How To Use This Checklist
This guide helps you prepare your pharmacy for GPhC inspections. Mark each item as complete as you go. Assign responsibility for each week to a named individual and review progress at the end of every seven-day period. For expanded templates, policy examples and audit tools, refer to the full PDF version of this checklist: [pdf-embedder url="https://www.pharmacymentor.com/wp-content/uploads/2026/02/GPhC-Inspection-Checklist.pdf"]What’s New In The GPhC Framework?
The 2026 framework sharpens inspection focus in six key areas:-
- Outcome clarity: Inspectors now clearly categorise findings into Standards Not Met, Standards Met, Areas for Improvement and Good Practice. You should be able to evidence not only compliance but continuous improvement.
- Online and distance pharmacy scrutiny: There is increased inspection focus on online prescribing safeguards, website transparency, prescriber accountability and identity verification.
- Hub and spoke governance: Written agreements, patient consent processes, labelling accuracy and accountability structures must be robust and clearly documented.
- Safeguarding reinforcement: Teams must demonstrate confidence in identifying and escalating safeguarding concerns, particularly involving vulnerable adults and children.
- High-risk medicines oversight: Inspectors expect stronger controls around valproate, antimicrobials, weight management medicines and medicines requiring monitoring.
- Learning culture: Evidence of reflective learning, open discussion of incidents and sharing of insights internally and externally is expected.
Week 1: Governance And Risk Management
Days 1–7: Foundation Systems And Documentation This week builds the compliance backbone of your pharmacy. Inspectors typically begin by reviewing governance systems because they reveal how seriously safety is embedded into daily practice. You should be able to demonstrate that policies are current, risk is proactively managed and accountability is clear. Action Checklist- SOPs audited
- Reviewed within last 2 years
- Cover every service
- Staff signatures recorded
- Risk assessments updated
- New services assessed
- Operational changes captured
- Indemnity insurance verified
- Legal registers complete and accurate
- Incident logs reviewed with learning documented
- Business continuity plan documented and tested
- Recruitment and DBS checks verified
- Local accountable officer known
- Hub and spoke SLAs documented
- Online prescribing safeguards confirmed
- Team learning discussion completed
Each document should tell a story of control, oversight and responsiveness. The PDF includes sample audit trackers and continuity planning templates.
Week 2: Staff Competence And Culture
Days 8–14: Team Training, Roles, And Empowerment Inspectors increasingly assess behavioural culture. They speak directly to team members and evaluate whether they understand their responsibilities and feel safe raising concerns. Your focus this week is competence, confidence and psychological safety. Action Checklist- Training up to date
- Safeguarding
- Information governance
- Accuracy checking
- Roles clearly defined
- Responsible Pharmacist absence plan documented
- Staffing levels assessed
- Whistleblowing awareness confirmed
- Incentive schemes reviewed for ethical alignment
- Prescriber audits documented
- Equality impact assessments completed
- How they escalate concerns
- What happens after an incident
- How learning is shared
- How patient safety overrides commercial pressure
Week 3: Premises, Privacy, And Access
Days 15–21: Physical Environment And Accessibility Inspectors will physically assess whether your environment supports safe and dignified care. Premises should demonstrate professionalism, cleanliness, security and accessibility. Action Checklist- Fire equipment checked
- Trip hazards removed
- Lighting adequate
- Security measures functional
- Cleaning schedule evidenced
- Pest control confirmed
- Protect confidential conversations
- Not double as storage areas
- Be clean and professional
- Mobility challenges
- Hearing and visual impairments
- Website usability standards
Week 4: Medicines Management Systems
Days 22–30: Safe Supply, Storage, And Clinical Practice Medicines management remains the most critical inspection area. Inspectors examine whether supply systems genuinely protect patients. Focus on demonstrating safe workflows, accurate records and clinical oversight. Action Checklist- Dispensing workflow mapped and reviewed
- Clinical checks documented
- High-risk medicines flagged automatically
- Fridge temperature logs complete
- CD storage compliant
- Purchasing controlled
- Delivery systems secure
- Audit trails intact
- MHRA alerts actioned
- Recall systems functional
- Identity verification for distance supply robust
- Follow-up arrangements documented
High-Risk Areas: Extra Attention Required
These areas frequently result in Standards Not Met findings. Focus particularly on:- Online prescriber transparency
- Consultation documentation quality
- High-risk prescribing safeguards
- Independent verification of weight management metrics
- Monthly CD balance checks
- Secure CD key handling
Critical Technology And Data Protection Requirements Checklist
Digital governance is now a primary inspection pillar. Your website and IT systems must demonstrate transparency and secure data handling. Action Checklist- Website accurate and navigable
- GPhC registration linked
- Ownership details displayed
- Prescriber details visible
- Secure payment processing confirmed
- IG training completed
- PMR access restricted
- Screens shielded from public view
- Secure data backups maintained
- Hub and spoke data sharing secure with consent
Final Inspection Readiness Check
Day 30: Confidence Assessment And Ongoing Vigilance Inspection readiness is not a one-day event. It reflects daily practice. Ask yourself:- Are all records immediately producible?
- Can staff confidently explain processes?
- Are medicines stored safely and correctly?
- Is privacy consistently protected?
- Can you demonstrate learning and quality improvement?
