Documentation and Record Keeping Flashcards
7 cards from real KAPS practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Documentation and Record Keeping flashcards as text
A pharmacy technician notices that a co-worker skipped signing a step in the compounding log. The best course of action is to:
Answer: Immediately notify the supervising pharmacist to address the documentation gap
Missing signatures on compounding records represent a documentation gap that must be reported to the pharmacist; falsifying or backdating entries is a serious GMP violation.
Which principle from the ALCOA+ framework specifically addresses the requirement that records be created at the time the activity is performed?
Answer: Contemporaneous
The 'Contemporaneous' principle of ALCOA+ requires that data be recorded at the moment an action occurs, not reconstructed from memory after the fact.
A new state law extends the prescription record retention period from 5 to 7 years. How should the pharmacy handle records already in the 5-year retention cycle?
Answer: Apply the new 7-year requirement to all records, including those currently retained
When retention requirements increase, pharmacies must comply with the new law for all records still in the retention period to avoid non-compliance.
Which documentation is required when a pharmacy transfers a prescription from one pharmacy to another under federal law?
Answer: The transferring pharmacist must record the transfer date, receiving pharmacy name, and transferring pharmacist's name on the original prescription
Federal law and most state regulations require the transferring pharmacy to annotate the original prescription with transfer details to prevent duplicate dispensing.
In which situation would a pharmacy be required to file a DEA Form 106 (Report of Theft or Significant Loss)?
Answer: When a controlled substance is stolen or a significant quantity is unaccounted for despite investigation
DEA Form 106 must be filed when controlled substances are stolen or when a significant unexplained loss is identified following an internal investigation.
A pharmacist is auditing compounding records and finds that temperature logs for the cleanroom were not recorded for three days. This constitutes:
Answer: A critical documentation deviation requiring investigation and corrective action
Missing environmental monitoring records are a critical deviation because they undermine the ability to verify that preparations were compounded under acceptable conditions.
Which documentation requirement applies specifically to medication therapy management (MTM) services provided by a pharmacist?
Answer: A written Personal Medication Record (PMR) and Medication Action Plan (MAP) must be provided to the patient
CMS requires pharmacists providing MTM services under Medicare Part D to create and distribute a comprehensive PMR and MAP as part of the documentation standard.