Six principles for organizing a pharmacy counter to meet GPP standards in 2024 for pharmacists

In addition to fully complying with documentation and record-keeping standards, pharmacists need to pay special attention to organizing the pharmacy counter in accordance with regulations to meet GPP standards. This is not only essential for achieving certification but also serves as a foundation for ensuring service quality and customer safety.

What is a GPP-compliant pharmacy?

Infrastructure: A GPP-compliant pharmacy must meet the required standards for space, layout, and safety. The areas for drug sales, drug storage, and customer service must be clearly divided to ensure convenience and hygiene. Additionally, the pharmacy should be equipped with the necessary equipment to store medicines properly, such as refrigerators for temperature-sensitive drugs, thermometers, and hygrometers to monitor storage conditions.

Drug management and storage: Medications in a GPP-compliant pharmacy must be categorized and arranged systematically, making them easy to locate and preventing them from being mixed with other products. Particularly, the storage of drugs must adhere to strict standards regarding temperature, humidity, and light to ensure the quality of the drugs remains intact.

Personnel: Personnel are a key factor in achieving GPP standards. The pharmacy must have a licensed pharmacist responsible for the professional aspects, who has received specialized training. Additionally, pharmacists and staff need to participate in continuous training programs to stay updated on pharmaceuticals and the latest legal regulations.

Operational procedures: A GPP-compliant pharmacy must have professional operational procedures that comply with regulations. Pharmacists must provide accurate drug usage consultations, issue warnings about side effects and drug interactions when necessary. Furthermore, managing records and documentation, including transactions related to controlled substances, must be done meticulously and stored thoroughly.

Compliance with legal regulations: A GPP-compliant pharmacy must adhere to all legal regulations related to the pharmaceutical business. This includes obtaining a business license, submitting periodic reports, and complying with regulations on drug quality management. Compliance not only ensures sustainable operation but also minimizes legal risks.

Ensuring public health safety: A GPP-compliant pharmacy is responsible for providing safe and quality medicines to customers, contributing to the protection and improvement of public health. Additionally, the pharmacy should participate in public health initiatives, such as disease prevention programs, to positively contribute to the overall health of the community.

Reasons Why Pharmacists Need to Organize Medications in a GPP-Compliant Pharmacy

Reasons Why Pharmacists Need to Organize Medications in a GPP-Compliant Pharmacy

Organizing medications in a GPP-compliant pharmacy is extremely important for the following reasons:

Ensuring safety and effective use of medications: Properly organizing medications allows pharmacists to easily find and provide the correct medication, preventing errors when dispensing to customers. This is especially important for drugs that are potent or pose risks if used incorrectly.

Compliance with legal regulations: According to GPP standards, the organization of medications must meet requirements for classification, storage, and management. Adhering to these regulations not only ensures the pharmacy operates legally but also avoids penalties from regulatory authorities.

Maintaining drug quality: Correctly organizing medications ensures that they are stored under appropriate conditions regarding temperature, humidity, and light. This helps maintain the quality of the medications, ensuring their therapeutic effectiveness and preventing deterioration or loss of potency.

Enhancing management and business efficiency: When medications are organized neatly and systematically, inventory control and product management become easier. The pharmacy can quickly identify medications that are nearing expiration, overstocked, or in short supply, thereby improving business efficiency and reducing waste.

Creating professionalism and trust: A well-organized pharmacy not only makes it easier for staff to work but also leaves a positive impression on customers. This contributes to enhancing the pharmacy’s reputation and trustworthiness in the eyes of consumers.

Properly organizing medications is a crucial part of ensuring the pharmacy operates efficiently, safely, and in full compliance with GPP regulations.

Six Principles for Pharmacy Owners When Organizing Medications to Meet GPP Standards

Clear Classification of Medications into Separate Groups for a GPP-Compliant Pharmacy

Medications should be classified based on their functional group, dosage form, or purpose. This organization helps pharmacists easily locate medications and avoid errors when dispensing them to customers. Specifically, prescription drugs, over-the-counter (OTC) drugs, and specialized medications should be arranged separately.

Generally, medications are divided into two main categories: prescription and non-prescription drugs. This distinction is crucial for pharmacists to accurately organize medications, thereby avoiding mistakes and ensuring the safety of users’ health.

Non-prescription drugs are classified according to Circular 23, which includes a list of 250 active ingredients that do not require a prescription. In contrast, prescription drugs are divided into 30 specific groups, following the guidelines from Document 1517/BYT-KCB regarding outpatient treatment prescriptions. Understanding and correctly implementing these regulations is key to ensuring service quality and patient safety.

For pharmacies that have not yet adopted modern management technology, such as pharmacy management software, it is vital to properly identify and organize various products. To ensure medications are placed in the correct locations, easily found, and checked both in storage and on display, pharmacists need to master the methods of classifying and identifying medications accurately.

Some methods for identifying medications include:

• Registration number on the medicine box: Each box has a registration number that includes letters, numbers, and the year of issuance, helping to accurately determine the origin and type of medication.
• Place of manufacture: Medications originating from Vietnam typically have symbols like “VN” for imported drugs and symbols like “VD,” “VS,” or “V” for domestically produced drugs. Understanding these symbols helps pharmacists easily classify and organize medications correctly.

These identification methods not only make the medication management process easier but also ensure that the correct and safe medications are provided to users.

To identify dietary supplements, pharmacists and pharmacy staff should pay attention to important information on the product packaging:

• Registration number: On the packaging of dietary supplements, the registration number is usually the Standard Conformity Declaration Number (SCBTC), which includes information such as the issued number, year, and the YT-CNTC symbol. This number confirms that the product has been approved by regulatory authorities according to standards.
• Warning labels: Dietary supplements often include labels such as “Dietary Supplement,” “Nutritional Food,” or clear warnings stating “This product is not a drug and is not intended to replace medications.” This helps consumers and healthcare providers clearly distinguish between dietary supplements and therapeutic drugs.

Organizing Medications According to Storage Conditions

Every pharmacy must strictly adhere to temperature standards to maintain the quality and stability of each type of medication. Incorrect temperatures can not only reduce effectiveness but also cause chemical changes, potentially affecting safety during use. Additionally, certain medications require specific storage conditions, making it essential to organize them into appropriate groups.

For example, common medications like antibiotics, antipyretics, and other standard drugs only need to be stored at room temperature. This ensures that the medications are not affected by environmental temperatures and retain their efficacy.

However, for special medications such as vaccines, suppositories, or products that have strong odors, are volatile, or are prone to degradation, a separate storage area with specific temperature controls is necessary. These products require stricter storage conditions, often in refrigerators or controlled environments, to maintain their quality and ensure safe use.

Understanding and complying with these requirements not only helps protect consumer health but also ensures that the pharmacy consistently meets GPP standards in its daily operations.

Compliance and Organization According to Professional Regulations Issued by Law

Under current regulations, organizing medications and special products in pharmacies must follow strict principles to ensure safety and minimize risks. The following are specific requirements:

• Toxic Drugs (Categories A and B): Drugs classified under toxic categories A and B must be stored separately in a designated area or in locked cabinets. This ensures safety and prevents unauthorized access. The temperature and storage conditions must be carefully controlled according to the professional guidelines of the pharmaceutical industry.
• Pending Items: Products awaiting further processing should be placed in a separate area clearly labeled as “Pending Items.” This prevents confusion, distinguishes these products from others, and ensures an efficient management process.
• Fragile Items and Liquids: Fragile items such as bottles, vials, infusion sets, syringes, etc., should be placed in a secure location and should not be stacked on top of other medications or on each other. This reduces the risk of damage and ensures the integrity of the products.
• Other Organizational Principles: To optimize pharmacy management, you can apply additional organization principles, such as categorizing by pharmacological action, chemical composition, manufacturer, or drug form. These methods improve the ability to locate and manage inventory, thereby enhancing the efficiency of pharmacy operations.

Adhering to these principles not only helps maintain the safety and quality of medications but also ensures compliance with legal regulations and industry standards.

Following the “4 Easiest” Criteria for Drug Organization: Easy to Find, Easy to See, Easy to Take, and Easy to Check

In a business model with a large and diverse range of products, applying effective drug organization principles is crucial for enhancing sales efficiency and inventory management. Organizing drugs according to these principles helps improve order processing speed, reduce errors, and optimize pharmacy management procedures.

For pharmacies with a high volume of products, using pharmacy management software becomes very important. Such software not only helps in systematically organizing drugs but also supports inventory tracking, product information updates, and order management efficiently and accurately. Thanks to technology, management processes become more effective, reducing the time and effort needed for inventory maintenance and organization.

Implementing management software not only saves time but also ensures that product information is always updated and accurate, thereby enhancing customer experience and optimizing pharmacy business operations.

Organizing Pharmacy Inventory According to FEFO & FIFO Principles

FEFO (First Expired, First Out): The FEFO principle requires that items with the nearest expiration dates be placed at the front and sold first. Items with longer remaining shelf lives are placed further inside the storage area. This approach helps minimize the risk of expired goods and ensures that products are used within their effective period, thereby maintaining product quality and safety.

FIFO (First In, First Out): The FIFO principle dictates that goods that were produced or received first should be sold or used first. This means that earlier inventory batches are prioritized for sale before newer batches. FIFO ensures that inventory is used in the order it was received, helping to manage stock effectively and prevent product stagnation or waste.

Both FEFO and FIFO principles are crucial for inventory management, helping to maintain product quality and optimize pharmacy operations.

Organizing Files, Documents, and Related Items in a GPP-Compliant Pharmacy

In addition to managing medications and dietary supplements, organizing files, records, and documents is crucial for maintaining effective pharmacy operations. To ensure everything is systematically organized and compliant with regulations, consider the following points:

1. Organizing Files and Documents: All paperwork, records, and documents must be clearly categorized and stored meticulously. This facilitates easy access and management of information while ensuring security and legality. Documents should be organized into categories such as drug management records, periodic reports, customer files, and legal documents.
2. Managing Office Supplies and Equipment: Office supplies, prescription tools, sales equipment, and cleaning materials should be neatly arranged and kept in designated places. This helps optimize workspace and ensures that all tools are readily available when needed.
3. Personal Items of Pharmacists: Personal items of pharmacists, such as bags, coats, or other personal belongings, should not be kept in the pharmacy area. This maintains a clean and orderly work environment and prevents disruptions to the workflow and transactions.

When striving to achieve GPP (Good Pharmacy Practice) standards, SPHACY is ready to support you on this journey. We offer comprehensive solutions to help your pharmacy not only comply with quality standards but also optimize operational efficiency.