Controlled Drug Stock Maintained at Off-Site Contracted Zoo Facilities

Implementation Date:

Date of Last Revision:

Next Review Due:

 

Reviewed by VTH Administrative Team:

Reviewed by VTH Board:

 

Reviewed by Legal Counsel: N/A

Reviewed by Biosecurity Subcommittee: N/A

Subject to modification by the VTH Director without approval.

Policy

Stock-controlled drugs are ordered by the registrar or curator of the facility at the direction of VTH veterinary staff. A standing order exists for administration for emergency use (i.e., animal escape and euthanasia) drugs. There are also established par levels for each of these drugs that designated personnel at the facility are to order as need to maintain. All drugs and records are maintained in accordance with Federal and Illinois State laws.

Guidelines

• All controlled drugs at off-site contracted zoo facilities are listed under Dr. Sam Sander’s DEA license for that facility and access to these drugs must be authorized by her. 
• Each time an ultrapotent opioid (ex: Etorphine) is ordered, it is done so with a unique signed prescription by Dr. Sam Sander sent to the distribution facility.
• All orders, packing slips, and controlled drug use logs are to be maintained at the contracted zoo facility for a minimum of 5 years. 
• All controlled drugs are to be maintained in a locked safe consistent with DEA requirements for that class of drug. 
    o Any individual with access to that safe must be identified to VTH veterinary staff in writing, including the individual’s name, position at the zoo, date of birth, social security number, and home address. 
    o All individuals with access will also complete a questionnaire for employees consisting of the two required DEA questions prior to having access granted. 
• Paper controlled drug logs will be maintained at the zoo facility with all records regarding the ordering and use of controlled drugs at that site. Electronic drug logs are accessible via the internet using the institutional ZIMS login. 
• The controlled drugs must be limited to use by a VTH veterinarian or in accordance with the Emergency Drug Protocol.

Procedure (if applicable)

• Zoos are counseled to have two individuals involved in receiving controlled substances such that one person confirms quantity received compared to quantity invoiced and another stocks the medications in the safe. VMSC veterinary staff confirm on hand inventory of each new shipment at their next scheduled site visit.
• Drugs on site at each facility will be inventoried quarterly by a VTH faculty veterinarian and a witness (VTH or zoo full time staff) to ensure accuracy of record keeping. 
       o If the controlled drug safe is opened outside of the veterinarian’s presence, the next time the veterinarian is on site, an inventory of the entire safe must be performed. 
• In the event a unique controlled drug must be prescribed to a specific patient for long term use, drug use will be logged via paper and electronic records as above and will be included in the quarterly drug inventory performed on site. The stock bottle of drug must be stored in the drug safe. An aliquot of the medication (not to exceed 21 days of anticipated need) will be stored in vial with an appropriate prescription label and prescription sheet in the animal’s keeper service area. Access to this area is restricted to zoo personnel. All keeper administration of the drug will be logged in duplicate through keeper reports and documented on the paper prescription sheet. Any loss must be reported to VTH veterinary staff and zoo supervisory personnel within 24 hours of the event. 
• Controlled drugs (including etorphine) are disposed of on site at the zoo facility using the commercially available Rx Destroyer for LIQUIDS product to prevent diversion. Disposal will be performed by a VTH faculty veterinarian and witnessed by a VTH staff member (technician or veterinarian). Logs of drug use and disposal, including a completed DEA form 41 when appropriate,will be kept on site at that facility for a minimum of 5 years.
      o Pre-drawn doses that need to be wasted will be witnessed and wasted in an RxDestroyer. Waste records will be maintained at the site of wasting for a minimum of 5 years.

Definitions (if applicable)

Veterinary Teaching Hospital (VTH): The collective clinical services of the Large Animal Clinic, Midwest Equine, the Small Animal Clinic, and the Veterinary Medicine South Clinic.

Zoo Information Management System (ZIMS) – The record system utilized by zoological facilities