Preparing for your assessment

Your assessor will spend between three to four hours in your pharmacy. They will work through all aspects of the QCPP requirements to ensure compliance.

It’s important that all staff members who are responsible for implementing the QCPP quality management system are on hand during the assessment to help answer any questions. In some pharmacies, this could be several different staff members, such as a pharmacy assistant who might coordinate QCPP, the pharmacy owner, manager or pharmacist in charge who may hold confidential records, and/or a pharmacist who can demonstrate dispensing procedures etc. Depending on how your pharmacy operates, you may have to organise locum staff to cover the assessment period.

You will need to arrange an area for the assessor to conduct the assessment. Preferably, this would be a private room, but if this is not possible a table and chair would be adequate. Please note that as per the QCPP Program and Assessment Rules the assessor cannot accept any gifts or food.

If QCPP requirements stipulate particular evidence must be sighted, the assessor must sight that evidence, ensuring confidentially is strictly maintained. All QCPP endorsed assessors have signed confidentiality agreements. Commercial and personal information can be masked if it is not relevant to the purpose of checking the record.

When the assessor arrives at your pharmacy they will hold a brief opening meeting with the pharmacy owner, manager and/or QCPP coordinator to discuss:

• Completion of a Professional Services Declaration, which outlines the services your pharmacy provides and will be assessed against
• A brief description of what evidence you will need to make available to the assessor e.g. documents and procedures. More detailed information on the evidence required is available in the Assessment Guide.
• The overall circumstances of your pharmacy (staff make-up, identification of the professional services area, anything you deem necessary for the QCPP assessor to know about your pharmacy)

After the opening meeting, the assessor will begin the assessment. This will include:

• Review of your Operations Manual and pharmacy specific procedures, such as emergency protocols, professional services, needles and sharps, etc.
• Review of relevant records, such as HR records
• Observation of the professional service area, dispensary and retail area to ensure QCPP requirements are met. This may include walking around your pharmacy, taking photos or selecting dispensary or shop items for closer review.
• Discussions with your pharmacy staff about pharmacy procedures and policies

Once the on-site assessment has been completed the assessor will hold a closing meeting with you, which will include a:

• Summary of non-conformances identified during your assessment and the remedial actions raised. Remedial actions are actions that the pharmacy needs to address in order to meet the QCPP Requirements. Your assessor will explain to you the remedial actions identified during your assessment.
• Printed hand-out which outlines what happens next.