VTH Prescription Refills

VTH Policy #Pharm627

Implementation Date: 10/2021

Date of Last Revision: 3/21/2023

Next Review Due: 3/20/2025


Reviewed by VTH Administrative Team: 10/2021

Reviewed by VTH Board: N/A


Reviewed by Legal Counsel: N/A

Reviewed by Biosecurity Subcommittee: N/A

Subject to modification by the VTH Director without approval.


This document outlines the process for prescription refills to be filled by the VTH dispensary. This applies to all medications with active refills prescribed by VTH clinicians. If a prescription has available refills in the HIS (Health Information System), the client may have those refills filled at the VMSC, the VTH or transferred to an outside pharmacy.


The client needs to be informed when they call where their medication will be ready. 

Procedure (if applicable)

  1. When a medication refill is needed, it can be requested either by the client or by a doctor, technician or student associated with the case.

  2. If a client is requesting a refill, they can call the VTH Dispensary directly and the refill will be processed as long as the prescription is not expired and there are refills remaining. If the prescription cannot be refilled, the client will be transferred so that they can get in touch with the doctor to discuss if additional refills are appropriate.
    *Dispensary staff should confirm the RX #, or at least two identifiers (drug name, dosage, form of medication, type of medication, or etc.) 

  3. If a doctor, technician or student becomes aware that a medication refill is needed, they can either call or come to the Medication Dispensary and provide the MR number and the names of the medications needed refilled. Dispensary staff will prepare these for pickup either by someone in the hospital or for the client to pick up later. 

  4. If the dose has changed, the old prescription will need to be voided and a new prescription with updated directions will need to be entered in the HIS.

  5. Alternatively, the medication refill can be mailed to the client. If mailing the medication is desired, the person requesting the refill should state that it will be mailed. Dispensary staff will take care of contacting the client to confirm the address, shipping method and take payment.

  6. The client must be informed on where their medication refill will be ready at. If a client calls South Clinic to refill, please verify if they want it refilled at South Clinic or at the Dispensary.
  7. Medications can be picked up from the Dispensary during open hours from 8 – 5 Monday to Friday. When Dispensary is closed, medications will be brought up the front desk for staff or clients to pick up. 
    *Exception: all filled controlled substances will remain in the Dispensary. Clients must pick these up during open Dispensary hours, or allowed clinicians can swipe in Dispensary, sign out RX label and pick up the drug to give directly to client.

Definitions (if applicable)

HIS : Health Information System

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.


KeywordsPharmacy, medication dispensary, refill, transfer, available, active, prescription, prescribe, process, shipping, ready, pick up, location, client   Doc ID126781
OwnerJenny C.GroupUofI College of Veterinary Medicine Teaching Hospital
Created2023-03-21 14:18 CSTUpdated2023-03-21 14:24 CST
SitesUniversity of Illinois College of Veterinary Medicine Teaching Hospital
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