Dispenser for a GP Practice

Job Description

JOB TITLE:                Dispenser/Receptionist

REPORTS TO:          Practice Manager

HOURS:                      16 hours per week, Monday & Wednesday (plus to cover for holidays/sickness)

Purpose of the Post:

The post-holder will project a positive and friendly image to dispensary patients and other visitors and deal with queries in a professional, courteous and efficient way.

Dispensers will be the main contact for patients with medication queries for dispensing patients.  They will assist with the preparation, dispensing and sale of prescriptions and assist with stock control, ordering and re-stocking of dispensary.

Principle Responsibilities:

Dispensing

• Dispensing acute prescriptions when the GP has authorised.
• Dispensing repeat prescriptions requests after GP authority.
• Dispensing private prescriptions and collecting charges.
• Ensuring that all prescriptions are signed in a timely way by the GP’s and ensuring that no item is dispensed without a signed prescription.
• Ensuring the dispensary area remains clean and tidy.
• To fully observe legal and regulatory requirements relevant to dispensing in general practice.
• Collect charges when appropriate and process payment following practice Operating Procedures. Check exemptions and ensure documentation is correct.
• Check, sort and count prescriptions for NHS Prescription Services for processing.
• Sorting, stamping and endorsing prescriptions.
• Completing the backs of prescriptions.
• Deal with returned medication from patients.
• Maximise dispensing patients where at all possible.
• Organise the delivery service
• To assist in the making up of tray systems for patients on repeat medication weekly/monthly.

Reception

• Help and advise patients prior to appointment.
• Make appointments for patients, either by telephone or face to face.
• Ensure visitors to the surgery sign in and out.
• Complete repeat prescriptions ready to be signed by a doctor
• Organise prescriptions for collection by pharmacies or delivery.
• File prescriptions in prescription box once they have been signed by the Doctor.
• Receive payment for private monies, log and produce receipt for patient.
• Ensure tasks are directed to the appropriate clinician via SystmOne, regarding any queries.
• Provide medical notes if requested
• Ensure forms are completed if necessary, and ensure all samples are placed in the correct bags ready for collection.
• Photocopy any notes for Solicitors/Insurance Companies.

Prescriptions/Repeat Prescriptions

• Collect and process prescription repeat requests in all written forms and through online requests generating the prescriptions for authorising by the GP’s.
• Issue prescriptions for dispensing patients for processing by the doctor. Either via manual FP10 or via EPS as per practice guidelines.
• Sending tasks to the doctors or dispensers as necessary.
• Check with the GP and patient record, if concerned about the appropriateness of requests for medication.
• Deal with patient queries regarding their dispensed medication and resolve where possible or task a GP where necessary
• Take prompt action in response to any drug alert bulletins that are received
• Carry out any switches that are decided by the practice Medicines Management Team.
• Assist the clinical staff in adhering to the practice formulary and in line with the drug tariff and the CCG blacklist.
• Respond to tasks sent via the clinical system relating to dispensary and medication.
• Process medication from hospital clinic letters where authorised to do so by the GP, following protocols.
• Participate in practice audits as required and present information in an analytical way.
• Ensure patient data on the clinical system is up to date and correct at all times.
• Be aware of adverse reaction notices and act appropriately.
• Liaise with the local pharmacies to ensure patients care is maintained at a high standard
• Liaise with nursing homes regarding medication queries for their patients.

Dispensary Stock

• With the support of the Dispensary/Finance Manager, operate an effective stock control, appropriate to the needs of the dispensary.
• Liaise with other dispensers and wholesalers to ensure that stock levels are appropriate at all times, with the support of the Dispensary/Finance Manager.
• Ordering appropriate quantities of goods via the wholesaler’s computer link
• Unpack and check goods as and when they are delivered and ensure the drugs are stored in an appropriate manner in accordance with the manufacturer’s instructions.
• Ensuring that refrigerated items are stored at the appropriate temperature and maintaining the temperature control record/logbook.
• Returning incorrect goods to the wholesalers.
• Stocking shelves, refrigerators and other storage areas using rotation method.
• Removing “out of date” stock from the shelves, refrigerators and other storage areas.
• Disposal of returned unused medicines in accordance with practice policies.
• Ensure all controlled drugs are secure in the controlled drug safe.
• Ensure the controlled drug record is accurately maintained and that stock levels are correct to the records.

Training & Development

• Undertake any training that may be necessary to perform duties and responsibilities efficiently or to keep up to date with changes in working patterns and technology.
• Maintain awareness of regulations regarding medication and controlled drugs.
• Keep up to date with legislation changes and the legal requirements of the role.
• Taking part in annual appraisal and ensuring that compliance is maintained with all of the dispensary competencies.

General

• Working with the Dispensary/Finance Manager to ensure the practice achieves the DSQS requirements.
• Secure dispensary area when leaving the workspace.
• Cash up at night and ensure the correct money is present.  Check float when starting a shift, ensuring accurate financial records are kept in line with protocols.
• Attend dispensary and staff meetings as necessary.
• Clean and tidy shelves, work surfaces and cupboards as necessary, ensuring that all dispensary equipment is kept clean and kept in good working order.
• To check emails and notifications and action as appropriate.
• Undertaking other reasonable duties within the framework of the post as directed by the Finance Manager/Practice Manager

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 assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, 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.
• Use and monitoring of the correct use of standard operating procedures for cleaning and infection control.
• Responsible for correct hand hygiene of self and others
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across clinical and patient process
• Making effective use of training to update knowledge and skills.
• Monitoring practice facilities and equipment in relation to infection control, ensuring that provision of hand-cleansing facilities, wipes etc., are sufficient to ensure a good clinical working environment.  Lack of facilities to be escalated as appropriate.
• Using appropriate infection control procedures, maintaining work areas in a tidy, clean and sterile way, safe and free from hazards.  Initiation of remedial/corrective action where needed or escalation to responsible management
• Actively identifying, reporting and correcting 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)
• Spillage control procedures, management and training.

• 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 people’s 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

• Quality:

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

• 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 team’s performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

• Communication:

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

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise people’s 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

• Review Date

  Job description will be reviewed annually at appraisal.

  Reviewed and amended February 2017