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Guidelines for audits of professional declarations

Introduction

The Audit of Professional Declarations audits pharmacy professionals' compliance with the professional declarations made at the time of registration renewal. This audit consists of an audit of the pharmacist or pharmacy technician's professional liability insurance and, for pharmacists with authorization to administer drugs by injection, an audit of the pharmacist’s CPR and First Aid certification.


Part 1 - Professional Liability Insurance audit

When a pharmacist submits his/her registration renewal, they make the following professional declaration:

I hereby acknowledge that

  • as a regulated member on the clinical register of the Alberta College of Pharmacy, I am in possession of valid professional liability insurance for the practice of pharmacy that provides me no less than two million dollars worth of personal coverage that is either claims-made or occurrence-based in nature;
  • I understand that while on the clinical register, I must maintain valid professional liability insurance coverage of no less than two million dollars and that if I am unable to provide proof of insurance, my practice permit may be cancelled;
  • I understand that while I am registered on the clinical register, I must maintain valid professional liability insurance coverage regardless of whether I am working or residing in Alberta;
  • I understand that my professional liability insurance coverage must be personal and must provide coverage for me wherever I practice pharmacy in Alberta, regardless of who my employer is; and
  • I understand that the status of my insurance coverage is subject to audit and that false or misleading statements concerning my coverage may be referred to the Complaints Director for further investigation and may result in a recommendation that my practice permit be cancelled.

The primary rationale behind the audit of the Professional Liability Insurance Declaration is to determine whether the pharmacist has valid personal professional liability coverage of no less than two million dollars at the time of the audit as required by section 13 of the Pharmacists and Pharmacy Technicians Profession Regulation.

In order to comply with the Professional Liability Insurance audit, please provide a copy of your current insurance policy. If your policy is lengthy, send only the page(s) that show

  • your name (insured),
  • the name of the insurance company (insurer),
  • policy number,
  • date the insurance was purchased/issued,
  • policy period (effective date to end date), and
  • amount of insurance coverage (minimum $2,000,000).

Note that the receipt for your insurance premium payment is not required. 

When the Professional Liability Insurance audit is complete, you will receive either

  • a Confirmation of Compliance letter which confirms that the documentation received complies with all audit criteria; OR
  • communication from a registration assessor that your submission was incomplete; failure to provide the requested information may result in referral to the complaints director for further investigation.

When a pharmacy technician submits his/her registration renewal, they make the following professional declaration:

I hereby acknowledge that

  • as a regulated member on the pharmacy technician register of the Alberta College of Pharmacy, I am in possession of valid professional liability insurance for the practice as a pharmacy technician that provides me no less than one million dollars worth of personal coverage that is either claims-made or occurrence-based in nature;
  • I understand that while on the pharmacy technician register, I must maintain valid professional liability insurance coverage of no less than one million dollars and that if I am unable to provide proof of insurance, my practice permit may be cancelled;
  • I understand that while I am registered on the pharmacy technician register, I must maintain valid professional liability insurance coverage regardless of whether I am working or residing in Alberta;
  • I understand that my professional liability insurance coverage must be personal and must provide coverage for me wherever I practice as a pharmacy technician in Alberta, regardless of who my employer is; and
  • I understand that the status of my insurance coverage is subject to audit and that false or misleading statements concerning my coverage may be referred to the Complaints Director for further investigation and may result in a recommendation that my practice permit be cancelled.

The primary rationale behind the audit of the Professional Liability Insurance Declaration is to determine whether the pharmacy technician has valid personal professional liability coverage of no less than one million dollars at the time of the audit as required by section 13 of the Pharmacists and Pharmacy Technicians Profession Regulation.

In order to comply with the Professional Liability Insurance audit, please provide a copy of your current insurance policy. If your policy is lengthy, send only the page(s) that show

  • your name (insured),
  • the name of the insurance company (insurer),
  • policy number,
  • date the insurance was purchased/issued,
  • policy period (effective date to end date), and
  • amount of insurance coverage (minimum $1,000,000).

Note that the receipt for your insurance premium payment is not required. 

When the Professional Liability Insurance audit is complete, you will receive either

  • a Confirmation of Compliance letter which confirms that the documentation received complies with all audit criteria; OR
  • communication from a registration assessor that your submission was incomplete; failure to provide the requested information may result in referral to the complaints director for further investigation.

Part 2 – CPR and First Aid certification audit

(only applicable to pharmacists with authorization to administer drugs by injection)

When a pharmacist submits his/her registration renewal he/she makes the following professional declaration:

I hereby acknowledge that:

  • I have taken action to maintain both my clinical and technical competencies required for administering injections;
  • I have and will maintain valid CPR (minimum Level C);
  • I have and will maintain valid First Aid certification (Standard or Emergency);
  • I have administered an injection within the past three years.

The primary rationale behind the audit of the Authorization to Administer Drugs by Injection Declaration is to determine whether the pharmacist who has authorization to administer drugs by injection has valid and current CPR and First Aid certification at the time of the audit.

In order to comply with the CPR and First Aid Certification audit, pharmacists with authorization to administer drugs by injection must provide a copy/copies of your current CPR and First Aid Certification. Your certificate(s) must show your name, level of CPR (minimum Level C), type of First Aid (Standard or Emergency), and the issue/expiry date. Mark your registration number on each page you send so we can keep your documents together.

When the CPR and First Aid Certification audit is complete, you will receive either:

  • a Confirmation of Compliance letter which confirms that the documentation received complies with all audit criteria; OR
  • a Notification of Non-compliance letter which notifies a pharmacist of non-compliance serious enough to require referral to the Complaints Director for further investigation and may result in a recommendation that your practice permit be cancelled.

What about the possibility of future audits?

It is possible for an audited pharmacy professional to be selected for review in subsequent registration years. The Competence Committee or delegate of council may order a directed audit, and any pharmacy professional's file can be chosen for review during a random selection. Although unlikely, the same pharmacy professional's files could be randomly selected for audit in consecutive years.


Are there opportunities for feedback on the audit process?

Comments on the audit process are welcome and will aid in refining the process. If there are any suggestions or concerns about the procedure, we would like to hear them. Please forward your comments in writing to:

Attn: Competence Department
Alberta College of Pharmacy
1100-8215 112 St. NW
Edmonton, AB   T6G 2C8