How to Use Documentation Entries
An entry should be made in your Pharmacist's Journal whenever there is an event which is unusual, "out of the ordinary," or which could result in a claim being made. Examples of such circumstances may be a prescription requiring a decision be made; a prescription error; an irate customer who threatens to sue for any reason; someone who falls outside or inside the store; an employee fired for cause; or an employee reprimanded for a serious offense which could lead to disciplinary actions in the future. A pharmacist may use this journal once a day, once a week, once a month, or once every six months -- each pharmacist will determine for themselves what events are important enough to document.
There are no rules, but the following are helpful criteria:
1. All entries should be complete, but concise.
2. Use as many pages as necessary to complete the entry.
3. All entries must be completely truthful. The person making the report is certifying to the accuracy of the report.
4. Get the names and addresses of all witnesses to any incident. If possible, witnesses should be asked to make a writing of the events as they witnessed them or may be asked to read the facts as written and certify to the accuracy of the report.
5. Explain the reason for taking action as well as the action taken. This is especially true if the reasons seem important or the action taken is unusual and would only have been taken because of these factors.
6. For each entry, note the date and time of both the occurrence and the documentation.
7. When a book is completed, write the date "from" and the date "to" on the front in large letters and save each book.
8. Contact your Pharmacists Mutual Insurance Company representative for additional journals or call a Pharmacists Mutual marketing associate at 800-247-5930.