Proprietary Pharmacy Permit Amendments & Renewal

The pharmacy manager must notify the Saskatchewan College of Pharmacists (SCPP) of changes within the pharmacy or amendments to the permit, planned or realized, including:

  • changes in the ownership of the pharmacy whether for a share purchase or asset sale (corporate owner name change) and/or any changes in the directors or registered agent of the corporate owner
  • changes in the pharmacy that would affect the information provided to SCPP in the application for accreditation or a renewal
  • changes that result in variations to the pharmacy diagram at the current the location of the pharmacy (renovation)
  • changes to the pharmacy manager (amendment)
  • changes to the pharmacy trade name (amendment)
  • changes to the pharmacy location address (amendment/relocation)
  • changes to the status of the pharmacy; such as closing the pharmacy

 

Please review the requirements listed for the type of change the pharmacy is reporting.

 

Renewing a Pharmacy Permit

The SCPP permit year runs from September 1 to November 30. Proprietary Pharmacy Permits are to be renewed annually, on or before November 1 without penalty, and the deadline for renewal is November 30. A penalty fee may be applied for applications and/or requirements received after November 1.

Notifications are distributed mid-September to pharmacy managers using the email address on record for the pharmacy to initiate the process.  Pharmacy managers need to log into their Pharmacy Manager Portal on the website and complete the online Proprietary Permit Renewal Application Form.

 

Director Requirements

Director requirements must be met [ The Pharmacy and Pharmacy Disciplines Act section 19(1); and SCPP Regulatory Bylaw clause 4(e), Part I, and Directors’ Duties and Responsibilities ].  The majority of directors of the corporation are to be members, one of whom is the pharmacy manager.

During renewal, SCPP will download a copy of the current Corporate Registry Profile Report from the Information Services Corporation (ISC) website. Any pharmacies having an extra-provincial corporate registration must submit a copy of the Corporate Registry Profile Report from the originating province. For amendments occurring during permit renewal that affect the pharmacy manager and directors, a copy of the Notice of Change of Directors and Officers as submitted to ISC must be submitted to the College.

 

Privacy Officer

Privacy Officer Requirements (link to Privacy Officer Requirements for Permit Renewal) need to be met. Each pharmacy manager must ensure there is a privacy officer with up-to-date certification. Training is available through the CPDPP unit at the College of Pharmacy and Nutrition at the University of Saskatchewan.

 

Fees

November 1 is the deadline for submission of applications/fees without penalty. Payments must be received by the College office before the application will be approved.

Applicable fees  may be paid by credit card (MasterCard or Visa) using the PAY NOW feature during the renewal process. Cheques may be submitted by selecting INVOICE ME and mailing a cheque with the invoice number recorded. 

 

Late Penalty Fee

All requirements of the College’s bylaws, guidelines and legislation must be met before the application will be approved. A late payment penalty fee will be applied if any requirements are outstanding after November 1.

If you have questions about SCPP’s permit renewal or privacy officer requirements, contact Pat Guillemin at pat.guillemin@saskpharm.ca  or 306-584-2292 ext. 321.

 

Renovating a Pharmacy

When there is a change within the pharmacy, the pharmacy manager is responsible for contacting SCPP as per Part J of the Regulatory Bylaws. 

 

Proprietary Pharmacy Permit Application Form

To apply to amend a permit that has already been issued, a Proprietary Pharmacy Permit Application Form needs to be submitted. The form must be completed by the pharmacy manager and must also include detailed schematics. SCPP will require drawings for approval of the temporary dispensary, should it be required. Photos will be required and if the location changes, samples of prescription labels, patient profile and receipt.

Typically, the field officer reviews the renovated/relocated pharmacy during their regularly scheduled professional practice reviews.

 

Fees

There is no fee required, except when the physical address changes or an inspection is required.

 

Documents

In addition to the Regulatory Bylaws under Legislation on this website, view documents related to pharmacy renovation requirements below.

 

Relocating a Pharmacy

A “relocation” occurs when the pharmacy moves from one location to another. This may mean relocation “outside of the existing location” with a new location address; or “within the premises” with no address change.

When a pharmacy relocates, the pharmacy manager must notify the SCPP in advance, provide details, and submit the online Permit Application form and applicable fee. The College asks pharmacy managers to keep the office advised of the status of the relocation. A Pharmacy Relocation Checklist  is available for reference only. These items must be in place prior to the inspection.

Schematics detailing Regulatory Bylaw Part J requirements are required for approval prior to construction/renovation of the relocated pharmacy.

 

Fee

If relocating within the premises without an address change, there is no fee; however, relocating to a new address constitutes a “permit amendment” and a fee would be applicable. 

 

Permit Application

Pharmacy managers must complete and submit the Proprietary Pharmacy Permit Application Form, which can be found in the Pharmacy Manager Portal. The application must be accompanied by a detailed diagram of the layout of the new dispensary as indicated in the Pharmacy Relocation Guidelines .

 

Advance Notice Requirement

Many of the requirements include advising the relevant party a minimum of 30 working days prior to the planned opening. Please review the guidelines carefully to ensure time requirements are met.

 

Closing a Pharmacy

According to section 48 of The Pharmacy and Pharmacy Disciplines Act entitled “Duty to inform registrar,” a proprietor who ceases to operate the proprietary pharmacy named in the permit shall notify the Registrar no later than five (5) days prior to the change in operation.

The College must also receive a completed Pharmacy Closure Procedures & Declaration form  within 10 working days of the closure.

There is no provision in The Pharmacy and Pharmacy Disciplines Act or the SCPP bylaws for pro-rating or refunding the cost of the proprietary pharmacy permit.

 

Share Purchase

A share purchase occurs when the shares of the current corporation are purchased, but there is no change to the current corporation name.

Requirements are pursuant to The Pharmacy and Pharmacy Disciplines Act and the SCPP Regulatory Bylaws, which can be found under Legislation on the QUICKLINKS section of the website homepage.

 

Requirements

When a share purchase occurs, the following are required:

  • provide notice of the proposed share purchase by both the vendor and the purchaser, including any other change such as manager, trade name, etc.
  • submit the online permit amendment application form
  • submit the applicable fee
  • submit corporate director change documentation

 

Documents

 

Ownership Change

An ownership change occurs when there is a sale of the assets of a pharmacy to a new person or entity. When an ownership change occurs, the pharmacy permit terminates and the new owner must make a new application.

Requirements are pursuant to The Pharmacy and Pharmacy Disciplines Act and the SCPP Regulatory Bylaws, which can be found under Legislation on the QUICKLINKS section of the website homepage.

 

COMPASS Continuity

When there is a new pharmacy owner, it is important that the Community Pharmacy Incident Reporting (CPhIR) system username and password is provided to the new owner. This allows for continuity of the incident reporting information, the medication safety self-assessment (MSSA) information and the quality improvement plan information.

In the event that the CPhIR username and password are not provided to the new owner, a new data-sharing agreement will need to be signed by the pharmacy manager and provided to ISMP Canada. All safety related history with respect to medication incident reporting, medication safety self-assessment information and the quality improvement plan will be lost.

 

Documents

 

 

Pharmacy Manager Change

If a licensed pharmacist ceases to be engaged as a pharmacy manager, the proprietor shall notify the Registrar in writing five days prior to the change , providing the name of the new manager.

The pharmacy manager is the licensed pharmacist who has been designated by the proprietor of a proprietary pharmacy to have authority over and be responsible for the operation of the pharmacy and who is named in the permit issued for the pharmacy as the manager. A licensed pharmacist assumes significant responsibilities when designated as the manager of a pharmacy and is critical to ensuring that appropriate policies and practices are established and implemented by the pharmacy for the optimal care and safety of its patients.

 

COMPASS Requirements

  • Ensure that the new pharmacy manager is aware of and has access to the COMPASS username and password.
  • Ensure the pharmacy manager has designated an individual to be the Quality Improvement (QI) Coordinator (if the previous pharmacy manager was also the QI Coordinator)

Requirements are pursuant to The Pharmacy and Pharmacy Disciplines Act and the SCPP Regulatory Bylaws, which can be found under Legislation on the QUICKLINKS section of the website homepage.

 

Documents

  


Trade Name Change

Propriety pharmacy permits must show the name of the proprietor, the name of the pharmacy manager, and the trade name and address of the pharmacy. If a pharmacy has a change in the trade name, the pharmacy manager needs to complete an Online Permit Amendment Application. Login information for this application will be sent to the pharmacy manager once SCPP has received an email notice of the proposed name change.

Please review the Trade Name Change document for further requirements.

 


Lock and Leave Permit

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

The pharmacy manager 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.

Requirements are pursuant to  The Pharmacy and Pharmacy Disciplines Act  and the SCPP Regulatory Bylaws, which can be found under Legislation on the QUICKLINKS section of the website homepage. Section 9 of Part J of the SCPP Regulatory Bylaws in specific, gives Lock and Leave requirement details. 

 

General Requirements

The pharmacy manager is to:

  • advise the College office at info@saskpharm.ca
  • provide a description and drawing of the physical layout of the Lock and Leave enclosure  for review  PRIOR  to construction.
  • complete the online “Application for Lock and Leave Permit.”  The pharmacy  manager  must complete the “Pharmacy Permit Amendment Application” available by logging into the pharmacy manager profile
  • submit the Lock & Leave Installation Fee
  • comply with all requirements as per the bylaws, guidelines and legislation
  • supply photographs of the completed Lock and Leave enclosures if requested
  • contact the Field officer to set up a mutually acceptable inspection time
    • Lori Postnikoff, Field Officer, Northern Saskatchewan
    • Jeannette Sandiford, Field Officer, Southern Saskatchewan

Upon satisfactory inspection approval of the Lock and Leave application, the permit will be issued in accordance with the bylaws of SCPP. The pharmacy manager will be advised of the approval of the Lock and Leave Permit. 

 

Documents

 

SASKATCHEWAN COLLEGE OF PHARMACY PROFESSIONALS

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