General Practice Assistant (GPA) for Medicines Management POD in Yeovil

Reporting to: Practice Manager & Clinical Pharmacist

Location: Penn Hill Surgery

Rate of pay: £13.33 per hour rising to £13.84 per hour upon successful completion of probationary period

Hours of Work: 18 - 20 hours per week

Schedule for 18 hours per week = Mon and Weds (8:30am to 2:30pm) and Fri (9:00am to 3:00pm)

Schedule for 20 hours per week = Mon and Weds (8:30am to 2:30pm) and Fri (8:30am to 5:00pm with 30 min unpaid break)

Role Summary: As a GPA Medicines Management & Prescribing Administrator, you will play a critical role in supporting the safe and efficient processing of prescriptions, providing a communication hub between patients, pharmacies, GPs, and healthcare professionals. You will combine clinical administrative expertise with a customer-focused approach to contribute to safe prescribing practices and to the overall performance of the prescribing team. This role requires a high level of attention to detail, advanced coordination skills, and initiative to ensure patients' medication needs are met promptly and in accordance with current practice and NHS prescribing protocols.

Key Responsibilities

• Process prescription requests in line with the surgery's repeat prescribing protocol.
• Manage new medication/add meds/follow ups from discharges/letters.
• Manage the vulnerable and high dependency drugs users through a robust protocol.
• Data entry from discharges/letters onto patient records (ie weight, height, blood pressure, heart rate etc).
• Expedite urgent prescriptions to help ensure a safe and responsive service to our patients.
• Proactively manage and resolve complex prescription queries from patients, pharmacies, hospitals, and internal staff.
• Perform monthly drug monitoring using EMIS Web searches and arrange relevant clinical reviews.
• Maintain and use the Prescription Tracker to monitor the status of prescriptions.
• Update pharmacies with medication changes including dosage adjustments and changes to blister packs.
• Support the Clinical Pharmacist in medicines reconciliation and repeat medication reviews.
• Liaise with secondary care providers to ensure medication changes and discharges are actioned.
• Communicate with other practices to obtain medication summaries for new patients.
• Liaise with pharmacies on the supply of prescribed drugs and alert clinical teams of any supply issues and forward on recommended alternatives.
• Work within the Somerset Prescribing Formulary and work within the recommended cost effective and evidence based choices.
• Review the Traffic Light system and know which drugs need to be prescribed by secondary care and advise clinical team.
• Provide an efficient administration service as part of a team to ensure the smooth running of the prescription support to our clinicians.
• Create tasks and assist clinicians in managing document workflow relating to prescriptions.
• Conduct drug monitoring within limits of non-clinical role.

Patient Coordination & Record Keeping

• Action patient requests from EMIS Tasks, AskMyGP and email daily.
• Accurately enter patient information into EMIS Web.
• Check for outstanding chronic disease reviews and arrange necessary appointments.
• Scan clinical correspondence and ensure it is coded and filed appropriately.
• Proactively support patients in understanding repeat medication processes and changes.

Teamwork

• Attend and contribute to prescribing team meetings and cross-departmental discussions.
• Suggest improvements to prescribing processes to increase efficiency and safety.

General Duties

• Handle all patient, practice and partner information in strictest confidence.
• Comply with GDPR, Data Protection Act, and NHS confidentiality standards.
• Identify and report health and safety risks and participate in infection control practices.
• Maintain a clean and safe working environment in all patient and administrative areas.
• Support quality initiatives including audits and CQC compliance.
• Participate in personal development plans and annual reviews.
• Promote equality and diversity in all interactions with staff, patients, and stakeholders.
• Challenge discrimination and contribute to an inclusive work environment.
• Act as a liaison between internal departments and external healthcare professionals.
• Tailor communication style to accommodate patients with diverse needs and backgrounds.

Person Specification

• 5 GCEs including English and Maths.
• Qualification in health/social care or dispensing: Healthcare administration qualification.
• Excellent written and verbal communication skills including ability to listen, to discuss and to inform clearly.
• Excellent organisational skills and meticulous with good time management skills.
• Ability to build strong relationships with colleagues at all levels.
• Good degree of accuracy and attention to detail.
• Ability to work alone and part of a team and promote a good team spirit.
• Excellent IT skills.
• Able to take an overview and prioritise effectively.
• Understanding of basic health and social care terminology.
• Familiarity with IT systems currently in use in health and social care settings.
• Experience of clerical and administrative work.
• Experience of working in a GP practice or healthcare environment.
• Experience and good understanding of operating Microsoft Office including Word, Power Point and Excel.
• Experience and good working knowledge of patient confidentiality.
• Experience of prioritising own workload in a busy working environment.
• Experience as a Prescription Clerk or GPA - Knowledge of NHS primary care protocols.
• Strong patient focus.
• Ability to cope with multiple demands.
• Willingness and ability to participate in attending training courses in relation to the role.
• Positive attitude & self-motivated.