Controlled Substance Prescription Transfers

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Pharmacies play an essential role in maintaining the integrity of controlled substance prescriptions when transfers occur between locations. Proper handling ensures compliance with federal and state regulations while preventing misuse, diversion, and documentation errors. 

General Requirements for Transfers 

Controlled substance prescription transfers must follow strict regulatory requirements: 

• Transfers are only permitted between two DEA-registered pharmacies.  
• The transfer must occur directly between two licensed pharmacists.  
• Only Schedule III–V controlled substance prescriptions are eligible for transfer.  
• Schedule II controlled substance prescriptions cannot be transferred.  

Transfers are generally limited to a one-time transfer for refill purposes only, unless both pharmacies share a real-time, online database. In that case, the maximum number of refills allowed by law may be transferred. 

Important limitations: 

• Original, unfilled prescriptions (paper, fax, or verbal) cannot be transferred.  
• Only refills remaining after the initial fill are eligible for transfer.  

Responsibilities of the Transferring Pharmacist 

The pharmacist initiating the transfer must ensure complete and accurate documentation, including: 

• Marking the prescription as transferred and void in the system.  
• Recording the receiving pharmacy’s:  
  • Name  
  • Address  
  • DEA registration number  
• Documenting:  
  • Name of the receiving pharmacist  
  • Date of transfer  
  • Name of the transferring pharmacist  

The transferring pharmacist must also provide the receiving pharmacist with key prescription details: 

• Original date written  
• Original quantity prescribed  
• Original number of refills authorized  
• Number of refills remaining  
• Date of the most recent refill  

All documentation must comply with applicable state requirements. 

Responsibilities of the Receiving Pharmacist 

The receiving pharmacist must create a complete and compliant record of the transferred prescription: 

• Clearly document that the prescription is a “transfer.”  
• Record all required prescription information, including:  
  • Original prescription number  
  • Original date of issuance  
  • Original number of refills  
  • Date of original dispensing  
  • Date of last refill  
  • Number of valid refills remaining  
  • Dates and locations of previous refills  

Additionally, the receiving pharmacist must document: 

• Name, address, and DEA number of the transferring pharmacy  
• Name of the transferring pharmacist  

All documentation must meet federal and state requirements and be readily retrievable. 

Electronic Prescription Transfers (EPCS) 

For electronically prescribed controlled substances (EPCS), transfers may also occur electronically when permitted. The same level of detail and documentation is required as with verbal transfers. 

The transferring pharmacy must provide: 

• Original electronic prescription data  
• Date of original dispensing  
• Number of refills remaining  
• Dates and locations of previous fills  
• Prescription numbers for each dispensing  
• Pharmacy name, address, and DEA number  
• Name of the transferring pharmacist  

The receiving pharmacy must: 

• Create a complete electronic record  
• Include all transferred information  
• Document the receiving pharmacist’s name  

Electronic systems must allow for accurate recordkeeping and easy retrieval for inspection. 

Compliance Considerations and Best Practices 

• Always verify DEA registration for both pharmacies prior to transfer.  
• Ensure all documentation is complete, accurate, and readily retrievable.  
• Follow stricter state regulations where applicable.  
• Maintain clear communication between pharmacists to prevent errors.  
• Avoid transferring prescriptions that do not meet eligibility requirements.  

Maintaining proper transfer procedures is critical to preserving the integrity of controlled substance dispensing and ensuring compliance with regulatory expectations. 

Disclaimer: These tools and templates are intended for general informational purposes and are provided by Montana Family Pharmacies as a service to pharmacies. While we try to keep the information timely and accurate, we make no guarantees. These tools and templates are not a substitute for legal, regulatory, or professional advice. 

Policies and procedure, templates, checklists, and other tools should be customized to fit the specific needs and regulatory requirements of your pharmacy. 

Montana Family Pharmacies disclaims any liability for any damages, losses, or other consequences arising from the use or reliance on the tools or policy templates.