Okla. Admin. Code § 475:25-1-18

Current through Vol. 42, No. 4, November 1, 2024

Section 475:25-1-18 - Records of medical institutions

Each registered medical institution licensed by the Oklahoma State Department of Health or the Oklahoma State Department of Human Services as a hospital or otherwise authorized to professionally handle controlled dangerous substances shall maintain records with the following information for each controlled dangerous substance:

(1) Each such registered or otherwise authorized hospital shall issue a specific internal code number for each resident or staff practitioner required within the scope of his or her employment to administer, dispense or prescribe controlled dangerous substances within the hospital. The code number shall consist of numbers, letters, or a combination thereof, and shall be a suffix to the hospital's Federal Drug Enforcement Administration registration number, preceded by a hyphen (e.g., AB1234567-12 or AB1234567-A12).

(A) If the hospital has a graduate intern training program authorized by the Oklahoma State Board of Medical Licensure and Supervision, the hospital may authorize such interns, required within the scope of his or her employment, to administer, dispense or prescribe controlled dangerous substances within the hospital, in accordance with 475:10-1-5.

(B) A current list of the internal code numbers of each hospital and the corresponding authorized individual resident, staff practitioner or intern shall be kept by the hospital pharmacist and will be made available at all times to other registrants and properly designated law enforcement agencies upon request, for the purpose of verifying the prescribing individual practitioner.

(2) Controlled dangerous substances records for accountability in a registered medical institution are required for all substances listed in Schedules II through V of the Oklahoma Uniform Controlled Dangerous Substances Act. These records shall include and provide at least:

(A) The number of doses of controlled dangerous substances purchased.

(B) The number of doses dispensed to individual patients or distributed to nursing stations.

(C) The number of doses administered.

(D) A biennial physical inventory and reconciliation of any discrepancies.

(3) Where a controlled dangerous substance is not dispensed to an individual patient, the following are required:

(A) Controlled dangerous substances records for those substances in Schedules II through V.

(B) Distribution of a controlled dangerous substance to a nursing station shall not exceed twenty-five (25) doses per container.

(C) A distribution record for each multiple of twenty-five (25) or fewer doses shall be used to account for delivery to a nursing station. The record shall include the name and dose of the controlled dangerous substance, quantity, date, location of the nursing station, and names of the person from the pharmacy or drug department distributing and the person on the nursing station receiving the substance.

(D) A proof-of-use record to account for all doses of a substance administered, including the name of the substance, dose administered, time administered, name of the patient and signature of the person who administered the dose.

(4) A controlled dangerous substance maintained at a nursing station shall be stored in a securely-locked cabinet or medication cart accessible only to persons responsible for administration or distribution of the substance.

(5) Completed controlled dangerous substances records shall be maintained or controlled by the pharmacy or drug department official for two (2) years.

(6) When a dose is destroyed, a witness shall countersign on the proper accountability record, record the disposition, and explain the destruction of the dose.

(7) The patient's chart shall constitute the medication record.

Okla. Admin. Code § 475:25-1-18

Amended at 12 Ok Reg 2843, eff 7-15-95