Standards for the transport of medication

1 Aim

The aim of this document is to set down the standards for the transport of medication.

2 Link to overarching policy and, or procedure

This document links to the overarching safe and secure handling of medicines manual.

3 Transport within wards and departments

Medicines may only be transported by trust staff authorised staff or contractors of supplying trusts. No medicines are to be left unattended at any time during transportation.

4 Transport of medicines between health services premises

Medicines accompanying a patient who is being transferred to another hospital or unit may be transported with the patient in the ambulance, taxi, or other form of transport. It is important that the medicines are packaged securely and labelled with the final destination. The medication is the responsibility of the accompanying staff during this time.

5 Transportation of medicines from the supplying pharmacy

All medicines will be transported in locked tamper evident containers.
On arrival at the ward or department they will be left in a secure designated area or room.
Delivery vans carrying medicines must not be externally distinguished from other health service vans.
Delivery vans must not carry any unauthorised passengers.
Delivery vans are to be locked when unoccupied.
Once delivered to the ward or department the responsibility for the security of the medicines rest with the practitioner in charge, or nominated deputy who will unpack the contents, check them against the delivery note, and store them appropriately.

6 Transportation by taxi

Taxis should not routinely be used for the transportation of medicines; however, if an emergency arises and there is no alternative staff should:

use a hospital contract taxi
check the driver’s identification
make sure the medication is in a tamper evident container
contact the address to which the medication is to be delivered to let them know what time the taxi left with the medication and request that they confirm receipt either by phone or email

7 Transport of medicines to patients at home

Discharge or leave medicines may be transported home by the patient or their carer.
Patients who leave the hospital or unit before all their medicines have been dispensed should be instructed to return later to collect them.
The transport of medicines to a patient’s home at other times must be authorised by the practitioner in charge of the ward or department.

8 Transport of patients medicines by community staff

Medicines may be carried by community staff in relation to their role. This will include medication:

required for emergency treatment.
to be administered via a patient group directive (PGD)
to be administered against a prescription such as a ‘to take out’ (TTO)
a letter of authorisation, or similar

Where staff are going to a patient’s home to administer the medication, such as a long-acting injection, they must have the authorisation to administer along with them, such as the electronic depot card. Community nurses may carry stock drugs, needed to carry out their jobs, such as dressings, adrenaline, and medication for PGD’s.

The security of medicines issued to community based or visiting staff will be the responsibility of the individual authorised to administer or prescriber to whom they are issued.

Upon delivery all medicines will be stored away from public access and in a locked container. Except when carried by the individual authorised to administer or a prescriber the container will be kept locked and out of sight at all times, for example, in the boot of their car.

Staff who are not registered nurses may deliver medication to a patient for self-administration.

Staff delivering medication to a patient’s home should record this in the clinical record, ideally getting the patient to sign for it.

In the unusual event staff remove medication from the patient’s home; this must be signed for by the patient and a record made in their clinical record.

Where getting a patient’s signature is impractical, a contemporaneous record in the notes noting their agreement.

In the event that the patient is not at home to receive the medication it is to be returned to the medicine cabinet in the team base. Under no circumstances are staff to post the medication through the patient’s letterbox. Where agile working occurs in exceptional circumstances the medication may be kept by the practitioner. The practitioner is responsible for its security at home, and it must under no circumstances be left in the car. Refrigerated items must be returned to their team’s base.

Staff must always endeavour to return to their team’s base at the end of their working day to return any unused medication; however, in exceptional cases medication may be taken home, to allow for agile working. This does not include medication such as TTO’s from a ward, in these situations it must be agreed by the team manager, and the medicine must be stored securely at home out of the reach of children and others, ideally in a locked case such as a briefcase.

Items requiring refrigeration, for example, vaccines, must be carried in a Trust approved cool box and stored in a temperature monitored location when at the team’s base. The temperature to be monitored during transport and recorded.

In situations where there is excessive temperature (26C and above), then the pharmacy team should be contacted for advice around shortening shelf lives.

Document control

Version: 2.
Unique reference number: 554.
Approved by: Clinical policy review and approval group.
Date approved: 4 July 2023.
Name of originator or author: Senior pharmacist.
Name of responsible individual: Executive medical director.
Date issued: 13 July 2023.
Review date: 31 July 2026.
Target audience: Trust wide.
Description of change: Review.

Page last reviewed: September 13, 2024
Next review due: September 13, 2025

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