Responsible Pharmacist user guide

If you cannot sign in

• Check that Caps Lock is off and that you are using the correct email.
• Use Forgot password or Forgot PIN on the login page — you will get an email with reset instructions.
• If your account has been switched off, ask an administrator to reactivate it.
• If the security code keeps failing, wait a minute for a fresh code, or ask an administrator to reset the extra security step on your account.

Working at more than one pharmacy

If you cover more than one pharmacy, check the pharmacy name at the top of the screen after you sign in. Switch to the correct premises before you create documents, add risks or upload files.

Signing out

When you finish, click Logout at the bottom of the left-hand menu. Do not leave your account open on a shared computer.

Create a new document

As RP, a new document is saved and sent to the Superintendent Pharmacist for approval. It is not live for staff until the SP approves it.

1. 1

   Confirm the correct pharmacy is selected at the top of the screen.

2. 2

   Open Documents and choose SOPs, Work Instructions or Information Posters.

3. 3

   Click Create.

4. 4

   Enter a clear title and write the content. A draft layout may already be filled in from your organisation’s settings.

5. 5

   Optionally:

   • Use Generate with AI to draft wording (see Section 15)
   • Run Verify with AI or a Duplicate check before you save
   • Attach a supporting PDF or Word file (maximum 5 MB)
6. 6

   Save the document.

Edit an existing document

What happens next:

• A new version is created and sent to the SP for approval.
• Staff continue to see the last approved version until the SP approves.
• You cannot edit again while a version is already waiting for approval. Wait for the SP to Approve, Reject or Amend.

1. 1

   Open the document list and choose Edit from the actions.

2. 2

   Make your changes.

3. 3

   Enter a clear Reason for change (this is required).

4. 4

   Save.

View, compare and history

From the document list you can:

• View Document — open the approved PDF
• Compare Versions — see differences between approved versions side by side
• Version History — see versions, reasons, approver, comments and dates

Annual review dates

Approved documents usually have a next review date about one year ahead. Use the list filters and Reports → Overdue Reviews to manage items that are due soon or overdue.

Typical journey

1. 1

   You create or edit a document → it waits for approval.

2. 2

   The Superintendent Pharmacist is notified by email.

3. 3

   The SP reviews it, may amend it, then Approves or Rejects.

4. 4

   If approved: the document becomes the current live version and staff are asked to review it.

5. 5

   If rejected: the previous approved version stays in use, and you are notified with the SP’s comments.

Change Register

Lists every approved document version with: Filter by document type and date range. Export a CSV if you need it for an inspection pack.

• Reason for change
• Who changed it
• Who approved it
• When it happened

Staff Review Completion

Shows which staff have confirmed the current approved version of each procedure, with a completion percentage. Export a CSV for evidence packs.

Overdue & Upcoming Reviews

• Overdue — the next annual review date has passed
• Due soon — due within the next 60 days
• Use Mark Review Complete to record that you (or the SP) have completed the annual review; the next due date moves forward by one year
• RP and SP receive weekly email reminders for due and overdue annual reviews

Inspection Pack

An inspection-ready summary for the selected pharmacy, including: Internal review outcomes include: Satisfactory, Minor Issues, Major Issues, Action Required. Pharmacy identity and the Superintendent Pharmacist are maintained by an administrator. Make sure your GPhC registration number is recorded on your user account so the pack is complete.

• Pharmacy identity and SP/RP professional details
• Status summary and readiness warnings (for example missing pharmacy details or missing GPhC numbers)
• Counts for active documents, overdue reviews, due soon, and risk registers
• Links through to SOPs, staff completion, risk register, change control and logs
• Download PDF for the visit
• Record a Pharmacy Internal Review — date, reviewer (active RP or SP), outcome, findings, corrective actions and next review date

Ask mode

1. 1

   Open AI Assistant at the top of the screen.

2. 2

   Choose Ask.

3. 3

   Ask about approved procedures in plain English.

4. 4

   Read any sources shown with the answer.

Draft mode

1. 1

   Choose Draft.

2. 2

   Select document type: SOP, Work Instruction or Information Poster.

3. 3

   Describe what you need (process, audience and key points).

4. 4

   Send — review the draft carefully.

5. 5

   Click Use in Create to open the matching Create screen with the draft loaded, or copy and paste it yourself.

On the Create page

1. 1

   Click Generate with AI.

2. 2

   Describe what you need.

3. 3

   Insert the draft into the editor.

4. 4

   Edit every line carefully before you save.

5. 5

   Use Undo if you need to restore the previous content.

Verify and Duplicate check

On Create or Edit:

• Verify with AI — review draft wording
• Duplicate check — look for overlap with existing documents for the selected pharmacy

Important

• AI wording is a starting point only. Review everything before you save.
• Text is not a live controlled procedure until it has been approved through the normal process.
• Never enter patient names, NHS numbers or other personal health details into AI.
• If AI fails or is unavailable, ask an administrator to check the organisation’s AI allowance.

Login PIN

1. 1

   Open My profile.

2. 2

   Find Login PIN, enter a PIN you will remember, confirm it, then save.

3. 3

   Next time you can sign in with your email and PIN.

4. 4

   If you forget it, use Forgot PIN on the login page.

Extra security step (authenticator app)

Your organisation may require an authenticator app (for example Google Authenticator or Microsoft Authenticator). You can view or create new recovery codes later from My profile. Old codes stop working when you create a new set. If you lose access to your phone and your recovery codes, ask an administrator for help.

1. 1

   Open My profile and choose Enable under the security section.

2. 2

   Scan the QR code with your app (or type in the setup key).

3. 3

   Enter the 6-digit code and confirm.

4. 4

   Store the recovery codes somewhere safe. You need them if you lose your phone.