Will Your Signature Logs Pass an Audit?

Many pharmacies have implemented a Point-of-Sale system (POS) in their pharmacies to ease the burden of storing paper signature logs and having easy access when asked to reproduce them. However, with the cost to implement and the extra costs in having an electronic system for deliveries, some pharmacies are still using both a POS system and paper signature logs for home/facility delivery. It is important that all elements are present on both the POS signature log as well as the delivery log.

PAAS Tips:

• Patients refusing to sign can be a challenge that pharmacies should consider addressing more aggressively
  • Try explaining that their insurance requires a legible signature for proof of receipt
    • This is an opportunity to explain that PBM’s are ruthless on audits and that a missing signature means you could be out hundreds or thousands of dollars each time they refuse to sign
  • If a patient still refuses to sign for expensive medications, offer to reverse the claim and bill it without their insurance
  • Do not sign/print the patient’s name for them, or use their initials to give the appearance of the patient signing
• Point-of-Sale electronic logs should contain:
  • Prescription number
  • Date filled or fill number
  • Date of pick-up
  • Signature of the patient or representative who picked up the medication
• Delivery logs should contain:
  • Patient name
  • Prescription number
  • Date filled or fill number
  • Date delivered (handwritten by the person receiving the delivery)
  • Delivery address
  • Signature of the patient or representative who received the delivery
• See the July 2024 Newsline article, Ensuring Audit Readiness: What PBMs Look for in Signature Logs and Proof of Delivery for more information on delivery and mailing requirements.