Newsletter
No. 2 - 7 May 2026

In this Newsletter

• Chair's message

• New VPA portal for annual renewals and applications

• Changes to processes for approval of another business or activity in registered premises
• Schedule of VPA fees
• A reminder from VPA inspectors on vaccination services
• A message
  from the Australian Government Department of Health, Disability and Ageing
• Resources

Chair's message

Phase two is planned for the second half of the year where all applications will be completed and submitted in the new portal.

For licensees and applicants, the benefits of the new VPA portal will include reduced regulatory burden and greater efficiency through streamlined application processes and improved workflow. It will also offer an improved user interface making it easier for licensees and applicants to interact with the VPA.

We will be communicating more regularly with licensees and other stakeholders in the coming weeks and months regarding important updates to the new digital system and application processes. The helpful staff at the VPA are available to assist if you need help with the new portal.

We announce important changes to applications for approval of another business or activity in pharmacy premises in this newsletter.

Finally, it is a timely reminder for licensees and pharmacists to review their vaccination service for compliance with regulatory requirements and good pharmacy practice as demand for flu vaccination increases in the coming months.

David McConville
Chair, Victorian Pharmacy Authority

New VPA portal for annual renewals and applications

As highlighted in previous communications, the VPA is implementing a new digital system to manage its core processes. Central to this will be the new portal which will offer an improved user interface making it easier for licensees and applicants to interact with the VPA and provide a better user experience.

The new digital system will be implemented in 2 phases.

Phase 1

Licensees will be interacting with the new portal for the first time in late May this year to renew their licences and registration of premises. The VPA will inform licensees when renewal applications can be accessed via the new portal.

As part of the new
process, the nominated contact will log in to the new portal to manage their licence and premises registration renewals.

Licence renewals

• Where the licensee is a registered pharmacist (natural person), the nominated contact will be the licensee
• Where the licensee is a company, the nominated contact is the nominated company contact (i.e., a director)
• Where the licensee is a hospital (pharmacy department), the nominated contact is the pharmacist regularly and usually in charge (PRUIC) or Director of Pharmacy
• Where the licensee is a friendly society, the nominated contact is the nominated representative chosen by the friendly society

Registration renewals

• For a sole proprietor (natural person or company), the nominated contact will be the same person responsible for licence renewals. For example, if the licensee is a company, the nominated company contact will renew the licence and premises registration.
• In the case of a partnership, the partnership will choose one of the nominated contacts to renew the premises registration.

The VPA has requested up-to-date email addresses of nominated contacts for all licensees so that licensees can manage their upcoming renewals. Email requests were sent to all registered premises to collect this information. Please contact the VPA if you are a proprietor and you have not yet provided up-to-date email address of the nominated contact for each licensee.

Renewal declarations

This year, licence renewal applications will be managed through a separate application form and require a declaration by each licensee. The declarations were previously included in premises registration
renewals only. The declarations will relate to compliance with the Act and VPA Standards.

Phase 2

The second phase is planned for the second half of 2026 where all applications will be completed and submitted in the new portal. The VPA’s inspection functions will be supported by the new digital system.

To prepare for this phase, the VPA has undertaken a comprehensive review of its application and approval processes to ensure they are consistent with regulatory requirements and follow risk-based, best practice regulatory approaches. This included a strong focus on identifying opportunities to reduce regulatory burden on licensees and applicants. More information will be provided in the coming months to prepare stakeholders for the changes occurring during this period.

Licensees can contact the VPA if they need assistance. There will be resources on the VPA website guiding licensees and applicants through the new processes

The VPA will continue to keep licensees, applicants and other stakeholders informed to prepare for these changes.

Changes to processes for approval of another business or activity in registered premises

The Authority has recently reviewed its approach to applications for approval of another business or activity in registered premises under section 24 of the Act (Section 24 application).

Section 24 of the Act (“Controls on business activity at registered premises”) provides as follows:

A licensee must not authorise, cause or permit any other person to carry on in the registered premises of the licensee any business or activity unless the business or activity is permitted by the licence or approved by the Authority.

 Penalty: 60 penalty units.

The VPA is introducing changes to its processes for
Section 24 applications to ensure consistency with regulatory requirements and the VPA’s risk based regulatory approach.

• An application must be made by a licensee for approval of a person to carry on another business or activity in registered premises under section 24 of the Act. This application can only be made by an individual or entity that has been granted a licence.
• Previously, the Authority has considered applications for a section 24 approval at the same time as licence and registration applications submitted concurrently.
• If an applicant for a licence submits a Section 24 application at the
  same time as the licence application, the VPA may not assess the Section 24 application until a licence has been granted.
• Applicants should consider the risk of a Section 24 application not being approved when developing a business model for a new pharmacy.
• When a pharmacy with an existing section 24 approval undergoes a complete change of ownership and the new licensee intends to continue the business or activity, an application must be made within 3 months of the grant of a licence in order for the business or activity to continue to operate until a decision is made about the Section 24 application.

In the near future, the VPA will issue new Section 24 approvals with time limits and licensees will be
required to apply for renewal on a periodic basis. Renewal intervals will be determined on a risk basis. Applying risk-based renewal intervals will ensure that applications that carry higher risk are reviewed more regularly for suitability.

An application fee of $235 for Section 24 applications applies from 1 May 2026.

The changes have been introduced in response to the increasing levels of complexity and risk associated with these Section 24 applications.

Schedule of VPA fees

The Act requires the Authority to be self-funding. The Authority recently fixed the fees for a period of 12 months commencing 1 May 2026.

The schedule of fees can be accessed on the VPA website here.

In fixing fees, the Authority is always mindful of keeping fee increases to a minimum. The fee increases for 2026-27 will contribute to the Authority's digital transformation.

A reminder from VPA inspectors on vaccination services

As we approach winter and the demands for vaccination services increases, it is a timely reminder for licensees and pharmacists to check that their premises are compliant and ready to deliver vaccination services.

VPA inspectors highlight the following areas:

• Is the anaphylaxis response kit up to date and easily accessible? Are the adrenaline ampoules in date? The Australian Immunisation Handbook provides information on what the anaphylaxis kit should contain here.
• Is there an emergency response protocol (preferably laminated) on display in the vaccination area?
• Do all pharmacist immunisers and intern pharmacist immunisers hold current first aid and cardiopulmonary resuscitation (CPR) certificates? First aid certificates are valid for 3 years while CPR training requires an annual update.
• Is there at least one other staff member that holds a current first aid and CPR certification on duty at the premises when the immuniser is providing vaccination services?
• Are twice daily manual temperature checks being
  done as a timely alert to cold chain breaches?

Licensees and pharmacists will benefit from using the Pharmacy services self-audit tool: immunisation site readiness checklist codesigned by the VPA and the Victorian Government's Department of Health, and should refer to VPA Guideline G.2.4.11 Vaccination or injection facilities to ensure the premises complies with VPA requirements.

A message from the Australian Government Department of Health, Disability and Ageing

About the PBS general patient co-payment 

The general patient co-payment is the maximum price that people can be asked to pay for a medicine listed on the Pharmaceutical Benefits Scheme (PBS).

Some PBS medicines cost less than this, and prices can vary between pharmacies.

On 1 January 2026, the co-payment for PBS-listed medicines decreased from $31.60 to $25 for all Medicare cardholders. This means the most people will pay for their prescription medicine is $25.

For Commonwealth concession card holders, the PBS co-payment amount remains frozen at $7.70 until 2030.

These changes support wider access to essential medications for a range of health conditions by keeping PBS prescription medicines affordable.

For additional resources, pharmacists can access the 2026 stakeholder kit here.

For more information, visit health.gov.au/cheapermedicines.

Resources

Supporting key learnings from inspections and areas of high risk, licensees and pharmacists may wish to refer to the following resources. Resources are not limited to the list below and pharmacists are encouraged to review other relevant resources as required.

VPA resources

• VPA Standards here
• VPA Guidelines here
• VPA Self Audit form here
• VPA Managing Schedule 8 poisons – a reference guide for pharmacists here
• VPA Commercial arrangement guidance here

S8 management

• Drugs, Poisons and Controlled Substances Regulations 2017 here
• Medicines and Poisons Regulation guidance document Management of Schedule 8 poisons here
• Medicines and Poisons Regulation guidance document Refrigerated storage for Schedule 8 medicines (in Victoria) here
• Pharmacotherapy policy in Victoria here
• Pharmacotherapy self-assessment – for pharmacists providing ORT here
• Pharmaceutical Society of Australia opioid replacement therapy training program and long-acting injectable buprenorphine training here

Vaccination

• Victorian Pharmacist-Administered Vaccination Program Guidelines and Secretary Approval: Pharmacist Immuniser and Secretary Approval: Intern Pharmacist Immuniser here
• Victorian Government's Department of Health COVID-19 immunisation resources here
• National Vaccine Storage Guidelines ‘Strive for
  5’ here

Other resources

• Pharmacy Board of Australia Guidelines on compounding medicines here
• Joint statement on compounded medicines – Pharmacy Board of Australia and Medical Board of Australia here
• Therapeutic Goods Administration (TGA) GMP information for manufacturers of compounded medicines and DAAs here
• TGA Medicinal cannabis hub here
• TGA Medicinal cannabis - guidance documents here
• TGA Advertising guidance for businesses involved with medicinal cannabis products here
• Pharmacy Board of Australia statement on Medicinal cannabis supply here
• Medicines and Poisons Regulation guidance document Dispensing medicines here
• Pharmacy Board of Australia Guidelines for dispensing of medicines here
  Pharmacy Board of Australia Guidelines for proprietor pharmacists here
• Pharmacy Board of Australia's Guidelines on practice-specific issues here
• Pharmacy Board of Australia Guidelines on practice-specific issues - Guideline 1 (List of reference texts for pharmacists) here
• Pharmacy Board of Australia Guidelines on dose administration aids and staged supply of dispensed medicines here
• Pharmaceutical Society of Australia Guidelines for
  Pharmacists Providing Dose Administration Aid Services here
• Pharmaceutical Society of Australia Professional Practice Standards 2023 here
• Pharmaceutical Society of Australia Clinical Governance Principles for Pharmacy Services here

Members of the Victorian Pharmacy Authority

Mr David McConville, Chair (Pharmacist member)
Ms Regina Cowie (Pharmacist member)
Ms Jane Hill (Community member)
Ms Elizabeth Kennedy (Lawyer member)
Mr Brendon Moar (Pharmacist member)
Mr Adam Stormont (Pharmacist member)

VPA Staff

Registrar: Mr Aaron Bawden
Chief Finance Officer: Ms Koshala Nadanakumar
Senior Pharmacist: Ms Jessica Webster
Administration Officer: Ms Helen Newett
Licensing and Registration Officer: Ms Jane Davison
Governance and Risk Officer: Dr Jill Snell (Pharmacist)
Project and Engagement Officer: Ms Maggie Bassily (Pharmacist)
Project and Engagement Officer: Ms Tran To (Pharmacist)
Authorised Officer: Ms Karen La (Pharmacist)
Authorised Officer: Ms Denise van den Bosch (Pharmacist)
Authorised Officer: Ms Annie Luu (Pharmacist)

The VPA Newsletter is a document issued by the Victorian Pharmacy Authority (VPA) in Australia. It provides important information and updates to pharmacy licensees and stakeholders. You can review this newsletter and previous newsletters on the VPA website here.

Victorian Pharmacy Authority
Level 8, 369 Royal Parade, Parkville, Victoria 3052.
T: +613 9653 1700
E: enquiries@pharmacy.vic.gov.au