Guidelines on Record-Keeping in a Retail Pharmacy Business
These Guidelines provide information to support and enable pharmacists in retail pharmacy businesses to implement appropriate record-keeping practices in line with the legislative requirements. These Guidelines apply to both paper-based and electronic record-keeping.
Guidelines on Record-Keeping in a Retail Pharmacy Business
DownloadAbout the Guidelines
The keeping of accurate and accessible records that clearly show when prescription-only medicines are supplied, and to whom, is a fundamental part of the role of the pharmacist. Robust record-keeping supports continuity of patient care, evidence-based practice, professional accountability and effective management of the medicines supply chain.
Changes in legislation introduced in April 2026 provide that pharmacies now have the option to maintain certain pharmacy records electronically where specific computer software requirements are met. These records include the Duty Register, Prescription Register/Daily Audit, Controlled Drugs Register and prescriptions transmitted through the National Electronic Prescription Transfer System, i.e. Healthmail and the High-Tech Hub. Pharmacies can alternatively continue to operate paper-based record-keeping systems where they wish to do so. Further information on record-keeping, including Frequently Asked Questions, can be found on our Record-Keeping in a Retail Pharmacy Business webpage.
The PSI Guidelines provide a principles-based outline of the responsibilities of all registered pharmacists, including those in statutory governance roles in relation to the keeping of records in respect of medicinal products when conducting a retail pharmacy business.
The Guidelines set out five guiding principles (see figure 1) designed to support consistent, safe, compliant and high-quality record-keeping in retail pharmacy businesses, which is essential to the delivery of patient-centred care. The Guidelines are intended to be supportive and enabling, outlining the legislative requirements and offering flexibility in how pharmacies implement their record management system.
Figure 1. Guiding Principles to Support the Keeping of Records in a Retail Pharmacy Business.
Additional information, including FAQ’s, can be found on the Record-Keeping in Retail Pharmacy Businesses webpage.
We would like to thank everyone who contributed to the consultation process as part of the review and development of these Guidelines. The consultation report is available to view here.
