Pharmacy security measures and tips: a comprehensive guide

What is pharmacy security?

Pharmacy security concerns the tools, technologies and operational policies implemented by pharmacy owners to deter, address and prevent significant security threats. This includes developing pharmacy security systems to protect people and assets from physical harm, using cybersecurity tools to safeguard private data and creating security policies.

While security measures must be well understood and adhered to by all staff, the development, operation and maintenance of pharmacy security systems is the responsibility of pharmacy owners, managers and internal security professionals. Security measures must be frequently assessed by these persons to ensure facilities remain secure.

How does pharmacy security work?

Pharmacy security begins with implementing strict workplace policies outlining the safe use of internal systems and assets. This includes provisions like restricting the number of staff given access to medication storage areas, rules outlining how many employees must be present at any given time and guidance regarding the appropriate use of access systems.

Pharmacy security measures also extend to the development and optimization of dedicated security technologies. Security cameras provide continuous observation of key areas and high-risk assets, access control systems restrict access to high-security locations, and unique tools like smart locks on medicine cabinets mitigate threats like medication theft.

Strict cybersecurity measures must also be developed to protect identifiable health records and customer payment information. Owners, managers and security teams will oversee the use and continuous optimization of all policies and technologies to ensure the safety of staff and customers and maintain compliance with industry-specific regulations.

Regulations that govern pharmaceutical security measures

Alongside a general commitment to the safety of people, property and assets, pharmacy owners must comply with strict industry regulations to provide a safe and secure workplace. Due to the presence of controlled substances and prescription drugs, pharmacy security requirements are often much more stringent than those associated with a typical business.

Drug Enforcement Administration (DEA) requirements

The DEA requires any organization handling controlled substances to develop and maintain reliable controls and procedures to prevent the theft or diversion of such assets. As outlined in 21 CFR 1301.71(a), pharmacy security measures must include physical security controls and operating procedures positioned to restrict access to controlled substances at all times.

DEA regulations state that Schedule I and II drugs must be stored in locked cabinets weighing at least 750 lbs or bolted to the floor if they weigh less than 750 lbs. Storage devices must have a TL-30 resistance rating and be secured behind two differently keyed lock systems. Failure to comply with these regulations can result in significant fines or even imprisonment.

Health Insurance Portability & Accountability Act (HIPAA)

Pharmaceutical security measures must also consider compliance with the HIPAA Privacy Rule. Protected Health Information (PHI) associated with customers must be adequately protected from unauthorized access. Digital PHI must be secured behind access controls and password protections to prevent both intentional and accidental data breaches.

Pharmacy security policies and procedures must also account for the accidental sharing of PHI in physical environments. Staff should refrain from discussing PHI in public areas, and rules should be in place to provide patients with private spaces to disclose PHI. Penalties for breaching the HIPAA Privacy Rule can include fines of up to $50,000 and up to one year of imprisonment.

State-specific pharmaceutical security requirements and laws

In addition to federal and industry-specific regulations, many states have rules outlining the appropriate implementation of pharmacy security solutions. For example, state law in California restricts admission to areas where narcotics are stored only to pharmacists, pharmacy technicians, registered nurses and officers of law.

Florida state law outlines extra regulations, such as limiting external access points and ensuring alarm systems are present to detect entry after hours.

Owners, managers and security teams must carefully review state laws to make sure all existing and proposed pharmaceutical security measures remain compliant with relevant legislation.

Major security threats in the pharmaceutical industry

Security measures must be considered a top priority for all pharmacy owners, no matter the size of their operation. Pharmacy security systems are essential for deterring and preventing risks like break-ins, theft and unauthorized access events, helping pharmacy owners facilitate safe environments for customers and staff while protecting their reputations.

Break-ins and robberies

Due to the presence of valuable assets like prescription medications, cash and electronics in pharmacies, break-ins and robberies are not uncommon. Data published by the DEA reveals robberies account for 31% – 36% of all reported pharmacy crimes. While figures have dropped recently, officials recorded around 700 – 900 prescription drug robberies per year in the 2010s.

Employee theft

Internal theft is another major pharmacy security risk. If staff are granted access to high-risk assets like medications and cash without appropriate observation, some may choose to steal these assets to sell for personal gain. DEA data shows employee theft may account for up to 58% of reported pharmacy crimes, with chain pharmacies facing elevated risks of this nature.

Drug diversion

Tangentially related to employee theft, drug diversion incidents are a significant concern in pharmacies. In addition to stealing controlled substances to sell illegally, staff may abuse their privileges to obtain prescription drugs for personal use. Data shows that 10% of US healthcare workers abuse controlled substances, with almost 80% of surveyed healthcare executives claiming they personally know someone who has diverted medications during their career.

Data breaches

Security measures must also extend to cybersecurity solutions. Pharmacy owners must have plans in place to protect PHI and customer payment data from hackers, including tools like firewalls and antivirus software, as well as organizational rules like policies of zero trust. PHI associated with over 144 million US citizens was stolen or exposed during 2023 alone, with high-profile attacks in 2024 completely shutting down prescription filling systems.

Prescription fraud

Prescription fraud occurs when a person unlawfully acquires controlled medications from a pharmacy by pretending to be another person or via stolen prescription pads. Security measures must include organizational controls positioned to help pharmacy staff identify and prevent such incidents, typically via clearly defined drug dispensing procedures.

Regulatory non-compliance

Regulatory non-compliance can cause significant issues for pharmacy owners and may result in the complete removal of their businesses. If pharmacies are found to breach regulations related to the safe and lawful dispensing of controlled substances, the DEA can revoke their license, impose fines upwards of $100,000 and even imprison guilty parties for up to four years.

Effective types of pharmacy security systems

An effective pharmacy security system will include numerous types of security devices, each of which will be optimized to suit the unique needs of pharmacy environments. Time must be taken to select appropriate technologies with relevant key features positioned to both defend against security threats and ensure compliance with industry-specific security requirements.

Video surveillance systems

Video surveillance cameras, such as high-quality IP security cameras, installed to cover key locations like entrances, storage rooms and dispensing areas help security staff identify and address common threats. Pharmacy security cameras can also be used to record evidence of suspicious or criminal activities to aid police investigations, and even prevent criminality by acting as a visible crime deterrent.

The operation of pharmacy security cameras can be enhanced via integrations with video analytics tools. AI-informed software can be trained to autonomously spot suspicious stimuli like persons carrying weapons or high-risk assets being moved without authorization. Facial recognition and motion detection tools can also be used to improve threat detection abilities.

When integrated into a cloud-based security management system, pharmacy security teams can view, adjust and analyze security camera systems remotely from secure smart devices. Solutions can be configured to send automated notifications warning of suspicious activities, enabling off-site pharmacy security teams to remain informed of potential threats at all times.

Access control solutions

Access control systems add an extra layer of protection to pharmaceutical security solutions by automatically regulating access to restricted and high-risk areas. Entry to storage spaces, registers, dispensing points, and staff rooms can be secured behind personalized credentials, which usually include key cards, mobile credentials and biometric indicators.

Authorized personnel are issued unique credentials tied to their role within the organization. Users must present their credentials to stationary access readers to request entry to various locations. If a suspicious access request is detected, security teams can be notified remotely and presented with options to revoke permissions, helping limit threats of unauthorized access.

These solutions are common in the healthcare industry, with pharmaceutical, medical center and hospital access control systems deployed to ensure access to controlled substances and restricted areas is appropriately restricted. Industry-specific regulations call for the use and frequent review of managed access solutions to effectively mitigate intrusion incidents.

DEA-approved pharmacy safes

DEA-approved safes and medication storage cabinets must be installed and appropriately utilized in all modern pharmacy security systems. All medications, especially Schedule I and II drugs, must be stored in burglar-resistant (TL-30 rated) safes weighing at least 750 lbs or bolted to the floor if weighing less, with inner and outer doors utilizing differently keyed locks.

Pharmacy security regulations also call for specific locking mechanisms to be in place. Safes must feature UL Listed Group 1R dial combination locks at minimum, though additional lock safeguards are recommended. This includes time-delayed locks to limit the risk of tailgating theft attempts, and access control locks to ensure access events are automatically recorded.

Smart sensors and alarms

Smart sensors and alarms installed throughout the premises ensure suspicious activities are identified and addressed promptly, reducing the risk of theft and break-ins. Motion, noise and pressure sensors linked to on-site alarms can be fitted to windows and doors. If an intruder triggers these sensors, alarms will activate, and remote alerts can be sent to security teams.

Sensors and alarms can also be deployed to support loss prevention strategies. Tags affixed to assets can be used to trigger alarms if they pass by sensors at certain times, with security staff able to issue alarm codes only to team members authorized to handle certain products.

Panic buttons may also be installed at dispensing points and registers, enabling employees to trigger silent alarms in response to aggressive or criminal behavior. Sensors can equally be integrated into wider pharmacy security systems, allowing for specialized configurations whereby the triggering of sensors causes CCTV, locks and alarms to activate automatically.

Additionally, sensors like the HALO smart sensor can enhance your security measures by detecting vaping, monitoring air quality, identifying sound abnormalities and tracking environmental changes.

Cybersecurity solutions

Businesses operating in the healthcare sector are a common target for cyberattacks, with data published in 2022 revealing healthcare organizations face over 1,400 attacks per week on average. Pharmacy security measures must include dedicated cybersecurity solutions to protect PHI and ensure internal operating systems are not vulnerable to cyberattacks.

Effective pharmaceutical cybersecurity pharmaceutical security precautions include:

• Password protection: Digital systems must be secured behind strong passwords containing 16+ characters featuring a combination of numbers, letters and symbols.
• Firewalls: Firewalls shield digital systems from unauthorized access by monitoring network traffic and automatically responding to anomalous or suspicious activities.
• Encryption: Encryption tools ensure all data communications are unreadable to external parties without access to a decoding key, protecting sensitive data in transit.
• Antivirus software: Antivirus programs automatically detect and remove malicious software and viruses from computer systems to mitigate the threat of data breaches.
• Staff training: Staff must be taught how to spot social engineering tactics to ensure sensitive data does not become exposed accidentally. Training should be continuous.

Developing pharmacy security policies and procedures

Bespoke pharmacy security policies and procedures must be implemented to ensure staff, assets and patients remain well-protected from general and industry-specific threats. Creating such policies will require pharmacy owners and security teams to assess their unique needs and ensure compliance with industry regulations. Below are some tips for teams to consider.

Technological policies

To ensure pharmacy security technologies function effectively and maintain compliance with industry regulations, policies should be created outlining their safe operation. For example, a backup mechanism must be in place to ensure cameras, access systems and other similar tools stay operational in the event that they’re tampered with or the site suffers power failure.

All active pharmacy security systems should be reviewed to ensure that appropriate policies are applied to their operation. This includes policies defining who has access to alarm codes, live security feeds and digital systems containing sensitive information. Policies must also be in place to ensure security data is suitably stored, organized and destroyed when necessary.

Incident response procedures

While pharmacy security systems ensure common threats are reliably identified, policies must be developed outlining how staff are expected to respond. Pharmacy owners should consider how staff and customers are to exit the property, how relevant authorities are to be contacted in the event of an emergency and how high-risk assets are to be reliably secured.

Pharmacy security policies should also include guidance regarding safe physical responses. For example, staff must know how to safely remove themselves from dangerous situations, how to enact lockdown procedures to secure high-risk assets and how to report threatening or violent behavior to security staff and authorities without risking their own personal safety.

Best practices for pharmaceutical security

Every pharmacy will have unique security requirements. To ensure that proposed security systems and policies are reliably adapted to address these needs, pharmacy owners and security staff must consider the following best practices when developing new solutions.

1. Assess unique security requirements

A thorough physical security assessment of the property must be conducted to highlight unique vulnerabilities in existing pharmacy security solutions. Teams must identify areas at risk, analyze previously reported security incidents and review existing security technologies to uncover any potential weaknesses. The results of these assessments will inform the development of new systems.

2. Select appropriate pharmacy security technologies

Teams must evaluate different types of pharmacy security systems to find technologies able to address the weaknesses identified during assessments. For example, if different types of CCTV cameras are required to help security staff observe high-risk areas, appropriate camera models must be chosen, and considerations must be made regarding how security feeds will be accessed.

3. Install and configure pharmacy security systems

Pharmacy owners must consult with professional security system installation teams to make sure new technologies are set up properly. Teams must consider where CCTV cameras are positioned, where access readers are installed and where sensors and alarms will be best placed. Optimal installation positions will be dependent on the unique layout of the property.

4. Integrate new and existing security technologies

Pharmacy security systems are most effective when integrations between technologies are pursued. For example, motion sensors may be linked to cameras and alarms, meaning when a sensor is triggered, wider systems will activate automatically. Integrated security systems can also be adjusted remotely if a cloud-based management platform is developed.

5. Maintenance and security audit considerations

Pharmacy security devices must be reviewed and maintained frequently to ensure safe and reliable operation. Cameras must be frequently cleaned, alarm systems must be tested and operating software must be updated regularly to ensure all systems are functioning properly.

Additionally, frequent pharmacy security audits should be conducted to help security teams continuously optimize and enhance systems in response to novel risks and vulnerabilities. A good pharmacy security audit will include assessments of security technologies, an analysis of the physical space and a review of security policies in relation to recorded security events.

6. Conduct staff training and awareness sessions

Employees are the first line of defense when it comes to pharmacy security. Staff must be trained in how to safely operate security systems, how to spot suspicious activity and how to report potential threats to security personnel and relevant authorities. Security training and awareness sessions should be conducted frequently, for example, once every 6 – 12 months.

7. Ensure employees are appropriately screened

All staff must be thoroughly screened prior to employment to ensure they have no criminal backgrounds or substance misuse issues that may cause security concerns. Pharmacists and pharmacy technicians must have government-issued licenses to work with controlled drugs. Such licenses must be verified, and references must be checked prior to employment.

8. Create and document emergency response plans

Creating detailed and easily understood documents outlining safe responses to pharmacy security threats will ensure staff are well-prepared for any incident. Response plans should cover evacuation, lockdown and other responsive procedures. They should be stored in both digital and physical locations which can be easily accessed by employees on a permanent basis.

9. Deter criminality with visible warnings and signage

The presence of visible pharmacy security devices like cameras and access control systems can help to deter criminality by demonstrating that security systems are in operation. Further deterrents like signage warning of 24/7 monitored CCTV and alarm systems should be used to ensure potential intruders know that criminal activities will be identified and responded to.

Conclusion

Developing trusted and reliable ways to detect and address potential threats must always be considered a top priority in pharmaceutical environments. Given the presence of controlled substances, valuable assets and sensitive healthcare data, pharmacy security systems must be specially designed to address the unique risks facing these types of healthcare providers.

Effective security measures must also account for industry-specific requirements and regulations governing the safe use and handling of high-risk assets. Pharmacy owners, managers and security teams must have a good understanding of these requirements and commit to the continuous improvement of security measures to ensure a safe environment.

By utilizing a combination of smart security technologies like CCTV cameras, access control and alarm systems, bespoke and effective pharmacy security measures can be developed. Teams will also need to consider appropriate policies to support the safe use of these security systems in the healthcare industry.