Research
Survey of dispensing error practices in community pharmacies in Finland: A nationwide study

https://doi.org/10.1331/JAPhA.2009.08075Get rights and content

Abstract

Objectives

To assess the actions taken to manage dispensing errors, to investigate pharmacists’ perceptions of ideal methods for managing dispensing errors, and to evaluate the reliability of in-house dispensing error reporting systems.

Design

National cross-sectional survey.

Setting

Main outlets of all privately owned Finnish community pharmacies (n = 599) in March 2005.

Participants

Owners and operational managers of Finnish community pharmacies.

Intervention

Mail survey containing structured and open-ended questions.

Main outcome measures

Current actions taken in the dispensing error managing process, pharmacist perceptions on the ideal ways of action to manage dispensing errors, and reported dispensing error rates.

Results

340 participants responded to the survey (response rate 57%). Almost 90% of the responding outlets documented dispensing errors at least occasionally, 47% always documented, and 29% almost always documented. Discussion about dispensing errors was considered the most ideal method for managing dispensing errors in the pharmacy (76% of the respondents), followed by documenting them (45%). The error rate collected from in-house error reporting systems was 14 per 100,000 prescriptions dispensed in 2004.

Conclusion

Most Finnish community pharmacies have an in-house dispensing error reporting system, but reporting has not been fully implemented in all pharmacies. The actual error reporting in most Finnish community pharmacies is not reliable and needs further development and coordination. Discussing dispensing errors and documenting dispensing errors were reported as the most ideal methods for managing errors. Respondents indicated a hope that dispensing errors would be discussed more frequently with the whole staff. These findings demonstrate that Finnish community pharmacists are aware of some of the principles of managing dispensing errors based on the system approach and the benefits of error reporting systems in managing dispensing errors.

Section snippets

Objectives

We aimed to assess the actions taken to manage dispensing errors in Finnish community pharmacies, to investigate pharmacist perceptions of ideal methods for managing dispensing errors, and to evaluate the reliability of in-house dispensing error reporting systems.

Survey instrument

This study was part of a larger study assessing whether Finnish community pharmacists’ perceptions and actions reflect the system approach to medication safety. The survey instrument consisted of three main topics about medication safety and dispensing errors in the community pharmacies: (1) managing dispensing errors, (2) pharmacist perceptions of dispensing errors, and (3) reporting dispensing errors. Practices to manage and report dispensing errors are the main focus of the current report.

Results

A total of 346 responses were received, 6 of which were blank; therefore, 340 responses were entered into the study (response rate 57%; encompassing 56% of all Finnish community pharmacies). Of the respondents, 41% were owners (n = 138) and 57% were operational managers (n = 195). The responding outlets represented the target pharmacies well in terms of number of prescriptions per year, geographic location, existing quality management system, and number of qualified staff (Table 1).

Discussion

Respondents considered discussing dispensing errors as the most ideal method for managing dispensing errors. Discussing dispensing errors with the whole staff was considered particularly valuable. Also, documenting dispensing errors was often reported as an ideal dispensing error practice by respondents. These findings demonstrate that Finnish community pharmacists are aware of some of the principles of managing dispensing errors based on the system approach. However, respondents did not list

Limitations

The owners and managing pharmacists were motivated to respond, as shown by the fairly good response rate (57%). However, the response rate could have been improved by sending a reminder.29 The reasons for nonresponse were not clarified, and whether or how these nonrespondents differ from the respondents is unknown. Although the responding outlets represented the target pharmacies well, it is possible that at least a number of nonrespondents failed to respond because their pharmacies did not

Conclusion

Almost 90% of Finnish community pharmacies have an in-house dispensing error reporting system, but reporting has not been fully implemented in all pharmacies. The actual error reporting in most Finnish community pharmacies is not reliable and needs further development and coordination.

Discussing dispensing errors and documenting dispensing errors were reported as the most ideal methods for managing errors. Respondents indicated a hope that dispensing errors would be discussed more frequently

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    Disclosure: The authors declare no conflicts of interest or financial interests in any product or service mentioned in this article, including grants, employment, gifts, stock holdings, or honoraria.

    Acknowledgments: To Kirsi Kaunisvesi, MSc (Pharm), Kirsikka Kaila, MSc (Pharm), and other pharmacists for their help in developing the survey instrument, to the Association of Finnish Pharmacies for help and support in mailing the survey questionnaires, and to all pharmacy owners and managing pharmacists participating in the survey.

    Funding: Supported in part by grants from the Association of Finnish Pharmacies and the Finnish Cultural Foundation.

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