Your contract | what you need to do
Once you have entered into a contract for supply with Pharmac completing the actions below will ensure you are meeting its terms.
On this page
Read the terms of your contract
Please read through your contract with us and become familiar with the terms. Generally, the contract will include a section for standard terms and a separate section for the terms specific to the agreement.
If you have any questions, please contact your contract manager.
Standard terms and conditions (medicines) [PDF, 257 KB]
Standard terms and conditions (medical devices) [PDF, 746 KB]
Notify us of potential supply issues
We understand that sometimes issues maintaining supply happen. It is important we are advised of potential issues as soon as possible. We can help resolve the issue and develop plans to reduce the impact on patients.
How you respond to supply issues, including timely communication and how you work to mitigate the impact on patients, may be a factor we consider in future procurement.
Your contract sets out the amount of stock you are required to keep on hand. If stock looks like it will drop below this amount you should:
- Talk to your Contract Manager as soon as you become aware
- Include the reason and timeframe for the supply issue and current stock on hand
- You will be required to proactively source an alternative product, and communication throughout this process is essential.
You are required to follow the above steps even if additional stock is expected to arrive before the product goes out of stock.
Pharmac staff will support you where appropriate and may offer advice, or in some cases secure an alternative on behalf of the supplier. Pharmac reserves the right to seek reimbursement of costs incurred by Pharmac or Health New Zealand.
Notify us of any changes
Medical device changes
To request any changes to your medical devices contract you will need to fill out the medical devices change request form. This includes listing of new brands, error correction, price changes and de-listing.
If applicable you will also need to apply for a GS1 Global Trade Item Number (GTIN).
Medicine changes
When a change is made to a medicine a Notification of Product Change Form must be completed to update the Pharmaceutical Schedule. This includes both contracted and non-contracted products.
Regulatory changes
If a regulatory activity may impact supply continuity, we need to know straight away. We expect you to maintain marketing approvals, however we may seek feedback from Medsafe on alternatives that mitigate patient impact.
Discontinuation of supply
We expect the notice period for discontinuations is sufficient to enable clinically suitable alternative products to be arranged. Your contract may require a minimum discontinuation notice period.
Transferring supply
Global changes or other factors may mean that you need to transfer your agreement to another supplier. Pharmac reserves its rights under our contract with you, however we have processes that can help you to manage the possible transfer of supply.
Listing changes to your medicine or medical device
It is important that Pharmacodes and supplier product codes reflect the products that are in the market.
If you would like to make changes to what you are supplying talk to your Contract Manager. If the changes are accepted Pharmac will update the Pharmaceutical Schedule, and where applicable, our contract with you.
You are responsible for updating the following:
New Zealand Medicines Terminology (NZMT)
The New Zealand Medicines Terminology (NZMT) is the standard code system used to identify each medicine for enabling consistent coding across electronic health systems. A NZMT containered trade product pack (CTPP) is required for every medicine that is listed in the Pharmaceutical Schedule.
If there are any changes to the medicine you are supplying under your contract with us, you may need to apply for a new NZMT listing.
Pharmacodes
A Pharmacode is a unique number given to every medicine pack listed in the Pharmaceutical Schedule. The Pharmacode is required to ensure reimbursement for claims of medicines funded.
If there are any changes to the medicine, you are supplying you may need to apply for a new Pharmacode.
Product codes
Supplier product codes are listed in the Pharmaceutical Schedule to identify devices. If there are any changes to the product code, you will need to contact us and request that it is reflected in the contract and Pharmaceutical Schedule.
WAND numbers
Medical devices must be notified to the WAND database to be legally supplied in New Zealand. To obtain a WAND number you must apply for access to the database from Medsafe.
Pay rebates on time
If your agreement includes rebate provisions, make sure you are familiar with them and if you have any questions, contact your Contract Manager.
Please pay your rebate on time. Refer to your contract for your rebate requirements and contract terms.
Complete required reporting
Your agreement with us will set out what reporting is required and when. This includes when stockholdings go below a certain level, or sales data. Medical device agreements will also include key performance indicator (KPI) reporting requirements.