1. Who Can Participate
 
•  Pharmacies must be properly registered under NY law.
•  They may engage in shared services only if they:
  ⁠◦  Have the same owner, or
  ⁠◦  Have a written contract outlining responsibilities.
•  They must share a common electronic file/technology that provides all information needed to perform shared services.
 
2. Operational Requirements
 
Pharmacies must:
 
Recordkeeping & Tracking
 
•  Keep detailed records for each prescription, identifying:
  ⁠◦  Every pharmacy involved
  ⁠◦  Every individual involved
  ⁠◦  License/registration numbers
•  Maintain a tracking system showing each step of processing/filling.
 
Regulatory Notifications
 
•  Notify NYSED within 30 days of any out‑of‑state disciplinary action related to shared services.
 
Labeling
 
•  Labels must list all pharmacies involved and their registration numbers.
•  Controlled substances follow additional Public Health Law Article 33 rules.
•  Hospitals are exempt from these labeling requirements.
 
 
Privacy & Controlled Substances
 
•  Maintain systems protecting confidentiality and integrity of patient information.
•  Follow all controlled‑substance storage, processing, and dispensing rules.
 
3. Patient Notification & Consent
 
Pharmacies must:
 
Notify Patients
 
•  Post conspicuous signage (or website notice for internet pharmacies) informing patients that prescriptions may be processed or filled off‑site.
 
 
Obtain Consent
 
•  Obtain one‑time written or electronic consent before dispensing any prescription using shared services.
•  Consent must be documented in the patient profile.
•  Patients may opt out at any time.
•  Hospitals are exempt.
 
 
 
4. Drug Storage & Security
 
•  Drugs must be securely stored and transported.
•  Access must be limited to authorized personnel.
•  Security systems must protect patient information.
 
5. Policies & Procedures
 
Participating pharmacies must jointly create and maintain policies that:
 
•  Define each pharmacy’s responsibilities
•  List all participating pharmacies and registration numbers
•  Include procedures for:
  ⁠◦  Patient notification
  ⁠◦  Protecting patient information
  ⁠◦  Handling prescriptions not yet received from a partner pharmacy
  ⁠◦  Tracking each step of processing
  ⁠◦  Ensuring compliance with all laws
•  Hospitals are exempt from certain notification and contingency‑fill requirements.
 
6. Remote Access by Licensed Personnel
 
Pharmacists and authorized staff may access the pharmacy’s database from inside or outside the pharmacy if:
 
•  Patient information is protected
•  No part of the database is downloaded, duplicated, or removed
 
7. Enforcement
 
Failure to comply may result in denial of registration renewal.
 
 
Effective:
 
May 22, 2026