While this article highlights recent concerns within pharmacies, several of the recommended safeguards are also applicable to dispensaries.
Source: General Pharmaceutical Council 6.8.25
The GPhC has recently investigated some concerns involving the diversion of medicines from registered pharmacies, where medicines have been ordered and stolen by members of staff. These cases have often involved prescription-only-medicines that are liable to misuse, or have high monetary value, such as medicines used for weight management.
Our standards for registered pharmacies[PDF 985.12 KB] require that medicines are stored securely and safeguarded from unauthorised access, including diversion. Pharmacy owners, pharmacists and pharmacy technicians have a responsibility to make sure there are appropriate arrangements for the management of medicines, including safeguards to prevent diversion. Superintendent pharmacists have particular responsibilities for the safe management of medicines at the pharmacies they oversee, under the law and under our standards for registered pharmacies.
Here are some examples of safeguards that our inspectors have seen operating in pharmacies, to help reduce the risk of diversion.
Ordering stock
Examples include:
- setting maximum daily and monthly quantities of specific medicines that can be ordered, based on the pharmacy’s usage data (including using automated restrictions and agreeing limits with wholesalers)
- asking wholesalers to inform the superintendent pharmacist if any unusual quantities are ordered
- allocating responsibility for placing orders to specific team members
- using strong passwords for wholesale accounts and making sure only the specific team members have access to these passwords
- regularly reviewing authorised account users and immediately deactivating any users who leave employment or change roles
- maintaining records showing who transmitted each order
- installing alert systems on the pharmacy computer to highlight any unusual ordering.
Handling deliveries
Examples include:
- only allowing authorised members of the team to handle wholesale deliveries and evidencing that these have been carefully checked against their delivery notes
- maintaining records showing who handled each wholesale delivery
- using a dedicated area of the pharmacy, monitored by CCTV, to process all stock deliveries.
Stock security
Examples include:
- introducing restrictions to prevent team members from accessing the premises alone
- ensuring appropriate arrangements are in place for controlled drugs that require safe custody – including key security and regular checks of running balances
- identifying specific medicines as ‘high-risk’ for diversion and storing them in locked cupboards with secure key control.
Staff support
Examples include:
- adopting robust staff recruitment processes, including obtaining references; disclosure and barring service checks; probationary periods, and structured induction programmes
- providing the team with specific training about handling stock orders and the risks of diversion
- having a robust whistleblowing policy so staff can report any concerns in confidence.
Audit
Examples include:
- assigned managers regularly reviewing invoices for the medicines ordered
- the superintendent pharmacist periodically checking invoices and records to identify any anomalies
- regularly reviewing risk-assessments and documenting the safeguards put in place.
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