Compliance Management for Pharmacies
Meet GPhC standards and NHS requirements with digital compliance tools designed for community pharmacy.
The Challenge
Community pharmacies face GPhC inspection at any time, must maintain meticulous controlled drugs records under constant scrutiny, and monitor cold chain compliance continuously while serving hundreds of patients daily with a lean staff team. Between CD balance checks, fridge temperature logs, near miss reporting, patient safety incident documentation, and ensuring every dispense meets accuracy standards, pharmacy teams struggle to maintain comprehensive compliance records whilst managing prescription volumes, MDS trays, and NHS services that keep expanding.
How Assistant Manager Solves Pharmacies Compliance
Each module is designed to address the specific challenges pharmacies businesses face every day.
Checklist Management
Pharmacies need daily checks completed reliably despite dispensing pressures - digital checklists that take 30 seconds ensure compliance without interrupting patient service
The Problems
Why This Matters for Pharmacies
- Fridge temperature checks must be recorded twice daily for cold chain compliance, but during busy dispensing periods staff forget the afternoon check, leaving gaps in your pharmaceutical storage documentation
When a fridge fails and stock is wasted, you cannot prove continuous monitoring was in place, putting your GPhC registration at risk and potentially requiring destruction of expensive vaccine stock
- Daily controlled drugs balance checks should happen at close of business, but when the pharmacy is busy or short-staffed, CD checks are rushed or completed retrospectively without proper verification
CD discrepancies are discovered weeks later during routine audits rather than immediately, making investigation impossible and suggesting poor CD governance to inspectors
The Solution
How Checklist Management Helps
Digital checklists with time-stamped completion, photo evidence requirements, automatic temperature logging with alerts for excursions, and mandatory CD balance verification before closing
Fridge temperatures are recorded twice daily with automatic alerts if checks are missed, CD balance checks happen every day with photo proof of register entries, and managers see real-time compliance status
Use Cases:
- • Twice-daily medicines fridge temperature recording with automatic alerts
- • Daily controlled drugs balance checks with register photos
- • Opening and closing pharmacy checklist (responsible pharmacist notice, emergency supply kits)
- • Weekly responsible pharmacist record verification
- • Monthly emergency medicines stock expiry checks
- • Dispensary cleanliness and hygiene verification
- • Patient consultation area privacy and confidentiality checks
- • CD cabinet security inspection
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Fridge temperature checks must be recorded twice daily for cold chain compliance, but during busy dispensing periods staff forget the afternoon check, leaving gaps in your pharmaceutical storage documentation
Real Scenario
"Your medicines fridge fails over a weekend. Monday morning reveals temperatures exceeded limits but your last recorded check was Friday morning - you have no proof the fridge was working Friday afternoon, forcing disposal of £2,000 of vaccine stock."
Example 2: Daily controlled drugs balance checks should happen at close of business, but when the pharmacy is busy or short-staffed, CD checks are rushed or completed retrospectively without proper verification
Real Scenario
"A balance check reveals 30 missing morphine tablets. Your CD register shows daily balance checks were completed, but staff admit they were sometimes done from memory at the end of the week when they fell behind."
Equipment Tracking & Maintenance
Pharmacies manage fridges, dispensing equipment, patient testing devices, and CD storage that each have different calibration and security requirements that must be tracked to meet GPhC and MHRA standards
The Problems
Why This Matters for Pharmacies
- Medicines fridges require annual calibration and maintenance, dispensary equipment needs PAT testing, and CD cabinets need security verification, but tracking is done on paper with no reminders when service is due
GPhC inspection discovers your fridge calibration is six months overdue, suggesting your cold chain compliance data has been unreliable for months and putting stock integrity into question
- MHRA medical device safety alerts for blood pressure monitors, blood glucose meters, and other pharmacy equipment arrive by email, but there is no system to track which specific devices were checked
When inspectors ask for evidence of safety alert action, you have the alert email but cannot prove which specific device you checked or whether you took the required corrective action
The Solution
How Equipment Tracking & Maintenance Helps
Complete asset register with service scheduling, automatic maintenance reminders, device-level calibration certificate storage, and safety alert tracking with device-specific verification
Every piece of equipment has scheduled calibration with 90-day advance alerts, PAT testing is never missed, and MHRA alerts are logged against specific devices with proof of action
Use Cases:
- • Medicines fridge calibration and maintenance scheduling
- • Dispensary equipment PAT testing tracking
- • CD cabinet security inspection and lock verification
- • Blood pressure monitor calibration for NHS services
- • Blood glucose meter maintenance and quality control
- • Dispensary air conditioning and ventilation servicing
- • MHRA safety alert device-specific verification
- • Pharmacy equipment warranty and guarantee tracking
Feature Screenshot
Equipment Tracking & Maintenance
Real-World Examples
Example 1: Medicines fridges require annual calibration and maintenance, dispensary equipment needs PAT testing, and CD cabinets need security verification, but tracking is done on paper with no reminders when service is due
Real Scenario
"A GPhC inspector asks for your fridge calibration certificate. The last calibration was 18 months ago. Your temperature logs show compliant readings but the inspector questions whether the thermometer itself was accurate."
Example 2: MHRA medical device safety alerts for blood pressure monitors, blood glucose meters, and other pharmacy equipment arrive by email, but there is no system to track which specific devices were checked
Real Scenario
"An MHRA alert requires checking serial numbers on blood pressure monitors used for NHS health checks. Six months later during inspection, you cannot recall which of your two monitors you checked or if one needs replacing."
Training & Development
Pharmacies must maintain detailed training records for GPhC-registered professionals and support staff, with evidence readily available for revalidation, inspection, and service accreditation
The Problems
Why This Matters for Pharmacies
- Pharmacist and pharmacy technician GPhC revalidation portfolios require evidence of CPD, peer discussion, and learning outcomes, but gathering evidence throughout the year is disorganized
As revalidation deadline approaches, pharmacists scramble to remember CPD activities and recreate evidence, risking incomplete submissions and GPhC registration issues
- Accuracy checking technicians, dispensing assistants, and healthcare advisors all have different training requirements, but records are kept in multiple places with no central view of who is qualified for what
Staff are assigned services they are not trained to deliver - like smoking cessation or emergency contraception - creating patient safety risks and GPhC compliance issues
The Solution
How Training & Development Helps
Learning management system with GPhC revalidation portfolio support, service-specific competency tracking, automatic CPD logging, peer discussion recording, and learning outcome documentation
Pharmacists build revalidation evidence throughout the year with structured portfolios, staff competencies for NHS services are tracked centrally, and pharmacy managers see training compliance across the team
Use Cases:
- • Pharmacist GPhC revalidation portfolio documentation
- • Pharmacy technician CPD and learning outcomes tracking
- • Accuracy checking technician qualification verification
- • NHS service-specific training (smoking cessation, emergency contraception, flu vaccination)
- • Dispensing assistant training matrix
- • Responsible pharmacist training completion verification
- • Safeguarding training for all pharmacy staff
- • Anaphylaxis and basic life support certification
Feature Screenshot
Training & Development
Real-World Examples
Example 1: Pharmacist and pharmacy technician GPhC revalidation portfolios require evidence of CPD, peer discussion, and learning outcomes, but gathering evidence throughout the year is disorganized
Real Scenario
"A pharmacist realizes her revalidation is due in two weeks but has not documented CPD throughout the year. She cannot recall specific learning outcomes from activities six months ago and struggles to demonstrate how learning improved patient care."
Example 2: Accuracy checking technicians, dispensing assistants, and healthcare advisors all have different training requirements, but records are kept in multiple places with no central view of who is qualified for what
Real Scenario
"A patient requests emergency contraception from a healthcare assistant who has not completed required training. The service is provided but documented as delivered by a qualified person, discovered later during a routine audit."
HR Management
Pharmacies must verify staff credentials continuously - GPhC registration, indemnity, DBS checks - with instant access during inspection and for incident investigation
The Problems
Why This Matters for Pharmacies
- GPhC registration status for pharmacists and pharmacy technicians is checked at employment but not monitored continuously, with no alerts when registration or indemnity issues arise
Staff work without current GPhC registration or professional indemnity, creating serious professional practice risks and potential invalidation of all prescriptions and services they delivered
- DBS checks and right-to-work verification for pharmacy staff are filed in paper personnel folders rarely reviewed, with no system to alert when renewals or share code rechecks are due
Staff work beyond DBS validity or with expired visa permissions, creating safeguarding and employment law risks that are only discovered during audit or inspection
The Solution
How HR Management Helps
Centralized employee records with GPhC registration monitoring, professional indemnity tracking, DBS renewal alerts, right-to-work share code verification, and automatic 90-day credential expiry notifications
Every pharmacy professional has registration, indemnity, and DBS monitored with automatic alerts before expiry, preventing staff working without current credentials
Use Cases:
- • GPhC registration monitoring with automatic annual renewal reminders
- • Professional indemnity insurance tracking for pharmacists
- • DBS check renewal reminders at 3-yearly intervals
- • Right-to-work share code checking for visa holders
- • Hepatitis B immunity verification for staff handling patient samples
- • Emergency contact details for workplace incidents
- • Locum pharmacist credential verification before shifts
- • Occupational health clearance for staff returning after illness
Feature Screenshot
HR Management
Real-World Examples
Example 1: GPhC registration status for pharmacists and pharmacy technicians is checked at employment but not monitored continuously, with no alerts when registration or indemnity issues arise
Real Scenario
"A locum pharmacist works for three months before head office discovers his GPhC registration lapsed due to unpaid fees. All clinical decisions during that period need review and NHS England must be notified."
Example 2: DBS checks and right-to-work verification for pharmacy staff are filed in paper personnel folders rarely reviewed, with no system to alert when renewals or share code rechecks are due
Real Scenario
"GPhC inspection asks to verify DBS checks for all staff with access to controlled drugs. Two dispensing assistants have checks from 2017 never renewed despite pharmacy policy requiring 3-yearly checks."
Risk Assessment
Pharmacies need risk assessments covering dispensing accuracy, CD security, patient safety, premises hazards, and lone working, with reviews when services or circumstances change
The Problems
Why This Matters for Pharmacies
- Dispensing process risk assessments cover standard procedures but are not updated when workflow changes like new dispensing software, MDS systems, or additional NHS services alter your usual processes
Dispensing errors occur due to new processes that were never properly risk-assessed, and investigation reveals your risk assessment does not reflect current working practices
- Premises risk assessments do not account for increased patient footfall from new NHS services, temporary changes during refurbishment, or changing security risks in the local area
Staff or patients are injured in circumstances your risk assessment did not cover, and HSE investigation reveals you failed to reassess when circumstances changed
The Solution
How Risk Assessment Helps
Comprehensive risk assessment system with dispensing process hazard identification, premises safety assessment, automatic review scheduling when services change, and version history tracking
Every dispensing process and premises area has an up-to-date risk assessment, automatic reminders trigger reviews when near-misses occur, and complete audit trail shows risk management
Use Cases:
- • Dispensing process risk assessment (prescription intake, clinical check, accuracy check, patient counselling)
- • Controlled drugs security risk assessment
- • Premises and patient area safety assessment
- • Lone working risk assessment for late shifts and emergencies
- • Violence and aggression risk assessment
- • Manual handling risk assessment (stock delivery, equipment moving)
- • New NHS service risk assessment before launch
- • Pandemic and infection control risk assessment
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: Dispensing process risk assessments cover standard procedures but are not updated when workflow changes like new dispensing software, MDS systems, or additional NHS services alter your usual processes
Real Scenario
"Your pharmacy implements electronic prescription scanning but the dispensing risk assessment still describes manual prescription handling. A scanning error leads to wrong-strength medicine being dispensed."
Example 2: Premises risk assessments do not account for increased patient footfall from new NHS services, temporary changes during refurbishment, or changing security risks in the local area
Real Scenario
"A patient trips over cables during pharmacy refurbishment to add consultation rooms. Your premises risk assessment does not cover building works or the new patient flow patterns for consultation services."
Accident & Incident Records
Pharmacies need incident reporting that captures dispensing detail, supports duty of candour requirements, enables root cause analysis, and provides evidence of learning culture for GPhC inspection
The Problems
Why This Matters for Pharmacies
- Dispensing errors and near-misses are recorded in a paper log or basic spreadsheet, with no analysis of patterns, contributing factors, or learning outcomes documented systematically
Serious dispensing errors occur that could have been prevented if near-miss patterns had been identified and addressed, and GPhC cannot see evidence of learning culture
- Patient safety incidents reportable to NHS England and GPhC are not consistently identified, with staff unsure what meets reporting thresholds and how to determine severity
Serious incidents are not reported appropriately to regulators, leading to GPhC enforcement when they discover unreported incidents and patient harm that was never escalated
The Solution
How Accident & Incident Records Helps
Digital incident reporting with dispensing error categorization, automatic severity assessment, patient safety incident reporting prompts, root cause analysis tools, and pattern identification across incident types
Every dispensing error is documented immediately with automatic severity grading, patterns are identified showing recurring issues, and reportable incidents are flagged for GPhC and NHS notification
Use Cases:
- • Dispensing error incident recording with severity grading
- • Near-miss reporting and pattern analysis
- • Patient safety incident documentation for GPhC and NHS reporting
- • Controlled drugs discrepancy investigation and reporting
- • Premises accident and slip/trip/fall recording
- • Staff injury and sharps injury documentation
- • Patient complaint investigation with outcome tracking
- • Medication allergic reaction incident reporting
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: Dispensing errors and near-misses are recorded in a paper log or basic spreadsheet, with no analysis of patterns, contributing factors, or learning outcomes documented systematically
Real Scenario
"A patient receives 10mg instead of 5mg tablets due to a dispensing error. Investigation of your near-miss log reveals five similar errors in three months, but nobody identified the pattern or investigated root causes."
Example 2: Patient safety incidents reportable to NHS England and GPhC are not consistently identified, with staff unsure what meets reporting thresholds and how to determine severity
Real Scenario
"A patient takes medication they are allergic to because the allergy was not checked during dispensing. The pharmacy records it as a near-miss because no harm occurred, but NHS England classification says it is a serious patient safety incident requiring formal investigation."
Results Pharmacies Businesses Achieve
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