Public health services client patient records (GDA17)

Pharmaceutical supply and administration

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5.0.0 Pharmaceutical supply and administration

Management of the supply, administration, dispensing and use of pharmaceuticals, encompassing drugs, poisons and other chemical substances.

See Patient/client treatment and care for patient medication charts, incident reports and consent forms for special access scheme drugs

No.Description of recordsDisposal action
5.1.1

Records relating to the supply, dispensing and inventory of pharmaceuticals. This includes requisitions and orders for pharmaceutical products or substances, prescriptions (other than for highly specialised drugs), records of medication chart orders, records of supply other than on prescription, and receipts/records of delivery.

Note: for prescriptions of highly specialised drugs see entry 5.1.3.

Retain minimum of 2 years after action completed, then destroy
5.1.2See relevant patient record. 
5.1.3

Records relating to the procurement, supply, dispensing, administration, audit of drugs of addiction. Includes:

  • drug registers required to be maintained by regulation (e.g. schedule 8 medications, drugs of addiction, etc.) and for any other medicines as required by local policy (e.g. Schedule 4 Appendix D medications) held in the pharmacy, ward or other departments
  • applications to prescribe drugs of addiction as part of a treatment program and associated medical reports, authorities, treatment proposals, correspondence, etc.
Retain minimum of 7 years after date of entry or action completed, then destroy
5.1.4See entry 5.1.1. 
5.1.5Records relating to the supply of medications under highly specialised drugs programs. Includes prescriptions and declaration forms signed by the prescriber.Retain minimum of 7 years after date of receipt, then destroy
5.1.6See relevant patient record. 
5.1.7Therapeutic Goods Administration (TGA) application and notification forms (for example, prescribing of Special Access Scheme medications and Clinical Trial drugs).Retain minimum of 7 years after action completed, then destroy
5.1.8See entry 5.1.3. 
5.1.9Records relating to the reporting of lost or stolen drugs or drug registers.Retain minimum of 10 years after action completed, then destroy
No.
5.1.1
Description of records

Records relating to the supply, dispensing and inventory of pharmaceuticals. This includes requisitions and orders for pharmaceutical products or substances, prescriptions (other than for highly specialised drugs), records of medication chart orders, records of supply other than on prescription, and receipts/records of delivery.

Note: for prescriptions of highly specialised drugs see entry 5.1.3.

Disposal action
Retain minimum of 2 years after action completed, then destroy
No.
5.1.2
Description of records
See relevant patient record.
Disposal action
 
No.
5.1.3
Description of records

Records relating to the procurement, supply, dispensing, administration, audit of drugs of addiction. Includes:

  • drug registers required to be maintained by regulation (e.g. schedule 8 medications, drugs of addiction, etc.) and for any other medicines as required by local policy (e.g. Schedule 4 Appendix D medications) held in the pharmacy, ward or other departments
  • applications to prescribe drugs of addiction as part of a treatment program and associated medical reports, authorities, treatment proposals, correspondence, etc.
Disposal action
Retain minimum of 7 years after date of entry or action completed, then destroy
No.
5.1.4
Description of records
See entry 5.1.1.
Disposal action
 
No.
5.1.5
Description of records
Records relating to the supply of medications under highly specialised drugs programs. Includes prescriptions and declaration forms signed by the prescriber.
Disposal action
Retain minimum of 7 years after date of receipt, then destroy
No.
5.1.6
Description of records
See relevant patient record.
Disposal action
 
No.
5.1.7
Description of records
Therapeutic Goods Administration (TGA) application and notification forms (for example, prescribing of Special Access Scheme medications and Clinical Trial drugs).
Disposal action
Retain minimum of 7 years after action completed, then destroy
No.
5.1.8
Description of records
See entry 5.1.3.
Disposal action
 
No.
5.1.9
Description of records
Records relating to the reporting of lost or stolen drugs or drug registers.
Disposal action
Retain minimum of 10 years after action completed, then destroy

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