South West Accuracy Checking Pharmacy Technician Scheme

South West Medicines West Information Accuracy & Training

Checking Pharmacy Technician Scheme Portfolio Templates

South West Medicines Information & Training Bristol Royal Infirmary Marlborough Street BRISTOL BS2 8HW 0117 342 3487 E-mail: [email protected] Web: www.swmit.nhs.uk

Version 12: Feb 2014 South West Accuracy Checking Pharmacy Technician Scheme

CONTENTS PRE-COURSE WORK...... 2 LOCAL KEY (APPENDIX 9)...... 3 ACCURACY CHECKING LOG SHEET (APPENDIX 10)...... 4 ERRORS IDENTIFIED RECORD FORM (APPENDIX 11)...... 5 SUMMARY SHEET OF PRESCRIPTION FORMS (APPENDIX 12)...... 6 SUMMARY SHEET OF SPECIALITIES (APPENDIX 13)...... 7 DAILY SUMMARY OF CHECKING ACTIVITIES (APPENDIX 14)...... 8 ERROR ANALYSIS RECORD (APPENDIX 15)...... 9 EDUCATIONAL SUPERVISOR APPRAISAL FORM (APPENDIX 16)...... 11 POST-COURSE REFLECTIVE ACTIVITY - REFLECTION ON COMMUNICATION (APPENDIX 17)...... 12 SUMMARY OF ACHIEVEMENTS (APPENDIX 18)...... 13 SAMPLE PAPERWORK (APPENDIX 19)...... 14

SAMPLE LOCAL KEY...... 14 SAMPLE ACCURACY CHECKING LOG SHEET...... 15 SAMPLE ERRORS IDENTIFIED RECORD FORM...... 16 SAMPLE SUMMARY SHEET OF PRESCRIPTION FORMS...... 17 SAMPLE SUMMARY SHEET OF SPECIALITIES...... 18 SAMPLE DAILY SUMMARY OF CHECKING ACTIVITIES...... 19

Pre-Course Work

All pre-course work portfolio templates (appendices 1 – 8) can be found in the South West ACPT Pre-Course Workbook, available to download from the SWMIT website at www.swmit.nhs.uk.

Local Key (Appendix 9)

Please ensure you complete the key for any codes or abbreviations that you may use to collect your prescriptions and specialties. It is important that the different prescription types and specialities you have covered are clear in your evidence collection. Prescription Types & Specialties Key Code

Error Codes: Accuracy Checking Log sheet (Appendix 10) Serious Errors 1) Incorrect Label: Candidate Name...... Hospital...... a) wrong drug name b) wrong drug form c) wrong drug strength nd Date Type of Speciality Dispensing Action taken: Candidate Checking 2 checkers d) incorrect patient’s name Prescription error code Corrected by: signature error code signature e) wrong directions IP /OP/TTA D=Dispenser S=Self f) missing or inappropriate use 1 of BNF additional warnings g) incorrect quantity 2 2) Incorrect Contents: 3 a) wrong drug 4 b) wrong drug form 5 c) wrong drug strength 6 d) incorrect quantity 7 3) Other: 8 a) expired contents 9 b) missing or incorrect Patient Information Leaflet 10 c) missing item sundry 11 d) missing medication 12 e) missing identification of 13 clinical screen 14 15 Less Serious Errors 16 4) Incorrect Label: 17 a) incorrect cost code b) incorrect expiry date 18 c) incorrect batch number 19 d) incorrect spelling 20 e) missing additional warnings f) incorrect ward 5) Other: a) incorrect container/closure This sheet is page ……..….of………. b) missing signature ES signature……..……………………….. c) missing owing information South West Medicines Information & Training. Version 12 Feb 14 - Solely for use within the NHS sheet No responsibility is accepted for the content of documents derived from this original publication d) missing 5ml spoon 4 South West Accuracy Checking Pharmacy Technician Scheme Errors Identified Record Form (Appendix 11) Please give a brief description of any errors identified during the assessment.

Date Type of Error Details of Error Action taken and signature (Include drug name & a description of the error)

Summary Sheet of Prescription Forms (Appendix 12)

As part of the training, you should check a minimum 30 of each prescription form that you will check when accredited. You may wish to discuss this with your dispensary manager or named mentor to decide which prescription forms you will cover No. of forms checked

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

Summary Sheet of Specialities (Appendix 13)

As part of the training, you should check a minimum of 20 items from each of the main specialities that you will check when accredited. Please list on the summary sheet the specialities you will need to cover. You may wish to discuss this with your dispensary manager or named mentor to decide which specialities you will cover e.g. Surgical, Medical, Controlled Drugs, and Clinical Trials.

No. of items checked 1 2

5 6

9 10

13 14

17 18

Daily Summary of Checking Activities (Appendix 14)

South West Medicines Information & Training. Version 12 Feb 14 - Solely for use within the NHS No responsibility is accepted for the content of documents derived from this original publication 8 Date of Number of Number of Number of SouthDaily West Total AccuracyCumulative Checking Pharmacy Technician Scheme Checking Inpatient Outpatient TTO/TTA Total Error Analysis items items items Record (Appendix 15)

To be completed for all errors made or missed by the ACPT candidate Candidate Name: Educational Supervisor Name:

Date: Error reference number (Item sheets – page and item number)

Brief description of error

Corrective actions taken

Potential impact of the error to the patient (candidate assessment)

Root cause of candidate’s error (candidate assessment)

Preventative Actions / Learning Objectives

Root Cause of initial error

Potential outcome (Dispensary Manager assessment) None / Minor / Major / Critical Comments

Assessment of next steps / ability of the candidate to continue with assessment programme / restart the programme

Candidate signature:………………………………………… Educational Supervisor signature:……………………………………………………….

Dispensary Manager signature:……………………………………………………………

Educational Supervisor Appraisal Form (Appendix 16)

Candidate Name: Educational Supervisor: Date: Appraisal No: No of items checked:

Discussion Points:  or X I. How well is the candidate progressing through the programme? II. What is going well for the candidate? III. What is going not so well for the candidate? IV. Are there any weaknesses where the candidate needs support? V. Is the candidate’s level of confidence with feeding back errors to individuals? VI. Is the candidate confident with their checking process? VII. Is the candidate getting the required checking slots? VIII. How has the candidate performed in quieter sessions? IX. How has the candidate performed in busier sessions? X. Are there any other comments that you feel may be relevant?

Assessment Feedback

Candidate Signature: Educational Supervisor:

Post-Course Reflective Activity - Reflection on Communication (Appendix 17)

Reflect on your development as checker and the communication skills that you may have built on.

Reflect on a rewarding situation where you have given feedback to an individual.

Reflect on a difficult situation where you have asked for something to be changed/re-done and the individual responsible is unhappy at having to make these changes.

Reflect on a situation where you have to return a prescription/worksheet to the pharmacist for clarification.

Candidate Signature:

Educational Supervisor signature:

Summary of Achievements (Appendix 18)

Candidate Name: Educational Supervisor: Date:

Stage Signature of Signature of ES Date candidate South West Dispensing Accuracy Assessment and pre course work completed Induction attended (certificate of attendance included in portfolio)

Appraisal No. of items 1

Portfolio Complete Y / N Practical Exam SWMIT ACPT course lead Date: 1st attempt Pass / fail signature: 2nd attempt Pass / fail Assessment Interview Panel Pass /Fail SWMIT ACPT course lead Date: Decision - signature:

Probationary Period Y / N Educational Supervisor signature: Date: Final Appraisal Complete

Approved as competent for Y / N Chief Pharmacist signature: Date: accreditation

The original copy is to be retained in your portfolio, but when you have completed all stages, a photocopy should be forwarded to the South West Medicines Information and Training Department

Sample Paperwork (Appendix 19)

Sample Local Key

Error Codes: Sample Accuracy Checking Log sheet Serious Errors 1) Incorrect Label: Candidate Name...... Hospital...... a) wrong drug name b) wrong drug form Date Type of Speciality Dispensing Action taken: Candidate Checking 2nd checkers c) wrong drug strength Prescription error code Corrected by: signature error code signature d) incorrect patient’s name IP/OP/TTA D=Dispenser e) wrong directions S=Self f) missing or inappropriate use 1 20.8.13 IP APT AP of BNF additional warnings 2 20.8.13 IP 1D D APT AP g) incorrect quantity 3 20.8.13 IP SURG APT AP 2) Incorrect Contents: 4 20.8.13 IP APT AP a) wrong drug 5 20.8.13 IP APT AP b) wrong drug form c) wrong drug strength 6 20.8.13 TTA APT AP d) incorrect quantity 7 20.8.13 TTA APT AP 3) Other: 8 20.8.13 TTA APT AP a) expired contents 9 20.8.13 TTA APT AP b) missing or incorrect Patient 10 20.8.13 TTA Paeds APT AP Information Leaflet 11 20.8.13 TTA APT AP c) missing item sundry 12 20.8.13 TTA APT AP d) missing medication 13 20.8.13 TTA APT AP e) missing identification of clinical screen 14 20.8.13 TTA APT AP 15 20.8.13 OP MED APT AP Less Serious Errors 16 20.8.13 OP MED APT AP 4) Incorrect Label: a) incorrect cost code 17 20.8.13 IP 4B D APT AP b) incorrect expiry date 18 20.8.13 IP MED APT AP c) incorrect batch number 19 20.8.13 IP APT AP d) incorrect spelling e) missing additional warnings 20 20.8.13 IP APT AP f) incorrect ward 5) Other: a) incorrect container/closure This sheet is page ……..….of………. b) missing signature c) missing owing information ES signature……..……………………….. South West Medicines Information & Training. Version 12 Feb 14 - Solely for use within the NHS No responsibility is accepted for the content of documents derived from this original publication sheet 16 d) missing 5ml spoon South West Accuracy Checking Pharmacy Technician Scheme

Sample Errors Identified Record Form Please give a brief description of any errors identified during the assessment.

Date Type of Error Details of Error Action taken and signature (Include drug name & a description of the error) 20.08.13 1D Ciprofloxacin, labelled with the incorrect patients I asked the dispenser to correct this Labelling name. and re checked the item. APT

20.08.13 4B Movicol sachets dispensed – drug was a month out Error was pointed out. Drug was re- Expiry of date dispensed and I rechecked the item APT

Sample Summary Sheet of Prescription Forms

2 20.08.13 20.08.13 20.08.13 3 4 5

6 21.08.13 21.08.13 21.08.13 7 8

9 22.08.13 22.08.13 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

Sample Summary Sheet of Specialities

No. of items MED SU MH Paeds RE checked 1

2 21.08.13

3 20.08.13 21.08.13 20.08.13 4

5 20.08.13 6 22.08.13

8 21.08.13

9 10 21.08.13 22.08.13

16 22.08.13

17 18

Sample Daily Summary of Checking Activities

Date of Number of Number of Number of Daily Total Cumulative Checking Inpatient Outpatient TTO/TTA Total items items items

20.08.013 9 7 5 21 21 21.08.13 7 4 9 20 41 22.08.13 10 6 3 19 60

South West Medicines Information & Training. Version 12 Feb 14 - Solely for use within the NHS No responsibility is accepted for the content of documents derived from this original publication 20