Dispensary Manager/Lead Dispenser
Pontesbury & Worthen Medical Practice
This job is now closed
An exciting opportunity to join and manage our two dispensaries, across two sites, in our newly merged five-doctor GP partnership, based in rural Shropshire, just south of Shrewsbury.
Prior to the merger, which formally took place on 1st April 2021, the two practices had worked together for many years, and were already closely aligned from both a clinical and managerial perspective.
With a long mining history, Pontesbury is one of the largest villages in Shropshire and can boast a wide range of local services including independent local shops selling local produce.
Our branch site is situated just six miles away in Worthen, a small village approximately 13 miles west of Shrewsbury.
Main duties of the job
To proactively manage the dispensary service ensuring that processes and procedures are customer centric, efficient and accurate. The practice has an in house pharmacist who the dispensary manager will work closely with. To ensure that effective financial controls are in place to maximise income and minimise loss and to continually review all of these and agree changes with the Partners /Practice Manager as necessary. To improve and raise the profitability of the Dispensary. Motivate and support the dispensary team to ensure all staff contribute positively to the team and the wider surgery, and support their personal and professional development.
Many of the tasks and responsibilities are to completed by the whole of the dispensary team and whilst the job holder may not directly complete all of these themselves, they are responsible for the completion of these by delegation, monitoring and management.
This newly formed practice of just over 10,000 patients has a positive, pleasant and friendly working atmosphere and the partners and staff strive to keep it so. The team work well together with the sole aim to provide high quality patient care to our population.
To proactively manage the dispensary service ensuring that processes and procedures are customer centric, efficient and accurate. To work closely with the in-house pharmacist. .To ensure that effective financial controls are in place to maximise income and minimise loss and to continually review all of these and agree changes with the Partners and/or Practice Manager as necessary. To improve and raise the profitability of the Dispensary. Motivate and support the dispensary team to ensure all staff contribute positively to the team and the wider surgery, and support their personal and professional development. To represent the team in formal meetings both internally and externally. To effectively delegate tasks to staff and ensure cross team working is achieved to benefit patients, staff and the overall practice.
Many of the tasks and responsibilities shown below are to completed by the whole of the dispensary team and whilst the job holder may not directly complete all of these themselves, they are responsible for the completion of these by delegation, monitoring and management. Much of the role of the Dispensary Manager (70%) will be completing the daily tasks of a dispenser alongside his/her team/colleagues.
Responsibility for the overall management of the Dispensary and dispensary team
Sourcing new ways of increasing profitability for the Dispensary.
Implementing new initiatives and encouraging new patients to sign up to the Dispensary.
Attendance at, and input to, Clinical and Managers Meetings and other meetings such as suppliers and statutory organisations e.g. CCG as appropriate.
Monthly checking the Drug Tariff for price and category changes, checking MIMS 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, updating directions to the formulary as necessary.
Work closely with the in-house pharmacist
Liaise with the CCG/Medicines Management Team/Pharmaceutical Advisor, actioning any recommendations as required.
Ensuring that prescriptions are sorted, endorsements checked, forms prepared and prescriptions submitted monthly to the Prescription Pricing Authority (PPA) and dealing appropriately with prescriptions returned by the PPA.
Assist with clinical audits and co-ordinate the completion of these with clinical staff and return of data as required.
To annually review all standard operating procedures and ensure staff are aware and compliant ensuring a robust recording system in place capturing acknowledgement of these and subsequent changes
Prepare for and co-ordinate annual DSQS submissions/visits, including preparation of paperwork, evidence of procedures/protocols and Drum reviews are completed to target.
Leading the team both by example and through direction when required
Promoting a supportive and empowered workforce.
Creating a culture of continual improvement
Training dispensary staff, including encouraging and organising attendance on relevant recognised courses, including mentoring and supervising trainee dispensers.
Regularly appraising dispensary staff including a formal annual appraisal setting and reviewing targets both at a team and individual level.
Ensure competency certificates are completed for all staff at least annually
Assisting the Practice Manager with the recruitment of dispensary staff, providing specialist advice and leading on technical competencies/skills assessment.
Assisting the Practice Manager with any disciplinary issues within the dispensing team.
Purchasing and Stock Control
Establishing and maintaining the purchasing and management of stock control to minimise financial costs. To include bulk/monthly ordering on regular items (where appropriate) and weekly/daily ordering of other items as required.
Establishing a robust system to ensure goods are correctly delivered and invoiced for and, where appropriate, credit notes are received and matched correctly to ensure monies paid for items are correct, liaising with Finance as necessary.
Ensure invoices for Controlled drugs are kept securely for audit purposes
Checking and authorising payment of monthly statements.
Checking credit notes against returns and chasing outstanding credits.
Provide regular data to Finance on VAT items
Maintain adequate stocks at main and branch surgeries, ensuring timely stock rotation.
Organise and liaise with Oridge to undertake annual stock takes in dispensary, treatment rooms, CD cupboard and consulting rooms ensuring stock is valued for entry into end of year accounts.
Ensure robust systems are in place to minimise waste, but where unavoidable, oversee the boxing and pricing of out of date stock and keep records and report regularly to the Partner responsible for Dispensary and Practice Manager.
Supplier & Drug Company Representatives
Meet regularly with supplier representatives in order to ensure the best possible discount levels and sign up to relevant MDS schemes.
Ad hoc liaison with drug company representatives where appropriate and in the interests of the practice.
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.
Monthly: submitting prescription moneys to Finance 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.
Monthly: dealing with uncollected medication.
Quarterly: dealing with returned Controlled Drugs from patients for destruction. Have to be witnessed done when needed to clear cd cupboard
Quarterly or as required:: dealing with out of date Controlled Drugs in line with NHSE/CCG guidance maintain appropriate records for audit and DSQS purposes
Dispense alongside team
Overseeing/checking colleagues dispensing and ensuring there is always a qualified member of staff available.
Establish a robust and safe system to receive prescription requests and ensure systems are in place and followed to ensure accuracy and timeliness of prescription production, authorisation and subsequent issuing of these and dispensing medication where appropriate.
Dispensing acute prescriptions during surgeries.
Ensure there are robust systems in place to ensure the correct prescription charges are collected from patients.
Dispensing black-listed medication, pricing and recording. All do this
Removing out of date repeats from patients computerised repeat prescription lists.
Re-batching drugs for repeat prescriptions.
Manage ordering system for consumables such as bags, bottles and labels
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.
Knowledge/Skills and Attributes
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).
Pontesbury & Worthen Medical Practice
For help with your application, contact:
28 May 2021
Full-time, Flexible working