Dispensing and prescription records
Who may dispense, what the prescription record must contain, signing and keeping records, references, and using the dispensary.
Version 2 · approved 27 Sept 2026 by Sam Nguyen
Who dispenses
Medicines are supplied, compounded or dispensed only by a pharmacist, or by trained staff working under a pharmacist's direct supervision. A pharmacist who delegates a task stays professionally responsible for it. The pharmacist does the final check before the medicine is supplied.
Legal requirement Pharmacy Regulation Act s 29(2) · Schedule cl 8 · VPA Standard 1.2.3 · VPA self-audit 1.2.5
Dispensing safely
The pharmacist takes reasonable steps to make sure that dispensing a prescription is safe for the person who will take it. Medicines are dispensed as ordered, as far as that is safe for the patient. If it isn't, the pharmacist contacts the prescriber to check or change the order.
Legal requirement Pharmacy Regulation Act s 32(1) · Schedule cl 9(a) · DH Victoria — Legislative requirements for pharmacists
What the prescription record contains
Every prescription dispensed is recorded in English, including: - the patient's name and address - the date dispensed - the medicine's name, dose form and strength (or formula) - the quantity or number of doses ordered - the directions, and any other instructions on the label - the prescriber's name, address and phone number - any change made to the original prescription - any other information about the medicine and its use
Legal requirement Pharmacy Regulation Act s 32(2)–(3) · Schedule cl 10
Making and signing the record
The record is made at the time of dispensing — or, in an emergency, within 24 hours. Within 24 hours the dispensing pharmacist certifies with their handwritten signature that they dispensed it: in the record itself or, where the system doesn't allow that, in a separate signed record kept with the prescription records.
Legal requirement Pharmacy Regulation Act s 32(4)(b)–(c) · Schedule cl 11(b)–(c)
Keeping prescription records
Prescription records are kept in a secure place at the pharmacy for at least 3 years (Pharmacy Regulation Act). Because they are health records, keep them for at least 7 years after the patient's last service, or until a child patient turns 25 if that is later (Health Records Act). They can be found by the patient's name and address, the date dispensed, or from the details on the label.
Legal requirement Pharmacy Regulation Act s 32(4)(a) and (d) · Schedule cl 11(a) and (d) · Health Records Act 2001 HPP 4.2
Reference texts
Every pharmacist and other staff member, including locums, has ready access to current, evidence-based references that fit the services we provide. The licensee decides which, based on an assessment of the risks of those services. Our baseline set is the Pharmacy Board's former reference list (Guideline 1): Australian Pharmaceutical Formulary and Handbook; Australian Medicines Handbook; Therapeutic Guidelines; an Australian product information source (AusDI or MIMS); a drug interactions reference updated quarterly; AMH Children's Dosing Companion; Don't Rush to Crush; an evidence-based complementary medicines resource; pharmacy legislation and standards; Australian Immunisation Handbook; PSA and SHPA professional standards; Pharmacy Board guidelines; MSD Manual (Professional Version). It also has any other references our services need. Online references are fine if they are available at the dispensing station.
Legal requirement VPA Standards 1.2.6 and 2.6.1 · PBA Guidelines on the safe provision of pharmacy services 1.1 and "Reference material" · PBA Guidelines on practice-specific issues (Guideline 1 · titles as amended 18 Aug 2023; ended 30 Sep 2026)
Knowing the login details
Which references are held, how each is accessed — a shared login, a subscription, or where a printed copy sits — and when it's renewed should be kept in the pharmacy's references register, so every staff member who needs one, including locums, can find it.
Regulator guidance VPA Guidelines G1.2.6
Vaccination references
Pharmacists who vaccinate should have ready access to the current online Australian Immunisation Handbook, the National Vaccine Storage Guidelines (Strive for 5) and the Victorian cold chain management protocols.
Regulator guidance VPA Guidelines G2.6.1 · VPA self-audit 2.6.1
Using the dispensary
The dispensary is private and used only for dispensing, supplying and compounding medicines and for storing medicines and patient records.
Legal requirement VPA Standard 2.4.1 · Schedule cl 4
Dispensary rules
- The public should never enter it, and only trained dispensary staff should work in it. - It should not be used as a shortcut to back-of-house areas. - Point-of-sale entry, clerical work, non-dispensary stock and staff areas should be outside it. - Staff areas should be outside the dispensary, with belongings kept and meal and tea breaks taken outside it. - Dispensing benches should be kept clear of anything not needed for dispensing. - Dispensary computers should be used only for dispensing.
Regulator guidance VPA Guidelines G2.4.1 · G2.4.9 and G1.3.2.1 · VPA self-audit 2.1.1 and 2.1.2
Supplying without the patient present
When dispensed medicines are delivered or supplied without the patient attending, the pharmacist still checks the supply, makes counselling available by phone, and makes sure the package keeps the medicine private and at the right temperature in transit.
Pharmacy's own choice Schedule cl 9(f)
Checks that go with this policy
- Sign the daily dispensing record — Daily
Earlier versions kept for the record: v1.
PharmPolicy supports compliance. It is not legal advice, and it does not replace the licensee's own judgement or obligations under the Pharmacy Regulation Act 2010 and other laws.