Pharmacy Manager's Responsibilities

Pharmacy Manager's Responsibilities

Responsibilities of a Pharmacy Manager

A pharmacy manager is responsible for the actual management and operation of the pharmacy.

In addition to supervising staff to ensure that they are compliant with practice standards, Pharmacy managers have a statutory obligation to develop, implement and maintain policies and procedures to comply with the legislative requirements of operating a licenced pharmacy.

They are also responsible for reporting changes to the pharmacy’s operational information, such as hours of operation, pharmacy staff roster and types of pharmacy services provided to the College.

These responsibilities mean that pharmacy managers play an especially important role in ensuring public safety is protected at pharmacies across BC. As a result, there are additional eligibility criteria and training requirements a pharmacist must meet in order to become a pharmacy manager.

Specific Responsibilities

The manager must comply with all applicable duties under the Pharmacy Operations and Drug Scheduling Act and the Health Professions Act, their regulations, and the College bylaws and policies pursuant to these Acts.

Specific responsibilities of a manager are set out in the following sections of the PODSA Bylaws.

It is the manager’s responsibility to read, understand, and be familiar with federal and provincial legislation governing pharmacy practice before beginning their role.

PODSA Bylaws section 18: All Managers

(1) A full pharmacist may not act as manager of more than one pharmacy location, unless the pharmacy of which the full pharmacist is manager includes

  1. a telepharmacy,
  2. a hospital pharmacy,
  3. a hospital pharmacy satellite, or
  4. a pharmacy education site.

(2) A manager must do all of the following:

  1. actively participate in the day-to-day management of the pharmacy;
  2. confirm that the staff members who represent themselves as registrants are registrants;
  3. notify the registrar in writing of the appointments and resignations of registrants as they occur;
  4. cooperate with inspectors acting under section 17 of the Act or sections 28 or 29 of the Health Professions Act;
  5. ensure that
    1. registrant and support persons staff levels are sufficient to ensure that workload volumes and patient care requirements are met at all times in accordance with the bylaws, Code of Ethics and standards of practice,
    2. meeting quotas, targets or similar measures do not compromise patient safety or compliance with the bylaws, Code of Ethics or standards of practice;
  6. ensure that new information directed to the pharmacy pertaining to drugs, devices and drug diversion is immediately accessible to registrants and support persons;
  7. establish policies and procedures to specify the duties to be performed by registrants and support persons;
  8. establish procedures for
    1. inventory management,
    2. product selection, and
    3. proper destruction of unusable drugs and devices;
  9. ensure that all records related to the purchase and receipt of controlled drug substances are signed by a full pharmacist;
  10. ensure appropriate security and storage of all Schedule I, II, and III drugs and controlled drug substances for all aspects of pharmacy practice including operation of the pharmacy without a registrant present;
  11. ensure there is a written drug recall procedure in place for pharmacy inventory;
  12. ensure that all steps in the drug recall procedure are documented, if the procedure is initiated;
  13. ensure that each individual working in the pharmacy wears a badge that clearly identifies the individual’s registrant class or other status;
  14. notify the registrar as soon as possible in the event that he or she will be absent from the pharmacy for more than eight weeks;
  15. notify the registrar in writing within 48 hours of ceasing to be the pharmacy’s manager;
  16. ensure the correct and consistent use of the community pharmacy operating name as it appears on the community pharmacy licence for all pharmacy identification on or in labels, directory listings, signage, packaging, advertising and stationery;

    (p.1) if the pharmacy is a central pharmacy, ensure the correct and consistent use of each telepharmacy operating name as it appears on the telepharmacy licence for all pharmacy identification on or in labels, directory listings, signage, packaging, advertising and stationery associated with that telepharmacy;
     

  17. establish and maintain policies and procedures respecting pharmacy security;
  18. ensure that pharmacy staff are trained in policies and procedures regarding pharmacy security;
  19. notify the registrar of any incident of loss of narcotic and controlled drug substances within 24 hours;
  20. in the event of a pharmacy closure or relocation,
    1. provide for the safe transfer and appropriate storage of all Schedule I, II, and III drugs and controlled drug substances,
    2. advise the registrar in writing of the disposition of all drugs and prescription records at the time of a closure,
    3. provide the registrar with a copy of the return invoice and any other documentation sent to Health Canada in respect of the destruction of all controlled drug substances,
    4. arrange for the safe transfer and continuing availability of the prescription records at another pharmacy, or an off-site storage facility that is bonded and secure, and
    5. remove all signs and advertisements from the closed pharmacy premises;
  21. in the event that a pharmacy will be closed temporarily for up to 14 consecutive days,
    1. notify patients and the public of the temporary closure at least 30 days prior to the start of the temporary closure, and
    2. make arrangements for emergency access to the pharmacy’s hard copy patient records.
  22. advise the registrar if the pharmacy is providing pharmacy services over the internet, and provide to the registrar the internet address of every website operated or used by the pharmacy;
  23. ensure the pharmacy contains the reference material and equipment approved by the board from time to time;
  24. require anyone who will access the in-pharmacy computer system to sign an undertaking in a form approved by the registrar to maintain the confidentiality of patient personal health information;
  25. retain the undertakings referred to in paragraph (x) in the pharmacy for 3 years after employment or any contract for services has ended;
  26. provide the registrar with access to the pharmacy premise in cases where a pharmacy licence has been cancelled/suspended due to the loss of eligibility under section 3 of the Act;
  27. ensure that no incentive is provided to a patient or patient’s representative for the purpose of inducing the patient or patient’s representative to
    1. deliver a prescription to a particular registrant or pharmacy for dispensing of a drug or device specified in the prescription, or
    2. obtain any other pharmacy service from a particular registrant or pharmacy;
  1. notify the registrar of persistent non-compliance by direct owner and indirect owner(s) with their obligations under the bylaws;
  1. notify the registrar of any change of telephone number, fax number, electronic mail address or any other information previously provided to the registrar.

(3) Subsection (2)(p) does not apply to a hospital pharmacy, hospital pharmacy satellite or a pharmacy education site.

(4) For the purpose of subsection (2)(t), a pharmacy closure includes a suspension of the pharmacy licence for a period greater than 30 days, unless otherwise directed by the registrar.

(5) Subsection (2)(aa) does not prevent a manager or direct owner or indirect owner(s) from

  1. providing free or discounted parking to patients or patient’s representatives,
  2. providing free or discounted delivery services to patients or patient’s representatives, or
  3. accepting payment for a drug or device by a credit or debit card that is linked to an incentive.

(6) Subsection (2)(aa) does not apply in respect of a Schedule III drug or an unscheduled drug, unless the drug has been prescribed by a practitioner.

(7) A pharmacy education site’s manager must ensure that only registrants and instructors are present in the pharmacy education site and must also comply with subsections (2)(a), (d), (h), (o), (r) and (t)(i) and (ii).

(8) A direct owner and indirect owner(s) must do all of the following:

  1. comply with subsections 2(d), (e), (g), (j), (k), (p), (q), (z) and (aa);
  2. ensure that the requirements to hold a pharmacy licence under the Act are met at all times;
  3. notify the registrar of any change of name, address, telephone number, electronic mail address or any other information previously provided to the registrar;
  4. in the event of a pharmacy closure under subsection 2(t), notify the registrar in writing at least thirty days before the effective date of proposed closure in Form 4.

(9) Shareholders must comply with subsections 2(d) and 8(c).

PODSA Bylaws Section 24: Community Pharmacy Manager – Quality Management

(1) A community pharmacy’s manager must develop, document and implement an ongoing quality management program that

  1. maintains and enforces policies and procedures to comply with all legislation applicable to the operation of a community pharmacy,
  2. monitors staff performance, equipment, facilities and adherence to the Community Pharmacy Standards of Practice, and
  3. includes a process for reporting, documenting and following up on known, alleged and suspected errors, incidents and discrepancies. 

(2) If a community pharmacy is a central pharmacy, the quality management program in subsection (1) must include all telepharmacies associated with the central pharmacy and must comply with the Telepharmacy Standards of Practice.

PODSA Bylaws Section 29: Hospital Pharmacy Manager – Quality Management

(1) A hospital pharmacy’s manager must develop, document and implement an ongoing quality management program that

  1. maintains and enforces policies and procedures to comply with all legislation applicable to the operation of a hospital pharmacy,
  2. monitors staff performance, equipment, facilities and adherence to the Hospital Pharmacy Standards of Practice,
  3. includes a process for reporting, documenting and following up on known, alleged and suspected errors, incidents and discrepancies,
  4.  documents periodic audits of the drug distribution process,
  5. includes a process to review patient-oriented recommendations,
  6. includes a process that reviews a full pharmacist’s documentation notes in the hospital’s medical records,
  7. includes a process to evaluate drug use, and
  8. regularly updates policies and procedures for drug use control and patient-oriented pharmacy services in collaboration with the medical and nursing staff and appropriate committees. 

(2) If sample drugs are used within a hospital, the hospital pharmacy’s manager must ensure that the pharmacy oversees the procurement, storage and distribution of all sample drugs.

 
How to Become a Pharmacy Manager
  1. Be registered as a full pharmacist with the College of Pharmacists of BC

    The Pharmacy Operations and Drug Scheduling Act defines a “manager” as “a pharmacist who is designated in a pharmacy licence as manager of a pharmacy.”

    Pharmacy managers must be registered as Full Pharmacists with the College. 

    If a pharmacy manager fails to renew his/her registration as a Full Pharmacist before the registration expiry date, the pharmacy licence of the pharmacy at which he/she is appointed manager will be cancelled. When this happens, the pharmacy must close and remain closed until the College confirms reinstatement of the pharmacy manager’s registration and the pharmacy licence, or until another full pharmacist has met the eligibility criteria and been appointed manager.

  2. Meet the Eligibility Criteria in the Act

    As part of the pharmacy licensure requirements, a manager must meet the eligibility criteria set out in section 3 of PODSA.

    A pharmacy manager must also complete a Proof of Eligibility, which consists of:

    Pharmacy licence applications where the pharmacy manager does not meet all of the eligibility criteria will be referred to the Application Committee for review. Please refer to the Application Committee section in the Pharmacy Licensure Guide for details. 

  3. Complete Pharmacy Manager Education (Community Pharmacies Only)

    Managers of community pharmacies must complete the Board-approved pharmacy manager training program as per Professional Practice Policy 69: Community Pharmacy Manager Education.

    As per PPP-69, the program must be completed in accordance with the following schedule:

    1. For community pharmacy managers appointed as such before September 1, 2018, on or before September 1, 2019
    2. For community pharmacy managers appointed as such on or after September 1, 2018, as soon as practicable and no later than one year after appointment; and
    3. For all community pharmacy managers, every three years after compliance with (a) or (b), as applicable.

    The Pharmacy Manager Training Program is open to pharmacists, pharmacy technicians, pharmacy students, owners, and anyone else interested, however, only full, limited and non-practicing pharmacists will be able to submit a declaration of completion on eServices.

    Students, or those who have pre-registered with the College, who wish to complete the program will only be able to submit a declaration of completion on eServices once they have become registered as full pharmacists with the College.

    Learn more about how to submit your declaration

About the BC Community Pharmacy Manager Training Program

At its June 2018 Board Meeting, the Board approved the implementation of Professional Practice Policy 69: Community Pharmacy Education Training, effective September 1, 2018. The BC Community Pharmacy Manager Training Program, provided by the BC Pharmacy Association, is an online course that includes information relevant to pharmacy management (e.g. employment law, etc.) as well as a knowledge assessment.

The Pharmacy Manager Training Program is open to pharmacists, pharmacy technicians, pharmacy students, owners, and anyone else interested, however, only registered full, limited and non-practicing pharmacists, as well as UBC pharmacy students, will be able to submit a declaration on eServices upon successful completion of the training.

Those who have pre-registered with the College and wish to complete the program will only be able to submit a declaration of completion on eServices once they have become registered as full pharmacists with the College.

The goal of the community pharmacy education program is to improve the overall operation of pharmacies; help pharmacy managers avoid complaints against them; ensure safe pharmacy practices for the public and help pharmacy managers better understand the full extent of their role. 

The program is designed to equip pharmacy managers and pharmacists planning to become managers with the most up-to-date regulatory requirements.

The self-paced program is split into three parts:

  • Part 1 Reviews the College’s legislative requirements as it pertains to the pharmacy manager’s role
  • Part 2 describes general fiduciary responsibilities and management skills
  • Part 3 discussed general workplace rights and B.C. employment standards

Enroll in the Community Pharmacy Education Training Program

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