Maintaining Current Pharmacy and Staff Licenses

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For additional resources to support daily pharmacy operations and compliance click HERE. 

Full Article: 

Overview 

Pharmacies and their staff are required to maintain current licenses, registrations, and certificates to operate legally and remain compliant with regulatory authorities. Proper license management protects the pharmacy, ensures patient safety, and supports regulatory readiness. 

This guide outlines the types of licenses typically required, responsibilities for maintaining them, and best practices for tracking and displaying licensure. 

Key Licenses and Registrations 

1. Pharmacy Licenses and Registrations

Pharmacies must obtain and maintain licenses that meet federal, state, and local requirements. Common licenses include: 

• DEA pharmacy registration  
• Combat Methamphetamine Epidemic Act (CMEA) certificate  
• State pharmacy license, including applicable endorsements (e.g., pharmacist-in-charge, dispenser of controlled substances)  
• State narcotic license, if applicable  
• Pharmacy business license or permit  

1. Staff Licenses

All pharmacy personnel who require licensure must maintain current credentials. This includes: 

• Pharmacists, interns, and externs with endorsements such as:  
  • Pharmacist-in-charge  
  • Immunization certification  
  • Preceptor status  
  • Prescription Drug Monitoring Program access  
• Pharmacy technicians and clerks, including provisional or certified status, with any required endorsements  
• Other state or local licenses as applicable  

Responsibilities 

Pharmacist-in-Charge (PIC) Responsibilities: 

• Ensure all initial pharmacy licenses and registrations are obtained  
• Monitor and complete timely license renewals  
• Verify license accuracy (e.g., pharmacy name, address, endorsements)  
• Update licenses when operations, services, or personnel change  
• Maintain licenses in a conspicuous location and file copies in regulatory records  

Staff Responsibilities: 

• Maintain personal professional licenses and endorsements  
• Complete renewals on time  
• Ensure license information is accurate and up to date  

Best Practices for License Management 

• Display licenses and certifications where required by state law  
• Use a tracking system or spreadsheet to monitor expiration dates  
• Keep copies of all licenses and renewals in a central, accessible location  
• Provide updated licenses to vendors, programs, and software systems as needed  
• Train staff on the importance of license compliance and tracking  

Key Takeaway 

Proper management of pharmacy and staff licenses is critical for regulatory compliance, operational integrity, and patient safety. By maintaining current credentials, tracking renewal dates, and displaying licenses appropriately, pharmacies can reduce risk and remain prepared for audits or inspections. 

Disclaimer: These tools and templates are intended for general informational purposes and are provided by Montana Family Pharmacies as a service to pharmacies. While we try to keep the information timely and accurate, we make no guarantees. These tools and templates are not a substitute for legal, regulatory, or professional advice. 

Policies and procedure, templates, checklists, and other tools should be customized to fit the specific needs and regulatory requirements of your pharmacy. 

Montana Family Pharmacies disclaims any liability for any damages, losses, or other consequences arising from the use or reliance on the tools or policy templates.