Series Title (Agency Series #): Description, Retention (Legal Citation)
Controlled Substance Inventory (DOH38-005): Documents all Class 2 and Class 3-5 controlled substances in the pharmacy as of a specific date. Inventory is taken once a year on the same date.
Retention: Retain 3 years. (21 CFR 1304)
Drug Wholesaler Invoices (Controlled Substances) (DOH38-006): Documents all controlled substance (class 2 and class 3-5) purchases from drug wholesalers by the clinic pharmacies.
Retention: Retain 3 years. (OAR 855-080-0070)
Drug Wholesaler Invoices (General) (DOH38-004): Documents all ordering and supply purchases from drug wholesalers by the clinic pharmacies Does not include controlled substance purchases.
Retention: Retain 10 years. (MOAR 166-150-0110(19))
Prescription Files (DOH38-001(a) and DOH38-001(b)): Documents prescriptions filled by the clinic pharmacy for Multnomah County clients. Prescriptions show client's name, description of item prescribed, date prescribed, and signature of person prescribing item.
Retention: DOH38-001(a) For records created prior to 2006, retain 6 years; DOH38-001(b) For records created 2006 forward, retain 12 years. (45 CFR 164.530(j), 42 CFR 422.504)
Prescription Logs (DOH38-008): Documents the dispensing or issuing of drugs such as birth control pills or antibiotics. Information contained in the log may include identification number, client name, date, name of drug, dosage, number of pills, initials of person dispensing the drug, and other related data. Includes school base delivery logs and patient counseling logs.
Retention: Retain 3 years. (OAR 166-150-0065(18))
Signature Logs (DOH38-007(a) and DOH38-007(b)): Documents a signature by a client or client's agent for each prescription filled and dispensed by the clinic pharmacies.
Retention: DOH38-007(a) For records created prior to 2006, retain 6 years; DOH38-007(b) For records created in 2006 and forward, retain 12 years. (45 CFR 164.530(j))