Dispensary Manager

Job responsibilities

Job summary:

To proactively manage the dispensary service ensuring that processes and procedures are customer centric, efficient and accurate. 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.

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.

Monthly checking the Drug Tariff for price and category changes, looking at DM+D browser and e-PACT2 data 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.

Liaise with the ICB/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

Ensuring the dispensary rota is completed and circulated, annual leave requests are processed and the adequate cover is sourced. Also completing other HR requirements

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.

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 Orridge to undertake annual stock takes in dispensary, treatment rooms, CD cupboard and fridges 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 Monies

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 monies, 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.

Monthly: Dispensary profitability spreadsheet.

Destruction of Drugs

Daily: dealing with returned medication from patients.

Monthly: dealing with uncollected medication.

Monthly: stock check of CD cabinet.

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.

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, labels and prescription paper.

Transport medication and supplies between sites as required

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.

Qualifications

Essential

• Recognised Dispensing Qualification either BTEC or NVQ level 3 in Pharmaceutical Science or similar.
• A good level of education including GCSE English and Maths as a minimum (or equivalent)

Desirable

• Management Qualification educational level 4 or above, or equivalent experience

Experience

Essential

• Demonstrable experience of working in a dispensary and experience of EMIS Web clinical system, DOCMAN and AccuRX.

Desirable

• Demonstrable experience of systems and people management
• Experience of Microsoft Office software
• Experience of dealing with IT issues
• Experience of employment law, employment contracts and health & safety

Knowledge/Skills and Attributes

Essential

• Advanced numeracy skills
• Excellent keyboard and computer skills
• Excellent communication (oral and written) and inter personal skills
• Competent with use of office IT
• Good time management
• A solutions focused approach
• Problem solving
• Able to manage change
• Ability to listen and empathise
• Able to delegate
• Able to manage conflict
• Previous management experience

Desirable

• An understanding, acceptance and adherence to the need for strict confidentiality
• Ability to use own judgement, resourcefulness and common sense
• Able to work under pressure
• Ability to self-motivate, organise and prioritise own workload
• Able to work in a changing environment
• Adaptable, innovative, forward looking
• Enthusiasm, with energy and drive
• Ability to be diplomatic
• Gains respect by example and leadership

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).