I am closing my pharmacy and need to transfer patient files. However, I am uncertain of the rules pertaining to narcotics and controlled substances; would patients be required to get a brand new prescription for all controlled substances or is there a system in place for moving these items?

The “transfer of records” process is not the same as a prescription transfer (as permitted by the Drug and Pharmacies Regulation Act). When closing a pharmacy, all patient files and prescription records are “transferred” or relocated to the receiving Designated Manager (DM)/owner, and the prescriptions will then belong to the receiving pharmacy. Exactly “how” the records are entered or merged into the receiving pharmacy’s software system is sorted out by the DMs and the vendor(s). Ideally, it should be seamless to the patient as they must continue to be able to access their personal information. 

Pharmacies and pharmacy professionals participating in the closure of a pharmacy should review the College’s closing a pharmacy webpage. Additionally, the College’s Record Retention, Disclosure and Disposal Guideline can provide additional information on the management of patient records.