Designing Effective Pharmacy Consultation Rooms: Privacy & Compliance Guide
Introduction
Consultation rooms in pharmacies are now essential for expanded clinical services such as vaccinations, treatment of urinary tract infections, dispensing oral contraceptives, skin condition management, and immunisations. As a pharmacy owner in Victoria, you must design a consultation room that not only meets statutory compliance but also enhances patient trust and operational efficiency. If you’re preparing for a renovation or new fit-out, our pharmacy fit-out service delivers designs that adhere to state regulations. For project execution, approval management, and compliance workflows, our commercial services & process ensure your consultation room is inspection-ready from the outset.
Regulatory Requirements & Eligibility in Victoria
Community Pharmacist Program & Chemist Care Expansion
Victorian pharmacies wishing to provide services through the Community Pharmacist Program (also known as Chemist Care Now)—covering services like urinary tract infection treatment, resupplying oral contraceptive pills (OCPs), skin condition care, travel health advice, and vaccinations—must meet specific eligibility criteria. One criterion is having a separate consulting room that:
Has a secure door and is not shared with dispensary, storeroom, dose-administration aid filling room, or staff room
Provides privacy and confidentiality for sensitive conversations
Offers sufficient space for the pharmacist, patient, caregiver/accompanying person, any required equipment and documentation
Includes seating for both patient and caregiver/accompanying person
Is accessible to people with disabilities
Features adequate lighting, ambient temperature and ventilation
Has a hand sanitation facility in the room or easy access to a sink
Has disposable gloves available
Meets additional standards when vaccination or injection services are provided under section G2.4.11 of the VPA Guidelines
These requirements are defined in Victoria’s Expression of Interest (EOI) documentation and the VPA Guidelines published by the Department of Health. Commonwealth frameworks may also apply when delivering immunisation services.
Victorian Pharmacy Authority Standards & Premises Guidelines
The Victorian Pharmacy Authority mandates its Standards (Gazette, 12 May 2022) and updated Guidelines (effective 5 September 2024) covering facility design, equipment, operations, security, and management. Pharmacies must follow these when registering premises or seeking approval for structural changes such as installing or upgrading consultation rooms. These documents detail criteria for vaccination site readiness, hygiene, privacy, accessibility, and waste handling.
Licensees are required to obtain VPA approval before making significant alterations or building new consulting areas. Plans submitted should include layout, finishes, lighting, privacy treatments, access provisions, and documentation of intended services.
Examples from Other States: NSW & Queensland Standards
New South Wales (NSW) Standards
NSW pharmacy premises legislation requires a part of the premises in which consultations by pharmacists are unlikely to be overheard. Dispensing areas must have at least 8 square metres unless exemption granted, a bench at least 40 centimetres wide with a free working space of at least 1 square metre, stainless steel sinks with both hot and cold water, and impervious benches. Lighting, ventilation, and heating standards also apply.
(Refer: NSW Standards for Approval of Pharmacy Premises legislation)
Queensland Pilot Programs
Queensland Health’s pilot programs—for instance the Community Pharmacy Scope of Practice Pilot—set out detailed consultation room requirements including:
Private room outside dispensary for confidential conversations and examinations
Seating for patient and carer; room for pharmacist plus equipment, documentation
Adequate lighting, ambient temperature, ventilation
Sink or hand sanitiser facility; cleanable flooring; proper waste and sharps disposal; ICT access (computer, printer) for recordkeeping and communication
These are defined in the pilot participation requirements available from the Queensland Government guidelines. (Training and rooms requirements in Queensland pilots)
Shared State Expectations for Compliance
Across Victoria, NSW, and Queensland, the following elements are consistently required:
Privacy and confidentiality of patient-pharmacist conversations
Accessibility for people with disability
Hygiene infrastructure including handwashing or hand sanitisation, gloves, easy-clean surfaces
Waste and sharps disposal where applicable
Lighting, temperature control, ventilation appropriate for clinical tasks
Essential furniture and equipment: patient chair, carer seating, desk/workstation; examination couch if physical services are provided
Design & Layout Best Practices for Victoria
Below are recommendations to design a consultation room that satisfies Victoria’s requirements and offers excellent patient and staff experience.
Room Location, Entry & Privacy
Place the consultation room away from public spaces such as shopfronts, main entrances or checkout areas to avoid noise and maintain discretion
Use a solid door that closes securely; any windows should be frosted or fitted with blinds to protect visibility
Apply sound-insulating materials in walls, ceilings, and door seals to minimise the chance conversations can be overheard
Size, Accessibility & Furniture Layout
Aim for approximately 6-8 m² for counselling-only use; 10-12 m² if providing vaccinations or examinations
Ensure doors and internal paths are wide enough for wheelchairs or mobility aids; layout should avoid obstacles
Include comfortable seating for patient and caregiver; a desk or workstation with computer and printer; add examination couch or reclinable bed-chair if required by the services
Equipment, Hygiene & Safety
Include sink with hot and cold running water inside the room or immediately adjacent; if not possible, provide hand sanitiser station. Gloves, disinfectants, and cleaning supplies should be readily accessible
Use non-porous, easy-clean surfaces for all benches, flooring and storage units. Seal joints to prevent dirt and pathogens accumulating
Provide waste disposal including a sharps bin if injections or vaccinations are administered; establish clear and compliant waste management protocols
Ensure lighting includes both ambient and task lighting over work zones, desk, sink, and examination area. Control glare; ensure natural light is managed via blinds or film
Maintain ventilation and temperature control to ensure comfort and safety
Workflow & Patient Experience
Design the flow: patient enters consult room → sits at the consultation desk → examinations/vaccinations (if applicable) → documentation or follow-up → exit. Avoid crossing paths with dispensary staff or public routes
Keep frequently used consumables and PPE close to workstation; ensure computer/printer access is convenient
Waiting or transition area should be designed with comfort in mind: modest décor, comfortable seating, soft light, signage discreet
Aesthetic & Finishes
Choose calming colour schemes, professional but not clinical or harsh
Furniture should be durable and easy to clean. Chairs with armrests; exam furniture with clean upholstery
Floors should be non-slip; benches and cabinetry sealed; storage units easy to wipe down
Planning, Budgeting, and Compliance Processes
Approval & Documentation
All significant renovations or construction of consultation rooms require VPA approval in advance. Plans should show all essential details: layout, finishes, lighting, ventilation, accessibility, intended services
Use the self-audit tools, such as Victoria’s immunisation site readiness self-audit, to verify compliance before inspections
Budgeting Priorities
Essentials first: separate private room with door; privacy treatments; hygiene infrastructure (sink or sanitiser, gloves); lighting and temperature control; waste disposal; accessibility
Enhancements can include better furniture, decorative finishes, acoustic treatments, exam couches, sound masking as budget permits
Detailed Pre-Fit-Out Checklist
Ensure each of these before commencing renovation:
Separate consulting room with door, not shared with dispensary, storeroom, or staff area
Adequate soundproofing, privacy windows or coverings, secure door
Room size sufficient for pharmacist, patient, carer, equipment and documentation
Accessibility: door widths, path clearance, furniture layout for mobility aids
Efficient lighting, ambient temperature, ventilation
Sink or hand sanitiser in room or very near; gloves available
Non-porous, easy-clean surfaces throughout
Proper waste disposal (including sharps if relevant)
Seating for patient and carer; workstation; exam furniture where required
Workflow avoiding overlap with public traffic and dispensary space
VPA approval obtained before renovations or new room additions
Staff trained; documented protocols for privacy, hygiene, safety
Internal Support & Fit-Out Services
To make design and compliance easier, our pharmacy fit-out service offers expert design, materials, acoustics, lighting, and finish solutions that align to VPA and other state guidelines. If you need support managing approvals, contractor coordination, inspection readiness, our commercial services & process can streamline the entire implementation and ensure compliance.
Conclusion
Designing a compliant, functional consultation room in Victoria requires attention to privacy, accessibility, hygiene, layout, and approved processes. Comparing state-by-state standards shows areas where Victoria allows flexibility but where certain features are mandatory. Prioritise what is required, stage enhancements as budget allows, document everything, and ensure approvals are in place. Doing this gives you a consultation space that meets regulatory expectations, enhances patient experience, and supports service expansion.
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Yes. For services like urinary tract infection treatment, oral contraceptive resupply, skin condition management or vaccinations under Victoria’s Community Pharmacist Program, a separate consultation room with a door and meeting VPA eligibility criteria is required. Multipurpose or shared spaces usually do not comply.
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You need a sink with both hot and cold water in the room or very near, or a hand sanitiser station; gloves; disinfectants; easy-clean, non-porous surfaces; adequate lighting; ventilation; and waste disposal including sharps bins if injections are performed.
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Alterations such as adding, relocating or repurposing rooms; changes to dispensary access or visibility; structural changes; new construction—all are considered “significant alterations” and must be approved by the VPA before work begins.
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Proper lighting helps ensure safe clinical procedures, documentation accuracy, reduces mistakes. Temperature control and ventilation impact hygiene, patient comfort, and are part of VPA standards and immunisation requirements.
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Prioritise privacy (separate room + door), hygiene (sink or sanitiser, gloves, easy-clean surfaces), lighting, ventilation, waste disposal, accessibility. Other improvements like exam furniture or decorative finishes can be added later.
