New Electronic Record Keeping Requirements Now in Effect

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New Electronic Recordkeeping Requirements Now in Effect 

New Electronic Recordkeeping requirements are in effect as of November 13, 2018. 

Amendments to the Pharmacy Operations and Drug Scheduling Act Bylaws and the Health Professions Act Bylaws that set out a new framework for electronic recordkeeping requirements are now in effect. 

The following amended bylaws are now in effect: 

Professional Practice Policy – 12: Prescription Hard Copy Filing System and Professional Practice Policy – 20: Prescription Refills have been rescinded as part of this change, as well as consequential amendments to Professional Practice Policy-31: Emergency Prescription Refills and Professional Practice Policy-58: Medication Management (Adapting a Prescription).

Comprehensive recordkeeping is essential to safe and effective pharmacy practice. Well-kept patient records support the provision of safe services, continuity of care, and evidence-based care, as well as good professional practice and medication management.

Under the new records management framework, pharmacies are permitted to continue keeping only hard copy records, only electronic records or a combination of both. This allows the College to ensure: 

  • That record keeping can be completed efficiently and in a manner that promotes patient safety and the accountability of registrants
  • That records are filed systematically
  • That records are easily retrievable
  • That registrants’ interactions with records are auditable (i.e. who did what and when); and
  • That patient records and other personal and confidential information are stored securely, with appropriate back-ups

Pharmacies that keep any form of electronic record that contains personal health information must have a system that complies with the minimum technology requirements. A registrant who creates and stores electronic records must also do so using a system that complies with minimum technology requirements.


Pharmacies that do not meet the minimum technology requirements as under the new Records Management Framework, will have 6 months to transition into a compliant system. This transition period will end on May 13, 2019. 

Apart from the new minimum technology requirements, pharmacies must be in compliance with the new amendments on the effective date of November 13, 2018.

For more information, as well as a comprehensive summary of amendments, please visit:
Nov 13, 2018