Using Daily and Monthly Checklists to Strengthen Pharmacy Operations and Compliance

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For template operations and workflow checklists to use in your pharmacy click HERE.   

Full Article: 

Overview 

In a fast-paced pharmacy environment, important operational and compliance tasks can be overlooked without a structured system in place. Daily and monthly checklists provide a reliable method to ensure essential activities are consistently completed, properly documented, and easily verifiable during audits or inspections. 

These checklists not only support compliance but also create accountability by requiring staff to initial or sign off on completed tasks. 

Daily Workflow and Compliance Checklists 

A daily checklist helps ensure that routine operational and regulatory responsibilities are completed every day. These checklists should be integrated into workflow and include designated spaces for staff initials to confirm completion. 

Common daily checklist items may include: 

• Verification of drug recalls and documentation of any required actions  
• Review and upload or documentation of Prescription Drug Monitoring Program (PDMP) reports, where applicable  
• Completion of will call bin review and return-to-stock processes  
• Confirmation that DSCSA compliance requirements (e.g., verification through a compliance vendor) have been completed  
• Filing of prescription hard copies in accordance with legal and organizational requirements  
• General controlled substance and workflow compliance checks  

Requiring initials for each task ensures accountability and provides a clear audit trail. 

Monthly Compliance Checklists 

Monthly checklists focus on broader compliance and safety requirements that do not require daily attention but are critical for regulatory readiness. 

Typical monthly checklist items include: 

• Verification that all pharmacist licenses, technician registrations, and intern licenses are current and unexpired  
• Confirmation that DEA and state licenses are active and displayed as required  
• Fire extinguisher inspection to ensure it is functional and within compliance dates  
• Identification and segregation of soon-to-expire or expired medications  
• Review of controlled substance records and inventory practices, as applicable  
• General facility and compliance checks to ensure adherence to regulatory standards  

As with daily checklists, staff should document completion with initials or signatures. 

Benefits of Checklist Implementation 

Improved Accountability 

Initialed checklists clearly indicate who completed each task and when, reducing ambiguity and strengthening responsibility across the team. 

Audit Readiness 

Maintaining completed checklists provides immediate documentation during inspections, demonstrating a consistent pattern of compliance. 

Error Prevention 

Structured checklists reduce the likelihood of missed steps in both operational and regulatory processes. 

Workflow Efficiency 

Standardized processes help streamline daily operations and reduce the need for rework or corrective action. 

Best Practices 

• Keep checklists simple, clear, and accessible to all staff  
• Require initials or signatures for each completed task  
• Store completed checklists in an organized manner for easy retrieval  
• Review and update checklists regularly to reflect current regulations and pharmacy practices  
• Train staff on the importance of accurate and timely completion  

Key Takeaway 

Daily and monthly checklists are essential tools for maintaining consistent pharmacy operations and ensuring compliance with regulatory requirements. By incorporating structured checklists with documented accountability, pharmacies can reduce risk, improve efficiency, and remain prepared for any audit or inspection. 

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.