Current through all regulations passed and filed through September 16, 2024
(A) Policy statement
The director of pharmacy at the university of Toledo medical
center in collaboration with the head team physician in the department of
intercollegiate athletics will ensure that all pharmaceuticals are properly
stored, inventoried, documented and disposed of in accordance with pertinent
rules of the Administrative Code of
Ohio state board of pharmacy.
(B) Purpose of policy
The purpose of this policy is to outline appropriate
documentation and compliance with university of Toledo ("UT") policies
regarding pharmaceuticals stored at university of Toledo athletic training
facilities and approved medication sideline bags.
(C) Procedure
(1) Supervision. The
head team physician in consultation with
pharmacy will be responsible for the oversight of all medications housed
in pharmaceutical cabinets at savage and larimer. Oversight also includes three
approved sideline bags used for administration of single doses of medications
needed on the sideline or at away competitions.
(2) Access to the cabinets. The
head team
physician in consultation with pharmacy will be
responsible for ensuring that only individuals permitted by law will have
access to the pharmaceutical cabinets. Pharmaceutical cabinet keys will be
authorized for physicians and pharmacists and can be used by a pharmacy
technician who is assigned to restocking. At no
time should a student athlete have access to keys for the pharmaceutical
cabinets. Athletic trainers, under the direct supervision of a team physician,
can be asked to assist with opening the cabinet and the medication dispensing
process but the physician must be responsible for the oversight of the
dispensing. The head team physician and director of
pharmacy are responsible for the keys that access the pharmacy cabinets.
Should a physician, or pharmacist who has been assigned keys to the
pharmaceutical cabinets no longer need access, the director of pharmacy and
head team physician will be responsible for retaining those keys.
(3) Inventory expiration. The director of
pharmacy or a designee from the department of pharmacy will perform monthly
inventory and expiration date checks of the pharmaceutical cabinets at savage
and larimer. At the time of restocking sideline bags, expiration dates will be
checked. Inventory counts may be performed more frequently during periods of
high clinic utilization.
(4) The
head team physician and athletic trainers can request additional input and
evaluation by the director of pharmacy and/or pharmacy department regarding
medications dispensed or administered to the UT athletes.
(5) Documentation for cabinet dispensing. Any
physician who chooses to dispense medications from the pharmaceutical cabinets
will be required to do the following:
(a)
Enter the prescription number located on the stock pharmacy label onto the UT
sports medicine label using the
Designated sports medicine software. Complete the UT
sports medicine label with the prescription number, patient name, drug
allergies, physician name, drug name, patient instructions, and date
dispensed .
(b)
Print and sign two labels.
(c) Place one label on the student athlete's
stock bag opposite the pharmacy stock label.
(d) Place the second label in the RX issue
box. This copy will be placed into the athlete's
medical record.
(e)
Complete "SOAP" notes and record the medication dispensed in the student
athlete's medical record.
(f)
Ensure the cabinet is locked and secured.
(g) Athletic trainers will reorder
medications on inventory reorder sheets by emailing the request to
designated
pharmacy e-mail addresses, or by faxing to 419-530-3473.
(6) Documentation for
sideline bag administration. Any physician who chooses to administer
medications from the approved sideline bag will be required to do the
following:
(a) Write the name of the student
athlete, date, medication name, and drug allergies, into the log book.
(b)
In the event a UT
sports medicine physician must treat an opposing team's athlete, spectator or
individual traveling with a UT athletic team, the physician must complete the
two part non athlete evaluation form. One copy of this form will be held in the
training room records, the other sent to the main campus
pharmacy.
(c) Update the
attached perpetual inventory log for
medications
administered from the sideline bag when used.
(d)
Upon return to
the training room
complete SOAP notes and record the medication
administered in the student athlete's medical record .
(e) Ensure the sideline bag is secured using
a red tamper resistant seal (enclosed in the sideline bag) to signify that the
bag has been opened.
(f)
When the sideline bag is not in use, it will be stored
in a secure location at the sports medicine facility.
(g) Notify the athletic trainer that
medications have been dispensed from the sideline bag so that it can be
transported to the main campus pharmacy for restocking.
(7) Documentation for OTC cabinet dispensing.
Any athletic trainer who chooses to offer an OTC medication from the OTC
cabinet to an athlete must do the following:
(a) Previously signed the university of
Toledo sports medicine OTC drug administration guideline.
(b) Document in the OTC log
(i) Patient name.
(ii) Drug name offered.
(iii) Lot and expiration of the drug
offered.
(8)
Reconciliation
When restocking the pharmaceutical cabinets, the department of
pharmacy will utilize
the medication recorder form to
bring the stock back up to par . If the
inventory amount ordered by the athletic trainer for the pharmaceutical
cabinets and sideline bags do not bring the onsite level back up to par, the
discrepancy will be reported to the assistant athletic director for sports
medicine and the lead pharmacist.
(9) Disposal
The department of pharmacy staff will dispose of outdated,
damaged, or recalled medications as required by Ohio law.
