Maintenance of Various Registers

COMMUNITY PHARMACY MANAGEMENT

D) MAINTENANCE OF VARIOUS REGISTERS (RECORDS)

Maintenance of records is a legal and professional responsibility of a community pharmacy. Proper records ensure legal compliance, patient safety, and financial control.

Registers are broadly classified into:

1. Legal Records
2. Patient Records
3. Financial Records

1) LEGAL RECORDS (REGISTERS)

Definition

Legal records are registers maintained as per statutory requirements under Indian laws to control the acquisition, storage, sale, and distribution of drugs and poisons.

Relevant Laws

• Drugs and Cosmetics Act, 1940
• Drugs and Cosmetics Rules, 1945
• Poisons Act, 1919
• State Pharmacy Rules

Responsibility

• The pharmacy owner/manager is legally responsible for maintenance.
• The registered pharmacist is responsible for accurate entry and supervision.

Purpose

• To prevent misuse, abuse, and illegal sale of drugs.
• To ensure traceability of drugs from purchase to sale.
• To provide records for drug inspectors and legal authorities.

Types of Legal Records

• Purchase register
• Sale register
• Schedule H1 drug register
• Schedule X drug register
• Poison register
• Stock register

Importance

• Mandatory for inspection by drug control authorities.
• Improper or incomplete records can result in:
• Legal action
• Penalties
• Suspension or cancellation of license

2) PATIENT RECORDS

Definition

Patient records include documented information related to drug utilization by patients.

Content

• Patient name, age, sex
• Drug name, dose, frequency, duration
• Date of dispensing
• Prescriber details

Format

• Records may be maintained on:
• Individual patient basis
• Family unit basis (preferred in community pharmacy)

Importance

• Helps the pharmacist to:
• Monitor drug usage
• Identify drug interactions
• Detect allergies and idiosyncratic reactions
• Improves rational drug use
• Enhances patient safety

Additional Uses

• Acts as a source of information for:
• Insurance claims
• Income tax deductions
• Long-term therapy monitoring

3) FINANCIAL RECORDS

Definition

Financial records document the economic status and financial performance of the pharmacy.

Purpose

• To support decision-making regarding:
• Inventory control
• Future expansion
• Staffing and procurement

Components

• Purchase invoices
• Sales records
• Expense statements
• Profit and loss accounts
• Tax records

Importance

• Evaluation of past performance
• Planning and control of present activities
• Forecasting future needs
• Analysis of revenues and expenses
• Measurement of return on investment (ROI)
• Ensures profitable and sustainable pharmacy operations

Inventory Registers
Inventory registers record procurement, storage, dispensing, and transportation of drugs. Separate registers are mandatory for narcotic and psychotropic substances to prevent misuse and ensure legal compliance.

Expired or Damaged Drug Register
A separate register is maintained for expired, damaged, or substandard drugs. Such items must not be dispensed, even during free medical camps, and should be disposed of as per guidelines.

Pharmacy Practice Regulations, 2015
As per PPR 2015, pharmacists must preserve dispensed prescriptions for at least 5 years for legal and professional reference.

SUMMARY (For Exams)

• Maintenance of registers is mandatory in community pharmacy.
• Legal records ensure compliance with drug laws.
• Patient records improve safe and rational drug use.
• Financial records help in profitability and planning.
• Proper record maintenance protects the pharmacy from legal penalties.