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UWHC,UWMF,

Policies,Administrative,UWHC,Department Specific,Pharmacy,Administration

Management of Pharmacy Keys (1.45)

Management of Pharmacy Keys (1.45) - Policies, Administrative, UWHC, Department Specific, Pharmacy, Administration

1.45

PROCEDURE





Effective Date:

March 2015
 Pharmacy Policy Manual

Operations Procedure Manual
Chapter:

Policy #: 1.45
Original


Page 1
of 2

Title: Management of Pharmacy Keys

I. Purpose: To outline the process of pharmacy key management, access, and security
utilizing the KeyWatcher system.

II. Policy: The pharmacy will utilize an electronic key cabinet and software for managing
pharmacy key access and security.

III. Definitions:
a. KeyWatcher: electronic, modular key cabinet mounted in the inpatient pharmacy
and associated key management software

IV. Procedure
a. Use of KeyWatcher
i. Pharmacy keys stored in central pharmacy, including keys that allow
access to controlled substances in automated dispensing cabinets, clinics,
and procedure areas, will be maintained and stored in the KeyWatcher
system.
ii. Pharmacy staff will remove and return keys from the KeyWatcher system
via biometric finger print reading as needed for their work area and
responsibilities.
iii. Following key(s) removal from the KeyWatcher system, that pharmacy
staff member will be responsible for maintaining the key(s) until returned
to KeyWatcher.
iv. The pharmacy staff member whom remove(s) a key(s) is responsible for
returning the key(s) to the KeyWatcher system prior to the end of his or
her shift with the exception of keys outlined in Appendix A: Pharmacy
Key List.
v. Loss of keys should be immediately reported to pharmacy administration.
b. User Management
i. User permission groups outlining designated key access will be maintained
by pharmacy administration.
ii. Pharmacy employee users will be added to the KeyWatcher permission
groups by pharmacy administration.
iii. Pharmacy administration will disable user access from KeyWatcher upon
employee termination as they occur.
iv. Auditing of user access will be completed on a semi-annual basis.

PROCEDURE





Effective Date:

March 2015
 Pharmacy Policy Manual

Operations Procedure Manual
Chapter:

Policy #: 1.45
Original


Page 2
of 2

Title: Management of Pharmacy Keys

1. A report will be run by merging security badge access database
with the UWHC Human Resources Department Badge database to
provide the following data elements:
a. Employee name
b. Employee IT #
c. Department name and cost center
d. Cost center supervisor
e. Active/terminated status
2. Pharmacy will remove any terminated pharmacy employees access
as they occur.

V. References and Related Policies, Procedures
a. Appendix A: Pharmacy Key List
b. KeyWatcher User Guide
c. Pharmacy Departmental Policy 1.29 Security Management Systems for
Medication Storage, Preparation and Dispensing Areas for UWHC


Approved By: ____________________________
Director of Pharmacy Services

Date: ________________