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West Virginia News: Accuracy of Records in the Controlled Substances Monitoring Program Database
Published in the September 2010 West Virginia Board of Pharmacy Newsletter
West Virginia Code Section 60A-9-4 and Rule 15-8-3 of the Board’s rules require that each time a Schedule II, III, or IV controlled substance is dispensed or filled for outpatient use, the medical services provider, health care facility, pharmacist, or pharmacy that dispensed the controlled substance must transmit the required information for the dispensing to the Controlled Substances Monitoring Program (CSMP) database maintained by the Board. Unfortunately, sometimes an error is made when inputting the dispensing data into the pharmacy’s own system, which then reports the inaccurate information to the CSMP. Also, the Board has dealt with several situations that have caused issues for patients where the CSMP shows they received a medication that they never picked up and that was returned to the pharmacy’s stock. If your pharmacy has encountered either of these situations, you may think that reversing the prescription transaction clears the information from the CSMP. Guess what! It does not. In order to correct the CSMP and/or have that transaction removed from the CSMP, the pharmacist must inform the Board office in writing detailing the inaccuracy and detailing what correction is needed. The purpose of this requirement is to prevent the mass alteration or destruction of records by unauthorized persons, and to provide the Board with written documentation detailing why it had the record submitted by the pharmacy deleted from or corrected in the database. Therefore, if you cancel or reverse a controlled substance prescription or correct any of the information previously reported to the CSMP, please notify the CSMP clerk at the Board in writing. If you need further help, you can call the Board office at 304/558-0558 and provide the information pertaining to the incorrect prescription record and receive further help getting it fixed in the CSMP.
