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Application Instructions

[overview]

Working Your Way through the Online Application

Contact NABP at vipps@nabp.net for guidance with the Vet-VIPPS application. This section provides guidance and additional information on fields that applicants must respond to in the Vet-VIPPS application.

Business Information Section

Business Name is the name that will appear on the Vet-VIPPS information page on NABP’s Web site and the Vet-VIPPS certificate.

Doing Business As (dba) 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.

Primary Web site URL must be the Internet address for the pharmacy’s home page. It will be used by the public to return to your site after they have visited the Vet-VIPPS Web site to verify your information. Only the primary URL will be allowed to display the Seal of approval upon awarding of accreditation. The Web site MUST be live and operational. An inactive Web site is not acceptable.

Business and Web Site Contact Section

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.

Contact person must:

  • Be aware of the business model and its operation
  • Have a working knowledge of the pharmacy’s policies and procedures (P&Ps) and the authority to make any necessary revisions
  • Work closely with the pharmacy staff

Contact person will be responsible for the following:

  • Coordinate responses and revisions to policies and procedures if necessary
  • Completing the application form
  • Must be aware and knowledgeable of the business
  • Must work closely with the consultant (if consultant is hired) and provide responses to requested information
  • Schedule on-site surveys
  • Coordinate annual renewal and reaccreditation

Pharmacy Information Section

Pharmacy Name is the dispensing facility. If more than one dispensing location is used, submit a list of the dispensing pharmacies in an Excel (.xls) file (see 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.

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).

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

  • PIC name
  • Pharmacy name & 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.

Toll-Free Phone number for public to report medical and pharmaceutical problems must be toll-free and monitored 24 hours, 7 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 Section

Ownership information applies to sole proprietors, partnerships, and corporations.

Name of Corporate (Parent) 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 or parent company.

Business/Corporate Address must be the physical address of the corporate entity. PO Box is not acceptable.

Major Investors must include all individuals, partnerships, limited liability companies (LLCs) and corporate owners who directly own greater than 10% equity position in the ownership or controlling interest of the organization and/or greater than 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 Web site.

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

Timeline

NABP recommends that supplemental documentation be submitted by using the “upload files” page during the online application process. Doing so expedites the process. See the list of required supplemental documentation below.

If you choose not to provide the supplemental documentation when you submit your online application, please note that required supplemental documentation must be provided to NABP within 30 calendar days from application submission.

If there is any delay in submitting required documents, applicants must contact Vet-VIPPS staff to request a time extension. Time extension requests may be subject to administrative fees. Failure to notify NABP of any delay may result in cancellation of your application.

Required Documentation Demonstrating Compliance with Criteria

Vet-VIPPS includes a list of criteria for which NABP requires documentation demonstrating compliance. NABP reviews the submitted documents and specifically looks for certain policies and procedures believed by NABP to be essential to meeting the intent of the Vet-VIPPS criteria. You will be notified, via e-mail, if any of the submitted materials are unacceptable or in need of clarification. When requested, please send sample, mock-up forms with fictitious information that demonstrate how the form is actually used. Do not send blank forms. Completed forms help NABP interpret how a form is actually used.

Upload Documentation

List of Required Supplemental Documentation:

  1. Copy of pharmacy’s Drug Enforcement Administration (DEA) certificate of registration (only if pharmacy handles controlled substances)
  2. Copies of actual board or agency disciplinary orders (if applicable)
  3. Proof of modified DEA registration required under the Ryan Haight Online Pharmacy Consumer Protection Act (if applicable).

At any time during the application process, we may use discretion to request additional documentation which may include, but is not limited to:

  • Vendor list – companies where the pharmacy applicant is obtaining prescription drug products and prescription devices
  • List of URL addresses
  • List of IP addresses

Policies and Procedures

The Vet-VIPPS P&P Guidance Checklist will be provided to applicants upon submission of application and fees.

Copies of all the policies and procedures (P&Ps) set forth in the checklist must be provided electronically to NABP within 90 calendar days from the date the checklist is sent or the application may be canceled.

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

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

Submit all Required Policies and Procedures

Licensure
Policy Maintenance
Compliance with Laws and Conflicts of Law
Prescriptions
Patient Information
Patient Profiles
Drug Utilization Review
Confidentiality of Patient Information 

Undue Delays
Recalls
Disposal of Products
Storage and Shipment
Over-the-Counter Products
Quality Improvement Programs
Reporting to NABP
 

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

The checklist must be completed and submitted. It is important that references made on the checklist 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 checklist as SOP5.31 – Licensing. The checklist will allow you to type your answers on each page and save your additions.

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.

Online Submission

To expedite the application process, supplemental documents should be uploaded electronically as individual files during the online application process.

When uploading documents, please select the appropriate title of the document from the drop-down menu.

E-mail and Mail Submission

Alternatively, the documents may be submitted by one of the following methods:

  1. E-mailing the documents (as attachments) to vipps@nabp.net. In the e-mail, please mention that the attached documents are for a new application and include the facility name, city, and state.
  2. Mailing a CD of the documents along with a copy of the receipt page (issued following completion of the online application) via a land carrier to:

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

When e-mailing or 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 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.

Refer to the Fees page for more information.

Disclaimer

Please note that NABP reserves the right to share information with its member boards of pharmacy or appropriate regulatory or law enforcement authorities concerning the status of an applicant’s accreditation application and/or any denial of accreditation.