If you live in Virginia or any of the DMV areas, you’ve likely heard information about the new Virginia narcotics tracking legislation. You might be wondering how it will impact your EMS unit and team.

Here’s a breakdown on the new rules around prescription drugs and controlled substances and how you can stay ahead of the game, making narcotics tracking and reporting simple.

What’s Changing About Virginia Narcotics Tracking?

In the past, hospitals throughout Virginia have been the primary source of medication kits (a.k.a. drug boxes) used by EMS agencies. These lockboxes typically contain the necessary medications for emergency situations.

When EMS personnel administered the medications, they could easily restock their kits at Virginia hospitals. The partnership was longstanding and has made it simple for EMS providers to access the medicines they need to dispense without the stress of supply logistics and tracking.

However, with new laws that are set to go into effect on November 27, 2024, hospitals are subject to more stringent tracking and reporting guidelines. The Drug Supply Chain Security Act (DSCSA) and Protecting Patient Access to Emergency Medications Act require hospitals to track medication from inventory to patient. This means that hospitals will no longer be able to provide drug kits to EMS agencies.

EMS agencies must now handle stocking and managing their own drug supplies. That means agencies will also need to carefully track and report to remain compliant.

Impact on EMS Agencies

EMS agencies will now need to act as their own pharmacies to manage medications, particularly controlled substances. So, there are several steps that each EMS agency needs to take, including:

• Obtaining a CSR (Controlled Substance Registry) certificate and DEA license: Each organization will need to have a license that indicates they can legally purchase, distribute, and store controlled substances and other medications.
• Budgeting for the necessary administration: Keeping track of medication inventory and securing drugs securely will increase administrative duties. Reporting and monitoring inventory will likely require additional staff training and technology.
• Implementing secure storage and disposal: To stay compliant with the new guidelines, you will need to have a secure way of storing, tracking, and disposing of medications. You will need a clear, simple way to track and report.
• Seeking support: The change may pose a financial strain for smaller EMS agencies. It’s important to look into funding through state or federal agencies to help your organization bridge the gap.
• Planning for issues: If your area and agency aren’t prepared for the transition, you may experience delays and shortages in medication and supplies. Until the system is up and running smoothly, expect there to be a few bumps in the road.

While it may seem daunting, it’s essential to read and review all tools and resources about this change. Many agencies are calling for additional time and resources as they implement these requirements, but start making the adjustments now rather than hoping for a delay.

Virginia EMS Agencies: Simplifying Medication Management with LogRx

As this shift happens, your agency will need to rely on vetted tools to help stay ahead of the changes. LogRx medication tracking software is an ideal solution created by first responders for first responders.

It can help your agency streamline the process and make sure patient care continues smoothly and safely.

How does LogRx help with the requirements?

• Easy tracking and reporting: Rather than relying on paper tracking, which can be confusing and hard to monitor, LogRx offers a simple, elegant solution. It turns your phone or handheld device into a medication scanner. Simply scan the bottle as you work in the field to keep track of dispensing and inventory.
• Inventory management: From our admin portal, Administrators can monitor when medications are running low, about to expire, or need replenishing. This helps you cut back on the chance of errors and ensure your team is ready for any emergency, anytime.
• Secure, compliant record-keeping and reporting: LogRx is like having another staff member on your team. You can quickly run the reports and records that are needed for audits, inspections, and compliance. Our administrative dashboard will help you meet all the DEA and Virginia state documentation requirements.
• Cost-effective and budget-friendly: Inventory management can help you cut costs and budget effectively. You’ll be able to order exactly the medications you need to minimize waste and lower the possibility of diversion. Moreover, LogRx works with existing handheld devices—no expensive hardware is required. It’s an affordable way to keep your agency on track.

EMS agencies must consider the plan for properly acquiring, securing, and disposing of medications. This may mean working along with licensed wholesalers, GPOs (Group Purchasing Organizations), and using tools like LogRx tracking software to help alleviate administrative strain.

If you need to know more about LogRx for your EMS agency, reach out today. We offer a valuable solution to help you easily manage the complexities of medication tracking and compliance.