Superintendent 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 across more than one pharmacy

If you oversee 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 review, approve or edit anything.

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 SP, when you create or update with a version change, the document can become Active straight away and staff are notified to review 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 16)
   • 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 number is assigned.
• The document can go live immediately.
• Staff are asked to confirm they have read the updated version.
• Approved documents always get a new version number so staff must acknowledge the change again.

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 and update the version when prompted.

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
• Archive — take a document out of day-to-day use (see Section 8)

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.

Approve or Reject

What each choice means:

1. 1

   Go to Approvals → document type → Pending tab.

2. 2

   Open a row to open the Review screen.

3. 3

   Check the document number and title, Reason for Change, who submitted it, and the dates.

4. 4

   Review the updated content (changes may be highlighted). You can open the previous version and use sync scroll if helpful.

5. 5

   Open any PDFs or attachments if needed.

6. 6

   Enter your SP Comments (required).

7. 7

   Choose Approve and update version, or Reject.

Amend (SP only)

Use Amend when you need to correct the content yourself instead of rejecting it (for example when the author is unavailable). Available for pending or rejected versions. Good practice: Prefer a short Amend when a small fix is better than a full Reject. Always write meaningful SP Comments.

1. 1

   From the Review screen, click Amend.

2. 2

   Edit the document content.

3. 3

   Save your amendments — your name is recorded as the person who amended it.

4. 4

   Return to Review and Approve (the version number will be updated).

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 the annual review is done; 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 assignment 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 or approve.

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 or approve.
• Text is not a live controlled procedure until it has been reviewed and 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.