Job description

Job responsibilities

The following are the core responsibilities of the Dispensary Manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

To be responsible for planning and allocating work for all dispensary staff.

To oversee all dispensing matters within the practice, checking colleagues dispensing as required.

To ensure a tidy working environment exists, to ensure we are meeting safe working and health and safety requirements.

To dispense prescriptions for patients (if qualified)

To collect prescription charges from patients, cash up and balance monies received

To cross reference number and value of prescription charges against statements, ensuring accuracy

To effectively coordinate the requests for repeat prescriptions via telephone, email, online and over the counter

To ensure requests for repeat prescriptions are processed within a 48-hour time frame

To manage the return of medicines from patients

To deal with uncollected medication in accordance with current policy

To effectively manage stock levels within the dispensary, ensuring adequate levels are held, minimising wastage and expenditure

To promote a safe and effective working environment, conforming to legislation, ensuring drugs are stored appropriately within temperature parameters and securely

To collate and communicate any significant events, notifiable safety incidents, and near misses.

To effectively manage the cold chain process, ensuring all staff are aware of the requirement to accurately record temperatures and store items appropriately

To conduct stock takes in accordance with guidance

To process invoices for payment, liaising with the finance officer.

To ensure end of month claims are made via the BSA, that prescriptions have been endorsed, correctly claimed and ensure safe receipt with the BSA.

To assist with QOF targets /DSQS targets.

To oversee that DSQS targets are being achieved, if required task out actions to clinical staff to ensure attainment of targets.

To be responsible for the effective line management, appraisal and development of dispensary staff to ensure a happy, balanced, stable workforce.

To ensure new staff are recruited successfully, oversee their induction and successful integration into the dispensary team.

To ensure staff have completed all statutory and mandatory training within timescales as required within general practice.

To attend Managers meetings and make appropriate suggestions to improve team performance.

To arrange, chair, minute own team meetings within Protected Learning Time. Ensure agenda covers SOPs and any near misses.

To work with a supervisor to take responsibility for developing own clinical competence, leadership and reflective practice skills within the workplace

Person Specification

Qualifications

Desirable

• Dispensing Qualification.
• Proven track record as a manager

Experience

Essential

• Experience of Managing a Dispensary
• Experience of Managing in a health care setting
• Experience outside of NHS which can be transferred skills to NHS.

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

Holmes Chapel Health Centre

Address

London Road

Holmes Chapel

CW4 7BB

United Kingdom

Employer's website

https://www.holmeschapelhealthcentre.co.uk/ (Opens in a new tab)

Job description

Job responsibilities

Job summary:

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

To provide a wide range of administrative support within the Health Centre to facilitate safe, effective and efficient patient care to the practice population, undertaking administrative duties as directed by the management team.

To work closely with other members of the team to ensure that all duties are completed in a timely manner.

To communicate effectively with the practice population providing good customer service.

To provide general assistance to the all members of the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Reception Duties:

Greet all patients and visitors on arrival in to the building

Answer the telephone, dealing with and/or directing enquiries as appropriate

Respond to patient queries and request for assistance if needed

Book appropriate appointments on the practice computer system

Take messages at the front desk or over the telephone for same day advice/appointments/home visit requests according to practice protocol

Ensure that all urgent requests for information are dealt with promptly

Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed accurately

Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same

Take non urgent messages and notify the relevant staff member following practice protocol

Ensure that patients who present with acute symptoms at the desk or over the telephone are dealt with according to the practice protocol (including telephoning 999 where appropriate) and documenting the actions in the patients electronic record

Ensure that all contacts with patients are documented on the computer system where appropriate by entering an administration note on the consultation screen within EMIS

Contact patients, when advised, asking them to make an appointment with the relevant healthcare professional

Give results of investigations to the patients as per practice protocol

Registrations of new patients computer data entry and medical records ensure that all new patients are registered on to the computer system promptly and accurately

Receive specimens from patients at the request of the clinicians you will be expected to transfer clinical specimens in sealed request bags to pathology bags for collection

Administration Duties:

To have a thorough knowledge of all practice procedures and computer systems. To develop your knowledge to a standard so that you are able to teach others

To work in accordance of written protocols

Filing post in medical records if required

Email and photocopy as requested

Deal with all general enquiries, explain procedures and make new and follow-up appointments

Receive and make telephone calls. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery

Action requests or ambulance transportation (urgent bookings only) and enter details as per the usual system

Enter patient information on to the computer as required, ensuring three point check policy is adhered to

Adding and generating of sample test requests within the EMIS system

Provide prompt support to clinicians in surgery and other colleagues when needed

Chaperone the GPs if asked to do so

General Duties:

Ensure building security at all times have thorough knowledge of doors/windows/alarm.

Open up premises at the start of the day when first to arrive, deactivate alarm, open all clinical rooms, open the side gate entrance and make all necessary preparations to receive patients

When last to leave at the end of the day, ensure the building is totally secured, internal lights are off, computers are switched off or all left on as per guidance, radio/heaters/fans are switched off

Undertake any other additional duties and tasks as requested by the management team

Daily check of emails both personal work emails and practice emails and action as required

Flexibility:

Cover the work of colleagues during periods of annual leave and/or sickness in other clerical areas of the practice as directed by the Office Manager or other member of management team

Request annual leave in advance from the Office Manager, according to the practice protocol

In case of sickness, to inform the Office Manager as soon as possible that absence is likely

Cover various shifts/changes to hours in addition to your own hours/shifts if requested to by the Office Manager or other member of management team if required due to sickness or annual leave

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, you 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

Equality and diversity:

You will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises 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

You must co-operate with all policies and procedures designed to ensure quality of employment. Colleagues, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

Personal/professional development:

You 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

Sharing learning opportunities with staff/encouraging others development

Quality:

You 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 teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Develop measures which add value to office function and patient access (e.g. call volumes, appointments availability) and share these ideas with the Office Manager

Communication:

You should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with all other team members including your line manager and other members of the management team

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly

General Clause:

This job description is not intended to be exhaustive but to indicate the main responsibilities of the post and will be reviewed from time to time after consultation with yourself and also with other members of the management team and members of the partnership to reflect the needs and development of the Practice. There may be other duties required of you commensurate with the position. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the Practice.

Person Specification

Experience

Essential

• Practical experience of working with the general public in a face to face environment
• Practical experience of working with others
• Practical experience of working in an office environment i.e. reception or administration

Desirable

• Experience of working in a GP practice
• Experience of working within primary care

Qualifications

Essential

• GCSE grade A to C in English and Maths

Desirable

• Advanced level Microsoft Office qualification
• Experience of working on EMIS web
• NVQ (or equivalent) in Customer Service

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

Holmes Chapel Health Centre

Address

London Road

Holmes Chapel

CW4 7BB

United Kingdom

Employer's website

https://www.holmeschapelhealthcentre.co.uk/ (Opens in a new tab)