VMSC Prescription Dispensing

VTH Policy # VMSC010

Implementation Date: 10/2021

Date of Last Revision: 10/2021

Next Review Due: 10/2024


Reviewed by VTH Administrative Team: 10/2021

Reviewed by VTH Board: N/A


Approved by VTH Director: 10/2021

Reviewed by Biosecurity Subcommittee: N/A

Subject to modification by the VTH Director without approval.


This document outlines the process of dispensing medications for outpatient use. This applies to all outpatient prescriptions being filled at the VMSC. Outpatient prescriptions must be entered into SANDI and approved by the doctor on both the doctor and pharmacy lists. This will generate a label meeting all legal requirements.


All outpatient medications must be properly packaged and labeled prior to leaving the drug room.

Procedure (if applicable)

  1. Outpatient prescriptions must be entered into SANDI under the patient’s profile. At the end of the directions include that statement “VMSC to fill” on its own line which will indicate to the VTH pharmacy not to fill this medication. Entering the prescription may be done by anyone with SANDI access. The medication must then be reviewed and approved by the doctor on the doctor worklist. Approving will move the prescription to the pharmacy worklist.
  2. The pharmacy worklist can be accessed by pharmacy staff or doctors. When the doctor is ready to fill the prescription, it must be processed from the pharmacy worklist by selecting the prescriotion and entering a password. When the screen to print the label pops up, the label printer destination will need to be changed to _DIS__. Change the printer destination and select Verify. This will generate a label from the printer in the VMSC drug room.
  3. Select the appropriate medication and count/pour the necessary amount into appropriate packaging. Label the bottle/vial and add the indicated auxiliary labels (see poster/bins indicating needed labels). If the package involves multiple layers (i.e. antibiotic liquid bottles inside a box or an oral liquid vial or bottle which is too small for a full label) make sure to label each part. This step may be completed by a student or technician.
  4. If step 3 was completed by someone other than the doctor, then the filled medications and stock bottles used should be placed into a bin (1 bin/patient). The doctor can then verify that the correct medication was selected, and auxiliary labels were used and initial the label to indicate their approval. If step 3 was completed by the doctor, then the doctor initials the label when complete. Once initialed, the label should have a piece of prescription label tape placed over it. If the medication needs to be reconstituted, complete that prior to dispensing if appropriate. If the medication is going to be reconstituted by the client, make sure to send home an appropriate syringe for measuring the water.
  5. Select any necessary administration devices such as oral dosing syringes and dose markers and bag with the medication. If the medication is a refrigerated item, place in an ice pack in the bag with the medication.

Dispensing Controlled Substances

  1. If the medication to be dispensed is a controlled substance, follow steps 1 and 2. Then affix the label and auxiliary labels to the packaging. 
  2. Take the packaging to the lockbox or Cubex and follow the steps for outpatient controls in the controlled substance policy.
  3. When the medication is picked up, the client needs to sign a log indicating date the drug was picked up and by whom

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.


Keywords:VMSC, Pharmacy, dispensary, dispensing, prescription, prescribe, label, outpatient, package, drug room   Doc ID:124467
Owner:Jenny C.Group:University of Illinois College of Veterinary Medicine Teaching Hospital
Created:2023-02-28 16:41 CDTUpdated:2023-02-28 16:47 CDT
Sites:University of Illinois College of Veterinary Medicine Teaching Hospital
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