Frequently asked questions

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General

What is myGPhCpharmacy?

myGPhCpharmacy is a password-protected, self-service website for pharmacy owners, superintendents and nominated delegate users of pharmacies registered with the General Pharmaceutical Council.

What does myGPhCpharmacy offer?

You can use myGPhCpharmacy to:

  • update your account details
  • create 'delegate user' accounts (see FAQ What is a delegate user?)
  • renew your registration
  • see your receipts
  • see your pending payments for Direct Debits and BACS transfers

Where can I get support to use this site?

Please contact the GPhC Customer Contact Centre if you have any issues or would like help. You can phone 020 3713 8000 or email info@pharmacyregulation.org.

I need to nominate a new superintendent pharmacist

Please fill in a Nomination of superintendent pharmacist form. Follow this link to download a Nomination of superintendent pharmacist form from our website.

Once you have filled the form in, please post it to:

Customer Services Team
GPhC
25 Canada Square
London
E14 5LQ

Signing up and signing in

How do I get access to myGPhCpharmacy?

To access myGPhCpharmacy you need a sign-up letter from the GPhC. We will automatically send this letter to pharmacy owners or superintendents when:

  • you first need to renew a pharmacy using myGPhCpharmacy, or
  • you become the owner or superintendent pharmacist of a pharmacy registered with the GPhC, after myGPhCpharmacy goes live.

Your sign-up letter will include your user name and a temporary password that you can use to access myGPhCpharmacy for the first time.

If you have not received a sign-up letter and you need to access myGPhCpharmacy please contact the GPhC Customer Contact Centre for help. You can phone 020 3713 8000 or email info@pharmacyregulation.org.

If you are not a pharmacy owner or superintendent pharmacist and need to use myGPhCpharmacy on their behalf, you will need them to provide your access – the GPhC cannot do this. See the FAQ What is a delegate user?.

How do I sign up for myGPhCpharmacy?

You will need a sign-up letter from the GPhC. See the FAQ How do I get access to myGPhCpharmacy?. Once you have this letter, go to www.mygphcpharmacy.org and enter your user name and temporary password.

You will need to submit and validate an email address and create a permanent password to activate your myGPhCpharmacy account. To validate your email address, we will send an email to the email address you gave us, with a unique link. Following this link lets us know the email account is yours, and hasn't been used by someone else without your knowledge.

Important: This email address should must be one that we can use to contact you use in your role as a pharmacy owner or superintendent pharmacist. If you want someone else to administer myGPhCpharmacy on your behalf, you can add them as a user later.

I did not receive a sign-up email from myGPhCpharmacy

Please add the email address myGPhCpharmacy@pharmacyregulation.org to your safe senders list, and check junk email folders, as occasionally these emails are caught by spam filters.

I am a delegate user – How do I sign up for myGPhCpharmacy?

If you are not a pharmacy owner or superintendent, you cannot sign up for myGPhCpharmacy yourself - the pharmacy owner or superintendent must create an account for you. They do this by supplying your name and email address on the delegate users page. We will send a sign-up email to that email address, with a unique link. Following this link lets us know the email account is yours, and hasn’t been used by someone else without your knowledge.

After you have clicked the link in the email, you can create a password, and you will be able to sign in using your email address and password.

How do I sign in to myGPhCpharmacy?

Go to www.mygphcpharmacy.org and enter your user name and password. You must have completed the sign-up process first.

What is the difference between signing in and signing up?

You need to sign up before you can get access to myGPhCpharmacy for the first time. After you have signed up, you can then sign in whenever you want. For information about signing up, please see FAQ How do I sign up for myGPhCpharmacy?. For information about signing in, please see FAQ How do I sign in to myGPhCpharmacy?.

I've forgotten my sign in information

If you can remember your username, go to the Forgot password page and use this to reset your password.

If you are an owner or superintendent pharmacist and you have forgotten your username, please contact the GPhC Customer Contact Centre for help. You can phone 020 3713 8000 or email info@pharmacyregulation.org.

If you are a delegate user and you have forgotten your username, you will need to talk to the owner or superintendent pharmacist of your company so they can arrange for your details to be reset. They will use their 'Delegate Users' menu in their myGPhCpharmacy account to do this.

How do I change my password?

After signing into myGPhCpharmacy, select Change password from the User details menu and follow the instructions.

How do I change my email address?

After signing into myGPhCpharmacy, select Change email from the User details menu and follow the instructions.

You cannot do this if you are a delegate user – you will need the pharmacy owner or superintendent to do this on your behalf.

Delegate user management

What is a delegate user?

If you are the owner or superintendent pharmacist of any pharmacies registered with the GPhC you can set up additional users who have access to myGPhCpharmacy to complete renewal actions on your behalf. We call these 'delegate users'.

When creating delegate users you will be asked to confirm that you are aware of the standards for registered pharmacies and that you are fully responsible for ensuring those standards are met at all times. Follow this link to view the standards for registered pharmacies.

How do I set up a delegate user?

After signing into myGPhCpharmacy select 'Delegate users' then 'Create a new user' and give their name and email address. They will receive a sign-up email.

How many delegate users can I set up?

There is no limit to the number of delegate users that you can set up for a myGPhCpharmacy account. However, as an owner or superintendent pharmacist you should be aware of the standards for registered pharmacies and you will be fully responsible at all times for ensuring those standards are met.

How do I update a delegate user's details?

After signing into myGPhCpharmacy go to Delegate users and click 'Edit'. This allows you to update the title, name and email address of your delegate user. If you update a delegate's email address they will need to validate it before they can sign in again. We will send an 'email address confirmation' email with a unique link they can use to do this.

A delegate user has forgotten their password

You can send a 'reset password' email from the Delegate users page, or they can have one sent by selecting Forgot password on the myGPhCpharmacy sign in page and entering their username.

How do I delete a delegate user?

After signing into myGPhCpharmacy go to Delegate users and select 'Delete' against the delegate user whose account is no longer required. Confirm that you want to delete the delegate user by selecting 'Ok'.

Renewal

How do I renew?

Our 'Renewing your pharmacies' infosheet (PDF 221KB) gives you step-by-step instructions on how to renew your pharmacy registration.

If you are having problems renewing you can phone the GPhC Customer Contact Centre on 020 3713 8000 for help and support.

How do I make my declarations?

After selecting all of the pharmacies you want to renew, you will be directed to a declaration page. You must make an electronic declaration (one declaration covers all pharmacies you are renewing) before you can select a payment option.

What payment methods are there?

There are three payment methods on myGPhCpharmacy. Online card payment is available to everyone. If you have a Direct Debit set up you will also be able to choose to pay by Direct Debit. If you do not have a Direct Debit, you will be able to pay using BACS.

For each payment method, you must first sign in to myGPhCpharmacy and make an online declaration. We will not accept BACS payments and will not collect Direct Debit payments without first receiving a declaration. You will not be able to access WorldPay to pay by card without first making a declaration.

  • Online card payment is made using WorldPay. It is processed immediately, and you need to have a credit or debit card available.
  • Direct Debit must be set up in advance (see the FAQ on setting Direct Debit setup). Once this is set up, you will be able to use Direct Debit when you renew. If you select Direct Debit, we will debit the account you have chosen for renewal fees on a specific date, which we will tell you about in advance.
  • BACS transfers are payments made directly into a GPhC bank account. If you select BACS transfer, you must make the payment, and we must receive it before the renewal date.

What do the 'renewal statuses' mean?

Each status is set by our information about the pharmacy and what you have told us you want to do. The status name, meaning and when it is displayed is described in the table below:

Status Meaning When it is used
Awaiting action The pharmacy is due for renewal This is the 'default' status when nothing else applies
DD payment pending A Direct Debit payment will be collected after the Direct Debit deadline We have received a declaration and have been asked to collect the fee by Direct Debit
BACS payment pending We are waiting for a BACS payment We have received a declaration and have been told the fee will be paid by BACS. You now need to make the payment
Voluntary removal indicated The owner does not intend to renew this pharmacy registration We have been told that the pharmacy is not to be renewed, with a non-renewal reason of 'Voluntary removal'
Voluntary removal processing We are processing a Voluntary removal application We have received a Voluntary removal application form
Voluntary removal approved We have approved a Voluntary removal application We have approved a request for Voluntary removal
Transfer of ownership The owner intends to transfer this pharmacy to another owner, who will then be responsible for paying the renewal fee We have been told that the pharmacy is not to be renewed, with a non-renewal reason of 'Transfer of ownership'
Processing Direct Debit We are trying to collect the renewal fee by Direct Debit We were asked to collect the fee by Direct Debit, and are now processing the payment
Direct Debit missed The declaration was not made in time, and you need to make a card payment A Direct Debit is in place but we did not receive a declaration before the deadline, and are unable to collect this renewal fee by Direct Debit
Direct Debit failed We tried to collect the payment by Direct Debit, but the payment failed. You need to make a card payment We have processed the Direct Debit and the payment was not successful
Renewal date missed or Renewal deadline missed The renewal fee is overdue The pharmacy has gone past its renewal date and we have not received a declaration and payment
Processing card payment A card payment is being processed A renewal is complete, pending approval of the card payment by WorldPay
Once the renewal of a pharmacy is complete, the pharmacy is no longer shown on the 'Renewals' page.

I can't see the renewal date when I am trying to renew my pharmacies

If you have a Direct Debit set up with us, when you view your pharmacies you will see the Direct Debit deadline instead of the renewal date. This is displayed because we need to receive declarations for renewals paid by Direct Debit earlier than renewals paid by other methods.

I need a list of pharmacies that I am renewing

myGPhCpharmacy displays a list of pharmacies you have selected for renewal on the confirmation and declaration pages. You can copy this list into a document or spreadsheet.

What is the WorldPay limit?

For security reasons there is an upper limit to transactions that WorldPay will process. If your fee due exceeds this limit, we will warn you that card payment is unavailable. You will be able to pay your fee by Direct Debit or BACS transfer, or you can process several renewals, as long as each one is under the WorldPay limit.

What is the Direct Debit deadline?

To renew and pay by Direct Debit, you must complete a declaration before we will attempt to collect the renewal fee. We collect Direct Debits well before the renewal date, so that owners can make other arrangements for payment if the Direct Debit is not successful. The Direct Debit deadline is the last day a declaration can be completed before we will collect payment by Direct Debit.

If you do not complete your declaration in time, you can renew your pharmacies by declaring and using other payment methods.

I want to set up a Direct Debit to pay my renewal fees

If you want to pay the renewal fees by Direct Debit please fill in and post a Direct Debit instruction form to us by the deadline shown on your renewal notice. We will send a confirmation to you once the Direct Debit has been set up. You will then be able to complete the renewal declarations at the myGPhCpharmacy site. If you do not complete your declarations by the deadline, we will be unable to collect your payment by Direct Debit and you will need to complete the renewal process by credit or debit card.

Click on this link to download a Direct Debit instruction form from our website:
http://www.pharmacyregulation.org/renew-pharmacies

Once you have filled the form in, please post it to:

Customer Services Team
GPhC
25 Canada Square
London
E14 5LQ

I want to cancel the Direct Debit payment for my pharmacy renewal fees

If you want to cancel the payment for some pharmacies but keep your Direct Debit with us, go to the Renewals page where you can cancel the Direct Debit payment against specific pharmacies. You can only do this for pharmacies before their Direct Debit deadline.

To cancel a Direct Debit instruction (meaning you will no longer be able to renew any pharmacies using Direct Debit), please email our customer contact centre at info@pharmacyregulation.org, quoting your Owner number and saying that you want to cancel your Direct Debit.

After we have cancelled our record of the Direct Debit you will be able to complete the renewal process and pay by credit or debit card at the myGPhCpharmacy site.

We advise you to contact your bank or building society to cancel the Direct Debit instruction they hold.

I missed the Direct Debit declaration deadline for some of my pharmacies – what do I do?

If you have missed the Direct Debit declaration deadline for any of your pharmacies you will need to pay the renewal fee by debit or credit card.

Please sign in to the myGPhCpharmacy website to complete the renewal of these pharmacies.

Your Direct Debit will remain active and you can still use it to pay for later renewals. If you have any pharmacies due for renewal later and you want to pay using Direct Debit, you will need to complete the renewal declarations for them in a separate renewal transaction, where you will be able to choose Direct Debit payment.

Where can I find my pharmacy receipts?

Once you have signed in to your myGPhCpharmacy account, select Receipts from 'Quick links' on the left side of the screen. You can also find your receipts by going to the 'Renewals' menu.

Where can I find out how much my Direct Debit payments will be after I complete my pharmacy renewal declarations?

You can find a summary of any outstanding renewal fee payments by opening the 'Renewals' menu and selecting Pending payments. This page will list each Direct Debit we are going to collect, including how much will be taken and when. This will show the pharmacies for which we have a valid declaration, and for which we have been instructed to collect the renewal fee by Direct Debt.

I'm paying by BACS, where can I find out how much I need to pay in renewal fees once I complete my pharmacy renewal declarations?

You can find the summary of any outstanding renewal fee payments by opening the 'Renewals' menu and selecting Pending payments. This page will list each BACS payment you need to make to complete the renewal of your pharmacy registration, and details of the bank account you will need to transfer the money to. The list is based on the pharmacies for which we have a valid declaration, and have been told we will receive the renewal fee by BACS payment.

I'm paying by BACS, where can I find the bank account details to make the payment?

Once you have completed the renewal declarations for your pharmacies, if you are paying your renewal fees by BACS you will receive a 'renewal confirmation' email. This will tell you how much you will need to transfer to complete the renewal of your pharmacy registration and the details of the bank account you will need to transfer the money to.

You can also find a summary of any outstanding renewal fee payments by opening the 'Renewals' menu and selecting Pending payments. This page will list each pending BACS payment needed to complete the renewal of your pharmacy registration and details of the bank account you will need to transfer the money to.

What are renewal cycles?

You need to renew a registration two months before its expiry date. Rather than renewal and expiry dates being scattered randomly throughout the year, the GPhC has renewal 'cycles'.

There are two renewal cycles a month. These cycles are labelled with 'A' (happening on the 14th of the month) and 'B' (happening on the last day of the month) and apply to the registration expiry dates for all pharmacies and registrants with the GPhC.

Cycle Renewal date Expiry date Cycle Renewal date Expiry date
1A 14 November 14 January 1B 30 November 31 January
2A 14 December 14 February 2B 31 December 28 February
3A 14 January 14 March 3B 31 January 31 March
4A 14 February 14 April 4B 28 February 30 April
5A 14 March 14 May 5B 31 March 31 May
6A 14 April 14 June 6B 30 April 30 June
7A 14 May 14 July 7B 31 May 31 July
8A 14 June 14 August 8B 30 June 31 August
9A 14 July 14 September 9B 31 July 30 September
10A 14 August 14 October 10B 31 August 31 October
11A 14 September 14 November 11B 30 September 30 November
12A 14 October 14 December 12B 31 October 31 December

The Direct Debit deadline for each cycle varies slightly depending on how business days fall, but is around the 24th day of the month before the renewal date.

Non-renewal

What are non-renewals?

If you do not intend to renew your pharmacy registration, you can record the reason for this in myGPhCpharmacy. The two reasons you can record are if you want to submit an application for Voluntary removal, or want to request a Transfer of ownership. These are known as 'non-renewals'.

Important: recording a non-renewal does not mean you have made an application for Voluntary removal or a Transfer of ownership. You will still need to post a completed form to us. This feature is designed to help you manage your renewals, and allow you to tell us when you do not intend to renew a pharmacy registration.

I want to voluntarily remove my pharmacies from the register

Once signed in to myGPhCpharmacy, start a renewal session and select the option 'Not renew' for the relevant pharmacy or pharmacies. Complete your renewal selections and then click 'Save selection'. You will be asked to choose a reason for not renewing. Please select 'Voluntary removal'. You will need to submit a 'Voluntary removal of pharmacy premises' form, which you can download from our website. Click on this link to download a Voluntary removal of pharmacy premises form:

http://www.pharmacyregulation.org/registration/registration-pharmacy-premises/voluntary-removal-pharmacy-premises

Once you have filled the form in, please post it to:

Customer Services Team
GPhC
25 Canada Square
London
E14 5LQ

I want to transfer ownership of my pharmacies

You need to submit a 'Transfer of ownership' form to the GPhC to tell us about a change of ownership of a pharmacy. Click on this link to download a Transfer of ownership form:
http://www.pharmacyregulation.org/registration/registration-pharmacy-premises/transfer-ownership

Once you have filled the form in, please post it to:

Customer Services Team
GPhC
25 Canada Square
London
E14 5LQ

If the pharmacy is due for renewal and you have agreed with the new owner that they will complete the registration renewal for the pharmacy, please sign in to your myGPhCpharmacy account and select the option 'Not renew' for the relevant pharmacy. Complete your renewal selections and then click 'Save selection'. You will be asked to choose a reason for not renewing, so please select 'Transfer of ownership'.

If the pharmacy is due for renewal and you have agreed with the new owner that you will complete the registration renewal for the pharmacy, you should sign in to your myGPhCpharmacy account and complete the renewal as normal. Once you have renewed the pharmacy you can submit your Transfer of ownership form.

I selected pharmacies for Voluntary removal/Transfer of ownership but now I want to renew them

If you change your mind before the renewal deadline of the pharmacy in question and you have not submitted a 'Voluntary removal' or 'Transfer of ownership' form you can cancel the 'Not renewing' selection. Do this by starting a renewal session and clicking the 'Cancel' button next to the relevant pharmacy. You can then choose to renew the pharmacy and complete the renewal as normal.

If you change your mind after the renewal deadline or if you have already submitted your Voluntary removal or Transfer of ownership form, you should phone our customer contact centre on 020 3713 8000 or email info@pharmacyregulation.org for help.