An exciting opportunity to join and manage our dispensary in our five-doctor GP partnership,based in rural Shropshire, just south of Shrewsbury.
With a long mining history,Pontesbury is one of the largest villages in Shropshire and can boast a widerange of local services including independent local shops selling localproduce.
Our branch site is situatedjust six miles away in Worthen, a smallvillage approximately 13 miles west of Shrewsbury.
Main duties of the job
To proactively manage the dispensary service ensuring thatprocesses and procedures are customer centric, efficient and accurate.
To ensure that effective financial controls are in place tomaximise income and minimise loss and to continually review all of these andagree changes with the Partners /Practice Manager as necessary.
Toimprove and raise the profitability of the Dispensary. Motivate and support thedispensary team to ensure all staff contribute positively to the team and thewider surgery, and support their personal and professional development.
Many of the tasks and responsibilities are tocompleted by the whole of the dispensary team and whilst the job holder may notdirectly complete all of these themselves, they are responsible for thecompletion of these by delegation, monitoring and management.
About us
Our dual site dispensing practice with just over 10,300 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.
Job responsibilities
Job summary:
To proactively manage the dispensary service ensuring thatprocesses and procedures are customer centric, efficient and accurate. To ensure that effective financialcontrols are in place to maximise income and minimise loss and to continuallyreview all of these and agree changes with the Partners and/or Practice Manageras necessary. To improve and raise the profitability of the Dispensary.Motivate and support the dispensary team to ensure all staff contributepositively to the team and the wider surgery, and support their personal andprofessional development. To represent the team in formal meetings bothinternally and externally. To effectively delegate tasks to staff and ensurecross team working is achieved to benefit patients, staff and the overallpractice.
Many of the tasks and responsibilities shown below are tocompleted by the whole of the dispensary team and whilst the job holder may notdirectly complete all of these themselves, they are responsible for the completionof these by delegation, monitoring and management.
Key Tasks
Responsibility for the overallmanagement of the Dispensary and dispensary team
Sourcing new ways of increasingprofitability for the Dispensary.
Implementing new initiatives andencouraging new patients to sign up to the Dispensary.
Attendance at, and input to, Clinicaland Managers Meetings and other meetings such as suppliers and statutoryorganisations.
In association with the nominatedpartner, maintain and update the computerised Drug Directory, adding new drugsand monitoring patient repeats, updating directions to the formulary as necessary.
Liaise with the ICB/MedicinesManagement Team/Pharmaceutical Advisor, actioning any recommendations asrequired.
Ensuring that prescriptions aresorted, endorsements checked, forms prepared and prescriptions submittedmonthly to the Prescription Pricing Authority (PPA) and dealing appropriatelywith prescriptions returned by the PPA.
OtherResponsibilities
Assist with clinical audits andco-ordinate the completion of these with clinical staff and return of data asrequired.
To annually review all standardoperating procedures and ensure staff are aware and compliant ensuring a robustrecording system in place capturing acknowledgement of these and subsequentchanges
Prepare for and co-ordinate annual DSQS submissions/visits,including preparation of paperwork, evidence of procedures/protocols and Drumreviews are completed to target.
Staff Management
Leading the team both by example andthrough direction when required
Promoting a supportive and empoweredworkforce.
Creating a culture of continualimprovement
Training dispensary staff, includingencouraging and organising attendance on relevant recognised courses, includingmentoring and supervising trainee dispensers.
Regularly appraising dispensary staffincluding a formal annual appraisal setting and reviewing targets both at ateam and individual level.
Ensure competency certificates arecompleted 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 withthe recruitment of dispensary staff, providing specialist advice and leading ontechnical competencies/skills assessment.
Assisting the Practice Manager withany disciplinary issues within the dispensing team.
Purchasingand Stock Control
Establishing and maintaining thepurchasing and management of stock control to minimise financial costs.
Establishing a robust system toensure goods are correctly delivered and invoiced for and, where appropriate,credit notes are received and matched correctly to ensure monies paid for itemsare correct, liaising with Finance as necessary.
Ensure invoices for Controlled drugsare kept securely for audit purposes
Checking and authorising payment ofmonthly statements.
Checking credit notes against returnsand chasing outstanding credits.
Provide regular data to Finance onVAT items
Maintain adequate stocks at main andbranch surgeries, ensuring timely stock rotation.
Organise and liaise with Orridge toundertake 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 minimisewaste, but where unavoidable, oversee the boxing and pricing of out of datestock and keep records and report regularly to the Partner responsible forDispensary and Practice Manager.
Supplier& Drug Company Representatives
Meet regularly with supplierrepresentatives in order to ensure the best possible discount levels and signup to relevant MDS schemes.
Ad hoc liaison with drug companyrepresentatives where appropriate and in the interests of the practice.
Prescriptionsand Prescription Monies
Daily: check prescriptions forsignature/endorsements and sort into paid/unpaid by doctor.
Weekly: submitting all unsignedprescriptions to the partners; generating nurses prescriptions; sortingpost-dated prescriptions.
Daily: cashing up prescriptionmonies, balancing and recording.
Monthly: submitting prescriptionmoneys to Finance for banking, ensuring sufficient change is available.
Monthly: calculating number and valueof prescription charges and checking against Health Authority statements.
Monthly: Dispensary profitability spreadsheet.
Destructionof Drugs
Daily: dealing with returnedmedication from patients.
Monthly: dealing with uncollectedmedication.
Monthly: stock check of CD cabinet.
Quarterly: dealing with returnedControlled Drugs from patients for destruction. Have to be witnessed donewhen needed to clear cd cupboard
Quarterly or as required:: dealingwith out of date Controlled Drugs in line with NHSE/CCG guidance maintainappropriate records for audit and DSQS purposes
Dispensing
Dispense alongside team
Overseeing/checking colleaguesdispensing and ensuring there is always a qualified member of staff available.
Establish a robust and safe system toreceive prescription requests and ensure systems are in place and followed toensure accuracy and timeliness of prescription production, authorisation andsubsequent issuing of these and dispensing medication where appropriate.
Ensure there are robust systems inplace to ensure the correct prescription charges are collected from patients.
Removing out of date repeats frompatients computerised repeat prescription lists.
Re-batching drugs for repeatprescriptions.
Manage ordering system forconsumables such as bags, bottles, labels and prescription paper.
Transport medication and supplies between sites as required
Other
This Job Description is neitherexhaustive nor exclusive and will be reviewed periodically in conjunction withthe post holder. The post holder is required to carry out any duties that mayreasonably be requested by the Partners or the Practice Manager.
Person Specification
Qualifications
* 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)
* Management Qualification educational level 4 or above, or equivalent experience
Experience
* Demonstrable experience of working in a dispensary and experience of EMIS Web clinical system, DOCMAN and AccuRX.
* 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
* 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 manage conflict
* 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.
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