Pharmacy Status and Information Updates

The pharmacy manager must keep the following information up-to-date. The pharmacy manager can update the following information through the Pharmacy Portal under the Update Pharmacy Information – Add/Edits Employee Lists heading: 

• Any changes in pharmacy staff including pharmacists, pharmacy students, or pharmacy technicians. This must be updated within seven days of a staff change. 
• Pharmacy phone or fax number. 

• Pharmacy hours. According to the Pharmacy Facilities Practice Direction, a licensed pharmacy can change its hours of operation, but the pharmacy must remain open for 25 hours per week over a minimum of four days per week. The pharmacy manager must complete the following steps to change the pharmacy’s hours: 

1. 1. Update the pharmacy’s hours of operation through the Pharmacy Portal under the Update Pharmacy Information – Add/Edits Employee Lists heading.
   2. Give sufficient notice of the changes in hours of operation to the public. 
   3. Update the hours of operation posted on the main entrance of the pharmacy. 
   4. In the case of a pharmacy with a lock and leave component, update the hours of operation on both copies of the lock and leave permit. 

The pharmacy manager must keep the following information up to date by emailing registration@cphm.ca: 

• Pharmacy website. Please note that the main website used by a pharmacy will be subject to review by Field Operations for compliance. 

Having a pharmacy manager on staff is a requirement of The Pharmaceutical Act and Regulations. The current pharmacy manager remains accountable for the supervision and operation of the pharmacy until CPhM approves a new pharmacy manager and issues a new pharmacy licence. 

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: 

• Request for Approval to Change the Pharmacy Manager form located on the Pharmacy Portal under the Pharmacy Menu. You must submit this form to the College with the original ink signatures of the 

• • • existing pharmacy manager; 
    • new pharmacy manager; and 
    • pharmacy owner or signing officer. 

• The front and back of the current pharmacy licence. A link to a printable PDF of your pharmacy licence is located on Pharmacy Portal under the Pharmacy Menu.  
• The fee as stated on the Fee Schedule. If you are paying by credit card, the College will send payment instructions by email to the new pharmacy manager once they are approved. 

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. 

If you have any questions or concerns, please email registration@cphm.ca.  

If you are changing pharmacy ownership, including changes to the officers and directors or legal or beneficial shareholders of a corporation that own one or several pharmacies, the owner and pharmacy manager must notify the CPhM for each pharmacy location owned by the corporation.  

To maintain the pharmacy’s licence, you must submit the following documents to CPhM by mail or in-person using the secure mailbox located to the left of the main entrance of the CPhM office in advance of the ownership change or as soon as the change is known: 

• The front and back of the current pharmacy licence. A link to a printable PDF of your pharmacy licence is located on Pharmacy Portal under the Pharmacy Menu.  
• Existing Community Pharmacy Licence Application and supporting documents listed on the application 
• A notarized declaration signed by the new owner stating that the corporation’s officer(s) and director(s), and legal and beneficial owners have not been subject to disciplinary, criminal, or administrative sanction in any jurisdiction. Should disciplinary, criminal, or administrative sanctions exist, you must include a description of the specific incidents. Please consult your legal counsel for wording to use on this document. 
• A document from the Manitoba Companies Office (such as a file summary, articles of incorporation, certificate of incorporation, or business number information) that shows the new officer(s), director(s), and legal and beneficial owners of the corporation have been registered. 
• Certificate of Insurance. 

Please 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. 

If you have questions or concerns, please email registration@cphm.ca

Before you apply to change your pharmacy (business) name, please read the requirements for ‘Use of titles’ (sections 72(1) and (2) of The Pharmaceutical Act. 

To consider and process a pharmacy or business name change, the pharmacy manager and/or owner (who may be the same or different people), must complete the following steps: 

1. Submit the Approval of Change in Pharmacy (Business) Name for an Existing Pharmacy consent form to the College of Pharmacists of Manitoba (CPhM). A scanned copy of the Approval of Change in Pharmacy (Business) Name for an Existing Pharmacy consent form can be submitted by email to registration@cphm.ca, but you must also submit the consent form with an original ink signature to CPhM by regular mail or in-person using the secure mailbox to the left of the CPhM office door. 
2. Submit your CPhM authorized Change in Pharmacy (Business) Name consent form to the Manitoba Companies Office for Record of Filing. If your proposed pharmacy name meets the requirements of The Pharmaceutical Act, the Registrar or designate will authorize the name change by completing, signing, and returning the consent form to the pharmacy manager. You must submit this completed consent form to the Manitoba Companies Office for Record of Filing. 
3. Submit the Record of Filing and surrender the current pharmacy licence to CPhM. Once the pharmacy manager receives a Record of Filing from the Manitoba Companies Office, the pharmacy manager must surrender the current pharmacy licence and the Record of Filing/File Summary to CPhM. To surrender your pharmacy licence, print the front and back of the current pharmacy licence located on the Pharmacy Portal under the Pharmacy Menu. The back of the licence must be signed by the current pharmacy manager and submitted to the College with an original ink signature. Both documents can be mailed to CPhM or dropped off in person to the secure drop box on the left side of the CPhM office door.  
4. Pay the Pharmacy Name Change fee as indicated on the Fee Schedule. Once CPhM receives the current licence and Record of Filing, the new pharmacy licence will be processed and the pharmacy manager will receive an email with instructions to pay the Pharmacy Name Change fee. Once the fee is paid, CPhM will make the new pharmacy licence available for print through the Pharmacy Portal and notify the pharmacy manager of the update. 
5. Ensure that all pharmacy records and prescription labels are updated with the new pharmacy (business) name. Once CPhM returns the updated licence to the pharmacy manager, the pharmacy manager and owner must update all pharmacy records and prescription labels with the new pharmacy (business) name. 

If you have any questions or concerns, please email registration@cphm.ca

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 fieldops@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 Guidelines; or
• 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.

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.