For ‘young’ people, starting your very own business and becoming self employed is the most suitable alternative to the ever growing hard to get 9 to 5 jobs. Starting a business is always the best alternative to the ever elusive jobs.
A survey by the Kenya National Bureau of Statistics (KNBS) revealed that seven (7) million Kenyans are unemployed. An additional figure of over 1.4 million are actively looking for employment. With those figures, it is easy to see why more and more people are looking for alternatives.
Because we know very many business ventures require huge amounts of capital to get started, this new How To series will only show you how to start and execute several small business that require capital from as little as 5,000 Kenyan Shillings. Thus giving you the keys to the kingdom of starting a profitable business with little or no capital.
If you are also just looking for a side hustle to maybe supplement your 9 to 5 or full time job, this is for you.
All that you need to thrive in these businesses besides capital, is good customer service of course, great managerial skills, a suitable business location, and a clear cut vision.
Today’s article will show you how to set up your very own Pharmacy business in Kenya. While this is not exactly a 5,000 Kenyan Shillings capital business, I am sure you would agree that this is also a very viable option.
Although setting up a Pharmacy is a lucrative business (due to the fact that it is not easily affected by changes in Economy especially negatively), the long procedures required to set up one, can be viewed by a few as being too stressful.
In order to properly give you the procedures and requirements, we will be doing things a little different for today’s article.
Types Of Premises That Are Eligible For Pharmaceutical Operations Registration In Kenya
- Pharmacy Premises For Wholesale. This caters to pharmacy business operations that are of a Wholesale nature only.
- Pharmacy Premises For A Pharmaceutical Technologist. This is for carrying out pharmacy business operations as a Pharmaceutical Technologist.
- Pharmacy Premises For A Pharmacist. This is for carrying out pharmacy business operations as a Pharmacist.
A pharmacist can either run his or her pharmacy business as a Partnership, a Limited Company or as a Sole Proprietorship.
Please keep in mind that:
- In order for your Pharmacy business to be run as a Limited Company or Sole Proprietorship, the Superintendent Pharmacist, must be the majority shareholder in the business and must have proof of said majority shareholding in the form of an affidavit.
- The premises for your Pharmacy can only either be registered as a Retail Pharmacy business or as a Wholesale Pharmacy business NEVER as both. If you wish to operate both, you will have to apply for the registration of two separate premises. Each must have its own designated Superintendent Pharmacist.
- The registration after approval, will automatically expire on the 31st of December in the year it was issued. If you do not renew it before or by the 31st of December, your premises registration will become null and void.
Requirements For Your Pharmacy’s Premises
- The floors and walls of your Pharmacy’s premises, must be made of waterproof and washable materials.
- The ceiling must be covered with a finish that is non-flaking and that also allows for easy cleaning.
- Your Pharmacy’s premises must be of a permanent nature.
- It must be well lit and ventilated.
- The Pharmacy’s premises must ONLY be used for your Pharmacy business.
- It must be secure and also protected against water leakage of any kind, pest infestation and bad or sever weather conditions.
- It must have sufficient space for the efficient execution of all the necessary operations in your Pharmacy.
- There must be a separate administrative office for the Pharmacist, where prescriptions, purchase records as well as other administrative records will be maintained. It must be situated where the Pharmacist will have a full view of the dispensary.
- There must be absolutely no overcrowding of the staff and customers at your Pharmacy. This will ensure that the flow of work will continue to be efficient.
- Over-the-counter drugs must be separated from the Pharmacy only drugs.
- It must have enough space for the proper storage of cleaning equipment.
- Psychotropic and narcotic drugs shall be kept in a secure space that is lockable and also fixed.
- The storage facility must be temperature controlled in order to cater for chemicals and drugs that sensitive certain conditions.
- All drugs, chemicals and other products must protected from heat, excessive light and moisture.
- Your dispensary must be at least 8 feet by 10 feet with the General shop area being not smaller than 10 feet by 10 feet.
- The premises must have running water that is portable as well as adequate waste disposal system(s).
- It must have good toilet facilities.
How To Apply For Your Pharmacy Premises Registration
Before starting your application, do ensure that you have the following ready:
- Copies of the Superintendent Pharmaceutical Technologist’s academic certificate. This must also include a copy of a Diploma certificate in Pharmacy.
- A Copy of the Superintendent Pharmaceutical Technologist’s Enrolment Certificate issued by the Pharmacy & Poisons Board, Kenya.
- The resignation letter by the Superintendent Pharmaceutical Technologist’s, addressed to his or her previous employer.
- The Letter of appointment by your Pharmacy business. It must be addressed to the Superintendent Pharmaceutical Technologist.
- The Floor plan for the Dispensing Room.
- The Floor plan for the Dispensary.
- Two (2) coloured passport sized photographs.
- The Floor plan for the Consultation room.
- The completed Premises Registration application form. The Application forms is obtainable at the Pharmacy and Poisons Board offices along Lenana Road in Nairobi. It can also be obtained, free of charge, from the nearest branch of the Pharmaceutical Inspectorate Department.
For sole proprietorship you will additionally be needing a Copy of the Certificate of registration of your Pharmacy company name (Form BN/3), from the Registrar of Companies, Attorney General’s office.
For partnerships you will additionally be required to provide a Copy of Certificate of registration of company name (Form BN/3) from the Registrar of companies, Attorney General’s office. You will also need an affidavit.
Please keep in mind that the application for the registration of your Pharmacy premises must be done in writing. Upon putting your application together, the duly signed form along with other relevant documents must be submitted to the nearest Pharmacy and Poisons Board office.
Equipment For Your Pharmacy Business
Below are the necessary equipment for your Pharmacy business:
- A weighing balance.
- A Refrigerator.
- A Spatula.
- A Slab.
- A Pestle.
- A Mortar.
- Measuring cylinders that can accurately measure volumes between 0 and 100ml.
Guidelines For Operating Your Pharmacy Business
- All records for narcotic drugs must be retained for a minimum of five (5) years and for a minimum of two (2) years for other drugs.
- You must maintain a patient/prescription recording system that is adequate and suitable. Said patient/prescription must include a prescription record ledger that is up to date and well indexed. A computerized system, patient profile card, or any other approved recording system, can also be added.
- All Pharmacy records must be available for inspection by the pharmaceutical inspectorate at any time.
- All records of your stocks include the batch number, source or supplier, quantity received and expiry date, must be maintained.
- The Pharmacy must not dispense any prescription or sell any Pharmacy-only medicine when the in-house pharmacist is not available.
- The sale of pharmacy-only medicine and the dispensing of prescriptions must be done under the supervision of the pharmaceutical technologist or pharmacist.
- The dispensing of prescription-only medicine must only be carried out in compliance with a valid prescription that must be written by a registered Dental Surgeon, Veterinary Surgeon or Medical Practitioner.
- Your Pharmacy must have and use suitable dispensing labels and containers. Said containers must also be capable of keeping dispensed medicine or drugs in a usable and safe condition.
Required Application Forms For A Retail Pharmacy Business
- Form 4. This is the application for the Registration of Premises.
- Annex 1. This is the confidential questionnaire set aside for the Pharmacy’s premises.
- Form 27. This is the application for annual practice license.
Costs Of Retail Pharmacy Application
Below are the costs of the Retail Pharmacy Application:
- Annual Practice License – 2,500 Kenyan Shillings.
- Premises Registration – 5,000 Kenyan Shillings.
Please keep in mind that the above costs apply to both Pharmaceutical Technologists and Pharmacists who a looking to start their own Retail Pharmacy business.
Required Application Forms For A Wholesale Pharmacy Business
Below are the costs of the Wholesale Pharmacy Application:
- Form 4. This is the application for the Registration of Premises.
- Annex 1. This is the confidential questionnaire set aside for the Pharmacy’s premises.
- Form 6. This is the application for a Wholesale Dealer’s License.
- Form 27. This is the application for annual practice license.
Costs Of Wholesale Pharmacy Application
Below are the costs of the Wholesale Pharmacy Application:
- Annual Practice License – 2,500 Kenyan Shillings.
- Premises Registration – 5,000 Kenyan Shillings.
- Wholesale Dealer’s License – 5,000 Kenyan Shillings.
Please keep in mind that the above costs apply to both Pharmaceutical Technologists and Pharmacists who a looking to start their own Wholesale Pharmacy business.
For both Wholesale Pharmacy business applicants and Retail Pharmacy business applicants, must specify whether or not they intend to operate their businesses as either exporters or importers.
Submitting Your Application Form
The completed application form together with the relevant documents, must be submitted in person to the address below:
The Registrar,
Pharmacy & Poisons Board,
Lenana Road, (Between the Egyptian Embassy and Lenana Conference Centre)
Nairobi
Alternatively, you can send it via post to:
The Registrar,
Pharmacy & Poisons Board
P.O BOX 27663-00506, Nyayo Stadium,
Nairobi.
As soon as your application forms and documents have been received, said documents will be evaluated. Upon evaluation you the applicant will then be advised on whether or not, your application was successful. This will be done via writing.
The Pharmacy and Poisons Board during the application evaluation, might also decide to arrange an interview with you the applicant by the Practice Committee of the Board. Once you pass the interview, an inspection of your Pharmacy company’s proposed premises will also be conducted by a pharmaceutical inspector. This will be done in order to further assess the suitability of the premises for use with regards to Pharmacy. The report from the inspection, will also be presented in the prescribed inspection form.
Next the Pharmacy and Poisons Board will either proceed to issue a certificate of registration of premises under part II of the Pharmacy and Poisons Act, Cap 244 Laws of Kenya or in the case of an unsuccessful applicant, advise you the applicant in writing, clearly stating the reason(s) why your application was not successful. You will also be allowed to go over your application, revise and then submit again for consideration.
If you the applicant is able to revise the application and meet all the requirements after resubmitting, your license will be issued with no delay.
If you however still do not meet all the requirements, the proposed premises for your Pharmacy business, will remain unregistered. Furthermore, the file for your application will be closed exactly six (6) months from the date of your initial application.
And that is it! All you need to know about starting your very own Pharmacy business in Kenya.
Is the Pharmacy business, a suitable venture for you to go into? That question, is left for you to think on and answer. This writer’s goal is to open your eyes to the various entrepreneurial opportunities that abound in the country.
One important thing besides the tips provided here, is to be good at what you do. Continue to expand and grow your skills.
Also while the prospects are very promising please have a realistic approach as well. As with any business, there is a chance that you might incur losses. Especially at the beginning, so please keep your overheads low.
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