Newsletter
No. 4 - 30 September 2026

In this Newsletter

• Chair’s message
• Survey on VPA’s new annual licence and registration renewal process
• Guidance on matters required to be notified to the VPA
• From the Inspectors

  • Motion sensors: an important security requirement

  • Save time by reviewing your inspection outcome letter

• Resources

Chair's message

We look forward to sharing further information as implementation approaches.

As part of our commitment to continuous improvement, the Authority is seeking feedback on the new annual licence and premises registration renewal process. The feedback received will help us identify opportunities to improve the user experience and reduce regulatory burden on applicants.

We also announce the publication on our website of Guidance on matters required to be notified to the VPA to assist licensees to understand their obligations. This edition of the Newsletter also includes inspection findings relating to motion sensors and premises security.

We hope you find this edition informative and
useful.

David McConville
Chair, Victorian Pharmacy Authority

Survey on VPA's new annual licence and registration renewal process

Each licence and premises registration issued by the VPA must be renewed annually. This year, renewal applications were completed in the new VPA portal.

We would like to hear about your experience with the new renewal process. The survey takes less than five minutes to complete. Responses are anonymous and will help us understand what worked well, identify any challenges, and inform improvements for future renewals and overall user experience.

Share your feedback here.

Thank you for taking the time to share your
experience.

Guidance on matters required to be notified to the VPA

Licensees are required to notify the VPA about certain matters in relation to a licence.

Notification requirements may arise under the Pharmacy Regulation Act 2010 and standard licence conditions. To assist licensees to understand their obligations, the VPA has recently published on its website Guidance on matters required to be notified to the VPA which can be accessed here.

The Guidance covers notifications relating to the following changes:

• Changes to commercial arrangements of pharmacy businesses or pharmacy departments (VP31 form)
• Changes to company licensees (VP37a and VP39a forms)
• Transfer or sale of ownership (VP37 form)
• Closure of registered premises (VP34 form)
• Appointment of pharmacist in charge (VP32 form)

Licensees are reminded to use the latest notification forms available on the VPA website when submitting notifications. Using saved outdated versions of forms may result in delays and require the notification to be resubmitted using the current
form.

Spotlight: Notification obligations under standard licence conditions

Standard licence conditions support the ownership requirements of the Act and require licensees to make notifications about the following matters:

• Changes to commercial arrangements before those changes take effect (VP31 form).
• If the pharmacy business, or any proprietary interest in it, is held under a trust or similar arrangement, the licensee must tell the Authority in writing within 14 days after any trust distribution or other use of trust property gives, or may give, someone a
  proprietary interest in the pharmacy business (VP31 form).
• Changes to shareholders, directorship and office bearers of a company licensee within 14 days of the change (VP37a and/or VP39a forms)

Licensees can view their standard licence and registration conditions via the VPA public register.

From the inspectors

Motion sensors: an important security requirement

VPA standard 2.3.3 requires registered premises to be fitted with a functional, 24-hour monitored intrusion detector alarm which:

a) is monitored by an appropriately graded monitoring centre or an onsite security service approved by the Authority in special circumstances, and

b) covers all areas where medicines and poisons are kept.

Recent inspections of pharmacies have identified cases where licensees had installed security cameras in place of motion sensors and were under the impression that the security cameras also detected motion when they did not. While security cameras may be used as an additional security measure for recording incidents and assisting with investigations, the standards
specifically require motion sensors. Some security system components combine motion detection and video recording. Advice should be sought from a security expert to ensure alarm systems meet relevant requirements.

In other cases, inspectors observed insufficient motion sensors, as they were not installed to cover all areas where medicines and poisons are kept e.g., DAA packing rooms and storerooms. Such arrangements may not comply with the VPA Standards.

A 24-hour monitored intrusion detector alarm with adequate coverage plays an important role in deterring and detecting unauthorised access and providing immediate notification when an intrusion occurs. Licensees should review their security arrangements to ensure they comply with VPA standard 2.3.3 and seek expert advice if required.

Save time by reviewing your inspection outcome letter

Following an inspection, licensees are sent a letter outlining the overall inspection outcome and any required actions. The letter includes the inspection report, which details any non-compliances identified during the inspection.

Inspection outcomes and required actions are determined based on the level of risk associated with any non-compliance identified during the inspection.

Licensees should carefully review and follow the instructions in their inspection outcome letter to assist them to meet their compliance obligations and save time in instances where a written response is not required.

For example, in the case of a “Rectify & notify letter”, licensees are
required to rectify the non-compliances identified during the inspection and certify that those issues have been addressed. A written response detailing the corrective actions is not required. In contrast, a “Rectify & report letter” requires licensees to submit a written response outlining how the identified non-compliances have been addressed, together with supporting evidence where appropriate.

Licensees should ensure that the required actions are completed within the specified timeframe. If clarification is required, licensees should contact the Senior Pharmacist or VPA inspector responsible for the inspection.

Resources

Supporting key learnings from recent 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
• VPA Guidance on matters required to be notified to the VPA 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 opioid-replacement therapy here
• Pharmaceutical Society of Australia Victorian Opioid
  Pharmacotherapy Program (VOPP) and Long-Acting Injectable Buprenorphine Administration by Pharmacists Training (LAIB Training) here

Vaccination

• Victorian Pharmacist-Administered Vaccination Program Guidelines and Secretary Approval: Pharmacist Immuniser here
• COVID-19 immunisation resources here
• National Vaccine Storage Guidelines ‘Strive for 5’ here

Other resources

• Pharmacy Board of Australia Guidelines on the safe provision of pharmacy services including medicines and advice (effective 1 October 2026) here
• 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 guidance on Manufacturing, supplying and advertising compounded medicines lawfully here
• TGA Medicinal cannabis hub here
• TGA Medicinal cannabis - guidance documents here
• TGA guidance for businesses on advertising prescription medicines to the public (including medicinal cannabis products) here
• Pharmacy Board of Australia statement on Medicinal cannabis supply here
• Medicines and Poisons Regulation guidance document Dispensing medicines here
• Pharmaceutical Society of Australia Professional Practice Standards 2023 here

Members of the Victorian Pharmacy Authority

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

VPA Staff

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

The VPA Newsletter is a document issued by the Victoria 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