Controlled Substance Management for Pharmacy

8295Image1aState level regulations have been placed into action for some areas to collect detailed information on individuals picking up Class II through Class IV controlled substances.  Should your business reside in one of these states, Paladin POS has crafted a solution to your new problem.

All pharmaceutical dispensing systems that have bi-directional integration with Paladin POS may use the new feature.  Quite simply stated: Paladin POS will request and require customer identification data on all pick-ups identified by the pharmacy’s dispensing system as a Class II through Class IV controlled substance and Paladin POS will store this data along with all details of the sale.

Many pharmacies are familiar with the Paladin POS integration to NPLEx, the National pseudoephedrine Precursor Log Exchange.  We have expanded the familiar function and look of our NPLEx system to include pickup of any prescription item identified as requiring ID.  The following image displays the customer ID entry screen for a sale of $48.33 paid by cash:

Notice the two red asterisks indicating the fields ID: and ID Type: are required.  Should someone be unwilling to provide this information press Escape or click Cancel.  You will be returned to the payment screen to allow editing / canceling the invoice.  A pre-populated ID Type: list has been assembled to ease use of the system.  The list of acceptable ID types is the same as is used for NPLEx.

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After completion of the two mandatory fields, the remaining fields are optional.  Complete these based on your company or State requirements.  Click Next or press Enter once focus is on that button to proceed.

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All information collected becomes part of your store’s permanent record of this transaction.  Our method of accomplishing this task is to add the collected information to the receipt and store the ID information digitally along with the transaction detail.  ID data is not transmitted back to the dispensing system.   Following is an excerpt of a typical receipt with user ID displayed:

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Use the Transaction Report inside Paladin POS to find and recall ID information on any or all sales of controlled substances.  Notice in the example above the message “Trigger Phrase”.  This phrase is present on every example of a controlled substance sale.  Since we know the message is consistent, it becomes easy to search sales records for any / all transactions with this phrase.

The following image displays the two input fields you will use to find and report controlled substance user ID data.  Use the Keyword Search field to select NoteField from the drop down list, and enter a portion of the trigger phrase recorded with each sale in the search field.  Remember to identify the date range you are interested in reporting.

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Report output is the standard transaction report format everyone is familiar with.

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Two separate steps are required to enable these new features.  Inside Paladin POS click File – Setup – Pharmacy and scroll down the screen to the new Controlled Substances group box.  Check the box beside “Enable Controlled Substance Detection”.  The next field, labeled “Controlled Substance Prefixes” is where you detail the list of letters your pharmaceutical dispensing system appends to the front of the prescription barcode to indicate this prescription is a controlled substance.  In the following image the letters “N” and “C” are listed as an example of prefixes used by PK Software, a PCCA Company in their “The CompounderRX” package.   Remember to click Save before exiting.

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Setup step number two involves requesting your pharmaceutical dispensing software support team to enable their controlled substance prefix letter on prescription barcodes.  We suggest you verify the list of prefix letters they will use to confirm the correct values were entered into Paladin POS in the step above.

We hope these controlled substance awareness features along with the new customer ID capturing features will help you meet the newest (and certainly not the last) regulatory burden placed on your business.

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June 2014 | Enterprise/Single-Store General Release 8295 

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