{"data":{"id":"us-va/18vac110-20-250","jurisdiction":"us-va","citation":"18VAC110-20-250","heading":"Automated data processing records of prescriptions","body":"A. An automated data processing system may be used for the storage and retrieval of original and refill dispensing information for prescriptions instead of manual recordkeeping requirements, subject to the following conditions:\n\n1. A prescription shall be placed on file as set forth in 18VAC110-20-240 B with the following provisions:\n\na. In lieu of a hard copy file for Schedule VI prescriptions, an electronic image of a prescription may be maintained in an electronic database provided it preserves and provides an exact image of the prescription that is clearly legible and made available within 48 hours of a request by a person authorized by law to have access to prescription information. Storing electronic images of prescriptions for  Schedules II through V controlled substances instead of the hard copy shall only be authorized if such storage is allowed by federal law.\n\nb. If the pharmacy system's automated data processing system fields are automatically populated by an electronic prescription, the automated record shall constitute the prescription and a hard copy or electronic image is not required.\n\nc. For  Schedules II through V controlled substances, electronic prescriptions shall be maintained in accordance with federal law and regulation.\n\n2. Any computerized system shall provide retrieval (via computer monitor display or printout) of original prescription information for those prescriptions which are currently authorized for dispensing.\n\n3. Any computerized system shall also provide retrieval via computer monitor display or printout of the dispensing history for prescriptions dispensed during the past two years.\n\n4. Documentation  indicating that the information entered into the computer system is correct for each on-hold prescription or for each prescription that is dispensed shall be provided by the individual pharmacist who makes use of such system. If a printout is maintained of each day's prescription dispensing data or data entry of an on-hold prescription, the printout shall be verified, dated, and signed by the individual pharmacist who dispensed the prescription or verified the accuracy of the data entry. The individual pharmacist shall verify that the data indicated is correct and then sign the document in the same manner as his name appears on his pharmacist license (e.g., J. H. Smith or John H. Smith).\n\nIf a bound log book or separate file is maintained rather than a printout, each individual pharmacist involved in dispensing shall sign a statement each day in the log, in the manner previously described, attesting to the fact that the dispensing information and data entry of on-hold prescriptions entered into the computer that day  have been reviewed by him and  are correct as shown.\n\nB. Printout of dispensing data requirements. Any computerized system shall have the capability of producing a printout of any dispensing data which the user pharmacy is responsible for maintaining under the Drug Control Act (§ 54.1-3400 et seq. of the Code of Virginia) and  any data entry of on-hold prescriptions. Such printout shall be provided within 48 hours of a request of an authorized agent.","path":["Title 18. Professional And Occupational Licensing","Agency 110. Board of Pharmacy","Chapter 20. Regulations Governing the Practice of Pharmacy","Part IV. Drug Inventory and Records"],"source_url":"https://law.lis.virginia.gov/admincode/title18/agency110/chapter20/section250/","current_through":"2026 Regular Session (effective July 1, 2026)","vintage":"","retrieved_at":"2026-09-14T04:52:58Z","sha256":"cd89e280d171b97e1faac08daaf25876268b6907afe344eccd6e089f12cbb4aa","source_id":"us-va-vac","stale":false,"prev":"us-va/18vac110-20-240","next":"us-va/18vac110-20-255"},"notice":"GroundRules: Original legal text. Not legal advice."}