Application Instructions

[overview]

Completing the Online Application

General Guidance Prior to Completing the Application 

  • The online application is for new Veterinary-Verified Internet Pharmacy Practice Sites® (Vet-VIPPS®) applicants only.
  • Select the “Save” or “Next Page” buttons to save the information in the application. Once the “Save” or “Next Page” button has been pressed, the information entered on that page cannot be changed. If a correction is needed, please contact NABP at cvaccreditation@nabp.net prior to moving forward in the application.
  • Users may log out and resume filling out the application at the point of the last submitted entry.
  • Prior to final submission, a verification page for application review will display. Applicants are unable to make changes to this page. However, should any errors be discovered, contact cvaccreditation@nabp.net and describe the needed change(s). NABP recommends printing this page for your records.
  • You will no longer be able to access an application once it has been submitted to NABP.
  • If during the accreditation process any information submitted on the Vet-VIPPS application changes, NABP must be notified in writing within 48 hours. Submit changes via e-mail to vet-vipps@nabp.net.

If you have any additional questions about completing the Vet-VIPPS application, please e-mail vet-vipps@nabp.net.

Application Completion

Create NABP User Account Page

  • The NABP Vet-VIPPS application requires the applicant to create a User Account. It is strongly recommended that the person completing the application is the individual who will serve as the pharmacy’s primary contact person during the accreditation process. This person may use his or her login to complete multiple applications and will be the steward of future applications for that particular company. Should the pharmacy wish to change the person charged with submitting the applications, please contact NABP directly via e-mail at vet-vipps@nabp.net

Pharmacy Profile Page

  • The Legal Business Name is the name that will appear on the Vet-VIPPS information page on NABP’s website and the Vet-VIPPS certificate.
  • The Doing Business As Name is only required if it is different from the business name. This will also appear on the listing of Vet-VIPPS accredited facilities that NABP maintains and the Vet-VIPPS certificate that will be awarded to the pharmacy.
  • The primary web domain must be the Internet address for the pharmacy’s home page.  The domain MUST be live and operational. Applications under review with websites that are under construction or inactive at the time of application submission will be cancelled, and an administrative fee may be assessed out of the fees paid for the application. Applicants undergoing modifications to their website at the time of submission may re-apply once changes to the site are finalized and a finished product is ready for review by NABP. 
  • Additional web domains may be included in the Vet-VIPPS accreditation. They must also be live and operational. Additional domains must offer the same full range of pharmacy services as the primary domain and have their own stand-alone website. Sites that re-direct to the primary domain are not considered additional domains. Sites that do not offer a full range of pharmacy services may qualify for the e-Advertiser Approval Program. Additional domains may also display the Vet-VIPPS Seal upon awarding of accreditation. See the Fees section of the Vet-VIPPS page for more information on additional domains and fees that may apply.
  • The Physical Address of the Pharmacy is the commercial, non-residential, location of the pharmacy applying for Vet-VIPPS accreditation and must be the same address used on the pharmacy’s state licenses.

Pharmacy Information Page

The Contact Person is responsible for the following:

  • Coordinating responses and revisions to policies and procedures (P&Ps) if necessary
  • Scheduling on-site surveys
  • Coordinating annual renewal and reaccreditation

Only full and part-time employees of the applicant facility can be listed on the application. A contract or consultant employee cannot serve as the contact person. While not required, NABP strongly recommends that the contact person also have a working knowledge of the pharmacy’s P&Ps and the authority to make any necessary P&P revisions. This can help ensure a smooth process. 

Pharmacy Information Page

The Pharmacy Name is the dispensing facility. If more than twenty dispensing locations are used, submit a list of the dispensing pharmacies in an Excel (.xls) file (see an example) that includes the following information:

  • Name of the dispensing pharmacy
  • Complete address
  • All previous and current state and controlled substance licenses
  • Type of license
  • License number
  • Issue date
  • Expiration date

Download the list of dispensing pharmacies template (.xls). This Excel file can be used as a template when creating your own list.

The Pharmacist-in-Charge (PIC) is the registered pharmacist that oversees the day-to-day operations of the dispensing facility. In most pharmacies, the PIC is the pharmacy manager. There must be one PIC for each dispensing site (if more than one dispensing site is used).

The PIC State License(s) is the state(s) in which the PIC holds a PIC license. The applicant must include all current and expired licenses. If the applicant is utilizing more than one dispensing pharmacy, submit a list of PICs for each dispensing site in an Excel (.xls) file (see an example) that includes the following information:

  • PIC name
  • Pharmacy name and address
  • License number
  • Issue date
  • Expiration date

Download the PIC State License template (.xls). This Excel file can be used as a template when creating your own list.

A toll-free phone number for the public to report medical and pharmaceutical problems must be monitored 24 hours a day, seven days a week, allowing appropriate response time for a pharmacist or primary care practitioner to intervene in case of a serious drug reaction.

Ownership Information Page

  • Ownership information applies to any for-profit or not-for-profit legal entity, such as a partnership, corporation, limited liability company (LLC), or sole proprietorship that owns or contracts the pharmacy’s services.
  • The Name of Corporate Entity applies to any for-profit or not-for-profit legal entity that owns or contracts for the pharmacy services. It is the ultimate controlling company.
  • The Corporate Address is the location where the Legal Business Name is registered with the IRS. This address may or may not be the same address as the Physical Address of the pharmacy.  

Note: If the company is owned by multiple individuals and there is no sole owner, put the name of the company under the “First Name” tab and list all the names of the individuals who share ownership in the “Major Investors” section of the application.

Major Investor Page

  • Major Investors must include all individuals, partnerships, LLCs, and corporate owners who directly own greater than a 10% equity position in the ownership or a controlling interest of the organization and/or greater than a 10% voting interest in the organization.

Services/Products Section

  • Services/Products Provided. Those categories listed will be searchable fields for the public to use when seeking a Vet-VIPPS-accredited pharmacy licensed to service in-state residents. At the discretion of NABP, some groups or categories of services may not be listed on the NABP website.

Licensure Maintenance Section

  • Licensure Maintenance refers to the states(s) in which the pharmacy is licensed or registered. Additionally, if the pharmacy ships or intends to ship prescription drugs and devices to residents of states that do not require nonresident pharmacy licensure, list the names of those states. 

Supplemental Documentation

All required supplemental documentation must be provided to NABP within 30 days from the application submission date or the application may be canceled. However, NABP recommends that supplemental documentation be submitted in tandem with the application using the online application’s “Upload Files” option. More details are provided below.

If there is any delay in submitting the required documents, you must contact VIPPS staff to request a time extension to avoid a cancelation of your application. Requests for time extensions may be subject to administrative fees. Failure to notify NABP of any delay may result in the cancelation of your application. 

Required Documentation Demonstrating Compliance with Criteria

The Vet-VIPPS application includes a list of criteria for which NABP requires documentation that demonstrates the applicant’s compliance. NABP reviews the submitted documents and specifically looks for certain P&Ps it believes are essential to meeting the intent of the Vet-VIPPS criteria. For much of the requested information, NABP provides templates for your use. When submitting information for which NABP has provided a template, it may be utilized or you may provide Microsoft Excel files that are similarly formatted. Do not send blank templates. You will be notified via e-mail if NABP finds any of the submitted materials unacceptable or in need of clarification.

Upload Documentation

List of Required Supplemental Documentation:

  1. Description of the Business Model
  2. Copy of current DEA registration
  3. List of vendors
  4. List of domains

1. A detailed description of the pharmacy’s Business Model. Please provide a description of your business model to help NABP better understand the operations of the pharmacy. This should include the following information, as applicable:

  • Description of pharmacy operations. Examples: retail/institutional, central fill, mail order, etc
  • List of services provided. Examples: sterile/nonsterile compounding, durable medical equipment, etc
  • Description of services offered on the website. Examples: new prescriptions, refills, online questionnaires, etc
  • Types of prescription products offered (human, veterinarian, or both)
  • Types of prescription dosage forms dispensed. Examples: oral, injectable, topical, etc
  • A list of the storage requirements for the products that are distributed, as defined in the United States Pharmacopeia (USP) Chapter <797>. Example: Controlled Room Temperature (CRT) refrigeration of 68°F to 77°F is used for most dosage forms of products such as vaccines and insulin.

2. A copy of the pharmacy’s Drug Enforcement Administration (DEA) registration, evidencing compliance with the Ryan Haight Act (only if the pharmacy handles controlled substances). If the pharmacy is not required to have a modified registration, proof must be submitted to NABP (eg, a statute, rule, letter from DEA, etc).

3. A current list of vendors must be submitted that includes all companies where the applicant pharmacy obtains prescription drug products and prescription devices. The list should include the vendors’ location (cities and states) and identify them as manufacturers, wholesale distributors, or others. The information must be separated in rows and columns in an Excel file, be specific to the facility applying, and should only include vendors as defined by NABP (see the template).  

Download the Current List of Vendors template (Excel). While this template does not have to be used, the information provided to NABP must be in the same format as shown in the template.

4. List the domains owned by, registered to, or affiliated with the applicant pharmacy’s website that engage in drug- or health-related practice. Any website, pharmacy, medical practice, or medical practitioner the applicant’s site promotes, its staff, domain name registrants, and any person or entity that exercise control over, or participates in the applicant business, must not be affiliated with or control any other website that violates program standards.  

Policies and Procedures

NABP will provide the Vet-VIPPS P&P Assessment after submission of the application and all fees. The Assessment is a Microsoft Word document that enables an applicant to delineate which of its organizational P&Ps fulfill the Vet-VIPPS criteria. The document clearly lays out the P&Ps necessary to meet Vet-VIPPS accreditation and enables the applicant to enter either the name or number and the page number for the P&P demonstrating compliance.

The Assessment also enables applicants utilizing corporate P&Ps, P&Ps shared with another location, or that have business partners responsible for off-site processes to provide a map of how their documents and processes are used and shared.

The Assessment, along with complete copies of all the P&Ps it references, must be provided electronically to NABP within 90 days from the date NABP sent the Assessment or the application may be canceled.

P&Ps will be reviewed only after NABP confirms that all supplemental documentation is acceptable.

An on-site survey will only be scheduled after NABP confirms that all P&Ps and websites are compliant with Vet-VIPPS criteria.

Submit All Required Policies and Procedures

Licensure
Policy Maintenance
Compliance with Laws and Conflicts of Law
Patient Information
Patient Profiles
Prescriptions
Undue Delays
Drug Utilization Review
Patient Consultation
Reporting ADRs and Errors
Storage and Shipment
Recalls
Over-the-Counter Products
Disposal of Products
​Quality Improvement Programs
Reporting to NABP

Copies of actual P&Ps (drafts are not accepted) evidencing compliance, as set forth in the Assessment, are required. P&Ps not submitted in accordance with the Assessment will delay processing the application.

The Assessment must be completed and submitted. The Assessment will allow you to type your answers on each page and save your additions. It is important that references made on the Assessment and the actual electronic files that are submitted to support the references use the same names. For example, if the electronic file is named SOP5.31 – Licensing, it should be referenced on the Assessment as SOP5.31 – Licensing.

To help expedite the application process, NABP strongly encourages the following:

  • Submit P&Ps as Microsoft Word files.
  • Submit each P&P as an individual file.

Additional Notes on Submitting Documents to NABP

All documents should be gathered and submitted at one time rather than individually, whether submitted online or via e-mail.

NABP accepts supplemental documents utilizing the “Upload Files” option during application submission. Documents not submitted with the online application must be submitted via e-mail or standard mail. If desired by the applicant, items sent via standard mail can be submitted on a CD-ROM or USB flash drive.

When e-mailing the documents (as attachments) to vipps@nabp.net, please mention that the attached documents are for a new application. Include the facility name, city, and state.

A CD of the documents can be mailed along with a copy of the receipt page (issued following completion of the online application) via a land carrier to:

ATTN: VIPPS
National Association of Boards of Pharmacy
1600 Feehanville Drive
Mount Prospect, IL 60056

When sending the documents via CD, please include appropriate identifying information about the pharmacy and name the documents according to the examples below:

Example: For Supplemental Document #a, “DEA Registration”

Payment

Application and survey fees must be paid by credit card (MasterCard, Visa, or American Express) at the time of application submission. If a credit card is not available, a prepaid debit/credit card, available for purchase from any banking institution, may be used to pay the Vet-VIPPS fees.

Canceled or withdrawn applications are subject to administrative fees.

Disclaimer

NABP requests via e-mail that each Vet-VIPPS applicant accept the refund policy once the application has been submitted and processed. NABP must receive the applicant’s acceptance within three business days of the request or the application will be canceled and a full refund issued.

Once work has begun on a Vet-VIPPS application, a full refund of fees paid is no longer possible, even if the applicant elects to withdraw or cancel the application.

The refund amount will be determined by the percentage of work that has been performed when the cancelation or withdrawal request is received. For example, if 50% of the work has been completed, NABP will refund 50% of the fees; if only 10% of the work has been performed, 90% of the fees will be refunded, etc.

Once an application has been processed and if NABP determines that the business does not meet program standards for accreditation, the business will not be eligible for a refund.

Please note that NABP reserves the right to share information with its member boards of pharmacy or appropriate regulatory or law enforcement authorities or search engines such as Google, Yahoo!, and Microsoft’s Bing.com concerning the status of an applicant’s accreditation and/or any denial of accreditation.