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Pharmacy Procedures Manual

Ministry of Health’s Community Pharmacy Portal

Pharmacy Transfers Guide


Information about the ICPSA payment system and pharmacy procedures for the day-to-day running of your pharmacy.


A one-year calendar showing payment dates for regular payments

ICPSA Fees and Payments Table from October 2021 [138kb]

October 2021

A list of the payment fees and rates under ICPSA

ICPSA Payment Calendar from 1 October 2021 - 30 September 2022 [65kb]

August 2021

The case mix payment system - at a glance

Case mix payment system [115kb]

December 2020

The seasonal adjustment values used to calculate case mix advance payments

ICPSA Seasonal Adjustment Values from October 2020- September 2021 [119kb] 

October 2020

The Additional Professional Advisory Services Payment (APAS) recognises and values the clinical services pharmacists provide that are not specifically linked to dispensing a medicine.

The APAS Fact Sheet contains information about how much money has been allocated for APAS, and how individual pharmacy payments are calculated.

Pharmacies are not required to do anything more, report differently, or make a claim to receive this payment. 

APAS Fact Sheet 2020 [327kb]

August 2020

Reflects Variation 2 which took effect from 1 October 2020.

Find more information about Variation 2.

APAS Fact Sheet 2021 [216kb]

October 2021 


Pack fee payments are an additional margin payment (volume-based) towards the procurement and stockholding costs for a pharmaceutical. Pack fee payments were introduced as part of the work on supply chain. This work is continuing.

Pack fee table [182kb]

July 2021 

A list of ICPSA Purchase Unit Codes and how to make a manual payment if required. 

Purchase Unit Codes and Manual Claims Process [278kb]

September 2020

A list of those services where Community Pharmacists may charge an additional fee for services and products that are not funded under the Pharmaceutical Schedule, ICPSA, or by Part P or any other DHB agreement at a local DHB level.

Permitted Pharmacy Charges Rules [168kb]

May 2019 

External review of CPSA12 payments for 2016-2017.

Deloitte Review – Community Pharmacy Payments 2016-2017 [650kb]

March 2018

Pharmacy Procedures Manual

The Pharmacy Procedures Manual provides a guide for community pharmacists on procedures and processes required for claiming funding. It may be superseded by any subsequent legislative, policy or pharmaceutical schedule changes. 

Pharmacy Procedures Manual Version 9.0 [1.6 Mb]

July 2021

Previous versions: Pharmacy Procedures Manual


Pharmacy Procedures Manual Version 8.0 [1.3 Mb]

September 2019

Key Changes to the Pharmacy Procedures Manual V8.0 [158 kb]

September 2019

Pharmacy Procedures Manual Version 7.2 [1.5Mb]

May 2018 (Superceded by Version 8.0) 

Addendum to the Pharmacy Procedures Manual Version 7.2 [440kb]

December 2015 (Superceded by Version 8.0) 


Ministry of Health’s Community Pharmacy Portal

The Ministry of Health’s Community Pharmacy Portal provides information to help pharmacy owners manage their pharmacy payments and manage patient registrations. It generates a range of reports that provide information on what they services they have been paid for, as well as reports that can support the management of patient registrations.

Reports that can be generated include:

  • Case Mix Service Fee Summary
  • Case Mix Service Fee Detail
  • Long Term Conditions Service Summary
  • Long Term Conditions Detail
  • Patient registrations for LTC, CRC and CDOS (Successful registrations/Unsuccessful registrations/ Overdue assessments).

Accessing the portal

To get set up with your unique pharmacy web link, and pharmacy specific user ID and password, get your pharmacy details and:
Phone: 0800 855 066 (and choose option 2)

You’ll need a secure internet connection to access your Community Pharmacy Portal. This is the same connection that you use to lodge your claim data via Connect Health.

Learn how to use the Community Pharmacy Portal

Step by step presentation slides about how to use the Community Pharmacy Portal.

Using the Community Pharmacy Portal to Understand your Case Mix Service Fee Payments [7Mb]

October 2015

Using the Community Pharmacy Portal to Manage Patient Registrations [942kb]

November 2015

Registering and generating reports for Community Residential Care (CRC) and Co-dispensed Opioid Services (CDOS) service users

  1. Log in to the Community Pharmacy Community Portal using your unique pharmacy specific web link and matching pharmacy specific access number.
  2. Select the Registration Management tab from the main menu.
  3. To register a new service user for either CRC or CDOS choose appropriate the ‘Data Entry’ option and follow the instructions provided on the screen.
  4. To review or update a CDOS or CRC registration chooses the appropriate ‘Review and Update’ option and follow the instructions provided.

Remember - You can use the 'NHI Existing Registration Check' at the top of each screen to search the Community Pharmacy Portal to see what services the person is currently registered for.

Contact information

Phone: 0800 855 066 (and choose option 2).

Pharmacy Transfers Guide

If you are planning on buying, selling or closing a pharmacy, use this Guide to help you with the transfer of ownership process. The Guide is currently being updated. Please note: 

P9. The Transfer Process - Closing (Flow Diagram)
When the Bulk Transfer is completed for a pharmacy, only LTC and CRC registrations information are transferred, NOT CDOS registrations.

If you have any questions, please contact your DHB Portfolio Manager.

Pharmacy Transfers Guide [704kb]

November 2015


Medicines Control Audits

Pharmacy Quality Audits and Inspection Audits are conducted by the Medicines Control team within the Ministry of Health. The audits are designed to assess compliance of legislative requirements and quality and safety requirements.

If a Medicines Control auditor visits your pharmacy to conduct an audit, please ensure they are allowed to conduct their activities, and any assistance they require is provided.  Their role is important for ensuring that pharmacies are operated in a safe manner, contributing to public safety.

Medicines Control contacts

October 2017

Principles for Recovery following a pharmacy service audit

The Recovery Principles provide pharmacy service auditors with guidance and inform the recommended position for recovery of services fees where contractual obligations have not been met for the Long Term Conditions (LTC) Service, Community Pharmacy Anti- Coagulation Management Service (CPAMS), Aged related residential care (ARRC) and the Co-Dispensed Opioid Service (CDOS).

Pharmacy Service Audit Recovery Principles [501kb]

February 2016

 Pharmacy Audit Strategy 2015-2025 

 In 2015 the Audit Sub-Group was tasked by the Community Pharmacy Services Agreement (CPSA) to develop an enduring, long-term Audit Strategy.

Pharmacy Audit Strategy 2015-2025 [550kb]

June 2019


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Last updated: 18/10/21