By Dispex
The Importance of Ambient Temperatures in Dispensaries
With the current heatwave, many dispensing practices across the UK are facing a familiar yet critical challenge: maintaining a safe ambient environment for medication storage. Dispensary temperatures exceeding 25°C are not simply a matter of comfort-it’s a compliance issue. While some Finance Managers and lead GPs may hesitate to approve the cost of air conditioning, viewing it as a significant investment, the importance of climate control is often misunderstood. It’s not just a convenience-it’s a regulatory requirement. Medicines must be stored within their licensed temperature ranges, and exceeding these limits can compromise both their efficacy and safety. As a result, active temperature monitoring and management are essential to ensure compliance and protect patient care.
As Philip Koopowitz, Director of Dispex, emphasises:
“Bottom line – GPs and Finance Managers need to know that it is a requirement to keep medication at an ambient temperature, even if it means having air conditioning. There’s no getting around it.”
What Does the Guidance Say?
According to the NHS Specialist Pharmacy Service (SPS), medications labelled for storage at “room temperature” or “ambient temperature” should remain between 15°C and 25°C. Going beyond this for prolonged periods can invalidate the manufacturer’s guarantee and may raise flags during a CQC inspection. Click here for the source.
Real-World Solutions from Your Peers
A recent discussion in our WhatsApp group on this topic revealed a range of practical approaches currently being used:
Portable AC Units
For those whose budgets don’t allow for wall-mounted air conditioning systems, portable units seem to be a more affordable alternative. However, there are a few important considerations: while the upfront cost is lower, portable units are generally less energy efficient and more expensive to run. Additionally, some models carry safety warnings advising against unattended use, so if you plan to run a unit over the weekend, be sure to check that it’s safe to do so.
Permanent Wall-Mounted AC
Some dispensaries operate wall-mounted air conditioning systems throughout the day to maintain stable room temperatures. While this is a costly option, many agree that it’s a worthwhile investment to avoid compliance issues and prevent medication wastage.
Automated Temperature Monitoring
Several practices have now adopted Wi-Fi-connected smart thermometers. These devices alert staff when temperatures exceed 24°C, send real-time notifications to mobile phones, and generate data logs that are useful for inspections. This solution has gained significant interest, particularly among those looking for ways to reduce the amount of time their air conditioning systems need to run.
The chat then went onto discuss how dispensaries monitor room temperatures;
- Some manually monitor using basic thermometers with min/max settings and manually log daily temperatures.
- Many have installed digital thermometers in various locations within the dispensary to get an accurate reading of the room temperature. These systems can also keep a log of temperature readings for audit purposes.
- Our Temperature Monitoring SOP was mentioned in the discussion, and one user kindly shared the link within the group. Members can log in here to download and personalise the document.Best Practice Checklist
✔️ Maintain temperature between 15–25°C at all times.
✔️ Install air conditioning or portable cooling units where feasible. If using portable units ensure they can left on when no one is around.
✔️ Conduct regular temperature checks (manually or digitally) throughout the day, especially during peak temperature times. This helps in identifying any fluctuations that may need addressing.
✔️ Maintain a log of all temperature readings. This can be done manually or digitally. Keeping records helps in tracking trends and identifying any recurring issues. You’ll also need these logs for your CQC inspection.
✔️ Ensure thermometers are calibrated regularly.
✔️ If you’re struggling to keep temperatures down, try calculating whether the air conditioning unit’s output is suitable for the room size. An undersized unit or lack of proper ventilation can actually cause the temperature to
rise rather than fall.
✔️ Alert management if temperature regularly exceeds safe limits.
✔️ Review and update your SOP to reflect current guidance.
✔️ Ensure that all staff members are trained on the importance of temperature monitoring and know how to use the equipment properly.
Whether you use smart tech, traditional thermometers, or climate control systems, ensuring compliance should be non-negotiable.
Stay Informed with the Dispex WhatsApp Support Group!
Thinking about joining? Here’s what you need to know:
Members’ only space
- Office hours only – Dispex chats and responses are kept within business hours. We ask users to do the same! No late-night disruptions!
- No message overload – we will only send important alerts a few times a week.
- Profitability updates – we’ll share key insights to help boost your dispensary’s financial viability.
- In it together- your experiences are invaluable, so please feel free to share your insights!
Members can join here.
