Recording of Schedule 8 and Schedule 9 transactions in an approved register

Approved Registers

Only registers which have been approved by the Chief Executive Officer (CEO) may be used to record Schedule 8 and Schedule 9 transactions.

Where are Registers required?

A Register is required at any premises where S8 medicines or S9 poisons are stored. The Register is to remain on the premises where the S8 and S9 poisons are stored.

Who can make entries in the Register?

Only authorised persons can complete transaction entries in the Register. This includes a person who is issued a licence or permit or a person who is authorised by a professional authority.

When should the Register be used?

A record must be made in the approved Register any time one of following events occurs:

• recordable event
• inventory (balance count)
• destruction of stock
• manufacture of a product (stock used up).

A recordable event includes each time a S8 medicine or S9 poison is received, sold, supplied, used, administered or transported by or on behalf of an authorised person.

When to record

The record in the Register should be made at the time event occurs or as soon as reasonably practicable afterwards. The current balance in the Register must be correct at all times.

What to record

Details that must be recorded in the Register following each recordable event include:

• date of the event
• name and address of each other person involved in the event (the person it is being received from or the person it is being supplied to)
• name of person issuing the prescription, order or other authority to supply
• prescription reference number (for supply in accordance with a prescription) or identifying supply order number
• the S8 medicine or S9 poison name, strength and form
• quantity received or supplied
• quantity remaining after the event (physical stock balance)
• signature of the authorised person
• if administered to a patient – time of dose, dose administered, amount, amount discarded (if applicable).

A physical count of the quantity of each S8 medicine or S9 poison stored in the safe must be performed at regular intervals. An inventory is to be made at intervals of not less than once a month.

Inventory should be performed more frequently where there are frequent transactions and many practitioners involved. It is recommended that an inventory is conducted each time there is a change of person who has overall custody of the medicines or poisons.

When to record

A record that an inventory has been performed must be made in the Register at the time it occurs.

What to record

Details that must be recorded in the Register following each inventory are:

• quantity of the medicines or poisons (physical balance)
• signature of authorised person conducting the inventory.

Balance discrepancies

If there is a discrepancy identified between the amount recorded in the Register and the amount in the safe then the Department of Health is to be notified immediately in writing using the Notification of loss, theft or incident for investigation form (Word 837KB).

Public hospitals are required to comply with the Public Health Policy Framework on Reporting of Medicine discrepancies in public hospitals and licensed private facilities which provide services to public patients in Western Australia (external site).

S8 medicines or S9 poisons may be destroyed when damaged or expired.

What to record

Details that must be recorded in the Register following each destroyed medicine are:

• date of the destruction
• details of S8 medicine or S9 poisons destroyed
• amount destroyed
• reason for destruction
• method of destruction
• name, contact details and authority (category) of person destroying the medicine or poison
• signature of person destroying the item
• name, contact details and authority (category) of witness
• signature of the witness.

Whenever a S8 medicine or S9 poison is used up in the manufacture of another medicine the following details are to be recorded in an approved Register:

• date of manufacture
• S8 medicine or S9 poison name, strength and form
• quantity used
• signature of authorised person.

If the item that is produced by the manufacturing is also Schedule 8 medicine or Schedule 9 poison, this newly manufactured item also requires recording of any movements in an approved Register.