Proposed Text
CHAPTER 15
REGULATIONS FOR DELEGATION TO AN AGENCY SUBORDINATE
18VAC110-15-10. Criteria for delegation of informal fact-finding proceeding to an agency subordinate.
A. Decision to delegate. In accordance with subdivision 10 of § 54.1-2400 of the Code of Virginia, the board may delegate an informal fact-finding proceeding to an agency subordinate upon determination that probable cause exists that a practitioner or an entity may be subject to a disciplinary action.
B. Criteria for delegation. Cases that may not be delegated to an agency subordinate, except as may be approved by a committee of the board, include those that involve:
1. Intentional or negligent conduct that causes or is likely to cause injury to a patient;
2. Drug diversion;
3. Impairment with an inability to practice with skill and safety;
4. Indiscriminate dispensing; and
5. Medication error in administration or dispensing.
C. Criteria for an agency subordinate.
1. An agency subordinate authorized by the board to conduct an informal fact-finding proceeding may include board members and professional staff or other persons deemed knowledgeable by virtue of their training and experience in administrative proceedings involving the regulation and discipline of health professionals.
2. The executive director shall maintain a list of appropriately qualified persons to whom an informal fact-finding proceeding may be delegated.
3. The board may delegate to the executive director the selection of the agency subordinate who is deemed appropriately qualified to conduct a proceeding based on the qualifications of the subordinate and the type of case being heard.
Part I
General Provisions
18VAC110-20-10. Definitions.
In addition to words and terms defined in §§ 54.1-3300 and 54.1-3401 of the Code of Virginia, the following words and terms when used in this chapter shall have the following meanings, unless the context clearly indicates otherwise:
"ACPE" means the Accreditation Council for
Pharmacy Education.
"Acquisition" of an existing entity permitted,
registered, or licensed by the board means (i) the purchase or transfer
of all or substantially all of the assets of the entity or of any corporation
that owns or controls the entity; (ii) the creation of a partnership by a sole
proprietor or change in partnership composition; (iii) the acquiring of 50% or
more of the outstanding shares of voting stock of a corporation owning the
entity or of the parent corporation of a wholly owned subsidiary owning the
entity, except that this shall not apply to any corporation the voting stock of
which is actively traded on any securities exchange or in any over-the-counter
market; or (iv) the merger of a corporation owning the entity, or of the
parent corporation of a wholly owned subsidiary owning the entity, with
another business or corporation.
"Actively reports" means reporting all dispensing errors and analyses of such errors to a patient safety organization as soon as practical or at least within 30 days of identifying the error.
"Alternate delivery site" means a location authorized in 18VAC110-20-275 to receive dispensed prescriptions on behalf of and for further delivery or administration to a patient.
"Analysis" means a review of the findings collected and documented on each dispensing error, assessment of the cause and any factors contributing to the dispensing error, and any recommendation for remedial action to improve pharmacy systems and workflow processes to prevent or reduce future errors.
"Authorized collector" means a narcotic treatment
program, hospital, or clinic with an on-site pharmacy, or pharmacy that
is authorized by the U.S. Drug Enforcement Administration to receive drugs from
an ultimate user, a person lawfully entitled to dispose of an ultimate user
decedent's property, or a long-term care facility on behalf of an ultimate user
who resides or has resided at that facility for the purpose of destruction.
"Beyond-use date" means the date beyond which the integrity of a compounded, repackaged, or dispensed drug can no longer be assured and as such is deemed to be adulterated or misbranded as defined in §§ 54.1-3461 and 54.1-3462 of the Code of Virginia.
"Board" means the Virginia Board of Pharmacy.
"CE" means continuing education as required for
renewal of licensure by the Board of Pharmacy.
"CEU" means a continuing education unit awarded
for credit as the equivalent of 10 contact hours.
"Chart order" means a lawful order for a drug or
device entered on the chart or in a medical record of a patient by a prescriber
or his the prescriber's designated agent.
"Compliance packaging" means packaging for dispensed drugs that is comprised of a series of containers for solid oral dosage forms and designed to assist the user in administering or self-administering the drugs in accordance with directions for use.
"Contact hour" means the amount of credit awarded
for 60 minutes of participation in and successful completion of a continuing
education program.
"Correctional facility" means any prison, penitentiary, penal facility, jail, detention unit, or other facility in which persons are incarcerated by government officials.
"DEA" means the U.S. Drug Enforcement Administration.
"Dispensing error" means one or more of the following discovered after the final verification by the pharmacist, regardless of whether the patient received the drug:
1. Variation from the prescriber's prescription drug order,
including but not limited to:
a. Incorrect drug;
b. Incorrect drug strength;
c. Incorrect dosage form;
d. Incorrect patient; or
e. Inadequate or incorrect packaging, labeling, or directions.
2. Failure to exercise professional judgment in identifying and managing:
a. Known therapeutic duplication;
b. Known drug-disease contraindications;
c. Known drug-drug interactions;
d. Incorrect drug dosage or duration of drug treatment;
e. Known drug-allergy interactions;
f. A clinically significant, avoidable delay in therapy; or
g. Any other significant, actual, or potential problem with a patient's drug therapy.
3. Delivery of a drug to the incorrect patient.
4. Variation in bulk repackaging or filling of automated
devices, including but not limited to:
a. Incorrect drug;
b. Incorrect drug strength;
c. Incorrect dosage form; or
d. Inadequate or incorrect packaging or labeling.
"Drug donation site" means a permitted pharmacy that specifically registers with the board for the purpose of receiving or redispensing eligible donated prescription drugs pursuant to § 54.1-3411.1 of the Code of Virginia.
"Electronic prescription" means a written
prescription that is generated on an electronic application and is
transmitted to a pharmacy as an electronic data file; Schedules II through V
prescriptions shall be transmitted in accordance with 21 CFR Part 1300 and
is transmitted to a pharmacy as an electronic data file.
"EMS" means emergency medical services.
"Expiration date" means that date placed on a drug package by the manufacturer or repacker beyond which the product may not be dispensed or used.
"Facsimile (FAX) "Faxed
prescription" means a written prescription or order which that
is transmitted by an electronic device over telephone lines which sends that
send the exact image to the receiver (pharmacy) in a hard copy form.
"FDA" means the U.S. Food and Drug Administration.
"Floor stock" means a supply of drugs that have been distributed for the purpose of general administration by a prescriber or other authorized person pursuant to a valid order of a prescriber.
"Foreign school of pharmacy" means a school
outside the United States and its territories offering a course of study in
basic sciences, pharmacology, and pharmacy of at least four years in duration
resulting in a degree that qualifies a person to practice pharmacy in that
country.
"Forgery" means a prescription that was falsely created, falsely signed, or altered.
"FPGEC certificate" means the certificate given
by the Foreign Pharmacy Equivalency Committee of NABP that certifies that the
holder of such certificate has passed the Foreign Pharmacy Equivalency
Examination and a credential review of foreign training to establish educational
equivalency to board approved schools of pharmacy, and has passed approved
examinations establishing proficiency in English.
"Generic drug name" means the nonproprietary name listed in the United States Pharmacopeia-National Formulary (USP-NF) or in the United States Adopted Names (USAN) and the USP Dictionary of Drug Names.
"Hospital" or "nursing home" means those facilities as defined in Title 32.1 of the Code of Virginia or as defined in regulations by the Virginia Department of Health.
"Inactive license" means a license that is
registered with the Commonwealth but does not entitle the licensee to practice,
the holder of which is not required to submit documentation of CE necessary to
hold an active license.
"Initials" means the first letters of a person's name or other unique personal identifier.
"Long-term care facility" means a nursing home, retirement care, mental care, or other facility or institution that provides extended health care to resident patients.
"NABP" means the National Association of Boards of Pharmacy.
"Nuclear pharmacy" means a pharmacy providing radiopharmaceutical services.
"On duty" means that a pharmacist is on the premises at the address of the permitted pharmacy and is available as needed.
"On-hold prescription" means a valid prescription that is received and maintained at the pharmacy for initial dispensing on a future date.
"Patient safety organization" means an organization
that has as its primary mission continuous quality improvement under the
Patient Safety and Quality Improvement Act of 2005 (Pub. L. (P.L.
109-41) and is credentialed by the Agency for Healthcare Research and Quality.
"Permitted physician" means a physician who is licensed pursuant to § 54.1-3304 of the Code of Virginia to dispense drugs to persons to whom or for whom pharmacy services are not reasonably available.
"Perpetual inventory" means an ongoing system for recording quantities of drugs received, dispensed, or otherwise distributed by a pharmacy.
"Personal supervision" means the pharmacist must be physically present and render direct, personal control over the entire service being rendered or act being performed. Neither prior nor future instructions shall be sufficient nor shall supervision rendered by telephone, written instructions, or by any mechanical or electronic methods be sufficient.
"Pharmacy closing" means that the permitted pharmacy ceases pharmacy services or fails to provide for continuity of pharmacy services or lawful access to patient prescription records or other required patient records for the purpose of continued pharmacy services to patients.
"Pharmacy technician trainee" means a person who
is currently enrolled in an approved pharmacy technician training program and
is performing duties restricted to pharmacy technicians for the purpose of
obtaining practical experience in accordance with § 54.1-3321 D of the Code of
Virginia.
"PIC" means the pharmacist-in-charge of a permitted pharmacy.
"Practice location" means any location in which a prescriber evaluates or treats a patient.
"Prescription department" means any contiguous or
noncontiguous areas used for the compounding, dispensing, and storage of
all Schedule Schedules II through VI drugs and devices and any
Schedule I investigational drugs drug.
"PTCB" means the Pharmacy Technician
Certification Board, co-founded by the American Pharmaceutical Association and
the American Society of Health System Pharmacists, as the national organization
for voluntary examination and certification of pharmacy technicians.
"Quality assurance plan" means a plan approved by the board for ongoing monitoring, measuring, evaluating, and, if necessary, improving the performance of a pharmacy function or system.
"Radiopharmaceutical" means any drug that exhibits
spontaneous disintegration of unstable nuclei with the emission of nuclear
particles or photons and includes any nonradioactive reagent kit or
radionuclide generator that is intended to be used in the preparation of any
such substance, but does not include drugs such as carbon-containing
compounds or potassium-containing salts that include trace quantities of
naturally occurring radionuclides. The term also includes any biological
product that is labeled with a radionuclide or intended solely to be labeled
with a radionuclide.
"Repackaged drug" means any drug removed from the manufacturer's original package and placed in different packaging.
"Robotic pharmacy system" means a mechanical system
controlled by a computer that performs operations or activities relative to the
storage, packaging, compounding, labeling, dispensing, or distribution
of medications, and collects, controls, and maintains all transaction
information.
"Safety closure container" means a container that meets the requirements of the federal Poison Prevention Packaging Act of 1970 (15 USC §§ 1471-1476), that is, in testing such containers, that 85% of a test group of 200 children of ages 41-52 months are unable to open the container in a five-minute period and that 80% fail in another five minutes after a demonstration of how to open it and that 90% of a test group of 100 adults must be able to open and close the container.
"Satellite pharmacy" means a pharmacy that is noncontiguous to the centrally permitted pharmacy of a hospital but at the location designated on the pharmacy permit.
"Special packaging" means packaging that is designed
or constructed to be significantly difficult for children younger than five
years of age to open to obtain a toxic or harmful amount of the drug contained
therein within a reasonable time and not difficult for normal adults to use
properly, but does not mean packaging that all such children cannot open
or obtain a toxic or harmful amount within a reasonable time.
"Special use permit" means a permit issued to conduct a pharmacy of a special scope of service that varies in any way from the provisions of any board regulation.
"Storage temperature" means those specific directions stated in some monographs with respect to the temperatures at which pharmaceutical articles shall be stored, where it is considered that storage at a lower or higher temperature may produce undesirable results. The conditions are defined by the following terms:
1. "Cold" means any temperature not exceeding 8°C (46°F). A refrigerator is a cold place in which temperature is maintained thermostatically between 2° and 8°C (36° and 46°F). A freezer is a cold place in which the temperature is maintained thermostatically between -20° and -10°C (-4° and 14°F).
2. "Room temperature" means the temperature prevailing in a working area.
3. "Controlled room temperature" means a temperature maintained thermostatically that encompasses the usual and customary working environment of 20° to 25°C (68° to 77°F); that results in a mean kinetic temperature calculated to be not more than 25°C; and that allows for excursions between 15° and 30°C (59° and 86°F) that are experienced in pharmacies, hospitals, and warehouses.
4. "Warm" means any temperature between 30° and 40°C (86° and 104°F).
5. "Excessive heat" means any temperature above 40°C (104°F).
6. "Protection from freezing" means where, in
addition to the risk of breakage of the container, freezing subjects a product
to loss of strength or potency, or to the destructive alteration of its
characteristics, the container label bears an appropriate instruction to
protect the product from freezing.
7. "Cool" means any temperature between 8° and 15°C (46° and 59°F).
"Terminally ill" means a patient with a terminal condition as defined in § 54.1-2982 of the Code of Virginia.
"Ultimate user" means a person who has lawfully obtained, and who possesses, a controlled substance for his own use or for the use of a member of his household or for an animal owned by him or a member of his household.
"Unit dose container" means a container that is a single-unit container, as defined in United States Pharmacopeia-National Formulary, for articles intended for administration by other than the parenteral route as a single dose, direct from the container.
"Unit dose package" means a container that contains a particular dose ordered for a patient.
"Unit dose system" means a system in which multiple drugs in unit dose packaging are dispensed in a single container, such as a medication drawer or bin, labeled only with patient name and location. Directions for administration are not provided by the pharmacy on the drug packaging or container but are obtained by the person administering directly from a prescriber's order or medication administration record.
"USP-NF" means the United States Pharmacopeia-National Formulary.
"Well-closed container" means a container that protects the contents from extraneous solids and from loss of the drug under the ordinary or customary conditions of handling, shipment, storage, and distribution.
18VAC110-20-15. Criteria for delegation of informal
fact-finding proceedings to an agency subordinate. (Repealed.)
A. Decision to delegate. In accordance with § 54.1-2400
(10) of the Code of Virginia, the board may delegate an informal fact-finding proceeding
to an agency subordinate upon determination that probable cause exists that a
practitioner may be subject to a disciplinary action.
B. Criteria for delegation. Cases that may not be delegated
to an agency subordinate, except as may be approved by a committee of the
board, include those that involve:
1. Intentional or negligent conduct that causes or is likely
to cause injury to a patient;
2. Drug diversion;
3. Impairment with an inability to practice with skill and
safety;
4. Indiscriminate dispensing; and
5. Medication error in administration or dispensing.
C. Criteria for an agency subordinate.
1. An agency subordinate authorized by the board to conduct
an informal fact-finding proceeding may include board members and professional
staff or other persons deemed knowledgeable by virtue of their training and
experience in administrative proceedings involving the regulation and
discipline of health professionals.
2. The executive director shall maintain a list of
appropriately qualified persons to whom an informal fact-finding proceeding may
be delegated.
3. The board may delegate to the executive director the
selection of the agency subordinate who is deemed appropriately qualified to
conduct a proceeding based on the qualifications of the subordinate and the
type of case being heard.
18VAC110-20-20. Fees.
A. Unless otherwise provided, fees listed in this section shall not be refundable.
B. Unless otherwise provided, any fees for taking required
examinations shall be paid directly to the examination service as specified by
the board.
C. B. Initial application fees.
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$270 |
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$270 |
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$180 |
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$270 |
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$270 |
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$270 |
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$90 |
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$250 |
If the board determines that a technical consultant is required in order to make a decision on approval, any consultant fee, not to exceed the actual cost, shall also be paid by the applicant in addition to the application fee. |
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$50 |
D. C. Annual renewal fees.
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$270 |
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$270 |
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$180 |
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$270 |
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$270 |
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$270 |
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$90 |
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$30 every two years |
E. D. Late fees. The following late fees shall be
paid in addition to the current renewal fee to renew an expired license permit
or registration within one year of the expiration date or within two
years in the case of a pharmacy technician training program. In addition,
engaging in activities requiring a license, permit, or
registration after the expiration date of such license, permit,
or registration shall be grounds for disciplinary action by the board.
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$90 |
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$90 |
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$60 |
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$90 |
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$90 |
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$90 |
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$30 |
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$10 |
F. E. Reinstatement fees.
1. Any person or entity attempting to renew a license,
permit, or registration more than one year after the expiration date,
or more than two years after the expiration date in the case of a pharmacy technician
training program, shall submit an application for reinstatement with any
required fees. Reinstatement is at the discretion of the board and, except for
reinstatement following license revocation or suspension, may be granted
by the executive director of the board upon completion of an application and
payment of any required fees.
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5. 2. Facilities or entities that cease operation
and wish to resume shall not be eligible for reinstatement but shall apply for
a new permit or registration. Facilities or entities that failed to renew and
continued to operate for more than one renewal cycle shall pay the current and
all back renewal fees for the years in which they were operating plus the
following reinstatement fees:
a. Pharmacy permit |
$240 |
b. Physician permit to practice pharmacy |
$240 |
c. Medical equipment supplier permit |
$210 |
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$240 |
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$115 |
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$240 |
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$180 |
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$50 |
G. F. Application for change or inspection fees
for facilities or other entities.
1. Change of pharmacist-in-charge |
$50 |
2. Change of ownership for any facility |
$50 |
3. Inspection for remodeling or change of location for any facility |
$150 |
4. Reinspection of any facility |
$150 |
5. Board-required inspection for a robotic pharmacy system |
$150 |
6. Board-required inspection of an innovative program location |
$150 |
7. Change of pharmacist responsible for an approved innovative program |
$25 |
H. G. Miscellaneous fees.
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$35 |
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$10 |
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$25 |
18VAC110-20-21. Public address. (Repealed.)
An individual licensed by or registered with the board who
has provided the board with a public address that is different from the address
of record shall notify the board in writing if there is a change in the
address.
18VAC110-20-25. Unprofessional conduct.
The following practices shall constitute unprofessional conduct within the meaning of § 54.1-3316 of the Code of Virginia:
1. Failing to comply with provisions of § 32.1-127.1:03 of the Code
of Virginia related to the confidentiality and disclosure of patient records or
related to provision of patient records to another practitioner or to the
patient or his the patient's personal representative;
2. Willfully or negligently breaching the confidentiality of a patient unless otherwise required or permitted by applicable law;
3. Failing to maintain confidentiality of information received from the Prescription Monitoring Program, obtaining such information for reasons other than to assist in determining the validity of a prescription to be filled, or misusing information received from the program;
4. Engaging in disruptive or abusive behavior in a pharmacy
or other health care setting that interferes with patient care or could
reasonably be expected to adversely impact the quality of care rendered to a
patient;
5. Engaging or attempting to engage in a relationship with a
patient that constitutes a professional boundary violation in which the
practitioner uses his professional position to take advantage of the vulnerability
of a patient or his family, including but not limited to sexual misconduct with
a patient or a member of his family or other conduct that results or could
result in personal gain at the expense of the patient;
6. 4. Failing to maintain adequate safeguards
against diversion of controlled substances;
7. 5. Failing to appropriately respond to a known
dispensing error in a manner that protects the health and safety of the
patient;
8. 6. Delegating a task within the practice of
pharmacy to a person who is not adequately trained to perform such a task;
9. 7. Failing by the PIC to ensure that pharmacy
interns and pharmacy technicians working in the pharmacy are registered and
that such registration is current; or
10. Failing to exercise professional judgment in determining
whether a prescription meets requirements of law before dispensing
8. Obtaining money or property of a patient or client by fraud or misrepresentation;
9. Providing false information or failing to cooperate with an employee of the Department of Health Professions in the conduct on an investigation or inspection;
10. Violating any provision of this chapter or Chapter 33 (§ 54.1-3300 et seq.) or 34 (§ 54.1-3400 et seq.) of Title 54.1 of the Code of Virginia;
11. Performing any act likely to deceive, defraud, or harm the public; or
12. Having a restriction of a license, permit, or registration to practice in another jurisdiction in the United States.
Part II
Licensure Requirements for Pharmacists (Repealed)
18VAC110-20-30. Requirements for pharmacy practical
experience. (Repealed.)
A. Each applicant for licensure as a pharmacist shall have gained
practical experience in the practice of pharmacy as set forth in this section
and 18VAC110-20-40.
B. An applicant for licensure as a pharmacist shall attain
a minimum of 1,500 hours of practical experience.
C. Practical experience that is gained within an
ACPE-accredited school of pharmacy, that conforms to the current ACPE
standards, and that allows the student to gain at least 1,500 hours of
practical experience, shall meet the board's practical experience requirements
for licensure as a pharmacist.
D. All practical experience credit gained outside of an
ACPE-accredited school of pharmacy program shall only be gained after
successful completion of the equivalent of at least two semesters in an
ACPE-accredited school of pharmacy. Credit shall not be given for more than 50
hours in one week and not less than an average of 20 hours per week averaged
over a month. The board may grant an exception to the minimum number of hours
for good cause shown.
E. In accordance with § 54.1-3312 of the Code of Virginia,
all practical experience required by this section shall be gained within the
United States.
18VAC110-20-40. Procedure for gaining practical experience. (Repealed.)
A. Each person desiring to gain practical pharmacy
experience in Virginia shall first register with the board as a pharmacy intern
on a form provided by the board prior to becoming so engaged as a pharmacy
intern. This requirement shall apply to any person gaining practical experience
within the Commonwealth whether for licensure in Virginia or in another state.
B. In order to be eligible to register as a pharmacy
intern, an applicant shall meet at least one of the following criteria:
1. The applicant shall be enrolled in and have started
course work in a professional degree program of a board-approved school of
pharmacy. Such registration is only valid while the student is enrolled in the
school of pharmacy and is satisfactorily progressing toward meeting the
requirements for licensure as a pharmacist. An expiration date shall be
assigned to the registration to cover the estimated time period for the student
to complete the school program and pass the required examinations. If the
student is no longer enrolled in the school program, takes a voluntary break
from the program, or is otherwise not actively participating in the school
program, except for regularly scheduled school breaks, the registration is no
longer valid and shall be returned to the board immediately;
2. The applicant is a graduate of a board-approved school of
pharmacy or a graduate of a foreign school of pharmacy, has established educational
equivalency and proficiency in English by obtaining the FPGEC certificate, and
desires to gain required practical experience required for licensure as a
pharmacist. Such applicant shall provide documentation on a board-approved form
of current employment or an employment start date within 90 days in a pharmacy
in Virginia with approval by the supervising pharmacist. An expiration date
shall be assigned to cover the estimated time period needed to obtain the
required practical experience hours and take the required examinations to
become licensed as a pharmacist;
3. The applicant has already gained the required practical
experience, but is an otherwise qualified applicant awaiting examination for
licensure. A three-month expiration date shall be assigned to allow the
applicant time to take required examinations; or
4. The applicant is an applicant for reactivation or
reinstatement of a previously issued pharmacist license and is meeting board
requirements for relicensure. An expiration date shall be assigned to
reasonably cover the period of time necessary to meet the board requirements.
C. For documented, good cause shown, the executive director
of the board may extend the expiration date of the intern registration upon
submission of an application form approved by the board and payment of the
initial application fee.
D. A pharmacy intern shall be supervised by a pharmacist
who holds a current, unrestricted license and assumes full responsibility for
the training, supervision and conduct of the intern.
E. The intern registration of a pharmacy student shall be
valid only while the student is enrolled in a school of pharmacy. The
registration card issued by the board shall be returned to the board upon
failure to be enrolled.
F. Practical experience gained within any other state must
be registered with and certified by the board of that state in order to be
accepted or certified by this board. In the event that a state relies on the
pharmacy school to certify the hours of experience, an affidavit from the pharmacy
school certifying the hours of experience gained in the United States may be
accepted in lieu of board certification.
G. All practical experience of the pharmacy intern shall be
evidenced by an affidavit approved by the board, which shall be filed prior to
or with the application for examination for licensure.
H. An applicant for licensure by endorsement may provide
verification acceptable to the board of practical experience hours worked as a
pharmacist in another state within the United States in lieu of prelicensure
intern hours in order to meet the practical experience requirement.
I. A pharmacy intern shall notify the board in writing of
any change in address of record within 14 days of such change.
18VAC110-20-50. Curriculum and approved schools of pharmacy.
(Repealed.)
A. The following minimum educational requirements for the
specified periods shall be recognized by the board for the purpose of
licensure.
1. On and after June 1, 1936, but before June 1, 1964, the
applicant for licensure shall have been graduated from a four-year course of
study with a Bachelor of Science degree in pharmacy awarded.
2. On and after June 1, 1964, the applicant for licensure shall
have been graduated from at least a five-year course of study with a Bachelor
of Science degree in pharmacy or a Doctorate of Pharmacy degree awarded.
B. In order to be licensed as a pharmacist within this
Commonwealth, the applicant shall have been granted the first professional
degree from a program of a school of pharmacy which meets the requirements of §
54.1-3312 of the Code of Virginia.
18VAC110-20-60. Content of the examination and grades
required; limitation on admittance to examination. (Repealed.)
A. Prior to admission to any examination required for
licensure, the applicant shall have met all other requirements to include education
and practical experience requirements, but in no case shall the applicant be
admitted if grounds exist to deny licensure under § 54.1-3316 of the Code of
Virginia.
B. The applicant shall achieve a passing score as
determined by the board on the licensure examination which is approved by the
board and which shall consist of an integrated examination of pharmacy
practice, pharmacology, pharmacy mathematics, and such other subjects as are
necessary to assure that the candidate possesses the necessary knowledge and
skills to practice pharmacy.
C. When an applicant for licensure by examination fails to
meet the passing requirements of the board-approved integrated pharmacy
examination on three occasions, he shall not be readmitted to the examination until
he has completed an additional 1,000 hours of practical experience as a
pharmacy intern as set forth in 18VAC110-20-40.
D. The applicant shall also achieve a passing score as
determined by the board on an examination that tests the candidate's knowledge
of federal and state laws related to pharmacy practice.
E. When an applicant fails to pass the law examination, he
shall not be allowed to retake it for a period of 30 days.
F. If an applicant requests a testing accommodation for
either examination based on a physical or mental impairment that substantially
limits one or more major life activities, subject to the Americans with
Disabilities Act, the board may approve a reasonable accommodation that does
not compromise the security or integrity of the examination.
1. Supporting documentation shall be provided by the
applicant to include the following to be considered for review:
a. A letter of request from the candidate that specifies
the testing accommodation requested;
b. A written report of an evaluation (educational,
psychological, or physical) within the preceding two years from a qualified
professional that states a diagnosis of the disability, describes the
disability, recommends specific accommodations, and provides justification that
the accommodation is appropriate and necessary for the diagnosed disability. If
the comprehensive evaluation was done more than two years ago and the condition
is one that is not subject to change, the original evaluation report may be
submitted along with a current letter from the qualified professional stating
that there has been no change in the condition since the time of the
evaluation; and
c. A written statement from the appropriate person at the
applicant's school of pharmacy that describes any testing accommodations made
while the student was enrolled, if applicable.
2. The applicant will be notified in writing of the
decision. If the request for accommodation is granted, the approval information
will be forwarded to the examination contractor and the form of the
accommodation will be coordinated with the contractor.
18VAC110-20-70. Requirements for foreign-trained applicants.
(Repealed.)
A. Applicants for licensure who were trained in foreign
schools of pharmacy shall obtain the FPGEC certificate prior to being allowed
to register as a pharmacy intern and gain required practical experience in
Virginia.
B. After obtaining the FPGEC certificate, the applicant may
apply for a pharmacy intern registration and shall fulfill the requirements for
practical experience set forth in 18VAC110-20-30 and 18VAC110-20-40 before
being admitted to examinations required by 18VAC110-20-60.
C. Applicants for licensure who were trained in foreign
schools of pharmacy shall also complete and achieve passing scores on the
examinations set forth in 18VAC110-20-60 before being licensed as a pharmacist.
18VAC110-20-75. Registration for voluntary practice by
out-of-state licensees. (Repealed.)
Any pharmacist who seeks registration to practice on a
voluntary basis pursuant to subdivision 12 of § 54.1-3301 of the Code of Virginia
under the auspices of a publicly supported, all volunteer, nonprofit
organization that sponsors the provision of health care to populations of
underserved people shall:
1. File a complete application for registration on a form
provided by the board at least five business days prior to engaging in such
practice;
2. Provide a complete list of each state in which he has
held a pharmacist license and a copy of any current license;
3. Provide the name of the nonprofit organization and the
dates and location of the voluntary provision of services;
4. Pay a registration fee of $10; and
5. Provide a notarized statement from a representative of
the nonprofit organization attesting to its compliance with the provisions of
subdivision 12 of § 54.1-3301 of the Code of Virginia.
18VAC110-20-80. Renewal and reinstatement of license. (Repealed.)
A. Pharmacist licenses expire on December 31 and shall be
renewed annually prior to that date by the submission of a renewal fee, renewal
form, and statement of compliance with continuing education requirements.
B. A pharmacist newly licensed on or after October 1 shall
not be required to renew that license until December 31 of the following year.
C. A pharmacist who fails to renew his license by the
expiration date may renew his license at any time within one year of its
expiration by submission of the renewal fee and late fee, renewal form, and
statement of compliance with continuing education requirements.
D. A pharmacist who fails to renew his license for more
than one year following expiration and who wishes to reinstate such license
shall submit an application for reinstatement, pay the current renewal fee and
a reinstatement fee, and submit documentation showing compliance with continuing
education requirements. Reinstatement is at the discretion of the board and may
be granted by the executive director of the board provided no grounds exist to
deny said reinstatement.
E. A pharmacist who has been registered as inactive for
more than one year must apply for reinstatement, submit documentation showing
compliance with continuing education requirements, and pay the current year
active renewal fee in order to resume active licensure.
F. In order to reactivate or reinstate a license to active
status, a pharmacist who holds an inactive license, who has allowed his license
to lapse, or who has had his license suspended or revoked must submit evidence
of completion of CEU's or hours equal to the requirements for the number of
years in which his license has not been active, not to exceed a total of 60
hours of CE.
G. A pharmacist whose license has been lapsed, in inactive
status, or suspended or revoked for more than five years shall, as a condition
of reinstatement in addition to 60 hours CE, take and receive a passing score
on the board-approved law examination and furnish acceptable documentation of
one of the following:
1. Active pharmacy practice within the past five years as a
properly licensed pharmacist in another state; or
2. Practical experience as a pharmacy intern registered with
the board of at least 160 hours within six months immediately prior to being
reinstated.
H. The practice of pharmacy without a current, active
pharmacist license is unlawful and shall constitute grounds for disciplinary
action by the board.
I. It shall be the duty and responsibility of each licensee
to inform the board of his current address. A licensee shall notify the board
within 14 days in writing or electronically of any change of an address of
record. Properly updating address of record directly through the board's
web-based application or other approved means shall constitute lawful
notification. All notices required by law or by these rules and regulations are
deemed to be legally given when mailed to the address of record and shall not
relieve the licensee of the obligation to comply.
18VAC110-20-90. Requirements for continuing education. (Repealed.)
A. A pharmacist shall be required to have completed a
minimum of 1.5 CEUs or 15 contact hours of continuing pharmacy education in an
approved program for each annual renewal of licensure. CEUs or hours in excess
of the number required for renewal may not be transferred or credited to
another year.
B. A pharmacy education program approved for continuing
pharmacy education is:
1. One that is approved by the Accreditation Council for
Pharmacy Education (ACPE);
2. One that is approved as a Category I Continuing Medical
Education (CME) course, the primary focus of which is pharmacy, pharmacology,
or drug therapy; or
3. One that is approved by the board in accordance with the
provisions of 18VAC110-20-100.
C. The board may grant an extension pursuant to
§ 54.1-3314.1 E of the Code of Virginia. Any subsequent extension shall be
granted only for good cause shown.
D. Up to two hours of the 15 hours required for annual
renewal may be satisfied through delivery of pharmacy services as a pharmacist,
without compensation, to low-income individuals receiving health services
through a local health department or a free clinic organized in whole or
primarily for the delivery of those services. One hour of continuing education
may be credited for three hours of providing such volunteer services, as
documented by the health department or free clinic.
E. Pharmacists are required to attest to compliance with CE
requirements in a manner approved by the board at the time of their annual
license renewal. Following each renewal period, the board may conduct an audit
of the immediate past two years' CE documents to verify compliance with
requirements. Pharmacists are required to maintain, for two years following
renewal, the original certificates documenting successful completion of CE,
showing date and title of the CE program or activity, the number of CEUs or
contact hours awarded, and a certifying signature or other certification of the
approved provider. Pharmacists selected for audit must provide these original
documents to the board by the deadline date specified by the board in the audit
notice.
18VAC110-20-100. Approval of continuing education programs.
(Repealed.)
A. The board will approve without application or further
review any program offered by an ACPE-approved provider and will accept for credit
certificates bearing the official ACPE logo and program number.
B. The board may approve an individual CE program under the
following provisions:
1. An approved individual program is a course, activity, or
lecture which includes subject matter related to the competency of the practice
of pharmacy and which has been approved for CE credit by the board.
2. In order to receive approval for an individual program,
the sponsor or provider must apply prior to the program offering on a form
provided by the board. The information which must be provided shall include but
not be limited to: name of provider, location, date and time of program,
charges to participants, description of program content and objectives,
credentials of speaker or author, method of delivery, evaluation procedure,
evidence of a post assessment, credits requested, mechanism for recordkeeping,
and any such information as the board deems necessary to assure quality and
compliance.
3. The sponsor applying for board approval of an individual
program must pay a fee as required in 18VAC110-20-20 C 12.
4. The board shall notify the provider or sponsor within 60
days following the receipt of a completed application of approval or
disapproval of a program and the number of credits which may be awarded. The
board shall also assign an expiration date for approval of the program not to
exceed two years from the date of approval.
5. The provider of an approved program shall provide to each
participant who completes the required hours and passes the post test a
certification with the name of the provider, name of the participant,
description of course and method of delivery, number of hours credited, date of
completion, and program identification number.
6. The provider of an approved program shall maintain all
records on that program, its participants, and hours awarded for a period of
five years and shall make those records available to the board upon request.
7. The board shall periodically review and monitor programs.
The provider of a CE program shall waive registration fees for a representative
of the board for that purpose.
8. Any changes in the information previously provided about
an approved program or provider must be submitted or the board may withdraw its
approval. If a provider wants to give a live program more than once, all
program dates must either be submitted on the original application or provided
to the board in subsequent correspondence at least five days prior to giving
the program.
Part III (Repealed)
Requirements for Pharmacy Technician Registration
18VAC110-20-101. Application for registration as a pharmacy
technician. (Repealed.)
A. Any person wishing to apply for registration as a pharmacy
technician shall submit the application fee and an application on a form
approved by the board.
B. In order to be registered as a pharmacy technician, an
applicant shall provide evidence of the following:
1. Satisfactory completion of an approved training program;
and
2. A passing score on a board-approved examination.
C. In lieu of the requirements of subsection B of this
section, an applicant may provide evidence of current PTCB certification.
D. A pharmacy technician trainee may perform tasks
restricted to pharmacy technicians for no more than nine months without
becoming registered as a pharmacy technician.
18VAC110-20-102. Criteria for approval for training programs.
(Repealed.)
A. Any person wishing to apply for approval of a pharmacy
technician training program shall submit the application fee and an application
on a form approved by the board and meet the criteria established in this
section.
B. The curriculum of a training program for pharmacy
technicians shall include instruction in applicable, current laws and
regulations and in the tasks that may be performed by a pharmacy technician to
include the following or any other task restricted to pharmacy technicians in
regulation:
1. The entry of prescription information and drug history
into a data system or other recordkeeping system;
2. The preparation of prescription labels or patient
information;
3. The removal of the drug to be dispensed from inventory;
4. The counting, measuring, or compounding of the drug to be
dispensed;
5. The packaging and labeling of the drug to be dispensed
and the repackaging thereof;
6. The stocking or loading of automated dispensing devices
or other devices used in the dispensing process; and
7. The acceptance of refill authorization from a prescriber
or his authorized agent provided there is no change to the original prescription.
C. Each program shall have a program director who shall be
either (i) a pharmacist with a current license in any jurisdiction and who is
not currently suspended or revoked in any jurisdiction in the United States;
(ii) a pharmacy technician with at least one year of experience performing
technician tasks who holds a current registration in Virginia or current PTCB
certification and who is not currently suspended or revoked as a pharmacy
technician in any jurisdiction; or (iii) other person approved and deemed
qualified by the board to be a program director.
D. Instructors for the core components listed in subsection
B of this section shall meet the requirements for the program director listed
in subsection C of this section. The program director may serve as an
instructor.
E. The length of the program shall be sufficient to prepare
a program participant to sit for the board-approved examination and demonstrate
entry-level competency.
F. The program shall maintain records of program
participants either on-site or at another location where the records are
readily retrievable upon request for inspection. A program shall provide a
certificate of completion to participants who successfully complete the program
and provide verification of completion of the program for a participant upon
request by the board. Records shall be maintained for two years from date of
completion or termination of program.
G. The program shall report within 14 days any substantive
change in the program to include a change in program name, program director,
instructors, name of institution or business if applicable, address, program
content, length of program, or location of records.
H. A pharmacy technician training program approval expires
after two years, after which the program may apply for renewal. For continued
approval, the program shall submit the renewal application, renewal fee, and a
self-evaluation report on a form provided by the board at the time of renewal
notification. Renewal of a program's approval is at the discretion of the
board, and the decision to renew shall be based on documentation of continued
compliance with the criteria set forth in this section.
18VAC110-20-103. Examination. (Repealed.)
A. The board shall approve one or more examinations to test
entry-level competency for pharmacy technicians. In order to be approved, a
competency examination shall be developed in accordance with and meet the recognized
acceptable test measurement standards of the Joint Technical Standards for
Education and Psychological Testing (American Psychological Association,
current edition), and shall be administered by an independent third party.
B. The board may contract with an examination service for
the development and administration of a competency examination.
C. The board shall determine the minimum passing standard
on the competency examination.
D. Any requests for testing accommodations under the
Americans with Disabilities Act shall be in accordance with the provisions of
18VAC110-20-60 F.
18VAC110-20-104. Address of record; maintenance of
certificate. (Repealed.)
A. It shall be the duty and responsibility of each pharmacy
technician to inform the board of his current address. A pharmacy technician
shall notify the board in writing or electronically of any change of an address
of record within 14 days. Properly updating address of record directly through
the board's web-based application or other approved means shall constitute
lawful notification. All notices required by law or by these rules and
regulations are deemed to be legally given when mailed to the address of record
and shall not relieve the registrant of the obligation to comply.
B. A pharmacy technician shall maintain his current
registration certificate at his principal place of practice available for
inspection upon request. A pharmacy technician who does not have a principal
place of practice may maintain it at any pharmacy in which he practices or his
address of record.
18VAC110-20-105. Renewal and reinstatement of registration.
(Repealed.)
A. Pharmacy technician registrations expire on December 31
and shall be renewed annually prior to that date by the submission of a renewal
fee and renewal form. A pharmacy technician newly registered on or after July 1
shall not be required to renew that registration until December 31 of the
following year. Failure to receive the application for renewal shall not
relieve the pharmacy technician of the responsibility for renewing the
registration by the expiration date.
B. A pharmacy technician who fails to renew his
registration by the expiration date may renew his registration at any time
within one year of its expiration by submission of the renewal fee and late
fee, renewal form, and attestation of having obtained required continuing
education.
C. A pharmacy technician who fails to renew his
registration for more than one year following expiration and who wishes to
reinstate such registration shall submit an application for reinstatement, pay
the current renewal fee and a reinstatement fee, and submit documentation
showing compliance with continuing education requirements. Reinstatement is at
the discretion of the board and may be granted by the executive director of the
board provided no grounds exist to deny said reinstatement. Conducting tasks
associated with a pharmacy technician with a lapsed registration shall be
illegal and may subject the registrant to disciplinary action by the board.
D. A person who fails to reinstate a pharmacy technician
registration within five years of expiration, shall not be eligible for
reinstatement and shall repeat an approved training program and repeat and pass
the examination, or hold current PTCB certification, before applying to be
reregistered.
18VAC110-20-106. Requirements for continued competency. (Repealed.)
A. A pharmacy technician shall be required to have
completed a minimum of 0.5 CEUs or five contact hours of approved continuing
education for each annual renewal of registration. Hours in excess of the
number required for renewal may not be transferred or credited to another year.
B. An approved continuing education program shall meet the
requirements as set forth in subsection B of 18VAC110-20-90 or subsection B of
18VAC110-20-100.
C. Upon written request of a pharmacy technician, the board
may grant an extension of up to one year in order for the pharmacy technician
to fulfill the continuing education requirements for the period of time in
question. The granting of an extension shall not relieve the pharmacy
technician from complying with current year requirements. Any subsequent
extension shall be granted for good cause shown.
D. Up to one hour of the five hours required for annual
renewal may be satisfied through delivery of pharmacy services as a pharmacy
technician, without compensation, to low-income individuals receiving health
services through a local health department or a free clinic organized in whole
or primarily for the delivery of those services. One hour of continuing
education may be credited for three hours of providing such volunteer services,
as documented by the health department or free clinic.
E. Original certificates showing successful completion of
continuing education programs shall be maintained by the pharmacy technician
for a period of two years following the renewal of his registration. The
pharmacy technician shall provide such original certificates to the board upon
request in a manner to be determined by the board.
Part IV II
Pharmacies
18VAC110-20-110. Pharmacy permits generally.
A. A pharmacy permit shall not be issued to a pharmacist to be simultaneously in charge of more than two pharmacies.
B. Except in an emergency, a permit holder shall not require a pharmacist to work longer than 12 continuous hours in any work day and shall allow at least six hours of off-time between consecutive shifts. A pharmacist working longer than six continuous hours shall be allowed to take a 30-minute break.
C. The pharmacist-in-charge (PIC) PIC or the
pharmacist on duty shall control all aspects of the practice of pharmacy. Any
decision overriding such control of the PIC or other pharmacist on duty shall
be deemed the practice of pharmacy and may be grounds for disciplinary action
against the pharmacy permit.
D. A pharmacist shall not be eligible to serve as PIC until after having obtained a minimum of two years of experience practicing as a pharmacist in Virginia or another jurisdiction in the United States. The board may grant an exception to the minimum number of years of experience for good cause shown.
D. E. When the PIC ceases practice at a pharmacy
or no longer wishes to be designated as PIC, he shall immediately return the
pharmacy permit to the board indicating the effective date on which he ceased
to be the PIC.
E. F. Although not required by law or
regulation, an outgoing PIC shall have the opportunity to take a complete and
accurate inventory of all Schedule Schedules II through V
controlled substances on hand on the date he ceases to be the PIC, unless the
owner submits written notice to the board showing good cause as to why this
opportunity should not be allowed.
F. G. A PIC who is absent from practice for more
than 30 consecutive days shall be deemed to no longer be the PIC. Pharmacists-in-charge
having knowledge of upcoming absences for longer than 30 days shall be
responsible for notifying the board and returning the permit. For unanticipated
absences by the PIC, which exceed 15 days with no known return date within the
next 15 days, the owner shall immediately notify the board and shall obtain a
new PIC.
G. H. An application for a permit designating
the new PIC shall be filed with the required fee within 14 days of the original
date of resignation or termination of the PIC on a form provided by the board.
It shall be unlawful for a pharmacy to operate without a new permit past the
14-day deadline unless the board receives a request for an extension prior to
the deadline. The executive director for the board may grant an extension for
up to an additional 14 days for good cause shown.
H. I. Only one pharmacy permit shall be issued
to conduct a pharmacy occupying the same designated prescription department
space. A pharmacy shall not engage in any other activity requiring a license or
permit from the board, such as manufacturing or wholesale-distributing, out of
the same designated prescription department space.
I. J. Before any permit is issued, the applicant
shall attest to compliance with all federal, state, and local laws and
ordinances. A pharmacy permit shall not be issued to any person to operate from
a private dwelling or residence after September 2, 2009.
18VAC110-20-112. Supervision of pharmacy technicians.
A. A pharmacist shall determine the number of pharmacy interns, pharmacy technicians, and pharmacy technician trainees he can safely and competently supervise at one time; however, no pharmacist shall supervise more than four persons performing the duties of a pharmacy technician at one time.
B. In addition to the acts restricted to a pharmacist in § 54.1-3320 A of the Code of Virginia, a pharmacist shall provide personal supervision of compounding of extemporaneous preparations by pharmacy technicians.
18VAC110-20-140. New pharmacies, acquisitions, and changes to existing pharmacies.
A. Any person wishing to open a new pharmacy, engage in the acquisition of an existing pharmacy, change the location of an existing pharmacy, move the location or make structural changes to an existing prescription department, or make changes to a previously approved security system shall file an application with the board.
B. In the acquisition of an existing pharmacy, if prescription records are to be accessible to anyone for purposes other than for continuity of pharmacy services at substantially the same level offered by the previous owner or for the necessary transfer of prescription records, the owner of the pharmacy acquiring the records shall disclose such information in writing to each patient 14 days prior to the acquisition. Such release of prescription records shall be allowed only to the extent authorized by § 32.1-127.1:03 of the Code of Virginia.
C. Although a closing inventory is not required, a complete and accurate inventory shall be taken of all Schedules II through V controlled substances on hand in accordance with § 54.1-3404 of the Code of Virginia on the date the pharmacist first engages in business under the new ownership. Inventories associated with any change in PIC shall also be performed in accordance with 18VAC110-20-110.
C. D. The proposed location or structural
changes shall be inspected by an authorized agent of the board prior to
issuance of a permit.
1. Pharmacy permit applications which that
indicate a requested inspection date, or requests which that
are received after the application is filed, shall be honored provided a
14-day notice is allowed prior to the requested inspection date.
2. Requested inspection dates which that do not
allow a 14-day notice to the board may be adjusted by the board to provide 14
days for the scheduling of the inspection.
3. At the time of the inspection, the dispensing area shall comply with 18VAC110-20-150, 18VAC110-20-160, 18VAC110-20-170, 18VAC110-20-180, and 18VAC110-20-190.
4. If an applicant substantially fails to meet the requirements
for issuance of a permit and a reinspection is required, or if the
applicant is not ready for the inspection on the established date and fails to
notify the inspector or the board at least 24 hours prior to the inspection,
the applicant shall pay a reinspection fee as specified in 18VAC110-20-20 prior
to a reinspection being conducted.
D. E. Drugs shall not be stocked within the proposed
pharmacy or moved to a new location until approval is granted by the inspector
or board staff.
E. F. Once the permit is issued, prescription
drugs may not be stocked earlier than two weeks prior to the designated opening
date. Once prescription drugs have been placed in the pharmacy, a pharmacist
shall be present on a daily basis to ensure the safety and integrity of the
drugs. If there is a change in the designated opening date, the pharmacy shall
notify the board office, and a pharmacist shall continue to be on site on a
daily basis.
G. If the pharmacy is not operational within 90 days from the date the permit is issued, the board shall rescind the pharmacy permit unless an extension is granted for good cause shown.
18VAC110-20-150. Physical standards for all pharmacies.
A. The prescription department shall not be less than 240 square feet. The patient waiting area or the area used for counseling, devices, cosmetics, and proprietary medicines shall not be considered a part of the minimum 240 square feet. The total area shall be consistent with the size and scope of the services provided.
B. Access to stock rooms, rest rooms, and other areas other than an office that is exclusively used by the pharmacist shall not be through the prescription department. A rest room in the prescription department, used exclusively by pharmacists and personnel assisting with dispensing functions, may be allowed provided there is another rest room outside the prescription department available to other employees and the public. This subsection shall not apply to prescription departments in existence prior to November 4, 1993.
C. The pharmacy shall be constructed of permanent and secure materials. Trailers or other moveable facilities or temporary construction shall not be permitted.
D. The entire area of the location of the pharmacy practice, including all areas where drugs are stored, shall be well lighted and well ventilated; the proper storage temperature shall be maintained to meet USP-NF specifications for drug storage.
E. The prescription department counter work space shall be
used only for the compounding and dispensing of drugs and necessary record
keeping recordkeeping.
F. A sink with hot and cold running water shall be within the prescription department. A pharmacy issued a limited-use permit that does not stock prescription drugs as part of its operation is exempt from this requirement.
G. Adequate refrigeration facilities equipped with a
monitoring thermometer for the storage of drugs requiring cold storage
temperature shall be maintained within the prescription department, if
the pharmacy stocks such drugs.
H. A pharmacy stocking drugs requiring cold storage temperature shall record the temperature daily and adjust the thermostat as necessary to ensure an appropriate temperature range. The record shall be maintained manually or electronically for a period of two years.
18VAC110-20-180. Security system.
A. A device for the detection of breaking shall be installed
in each prescription department of each pharmacy. The installation and the
device shall be based on accepted alarm industry standards, and shall be
subject to the following conditions:
1. The device shall be a sound, microwave, photoelectric, ultrasonic, or any other generally accepted and suitable device.
2. The device shall have at least one hard-wired communication method, be monitored in accordance with accepted industry standards, maintained in operating order, have an auxiliary source of power, and be capable of sending an alarm signal to the monitoring entity when breached if the communication line is not operational.
3. The device shall fully protect the prescription department and shall be capable of detecting breaking by any means when activated.
4. Access to the alarm system for the prescription department area of the pharmacy shall be restricted to the pharmacists working at the pharmacy, except for access by other persons in accordance with 18VAC110-20-190 B 2, and the system shall be activated whenever the prescription department is closed for business.
5. The alarm system shall include a feature by which any breach in the alarm shall be communicated by the monitoring entity to the PIC or a pharmacist working at the pharmacy.
B. Exceptions to provisions in this section:
1. Alarm systems approved prior to November 4, 1993, will be deemed to meet the requirements of subdivisions A 1, A 2, and A 3 of this section, provided that no structural changes are made in the prescription department, that no changes are made in the security system, that the prescription department is not closed while the rest of the business remains open, and that a breaking and loss of drugs does not occur. If a breaking with a loss of drugs occurs, the pharmacy shall upgrade the alarm to meet the current standards and shall file an application with the board in accordance with 18VAC110-20-140 A within 14 days of the breaking.
2. If the prescription department was located in a business with extended hours prior to November 4, 1993, and had met the special security requirements by having a floor to ceiling enclosure, a separately activated alarm system shall not be required.
3. This section shall not apply to pharmacies which that
are open and staffed by pharmacists 24 hours a day. If the pharmacy changes its
hours or if it must be closed for any reason, the PIC or owner must immediately
notify the board, file an application in accordance with 18VAC110-20-140 A, and
have installed prior to closing, a security system that meets the
requirements of subdivisions A 1 through A 4 of this section.
18VAC110-20-200. Storage of drugs, devices, and controlled paraphernalia; expired drugs.
A. Prescriptions awaiting delivery. Prescriptions prepared for
delivery to the patient may be placed in a secured area outside of the prescription
department, not accessible to the public, where access to the prescriptions is
restricted to individuals designated by the pharmacist. With the permission of
the pharmacist, the prepared prescriptions may be transferred to the patient at
a time when the pharmacist is not on duty. If a prescription is delivered at a
time when the pharmacist is not on duty, written procedures shall be
established and followed by the pharmacy which that detail
security of the dispensed prescriptions and a method of compliance with
counseling requirements of § 54.1-3319 of the Code of Virginia. Additionally, a
log shall be made and maintained of all prescriptions delivered to a patient
when a pharmacist is not present to include the patient's name, prescription number(s)
number, date of delivery, and the signature of the person
receiving the prescription. Such log shall be maintained for a period of one
year.
B. Dispersion of Schedule II drugs. Schedule II drugs shall either be dispersed with other schedules of drugs or shall be maintained within a securely locked cabinet, drawer, or safe or maintained in a manner that combines the two methods for storage. The cabinet, drawer, or safe may remain unlocked during hours that the prescription department is open and a pharmacist is on duty.
C. Safeguards for controlled paraphernalia and Schedule VI medical devices. Controlled paraphernalia and Schedule VI medical devices shall not be placed in an area completely removed from the prescription department whereby patrons will have free access to such items or where the pharmacist cannot exercise reasonable supervision and control.
D. Expired, or otherwise adulterated or misbranded drugs;
security. Any drug which that has exceeded the expiration date,
or is otherwise adulterated or misbranded, shall not be dispensed or
sold; it shall be separated from the stock used for dispensing. Expired
prescription drugs shall be maintained in a designated area within the
prescription department until proper disposal.
18VAC110-20-211. Disposal of drugs by authorized collectors.
Any narcotic treatment program, hospital, or clinic
with an on-site pharmacy, or pharmacy wishing to accept for return that
accepts a previously dispensed drug for the purpose of destruction shall
first be authorized by the DEA as a collector. A collector so authorized may
receive drugs from an ultimate user, a person lawfully entitled to dispose
of an ultimate user decedent's property, or a long-term care facility on behalf
of an ultimate user who resides or has resided at that facility shall first
be authorized by the DEA as a collector. The process used to collect and
destroy drugs, along with any required recordkeeping, shall comply with
applicable federal and state law.
1. Prior to collecting drugs, an authorized collector shall submit in writing to the board:
a. The name, address, and license number, if applicable, of the facility;
b. The intended method or methods of collection (i.e., collection receptacle or mail-back program); and
c. Signature of PIC or medical director of a narcotic treatment program.
2. If an authorized collector chooses to cease acting as a collector, the PIC or medical director shall notify the board within 30 days.
3. A narcotic treatment program that does not have an in-house pharmacy shall obtain a controlled substance registration.
Part V III
Nuclear Pharmacies
18VAC110-20-220. General requirements for pharmacies providing radiopharmaceutical services.
A. Nuclear pharmacies shall comply with standards and
requirements of the Nuclear Regulatory Commission (NRC) and the Virginia
Department of Health related to the staffing and operation of the facility.
B. Radiopharmaceuticals are to be dispensed only upon an order from a prescriber authorized to possess, use, and administer radiopharmaceuticals.
1. Orders shall originate at an institution or healthcare
health care facility licensed to receive and possess
radiopharmaceuticals, and must contain all necessary information
relative to the radiopharmaceutical, activity, time of calibration, and any
special preparation or delivery instructions.
2. Orders for radiopharmaceuticals may be transmitted orally,
by fax facsimile (fax), or by electronic transmission by an
authorized agent of the prescriber. If the fax or electronic transmission of
the authorized agent is pursuant to an oral order from the prescriber, the
transmitted document need not include the prescriber's signature, but
must include the name of the agent.
C. The immediate outside container of a radioactive drug to be dispensed shall also be labeled in accordance with requirements of § 54.1-3410.1 B of the Code of Virginia.
D. The immediate inner container shall be labeled with:
(i) the standard radiation symbol;, (ii) the words
"Caution--Radioactive Material,"; and (iii) the serial
number assigned to the order.
E. Nuclear pharmacies may redistribute approved radioactive drugs if the pharmacy does not process the radioactive drugs in any manner nor violate the product packaging.
Part VI IV
Drug Inventory and Records
18VAC110-20-240. Manner of maintaining records, prescriptions, inventory records.
A. Each pharmacy shall perform and maintain the inventories and records of drugs as follows:
1. Inventories and records of all drugs listed in Schedules I
and II shall be maintained separately from all other records of the pharmacy. Inventories
of drugs in Schedules I and II shall be performed by physically counting the
drugs. Each pharmacy shall maintain a perpetual inventory of all
Schedule II drugs received and dispensed, with that accurately
indicates the physical count of each Schedule II drug "on-hand" at
the time of performing the inventory. The perpetual inventory shall include a
reconciliation of each Schedule II drug at least monthly with a
written explanation for any difference between the physical count and the
theoretical count. Electronic monitoring at the pharmacy or by another
entity that provides alerts for discrepancies between drugs received and drugs
dispensed is acceptable provided such alerts are reviewed at least monthly.
2. Inventories and records of drugs listed in Schedules III, IV, and V may be maintained separately or with records of Schedule VI drugs but shall not be maintained with other records of the pharmacy. Inventories of drugs in Schedules III, IV, and V may be performed by estimating the count of drugs in Schedules III, IV, and V unless the container contains greater than 1,000 tablets or capsules or there has been a theft or any other unusual loss of drug and the exact kind and quantity of the drug loss is unknown.
3. All executed order forms, prescriptions, and inventories of Schedule
Schedules II through V drugs shall be maintained at the same address as
the stock of drugs to which the records pertain. If authorized by DEA, other
records pertaining to Schedule Schedules II through V drugs, such
as invoices, may be maintained in an off-site database or in secured storage.
All records in off-site storage shall be retrieved and made available for
inspection or audit within 48 hours of a request by the board or an authorized
agent.
4. All inventories required by § 54.1-3404 of the Code of Virginia shall be signed and dated by the person taking the inventory and shall indicate whether the inventory was taken prior to the opening of business or after close of business. A 24-hour pharmacy with no opening or closing of business shall clearly document whether the receipt or distribution of drugs on the inventory date occurred before or after the inventory was taken.
5. Invoices or other records showing receipts of Schedule VI
drugs shall be maintained, but may be stored in an electronic database
or record as an electronic image that provides an exact, clearly legible,
image of the document or in secured storage either on site or off site.
All records in off-site storage or database shall be retrieved and made
available for inspection or audit within 48 hours of a request by the board or
an authorized agent.
6. All records required by this section shall be filed chronologically and maintained for a period of not less than two years from the date of transaction.
B. Prescriptions.
1. A hard copy prescription shall be placed on file for every initial prescription dispensed and be maintained for two years from the date of last refill. All prescriptions shall be filed chronologically by date of initial dispensing or by date of initial entry into the automated data processing system in compliance with 18VAC110-20-250 if such a system is employed by the pharmacy.
2. Schedule II drugs. Prescriptions for Schedule II drugs shall be maintained in a separate prescription file.
3. Schedule Schedules III through, IV,
and V drugs. Prescriptions for Schedule Schedules III through,
IV, and V drugs shall be maintained either in a separate prescription file
for drugs listed in Schedules III, IV, and V only or in such form that they are
readily retrievable from the other prescriptions of the pharmacy. Prescriptions
will be deemed readily retrievable if, at the time they are initially filed,
the face of the prescription is stamped in red ink in the lower right corner
with the letter "C" no less than one inch high and filed in the
prescription file for drugs listed in the usual consecutively numbered prescription
file for Schedule VI drugs. However, if a pharmacy employs an automated data
processing system or other electronic recordkeeping system for prescriptions which
that permits identification by prescription number and retrieval of
original documents by prescriber's name, patient's name, drug dispensed, and
date filled, then the requirement to mark the hard copy prescription with a red
"C" is waived.
C. Chart orders.
1. A chart order written for a patient in a hospital or long-term care facility, a patient receiving home infusion services, or a hospice patient pursuant to § 54.1-3408.01 A of the Code of Virginia shall be exempt from having to contain all required information of a written prescription provided:
a. This information is contained in other readily retrievable records of the pharmacy; and
b. The pharmacy maintains and complies with a current
policy and procedure manual that sets out where this information is maintained and,
how to retrieve it, and the minimum requirements for chart orders
consistent with state and federal law and accepted standard of care.
2. A chart order may serve as the hard copy prescription for those patients listed in subdivision 1 of this subsection. When a chart order is intended for out-patient dispensing, it shall comply with requirements for a prescription in 18VAC110-20-286.
3. Requirements for filing of chart orders.
a. Chart orders shall be filed chronologically by date of initial dispensing with the following exception: If dispensing data can be produced showing a complete audit trail for any requested drug for a specified time period and each chart order is readily retrievable upon request, chart orders may be filed using another method. Such alternate method shall be clearly documented in a current policy and procedure manual.
b. If a single chart order contains both an order for a
Schedule II drug and one or more orders for a drug in another schedule, where
the Schedule II drug is not floor stocked, but is dispensed from the
pharmacy pursuant to this order for the specific patient, the original order
must be filed with records of dispensing of Schedule II drugs and a copy of the
order placed in the file for other schedules.
Part VII V
Prescription Order and Dispensing Standards
18VAC110-20-270. Dispensing of prescriptions; certification of
completed prescriptions; supervision of pharmacy technicians.
A. In addition to the acts restricted to a pharmacist in §
54.1-3320 A of the Code of Virginia, a pharmacist shall provide personal
supervision of compounding of extemporaneous preparations by pharmacy
technicians. B. A pharmacist shall determine the number of pharmacy interns,
pharmacy technicians, and pharmacy technician trainees he can safely and
competently supervise at one time; however, no pharmacist shall supervise more
than four persons acting as pharmacy technicians at one time requirements
in § 54.1-3408.01 of the Code of Virginia for an oral prescription or written
prescription, including those transmitted via facsimile or electronically, a
prescription shall include a quantity or duration of the order by which the
pharmacist can calculate the authorized quantity using directions for use.
Except for prescriptions transmitted electronically in compliance with
18VAC110-20-285, written prescriptions shall also include the prescriber's
manual signature.
C. B. After the prescription has been prepared
and prior to the delivery of the order, a pharmacist shall inspect the prescription
product to verify its accuracy in all respects, and place his initials
on the record of dispensing as a certification of the accuracy of, and
the responsibility for, the entire transaction. If more than one
pharmacist is involved in verifying the accuracy of the prescription product, a
record shall be maintained identifying the date of dispensing, each pharmacist
involved in the process, and the individual task for which he each
pharmacist is responsible for verifying the accuracy. Such record showing
verification of accuracy shall be maintained on a pharmacy record and, if
necessary, an alternate record consistent with 18VAC110-20-255 for the required
time period of two years, unless otherwise specified in regulation. If
the dispensing involves central or remote processing, records of pharmacist
verification shall be maintained in a manner consistent with 18VAC110-20-276
and 18VAC110-20-515.
D. C. If a pharmacist declines to fill a
prescription for any reason other than the unavailability of the drug
prescribed, he shall record on the back of the prescription the word
"declined"; the name, address, and telephone number of the pharmacy;
the date filling of the prescription was declined; and the signature of the
pharmacist.
E. D. If a pharmacist determines from a
prescriber or by other means, including the use of his professional judgment,
that a prescription presented for dispensing is a forgery, the pharmacist shall
not may refuse to return the forged prescription to the person
presenting it. The forged prescription may be given to a law-enforcement
official investigating the forgery;, or it shall be retained for
a minimum of 30 days before destroying it, in the event it is needed for
an investigative or other legitimate purpose.
F. E. An on-hold prescription shall be entered
into the automated data processing system if such system is employed by the
pharmacy, and the pharmacist on-duty shall verify the accuracy of the data
entry at that time. The pharmacist subsequently dispensing the on-hold prescription
on a future date shall, at a minimum, conduct a prospective drug review
consistent with § 54.1-3319 A of the Code of Virginia. If an on-hold
prescription is returned to a patient prior to the initial dispensing of the
drug, the pharmacist shall delete the entry in the automated data processing
system.
F. A pharmacy may use a drop box for the collection of written prescriptions and refill requests. The drop box shall be located in a visible area within the permitted facility and shall be locked at all times with access to the items placed in the drop box restricted to pharmacists practicing at the pharmacy or an authorized pharmacy technician practicing at the pharmacy when a pharmacist is on duty. The drop box shall be constructed in a manner to prevent the theft or loss of a written prescription or confidential information and shall be bolted to the floor or a fixed structure. Pharmacists shall in some manner inform the public that containers left in a drop box for refill should not contain unused drugs.
18VAC110-20-280. Transmission of a prescription order by
facsimile machine device.
A. Unless otherwise prohibited by federal law, prescription
orders for Schedule Schedules III through VI drugs may be
transmitted to pharmacies by facsimile (fax) device (FAX) upon
the following conditions:
1. The prescription shall be faxed only to the pharmacy of the patient's choice.
2. A valid faxed prescription shall contain all required information for a prescription. A written prescription shall include the prescriber's signature.
3. An authorized agent, as defined in § 54.1-3408.01 C of the Code of Virginia, may transmit an oral prescription by facsimile and shall record on the faxed prescription the agent's full name and wording that clearly indicates that the prescription being transmitted is an oral prescription.
4. A faxed prescription shall be valid only if faxed from the prescriber's practice location, except in the following situations:
a. Forwarding a faxed chart order from a long-term care facility or from a hospice, including a home hospice;
b. Faxing an oral prescription by authorized agent under the conditions set forth in subdivision 3 of this subsection; or
c. Forwarding a written prescription by an authorized agent
from a long-term care facility, provided the provider pharmacy maintains
written procedures for such transactions, and provided the original
prescription is obtained by the provider pharmacy within seven days of
dispensing. The original prescription shall be attached to the faxed copy.
5. The following additional information shall be recorded on the faxed prescription:
a. The date that the prescription was faxed;
b. The printed name, address, phone number, and fax number of the authorized prescriber; and
c. The institution, if applicable, from which the prescription was faxed, including address, phone number, and fax number.
B. Prescription orders for Schedule II drugs may only be faxed for information purposes and may not serve as the original written prescription authorizing dispensing, except for orders to be administered to long-term care facility and home infusion patients in accordance with § 54.1-3408.01 B of the Code of Virginia and except for prescriptions written for a Schedule II narcotic substance for patients residing in a hospice certified by Medicare under Title XVIII or licensed by the state, which may include home hospice. The prescriber shall note on the prescription if the patient is a hospice patient, and the prescription shall meet all requirements for a written prescription, including the prescriber's manual signature.
C. If the faxed prescription is of such quality that the print will fade and not remain legible for the required retention period, the receiving pharmacist shall copy or transcribe the faxed prescription on paper of permanent quality.
D. Authorizations for refills may be faxed by the prescriber to the pharmacy provided the authorization includes patient name, address, drug name and strength, quantity, directions for use, prescriber's name, prescriber's manual signature or agent's name, and date of authorization.
18VAC110-20-290. Dispensing of Schedule II drugs.
A. A prescription for a Schedule II drug shall be dispensed in good faith but in no case shall it be dispensed more than six months after the date on which the prescription was issued.
B. A prescription for a Schedule II drug shall not be refilled except as authorized under the conditions for partial dispensing as set forth in 18VAC110-20-310.
C. In case of an emergency situation, a pharmacist may
dispense a drug listed in Schedule II upon receiving oral authorization of a
prescribing practitioner, provided that:
1. The quantity prescribed and dispensed is limited to the amount adequate to treat the patient during the emergency period;
2. The prescription shall be immediately reduced to writing by the pharmacist and shall contain all information required in § 54.1-3410 of the Drug Control Act, except for the signature of the prescribing practitioner;
3. If the pharmacist does not know the practitioner, he the
pharmacist shall make a reasonable effort to determine that the oral
authorization came from a practitioner using his the practitioner's
phone number as listed in the telephone directory or other good-faith efforts
to ensure the practitioner's identity; and
4. Within seven days after authorizing an emergency oral
prescription, the prescribing practitioner shall cause a written prescription
for the emergency quantity prescribed to be delivered to the dispensing
pharmacist. In addition to conforming to the requirements of § 54.1-3410 of the
Drug Control Act, the prescription shall have written on its face
"Authorization for Emergency Dispensing" and the date of the oral
order. The written prescription may be delivered to the pharmacist in person or
by mail postmarked within the seven-day period, or transmitted as an
electronic prescription in accordance with federal law and regulation to
include annotation of the electronic prescription with the original
authorization and date of the oral order. Upon receipt, the dispensing
pharmacist shall attach the paper prescription to the oral emergency
prescription, which had earlier been reduced to writing. The pharmacist
shall notify the nearest office of the Drug Enforcement Administration and the
board if the prescribing practitioner fails to deliver a written prescription
to him the pharmacist. Failure of the pharmacist to do so shall
void the authority conferred by this subdivision to dispense without a written
prescription of a prescribing practitioner.
D. When presented a prescription written for a Schedule II controlled substance, a pharmacist may add or correct the patient's address upon verification, correct the patient's name upon verification, or add the prescriber's DEA registration number to the prescription. The pharmacist may add or change the dosage form, drug strength, directions for use, drug quantity, or issue date only after oral consultation directly with and agreement of the prescriber. Such consultations and corresponding changes shall be noted by the pharmacist on the prescription. The pharmacist shall not add or change the prescriber's signature or make changes to the controlled substance prescribed, except for dispensing therapeutically equivalent drugs as permitted by law.
Part VIII VI
Labeling and Packaging Standards for Prescriptions
18VAC110-20-321. Compounding.
A. The compounding of both sterile and nonsterile drug products by a pharmacy that does not share the same physical space with an outsourcing facility shall be performed in accordance with USP-NF compounding standards and § 54.1-3410.2 of the Code of Virginia.
B. The compounding of sterile drug products by an outsourcing facility or by a pharmacy sharing the same physical space with an outsourcing facility shall be performed in accordance with current good manufacturing practices under § 501(a)(2)(B) of the Federal Food, Drug, and Cosmetic Act (21 USC § 351(a)(2)(B)).
18VAC110-20-355. Pharmacy repackaging of drug; records required; labeling requirements.
A. Pharmacies in which bulk reconstitution of injectable, bulk
compounding, or the repackaging or prepackaging of drugs is performed shall
maintain adequate control records for a period of one year or until the
expiration, whichever is greater. The records shall show the name of the drug(s)
drugs used; strength, if any; date repackaged; quantity prepared;
initials of the pharmacist verifying the process; the assigned lot or control
number; the manufacturer's or distributor's name and lot or control number; and
an expiration date.
B. The drug name; strength, if any; the assigned lot or control number or the manufacturer's or distributor's name and lot or control number; and an appropriate expiration date determined by the pharmacist in accordance with USP guidelines shall appear on any subsequently repackaged or reconstituted units.
C. Repackaging of drugs shall be performed in compliance with USP-NF standards.
C. D. Pharmacies using automated counting
devices or dispensers in which drugs are removed from manufacturer's original
packaging and placed in bulk bins shall comply with the following requirements:
1. A bin filling record shall be maintained, manually or
in a computerized record for a period of one year from date of filling from
which information can be readily retrieved, for each bin including:
a. The drug name and strength, if any;
b. The name of the manufacturer or distributor;
c. Manufacturer's control or lot number(s) numbers
and expiration date for all lots placed into the bin at the time of filling;
d. Any assigned lot number;
e. An expiration date determined according to USP guidelines for repackaging;
f. The date of filling; and
g. The pharmacist's initials verifying the accuracy of the process.
2. If more than one lot is added to a bin at the same time, the
lot which that expires first shall be used to determine the
expiration date if shorter than a calculated date based on USP guidelines.
3. Each bin shall be labeled in such a manner as to cross-reference the information on the filling record with the correct expiration date.
4. If only one lot is added to a bin at one time, but a subsequent lot may be added before the first has cleared, the automated device shall be constructed to reasonably dispense the first lot before the second lot is dispensed, and the expiration date on the bin's label shall reflect the expiration date assigned to the earlier lot.
5. In the event of a drug recall involving one of multiple lots placed in a bin of an automated counting device in the last three months or if a recalled drug is known to remain in the bin, all drugs shall be removed from the bin and not used for patient care. The removal of drugs from the bin is not required if:
a. The technology of the automated counting device can ensure drugs in a particular lot have been cleared; or
b. The bin has been "run dry," with a record made of the "run dry" date, since the addition of the recalled lot number in which all drugs were completely removed prior to filling with a subsequent lot number.
6. An automated counting device shall be cleaned and maintained in accordance with recommended manufacturer guidelines and specifications.
D. E. A pharmacy may return a dispensed drug to
stock for redispensing that has never left the pharmacy premises or the control
of the pharmacy delivery agent pursuant to § 54.1-3411.1 A 3 of the Code of
Virginia under the following conditions:
1. An expiration date shall be placed on the label prior to returning the drug to stock. In the absence of stability data to the contrary, the date on the label may not exceed the expiration date on the manufacturer's container or one year from the date the drug was originally dispensed and placed in the prescription vial, whichever date is earlier.
2. The restocked drug shall be used to fill the next
prescription received for that product. In the event that the drug is not
dispensed prior to the new assigned expiration date, it shall be removed from
working stock as expired, and disposed of in accordance with
18VAC110-20-210.
3. If there is no lot number on the label of a drug returned to stock or on the prescription records that can be cross-referenced from the prescription label, the drug shall be removed from stock upon any recall of that drug product and returned to the manufacturer or otherwise disposed of in accordance with 18VAC110-20-210.
Part IX VII
Standards for Prescription Transactions
18VAC110-20-360. Issuing a copy of a prescription that can be filed or refilled.
A. Consistent with federal laws and regulations, a copy of a prescription shall be given upon request by one pharmacy to another pharmacy provided the drug can be filled or refilled pursuant to §§ 54.1-3410 and 54.1-3411 of the Code of Virginia and provided the patient has given permission for the transfer.
B. The transfer of original prescription information for a drug listed in Schedules III through VI for the purpose of dispensing is permissible between pharmacies if the transfer is communicated directly between the two pharmacies either orally by direct communication between the transferring pharmacist and the receiving pharmacist, or by facsimile machine or by electronic transmission, provided:
1. The transferring pharmacy:
a. Records the word "VOID" on the face of the invalidated prescription;
b. Records on the reverse of the invalidated prescription the name, address, and, except for a prescription for a Schedule VI drug, the DEA number of the pharmacy to which it was transferred, and, for an oral transfer, the name of the pharmacist receiving the prescription information;
c. Records the date of the transfer and, in the case of an oral transfer, the name of the pharmacist transferring the information; and
2. The receiving pharmacy:
a. Writes the word "TRANSFER" on the face of the transferred prescription.
b. Provides all information required to be on a prescription to include:
(1) Date of issuance of original prescription;
(2) Original number of refills authorized on the original prescription;
(3) Date of original dispensing, if applicable;
(4) Number of valid refills remaining and date of last dispensing;
(5) Pharmacy name, address, DEA registry number, except for Schedule VI prescriptions, and original prescription number from which the prescription information was transferred; and
(6) Name of transferring pharmacist, if transferred orally.
Both the original and transferred prescription shall be maintained for a period of two years from the date of last refill.
C. Nothing in this chapter shall prevent the giving of a prescription marked "For Information Only" to a patient.
D. In lieu of recording the required information in subsection B of this section on a hard copy prescription, a pharmacy may record all required information in an automated data processing system used for storage and retrieval of dispensing information in accordance with 18VAC110-20-250.
E. For prescriptions transferred between pharmacies using a common database, the pharmacy receiving the prescription shall not be required to maintain a hard copy pursuant to 18VAC110-20-240 B provided that the system used is capable of generating a hard copy of the transferred prescription upon request or except as required by federal law.
18VAC110-20-390. Kickbacks, fee-splitting, interference with supplier.
A. A pharmacist pharmacy shall not solicit or
foster prescription practice with a prescriber of drugs or any other person
providing for rebates, "kickbacks," fee-splitting, or special
charges in exchange for prescription orders unless fully disclosed in
writing to the patient and any third party payor.
B. A pharmacist pharmacy shall not interfere
with the patient's right to choose his supplier of medication or cooperate with
any person or persons in denying a patient the opportunity to select his
supplier of prescribed medications.
Part X VIII
Unit Dose Dispensing Systems
18VAC110-20-420. Unit dose dispensing system.
A. A unit dose drug dispensing system may be utilized for the dispensing of drugs to patients in a hospital or long-term care facility. The following requirements shall apply regardless of whether licensed or unlicensed persons administer medications:
1. Any equipment outside the pharmacy used to house drugs to be administered in a unit dose system shall be fitted with a locking mechanism and locked at all times when unattended.
2. A signed order by the prescribing practitioner shall accompany the requests for a Schedule II drug, except that a verbal order for a hospital patient for a Schedule II controlled substance may be transmitted to a licensed nurse or pharmacist at the hospital who shall promptly reduce the order to writing in the patient's chart. Such an order shall be signed by the prescriber within 72 hours.
3. Properly trained personnel may transcribe the prescriber's drug orders to a patient profile card, fill the medication carts, and perform other such duties related to a unit dose distribution system provided these are done under the personal supervision of a pharmacist.
4. All dosages and drugs shall be labeled with the drug name, strength, lot number and expiration date when indicated.
5. The patient's individual drug drawer or tray shall be labeled in a manner to identify the patient and his location without violating health privacy laws.
6. All unit dose drugs intended for internal use shall be maintained in the patient's individual drawer or tray unless special storage conditions are necessary.
7. A back-up dose of a drug of not more than one dose unit may be maintained in the patient's drawer, tray, or special storage area provided that the dose is maintained in the patient's drawer, tray, or special storage area with the other drugs for that patient.
8. A record shall be made and maintained within the pharmacy for a period of one year showing:
a. The date of filling of the drug cart;
b. The location of the drug cart;
c. The initials of the person who filled the drug cart; and
d. The initials of the pharmacist checking and certifying the contents of the drug cart in accordance with the provisions in 18VAC110-20-270 C.
9. A patient profile record or medication card will be accepted as the dispensing record of the pharmacy for unit dose dispensing systems only, subject to the following conditions:
a. The record of dispensing must be entered on the patient profile record or medication card at the time the drug drawer or tray is filled.
b. In the case of Schedule II through V drugs, after the patient profile record or medication card has been completed, the card must be maintained for two years.
c. In the case of the computer-based distribution system, a uniformly maintained "fill list" or other document containing substantially the same information may be accepted as the dispensing record for Schedule II through VI drugs. Records of disposition/administration for floor stock drugs as provided in 18VAC110-20-460 B will be accepted for drugs distributed as floor stock.
B. In providing unit dose systems to hospitals or long-term care facilities where only those persons licensed to administer are administering drugs, the pharmacy shall dispense not more than a seven-day supply of a drug in a solid, oral dosage form at any one given time.
C. In addition to the requirements listed in subsection A of this section, the following requirements apply to those long-term care facilities in which unlicensed persons administer drugs:
1. The pharmacy providing medications to such facility shall dispense no more than a 72-hour supply of drugs in a solid, oral dosage form at any one given time.
2. The pharmacy shall provide to persons administering medications training specific to the particular unit dose system being used.
3. The pharmacy shall provide a medication administration record to the facility listing each drug to be administered with full dosage directions to include no abbreviations.
4. The drugs in a unit dose system shall be placed in slots within a drawer labeled or coded to indicate time of administration.
18VAC110-20-425. Robotic pharmacy systems.
A. Consistent with 18VAC110-20-420, a pharmacy
providing services to a hospital or a long-term care facility and operating a
robotic pharmacy system that dispenses drugs in bar-coded barcoded
unit dose or compliance packaging is exempted from 18VAC110-20-270 C, provided
the accuracy of the final dispensed prescription product complies with a
written quality assurance plan and requirements of this chapter. The following
requirements for operation of a robotic pharmacy system shall apply:
1. Pharmacists shall review for accuracy and appropriateness of therapy all data entry of prescription orders into the computer operating the system.
2. The packaging, repackaging, stocking, and restocking of the robotic pharmacy system shall be performed by pharmacy technicians or pharmacists.
3. Pharmacists shall verify and check for the accuracy of all drugs packaged or repackaged for use by the robot by a visual check of both labeling and contents prior to stocking the drugs in the robotic pharmacy system. A repackaging record shall be maintained in accordance with 18VAC110-20-355 A, and the verifying pharmacist shall initial the record. Packaging and labeling, including the appropriate beyond-use date, shall conform to requirements of this chapter and current USP-NF standards.
4. A written policy and procedure must be maintained and
complied with and shall include at a minimum, procedures for
ensuring:
a. Accurate packaging and repackaging of all drugs for use in the robotic pharmacy system, to include properly labeled barcodes, and method for ensuring pharmacist verification of all packaged and repacked drugs compliant with this chapter and assigned barcodes;
b. Accurate stocking and restocking of the robotic pharmacy system;
c. Removing expired drugs;
d. Proper handling of drugs that may be dropped by the robotic pharmacy system;
e. Performing routine maintenance of robotic pharmacy system as indicated by manufacturer's schedules and recommendations;
f. Accurate dispensing of drugs via robotic pharmacy system for cart fills, first doses, and cart fill updates during normal operation and during any scheduled or unscheduled downtime;
g. Accurate recording of any scheduled or unanticipated downtime with an explanation of the problem to include the time span of the downtime and the resolution;
g. h. Appropriately investigating,
identifying and correcting performing a root cause analysis to
investigate, identify, and correct sources of discrepancies or errors
associated with the robotic pharmacy system; and
h. i. Maintaining quality assurance reports.
5. Pharmacists shall perform a daily random check of
medications or compliance packaging picked by the robot for 5.0% of all
patients' bins and 5.0% of all first doses or cart updates. Documentation of
this check shall include the pharmacist's initials for each medication checked
and a description of all discrepancies found.
6. 5. All manual picks shall be checked by
pharmacists.
7. 6. If the robot picks an incorrect medication,
the pharmacy shall immediately institute a 100% check of all affected
doses or compliance packages and shall immediately report the error to the
board. The 100% check procedure shall continue until such time as the pharmacy
provides documentation to the board showing that the cause of the error has
been determined and addressed and that the robot is no longer making errors,
and the board allows the pharmacy to return to a reduction in checking perform
a root cause analysis to investigate, identify, and correct the source of
discrepancy or error in compliance with the pharmacy's policies and procedures
prior to resuming full operations of the robot.
8. 7. Quarterly quality assurance reports
demonstrating the accuracy of the robot shall be maintained. At a minimum,
these reports shall include: a. A a summary indicating the date
and description of all discrepancies that include but are not limited to
discrepancies involving the packaging, repackaging, and dispensing of
drugs via the robotic pharmacy system found during that quarter plus a
cumulative summary since initiation of the robotic pharmacy system.
b. The total number of doses packaged or compliance
packages prepared for the robotic pharmacy system and total number of doses or
compliance packages picked by the robot during the quarter.
c. The total number of doses or compliance packages picked
by the robot that were checked in conducting the 5.0% checks.
d. Dates and time associated with any scheduled or
unanticipated downtime with an explanation of the problem to include the time
span of the downtime and the resolution.
9. All unanticipated downtime shall be immediately reported
to the board.
10. 8. All records required by this section shall
be maintained at the address of the pharmacy for a minimum of two years.
Records may be maintained in offsite storage or as an electronic image that
provides an exact image of the document that is clearly legible provided such
offsite or electronic storage is retrievable and made available for inspection
or audit within 48 hours of a request by the board or an authorized agent.
B. Intravenous admixture robotics may be utilized to compound drugs in compliance with § 54.1-3410.2 of the Code of Virginia and 18VAC110-20-321; however, a pharmacist shall verify the accuracy of all compounded drugs pursuant to 18VAVC110-20-270 B.
Part XI IX
Pharmacy Services to Hospitals
18VAC110-20-440. Responsibilities of the pharmacist-in-charge.
A. The PIC in a pharmacy located within a hospital or the PIC of any outside pharmacy providing pharmacy services to a hospital shall be responsible for establishing procedures for and assuring maintenance of the proper storage, security, and dispensing of all drugs used throughout the hospital.
B. The PIC of a pharmacy serving a hospital shall be responsible for maintaining a policy and procedure for providing reviews of drug therapy to include at a minimum any irregularities in drug therapy consistent with § 54.1-3319 A of the Code of Virginia.
C. Prior to the opening of a satellite pharmacy within the hospital, the PIC shall notify the board as required by 18VAC110-20-140 and shall ensure compliance with subsections B through G of 18VAC110-20-150, 18VAC110-20-160, 18VAC110-20-170, 18VAC110-20-180 and 18VAC110-20-190. No drugs shall be stocked in a satellite pharmacy until an inspection has been completed and approval given for opening.
D. For the following list of Schedule VI controlled substances, the PIC of a pharmacy serving a hospital may authorize the storage in an area of the hospital outside the pharmacy, and may delegate the ordering and distribution within the hospital to nonpharmacy personnel provided the conditions for proper storage and adequate security and the procedures for distribution are set forth in the pharmacy's policy and procedure manual, and provided that the PIC assures that these storage areas are checked monthly for compliance. The storage areas must be locked when authorized staff is not present in the area. Except for nitrous oxide, medical gases may be stored in an unlocked area.
1. Large volume parenteral solutions that contain no active therapeutic drugs other than electrolytes;
2. Irrigation solutions;
3. Contrast media;
4. Medical gases;
5. Sterile sealed surgical trays that may include a Schedule VI drug; and
6. Blood components and derivatives, and synthetic blood components and products that are classified as prescription drugs.
18VAC110-20-470. Emergency room.
All drugs in the emergency department shall be under the control and supervision of the PIC and shall be subject to the following additional requirements:
1. All drugs kept in the emergency room shall be in a secure place from which unauthorized personnel and the general public are excluded.
2. Oral orders for medications shall be reduced to writing and
shall be signed by the practitioner prescriber.
3. A medical practitioner may dispense drugs to his patients if in a bona fide medical emergency or when pharmaceutical services are not readily available and if permitted to do so by the hospital; the drug container and the labeling shall comply with the requirements of this chapter and the Drug Control Act.
4. A record shall be maintained of all drugs administered in the emergency room.
5. A separate record shall be maintained on all drugs, including drug samples, dispensed in the emergency room. The records shall be maintained for a period of two years showing:
a. Date and time dispensed;
b. Patient's name;
c. Prescriber's name;
d. Name of drug dispensed, strength, dosage form, quantity dispensed, and dose.
18VAC110-20-490. Automated devices for dispensing and administration of drugs.
A. A hospital may use automated devices for the dispensing and administration of drugs pursuant to § 54.1-3301 of the Code of Virginia and §§ 54.1-3401 and 54.1-3434.02 of the Drug Control Act and in accordance with 18VAC110-20-270, 18VAC110-20-420, or 18VAC110-20-460 as applicable.
B. Policy and procedure manual; access codes.
1. Proper use of the automated dispensing devices and means of compliance with requirements shall be set forth in the pharmacy's policy and procedure manual, which shall include provisions for granting and terminating user access.
2. Personnel allowed access to an automated dispensing device shall have a specific access code that records the identity of the person accessing the device. The device may verify access codes using biometric identification or other coded identification after the initial log-on in order to eliminate sharing or theft of access codes.
C. Distribution of drugs from the pharmacy.
1. Prior to removal of drugs from the pharmacy, a delivery
record shall be generated for all drugs to be placed in an automated dispensing
device which. The delivery record shall include the date; drug
name, dosage form, and strength; quantity; hospital unit and a unique
identifier for the specific device receiving the drug; initials of the person
loading the automated dispensing device; and initials of the pharmacist
checking the drugs to be removed from the pharmacy and the delivery record for
accuracy.
2. At the time of loading any Schedule Schedules
II through V drug, the person loading will verify that the count of that drug
in the automated dispensing device is correct. Any discrepancy noted shall be
recorded on the delivery record and immediately reported to the pharmacist in
charge, who shall be responsible for ensuring reconciliation of the
discrepancy or properly reporting of a loss.
D. Distribution of drugs from the device.
1. Automated dispensing devices in hospitals shall be capable
of producing a hard-copy record of distribution which that shall
show patient name, drug name and strength, dose withdrawn, date and time of
withdrawal from the device, and identity of person withdrawing the drug. The
record shall be filed in chronological order from date of issue or
maintained electronically.
2. If an automated dispensing device is used to obtain drugs for dispensing from an emergency room, a separate dispensing record is not required provided the automated record distinguishes dispensing from administration and records the identity of the physician who is dispensing.
E. Discrepancy reports. A discrepancy report for all Schedules II through V drugs and any drugs of concern, as defined in § 54.1-3456.1 of the Code of Virginia, shall be generated for each discrepancy in the count of a drug on hand in the device. Each such report shall be initiated or resolved by the PIC or his designee within 72 hours of the time the discrepancy was discovered or, if determined to be a theft or an unusual loss of drugs, shall be immediately reported to the board in accordance with § 54.1-3404 E of the Drug Control Act.
F. Reviews and audits.
1. The PIC or his designee shall conduct at least a monthly review for compliance with written policy and procedures that are consistent with § 54.1-3434.02 A of the Drug Control Act for security and use of the automated dispensing devices, to include procedures for timely termination of access codes when applicable, accuracy of distribution from the device, and proper recordkeeping.
2. The PIC or his designee shall conduct at least a monthly
audit to review distribution of Schedule Schedules II through V
drugs from each automated dispensing device as follows:
a. The audit shall reconcile records of all quantities of Schedule
Schedules II through V drugs dispensed from the pharmacy with records of
all quantities loaded into each device to detect whether any drugs drug
recorded as removed from the pharmacy were was diverted rather
than being placed in the proper device.
b. If a pharmacy has an ongoing method for perpetually
monitoring drugs in Schedule Schedules II through V to ensure
drugs dispensed from the pharmacy have been loaded into the device and not
diverted, such as with the use of perpetual inventory management software, then
the audit required in this subsection may be limited to the discrepancies or
exceptions as identified by the method for perpetually monitoring the drugs.
3. The PIC or his designee shall conduct at least a monthly
audit to review the dispensing and administration records of Schedule
Schedules II through V drugs from each automated dispensing device as
follows:
a. The audit shall include a review of administration records from
for each device per month for possible diversion by fraudulent charting.
The review shall include all Schedule Schedules II through V
drugs administered for a time period of not less than 24 consecutive hours
during the audit period.
b. The hard-copy distribution and administration records printed out and reviewed in the audit shall be initialed and dated by the person conducting the audit. If nonpharmacist personnel conduct the audit, a pharmacist shall review the record and shall initial and date the record.
c. The PIC or his designee shall be exempt from requirements of this audit if reconciliation software that provides a statistical analysis is used to generate reports at least monthly. The statistical analysis shall be based on:
(1) Peer-to-peer comparisons of use for that unit or department; and
(2) Monitoring of overrides and unresolved discrepancies.
d. The report shall be used to identify suspicious activity,
which includes, but is not limited to, usage beyond three standard
deviations in peer-to-peer comparisons. A focused audit of the suspicious
activity and individuals associated with the activity shall be performed
whenever suspicious activity is identified from the reports.
4. The PIC or his designee shall maintain a record of compliance with the reviews and audits in accordance with subsection H of this section.
G. Inspections. Automated dispensing devices shall be inspected monthly by pharmacy personnel to verify proper storage, proper location of drugs within the device, expiration dates, the security of drugs, and validity of access codes. The PIC or his designee shall maintain documentation of the inspection in accordance with subsection H of this section. With the exception of a monthly physical review of look-alike and sound-alike drugs stored within matrix drawers or open access areas within the device, such monthly inspection shall not require physical inspection of the device if the device is capable of and performs the following:
1. At least daily monitoring of refrigerator or freezer storage with documented temperature ranges, variances, and resolutions;
2. Automatic identification and isolation of the location of each drug within the device using a machine readable product identifier, such as barcode technology, and generation of a report verifying the applicable settings;
3. Electronic tracking of drug expiration dates and generation of proactive reports allowing for the replacement of drugs prior to their expiration date; and
4. Electronic detection of the opening of the device, identification of the person accessing the device, automatic denial of access to the device during malfunctions and mechanical errors, and generation of reports of any malfunction and mechanical error.
H. Records.
1. All records required by this section shall be maintained for a period of not less than two years. Records shall be maintained at the address of the pharmacy providing services to the hospital except manual Schedule VI distribution records, reports auditing for indications of suspicious activity, and focused audits, all of which may be maintained in offsite storage or electronically as an electronic image that provides an exact image of the document that is clearly legible provided such offsite or electronic records are retrievable and made available for inspection or audit within 48 hours of a request by the board or an authorized agent.
2. Distribution and delivery records and required initials may be generated or maintained electronically provided:
a. The system being used has the capability of recording an electronic signature that is a unique identifier and restricted to the individual required to initial or sign the record.
b. The records are maintained in a read-only format that cannot be altered after the information is recorded.
c. The system used is capable of producing a hard-copy printout of the records upon request.
3. Schedule Schedules II through V distribution
and delivery records may also be stored offsite off site or
electronically in compliance with requirements of subdivision 1 of this
subsection and if authorized by DEA or in federal law or regulation.
4. Hard-copy distribution and administration records that are printed and reviewed in conducting required audits may be maintained at an off-site location or electronically provided they can be readily retrieved upon request; provided they are maintained in a read-only format that does not allow alteration of the records; and provided a separate log is maintained for a period of two years showing dates of audit and review, the identity of the automated dispensing device being audited, the time period covered by the audit and review, and the initials of all reviewers.
Part XII X
Pharmacy Services to Long-Term Care Facilities
18VAC110-20-520. Drugs in long-term care facilities.
Prescription drugs, as defined in the Drug Control Act, shall
not be floor stocked by a long-term care facility, except those in the stat drug
stat-drug box or emergency drug box or as provided for in
18VAC110-20-560 within this chapter.
18VAC110-20-530. Pharmacy's responsibilities to long-term care facilities.
A. The pharmacy serving a long-term care facility shall:
1. Receive a valid order prior to the dispensing of any drug.
2. Ensure that personnel administering the drugs are trained in using the dispensing system provided by the pharmacy.
3. Ensure that the drugs for each patient are kept and stored in the originally received containers and that the medication of one patient shall not be transferred to another patient.
4. Ensure that each cabinet, cart, or other area utilized for the storage of drugs is locked and accessible only to authorized personnel.
5. Ensure that the storage area for patients' drugs is well lighted, of sufficient size to permit storage without crowding, and is maintained at appropriate temperature.
6. Ensure that poison and drugs for "external use only" are kept in a cabinet and separate from other medications.
7. Provide for the disposition of discontinued drugs under the following conditions:
a. Discontinued drugs may be returned to the pharmacy for resale or transferred to another pharmacy for redispensing to the indigent if authorized by § 54.1-3411.1 of the Code of Virginia and 18VAC110-20-400, or disposed of by appropriate means in compliance with 18VAC110-20-210 and with any applicable local, state, and federal laws and regulations.
b. Drug destruction at the pharmacy shall be witnessed by the
PIC and by another pharmacy employee. The pharmacy may transfer the drugs for
destruction to an entity appropriately licensed to accept returns for
destruction. Drug destruction at the facility shall be witnessed by the
director of nursing or, if there is no director, then by the facility
administrator and by a pharmacist providing pharmacy services to the facility
or by another employee authorized to administer medication.
c. A complete and accurate record of the drugs returned or destroyed or both shall be made. The original of the record of destruction shall be signed and dated by the persons witnessing the destruction and maintained at the long-term care facility for a period of two years. A copy of the destruction record shall be maintained at the provider pharmacy for a period of two years.
d. Long-term care facilities shall destroy discontinued or unused drugs or return them to the pharmacy within 30 days of the date the drug was discontinued.
8. Ensure that appropriate drug reference materials are available in the facility units.
9. Ensure that a monthly review of drug therapy by a pharmacist
is conducted for each patient in long-term care facilities except those
licensed under Title 63.2 of the Code of Virginia. Such review shall be used to
determine any irregularities, which may include but not be limited to
drug therapy, drug interactions, drug administration, or transcription
errors. The pharmacist shall sign and date the notation of the review. All
significant irregularities shall be brought to the attention of the attending
practitioner or other party having authority to correct the potential problem.
B. The pharmacy providing services to the long-term care facility may share a copy of a Schedule VI prescription or order with another pharmacy for the purpose of dispensing an immediate supply of drugs, not to exceed a seven-day supply, without transferring the prescription pursuant to 18VAC110-20-360 if the following conditions are satisfied:
1. The pharmacy providing services to the long-term care facility has a written contract with the other pharmacy outlining services to be provided, the recordkeeping associated with the dispensing, and the responsibilities of each pharmacy; and
2. The pharmacy providing services to the long-term care facility provides a valid oral or written prescription or order to the other pharmacy.
18VAC110-20-550. Stat-drug box.
A. An additional drug box called a stat-drug box may be prepared by a pharmacy to provide for initiating therapy prior to the receipt of ordered drugs from the pharmacy. Access to the stat-drug box is restricted to a licensed nurse, pharmacist, or prescriber and only these licensed individuals may administer a drug taken from the stat-drug box. Additionally, a valid prescription or lawful order of a prescriber must exist prior to the removal of any drug from the stat-drug box. A stat-drug box shall be subject to the following conditions:
1. The box is sealed in such a manner that will preclude the loss of drugs.
a. The dispensing pharmacy must have a method of sealing such boxes so that once the seal is broken, it cannot be reasonably resealed without the breach being detected.
b. If a seal is used, it shall have a unique numeric or alphanumeric identifier to preclude replication or resealing, or both. The pharmacy shall maintain a record of the seal identifiers when placed on a box and maintain the record until such time as the seal is replaced.
c. In lieu of seals, a box with a built-in mechanism preventing resealing or relocking once opened except by the provider pharmacy is also acceptable.
2. The box shall have a form to be filled out upon opening the box and removing contents to write the name of the person opening the box, the date, the time, and the name and quantity of items removed. When the stat-drug box has been opened, it is returned to the pharmacy.
3. There shall be a listing of the contents of the box maintained in the pharmacy and also attached to the box in the facility. This same listing shall become a part of the policy and procedure manual of the facility served by the pharmacy.
4. The drug listing on the box shall bear an expiration date for the box. The expiration date shall be the day on which the first drug in the box will expire.
5. The contents of the box shall be limited to those drugs in which a delay in initiating therapy may result in harm to the patient.
a. The listing of drugs contained in the stat-drug box shall be determined by the provider pharmacist in consultation with the medical and nursing staff of the long-term care facility.
b. The stat-drug box shall contain no more than 20 solid dosage units per schedule of Schedules II through V drugs except that one unit of liquid, not to exceed 30 ml, may be substituted for a solid dosage unit in each drug schedule. If the unit of a liquid that may contain more than one dose is removed from the stat-drug box pursuant to a patient order, the remainder shall be stored with that patient's other drugs, may be used for subsequent doses administered to that patient, and shall not be administered to any other patient.
B. Drugs that would be stocked in a stat-drug box, pursuant to this section, may be stocked in an automated drug dispensing system in a nursing home in accordance with 18VAC110-20-555, except that the quantity of drugs in Schedules II through V stocked in the system shall be determined by the provider pharmacist in consultation with the medical and nursing staff of the nursing home.
C. The pharmacy may provide more than one stat-drug box to a long-term care facility. Contents of the multiple boxes are not required to be uniform.
Part XIII XI
Other Institutions and Facilities
18VAC110-20-570. Drugs in infirmaries/first aid infirmaries
or first-aid rooms.
A. Prescription drugs purchased by an institution, agency, or business within the Commonwealth, having been purchased in the name of a practitioner licensed by the Commonwealth of Virginia and who is employed by an institution, agency, or business which does not hold a pharmacy permit, shall be used only for administering to those persons at that institution, agency, or business.
B. All prescription drugs shall be maintained and secured in a suitable locked storage area, the key to which will be in the possession of the practitioner or nurse who is under the direction and supervision of the practitioner.
C. Such institution, agency, or business shall adopt a specific protocol for the administration of prescription drugs, listing the inventory of such drugs maintained, and authorizing the administering of such drugs in the absence of a practitioner in an emergency situation when the timely prior verbal or written order of a prescriber is not possible. Administering of such drugs shall be followed by written orders.
1. For the purpose of this chapter, "emergency" means a circumstance requiring administration of prescription drugs necessary to preserve life or to prevent significant or permanent injury or disability.
2. The protocol shall be maintained for inspection and documentation purposes.
18VAC110-20-580. Humane societies and animal Animal
shelters.
A humane society or An animal shelter, after
having obtained the proper registrations pursuant to state and federal laws,
may purchase, possess and administer controlled substances in accordance with
provisions of § 54.1-3423 of the Code of Virginia provided that these
procedures are followed:
1. Drugs ordered by a humane society public or private
animal shelter, as defined in § 3.2-6500 of the Code of Virginia, shall
only be stored and administered at the address of the humane society or
shelter.
2. A veterinarian shall provide general supervision for the
facility and shall provide and certify training in accordance with guidelines
set forth by the State Veterinarian to the person(s) persons
responsible for administration of the drugs. Certification of training signed
by the veterinarian providing the training shall be maintained at the facility
for each person administering drugs and must be retained for not less than two
years after the person ceases administering.
3. The person in charge of administration of drugs for the facility shall obtain the required permit and controlled substances registration from the board and shall be responsible for maintaining proper security and required records of all controlled substances obtained and administered.
a. If that person ceases employment with the facility or relinquishes his position, he shall immediately return the registration to the board and shall take a complete and accurate inventory of all drugs in stock.
b. An application for a new registration shall be filed with the required fee within 14 days on a form provided by the board. At that time, the new responsible person shall take a complete and accurate inventory of all drugs in stock.
4. Drugs shall be stored in a secure, locked place and only the
person(s) person responsible for administering may have access to
the drugs.
5. All invoices and order forms shall be maintained for a period of two years.
6. Complete and accurate records shall be maintained for two years on the administration of the drug. The record shall show the name and strength of the drug, date of administration, the species of the animal, the weight of animal, the amount of drug administered and the signature of the person administering the drug.
Part XIV XII
Exempted Stimulant or Depressant Drugs and Chemical Preparations
18VAC110-20-600. Excluded substances.
The list of excluded substances, which may be lawfully sold
over the counter without a prescription under the federal Food, Drug and Cosmetic
Control Act (21 USC §
301), as set forth in 21 CFR § 1308.22, is adopted pursuant to the
authority set forth in §§ 54.1-3443, 54.1-3450 and 54.1-3452 of the Drug
Control Act.
Part XV XIII
Medical Equipment Suppliers
18VAC110-20-630. Issuance of a permit as a medical equipment supplier.
A. Any person or entity desiring to obtain a permit as a medical equipment supplier shall file an application with the board on a form approved by the board. An application shall be filed for a new permit or for acquisition of an existing medical equipment supplier. The application shall designate the hours of operation the location will be open to service the public and shall be signed by a person who works at the location address on the application and will act as a responsible party for that location.
B. Any change in the hours of operation expected to last for more than one week shall be reported to the board in writing and a notice posted, at least 14 days prior to the anticipated change, in a conspicuous place to the public.
1. Such notification of a change in hours of operation is not required when the change is necessitated by emergency circumstances beyond the control of the owner or responsible party or when the change will result in an expansion of the current hours of operation.
2. If the medical equipment supplier is unable to post the change in hours 14 days in advance, the responsible party or owner shall ensure the board is notified as soon as he knows of the change and disclose the emergency circumstances preventing the required notification.
C. Within 14 days of a change in the responsible party assigned to the permit, the outgoing responsible party shall inform the board, and a new application shall be submitted indicating the name of the new responsible party.
B. D. A permit holder proposing to change the
location of an existing license or permit or make structural changes to an
existing location shall file an application for approval of the changes
following an inspection conducted by an authorized agent of the board.
C. E. A permit shall not be issued to any
medical equipment supplier to operate from a private dwelling or residence or
to operate without meeting the applicable facility requirements for proper
storage and distribution of drugs or devices. Before any license or permit is
issued, the applicant shall demonstrate compliance with all federal, state and
local laws and ordinances.
18VAC110-20-680. Medical equipment suppliers.
A. A medical equipment supplier's location shall be inspected by the board prior to engaging in business. The location shall be clean and sanitary and shall have a system of temperature control to provide for specified storage conditions for any Schedule VI drug or device.
B. Hypodermic needles and syringes and Schedule VI drugs shall not be placed on open display or in an open area where patrons will have access to such items. No Schedule VI devices shall be placed in an area where responsible parties cannot exercise reasonable supervision and control.
C. A medical equipment supplier shall receive a valid order from a practitioner prior to dispensing and shall maintain this order on file on the premises for a period of two years from date of last dispensing. The original order may be kept at a centralized office as long as it is readily retrievable within 48 hours and a copy of the order is kept on the premises of the dispensing supplier. In lieu of a hard copy, an electronic image of an order may be maintained in an electronic database provided it preserves and provides an exact image of the order that is clearly legible and made available within 48 hours of a request by a person authorized by law to have access to prescription information.
D. Medical equipment suppliers shall make a record at the time of dispensing. This record shall be maintained on the premises for two years from date of dispensing and shall include:
1. Name and address of patient;
2. Item dispensed and quantity, if applicable; and
3. Date of dispensing.
E. A valid order authorizing the dispensing of drugs or devices may be transferred from one medical equipment supplier to another medical equipment supplier provided the order can be filled or refilled. The transfer shall be communicated either orally by direct communication between an individual at the transferring medical equipment supplier and the receiving medical equipment supplier, by facsimile machine, or by electronic transmission.
1. The transferring medical equipment supplier shall:
a. Record the word "VOID" on the face of the invalidated order;
b. Record on the reverse side of the invalidated order the name and address of the medical equipment supplier to which it was transferred, the date of the transfer, and for an oral transfer, the name of the individual receiving the prescription information and the name of the individual transferring the information.
2. The receiving medical equipment supplier shall:
a. Write the word "TRANSFER" on the face of the transferred prescription;
b. Provide all information required to be on a valid order to include:
(1) Date of issuance of original order;
(2) Original number of refills authorized on the original order;
(3) Date of original dispensing if applicable;
(4) Number of valid refills remaining and date of last dispensing;
(5) Medical equipment supplier name and address from which the order information was transferred; and
(6) Name of transferring individual if transferred orally.
3. Both the original and transferred order shall be maintained for a period of two years from the date of last refill. In lieu of recording the required information on the hard copy of a valid order, a medical equipment supplier may record all required information in an automated data processing system used for the storage and retrieval of dispensing information.
E. F. A nonresident medical equipment supplier
shall register and practice in accordance with § 54.1-3435.3:1 of the Code
of Virginia.
CHAPTER 21
REGULATIONS GOVERNING THE LICENSURE OF PHARMACISTS AND REGISTRATION OF PHARMACY TECHNICIANS
Part I General
Provisions
18VAC110-21-10. Definitions.
In addition to words and terms defined in §§ 54.1-3300 and 54.1-3401 of the Code of Virginia, the following words and terms when used in this chapter shall have the following meanings, unless the context clearly indicates otherwise:
"ACPE" means the Accreditation Council for Pharmacy Education.
"Board" means the Virginia Board of Pharmacy.
"CE" means continuing education as required for renewal of licensure by the board.
"CEU" means a continuing education unit awarded for credit as the equivalent of 10 contact hours.
"Contact hour" means the amount of credit awarded for 60 minutes of participation in and successful completion of a continuing education program.
"Foreign school of pharmacy" means a school outside the United States and its territories offering a course of study in basic sciences, pharmacology, and pharmacy of at least four years in duration resulting in a degree that qualifies a person to practice pharmacy in that country.
"FPGEC certificate" means the certificate given by the Foreign Pharmacy Equivalency Committee of NABP that certifies that the holder of such certificate has passed the Foreign Pharmacy Equivalency Examination and a credential review of foreign training to establish educational equivalency to board approved schools of pharmacy and has passed approved examinations establishing proficiency in English.
"Inactive license" means a license that is registered with the Commonwealth but does not entitle the licensee to practice, and the holder of which is not required to submit documentation of CE necessary to hold an active license.
"NABP" means the National Association of Boards of Pharmacy.
"Pharmacy technician trainee" means a person who is currently enrolled in an approved pharmacy technician training program and is performing duties restricted to pharmacy technicians for the purpose of obtaining practical experience in accordance with § 54.1-3321 D of the Code of Virginia.
"PTCB" means the Pharmacy Technician Certification Board, co-founded by the American Pharmaceutical Association and the American Society of Health System Pharmacists, as the national organization for the voluntary examination and certification of pharmacy technicians.
18VAC110-21-20. Fees.
A. Unless otherwise provided, fees listed in this section shall not be refundable.
B. Unless otherwise provided, any fees for taking required examinations shall be paid directly to the examination service as specified by the board.
C. Initial application fees.
1. Pharmacist license |
$180 |
2. Pharmacy intern registration |
$15 |
3. Pharmacy technician registration |
$25 |
4. Approval of a pharmacy technician training program |
$150 |
5. Approval of a continuing education program |
$100 |
D. Annual renewal fees.
1. Pharmacist active license due no later than December 31 |
$90 |
2. Pharmacist inactive license due no later than December 31 |
$45 |
3. Pharmacy technician registration due no later than December 31 |
$25 |
4. Pharmacy technician training program |
$75 every two years |
E. Late fees. The following late fees shall be paid in addition to the current renewal fee to renew an expired license or registration within one year of the expiration date or within two years in the case of a pharmacy technician training program. In addition, engaging in activities requiring a license or registration after the expiration date of such license or registration shall be grounds for disciplinary action by the board.
1. Pharmacist license |
$30 |
2. Pharmacist inactive license |
$15 |
3. Pharmacy technician registration |
$10 |
4. Pharmacy technician training program |
$15 |
F. Reinstatement fees. Any person or entity attempting to renew a license or registration more than one year after the expiration date, or more than two years after the expiration date in the case of a pharmacy technician training program, shall submit an application for reinstatement with any required fees. Reinstatement is at the discretion of the board and, except for reinstatement following revocation or suspension, may be granted by the executive director of the board upon completion of an application and payment of any required fees.
1. Pharmacist license |
$210 |
2. Pharmacist license after revocation or suspension |
$500 |
3. Pharmacy technician registration |
$35 |
4. Pharmacy technician registration after revocation or suspension |
$125 |
5. A pharmacy technician training program that failed to renew and continued to operate for more than one renewal cycle shall pay the current and all back renewal fees for the years in which they were operating plus a reinstatement fee of $75. A pharmacy technician training program that ceases operation and wishes to resume shall not be eligible for reinstatement but shall apply for a new registration. |
|
G. Miscellaneous fees.
1. Duplicate wall certificate |
$25 |
2. Returned check |
$35 |
3. Duplicate license or registration |
$10 |
4. Verification of licensure or registration |
$25 |
18VAC110-21-30. Current name and address.
A. It shall be the duty and responsibility of each licensee and registrant to inform the board of his current name and address. A licensee or registrant shall notify the board within 14 days in writing or electronically of a name change or a change of an address of record. Properly updating a name or an address of record directly through the board's web-based application or other approved means shall constitute lawful notification.
B. All notices required by law or by this chapter are deemed to be received by the licensee or registrant when sent to the address of record and shall not relieve the licensee or registrant of the obligation to comply.
C. An individual licensed by or registered with the board who has provided the board with a public address that is different from the address of record shall notify the board in writing if there is a change in the address.
18VAC110-21-40. Unprofessional conduct.
The following practices shall constitute unprofessional conduct within the meaning of § 54.1-3316 of the Code of Virginia:
1. Failing to comply with provisions of § 32.1-127.1:03 of the Code of Virginia related to the confidentiality and disclosure of patient records or related to providing patient records to another practitioner or to the patient or the patient's personal representative;
2. Willfully or negligently breaching the confidentiality of a patient unless otherwise required or permitted by applicable law;
3. Failing to maintain the confidentiality of information received from the Prescription Monitoring Program, obtaining such information for reasons other than to assist in determining the validity of a prescription to be filled, or misusing information received from the program;
4. Engaging in disruptive or abusive behavior in a pharmacy or other health care setting that interferes with patient care or could reasonably be expected to adversely impact the quality of care rendered to a patient;
5. Engaging or attempting to engage in a relationship with a patient that constitutes a professional boundary violation in which the practitioner uses his professional position to take advantage of the vulnerability of a patient or the patient's family, including sexual misconduct with a patient or a member of the patient's family or other conduct that results or could result in personal gain at the expense of the patient;
6. Failing to maintain adequate safeguards against the diversion of controlled substances;
7. Failing to appropriately respond to a known dispensing error in a manner that protects the health and safety of the patient;
8. Delegating a task within the practice of pharmacy to a person who is not adequately trained to perform such a task;
9. Failing by the pharmacist in charge to ensure that pharmacy interns and pharmacy technicians working in the pharmacy are registered and that such registration is current;
10. Failing to exercise professional judgment in determining whether a prescription meets the requirements of law before dispensing;
11. Obtaining money or property of a patient or client by fraud or misrepresentation;
12. Providing false information or failing to cooperate with an employee of the Department of Health Professions in the conduct on an investigation or inspection;
13. Violating any provision of this chapter, 18VAC110-20, or Chapter 33 (§ 54.1-3300 et seq.) or 34 (§ 54.1-3400 et seq.) of Title 54.1 of the Code of Virginia;
14. Performing any act likely to deceive, defraud, or harm the public; or
15. Having a restriction of a license to practice pharmacy or a registration as a pharmacy technician in another jurisdiction in the United States.
18VAC110-21-45. Kickbacks, fee-splitting, interference with supplier.
A. A pharmacist shall not solicit or foster prescription practice with a prescriber of drugs or any other person providing for rebates, kickbacks, fee-splitting, or special charges in exchange for prescription orders.
B. A pharmacist shall not interfere with the patient's right to choose his supplier of medication or cooperate with any person or persons in denying a patient the opportunity to select his supplier of prescribed medications.
Part II
Licensure Requirement for Pharmacists
18VAC110-21-50. Requirements for pharmacy practical experience.
A. Each applicant for licensure as a pharmacist shall have gained practical experience in the practice of pharmacy as set forth in this section and 18VAC110-21-60.
B. An applicant for licensure as a pharmacist shall attain
a minimum of 1,500 hours of practical experience.
C. Practical experience that is gained within an ACPE-accredited school of pharmacy, that conforms to the current ACPE standards, and that allows the student to gain at least 1,500 hours of practical experience shall meet the board's practical experience requirements for licensure as a pharmacist.
D. All practical experience credit gained outside of an ACPE-accredited school of pharmacy program shall only be gained after successful completion of the equivalent of at least two semesters in an ACPE-accredited school of pharmacy. Credit shall not be given for more than 50 hours in one week and not less than an average of 20 hours per week averaged over a month. The board may grant an exception to the minimum number of hours for good cause shown.
E. In accordance with § 54.1-3312 of the Code of Virginia, all practical experience required by this section shall be gained within the United States.
18VAC110-21-60. Procedure for gaining practical experience.
A. Each person desiring to gain practical pharmacy experience in Virginia shall first register with the board as a pharmacy intern on a form provided by the board prior to becoming so engaged as a pharmacy intern. This requirement shall apply to any person gaining practical experience within the Commonwealth whether for licensure in Virginia or in another state.
B. In order to be eligible to register as a pharmacy intern, an applicant shall meet at least one of the following criteria:
1. The applicant shall be enrolled in and have started course work in a professional degree program of a board-approved school of pharmacy. Such registration is only valid while the student is enrolled in the school of pharmacy and is satisfactorily progressing toward meeting the requirements for licensure as a pharmacist. An expiration date shall be assigned to the registration to cover the estimated time period for the student to complete the school program and pass the required examinations. If the student is no longer enrolled in the school program, takes a voluntary break from the program, or is otherwise not actively participating in the school program, except for regularly scheduled school breaks, the registration is no longer valid and shall be returned to the board immediately;
2. The applicant is a graduate of a board-approved school of pharmacy or a graduate of a foreign school of pharmacy, has established educational equivalency and proficiency in English by obtaining the FPGEC certificate, and desires to gain required practical experience required for licensure as a pharmacist. Such applicant shall provide documentation on a board-approved form of current employment or an employment start date within 90 days in a pharmacy in Virginia with approval by the supervising pharmacist. An expiration date shall be assigned to cover the estimated time period needed to obtain the required practical experience hours and take the required examinations to become licensed as a pharmacist;
3. The applicant has already gained the required practical experience but is an otherwise qualified applicant awaiting examination for licensure. A three-month expiration date shall be assigned to allow the applicant time to take required examinations; or
4. The applicant is an applicant for reactivation or reinstatement of a previously issued pharmacist license and is meeting board requirements for relicensure. An expiration date shall be assigned to reasonably cover the period of time necessary to meet the board requirements.
C. For documented good cause shown, the executive director of the board may extend the expiration date of the intern registration upon submission of an application form approved by the board and payment of the initial application fee.
D. A pharmacy intern shall be supervised by a pharmacist who holds a current, unrestricted license and assumes full responsibility for the training, supervision, and conduct of the intern.
E. The intern registration of a pharmacy student shall be valid only while the student is enrolled in a school of pharmacy. The registration card issued by the board shall be returned to the board upon failure to be enrolled.
F. Practical experience gained within any other state must be registered with and certified by the board of that state in order to be accepted or certified by the board. In the event that a state relies on the pharmacy school to certify the hours of experience, an affidavit from the pharmacy school certifying the hours of experience gained in the United States may be accepted in lieu of board certification.
G. All practical experience of the pharmacy intern shall be evidenced by an affidavit approved by the board, which shall be filed prior to or with the application for examination for licensure.
H. An applicant for licensure by endorsement may provide verification acceptable to the board of practical experience hours worked as a pharmacist in another state within the United States in lieu of prelicensure intern hours in order to meet the practical experience requirement.
I. A pharmacy intern shall notify the board in writing of any change in address of record within 14 days of such change.
18VAC110-21-70. Curriculum and approved schools of pharmacy.
A. The following minimum educational requirements for the specified periods shall be recognized by the board for the purpose of licensure.
1. On and after June 1, 1936, but before June 1, 1964, the applicant for licensure shall have been graduated from a four-year course of study with a Bachelor of Science degree in pharmacy awarded.
2. On and after June 1, 1964, the applicant for licensure shall have been graduated from at least a five-year course of study with a Bachelor of Science degree in pharmacy or a Doctorate of Pharmacy degree awarded.
B. In order to be licensed as a pharmacist within this Commonwealth, the applicant shall have been granted the first professional degree from a program of a school of pharmacy that meets the requirements of § 54.1-3312 of the Code of Virginia or shall satisfy the requirements of 18VAC110-21-90.
18VAC110-21-80. Content of the examination and grades required; limitation on admittance to examination.
A. Prior to admission to any examination required for licensure, the applicant shall have met all other requirements to include education and practical experience requirements, but in no case shall the applicant be admitted if grounds exist to deny licensure under § 54.1-3316 of the Code of Virginia.
B. The applicant shall achieve a passing score as determined by the board on the licensure examination that is approved by the board and that shall consist of an integrated examination of pharmacy practice, pharmacology, pharmacy mathematics, and such other subjects as are necessary to assure that the candidate possesses the necessary knowledge and skills to practice pharmacy.
C. When an applicant for licensure by examination fails to meet the passing requirements of the board-approved integrated pharmacy examination on three occasions, the applicant shall not be readmitted to the examination until he has completed an additional 1,000 hours of practical experience as a pharmacy intern as set forth in 18VAC110-21-60.
D. The applicant shall also achieve a passing score as determined by the board on an examination that tests the candidate's knowledge of federal and state laws related to pharmacy practice. If an applicant has not subsequently been issued a license by any jurisdiction in the United States within three years of achieving a passing score, the applicant shall retake the examination in order to be licensed in Virginia.
E. When an applicant fails to pass the law examination, the applicant shall not be allowed to retake it for a period of 30 days.
F. If an applicant requests a testing accommodation for either examination based on a physical or mental impairment that substantially limits one or more major life activities, subject to the Americans with Disabilities Act, the board may approve a reasonable accommodation that does not compromise the security or integrity of the examination.
1. Supporting documentation shall be provided by the applicant to include the following to be considered for review:
a. A letter of request from the candidate that specifies the testing accommodation requested;
b. A written report of an evaluation (educational, psychological, or physical) within the preceding two years from a qualified professional that states a diagnosis of the disability, describes the disability, recommends specific accommodations, and provides justification that the accommodation is appropriate and necessary for the diagnosed disability. If the comprehensive evaluation was done more than two years ago and the condition is one that is not subject to change, the original evaluation report may be submitted along with a current letter from the qualified professional stating that there has been no change in the condition since the time of the evaluation; and
c. A written statement from the appropriate person at the applicant's school of pharmacy that describes any testing accommodations made while the student was enrolled, if applicable.
2. The applicant will be notified in writing of the decision. If the request for accommodation is granted, the approval information will be forwarded to the examination contractor and the form of the accommodation will be coordinated with the contractor.
18VAC110-21-90. Requirements for foreign-trained applicants.
A. Applicants for licensure who were trained in foreign
schools of pharmacy shall obtain the FPGEC certificate prior to being allowed to
register as a pharmacy intern and gain the required practical experience in
Virginia.
B. After obtaining the FPGEC certificate, the applicant may apply for a pharmacy intern registration and shall fulfill the requirements for practical experience set forth in 18VAC110-21-50 and 18VAC110-21-60 before being admitted to examinations required by 18VAC110-21-80.
C. Applicants for licensure who were trained in foreign schools of pharmacy shall also complete and achieve passing scores on the examinations set forth in 18VAC110-21-80 before being licensed as a pharmacist.
D. Applicants for licensure who were trained in foreign schools of pharmacy, but who subsequently have been granted a professional degree from a program of a school of pharmacy that meets the requirements of § 54.1-3312 of the Code of Virginia, as specified in18VAC110-21-70, shall be exempt from the requirement for a FPGEC certificate but shall fulfill the requirements for practical experience set forth in 18VAC110-21-50 and 18VAC110-21-60 before being admitted to examinations required by 18VAC110-21-80.
18VAC110-21-100. Registration for voluntary practice by out-of-state licensees.
Any pharmacist who seeks registration to practice on a voluntary basis pursuant to subdivision 12 of § 54.1-3301 of the Code of Virginia under the auspices of a publicly supported, all volunteer, nonprofit organization that sponsors the provision of health care to populations of underserved people shall:
1. File a complete application for registration on a form provided by the board at least five business days prior to engaging in such practice;
2. Provide a complete list of each state in which the pharmacist has held a pharmacist license and a copy of any current license;
3. Provide the name of the nonprofit organization and the dates and location of the voluntary provision of services;
4. Pay a registration fee of $10; and
5. Provide a notarized statement from a representative of the nonprofit organization attesting to its compliance with the provisions of subdivision 12 of § 54.1-3301 of the Code of Virginia.
Part III
Requirements for Renewal or Reinstatement of Licensure
18VAC110-21-110. Renewal and reinstatement of license.
A. Pharmacist licenses expire on December 31 and shall be renewed annually prior to that date by the submission of a renewal fee, renewal form, and statement of compliance with continuing education requirements.
B. A pharmacist newly licensed on or after October 1 shall not be required to renew that license until December 31 of the following year.
C. A pharmacist who fails to renew his license by the expiration date may renew his license at any time within one year of its expiration by submission of the renewal fee and late fee, renewal form, and statement of compliance with continuing education requirements.
D. A pharmacist who fails to renew his license for more than one year following expiration and who wishes to reinstate such license shall submit an application for reinstatement, pay the current renewal fee and a reinstatement fee, and submit documentation showing compliance with continuing education requirements. Reinstatement is at the discretion of the board and may be granted by the executive director of the board provided no grounds exist to deny said reinstatement.
E. A pharmacist who has been registered as inactive for more than one year must apply for reactivation, submit documentation showing compliance with continuing education requirements, and pay the difference between the inactive fee and the current year active renewal fee in order to resume active licensure.
F. In order to reactivate or reinstate a license to active status, a pharmacist who holds an inactive license, who has allowed his license to lapse, or who has had his license suspended or revoked must submit evidence of completion of CEUs or hours equal to the requirements for the number of years in which his license has not been active, not to exceed a total of 60 hours of CE.
G. A pharmacist whose license has been lapsed, is in inactive status, or has been suspended or revoked for more than five years shall, as a condition of reinstatement or reactivation in addition to 60 hours CE, take and receive a passing score on the board-approved law examination and furnish acceptable documentation of one of the following:
1. Active pharmacy practice within the past five years as a properly licensed pharmacist in another state; or
2. Practical experience as a pharmacy intern registered with the board of at least 160 hours within six months immediately prior to being reinstated or reactivated.
H. The practice of pharmacy without a current, active pharmacist license is unlawful and shall constitute grounds for disciplinary action by the board.
18VAC110-21-120. Requirements for continuing education.
A. A pharmacist shall be required to have completed a minimum of 1.5 CEUs or 15 contact hours of continuing pharmacy education in an approved program for each annual renewal of licensure. CEUs or hours in excess of the number required for renewal may not be transferred or credited to another year.
B. A pharmacy education program approved for continuing pharmacy education is:
1. One that is approved by the ACPE;
2. One that is approved as a Category I continuing medical education course, the primary focus of which is pharmacy, pharmacology, or drug therapy; or
3. One that is approved by the board in accordance with the provisions of 18VAC110-21-130.
C. Of the 15 contact hours required for annual renewal, at least five hours shall be obtained in courses or programs that are live or real-time interactive. Included in the five hours, the following may be credited:
1. A maximum of one hour for attendance at a board meeting or formal hearing; or
2. A maximum of one hour for serving as a preceptor for a pharmacy student or resident in an accredited school or program or for a foreign-trained student obtaining hours of practical experience.
D. The board may grant an extension pursuant to § 54.1-3314.1 E of the Code of Virginia. Any subsequent extension shall be granted only for good cause shown.
E. Pharmacists are required to attest to compliance with the CE requirements in a manner approved by the board at the time of their annual license renewal. Following each renewal period, the board may conduct an audit of the immediate past two years CE documents to verify compliance with the requirements. Pharmacists are required to maintain for two years following renewal the original certificates documenting successful completion of CE, showing the date and title of the CE program or activity, the number of CEUs or contact hours awarded, and a certifying signature or other certification of the approved provider. Pharmacists selected for audit must provide these original documents to the board by the deadline date specified by the board in the audit notice.
18VAC110-21-130. Approval of continuing education programs.
A. The board will approve without application or further review any program offered by an ACPE-approved provider and will accept for credit certificates bearing the official ACPE logo and program number.
B. The board may approve an individual CE program under the following provisions:
1. An approved individual program is a course, activity, or lecture that includes subject matter related to the competency of the practice of pharmacy and that has been approved for CE credit by the board.
2. In order to receive approval for an individual program, the sponsor or provider must apply prior to offering the program on a form provided by the board. The information that must be provided shall include:
a. Name of provider;
b. Location;
c. Date and time of program;
d. Charges to participants;
e. Description of program content and objectives;
f. Credentials of speaker or author;
g. Method of delivery;
h. Evaluation procedure;
i. Evidence of a post assessment;
j. Credits requested;
k. Mechanism for recordkeeping; and
l. Any such information as the board deems necessary to assure quality and compliance.
3. The sponsor applying for board approval of an individual program shall pay a fee as required in 18VAC110-21-20 C 5.
4. The board shall notify the provider or sponsor within 60 days following the receipt of a completed application of approval or disapproval of a program and the number of credits that may be awarded. The board shall also assign an expiration date for approval of the program not to exceed two years from the date of approval.
5. The provider of an approved program shall provide to each participant who completes the required hours and passes the post-test a certification with the name of the provider, name of the participant, description of course and method of delivery, number of hours credited, date of completion, and program identification number.
6. The provider of an approved program shall maintain all records on that program, program participants, and hours awarded for a period of five years and shall make those records available to the board upon request.
7. The board shall periodically review and monitor programs. The provider of a CE program shall waive registration fees for a representative of the board for that purpose.
8. Any changes in the information previously provided about an approved program or provider shall be submitted, or the board may withdraw its approval. If a provider wants to give a live program more than once, all program dates shall either be submitted on the original application or provided to the board in subsequent correspondence at least five days prior to giving the program.
Part IV
Requirements for Pharmacy Technician Registration
18VAC110-21-140. Application for registration as a pharmacy technician.
A. Any person wishing to apply for registration as a pharmacy technician shall submit the application fee and an application on a form approved by the board.
B. To be registered as a pharmacy technician, an applicant shall provide evidence of the following:
1. Satisfactory completion of a board-approved training program; and
2. A passing score on a board-approved examination.
C. In lieu of the requirements of subsection B of this section, an applicant may provide evidence of current PTCB certification.
D. A pharmacy technician trainee enrolled in an approved pharmacy technician training program pursuant to § 54.1-3321 D of the Code of Virginia may perform tasks restricted to pharmacy technicians for no more than nine consecutive months from the date the trainee begins performing duties restricted to a pharmacy technician without becoming registered as a pharmacy technician.
18VAC110-21-150. Criteria for approval for training programs.
A. Any person wishing to apply for approval of a pharmacy technician training program shall submit the application fee, a sample certificate, and an application on a form approved by the board and meet the criteria established in this section.
B. The curriculum of a training program for pharmacy technicians shall include instruction in applicable current laws and regulations and in the tasks that may be performed by a pharmacy technician to include the following or any other task restricted to pharmacy technicians in regulation:
1. The entry of prescription information and drug history into a data system or other recordkeeping system;
2. The preparation of prescription labels or patient information;
3. The removal of the drug to be dispensed from inventory;
4. The counting, measuring, or compounding of the drug to be dispensed;
5. The packaging and labeling of the drug to be dispensed and the repackaging thereof;
6. The stocking or loading of automated dispensing devices or other devices used in the dispensing process; and
7. The acceptance of refill authorization from a prescriber or the prescriber's authorized agent provided there is no change to the original prescription.
C. Each program shall have a program director who shall be either (i) a pharmacist with a current license in any jurisdiction and who is not currently suspended or revoked in any jurisdiction in the United States; (ii) a pharmacy technician with at least one year of experience performing technician tasks who holds a current registration in Virginia or current PTCB certification and who is not currently suspended or revoked as a pharmacy technician in any jurisdiction; or (iii) other person approved and deemed qualified by the board to be a program director.
D. Instructors for the core components listed in subsection B of this section shall meet the requirements for the program director listed in subsection C of this section. The program director may serve as an instructor.
E. The length of the program shall be sufficient to prepare a program participant to sit for the board-approved examination and demonstrate entry-level competency.
F. The program shall maintain records of program participants either on site or at another location where the records are readily retrievable upon request for inspection. A program shall provide a certificate of completion, including the program approval number, to participants who successfully complete the program and provide verification of completion of the program for a participant upon request by the board. Records shall be maintained for two years from date of completion or termination of program.
G. The program shall report within 14 days any substantive change in the program to include a change in program name, program certificate, program director, instructors, name of institution or business if applicable, address, program content, length of program, or location of records.
H. A pharmacy technician training program approval expires after two years, after which the program may apply for renewal. For continued approval, the program shall submit the renewal application, renewal fee, and a self-evaluation report on a form provided by the board at the time of renewal notification. Renewal of a program's approval is at the discretion of the board, and the decision to renew shall be based on documentation of continued compliance with the criteria set forth in this section.
18VAC110-21-160. Examination.
A. The board shall approve one or more examinations to test entry-level competency for pharmacy technicians. In order to be approved, a competency examination shall be developed in accordance with and meet the recognized acceptable test measurement standards of the Joint Technical Standards for Education and Psychological Testing (American Psychological Association, current edition), and shall be administered by an independent third party.
B. The board may contract with an examination service for the development and administration of a competency examination.
C. The board shall determine the minimum passing standard on the competency examination.
D. Any requests for testing accommodations under the Americans with Disabilities Act shall be in accordance with the provisions of 18VAC110-21-80 F.
18VAC110-21-170. Renewal and reinstatement of registration.
A. Pharmacy technician registrations expire on December 31 and shall be renewed annually prior to that date by the submission of a renewal fee and renewal form. A pharmacy technician newly registered on or after July 1 shall not be required to renew that registration until December 31 of the following year. Failure to receive the application for renewal shall not relieve the pharmacy technician of the responsibility for renewing the registration by the expiration date.
B. A pharmacy technician who fails to renew his registration by the expiration date may renew his registration at any time within one year of its expiration by submission of the renewal fee and late fee, renewal form, and attestation of having met the continuing education requirements.
C. A pharmacy technician who fails to renew his registration for more than one year following expiration and who wishes to reinstate such registration shall submit an application for reinstatement, pay the current renewal fee and a reinstatement fee, and submit documentation showing compliance with continuing education requirements. Reinstatement is at the discretion of the board and may be granted by the executive director of the board provided no grounds exist to deny said reinstatement. Practicing as a pharmacy technician with a lapsed registration shall be illegal and may subject the registrant to disciplinary action by the board.
D. A person who fails to reinstate a pharmacy technician registration within five years of expiration shall not be eligible for reinstatement and shall repeat an approved training program and repeat and pass the examination or hold current PTCB certification before applying to be reregistered.
18VAC110-21-180. Requirements for continued competency.
A. A pharmacy technician shall be required to have completed a minimum of 0.5 CEUs or five contact hours of approved continuing education for each annual renewal of registration. Hours in excess of the number required for renewal may not be transferred or credited to another year.
B. An approved continuing education program shall meet the requirements as set forth in 18VAC110-21-120 B or 18VAC110-21-130 B.
C. Upon written request of a pharmacy technician, the board may grant an extension of up to one year in order for the pharmacy technician to fulfill the continuing education requirements for the period of time in question. The granting of an extension shall not relieve the pharmacy technician from complying with current year requirements. Any subsequent extension shall be granted for good cause shown.
D. Original documentation showing successful completion of continuing education programs shall be maintained by the pharmacy technician for a period of two years following the renewal of his registration. The pharmacy technician shall provide such documentation to the board upon request in a manner to be determined by the board.
CHAPTER 50
REGULATIONS GOVERNING WHOLESALE DISTRIBUTORS, MANUFACTURERS, THIRD-PARTY
LOGISTICS PROVIDERS, AND WAREHOUSERS
18VAC110-50-40. Safeguards against diversion of drugs.
A. The holder of the license as a wholesale distributor or permit as a manufacturer, warehouser, or third-party logistics provider, or registration as a nonresident wholesale distributor or nonresident manufacturer shall restrict all areas in which prescription drugs are stored or kept for sale to only those persons specifically designated as necessary for the manufacture, receipt, storage, distribution, or quality control of the controlled substance inventory and shall provide reasonable security measures to include appropriate locking devices on all access doors to these areas and adequate lighting both inside and outside the facility to deter unauthorized entry and diversion.
B. The holder of the license, permit, or registration, except for those distributors of only medical gases other than nitrous oxide, shall install a device for the detection of breaking subject to the following conditions:
1. The device shall be a sound, microwave, photoelectric, ultrasonic, or any other generally accepted and suitable device.
2. The One communication line installation shall
be hardwired and both the installation and device shall be based on accepted
burglar alarm industry standards to include wireless motion sensors.
3. The device shall be maintained in operating order and,
shall have an auxiliary source of power, and shall be capable of sending an
alarm signal to the monitoring entity when breached if the communication line
is not operational.
4. The device shall fully protect all areas where prescription drugs are stored and shall be capable of detecting breaking by any means when activated.
5. Access to the alarm system shall be restricted to the person named on the application as the responsible party or to persons specifically designated in writing in a policy and procedure manual.
6. The system shall be activated whenever the drug storage areas are closed for business.
C. Distribution or delivery of prescription drugs shall be accomplished in a manner to prevent diversion or possession of drugs by unauthorized persons.
1. The holder of the license, permit, or registration shall
only deliver prescription drugs to a person authorized to possess such drugs at
a location where the person is authorized to possess such drugs, and
only at a time when someone authorized to possess such drugs is in attendance.
2. The holder of the license, permit, or registration shall affirmatively verify that the person to whom prescription drugs are delivered is authorized by law to receive such drugs.
3. Prescription drugs may be transferred to an authorized agent
of a person who may lawfully possess prescription drugs, provided the transfer
occurs on the premises of the wholesale distributor, manufacturer, warehouser,
third-party logistics provider, nonresident wholesale distributor, or
nonresident manufacturer and provided the identity and authorization of the
agent is verified, and such transfer is only used to meet the immediate needs
of a patient or patients.
Part II
Wholesale Distributors and Third-Party Logistics Providers
18VAC110-50-60. Special or limited-use licenses.
The board may issue a limited-use wholesale distributor
license,; limited-use nonresident wholesale distributor
registration,; or limited-use manufacturer, limited-use nonresident
manufacturer, or limited-use third-party logistics provider permit to
entities that do not engage in the wholesale distribution of prescription drugs
or in the acts of a third-party logistics provider except medical gases and may
waive certain requirements of regulation based on the limited nature of such
distribution. The issuance of such a license shall be subject to continuing
compliance with the conditions set forth by the board.
18VAC110-50-80. Minimum qualifications, eligibility, and responsible party.
A. The board shall use the following factors in determining the eligibility for licensure of wholesale distributors, registration of nonresident wholesale distributors, and permitting of third-party logistics providers:
1. The existence of grounds to deny an application as set forth in § 54.1-3435.1 of the Code of Virginia;
2. The applicant's past experience in the manufacture or distribution of drugs or devices;
3. Compliance with the recordkeeping requirements;
4. Prior disciplinary action by a regulatory authority, prior criminal convictions, or ongoing investigations related to the manufacturing, distribution, prescribing, or dispensing of drugs by the responsible party or immediate family members of the responsible party, and owners, directors, or officers; and
5. The responsible party's credentials as set forth in subsection B of this section.
B. Requirements for the person named as the responsible party.
1. The responsible party shall be the primary contact person for the board as designated by the wholesale distributor, nonresident wholesale distributor, or third-party logistics provider, who shall be responsible for managing the wholesale distribution operations at that location;
2. The responsible party shall have a minimum of two years of
verifiable experience in a pharmacy or wholesale distributor or third-party
logistics provider licensed, registered, or permitted in Virginia or another
state where the person's responsibilities included, but were not limited to,
managing or supervising the recordkeeping, storage, and shipment for drugs or
devices;
3. A person may only serve as the responsible party for one wholesale distributor license, nonresident wholesale distributor registration, or third-party logistics provider permit at any one time;
4. The responsible party shall be employed full time in a managerial position and actively engaged in daily operations of the wholesale distributor, nonresident wholesale distributor, or third-party logistics provider;
5. The responsible party shall be present on a full-time basis at the location of the wholesale distributor, nonresident wholesale distributor, or third-party logistics provider during normal business hours, except for time periods when absent due to illness, family illness or death, vacation, or other authorized absence; and
6. The responsible party shall be aware of, and
knowledgeable about, all policies and procedures pertaining to the
operations of the wholesale distributor, nonresident wholesale distributor, or
third-party logistics provider and all applicable state and federal laws
related to wholesale distribution of prescription drugs or the legal acts of a
third-party logistics provider.
C. The person named as the responsible party on the application shall submit the following with the application:
1. A passport size and quality photograph taken within 30 days of submission of the application;
2. A resume listing employment, occupations, or offices held for the past seven years including names, addresses, and telephone numbers of the places listed;
3. An attestation disclosing whether the person has a criminal conviction or is the subject of any pending criminal charges within or outside the Commonwealth;
4. A federal criminal history record check through
the Central Criminal Records Exchange; and
5. A description of any involvement by the person with any business, including any investments, other than the ownership of stock in publicly traded company or mutual fund, during the past seven years, which manufactured, administered, prescribed, distributed, or stored drugs and devices and any lawsuits, regulatory actions, or criminal convictions related to drug laws or laws concerning third-party logistics providers or wholesale distribution of prescription drugs in which such businesses were named as a party.
D. Responsibilities of the responsible party.
1. Ensuring that any employee engaged in operations is adequately trained in the requirements for the lawful and appropriate wholesale distribution of prescription drugs or the legal acts of a third-party logistics provider;
2. Requiring any employee who has access to prescription drugs
to attest that he the employer has not been convicted of any
federal or state drug law or any law relating to third-party logistics
providers or to the manufacture, distribution, or dispensing of prescription
drugs;
3. Maintaining current working knowledge of requirements for wholesale distributors or third-party logistics providers and assuring continued training for employees;
4. Maintaining proper security, storage, and shipping conditions for all prescription drugs; and
5. Maintaining all required records.
E. Each nonresident wholesale distributor shall designate a
registered agent in Virginia for service of any notice or other legal document.
Any nonresident wholesale distributor that does not so designate a registered
agent shall be deemed to have designated the Secretary of the Commonwealth to be
its true and lawful agent, upon who whom may be served all legal
process in any action or proceeding against such nonresident wholesale
distributor. A copy of any such service of legal documents shall be mailed to
the nonresident wholesale distributor by the board by certified mail at the
address of record.
FORMS (18VAC110-50)
Application for a Permit as a Restricted Manufacturer (rev. 3/09).
3/2009)
Application for a Permit as a Nonrestricted Manufacturer (rev.
3/09). 3/2009)
Application for a Permit as a Warehouser (rev. 3/09). 3/2009)
Application for a License as a Wholesale Distributor (rev. 3/09).
3/2009)
Application for a Nonresident Wholesale Distributor
Registration (rev. 9/08). 9/2008)
Application for a Permit as a Third-Party Logistics Provider (eff. 9/2017)