Distribution of Sample Medications in the Practice Setting
By Rose B. Moore, CPC, CCP

Many physician offices accept sample medications from pharmaceutical drug representatives and dispense them to their patient population. The distribution of sample medication allows patients a "trial run" on a new medication without financial expense. Although the samples are free-of-charge, this does not lessen the physician's continuing responsibility to the patient. The physician's office should have a detailed policy and procedure that addresses the following areas in accepting and distributing sample medications.

Storage
1. All sample medications should be stored in a locked room in a location inaccessible to patients. Medications should not be stored in exam rooms where patients are left unattended.
2. The storage area should not be subject to extreme temperatures. All refrigerators containing medications should have daily temperature checks. Logs of these checks should be kept.
3. Lighting in the storage room should allow easy reading of medication names and dosages.
4. Samples should be well-organized by drug or drug group. Medications with similar names should be located in separate areas.
5. All medications in the practice should be checked monthly for outdates, deterioration and appropriate location. Include all areas in which medications are stored including refrigerators.
   A specific person should be assigned responsibility for the monthly inspection.
   A log should be kept indicating that the medications have been inspected.
   Expired sample medications should be discarded in accordance with federal, state and local laws. Contact your state or the federal Department of Environmental Services for advice on medication disposal.
6. It is recommended that an inventory of sample medications be maintained. A form should reflect the names of patients who received medications, including the lot number. It may be helpful to use an inventory sheet for each type of sample medication.

These sample logs are intended to provide your office practice with a methodology to track the sample medications that you dispense as well as aid you in identifying those that have expired and require disposal. The Inventory Inspection Log [PDF] allows you to check all expiration dates at a glance to streamline your review and discard process. The Patient Distribution Log [PDF] is a means to keep track of the lot numbers of the medications given to each patient. Use of this log will simplify the process of identifying your patients that have received a medication whose lot number has been recalled or has had other warnings or issues associated with it.

Access
1. Access to sample medications should be limited to specified medical personnel only.
2. Employees should not be allowed to access or request free samples. Self-medication can lead to adverse events of which the practice could be held liable.

Dispensing
1. Only pharmacists, physicians and mid-level providers with prescribing authority may actually dispense medications.
2. At times patients request refills of their sample medications. Sample medications can only be dispensed after a physician or mid-level provider with prescribing authority (physician assistant or nurse practitioner) has authorized the refill. This information should be noted in the patient's record.
3. When retrieving sample medications, the authorized medical professional should:
   review the provider's order/authorization
   double check the name of the medication on the package
   confirm the expiration date of the medication
   verify the patient's allergies to medications
4. All medications should be labeled with the following:
   Patient's Name
   Medication Name
   Dosage
   Frequency or Time
   Route
   Form, i.e., liquid, tablet, drops
   Date Dispensed
   Lot Number
5. The provider should discuss with the patient the administration, storage, and side effects of the medication. This discussion, as well as the patient's understanding, should be documented in the patient's record.
6. A double check of the patient's name and second identifier, i.e., date of birth, should occur when providing the patient with the medications.
7. Documentation of the provision of sample medications should be placed in the patient's medical record to include the name of the medication, date, dose, frequency, route, form, date dispensed, lot number and written authorization by the provider.

All physician practices that distribute sample medications should ensure mechanisms are in place for secure storage, patient distribution and education, appropriate record-keeping and regular monitoring. A detailed policy and procedure should support this process.

PMI NETWORK GROUPS TO GROW IN 2007

Recently, Practice Management Institute announced the formation of the Department of Outreach and Network Development. The primary responsibility of this new department is to seek out ways to enhance and enrich the professional experiences and growth potential of PMI certified professional throughout the country.

In serving an estimated 11,000 individuals who have attained the CMC, CMIS, and CMOM credential through PMI, one of the main objectives of the Department of Outreach and Network Development has been the creation of locally accessible networking opportunities.

This goal has culminated in the creation of the PMI NETWORK, which exists to strengthen ties between medical office professionals within any given community who hold our certification credentials. Those who hold our credentials will now be able to network with others, through carefully planned meetings that will include guest speakers, CEU-earning opportunities, and other valuable relationship building and career enhancing programs. The PMI NETWORK has been created largely at the request of PMI loyalists who have expressed interest in meeting locally for the exchange of ideas in an effort to build unity with other medical office professionals within the same town.

Working closely with professional certification proctors, host clients, and other key individuals in communities around the country, PMI aims to launch numerous chapters in 2007.

Practice Management Institute launched the first PMI NETWORK meeting with the establishment of the Upstate South Carolina Chapter in Greenville. This meeting served as a testing ground for developmental purposes, and was hugely successful. More than 80 credentialed professionals participated in an evening meeting, and over 150 replies were received requesting notification of the next meeting. This inaugural PMI NETWORK chapter now has over 250 members, and monthly meeting attendance has an average of 80 participants.

In 2006, in conjunction with our Dallas and Houston area Learning Centers, inaugural chapters were launched in those cities, and the turnout was overwhelming. Popular PMI faculty team members were on hand to speak, as well as locally invited guests, presenting on important, industry relevant topics, in a relaxed and informal setting.

Many PMI-certified professionals are now able to take advantage of networking opportunities in their own communities. In addition to Dallas, Houston, and South Carolina, PMI NETWORKS have formed in numerous other Texas cities, as well as in other states such as Maryland, Arkansas, Louisiana, California, New Mexico, Virginia, Tennessee, and North Carolina.

This month will see inaugural chapter meetings in Phoenix, San Jose, El Paso, and San Antonio.

Three PMI NETWORK representative positions will be available in each of our chapter communities. The Chapter Coordinator, Community Liaison, and Secretary positions will be nominated and decided upon by majority vote of the membership.

PMI looks forward to introducing the PMI NETWORK, and other important services, to benefit the growing number of certified professionals in your community. If you would like to assist PMI in organizing a PMI NETWORK chapter in your area, or for additional information, please feel free to call Michael Moore at 800.259.5562 x 270.

Merger Of PMI And The CMC Group To Form PMI Professional Resources, LLC

PMI Consulting Services, Inc., a part of the Practice Management Institute® (PMI/Assistex, Inc.), completed a merger with The CMC Group on January 2, 2007. The merger expands the PMI products and services line, and brings an impressive array of CMC Group developed products to the national marketplace.

"The merger provides PMI® a significant boost to our faculty and content," commented Douglas O'Dell President/CEO of PMI.® "We have definitely enhanced our respected faculty and services through the addition of the CMC Group," said O'Dell.

The merger creates a new entity for PMI/Assistex. PMI Professional Resources, LLC will be co-branded during the next 18-24 months to ensure there is no loss of recognition for The CMC Group brand, which is highly regarded in the market place as an authority on Coding, Practice Management, Compliance and Legal Issues.

By adding The CMC Group to the Assistex. Inc. family, PMI gains more than 100 in-house titles/products, considered by many in the industry to be among the best reference materials available. In addition, PMI adds more than 1000 clients who have participated in educational sessions, consulting services or purchased products from The CMC Group over the past 3 years. "PMI Certified Professionals and clients will have access to a vastly enhanced array of products and strategic thinkers through this merger," stated O'Dell.

In addition to the formation of the new company, Sean Weiss and Peter Keohane J.D., join the PMI faculty as Director of Professional Development and Director of Curriculum Development respectively.

Make plans now to join Practice Management Institute® in San Antonio! Join us June 21 & 22, 2007 for the 2007 National Conference for Certified Professionals. Arrangements have been made at the Crowne Plaza hotel located on the banks of the beautiful San Antonio River Walk. Network with your peers, and earn all 12 of the required CEUs for certification renewal in one two-day event. The Crowne Plaza hotel offers luxurious rooms, spacious meeting facilities and convenient access to dining and entertainment. PMI will have our faculty lineup on hand, as well as guest speakers and topics you won't want to miss. Stay tuned to learn more about topics slated for this conference! We will be updating the conference information often so check back soon.