3 Ways MMTCs Can Improve Variance Submissions to the Florida Department of Health, Office of Medical Marijuana Use (OMMU)

The variance process can be tedious and challenging - even for experienced Medical Marijuana Treatment Center (MMTC) operators. I regularly work with MMTCs to streamline their variance procedures and help prevent unnecessary delays or denials.

Here are three changes MMTCs can implement to improve outcomes and reduce headaches:

1. Standardize Variance Submissions and Assign a Point Person

Inconsistency is one of the biggest obstacles to successful variance submissions. Establish a standardized method and format for all submissions, and designate one person to oversee variance submission and communication with OMMU. This helps reduce miscommunications, prevents duplicate filings, and gives OMMU reviewers much-needed predictability.

I often create custom templates for clients based on their most common submission types. Also, don't skip quality control:

·      Ensure each submission includes a clear, easy-to-read narrative explaining the subject of the request

·      Organize exhibits logically, label them clearly, and bookmark lengthy PDFs for easy reviewer navigation

·      Double-check that required materials are included — but avoid adding irrelevant documents that might confuse reviewers

Details matter. Submissions can be returned for both omissions (like a missing Safety Data Sheet for a flavoring ingredient) and for including extraneous materials (such as SOPs for an unrelated extraction method). A clean, complete submission sets the right tone and leads to better outcomes.

2. Know the Rules Before You File

Many variances are rejected for entirely avoidable reasons — such as proposing the use of prohibited color additives in an edible product, or confusing the “receptacle” with the “packaging.” (These are defined terms in Florida). Take the time to review the applicable rules thoroughly, and seek guidance if anything is unclear.

A quick checklist review against current regulations can save you weeks of unnecessary back-and-forth with OMMU.

3. Bridge the Gap Between Compliance and Operations

One of the most common issues I see is a disconnect between compliance and operations. This results in problems like:

·      Unapproved signage being added to a facility

·      New equipment being installed and used without prior approval

·      Product labels being modified in ways that no longer match the approved versions

Encourage regular communication between teams. Keeping compliance in the loop can prevent costly missteps — and potential fines — for unapproved changes.