15/2020

43 CR 15, August 10, 2020, effective 8/30/2020

43 CR 20, October 25, 2020, effective 11/14/2020

44 CR 04, February 25, 2021, effective 3/17/2021

44 CR 08, April 25, 2021, effective 5/15/2021

44 CR 21, November 10, 2021, effective 11/30/2021

45 CR 20, October 25, 2022, effective 9/29/2022

45 CR 21, November 10, 2022, effective 11/30/2022

46 CR 21, November 10, 2023, effective 11/30/2023

47 CR 21, November 10, 2024, effective 11/30/2024