armaceutical Sampling

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HealthPartners Provider Policy: Care Delivery
Number: AP007-01
Pharmaceutical Sampling
Effective 9/1/03;
Reviewed 6/1/04
Electronically approved by Babette Apland
Provider Policy Committee
Reference QA 09


PRODUCTS
This policy refers to the following products:
X Commercial; X Self-Insured; X Medicare Advantage; X Medicare Cost; X Medicaid

SCOPE:


This policy applies:
to all primary care medical groups
to all specialty provider groups

EXPLANATION:

Sampling of prescription pharmaceuticals in its current practice is inconsistent with the six aims of quality as
articulated in the Institute of Medicine Report (safe, effective, equitable, patient-centered, timely and efficient). A
primary concern is patient safety. In addition, the use of samples leads to prescribing and use which may not be
most effective or efficient for our members

Clinics should eliminate sampling of all prescription pharmaceutical products supplied by manufacturers and
dispensed by clinic providers and staff directly to patients.

Clinics choosing to continue to stock and dispense sample medications must follow safe medication practices,
consistent with those identified by JCAHO. These requirements include but are not limited to:


Develop procedures for sample storage and disposal (eg. must be locked and have controlled access
and checked for outdates that are appropriately disposed of)

Develop procedures for proper dispensing (labeling, patient education, documentation in the medical
record, review for allergies and drug interactions)

Keep a log of all samples dispensed which includes: date, patient, medication name, dose, expiration
date and prescriber.

Designate a person or persons to be responsible for the sampling program at the clinic and ensuring
compliance with policies and procedures

Develop an approved list of samples with care taken to evaluate efficacy, safety and value compared to
other alternatives.



PROCESS:
HealthPartners Responsibility:

1. Make available to groups upon request: literature reviews of sampling and its risks, JCAHO requirements and
examples of policies and procedures.

2. Assess adherence to this policy during the ambulatory site surveys and share findings.







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Medical Group Responsibility:

1. Decide whether to discontinue sampling of prescription pharmaceuticals.

2.

If sampling is continued, implement policies and procedures consistent with safe medication practices (eg,
JCAHO standards), including:


Develop procedures for sample storage and disposal (must be locked and have controlled access and
checked for outdates that are appropriately disposed of)

Develop procedures for proper dispensing (labeling, patient education, documentation in the medical
record, review for allergies and drug interactions)

Keep a log of all samples dispensed which includes: date, patient, medication name, dose, expiration
date, and prescriber.

Designate a person or persons to be responsible for the sampling program at the clinic and ensuring
compliance with policies and procedures

Develop an approved list of samples with care taken to evaluate efficacy, safety and value compared to
other alternatives.




Note: These systems and standards described may be superseded or supplemented by specific terms set forth in written
agreement between HealthPartners and a provider group.