Prescription dispensations

When the practice dispenses medication, such as antibiotics after an extraction, a local anaesthetic or a fluoride varnish, the dispensation is recorded against the appointment. It names the medication, the lot number, the quantity and unit, and the clinician who authorized it. Recording the lot means that if a batch is recalled, the practice can find linked visits and patients when reviewing a recalled lot.

Dispensations sit with the appointment’s other records, so the reviewer sees what was given alongside the chart notes and measurements. Each clinician can see the dispensations they authorized.

A dispensation is recorded once, at the visit where the medication was given. If the quantity was wrong, the clinician follows the practice’s correction procedure and checks the affected visit. Electronic prescribing to outside pharmacies is a connection to set up; this record is the practice’s own dispensing log.

Licensed clinicians record dispensations; the reviewer checks them with the visit.

• Lot on every entry. Use the lot to find affected visits.
• Authorizing clinician named. Record the clinician who authorized it.
• On the appointment. Dispensations are reviewed with the visit.

List the medications you dispense with their usual units. Agree who may authorize each, ideally matching the prescribe privilege, and how a lot number is recorded when stock arrives. Agree how a recall is handled. Prepare examples of a routine dispensation, a missing lot number and a recall search.

After a wisdom-tooth extraction, Dr Lim authorizes amoxicillin 500 mg, 21 capsules, from lot A2394. The dispensation is recorded on the appointment with her as the authorizing clinician.

Two months later the supplier recalls lot A2394. The practice lists dispensations with that lot, follows each appointment to its patient, and assigns patient contact to Clinical Coordinator. The record shows who authorized each dispensation and at which visit.

Before the first dispensing session, have Licensed Clinician compare the medication and unit with the source record and confirm who authorized the entry. For a later lot review, start with the lot number, open each linked appointment, and have Clinical Coordinator confirm the patient contact plan. Keep the supplier recall notice with the practice’s existing evidence.

• My dispensations — Dispensations each clinician authorized.
• Appointment queue — Visits in progress where a dispensation may be recorded.

• Lab and dispensation evidence: Recording what was given and sent.

Check the data model before importing dispensing history.