Job responsibilities
Job summary:
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.
Key Tasks
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.
Other
Responsibilities
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.
Staff Management
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
Dispensing
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
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.
