Closing Your Pharmacy - Pharmacy Guild of New Zealand

Closing Your Pharmacy
Whilst we can provide you with the following advice we strongly recommend that you consult
both your lawyer and accountant for expert legal advice on closing your pharmacy.
Notification
You must notify the following agencies and individuals as soon as possible of the anticipated
date of closing. It is advisable that the notification be in writing.
• Licensing Authority at Medsafe* - You will need to notify the Licensing Authority of the
date of intended closure. The Licence to Operate Pharmacy must be surrended to the
Licensing Authority within 7 days of the pharmacy ceasing to operate (Regulation 49 of
the Medicines Regulations 1984)
• Medsafe* – You will need to provide Medsafe with the final inventory of controlled drugs
and arrangements for their disposal.
• District Health Board*– Contractually you are obligated to give the DHB six months
written notice of termination, although we are unaware of anyone being held to these
terms. Regardless, you will need to inform your DHB of your arrangements for customer
continuity and patient records.
• Healthpac* – You will need to notify Healthpac of the fact that you are closing your
pharmacy, advise of any change of payment details for claims and arrange for final
payment.
• Suppliers – You will need to review the relevant agreements in terms of the notice you
are required to give your suppliers.
• Staff – You will need to review your staff employment contracts in terms of the notice you
are required to give your staff and then manage this process appropriately. Interns will
require specific consideration.
• Customers - You also need to advise your customers and the wider community of your
closure. We suggest that as soon as you know your closing date, you print a small notice
and include it in each customer purchase. Placement of a community notice in your local
paper is also advisable.
Continuity of care
You must provide for the orderly continuation of patient care.
You will need to notify all customers as soon as possible of steps taken or proposed for the
preservation of patient records and of intended arrangements for their transfer and repeats on
prescription medication. You cannot dispense remaining repeats all at once.
If you dispense Methadone you are required to have written policies in place to demonstrate
how Pharmacy Methadone Services for Opoid Dependence are to be provided to Service Users
requiring “consume on premises” doses when you are not open. However in the case of closing
your pharmacy you must also talk to the people managing Methadone (and Clozapine) services
in sufficient time to allow for alternative arrangements to be made.
Records
Please arrange for the transfer of your patient medication and prescription records to another
pharmacy in your local area. In terms of your Repeat file, you will need to work this through with
HealthPac and your software provider.
Dispensing record, non-subsidised prescriptions, Sale of Medicines Register, CD prescriptions
and the CD register must all be retained safely for 10 years. Medicine records may only be kept
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at a licensed pharmacy or a placed authorised by the Licensing Authority (Regulation 58(2) of
the Medicines Regulations 1984)
With respect to Controlled Drugs, section 33 of the Misuse of Drugs Act 1977 requires you to
retain the prescriptions for a period of 4 years from the date on which the controlled drug is
supplied. If you vacate the premises these records need to be stored at a place approved by the
Medical Officer of Health (Medsafe).
Medicines
You must immediately remove and dispose of all drugs and devices according to law.
You will need to notify Medsafe of your closure and arrangements for the disposal of controlled
drugs. You may sell your stock of controlled drugs to another pharmacist on their order. In
accordance with Misuse of Drugs Regulation 43(3) a record of that stock needs to be verified by
the signatures of both pharmacists. Controlled drugs can also be destroyed with a record of
destruction sent to the local Medicines Control Advisor at Medsafe.
In terms of Prescription Medicines, Restricted medicines, Pharmacy only medications and
General Sales Medicines you may arrange for another local pharmacist to purchase your stock.
Alternatively, on arrangement, complete packs may be returned to your wholesaler. Part packs
or out of date stock must be destroyed.
Hazardous substances
For the disposal or destruction of hazardous substances we suggest that you contact ERMA.
Needle exchange
You will need to inform the Needle Exchange Programme that you are closing and ensure they
have sufficient time to make alternative arrangements.
Signage
You must immediately remove all signs and symbols related to the practice of pharmacy. You
must also inform the succeeding business occupying the premises and the landlord that it is
unlawful to use the word "pharmacy," etc. in connection with the place of business, unless it is a
licensed pharmacy.
Contact Details for Notifications
The contact details for your District Health Board will be in your Pharmacy Services Agreement.
Medsafe
Medsafe
New Zealand Medicines and Medical Devices Safety Authority
P O Box 5013
Wellington
Phone: 04 496 2000
Fax: 04 496 2229
Healthpac
Wanganui Team
Address Level 2, Wanganui Gas Building
179 St Hill Street
Private Bag 3015, Wanganui
Pharmaceutical Processing 0800 163 274 or 0800 353 2425
Fax 06 345 9154
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