Changes that require ACP notification

Staff

The licensee (manager) is responsible for notifying ACP of staff changes via email.

The notice must reach ACP within 14 days of the changes, and must include the

  • registrant's name,
  • registration number,
  • effective date of change of employment, and
  • the name and licence number of the pharmacy where the employment change is occurring (either new employment or departure from a pharmacy).

Hours of operation

You must notify the college via email of any change in pharmacy hours. You must provide notification 14 days or more before the proposed change takes effect.

The pharmacy hours of operation must be posted at all public entrances to the pharmacy. If you modify the hours that your pharmacy is open, remember to change your sign.


Temporary closure

A pharmacy may close for a maximum of 14 consecutive days without surrendering its pharmacy licence. If your pharmacy is contemplating a temporary closure, you must notify the ACP office in writing via email, fax, or regular mail, and you must adhere to the guidelines established by Council.

It is permissible for a licensed pharmacy to be closed without surrendering its operating licence, provided that the following conditions are fulfilled:

  1. The pharmacy closure is for a maximum of 14 consecutive days (or other period approved by the pharmacy regulatory authority) each calendar year.
  2. Except in emergency situations, the licensee must obtain the approval of the pharmacy regulatory authority for the closure 30 days prior to the temporary closure start date.
  3. All prepared prescription recipients must be contacted to advise of the closure and given the opportunity to obtain their prepared prescriptions prior to the temporary closure start date.
  4. Except in emergency situations, notices to the public (using in-store postings and media announcements) must be made at least 30 days prior to the temporary closure start date.
  5. Signage must be posted at the store entrance and a voicemail message must be provided, advising the public about the closure, its duration, the location of the nearest licensed pharmacy, and other information to assist with obtaining necessary pharmacy services during the closure period.
  6. Arrangements must be made for emergency access to the pharmacy’s patient records in accordance with the respective provincial or territorial privacy legislation.
  7. In single-pharmacy communities, alternate arrangements must be made with local prescribers or pharmacies in nearby communities.

Permanent closure

When a pharmacy voluntarily closes or the pharmacy licence is terminated or cancelled, the pharmacy must cease to provide pharmacy services or otherwise engage in the practice of pharmacy. Upon pharmacy closure, there are a number of steps that the licensee is required to take to end pharmacy operations and to remain in compliance with section 27 of the Pharmacy and Drug Regulation.

Inform ACP

When a pharmacy closes permanently, the licensee must notify the Alberta College of Pharmacy (ACP) immediately of the exact date of closure. Within five working days of the closure, the licensee must also submit to the college via email or fax

  • A completed pharmacy closure form.
  • A written record of the inventory of all drugs in the pharmacy.
  • A written record of all narcotic and controlled drugs transferred from the pharmacy (if applicable).

Refer to Section 27 of the Pharmacy and Drug Regulation, for more information regarding pharmacy closures.

Handling of drugs

The licensee must ensure that the disposal or transfer of any drugs in the pharmacy complies with the Controlled Drugs and Substances Act and the Food and Drugs Act

Narcotics and controlled substances 

Health Canada must be notified after removing, transporting, or transferring a narcotic or controlled drug from one place of business to any other place of business. Health Canada has developed a form for this transaction that can be requested by via email

There are a few options available to pharmacists for narcotic and controlled drugs. The pharmacist may:

  1. Destroy the substances in a manner that complies with the Controlled Drugs and Substance Act and the Food and Drugs Act.
  2. Return the substances to the licensed dealer who sold or provided it, or to a licensed dealer who is licensed to destroy the substances pursuant to a written order. 
  3. Transfer their narcotic and controlled drug inventories to another pharmacist in good standing. This practice can continue as long as both pharmacists involved in the transaction take inventory of the substances and keep a record of this inventory and of the transfer for a period of two years.
    • Both pharmacists should sign the record.
    • These records should be kept in an auditable format and made available to a Health Canada inspector upon request.
    • Pharmacists must take all reasonable steps that are necessary to protect narcotics and controlled drugs that are under their control against loss or theft, including while the drugs are in transit between two pharmacies.

Managing pharmacy records

The licensee is designated as the custodian of patient health information under the Health Information Regulation and is responsible for protecting the confidentiality and security of the health information in their custody.

The licensee’s custodial duties cannot be relinquished and do not end upon the closure of the pharmacy. However, custodial duties can be transferred to another eligible custodian under the Health Information Regulation. For example, if the pharmacy records are transferred to another licensed pharmacy, the licensee of the pharmacy storing the records would become the custodian of the closed pharmacy’s records. A proprietor who is not a regulated member cannot become the custodian of patient records.

When a pharmacy closes, the patient records must be stored at

  1. another licenced pharmacy (the licensee of the pharmacy storing the records becomes the custodian); or
  2. an ACP-approved secure location (the pharmacist who was the licensee of the closed pharmacy remains the custodian of the records), in which case,
    • the licensee must maintain the records in accordance with Standard 8 of the Standards for the Operation of Licensed Pharmacies (SOLP);
    • only individuals who have been authorized by the licensee can access the records; and
    • custodial responsibilities continue until the life of the pharmacy records expire and the subsequent disposal of those records has been completed, as per the records retention chart.

 

Update pharmacy phone or fax number and website address

You can update your pharmacy's phone number, fax number, or website address by notifying ACP in writing via email. Be sure to include your pharmacy license number, operating name, updated phone or fax number, and the effective date of the change.


Questions?

pharmacy@abpharmacy.ca 
780-990-0321 or toll-free at 1-877-227-3838