Online community pharmacy compliance survey

The purpose of the Community pharmacy compliance survey (CPCS) is to:

  • replace a program of scheduled site visits currently not possible due to COVID-19 restrictions
  • guide community pharmacies as they transition to the new medicines legislation
  • establish a consistent baseline level of compliance across the community pharmacy environment.

This online survey does not cover all requirements for compliance. Rather it targets high risk areas in pharmacy practice and those key areas that have changed under the new legislation.

The compliance survey will not replace regulatory activities conducted by local public health units.

Survey questions

The survey questions fall into 3 broad categories:

  • MPMR or standard requirement: current compliance is expected under the prevailing legislation, namely the Medicines and Poisons Act 2019 (MPA), and the Medicines and Poisons (Medicines) Regulation 2021 (MPMR) and associated departmental standards.
  • Supplementary information: provides qualitative and quantitative data (e.g. what health services or programs does the pharmacy offer).
  • MPMR requirement - a change, or MPMR and SMP requirement - a change: provides pharmacists with an awareness of a key change in compliance requirements introduced by the MPA, the MPMR and associated departental standards. An SMP must be in place by 27 September 2022.

Evidence of compliance

Please note the CPCS is utilising inspector powers under Section 177 of the Medicines and Poisons Act 2019 in requiring pharmacists to produce for inspection certain documents or information in the pharmacist’s possession relating to Schedule 8 (S8) medicines and to provide extracts or copies from these documents.

The questions of the CPCS relate to the MPA, MPMR and associated departmental standards. Compliance against identified high-risk areas in pharmacy practice, and key areas of change which commenced under the new legislation will be reviewed.

Privacy and confidentiality

Personal information collected and stored is protected by the Information Privacy Act 2009 (Qld), part 7 of the Hospital and Health Boards Act 2011, Code of Conduct for the Queensland Public Service, and Queensland Health's Privacy Plan.

Patient privacy

When providing documents as evidence of compliance, pharmacies can choose to de-identify patient names and address details and prescriber names to protect patient privacy. Records received will be kept securely and not used for any other purpose, except as required by law.

Data security

The online survey data is being collected using SSL (secure sockets layer) that encrypts the data being saved into the system. The data is stored in a system which has been configured to ensure the information is secure.

Pharmacies are encouraged to use Kiteworks secure file transfer (SFT) when sending supporting documents as evidence of compliance to PIRP. This secure email process uses digital authentication and encryption technology to protect or secure the email message body and attachments sent to pharmacy.compliance@health.qld.gov.au. This account can only be accessed by PIRP staff. There is no cost to the pharmacy to set up an SFT email account. Information on how to set up and use an SFT email account will be sent along with the survey information.

Information collected via the above data collection methods will be stored on the Department of Health's electronic document records management system (eDRMS) with security access controls limiting access to PIRP staff only.

Sensitive information which is received will be either de-identified or destroyed once reviewed by an inspector of PIRP. Confidential information will be stored in eDRMS in a separate file for each pharmacy.

How to complete this survey

This survey should be completed by the senior pharmacist on site within 4 weeks of being provided with the survey login details. If you require more time, please contact the PIRP team at pharmacy.compliance@health.qld.gov.au.

Which parts do I need to complete?

The survey form is divided into 3 parts:

  • Part A and Part B – completed by ALL pharmacies
  • Part C – additional form to be completed by pharmacies offering compounding.

Providing photos or scans as evidence

Where a question asks you to provide photos or scanned copies please:

  • number each photo, screen shot or scanned copy with the corresponding question number, save documentation into 1 folder labelled with your pharmacy name; then
  • email the photos along with the name of your pharmacy by using Kiteworks SFT to pharmacy.compliance@health.qld.gov.au so it can be included with your survey responses.

Using secure file transfer (SFT)

The following instruction documents have been created to help pharmacists with setting up and using secure file transfer. Please note, these instructions apply to CPCS only:

Information on using an SFT email account to submit supporting documentation for the CPCS will be provided to pharmacists when they are invited to complete the survey.

Alternative to using a secure file transfer (SFT) account

If you are unable to open or access an SFT email account, you can submit your CPCS supporting documentation to PIRP by registered post to:

Pharmacy Inquiry Response Program
Chief Medical Officer and Healthcare Regulation Branch
GPO Box 48
Brisbane Qld 4001

Tips for completing the survey

Parts A, B and C (if required) of the survey do not need to be completed in one sitting; they can be completed in parts. However, incomplete forms cannot be saved. If you exit your browser your progress will not be saved if the survey is incomplete and not submitted, you will have to start again. Each form must be completed in full and submitted in 1 session.

The survey may take 60 to 90 minutes to complete in its entirety. To prepare, pharmacists are encouraged to review the PDF versions of the survey—pharmacists who have already completed the survey advised that it was beneficial reviewing the PDF versions of the forms before completing the survey.

We suggest you complete the check boxes and written responses for all questions first, then return to the questions that require photos or scanned copies of information. This way photos, scans and screenshots can be taken at the same time.

If you have an electronic S8 medicines register you may prefer to take a screenshot of the relevant page instead of taking a photo or printing and scanning documents.

After the survey

After completing the compliance survey, an inspector may contact you if issues are identified. They will discuss the outcome and provide support to remedy any issues identified. They may also notify other authorities, such as a public health unit of the compliance outcome.

List of scheduled medicines and poisons

If you are unsure about the scheduling of a medicine or poison, review the TGA's Poisons Standard (also known as the Standard for the Uniform Scheduling of Medicines and Poisons (SUSMP)).

Survey forms

The PIRP team will contact pharmacies directly to provide them with access to the survey and supporting information. To prepare for the CPCS, pharmacies are welcome to review the survey questions for Parts A and B (PDF 194 kB) and Part C (PDF 150 kB). Please note these documents are for reference only, they cannot be submitted.

Feedback

Feedback, either positive or negative, is important to us. Please provide feedback about the CPCS to pharmacy.compliance@health.qld.gov.au.

Last updated: 5 November 2021