Manage your Pharmacy

Becoming a compounding and repackaging pharmacy

Please download, fill out, and submit the compounding and repackaging agreement.


Change of pharmacy hours

You must notify the college via email, fax, or regular mail of any change in pharmacy hours. You must provide notification 14 days or more before the proposed change takes effect. The pharmacy hours of operation must be posted at all public entrances to the pharmacy. If you modify the hours that your pharmacy is open, remember to change your sign.


Change of pharmacy licensee (manager)

Please download, fill out, and submit the application for pharmacy licensee change.


Change of pharmacy ownership

Definition: Sale of the assets of a pharmacy to a new person or entity.

Points to note

1. If there is a sale of the assets of a pharmacy to a new person or entity, the pharmacy licence terminates and the new owner must make a new application.

2. If there is a sale or reorganization of the 20% or more of the shares of a company which owns a pharmacy, the pharmacy licence terminates and the new owner must make a new application.

3. Any company, partnership or individual who acquires an existing pharmacy either by purchasing the assets or by acquiring the shares of the company that owns the pharmacy must comply with Section 20 of the Pharmacy and Drug Regulation.

Process

The prospective new owner should mail, email, or fax a written letter of intent to the ACP office a minimum of 14 business days (ACP recommends 30days) prior to a change of ownership. The letter of intent must include:

  • store name,
  • store location (street address / city or town),
  • name of new owner,
  • effective date of change, and
  • contact address of new owner.

When we receive the letter of intent, we will email an information package to the new owner. This package includes all necessary requirements, directions, and forms.

Please note

A new llicence is mailed to the pharmacy the day the change of ownership takes effect. The pharmacy can operate without a posted licence until the new licence is received. If you have not received the new licence within 10 working days of the change-over, please contact the ACP office.

Closures (temporary and permanent)

Permanent closure

ACP must receive written notification of a pharmacy closure within five workings days of the closure. This notification must include:

  • the exact date of closure,
  • the disposition of the drugs in the pharmacy, and
  • the disposition of patient records.

In addition, you must forward to ACP within 5 working days of the closure, a complete written inventory of all transferred narcotic and controlled drugs.

ACP will update our records and notify Alberta Blue Cross of the pharmacy closure.

Temporary closure

A pharmacy may close for a maximum of 14 consecutive days without surrendering its pharmacy licence.If your pharmacy is contemplating a temporary closure, you must notify the ACP office in writing (via email, fax, or regular mail) and you must adhere to the guidelines established by council.

It is permissible for a licensed pharmacy to be closed without surrendering its operating licence, provided that the following conditions are fulfilled:

  1. The pharmacy closure is for a maximum of 14 consecutive days (or other period approved by the pharmacy regulatory authority) each calendar year.
  2. Except in emergency situations, the pharmacy manager must obtain the approval of the pharmacy regulatory authority for the closure 30 days prior to the temporary closure start date.
  3. All prepared prescription recipients must be contacted to advise of the closure and given the opportunity to obtain their prepared prescriptions prior to the temporary closure start date.
  4. Except in emergency situations, notices to the public (using in-store postings and media announcements) must be made at least 30 days prior to the temporary closure start date.
  5. Signage must be posted at the store entrance and a telephone answering machine message must be provided, advising the public about the closure, its duration, the location of the nearest licensed pharmacy, and other information to assist with obtaining necessary pharmacy services during the closure period.
  6. Arrangements must be made for emergency access to the pharmacy’s patient records in accordance with the respective provincial or territorial privacy legislation.
  7. In single-pharmacy communities, alternate arrangements must be made with local prescribers or pharmacies in nearby communities.

Community pharmacy add-ons

Definition: A community pharmacy add-on is the addition of community pharmacy services to an existing compounding pharmacy license.

Process

Mail, email, or fax a written letter of intent to the ACP office a minimum of 30 days prior to the addition of a community pharmacy.  The letter of intent must include:

  • the name of store,
  • name of owner/licensee,
  • license number,
  • that you want to add community pharmacy services to current license, and
  • effective date.

When we receive the letter of intent, we will email an information package to the owner/licensee. This package includes all necessary requirements, directions, and forms.

Please note

The pharmacy licence number will remain the same; however, we will mail the new pharmacy licence and receipt when the add-on becomes effective. If you have not received the new licence within 10 working days of the relocation, please contact the ACP office.

Compounding & repackaging pharmacy add-ons

Please download, complete, and submit the application to add on a compounding & repackaging pharmacy licence.


Licensee responsibilities

Please download and read our information package on pharmacy licensee responsibilities.


Maintaining records at a location other than the pharmacy

Please download, fill out, and submit the request to maintain records at a location other than pharmacy form.


New pharmacy opening

Definition: Opening a pharmacy at a location where a pharmacy facility does not currently exist is considered a new pharmacy opening. Purchasing shares in an ownership company or purchasing an existing facility does not constitute a new pharmacy; this is a pharmacy change of ownership.

Under Alberta legislation, pharmacy owners/proprietors do not have to be pharmacists; however, the licensee of each pharmacy must be a registered, practising Alberta pharmacist.

Process

Mail, email, or fax a written letter of intent to the ACP office a minimum of 30 days prior to a new pharmacy opening. The letter of intent must include:

  • the name and mailing address of the firm;
  • partnership or proprietorship opening the pharmacy;
  • name(s) of the directors or partners, if applicable;
  • proposed store location (street address if available, city or town required);
  • proposed opening date;
  • proposed store name (this can be changed prior to opening);and
  • a contact name and email address.

When we receive the letter of intent, we will email an information package to the owner/licensee. This package includes requirements, directions, and forms for opening a new pharmacy.

Please note

The day your new pharmacy opens, ACP will mail the following:

  • new pharmacy license,
  • receipt,
  • Code of Ethics,
  • triplicate prescription envelopes,
  • narcotic inventory sheets, and
  • "No Return Policy" counter cards

Operating as a lock and leave pharmacy

If a pharmacy is located in such a position where the it does not occupy all of the premises and operates for fewer hours than the premises are open (e.g., within a grocery store), the licensee must advise ACP that the pharmacy is operating as a lock and leave pharmacy.

The licensee must ensure that when the pharmacy is closed, the dispensary and all drugs are locked up to prevent unauthorized access, and that no drugs are dispensed, provided for sale, or sold from the pharmacy when the pharmacist is absent.

On the registrar’s request, the licensee of a lock and leave pharmacy must provide the registrar with information that demonstrates how the pharmacy prevents unauthorized access. You may be asked for a floor plan or detailed sketch demonstrating the perimeter of the area being secured and the type of barriers used.  We strongly recommend that the pharmacy be equipped with a separate alarm system to detect unauthorized entry when the remainder of the facility remains open.

Operating a pharmacy with no licensee

The continuity of the pharmacy operation when a licensee departs is contingent on the processes outlined in the Pharmacy and Drug Act and the ACP bylaws.

Section 14 of the Pharmacy and Drug Act (PDA) states that a pharmacy licence terminates if the licensee dies; if the licensee ceases to be responsible for the management, control or supervision of a licensed pharmacy; or if the licensee’s certificate of registration or practice permit issued under the Health Professions Act is suspended or cancelled under that Act.

Although a licence is terminated with the departure of the licensee, the pharmacy may be given permission by the registrar to continue to operate the pharmacy if the proprietor (owner of the pharmacy) or the proprietor’s agent immediately places the pharmacy under the personal management, control and supervision of another pharmacist and advises ACP. This means that there must be at least one remaining pharmacist employed at the pharmacy after the departure of the licensee, and that this pharmacist must be willing to carry out the duties of the licensee. The registrar may also impose conditions on the permission granted to continue operating the pharmacy.

Conditions allowing a pharmacy to operate without a licensee

  • The pharmacy may operate for 30 days without a licensee if the college is notified in writing of the name of the pharmacist assuming the duties of the licensee.
  • The pharmacist assuming the duties of the licensee must agree to personally manage the day to day operations of the pharmacy, must be registered with the college as employed at that pharmacy and must work at the pharmacy. (May be part-time)
  • If a new licensee is not found within 30 days, the proprietor may request permission from the college in writing to operate for another 30 days without a licensee, as long as a pharmacist is willing to assume the duties of the licensee for that time.
  • The proprietor may request one final extension of 30 days in writing if a new licensee is not found as long as a pharmacist is willing to assume the duties of the licensee for that time. The ACP Bylaws allow a pharmacy to operate to a maximum of 90 days without a licensee. If a licensee is not found after 90 days, the pharmacy must close.

If these conditions cannot be met at any time during the 90 day period, the pharmacy must close.

What to do if your pharmacy will be without a licensee

1. Notify the Alberta College of Pharmacists in writing and provide

  • the name of the pharmacy and licence number
  • the name of the departing licensee
  • the last day the licensee will be responsible for the pharmacy
  • name of the interim licensee

2. Submit the Notice of Change of Licensee form, along with the applicable fees, when you have found a new pharmacist to be licensee of your store.

3. If your pharmacy will operate for any length of time without a licensee, notify ACP of the name of the pharmacist that will be acting as licensee.

4. If you require an extension at the end of 30 days, contact ACP when the 30 day period is about to end and inform the college of the status of your search. You must send a written request for a 30 day extension.

There is a potential in July of each year for an unexpected pharmacy closure to occur if a pharmacy licensee misses the registration renewal deadline for his/her pharmacist practice permits and has his/her practice permit suspended. In this case, as with the failure to notify the college, the licence terminates immediately and the pharmacy must close.

Pharmacy licence renewal

All pharmacies in Alberta must renew their licence annually. ACP mails renewal notices each April and pharmacies must submit all renewal requirements by mid-June.

It is the licensee's responsibility to ensure the renewal forms are completed in their entirety and that both the licensee and the owner (proprietor or proprietor’s agent) sign the renewal forms and the statutory declaration forms. The licensee must note any changes to pharmacy information relating to phone or fax number or staff on this form. The ownership information must be confirmed as well. The renewal form often contains general questions to which the licensee must also respond.

After renewal, each pharmacy will receive a package containing the following:

  • new pharmacy license
  • receipt
  • current copy of Prescription Regulations

Pharmacy name changes

Please download, fill out, and submit the application for pharmacy name change.


Pharmacy relocation

Definition: A pharmacy relocation is the moving of a pharmacy from one location to another within the same city/town. In this instance, the original facility ceases to exist as a pharmacy. If your relocation takes place from one city/town location to another city/town, this change would be considered a closure of the original pharmacy location and a new pharmacy openingin the new location.

Process

Mail, email, or fax a written letter of intentto the ACP office a minimum of 30 days prior to a pharmacy relocating. This letter of intent must include:

  • name of store,
  • proposed new address,
  • name of owner / licensee, and
  • effective date.

When we receive the letter of intent, we will email an information package to the owner/licensee. This package includes all necessary requirements, directions, and forms.

Please note

The pharmacy licence number will remain the same; however, we will mail a new licence to the pharmacy showing the new location. If you have not received the new licence within 10 working days of the relocation, please contact the ACP office.

Pharmacy renovation

Definition: A renovation is any change in a pharmacy that affects any or all of the following:

  • overall size,
  • dispensing area size, and/or
  • dispensing counter size.

Minor modifications, such as painting, moving counters, rearranging the layout of a pharmacy, etc., are not considered renovations unless they affect any of the factors listed above. If you are not sure whether the changes you are planning constitute a renovation or not, please contact the ACP office for verification.

Process

Mail, email, or fax a written letter of intent to the ACP office a minimum of 30 days prior to a pharmacy renovation. This letter of intent must include:

  • name of store,
  • store location (street address/city or town), and
  • estimated completion date.

When we receive the letter of intent, we will email an information package to the owner/licensee. This package includes all necessary requirements, directions, and forms.

Please note

When we have received all required documentation (floor plans, application form, completed and sworn statutory declaration, and fees), and confirmation of the completion date of the renovation, we will update our records accordingly. There is no change in a pharmacy licence number for a renovation; therefore, we will not issue a new licence.

Pharmacy website

Section 23 of the Pharmacy and Drug Regulation outlines the information that a licensee must ensure is displayed on the pharmacy website:

  • A copy (scanned is fine) of the pharmacy licence
  • The location, mailing address, e-mail address and telephone number of the licensed pharmacy
  • The name, pharmacist practice permit number, and business address of the licensee
  • A statement that the licensee is required to provide, on the request of a patient, the name and practice permit number of any regulated member who provides a pharmacy service to the patient or who engages in the practice of pharmacy with respect to a patient
  • The name and business address of the proprietor
  • If the proprietor is a corporation, the name of the proprietor’s representative
  • A copy (scanned is fine) of the Patient Concerns Poster

Required references

Please download and read the required references.


Staff changes/narcotic signing authority

The licensee (manager) is responsible for notifying ACP of staff changes via e-mail, fax, regular mail, or over the phone.

The notice must reach ACP within 14 days of the changes (earlier is preferred, if the changes include narcotic signing authority), and must include:

  • registrant's name,
  • certificate number,
  • effective date of change of employment, and
  • the name and licence number of the pharmacy where the employment change is occurring (either new employment or departure from a pharmacy).

Pharmacists may have signing authority at more than one location. ACP must be advised of a pharmacist’s place(s) of employment in order to assign narcotic signing authority. Pharmacy licensees must hold narcotic signing authority at the pharmacy where they are licensee. Pharmacy students, pharmacy interns, pharmacy technicians and provisional pharmacy technicians cannot hold narcotic signing authority.

Websites

Section 23 of the Pharmacy and Drug Regulation outlines the information that a licensee must ensure is displayed on the pharmacy website.

23 If a licensed pharmacy uses a website to promote or offer pharmacy services to the public, the licensee must ensure that the website prominently displays

(a) a copy of the licence and information required to be posted under section 22,(b) repealed AR 72/2009 s12,
(c) the location, mailing address, e-mail address and telephone number of the licensed pharmacy,
(d) the name, pharmacist practice permit number and business address of the licensee,
(e) a statement that the licensee is required to provide, on the request of a patient, the name and practice permit number of any regulated member who provides a pharmacy service to the patient or who engages in the practice of pharmacy with respect to a patient,
(f) the name and business address of the proprietor,
(g) if the proprietor is a corporation, the name of the proprietor’s representative, and
(h) other information required to be displayed by the council.

If you use a website to promote or offer pharmacy services, you must ensure that all of the required information is prominently displayed. Any mention of a location and/or hours of operation is considered promotion.

A scanned copy of your pharmacy license will meet the requirements of Part (a). A scanned copy of the Patient Concerns poster will meet the requirements of Part (h).

Questions?

pharmacyinfo@pharmacists.ab.ca 
780-990-0321 or toll-free at 1-877-227-3838