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Pharmacy Status and Information Updates

Pharmacy owners and managers have obligations to advise CPhM when the status of the pharmacy changes or if personnel or contact information changes.

Pharmacy managers and owners must provide CPhM with up-to-date information about the status of their pharmacies. Promptly notifying CPhM of changes in pharmacy contact information or operations is a requirement of The Pharmaceutical Act and Regulation and supports CPhM in its mandate to protect the public interest by ensuring everyone has access to accurate information via the the public registries of pharmacists and pharmacies.

Ownership Change

To maintain the pharmacy’s licence, you must submit the following documents to the College by mail or in-person using the secure mailbox located to the left of the main entrance within seven days of an ownership change:

  • An Existing Community Pharmacy Licence Application  or  Existing Hospital Pharmacy License Application (if the owner is not a member of the College, we require an original ink signature)
  • A copy of the articles of incorporation from the new owner
  • The original current licence with the appropriate sections on the back completed
  • The fee as stated on the bottom of the licence application. If you are paying by credit card, the College will provide the pharmacy manager with an invoice to pay online through their manager profile once the ownership change has been approved

NOTE: Once you complete the above, Manitoba Health will issue the pharmacy a new Pharmacare number. The pharmacy’s licence number will remain the same.

Pharmacy Manager Change

Having a pharmacy manager on staff is a requirement of The Pharmaceutical Act and Regulations. It is expected that an outgoing pharmacy manager work professionally and co-operatively with an owner to avoid any disruption of care to patients.

To maintain the pharmacy’s licence, you must submit the following documents to the College by mail or in-person using the secure mailbox located to the left of the main entrance within seven days of a manager change:

  • The current licence (both front and back which are found on the pharmacy manager’s homepage) with the appropriate section on the back completed, signed, and dated by both the outgoing and incoming pharmacy manager (submitted to the College with original ink signatures)
  • The fee as stated on the back of the licence. If paying by credit card, once the licence is received, the new manager will be provided an invoice to pay online through their new manager profile.

The outgoing and incoming managers must complete a narcotic inventory count as outlined in the Narcotic and Controlled Drug Accountability Guidelines. This inventory count paperwork is to be maintained in the pharmacy records/files and easily retrievable for audit purposes. Do not submit the inventory to the College.

Pharmacy Site Changes

Temporary or Permanent Pharmacy Closure

If your pharmacy must close or cease to operate, either temporarily or permanently, you must notify the Registrar of the intended closure at least 30 days (or as soon as reasonably possible) prior to the closure date to ensure appropriate notification. In the case of a permanent closure, the notification must include information advising where the pharmacy’s patient records will be securely stored and maintained allowing for complete and uninterrupted patient access to care.

Prior to planning a permanent or temporary pharmacy closure, please review the Permanent and Temporary Pharmacy Closures – Practice Direction.

The Permanent and Temporary Pharmacy Closures Checklist includes a clear process to ensure compliance and provide a seamless transition of care for your patients. If you need additional guidance about pharmacy closure requirements, please contact the College by email at info@cphm.ca.

Permanent Closure: Narcotic and Controlled Substances Inventory

If your pharmacy is permanently closing, you must take steps to ensure your narcotic and controlled drug inventory is secure from loss, theft, or diversion. Options for pharmacies that will permanently close include:

  • returning the narcotic and controlled drug inventory to the licensed dealer who sold or provided it;
  • transferring the narcotic and controlled drug inventory to a dealer who is licensed to destroy the substances pursuant to a written order;
  • destroying the narcotic and controlled drug inventory locally following the appropriate Health Canada and CPhM Guidelinesor
  • transferring the narcotic and controlled drug inventory to another pharmacist in good standing. Both pharmacists involved in the transfer must
    • take inventory of the substances;
    • sign the inventory record; and
    • keep record of the inventory for two years in an auditable format that can be made available to a Health Canada inspector upon request.

You must submit a physical inventory count of controlled substances at the time of closure to Health Canada by email to hc.compliance-conformite.sc@canada.ca within 10 days of pharmacy closure using the Pharmacy Closure Form. You must keep these records in a manner that is auditable and readily available if requested by a

  • College of Pharmacist of Manitoba inspector for a period of up to five years; and
  • Health Canada inspector for a period of up to two years.

Pharmacy Renovation or Relocation

If your pharmacy is to undergo a relocation or substantial renovation you must notify the Registrar of the intended relocation or renovation at least 30 days (or as soon as reasonably possible) prior to ensure appropriate notification. An inspection is required and must be arranged with Field Operations in advance.

In the case of a pharmacy relocation:

The following must be submitted to the College to maintain the pharmacy’s licence:

  • The current licence (both front and back) with the appropriate section on the back completed indicating the new location’s address.
  • The fee as stated on the back of the licence. If paying by credit card, once the licence is received, the manager will be provided an invoice to pay online through their manager profile.

A physical inventory count of narcotic and controlled substances transferred from the old to new location must be submitted to Health Canada by email to hc.compliance-conformite.sc@canada.ca within 10 days of pharmacy closure using the Pharmacy Closure Form. You must keep these records in a manner that is auditable and readily available if requested by a

  • College of Pharmacist of Manitoba inspector for a period of up to five years; and
  • Health Canada inspector for a period of up to two years.

Staff and Pharmacy Contact Information Changes

The following changes must be updated through the pharmacy’s manager profile:

The following changes must be updated by email to brobinson@cphm.ca:

  • Primary pharmacy email address. Please note that the pharmacy’s primary email should not appear to be a personal email address. This email address should be monitored by the pharmacy manager
  • Pharmacy website. Please note that the main website used by a pharmacy will be subject to review by Field Operations for compliance.

Pharmacy Licence Renewal

Every registered pharmacy in Manitoba must renew its licence on a yearly basis.

Learn more

Adding Components to Your Pharmacy

To add External Dispensing, Lock and Leave Permit, and Satellite Pharmacy components to your pharmacy your pharmacy must meet specific requirements.

Learn more