Customer Service:Narcotics-Confirming Narcotics Control Forms Returned

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Overview

Narcotics, controlled drugs are products that must have a chain of signature. After they are picked, a Narcotics Control Form is printed, placed in the box with the items and the invoice, and added to NCS - Narcotics Control Form. When the narcotics are received at the pharmacy, the registered pharmacist signs the Narcotics Control Form to acknowledge receipt and sends it back to uniPHARM within five workings days from invoice date as per Health Canada's requirements. Customer Service changes the status of the form in NCS - Narcotics Control Form to scanned and confirmed, scans it into Gauss, then files it. Customer Service monitors NCS - Narcotics Control Form for overdue forms, and will contact the pharmacies to return them.

Status

  • Status 10-Red (new)
  • Status 20-Yellow (reprinted)
  • Status 30-Yellow (faxed)
  • Status 40-Yellow (emailed)
  • Status 70-Purple (note sent)

Confirming and Scanning Narcotics Control Form

Narcotics Control forms are received daily in the mail and via courier. The Customer Service Rep (CSR) will confirm and scan the Narcotics Control forms. After they are scanned, they are separated into batches of 10 and a cover page with the date scanned is place on top of the batch and the batch is moved to the storage boxes in the warehouse. At year end, the boxes are moved by the Manager, Distribution to another location and stored for 7 years.

Confirm Narcotics Control #

A returned Narcotics Control Form will be signed and dated by the registered pharmacist or a secondary pharmacist who has signing authority. The secondary pharmacist will enter his/her pharmacist # and name & signature on the right side of the form.

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1.Goto UWD Extensions -- Master Menu→4.NSC--Narcotic Ctl→3. Record Form Return - enter '3' and press 'enter'

2.Enter the Form # (Narcotics Control # on upper right side of Narcotics Control Form) and press 'enter'

3.Check the name to ensure the correct narcotics control # is entered.

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4.If the Narcotics Control Form is signed by a secondary pharmacist, change the 'pharmacist #' and press 'enter'. If the pharmacist is not valid, the message "Invalid Pharmacist. Use "?" for CNS selection" will appear. Place a '?' in the Pharmacist # field and press 'enter', select the correct pharmacist. If the pharmacist is not listed, contact the pharmacy and fax a Narcotic Authorization Form to the pharmacy and have him/her sign it and return it to uniPHARM. In the meantime, hold the Narcotics Control Form until the Narcotic Authorization Form is returned. The Narcotic Authorization Form is located:SUPERSERVER\FormsGeneral\Membership\Customer Set-up Forms\Customer Application\Customer Application\UWD021-Narcotic Authorization Form.pdf. Or use the new Excel version :superserver.unipharm.local\Customer Service\common\New Pharmacist Form\Narcotic Authorization Form.xlsx.

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5.Press 'F10' (the form will disappear from the screen and will be removed from the overdue list)

6.Enter the next Form # (Narcotics Control #) or press 'F12' (to move back to previous screen)

Narcotic Authorization Form

When you have received back a signed Narcotic Authorization Form, please follow the following procedures:

1.Enter the Pharmacist number into CNS 2.Confirm the Narcotic Control Form 3.Scan the Narcotic Authorization Form into Gauss and place original in box which will be destroyed in 30 days (placed in confidential recycling box)

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Overdue Narcotics Control Forms

  1. Every Wednesday morning, the assigned CSR will review all overdue Narcotics Control Forms not confirmed.
  2. Go to NSC - Narcotics Sales Control\1. View all Forms

  1. Open 'Narcotic Forms Outstanding Ledger and Narc Nags Log worksheets' superserver.unipharm.local\Customer Service\common\Narc Nag Logsheet\Narcotic Forms Outstanding Ledger.xlsx.
  2. Enter all forms with a date due on or before the 15 Days PD date (row H12).
  3. Reprint all the forms on your list (see reprinting instructions) #Reprinting Forms
  4. Go to VIP DocView\NAR_CONTRL and enter the narcotics control number for each reprinted form
  5. If the form has been scanned into DocView you must remove the form from NSC - Narcotics Sales Control\3. Record Form Return
  6. If not scanned, place a **OVERDUE** label on each form.
  7. Place a "OVERDUE NARCOTICS FORMS" label on each window envelope and insert forms and an Orange return envelope.
  8. Place shareholder envelopes in mail slots and customer envelopes in mail basket.
  9. Update the worksheet with printed under first or final request and any additional notes such as the date you contacted or mailed the forms.
  10. For accounts to be on "Narcotic Order Credit Hold" please enter information in the "On Hold" sheet and email to: custserv@unipharm.com, tomc@unipharm.com, jesusas@unipharm.com, managers@unipharm.com ***DO NOT PLACE ON HOLD WITHOUT FIRST CONSULTING WITH THE MANAGER, FINANCE***

Reprinting Forms

1.Goto UWD Extensions -- Master Menu\4.NSC--Narcotic Ctl\1. View all Forms - enter '1' and press 'enter'

2.Enter 'RP' (reprint) next to the form #

3.Press 'enter'

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4.Change the Mode to 'EM' if you emailing or 'FX' if you are faxing.

5.Enter CNS Type 'WORKEM' if you are emailing or 'WORKFX' if you are faxing.

6.Press 'F10' to Reprint/Fax/Email

7.Press 'F12' to move back to previous screen

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Entering Note

1.Goto UWD Extensions -- Master Menu\4.NSC--Narcotic Ctl\1. View all Forms - enter '1' and press 'enter'

2.Enter 'GF' (Gen Follow up) next to the form #

3.Press 'enter'

4.Enter Follow up Notice Message Text.

5.Change the Mode to 'EM' if you emailing or 'FX' if you are faxing.

6.Enter CNS Type 'WORKEM' if you are emailing or 'WORKFX' if you are faxing.

7.Press 'F10' to Send Notice

8.Press 'F12' to move back to previous screen

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