Medication Pickup and Storage at the SAC Front Desk

VTH Policy # Pharmacy637

Implementation Date: 10/2021

Date of Last Review: 3/27/2023

Next Review Due: 5/2023


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.


The intent of this policy is to provide the process for having clients pick up medications from the front desk after hours and on the weekend while the Medication Dispensary is closed. This policy covers outpatient medications being picked up by a client for the small animal clinic. The Medication Dispensary will deliver outpatient medications to the SAC bagged and labeled with the patient’s name. There will be an extra label stapled to the bag for each medication provided. When the medication is picked up, the CSR should place the labels on the log sheet and have the client sign and date. Alternatively, the CSR providing the medication can sign. Completed log sheets will be picked up by the Medication Dispensary staff.


  • No controlled medications will be stored at the SAC front desk. These medications will be kept in the Medication Dispensary. When a client arrives, front desk staff will contact an ER doctor who is working to request the controlled medication. The client will be advised they will need to wait until a doctor is available.
  • Clients (or a CSR) must initial and date to indicate that the medication was picked up.

Procedure (if applicable)

  1. When medications are entered in HIS (Health Information System) for client pickup (patient is not currently in hospital), the Medication Dispensary staff will fill the medication and place it into a prescription bag labeled with the patient’s first and last name.
  2. A duplicate prescription sticker will be attached to the bag for each medication.
  3. At the end of each business day including prior to the weekend, medications will be delivered and stored in a cabinet with limited access. When a client requests a medication, the CSR will retrieve the bag and the log sheet from the cabinet. The extra label will be placed on the log sheet, and the client will sign the log sheet that they received each medication listed. 
  4. During business hours, medications will be picked up at the dispensary door and outpatient medications will be kept in the dispensary.
  5. Weekly, Medication Dispensary staff will go through the medications awaiting pickup and determine which clients need called to ask if they still want the medication. Dispensary staff will then make those calls and return medications as needed.
  6. If a client needs to pick up a controlled substance after hours or on the weekend, the CSR will contact an ER clinician to obtain the medication from the Dispensary.

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:Medication, dispensary, pharmacy, client, after hours, weekend, closed, stored, SAC, Front desk, CSR, pick up, picked up, prescription, sticker, filled, storage, business hours   Doc ID:126888
Owner:Jenny C.Group:University of Illinois College of Veterinary Medicine Teaching Hospital
Created:2023-03-27 13:02 CDTUpdated:2023-03-27 13:11 CDT
Sites:University of Illinois College of Veterinary Medicine Teaching Hospital
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