Job responsibilities
Job Summary
Supporting site management you will
coordinate and support our dispensary team helping to oversee its day-to-day
running at our Oakfield site.
As a hands-on dispenser with
management responsibility your focus will be to deliver an excellent, efficient
and safe service to our patients.
Key
Responsibilities
To support site management in the day-to-day
operations of the Dispensary and leading and guiding its staff.
Checking the drug tariff on a monthly basis
for any price or category changes, as well as identifying new or discontinued
drugs. Contacting drug company representatives when needed to address changes.
Supporting site management to update and
maintain the computerised Drug Directory. This includes adding new medications
and monitoring patient prescription refills.
Organising prescriptions, reviewing
endorsements, completing necessary forms, and submitting prescriptions monthly
to the Prescription Pricing Authority (PPA). Also, compiling a list of vaccines
and handling prescriptions sent back by the PPA.
Completing assigned tasks, preparing reports
(e.g., annual DSQS), providing support for projects, and participating in
development or change initiatives as they arise.
To support and help improve profitability.
Ensure full compliance with dispensing law and
regulations. Maintain good probity in all dispensing activities.
Workforce
Supervise,
co-ordinate and guide the dispensing team
Support site management address any issues
raised by fellow members of the Dispensing team.
Organise schedules for dispensary staff and
ensure there is adequate coverage at all times.
Help plan, lead, and document monthly meetings
for the Dispensing Team.
Support the development Dispensary Standard
Operating Procedures, ensuring they are current and that there is awareness and
understanding of them among team members.
Help promote and facilitate the personal
growth of Dispensing team members. Maintain a professional demeanour and uphold
high service standards at both locations.
Keep the Practice Operations Manager informed
about emerging matters, issues, or potential concerns.
Support site management conduct staff
appraisals for the Dispensing team.
Assist the Practice Operations Manager in
addressing disciplinary matters involving dispensary staff.
Be ready to take on shifts and assist with
filling dossett boxes as needed.
Quality
You will strive to maintain quality, and will:
Inform fellow team members about quality and
risk concerns.
Supporting site management to enhance team
efficiency and offering ideas to enhance overall performance.
Manage personal time, tasks, and resources
effectively.
Policy
Purchasing
and Stock Management:
Work closely with the Dispensing Clinical Lead
to control stock levels.
Regularly monitor and update emergency drugs,
conducting 6-month checks on their expiration dates as per policy.
Place daily ad hoc orders for stock.
Arrange weekly orders for generic items like
bottles, labels, boxes, bags, and prescriptions.
Weekly review and ordering of DDA stock.
Check injectables on-site weekly and order as
needed.
Ensure accurate delivery of goods, recording
batch numbers when necessary.
Verify dispensary invoices against delivery
notes and note items for bonuses.
Compare credit notes with returns and follow
up on outstanding credits.
Maintain sufficient supplies, helping to ensure
timely rotation of stock.
Conduct regular electronic stock takes in the
dispensary and CD cupboard using SystmOne.
Keep a proper stock of FP10 forms and other
necessary stationery in the Dispensary.
List and price available stock.
Package and price stock that has exceeded its
expiration date.
Ensure proper counting of prescription items
for GDM processing.
Prescriptions,
Payment Security, and Policy Adherence:
Maintain security, including opening and
closing the Dispensary and securely storing controlled drugs at each site,
including extended opening hours.
Collect prescription payments from patients
(including Private prescription revenue) and ensure secure storage.
Ensure that all team members are well-informed
about drug allergies and adverse reactions in line with policy.
Verify that all prescriptions are accurately
written, doctor-signed, and patient-signed, following policy.
Daily reconciliation of prescription payments,
ensuring proper balance and secure storage in the safe.
Drug
Disposal:
Daily: Handle returned medication from
patients.
Monthly: Manage uncollected medication.
Quarterly: Handle returned controlled drugs
from patients for destruction.
Six-monthly: Coordinate the destruction of
expired controlled drugs with the appropriate Health Authority officer.
Dispensing
Activities:
Process repeat prescriptions in line with policy.
Verify colleagues' dispensing activities.
Dispense acute prescriptions.
Generate monthly repeat prescriptions,
consulting relevant partners for necessary medication changes.
Collect prescription charges from patients.
Dispense restricted medications, price them,
and maintain records.
Remove outdated repeats from patients'
computerised repeat prescription lists.
Rearrange drugs for repeat prescriptions.
Prepare Nomad packs / MDS packs.
Administration,
IT & Communication:
Administration:
Support the prompt implementation and
communication of any updates related to medications to all team members.
Support practice management in the handling of
comments and complaints
Inform the Practice Operations Manager of potential
formal complaints.
Electronically document Incidents or Accidents
as per SPC policy.
Record Significant Events or Near Misses
electronically, discuss them with the team, and raise them with the Practice
Operations Manager / Site Medicines Management Lead.
Information
Technology:
Have a comprehensive understanding of the
clinical system (SystmOne).
Ensure that all team members consistently
check and respond appropriately to electronic communications such as tasks and
emails.
Communication:
You should recognise the significance of effective communication
within the team and will:
Communicate clearly with fellow team members,
patients, and caregivers.
Be attentive to individuals' requirements for
alternative communication methods and adjust accordingly.
Direct urgent calls to the appropriate
clinical lead.
Collaborate with members of the
multi-disciplinary team when needed.
Explain drug usage to patients, along with
appropriate labelling.
Manage team holiday requests and coordinate
suitable cover.
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
will have access to confidential information relating to patients and their
carers, staff and other healthcare workers.
They may also have access to information relating to the business.
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 may only be divulged to authorised persons in accordance with the SPC policies
and procedures relating to confidentiality and the protection of personal and
sensitive data.
