Kenya - Renew Pharmacist License

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Procedure

Apply In Person

1. All licenses issued by the Pharmacy and Poisons Board and expiring on the 31st day of December of the year it is issued will be renewable annually, Applications should be done atleast one month before the expiry of current license. Please view the board’s contact details through this Pharmacy and Poisons Board Contacts.
2. Application for renewal of licences will be made to the Board in writing by filling the forms obtainable at Pharmacy and Poisons Board offices.
3. Complete the application form correctly and prepare an electronic copy of MS Word on a CD-ROM which should be cross-referenced to the application by clearly showing the title and section number of all the supporting documents.
4. Then attach all the supporting documents as mentioned in the “Required Documents” section below to the duly filled application form and the prepared CD-ROM in a single file.
5. Then the applicant should pay the renewal fees by drawing a cheque to the Pharmacy and Poisons Board and then attaching the cheque to the application file.
6. Then the applicant should submit the application to the Pharmacy and Poisons Board office at this address: The Registrar, Pharmacy and Poisons Board Lenana Road, P. O. Box 27663-00506, NAIROBI, KENYA.
7. Upon receipt of the application dossier, the board will evaluate the application file and the applicant will be advised in writing on whether the application was successful or not.
8. During the document evaluation phase, the Board may arrange for a Good Practices inspection.
9. Having considered all factors and matters relating to the application the Board will either;
10. Issue a license to manufacture of drugs for sale or,
11. Advise the applicant in writing, in case of an unsuccessful application, and clearly state the reason the application was unsuccessful.
12. After a successful document evaluation phase has been completed satisfactorily, which is within 14 working days of receipt of the application. The applicant will be sent a notification approval.
13. Applicant will be required to collect the license at the Pharmacy and Poisons Board office. Note: While collecting the license the applicant will be required to produce their identity document an approval letter to be validated by the Registrar's office.

Apply Online

Step 1: Register with the Pharmacy and Poisons Board (PPB) Online Services Portal (for new applicants)

1. Applicants should browser the PPB Online Services Portal
2. On the Home page, hover the mouse cursor over the “Create Account” tab, to register for an account.
3. This will navigate the user to the registration page, there are two types of registration processes that a user can use i.e “ Regulated” or “Non-Regulated”.
4. To register using the Non-Regulated option, applicants should Populate all the available fields accurately on the LTR/Company Registration page before clicking on the “Create Account for LTR” tab. Follow prompts as explained on the left side of the homepage. This option is to be used by registered businesses or companies.
5. To register using the Regulated option; PPB Practice Registration Portal the applicants should be a medical practitioner registered with the Pharmacy and Poisons Board (PPB). Populate all the available fields accurately before clicking on the “Register For Online Services” tab.
6. Upon successful submission of the registration request, the applicant will receive a Registration submission notification on their device.
7. Upon receipt of the registration request, the Pharmacy and Poisons Board (PPB) registration office will start the vetting process to ensure that the applicant is a legitimate company. After approval, the PPB system will forward an email with the credentials that will be sent to the user's registered email address to facilitate access to the portal.

Step 2: Login and apply online

1. Once logged in the portal, the applicant will be required to complete the creation of his or her profile and then navigate on the dashboard to find the online application form for renew pharmacist license and populate all the available fields accurately and then upload all the necessary documents against all the upload tabs then save to continue to the payment section.

Step 3: PPB payments and downloads

1. Upon uploading all the required documents, the system will auto-generate an invoice for the applicant to pay due fees.
2. Click on the payments page and follow all instructions to satisfy the proper channeling of the registration documents payments. Once payment is received the PPB portal will provide the applicant with a receipt
3. After a successful document evaluation phase has been completed satisfactorily, which is within 14 working days of receipt of the application. the applicant will be sent a notification approval.

Step 4: Inspection of the premises.

1. The board will conduct a Good Practices inspection on the premises.
2. During the inspection visit, the owner or a representative should be present and should supply the inspector with all requested documentation,
3. The applicant, together with the inspector, will be required to sign on the inspection findings. A copy of the inspection finding will be issued to the applicant, any discrepancies will be brought to the attention of the applicant and corrective action must be taken before the facility is registered and licensed by the Board.

Step 5: Obtain the license.

1. Upon approval by the board, applicants will be notified by email and the license will be sent to the applicant to print.
2. The system will also email the applicant with a guide instruction on how to access and download the license.

Check Application Status

1. To view application status, the applicant should browse the PPB Online Service Portal and click on the “License Status” hyperlink located on the bottom of the homepage.
2. This will navigate the License Status page, select the “Cadre/Type” then feed in the “Registration Number” to search and track the status of the application.

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Required Documents

• Copies of academic certificate/s of superintendent pharmacist.
• A copy of B.Pharm/Bsc Pharmacy Degree certificate.
• A Copy of the superintendent pharmacist’s Certificate of registration as a pharmacist
• For Limited companies:
• A copy of the Certificate of incorporation.
• Articles of association and Memorandum of association.
• An Affidavit
• For partnerships
• A copy of the Certificate of registration of company name (Form BN/3) from the Registrar of companies, Attorney General’s office.
• An affidavit
• For sole proprietorship:
• A copy of Certificate of registration of company name (Form BN/3) from the Registrar of companies, Attorney General’s office
• Superintendent pharmacist’s resignation letter to the last employer.
• Letter of appointment of Superintendent Pharmacist by the company applying for registration.
• Clearance by a professional body, Kenya.
• Two coloured passport-size photographs.
• Floor plan of Dispensary.
• Floor plan of Dispensing Room.
• Any other requirements that may be prescribed by the Board from time to time

Office Locations & Contacts

Pharmacy & Poisons Board (PPB) - Head Office
P.O. Box 27663 – 00506, Nairobi.
Address: Lenana Road Opp. DOD
Reception: +254 709 770 100
General Enquiries +254 709 770 100
General Enquiries:[email protected]
Pharmacy Questions:[email protected]
Report a Medicine Problem:[email protected]
About this website:[email protected]
Pharmacy and Poisons Board Contacts
Pharmacy and Poisons Board Website

Eligibility

• A person intending to carry out the business in a pharmacist is required to have a valid pharmacist License.

Fees

Retail Pharmacy (applies to both premises for a pharmacist and premises for a pharmaceutical technologist).

• Annual practice license Kshs.2500.00
• Premises registration fee Kshs.5000.00

Validity

• The validity period of the license is one (01) year, unless suspended, revoked or cancelled by the board.
• The Pharmacist license shall expire on the 31st December of every year and the renewal is subject to compliance with conditions prescribed by the Board.
• Any application for renewal of licenses that is lodged later than 31st December will attract a penalty for late application and this will be in the form of a percentage of the standard application fees as may be prescribed by the Board. Currently the penalty is 10% and is levied on a monthly incremental basis from January onwards.

Documents to Use

Please attach documents that can be used by people. e.g. links

Sample Documents

Please attach sample completed documents that would help other people.

Processing Time

• The processing time is fourteen (14) days.

Related Videos

Videos explaining the procedure or to fill the applications.
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Please remove the '&' inside the tags during implementation.
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sevenload, viddler, vimeo, youku, youtube
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Instructions

Please provide other instructions related to the certificate/documents.
e.g. The state office holds birth records since January 1908.

Required Information

• Name of Proposed Licence Holder (if a limited company please State country and year of registration)
• License Number (if known)
• Name of superintendent
• Registered Company Name if Corporation
• Name if trading under other business names
• Company or Corporation Registration number
• Date of the original registration of business
• Type of firm (a subsidiary of overseas firm/private company/ Delete whichever is inappropriate)
• Branch offices
• Address of principal premises
• The exact location of premises to which this application relates.
• Specific Activities in respect of which this application is made.
• Full names of Managing Director if a limited company.
• The name of Superintendent Pharmacist.
• Registration No. of superintendent pharmacist
• Age, and nationality of Superintendent
• Decaration by the applicant

Need for the Document

• No person is allowed to engage in practice as a pharmacist unless the premises have been registered and hold a valid practicing license issued by the Pharmaceutical Inspectorate Department, Pharmacy and Poisons Board office.
• The registration documents mentioned above should be conspicuously displayed.

Information which might help

• A body corporate/ limited liability company may apply to operate more than one premise (as branches). However, the requirements stipulated under section 21 of the Pharmacy and Poisons Act must be adhered to including that in each set of premises there shall be a different superintendent pharmacist working under the supervision of the overall responsible company pharmacist.
• Anyone premise for a pharmacist shall be registered as either retail or wholesale business but NOT as both.
• Where a person wishes to carry out retail and wholesale business then the person shall lodge an application for registration of different sets of premises and each set must have a designated superintendent.
• The minimum requirements for premises and standards of practice are contained in the Pharmacy and Poisons Board guidelines for Good Wholesaling and Retail Practices for Pharmaceuticals.

Other uses of the Document/Certificate

Please explain what are other uses for obtaining this document/certificate.
e.g. Birth Certificate can be used as proof of identity.

External Links

Guidelines for Registration of Premises and issuance of Wholesale Dealer’s License
Pharmacy and Poisons Act

Others

More information which might help people.