Fax Prescription Model Policy

Note to Nova Scotia Pharmacists: Please refer to the Nova Scotia Pharmaceutical Society Policy Document for additional information specific to Nova Scotia.

Approved by NAPRA Council, November 1997
Revised and approved by NAPRA Council, November 2001

In November 1997, NAPRA Council approved the "Report on the Transfer of Authority to Fill Prescriptions by Facsimile Transmission" developed by Pharmacy Registrars. The Report's recommendations have been widely accepted as the standards that pharmacists must meet in order for prescriptions to be legally dispensed pursuant to receiving a prescription order by fax from a prescriber.

The Registrars of NAPRA's Inter-provincial Pharmacy Regulatory Committee recently reviewed the 1997 document for relevance to current practices. Through this review process a number of amendments were identified. The revised model policy was approved by NAPRA Council in November 2001, and is reproduced below:

"Facsimile transmission" means transmission of the exact visual image of a document by way of electronic equipment.

Prescription drug orders may be transmitted by facsimile by a prescriber to a pharmacy, provided that the following requirements are met:

1.       The prescription must be sent only to pharmacy of the patient's choice with no intervening person having access to the prescription drug order.

2.       The prescription must be sent directly from the prescriber's office, directly from a health institution for a patient of that institution, or from another location, provided that the pharmacist is confident of the prescription's legitimacy.

3.       The equipment for the receipt of the facsimile prescription must be located within a secure area to protect the confidentiality of the prescription information.

4.       The prescription must include the:
a) Date of issue
b) Patient's name and address
c) Name of the drug or ingredient(s) and strength where applicable
d) Quantity of the drug which may be dispensed
e) Dosage instructions for use by the patient which shall include a specific frequency or interval or maximum daily dose
f) Refill authorization where applicable, which shall include the number of refills and interval between refills
g) Prescriber's Name, address, telephone number, fax number and signature or unique identifier (as approved by the Pharmacy Regulatory Authority)
h) Time and date of transmission
i) Name and fax number of the pharmacy intended to receive the transmission
j) Signed certification that:

i. the prescription represents the original of the prescription drug order,
ii. the addressee is the only intended recipient and there are no others, and
iii. the original prescription will be invalidated or retained so that it cannot be re-issued.

5.       The pharmacist is responsible for verifying the origin of the transmission and the authenticity of the prescription.

6.       The prescription drug order must be maintained on permanent quality paper by the pharmacy.

7.       Facsimile transmission can be accepted from a practitioner registered to practice in any Canadian province.

8.       Pharmacist-to-pharmacist communication of prescription transfers (for other than narcotics and controlled drugs) may be completed by facsimile transmission. The transferring pharmacist must include his or her name and the address of the pharmacy with the other required documentation as required by federal and provincial legislation. The name of the pharmacist requesting the transfer must also be known and recorded on the document to be faxed. The receiving pharmacist must ensure the authenticity of the transmission.

The model prescription form to be used by prescribers when ordering prescriptions to be transmitted by fax was also revised.