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Monitored medicine reporting

Prescribers and pharmacists are required to keep clinical records of all prescriptions issued or dispensed. For monitored medicines, these records must be provided to the Department of Health, in an approved form and manner. In most cases, monitored medicine prescribing and dispensing records will be automatically transmitted to ScriptCheckWA, which fulfils the requirement to provide the record to the Department.

When to record

On each occasion, an individual record of what was prescribed or dispensed, must be kept in the patient’s clinical record. In a pharmacy, the clinical record will be in the dispensing software.

Prescribers must also keep a record if they administer a dose, or directly supply a quantity, of a Schedule 4 or Schedule 8 medicine to a patient.

Pharmacists must also keep a record when a Schedule 4 or Schedule 8 medicine is supplied on an order, such as doctor’s bag supplies or supply to a vessel.

What to record

For each Schedule 4 or Schedule 8 medicine prescribed, administered, supplied to a patient or dispensed, the following information must be recorded in the patient’s clinical record:

  • name, quantity, strength and form of the medicine prescribed, administered, supplied or dispensed;
  • name and address of the person treated (or name and address of the owner of the animal treated);
  • date of prescribing, administration, supply or dispensing;
  • prescription reference number (for dispensing only);
  • date prescription was issued;
  • original date of issue of the prescription, when dispensing repeats;
  • date of birth of the patient; and
  • name and address of the prescriber.

When a pharmacist supplies Schedule 4 and Schedule 8 medicines, such as doctor’s bag supplies, an equivalent record must be made on each occasion of supply. The information to be recorded includes:

  • name, quantity, strength and form of the medicine supplied;
  • name address of the person ordering and receiving the medicines;
  • date of supply; and
  • identifying number of any request document.

Reporting to the department

For both prescribers and pharmacists, prescribing and dispensing transactions for monitored medicines are transmitted to ScriptCheckWA, through the National Data Exchange (NDE) via a Prescription Exchange Service (PES). Transmission to ScriptCheckWA fulfils the requirement to provide records to the Department.

Monthly reports to the Department will still be required where dispensing software is not linked to the NDE, such as public hospital pharmacy departments or where other types of dosing or supply records are kept, such as for the Community Program for Opioid Pharmacotherapy (CPOP).

Requirements for prescribers

Item Form Manner Times
Electronic prescriptions All information required by Regulation 143A(1) for prescriptions for Schedule 8 medicines and Schedule 4 monitored medicines, electronic records in practice software applications with prescribing functionality at all locations at which a health practitioner issues prescriptions. Electronic submission to National Data Exchange via prescription delivery service1 and data source entity2. At the time the prescription is issued in the practice software application3.

Computer generated (paper-based) prescriptions

 All information required by Regulation 143A(1) for prescriptions for Schedule 8 medicines and Schedule 4 monitored medicines, electronic records in practice software applications with prescribing functionality at all locations at which a health practitioner issues prescriptions. Electronic submission to National Data Exchange via prescription exchange service1 and data source entity2. At the time the prescription is issued in the practice software application3.
Handwritten prescriptions Submission of clinical record not required. Submission of clinical record not required. N/A
  1. Current prescription delivery service is eRx Script Exchange
  2. Current data source entity is Medication Knowledge
  3. The date on the prescription and the date the prescription is issued on the practice software application must be the same.

Requirements for pharmacists

Item Form Manner Times
Prescriptions dispensed at registered pharmacies (community pharmacies)1 All information required by Regulation 143(1) about the dispensing of prescriptions or the supply of orders for Schedule 8 medicines (such as doctor’s bag supplies) for Schedule 8 medicines and Schedule 4 reportable poisons, electronic records in dispensing software applications. Electronic submission to National Data Exchange via prescription delivery service2 and data source entity3. At the time the record of dispensing or supply is made in the dispensing software application.
Prescriptions dispensed at locations other than registered pharmacies, including public hospitals and the Prisons Medical Service. All information required by Regulation 143(1) about the dispensing of prescriptions for Schedule 8 medicines poisons during the calendar month. Electronic flat file structure report as detailed in the Guidance Note: Electronic submission of Schedule 8 prescription data. Email to MPRB@health.wa.gov.au
Or
Fax to 9222 2463
 At the end of each calendar month and before the 7th day of the next month.
Community Program for Opioid Pharmacotherapy (CPOP) dosing records for methadone and buprenorphine Pharmacy monthly report
Community Program for Opioid Pharmacotherapy (CPOP) for all clients receiving at least one CPOP methadone or oral buprenorphine dose during the calendar month including:
  • last dose supplied in the calendar month,
  • ·number of takeaway doses in the calendar month and
  • ·number of missed doses in the calendar month.
Pharmacists must report the number of patients who received a pharmacist-administered depot buprenorphine product in the month4.
Report using Microsoft® Word template provided by the Department or from an approved electronic CPOP recording system. 		Email to MPRB@health.wa.gov.au
Or
Fax to 9222 2463 		At the end of each calendar month and before the 7th day of the next month.
  1. Unless the CEO of Health (or delegate) has issued a separate approval about the manner, form and timeframe for the provision of clinical records for an individual registered pharmacy.
  2. Current prescription delivery service is eRx Script Exchange
  3. Current data source entity is Medication Knowledge
  4. Dispensing of depot buprenorphine products will automatically transmit to ScriptCheckWA. 

More information

Medicines and Poisons Regulation Branch
Mailing address: PO Box 8172, Perth Business Centre, WA 6849
Phone: 9222 6883
Email: MPRB@health.wa.gov.au

Last reviewed: 15-12-2025
wa.gov.au