Download Dispensing - The Ridgeway Surgery

THE RIDGEWAY SURGERY
JOB DESCRIPTION
Job title:
DISPENSARY MANAGER
Salary:
TBA, NHS pension
Hours:
26.5 hours per week, flexibility required
Reports to:
Practice Manager
Responsible for:
Dispensary team
Job summary:
To work with the Practice Manager and other members of the management team to ensure the
smooth running of the surgery, in particular to manage the Dispensary and its staff ensuring a
smooth, accurate and efficient service to patients, doctors and community colleagues and effective
financial control to meet agreed objectives and targets.
In addition, to assist the Practice Manager in the development, review and communication of
approved policies and procedures, ensuring they fulfil all legal, contractual, CQC and governance
requirements and are read and applied by all staff.
Job Responsibilities:
To work with the Practice Manager to ensure the day-to-day smooth running of the surgery, in
particular to deliver continuous improvement of the dispensary service to patients by:
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Managing the dispensary staff
Attendance at, and input to, partners’ meetings as appropriate
Receipt, preparation and checking of current and repeat prescriptions,
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Dispensing of current and repeat prescriptions,
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Managing the preparation and delivery of dossett boxes,
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Ensuring packs are checked to be correct and complete prior to collection,
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Promoting excellence in customer service and offering appropriate information and advice to
patients,
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Maintaining efficient levels of stock, minimising the risk of out of date stock and arranging annual
stock take,
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Ensuring a high level of hygiene throughout the dispensary and that equipment is kept clean and
in good working order,
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Taking prompt action in response to drug alerts
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In association with the nominated Partner, maintain and update the computerised Drug Directory,
adding new drugs and monitoring patient repeats.
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Monthly checking of the drug tariff for price and category changes
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 NHS Prescription Services; preparing vaccine list; dealing with prescriptions
returned by the NHS Prescription Services
Participating in Dispensary Quality Scheme (for example staff competency recording, development
and maintenance of standard operating procedures, recording of significant events, completing
DRUMS and yearly audits.
Dealing with significant events and complaints
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And ensuring all staff receive appropriate training, problem solving, ensuring effective back-up,
maintenance and disaster recovery plans are in place, alerting the Practice Manager to any potential
problems and recommending corrective action as and when required.
To maximise the profitability of the dispensary and meet agreed financial objectives and targets by:
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Cost effective ordering of drugs and dispensary items through management of purchasing
process and negotiation with suppliers
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Monitoring stock deliveries against orders and validating invoices from suppliers
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Collecting prescription charges from patients
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Recording and accounting for dispensary income
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Identifying items that cannot be included on the VAT return e.g. personally administered
items.
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Submitting prescriptions monthly to the Prescription Pricing Authority
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Monthly and quarterly reconciliation against agreed budgets.
To lead and manage the dispensary team:
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Recruitment and induction of new dispensary staff,
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Performance management of direct reports and daily planning/quality assurance of work to
ensure efficient and effective service at all times,
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Delivery of probationary reviews and annual appraisals for direct reports,
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Managing weekly rota, holiday & sickness leave and cover,
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Appraising dispensary staff
With support of Practice Manager, carrying out disciplinary and grievance action as per
approved policies (concerning Dispensary staff)
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Maintaining training materials and records and implementing appropriate training and
development as required,
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Communication both within team and to other relevant members of staff.
To assist the Practice Manager in the development, delivery and maintenance of approved policies
and procedures, ensuring they fulfil all legal, contractual, CQC and governance requirements,
including:
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Standard operating procedures, including CQC protocols,
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Information governance, data protection & confidentiality,
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Significant incidents & complaints,
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Health & Safety,
To be responsible for the appropriate management of:
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Returned medication
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Uncollected medication
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Out of date medication
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Controlled drugs
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To represent the practice on dispensing issues and liaise with the Local Area Team, Dorset Clinical
Commissioning Group prescribing team as and when required.
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To provide support and advice to the Partners as and when required, including alerting them to
potential problems and recommending corrective action.
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At all times, to maintain the highest standards of behaviour, to comply with and follow practice
and CQC policies, protocols and procedures and to report any breach or suspected breach
immediately.
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To deputise for the Practice Manager as and when required and to cover responsibilities in their
absence.
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To undertake regular training and personal development and to attend staff meetings. To achieve
Level 1 in safeguarding children within 6 weeks of being in post.
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To undertake any other activities that may from time to time be reasonably requested by the
Practice Manager or the Partners.
Purchasing and stock control
Ad hoc daily ordering of stock
Weekly checking of injectables for PA’s and ordering as necessary
Ensuring goods are correctly delivered
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
Annual stock takes in dispensary, CD cupboard and the branch surgery.
Prepare stock values for end of year accounts
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
Prescriptions and prescription moneys
Daily: check prescriptions for signature/endorsements and sort into paid/unpaid by doctor – any
unsigned prescriptions to be returned for signatures.
Daily: cashing up prescription moneys, balancing and recording
Weekly: submitting prescription moneys to the practice manager for banking, ensuring sufficient
change is available
Monthly: calculating number and value of prescription charges and checking against health authority
statements
Destruction of drugs
Daily: dealing with returned medication from patients, dealing with returned controlled drugs from
patients for destruction
Monthly: dealing with uncollected medication
Six monthly: dealing with out of date controlled drugs with the appropriate officer from the Health
Authority for destruction
Dispensing
Overseeing/checking colleagues dispensing
Taking prescription repeats via the telephone, fax or over the counter, online
Dispensing acute prescriptions for patients
Collecting prescription charges from patients
Preparing Nomad packs / MDS packs
Other
This job description is neither exhaustive nor exclusive and will be reviewed periodically in
conjunction with the post holder. The post holder is required to carry out any duties that may
reasonably be requested by the partners or the practice manager. Some of the above duties may be
delegated.
Confidentiality:
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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
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and
security as defined in the Practice Health & Safety Policy, to include:
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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
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Using appropriate infection control procedures, maintaining work areas in a tidy and safe way
and free from hazards
Reporting potential risks identified
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to
include:
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Acting in a way that recognises 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.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this
employment, such training to include:
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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 who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
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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
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and
will strive to:
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Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise people’s needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
The post-holder will:
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Apply Practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect
own work
Participate in audit where appropriate
Signed on behalf of the practice…………………………………………………………………………………….
Name………………………………………………………………………..Date………………………………………….
Signed by staff member………………………………………………………………………………………………..
Name………………………………………………………………………..Date…………………………………………