Conformity to the CMA guidelines and Rx&D Code of Ethical Practices for the management of drug samples within FMTUs keeping drug samples: Overall, 33 FMTUs kept drug samples; 5 of them were situated in more than 1 location but only 1 managed their samples differently in the 2 locations. Thus, we used 34 FMTU locations in our analysis.
| DRUG SAMPLE MANAGEMENT ELEMENTS | CMA AND RX&D GUIDELINES | CONFORMITY ACCORDING TO MANAGERS |
|---|---|---|
| Selection criteria | Not regulated | None of the FMTUs had written drug selection criteria |
| Procurement | Authorized HCPs* must sign an order for the product1 | Physicians or pharmacists involved† in 27 FMTUs (79%) |
| Reception | Distribution only to authorized HCPs1 | Physicians or pharmacists involved in 19 FMTUs (56%) |
| Storage | Not regulated | Controlled access‡ in 24 FMTUs (71%) Uncontrolled access in 10 FMTUs (29%) |
| Inventory | Type and amount of medication or product dispensed is recorded2 | Regular inventory performed in 13 FMTUs (38%) Register kept of samples removed from cabinet in 5 FMTUs (15%) |
| Verification of expiration dates | Expiration dates and security of drug samples are checked2 | Regular checking§ in 28 FMTUs (82%) Irregular or unknown frequency of checking in 5 FMTUs (15%) No checking in 1 FMTU (3%) |
| Disposal | Proper disposal of expired drug samples is ensured1,2 | Proper disposal‖ in 29 FMTUs (85%) Improper or unknown disposal in 5 FMTUs (15%) |
CMA—Canadian Medical Association, FMTU—family medicine teaching unit, HCP—health care professional, Rx&D—Canada’s Research-Based Pharmaceutical Companies.
↵* Authorized HCPs include physicians, dentists, veterinarians, or pharmacists.
↵† FMTU locations where physicians or pharmacists were involved in ordering samples or in meeting pharmaceutical sales representatives to obtain samples, or both.
↵‡ Controlled access is defined as a locked cabinet, limited access to the storage location, or both. Uncontrolled access is defined as no locked cabinet combined with no limited access to the storage location.
↵§ Regular checking is defined as a frequency of once every 6 mo or more often.
↵‖ Proper disposal included samples returned to the pharmacy, returned to the pharmaceutical companies, or brought to the incinerator directly or through medical waste disposal facilities.