Ordering and Receiving Medicines
Ordering and Receiving Medicines
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On completion of this section you should have a general understanding of:
How to find out who is responsible for ordering medicines in Domiciliary care settings
General points for ordering medicines in social care settings
General points for receiving medicines in social care settings
How is reordering medicines managed in your care setting?
Ordering, Transporting and Receiving Medicines
In Domiciliary Style Care, the patient receiving medicines support (or their family/carer) will usually be responsible for ordering and transporting of medicines. But if staff working for the care provider take on this responsibility, there needs to be appropriate processes in place.
When assessing medicines support requirements, this should include what support may be required to order, store, transport and dispose of medicines. The outcome of this assessment should be recorded in the patients care plan.
Ordering arrangements will vary between patients, if you are unsure of the ordering arrangements for an individual patient check their care plan. If it is not clear in their care plan seek advice from your manager or designated senior.
Ordering and receiving medicines
Click on the icons below to find out what the staff working for the care provider are responsible for. When ordering and receiving medicines staff should identify and record:
If staff are responsible for transporting medicines, a risk assessment should be completed. It may need to consider the needs of cold chain medicines and medicines which are liable to misuse (such as controlled drugs). This is especially relevant if staff are not going straight from the supplying pharmacy to the person's home. For example, they may have other support calls to make in between.
For more information please visit CQC Medicines: information for all adult social care services website and view the 'Managing medicines: home care providers' guide.
Ordering medicines in all social care settings
How to order medicine to prevent unnecessary waste
Check stock levels before ordering (only order items that are required)
Carry forward suitable items (i.e. medicine that are still in date and still prescribed to the patient).
Click on the pdf icon to view a flowchart on how to forward medicines.
Do not routinely clear stocks each month simply to replace with new stock.
If staff are responsible for ordering a person's medicines they:
Must ensure that the correct amounts of the medicines are available when required, in line with Regulation 12 of The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014.
Should retain responsibility for ordering medicines from the GP practice and should not delegate this to the supplying pharmacy (or another provider).
(Please note: in Domiciliary style care settings when this has been requested and agreed with the patient and/or their chosen representative this may be appropriate).
Should be allocated enough time to check which medicines are needed, order medicines and check that the correct medicines have been supplied
Should record when medicines have been ordered, including the name, strength and quantity of the medicine
Should be trained and assessed as competent to do so.
Care home providers should ensure that at least 2 members of the care home staff have the training and skills to order medicines, although ordering can be done by 1 member of staff.
If you need more support and/or more time is required to complete the medicines ordering process discuss this with your senior/manager.
How to order medicine to prevent unnecessary waste
Check stock levels before ordering (only order items that are required)
Carry forward suitable items (i.e. medicine that are still in date and still prescribed to the patient).
Click on the pdf icon to view a flowchart on how to forward medicines.
Do not routinely clear stocks each month simply to replace with new stock.
Receiving medicines in social care settings
In care homes, when medicines arrive the staff member(s) responsible for unpacking the order might be busy, however the medicines will need to be stored safely until the order can be processed in full. Controlled Drugs (CDs) which require safe custody, must be prioritised, transferred to the CD cabinet and an entry must be made in the CD register as soon as possible on the same day. (Further information can be found in the CD section)
In all care settings, medicines which require refrigerated storage should state this on the package and, when supplied, should be separate to the main delivery. Fridge items must be prioritised when they arrive at the service and must be transferred to the fridge to ensure the cold chain is not broken.
Booking in medicines can be a lengthy process and protected time should be given to staff booking in medications, particularly large monthly deliveries.
Receiving medicines in social care settings
When booking in an item cross check it against the records held by the care service, the product and pharmacy label, check should include as a minimum:
When receiving a person's medicines, staff should:
Record when medicines have been supplied
Check for any discrepancies (differences) between the medicines ordered and those supplied.
Take appropriate action if a discrepancy is noted between the medicines ordered and those supplied. e.g. inform your line manager and/or seek advice from senior staff or supplying pharmacy.
If in doubt, or where there is any difference in dose or directions, consult the prescriber or community pharmacist.
If the medicines received differ unexpectedly from the medication the same patient has had in the past, the care service must check with the prescriber or pharmacist before giving the medicine. (This must be done in a timely manner to ensure the patient doesn’t go without their medicine).
Supply to care homes and domicillary teams
Think about the best way to manage supply in care homes and in peoples own homes.
Click on the headings to find out more
Arrangements
Communication
Consequences
Deliveries
Knowledge
MAR Charts
Monitored dose systems
Out of hours
Requests
Request responsiblity
Timing
28 day cycle
Section 1: Ordering and receiving Medicines
In this section we have looked at:
How to find out who is responsible for ordering medicines in Domiciliary care settings
General points for ordering medicines in social care settings
General points for receiving medicines in social care settings
How is ordering medicines managed in your care setting?
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