Outpatient (OP) Pharmacy In Charge at Avenue Healthcare

Job Description

Key Responsibilities 

• Ensure that the facility has the necessary equipment and ensure that they are in good working condition.
• Ensure timely, accurate and 100% billing of drugs. If the hospital management system is down, liaise with the receptionist /invoicing clerk to inform the client that drugs will be recorded on a manual card and issued then card collected later after the bill has been finalized once the system is back. 
• All processed prescription orders should be well labeled, counter checked then client informed to collect their cards before the medication is dispensed.
• Ensure that all insurances exclusion lists are adhered to.
• Ensure that the Pharm-Tech informs the doctor on equivalent of the out of stock medication and the prescription is amended.
• Ensure that the Pharmacy is well stocked as per the set re-order levels. Do daily counts, spot counts, monthly stock takes and give a timely, accurate report with valid explanation on variances and expiries to the Pharmacy Manager for approval of adjustment by the Stock Controller.
• Prevention of medication errors by counter checking and verifying the prescription on doses, allergies, patient identification, right drug, legibility and give clear usage instructions.
• All stock movements including goods received, goods returned, purchases from petty cash, prescriptions issued to patients on cash, inter-branch transfers or in house clinics, expired drugs, lost or stolen items must be captured in the HIS real time.
• DDA to be dispensed as per the laid down policy, checked weekly and any discrepancies reported to the Pharmacy Manager for approval of adjustment by the Stock Controller.
• Generate and send LPOs to the respective suppliers.
• Ensure accurate receiving, counter checking and signing of the invoiced orders and delivery notes as per send L.P.O. Drugs with an expiry less than six months should be received with a Letter of Undertaking and returned to the supplier if not consumed within the 6 months.
• Ensure timely and accurate entry of invoices into the hospital management system and that they are well stored to be checked and dispatched to Finance/Accounts by end of the month.
• Ensure a well arranged pharmacy that is neat, presentable dispensing counter and workstation
• Ensure that the fridge temperatures are charted twice daily and any error reported to relevant department.
• Ensure timely escalation of any urgent out of stock items to the Pharmacy Manager for manual purchase approval.
• Ensure that any issue pertaining quality is escalated to the Pharmacy  Manager.
• Drugs/surgical items expiry management;
  • Ensure shelf allocation for weekly checking of expiries and communicate to the Pharmacy Manager.
  • Enhance FIFO/FEFO by the use of green stickers on short expiry drugs and share the short expiry list with the doctors to assist in prescribing.
  • Expired drugs should be documented, quarantined and disposed as per the PPB regulations. 
  • Allocate emergency trolley to ensure its well-stocked at all times and expiry managed
• Ensure that Avenue corporate governance policies and procedures are adhered to.
  • Prevent, detect and report any fraud or criminal activity 
  • Fully implement audit recommendations and attain satisfactory ratings in subsequent audits.
• Ensure all sentinel incidents/events are recorded and reported to the Pharmacy Manager within 24 hours using the provided tools. 
• Maintain and enforce infection control standards when doing extemporaneous preparations.
• Client Satisfaction;
  • Ensure client satisfaction through high quality of service, effective communication, prompt feedback and escalation of any unresolved issues to the relevant person for follow up.     
  • Ensure that the standardized tool for patient satisfaction feedback is filed for measurement, follow-up and improvement.
• Maintain patient privacy and confidentiality at all times.
• Ensure adequate knowledge of all Avenue policies, procedures and systems as outlined in the HRMIS
• Any other duty as assigned by your immediate supervisor in line with the job description 

Person Specification

• Bachelor of Pharmacy.
• A minimum of 4 years experience with at least 1 year in supervision
• A valid license as required by the Pharmacy and Poisons Board (PPB)
• Organizational awareness and detail-oriented
• Strong interpersonal and communication skills, teamwork and reliability