Avenue Hospital was founded in 1995 for the purpose of managing the outpatient department at the Hospital, and to extend medical services to corporate clientele through an innovative concept of Managed Healthcare.
Mission
To provide high quality care that exceeds our clients’ expectations.
Key Responsibilities
The pharmacy manager will perform the following people management duties as guided by Avenue HR policies and in coordination with the HR Department.
Efficient utilization of Pharmacy techs, pharmacy clerks and pharmacy assistants- Liaise with the Medical Services Manager to ensure optimal staff levels as well as efficient use of overtimes and locums.
Ensure staff daily task / shelf allocations for inventory management, Emergency trolley medication management, daily / random counts, variance and expiry monitoring to achieve optimal stock management and tidy shelves.
Identify training gaps and liaise with HR and medical quality team to facilitate training
Participate in the recruitment, interviewing and hiring pharmacy personnel
Ensure all pharmacy staff undergo orientation, training and competence assessment checks
Manage Rota, leaves and absenteeism as per HR policies
Ensure staff within the pharmacy units are highly motivated and minimize staff attrition rates by
Regular staff engagement and monthly departmental meetings
Promptly addressing staff concerns – Identify and deal with personnel issues in a proactive and timely manner, with appropriate follow up as necessary
Reward, Recognition and Discipline
Ensure that deserving staff are recognized/rewarded
Disciplinary action (with proper cause) is undertaken without undue delay and per defined policies
Staff supervision: Responsible for supervising all pharmacy staff (Pharm techs, clerks and assistants) and evaluating performance.
Manage and lead the Pharmacy Units (Outpatient, Special Clinics and Inpatient) in the provision of safe, timely, efficient, effective and patient-centered pharmacy services and operations
Implement safe medication use processes in all the pharmacy units
Develop and / or maintain operational and quality policies and procedures
Ensure compliance to the pharmacy policies, procedures and pharmacy manual
Ensure compliance to regulatory and accreditation standards
Ensure timely and appropriate drug returns / recalls and treatment sheet reviews.
Serve as the pharmacy leadership team liaison to interdisciplinary team members for areas of responsibility (e.g., nurse managers, specialists, medical quality, etc.).
Monitor Turn Around Time of service and intervene when necessary
Perform duties as a member of the hospital clinical governance committees as guided by the committees Terms of Reference
Ensure that Avenue Corporate Governance policies are adhered to.
Prevent, detect, and report any fraud or criminal activity
Fully review and ensure implementation of audit recommendations
Ensure optimal Financial Management of Pharmacy services
Stock Management:
Physical Inventory count / Stock takes daily for high value items and monthly for all items in all pharmacy units, wards, Surgical and consumables stores, theatre and other area with pharmacy items.
Maintain optimal stock levels to achieve a target of 15-21 inventory days without stock outs
Perform accurate and timely stock variance reporting with justifiable reasons prior to approval and adjustments
Target zero expiries and stock losses
Prepare a monthly report for pharmacy based on KPIs
Check margins monthly for items to ensure target margins are attained
Develop plans and lead efforts to improve financial performance in assigned areas of responsibility
Ensure highest quality of care and service in the Pharmacy units:
Supervise the drug preparations for high alert medication and extemporaneous preparations & compounding e.g., dermatological preparations and syrups
Ensure appropriate storage of pharmacy items with temperature & humidity monitoring and in compliance with other policies including Hazmat items handling
Ensure appropriate disposal of pharmacy items as per PPB and COHSASA requirements
Monitor compliance to care protocols, guidelines, pathways, and standard treatment guidelines
Review and act on quality indicator reports and implementation of QIPs as assigned by Medical services Manager.
Incident Management: Ensure all incidents/events are recorded and reported within 24 hours using the provided tools and implementation of corrective actions.
Ensure proper documentation for medication labelling and use – treatment sheets, order sheets
Maintain and enforce infection control standards within the pharmacy units.
Ensure implementation of medication policies to prevent medication errors
Ensure all Pharmacy and medication use as per COHSASA Standards are maintained at all times
Patient satisfaction and confidentiality:
Ensure patient satisfaction through quality of care, communication, and collection of feedback from patients as determined in the KPI using the standardized patient satisfaction in the pharmacy units.
Always maintain client/patient privacy and confidentiality
Any other duty as assigned by your immediate supervisor in line with the job description
Person Specification
- Bachelors in Pharmacy (BPharm)
- A valid Kenya Pharmacy and Poisons Board (PPB) practice License
- Updated BLS certificate
- Leadership & Management certificate/degree
- Not less than 3 years’ experience in Pharmacy Management
- COHSASA or other Accreditation experience
- Excellent interpersonal and communication skills
- Attention to detail
