Dispensary Assistant

Job description

Job responsibilities

Ensure all patients are treated with dignity and respect, ensuring appropriate telephone and face-to-face manner is used with patients and callers thus promoting a pleasant and positive image of the Practice.

Respond to all queries and requests for assistance from patients and other visitors to the surgery, whether face-to-face, by telephone or upon request from the GP Partners, Head Dispenser/Dispensary Manager or Practice Manager.

To ensure that all medicines and appliances dispensed are checked against the prescription and whenever there is doubt about the appropriateness of the item, or about the dose or labelling instructions to check with the authorising doctor or duty doctor.

To collect all due prescription charges and ensure that the patient declaration on the reverse of the FP10 is duly filled in and signed by the patient.

To issue invoices to patients for private services and drugs and record in receipt books.

To ensure that all monies received or handled on behalf of the Practice are appropriately stored and banked and a record kept of all financial transactions.

To endorse all prescription forms as appropriate, collate and forward the forms in a secure manner to the PPA for processing and reimbursement. The forms should be bundled in accordance with current PPA guidelines and include any necessary accompanying paperwork such as the FP34D and invoices as required by the PPA.

Place daily orders for medication with wholesalers and suppliers, maintaining all associated paperwork.

To promptly forward all supplier invoices and dispensary related correspondence to the Head Dispenser/Dispensary Manager or Practice Manager.

To notify the authorising doctor of any FP10 returns/feedback from the PPA so that any appropriate remedial action may be taken.

To operate efficient stock control appropriate to the needs of the Practice with the objective of ensuring continuity of supply for patients and minimising wastage through out-of-date stock.

To ensure that drugs are stored in an appropriate manner in accordance with the accompanying instructions.

To ensure that shelves and all work surfaces are regularly cleaned to maintain a high level of hygiene within the dispensary and that all dispensary equipment is kept clean and kept in good working order.

To take prompt action in response to any drug alert bulletins that may be received from time to time.

To ensure that refrigerated items are stored at the appropriate temperature and to maintain a temperature control record/logbook.

To maintain full and accurate records of all dispensing transactions incorporating the use of computers when available and appropriate.

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

To work unsupervised and on own initiative, carrying out tasks such as repeat dispensing, stock/date checking.

Complete other tasks relating to QOF, the DSQS and other enhanced services or schemes that the Practice is committed to, including audits.

To cover all dispensing duties as required or delegated to you by the GP Partners, Head Dispenser/Dispensary Manager or Practice Manager.

Attend meetings and training events as required.

To set the building alarm and lock up at the end of each evening shift.

Quality Standards:

The post-holder will strive to maintain quality within the Practice, and will:

Hold minimum NVQ2 or equivalent in dispensing

Have a full understanding and update awareness of medicine ethics and ways of working

Have a full understanding and adherence to SOPs

Have a proven history of high standards in accuracy

Be aware of and meet the requirements of the GMS Contract, QOF related tasks and the DSQS enhanced service

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

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 may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. 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 of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will contribute to implementing and leading on a full range of promotion and management their own and others health and safety and infection control as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):

Using personal security systems within the workplace according to Practice guidelines

Awareness of national standards of infection control and cleanliness and regulatory / contractual / professional requirements, and good practice guidelines

Correct use of Personal Protective Equipment (PPE)

Using appropriate infection control procedures, maintaining work areas in a tidy, clean and sterile, and safe way, free from hazards. Initiation of remedial / corrective action where needed or escalation to responsible management

Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, sterile, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers

Undertaking periodic infection control training (minimum annually)

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognize peoples needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

The post-holder will:

Apply Practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent
• Qualified to NVQ level 2 in Dispensing Assistant or equivalent

Desirable

• Educated to 'A' level standard

Experience

Essential

• Experience of dealing with the public/patients
• Experience of IT systems
• Dispensing
• Excellent communication skills

Desirable

• Previous experience in a Primary Care or Secondary Care setting
• Experience of the clinical IT system SystmOne or any other Primary Care clinical system

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.

Employer details

Employer name

Coleford Medical Practice

Address

Coleford Health Centre

Railway Drive

Coleford

Gloucestershire

GL16 8RH

Employer's website

https://colefordmedicalpractice.nhs.uk/ (Opens in a new tab)