STANDARD OPERATING SOP DOCUMENT

NO.: 003
PROCEDURE
SOP DATE OF
EFFECTIVITY:
FEBRUARY 08, 2024
DESPENSING
SOP REVISION NO.:
MEDXPERT PHARMACY 001

PREPARED BY: REVIEWED BY: APPROVED BY:

MARIA ANDRIA G. MARAVILLA JESTONI M. BAGU JESTONI M. BAGU

PHARMACIST OWNER/MANAGER OWNER/MANAGER

I. Introduction

1.1. Purpose of the SOP.

The main objective of this SOP is to establish guidelines for the safe and accurate
dispensing of medications to customers/patients. The SOP aims to ensure that the
dispensing process is consistent, efficient, and compliant with regulatory
requirements.

1.2. Scope of the SOP

This SOP applies to all pharmacists and pharmacy assistants involved in the
dispensing process. The guidelines specified in this SOP should be followed
throughout the dispensing process, from receiving the prescription to dispensing the
medication and providing patient counseling.

1.3. Reference
This SOP is based on the guidelines outlined in Administrative Order (A.O.) 56s 1989
- "Guidelines on the Dispensing of Medicines". The SOP is designed to comply with
local regulatory requirements and industry standards to ensure the safe and effective
dispensing of medications.

II. Responsibilities

2.1. Pharmacist
 Verify the prescription for accuracy, appropriateness, and legality.
 Ensure proper storage and handling of medications.
 Provide counseling and necessary information to customers/patients regarding
medication use.
 Maintain accurate dispensing records.

2.2. Pharmacy Assistant

 Assist the pharmacist in the dispensing process.
 Properly label and package medications.
 Maintain cleanliness and organization in the dispensing area.

1 |Standard Operating Procedures-DESPENSING

 STANDARD OPERATING SOP DOCUMENT
NO.: 003
PROCEDURE
SOP DATE OF
EFFECTIVITY:
FEBRUARY 08, 2024
DESPENSING
SOP REVISION NO.:
MEDXPERT PHARMACY 001

PREPARED BY: REVIEWED BY: APPROVED BY:

MARIA ANDRIA G. MARAVILLA JESTONI M. BAGU JESTONI M. BAGU

PHARMACIST OWNER/MANAGER OWNER/MANAGER

 Follow instructions and guidance provided by the pharmacist.

III. Procedure

3.1. Prescription processing and verification

3.1.1. Receive the prescription from the customer/patient. The first step in
prescription processing is to receive the prescription from the customer or
patient. The prescription can be received either in person or via fax, email,
or any other approved method.

3.1.2. Verify the completeness and validity of the prescription. The next step is to
verify that the prescription is complete and valid. This includes checking
that the prescription contains the name of the patient, the name and strength
of the medication, the dosage instructions, and the prescriber's signature.

3.1.3. Check for any drug interactions or contraindications. Before dispensing the
medication, the pharmacist or pharmacy assistant should check for any
potential drug interactions or contraindications with the patient's medical
history or current medications.

3.1.4. Clarify any unclear or ambiguous prescription instructions with the

prescriber if necessary. If any part of the prescription is unclear or
ambiguous, the pharmacist or pharmacy assistant should contact the
prescriber to clarify the instructions.

3.1.5. Enter the prescription information accurately into the pharmacy computer
system or logbook. Once the prescription is verified and all necessary
information is gathered, the pharmacist or pharmacy assistant should
accurately enter the prescription information into the pharmacy's computer
system or logbook. This information should include the patient's name,
medication name and strength, dosage instructions, and any other necessary
information.

3.2. Medication and dispensing

3.2.1. Retrieve the prescribed medication from the appropriate storage area.

2 |Standard Operating Procedures-DESPENSING

 STANDARD OPERATING SOP DOCUMENT
NO.: 003
PROCEDURE
SOP DATE OF
EFFECTIVITY:
FEBRUARY 08, 2024
DESPENSING
SOP REVISION NO.:
MEDXPERT PHARMACY 001

PREPARED BY: REVIEWED BY: APPROVED BY:

MARIA ANDRIA G. MARAVILLA JESTONI M. BAGU JESTONI M. BAGU

PHARMACIST OWNER/MANAGER OWNER/MANAGER

3.2.2. Check the medication label for accuracy, including the name, strength, and
dosage form.
3.2.3. Measure or count the medication accurately according to the prescribed
dosage.
3.2.4. Properly package and label the medication container with the necessary
information, including patient name, medication name, dosage instructions,
and any relevant warnings.
3.2.5. Provide the dispensed medication to the customer/patient in a secure and
confidential manner.
3.2.6. Document the dispensed medication and relevant details in the dispensing
record/logbook or Prescription book: (Please refer to the attached
Prescription Book / Form)

3.2.6.1. Receive the prescription from the customer/patient.

3.2.6.2. Open the Prescription Book/Form. Fill in the "Rx No." column
with a unique prescription number. The Rx No. column is
typically used for a unique prescription number assigned by the
pharmacy to the prescription for internal referencing. This
number can be generated by the pharmacy's computer system or
manually assigned by the pharmacy staff. It is important to have
a unique prescription number to facilitate the tracking and
organization of prescription records within the pharmacy.
However, it is important to note that the use of Rx No. may vary
depending on the pharmacy's preference or standard operating
procedure.
3.2.6.3. Fill in the "Date" column with the date of the prescription.
3.2.6.4. Enter the patient's name in the "Patient Name" column.
3.2.6.5. Specify the gender of the patient in the "Gender" column.
3.2.6.6. Indicate the age of the patient in the "Age" column.
3.2.6.7. Enter the name of the prescribing physician in the "Name of
Physician" column.
3.2.6.8. Fill in the "Name of Product (Generic/Brand)" column with the
medication name.
3.2.6.9. Specify the dosage form of the medication in the "Dosage
Form" column (e.g., tablet, capsule, syrup).

3 |Standard Operating Procedures-DESPENSING

 STANDARD OPERATING SOP DOCUMENT
NO.: 003
PROCEDURE
SOP DATE OF
EFFECTIVITY:
FEBRUARY 08, 2024
DESPENSING
SOP REVISION NO.:
MEDXPERT PHARMACY 001

PREPARED BY: REVIEWED BY: APPROVED BY:

MARIA ANDRIA G. MARAVILLA JESTONI M. BAGU JESTONI M. BAGU

PHARMACIST OWNER/MANAGER OWNER/MANAGER

3.2.6.10. Enter the dosage strength of the medication in the "Dosage

Strength" column (e.g., 250 mg, 10 mg/ml).
3.2.6.11. Provide the dosage instructions prescribed by the physician in
the "Dosage Instructions" column (e.g., take one tablet daily,
and apply to the affected area twice a day).
3.2.6.12. Fill in the "Batch No./Lot No." column with the corresponding
batch or lot number of the medication.
3.2.6.13. If the prescription is only partially filled or fully served,
indicate it in the "Remarks (Partially Filled/Fully Served)"
column.
3.2.6.14. Specify the dispensed quantity of the medication in the
"Dispensed Quantity" column.
3.2.6.15. Record the name of the dispensing pharmacist or pharmacy
assistant in the "Dispensing Pharmacist/Pharmacy Assistant"
column.

3.3. Patient Counselling

Patient counseling is a crucial part of the pharmacy's responsibility in ensuring that

customers or patients understand and follow the instructions on taking their medication.
The following are the steps for patient counseling:

3.3.1. Counsel the customer/patient on the proper use, dosage, and administration
of the medication. The pharmacist or pharmacy assistant should explain to
the customer/patient how to take their medication, including the correct
dosage, frequency of administration, and duration of treatment. They should
also inform the patient about how to properly store the medication.
3.3.2. Provide information about possible side effects, drug interactions, and
precautions. The pharmacist or pharmacy assistant should inform the
customer/patient about the possible side effects of the medication, including
any adverse reactions they should watch out for. They should also explain
any drug interactions or precautions that the patient should be aware of.
3.3.3. Answer any questions or concerns raised by the customer/patient. The
pharmacist or pharmacy assistant should encourage the customer/patient to
ask questions or express any concerns they may have about the medication.

4 |Standard Operating Procedures-DESPENSING

 STANDARD OPERATING SOP DOCUMENT
NO.: 003
PROCEDURE
SOP DATE OF
EFFECTIVITY:
FEBRUARY 08, 2024
DESPENSING
SOP REVISION NO.:
MEDXPERT PHARMACY 001

PREPARED BY: REVIEWED BY: APPROVED BY:

MARIA ANDRIA G. MARAVILLA JESTONI M. BAGU JESTONI M. BAGU

PHARMACIST OWNER/MANAGER OWNER/MANAGER

They should answer these questions to the best of their knowledge and
provide appropriate guidance.

IV. Quality of Records

4.1. Perform regular inventory checks to ensure the availability and proper storage of
medications:
4.1.1. Conduct routine checks of medication inventory to ensure that all
medications are available and properly stored.
4.1.2. Verify medication expiration dates and remove any expired medications from
inventory.
4.1.3. Ensure that medications are stored in accordance with the manufacturer's
instructions and any applicable regulations.
4.1.4. Take appropriate action to address any identified inventory issues or
discrepancies.
4.2. Maintain accurate and up-to-date dispensing records/logbooks, including prescription
information, dispensed medication details, and patient counseling documentation:
4.2.1. Keep a dispensing record or logbook for all medications dispensed, including
the prescription information, dispensed medication details, and any
counseling documentation provided to the patient.
4.2.2. Ensure that all information entered into the dispensing record or logbook is
accurate, complete, and legible.
4.2.3. Verify that the information entered into the dispensing record or logbook
matches the prescription information and any other relevant documents.
4.2.4. Regularly review and update the dispensing record or logbook as needed.

4.3. Store and organize prescription and dispensing records securely and confidentially.
4.3.1. Ensure that all prescription and dispensing records are stored securely and
confidentially.
4.3.2. Store records in a location that is accessible only to authorized personnel.
4.3.3. Use appropriate physical and electronic security measures to protect records
from loss, theft, or unauthorized access.
4.3.4. Follow any applicable regulations related to record storage and
confidentiality.

4.4. Retain dispensing records for the required period as per the applicable regulations.

5 |Standard Operating Procedures-DESPENSING

 STANDARD OPERATING SOP DOCUMENT
NO.: 003
PROCEDURE
SOP DATE OF
EFFECTIVITY:
FEBRUARY 08, 2024
DESPENSING
SOP REVISION NO.:
MEDXPERT PHARMACY 001

PREPARED BY: REVIEWED BY: APPROVED BY:

MARIA ANDRIA G. MARAVILLA JESTONI M. BAGU JESTONI M. BAGU

PHARMACIST OWNER/MANAGER OWNER/MANAGER

4.4.1. Determine the required retention period for dispensing records based on
applicable regulations.
4.4.2. Retain dispensing records for the required period as per the applicable
regulations.
4.4.3. Ensure that all dispensing records are accessible during the required retention
period.
4.4.4. Properly dispose of dispensing records in accordance with applicable
regulations after the required retention period has ended.

V. Training and Implementation

5.1. Store and organize prescription and dispensing records securely and confidentially.

5.2. Identify training needs based on the SOP requirements - Determine the level of
knowledge and skills required for the dispensing process and identify any knowledge
gaps or areas for improvement.

5.3. Develop comprehensive training materials - Create training materials that cover all
aspects of the SOP, using various teaching methods such as presentations and
interactive activities.

5.4. Conduct training sessions using various methods - Conduct training sessions using a
combination of methods such as classroom lectures, hands-on demonstrations, and
role-playing exercises.

5.5. Provide opportunities for practical implementation - Allow staff members to apply the
knowledge they have gained in real-life dispensing scenarios to develop the necessary
skills and confidence.

5.6. Establish a feedback mechanism for continuous improvement - Collect input from
staff members and patients to identify areas for improvement and continuously update
the training program and dispensing process.

6 |Standard Operating Procedures-DESPENSING

 STANDARD OPERATING SOP DOCUMENT
NO.: 003
PROCEDURE
SOP DATE OF
EFFECTIVITY:
FEBRUARY 08, 2024
DESPENSING
SOP REVISION NO.:
MEDXPERT PHARMACY 001

PREPARED BY: REVIEWED BY: APPROVED BY:

MARIA ANDRIA G. MARAVILLA JESTONI M. BAGU JESTONI M. BAGU

PHARMACIST OWNER/MANAGER OWNER/MANAGER

5.7. Emphasize the importance of accurate documentation - Train staff members to

maintain accurate records of all dispensing activities, including prescription
information, medication details, and patient counseling.

5.8. Conduct regular audits and quality control checks - Regularly check and audit the
dispensing process to identify any areas for improvement and ensure the quality of
the process.

5.9. Provide ongoing training and refresher courses - Offer staff members ongoing
training opportunities and refresher courses to stay up-to-date with the latest
dispensing practices and maintain knowledge and skills.

I. Revision History

SOP Number:
Revision Number:
Date of Revision:
Description of Changes:

II. End of Document

This section is the final section of the SOP, which serves to conclude the document and
provide a confirmation of pharmacy staff members' review and understanding of the SOP.

Name & Designation Signature Date

By providing signature and date lines in the End of a Document section, the pharmacy
ensures that all staff members have reviewed and agreed to follow the procedures outlined in

7 |Standard Operating Procedures-DESPENSING

 STANDARD OPERATING SOP DOCUMENT
NO.: 003
PROCEDURE
SOP DATE OF
EFFECTIVITY:
FEBRUARY 08, 2024
DESPENSING
SOP REVISION NO.:
MEDXPERT PHARMACY 001

PREPARED BY: REVIEWED BY: APPROVED BY:

MARIA ANDRIA G. MARAVILLA JESTONI M. BAGU JESTONI M. BAGU

PHARMACIST OWNER/MANAGER OWNER/MANAGER

the SOP. The SOP is considered an important tool to ensure that the pharmacy complies with
regulations and maintains high standards of patient safety and satisfaction.

8 |Standard Operating Procedures-DESPENSING