Dispensary Manager

Job description

Job responsibilities

JOB TITLE: DISPENSARY MANAGER

REPORTS TO: LEAD DISPENSARY PARTNER (CLINICAL)/PRACTICE MANAGER

HOURS: 25 - 37 hours per week

Job summary:

To ensure the provision of quick, efficient and accurate dispensing of medication to the patients of Litchdon medical centre, and to ensure effective management of the team and financial control of the dispensary. To co-ordinate and lead the dispensary team and support the delivery of an excellent service to our dispensing patients.

The post holder will work hands-on as a dispenser and lead the department and team with support from Litchdons Partners.

Key tasks:

Managing all aspects of the dispensary staff

Attendance at, and input to meetings as appropriate

Monthly checking the drug tariff for price and category changes.

Liaise with the NHS Devon pharmaceutical advisor and the Primary Care Network Clinical Pharmacy team as needed

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

DSQS completion for maximum return

Ensuring that the dispensary is profitable and well run

Ensure all invoices are forwarded onto the Finance Manager in a timely manner

Hold responsibility for opening and closing the dispensary morning/evening and ensuring the dispensary is secure, even if this task is delegated.

Ensure the dispensary team process all prescriptions within appropriate timescales.

Operate efficient stock control, appropriate to the needs of the practice, to ensure continuity of supply for patients and minimising wastage through out of date stock.

Hold responsibility for opening and closing the Dispensary morning/evening and ensuring the Dispensary is secure, even if this task is delegated.

Communicate confidently and professionally by telephone, face to face or email when dealing with patients, practice staff and other healthcare professionals.

Report and record any untoward incidents, significant events, drug errors or any other issues of quality.

DSQS completion prepare paperwork for annual submission including a clinical audit, DRUM forms, standard operating procedures and dispenser competencies.

Controlled Drugs- handling, storage, record keeping, controlled drug key storage and current regulations.

Update patients repeat medication on Drs instructions.

Generate prescriptions.

Dispense repeat/acute prescriptions.

Understanding of regulations associated with prescribing and dispensing of medications.

Use of appropriate associations to maintain an up to date understanding of current dispensing issues.

Ensure standard operating procedures are reviewed annually and are up to date.

Ensure that drugs are stored in an appropriate manner in accordance with instructions

Ensure that refrigerated items are stored at the appropriate temperature and to maintain a temperature record and a room temperature record.

Take responsibility for ensuring the Drs Emergency Drug Bags are checked regularly and any drugs nearing their expiry date are replaced.

Job responsibilities:

Staff management

Organising dispensary staff rotas and ensuring adequate staff cover at all times

Training dispensary staff, including encouraging and organising attendance on relevant recognised courses

Appraising dispensary staff

Recruitment of dispensary staff

Assisting the Practice Manager to review staff salaries

Manage the individual needs of the dispensary staff

Deal with annual leave requests

Manage staff absence and performance issues

Ensure team and self are fully aware of, and work in line with, all policies, procedures and practices of the practice.

Actively taking part in own personal development, training, supervision and appraisal procedure.

Ensure staff are competent and safe to practice.

Purchasing and stock control

Ad hoc daily ordering of stock

Weekly ordering of generic stock with Accord representative

Weekly checking of DDA stock 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 ensuring timely stock rotation

Ensuring Annual stock takes are carried out

Check and remove out of date stock

Drug company representatives

Meet regularly with AAH/Alliance and Actavis representatives in order to ensure the best possible discount levels

Analysis of invoices for bonus stock and ensuring bonus stock is received

Prescriptions and prescription moneys

Daily: check prescriptions for signature/endorsements and sort into paid/unpaid by doctor

Weekly: submitting all unsigned prescriptions to the partners; generating nurses prescriptions; sorting post-dated prescriptions

Daily: cashing up prescription moneys, balancing and recording

Daily: submitting prescription moneys to the Finance Manager for banking, ensuring sufficient change is available

Destruction of drugs

Daily: dealing with returned medication from patients

Monthly: dealing with uncollected medication

Bi-monthly: dealing with returned controlled drugs from patients for destruction

Quarterly: dealing with out of date controlled drugs with the appropriate officer from the Health Authority for destruction

Dispensing

Overseeing/checking colleagues dispensing ensuring carried out within appropriate timescales

Dispensing acute prescriptions

Generating monthly repeat prescriptions for the practice, liaising with the relevant partners over any necessary changes in medication

Collecting prescription charges from patients

Dispensing private patients prescriptions, pricing and recording, calculating private patients accounts (including consultations) and submitting invoices

Removing out of date repeats from patients computerised repeat prescription lists

To undertake any other necessary work as may be required and appropriate to maintain a high standard and efficient dispensing service

Communicate confidently and professionally over the telephone, face to face, by email and tasks when dealing with patients, practice staff and partner organisations (e.g local pharmacies, hospitals etc.)

To undertake any other necessary work as may be required and appropriate to maintain a high standard and efficient dispensing service.

Please see the full Job Description attached that covers all aspects of the role.

Person Specification

Qualifications

Essential

• GCSE or equivalent level English and Mathematics at grade C or above.
• NVQ Level 3 or equivalent dispensing qualification.

Desirable

• Higher level qualification (e.g. A-Level mathematics).
• Degree-level study
• Evidence of relevant continuing professional development and training.

Experience

Essential

• Working in a dispensary with sufficient experience meet DSQS standards.
• Managing others.
• Developing staff rotas and managing absence.
• Ordering medication stock.
• Working to policies, guidelines and Operating Procedures.
• Ability to use email, Word and Excel.
• Maintaining profitability and Business sustainability.

Desirable

• Managing a dispensary team.
• Working in a GP surgery.
• Using SystmOne.
• Managing dispensary financial returns.
• Running patient reports using a clinical system.
• Awareness of HR aspects of Managing a team.
• Delivering improvements in Dispensary practices.

Employer details

Employer name

Litchdon Medical Centre

Address

Landkey Road

Barnstaple

EX32 9LL

Employer's website

https://www.litchdonmedicalcentre.co.uk/ (Opens in a new tab)