Temporary Prescriptions Clerk / Administrator

The Prescriptions Clerk/Administrator will be the focal point of communication between the GPs, clinical Pharmacist, and other clinicians as well as the receptionist, patients, local chemists, and other members of the primary health care team, to ensure patients' repeat medication is produced within the current surgery protocols.

The duties within this role will include co-ordinating and preparing repeat prescriptions for our patients. To update patient records with hospital correspondence, information and process all relevant prescriptions as authorised by the practice doctor(s) and prescribing nurses where appropriate in accordance with the principles of good practice.

To process all relevant prescriptions that may be received from other Practices, Dentist's, District Nurses or Hospitals including private prescriptions. To prepare and co-ordinate prescriptions for the Prescription Delivery Service.

The prescription clerk/ administrator must be prepared to undertake any necessary training to ensure that he/she has the necessary skills and competence required.

Although reporting to the Pharmacy/Dispensary Manager the post holder will work closely with the Clinical staff and the GPs.

To assist with other pharmacy and dispensary staff and to provide holiday and sickness cover for colleagues.

Mission Statement

To provide personalised, high quality general practice care to our patients in a timely manner whilst respecting privacy and dignity of all. We aim to be high achievers in the management of our patients and medicines management standards. Our staff work to high professional standards, keeping up to date and sharing new ideas.

Primary Responsibilities

The following are the core responsibilities of the Prescriptions Clerk/ Administrator. 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 comply with future Extended Hours the Prescriptions Clerk/ Administrator cover may apply to weekends and Bank Holidays.

This is a Temporary position to cover maternity leave.

Prescription Clerk/ Administrator Duties

a. Process all repeat medication requests sent in by patients, community teams, care homes in a timely manner and within agreed protocols. This will include dealing with patient requests from e-mail, paper requests, telephone, hospital discharges and other third parties.

b. Liaise with patients and external pharmacies regarding prescription queries and requests.

c. Liaise with GPs for medication reviews

d. Work with clinicians and other practice staff to resolve all medicine related issues.

e. Liaise with the clinical pharmacists with reference to discharge and clinic letters

f. Effectively liaise with external services i.e., district nurses to ensure medications are arranged for housebound patients.

g. Ensure that all prescription queries are passed to the appropriate person as soon as possible for the relevant action.

h. To ensure accuracy whilst generating patient written requests for repeat prescriptions.

i. Keeping prescription information up-to-date in patient records, maintaining full and accurate records of all dispensing transactions incorporating the use of SystmOne.

j. Check emails regularly and deal with them appropriately.

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

l. The posting of incoming blood results and relevant action to completion via the path links system.

m. Create tasks, update tasks and scanned letter task lists as applicable and assist clinicians in managing document workflow relating to prescriptions.

n. 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.

o. To be able to work methodically and accurately with the ability to self-motivate, organise, and prioritise own workload.

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

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

r. Flexibility to cover other areas when required, during periods of annual leave and sickness.

Secondary Responsibilities

In addition to the primary responsibilities, Prescription Clerk/ Administrator may be requested to:

• Partake in audit as directed by the audit lead


• Produce meeting agendas and record the minutes of meetings


• Support Dispensary and Pharmacy staff, providing cover during staff absences


• Complete opening and closing procedures in accordance with the duty rota


• Ordering and monitoring of stationery supplies


• Take part in annual appraisal process


Generic Responsibilities

All staff at the Mattishall & Lenwade Surgeries have a duty to conform to the following:

Equality, Diversity & Inclusion

A good attitude and positive action towards ED&I creates an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This practice is committed to supporting and promoting opportunities for staff to maintain their health, well-being, and safety. You have a duty to take reasonable care of health and safety at work for you, your colleagues, and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

Confidentiality

This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Safeguarding responsibilities

All staff have a responsibility to understand, achieve and maintain the standards set out in the Practice Safeguarding Policy; staff must report any safeguarding concerns to their line manager and must cooperate with the management team in identifying development needs and act on them. Staff are to ensure compliance with all safeguarding training requirements.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction Training

On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Practice Manager.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude, and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

Collaborative Working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff at the Mattishall & Lenwade Surgeries must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Security

The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.

Professional Conduct

At the Mattishall & Lenwade Surgeries, staff are required to dress in a professional manner appropriately for their role.

Leave

All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take a minimum of 22 days plus Bank Holiday leave pro-rata each year and should be encouraged to take all of their leave entitlement.