The Outpatient (OP) Pharmacy In Charge at Avenue Healthcare is responsible for managing the daily operations of the outpatient pharmacy department, ensuring proper stocking, billing, inventory control, adherence to corporate governance, and delivering exceptional client satisfaction while supervising staff.
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.
Manage drugs/surgical items expiry:
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.
Ensure client satisfaction through high quality of service, effective communication, prompt feedback and escalation of any unresolved issues.
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.
Qualifications and Experience
Bachelor of Pharmacy degree.
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.
