Policies,Clinical,UWHC Clinical,Department Specific,Pharmacy,Purchasing and Inventory

Emergency Drug Procurement (9.4)

Emergency Drug Procurement (9.4) - Policies, Clinical, UWHC Clinical, Department Specific, Pharmacy, Purchasing and Inventory


Effective Date:

June 2001
⌧Pharmacy Policy Manual
Operations Procedure Manual

Policy #: 9.4

… Original
⌧ Revision 8/09
Page 1
of 3
Title: Emergency Drug Procurement

I. Purpose To outline the procedures used to obtain medications for emergency situations
where a loan-borrow transaction is not possible and medications is needed prior to the next
scheduled routine order from the pharmacy wholesaler or manufacturer.
II. Policy: Acquisition of medications on an emergency basis may be implemented by a staff
pharmacist or pharmacy manager when failure to obtain medications through routine
acquisition systems will adversely impact the health of the patient treated in the UWHC

III. Procedure:
A. Routine Medication Ordering from McKesson
1. Most medications will be procured by the Pharmacy Buyer via McKesson’s
scheduled medication deliveries (every morning Monday-Saturday).
2. Order cut-off time for Monday-Friday deliveries is 9pm the previous evening. Order
cut-off time for Saturday deliveries is 2pm on Friday afternoon (there is no Friday
evening or night staff in the LaCrosse facility). On Friday evenings, the delivery
truck leaves LaCrosse for Madison at 1630. This truck contains items for Saturday
delivery. If you become aware of an emergency drug need between 2pm – 4:30pm on
Fridays, you can phone-in an order which gets billed through the system when it
comes back up on Sunday night. This is essentially an extension of the 24-hour
Emergency Ordering System described below.
3. McKesson normal business hours are 0800-1700. All order questions during this
timeframe should be called to 1-800-733-6893.

B. Emergency Ordering from McKesson
1. The 24-hour Emergency Ordering System will be utilized to obtain medications when
they may not be obtained in an acceptable timeframe through normal purchasing
channels (i.e.. we can not wait for the next scheduled delivery time), nor via the
UWHC Pharmacy Loan/Borrow procedure. The 24-hour Emergency Ordering
System is as follows:
2. First attempt to borrow the medication from a local hospital using the loan/borrow
procedure in Operations Manual (Stockroom Section).
3. If unable to obtain the medication using the loan/borrow procedure, use the
McKesson Emergency Ordering System as follows:
4. Call 608-781-7178 (Emergency Pager Service). A dispatch (answering service) will
call you back to get your location, name, phone number, and a description of the
product you need. Tell the dispatch that you need to speak with a McKesson
representative ASAP about obtaining an

Effective Date:

June 2001
⌧Pharmacy Policy Manual
Operations Procedure Manual

Policy #: 9.4

… Original
⌧ Revision 8/09
Page 2
of 3
Title: Emergency Drug Procurement

5. emergency supply of medication. The answering service will contact a McKesson
emergency provider who will call you back as soon as possible to assist in arranging
for an emergency shipment.
6. Use Purchase Order (PO) number RX2631259.
7. Use Account number 456467.
8. This service will use a variety of transportation methods to make deliveries off the
normal schedule. These include ground courier, air freight, bus and police runs.
9. If there is not product in LaCrosse you then should call the McKesson # 1-800-599-
9894 for UHC customer services. The staff there can check supplies of the product at
distribution centers around the US and arrange for shipment.
10. Emergency orders are manual orders and are hand written on an order form. An
invoice and price stickers are created after the fact at McKesson when the computer
systems in the Distribution Center are up and running and they are sent to us later.
11. Leave documentation of all emergency orders on the Stockroom counter so that a
purchase order in Peoplesoft will be created for payment to be made to McKesson.

C. Borrowing drug from non-area hospitals
1. There are no formal agreements between UWHC and any other hospital except for
the VA, Meriter and St. Mary’s. However, for emergencies for which failure to
acquire products will compromise the health and welfare of one of our patients, drugs
may be borrowed from another regional hospital.
2. Drug must not be available through either routine loan/borrow procedures or from
McKesson using the emergency acquisition system.
3. Prior to borrowing from a non-area hospital, the assistant director of pharmacy, the
supervisor on call, or other pharmacy manager should be consulted. If a pharmacy
manager is unavailable to review the situation, the sterile products area or night
pharmacist may authorize borrowing from a non-area hospital if necessary.
4. Contact the closest hospital pharmacy for which drug may be available (see appendix
A or use the internet to obtain other phone numbers).
5. Explain the situation and ask if they would be willing to loan or sell product to
6. Arrange for delivery of the drug to UWHC.
a. Dunham Express 242-1000
b. Hospital Account Number – 7867 (UW Hospital Administration Only – Pharmacy
has authorization to use this account)
c. Airline Carriers (see phone book)
7. Contacting the manufacturer

Effective Date:

June 2001
⌧Pharmacy Policy Manual
Operations Procedure Manual

Policy #: 9.4

… Original
⌧ Revision 8/09
Page 3
of 3
Title: Emergency Drug Procurement

a. Emergency contact information (if available) can be located in the OrderRx
online ordering system.

Approved By: ____________________________
Director of Pharmacy Services

Date: ________________

Appendix A.



Froedtert Memorial Lutheran Hospital (414) 805-3000 - switchboard
9200 West Wisconsin Avenue (414) 805-2690 – pharmacy
Milwaukee, WI 53226 400 – 500 beds

Beloit Memorial Hospital (608) 364-5011 - switchboard
1969 West Hart Road (608) 364-5125 - pharmacy
Beloit, WI 53511 151 beds

Saint Joseph’s Hospital (715) 387-1713 - switchboard
611 St. Joseph Avenue (715) 387-7687 - pharmacy
Marshfield, WI 54449 524 beds

Children’s Hospital of Wisconsin (414) 266-2000 - switchboard
9000 West Wisconsin Avenue (414) 266-3300 - pharmacy
PO Box 1997 200 beds
Milwaukee, WI 53201-1997

St. Vincent Hospital (920) 433-0111 - switchboard
835 South Van Buren Street (920) 433-8106 - pharmacy
PO Box 13508 373 beds
Green Bay, WI 54307-3508

Appendix A.



Hope Children’s Hospital (708) 425-8000 - switchboard
4440 West 95
Street extension #5295 - pharmacy
Oak Lawn, Illinois 60453 679 beds

Lutheran General Children’s Hospital (847) 723-2210 - switchboard
1775 W. Dempster Street extension #7471 - pharmacy
Park Ridge, IL 60068 600 beds

Children’s Memorial Hospital (773) 880-4000 - switchboard
2300 Children’s Plaza (773) 880-4566 – pharmacy
Chicago, IL 60614-3394 265 beds

Rush-Copley Medical Center (630) 978-6200 - switchboard
2000 Ogden Avenue (Route 34) (630) 978-4870 - pharmacy
Aurora, IL 60504 146 beds

St. James Hospital and Health Centers (708) 756-1000 - switchboard
1423 Chicago Heights, IL 60411-3483 extension # 6295 - pharmacy

Cook County Hospital (312) 633-5451
1900 West Polk Street
Chicago, IL 60612

OSF Saint Anthony Medical Center (815) 226-2000 - switchboard
5666 E. State Street (815) 395-5330 - pharmacy
Rockford, IL 61108 256 beds

St. Mary’s Hospital Pharmacy (815) 673-4539
111 East Spring Street 251 beds
Streator, IL 61364

Appendix A.



Methodist Hospital (952) 993-5000 - switchboard
6500 Excelsior Blvd. (952) 993-5542 - pharmacy
St. Louis Park, MN 52426 426 beds

Regions Hospital (651) 221-3456 - switchboard
640 Jackson Street (651) 254-9561 - pharmacy
St. Paul, MN 55101 427 beds

Douglas County Hospital (320) 762-1511 - switchboard
111 - 17th Avenue East (320) 762-6029 - pharmacy
Alexandria, MN 56308 99 beds

Web Site for Searching for Phone Numbers