Changes that require ACP approval

Change of licensee application

Please submit the application for pharmacy licensee change.

Once we receive a complete application, allow 15 business days for review and processing. We will notify you via email once we have approved your application. Incomplete applications and/or issues identified during the application process may result in further delays.

Licensee criteria

All pharmacists applying for a pharmacy licence must meet the licensee criteria. These requirements provide assurance to ACP that the prospective licensee is qualified and capable of fulfilling their legislative responsibilities and the proposed pharmacy will be operated in compliance with the legislation that governs the practice of pharmacy in Alberta.

The applicant must be a pharmacist in good standing with ACP (no outstanding complaints or conditions or restrictions on their practice permit), submit an Enhanced Police Information Check, and complete Part A and Part B of ACP’s Licensee Education Program (LEP). The Enhanced Police Information Check and the Statements of Completion for the LEP must be submitted at the same time as when the application is submitted. Furthermore, an applicant must demonstrate they have the qualifications, experience, and/or support to fulfill their role as a licensee and is expected to meet at least two of the following attributes:

• The applicant has been registered on ACP’s clinical pharmacist register or as a pharmacist in another Canadian jurisdiction for the past two consecutive years or more.
• In the past five years, the applicant has served as a licensee or the equivalent in a Canadian jurisdiction for at least one year, without being subject to discipline proceedings.
• In the past 10 years, the applicant has served as a proprietor of one or more pharmacies in Alberta for at least two consecutive years, where there have been no discipline proceedings.
• OR, if the licensee and the proprietor’s representative are different people you may use up to one of the following attributes to meet the total of two:
  • The applicant will practise in a licensed pharmacy where, in the past five years, the proprietor’s agent has served as a licensee in Alberta for at least one year, without being subject to discipline proceedings.
  • The applicant will practise in a licensed pharmacy where, in the past 10 years, the proprietor has owned one or more pharmacies in Alberta for at least two consecutive years, where there have been no discipline proceedings.
  • The applicant will practise in a licensed pharmacy where the proprietor’s agent is a regulated member in good standing with ACP.

For more information regarding the criteria, please refer to the FAQs.

Licensee resignation or termination

In accordance with section 14(1)(b) of the Pharmacy and Drug Act, when a licensee ceases to be responsible for the management, control, or supervision of a licensed pharmacy, a pharmacy licence terminates.

It is the responsibility of both the departing licensee and proprietor’s representative to ensure that a new licensee or a temporary pharmacist in charge (TPIC) is approved by the registrar.

Before a licensee departs, an application for Change of Licensee or a Temporary Pharmacist in Charge application must be submitted to the college. An approved TPIC may operate a pharmacy for 30 days.

If a licensee or TPIC cannot be identified, the licensee or proprietor’s representative must take steps, in accordance with section 27 of the Pharmacy and Drug Regulation, to close the pharmacy.

Temporary pharmacist in charge (TPIC)

The registrar may allow a pharmacy to continue to operate under a temporary pharmacist in charge (TPIC) if the proprietor’s representative immediately submits the temporary pharmacist in charge application.

A temporary pharmacist in charge (TPIC) is a registered pharmacist who is employed at the pharmacy and agrees:

• to personally manage, control and supervise the practice of pharmacy associated with the pharmacy; and
• to comply with the Act, any condition imposed on the permission for the pharmacy to continue to operate temporarily, any order made under the Act, the Code of Ethics, and the Standards for the Operation of Licensed Pharmacies.

To provide assurance to ACP that the TPIC can effectively assume temporary responsibilities of a licensee, they must be a pharmacist in good standing with ACP and should not concurrently be a licensee or TPIC at another pharmacy.

The continuity of the pharmacy operation when a licensee departs is contingent on the processes outlined in the Pharmacy and Drug Act and the ACP bylaws.

Conditions allowing a pharmacy to operate without a licensee

The pharmacy may operate for 30 days without a licensee if the college has approved a TPIC.

• If a new licensee is not found within 30 days, the proprietor may request permission from the college to operate for another 30 days without a licensee, as long as the approved TPIC has submitted in writing they are willing to assume the duties of the licensee for that time. A new TPIC application is required if the TPIC has changed.
• The proprietor may request one final extension of 30 days in writing if a new licensee is not found as long as the approved TPIC has submitted in writing they are willing to assume the duties of the licensee for that time. A new TPIC application is required if the TPIC has changed.
• The ACP Bylaws allow a pharmacy to operate for a maximum of 90 days without a licensee. If a licensee is not found after 90 days, the pharmacy must close.

If these conditions cannot be met at any time during the 90-day period, the pharmacy must close in accordance with Section 27 of the Pharmacy and Drug Regulation.

When a licensee is found, submit the application for pharmacy licensee change.

Questions to ask the licensee

• Are there any conditions on the pharmacy licence?
• Does the pharmacy meet the foundational requirements? You should assess the pharmacy using the Foundational Requirements: Compliance Checklist.
• Does the pharmacy meet all applicable compounding standards?
• Review the most recent pharmacy inspection. Are there any outstanding action items from previous action reports or directed by the registrar?
• Are there any outstanding renovations that have been applied for or directed that require a post-renovation inspection?
• Are there any renovations or changes in service needed at the pharmacy that require ACP approval?
• Does the layout of the pharmacy match the floorplan ACP has on file? If not, the pharmacy may have undergone a renovation without prior ACP approval.
• Does the pharmacy share premises with another business or health care professional? If so, have there been any issues with the pharmacy being able to operate independently?
• Has ACP approved storage of records outside of the dispensary?

Additional action may be required before the ownership change is processed if

• there are outstanding deficiencies at the pharmacy,
• the pharmacy does not meet the foundational requirements/standards, or
• the submitted floorplan differs from the one ACP has on file.

Definition:

• Sale of the assets of a pharmacy to a new person or entity, or
• sale or reorganization of the corporation or major shareholders (20% or more voting shares) that own the pharmacy

According to the Pharmacy and Drug Act, Section 14(1), a licence terminates if the proprietor of the pharmacy designated on the licence changes; this includes changes to major shareholders. When there is a change of ownership/shareholder, the ACP terminates the existing pharmacy licence and issues a new pharmacy licence.

To avoid disruption to pharmacy services, the prospective new owner should submit the following to the ACP office via email at least 45 days prior to the change of ownership:

• The application for pharmacy ownership change.
• A floor plan depicting the physical facilities, space, and layout of the licensed pharmacy. This plan must comply with the floor plan requirements guide, and any submissions that do not comply with this guide will be rejected.
• If the floor plan submitted differs from the floor plan ACP has on file, the pharmacy may have undergone a renovation without ACP approval, and action may be required before the ownership change is processed. You may be directed to submit a current floorplan submission. If the floor plan does not comply with the foundational requirements you may be directed to renovate. All renovations require prior approval by the registrar; you may be directed to submit an application for pharmacy renovation.
• If the new owner is a corporation, a copy of the corporate registry document which confirms corporate registration and identifies the shareholders and the percentage of shares held.

All requested documentation (e.g., floor plan(s), corporate documents) must be submitted together as one submission otherwise your application is considered incomplete. Proposed effective dates should be at least 45 days from the date ACP receives a complete application. Incomplete applications or issues identified during the application process, including previously unapproved renovations, may result in further delays.

Once the requested documentation is received and approved, a new pharmacy licence number will be provided no more than 10 business days prior to change of ownership date. Notification of the new licence number will be emailed to you, as well as Alberta Blue Cross. Due to the new licence number, you will need to establish a new account with Alberta Blue Cross and drug wholesalers. Note: Alberta Blue Cross will ask you to submit a copy of the pharmacy licence. As the pharmacy licence cannot be produced until the change of ownership takes place, please advise Alberta Blue Cross that a copy will be provided upon receipt.

A new pharmacy licence is mailed to the pharmacy the day the change of ownership takes effect. The pharmacy can operate without a posted licence until the new licence is received. If you have not received the new licence within 10 working days of the change of ownership, please contact the ACP office.

Applicants to be a proprietor’s representative do not have to be a pharmacist but must submit an Enhanced Police Information Check and complete the Proprietor’s Self-Assessment or Part B of the LEP. The Enhanced Police Information Check and the Statement of Completion for the LEP must be submitted at the same time as when the application is submitted.  If the proprietor’s representative is a regulated member with ACP, they must be in good standing. For more information regarding the criteria, please refer to the FAQs.

Please submit the application for proprietor’s representative change.

Once we receive a complete application, allow 15 business days for review and processing. We will notify you via email once we have approved your application. Incomplete applications and/or issues identified during the application process may result in further delays.

Process

Step 1: Apply

The licensee should submit the following to the ACP office by email at least 45 days before you plan to begin construction:

• The application for renovation.
• A floor plan depicting the physical facilities, intended use of space, and layout of the entire licensed pharmacy. This plan must comply with the floor plan requirements guide, and any submissions that do not comply with this guide will be rejected.

All requested documentation must be submitted together as one submission otherwise your application is considered incomplete. Proposed construction dates should be at least 45 days from the date ACP receives a complete application. Incomplete applications and/or issues identified during the application process may result in further delays.

Step 2:  Renovate

After ACP accepts  the application you may begin construction. If there are changes to the proposed floorplan, renovation start or completion date, as indicated in the application, please inform the ACP office by email.

Step 3:Renovation Inspection

After the renovation is complete, please inform registration by email and submit your Pharmacy Inspection Readiness form to schedule the required inspection. A Pharmacy Practice Consultant will target to schedule an inspection of the pharmacy within one month to ensure the pharmacy continues to meet foundational requirements.

The licensee must ensure that when the pharmacy is closed, the dispensary and all drugs and patient records are secured  to prevent unauthorized access, and that no drugs are dispensed, provided for sale, or sold from the pharmacy when the pharmacist is absent.

On the registrar’s request, the licensee of a lock and leave pharmacy must provide information that demonstrates how the pharmacy prevents unauthorized access. You may be asked for a floor plan or detailed sketch demonstrating the perimeter of the area being secured and the type of barriers used.

Process

Step 1: Apply

The licensee should submit the following to the ACP office at least 45 days before you plan to relocate to the new location:

• The application for relocation.
• A floor plan depicting the physical facilities, intended use of space, and layout of the licensed pharmacy. This plan must comply with the floor plan requirements guide, and any submissions that do not comply with this guide will be rejected.

All requested documentation must be submitted together as one submission otherwise your application is considered incomplete. Proposed relocation dates should be at least 45 days from the date ACP receives a complete application. Incomplete applications and/or issues identified during the application process may result in further delays.

Step 2: Relocate

After ACP approves the application you may begin the process of relocating to the new location.. If there are changes to the proposed floorplan or relocation completion date, as indicated in the application, please inform the ACP office by email.

Step 3: Relocation Inspection

After the relocation is complete, please inform registration by email and submit your Pharmacy Inspection Readiness form to schedule the required inspection. A Pharmacy Practice Consultant will target to schedule an inspection of the pharmacy within one month to ensure the pharmacy meets the foundational requirements.

Note: The pharmacy licence number will remain the same; however, we will mail a new licence to the pharmacy showing the new location. If you have not received the new licence within 10 working days of the relocation, please contact the ACP office.

Compounding and repackaging licence

Pharmacies that compound or repackage drugs to be dispensed through other community pharmacies must have

• a compounding and repackaging pharmacy licence, and
• a compounding and repackaging agreement in the form approved by council with each community pharmacy to which they provide services.
  • Agreement for compounding and repackaging pharmacies providing services within Alberta.
  • Agreement for compounding and repackaging pharmacies providing services to pharmacies located in Saskatchewan.

To add a compounding and repackaging pharmacy licence to an existing community pharmacy licence, the licensee should submit the following to the ACP office by email at least 45 days before the intended implementation date:

• The application to add on a compounding and repackaging pharmacy licence. 
• A floor plan depicting the physical facilities, intended use of space, and layout of the entire licensed pharmacy. This plan must comply with the floor plan requirements guide, and any submissions that do not comply with this guide will be rejected.

All requested documentation must be submitted together as one submission otherwise your application is considered incomplete. Proposed implementation dates should be at least 45 days from the date ACP receives a complete application. Incomplete applications and/or issues identified during the application process may result in further delays.

Before the issuance of a compounding and repackaging licence, the pharmacy will undergo an inspection to confirm compliance with the foundational requirements and compounding standards. When the pharmacy is ready for the inspection, please inform registration by email and submit your Pharmacy Inspection Readiness form to schedule the required inspection.

Note: To add a compounding and repackaging pharmacy licence to an existing community pharmacy, the space where the compounding or repackaging is performed must be in the same contiguous space as the primary dispensary, otherwise you must apply for a standalone compounding and repackaging licence and  adhere to the new pharmacy licensure process.

Mail-order licence

A mail order pharmacy licence is required, in addition to a community pharmacy licence, when

• The pharmacy provides pharmacy services to or for a patient for which neither the patient nor the patient’s agent regularly attends the pharmacy to receive the service, AND
• a pharmacist does not regularly attend personally on the patient to assess the patient and monitor the patient’s response to drug therapy.

To add a mail-order pharmacy licence to an existing community pharmacy licence, the licensee should submit the following to the ACP office by email at least 45 days before the intended implementation date:

• The application to add-on a mail order pharmacy licence and the mail order pharmacy services proposal.
• A floor plan depicting the physical facilities, intended use of space, and layout of the entire licensed pharmacy. This plan must comply with the floor plan requirements guide, and any submissions that do not comply with this guide will be rejected.

All requested documentation must be submitted together as one submission otherwise your application is considered incomplete. Proposed implementation dates should be at least 45 days from the date ACP receives a complete application. Incomplete applications and/or issues identified during the application process may result in further delays.

Related article

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