Okla. Admin. Code § 535:15-3-2

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

Section 535:15-3-2 - Pharmacy responsibilities

(a)Pharmacy staffing responsibility. Each pharmacy shall employ an adequate number of pharmacists to perform the practice of pharmacy as defined by the Oklahoma Pharmacy Act with reasonable safety.

(b)PIC. Each pharmacy, in order to obtain and maintain a pharmacy license, must have a licensed pharmacist as the PIC.

(1) A PIC is designated by his signature on the original pharmacy application or by the appropriate notification to the Board as required in 535:15-3-10 (a), and is responsible for all aspects of the operation related to the practice of pharmacy. These responsibilities include, but are not limited to the:

(A) Supervision of all employees as they relate to the practice of pharmacy;

(B) Establishment of policies and procedures for safekeeping of pharmaceuticals that satisfy Board requirements, including security provisions when the pharmacy is closed;

(C) Proper record keeping system for the purchase, sale, delivery, possession, storage, and safekeeping of drugs;

(D) Proper display of all licenses;

(E) Annual controlled drug inventory; and,

(F) Maintenance of prescription files;

(2) Failure of the pharmacy to have a PIC who fulfills these responsibilities is a violation of this code by both the pharmacy and PIC.

(3) No pharmacist may serve as a PIC in more than one pharmacy at a time. This requirement shall not apply to charitable pharmacies or hospital drug rooms.

(4) The PIC shall be present and practicing at the pharmacy for which he holds the PIC position no less than 20 hours per week during the pharmacy's ordinary course of business. In the event the pharmacy's normal hours of business are less than 40 hours per week the PIC shall be present and practicing at least 50 percent of the normal business hours.

(5) A PIC shall work sufficient hours in the pharmacy to exercise control and meet the responsibilities of the PIC.

(c)PIC's and pharmacy's responsibilities. The following describe responsibilities of the pharmacy and PIC.

(1) Where the actual identity of the filler of a prescription is not determinable, the PIC and the pharmacy where the prescription was filled will be the subject of any charges filed by the Board.

(2) The pharmacy and the PIC are responsible to establish and maintain effective controls against prescription errors.

(3) The pharmacy and/or PIC shall notify the Board immediately by certified mail of the separation of employment of any pharmacist, pharmacy intern, or pharmacy technician for any suspected or confirmed drug or pharmacy related violation. If the PIC is terminated for such reason, the owner or other person in charge of the pharmacy shall notify the Board by certified mail.

(4) The pharmacy, pharmacist, and/or PIC shall establish and maintain effective controls against the diversion of prescription drugs into other than legitimate medical, scientific, or industrial channels as provided by federal, state or local laws or rules.

(5) The pharmacy, pharmacist and PIC are responsible for supervision of all employees as they relate to the practice of pharmacy.

(d)Responsibility for automated pharmacy systems. This subsection describes the responsibilities of the pharmacy and the PIC for automated pharmacy systems.

(1) Prior written notice must be provided to the Board of the installation or removal of automated pharmacy systems. Such notice must include, but is not limited to the:

(A) Name and address of the pharmacy,

(B) Name of PIC,

(C) Name of the manufacturer & model of system.

(2) The system being implemented should conform to Board automated pharmacy system guidelines.

(3) The pharmacy shall monitor the automated pharmacy system with a quality assurance program.

(5) The pharmacy, pharmacist and PIC are responsible for supervision of all employees as they relate to the practice of pharmacy regarding automation.

(e)Responsibilities for personnel identification. The PIC and the pharmacy are responsible to assure that the public is able to distinguish pharmacy technicians, auxiliary support personnel, and/or interns from any pharmacist in the pharmacy.

(1) All pharmacy technicians, auxiliary support personnel, and/or interns must wear a designation tag and be distinctly identifiable from a practicing pharmacist.

(2) Designation tags must be clear, readable and lettered with "Rx Tech", "Tech", "Clerk", or "Intern".

(3) All pharmacy interns, technicians or clerks must identify themselves as such on any phone calls initiated or received while performing pharmacy functions.

(f)Written drug diversion detection and prevention. The pharmacy, pharmacist, and/or PIC shall implement and follow a written drug diversion detection policy. The policy shall be available for Board review.

(g)Inspections. Pharmacies are subject to inspection. The Board and/or its authorized representatives may conduct on-site periodic routine inspections and investigations during reasonable business hours.

(h)Remodel. The pharmacy and the PIC are responsible to notify the Board in writing in advance of any remodel in the pharmacy that would result in a change in square footage or additional storage areas. Such pharmacy shall be subject to inspection by the Board and shall be required to pay and inspection fee.

(i)Closing of a Pharmacy. The pharmacy and the PIC are responsible to notify the Board in writing within ten (10) days of closing a pharmacy. The notification shall include, but not be limited to:

(1) Date of closing

(2) Copy of final CDS inventory,

(3) Disposition of pharmacy records,

(4) Disposition of prescription drugs, and

(5) Return of pharmacy license.

(j)Reporting.

(1) The pharmacy and the PIC shall report any theft or significant loss of any drugs to the Board within one day of discovery. The pharmacy and the PIC must complete and submit a DEA 106 form for any theft or significant loss of controlled substances to DEA within the required time. A copy shall be sent to the Board within fourteen (14) days of the filing of the DEA Form 106.

(2) A change in PIC must be reported to the Board in writing within ten (10) days,

(3) A pharmacy that is closing due to lack of staffing or for some other reason and will not be open during normal business hours when patients would expect the pharmacy to be open must email the following information to the Board within twenty-four (24) hours.

(A) License number of the pharmacy.

(B) Name of the pharmacy.

(C) Address of the pharmacy.

(D) Name of the pharmacist in charge (PIC).

(E) Date(s) that the pharmacy will be closed.

(F) Hours the pharmacy will be closed.

(G) Detailed explanation for closing.

Okla. Admin. Code § 535:15-3-2

Amended at 12 Ok Reg 2593, eff 6-26-95; Amended at 14 Ok Reg 3024, eff 7-1-97; Amended at 15 Ok Reg 3272, eff 7-13-98; Amended at 17 Ok Reg 2626, eff 7-1-00; Amended at 18 Ok Reg 2736, eff 7-1-01; Amended at 20 Ok Reg 2476, eff 7-11-03; Amended at 21 Ok Reg 2452, eff 7-1-04; Amended at 24 Ok Reg 2257, eff 7-1-07; Amended at 27 Ok Reg 2249, eff 7-11-10

Amended by Oklahoma Register, Volume 32, Issue 23, August 17, 2015, eff. 8/27/2015.

Amended by Oklahoma Register, Volume 34, Issue 24, September 1, 2017, eff. 9/11/2017

Amended by Oklahoma Register, Volume 35, Issue 24, September 4, 2018, eff. 9/14/2018

Amended by Oklahoma Register, Volume 37, Issue 24, September 1, 2020, eff. 9/11/2020

Amended by Oklahoma Register, Volume 38, Issue 24, September 1, 2021, eff. 9/11/2021

Amended by Oklahoma Register, Volume 41, Issue 22, August 1, 2024, eff. 8/11/2024