Pharmacy Technicians
Accreditation Programme
For
Patients Own Drugs
Northern Ireland Centre for Pharmacy Learning and Development
Index
1) Introduction
2) Course structure
3) Aims
4) Intended outcomes
5) Entry criteria
6) Registration
7) Technician training
8) Mentors
9) Practice activities
10) Local assessment panel
11) Accreditation of prior learning
12) Accreditation and re-accreditation
13) Appeals procedure
14) Competency framework
Module 1 Assessing Patients Own Drugs
Standards of work
Assessment and evidence requirements
Underpinning knowledge
Appendices
NICPLD portfolio documents
 Appendix 1 Technician/ Mentor registration form
 Appendix 2 Monthly/Three monthly mentor report form
 Appendix 3 Local assessment panel interview report
 Appendix 4 POD assessment log (with suitability criteria form)
 Appendix 5 Accompanied Ward Visit form
 Appendix 6 Handling referral form
 Appendix 7 Reaccredidation form
 Appendix 8 Reading List
 CPD cycle
September 2009
1
1. Introduction
Medicines Management in hospitals encompasses the entire way that medicines are
selected, procured, delivered, prescribed, administered and reviewed to optimise the
contribution that medicines make to producing informed and desired outcomes of patient
care.
Source, Audit Commission.
This programme has been developed to support the delivery of a patient focused
pharmacy service and in particular the evolving roles of pharmacy technicians. It is a two
phased programme that is made up of tutorials and demonstration of competence through
work based activities.
The programme in Northern Ireland has been developed in consultation with the
Medicines Management Teams throughout the province and has been adapted from
programmes already established in Wales and the South East Pharmacy Education
teams; we thank both groups for their help and support. Special thanks to Carmel Darcy
and Vicky McIlduff and Beverly McCulloch for their efforts in putting together the
documentation and the programme.
It is important that technicians are aware that this accreditation applies only in Northern
Ireland as the medicines management process is at a different level locally and therefore
is not transferable like the Accredited Checking Technician. Initially the accreditation will
apply only to the Patients Own Drugs (POD) checking programme.
The handbook is aimed at pharmacy technicians who wish to become accredited and also
pharmacists who wish to become mentors. Feedback will be collected and used to
review the course annually by the NICPLD panel.
Further information is available from the course lead
Julie Jordan
Coordinator of Education and Training
NICPLD
School of Pharmacy
Queen’s University, Belfast
97 Lisburn Road
BT9 7BL
Tel 028 90972364
Fax 028 90972368
Email; j.a.jordan@qub.ac.uk
September 2009
2
2. Course Structure : This flow chart clearly highlights the technician and mentor’s
responsibilities.
Training
↓
Technician completes pre course reading
↓
Technician must demonstrate understanding of their Trust’s SOPs that declare the
suitability of PODs for use
↓
Technician accompanies mentor on ward visit and writes a reflection for NICPLD training
day(s)
↓
Technician & Mentor attend compulsory NICPLD Training Day
Assessment during programme
↓
Technician faxes completed Application form (Appendix 1)
↓
Technician has first interview with mentor and faxes to NICPLD (Appendix 3)
↓
Technician commences assessment log at base site (Appendix 4)
↓
Technician faxes NICPLD with mentor report form (Appendix 2)
↓
Mentor observations – accompanied ward visits faxed to NICPLD (Appendix 5)
↓
Technician has second interview with mentor and faxes to NICPLD (Appendix 3)
↓
Technician contacts NICPLD to arrange compulsory 50 item check
↓
Technician assessment log of 50+ items is faxed to NICPLD (Appendix 4)
↓
Technician attends NICPLD for compulsory check session
↓
For final assessment fax third interview, any remaining assessment log checks,
Technician Handled Referral Form and 2 CPD cycles to NICPLD (Appendix 2, 3, 4,6)
↓
Certificate issued (Valid for 2 years)
Assessment post qualification
↓
Technician maintains on-going assessment log of evidence (Minimum 50 items)
↓
Local assessment panel review log and Re-accreditation Form completed (Appendix 7)
↓
Revalidation
September 2009
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3. Aim
This programme aims to support the development of generic medicine management skills
to allow technicians to work competently within local services. We recognise that the
delivery in individual hospitals is diverse and this programme does not attempt to
prescribe one single model for the delivery of medicines management. Neither does it aim
to be a course to specifically improve the technician’s clinical knowledge. By taking part in
the programme the technician will be able to assess the suitability of Patients Own Drugs
for re-use during the in-patient stay and or at discharge from hospital.
4. What you will gain- the intended outcomes
Having had the opportunity to complete the following programme the technician should be
able to;
 Assess the suitability of Patients Own Drugs for re-use
 Ensure complete supply is guaranteed to prevent inadvertent medicine omissions
 Discuss safe and secure storage conditions for patients’ medicines brought in from
home
 Provide evidence and understanding of appropriate documentation
 Demonstrate effective interpersonal and communication skills
 Demonstrate effective referral to other health care professionals
 Discuss the practice activity and the assessment criteria for the portfolio
 Describe the patient journey and the importance of seamless care
 Produce a portfolio of evidence to meet the programme criteria
 Demonstrate reflective practice throughout their portfolio (completion of CPD
cycles at work base) (Appendix 9)
5. Entry Criteria
These are recommendations from NICPLD and Trusts may choose to stipulate additional
criteria
a)
a pass at NVQ level 3 in Pharmacy Services
Or
a pass in BTEC National Certificate in Science (Pharmaceutical) or equivalent (City
& Guilds)
Plus
a minimum of six months post qualification experience
Plus
c)
a minimum of three months in base hospital
Plus
d)
an allocated work-based mentor
Plus
e)
Recommendation to join the course from the Senior Pharmacy Manager or
designated deputy
September 2009
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6. Registration
Pharmacy technicians wishing to register for the programme should complete the
application form in the technician brochure and send it to NICPLD with recommendation
from their Senior Manager highlighting the technician’s understanding of their Trust’s
SOPs that declare the suitability of PODs for re-use. We recommend that technicians and
their mentors recognise that this accreditation aims to allow the technician to work with
PODs at any stage of the patient journey, and that the role is more than checking and
requires those technicians to have effective communication skills to ensure the patient
information told to the technician when required matches the kardex information which is
checked against the drugs that the patient has brought in from home.
7. Technician Training
It is essential that all technicians read and understand their relevant Trust Standard
Operating Procedures (SOPs) that will apply to the new role of POD assessor.
Discuss with their mentor appropriate SOPs relating to working in a different environment.
They may include: Emergency and Health & Safety procedures when working on a ward
 Chart endorsement
 Standards applied to nurses regarding the administration of medicines (local and
national policies)
 Intervention and error reporting
 Dealing with complaints
 Dealing with violent or aggressive patients
 Local Trust security issues
 Infection control policy
Technicians must accompany a pharmacist on at least one routine ward visit prior to
attending the first compulsory training day at NICPLD. Technicians must make notes of
learning points and relevant issues raised during the routine visit; this will provide
information for reflection during and after the training at NICPLD.
Pre course reading (appendix 8)
It is essential that all technicians read and understand the statement in Medicines Ethics
and Practice
 Section 2 Code of Ethics and Standards 4.2 Medicines for Hospital in-patients
 Section Seven Use and Control of Medicines
Individual Trusts may have a local medicines code which should be read and understood
Other articles may be found in various journals and are listed in appendix 8 at the end of
this document.
Technician & Mentor attend compulsory NICPLD Training Day
September 2009
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8. Mentors
Each technician undertaking the POD checking programme must be assigned a work
based mentor.
The mentor will:
 Facilitate the local implementation of the NICPLD POD Programme providing
support and guidance to the technician.
 Attend the compulsory training session at NICPLD to support the technician in role
play.
 They will be required to carry out all formative assessments in the workplace. This
includes observing the technician, giving feedback, providing completed monthly
reports and appraisal interviews on the progress of the technician and sitting as a
member of the local assessment panel.
 It is recommended that the mentor is responsible for a maximum of two technicians
at any one time.
The mentor has to be an experienced ward clinical pharmacist or an experienced
accredited medicines management technician (ACT and accredited POD checker with 2
years experience) based within the technician’s Trust.
The mentor must be approved by the Chief Pharmacist, Clinical Pharmacy or the
Medicines Management Lead.
It is recommended that the mentor is someone who has the opportunity to meet regularly
with the technician to discuss progress and give feedback.
Additional Mentor duties include:
 Plan the implementation of NICPLD’s POD checking programme within the Trust
with the support of the local assessment panel
 Encourage the technicians to read publications from the recommended reading list
and discuss any relevant issues
 Confirm that the technicians have a clear understanding of all relevant SOPs
 Support the technician to complete the pre-course tasks
 Ensure that the technician is confident to work in the ward environment, prior to
attending the training day
 Facilitate the post course training
 Assess the technicians, objectively, against NICPLD’s Standards of Work
 Assist with the identification of opportunities for the technician to cover the scope
of NICPLD’s Standards of Work (as outlined in Section 15) at ward level
 Assist the technicians with the two CPD cycles
 Document the progress of the technicians by performing regular appraisals and
returning the monthly report to NICPLD
 Assist the technician with the assembly of their portfolio of evidence
 Must sit as a member of the local assessment panel
 Liaise with NICPLD as appropriate
September 2009
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9. Monthly Report:
The mentor and technician should jointly complete and sign the report form. The mentor’s
section of the form may be based on comments from other colleagues who have worked
closely with the technician during the course. The report must be sent (post, fax or email)
to NICPLD at the end of each month
10. Practice Activities
Technicians must complete the Application Form and first interview (appendix 1 & 3) and
forward to NICPLD.
Technicians can then commence the assessment log (appendix 4) and undertake 150
POD checks, which will comprise of:
 a minimum of 50 (and maximum of 100) POD checks at ward level at their
base site.
o If there are any errors then you must restart your log with no errors
 and, a compulsory OSCE session of 50 POD checks at NICPLD.
o If there are any errors then you must return to base and restart your log
(maximum of 100 POD checks) with no errors after which contact can be
made with NICPLD to co-ordinate a repeat OSCE session at your base site
If there are errors in the second log or repeat OSCE session at your base site you
are required to repeat the compulsory training day and speak to your mentor to
discuss the next steps with your in-house panel or contact NICPLD for support.
Technicians must contact NICPLD to arrange the compulsory OSCE session of 50 POD
checks. Before attending the OSCE session at NICPLD, the technician must fax their
completed assessment log of a minimum of 50 (or maximum 100) POD checks. If
required, an additional supplementary checking session will be available at NICPLD to
assist with low numbers at base sites. Contact can be made with NICPLD to discuss.
150 POD item checks
 Each bottle/box of medication is considered as one item
 No errors are allowed within the 150 items
 All technicians must demonstrate their evidence covers at least three patient types
(e.g. Elderly, children, sight impaired,)
 All technicians must demonstrate evidence of dealing with PODs assessed as
unsuitable for use for a minimum of five items.
 All technicians must demonstrate evidence of handling a referral for a minimum of
one patient (Appendix 6)
All technicians must have five accompanied ward visits with their mentor and form
(appendix 5) completed and faxed to NICPLD for each visit.
Technicians must complete a second interview with their mentor.
All appropriate documentation must be used and signed off by their mentor. All work must
be recorded in their portfolio provided on the training day to illustrate that:
September 2009
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


Documentation management has been undertaken;
A breadth of experience as defined in the scope has been covered; and,
Highlight areas where further training is required through two CPD cycles as
instructed on the compulsory training day.
The portfolio forms part of the assessment and all evidence collected must be included for
review by the work based mentor.
For the final assessment the technician must fax:
 The third interview with their mentor(appendix 3)
 Any remaining assessment log of POD checks (appendix 4)
 Technician Handled referral form (appendix 6)
 2 CPD cycles
11. Local Assessment Panel at each Trust
Members of the panel
 Senior pharmacy manager
 Clinical pharmacist with a medicine management mentor role
 Pharmacy technician (preferably one who has a medicine management role)
Roles and responsibilities:
 Support the implementation of NICPLD’s POD Checking Programme
 Ensure appropriate practice and opportunity to practice at ward level takes place
 Assess completed evidence/portfolio
 Organise and carry out the summative assessment interview with the technician
 Decide if the technician is competent to check PODs and, if appropriate, sign final
assessment form for submission to NICPLD
 Approve re –accreditation of NICPLD’s POD Checking Technician.
12. Accreditation of Prior Learning
a) To gain accreditation technicians who have been accredited to carry out POD
assessment under medicines management programmes from other areas of the UK must:
 Work at their new base hospital for at least 3 months
 Provide proof that they have completed a POD training programme
 Provide proof that they have been working in the POD Checking Programme
 Provide evidence that they have visited the ward(s) in their new base at least once
and assessed at least 3 different patient types on an accompanied visit with their
mentor
 Provide a log of 25 POD checks using NICPLD assessment criteria
 Provide a completed mentor review form
 The evidence will be assessed by the Local Assessment Panel against the
NICPLD Standard of Work for the POD Checking role and either accepted as
demonstration of competence or any gaps identified.
b) Technicians who move base hospital within Northern Ireland after accreditation of the
POD Checking Programme must follow the above criteria.
September 2009
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13. Accreditation and re-accreditation
Initial accreditation is for two years, re-accreditation through proof of demonstration of
continued competence will be required every two years.
Technician maintains on-going assessment log of evidence (minimum of 50 POD items)
used for the 2 yearly validations (Minimum 50 items)
The technician for re-accreditation must:
 Provide evidence that they have visited the ward(s) in their base and assessed at
least 3 different patient types within the 50 POD checks and have documented
evidence of their role as POD checker on a regular basis at least one afternoon or
morning per week.
 Provide a completed mentor report form
 The evidence will be assessed by the local assessment panel against the NICPLD
standard of work for POD checkers who will accept the log as demonstration of
competence or if not accepted discuss a suitable course of action for the technician
 NICPLD will issue certificates of competence and issue re-accreditation certificates on
receipt of proof of continued competence. The POD checker has responsibility to
contact NICPLD prior to their accreditation lapse.
Assessment panel completes re-accreditation form (appendix 7) and faxes to NICPLD
14. Appeals procedure
It is important that all technicians are treated fairly, equally and with respect in relation to
their assessment. If any technician is dissatisfied with their final assessment they must
within 5 working days contact NICPLD and give notice of their dissatisfaction and of their
intent to forward an appeal. The formal appeal procedure must then be followed:
1. All appeals against the conduct, adequacy or outcome of an assessment must be
forwarded in writing to NICPLD within 10 working days after the technician has given
notice of their intent.
2. On receipt of notification of an appeal NICPLD will:
 Set a date for the appeal to be heard by an appeals panel
 Decide how and by whom the appeal will be heard
3. The appeal panel will meet within 30 working days of receipt of the written notification
of the appeal
4. The appeal panel will consist of :




A representative of NICPLD
Medicines Management Lead or Clinical pharmacy manager- not otherwise
involved in the appeal
Chief Pharmacist – not otherwise involved in the appeal
Technician –not involved in the appeal
The technician will be offered the opportunity to be accompanied by another
person not involved in their accreditation to help them present their case.
September 2009
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5. The appeals panel will reach a decision and all involved parties will receive verbal
notification on that day and written notification within 5 working days. This decision will
be final.
September 2009
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15. Competence Framework for POD Checking Programme
Northern Ireland Standards of Work
Assessment and Evidence Requirements
Underpinning knowledge
About the module
Assessing Patient’s Own Drugs is the process of ensuring that the medicines that the
patient brings into hospital are suitable for continued use. Checking that the drug(s)
match the patient’s prescription chart in all details, according to SOPs. It includes the
identification of any discrepancies and dealing with any problems appropriately.
Key words and concepts
These definitions are provided to explain how key words and concepts are used in this
module
Standard Operating Procedures these are referred to as SOPs and state the way your
organisation requires tasks to be carried out to ensure a
quality pharmacy service is provided.
Patients Own Drugs
those medicines brought into hospital by the patient.
Compliance devices
containers used by the patient at home to aid taking
their medicine e.g. community pharmacy dispensing
systems and Medidose containers.
September 2009
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N.I. standard of work
You must always:
1. Ensure you visit the ward at an
appropriate time
2. Notify the ward staff of your
presence and purpose on the
ward
3. Communicate with ward staff
to establish their requirements
4. Observe and follow any
infection
prevention
and
control measures in place on
the ward
5. Gain access to medicines
6. Introduce yourself to the
patient and explain what you
are there to do
7. Establish
that
patient
consent/agreement has been
obtained according to SOPs
8. Ensure you keep patient
confidentiality
9. Confirm the patient’s identity
and ensure it matches the
prescription
10. Check medicines against the
kardex or prescription
11. Check medicines with the
patient when the pharmacist
has not already done so
12. Check the labels and contents
13. Assess the quality of the
medicines
against
locally
agreed criteria as stated in
SOPs
14. Make a decision regarding the
suitability for use of Patients
Own Drugs
15. Communicate with the patient
in a manner appropriate for the
patient
16. Identify and deal with any
problems
17. Complete
all
relevant
documentation
September 2009
Scope
You will need to show that you are able to deal with
different patient types:
1) not understanding POD programme
2) willing to use their own medicines
3) not willing to use their own medicine
4) Greater than 65 years
5) Children
6) Hearing impaired
7) Sight impaired
8) non-English speaking
9) manual dexterity impaired
10) confused
11) can’t communicate
12) awkward/obstructive
13) one who is absent from the ward
14) patient with a learning impairment
You will need to show that you are able to use agreed
criteria to decide if the medication is suitable or
unsuitable for use
Unsuitable criteria
medicines are unsuitable for use if it:
a) is not prescribed for the patient/discontinued
medicine
b) does not match prescription chart
c) does not belong to the patient
d) is an unidentifiable unit dose (eg, blister strip with
no markings)
e) is labelled inappropriately
f) has been stored inappropriately
g) has expired or has an indefinable expiry date
h) has been dispensed incorrectly
i) contains greater quantity than stated on label
j) has a mixed medicines within the one container
k) has an overall unacceptable appearance
l) is a compliance device
m) is a medicines with limited expiry (e.g. where a
shorter expiry is given on opening which cannot
be defined or local policy defines suitability from
date of dispensing)
Unsuitable criteria (but may be suitable as defined
by local policy or at the discretion of the
pharmacist after referral)
n) a cytotoxic
o) loose tablets or capsules
p) Controlled drugs
q) Oral liquids
r) A fridge medicine
You will need to show that you are able to identify
and deal with problems by referral to:
Referral Types
s) ward staff
t) pharmacist / community pharmacist
u) doctor
and by checking with
v) patient
w) patient’s carer/relative
x) repeat prescription requests/ documentation
y) medicine containers
z) nursing notes
aa) medical notes
bb) contacting GP
cc) community pharmacy
12
Examples of Errors







Label error: additional warnings
Quality problems: inappropriate container/closure, damaged/deteriorated
medicines, unclean containers
Prescription errors: medicine name, strength, form, dose frequency, medicine not
prescribed
Label errors: medicine name, strength, form, incorrect directions, patient’s name
Contents errors; identity of medicine, medicine strength, form, excess quantity,
expired contents, mixed tablets/brand
Quality problems: medicine store inappropriately
Locally agreed exclusions (eg, compliance aid or controlled drug)
September 2009
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Knowledge and Understanding
You must show that you know and understand:
k1. SOPs relevant to the assessment of Patients Own Drugs
k2. The importance of patient confidentiality and the Trust’s policy for this
k3. The role of the clinical pharmacist
k4. The role of the POD checking technician
k5. The ward set up and lay out
k6. The strategies that can be adopted when dealing with different types of patients
k7. The strengths and weaknesses of using Patients Own Drugs
k8. The boundaries of your own role and when a patient should be referred
k9. SOPs relevant to ward procedures
September 2009
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Appendix 1
NICPLD
Patients Own Drugs
Training Programme Application Form
Name of Candidate:
………………………………………………………………………………….…
Trust name & address:
…………………………………………………………………………………...
……………………………………………………………………………………
Telephone: ………………………... Fax: …………………………………….
Technician Qualification: BTEC Pharmacy Services
NVQ Level III Pharmacy
Other, please state: …………………………
Date of qualification:
……………………………………………………………………………….
Mentors name: ………………………… Job Title: ………………………
Contact details:………………………………………………………………
I have ensured that the candidate has a copy of the programme and has
copies of the pre course reading; that they have read and understood
the SOPs for PODs within the Trust and that they have accompanied me
on at least one visit and have attended the NICPLD training day.
Mentor’s signature: …………………………………………..
Name of workplace assessment panel:
1 ……………………………………………………..
2 ……………………………………………………..
3 ……………………………………………………..
Senior Manager: …………………………………… Date: ……………………
September 2009
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Appendix 2
NICPLD
Patients Own Drugs
Mentor Report Form
Monthly/Three monthly/Re-accreditation
(Delete as appropriate)
This form should be completed by the technician and mentor then sent by fax to Julie
Jordan at 028 90972368. The information will help to determine the progress of the
POD programme.
Name of candidate: …………………………………………………………………
Trust name:…………………………………………………………………………...
Date of attending tutorial:………………………………………………………….
Date of starting diary/work log:…………………………………………………..
This form provides an opportunity for the mentor to reflect on the
progress of the candidate within the ward setting.
Codes:
U = Unsatisfactory
S= Satisfactory
E = Excellent
W = Weak
G = Good
U
W
S
G
E
Skills
Communication skills with ward staff
Communication skills with patients
Ability to cope with decision making
outside the pharmacy department
Ability to deal with referrals when
appropriate
Technician signature….……………………………….. Date………………….
Mentor signature……..……………………………….… Date………………….
September 2009
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Appendix 3
NICPLD Patients Own Drugs
Appraisal Interview Form
(1st Interview)
Name: ___________________________________________
This document will be used as part of the information reviewed by assessment panel.
Points discussed





Confidence/Motivation
Support from Mentor/Staff
POD figures
Time slot with mentor on ward
Time frame for completion (liaise with NICPLD regarding support PODs)
Action plan





Technician Comment on Review of Performance
Mentor Comment on Review of Performance
Signed by Technician:_____________________________ Date: ______________________
Signed by Mentor: ________________________________ Date: ______________________
September 2009
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Appendix 3
NICPLD Patients Own Drugs
Appraisal Interview Form
(2nd Interview)
Name: ___________________________________________
This document will be used as part of the information reviewed by assessment panel.
Points discussed





Confidence/Motivation
Support from Mentor/Staff
POD figures/Progress to date
Time frame for completion
Reflection of errors to date or possible errors
Action plan





Technician Comment on Review of Performance
Mentor Comment on Review of Performance
Signed by Technician: ____________________________ Date: ______________________
Signed by Mentor: ________________________________ Date: ______________________
September 2009
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Appendix 3
NICPLD Patients Own Drugs
Appraisal Interview Form
(3rd Interview)
Name: ___________________________________________
This document will be used as part of the information reviewed by assessment panel.
Points discussed





Confidence/Motivation
Support from Mentor/Staff
Reflection of 150 items
Reflection of all errors or possible errors to date
Certification
Action plan





Technician Comment on Review of Performance
Mentor Comment on Review of Performance
Signed by Technician: ____________________________ Date: ______________________
Signed by Mentor: ________________________________ Date: ______________________
September 2009
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Appendix 4 (Part 2)
Patients Own Drugs Assessment Criteria checklist
A patient’s own medicine is deemed
unsuitable for re-use if it:
Unsuitable
a)
is not prescribed for the patient/discontinued
medicine

b)
does not match the prescription chart

c)
does not belong to the patient

d)
is an unidentifiable unit dose
(eg, blister strip with no markings)

e)
is labelled inappropriately

f)
has been stored inappropriately

g)
h)
has expired or has an indefinable expiry
has been dispensed incorrectly


i)
contains a greater quantity than that stated on
the label

j)
has a mixture of medicines within the one
container

k)
has an overall unacceptable appearance

l)
is a compliance device

a medicine with limited expiry (eg. Where a
shorter expiry is given on opening which
cannot be defined or local policy defines
suitability from date of dispensing)
A patient’s own medicine is deemed unsuitable
for re-use if it: (but may be suitable as defined by
local policy or at discretion of pharmacist after
referral)
n) a cytotoxic
o) is loose tables or capsules
m)



p)
is a controlled drug
q)
is an oral liquid

r)
a fridge medicine

September 2009
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Appendix 5
NICPLD Patients Own Drugs
Accompanied Ward Visit Form
Ward visit number (please circle)
Codes:
U = Unsatisfactory
S= Satisfactory
E = Excellent
W = Weak
G = Good
1
2
U
3
W
4
S
5
G
E
Tick box if covered
Technician visits the ward at an appropriate
time
Technician notifies ward staff of their
presence and purpose on the ward
Technician communicates with ward staff to
establish their requirements
Technician observes any Infection
Prevention and Control Measures in place
on the ward
Technician introduces his/herself to the
patient
Technician provides necessary explanation
and/or information to the patient, obtains
patient consent/agreement
Technician checks patient’s details and
ensures they match the prescription/kardex
Technician can gain access to the PODs
Technician checks the medicines against
the prescription/kardex
Technician checks the medicines with the
patient/carer (where appropriate)
Technician assesses the quality of the
medicines against locally agreed criteria as
stated in the SOPs
Technician makes a decision regarding the
suitability for use of the PODs
Technician communicates with the patient in
a manner appropriate for the patient
Technician identifies and deals with any
problems
Technician completes all relevant Trust
documentation (patient consent/reuse/destruction – where appropriate)
Technician offers the patient an opportunity
to ask questions.
Technician thanks the patient
Technician signature………………………………… Date…………………….
Pharmacist signature………………………………… Date…………………….
September 2009
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Appendix 6
NICPLD
Description of Technician handled Referral Form
Technician Name
Place of work
Patient type
POD unsuitable (enter code)
Referral type ( enter code)
Description of problem identified with patient’s own drugs and action
taken
Outcome of action taken
Feedback from pharmacist
Technician signature……………………………… Date……………………….
Pharmacist signature…………………………….…Date……………………….
September 2009
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Appendix 6 (worked example)
NICPLD
Description of Technician handled Referral Form
Technician Name
Place of work
A. N. Other
Hope Hospital
>65 years
Patient type
c
POD unsuitable (enter code)
t
Referral type ( enter code)
Description of problem identified with patient’s own drugs and action
taken
Box of clopidogrel labeled with different patient name. Discussed
with patient and she informed me the medicine belonged to her
husband.
Noted patient was prescribed clopidogrel on kardex. Informed
clinical pharmacist of problem. Clinical pharmacist completed a
comprehensive medicine history for patient. Separated and bagged
up POD belonging to husband and attached husband’s details
and ‘Not for re-use sticker’. Contacted husband to collect POD at
next visit. Stored POD in the designated locked medicine
cupboard until collection.
Outcome of action taken
Comprehensive history completed by pharmacist and clopidogrel
discontinued on in-patient kardex. Patient received 2 doses.
Action taken prevented patient receiving any further doses.
Feedback from pharmacist
A. N. Other highlighted a significant medication incident. Their
assessment of the patients own medicines quickly flagged up
what otherwise looked like an innocent prescription. They acted
accordingly and where efficient in referring to the pharmacist and
contacting the patient’s husband.
September 2009
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Appendix 7
NICPLD POD Re-accreditation Form
Name of POD Checker:
______________________________________
This document will be used as part of the documentation required for
re-accreditation of the POD Checking programme in Northern Ireland.
1) Reaccreditation requires the technician’s workload to include a weekly slot
as a POD Checker within the ward setting. This ensures that the technician
remains updated with current practice and maintains their competency as a
qualified POD Checker. NICPLD must also be informed of any changes in
your place of employment for their records.
2) The POD Checker must document any errors discovered during the last
two years and these must be discussed at the reaccreditation interview with
the in-house panel.
3) The Appraisal Interview Form (Appendix 3 part3) providing details of the
interview to be submitted as evidence to NICPLD.
4) The POD Checker must submit a log of FIFTY items that have been double
checked by their mentor over the two year period.
5) The POD Checker and the in house panel must review current working
practices and ensure that SOPs are up to date and are a true reflection of
procedures necessary for the safety of the department/patients etc.
6) Any identified problems must result in a discussion/meeting between the inhouse panel and the POD Checker; an agreed course of action must be
implemented.
Having complied with all the terms and conditions required both the mentor
and the POD Checker must sign and date this form returning it to NICPLD
with the Appraisal Interview Form (Appendix 3 part 3)and the log of Items.
I confirm that this candidate has a regular slot as a POD Checker on
the wards and their competencies are being kept up to date.
Mentor
ACT________________________________
name______________________________________________________
Date________________________________________________________
Trust________________________________________________________
September 2009
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Appendix 8
Langham. J, BoggsK. The effect of a ward-based pharmacy technician
service, Pharmaceutical Journal, 24 June 2000, pg 96
Rowe.M, The development of a technician led clinic service, Pharmacy
management October 2000, pg 46
Leech.D, Patient Directed Pharmacy Services – do they benefit patients,
Hospital Pharmacist, January 2000 pg 30
Reynols.N, Bali. S, Setting up a near –patient dispensing programme,
Hospital Pharmacist, September 1999, pg 241
Wall. A, Using patients’ own medicines, Hospital Pharmacist, October 1999,
pg 252
Semple. J, Morgan.J, Garner.S, Sutherland.K, Milligan.M, The effect of self
administration and re-use of patients own medicines on a hospital pharmacy,
Pharmaceutical journal, 22 July 1995, pg 124
Bellingham.C, Win over hearts and minds then launch medicines
management in hospitals, Pharmaceutical Journal, 12th January 2002 pg 9
Hospital Pharmacist Group, One- stop dispensing, use of patient’s own
medicines and self administration programmes. Hospital Pharmacist, vol 9
March 2002, pg81-86
Livingston. S, Effective interventions to support medicines use in older people.
PharmJ, vol 270, 28 June 2003, pg893-895
September 2009
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