Download debenham group practice job description

DEBENHAM GROUP PRACTICE
JOB DESCRIPTION
JOB TITLE:
REPORTS TO:
HOURS:
Dispensary Team Lead
Practice Manager
Part-time
MAIN PURPOSES
Job Summary:
To ensure the provision of quick, efficient and accurate dispensing of medication to the patients of Debenham
Group Practice and to ensure effective financial control of the dispensary.
Key tasks:
 Overall responsibility for the operational day to day running of the Dispensary and the management of
dispensary staff at all 3 practice sites
 Monthly checking of the drug tariff for price and category changes, checking for new or discontinued drugs
and following up changes with drug company representatives where necessary
 In association with the nominated partner, maintain and update the computerised Drug Directory, adding
new drugs and monitoring patient repeats
 Liaise with the Clinical Commissioning Groups (CCG) pharmaceutical advisor
 Sorting prescriptions, checking endorsements, preparing forms and submitting prescriptions monthly to the
Prescription Pricing Authority (PPA); preparing vaccine list; dealing with prescriptions returned by the PPA
 To undertake specific assigned tasks, reports (such as annual DSQS), project support, or development /
change work which may arise from time to time.
PRINCIPAL DUTIES AND RESPONSIBILITIES TO INCLUDE:
WORKFORCE PLANNING
Manage, supervise, co-ordinate and guide the Dispensing staff
 Work between all 3 surgery sites
 Deal with any problems reported by other members of the Dispensing team.
 Organising dispensary staff rotas and ensuring adequate staff cover at all times
 Plan, chair and minute monthly Dispensing Team meetings.
 Develop, maintain and ensure all Dispensary Standard Operating Procedures and kept up to date and
that all team members are fully aware of them.
 Encourage and support personal development of members of the Dispensing team.
 Maintain self and team professionalism and high level service standards at both sites.
 Keep the Practice Manager informed of any matters arising or problems / potential problems.
 Carry out Dispensing team staff appraisals with guidance from the Practice Manager.
 Assisting the Practice Manager with disciplining dispensary staff
 Be prepared to cover shifts and completion of dossett boxes as required
Staff Training:
 Training Dispensing staff, including encouraging and organising attendance on relevant recognised
courses.
 Induction training for any new Dispensing staff and on-going support in their development.
 Ensure all staff competencies are up to date
 Ensure that all team members are fully up to date with their mandatory administrative training via the
CCG E-Learning portal.
 Provide guidance and support for more junior team members currently working on NVQ2 qualifications
 Ensure Practice Policies and Procedures are followed and adhered to.
 Liaise with management team concerning staffing and organisation of Dispensing work.
Quality:
The post-holder will strive to maintain quality within the practice, and will:
 Alert other team members to issues of quality and risk.
 Assess own performance and take accountability for own actions, either directly or under supervision.
 Contribute to the effectiveness of the team by reflecting on own and team activities and making
suggestions on ways to improve and enhance the team’s performance.
 Effectively manage own time, workload and resources.
DISPENSARY POLICY
Purchasing and stock control:
 Close liaison with the Dispensing Clinical Lead on stock control
 Monitor and maintain emergency drugs – ensuring 6 monthly checks of expiry dates for emergency
drugs in accordance WITH Practice Policy
 Ad hoc daily ordering of stock
 Weekly ordering of generic stock, bottles, labels, boxes , bags & prescriptions
 Weekly checking of DDA stock and ordering as necessary
 Weekly checking of injectables held on site and ordering as necessary
 Ensuring goods are correctly delivered and batch numbers are recorded where necessary
 Checking dispensary invoices against delivery notes and recording items for bonusing
 Passing such invoices for payment
 Checking monthly statements
 Checking credit notes against returns and chasing outstanding credits
 Maintain adequate stocks at main and branch surgeries, ensuring timely stock rotation
 Regular stock takes in dispensary and CD cupboard at all sites electronically on SystmOne.
 Maintain adequate stock of FP10’s and other stationery required in Dispensary
 List and price stock
 Box and price out of date stock
 Ensure prescription items are counted ready for GDM processing
Drug company representatives:
 Ad hoc liaison with drug company representatives
 Meet regularly with drug company representatives in order to ensure the best possible discount levels
 Analysis of invoices for bonus stock and ensuring bonus stock is received
Prescriptions, prescription moneys & security:
 Responsible for security, including opening and closing of Dispensary and the secure storage of
controlled drugs at each site including extra early and extra late opening.
 Close and regular liaison with pharmaceutical advisor re Practice Prescribing Policy
 Receiving prescription money from patients (including all Private prescription income) and storing
securely.
 Ensure all team members are aware of drug allergies and adverse reactions in accordance with Practice
Policy
 Ensure that all prescriptions are correctly written up, signed by the doctor and signed by the patient in
line with Practice Policy
 Daily cashing up prescription moneys, balancing and recording, then ensuring all money is stored
securely in the safe
Destruction of drugs:
 Daily: dealing with returned medication from patients
 Monthly: dealing with uncollected medication
 Quarterly: dealing with returned controlled drugs from patients for destruction
 Six monthly: dealing with out of date controlled drugs with the appropriate officer from the Health
Authority for destruction
Dispensing:
 Dealing with repeat prescriptions in accordance with Practice Policy
 Overseeing/checking colleagues dispensing
 Taking prescription repeats via the telephone, fax or over the counter
 Dispensing acute prescriptions for practices
 Generating monthly repeat prescriptions for the practice, liaising with the relevant partners over any
necessary changes in medication
 Collecting prescription charges from patients
 Dispensing “black-listed” medication, pricing and recording
 Dispensing private patients’ prescriptions, pricing and entering on account cards, calculating private
patients’ monthly accounts (including consultations) and submitting invoices
 Removing out of date repeats from patients’ computerised repeat prescription lists
 Re-batching drugs for repeat prescriptions
 Preparing Nomad packs / MDS packs
ADMINISTRATION, IT & COMMUNICATIONS
Administration:
 Ensure drug updates are actioned promptly and communicated to all team members
 Ensure all comments and complaints are correctly handled in line with the Practice Policy
 Keep the Practice Manager informed of any possible formal complaints
 Electronically record any Incidents or Accidents in accordance with Practice Policy
 Ensure that any Significant Events or Near Misses are electronically recorded, raised with the Clinical
Lead / Practice Manager and then discussed with the team
Information Technology:
 Have full understanding of the clinical system (SystmOne)
 Have a working knowledge of all dispensing software and hardware used at both sites.
 Ensure that all team members are regularly checking and taking appropriate action in response to all
electronic communications issued (Tasks and emails etc.).
Communication:
The post-holder should recognise the importance of effective communication within the team and will:
 Communicate effectively with other team members, patients and carers.
 Recognise people’s needs for alternative methods of communication and respond accordingly.
 Dealing with patients, and contacts within the NHS and other practices, both in person and on the
telephone.
 Refer any urgent calls on to the appropriate clinical lead.
 Consult with multi-disciplinary team members where necessary
 Explain to patients in addition to appropriate labelling, how to take their drugs
 Management of team holiday requests, arranging suitable cover and ensuring it is accurately recorded
on electronic leave calendar.
PERSONAL RESPONSIBILIITES
Personal/Professional development:
 Participation in an annual individual performance review, including taking responsibility for maintaining a
record of own personal and/or professional development.
 Taking responsibility for own development, learning, and performance and demonstrating skills and
activities to others.
*NOTES
This is not intended to be an exhaustive list of responsibilities, and it is expected that you will participate in a
wide range of activities as and when required by the Practice Manager & Partners.
Health & Safety:
The Dispensary Team Lead will assist in promoting and maintaining their own and others’ health, safety and
security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice
Infection Control policy and published procedures. This will include:
 Taking overall responsibility for Risk Assessment and Reporting to the Practice Manager for the
Dispensary team
 Using personal security systems within the workplace according to practice guidelines.
 Identifying the risks involved in work activities and undertaking such activities in a way that manages
those risks.
 Making effective use of training to update knowledge and skills.
 Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free
from hazards.
 Actively reporting of health and safety hazards and infection hazards immediately when recognised.
 Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of
general standards of cleanliness consistent with the scope of the job holder’s role.
 Undertaking periodic infection control training (minimum annually).
 Reporting potential risks identified.
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
 Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is
consistent with practice procedures and policies, and current legislation.
 Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
 Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their
circumstances, feelings priorities and rights.
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation
to their health and other matters. They do so in confidence and have the right to expect that staff will respect
their privacy and act appropriately.
In the performance of the duties outlined in this job description, the post-holder may have access to confidential
information relating to patients and their carers, practice staff and other healthcare workers. They may also have
access to information relating to the practice as a business organisation. All such information from any source is
to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may
only be divulged to authorised persons in accordance with the practice policies and procedures relating to
confidentiality and the protection of personal and sensitive data.